MANUAL FOR CIVIL ENGINEERING WORKS - mcl.gov.in

1 MANUAL FOR CIVIL ENGINEERING WORKS COAL INDIA LIMITED CIVIL ENGINEERING Department 10, , Kolkata-700 001 Updated upto 14-12-2004 JULY 2004 MANUAL FOR CIVIL ENGINEERING WORKS PART - I a INDEX. PART-I Chapter. Page No. 1. DETAILS & SYSTEM REVIEW OF CIVIL ENGINIEERING WORKS 2 - 7 Details of CIVIL ENGINEERING WORKS Handled 2 Enabling WORKS 2 Infrastructures 2 Heavy Industrial Structures 2 Townships 2 Water Supply 3 Welfare Buildings 3 Township ENGINEERING 3 System Review of CIVIL ENGINEERING WORKS 3 Preparation of a Draft Scheme & Preliminary Estimate.

2 4 Detailed Design & Planning 4 Preparation of Detailed Estimate. 4 Optimisation of Cost. 4 Preparation of Tender Documents & Notice Inviting Tender 4 Evaluation of Tender 4 Award of work . 4 Monitoring of Progress 5 Inspection of WORKS 5 Acceptance of WORKS 5-7 2 PREPARATION OF ESTIMATES. 8 - 16 Preliminary Estimates 8 Detailed Estimates for Original WORKS 9 Site Investigation 10-11 Planning & Design 11 Drawings 11-12 Specifications 12 Sanction of Estimates & Method of Execution 12-16 Register of Estimates 16 Time Schedule for the work 16 3 BUDGETARY CONTOROL & MONITORING 17 - 22 Annual Budget 17 Budget Heads 17-18 Guidelines for Maintenance Cost of Different WORKS 18 Frequency of Different Maintenance WORKS 19 Manpower Budget 19 Monitoring & Quality Assurance 20

3 Monitoring 20 Quality Assurance 20-21 Mobility 22 Material Budget 22 b Chapter. Page No. 4 TENDER & AWARD OF work 23 - 50 Types of Tender 23 Turnkey Tenders 23 Limited Tenders 24 Open Tenders 24 Short Tenders 24 Quotation Notice 24 Item Rates 24-25 Percentage Rates 25 Turnkey Rates 25 Preparation of Tender Documents 25 Publication of Notices Inviting Tenders 25-26 Issue of Tender Documents 26-28 Application Fee 29 Earnest Money 29 Forfeiture of Earnest Money 29 Exemption of Earnest Money 29 Refund of Earnest Money 30

4 Security Deposit 30-31 Execution of Agreement/ work Order 31-33 Failure to Execute Agreement 34 Validity of the Tender 34 Procedure for Submission of Tender Bids 34 For Turnkey WORKS 35 For normal WORKS of value up to lakhs 35-36 Call of tenders/ Constitution of Tender Committee 37 Qualification requirements committees 37 Receipt and Acceptance of Tenders 38-39 Withdrawal of Tenders by Contractors 39 Late and Delayed Tenders 39 Opening and Evaluation of Tenders 40 Comparative Statement 40-41 Evaluation of Tenders 41-44 Allowable Variation for Acceptance of Tenders 45 Deviation 45 Abnormally High Rate (AHR) & Abnormally Low Rate (ALR) Items 46 Royalty / Cess on Minor Minerals 46 Recommendation for Award of work 46 Memo Forwarding tender to accepting authority 47-48 General Guidelines for Negotiations 48-49 Acceptance of Single Tender 49 Acceptance of Offer 49 Banning and Suspension of Business 49-50 Banned or Delisted Contractors 50 Sub-contracting 50 5 COMMENCEMENT & EXECUTION OF work 51 64 Commencement of work 51 c Chapter.

5 Page No. Handing over the Site 51 Date of Commencement & Completion of work 51 Programme & Progress of work 52 Construction Surveys 53 Setting out 53 Increased or Decreased Quantities 53-54 Omitted Items 54 Extra, Excess and Substituted Items of WORKS and Repeat Orders 54-55 Rate for Extra work 56 Part Rate 56 Extension of Contract Time for Completion 56-57 General Principles for Granting Extension of Time 57-59 Recording Measurements 59-61 Method of Measurement & Tolerance 61-62 Measurements for Inadmissible Items 62 Check Measurements 62 Acceptance of Measurement and Check Measurement 63 Inspection of WORKS 63-64 Loss of Measurement Books 64 6 PAYMENTS 65 73 Passing of Bills 65-66 Checking of Bills

6 By Accountant 66-67 Checking of on Account Bills 67-68 Checking of Final Bills 69 Time Schedule for Payment of Bills 69-70 Payment for Excess work 70 Payment for Extra work Done 70 Payment of Sub-Standard WORKS 71 Issue of Completion Certificate 71 Settlement of Disputes with the Contractor 71-73 7 DUTIES AND RESPONCIBILITIES 74 87 Duties& Responsibilities of Chief of CIVIL ENGINEERING posted at CIL (Hqrs.) 74-75 Duties& Responsibilities of CGM(C)/GM(C)/CE(C) of the Subsidiary as HOD 75 Duties & Responsibilities of CE(C) and (C) Incharge of Division 76-77 Duties & Responsibilities of (C) & (C) as Staff Officer (C) 77-78 Duties & Responsibilities of Engineer(C)/Executive Engineer(C) 78-79 Duties and Responsibilities of Engineer(C)/ (C) 79-80 Duties and Responsibilities of Engg.

7 Asstt.(C)/ Sr. Overseer (C)/ Overseer (C) 80-82 Duties and Responsibilities of Estimating Officer(C)/ Estimator(C) 82-83 Duties and Responsibilities of Accounts Officer/ Accountant 83-86 Designations of CIVIL ENGINEERING Personnel 87 8 QUALITY ASSURANCE 88 91 Quality Assurance of WORKS 88 Cost of Samples and Tests 89 Access to the WORKS 89 Inspection of WORKS 89-90 d Chapter. Page No. Removal of Improper work and Materials 90 Devaluation of work 90 Final Inspection 90 Defects Appearing after Acceptance 91 Site Order Book 91 Samples and Testing of Materials 91 9 REGISTRATION OF CONTRACTORS 92 94 Application for Registration 92 Screening of Applications 92-93 Renewal, Addition and Deletion of Registration 94 Award of Registration Numbers 94 APPENDICES Sl.

8 Appendix Page No. 1 1 Guidelines for Preparation of Preliminary Estimate 96-109 2 2 Report on Detailed Estimates 110 3 3 Details of Measurements 111 4 4 Abstract of Cost: Original Estimate 112 5 5 Detailed Estimate for Original WORKS 113-131 6 6 Sub-soil Investigation for CIVIL ENGINEERING Projects 132-133 7 7 Register of Estimates 134 8 8 Standard Schedule of Contract periods for building WORKS . 135-136 9 9 Top Sheet of Tender document 137 10 10 Tender Issue Register 138 11 11 Proforma for reporting loss of MB for its write-off.

9 139 12 12 Format for Contractors Bill for CIVIL ENGINEERING WORKS 140-142 13 13 Contractor s Ledger 143-144 14 14 Proforma for Quality Control Inspection 145-146 15 15 Guidelines for Technical Audit of CIVIL ENGINEERING WORKS 147-148 16 16 Notice Inviting Application for Registration of Contractors 149-151 17 17 Application Form for Registration of Contractors 152-156 18 18 Performance Report of Contractors 157-158 19 19 Specimen Letter granting extension of time 159 20 20 Proforma for Intimating Contractor about levy of compensation 160 21 21 Specimen of letter by the Engineer Incharge to Contractor for 161 22 22 Specimen of Letter of Contractor s Acceptance of Provisional 162 23 23 Notice for Rectification of Defects 163 24 24 Proforma Hypothecation Deed for loan against Plant & Equipment 164-166 25 25 Poroforma of Bank Guarantee for removal of plant & equipment 167-168 26 26 Proforma of Bank guarantee in lieu of Security Deposit 169-170 27 27 Proforma for Bank Guarantee for Performance of the Contract.

10 171-173 28 28 Proforma of Bank guarantee for mobilization lump-sum advance 174-175 29 29 Proforma of Bank guarantee in lieu of Earnest Money 176-177 2 1. DETAILS AND SYSTEM REVIEW OF CIVIL ENGINEERING WORKS DETAILS OF CIVIL ENGINEERING WORKS HANDLED : The activities of CIVIL ENGINEERING Discipline in Coal India are of diverse nature and are broadly categorized below: ENABLING WORKS : Temporary approach road Temporary hutments for office/ camp living Temporary water supply arrangements Erection platforms for HEMM Temporary stores & workshops etc. INFRASTRUCTURES: Office buildings and rest house. Pit head bath & cap lamp room Incline mouth roofing & walling Headgears & shaft sinking Haulage rooms & fan houses Haul roads & permanent approach roads Regional/ Central stores Regional/ Central workshops Railway sidings & wharf walls HEAVY INDUSTRIAL STRUCTURES: Coal handling plants including RLS Coal preparation plants Winder house Check dams Bridges Underground transport system TOWNSHIPS: Residential buildings Colony & approach roads Water supply arrangements Sewerage/ drai