GOVERNMENT OF KERALA Abstract Finance Department ~ implementation of PRICE Software — Phase II — Orders issued FINANCE (INDUSTRIES & PUBLIC WORKS - B) DEPARTMENT G.O.(Rt)No. 2997/2019/Fin. Dated, Thiruvananthapuram, 11.04.2019 1) G.0.(Rt) No. 1482/2012/PWD dated 18.08.2012 2) G.O.(RU) No. 1729/2016/PWD dated 20.12.2016 3) G.O.(RY) No. 122/2017/PWD dated 02.02.2017 4) Letter No. CE/Admin/IT/PRICE/2016-17 dated 16.02.2019 from the Chief Engineer, PWD (NH & Admin). *& 5) Minutes of the Meeting held in the Chamber of Additional Chief Secretary (Finance) on 08.04.2019 Government vide Order referred 1“ above, had entrusted the Project Director, KSTP to develop an application software for computerizing the estimate preparation, AS and TS Sanctioning, tendering, bill payment ete in PWD. The software was later named as PRICE and NIC was selected as agency for software deyelopment. Thereafter, the first phase of the project was completed which cluded online estimate preparation, submission with approval modules and the same was used successfully in all wings of Public Works Department. Later, Government decided to implement PRICE Software in all engineering departments and public sector units. Presently, PRICE Software 1" phase is being used by engineering departments and PSUs / other agencies. As per the reference cited 2" above, Government entrusted the Executive Engineer (IT, GIS & RMMS Cell) as the Administrator of PRICE in the Public Works Department under the overallsupervision of the Chief Engineer (Administration), Public Works Department. As per Government Order read 3" above, Administrative Sanction was accorded for the implementation of the 2“ phase of PRICE Software in the engineering departments and to entrust this work to National Informatics Centre, Kerala, subject to certain conditions. Vide letter cited above, the Chief Engineer, PWD (NH & Administration) has submitted proposal for making the PRICE Software 2" Phase live in Public Works Department with facilities for Asset Database Generation with Electronic Asset Registers, Automatic Bid Document Generation, E-Measurement Book, E-Level Field Book, Automatic Bill Generation, Revised estimate preparation, EMIT integration and Contractor's portal and requested to approve the proposal. Government have examined the matter in detail and are pleased to issue the following guidelines for the implementation of PRICE Software Phase 4) The second phase of PRICE Software will be made live with effect from the 1* of June 2019. 2) The asset details shall be tagged with each and every maintenance work estimate, For this, the Asset Register (roads, buildings, bridges, culverts etc) in PRICE shall be made up to date, All Executive Engineers and their Subordinate Officers in charge of assets shall ensure that the details of assets (roads, buildings, bridges, culverts etc) under their control as per the hard copy of Asset Register of the Division shall be entered, verified and approved in PRICE Software. From 1" of July 2019, all maintenance estim ates in PRICE-PWD can only be prepared after selecting the asset on which the maintenance work is proposed to be carried out. The details of roads shall include chainage of roads also. 3) From 1 June 2019 onwards, the NIT and Bid Document for tendering of all works shall be generated through PRICE Software only. The Tender Inviting Authorities shall ensure that all the details required for generating the NIT and Bid Document shall be correctly entered, verified and approved. The4) 6) ‘Tender Inviting Authority and his concerned Subordinate Officers shall be responsible for any incorrect / incomplete bid document generated from PRICE Software due to incorrect data Integration of PRICE Software with E-portal for tendering shall be done at the earliest to eliminate erroneous entry of quantities while tendering / omission of bid conditions. The date of recording measurement / check measurement shall be captur and no provision to record measurement on a back date shall be entertained. The measurement entries in E-Measurement book shall be completed within 10 days after the time of completion of that item of work and check measurements shall be done within another 7 days in case of visible measurements. In case of hidden measurements all pre-measurements shall be entered by Assistant Engineer and check measurement / super check shall be completed before executing the nex tem. In case of works exceeding the Technical Sanction power of Assistant Executive Engineer, super check on 10% of value of work shall be done by Executive Engineer. For works costing more than Rupees five crores, the contractor shall record the measurements. A definite time frame has to be fixed within which sistant Engineer has to verify the measurements and for both Assistant Executive Engineer and Executive Engineer to conduct and record check measurements and super check. If Assistant Engineer is not verifying the meat ‘ements entered by contractor within 7 working days, there should be an alert message to Agreement Authority and the Assistant Executive Engineer regarding the same. Assistant Engineer has to complete the verification of measurement within 15 days after the time of completion of that item of work and check measurements shall be done within another 10 days in case of visible measurements. In case of hidden measurements , all pre-measurements shall be entered and check measurements / super check 3shall be completed before executing the next item. Assistant Engineer / Assistant Executive Engineer shall ensure and certify that required periodic tests by the quality control wing are conducted and complied as a criteria before the bill is submitted for passing. 7) Bills for all works shall be generated through the E-Bill facility of PRICE Software for all works for which measurements are entered in the E-Measurement Book of PRICE Software. 8) The Contractor shall also has to accept / reject the measurement within 7 days of recording of measurement by the Assistant Engineer. Assistant Engineer shall intimate the contractor regarding the recorded measurement within the above period. Beyond this period, it will be deemed that the contractor has accepted the measurement. The bid conditions may be modified to that extent PRICE, 4.9) Revised estimates for all works shall be prepared and approved Software for all works which are not started as on 01.06.2019 or there is measurement entered in E-Measurement Book. The above clause shall be in compliance with all Government directions, For works requiring Government sanction, the approval of Revised estimate shall be done only after getting the same, 10) Currently the bill copies (KPWD Form No. 23) submitted to the Accountant General / Treasury is being signed by the concerned Assistant ineer, Assistant Executive Engineer and Executive Engineer. For those bill copies v ich will be generated through the PRICE Software, signature of the Passing Authority along with digital signatures of Assistant Engineer and Assistant Executive Engineer are necessary for the submission of bill copies to the Accountant General / Treasury. 11) The market rates values in approved observed data (approved by the Chief Engineer's Committee) should not be treated as similar to the departmentalschedule of rates since the rates of approved observed data are included based on a prevailed local market rate 12) Negotiations shall be done with overall lowest quoted bidder (1) only to reduce the high quoted rates so as to explore the possibility for bringing them within DSR + 10% tolerance limit or LMR, whichever is lower. 13) In case of quantities exceeding the agreement schedule quantities and up 25% limit that are necessitated for proper completion of work, the contract rates of corresponding item shall apply. 14) For excess quantities, ie, quantities in excess of 25% over agreement schedule quantities and whose rates are above the Technical Sanctioned estimate rate modified by overall tender excess / tender deficit, the admissible rates shall be limited to Technical Sanctioned estimate rate modified by overall tender excess / tender deficit, as the case may be, subject to a maximum of PWD local market rates prevailing at the time of smorderinge =e seene ne 15) For percentage rate contracts, the rate for extra item shall be arrived at by applying the percentage tender excess or tender deduction to the departmental data rate excluding the cost of departmental material and as per the original schedule on which the tender is nvited. Also, for percentage rate contract, in case of variation in quantity over 25% of agreed quantity, no change in rate will be permitted under any circumstances. extra As per Para 39.5.2 and 39.5.3 of Standard Bid Document, in case of ns for which similar items do not exist in the contract and rate exists in the prevailing departmental data rate, the rate shall be arrived at on the basis of departmental data rate at the time of issuing Technical Sanction modified by overall tender excess / deduction except on the cost of departmental material subject to a maximum of LMR at the time of ordering the item.® 17) The approved Standard Bid Document for works stands modified up to these extents 18) For those bills of works generated and passed through PRICE Software, the corresponding entries in EMLI Software shall be done through the PRICE Software either by the Divisional Accountant or the Head Clerk (for Sub-division works) By Order of the Governor, MANOJ JOSHI Additional Chief Secretary (Finance) The Principal Accountant General (A&E) Kerala, Thiruvanathapuram The Principal Accountant General (G&SSA) Kerala, Thiruvanathapuram The Accountant General (E&RSA) Kerala, Thiruvanathapuram he Principal Accountant General (Audit) Kerala, Thiruvanathapuram, All Heads of Departments and Offices | Departments of Secretariat The Nodal Officer, www. finance.kerala.gov.in Stock file/ Office Copy (E-1128429) Forwarded/By Order dager] Section Officer