list 'a' and 'b' sop for procurement and … for procurement and...
TRANSCRIPT
(Total No of Pages — 42)
Tele : 23019646
Policy No 07/2017
E2 Works (PPC) Sub Dte Dte of Works, E-in-C's Branch Integrated HQ of MoD (Army) Kashmir House, Rajaji Marg, New Delhi — 110011.
A/37696/Hiring JEs/Pol/E2W (PPC) O. Jun 17
List 'A' and 'B'
SOP FOR PROCUREMENT AND OUTSOURCING OF PROFESSIONAL SERVICES IN MILITARY ENGINEER SERVICES
1. Reference MoD/ D (Works-I) ID No 4(1)/2009-D (Works-I) dated 01 Mar 17.
2. MoD/ D (Works-I) vide their ID Note referred above have approved outsourcing of AEs/ JEs in MES subject to compliance of the procedure as outlined in GFR under Procurement of Services.
3. SOP on the above subject is enclosed as Appendix to this letter.
4. This is for your information and necessary action please.
(KK epswal) Brig DDGW (PPC & Est) For E-in-C
Enclosures : As above.
Copy to: -
QMG's Branch / DG LWE
IHQ of MoD (Navy) / Dte of Works
IHQ of MoD (Air Force) / Dte of AF Works
HQ IDS / Works Dte
HQ SFC
Coast Guard HQ
DGQA/ Works Dte
QMG's Branch / ADGTE
HQ CME Pune
Faculty of Construction Management, CME Pune
HQ CE (P) Seabird IHQ of MoD (Navy) West Block-V, RK Puram New Delhi — 110066
DG MAP
MoD/ D (Works-I) - For information please.
MoD/ Fin (Works)
Office of CGDA, Delhi Cantt
Internal
All Sub Dtes of Works Dte
Automation Cell - For uploading on MES website please.
3
(Refer Para 3 of E-in-C's Branch letter No A/37696/Hiring JEs/Pol/E2W (PPC) dated 69-Jun 17)
STANDARD OPERATING PROCEDURE
FOR PR SERVICES
AND OUTSOURCING OF PROFESSIONAL
SERVEICES IN MILITARY ENGINEER SERVICES
Preamble
1. Outsourcing refers to utilizing resources on payment basis, of another organization
to secure services and products, for which one would otherwise employ one's own resources, including manpr. The im of outsourcing is to optimize expenditure both
e It aimsa at enhancing operational preparedness without
on manpower and logistics
compromising security by entrusting functions to specialists and service providers.
2. Outsourcing has been permitted by Government of India as a way/ means to
ensure efficient and reliable services by various services providers. Rules of outsourcing and procurement of services are contained in General Financial Rules (GFR 2005 Rule 163-185/GFR 2017 Rule 177-206). As per rule 178 of GFR 2017, the ministries or
departments may hire external professionals, consultancy firms or consultants for a
specific job, which is well defined in terms of content and time frame for its completion or
outsource certain services.
3. MoD, vide ID No 4(1)/2009-D(VVorks-1) dated 01 Mar 17 (enclosed as n Annexure I)
has approved outsourcing of Assistant Engineers and Junior Engineers i MES with compliance of the procedure as outlined in GFR-2005 under Procurement of services from Rule 163 to 185. GFR 2017 has been issued on 08 Mar 17 and came into force with immediate effect and provisions contained in relevant rules (Rules 177 to 206) are applied
in formulating this SOP.
4. The aim of this SOP is to lay down a procedure and broad guidelines for MES
formations in terms of scope, tendering, contracting, execution and budgeting for outsourcing of professional technical services involving duties normally performed by regular departmental Assistant Engineers (AEs) and Junior Engineers (JEs).
Scope
5. While planning for outsourcing of services, in-house expertise, resources and
competence available shall be borne in mind and all available resources utilized in an optimal manner before proceeding for outsourcing which should supplement and bring
synergY to departmental efforts. Recruitment of regular department engineers shall be
prime focus to ensure desired delivery and productivity levels. Outsourcing of professional technical services shall in no way delay/ Prolong actions taken for permanent recruitment
of regular establishment strength. Outsourcing by no means shall shift the accountability
and responsibility solely to the service provider and proper checks and balances shall have to be maintained by the department.
Outsourcing shall not be permitted for
highly sensitive defence installations/ sensitive/ classified projects.
4
6. The need for procurement of consultancy services over and above the internal capacity/ capability shall be in consideration of economy, speed and efficiency in relation to additional requirement/ commitment/ usage of staff/ management/ organization, technological and material resources, money and time/ speed of execution. Procurement of professional technical consultancy services also include project implementation supervision, engineering services apart from other related services.
7. The scope of services under procurement and outsourcing of professional technical services (Involving duties normally performed by regular departmental Assistant Engineers and Junior Engineers) shall include one or more of the following:-
(a) Project Implementation Supervision Services.
(b) Works Management and Contract Management Services.
(c) Construction work Supervision Services.
(d) Project planning services including site surveys, preliminary estimates, designs, drawings, detailed estimates, BoQ etc.
(e) Technical Supervision for Infrastructure Maintenance Services.
(f) Technical Planning for Infrastructure Maintenance Services.
Outsourcing of Professional Technical Services
8. The workload of MES has increased multi-fold without proportionate increase in staff. A large number of infrastructure development projects have been sanctioned and quantum of sanctions is on the rise in the form of AMWP projects, 11th and 12th plan infrastructure development etc. Such huge spike in sanction of works, necessitates requirement of engaging/ employing consultants as planners/ supervisors for the project duration. These requirements are dynamic and based on actual workload of projects which keep fluctuating. This would lead to holding of staff on required basis thus relieving government burden of bench strength holdings till start of new project and long term permanent accretion in such cases, duly safeguarding government interest.
9. In order to effectively supervise quality construction work, there is an inescapable requirement of deployment of sufficient number of AEs and JEs on project sites and maintenance services for supervision at various stages of execution of works. Concurrently, planning of new works and maintenance services is also undertaken for which requisite number of AEs and JEs are involved in preparation/ scrutiny of engineer documents in various MES establishments. Also AE and JE (QS&C) are required to ensure effective and efficient functioning of the Contract section in various MES establishments.
10. The outsourcing of professional technical services may be utilised in 'M' establishments at the level of CE Zones/ CCE and below. The Contracts/ Job orders will be concluded by CE Zones/ CCEs for project related services and CsWE/ GE(I) for maintenance related services.
5
Norms and Scaling
11. The requirements of professional technical services shall be based on linear static scales for routine maintenance works, regular budgeted development works and take into account the financial load, physical work load, geographical spread of units and essential tasks in critical installations as well as requirements for planning and administrative tasks. Optimisation shall be ensured in utilization of services through judicious engagement of human resources provided under consultancy agreements in reasonable number of projects. The requirement of services shall be worked out based on following norms and scaling:-
(a) Maintenance Services. The overall requirements of JEs for various MES formations shall be based on parameters as laid down in MoD UO No 6(2)/86-D (Wk-II) dated 03 Jul 87 and 18 Nov 93, extract included as Annexure II. The requirement of AE (Civil), AE (E/M), AE (QS&C) for planning duties shall be as per actual requirements, duly justified by the respective MES formation.
(b) Project Works. The requirement for project works of MES establishments (like CWE(P), GE (P), GE (Maintenance) with Project Works, CCE, PM etc.) shall be worked out based on two JE B/R, One JE E/M and one JE (QS&C) for upto Z10 crore project work load , with an increment of one JE (Civil), one JE (E/M) for every 15 crore increase in work load and one JE (QS&C) for every Z 25 crore increase in workload, subject to a maximum of six JE(Civil), three JE(E/M) and two JE (QS&C) per project. The requirement shall be based on the total annual work load (projected annual expenditure) and not on Administrative Approvals received. The requirements of AE (Civil), AE (E/M), AE (QS&C) for planning duties shall be projected with due justification in the S of C and approved by the CE Zone/ CCE. In case of dedicated projects having sanction for procurement of professional services, the quantum of services shall be outsourced as catered for in the Administrative Approval.
(c) Airfield Project Works. The requirements shall be based on instructions as given at Para 33 to 36 of E-in-C's Branch letter No 27025/Policy/43/E2 Air dated 06 Jul 12 included as Annexure III.
Proposals for Outsourcing and Approval
12. The outsourcing shall be for the services and not for the personnel. The requirement of services of Assistant Engineers and Junior Engineers shall be worked out at the HQ CE Zone. In order to determine the exact requirements of outsourcing and its financial effect, CEs Zone will constitute a BOO for the purpose. Outsourcing shall be resorted to where the posted regular staff is inadequate against functional requirement as per norms defined at Para 11 above. The deficiency shall be based on the authorised scales and not on ceiling strength. A certificate to this effect is required to be endorsed by the initiating authority of the proposal. In specific projects, where procurement of professional consultancy services for technical supervisors/ technical planners has been included as part of Administrative Approvals, requirement of outsourcing shall be based on such sanctions.
6
13. MES formation seeking Outsourcing will formulate an S of C for the services to be outsourced which will include the following: -
(a) In case activity proposed to be outsourced is presently being carried out through in house personnel, S of C to bring out authorized/ present strength.
(b) Proposal for outsourcing will be projected to Chief Engineer Zone with recommendation of CsWE/ GE (I) with SoC including financial implication.
(c) The period for which the services are required including action taken to make up the existing deficiencies in departmental regular strength for which outsourcing is proposed.
14. HQ CE Zone will process cases for ensuing year. The board shall work out the requirements for the next Financial Year, in advance, by Aug and submit the same to CE Zone by first week of September. The CE Zone would scrutinize the recommendations of the BOO and forward the finalized proposal for outsourcing to HQ CE Command by first week of October through E2 (Works). HQ CE Command may offer comments/ raise observations (if any) by end of November for the consideration of the CE Zone. After clarifications to observations raised by CE Command (if any)/ incorporation of comments offered by CE Command, approval for outsourcing will be accorded by the CE Zone by December. The report on outsourcing of professional services for each command with details of services outsourced by each CE Zone/ CCE will be forwarded to the E-in-C annually in the month of April for information.
Service Outcomes
15. The deliverables of professional technical services is to ensure adequate control and improvement in quality of works, timelines and planning activities. The final outputs defined in the tender document shall align with the above deliverables. The framing of contracts shall include service outcomes as normally would have been delivered by regular departmental professionals, adopting the following guidelines:-
(a) Assistant Engineers. The department officers will shoulder the responsibilities and accountability, while the services outsourced will be supplementing activities of the department officials and not replacing them. Such services shall be utilized only for technical planning and support activities like site surveys, soil investigation, site layout and other Pre-Administrative and Post-Administrative planning duties. The services shall include such duties as normally performed by department AEs in appointments of AAD (Civil), AAD (E/M), AGE (Tech), ACWE (Civil), ACWE (E/M), ACWE (Contract) and AAD (Contracts). The consultant/ his staff will work directly under an officer but no departmental JE will be placed to work under the consultant or his staff. Assistant Engineers engaged through outsourcing should not be employed on construction supervision/ site supervision duties.
(b) Junior Engineers. The department JE will shoulder the responsibilities and accountability, while the services outsourced will be supplementing activities of the department JE and not replacing the department JE. Instructions contained in E-in-C's Branch letter No 41917/Pol/E2W (PPC) dated 02 Aug 99 (enclosed as Annexure IV) regarding duties of Junior Engineers shall be considered. The
7
expected services to be delivered by human resources engaged to provide services of Junior Engineers and utilized in various activities shall be as given below: -
(i) Contract Management. To assist departmental AGE (Contract)/ JE (QS&C) for carrying out tasks as given and/ or to perform duties as given in Table N of RMES. No independent charge shall be given.
(ii) Site Supervision. For all construction supervision services, the consultant/ his staff will invariably be placed with the permanent department Junior Engineer and no independent charge shall be given.
(aa) Projects. To assist departmental AGE (B/R or E/M)/JE (B/R or E/M)/ PM/ Dy PM for carrying out tasks and/ or perform duties as given in Table M - Part A of RMES excluding recording of measurements in MB, issue of stores, making entries in site order book, test registers, stage passing registers. These shall also align with functions and responsibilities outlined for 'C' and 'D' as per Appendix 'B' to E-in-C's Branch letter No41917/E2 (WPC) dated 26 Oct 92, included as Annexure V.
(ab) Maintenance. To assist departmental AGE (B/R or E/M)/ JE (B/R or E/M)/PM/ Dy PM for carrying out tasks and/ or perform duties as given in Table M — Part B of RMES excluding recording of measurements in MB, issue of Schedule B stores, making entries in site order book, test registers, stage passing registers. JE E/M shall also perform additional duties laid down under (r) to (z) of Table M — Part B of RMES.
(c) Planning and Design. For planning activities, the consultant/ his staff can be handed individual assignments directly under an officer.
(i) JE Civil. To assist departmental officers for carrying out tasks and/ or perform duties as given as given in Table M - Part C of RMES.
(ii) JE (E/M). To assist departmental officers for carrying out tasks and/ or perform duties as given as given in Table M - Part D of RMES.
Enlistment of Consultants
16. Enlistment of Consultants shall be carried out by the CE Command to ensure uniformity in provision of services and monitoring performance of consultants. The identification and shortlisting of consultants shall be based on guidelines contained in Rules 183 & 184 of GFR 2017. Due diligence shall take into consideration qualitative, quantitative, financial, operational and performance factors during enlistment as given below:-
(a) The service provider employs the high standard of care in performing the services as would be ordinarily done by the department, if the activities were not outsourced.
8
(b) The service provider has infrastructure/ capability to comply with the obligations in the outsourcing agreement
(c) Past experience and competence to implement and support the proposed activity over the contracted period.
(d) Business reputation, culture, complaints and outstanding or potential litigation.
(e) Ensuring due diligence by service provider of its employees.
17. The Public sector undertakings, local government bodies/ boards, corporations can also be considered for issue of quotations/ tender if meeting the qualifying criteria. They will be provisionally enlisted as consultants if quotations/ tenders quoted by them become lowest and eligible for acceptance. They may also be engaged through a MoU. The possibility of engaging retired government personnel, ex-servicemen as consultant to a certain extent, bringing experience and knowledge which will be useful to the system may also be considered.
Outsourcing Contract and Agreement
18. HQ CE Zones/ CCEs and CsWE/ GEs (I) will conclude outsourcing contract/ contracts/ Job orders for providing professional technical services in various MES formations through:-
(a) MES enlisted/ approved consultancy firms/ consultants/ individual consultant.
(b) Consultants enlisted in other Ministries or Departments or Organizations involved in similar activities if meeting the qualifying criteria.
(c) Approved list of consultants available with Chambers of Commerce & Industry, Association of consultancy firms etc, if meeting the qualifying criteria.
(d) Entering into a MoU with public sector undertakings willing to provide required services as per agreed terms and conditions.
19. The services provider (Consultancy firm or individual consultant) shall provide suitably qualified human resources for carrying out the specified services as per the terms of engagement. The following points shall be considered while framing conditions of contract:-
(a) The engaged human resources shall deliver the services/ perform the duties within the premises specified in the contract conditions.
(b) The qualitative requirements like qualifications, experience etc shall be at par with eligibility criteria for permanent recruitment to ensure properly qualified human resources are only engaged. These shall also consider conditions as applicable for ex-servicemen and retired government officials.
(c) The physical ability, medical condition and age parameters of the human resources engaged by the consultant play an important factor in efficient delivery
9
of services and contract conditions shall take care of this aspect. Normally, the maximum age limit for all categories of consultants will be 65 years.
(d) The human resources provided shall be on basis of full time engagement.
(e) The details of reporting officer shall be specified in each case.
(f) Requisite contingent facilities like office space, furniture, IT equipment, stationery etc., as per job requirements shall be provided by the department in all such cases.
(g) Where individual consultants are hired for the purpose, these shall be on the basis of full-time engagement.
(h) Special conditions particular to Outsourcing contract, if any, will also be included.
20. Memorandum of Understanding with PSUs/ Government Bodies. The selection by direct negotiation/ nomination, on the lines of Single Tender mode of procurement of goods, shall be considered:-
(a) Where adequate justification is available for such single-source selection in the context of the overall interest of the Department.
(b) Full justification for single source selection should be recorded in the file and approval of the competent authority obtained before resorting to such single-source selection. The competent authority in all such cases shall be the CE Command.
(c) It shall ensure fairness and equity, and shall have a procedure in place to ensure that the prices are reasonable and consistent with market rates for tasks of a similar nature.
21. The Law of Agency. Consultant/ Service provider would be an agent of the procuring entity to carry out the service on its behalf. There exists a principal and Agent relationship between procuring entity and such consultant/ service provider. The employer is liable for actions of its agents. Standard bidding documents should take care of this aspect. Suitable punitive measures in the form of blacklisting, monetary penalty, temporary suspension of enlistment, permanent deletion of enlistment, etc or other available legal remedies shall be incorporated for imposing on the service provider in case of default by the consultant. In extreme cases, where integrity, honesty of individuals are suspect and against government interest, the provisions for invoking of prevention of corruption act may also be included.
Terms of Engagement
22. The works sphere in MES is varied in terms of geographical spread, nature of units & connected services, type of works, topographical diversity, distributed location of User units, handling of critical operational installations and other factors peculiar to MES. All these factors shall be clearly specified in the tender documents.
10
23. The human resources engaged by consultants/ engaged as consultant shall not officiate in any capacity in any of the departmental appointments. The terms of engagement shall include delivering services as specified in the contract agreement.
24. The period of delivery of services shall align with the requirements projected in the Statement of Case and based on following guidelines:-
(a) The period of contract for outsourcing of services for maintenance supervisory services shall normally be for 11 months.
(b) In case of dedicated projects having sanction for procurement of professional services, the same shall be outsourced by the CE Zone/ CCE who will decide the period of contract for outsourcing to ensure continuity of services/ service providers for part/ whole of the project.
(c) Where outsourcing of services is done by entering into MoU with public sector undertakings, the MoU shall invariably contain the period of delivery of services which shall be worked out as per requirement.
Confidentiality and Security
25. Security Clearance. All human resources engaged by the consultants/ engaged as consultant shall submit due police verification. They shall be allowed to serve/ operate only in areas as specified in the terms of agreement after obtaining security clearance from the procurement entity. Police verification of human resources engaged by the contractor shall be produced by the contractor and full details shall be made available for security check purpose.
26. Confidentiality. All human resources engaged by the consultants/ engaged as consultant shall be Indian Nationals and be bound by the Official Secrets Act and shall in no way act against the defined and agreed confidentiality clauses.
Issue of Notice of Tender/ Press Advertisement
27. The advertisement shall be done through DAVP as per procedure in vogue. All procurements of consultancy services shall be through e-tendering/ e-procurement through digital means on e-procure.mes.gov.in. The advertisements for invitation of tenders should give the complete web address from where the bidding documents can be downloaded. The advertisement shall cover the following aspects, besides other details: -
(a) The details of the work or service to be performed by the contractor.
(b) The facilities and the inputs which will be provided to the contractor by the Department.
(c) Eligibility and prequalification criteria (QR for firms) like minimum experience of firm, qualifications and experience of human resources, annual turnover, details of staff on permanent/ ad-hoc basis employed etc.
(d) List of Key Post/ Appointments whose CV and experience will be evaluated.
11
(e) Information to contractors regarding the procedure for submission of proposal.
(f) Bid evaluation criteria and selection procedure
(g) Proposed contract terms including statutory and contractual obligations to be complied with by the contractor.
28. All procurements/ tendering shall be made on e-procure.mes.gov.in, through open tender enquiry. On the basis of responses to department enquiries received from the interested parties, consultants meeting the eligibility criteria shall be short listed for further consideration. Final selection shall be based on their past performance, track record, establishment etc. Procurement from GeM can also be made where the required services are listed in the products and services available on GeM.
29. Preparation of costed schedule and issue of Technical Sanction shall be as per procedure in vogue for consultancy services for works.
Essentials of Contract Agreement
30. The tender documents/ contract agreement shall in general include the following:-
(a) Scope of Work. A well-defined scope of work shall form part of Contract Agreement. Outsourcing of services normally cover the entire requirement of service for the duration of the proposed contract period and the authority empowered to carry out the outsourcing activity is to be specified. In certain cases, there may be requirement of delivery of services in phases/ part of the period and shall be specified in tender accordingly.
(b) Terms of Agreement. Detailed terms of engagement, delivery of services, human resources deployment (in quantity and quality) including working methodology/ procedure.
(c) Obligations. Duties and obligations of Service Provider (contractor) vis-a- vis that of the department shall be defined specifically, clearly and unequivocally in the Contract Agreement.
(d) Documents. Tender Documents shall contain Notice of tender, Authorization page, acceptance page etc, all as per existing procedure.
(e) Monitoring. Joint monitoring mechanism and daily compliance certificate regarding quality and quantum of service.
(f) Penalty. Penalty clause for default of service provider including forfeiture of performance deposit, banning of firm, black-listing, delisting options.
(g) Regulations. Adherence of contractor to Minimum Wages Act, Workmen's compensation Act, ESI, EPF and other relevant Laws.
(h) Security Deposit (Rule 170 of GFR 2017). To safeguard against a bidder's withdrawing or altering its bid during the bid validity period in the case of advertised or limited tender enquiry, Bid Security (also known as Earnest Money) @ 2% of tender amount is to be obtained from un-enlisted bidders. The bid
12
security should be furnished by the bidder along with their bids. Bid securities of the unsuccessful bidders should be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract.
Performance Security (Rule 171 of GFR 2017). Performance security @ 5% of contract sum to be furnished by the bidder within 30 days of the signing of the contract. Performance Security should remain valid for a period of sixty days beyond the date of completion of all contractual obligations of the consultant. Bid security should be refunded to the successful bidder on receipt of Performance Security.
(k) Minimum Wages. Minimum wages act shall be adhered to by the contractor and shall be part of scope of work. These provisions shall be included as part of General Conditions of contract.
(I) Damages. The contractor shall provide insurance cover to the staff employed by him and the department will not be responsible for any damages/ loss to the personnel/ human resources engaged by the consultant.
(m) Leave. Individual consultant shall be eligible for 8 days leave in a calendar year on pro-rata basis. A consultant cannot draw any remuneration in case of his/ her absence beyond 8 days in a year (calculated on pro-rata basis). The department would be free to terminate the services in case of absence of a consultant by more than 15 days beyond the entitled leave in a calendar year.
(n) Leave Vacancy Staff. The contractor shall provide leave vacancy staff without any additional burden to the department. The permission for leave shall be sought at least two weeks prior to commencement of leave and alternate staff must be suitably acquainted to take on the tasks immediately. Where leave of short duration and on emergent basis is approved without requirement of alternate staff, payments shall be adjusted on pro-rata basis.
(o) Replacements. No human resource will be replaced without the prior permission of accepting officer. Any replacement shall be having commensurate qualifications and experience. The request for replacement shall be made by the consultant at least one month in advance, so that that the present incumbent shall complete all his pending tasks and sufficient time is available for the new incumbent to take on the tasks immediately.
(p) Dispute Resolution and Arbitration. Suitable provisions for grievance redressal, dispute resolution and Arbitration as per instruction in vogue shall form part of contract agreement.
(q) Contracts. Separate outsourcing contracts should be concluded for the maintenance and project requirements. However combined contract for the maintenance and project requirements may be concluded if the requirement is less, but should be included as separate parts in the contract.
13
Conclusion of Contracts
31. Receipt and Opening of Tenders/ Bids/ Proposals. Adequate time will be permitted from the date of issue to date of receipt of tender. Sealed bids shall be received on the specified date and time and scheduled. The procedure for receipt and opening of tender will be as per Para 422 of RMES and E-in-C's Branch Instructions thereon by a Board of Officers as per practice already in vogue in MES.
32. Evaluation of Bids Received and Reasonability. Bids shall be analyzed and evaluated by a Committee constituted by the CEA and it shall record in detail the reasons for acceptance or rejection of the proposals analyzed and evaluated by it. The Bids should be evaluated, segregated and ranked for selecting the successful bidder for placement of contract, after evaluating all the bids so opened.
33. Negotiations. Negotiation is not permitted under the rule and hence it will not be resorted to.
34. Signing of Contract. Contract shall be awarded to the lowest bidder whose bid has been found to be reasonable.
Management of Contract and Performance Evaluation
35. Administration of Services. The Reporting officer (as mentioned in the terms of engagement) shall continuously monitor the performance of services provided by consultant so that the output is in line with the objectives of the contract. The contractor shall nominate a manager/ managers to liaise, organize, monitor and coordinate the services to be rendered. The following points shall be considered:-
(a) The manager/ managers shall liaise with the Reporting Officer on daily basis and maintain an attendance register of all the staff employed. Where Individual consultant is engaged, the requirement of manager will be dispensed with.
(b) Two copies of daily report of services delivered/ engagement of human resources shall be maintained by the consultant and signed by the consultant as well as the Engineer-in-Charge/ Reporting Officer as nominated.
(c) CWE and CE will inspect services provided by the consultant during their visit to the station.
(d) The registered contractor will provide the details of individual's EPF and ESI account number to claim the payment and also submit a proof of depositing of the amount in their account.
(e) The contract executing authority will ensure verification of the same from time to time.
36. Billing and Payment. On satisfactory rendering of the services, payment shall be released every month on production of bills by the contractor. Attendance record of the manpower deployed shall be maintained in bound registers duly authenticated by the officer-in- charge nominated in the CA.
14
Cancellation of Contract.
37. The Accepting Officer may, without prejudice to any other right or remedy which shall have accrued or shall accrue thereafter to Government, cancel the contract as a whole or only such Work Order(s) or items of work in default from the contract, If the Consultant: -
(a) Makes default in commencing provision of services within a reasonable time from the date specified in the work order, and continues in that state after a reasonable notice from GE.
(b) In the opinion of the GE at any time, whether before or after the date or extended date for completion, makes default in proceeding delivery of services, with due diligence and continues in that state after a reasonable notice from GE.
(c) Fails to comply with any of the terms and conditions of the Contract or after reasonable notice in writing with orders properly issued there under; or
(d) Fails to complete the work and clear any objections outstanding as on date of completion.
(e) The consultant or his human resources are found lacking in integrity and honesty.
(f) The consultant or his human resources are unable to address the assigned works.
(g) Any breach of agreement on account of security related issues or confidentiality clauses.
38. Whenever the Accepting Officer exercises his authority to cancel the contract as whole or in part under this condition he may complete the work by any means after necessary action has been taken as per Penalty clause for default of service provider including forfeiture of performance deposit, banning of firm, black-listing, delisting options.
39. The conditions pertaining to cancellation of contract shall also be suitably built-in the MoU, where procurement of consultancy/ outsourcing of services is made under MoU with PSUs/ Government bodies etc.
40. Deficiency in Services. Penalty and recovery thereof from running payment for service/ deficient service shall be as under: - "Minimum wage of the supervisor/ staff required x No of days of deficient service". Where human resources are deployed to deliver services as per contract conditions, their performance parameters, vigilance/ culpability and discipline will be bound by rules as specified in the contract agreement. For the purpose of calculation the daily minimum wages will be taken on pro-rata basis of the emoluments specified in the MoD ID No4(1)/2009-D(Works-1) dated 01 Mar 17.
41. Extension of Contract. Extension of existing contract for a period of six months could be considered on merit and be sanctioned by next higher CEA in the channel.
42. Termination/ Foreclosure of Contract. Generally termination of contract shall be after completion of period specified and satisfactory delivery of services as per contract. However, in cases where the services are no longer required during the currency of the
15
contract, the contract shall be foreclosed without assigning any reasons by the accepting officer after two months' notice.
Individual Consultants or Service Providers
43. Hiring of individual consultants or service providers may also be resorted to where consultancy firms, consultancy agencies, PSUs, Government bodies/ institutions are not available/ unwilling to offer consultancy services. In all such cases, the case for hiring of individual consultants or service providers will be approved by the CE Command.
44. Engagement of individual consultants or service providers is a special type of engagement and may be employed on assignments for which: -
(a) Team of personnel is not required;
(b) No additional outside professional support for his functioning is required; and
(c) The experience and qualifications of the individual are essential for the work.
45. Such engagement may be adopted preferably where the proposal is for engagement on a specific/ dedicated project on full time basis. The time-retainer ship method of contract on fixed remuneration as specified in Para 46 below will be adopted. The procedure for selection of individual consultants/service providers will be as follows:-
(a) Proposal for Outsourcing and approval as described in Para 11, 12, 13 & 14 above.
(b) Advertising as per DAVP guidelines and publishing on e-procurement portals. The advertisement shall contain scope of assignment, selection procedure, expected service outcomes including duties, role, responsibilities & accountability, eligibility criteria like qualifications, experience, age etc, terms of engagement, period of engagement, remuneration details, leave conditions, rules for termination of services, penalty and discipline, grievance redressal mechanism, Integrity pact and other relevant conditions.
(c) Consultants may be selected through comparison of qualifications of at least three eligible applicants amongst those who have expressed interest in the assignment. A BOO may be formed at the CE Zone/ CCE or CWE level for selection, which will scrutinize the data & documents, award marks for educational/ technical qualifications and experience and select the most suitable consultant for the assignment. The BOO may also conduct written tests and/ or interview eligible applicants and award marks for their performance in the test and /or interview.
(d) Care shall be taken to ensure that conflict-of-interest must be avoided while engaging individual consultants. Where retired government personnel / ex-servicemen are considered, their engagement shall be in accordance with latest guidelines issued by DoPT.
(e) In all such cases, the period of engagement shall invariably be less than 11 months and no extension shall be permissible. The department will
16
not bear any kind of liability/ responsibility during the period the consultant remains on contractual engagement with MES, except for payment of remuneration as per services provided. The engagement will not vest any right to claim by the consultant for regular appointment or for continued contractual engagement in the department/ MES establishment or any other establishment of the department/ Ministry/ Government. These conditions must be inbuilt in the contract document.
Expenditure and Budget
46. Due prudence needs to be exercised while calculating requirement of funds. Financial implication may be calculated at the approved rate of remuneration for outsourcing at the rate of t 44900/per month for AE and t 35000/per month for JE which shall be all inclusive or as revised by the competent authority. No other allowances, charges shall be allowed.
47. The financial implication shall be limited to essential minimum requirements.The expenditure shall be booked under the following:-
(a) Outsourcing of services for supervision or planning of maintenance works/ services will be booked under "Sub-Head 'B' (460/01, 460/02), Maintenance of Buildings and Communication for B/R Services" and "Sub-Head 'C' (474/03, 475/03), Maintenance and Repair of Water Supply and Electricity for E/M Services" and its equivalent Code Heads for Navy, Air Force and IDS. The funds for outsourcing shall be demanded separately over and above the laid down maintenance norms and M & 0 estimates.
(b) When outsourcing of services is adopted for supervision of projects or project planning activities, the same shall be funded out of project contingencies. Any savings on other items of work shall not be used for this purpose.
(c) In specific projects, where procurement of professional consultancy services for technical supervisors/ planners has been included as part of Administrative Approvals, expenditure on the same shall booked to directly to such projects/ works and expenditure on the same shall not exceed as provided for in the Administrative Approvals.
Conclusion
48. The proposed outsourcing of professional technical services is to ensure adequate control and improvement in quality of works, timelines and planning activities. The requirement shall be based on ground realities and services shall supplement dynamic requirements as required and stop-gap arrangement where deficiency exists.
49. The SOP gives the broad guidelines for outsourcing of services in MES. HQ CE Commands/ CE Zones/ CCEs may include additional conditions depending on the local conditions to further refine the process.
11- Annexure (Refers to Para 3 of SOP for procurement and outsourcing of professional services in ME
Ministry of Defence D(Works-l)
Subject:- Proposal for hiring of Junior Engineers and Assistant Engineers in MAP, MES and Border Road Organization(BRO).
The proposal of DGMAP for outsourcing JEs and AEs has been examined in the MoD/ Def (Fin). Def(Fin) concurred the proposal at the level of FA(DS) subject to compliance of the procedure as outlined in GFR under Procurement of Services from Rule 163 to 185 especially Rule 170,177 etc. Accordingly AEs and JEs may be outsourced by MAP, MES and BRO at the rate of following
remuneration:-
i) JEs ii) AEs
Rs.35,000/ p.m Rs.44,900/ p.m
2. This issues with the approval of Hon'ble Raksha Mantri.
(K. Srinidhi) Under Secretary to the Govt. of India
DG (MAP) BRO MoD I.D. No. 4(1)/2009-D(Works-1) dated 01.03.2017
Annexure II (Refers to Para 11(a) of SOP for Procurement and outsourcing of professional services in MES)
NORMS FOR SUBORDINATE PERSONNEL IN MES
Refernce Govt of India, Ministry of Defence u.o. No 6(2)/86-D(W-II) dt 03 July 1987 amended vide MoD ID No A/99090/Estt/ E2WPPC/55/D(W-I) dt 18 Nov 1993 read in conjuction with Government of India MoD Letter No PC 85605/RR/B&R 1&11/CSCC/2742/D (Works) dated 9 July 1999 circulated vide E-in-C's Br letter No 85605/RR/B&R l&H/CSCC dated 27 july 1999.
Category HQ CE Command
HQ Zone/ Project CE
HQ CWE
HQ GE
HQ GE(I)
B/R Sub Division
E/M Sub Division
JE(B/R) 4 10 5 1 5 5
JE(E/M) 3 7 4 3 6
JE(QS & C) 11 4 3
19
Annexure III (Refers to Para 11(c) of SOP for procurement and outsourcing of professional services in MES)
Tele: 23019008
43 27025/Policy/ /E2 Air
Policy Letter No 03 /2012 Dy Dte Gen of Works (Air Force) Integrated HQ of MOD (Army) Engineer in Chiefs Branch Kashmir House, Rajaji Marg New Delhi — 110011
0-6 Jul 2012
Wks Dte, Air HQ(VB) CE Northern Command CE Southern Command CE Western Command CE Eastern Command CE Central Command CE South Western Command All CE5(AF) CE Chennai Zone CE A & N Zone SEMT Wg,CME,Pune
POLICY GUIDELINES FOR RUNWAY RELATED WORKS
INTRODUCTION
1. Runways are strategic assets which function as the heart of AF operations. A structurally and functionally sound runway increases the operational efficiency of AF manifold besides providing flexibility to AF operations.
2. The AF is undertaking resurfacing of 4-6 runways every year. There are certain Greenfield runway projects also in the pipeline.
3. Runway resurfacing / new construction are cost intensive works which involve mass concreting / laying of bituminous hot mix. Meticulous planning and strict quality control during execution has to be ensured to deliver a quality end product. Modern fighter aircrafts are very sensitive to Foreign Object Damage (FOD) which calls for strict quality control to prevent occurrence of even minor defects on the runway.
Contd....2/-
20
AIM
4. The aim of issuing these policy guidelines is to ensure delivery of quality end
product to users in runway related works.
PRE ADM APPROVAL STAGE
Planning
5. The following steps are involved at the Pre-Adm Approval stage:-
(a) PCN Evaluation of the runway by SEMT Wing.
(b) Collection of soil samples and despatch to a recognised lab.
(c) Design of pavement.
(d) Submission of Bd of Offrs and AEs.
Board of Offrs and Pre aration of AEs
6. Bd of Offrs including the initial estimate of cost is a very important stage which
has direct bearing on the quality of the end product. The following aspects may be kept in mind at this stage:-
(a) An offr having the desired qualification and prior experience on runways
should be deputed as a member of the Bd of Offrs for runway resurfacing works.
(b) The bd should include a detailed contour map of the entire Air Fd area for
proper planning of drainage system which is very important for the life of the runway.
(c) AEs should be prepared based on design of pavement given by the
Design Sub Dte of E-in-C Branch.
Contd... 3/-
()I 21
(d) The quantities for each layer of the pavement should be worked out in detail and cross checked at all levels to avoid mismatch at the execution stage.
(e) Presentations should be given by the Presiding Offr to the AOC of the AF Stn and the respective AF Comd HQ before finalisation of the Bd. This exercise will minimise chances of any relevant aspect being left out at the planning stage.
(f) A detailed and well prepared Bd of Offrs will ensure smooth execution of the work. It will also help the executing staff to complete the work within the laid down PDC and achieve the desired quality.
Action at GE Level
7. On receipt of PCN Evaluation pgme from Design Sub Dte, GE will be responsible for liaison with SEMT Wing and facilitating the PCN evaluation of the runway.
8. SEMT Wing will collect soil samples for working out soaked / unsoaked CBR values along the alignment of the runway. GE will facilitate collection of samples along with the SEMT team. Organising testing of soil/ construction materials as per requirements of E2 (Design), E-in-C Branch will be that of the GE concerned.
9. Condition Survey. Condition Survey is an important document which gives the designer a feel of the current conditions of the runway. The GE will get condition survey done and submit the same to the Design Sub Dte at E-in-C's Branch.
Action at CE level
10. CE (AF) will be in the loop for co-ordination of PCN evaluation by SEMT Wing.
11. Scrutiny of PCN evaluation report to understand problem areas of the runway and carry out proper planning of the resurfacing work.
12. Analyse the scope of work and carry out detailed technical planning as per requirements including the drainage plan.
Contd....4/-
22
-A=
Action at E-in-C's Branch
13. Design Sub Dte at E-in-C's Branch will be responsible for providing the detailed pavement design.
14. Relevant data required for design of the pavement will be extracted from the PCN evaluation report by E2 (Des). Any specific requirement of data should be communicated to the PCN evaluation team so that the same can be collated on the same trip.
Action at AF Stn HQ
15. AF Stn HQ will be responsible for submission of current and projected air tfc data for next ten years. The data must be submitted duly vetted by the AF Comd HQ. The formats for submission of air tfc data and technical details of aircrafts are attached as Appx 'A' and
16. Air tfc data forms a vital input for the design of pavement. Due care must be taken by the AF authorities to ensure that realistic data is submitted.
TENDER STAGE
17. Once the adm approval is received the CE (AF) will be responsible for drafting and issuing the tenders for the work. Tender will be drafted by taking reference of "Model Tender on Runway Works" available on the MES website.
18. The model tender requires to be constantly updated. Any changes incorporated or shortcomings noticed in the model tender should be communicated to Jt DG(Contracts) at E-in-C's Branch so that the Model Tender is suitably modified and regularly updated.
19. Technical specifications will be finalised in accordance with the details given in TI 09/2009: Airfield Flexible Pavement Specifications and Paving Details and TI 10/2011: Specifications for Concrete Pavements.
Contd....5/-
23
20. E-in-C's Branch letter No 95610/SOP/CRMB & PMB /E2 Plg (Pay) dt 01 Jul 2008 on "Joints in Rigid pavements" will be the basis for finalising specifications on joint cutting and filling.
Action at E-in-C's Branch
21. Presentations. The CE (AF) is required to give two presentations at E-in-C's Branch. The presentations will by chaired by DGW with DDGW (AF), DDGW (Des), Jt DG(Contracts), Dir (Pay), Dir Wks (AF), SO-I (Pay) and users rep in attendance.
22. The first presentation will be given by CE (AF) with Dir(Plg) / Dir(Contracts) from the CE office in attendance. The presentation will cover the following aspects:-
(a) Scope of Work.
(b) Design of pavement being adopted.
(c) Type and No of important plants being incorporated.
(d) Phasing of work and time plan duly supported by staff checks / work pgme.
(e) A comprehensive quality assurance plan including details of site lab.
(f) Confirmation regarding the users approval of the phasing plan, site for setting up plants and labour camp.
(g) Specifications being adopted.
(h) Any other relevant aspect.
24. The second presentation will be given by the CE (AF) post acceptance of tender with the contractor in attendance. The following aspects will be emphasised upon in the presentation:-
(a) Phasing of work and time plan to achieve the PDC.
(b) Type and number of plants being deployed with its vintage and its conformity as per contract agreement.
Contd....6/-
21/
(c) Staff check to confirm adequacy of plant and machinery to meet PDC.
(d) Provisions for setting up site lab and employment of qualified manpower to carry out the tests.
(e) Details of concrete mix design and job mix formula for bituminous mix design.
EXECUTION STAGE
Action at GE Level
25. Once the tender is accepted the focus shifts to the GE. The following aspects will be ensured before commencement of actual work on the runway:-
(a) Construction of trial bay/ length as per TI 10/2011 will be carried out for concrete pavement. All tests as per TI 10/2011 will be carried out on this bay/length. User rep will be shown the finished surface and confirmation of acceptability of the finished surface will be kept on record. Once all parameters as per TI 10/2011 are achieved only then GE will give "Go- Ahead" to contractor for commencement of work on the concrete portion of the runway.
(b) Similarly for flexible pavement a test track will be prepared as per TI 09/2009. GE will give "Go-Ahead" for work on main runway only after tests on cores cut from this test track meets the parameters as specified in TI 09/2009.
(c) Site lab will be set and made fully functional by the contractor. The lab should have equipment to carry out all tests as listed in Table 3.5 of TI 10/2011. The Lab-in-Charge should be a B Tech/BE in Civil Engineering and should be well versed with the testing procedures.
(d) Establishment of lab and its functionality will be verified by Dir(Pav)/ SO1(Pav) from Design Sub Dte before commencement of work after confirmation of the same is given by the CE(AF).
Contd....7/-
25
.71
(e) Work will be executed in consonance with TI 09/2009, TI 10/2011 and other policy guidelines issued by E-in C Branch from time to time.
(f) At least 5% of all samples will be tested from reputed independent labs like CRRI, SEMT, IIT etc and proper records maintained.
Action at CE level
26. CE will ensure that all aspects as per the tender specially with respect to provisioning of the plants/equipment and technical manpower is fully complied with before work commences on site.
27. CE and CWE will make inspections at regular intervals during the course of execution of the work. Samples of concrete mix/ bituminous hot mix should be tested in presence of CE / CWE and recorded accordingly.
28. CE will depute a suitable pavement qualified/experienced officer from his HQ to monitor the runway work. Minor problems at site can be referred to this officer for suitable solution/guidelines. Any solution given at site will immediately be forwarded to the Design Sub Dte for confirmation.
Action at E-in-C's Branch
29. A suitable officer from Design Sub Dte (Dir Pav/S01 Pay) will inspect the work during the course of execution. The first visit will be before commencement of work. Thereafter inspection visits can be held at 30%, 60% progress and a final check on 100% completion of work.
30. The inspecting officer must focus on the following aspects during his visits:-
(a) Whether adequate No of plants of the desired vintage are available as per contract.
(b) Whether site lab has been set up as per contract and is fully functional/effective.
Contd....8/-
zE
r8=
(c) Source and quality of aggregates.
(d) Type and make of cement being used.
(e) Type of HMP and its proper erection/functionality.
(f) Provisions for ensuring adequate temperature of hot mix at the time of laying.
(g) Type of bitumen being used and its source.
(h) Concrete batch mixing plant and HMP should be password protected and should have facility of taking print outs of mix proportions.
(j) Type of surface achieved on the trial bay/ runway. Test results of cores obtained from trial bay/ runway.
31. On subsequent visits the officer must focus on the following:-
(a) Test results of concrete cubes and beams.
(b) Marshall stability and flow values of bitumen hot mix.
(c) Efficacy of rolling and density being achieved
(d) Methodology being followed for joint cutting and filling.
32. Any other aspect which will affect the quality of work must be clearly highlighted by the inspecting officer and conveyed in writing to the CE(AF) and Stn HQ.
POSTING POLICY
Executive Staff
33. All major resurfacing work on runways should ideally be handled by a
Contd....9/-
GE(P). If for some reason GE(P) cannot be raised and work has to commence under the GE(Maint) of the station then a pavement qualified officer should be posted as GE(Maint) and adequately supported by two AGEs(B/R) and six JEs(Civ) exclusively for runway resurfacing work
34. The establishment of GE (P) will be as follows:-
(a) GE (P) 01 (b) AGEs (B/R) - 02 (c) JEs (Civ) - 06
35. GE should be a pavement qualified officer preferably with prior experience of runway work. At least 50% of AGEs(B/R) and JEs(Civ) should have prior experience of runway work.
36. CE(AF) should not allow the commencement of the resurfacing work until and unless the requisite supervisory/executive staff viz GE, AGEs and JEs are available at site
Staff at Comd CE/ CE(AF)
37. Comd CE and CE (AF) should have at least one pavement qualified officer on their strength. The Officer so posted will be intimately involved with any runway work in the Zone/Comd. The officer will carry out periodic inspections during the course of execution.
38. All Comd CEs will maintain a databank of JEs experienced in runway work. JEs should be posted to the GE concerned well in advance so that the JEs assume charge before commencement of work.
39. CE(AF) will ensure that the entire team of executives are put through a familiarisation capsule at SEMT Wing planned under the aegis of DDGW(Design) at this HQ. The capsule must incorporate visit to a site where runway work is under progress. No effort should be spared to drill in quality consciousness into the executing team.
39. CE(AF) will ensure that the entire team of executives are put through a familiarisation capsule at SEMT Wing planned under the aegis of DDGW(Design) at this HQ.
Contd....10/-
The capsule must incorporate visit to a site where runway work is under progress. No effort should be spared to drill in quality consciousness into the executing team.
Staff at Design Sub Dte of E-in-C's Branch
40. The Design Sub Dte of E-in-C's Branch should have minimum three pavement qualified officers on its strength to facilitate proper planning, design of pavements and inspection visits as above.
41. MS-12 and the office of DG (Pers) will maint a databank of pavement qualified officers and officers who have handled runway works. All officers posted to appointments related to runway works should be posted from this pool for which a workable manning policy be evolved by Pers Dte/Dy MS12 to ensure that the posting of the officers is implemented before commencement of the execution of the work(s).
42. The tentative list of the runways being considered for sanction during the year will be intimated by E2W(AF) to the Pers Dte/ MS12 immediately on receipt from Air HQ for advance planning. Thereafter, the exact date(s) of posting of the officers will be possible once the work is sanctioned wherein a window of 3-4 months would be available before commencement of the work on ground. Details of the same will also be intimated by E2W(AF) immediately on receipt of the sanction for issue of the posting orders accordingly.
USERS ROLE
43. The users have a vital role to play in the execution of runway works. Regular meaningful interaction between the users and the executing agency can ensure smooth progress and desired quality output.
44. To facilitate 'user interaction, the respective AF Stn HQ should constitute a Project Management Group (PMG) headed by a Senior Officer of the Stn. GE should be a member of the PMG. The PMG should hold regular meetings at site and any anomaly noticed in the execution must be brought to the knowledge of the CE (AF), Comd CE and DDGW(Design) for immediate corrective action.
Contd....11/-
29
CONCLUSION
45. Runway works are cost intensive in nature and highly sensitive to quality parameters. Any defect arising prematurely has far reaching consequences. All out effort must be ensured at all levels to achieve the desired international quality standards in execution of runway work.
46. The methodologies and practices adopted internationally keeps evolving continuously. Cognisance of any practise adopted and found effective must be taken at all levels so that the policies and SOPs on the subject are constantly updated.
(SK Khanna) Brig DDGW (PPC & Est) for E-in-C
Copy to :-
Internal :-
TS to E-in-C
TS to DG(Pers)
TS to ADG(Pers)
TS to DGW
MS- 12
E1 B
All Sub Dtes of Wks Dte
C,
Appx 'A'
( Refer Page 4, Para 15 of Letter Nc 27025/Policy/ /E2(Air) dt Jul 2012)
ANNUAL TRAFFIC DATA FOR LAST FIVE YEARS
S NO Nomenclature (Type of Aircraft/Hovercraft/ACVs
No of actual annual departures/berthing operations(for last five years) Total
Year I Year II Year III YearlV YearV
FUTURE PROJECTED TRAFFIC DATA FOR NEXT TEN YEARS
S NO Nomenclature (Type of Aircraft/Hovercraft/ACVs
Future Projected Tfc
Total Year I Year II Year III YearlV YearV Year VI Year
VII Year VIII
Year IX
Year X
31 Appx 'B'
( Refer Page 4, Para 15 of Letter No 27025/Policy/ /E2(Air) dt Jul 2012)
TECHNICAL DETAILS OF AIRCRAFTS
S NO NOMENCLATURE MAX GROSS TAKE OFF WT (MTOW)
% WT ON LANDING GEAR
ACN OF AIRCRAFT
LANDING GEAR CONFIGURATION
NOSE GEAR DETAILS
TYRE PRESSURE DIMENSIONS REMARKS
LANDING GEAR
NOSE WHEEL
LENGTH WING SPAN
TECHNICAL DETAILS OF HOVERCRAFTS / ACVs
S NO NOMENCLATURE DIMENSIONS WEIGHT SEATING CAPACITY
LANDING PAD ARRANGEMENT
PRESSURE ON LANDING PADS
REMARKS FULLY LOADED
EMPTY
Annexure IV (Refers to Para 15(b) of SOP for procurement and outsourcing of professional sP -,ices in MES)
Tele 3019646
41917/PoUE2W(PPC)
Dy Dte Gen Of Works(PPC) Engineer-in-Chief's Branch Army Headquarters, Kashmir House, DHQ PO New Delhi-110011
-2_,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. 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/1I and Supdts E&M Gde I/11 and Surveyor Assistants Gde 111I have been redesignated as Junior Engineer (Civil), Junior Engineer(Electrical and Mechanical) and Junior Engineer (Quantity Surveying and Contracts)
(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 apd Table 'IA' of R":.vrES.
(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.
Contd - page 2
respectively in the following three grades :-
(S N Gupta) Addl CE Offg DDGW (PPC)
3s
(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 work services within 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.
(iii) JE (Q&C) Posted in CWE/CE's offices : Duties as laid down in table 'N' of RMES.
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 Seniormost JE (Q &.C) iii the E uIIfice will be ni-eha►ge of Cunt' ad 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 thei, duties at the discretion of his Controlling officer.
6. Action to amend MES Regulations is being taken separately.
Internal :-
TS to DGW E2 (S&C) E2 (Air) E-Coore E2 (Navy&DP) E4 (U) E1C 'z' E2 (Design) E6 E1D E2 (Army) ES
311
HI II IUXUI e V (Refers to Para 15(b)(ii)(aa) of SOP for procurement and outsourcing of professional services in MES)
Army Headquarters Engineer-in-Chief's Branch Kashmir House DHQ PO New Delhi-110 011
No.41917/E2(WPC) 26 Oct 92
To
E-in-C ' s List 'A' and 'B'
DUTIES OF MES EXECUTIVES AND STAFF
1. Further to this HQ letter No.41917/E2(WPC) dated 04/14 Nov 77.
2. There is a general impression that duties of MES e ecutives and staff have not been specified to the desired details. provisions of Paras 31 to 64 and Table 'D' to 'F' of the RMES are considered inadequate to fix responsibility and accountability of individuals employed in planning and execution of projects. The necessity was, therefore, felt to clearly define this aspect. Detailtie51 instructions
u- on role, functions and responsiblities of MES eecves and staff at various levels are outlined in Appendices 'A'( and 'B' attached. These instructions are supplementary to provisions contained in the RMES and other policy letters issued by this Headquarters from time to time and in no way supersede the latter.
3. GEs shall nominate Engineer-in-charge, Supdts/Supvrs Gde-I/II for specific project/sub-project through office orders. GEs must also ensure that an executive in officiating capacity performs all functions and duties assigned to the permanent incumbent. Inspecting Officers ie. CEs/CsWE should ensure that the above instructions have been complied with.
4. It is proposed to moify d the provisions contained in the RMES on the basis of Appendices 'A' and 'B'. CEs Command are requested to forward their comments, if any, latest by 31 Dec 92.
5. The above instructions may please be disseminated to all formations and units under your command, down to sub-division level.
Encl: as above
Copy to :
CME Pune-31
ADGTE QMG's Branch/Army HQ
Internal
All sections of Wks Dte
(SN -13uT-1) Mal Gen DGW
Appendix 'A'
PLANNING AND CONTRACT ACTION I MES WORKS
Duties of Executives and Staff
S. Stage of Work/Activity CEA/Staff Responsibility
No.
1. Engineer Authority respon- CE CWE GE
sible for planning and con-tract action (CEA)
2. Board Proceedings and Estimates
(a) Engineer documents of ACE(Plg), DCWE,
BPs, site data ie; builda- S01(P1g), AE(Plg)/
bility, soil conditions, S02/S03/ Supdt
meteorological data and Supdt local resources, details and designs of services, scope, scales and specifi-cations, special provisions, estimation on authorised PA rates, MV & DCS and
updation thereof.
AGE/AE(Plg)
(b) Scope, supply sources,
design, scales and specifi-
SOl E/M, SOR/S03/
DCWE E/M/ Supdt E/M
AGE E/M/ Supdt E/M
cations - Utilities,
economy in designs and
Supdt Gde I Gde I
integration with existing systems, estimates on ED/
market rates.
(c) Zoning, siting and Sr Arch/ DCWE B/R, GE/AGE/
orientation or buildings, Arch . AA AE(Plg)
line plans, lay-out of
services.
3. Planning and Design
(a) Architectural and con- Sr Arch/ DCWE B/R/ GE/
tract drawings, orientation, Arch AA AGE(T)
adherence to authorised
scales, PAs, bye-laws,
codal provisions and zonal
specifications.
(b) Structural designs;
economy in designs, struc-tural safety, adherence to
codes and practices,
estimation of reinforcement and structural steel.
SOl(D), S02/ 803(D)
DCWE B/R/ AE(Plg)/
Supdt Supdt
36
(c) Technical sanctions and PIP details of B/R Services,
adherence to authorised PA
rates, statistical data
viz; cement/steel require—ments on-PA basis, OTM PA rates, maximum demand and consumption of power in OTM/Married Zones.
(d) Design and PIP details
of Utilities, technical
sanctions of E/M projects.
4. Contract AccERIAnce and.
Administration
(a) Tender drafting, Bills of Guantities and pricing of schedules, framing of contract specifications.
(b) Contract acceptance;
market rate analysis and reasonability, DCS effect, accuracy of FC documents, reporting of realistic MV, AIPs, star rates and monitoring of DOs/final
bills.
(c) planning schedule,
financial position and ini—tiation of FC/RAE/Corri—
genda.
5. Resource Planning
(a) Budgetary forecasts and reviews, bedgetary alloca—tions within approved/ concurred amount, physical
and financial progress
reviews, expenditure re—turns, follow—up actions on Appropriation Accounts/Draft.
or Audit Paras.
(b) Estt proposals
(c) Material resources;
forecast planning, procure—ment, disposal of surpluses.
SOl(Plg), DCWE B/R/ GE/
S02/603 Supdt AGE(T)
SOI E/M, DCWE E/M/ AGE E/M/
S02/S03 Supdt E/M Supdt E/M
SSW, SW/ASW
JSW/SA
SW/ASW
SSW, SW/ASW
JSW/SA
SW/ASW
ACE(P1g) DCWE BIR GE
ACE(W), DCWE B/R GE/AGE(T)
SOl(W)/ S02(Budget)
—do— —do— —do—
ACE(W), SEGO
BSO
S01/S02 (Resources)
Appendix 'B'
EXECUTION AND TECHNICAL ADMINISTRATION OF WORKS
Duties of Executives (Abbreviations; A - Garrion Engineer, El - Engineer-in-Charge,
C- Supdt Gde I (B/R or E/M) or Supvr B/S I, D - Supdt Ge II (B/R
or E/M)
Srl Stage of Work/Activity
No.
Respon-sibility
1. Preparatory Works
(a) Site development and soil investigations,
determination of soil strata and bearing capacity, confirming assumed foundation/pile design(s) i.e. initial and confirmatory load test(s); removal of obstructions e.g. trees, overhead lines and UG pipes/sewers/ cables, etc.
(b) Preparation and updation of CPM network and
schedules, viz:
(i) Work and payment schedules
(ii) Stores and T&P schedules
(c) Placing work order and handing over site to contractor, arrangement of water and electricity.
2. Siting and Lay-out
(a) Layout and alignment of schemes/works, orien-tation of buildings as per approved site plan and
schematic diagrams.
(b) Fix datum (or ground level) and plinth
level(s).
(c) Setting out; marking centre lines, dimension and angles, pillar/column locations, peg-marking,
etc.
3. Material and Workmanship - Sampre., aRproval
(a) Approval of material samples, nomination of A
brand names for fittings, fixtures and
manufactured items; testing of samples as per contract specifications and coda). practices.
(b) Approval of workmanship and finished product samples, adherence to safety codes, bye--laws and E-in-C's technical instructions on material specifications, techniques and workmanship, final
testing of schemes before commissioning.
(c) Random sampling and testing of materials B
and processed/manufactured products/items against contract specifications and coda). requirements.
(d) Adherence to approved/specified materials C
A,B
A,13 C
B
A,B
A,B
3R
(
(e) Manufacturing process or fabrication by C,D
contractors to speicificatinns and codal
practices e.g. mixing, placing, compaction and curing of concretes/mortars, manufacture/fabrica-
tion of steel/timber joinery and structural
members, etc.
(f) Safe -custody and accounting of Govt stores, D
proprietary items and contractor's stores paid
for in RARs.
4. Sub-structure liy' Foundation _Works
(a) Foundation trenches/pits, bore-holes etc. as A,B
per design drawings and specifications...
(b) Casting/erection of foundation concrete and B,C
masonry or piles and pile-caps as per specified design i.e. dimensions, mix-proportion, gradings of materials and curing thereof.
(c) Random sampling and testing of piles and B
concrete work, anti-•termite treatment in
foundation trenches/pits and re-fill,laying of
DPC to specifications.
(d) Return and refill of soil and compaction C,D
thereof, disposal of surplus soil.
5. Masonry and Concrete Work in Superstructure
(a) Adherence to architectural and design A,B
drawings and specifications, reinforcement and structural steel detailing.
(b) Centering, shuttering and scaffolding of C
form-work, adherence to safety codes, maintenance of line, level and plumb in construction.
(c) Adherence to specified techniques and C,D
workmanship standards for masonry and concrete work; mix-•design/proportioning, mixing, transpor••-
ting, placing, compaction, cover for
reinforcement and finishing/curing.
(d) Measurement of approved work, preparation of C
stores details for payments/bill.
(e) Routing, embedding/cutting chases for con-
duits, pipes, fitting and fixtures, holdfasts,
etc.
6. Structural Steel Works
(a) Adherence to architectural and structural designs, dimensional accuracy of elements, approval of templates and grades of steel for
fabrication at site, testing of factory made
products.
3_9
(b) Fabrication of structural elements e.g. weight, dimensions, jointing/fixing details as
per drawings and specifications.
(c) Hoisting and erection, adherence to safety codes, measurement of approved work and prepa—ration of stores details for payments/bill.
7. Joinery, woodwork and furniture works
(a) Approval of timber species and wood— B
products, anti—termite and seasoning treatments, testing of manufactured/fabricated products as
per approved/specified samples and codal
practices
(b) Sizes and guages, dimensions, fabrication, C
and finishing details of products, fitting/
fixing and hoisting as per drawings,
specifications, Schedule and codal practices.
(c) Uniformity of individual sections, jointing and fixing details, use of preservatives; as per drawings, specifications and approved practices.
8. Sheet/tiled Roofing Works
(a) Approval of sheets/tiles and their testing, B
fixing, ties/bracings arrangement and gutters
as per drawings and specifications.
(b) Hoisting, erection and alignment of trusses, C
slopes of roofing/gutters, jointing and fixing details as per drawings and approved practices,
adherence to safety codes.
(c) Uniformity of individual members, use of I)
preservatives in sheets/trusses, fixing of
bolts/washers/hooks as per drawings and
specifications.
9. Water—proofinj and Dampzproofing Works
(a) Approval of materials and their testing, finished slopes and drainage outlets as per
drawings, specifications and codal practices.
(b) Laying and compaction of layers, jointing and fixing of water—proofing materials, drainage outlets as per drawings and specifications.
(c) Mixing and proportioning of mortars, con— U
crates and mud—phuska etc.
10. Plastering and Pointing Works
(a) Thickness, smoothness and plumb in B
plaster/pointing
(b) Placing and curing as per specifications and C
C,D
D
Lio
(c) Mixing/proportioning of mortars AS per' 1) specifications.
11. Flooring and Pavima Works
(a) Compaction of formation, anti-termite
treatment, adherence to design spcifi.cations and
approved .samples.
(b) Laying and compaction of individual layers, grinding/polishing and finishing of top-layer, slope and smoothness of finished surfaces as per
specifications.
(c) Mixing/proportioning of concretes and mortars, cleaning of finished surfaces.
12. Sanitary_Pkumbillg_and Sewage Works.
(a) Layout and gradients/slopes of sewers, pipes/fittings/fixures as per approved/specified samples and their testing; testing of schemes before commissioning as per codal practices.
(b) Laying and jointing, weight of load-joints, C
fixing of clamps/holder bats/clips, testing for
leakages/ov erflows as per drawings and
specificati ons
(c) Mixin g/proportioning of jointing/fixing 1)
mortars and compounds, refilling of trenches/sub-
floors and compaction as specified, disposal of
surplus soi 1.
13. Finishing_ Works
(a) Use of colour schemes, material and
A
workmanship samples.
(b) Specified coats, finishing as per approved/
specified standards.
(c) Quality of materials as per approved/
C
specified samples.
(d) Site clearance, grading of peripheral areas
C,1)
and disposal of debris/surplus materials.
14. Road Works
(a) Layout and levels of r and drains; gradients/slopes and quality of stone aggreg per specified/approved sampl
(b) Compaction/constructi
specified thickness and
material quantities, in
construction of drains/cult'
specifications, measurement
oad-networ and cambe
:rtes and es.
on of gradie
vert le
eras to dr of approve
k, culverts r, grading bitumen a5
layers to nts/camber,
vels "and
awings and
.1 work and
El
C
El
Fi
(c) ' Mixing/proportioning of concrete/mortar, D ')
grading of aggregates, compaction of earth, re-filling, slopes of berms, disposal of surplus
soil.
15. E/M Works
(a) IncaYporation of Materials and equipment, fixing/jointing/ fabrication and safety devices as per drawings, approved/specified samples and codal practices; charging and energising of system afer tests, measurement of approved work
and store details for payments/bill.
(b) Fixing/jointing details and specifications, refilling and re-making of surfaces, disposal of
soils and surplus materials, clearing of site.
16. Contract Management
(a) Timely procurement, issue of Sch `B' stores A •
and T&P; disposal of surplus stores on completion
of work.
(b) Employment of qualified man-power, material. A
and T&P resources in adequate measures by contractor, removal of delays or bottle-necks.
(c) Yardsticks for RAR payments, scheduled A
payments of accepted/ passed works and materials supplied by contractor, deviations from drawings
and specifications if any.
(d) Site documents as laid down in E-in-C's TI
instructions NO 23 of 1968 or subsequent orders.
(e) Records of; stage-passing of works, approved
samples, material test results; rejected
materials and works.
(f) Bills/vouchers for proprietary items and
other materials paid for in RARs/bills/star-
rates, recording measurement books, preparation of RARs/D0s/Final Bills and USRs, maintenance of
construction accounts .
(g) Initiation of completion repoTts part `A' and % B..
(h) Records of inspection and rectification of defects on completion and before expiry of
defect liability/handing-over.
(j) Preparation of detailed estimates for yard-stick and payment schedule, stores details for cement and steel for works paid for in RARs/bills.
(k) Maintenance of log-books and records of 'TAP, water/ electricity supplied to contractor, record and custody of measurements of works paid for in RARs/bills, preparation of PMEls/PSMBs and
B
C,D
112 •
(1) Record of cement issued/consumed in work.
17. Inspections and Periodic Check0
(a) Initial layout, important stages of work e.g. A
foundation, DPC, roof level, finishing, completion and before expiry of defect liability period, confirmation of rectification works undertaken by contractor.
(b) Stage—passing as specified here—in—before. D/C/D
NOTE: Garrison Engineer shall nominate Engineer--in-•-Charge,
Supdts or Supvrs Gde I/Gde II for specific projects/sub—Projects
and/or delegate additional responsibilities, if any, through
office orders. Executives in officiating capacity shall be responsible for all functions assigned to the permanent.
incumbent.