CONTENTSCHAPT

ERIII–BUILDINGS

PageNo

Appendix Particulars s.
ofPrint
ed

Book

ABBREVIATIONS

3.01 LeaseofGovernment Building 1-3

3.02 OccupationReportandReceipt 4-5

3.03 RentPass Book 6-7

3.04 RegistershowingtheplinthareasubsequentadditionsoralterationsofGo 8-9

vernmentBuildingsforWatchingRevisionofRentUnder

FundamentalRules45-A/45-B.

3.05 Registershowing purchase of Buildings, Land etc. 10

3.06 Agreementto betaken fromCaretakers. 11-12

3.07 StatementshowingtheGeneralConditionofProtectedAncient 13-15

Monuments.

3.08 AnnualReportonthecondition ofGovernmentBuildings. 16-17

3.09 ElectricalInstallationsTestandInspectionSheet. 18-19

3.10 Registerof Buildingsborne onthe booksof theWorks Department. 20-21

3.11 Rules Regarding Precautions to be taken against Fire in 22-29

Governmentbuildings(otherthanResidences)andinBuildingsRentedb
y

GovernmentforuseotherthanResidences.

3.12 ReportontheconditionofLightning arresters. 30

3.13 Bidsheet for the Auctionof Government Buildings. 31-33

3.14 CoveringList to accompanyextractsfromfeebooks. 34-35

3.15 FinancialPowersinrespectofBuildings,Hireetc. 36-37

3.16 Agreementof transfer of publicbuilding to Local bodies. 38-39

CHAPTERIV–ACCOUNTSOFWORKSANDSTORES
4.01 MonthlyReturnofMusterRollsforMorethanRs.5,000each. 40

4.02 Registerof Muster Rolls. 41-43

4.03 DivisionalRegisterofreceipt,issueandrecordofMeasurementBook. 44-45

4.04 Sub-Divisional Register of Receipt, issue and return of 46-48

MeasurementBooks.

4.05 Registerof Bills of Suppliers. 49-51

4.06 RegisterofDuplicateKeysofCashchestssenttotreasuryforSafe 52

Custody.

4.07 StoresforwhichSurveyReportistobepreparedonform18-A. 53-55

4.08 SurveyReport of Stores-Form18. 56-60

4.09 RulesfortheSupplyofArticlesforthePublicService(storerules) 61-76

andInstructionsfortheguidanceofofficerswhoaredixrequiredtomakepu
rchases of Stores undertheProvisionthereof(Extracts).

4.10 StatementoffinancialpowerstoSanctionWriteoff/Disposal/ 77-91

Paymentetc.

4.11 StatementshowingcheckmeasurementsofRoadMaterials. 92

4. 12 Inspectionof Circle office by C.E. 93-104

4. 13 Inspectionof Division office. 105-114

4.14 InspectionofSub-Divisionoffice 115-131

4.15 AccountantGeneral'sAuditandInspection. 132-146

4.16 Formof Agreementwhenan advanceis made toa single Cart-man 147-149

4. 17 FormofAgreementwhenanadvanceismadetoagroupof 150-153

Cartmen.

4.18 Formof Agreementwhenan advanceis made toa single workman. 154-155

4.19 FormofAgreementwhenanadvanceismadetoagroupof 156-158

workmen.

4.20 Listof IrregularitiesinSub-Divisionoffices. 159-165

4.21 ListofMinorworksundertaken. 166-167

4.22 Letter of Credit 168-169

CHAPTERV–ELECTRICALANDMECHANICAL
5.01 Formof Working out Hourly Use Rate. 170-172

5.02 Formof Handing over note ofMachines/Equipments. 173-174

5.03 Log-Bookfor Earth-MovingMachinery. 175-189
5.04 Log-BookforTransportVehicle 190-203

5.05 Log-Book for Inspection Vehicle. 204-215

5.06 Formof Estimatesfor major/specialRepairs. 216-220

5.07 FinancialPowers inrespectofE/Mworks. 221-225

5.08 FormofAgreementforhiringofGovernmentplantsandmachinery 226-230

toContractors/PieceWorkers/Privatebodiesetc.

CHAPTERVI–QUALITYCONTROLINIRRIGATION
PROJECTS
6.01 StatementshowingdetailsoffieldLaboratorytestsandreferenceto 231-233
I.S.Code.

6.02 Statementshowingfrequencies ofvarioustestsforEarthWork. 234-245

CHAPTERVII–RESPONSIBILITIESDURING

INVESTIGATION AND CONSTRUCTION

OFIRRIGATIONPROJECTS
7.01 Check Listto Review Level Books. 246

7.02 ResponsibilityChart 247-259

CHAPTERVIII–OPERATIONSANDMAINTENANCE
INIRRIGATIONWORK
8.01 RecordofWaterpassedoverSpillway/WasteWeir. 260-261

8.02 Record of Reservoir/Tank guage. 262-263

8.03 Performance tableofHeadWorks. 264-267

8.04 CanalguageRegister. 268-269

8.05 PerformanceReportofCanals. 270-271

8.06 AnnualInspection Register 272-279

8.07 Scheduleof Submissionof Annual. 280

CHAPTERIX–MISCELLANEOUS
9.01 InstructionsforS.D.O.'sandSub-Engineers(E&M)forCareand 281-282
Maintenanceof SteamPlant.

9.02 InstructionsforDriversforCareand maintenance of SteamPlant. 283

9.03 ListofStoresrequiredforaday'suseandforwashingoutofsteam 284-285

 roadrollerweighingto10Tonnes.

9.04 HistoryRegister of Boiler. 286-287

9.05 FormofReportontheConditionofEngineandboilerandrepairs 288

executed.

9.06 BidsheetforSaleofnaturalmiscellaneousproductsobtainedfrom 289-292

RoadandCanalWorksinchargeofW.D.

9.07 Agreementformfor Leaseof encampingground. 293

9.08 ExecutiveInstructionsforthetransportofheavymachineryand 294-297

planton W.D.Roads.

9.09 Extractsof theLaw Department Manual. 298-322

9.10 RulesfortheCustodyanduseofExplosives. 323-333

9.11 Statementshowingtheminimumperiodsforwhichtheaccount 334-359

Recordsprepared in P.W.A.F. should be preserved.

9.12 PermanentPass forCrossing the Bridge. 360

9.13 Challanof money paid to S.D.O./S.O. 361-362

9.14 Formof Lease for Collection of Tolls at A bridge. 363-367

9.15 BidsheetfortheAuctionoftheRighttoCollectTollsatferriesand 368-372

TollBridges.

9.16 Leasegiving permission tooccupy Government Landunder the 373-375

managementofWorksDepartment.

9.17 Registerofencroachments. 376

9.18 Formof Lease for a Public Ferry. 377-379

9.19 Listofpersons,animals,vehicle'setc.exemptedbytheStateGovernmentfr 380

ompaymentofTollswhencrossingferrieson

provincialroads.

9.20 RepairsEstimate andInspection Report. 381-382

9.21 Registerof Job. 383

9.22 ReceiptandIssueRegisterofE.&M. 384

9.23 JobCards. 385-386

9.24 HistorySheets. 387-391

9.25 Tableshowingtheratesoftollstobeleviedonbridgesfixedbythe 392

StateGovernment.

9.26 ListofVehiclesexemptedbyStateGovernmentfrompaymentof 393-394

 tollswhen Crossingat toll bridges.

9.27 ChiefTechnical ExaminerOrganisation. 395-414

9.28-A Datesonwhichvariousreturnsaredue,Month-January. 415

9.28-B Dateson which variousreturns are due, Month-February. 416

9.28-C Dates onwhich various returns are due, Month-March. 417

9.28-D Dates onwhich various returns are due, Month-April. 418-419

9.28-E Dates onwhich various returns are due, Month-May. 420

9.28-F Dates onwhich various returns are due, Month-June. 421-422

9.28-G Dateson which various returns are due, Month-July. 423-424

9.28-H Dates onwhich various returns are due, Month-August. 425

9.28-I Dateson whichvarious returnsare due,Month-September. 426

9.28-J Dateson which various returns are due, Month-October. 427

9.28-K Dateson whichvarious returnsare due,Month-December. 428

 ABBREVIATIONS

A.E. Assistantengineer

A.G. AccountantGeneral

A.G.H. AssistantGeohydrologyst

A/R AnnualRepairs

A.R.O. AssistantResearchOfficer

B.M. Benchmark

C.C.A. CulturableCommandArea

C.D.C. Canal deputy Collector

C.E. ChiefEngineer

C.E.A. CentralelectricityAuthority

cm. Centimeter

C.P.W.A. CentralPublic WorksAccounts

C.S. Civil Surgeon

C.S.R. Current Scheduleof Rates

C.W.C. CentralWaterCommission

C.T.E. ChiefTechnicalExaminer

cumec. Cubicmeter persecond

D.A. DivisionalAccountant/DailyAllowance

Dept. Department

D.G.S. & Director General of Supplies and

D. Disposals.

D.M. DistrictMagistrate

D.S.C. DepartmentalSelectionCommittee

E.E. ExecutiveEngineer

e.g. Exempligratia/forexample
E.I. EmbankmentInspector

E.-in-C. Engineer-in-Chief

E/M ElectricalMechanical

F.D. FinanceDepartment
Fin. Financial

F.R.L. FullReservoirLevel

G.A.D. GeneralAdministrationDepartment.

G.B.C. GeneralBookCircular

G.T.S. GeodeticTraverseSurvey

ha. hectare

h.p. horsepower

I.D. IrrigationDepartment

I.I. IrrigationInspector

I.S: IndianStandard

km. kilometer

L.D.C. LowerDivisionClerk

L.O.C. LetterofCredit

L.P.C. LastofCertificate

M.B. MeasurementBook

m. Metre

M.P. MadhyaPradesh

M.P.E.B. MadhyaPradesh Electricity Board.

N.I.T. NoticeInvitingTender

No. Number

Paras. Paragraphs

P.C. PurchaseCommittee

P.H.E.D. PublicHealthEngineeringDepartment.

P.O.L. Petrol,Oil and Lubricant

P.R.C. ProgressReviewing Committee

P.W.A.F. PublicWorksAccountsForm

P.W.D. PublicWorksDepartment

R.A. ResearchAssistant
R.R.C. RevenueRecoveryCertificate

R.A. ResearchAssistant

R.R.C. RevenueRecoveryCertificate

Rs. Rupees

R.D. RevenueDepartment

R.L. Reducedlevel

R.C.C. ReinforcedCementConcrete

S.B.I. StateBank of India

S.D.C. Sub-DivisionalClerk

S.D.O. Sub-DivisionalOfficer

S.E. SuperintendingEngineer

S.K. Store-keeper

S.No. SerialNumber

S.O. SectionOfficer

S.R. Supplementaryrules

S.&S. SurveyandSettlement

T.A. TravellingAllowance

T.O. TreasuryOfficer

U.C.S.R. UnifiedCurrent Schedule of Rates.

V.I.P. VeryImportantPerson

Vol. Volume
viz. Videlicet/namely

W.B.M. Water Bound Meccadam

W.D. WorksDepartment,i.e.,P.W.D.,P.H.E.D.,
I.D.
 APPENDIX3.01

(Seeparagraph 3.008)

LeaseofGovernmentBuilding

Thisindenturemadethis…………………………..dayof………
betweentheGovernoroftheM.P.actingthrough...................................................(hereinafter

calledthelessorwhichexpressionshall,wherethecontextsoadmits,includehissuccessorsin
office)oftheonepartand................................................ hereinaftercalledthelesseewhich
expressionshallwherethecontextsoadmits,includehisheirs,executors,administrators,repr
esentatives andassigns) oftheotherpart.

Witness that in consideration of the rent herein after reserved and

theconvenantsonthepartofthe lesseehereinafter contained.

Thelessorherebydemisesuntothelesseeallthatbungalow,outhouses,compound,
etc. situated at ………. more particularly described with the boundariesthereof in the
schedule below with furniture (an inventory of which has been made atthe beginning
of the terms of this lease and a copy furnished to the lessee) for the termof……...
years fromthe……...... day ofsubjecttothefollowingconditions.

The lessee shall deposit in cash a sum equivalent to one month’s rent of
thebungalow which shall be refunded to him on the termination of the lease
andafterall claims ofGovernmentare settled.
ThelesseeshallpaythemonthlyrentofRs…..................................................inadvancefor
eachmonthbeforethe...................................ofthatmonth,paymenttobemade

clearofalldeductionatthe office of the ……….............

The lessee shall pay all rates, taxes and assessments which may be
chargedonthebungalow,outhouses,etc.,onthelandlordoronthetenantthereof.He
shall also pay thecharges for the electric lightingof the premises.
The lessor shall always maintain the bungalow outhouses, compound, etc; inthrough
repair and condition and shall carry out the white washing of all
theinsidesandoutsidesthereofannually at his own expense.
The lessee shall use the bungalow, outhouse, etc; only as and shall not
usesameoranypartthereoforpermititbeusedforanyotherpurpose.
The lessee shall not make, even at his own cost, any permanent or
temporaryadditions or alteration in the bungalow, outhouses, compound, etc;
with outthe previous permission in writing of the Executive Engineer of the
 division;and the fact of any additions or alterations having been carried out
withpermissionatthecostofthelesseeshallconferuponhimnorightofownershipin
suchadditionsoralterationsandfurthershallgivehimnoclaimtoaset-
offagainstordiminutionoftherentpayable underthis lease.
Thelesseeshallusethebungalow,outhouses,compound,etc;andthepremises generally
and the furniture in a reasonable manner and maintainthemin good
condition.
The lessee shall, at his own cost and without delay, repair any damage to
thebungalow,outhouse,compound,etc;andmakegooddamagetoorlossofthefurn
itureresultingfromanyactordefault on the part of the lessee.
 The lessee shall take and cause to be taken all due precautions against
fireandshallnotdoorpermittobedoneanythingwherebyanypolicyofinsurance
on the demised premises which the lessor may have taken
outagainstdamagebyfireforthetimebeinginforced(acopyofwhichshallbe
furnished to the lessee by the lessor) may become void or voidable.
Thelessorshallnotberesponsible formaintainingachowkidar.
The lessee shall have no right to sublet the bungalow, outhouses, etc; or
anypartthereof.
The lessor shall have the right to terminate this lease at a month’s notice incasethe
bungalow is required by Government.
At the termination of the lease the lessee shall hand over the bungalow,outhouse,
compound, etc. and the furniture according to the said inventory tothe lessor
in the same good condition as when occupied or received by thelessee,
reasonable wear and tear and effect of causes beyond the control ofthelessee
expected.
The lessor convenants with the lessee that the lessee paying the rent herebyreserved
and observing and performing the convenants and conditions
hereincontained and on his part to be observed and performed shall and
may(subject to the provision in clause 10) peaceably and quietly possess
andenjoy the said premises and bungalow, etc; hereby demised during the
saidterm without any lawful interruption from or by the lessor or any
personlawfullyclaiming fromor under him.
Thelesseeshallpaytheregistrationfeesforthisleasedeed.

TheScheduleabovereferredto

......................................
Signatureofthelessee

Date………….the……………19………..
Witnesses:

1.
2.
 APPENDIX3.02
(See paragraph
3.015)OccupationReportandRe
ceipt

I acknowledge that I have taken over bungalow/quarters/circuit-house

No.knownas........togetherwithallelectric,waterandotherfittingsingood
condition with the exceptions noted below :-
I am aware that I am responsible for any damage to the bungalow to thebuilding or
outhouses or loss of or damage to the fittings, whether causedby fire or
otherwise which may occur during my occupation ; provided thatI shall not
be liable for damage arising from fair wear and tear or fromcauses not due
to the negligence of myself or any member of my familyanyof my
servants,while acting withinthe scope oftheir employment.
IhaveseentherulesgoverningtheoccupationofGovernmentaccommodation and
agree to conform to them as far as they are applicabletome.

Date……………20…..…………...

Rank

(Occupant)

Note:-Thisreceiptshould,aftersignature,beforwardedtotheE.E.forrecord.

ReceiptforElectric/Watersupply/SanitaryFittings

No.………………..

Fittingsin……………………………………..

Particulars Number
 Receipt

Iacknowledgetohavereceivedingoodconditionandworkingordertheabovefittings
.
I am aware that I am responsible for any loss or damage to these fittings
otherthan that caused by fair wear and tear which may occur during my tenancy of
thebungaloworcharge ofthe office.
No additions or alterations in the installation or removal of any of its parts
willbe done by or through me without the previous consent in writing from the
WorksDepartment.

…………………..

Datedthe ……………………

Tenantof bungalowor officer Incharge

 APPENDIX3.03
(Seeparagraph3.027(b))

RENTPASSBOOK

(1) Nameofoccupant……………………………………………………………..

(2) Designationofoccupant………………………………………………………..

(3) QuarterNo./BungalowNo.……………………………………………………

Allotmentorders No.andDate

(4) Dateofoccupation………………………………………………………………

(5) Designation/office/department……………………………………………………

andaddressofDisbursingOfficer…………………………………………

DetailsRentRecovery

Month andYear
Pay Specialpay Total Rent
Recover ed
MoneyreceiptsNo.Issued byDrawingOfficer
Bank DraftNo. and Dateby which theamount hasbeen sent toW.D.
Datedinitial ofDisbursingOfficer
Results ofverification
Excessrecovery
Lessrecovery
1 2 3 4 5 6 7 8 9 10
 APPENDIX3.04
(Seeparagraph3.025)

RegistershowingtheplinthareaandadditionstoplinthareaofsubsequentadditionsoralterationofGovernmentbuildingsforwatchingrevisio
n of rent under fundamental rule- 45-A/fundamental rule – 45 - B
Plinth area of subsequent additions or alterations carried out from
thedate offixation of the standard rent
S.No Nameof Plinth Standard Date Date Dateof Dateof Additio Revised Dateof Remar
building area rent& from on sanctio comple nsto rent initials ks
s authority which which ning tion of plinth ofD.A.
fixing the standar allotme the work area
same d rent ntwas provisi added
fixed placed onal in each
rentif additio
any n or
alterati
ons
FR FR FR FR
45-A 45-B 45-A45-B
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
 Appendix3.05

(SeeParagraph 3.038(3))

Register showingPurchasesofBuildings,Land,etc;inthe…....................................Division.

S.No Particular S.No. of register Name of Number and date Remarks

ofdeed anddate on which thetreasury where ofCollector’s
withamount thedeedwasregistere thedeedis letterintimatingtherecording
d recorded ofthedeed

withthetreasuryofficer

(1) (2) (3) (4) (5) (6)

 APPENDIX3.06
(See Paragraph
3.057)AgreementtobeTakenFromCareta
kers

Know all men by these presents that I …………… son of

…………………….. age…………..years,residentof…………………….inthe
……………………..tahsilofthe…………………………….districtam heldandfirmly
bound unto the Governor of the M.P. (hereinafter called the Governor) in thesumofRs
................................................ tobepaidtotheGovernorforwhichpaymenttobewell

andtrulymadeIherebybindmyself,myheirs,executors,administratorsandrepresentativesfi
rmlybythesepresentssignedthisdaythe……………dayof
………….. 19……………
Now the conditions of the above written bond or obligation which is
executedunder the orders of the State Government and is given for the performance of
a publicdutyinwhichthepublicareinterestedaresuchthat,:-
Ishallfaithfullyanddiligentlyserveascaretakerofthe..............................................house
andbeofgoodbehavior;
Ishallprotectfrominjuryandinterferencethebuildingandpremisesofthesaid………..h
ouseandpreservefromlossordamagethearticlesmadeovertomychargeandgive
anaccountofthesamewheneverdemandedby the superior officers;
I willingly and submissively shall perform the duties and observe the rulesattached
to my post and carry out the orders given from time to time by thesuperior
officers ;
Ibeforeleavingservice,shallgiveonemonth’snoticeinwriting;
I, on default or breach of any of the provisions herein before mentioned,shall well
and truly pay to the Governor the sum of Rs………….. or
anysmallersumwhichtheE.E.………………….division,mayinhisdiscretion
determine. Otherwise the same shall be recovered as an arrear
oflandrevenue.
AnditisherebyagreedanddeclaredbyandbetweenmeandtheGovernorthattheGoverno
rmaydeductRs….........................................frommypayforeverymonth,soastomake

upatotalofRs…...................tobeinvestedbytheGovernorinthePostOfficerSavings
Bank for the purpose of securing the performance and observance by me of this
bondand further that the Governor may on any default or breach of any of the
provisionshereinbeforementionedcommittedbymeinsteadofenforcingthis
bondinthemanner herein provided, forfeit the said sum of Rs…………………… or
any partthereof as the said E.E. may in his discretion determine and in the event of
suchforfeiture the Governor shall again be entitled to make deductions from my pay to
theextentandinthemannerandsubjectto the conditionsabovedescribed.
 Itisfurtheragreedthatonmydeath/vacatingthesaidpostthesaiddepositwith interest
thereon shall not be at once returned to the persons lawfully entitled toreceive the
same but shall remain with the Governor for the terms of three months assecurity
against any loss or damage which may not have been discovered, until
aftermydeathorvacatingthesaidpost.
……………………
Witnesses: Signature ofCaretaker.
1……………………
2……………………
 Appendix3.07
(SeeParagraph 3.062)
StatementShowingtheGeneralConditionsofProtectedAncientMonumentsinthe…........................................... Circle

Serial Districts Tehsil Locality Description Whether– Dateof Rankof Remarksof E.E.’s S.E’s

Number of (I)landplans inspection inspecting inspectingofficer remarks remarks

accordingto monuments prepared officer

theregister (II)Boundary

ofprotected pillars

monuments erected

inM.P.

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
 Appendix3.08

(SeeParagraph3.065)

AnnualReportontheConditionofGovernmentBuildingsinChargeof Sub-Division DivisionRequiringSpecialRepairs

Serial Nameofbuilding Itemasper Plinth& Floors Doorsand Celling Space Roofincluding Water Remarks

Number (Enteronlythe Registerof Walls windows between rooftimber supply

nameofeach buildings celing&

groupasnotedin roof

theregisterof

buildings)

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
Certified that Ihavemade acarefulinspectionoftheabovebuildingandhave notedthespecialrepair requiredineachcase inthelastcolumn. Asregardstheotherbuildingsinmychargethe
certificaterequiedunder paragraph3.063ofthe WorksDepartment Manualisattached.

Sub-Divisionalofficer

-------------------Sub-Division

CertifiedthatIhaveinspectedtheabovebuildingsandconsiderthespecialrepairs,pointedoutbytheS.D.O.tobenecessaryduringtheyear.

ExecutiveEngin

………
 Appendix3.09

(SeeParagraph3.067)
ElectricalInstallationsTestandInspectionSheet

Sub-Division

Divison headofoffice

Nameofnumberofthebuilding Nameofoccupier/designation

Insulationtestresults

Particularsoftheinstallation Inspectionresults Note-Eachcircuit aswell asthe Initialtest Finaltest

Conditionsof---------- wholeinstallationshouldbetested.

(i)Fanclamps Toearth Between Toearth Between

No.W. (ii)Fans Megohms Megohms Megohms Megohms

(a) No.andwattageoflamps Otherfittings. WholeInstalltaion

(b) No.andwattageoffans Wiringgeneral Circuits

1

(c) No.andwattageofother Remarks- 2

apparatus 3

(d) TotalK.W. 4

(e) TotalNo.ofpoints(N) 5

(f) Minimumsaferegistance 6

ofinstallationofcircuit- 7

25/N. 8

(g) Sizeof fuses in main

 board.

(h) Sizeoffusesinbranch

board.

(i) Areallswitchesonline

wire?
 Note:(1)Testresultsoffurthercircuits,ifany,shouldbeenteredonthereverse.

If the intial test of installation or any circuits shows resistance less than that prescribedin (f)the cause should be traced at once, and the circuit set right and retested theresultsoffinaltestbeingenteredabove.

Wherethetestresultsofthewholeinstallaion‘Toearth’and‘Between ‘are

infinity,adetailedtestofeachcircuit willnotbenecessary.
 Appendix:3.10

(SeeParagraph3.068and3.069)

Division.

RegisterofBuildingBorneonthe BooksofWorksDepartment

S.No.ofBuilding Serialnumber of Nameofbuildings Sourceoffunds Fundsfrom which Dateoferectionor Recordedvalue Bywhomorhowoccupied

subsidarystructures fromwhich maintained purchase(If

purchasedor purchasedenteralso

erected dateoferectionas

nearlyascanbe

ascertained)

(1) (2) (3) (4) (5) (6) (7) (8)

Specificationsof
Foundations Walls(a)plinth Floor Roof and Numberofstoreys Superficial Cubiccontent Class Annualma
roofCoveri plinthareaincludi ofbuildi intenance
(b) Super-
ng ng ng
Structure(1
0) verandahs

(9) (10) (11) (12) (13) (14) (15) (16) (17)

Sq.metres. CubicMetres.
Signature

Division

Draughtsman

Countersigned

E.E.

…………………….Division

…………………………………..
 APPENDIX3.11
(Seeparagraph 3.081)

Rules Regarding Precautions to be taken against fire in Government

Buildings(other than Residences) and in Buildings Rented by Government for
use otherthanResidential
Thehead of an officeshould satisfy himself -
that the lighting arrangements and any electric installation in his office
aresatisfactoryfromthepointof view of safety;
Note.- If the building is provided with an electric supply, the head of the
officeshouldobtain a report fromthe works department periodically.
thatpaperstoreroomsaresafefromall possible causes of fire;

that oily and greasy rags, waste paper etc. which are liable to
spontaneouscombustionshould not beallowed toaccumulateon thepremises;
that smoking and the use of naked lights in store rooms and record rooms
isstrictlyprohibited;chawkidarsshouldhaveorderstoseethatnosmoulderingciga
rorcigaretteendsareleftlyingaboutwhentheyareclosingthebuilding,and
thatnightwatchmenareemployedinbuildingswhichwarranttheiremployment.
All buildings whose value is more than five lakhs, and any buildings of lessvalue
which are considered to require special protection should be
providedwithappliancesfordealingwithanoutbreakoffire.
These appliances as enumerated below, are intended for dealing with
anoutbreakoffireinitsinitialstagesandtheireffectivenesswilldependontheprom
ptnesswithwhichtheyareemployed.Theappliancesshouldtherefore be kept at
depots in suitable parts of the building, such as passagesand verandhas and
not inside locked rooms. Particular attention should bepaidtorecordrooms.
Each depot should consist of four buckets containing water, four buckets
ofkerosene oil tins of sand, one hatchet and a chemical fire extinguisher with
onespare refill. These numbers may be varied to suit particular building. As a
rule,one bucket per room should suffice for the whole building. In addition to
theabovementionedappliance,eachofficeshouldpossessalightironladderabout3
meter long.
The bucket should have round bottoms, be painted red, be
markedFIRE in black letters and be placed on suitable brackets or low stands.
Thehatchetsshouldbeinglass–
frontedcases,sothattheycanonlyberemovedbybreakingtheglass.
All water buckets should be emptied and refilled once a week and must not beused
for any other purpose than fire. The head of the office will be
heldresponsiblethatthis ruleisobserved.
Inlargeandimportantbuildingswherethereisapipedwater-supply,hydrants and hoses
should be provided.
 In buildings where there are roof tanks, the head of the office should see
thatthey are kept filled and that all connections are in order. The hoses,
properlyrolled,willbekeptlockedinglass-frontedcasesnearthemainentranceof
 the building.
Patent fire extinguishers should be examined once a month to make
surethat they are in a proper working order. In the case of large and
importantbuildings, provided with a number of extinguishers, one or two
extinguishersmay be discharged each year for purposes of demonstration and,
when this
isdone,theextinguishersshouldberefilledimmediatelyaccordingtotheinstructions
providedwiththerefills.

The head of the office may entrust the test to a responsible clerk and should
seethatitiscarriedoutmonthly.Theheadoftheofficeisresponsibleforensuringthattheexting
uisherisinaserviceablecondition.

Theresultofthetestshowingthedateofmonthlyinspectionandtheconditionof the
extinguisher should be recorded in an inspection card, which should be hungclose to
the extinguisher. The entries pertaining to each inspection should be initialedby the
clerk concerned and the head of the office. The card will be seen and initialedbythe
Firm’s representative, whenheteststheextinguishers.

Canvas hose is of a perishable nature. It should therefore be examined and testedunder

pressure once every three months by the S.D.O. Works Department, inchargeof
the building, and a reportbesenttotheS.E.

Thehydrants,couplings,nozzles,tankconnections,etc.shouldbeexaminedatthe
sametime, each onebeing turnedontoseethatnothingiswrong.

An outbreak of fire should be reported at once, by telephone if available, to thenearest

fire station or police post and to the authorities in charge of the waterworks.
Meanwhile, efforts should be made to extinguish the fire by means of
theapplianceathand

Note-Shouldkeroseneoilorpetrolcatchfire,watershouldnotbepouredontheflame,but sand
onlyshould be used.

Wherethereisawater–supplyandconnections,thehosesbecoupledupandthehydrants
opened at once, and with the object of increasing the pressure,
servicemainstoneighboringbuildingsshould beclosedasfaraspossible.

All doors and windows not to be used as entrances or exit should, as far
aspossible,bekeptclosedtoprevent drafts of air fromfanning the flames.
ThecommissioneroftheDivisioninconsultationwiththeS.E.shoulddecidefor which
buildings and to what extent fire extinguishing appliances should beprovided.

The Works Department will supply buckets and other appliances as may
benecessary to all such buildings in their charge. All renewals and repairs will
beattended to and the cost borne by the department occupying the buildings as
alsothecost,provisionandmaintenance of chemicalextinguishers.

Inthecaseofrentedbuildings,thecostofthenecessaryapplianceswillbemet
 from the budget of the Department occupying the buildings, and the
supplyhereof also arranged by that Department. The appliances should be
removedwhenvacating the rented building.

In buildings where there are electrical installations there should be one or moremain
switches easily accessible which should be turned off immediately a firebreaks
out. They must also be turned off at night at and atother times when thebuilding
is likely to be unoccupied. The Works Departments are responsible
fortheperiodicaltestingand maintenanceof electricalinstallations and
specialruleshavebeenissuedinthatregard.

Specialrulesforapplicationtobuildings(suchaslaboratories)inwhichinflammable
materials are stored or used, are given in the Annexure to appendix3.11.
 ANNEXURETOAPPENDIX3.11

SpecialRulesregardingprecautionstobetakenagainstfireinScienceLaboratory
and Storage sheds for inflammable material attached to schools, collegesandhostels.

Precautions against fire.-(i) No person shall smoke in any laboratory or storageshed

for inflammable materials.

No person shall carry matches, fuses or other appliances for

producingignitionorexplosioninanylaboratory,exceptwiththepermissionoftheDemo
nstrator–in-charge or the Science Master, in a storage shed for
inflammablematerials.

Nofire,furnaceorothersourceofheatorlightcapableofignitinginflammable vapour
shall be allowed in any laboratory except with the permissionoftheDemonstrator–
in-
ChargeortheScienceMasterorinastorageshed,saveinplacesspeciallyauthorizedforthe
purpose.

Anadequatesupplyofdrysandorearthtogetherwiththenecessaryimplements for its

convenient application or other efficient means of extinguishingfires,shallalwaysbe
keptineverylaboratory,andinoradjacenttoeverystorage.

Cleanliness of laboratory or storage shed. - The ground in the interior of

alaboratory and the protected area surrounding any storage shed or laboratory,
shallbekeptcleanandfreefromallinflammablematerial,wastevegetationandrubbish.

Exclusionofunauthorizedpersons.-
Precautionsshallbetakentopreventunauthorizedpersonsfromhavingaccesstoanystora
geshedorlaboratory.Dangerouschemicalsorinflammableliquidsandtheircontainerss
houldbecarefully guarded.

Children-No person under the age of 12 years shall be employed in or

allowedtoenteranypremisesincludedunderthoserules.

Note-Headmasterofhighandmiddleschoolsmaypermitpupils below the age

of12yearstoworkwiththeirclassesinschoollaboratories.

Night working.- No laboratory shall be used at night unless with the

writtenpermission of the principal or headmaster.No night work shall be
 permitted in
astorageshed,betweensunsetandsunrise,exceptwhereapprovedelectriclightingassp
ecifiedbelowisexclusivelyused.

(i) Electric apparatus- (1) All electric wires installed at less than 5 metresfrom the
ground in any laboratory or situated within 6 metre of any building
orreceptaclescontainingdangerouschemicalsorinflammablematerialshallconsistof
insulatedcablesenclosedinmetalliccoveringswhichshallbegastight, electrically
and mechanically continuous throughout, and effectivelyearthed outside the
building.
 (2) Noelectricwireshallpassoveranykeroseneoilorpetroltank.

(ii). Kerosene oil or petrol shed (a) All electric meters, distribution
boards,switches, fuses, plugs and sockets shall be enclosed in iron clad,
gastight casesand shall be fixed at least 1.5 metresabove the floorlevel in well-
ventilatedpositionsclose to the door.

All electric fixed lamps shall be enclosed in a gastight well glass

fittingprovidedwith substantial metal protection.

All electric portable hand lamps shall be fitted with substantially protectedgas-
light globes and supplied through a flexible Cab tyre or other
suitablesheathingandproperlyconstructed gas-tight connectors.

No single fixed lamp shall exceed 200 watts and no hand lamp shall
exceed30watts.

Noalterationsshallbecarriedoutinthestorageshedwithouttheprevioussanctioninwritingof
the Principal or Headmaster.

No receptacles shall be repaired on the premises and no person shall repair orcause to
be repaired any receptacle in which, to his knowledge, any
dangerouschemicalorinflammableliquidisorhasbeenkeptuntilhehastakenallreasona
ble precautions to ensure that the receptacle has been rendered free
fromdangerouschemicals and any inflammable vapour.

Postingupofrulesandconditions-
Copiesoftheprecedingrulesshallbeexhibitedinaconspicuousplaceineverylaboratorya
ndstorageshed
 Appendix:3.12

(SeeParagraph3.085)

ReportontheConditionoflighteningArresteresattachedtoBuilding/WaterTowersandothertallStructures

E&M Division

Fortheyearending30thjune19

Dateof

Station Building Lasttesing Last Present Last Résistance Remarks

inspection testing inspection

(1) (2) (3) (4) (5) (6) (7) (8)

No. dated 19 ElectricalMechanical Circle

the 19
ForwardedtotheS.E.

E.E.
……………………Division.
 APPENDIX–3.13

(Seeparagraph 3.039)
BidSheet for the Auction of Government Buildings

Particularsof the property to be sold…………………………………

DesignationoftheOfficerholdingtheauction……………………….

Certifiedthattheconditionofsalespecifiedbelowwerereadouttothebidders……………….

of

theauction
……………………

Conditionsof Sale

SignatureOfficer holding

Everybidder shallbe deemedto have acceptedthese conditionsof sale.

NopersonshallbeallowedtobidunlesshehasdepositedwiththeSub-Divisional
Officer/Executive Engineer……………… Sub-Division/Division,
asumofRs………………….........(inwords………..............................
 …)incash.Thedepositsofallexceptthehighestbiddershall,unlesstheofficerholding
the auction directs otherwise, for reasons to be recorded in writing,
bereturnedtothedepositorsimmediately the auction is concluded.

The Officer holding the auction (1) mayfix the amount atwhich the auctionshall start
and the minimum amount by which each successive bid will
advanceand(2)mayclosetheauctionatanybid.

Aftertheauctionisclosed,allbidderswhohavetakenpartintheauctionorsuch of them, as
may be required by the office holding the auction shall signormake their thumb
marks on the memorandum at the foot of the list of biddershereafter given .

The competent authority shall not be bound to accept the highest or any bid andmay
refuse any bid without assigningany reasons therefor. Any bid accepted
bythecompetent authority shall bebinding on the bidder.

Thebidderwhosebidisacceptedshall,within………….......daysoftheintimation to him
of the acceptance of.............................................................................. Sub-Divisional

Officer/Executive Engineer …………………….Division, deposit a sum

which,inclusive of the sum of Rs………. Deposited by him under condition 1, will
beequaltotheamountofhisbid.
 Ifthebidderfailstomakethedepositasaforesaidwithinthetimespecified the
competent authority may forfeit the sum of money deposited
undercondition1andordertheresaleoftheproperty.Thedefaultershallbeliabletopay
any loss which may be sustained by the State Government by reason of
suchresale.The amount of the loss shall be recoverable asan arrear of land
revenue.

No auction shall be complete until the competent authority has passed an

orderaccepting the bid and no bidder shall be entitled to possession of the property
untilasaledeedinrespectofthesaidpropertyhasbeenexecutedandregistered.

If this auction is of the materials only of the building and not of the land,
thematerialsmustberemovedwithin...........................ofthedateonwhichtheauction

purchaserisinformedthatthesalehas beenfinally confirmed.

Listofbidders

Nameof Bidder Amountof Bid

Memorandum

We the bidders having made the bids as shown against our names in
theabove list declare that the conditions of sale were read out to us and agree that each
ofusboundbyhisrespective bidif it isacceptedbythecompetentauthority.

NameandfullAddress. Signature or thumb marks of

thebidders.

Date………………… Signature of the officer

holdingauction

IacceptthebidofRs…………........(inwords)………......................
madeby…………………..
Date…………………….. SignatureoftheCompetent
authority.
 AppendixNo.3.14
(SeeParagraph 3.054)
CoveringLsttoAcompanyExtractfromFeeBookstobesendmonthlytoDivisionOffice

S. Name of V.I.P. PeriodtoWhichtheextractrelates Amountdue Amountrecoverable **Bala ***Referen Remarks (action

Guesthouse, circuit ncedue cetocredit takenregarding recovery of
No.
and resthouses balanceand non-submission of
inspectionbunglowsa in the extracttobestatedbrieflyhere
ndhuts. Sub-
Divisional
account.

*From To

(1) (2) (3) (4) (5) (6) (7) (8) (9)

*DivisionalOfficeshouldverifywiththepreviouscoveringlistwhetherthedateiscorrect.

**Tobenotedintheregisterofrecoveriesandwatched.

***TobefilledupinSub-DivisionalOffice.

N…….Dated…………………. 19

SubmittedtotheEx-Engineer....................... Division.

Certifiedthatthereisnoitemoffees overdueforrevoveryoversix months.

Auditedon………………19………… Sub-Divisional

officer.Auditor Accountant
 AppendixNo.3.15
FINANCIALPOWERSINRESPECTOF BUILDINGS,HIREETC.

S. Particulars Powerof. Remarks

No

(1) (2)

E-in-C

(3)

C.E.

(4)

S.E.

(5)

E.E.

(6)

S.D.O.(7)

AuthorityW.D.MannualPara(8)

(9)
 To fix the rents of public buildings occupied by privatepersonsandgovernmentofficials.

To fix the rate per sq. m. per annum of ordinary repairs tobuildings.

To sanction the write off and/or dismentalmentofapermanent buiding not required by any other dcpartment,and use the material elsewhere or sell them by publicauction.

Fullpowers .. .. 3.012
- -
3.021

- .. .. - .. TobefixedbyGovt.fromtimetotime.

Proposalforsaleofbuildings,thebookvalue

ofwhichexceedsRs.OnelacshouldbereferredtotheGovernmentinG.A. D.throughW.D.

Rs.1,00,000 Rs.20,000 .. .. 3.039 (ii)Beforesanctioningthedismen-talmentof

PublicbuildingtheS.E.shouldconsultthe

head of the dcpa-rtment concerned whetherhedesiresthatthebuildingshouldberebuilt

To acccpt the highest bids receive in auction of (i)materials obtained afier dismentalment of permanentbuildings, and (ii) dismentalment of standing building andremovalofthedismantledmaterials,fromsite.

Over Rs.2,00,000
..
anduptoRs.5,00,000

Over Rs. 40,000 anduptoRs.2,00,000

UptoRs.40,000

.. 3.039 ..

3(ii)

To sanction and enter into lease for hire of a privatebuilding or land for office or office-cum-residence,trainingcentre,storesorgodowns.

Over Rs.750andup

to Rs. 1000permensem.
Over Rs. 500 and upto Rs. 750 permensem

Up to Rs.500permensem

.. 3.042 Tosanctionrentingofordinaryoffice

accommodationthepowersareasfollows—

C.E.Fullpowers

S.E.Upto Rs.1,500permonth

E.E.UptoRs.500permonth
 A.E.Upto Rs.250per month

Tosanctiontheestimatesofpurchaseofitemsof
-
furniturecrockery,equipment,andappliances,inexisting

V. I. P. guest houses, circuit houses, inspection bung- lowsandinspection huts.

TofixpricesofallarticlesforV.I.P.guesthouses, -
circuithouses,resthouses,inspectionbunglows/huts.

Full powers (withinthe scale sanctionedbytheGoverrnment)

.. ..

..

..

Fullpowers ..

3.044

and3.048

3.049

The funds available for special repairs shouldbekeptinview.

..
 APPENDIX3.16
(Seeparagraph 3.020)
AgreementofTransferofPublicBuildingto LocalBodies

An agreement made this……………….day of ………….. 19…………between

theGovernor of Madhya Pradesh acting through……………..(here in after called
theGovernorwhich Expression shall, where the context so admits include his
successorsinofficeandassignsontheonepartandthe……………………..alocalbodyconst
ituted under the …………….. Act, (here in after the called “local-body”
whichexpressionshall,wherethecontextsoadmitsincludeitspermittedassigns)oftheotherp
art.

Nowitisagreedbetweenthepartieshereto:-
That the local body shall maintain the buildingin proper repair from its ownfunds,
Thatnoadditionsoralterationshallbemadetothebuildingwithouttheprevioussanctionofthe
“StateGovernment”.
That when required by the State Governmentthe building shall be vacated bythelocal
body on receipt ofthree month’snotice,
That if the building is not found not to have been maintained in reasonable orderany
repairs required to put it in order may be carried out by the W.D. at the
costofthelocalbody.Incaseofanydispute the S.E’.s.,-decisionshall be final ,
ThatthebuildingshallbeliabletoberesumedbyGovernmentif(a)itisusedfor other than the
specified purpose or purposes for which it is transferred, or (b)on the breach, by
the local body of any of the conditions of transfer,
That should the building be at any time resumed by the State Government,
thecompensationpayablethereforshallinnocaseexceed.—
That the amountif any paid to the State Government asconsideration
fortheoriginaltransferlessdepreciationcalculatedinaccordancewithparagrap
h3.020 for the period during which the building was in charge ofthelocal
bodyor thepresent valueofthebuilding,whicheveris less,
That the cost or the present value, whichever is less, of any addition astructures
that may have been erected by the local body and which aretakenover,
ThatshouldthebuildingberesumedbytheStateGovernment,intheconsequenceofabreacho
fanyoftheconditionsofthetransferonthepartofthe local body, the State
Government shall have the option of (a) taking overany additional structures
erected by the local body, on payment of their cost orpresent value, whichever is
less, or (b) requiring the local body to remove theadditional structures and to
restore the building to its original condition with in
areasonableperiodtobefixedbytheStateGovernment.Shouldthelocalbodyfailtocom
plywiththerequisition,theadditionalstructureshalllapsetotheStateGovernment.
In witness where of the parties of the here to have signed here in to the
dateandyearrespectivelymentionedagainsttheirsignature.
………………………............
Signature on behalf of
theGovernorof M.P.

………………………
Witnesses:
1……………………… Signature on behalf of Local
Body.2………………………
 [AppendixNo.4.01]
[SeeParagraph 4.005) (x)]
MonthlyReturnofMusterRollsformorethanRs.5000Each

Month…………………………………………………NameofDivision………………………….

S.No. No.Dateofissueofmusterroll Nameofworkfor Periodforwhich Natureofworkcarried Amountofmusterroll VoucherNo. Remarks

whichissued issued out

(1) (2) (3) (4) (5) (6) (7) (8)

SignatureofD.A.

Signature of E. E.NameofDivision.

Endt.No. Date

……………………

Copyforwardedto (i)C.T. E.Bhopal.

(ii)S.E.……………………Circle…………………. E.E................................Division.
 AppendixNo.4.02
(SeeParagraph 4.012)
RegisterofMusterRollsin…………………………………Division/…............................................ Sub-Division.

No.of Dateofissue Towhom Initialsof No.anddateof VoucherNo. Dateof E.E./S.D..O’s No.anddateof VoucherNo. Sanctionof Remarks

musterroll issued E.E./S.D.O. the anddateor reissueif initials acknowledgement anddate E.E.

acknowledgement dateofreturn returned ofreissue

ofthe unused

S.D.O./S.O.

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
 AppendixNo.4.03
(Seeparagraph 4.019)
DIVISIONALREGISTEROFRECEIPT,ISSUEANDRECORDOFMEASUREMENTBOOKS
……….…..Sub-Division
Sourceofrecei S.No. Sub- Dateofissue Acknowledgemen Item number Date of Nature Due date Remark
pt Divisionor t, signature ofregister finalrecor ofmeasureme ofdestruction s
person orreferencetolette d nts of
towhomissue r maintained
d bytheD.A. Measurement
Book

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)

Instructionsforthemaintenanceoftheregisterareasfollows

Instructionsfor Maintenanceof theDivisionalRegisterof Measurement Books.

In the case of measurement books which have not been machine numbered the Divisional Officer will assign serial
numbersimmediatelyon receipt and these will be entered in column (2).
Column (3) – Issue from the Divisional Office will be usually be to a particular S.D.O. and that officer will keep the nominalregister of
issue. There are, however, occasions when books are specially issued to a particular subordinate on survey. In suchcases the
names of persons to whom the books are issued should be entered. The date of issue in column (4) should always beentered in
figures thus (8-8-1983)as also the date in column (7).
On the closure of any Sub-Division or on any other occasion if partially used books are returned to the Divisional Office,
theymay, if desired, be recorded finally but should it be reissue these books, the entry of reissue should be made in the
registerprescribed in paragraph 4.033 of the W.D. Manual and reference to item number in that register noted in column (6) of
thisregisteragainsttheoriginalentryofthebooks.
TheregistershouldbesignedbytheE.E.ontheoccasionofeachfreshsupplyofbooksandbybothrelivedandrelievingofficerson the occasion of all
transfer ofthe charge of the Division.
Whenbooksarewrittenoff,theauthoritysanctioningtheir write offshould invariably be enteredin column (10).
The head clerk, under the general supervision of the D.A. as head of the office, is responsible for the register of new and
completedmeasurementbooks and for the custody of allincompletebooksthatarenotinuse.

The D.A. responsible for all books in use that are returned to the Divisional Office until they are handed over by him to the headclerk for
record or reissue. The initials of the head clerk should in all such cases be obtained in column (6) of the register referred
inparagraph (3).
Nobookwillberegardedascompleteduntilallmeasurementsenteredinithavebeencrossedoff,billsforthemhavebeenpaid,and the certificate and
record order prescribed in paragraph 4.030 and 4.032 have been signed by the D.A. and the E.E. As a rule abookin
whichafewpagesonlyremains unfilledshouldnotbereissued.
 AppendixNo.4.04
(Seeparagraph 4.019)
SUB-DIVISIONALREGISTEROFRECEIPT,ISSUEANDRETURNOFMEASUREMENTBOOKS................................................Sub-Division

Dateofreceiptfrom Serial Persontowhom Dateofissue ACknowledgemen Dateoffinal Dateofreturnto Dateofreceipt Dateandnumberof Remark

DivisionalOffice No. issued t measurement Divisional from letter with

Officeforreissue DivisionalOffic whichreturned
e toDivisionalOffi
ce

(7)
(9)
(8)
(1) (2) (3) (4) (5) (6) (10)
 Instructions for the Maintenance of the Sub-
DivisionalRegisterof MeasurementBooks.

The numberand date of the Divisional Office letter with which theMeasurement
Books are issued will be noted in column (1) and thenumbers of all
books received should at once be entered in column (2)Column(3),
(4)shouldbepostedupasthebooksareissuedtothevarioussubordinates.

The date of issue in column (4) should always be entered in figure thus(1-4-
1983)as also the datesincolumn(6)to(9).

TheregistershouldbesignedbytheS.D.O.ontheoccasionofeachfresh supply of
books and by both relieved and relieving officers on theoccasionof
transfers of the charge ofthe Sub-division.

Whenbooksarewrittenofftheauthoritysanctioningtheirwrite-
offshouldinvariablybeenteredincolumn(10).
 AppendixNo.4.05
(Seeparagraph 4.046 and 4.058)
RegisterofBillsofSuppliers PaidDuring20................................................................ Division/Sub-
Division

S. Nameofcontractor/supplier Brief Referenceto Invoice/bill Sentforverification DateofreturnbyS.D. Paidbychcque/Draft DatedInitials Remarks

No orfirm description theNo.&dateo O./S.O. to the of

ofsupplies fordertothe Dn.Office/Sub- theD.A./S.D
Dn.Office .O.
supplier

No.&Date Amount ToS.D.D./S.O. Date No. Date

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13)
Note– (1) A referenceto the register should be made every time a bill is received and the serial number of the register quoted in red ink at the top of the supplier’s bill to
facilitatetracingitin theDivisional/Sub-DivisionalRegister whenit isreceivedbackafter verification.

(2)TheE.E./S.D.O. shouldserenitiestheregisterattheendofevery monthandsendextractofitems remainingunpaid foroversixmonths tothe E.E.,S.E.andA.G.with

reasons.
 AppendixNo.4.06
(Seeparagraph 4.059)
REGISTEROFDUPLICATEKEYSOFCASHCHESTSENTTOTREASURIESFORSAFECUSTODY.

S. Nameofofficetowhichthekeys Nameoftreasuryto Numberofkeyssent Descriptionofkeys NumberandDate of Numberanddateof Numberanddateof Remarksregarding

No. pertain whichsent withdistinguishing memorandumfor treasuryofficer’s treasuryofficer’s verificationwithdate

marks,ifany wardingthesealed acknowledgment memorandum andinitialsof

packetofkeysto returningkeysfor verifyingofficer.

treasuryofficer yearlyverification

(1) (2) (3) (4) (5) (6) (7) (8) (9)

 APPENDIX4.07
(SeeParagraph 4.073)
StoresforwhichSurveyReportistobePreparedonForm18-A

S.No. Category Capacity NormalLife ofequipment Remarks

Years Hours

(1) (2) (3) (4) (5) (6)

1. Scrapers

(A) MotorisedPush LoadedElevating (a) Upto10Cum. 8 9,000

andself loading

(b) Above10Cum. 10 10,000

(B) Towed -- 12 15,000

2. Dumpers:

(A) BottomDumpers (a) Upto20 T 8 10,000

(b) 20T to50T 10 16,000

(c) Above50T 12 20,000

(B) RearDumpers (a) Up to15 T 8 10,000

(b) 15T to35T 10 12,000

 (c) 35T to50T 12 15,000

(d) Above50T 15 20,000

(C) HighwayDumpers -- 8 10,000

3. Excavators:

(A) Shovels&Draglines (a) upto1.5Cum 10 12,000

(b) 1.5to 3.0 Cum(Diesel) 12 15,000

(c) Above3.0 Cum(Diesel) 15 25,000

(B) DredgerinFreshWater (a) Hull 25 ...

(b) Machine 10 ...

(C) Barges (a) Hull 16 ...

(b) Machine 10 ...

(D) Tugs (a) Hull 16 ...

(b) Machine 10 ...

4. Cranes:

(A) MobilePneumatic (a) 4to6T 10 12,000

Wheeled (b) 8T to 12T

(a) 15T to25T 10 15,000

(b) Above25T

(B) Grawler Mounted (a) up to 3 T 10 12,000

(b) 4Tto10T
 (c) Above10T 12 15,000

(C) Tower Cranes ... 20 30,000

(D) TruckMounted ... 10 16,000

5. (A) Tractors (a) upto 100HP 8 9,000

(b) 100To 300HP 10 12,000

(c) Above300HP 12 15,000

(B) Wheeled Tractors (a) upto 75HP 8 10,000

(b) Above75HP 10 15,000

6. (A) Compressor,Diesel, (a) upto300CFM 8 10,000

Portable (b) Above300CFF 10 12,000

(B) ElectricCompressor (a) upto 300CFM 10 16,000

Portables/Stationary

(b) above300CFM 12 20,000

... 20 30,000

7. Drills:

(A) Blasthole drills ... 10 10,000

(B) Core drills ... 8 8,000

(C) Wagon drills ... 8 8,000

(D) Tri-conerotary drills ... 10 10,000

8. Batching&MixingPlant:
(A) Cementhandling batching& ... 18 30,000

mixingplant

(B) Transit Mixing ... 10 10,000

(C) Agitating Cars ..

 (D) PortableconcreteMixer's ... 5 6,000
9. DieselGeneratingsets:-

(a)
upto50KVA 10 20,000

(b) above50KVA 15 30,000

10. PortablePumps:

(A) DieselEngine Driven. Above10 HP 8 10,000

(B) Electrical .. 12 20,000

11. Graders: .. 10 12,000

12. Compactors:
(A) Selfpropelledsheepfootrollers .. 10 12,000

(B) Drawnsheep foot rollers .. 8 10,000

(C) Vibratoryrollers .. 8 8,000

(D) Smoothdrum rollers .. 8 10,000

(E) Smoothdrum vibrator .. 8 8,000

(F) Pneumaticrollers .. 8 10,000

Highspeedcompactors .. 10 16,000
13 RoadRollers:
D.R.R.
 S.R.R.
Pavers:
14.

15. Hot Mix Plant

 Appendix4.08
SURVEYREPORTOFSTORES(Form–18)
(ReferredtoinParagraph4.073)
Report of the Survey of Stores which have become
unserviceable.Division ...........
Number/ Description ValueontheBooks Date Remarks by the officer- Remark Orders of
Quantity ofarticles Rate Amount ofrecei incharge explaining the ororders of theSuperintend
pt causeofthe articles theDivision ingEngineer
becoming al

unserviceable Officer

(1) (2) (3) (4) (5) (6) (7) (8)

Rs. P. Rs. P.

...........Incharge

No....................................Datedthe.................................20.......................SubmittedtotheSuperintendingEngineer………………..
Circlefororders.
……………………..
DivisionalOfficer
No............................Datedthe......................20.................ReturnedtotheDivisionalOfficerfornecessaryactionasperordersnotedabove.

.......................................................

Engineer

Superintending
 Appendix4.08(Contd.)

(i)TypeofMachine,(ii)Project identificationnumber,(iii)EngineNo.
(iv)ChasisNo.
(i)Capacity(H.P.),(ii)Make,(iii) Model,(iv)PresentAgent inIndia.
(i) Year of Purchase, (ii) Source of purchase, (iii)Present owner, (iv)Head
ofaccounttowhichoriginalcoatisdebited.

(i)Purchase price, (ii) Cost of additions/alterations, if any, (iii)

Originalbookvalue (iv) Present replacementcost of similar machine.
BriefHistory.

Locationoftheequipment.

(i) Prescribed standard life, (ii) Total No. of hours worked to date,
(iii)Depreciated value, (iv) Actual present value on books, (v) Minimum
scrapvalue(10%oforiginalbookvalue)

Head of accountto which write-off is chargeable.

Presentcondition.-
Conditionoftheequipmentasawhole.
Condition of various component of the
equipment.MakeModelPresentdefectsCostofrestoration/recondi
tioning-

Engine.
Transmissionsystem
Fuelsystem.
Under carriage.
Tyres,TubesorTracks.
Electricalsystem.
Operativestructure.
Briefparticularsofmissingparts.
Reasonsforcondemnationwithbriefnotes-
Obsolescence.
Notrequiredforuse.
Beyondeconomicalrepairs.
Outliveditslife.
HeavilyConnibilised.
Notpossible to dispose off by transfer as surplus.
Accidentedandscrap.
Whether any part or sub-assemblies can be used on any other
machinemanufacturingoperations. Ifso the approximate credits.
(i)
(ii)
(iii)T
otal

Value for purpose of condemnation as per 4(i) (book

value)Rs………................
Otherremarks, ifany,

I certify that I have personally inspected the equipment proposed

forcondemnationon................................andtheinformationfurnishedaboveis
correctaspermyofficial records.
I recommend that the equipment as per details given above
isconsidered forcondemnationand disposal.
SEAL.
Division Sub-Division Place Date Officer
proposingcondemnation
and
disposal.

……………A.E.(S.D.O.)
Endt. No…....................................Forwarded to E.E.

Foruse inDivisional Office.

Receipt No. Checked from technical records by Draughtsman and corrected

wherenecessary.

Inventory keeper.
(Signature).

Checked fromAccounts record by......................................and corrected

 wherenecessary.

Certified that I have got the proposal checked as per technical and
accountrecord and have got the necessary correction made and I agree
with theparticulars and proposals as set out.
Certified that I have personally inspected the equipment referredto aboveon…
................................... andsatisfiedmyselfthattheinformationgiveninthe

SurveyReportis correctasper theofficialrecords.

I accordingly recommend condemnation and disposal of the
equipment.Division. Place. Date.
Executive

Engineer,
Endt.No. Forwardedto-

………………Secretary,
CondemnationBoard.

………………….Zone/Basin/Project

ForusebyCondemnationBoard(memberstobenominatedbyGovernment)

Date of inspection.

Names of members of condemnation Board attending the

meeting.Shri……………………………………………………
…………

Observationsand recommendations ofthe Condemnation Board-

Inspected on

We agree/ do not agree with the proposals for reason given below—(i)
(ii)

ThescrapvalueshallbeRs………………………………
 Themachinemay bedisposed offby callingtenders/bytransferetc.

Wehave followingadditionalremarksandsuggestionstooffer:--

Signature. Member-1 Member-2. Member-3 Member-

4Chairman.

Foruse in the office ofsanctioning authority (Sanctioning write-off/disposal).

Checkedinoffice.
CondemnationsanctionNo.……… Date. Signature of checking
Officer.Instruction for disposal…………………………….

ChiefEngineer/S.E.
 Copiesofwrite-offsanctionareforwardedto---

A.E.concerned.

E.E. concerned

S.E. concerned

CentralMechanicalUnit.

5. ……………………………………………………..

6. ………………………………………………..
 APPENDIX-4.09
(See

paragraph4.078)GOVERNMENTOFMADHYAP

RADESH

CommerceandIndustryDepartment

Extractsfrom

Rules for the supply of articles for the Public Service (store Rules)
andInstructions forthe guidance of officers who are required to make
purchases ofstores under theprovision thereof.

Preambleof theRules

The policy of State Government is to make their purchases of stores for

thepublic service in such a way as to encourage the development of the industries of
thisState in particular and the country in general to the utmost possible extent
consistentwith economy and efficiency, and the following rules, which are applicable
for
thepurchaseofstores(otherthanprintingandStationaryStores)areprescribedforMadhya
Pradesh by the State Government in accordance with the policy. These
Rulessupersedeallpreviousordersonthesubject.

In order to give effect to the above policy, preference in making purchases

willbegiveninthefollowingorder:--

First:-- to articles which are produced by small Scale Industries ofMadhya

PradeshandregisteredassuchwiththeDirectorofIndustriesprovidedthequalityissufficientl
ygood.

Second:-- to articles which are produced by Medium and Large Industries ofMadhya
Pradesh provided the price and quality is comparable with
thearticleproduced outside the state.

Third:-- to articles which are produced in India in the form of raw materials
oraremanufacturedinIndiafromrawmaterialsproducedinIndiaprovidedth
atthequalityis sufficiently goodfor the purpose.
Fourthly:--to articles wholly or partially manufactured in India
fromimportedmaterialsprovided that the
qualityissufficientlygoodforthepurpose.

Fifthly:--

toarticlesofforeignmanufactureheldinstockinIndiaprovidedthattheyareo
fsuitabletypeandrequisitequalityand,

Sixthly:-- to articles manufactured abroad which need to be

speciallyimported.“Competentauthorityshallgivepreferencetoarticlesmanufactu

redbythe
SmallScaleIndustriesofMadhyaPradeshregisteredassuchfortheconcernedarticleswith
the Director of Industries”.
 Therulesexpressadefinitepreferenceforarticleswhichareproducedbysmallscaleind
ustriesofMadhyaPradesh.

The difference in the character of the preferences which may be given should
becarefully noted. In the case of first four categories mentioned in the preamble
thecondition is that the quanlity is sufficiently good for the purpose, and for the
fifthcategory that the articles are of suitable type and requisite quality. This means
that thearticles coming under first four categories should be accepted in that order
unless it isconsidered that the quality is definitely not up to the standard required even
thougharticles manufactured elsewhere and imported articles may be considered to be
ofbetter quality.
The other kind of preference referred in the rule is the reservation for of certainarticles
produced or manufactured by the Small Scale Industries, to be purchasedonly
through the M.P. Laghu Udyog NigamLtd.
4. …. ……… ………… ………………

Everyproposalforthegrantofpricepreference,
(otherthaninaccordancewiththeserule),shouldbereferredbypurchaseofficersconcerned
throughproperchanneltoStateGovernmentinCommerce and Industry Department.

Rule—1.SAVEASPROVIDEDINRULE-
9AND10ALLARTICLESREQUIREDTOBEPURCHASEDFORTHEPU
BLICSERVICESHALL BE PURCHASED ON THE CONDITION
THAT
DELIVERYSHALLBEMADEININDIAFORPAYMENTINRUPEESINI
NDIA.

It should be carefully noted by all purchasing officers that under revised rules
thepurchase in India of all articles (with the exception of the clauses of stores
specifiedinrule-9)requiredforthePublic Service is obligatory.
7. … …… ………… ………..

Itshouldbeclearlystatedinallinvitationstotender,issuedbypurchasingofficersin India, that

tenders must provide in their tenders for delivery in India and thatpaymentfor the
articles will be madein rupees in India.
With reference to the principles of preference and reservation mentioned in
thepreamble, tenderers should be requested to furnish information in regard to
thecountry of manufacture and/or origin of the material used in the manufacture of
thearticles.
Purchasing Officers may exercise full discretion regarding the point or place
ofdeliverytobespecifiedintheirinvitationstotender.TheymayspecifyC.I.F.or
F.O.R. Indian port, F.O.R. place of dispatch, in India or Free Delivery
receivingstation in India. Where tenders are invited for plant and equipment in
which
theerectionoftheplantatsiteistobeundertakenbythesuccessfultenderer,appropriate
terms in regard to delivery at site should be included in the invitation
totenderorinthegeneralspecifications.
When specifying the point or place or delivery purchasing officers should endeavorto
lay down terms which will give all tenderers equal opportunities to put
forwardtheirlowestprices.

Except in special cases full payment for the stores should not be made
againstshippingdocumentsbutonlyafterdeliveryofstoreshasbeentakenbythereceivin
gofficersandtheyarefoundto besatisfactoryineveryrespect.

RULE-2. TENDERS SHALL BE INVITED IN INDIA AND ABROAD

ALSOWHEN CONSIDERED DESIRABLE FOR THE SUPPLY OF
ALLARTICLES WHICH ARE PURCHASED UNDER RULE-1 TO
5UNLESSTHEVALUEOFTHEORDERTOBEPLACEDISSMALL
OR SUFFICIENT REASONS TO BE RECORDED
EXISTWHICHINDICATETHATITISNOTINTHEPUBLICINTERE
STTOCALLFORTENDER.NOTENDERWHICHFAILSTOCOMPL
YWITHCONDITIONASTODELIVERYANDPAYMENTPRESCRI
BEDINRULE-1SHALLBEACCEPTED.
PROVIDEDTHATSUBJECTTORULE-14.
“WHEREPURCHASEOFITEMSRESERVEDINANNEXURE-
FORTHEREGISTEREDSMALLSCALEINDUSTRIES OF
MADHYA PRADESH IS TO BE MADE, NOTENDER SHALL BE
INVITED AND THE RATES QUOTED
BYTHEM.P.LAGHUUDYOGNIGAMLIMITEDSHALLBEBINDI
NGONTHECOMPETENT AUTHORITY”.
Note.—For the purchase of articles or group of articles costing up toRs.250
(Rs.Two Hundred And Fifty Only) on each occasion tenders may not
beinvited,ifintheopinionofcompetentauthoritywhichshouldberecordedinw
riting,itisnotpossibletofollowtheusualprocedure.
.In selecting the tender to be accepted the financial status of the individual
andfirmstendering must be taken in to consideration in addition to all
otherrelevant factors. In cases where the lowest tender is not accepted,
reasonsthereforeshouldbe placedonrecord.
14. .....…… …. …. ….. … ………..
15. .. .... … ….. … …. … …

16.If the response to any invitation to tender indicates that, owing to

inadequatepublicityorsomeotherreasons,favourabletendershavenotbeenreceive
dthen fresh tenders should be invited and measures taken to bring the
invitationto,tendertothenotice ofallpossibletenders.

17. .. .. … … … … … …

18 … …. … …. … … … …

19 … … … … … … … ….

20. .. … … … … …. … …
21. .. … … … … … … …
22. .. … … … … … … …
Rule-2 does not preclude the use of limited on single tenders, nor does itrequire
that tenders should be called for where it is clearly not in the
publicinterestdoso.
Thefollowingproceduresforobtainingtendersshouldbefollowedasfaraspracticabl
e:-

Tendersshould be obtained—
Byadvertisement (Opentender)-
ByDirectinvitationtolimitednumberoffirms(Limitedtender)
Byinvitation to one firm only(singletender,orprivatepurchased)

The “Open Tender” systemi.e. invitation to tender by Public advertisementshould be

usedas ageneral rule and must be adopted subject to the exceptionnoted below
in all cases in which the estimated value of the tenders to
bereceivedisRs.15,000orover.

The Indian Trade Journal Published by the Director General of

Commercialintelligence and statistics, Kolkata, which is a Government
Publication,
shouldberegardedasthestandardmediumforpublicadvertisementinIndia.Advertis
ement may, however, at the discreet on of the purchasing officer beinsertedin
one or more of the principal newspaper in India.
26 … …. …. …. …. …. … ….
The “Limited Tender” system should ordinarily be adapted in the case of
allorderstheestimatedvalue ofwhichislessthanRs.15,000.
Forthepurposesofthelimitedtenderandsingletenderprocedure,thepurchasing officers
will maintain a list of firms, both Indian and foreign, ofknown reliability who
have been able to satisfy them that they possess thenecessary equipment and
facilities for the supply of stores which they offer.The list should be subjected
periodically to examination and revision, and anyapplication from firm for
inclusion in the list should be considered on itsreceipt. Before the name of a
firm is added to the list such enquiries may beconsidered necessary should be
made by the purchasing officer to ascertain
theabilityofthefirmtoexecutecontractssatisfactorily.Fromthislistthenamesoffirm
s to be invited totendershouldbeelected.

Such a list is already maintained by the Indian Store Department and

theDirectorGeneralofSuppliesandDisposalswill,onreceiptofarequest,furnish
purchasing officers with such information as he may possess
regardingthecapability and standing ofany firmapproved by him.
The “Single Tender” system may be adopted in the case of small orders
orwhenthearticlesrequiredareofaproprietarycharacterandcompetitionisnot
 considered necessary. A ”Small order“ shall be interpreted to mean for
thispurpose, an order the total value of which does not exceed RS. 500. In all
suchcaseshowever,thepurchasingofficershouldconsiderwhetheritisnotfeasible
to enter in to a rate or running contract for the articles in question or toutilize
the rate or running contracts entered into by the director General ofSupplies
and Disposals.
31. .. …. …. ….. ….. ….. ….. ….

When tenders are invited by public advertisement the issue of the tender
formsneednotberestrictedtofirmswhosenamesareonthelistofapprovedcontractor
s. Firms not on the list should on enquiry, be informed that they areat liberty
on payment of the prescribed fee tender for advertised requirementswhen a
tender which appears to be satisfactory has been received from anunknown
firm steps should be taken before any order is placed to ascertainwhether the
firm is capable of executing the work in a proper manner. If
theenquiriesprovesatisfactory,theorderoraportionofit,maybeplacedwiththefirm.
Iftheorderfortheportionthereofissatisfactorilyexecutedthenameof
thefirmshouldbe addedtothelistofapprovedcontractors.

Madhya Pradesh Laghu Udyog Nigam Limited, M.P. State Agro

IndustriesDevelopment Corporation limited and the small Scale Industries
registeredwith the Directorate of Industries are exempted from payment of an
earnestmoney,SecuritydepositforthepurposeofparticipatinginGovernmentpurch
aseprogramme.Tendersfromsuchindustrieswhosecompetencyiscertified by the
Director of Industries should therefore be accepted withoutsecurity deposits. A
competency certificate issued by the Director shall be inforce for a periodof
two years unless it is withdrawn.

Whenever in such cases supplier fails to deliver the stores the

Directorof Industries should be immediately apprised of it. He may take
appropriateaction having regard to merits of each case and remove the name of
the firmfrom the list of industrial units qualified for the above concession for a
periodnotexceeding two years.

33.(A) ..… …. ….. …. …. …. ……

Rule-3. SUBJECT TO RULE—14, ARTICLES WHICH ARE
PRODUCEDOR MANUFACTURED IN MADHYA PRADESH
SHOULD BEPURCHASED IN PREFERENCE TO ARTICLES
PRODUCEDORMANUFACTUREDINOTHERPARTSOFINDIA
PROVIDED THAT THE QUALITY IS SUFFICIENTLY
GOODANDTHE PRICE REASONABLE.

Rule—4.ALL ARTICLES WHETHERMANUFACTURED IN INDIA

ORABROADSHALLBESUBJECTTOINSPECTIONBEFOREAC
CEPTANCEANDARTICLESFORWHICH
 SPECIFICATIONSAND/ORTESTSHAVEBEENPRESCRIBED
BY THE GOVERNMENT OF INDIA OR
THESTATEGOVERNMENTSHALLBEREQUIREDTOCONFOR
MTOSUCHSPECIFICATIONSAND/ORTOSATISFY THE
PRESCRIBED TEST OR TESTS WHICH MAYBE CARRIED
OUT DURING MANUFACTURE OR
BEFOREORAFTERDESPATCHFROMTHESUPPLIER’SPREMI
SES.

Rule—5– SUBJECT TO RULE—14, IMPORTANT

PLANTMACHINERYANDIRONANDSTEELWORKSHALLBE
OBTAINEDONLYFROMFIRMSAPPROVEDBYTHEDIRECTO
RGENERAL OF SUPPLIES AND DISPOSALS, INDIA
STOREDEPARTMENT AND SPECIFIED IN THE LIST ISSUED
BYHIMFROMTHE TIME TO TIME.

34Theintentionofrule—
5istoensurethatplant,machineryandotherEngineeringequipments,e.g.,bridgegird
ers,rooftrusseswhichformimportant components of a project shall be obtained
only from firms whichpossess workshops and appliances capable of turning
out work of the desiredstandard.

35. The lists referred to in this rule will be maintained and issued from time to
timeto all purchasing departments by the Director General of Supplies and
Disposals,India Store Department. They will include the names of firms in India
and abroadwhich have been approved for the supply of important plant, machinery
and ironand steel work.
36 … …. ….. ….. …… …… … ……
Cases may arise in which tenders may be received from whose names do notappear in
the lists of approved firms. If the tenders are prime facie satisfactory,they
should be summarily rejected but a reference should be made to theDirector
General of Supplies and Disposal, India Store/ Department, who willif he
considers it necessary, make enquiries in regard to the capabilities andstanding
of the tendering firms and will intimate the result of the enquiries tothe
purchasing officer concerned.

Rule---6.INTHECASEOFIMPORTANTCONSTRUCTIONWORKSLET
OUT ON CONTRACT, ARTICLES REQURIED FOR
THECONSTRUCTION OF SUCH WORKS MAY BE SUPPLIED
BYTHECONTRACTINGFIRMPROVIDEDTHATWHENSPECIF
ICATIONSAND/ORTESTSHAVEBEENPRESCRIBEDSUCHAR
TICLESFORTHEYSHALLCONFORMTOSUCHSPECIFICATIO
NSAND/ORSHALLSATISFYSUCH TESTS.
Theobjectofrules4and6intoemphasizetheimportantofensuringthatarticlespurchasedforthe
publicserviceconformtothespecificationwhich
 maybeprescribedbycompetentauthority,andthenecessity,forcarefulinspection of
all stores before acceptance the appropriate specification shouldbe annexed to
or quoted in the invitations to tender and it should be
stipulatedintheconditionofcontractthatthearticlessuppliedwillbesubjecttoinspec
tionand/ortestsprescribedin thespecificationsbeforeacceptance.

Whentendersforimportantconstructionworksareinvitedtheofficerconcernedalsostipulatei
ntheinvitationstotenderthatthearticlesrequiredfortheconstructionofsuchworksm
ustcomplywiththespecificationsprescribed for such articles. The articles should
be inspected and/or tested inaccordancewiththe provisionsofthespecifications
beforeacceptance.

All purchasing officers should pay special attention to these points, and shouldtake
steps to ensure that adequate inspection arrangements are made in eachcase.
41. .. … … …. …. …. …. ….….
42. .. … …. … … …. …. …

With regards to the inspection of articles obtained or manufactured in India,all

purchasing officers can if they so desire utilize the service of the
IndiaStoreDepartmentfortheinspectionand/ortestduringmanufactureandbefor
edispatch.

In the case of orders for plant and machinery, whether purchased in India
orobtainedfromabroad,whichincludeerectionandtestatsiteofworkarrangement
s for inspection and test after erection at site can also be
madethroughtheIndiaStoreDepartment.

Rule7. INDENTINGOFFICERSINTHECASEOFPURCHASEININDIA
ABOVE Rs.50,000 EACH IN VALUE MUST USE
THEAGENCY OF THE DIRECTOR GENERAL OF SUPPLIES
ANDDISPOSALS, UNLESS THEY CAN SHOW THAT THEY
CANTHEMSELVESPURCHASETHEMATERIALSMORECHEA
PLYORINACASEOFURGENCYMOREEXPEDITIOUSLY.
“PROVIDEDTHATWHEREPURCHASESAREMADETHROUG
HTHEM.P.LAGHUUDYOGNIGAMLIMITED.THEABOVERES
TRICTIONSHALLNOTAPPLY.

TheintentionofRule-7isthattheagencyoftheDirectorGeneralofSupplies and
Disposal should be utilized when the value of a purchase
madeatonetimeexceedsRs.50,000irrespectiveofwhethersuchapurchaseisofasi
nglearticleorofanumberofarticlesofthesamekind.Whenanumberofdiverseartic
lesareincludedintheindent,thelimitofRs.50,000shall
 applytoeachsucharticleorgroupofarticlesofonekindincludedinthedemand.

Rule8.NOTHINGINTHESERULESSHALLBEDEEMEDTOPROHIBITTHE
PURCHASEOFARTICLESBYONEDEPARTMENTFROMANOT
HER.

Rule9.THEARTICLESENUMERATEDINANNEXURE”A“ORANYOTHER
ARTICLESOFASPECIALORUNUSUALCHARACTER MAY
WHEN SUITABLE AND ECONOMICALPURCHASE CAN
NOT BE MADE IN ACCORDANCE
WITHTHEPRECEEDINGRULESBEOBTAINEDWITHOUTREF
ERENCE TO THOSE RULES SUBJECT TO
FOLLOWINGCONDITIONS--

Where the value of the purchase exceeds Rs.50,000 the

purchasingofficershallplaceonrecordhisreasonsfornotaffectingthepu
rchaseinaccordancewiththeprecedingrules.

46. … … … …. … …. … ……
47. .. .. .. … … … … ……
48. .. .. .. … … … … …..

It should be noted that the inclusion of ”Scientific Instruments: in item (viii)of

annexure ”A” under this rule is not intended to permit the purchase
ofdrawing,surveyingandothermathematicalinstruments,eitherfrommanufactur
es dealers direct or through the DirectorGeneral, India StoreDepartment,
London. Indents for such instruments should be placed with
themathematicalInstruments OfficeroftheSurveyofIndiaDepartment.

Rule 10. … …. …. …. ….. … …

Rule 11. .. .. … … … … …

Rule 12. .. .. .. .. .. … …

Rule 13.FINANCIAL LIMITS ON POWERS OF OFFICERS

TOMAKEPURCHASEININDIAANDABROADADEPARTMENTOR
OFFICER’SFINANCIAL POWERS IN THE MATTER OF
THEPURCHASEOFSTORESORDINARILYEXTENDEDTOTHELI
MITS TO WHICH IT OR THEY ARE EMPOWERED TO
ENTERINTOCONTRACTBUTINTHECASEOF

PURCHASEMADE IN INDIA UNDER CLAUSE “FIFTHLY”AND

“SIXTHLY’OFPARAGRAPH-
2OFTHEPREAMBLETHELIMITSUPTOWHICH POWER TO
PURCHASE ANY ONE ARTICLE OR ANYNUMBER OF
SIMILAR ARTICLES PURCHASED AT ONETIMEEXTEND
AREAS FOLLOWS:
 (a) .. … … … … …

(B)PublicWorksDepartment

EXECUTIVEORASSISTANTENGINEERHOLDINGCHARGEOFDIVISION.
1,000
SUPERINTENDINGENGINEER 5,000

STATEGOVERNMENT FullPowers.

Note-1.The money limits are inclusive of all incidental charges

involvedineffecting a purchase and these powers are subject to the
rules of
thebudgetsystem.Nosanctionwillbegivenwhichwillinvolveexpenditurefr
omthebudgetgrantofanyfutureyear.

Note-2.The rule does not over ride the provisions of Financial Rule 100
inrespect of contingent expenditure nor does it confer upon the
officerconcernedpowertoincursuchexpendituretotheextentdetailedtherei
n without the sanction of the competent authority.

Rule-14. ARTICLES INCLUDED IN ANNEXURE–B WHICH IS

SUBJECTTOREVISIONFROMTIMETOTIMEPRODUCEDORMAN
UFACTUREDBYSMALLSCALEINDUSTRIESOFMADHYA
PRADESH REGISTERED AS SUCH WITH
DIRECTOROFINDUSTRIESFORCONCERNEDARTICLESSHALL
BEPURCHASEDTHROUGHTHEM.P.LAGHUUDYOGNIGAMLIM
ITEDONLYATTHERATESFIXEDBYTHEM.NOTENDERSFORPU
RCHASEOFSUCHARTICLESSHALLBECALLEDBYTHECOMPET
ENTAUTHORITYSEPARATELY.

Note-1.The M.P. Laghu Udyog Nigam Limited, shall circulate lists

ofSmallScale Industries products intended to be marketed through
theNigamto the Heads of Departments and the IndustriesOrganisations
fromtimeto time.

Note-2The M.P. Laghu Udyog Nigam Limited, shall float tenders keeping
inviewthedemandsofvariousdepartments,foritemsofstandardspecificatio
ns only. However, in case any department, requires an
itemofparticularspecificationssuitingtotheirrequirements,theM.P.Laghu
Udyog Nigamshall invitetendersaccordingly.
Note-3.Therespectivepurchasingdepartmentsshallnominatetheirrepresentatives in
theLaghu Udyog Nigam Marketing Committee foropening tendersand
finalization of rates.
Note-4. The rates decided by the Marketing Committee of Laghu Udyog
Nigamshallbe binding on the purchasing departments.

In case the purchasing authority is not satisfied about the quality

ofitems or competence of manufacturer the matter shall be decided by a
JointCommittee consisting of the Nominees of the purchasing officer, the
Director ofIndustriesand the Laghu Udyog Nigam.

Note-5. The aforesaid Marketing Committee may enter into

negotiationswiththetenderers,ifnecessary.

Note-6.The rates thus arrived at by the Marketing Committee of the

LaghuUdyog Nigam shall be binding on the purchasing departments
and allother departments requiring such items of the same
specifications. Notenders shall be separately floated by the individual
department for thesameitems.
Incaseofanydisputeinregardtotheratewiththepurchasingdepartment, the
matter shall be referred to the Government (Commerce
andIndustryDepartmentinconsultationwith Finance Department) fordecision.

Note-7.While distributing the orders amongst the tendering units, the

capacity,location and past performance of the unit along with the
destination ofthesuppliesshallbeconsidered.

Note-8. Normally, the inspection of goods shall be made at the

indentingstores, however, where necessary, inspection may be
arranged at themanufacturingworks.

Note-9.In case of disputes between the manufacturing unit and the

purchasingdepartments, where supplies have been inspected at works,
the mattershall be referred to the Marketing Committee of Laghu
Udyog Nigamfor arbitration whose decision shall be final and binding
on both theparties. In all other cases the decision of the purchasing
departmentshall be final and binding.

Note-10.“All payment shall be routedthrough the M.P. Laghu Udyog

Nigam.TheDepartmentsshouldremitpaymentofLaghuUdyogNigamwi
thin 21 days of the receipt of material. In case of delay, the
LaghuUdyogNigamshallcharge1½
%p.m.Interestonpayment,duefromthe date of receipt of materials.
 OR
The M.P. Laghu Udyog Nigam Limited, may authorize such
oftheSSIunitswhomaydesiretoraisedirectbillsontheindentingDepartment/
Departments and receive payments directly, and may do so
afterexecutingnecessaryagreementwiththeNigam.
Note:--Order will however continue to be received directly by the
MadhyaPradeshLaghuUdyogNigamfromindentingOfficer/Purchasing
OfficersasprovidedinRule14.Similarlytheprocedureforplacement of
orders with the SSI units will also be continued as
perexistingpracticeunderrules.

Note-11.The Laghu Udyog Nigam shall release payment to the supplyingSmall

Scale Industries with in 10 days of the receipt of the paymentfromthe
purchasing department.
The intention of Rule 14 is that items, reserved for purchase, from theSmallScale
Industries shall be purchased from these industries only. Whenever suchitems
are required to be purchased indent should be placed with the LaghuUdyog
Nigam without inviting tenders and reasonable time should be given tothem for
making the supply. Only if the Madhya Pradesh Laghu Udyog
Nigamcertifytheirinabilitytomakethesupplythepurchaseshouldbemadefromothers
ources in accordance with these rules.
ThepurchasingauthoritywhilesendingthebillstoTreasuryshallrecordacertificateonittothe
effect thatprovisionsofRule14havefullycompliedwith.

Rule—
15:PowertoSanctiondeparturesfromtherules:TheStateGovernmenthave
powertosanctiondeparturesfromtheruleincasesin which departure is in
the public interest. Application for sanction insuch cases should be
made to the State Government in the CommerceandIndustry
Department.
ANNEXURE“A”
Seeds.
Cinchona bark.
Articlesforexperimentalorresearchpurposes.
China,glass,cutlery,plate,crockeryandperishablefabrics,includinglinenfor
residences which are furnished by Government.
Copper, Zinc and other non-ferrous metals produced in Australia orAmerica.
Timberproducedin Australiaor NorthAmerica.
Such articles as the Superintendents of Vaccine Depots may require
forthepreparation of vaccine lymph.
Chemicalandscientificinstruments.
Preservedandtinnedfoodstuffs.
Articles requiredfor Governor’s residence.
ANNEXURE“B”
(SeeRule14)
 LISTOFARTICLES
Paints,Varnishesand Distempers.
Hides,rawandtanned.
Leatherandleathergoodsofallkinds excluding industrial items.
Timber:-
Timbersawn andscantlings.
Woodenfurnitureofallkinds.
Doors,windows and other building fixtures.
Otherwooden articlesincludingtentagerequirements.
Non-ferrousutensils, Kettleshot-waterboilers,fittingand other utility articles.
Agriculturalimplements:-
Bullockdrivenploughs of all types.
Rehats(Persianwheels).
(C) Winnowers.
Ridgers.
Threshers.
Chaff-cutters.
Seeddrillandseedgraders.
Hoes(Akoloas).
Spades.
Pickaxes.
Phawaras.
General Engineering :-
Hardware articles like wire nailes, panel, pins, revets washers, nuts
andbolts,doorsandwindowfittings.
Iron castings like C.I. Pipes and specials, sewage fittings and
otherdrainage items, surface boxes, manhole covers, ventshafts,
distancemarkers.
Building, materials like steel structures, trusses, steel doors,
window,grills,storagetanks,rollingshutters,centeringplates,C.I.sluicega
tes.
Barbedwire, M.S.Wire, wire netting,link chains.
Sheet metal goods like steel trunks and boxes, drums,
containers,buckets, office stationery articles, trays, waste
paper baskets,confidentialboxes,racksetc.
 Steel furniture of all kinds including office, hospital and
otherrequirements.
Conduit pipes.

Electriccables and wires.

Electricheaters,roomcoolers.
 Automobile:--
Spring leaves.
HubDrums.
Bushes.
Weightsandmeasures½commercial.
Animal/handdriventrolleysandcarts.
Brushes.
Umbrellas.
15. Gymnasticitems.
Stationary articles like pins, tags, gem clips, wooden rules, paper
weights,pincushions,slate, pen stand,
blotters,envelopes,gumbottles,writingink.
Chemicalproducts :--
Acids-Sulphuric, nitric,hydrochloric.
Soap, soap powder, toilet and laundary.
Phenyl.
Lime.
Distilledwater.
Shellac.
Bakelitemouldedswitches,plugs,bulbs,holders,ceilingroses.
Plastic goods, furniture, cane, polythene bags, lay flat tubing,
buckets,tumblers,jars, etc.
Cementcastings,pipes,fittingsandtiles.
Asbestoscementpipesandfittings.
VulcanisedRubbergoods.
Bicyclesandcycleparts.
HosieryGoods.
Beamscales.
Enamelandpigments.
Spirits,AlcoholandAlcoholicproduct.
Rubber tyres and tubes.
Drawing and craft paper.
Glass-ware.
Medicalstores:--
Drugs.
Surgicalinstruments.
Dressingsincluding absorbent cotton
Handtools.
33 (i)Electrical.
Ceiling,tableandcabinfans.
Motors.
Transformers.
Electricbatteriesandcells(otherthandrycells).
Electricinstrumentandmeters.
(ii)Other Electricalfittings andaccessories.
MechanicalEngineering:--
Internalcombustionengines
 Otherindustrialengine.
Pumpingsets,motorsdriven.
Deep-wellturbinepumpingsets.
Pumpingsets,enginedriven.
Earthmovingmachineryandspares.
Steelcasting.
Centrifugalpumps.
Pipefittings,G.I.Bends,tees,sockets,cockssluiceandvalves.
Watermeters.
Tractoraccessoriesandimplements
Expanded metal.
Coils and collars and poles.
Casting, housingand slotted pipes for tube wells.
Pins,splot,tapercotteretc.
Steelpipesandfittings.
(i)Workshopmachinery(otherthanmachinestools)
(ii)Machinetools.
Radioequipment.
Well boringplant.
Enamelledirongoods.
Electrical :--
Electric screens, iron clad switches, copper tapes, Air conditioning
plant,Whetstonesbridges,EarthMeggar,Seriesresistancebox,steelpoles,incubators,autoc
laves electrical carpet cleaners, carbon rheostat meggar, insulation tests chicktester,
ammeters, electrical accessories such as button holders, tumbler switches,
keyholders,lamplocksforbracketsholders,cut-outs,fluorescenttubes.
Amplifiers(soundequipment).
Insecticides,pesticidesandfungicidesformulations.
Mathematicalandsurveyequipment
Laboratoryequipment,cottonwaste,munjbam.
Crockery,cutlery andenamel ware.
Firefightingequipment,Hoses,pumps,fireextinguishers,refillsetc.
Clocksandwatches.
Tinnedandcannedfoodsstuffs.
Animalfeeds
Doormats.
Headpan, Wash up sinks, slab urinals.
ACSRandASCconductors.
Asbestospressure pipes.
Automobileaxles.
WipersandHorns.
Speedmetercables.
Brake lining.
Pressureguage.
Commutator.
Busbody building, bus kits, bus windows,trucksbodiesandcoachbodies.
C.I.surfaceplates.
Roadrollerrims.
Spunpipes.
Electrical meters.
Fluorescentlightingfixtures.
Gears.
C.I.wires.
Toughened.
Glues.
Icemachineryandrefrigerating equipment.
Drillingmachines.
Metallicflexibletubes.
Oscilloscope.
Pharmaceuticals.
Strawboards.
Staywire.
Signalingwireandgroundwire.
Trafficsignalingequipment.
Sewingmachines.
Safetymatches
Tubularstructures,poles.
Wireropes.
Waxesandwaterproofpapers.
Webbingproducts.
Opticallenses.
Opticalinstruments.
Weldingtransformers generators.
Anneledwires.
Automobilearmaturecoilanddynamos.
Sawingblades.
Fire bricks and fefractories.
Fireclay.
Machinescrewandwoodscrew.
Metal labels and badges.
Tarpaulins
RoomCoolers.
Handsawblades.
PressureGauge.
Gelatine.
Polished Stone.
MetalRodsofwire,Nonferrousmetalsinextendedshapesandbrassrods.
Rolledsteelsectionsandrodangles.
Tubularnuts.
Pistons.
BatterychargesandEliminators.
Voltagebooster,Transformer,AutomaticVoltageStabilizers,LowVoltageTransformer,
Motor starting auto transformer, high voltage insulation
testingtransformer,phase shifting and phase conversion transformers.
Smallovensand furnaces,electricallyoperated waterdistillingplants.
M.S.Pipes/Flat.
Round Bars, angles, channels flats, Tees, pipe joints etc. Products of a
steelrerollingmills and foundries.
SpringPins.
Kingpinbushes
Silencers.
Crankshafts connecting rods.
Handloom articles such as guage, bandage cloth, sarries, chaddar, bed
spreads,curtainandupholsterymaterials, tussar fabrics.
Laboratoryfinechemicalsandanalyticalreagents.
Ayurvedicmedicines.
Readymadegarments.
Alum.
PloughcornshellersseeddrillsSpareC.I.andM.S.spares.
Squarebars.
Castings like manhole covers, gates etc. All types of ferrous, and Non
ferrouscasting.Allkindsofsteelcastings.
Buttons(Plastic).
Woolenblankets.
File pads.
Register ruled 1.Qr.
Register ruled 2
Qr.134.ShorthandNoteBoo
ks.
135. Typing Paper20.5x331 .4/1, 5/16 Kg. (31bs8”x 13”).
Bells,CallNickel,Plated.
Blotters,nickelplated.
DeskKnives.

Erasers, Ink and pencil

combine.140.Carbon paper.
Gempaper-clips.
Office paste battles, Rubber
tipped.143.Paperclips small .
Laces for files.
Letterweighingscales.
Nibs.
Pads,Rubberstamps.
Pencils, Audit brown.
PencilcopyingHard.
Penholders.
Pincommon.
PinCushion
RubberstampsRacks.
SealingwaxRed.
Tags, cotton.
Twine balls.156
Waxcandles.
Sewingthreadreal.
Staplemachine
Staplewire
Ink Liquid Blue black.
InkIndelibleforwritingcheque.
Inkthumbimpressionblack.
Brushesfor cleaning Typewriter.
Correcting fluid.
Dupligraph developing solution.
Pencyclostyle.
Ribbonblack.
Typewriter oil.
InktabletsBlue-Black
 APPENDIX4.10

(SeeParagraphNo.4.078)
TheFinancial Powers toSanction Write off/Disposal/Paymentetc.

Item Particulars Powerof Authority Remarks

No. C.E. S.E. E.E. S.D.O.

(1) (2) (3) (4) (5) (6) (7) (8)

1 Tosubmit indentsfor Fullpowersforhis Fullpowersforhis .. .. .. Rules7, 8 and 17 of the

stationery ownofficesubjectto office and thoseof StationeryRules

thelimit ofthe the Divisional and

moneyallotmentfor Sub-Divisional

theyear officessubject to

themoneylimit of

his circlefor the

year
2 To sanction the ... W.D.Man- In exercise these
localpurchaseofstationery ual powers,the officers
andrubber stamps, Para1.073 should as arule. prefer
Officeequipment and articles ofIndian
othersundry stores manufacture andthey
should give
theircarefulattentiontothi
s

point

(a) Chargeable to Fullpowers Rs.250 in each Rs.50 in .. .. In emergency

officecontingencies casesubject to a eachcase casestationery upto 50
limit ofRs.2,500in subjectto a percent,of the allotment
a year limit forstationery can be
ofRs.200in a purchasedby Head of office
fromlocal market subject to
year
theconditions laid down in
(b)Chargeable to Full powers as Rs.500 in each .. ..
worksfor preparation of perscale to be fixed caselimit to M.P.F.C.Vol.II, Appendix

projectreportsandother byGovt. Rs.5,000per project V

documents

3 Toincurbindingcharges Fullpowers Fullpowers Upto .. W.D.Man- ...

Rs.200duri
ual
ngany
para1.075
one year
4 To sanction the supply Full powers subject Full powers .. .. W.D.Man- ...
oftypewriters tobudgetprovisions forCircle Division ual 1.069
includingduplicators and andSub-
othercopying machines, Divisionoffices
withinthescale within thescale
fixed andsubjectto
budget

provisions

5 To issue orders for Rs.40,000 Rs.20,000 Rs.5000 .. W.D.Manu Note (i) An E.E.has
thedisposal of al nopower to sanction the
unserviceablestores viz. Para4.085 writeoff of unserviceable
stock, tools &plants articlesof famine reserve
includingmathematical tools andplants.
instrumentsfurniture,croc
kery,etc.ofcircuit & rest
houses andinspection
bunglaows andhuts,
materials at site
andmaterials received
fromworksdismantledoru
ndergoingrepairsand

sanctiontheir write off.

6 To accept the tenders Rs.25,00,000 Rs.10,00,000 Rs.5,00,000 Nil .. Power to issue orders
forsale/auction forwrite off these stores
ofunserviceable shallvest with
andobsolete stores listed "CondemnationBoard" or
inAppendix 4.07 any
othercommitteetobeconstit
uted

bytheGovernment

7 To sanction the write .. .. Full .. W.D.Man- Supervision charges at

offof (Serviceable) tools powersprovid ual therate of 10 percent must
andplants, the full cost ed fullbook Para4.085 berecovered except
ofwhichhasbeenrecovere value orwhen whenthey can be waived
d there isno underparagraph 4.084
bookvalue,est ofW.D.Manual
imatedvalue
is

recovered

8 Towriteoffirrecoverable Rs.2,500 Rs.2,500 Rs.500 .. .. Note Theselimitsapply

(1)
value of stores to the book value
ofthearticle
asdescribedinitem5Col
(2)lostbyfraudortheneglig (2) The
ence of individualsor
other causes, powersdelegated
providedthatthelossdoesno
tdisclose(i)adefectofsyste toE.E.doesnotapplyt
m the amendment o short ages in
ofwhich requires the roadmaterials,
ordersof higher authority which
or (2)Serious negligence aregovernedbytheru
on les in para
thepartofsomeindividualof 4.098to4.112of
ficesorofficerswhichmight
WD.Manual
possiblycallfordisciplinary
(3) The
powersdelegated to
actionrequiring the orders
S.E.shall, in the
of thehigher authority
cases ofroad
material
beexercised by
themwith respect to
thetotal amount
ofshortageonanyone

roadatanyonetime
9 To sanction payment Rs.1,000 Rs.500ineachcase Rs.100 .. W.D.Man- ...
ofdemurrage/ ineachcas ual
wharfagecharges each e para4.126
consignmentof goods,
railed at

Governmentexpense

10 To write off Rs.1000 Rs.500 .. .. FinancialC These powers apply

irrecoverableamounts of ode Vol onlyto expenditure from
public money,subject to IRule 54 StateRevenues.
the conditionsmentioned Thesepowersdo not apply
in FinancialCode Vol. I in case of sumdue on
Rule 56 account of rents ofState
buildings nor do theseapply
to the write off ofsumsdue
on account of

Central Revenues.

11 To write off .. Rs.200 .. .. .. ..

irrecoverableamounts of
occupationfees of circuit
houses, resthouses,
inspection

bungalowsandhuts
12 To write off Rs.200 .. .. .. .. ..
irrecoverablesums due on
account ofrentsof
Government

buildings

13 To sanction remission as .. Rs.500 Rs.100 .. .. .

aconcession for
lossesincurred by the
leasses inthe sale of fruits
of trees,dead trees etc.
onroad/lands in charge of

the department

14 Tosanctionwriteoffof .. Fullpowers .. .. .. ..
measurementbooks
15 To sanction write off .. .. Fullpowers .. W.D.Man- ...
ofblanks forms of ual
musterrolls which may Para4.014
bemissing or torn or
becameuseless from any
cause,alsomusterrollsonw
hichtheattendancewasente
redbutnopayment

was made
16 To sanction the issue For a period For a period .. .. .. ..
oftools and notexceeding 6 notexceeding3mont
scientificmathematical monthsprovided book hs providedbook
and drawinginstruments valueor when book value or whenbook
on loan tonon- value isnot known value is notknown
commericialdepartments theestimated value of theestimated value
of the StateGovernment thearticles does ofthe articles does
free of rentand to notexceed Rs.1,000 notexceed Rs.500
commercialdepartment of ineachcase ineachcase.
State Govt.on payment of
rent @
1%permensemonbookvalu
e or when the bookvalue
is not known,
theestimatedvalue of the

articles
17 To grant advances .. .. Full .. .. Advance must be
tocontractor on the powersup to grantedonly in respect of
securityof materials 75% ofthe materialsthat have been
value brought tosite. No advance
ofmaterialspr can
ovidedcontra begrantedonperishableitem
ctisfor sandsand.

finishedwoks

18 Powertosanctionadvance FullPowers FullPowers .. .. .. ...

payment to therailway
authorities andother Govt.
Departmentsand Govt.of
Indiaundertaking if so
requiredby the rules of
thosedepartmentsinconne
ctionwithworks ofWorks

Departments.
19 Power to make FullPowers Rs.50,000 Rs.25,000 .. .. ...
advancepaymentsto
suppliers

(a) up to 90% of thevalue

of materialsincluding
sales tax etc. onproof of
dispatch ifcontract
includes such
aclausetosuppliers

approvedby D.G.S. & D.

(b) Upto 95% of the Rs.50,000 Rs.20,000 Rs.5,000 .. .. Note Advancepaymentis

valueof materials proof admissibleonly

of dispatch tothe sole (1) when

authoriseddistributorsof Suppliersinsistson

manufacturersofrepute, suchadvance

approvedby D.G.S. & D. payment,and

goodsare booked at

(2) suppliersrisk/and

railwayrisk.

goodsare not
(3) indentedonD.G.S.

& D.Rate Contract

20 Toissue orders for the .. Fullpowers Upto .. W.D.Man- 1. In case ofmaterials

disposalof surplus stores providedtheloss Rs.2500 ual Para borne on the stock

as describedin item5 incurred on the provided full 4.085 account supervision

column2 aboveand to book value (or bookvalueor chargesat10%

sanctiontheirwriteoff whenthereisno whenthereis mustbe recovered

bookvalue,the no book value except whenthey

estimatedvalue) theestimated arewaivedunder

doesnot exceed valueis Para4.084of

Rs.5,000. received; up W.D.Manual

to Rs.500 2. Thetotallossonsaleo
fmaterialeffected at
whenless
one
thanthefull timeshouldbethe

valueis criterion

recovered fordetermining.

Whether sanction
tothedisposalofsurpl
usstock,T&Petc.can
beaccordedbythe

S.E.orE.E.

21 To sanction the sale .. .. Upto .. W.D.Man- Note Thechargetobemade

ofStores to local bodies Rs.500ineac ual willbethestockratepl
ortoprivatepersonswhenit h case para4.0 us10%
85
canbedonewithout supervisioncharges
inconvenience to the unlesswaivedunder
public service. para4.084ofthe
W.D.Manualbythe

officer having
powerstosanction

thesale.Whensales
aremadetoaGovt.

officers in his
private capacity,

onemonth'scredit
may be allowed
afterthedateofthe
presentationofthe

billafterwhichdate
thebillshouldbe

sent to his pay

disbursing officer

withtherequestthat
hewillrecoverthe

amount from the

officer's next pay
bill.
22 Todisposeoffbysale .. .. Fullpowers UptoRs.250for W.D.Man-

fruitsof trees and dead one year. The ual Para

treesetc.onroads/and leaseafter 9.021

landsincharge of works acceptancewill

department. besentto

divisionaloffice

forrecord and

notemadein

the

miscellaneous

Recovery

Register.Bid

Sheetmaybe

disposedwith

whenS.D.O.

holdsthe

auctionhimself
23 Paymentof runningbills .. .. Fullpowers Up to W.D.Man- The E.E.may at any
Rs.20,000except ual timecall in for scrutiny
everyfourthbill Para4.0 themeasurement book
47 relatingto any bill running
or final

paidbyS.D.O.

24 Paymentof finalbills .. .. Do Up to W.D.Man- ...

Rs.1,000provid ual Para
ed theamount
4.084
of thefinal
and4.050
billincludingpr
eviouspayment
s doesnot
exceedRs.1,00
0. The

S.E. may in
hisdiscretion
lowerthislimit
in

individualcases
25 To incur expenditure .. .. Full .. .. ...
inconnection with powerssubjec
thecarriage and handling t to
etc.ofstores. thecondition
thatall
suchcharges
aredetailedin

P.W.A.form
No.72

26 To incur expenditure Rs.1,000in each case Rs.1000 in .. .. W.D.Man-

inconnectionwithLaw eachcase
ual
charges- para9.0
37

(i) charges other than

feesto be paid to
publicprosecutorsandp
rivatelegal

practitioners.
 (ii) charges on account To the AsforC.E. .. .. W.D.Man- W.D.officers must
offees to be paid extentprescribed in ual consultCollectors about
topublic prosecutors ChapterII & III of the para9.0 theengagement of counsel
andprivate legalDept.Manual 37 andfees. Where fees
legalpractitioners. higherthan those fixed
inChapter's II & III of
thelegal Dept. Manual
areproposedtobepaidGovt's

ordersshouldbeobtained.

27. To permit .. UptoRs.500 UptoRs.100 .. ..

theirsubordinate
officials tomake
payments in cashinstead
of by
cheque,whenthisisnecess
aryin

theinterestofworks.
28 To reappropriate funds Full powers .. .. .. ... ..
for"ordinary repairs" providedthat
to"Special repairs" and noreappropriation
viceversa under minor maybe made
head"Repairs" from"Communication
s" to"Building"&vice

versa.

29 To adjust the balance .. Rs.5000 Not excee- .. .. ..

ofmanufactureaccounts ding
10%over
thecurrent
stockratesor

Rs.200.

30 To sanction Fullpowers .. .. .. ... ..

theentertainmentofspeci
al

guards
31 To sanction Do Fullpowers .. .. .. ..
theentertainment of
alabourer/gardener to
look-after there garden
ofresidencesthatis

unoccupied.

32 Tosanctiontheholdingof Fullpowers UptoRs.10,000 .. .. ..

stockbyanyDivision
 APPENDIX4.11
(SeeParagraph 4.110)

Statement Showing Check Measurements of Road Materials in the Half Year Ending the 30th June to 31st

DecemberName of Sub-Division ...........................

Name Km .nu Date Date Quantitiesa Quantities Quantities Difference Explanation Result Remarks
ofroa mber onwhichs onwhic s asfound at as column(5) ofS.D.O. ofE.E.'s
d ectionoffi hS.D.O. recordedin siteby foundbyS.
to (7) fordiffere check
cermeasu roadmateri SectionOffic D.O.
checked nce
red alregister er
thematerial oncheck
material

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
 APPENDIX4.12
(SeeParagraph 4.114)
InspectionofCircleOfficebyC.E.
Nameof Circle..........................................................................................................
Date/DatesofInspection...............................................................................................
PartA- Establishmentand Accounts

S PointsWorthyofnotice Remarks Ordersof

No. by C.E. E-in-C

(1) (2) (3) (4)

1 WhetherservicebooksofalltheGovernmentservantswhosepayisdrawninEstablishmentpaybillshavebeen
maintainedup-todate.

2 Whetherannualverificationofservicewithlocalrecordshasbeencompletedandcertificaterecordedinthe
servicebookofeach Government servant?

3 WhetherG.P.F. PassBooks have beenmaintained in respectof allGovernment servants andposted upto date?

4 WhetherdepartmentalG.P.F.accountshavebeenmaintainedproperlyandwhetheryearlyclosingbalancehas

beencorrectlyworkedoutafteraddingtheinterestattheprescribedrate?

5 Whethera register of periodical increments to Government servants hasbeen maintained to watch whether timely
actionisbeingtakentosanctionperiodicalincrements?

6 Whetherthefollowingregistersarebeignmaintained and posted upto-date :-

(a) T.A.BillregistersofGazettedGovernmentservant.

(b) T.A.Billregistersonnon-GazettedGovernmentservants.
 (c) MedicalchargesreimbursementregistersofgazettedGovernmentservants.

(d) Medicalchargesreimbursementregistersofnon-gazettedGovernmentservants.

(e) Registerot temporaryadvance.

(f) RegisterofTrunkcalls

(g) Registerofgrainadvances

(h) Registerofhouserentallowance granted to staff.

(i) Registerof complaintsand disposal

(j) RegisterofAssembly Questions/Assurancegiven inLegislative Assemble.

(k) Registerofincumbency.

7 Whetherdrawing and disbursingpowers havebeendelegatedtoanyothergazettedofficerandifsotowhom?

8 Whethercash book in being posted dayto day and all entriesattestedbytheDrawingand Disbursing Officer?

9 WhetherfortnightlyverificationofdrawlsfromtheTreasuryisbeingdonewithactualreferencetoTreasury

voucherslips andcertificatestothiseffectrecordedinthe cashbookonthe15thandthe lastdayofthe month?

10 WhethercontingentregisterisbeingmaintainedproperlyandentriesattestedbytheDrawingandDisbursing
Officer?

11 Whetherthefollowingregistersconnectedwiththecashbookarebeingmaintainedentriesattestedbythe
Drawingand Disbursing Officer :-

(1) BillRegister

(2) Registerof undisguisedpayandallowances.

12 Whetherthecashbook isbeingclosed periodically?Ifso, monthlyorweekly?

13 Whetherpayandallowancesremainingun-disbursedformorethan3monthsbeingrefundedintotheTreasuryor
shortdrawn fromnext salarybill withoutundue delay?

14 WhethertheduplicatekeysofdepartmentalcashchesthasbeendepositedinTreasuryforsafecustodyandifso
when?

15 WhetheraregistershowingparticularsofduplicatekeysdepositedintheTreasuryhasbeenmaintainedinthe

formprescribed in Appendix 4.06

16 Whethersu-vouchersandreceiptsnotrequiredtobesenttoA.G.'sOfficearebeingcanceledbyputtingtheseal
"PaidandCancelled"andsystematicallyrecorded?

17 Whetheradequate cash security has beenobtainedfromthe Official:-

(a) Whoisentrustedwiththenworkofcashier?

(b) Whohasbeenentrustedwiththechargeofdeadstockarticles?

18 Whethermoneyreceiptsarebeingissuedforrecoveriesincash?

19 Whethera registershowing the numberof receiptbooksobtained,issued,balanceetc.isbeing maintained

20 How many pension cases and claimspertaining to the retired employees of the circle are pending for finalisation?
Alist ofpendingcasesshowingthe stageofeachcase withreasonsfornonfinalisationbeputup.

21 Whetheralistisbeingpreparedeverysixmonthsi.e.ontheIstJanuaryandIstJulyofallOfficers,gazettedandnon-
gazettedwhowillattaintheageofsuperannuation24to30monthshence.Whethercopiesofthelistsare

beingsenttotheHeadofDepartment,theA.G.M.'sF.D.,E.D. P.W.D./P.H.E.D.by31stJanuaryand31stJuly
22 WhethercasesforpensionhavebeeninitiatedinrespectofGovernmentservantsretiringwithinayear.

23 Whetherthe following registers havebeen maintained :-

(a) Registerofdeadstockarticles.
 (b) Registerof stationery and forms.

(c) RegisterofGeneralBooksofreferences.

(d) RegistertoTechnicalbooksofreferences.

(e) RegisterofDrawingStationery.

(f) Registerofmathematicalinstruments.

24 Whetherphysicalverificationoftheitemmentionedunder23aboveisbeingconductedannuallyandrequiredcertificaterec
ordedineachregister?Whenwasthelastphysicalverificationinrespectsofthefollowingarticle,

wascarriedout:-

(a) Deadstockarticles

(b) Stationeryand forms.

(c) GeneralBooks ofreference.

(d) Technical Books of reference.

(e) Drawingstationery.

(f) Mathematicalinstruments.

25 Whetherregistersof GrantandExpenditure havebeenmaintained separatelyfor Establishmentandworks?

26 WhetherquarterlyreconciliationofdepartmentalfiguresofexpenditurewiththosebookedinA.G.M.P.OfficeBhopalisbei
ngdoneaccordingtotheprescribedprogramme.Ifsotheperioduptowhichthedepartmental

figuresofexpenditureonestablishmentandworkshavebeenreconciledinthecurrentfinancialyear?

27 WhetherthereconciledfiguresandrequiredcertificateofreconciliationhavebeenfurnishedtoChiefEngineer's
Office?
28 StatementsshowingDivisionwisefinalgrant,expenditure,excessorsavingundereachmajorHeadforthecurrentyearandfo
rthepreviousthreefinancialyearsmaybefurnished.Thefiguresofexpenditureshouldbethe

reconciledfigures.

29 WhethermonthlydetailedinspectionoftheaccountsbeingconductedbytheDrawingandDisbursing Officers.

30 WhethertheOfficehasbeeninspectedannuallybythecontrollingofficerasrequiredunderpara4.113Ifso,
whenwas the last inspection conducted?

31 WhentheofficewasinspectedthatbyA.G.ofifceInspectionPartly?

32 How many inspection reports and paragraphsarependingin respectofinspection of the circle office?

33 WhetherpropercheckisbeingexercisedonsettlementofC.S.A.bytheDivisionsundercontrolandwhether
periodicalreviewiscarriedout?(SeeAnnexure-A).

34 WhethertheannualinspectionoftheDivisionshavebeencompletedasrequiredunderpara4.113of

W.D.Manual?Thepositionmaybefurnishedasunder:-

(i) Serialnumber

(ii) NameofDivision

(iii) DateofcompletionofInspection

(iv) Ifno inspected, proposeddates of inspection.

35 Howmany cases of losses anddefalcation are pending forfinaldisposal? Alistofsuchcasesbefurnished

36 Hasaregistershowingparticularsofcasesoflosses and defalcationbeen maintained?

37 Whetherpurchases of articles required for use in thecircleofficeare beingmadeafter dueobservancesofthe

relevantrules?Cases of purchases be put up for verification?
38 Whethermaster filesof circulars havebeen maintained?
39 Whetherrecordsarebeingproperlymaintained,preserved,andperiodicallyeliminatedaccordingtoinstructions
containedinpara.9.038to9.041ofW.D.ManualVol-I?

40 Whetherconfidentialreportsofallsubordinatestaffwerewrittenregularlyandkeptinthepropercustody?

41 Whetheradverseremarks havebeen communicatedtotheofficialconcernedintime?

42 Whethertheexistingstaffborneonworkchargedestablishmentiscoveredbypropersanctionandcorrect
procedurehas been followed inrecruitment of it ?

43 WhethercasesofGovernmentservantsundersuspensionarebeingattendedpromptlyfordecision?Statealso

numberof such case along withtheperiodofsuspensionetc.

44 Whetherthesubsidiaryaccountsaremaintainedbythe DivisionundertheCircleaccordingtoprescribed

procedureandwhetherthesuspenseaccountsarecleared asexpeditiouslyaspossible?

45 WhatarethedetailsofamountsunderSuspenseunderthevarioussub-headsi.e.stock.purchaseand
miscellaneousadvanceinrespectofeachDivision?

46 WhatisthepositionofsettlementwithTreasury(Form 50and51)inrespect ofeachDivision?(Paras.22.3.2and

22.3.3.of C.P.W.A.code)(See Annexure-A).

47 WhetherL.O.C. registerhas beenmaintained andexpenditure properlywatched?

48 HavetheA.G.'s adjustmentmemospromptly attendedto?(SeeAnnexure-B).

PartB- Works

1 Whethera register of Contractorshas beenmaintainedandbroughtuptodate?

2 HasascheduleofratebeenmaintainedfortheCircleandifso,thedatefromwhichit isinforce.Hasanalysisof

ratesproperly kept for fixing C.S.R.

3 Whether any works have been allotted on work orders/piece works agreements in the circle and if so, whether
thescheduleofrateshavebeengot sanctioned by competent authoritiesandwhethersanctionforsplittingup

estimateshasbeenaccordedbycompetentauthority?Concernedfilesbeputupforverification.

4 Alist oftendersforworksaccepted bythe S.E.duringlasttwoyearsbefurnished.

5 Whetherexpenditureanyworkisbeingincurredwithoutadministrativeapproval,technicalsanctionand

provisionoffunds?
Ifso,alistofsuchworksmaybefurnishedindicatingunderwhoseorderstheexpenditureisbeingincurred?

6 WhethertheregisterofproceedingsofpurchaseCommitteeandpurchasesauthorisedisproperlykept?

7 WhethertheinspectionsmademandatoryintheManualhasbeencarriedoutbytheS.E.andtheinspection
reportsissued?

8 Howmanyinspectionreportsandparas.pertainingtothecircleasawholearepending?Astatementshowingthe
positionDivisionwisemaybefurnishedaccordingtotheattachedformat(Annexure-C)

9 Whetheraregisterhasbeenmaintainedtoshowtheupto-datepositionofthenumberofinspectionreportand

paras.i.e. paras. settledand paras. remainingto be settled?

10 Howmany draft paras.are pendingforfinalreplies?

Part-C– TechnicalMatters

1 WhethertheregisterofC.T.E'sobservation notes and theirdisposal properly maintained?

2 Listofworksforwhichadministrativeapprovalhasnotbeenreceivedfromthecompetentauthoritybutwork
started.

3 Whether annualcertificateforthesafecustodyofToposheetsisrecorded?
4 Positionofdesigninrespectofworksinprogressandwhethertheyareapprovedbythecompetentauthorityand
worksaretakenuponlyafterapproval?

5 Positionaboutcompletionplans.

6 Positionofsubmissionofprogressreportsonworksatvariousstages.

7 Positionaboutwaterutilisationfromcompletedirrigationschemesandcheckingofannualrecordsinthis

connection.Whethertheyare properlymaintained.

8 PerformanceofeachSub-Divisionintermsofapprovednormsfortheprevioustwoyears,informationmaybe
furnishedintheenclosedproforma (See Annexure-D).

9 Positionregardingrevenuerealisatiion:Theinformationasdesiredintheenclosedformatmaybefurnished(See
Annexure-E).

10 Positionof claimcases of works completed but pending for disposal.

11 AreyousatisfiedthattheExecutiveEngineersofficesareproperlyinspectedbyS.E.?
 [APPENDIX4.12]

ANNEXURE-A
(See item No. 33 and 46 of Part-
A)Statement showing position of subsidiary accounts
forthe.....................................................................................................................................
.....

Nameof Division....................................... ................................... ...................................

Cashsettlementsuspenseaccount

Openingbalance Additionduring Clearanceduring Closingbalance Stepstaken

Item Amount Item Amount Item Amount Item Amount for

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)

(a)Originatingitems

(b)Respondingitems

Form51-Scheduleofsettlementwithtreasures-
Positionas per last report.
Positionas per this report
Stepstakenforreconciliation.
MonthuptowhichsenttoA.G.

Difference No.ofitems Amount No.ofitems Amount

 (1) (2) (3) (4) (5)

1.Remittance

2.Cheques
 [APPENDIX4.12]

ANNEXURE-B
(SeeitemNo.48 of Part-A)
StatementshowingactiontakenregardingA.G.'sadjustmentMemos

Openingbalance Receivedduringtheyear Adjustedduringtheyear Closingbalance Actiontaken

Item Amount Item Amount Item Amount Item Amount forclearance

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10

A.G.'s
adjustment
memon
 [APPENDIX4.12]
ANNEXURE-C

(SeeitemNo.9 of Part-B)
Statement showing outstanding audit inspection reports and paras. under the whole
CircleNameof Circle....................................................................

Periodending.......................................

Nameof Circle and Division Periodif Total para. No.of No.ofremaining Remarks

S.No. ofInspectionrepor paras.cleared

inspection paras. yet to
ts sofor
report(Yearwise besettled
)

(1) (2) (3) (4) (5) (6) (7)

1. Circle Office

2. .................... Division

3. .................... Division

4. ...................... Divisionand so

on.

Totalfor thewhole Circle

Signatureof Superintending Engineer

.................................................. Circle.
................................................M.P.
 [APPENDIX4.12]

ANNEXURE–D
(SeeitemNo. 8 of Part-C)
Statementshowing the performanceof eachSub-Division/Divisionintermsofapprovednormsfortheprecedingtwoyears

Serial Name of Division Sub- Budgetallotment ActualExpenditure Results, excess Remarks

No. Division Year Year Year Year orshortincompariso
n

tonorms

(1) (2) (3) (4) (5) (6) (7) (8)

 [APPENDIXIV]

ANNEXURE–E
(See ItemNo.9 of Part-C)

StatementshowingPositionofrevenuerealisationduringtheyear.................... Position

ason.......................................................

SerialNo. Name Arrear out- Current Totalrec Recovery Total Balancetobe Total to Remarks
ofDivisi standingon demand overyag againstcu recovered berecover
ontype 31.1.20 20....... ainstarre rrentdem ed
ofreven ars and From Fromcu
(Previous arrears rrentde
ue
mand
financialy
ear)

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)

NAMEOFDIVISION

(a) Toll

(b) Ferry

(c) Rent
(d) Misc
 TOTAL

NAMEOFDIVISION

(a) Toll

(b) Ferry

(c) Rent

(d) Misc

TOTAL

GRANDTOTAL
 [APPENDIX4.13]
(See Paragraph
4.114)INSPECTIONOFDIVISIONOF
FICE

NOTES

Thisformis intendedasamemorandumtoassisttheC.E./S.E.ontheoccasion ofhisinspectionofDivisionalOffices.

The S.E. should inspect each Divisional Office in his circle at least once a year. Inspections should be more frequent in thecase of
Division in which the S.E. notices that there is laxity of supervision on the paras. of the E.E. The C.E. should
inspecttheDivisional Officers in a four yearly routine.

Previousreportsshouldbereferredtobytheinspectingofficer,andifitisfoundthatanyirregularitiesthereinnoticedhavenot been corrected

they should be brought prominently to notice as matters on which instructions have been issued but notattended to. The
report should also as a rule, show briefly what steps have been taken to remedy all defects previouslynoticed.

REPORT OF AN INSPECTION OFFICE OF

THEE.E........................................................................................................................................
........
DIVISIONBYTHEC.E.....................................................................................................................................................
PROJECT/BASIN/ZONE
S.E......................................................................................................................................................................................................................
.....Circle

Dates of inspection
byS.E............................................................................................................................................................................................
....

Date of last inspection

byA.G...................................................................................................................................................................................
....

Date of last inspection

byC.E.....................................................................................................................................................................................
....

Dateofpresentinspection
.............................................................................................................................................................................................

NamesoftheE.E.’sanddatesoftakingovercharge
....................................................................................................................................................
Name
...................................................................................................................................................................................................Date..................
..
No...................................................................................................................... dated the
.....................................................................19……...................Submittedto theC.E................................................................................... for
informationandorders.

............................S.E.
............................Circle.

No...................................................................................................................... dated the

..............................................................................19...................
Returned/ForwardedtotheS.E.................................................................................... Circle,withorders.
............................ C.E.
..................................

Notesontheinspectionmadeofthe...................................................................................... Divisionalofficeby the C.E.

/S.E.................................................. Project/Basin/Zone/Circle.
Note :-This appendix shall be used for the annual inspection of Divisional office by S.E. and also by for the four yearly inspection
byC.E.
S.No. Pointsworthy of notice Remarksby S.E. Remarksof C.E.

(1) (2) (3) (4)

MUSTERROLLS

1 (a) Aretherulesfortheregistrationandpaymentofdailylabour
generallyobserved? (W.D.Manual Para4.002)

(b) Haverecordsofattendanceandmeasurementsonmusterrollsbeenchecked
byaresponsibleofficer?(W.D.ManualParas.4.005and

4.006)

(c) Isthecostoflabourappreciablyinexcessofthecurrentscheduleof
rates?(W.D.Manual Para4.009)

(d) Aretheredelayinthepaymentof labour?(W.D. ManualPara 4.010)

MEASUREMENTBOOKS

2 (a) Istheregister ofmeasurement booksproperlymaintained inthe

prescribedform? (W.D.ManualPara4.019)

(b) Aretheinstructionsregardingthe useofmeasurement bookslaid

downfor the guidance ofofficers generally followed?

(c) Arethe measurementbooks returnedto theDivisional office?

(1) for re-issueonce a year, or

 (2)forrecordassoonascompleted?

(d) Arethemeasurementofexcavationoffoundationsofworkscosting
 over Rs.1,000 taken by the S.D.O. and in the case of works below
thislimit, are checked by subordinates other than those who took
themeasurements,itnotcheckedbytheS.D.O.?(W.D.ManualPara

4.036) and 4.037)

(e) Does the S.D.O. personally take or check completely the

measurementofrunningbillforworksestimatedtocostoverRs.1,000 ?

(f) Are all final measurements of works estimated to cost Rs.1,000

orless,ifnottakenorchecked by the S.D.O. checked by the

subordinatesotherthanthosewhotooktheoriginalmeasurements?

(g) Isaregisterof checkmeasurementsmadeby theE.E.maintainedand

postedup to date?

(h) Is a register of check measurement adequately made by the E.E.

whenontour? Notethepercentageofcheckmadeduringthelastthree

monthsofthelastfinancialyear.

(i) Areold measurement booksdestroyedafterduedates?Ifnot,whatis

theE.E.'sexplanation?

3 Isthere evidenceof heavyexpenditureinMarchduetothefailuretotake

measurementsofor tomakepayment forwork inpreviousmonths?

CASHACCOUNTS

4 (a) Arepaymentsmaderegularlyandpromptlyaftermeasurementshave
 beenrecorded?

(b) Arepaymentsmadebychequeasfaraspossible?

5 (a) Iscashkeptinastrongtreasurechestandsecuredbytwolocksof

different pattern?

Is the key oftheouter lock kept bytheAccountsclerkandthatofthe

innerlockbytheaccountant?

Isaregisterofduplicatekeysmaintained?

(b) Are theduplicate keys of theDivisional and subDivisionalcash

chestsverified once a year?

(c) Isanycashotherthantheactual balance as shownin the cash book,

keptinthechest?

CASHBOOK

6 (a) Are entries in the initial cash accounts made regularly as

transactionsactuallyoccur?
Arepaymentseverenteredthroughnotactually

made?

(b) Arethe entries inthe currentmonth'scash bookcorrect?Does the

bookbalanceagreewiththecashinhand?

(c) Isthecashbookclosedonthe31stMarch?Isthereanyincreasein

the number of cheques uncashed for the whole Division on that

 dateascompared withthat atthe end of other monthsof the year?

7 (a) Incashrealisedasmisc.receiptsofthe departmentpaidinto the

 treasurypromptly or is used insteadofobtainingfreshcashbycheque
beforethe end of the month?

(b) Areallreceiptsofcashandnecessary particulars are shown in the

counterfoilsofreceiptbooks(PWAform– 3) shown in thecash

bookonthedateofreceipt?

IMPRESTACCOUNTS

8 (a) Whoare the imprest holders intheDivisionalandSubDivisional

offices?

(b) Aretheamountsofanyimprestsinexcessofrequirement?

(c) Arerecoupmentsmaderegularly?

(d) Aretheacknowledgementsofimprestholdersobtainedandrecorded?

Have fresh acknowledgements of imprest and Temporary

advancesoutstandingonthe31stMarchbeenobtainedandrecorded?

9 Aretemporaryadvancesclosedwithoutdelay?

STOCKAND STORES

10 IsthestockintheSub-Divisionproperlycaredforandstoredsothatitcan
easilybechecked?

(a) Is the existing stock suitable? Mention the names of articles

whicharelyingun-usedformorethan12monthsandstaywhytheycannot
be used?
 (b) Isoldanduselessstockwrittenoffanditsvalueadjusted?

(c) Is stock kept to the lowest practicable limits? Are statements

showingthedistribution of stock over the Division kept up in the
Divisional

and Sub-Divisional Officers?

(d) HastheDivisionalstockbeenutilisedtothe fullestextent?

(e) Whatisthevalueofsurplusstockandisactionbeingorcanbetaken
todisposeitOff?

(f) Istheyearlyverificationofstockmaderegularlyandsatisfactorily?

(g) Isaregisterofperiodicalcheckofstoresmaintained?

11 (a) Inconnection withmaterials usedinmanufacture,are alllosses and

deficienciesinstockbroughttonotice?

(b) Istheoutturnofstockproperlycountedanddeclared?

(c) Aretheratesofoutturnreasonable?

12 (a) Aretheinstructionsforthepreparation and checkof road material

returns including famine metal strictly carried out by all officers

andsubordinates?

(b) Aretheroadmaterialchecked byS.D.O.twice ayear?

(c) Are the road material accounts of all sub-Divisions posted upto date?
Arethere heavyminusbalanceand ifsowhatactionhasbeentaken
 toadjustthem?

(d) Arethemonthly roadmaterial punctuallysubmittedby S.D.O.and

 arethey promptly returned duly checkedbytheDivisionalOfficein
thetime specified forthe purpose?

(e) Arethehalfyearlycheckmeasurementstatementssubmittedby
S.D.O.spunctuallyontheduedate?

13 (a) Aretheinitialaccountsofstorescorrectlymaintained?

(b) Areissuesofstockmaterialstoworkscorrectlyclassifiedunder
"Issuetocontractors"and"Issuedirecttowork”?

(c) Aretheissuesreasonableandfixed inaccordancewiththerules,so

thatcontractors shall not deriveanymonetarybenefit?

TOOLSANDPLANT

14 (a) Arenumericalaccountsoftoolsandplantproperlymaintained?

(b) Hasactionbeentakentodisposeoffsurplustools,plant,instruments?

(c) Aretools, plant and instruments, not inusecaredforandkeptclean?

(d) Areuselessandwornouttoolsproperlyinspectedandcondemned?

(e) Arefaminetoolsproperlytents?

15 IsadequatecaretakenofGovernment tents?

16 Isthe annual verificationoftoolsandplantandcircuithouses,resthouses

andinspectionbungalowfurnituremade?

Onwhatdate wasthelast verificationin eachSub-Division

REGISTEROFWORKS
17 (a) Mentionanyworksinprogresswithoutsanctionedestimatesandstate
 underwhoseorderstheywerestarted?

Areestimates forthese workunder preparationand shouldwork

continueinthemeantime?

(b) Areanyrevisedestimatesrequired?Ifso,aretheyunderpreparation

(c) Arethereanyexcess oversub-heads?Ifso, werethenecessary

workslipssubmitted?

(d) Havecompletionreportsofcompletedworksbeensubmittedand

sanctiontoanyexcessobtainedandnotedintheregister?

(e) Is the register of works posted so as to show the total value of

workmeasured, whether paid for partly or in full during the month?
Areliabilitiesspecifiedin para.10.6.2 (a), (b) and (c) and CPWA
Code

shown?

(f) Arethe rules regardingthe accountofmaterials at sitefollowed and

entriesmadeaccordinglyinthecolumn"Materialsatsite”?

(g) Arethe accounts ofmaterials atsitein any wayconfused with those

of stock

(h) Doescomparisonoftheregister withselectedworkabstractsshow

thatchargesareproperlyallocated?

Examinethenature oftransactions betweensub-heads

(i) Areaccounts of works closed as soon as possible?
18 (a) Isprogressonworkssatisfactorycomparedwithfundsavailable?

(b) Isthere probability ofany excess over appropriationsorlapseof

budgetgrants?Ifso,hasnecessaryactionbeentaken?

19 (a) Areadvancepaymentsandsecuredadvancesmadesoasto prevent

losstoGovernmentandun-authorisedlaidtocontractors?

(b) Are"Securedadvances"coveredbyindenturesdulyexecutedin
P.W.A.Form-31andrecordedintheDivisionalOffice?

(c) Areproperrecordskeptoftheadvancesgiventolabourersrecruited

departmentallyand are recoveriesmade regularly?

20 IstheregisterofChiefTechnicalExaminer's observationmemos anddisposal

thereofmaintainedproperly?

OTHERBOOKSANDREGISTER

21 (a) Istheregisterofchequesandreceiptbookscorrectlymaintained?

(b) Are the counterfoilsof used cheques and receipt books returned to the

DivisionalOfficeforrecord? Aretheyrecordedassoonaspossible

(c) ArechequebookskeptinthecustodyoftheE.E.?

22 Aretheregisterofstationeryandformsmaintaineduptodate?

23 Isa certificate of the annual verification of the stock of forms and

stationeryrecordedin the register overthe signature of a gazettedor other
responsible
officer ?
24 Is the register of disbursements of salary and travelling allowances
correctlymaintained?HasE.E. submittedhistourdiaryregularlyalongwiththe

statementofbills/measurementscheckedduringthemonth?

Item25to 31 below need be answeredonlyinthecaseofDivisionsinwhich

thereareIrrigationWorks?

25 (a) Istheregisterofcomplaintsregardingirrigationmaintained?

(b) Istheregisterofcomplaints compounded underthe Forest Act

maintained?

26 IstheregisterofIrrigationagreementsmaintaineduptodate?

27 Istheregisterofwaterratesmaintainedup todate?

28 Istheregisterofremissionsmaintained?

29 Arethe accountsof bonus paidto Aminsproperly kept?

30 AreKistbandiKhataonisforwardedtoSirpanchasanddefaulterslistssentto
Tahsildarbytheprescribeddates?

31 Arecheckandcolabaregistersproperlymaintained and kept upto date?

32 (a) Isthe registerof miscellaneousleasesand recoveriesmaintained upto

date?

(b) Arerecoveries maderegularly whendue?Ifnot,hasnecessaryaction

beentaken?

33 Istheregisterofrentofbuildingsmaintained uptodate?Arerentsrecovered
regularlyfor temporaryquarters?
34 Aretheregistersofbuildingsineachdistrictmaintaineduptodate?

35 Are true copies of visitors books of V.I.P. Guest houses, Circuit and
Resthousespunctuallysubmitted byS.D.O.sand checkedin the Divisional

Office?

36 Istheregisterofimportedstorespurchasedlocallymaintaineduptodate?

Aresatisfactoryreasonsforlocalpurchaserecorded?

37 (a) Istherecordofeverybridge, causewayand culvert oneach road

properlymaintained?

(b) AretheseWorks inspectedperiodicallyandreportsinprescribed

form,submittedtotheS.E.?

ESTIMATESANDPLANS

38 (a) Areannualrepairsestimates of buildings and roads prepared

accordingtostandingorders?

(b) Are theyprepared without undue delay?

(c) Arethey methodicallyarranged?

(d) Inthe case of buildingsand roads,isprovisionforrenewalsmadeat

suitableintervals?

(e) Istheindexfileofrepairorders properly maintained ?

(f) AretherepairorderscheckedbytheS.D.OsandE.E.?

39 Isthescheduleofratescorrecteduptodate?
40 (a) Isthefamine programmemaintained upto dateaccording tothe
 instructionsintheScarcityManual?

(b) AreestimatesforfamineworksproperlyKept?

41 Whatestimates are duefromthis Division?Does the progressmade in their

preparationappearsatisfactory?

42 Istheregisterofsanctionedestimatescorrectlymaintained?HastheE.E.
exceededhispowersofsanctionin anycase?

43 Arethe register of working estimatessanctionedagainsttheprovisionsinthe

sanctionedprojectestimatescorrectlymaintained?

44 (a) Istheregisterofplans maintaineduptodate?

(b) Doplans ofmasonry works showthe dimensionsof foundations and

superstructureasactuallybuilt?

45 (a) Istheregisteroflandacquiredmaintainedupto date?

(b) Arelandplanscompleteandcorrectedwhennecessary

CONTRACTORSAGREEMENTS

46 (a) Aretendererscalledforaccordingtorules?

(b) Isalistofalltendersforeachworkmaintainedstatingthereasonsfor

acceptanceofanytenderotherthanthelowest?

47 (a) Areagreementproperlymadeforallworksinprogress?

(b) Haveextension oftime beengranted inanycaseif so,arethere

proper grounds?
(c) Aretherecasesofdelayinpayment to contractors?
 (d) Istheregisterofcontractagreementsmaintained upto thedate?

(e) Hasthe E.E.exceeded hispowerofactioninanyinstance?

48 (a) Isthe"RegisterofContractors”maintaineduptodate?

(b) Are contractor’saccounts clear and satisfactory?

(c) Ifthereareanydisputedclaimsstatethe mainfacts?

49 (a) Iscorrespondence reduced to minimumand suitably kept?

(b) Arerecordsdestroyedperiodically?

(c) Arelistofrecordsdestroyedproperlymaintained?

(d) Arelistofpendingcasesmaintainedproperlyandsystematically?

Detailcases,thedisposalof which has been unduly delayed.

50 (a) Havetransfer of S.D.O's sincethelastinspectionbeencarriedout

accordingtorules?

(b) Aretransferpaperscheckedand filedinthe DivisionOffice?

51 (a) Havethe ordersof theS.E. and A.G.in theirlastinspection reports

beencompliedwith?

(b) HasattentionbeenpaidtotheSub-Engineers,E&M'sinstructions
regardingBoilers?

52 Arethereany othermatters,broughttonoticeasaresultofinspection ofthe

office,thatcall forremarks? Generalremarks astothe stateoftheOffice.

53 Isthe disposal ofthe A.G 'sinspection notes made properly?Are the control
registerreferredinannexure-B-C-Dofappesndix4.15maintaineduptodate?
 APPENDIX4.14
(SeeParagraph 4.114)

INSPECTIONOFSUB-DIVISIONOFFICE

REPORTOFANINSPECTIONOFTHE.............................................................................. SUB-
DIVISION.........................................................ByE.E. /S.E.......................................................................................
NOTES
Thisformis intendedasamemorandumtoassisttheS.E./E.E.ontheoccasionofhisinspectionofSub-DivisionalOffice.Itis not exhaustive
owing to the different circumstances of Sub-Division and the S.E. /E.E. should, therefore, expand it wherenecessary.

Ordinarily the inspection of the E.E. and that of the D.A. should be made at the same time. When this is done item included
intheD.A'sinspectionreportneednotbe referredtointheE.E's report.

Referencetotherules hasbeenmade fortheconvenienceof theinspectingofficer.

The E.E. should inspect each Sub-Divisional Office at least once a year. The inspections should be more frequent if he hasnoticed
any laxity of supervision on the part of the S.D.O. The S.E. should inspect Sub-Divisional Office once in a four
yearlyroutines.

PreviousreportsshouldbereferredbytheinspectingOfficer,andanyirregularitiesnoticedthereinwhichhavenotsincebeenrectifiedshouldbea
gainbroughttonotice.

After the inspection by E.E. his report should be forwarded to the S.E. who will return it to the E.E. with his orders. It
shouldthenbeforwarded bytheE.E. totheS.D.O. forinformation,guidanceandnecessaryaction.WhentheS.E.inspectstheSub-
 Divisions Office, he should forward the report to E.E. with his orders. It should then be forwarded by E.E. to S.D.O. in
thesameway.

NOTE :-This appendix shall be used for annual inspection of Sub-Division Office by E.E. and also for the four yearly inspection
byS.E.

Datesof present inspection .........................................

Datesof last inspection ...............................................
By(1) D.A.................................................................
(2) E.E..................................................................
(3) S.E...................................................................
(4) A.G.................................................................

NameofS.D.O.anddateoftakingovercharge.
Name............................................................................................................ Rank................................................... Date..........................
19……….
Sub-Divisional Clerks since last
inspection.Name...............................................................................Salary.........................................No.....Dated
the................................19................
SubmittedtotheS.E.................................................... Circleforinformationandorders.
E.
E.

.......................
DivisionNo..............................................Datedthe......................................19.............ReturnedtotheE.E...............................Divisionwith
orders.
S.
E.
 .......................Circle.

No.............................................Datedthe....................................19..................ForwardedtotheS.D.O........................................................ Sub-
Division,forinformationguidanceandnecessaryaction.
E.
E.
Di
vision
NotesofaninspectionmadeoftheSub-Divisional Office bythe E.E. /S.E.
............................................................................................................................................................................................................................
...............
No. Pointsworthyof notice RemarksbyE.E. OrdersbyS.E.

(1) (2) (3) (4)

(1)INITIAL ACCOUNTS

(A)MUSTER ROLLS

1 (a) (i) Whatis the systemofpaymentofdailylabour?

 (ii) Arethe rules for theregistrationandpaymentsofdailylabourgenerallyobserved
(W.D.Manual4.012 to4.016)

(b) (i) Hasacopyofthe rulesfortheupkeep ofmusterrollsbeenhungupintheSub-

DivisionalOffice?

(ii) Haveallsubordinatesbeenprovidedwithacopy?(Thisshouldbeascertainedby

enquiringfromthe S.D.O.and certainsubordinates).(W.D. Manual, Para4.016).

(c) (i) Istheprogressofworkdoneproperlyrecordedonmusterrollandcheckedat

site?

(ii) DoestheS.D.O.whenheisunabletopayamusterrollhimselfnoteonitthe

reasonswhyheisunabletodoso?

(d) Aredaily wagesdisbursed in anticipationoftheS.D.O'sscrutinyandcountersignature

tothemusterrolls?

(e) Isthereevidence thattherecords ofattendanceon musterrollswhichhavenotbeen

takenbysubordinatesareadequatelycheckedbythem?

(f) Dotheratesforworkdonecomparefavourablywiththescheduleofrates?

(g) (i) Istheregisterofunpaidlabourproperlykeptuptodate?

(ii) Arearrearsoflabour(unclaimedwages) properlyrecorded?(W.D.Manual,Para

4.011)

(h) (i) Arepaymentstolabourandtocontractors promptly made bothby the S.D.O. and

imprestholders?
(ii) Detailanycasesinwhichunduedelayhasoccurred.
 (B) MEASUREMENTBOOKS

2 (a) (i) Haveyouexaminedthe measurementbooksofS.D.O's andsubordinates?

(ii) Arethey maintainedin such away as tobefittobeusedasevidenceinaCourt

ofLaw? (W.D.Manual, Para4.017)

(b) Aretheinstructionslaiddownfortheguidanceofofficers whotakemeasurements

generallyfollowed? (W.D.Manual,Para4.023)

(c) (i) Whatmeasurementsaremadebythe S.D.O.?

(ii) Whatcheckdoesthe S.D.O.exerciseovermeasurements madebythe

subordinates? (W.D.Manual,Para4.036,4.037)

3 (i) HastheS.D.O.made theprescribedcheckmeasurements ofroadmetal?

(ii) Doesthe measurementbookshowexactlywhatchecksweremade?

(iii) Comparethe measurements withform 10 andstate how discrepancies, ifany, are

disposedoff.

(iv) Hasanymaterialbeenusedbeforethefinalmeasurementswererecorded?(W.D.
Manual,Para 4.101)

4 Hasany largeamount of workactually done beenleft unrecordedin a measurementbook for

anyexcessiveperiodatanytime?

(C)CASHACCOUNT

5 (a) (i) Arepayments maderegularly andwithout delay?

(ii) Aretheymadepromptlyafterthemeasurementshavebeenrecorded?
 (iii) Ifnot state the S.D.O’s explanation.

(b) Arepaymentsmadebychequestothegreatestextentpossiblehavinginviewthe
circumstancesoftheworks?(C.P.W.A.Code,Para6.9)

(c) (i) Arethereanycomplaintsthatpaymentsarenotmadedirecttothepersons

actuallyconcerned?

(ii) Whatistheresultofyourinvestigation of such complaints?

6 (a) (i) Aretherulesregardingthetransmissionandcustodyofcashproperlyobserved?

(W.D.Manual,Para4.064)

(b) (i) Howisthecashkept?

(ii) Whatisthedescriptionoftheboxandlockusedforitssafecustody?

(iii) ArekeyskeptbytheS.D.O.?

(iv) Arethereduplicatekeystothecashchest?

(v) Ifso,wherearethey kept?

(vi) Howisthecashchestguarded?

7 (a) (i) Isthecashbookwrittenupproperly?

(ii) Areentriesintheinitialaccountsmaderegularlyastransactionsactually occur?

(iii) Arepayments notactually madeever entered? (Note 3of Form-1of CashBook)

(b) Ifthe S.D.O. does not write up the cashbook,doesheinitialiteverydayonwhich

therearetransactions? (C.P.W.A.Code, para6.6.5)

(c) (i) HowofteninthemonthisthecashcountedbytheS.D.O.?

(ii) Whenwas the lastcount made?
 (iii) Hasitbeennotedinthecash book?(C.P.W.A. Code, para6.6.6).

(d) Checkthecashpersonallyandnoteinthe cash book ifit agreeswiththeS.D.O's

balance.

(e) Isanycashotherthanthe actual balance asshown in the cash book kept in the chest?

(f) Isthecashbalancekeptassmall asis reasonablepossible?

(g) Whatisthemaximumamountofcashwhichhasbeeninthechestsincethelast
inspectionbytheE.E.?

(h) Whenmoney is received on account ofa refund, is the voucheronwhichaccountthe

refundwas made noted incashbookineverycase?

8 (a) Iscashrealisedasmisc.receiptsofthe departmentpaidintothetreasuryassoonas

possibleandinvariablybeforetheendofthemonth?(C.P.W.A. CodePara 6.3.5)

(b) (i) Areallreceiptsofcashasshownin the counterfoils of receipts books of traceable
inthecashbookinorderofthedatesofreceipt?

(ii) Areproperparticularsshown?(C.P.W.A.Code,Para6.3.1)

9 Arethe counterfoilsof thecash balancereportsproperlywrittenup?(C.P.W.A.Code,para

6.3.5)

10 Arethecompletedcashbooksproperly recorded?

(E)CHEQUE AND RECEIPT BOOKS

11 (a) Bywhomare thecheque and receiptbookskept?(W.D.ManualPara4.055).

(b) (i) Comparethe counterfoils of Cheque andreceiptsbookswiththecashbook.

(ii) Aretheyproperlywrittenupandcorrectionsinitialled?(C.P.W.A.Code6.2.1to
 6.2.15).

(c) Isthe certificate of countofchequessignedbyS.D.O.?

(d) Aretheregistersofchequeandreceiptbooksproperlymaintainedanduptodate?

(W.D.Manual,Para4.055).

(e) Are the counterfoils of used receipt and cheque books returned to the Divisional
Officeforrecord? (C.P.W.A. Code, Para 6.7.4)

(F)IMPRESTACCOUNT

12 (a) (i) Statenamesof subordinateimprest holders,amountof imprestsand thecontrol

exercisedbythe S.D.O.

(ii) Cananyimprestbereducedwithoutaffectingefficiency?(C.P.W.A.CodePara
6.6.9)

(b) (i) Arereceipt forboth permanentand temporary impreststaken andkept inthe cash

chest?

(ii) Check themwith the cash book.

(c) (i) Areallimprestaccountsproperlymaintainedanduptodate?

(ii) Stateanycaseinwhicharecoupmentof impresthas beenunduly delayed?

(iii) GivetheS.D.O.'s explanation.

(d) (i) Aretemporaryimprestsclosedwithoutunnecessarydelay?

(ii) Hasanyimprest beengivenunnecessarilyorofanexcessiveamountsincethe

E.E.'slastinspection?
 (2)ACCOUNTSOFSTORES

(A)STOCKANDSTOCKMANUFACTURE

13 (a) Arestockmaterials properlycared forand storessothattheycaneasilybechecked?

(b) (i) Istheexistingstockofsuitablefortherequirementsofthesub-division?

(ii) Aretheratesofmanufacturesarticlesreasonable?

(iii) Areallthemanufacturedarticlespromptlybroughtontothereturns?(C.P.W.A.

Code, Para 7.2.4)

(c) (i) Arethe stock accounts properlymaintained upto date?

(ii) Dotheytally withthe subordinatesreturns? (C.P.W.A.Code, Para7.2.5)

(d) (i) Istheyearlystock-takingproperlydone?(W.D.Manual,Para4.082)

(ii) WhenwerestockandtoolsandplantlastcountedbytheS.D.O.?

(iii) Whatactionhasbeentakentodisposeofsurplusstock?(W.D.Manual,Para

4.083)

(e) (i) Areallmanufacturersinprogresscoveredbysanctionedestimates(W.D.Manual,

Para4.080)

(ii) Arealllossesanddeficienciespromptlybrought to notice? (W.D.Manual, Para

4.076 )

(f) Isstock, when issued, accounted for inthe same month in every case?

14 (a) (i) Arethereanyunnecessarymaterialsatsiteofworks?

(ii) Ifso why they are nottransferredtostockorotherworks?

(b) (i) Dothe subordinates keepa distribution lastshowing the materials atsiteateach
 work?

(ii) Aretheselistskeptupto dateand checked periodicallyby actual measurement?

15 Hasthe furniture in every V.I.P. Guest house,Circuithouse,resthouseinspectionbungalow,

and hut been verified and counted by the S.D.O. during the last year? (W.D.Manual,
Para3.051)

16 (a) Haveany articles been purchased which could have been supplied fromthe Divisional
Store?

(b) Arethepricespaidforlocalpurchasesfair?

(B)TOOLSANDPLANT

17 (a) Arenumericalaccountsoftoolsandplantkeptseparatelyforordinaryandspecialtools
andplant?(C.P.W.A.Code,Para7.3.2)

(b) (i) Isanaccountoftoolsand plant,mathematicalinstrumentsandtentsissuedto

subordinatesor lent to contractorsmaintaineduptodate?

(ii) Arereceiptsobtainedandrecorded?(C.P.W.A.Code,Para7.3.4)

(c) (i) Arethe toolsand plantand mathematicalinstrumentsproperlylookedafter?

(ii) Arethetoolsandplantmathematicalinstrumentsnotinuse,properlystored?

(iii) Arealldefectsreportedin theyearlyreturnsubmittedtotheDivisionalOffice?

(d) Arealllistsofcomponent parts pasted onthe lids of all instruments boxes ?

(W.D.Manual,Para4.087)

(e) Haveany steps been taken to dispose ofsurplusplantsandinstruments(W.D.Manual,

Para4.083)
 (f) Whatstepshavebeentakentodispose offunserviceable toolsand plant?
(W.D.Manual,Para4.074)

18 (i) AreGovernment tents properlystoredwhennotinuse?

(ii) Isthe date of issuemarked on them?

(iii) Aretheykeptinproperrepair?

(3)WORKSACCOUNTS

19 (i) Haveanymaterialalterationsbeenmadeduringconstructioninsanctionedor
standarddesigns?

(ii) Ifso,isthereproperauthorityforthealterations? (W.D.Manual, Para 2.125)

20 (i) Areall works abstracts properly posted up to date ?

(ii) Aretheyproperlyfiled?

(iii) Isthereanycomplaintthattheyare kept for an unnecessarilylong time in the

DivisionOffice for check ?

21 (a) (i) Isastatement ofall worksandrepairs inthe Sub-Divisionmaintainedand is

progressonthemcomparedwiththeallotmentsavailable?

(ii) Isanylapseofgrant likelyto occur?

(iii) Ifso,givethe S.D.O.'sexplanationin eachcase.

(b) (i) Isthereanyprobabilityofanexcessoveranyestimate?

(ii) Ifso,give theS.D.O.'s explanationineachcasestatingifworkslipsorrevised

estimateshavebeensubmitted.
 (c) Doesthe S.D.O. exercise careful watch overtheexpenditureincurredoneachworkas
comparedwiththeappropriation?Isanyexcessoverappropriationanticipated?

(d) Arethere anymarked excessover estimatedrates oramounts owingto errorsin

accounting?

22 (a) Givethe name ofwork in progress,ifany, withouta sanctioned estimateand explain

thereasons.

(b) Hasa report been made to the A.G.andtohigherfinancialauthorityconcernedof

works started without sanctioned estimate or for which there is no provision

orinadequate provision of funds ?

(c) Arethe necessary estimatesunder preparation?

(d) Doesthereappeartobe sufficientreason for any of theseworks to be allowed to

continuependingthesubmissionoftheestimate ?

(e) (i) Haveanyestimatesthathavebeencalledfornotbeensubmitted?

(ii) Ifso,statetheS.D.O.'sexplanation.

23 (a) (i) Arethereanycompleted worksforwhichcompletion certificateshavenotbeen

submitted?

(ii) Ifso,statetheS.D.O.'sexplanation.

(b) (i) Havecompletionplansbeensubmittedforallcompletedworks?

(ii) Ifnot, statethe S.D.O's explanation.

(iii) Inthecaseoflargeworks, arecompletionplanspreparedas eachitemofworkis

finished?
 (iv) Ifnot, statetheS.D.O.'sexplanation.

(4)REGISTEROFADVANCES

24 (a) (i) Isaregisterofadvanceskept?

(ii) Hasitbeenposteduptodate?

(b) Havealladvancestocontractorsandlabourbeengivenunderproperauthority
(C.P.W.A.Code, Para10.2.23, 10.2.24and 10.2.25)

(c) (i) Arethereanyadvancesthathavebeen outstandingfor morethan sixmonths?

(ii) Ifso,statetheS.D.O’sexplanation.

(d) (i) Arethere anyirrecoverable advances?

(ii) Ifso, whatsteps havebeentakentoclearthem?

(5)CONTRACTAGREEMENTANDCONTRACTOR'SACCOUNTS

25 (i) Upto what sumisthe S.D.O. is empowered topay first and final bills?

(ii) Examinethose paid inany two months, oneof which shouldbe February or
March?

26 (a) Havecontractdeedsandpieceworkagreements been properly preparedfor all

worksinprogress?

(b) Arecertifiedcopies ofsanctionedagreementskept?

(c) (i) Aretenderscalledforaccordingtorules?

(ii) Aretheyproperlyrecordedwhentheyarereceived?

(d) (i) Haveallpaymentsmade tocontractorsbeen madeunderproperly sanctioned

agreements?
 (ii) Ifnot, statetheS.D.O.'sexplanation.

(e) (i) Arecontractor'sreceiptstakenforallmaterialssuppliedandrecorded?(C.P.W.A.

code, Para 10.3.4)

(ii) Arethereanylongstandingaccountsofmaterialssuppliedwhichhave notbeen

settled?

(f) Checkthecontractor'sreceiptsformaterialsissuedwiththeir bills.

(g) (i) Haveanytools andplantbeenissuedtoacontractorforwhichhireisnot

recovered regularly?

(h) (i) Dothestocketc.,issuedtocontractors appear for recoveryin the same month in

every case?

(ii) Ifnot, statethe S.D.O's explanation.

(i) (i) Arethereanydisputedclaimsofcontractors?

(ii) Ifso, mention thembriefly with a shortnote on each.

(6)REGISTERS

27 (a) Istheregisterofsanctionstotheissue of water for miscellaneous purposes properly

postedanduptodate?

(b) (i) Arerecoveriesmadeontheduedate?

(ii) Ifnot, statetheS.D.O.'sexplanation.

28 (a) Isthe register of misc.recoveriesposted up to date?

(b) (i) Arerecoveriesmadeontheduedate?

(ii) Ifnot, statetheS.D.O.'sexplanation.
 (c) Whatstepshavebeentakentorecoverunrealised revenue on account ofmiscellaneous
leases?

29 (i) Istheregistermaintainedinwhicharerecordedallsourcesofmisc. revenue?

(ii) Comparethesaleswiththe entriesintheregister.

30 Isthe registerofwaterrateskeptupto date?

31 (i) IstheregisterofIrrigationcomplaintsproperlymaintained?

(ii) Arethere any instancesofunduedelayindisposal ofcomplaints?

(iii) Ifso, givethe S.D.O.'s explanation.

32 Isthechakandcolabaregister properly maintained andkept up to date?

33 (a) (i) Istheregister ofmeasurement booksposted upto date? (W.D.Manual,

Para,4.019)

(ii) Noteif anymeasurement books havebeen inthe Sub-Division formore thana

year.(W.D.Manual,Para4.027)

(b) Haveall completedmeasurement books beensent to DivisionalOffice forrecord?

(W.D.Manual,Para4.032)

(c) Hastheregisterbeensignedbyboththerelieving andrelieved S.D.O.'s on the occasion

of transfer?

34 Istheregisterofdisbursementof salary,traveling allowanceetc.properlymaintained?

35 Istheregisterforcasualleavemaintained upto date?

36 (i) Istheregisterofmusterrollsproperlymaintained?
(ii) Notewhetherreceiptshavebeentakenforallblankmusterrollsissued.
 (iii) Haveallcompletedmusterrollsbeenaccountedfor?(W.D.Manual,Para4.015)

37 IstheregisterofField,LevelandNote Books properlymaintained?

38 Istheregisterofbenchmarksproperlypostedanduptodate?

39 (i) Istheregisterofcontract agreements up to date?

(ii) HastheS.D.O. inany caseaccepted tendersbeyond hispowersof sanction?

40 Istheregisterofcontractors maintained upto date?

41 (i) Istheregisterofbooksofreferencesmaintained?

(ii) Arethebookscorrecteduptodate?

(iii) Notethenumberoflastcorrectionslippostedineachbook.

42 Istheregisterofbuildingsproperlymaintainedandposteduptodate? (W.D.Manual,
Para.3.068&Appendix3.10)
43 Istherainfallregisterproperlymaintained?

44 Aretheschedule ofratesand theroad metalbookcorrected fromtimeto timeand keptupto

date?(C.P.W.A.Code,Para10.6.13and7.4.4)

45 IstheregistershowingtheperiodsofincumbencyofS.D.Os,Sub-DivisionalClerks,Section
OfficersandStoreKeepers postedup todate?

46 (i) Istheregisterofsanctionedestimates andrequisitions properly maintained?

(ii) Hasthe S.D.O. sanctioned anyestimates beyond his powers ofsanction?

(iii) Havedatesofstartingandclosingtheworksbeennotedagainsteachitem?

47 Istheregisterofsecuritydepositmaintained?
48 Istheregisterofencroachmentson W.D.land maintained?
 (7)MODEOFPREPARATIONOFESTIMATES

49 (a) Have the files of repairs estimates been examined with special reference to the
systemunderwhichestimatesforannualrepairspreparedin the caseof canals,
embankments

etc.?

(b) (i) Isthe system of preparationof repair estimates suitable?

(ii) Doesit,inthecaseofbuildingsprovideforrenewalsatsuitableintervals?

(c) Areestimatesarrangedmethodically?

(d) (i) Areestimatesprepared withcorrectness andcare?

(ii) Delaysshouldbebroughttonoticeandthereasonsstated.

(8)STATIONERYANDFORMS

50 (a) (i) Istheregisterof stationeryand forms properly maintainedup to date?

(ii) Arethebalances checkedmonthlyby theS.D.O.?

(b) (i) Arethestationeryandformskeptunderlockandkey?

(ii) Inwhose chargeare they?

(9)RECORDINGPLANS

51 (a) (i) Areall drawingsand tracingsstored properly, protectedfromdampand damage?

(ii) IsanIndexofthemkeptuptodate?

(b) Arecertifiedcopies maintainedoflandplansor straight lineplans of allland acquired

intheSub-Division?
(c) Are certifiedcopies of all longitudinal sections and plans of channels kept in the Sub-

Divisionaloffice?
 (d) Areroadmetal diagramsproperly maintainedandup todate?

(10)OFFICERECORDANDCORRESPONDENCE

52 (a) Arethereceiptanddespatchregisterproperlymaintainedanduptodate?

(b) (i) WhatisthetotalNo.oflettersreceivedandissuedduringthelast year?

(ii) Shouldthisnumber,inyouropinion,havebeenreducedwithoutaffecting
efficiency?

(c) Isthe half marginun-official memoranduminregular use?

53 (i) Checkthe register ofservice stamps.

(ii) Doesthe S.D.O. initialentriesinthisregisterwhenanewsupplyisreceivedand

attheendofeachmonth?

54 Isallindex filesof circular,order from-

(i) E.E.,

(ii) S.E.,

(iii) C.E.,

(iv) E-in-C,

(v) Secretariat

Properlymaintainedanduptodate?

55 (a) Whatisthe systemoffiling?

(b) Arefilesinbundlesorflat?

56 (i) IsanIndexofcasesmaintained?
(ii) Isituptodate?
57 Whatoftheexistingrecordsdoyouconsiderunnecessaryandwhy?

58 (i) Istheregisterofaccountsandrecordsdestroyedproperly maintained?

(ii) Isituptodate?

59 (i) Whatotherregistersarekept?

(ii) Can any of thembe closedwithout sacrificing efficiency?

(11)MISCELLANEOUS

60 (i) ArethelevellandfieldbooksoftheSub-Divisionproperlymaintained?

(ii) Is it possible to identify the object and locality of each series of

observationsrecorded?

61 (i) Haseverysubordinate inchargeofaworkorsurveyissuedanotebook?

(ii) Is it properly kept? (The E.E. should make a point of inspecting subordinates
notebookswhen on tour. Theresult of suchinspection will enable himto reply to
this
question).

62 IsanOrderBookkeptonallimportantworksinprogress?

63 (a) (i) Isa completerecord ofevery bridge,culvert &causeway on eachroad

maintainedin prescribed Formandkept up to date?

(ii) HavethechangesreportedinForm-IIoftheannualinspectionreportbeenadded
therein?

(b) Havetheyearlyinspectionsofbridges andculvertsbeenproperlycarriedoutand

reportssubmitted?(SeeSectionOfficerscopiesofthesereports).

64 (i) Isalistof protectedmonumentsmaintained?

(ii) Didthe S.D.O.inspect allthe monumentsduring theyear? (W.D.Manual,Para

3.062)
65 Haveyousatisfiedyourselfthattherearenogrounds for complaint of work suffering or
beingdelayedorwantofissueofdrawingstosubordinates?

66 (i) WhatstepshastheS.D.O.takentoseethattheyearlycheckofGovernment
boundarieshasbeenproperlycarriedoutbythesectionofficers?

(ii) Havetheybeenprovidedwithplansintheirsections?

(iii) Whatstepshavebeentakeninthecaseofencroachments?

67 (a) Examinelog book ofeach engine andnote whether inspectionshave been regularly

made.

(b) (i) Arethesafetyvalvesonallboilerskeptlocked?

(ii) IsthekeyintheS.D.O.'scharge?

68 Haveyousatisfiedyourselfthattherearenocomplaints on the partoftheS.D.O.astothe

auditofhisaccounts,etc?

69 (i) HavethetransferreportsofsubordinatesbeencarefullycheckedintheSub-

Divisionalofficewiththeirpreviousreportsofthesamesections?

(ii) Hasactionbeentakentodealwithanyshortagethathasbeenreported?

(iii) Ifnot,entertheS.D.O'sexplanation.

70 (i) Arethere anypoints noted inlast inspectionreportoftheE.E.orA.G.which

have not received proper attention?

(ii) Ifso,statetheS.D.O.'sexplanation.

71 ArethereanyotherpointsuggestedbytheinspectionofbooksandrecordswhichtheE.E
desirestoremark?
 APPENDIX-4.15
(See paragraph

4.117)AccountantGeneral’sAuditandInspection

The Accountant General M.P. carries out a check of the monthly Accounts of
theDivisionsandSub-Divisionsofthethreedepartmentsviz.W.R.D.,P.W.D.and
P.H.E.D. Hearranges for the Test Audit and Local Inspection of the initial accountsof
Divisional and Sub-Divisional Offices in order to verify the accuracy of the
figureswith reference to the original records and ensure proper up-keep of the
registers andrecords on the basis of which the accounts have been prepared and
submitted to theAccountantGeneral.

AUDIT

The monthly check of the Divisional monthly Accounts is known as “GeneralAudit”.

The deficiencies found in the up-keep of the accounts are intimated to theDivisional
Office through Audit Notes and statement of objectionable Items (SOIs.).These
contain all objections of a trivial nature and miscellaneous observations andenquiries
etc on minor matters, which the Executive Engineer is competent to dealwith finally
and which are not important enough to be brought to the notice of
thehigherauthorities.

PERIODICALINSPECTION
The audit conducted during the inspection of a Divisional Office is known as“Local
Audit”. Each Division will be inspected periodically at least once in a year bythe A.G.
The duration of such inspection of a Division is ordinarily 7 to 10 daysdependingon
the requirement.

The Accountant General sends intimation in advance about the specific dates onwhich
the inspection would commence to the concerned Division. On receipt of
suchintimation, the Executive Engineer should arrange to keep all the relevant records
anddocuments ready for the inspection party. Important documents like service
books,contractagreementsetc.shouldbeproducedonlyafterobtainingthewrittenrequisitio
nandacknowledgementfromtheInspectionOfficer.Alistofvariousrecordsusuallyexamine
dduringtheLocalAuditisgivenasannexure-A.
TheInspectionOfficerisauthorizedtoinspectanybookandotherrelevantdocuments
relating to transactions to which his duties in respect of the audit extend. Itis,
therefore, the responsibility of the Executive Engineer to produce to the AuditOfficer
all the initial accounts and other records promptly. Where some of the
recordscannotbeproducedowingtocertainunavoidablecircumstances,theExecutiveEngi
neer should satisfy himself with the reasons of their non-production. He shouldmake
special efforts to produce those records which were not produced to the audit atthe
time of previous inspections. In case the Executive Engineer is unable to producesome
of the records, he should bring the fact to the notice of higher authorities fororders.
TheresultoftheLocalAuditarecommunicatedthroughInspectionReport,drawninthree
partsas below:-

InspectionReports
PartI-Itincludes:-
Introduction;
Outstandingobjectionsfrompreviousreports.(Inthispart,alloldoutstanding objections are
reproduced in full, every alternate year along withup-to-date position. This is
done to bring the outstanding paras.pointedly
tothenoticeofallconcernedforfacilityofwatchandexpeditiousdisposal).Theoldo
utstandingobjectionsaretoberepliedseparatelythroughtherespective old
inspection reports, which should not be treated as closed till alltheobjections
are settled.
Schedule ofpersistent irregularities.

PartII-ContainstwosectionsAand B,Section‘A’includes:-

Allimportantirregularities i.e. irregularities involving, recoveries, questionsof

violation of principles, losses etc. Section B contains, irregularities,
thoughnotmajor, the Audit wants to bringtothenoticeofhigher authorities.
PartIII-is a test audit note containing minor irregularities to which a schedule
isattached to show the items settled on the spot. The procedural irregularities
inrespect of which the Divisional Officer has given assurances for following
thecorrect procedure in future are also noted in this Schedule. (Although the
testaudit note has been termed as part III of the Inspection Report, the Test
AuditNoteobjectionsarenotincludedintheInspectionReport).

RemovalofObjections

The results of audit are communicated to the Executive Engineer in the form
ofInspection Report. The responsibility for having the objection removed and
theirprompt settlement will devolve upon the Executive Engineer. An audit objection
isusuallyremovedbyobtainingtherequisitesanction,bymakingthenecessaryrecovery,byc
orrectingorcompletingtherelevantaccountorvoucher,orbyfurnishingthenecessarydocum
entsorinformationorbyotherwisesecuringcompliancewiththeprovisionsofaspecifiedrule
.

Audit Inspection Reports should be promptly dealt with by the Divisional Officersat
the initial stage so that the contingency of reporting on any point or para.The
PublicAccounts Committee does not arise due to the neglect or delay in reply. The
followingprocedureis suggested for disposal of the Inspection Reports:

Procedurein Divisional Office

The Inspecting Officer issues rough Audit Notes to the Division for verification ofthe
factual accuracy of the objections taken by him during the course of inspection.These
rough audit notes should not be dealt with in a casual manner. These
shouldreceivepromptattentionandtherepliestheretoshouldbebasedonthepersonal
knowledge of the Executive Engineer. Where necessary the explanation, reply of
asubordinate should be passed on with remarks after checking its correctness.
Wheretheobjectioncanbegotsettledbyobtainingtherequisitesanction,bymakingnecessar
y recovery, by correcting or completing the relevant account or voucher,
byfurnishingtherequireddocumentsorinformationorbyotherwisesecuringcompliance
ofprovisions of a specific rule, the Executive Engineer should endeavorto get these
settled before the inspecting party leaves his Division. No other officerexcept the
Executive Engineer of the concerned Division can reply and sign on
behalfofExecutive Engineer unlessspeciallyauthorized.

DiscussionswithInspectingOfficer

ThedraftreportisdiscussedwiththeExecutiveEngineerbytheInspectingOfficer before
submitting the same to the AccountantGeneral to explain his
viewpointspeciallyinthecaseofobjectionscontainedinpartIIoftheReport.TheExecutive
Engineer should avail of this opportunity and should record his remarksagainst each
para in specific and unambiguous terms there by either accepting orrefusing the
factual accuracy of the objections/points raised by the Audit. This wouldhelp the
Audit to appreciate the Department’s point of view and may eventually behelpfulin
settling mostofthe objectionsin the initialstage itself.

During the inspection, if certain important financial irregularities are

noticedwhich prima facie would be considered in the Audit Office for being
developed to thestage of draft para. of the Audit Report, the same should be taken up
immediately bythe Executive Engineer for thoroughexamination. A chronological
history of suchcase should be recorded in a separate register and the connected
documents should becollected and kept in the personal custody of the Executive
Engineer so that, suchimportant cases ,are not lost sight of and effective and prompt
action is taken fromtime to time. At the time of his transfer the Executive Engineer
should mention theup-to-dateposition of allsuchcasesinhis-charge-report.
Intheintimationmemo.abouttheinspection,theInspectionOfficermentions that the
Executive Engineer should keep ready the replies to the outstandingparas. In the
pending Inspection Reports along with the relevant records for
personaldiscussion,withtheInspectingOfficerforsettlementofasmanyobjectionsaspossib
le. The old Inspection Reports should be discussed with the Inspecting Officerand the
results of such discussions should be recorded. This should not be left to
theAccountantorothersubordinates,asitwouldretardthechancesofeffectingsettlementoft
heoldoutstandingobjections.Theobjectiveshouldbeto,settleasmanycases as possible.
The Executive Engineer should take up the discussions relating to the
itemsbrought by the Inspection Officer fromthe very start of the Inspection. It is
notadvisable to postpone it to the fag end of the Inspection, because very little time is
leftforholdinganyconstructiveandeffectiveusefuldiscussionsandachievingthedesiredres
ultsofsettlingtheobjectionsonthespot.Therecordsrequiredforproduction to Inspection
party in connection with the old paras. should be collected inadvance and kept ready
duly referenced and flagged. This will save lot of time andirritationto the Auditparty.
 ControlRegister
A control Register should be maintained in the Divisional Office in the formgiven
as Annexure- B so as to keep watch on the disposal of the Inspection reports.The
following instructionsshould be followed :-

A separate page should be set apart for noting down the position of
eachInspectionReport.
The Register should be closed every month with the abstract as shown inAnnexure-C.
The register should be reviewed by the Executive Engineer every month,
whilesubmitting the register, the Divisional Accountant should record a
certificatethatreminderswhereverduehavebeenissuedtotheAssistantEngineers/
SuperintendingEngineer/ChiefEngineer.
Followingprocedureshouldbefollowedwithregardtoindicatingandcalculating the
number of paras., sub-paras. of the inspection reports in theRegister :-
The number of sub-paras. in each para. should be shown against the
serialnumber of paras. of the Report. A para.having no sub-para. should
betreated as one sub-para. Thus it should show the number of items
whichrequire action.
Anysub-
paradroppedsubsequently,bedistinctlyexhibitedandthebalanceoftheirtotalsw
orkedout.
An abstract showing the position of sub-paras. outstanding from time totime
should be distinctly exhibited and the balance of their totals workedout.
The positioning of the sub-para. outstanding from time to time as worked out
intheDivisional

OfficeControlRegistershouldbereconciled with a similar Control Register

maintained in the Audit Office. Theitems of objections recommended by the
Inspecting Officer to the AccountantGeneral for being dropped should not be
mistaken by the Divisional officer asactually dropped. These continue to be
outstanding in the Audit Office ControlRegister till the recommendations of the
Inspecting Officer are accepted. Theactual position of the outstanding paras.
should be watched by the ExecutiveEngineer from subsequent
rejoindersreceived from the Accountant General.
The disposal of Audit Notes and TestAudit Notes and SOIs should be watchedthrough
a Progress Register, which should be maintained in the same manner aslaid
down Annexure-D.

TimeLimitForDisposal
The Audit Notes, Test Notes and the Statement of objectionable items are
dealtwithdirectlyintheDivisionalOfficeandshouldbereturnedtotheAuditOfficewithinam
onthfromthedateoftheirreceipt.
The Inspection Report (with one spare copy) is received from the Audit Office
forreply and return (except first reply) through the Superintending Engineer. The
repliesto the original Inspection Report should reach the Audit Office within 8 weeks
and
tothesubsequentrejoinderswithin4weeksfromthedateoftheirreceiptintheDivisionalOffic
e.IfthemaximumperiodmentionedaboveisexceededtheE.E.
should give a brief but complete explanation for the delay, at the end of the reply
toAudit Notes /Inspection Report. If a S.D.O. has contributed to the delay, his
nameshould be mentioned.
The Divisional Accountant shall be responsible for maintaining the controlregisters
and putting up the same every month to the Executive Engineer. He is
alsoresponsibleforanearlysettlement of audit paras.

Procedurein Circle Office

TheauditofficesendsanadvancecopyoftheInspectionReporttotheSuperintending
Engineer, with specific mention of important items concerning
seriousirregularitiesandlapsesrequiringspecialattentionforpromptaction.TheSuperinten
ding Engineer should take necessary steps to obtain the final settlement ofthe items.
Where required, he should himself take up the items of the report with
thehigherauthorities.HeshouldkeeptheAccountantGeneralfullyinformedinrespectof
cases regarding which reports have been sent to Chief Engineer/Government
whiletransmittingrepliestotheAuditontheoriginalInspectionReports,aswellasRejoinders
.TheSuperintendingEngineer shouldexaminetheexplanationofferedagainst each para.
by the Executive Engineer and express his independent
opinion.Wherethepara.envisagescompletionofDivisional/Sub-
Divisionalrecordsandsubmission of certain documents/records to the Audit, the
Superintending Engineershould ensure that the needful is done by the Executive
Engineer with the leastpossible delay.

ANNEXURE-A
Listof variousrecordswhichare examinedbyAuditduringlocalinspection
Cash book.
Cash Balance Report.
Registerofsaleoftenderforms.
Registeroftenders.
Cheque counterfoils and receipt books.
RemittancesmadeintheBank/Treasury.
Subsidiary Cash book.
AcquaintanceRollsand T.A.Bills.
ImprestAccounts.
Registerofcontingencies.
StockAccounts.
T&PAccounts.
WorkshopAccounts.
Road Metal Accounts.
ManufactureAccounts.
Transfer Entries Book.
RegisterofPropertyAccounts.
RegisterofLand,BuildingsandRent.
RegisterofImmovableandLandedproperties.
RegisterofMiscellaneousRecoveries.
RegisterofLetterofCredits.
RegisterofTransfersawaited.
RegisterofMiscellaneoussanctions.
RegisterofATD/ATCandAGMemos.
RegisterofDeposits.
RegisterofCashSettlementSuspenseAccounts.
RegisterofInterestBearingSecurities.
Postoffice saving Pass Books.
RegisterofPurchases.
RegisterofMiscellaneous P.W. Advances.
Schedule of Rates.
RegisterofDuplicatekeysofcashchestsetc.
RegisterofMusterRolls.
Log Books.
Recordsrelatingtoworks.
WorkchargedEstablishmentPaybills.
MeasurementBooks.
RegisterofreviewofmeasurementbooksbytheDivisionalAccountant.
StandardMeasurementBooks.
Tendersandcomparativestatements andcontract agreements.
WorkordersandRegisterofworkorders.
SupplyordersandRegisterofLocalPurchases.
Contractors Ledger.
RegisterofContractor’sBills.
WorksAbstract.
RegisterofWorks.
MaterialatSiteAccounts.
RegisterofSanctionedEstimates.
ServiceBooks.
WorkchargedProvident FundAccounts.
G.P.F.Accounts ofClass IV Staff.
Overtimeallowanceclaims.
Budgetestimates.
IncumbencyRegister.
RegisterofExpenditureondemolitionrestoration,etc.
RushofexpenditureduringMarch.
Recoveryofwaterrates.
ControlRegisterofA.G.’sObjectionsgiveninAnnexureB.C.andD.
RegisterofCheckMeasurements.
 [APPENDIX4.15]
ANNEXURE-B

(ReferencePara14)
ControlRegistertobemaintainedintheDivisionalOffice

SNo. Year Period No.anddat Detailsof outstanding No.and Total No.of paras BalanceNo.ofout- Remarks
ofInspecti e paras. dateunder .dropped standing
onReport Underwhic whichreplies are
S.No.of No.ofS Para Sub- Paras. Sub-
hreceived sent
thepara ubPara No. Para Paras.
toAuditoflocal

inspectionparties

(1) (2) (3) (4) (5) (6) (7) (8) (9)

 ANNEXURE-C
Reference–Para14(ii)

AbstractofthecontrolRegistertobemaintainedintheDivisionOffice

SNo. Period Out standingat the Addedduring themonth Droppedduring the Balance at the end of Remark
ofInspectionRepo beginningofthemonth month themonth
rt
Paras Sub-Paras Paras Sub-Paras Paras Sub-Paras Paras Sub-Paras

(1) (2) 3(a) 3(b) 4(a) 4(b) 5(a) 5(b) 6(a) 6(b) (7)
 [APPENDIX4.15]
ANNEXURE–D
ReferencePara.14(VI)
Progressregistertobemaintainedinthe
DivisionalOfficefordisposalofAuditNotes,TestAuditNotesandS.O.Is.

SNo. Issue No.and Detailsofoutstanding Numberanddateunderwhich Balance to be replied at the end Remark
Periodof date replied ofthemont
AuditNotes, ofissue
Audit Test S.O.Is Audit Test S.O.Is Audit Test S.O.Is
TestAuditN
Noates Audit Notes Audit Notes Audit
otes
Notes Notes Notes
andS.O.is

(1) (2) (3) 4(a) 4(b) 4(c) 5(a) 5(b) 5(c) 6(a) 6(b) 6(c) (7)
 APENDIX4.16
(SeeParagraph4.122)
Formof Agreement whenan Advance is madeto A Single Cartman

I……………………….Sonof…...................resident of

……………..Village…………………………..Tahsil…........................................... D

istrict………………inconsiderationofanadvanceofRs..........................................and

cost oftransport of Rs......................................received by me thisday fromthe

E.E. …………………..Division, by the hand of….................,dohereby bindmyself

asfollows:-

Iwillarriveat…......................................... (Place)withmycarts andbullocksor

buffaloes as shown against my name in good condition and be ready
tocommence work of ………………………there within.......................daysof

thedateofthisagreement.

Iwillarrivestayonthesaidworkforaperiodof..................................................fromthe date
of this agreement and shall maintain my cart and bullocks or buffaloes
asshownagainst my name in good condition.

I will carry out such carting works as may be entrusted to me by

theS.D.O…………………………….. Sub-Division, in accordance with
thespecificationas may be prescribed byhim.
I will accept payment for carting done by me, weekly, fortnightly or at suchintervals
as the said S.D.O. may determine and at the rate specified in theschedule
below:-
SCHEDULE
S.No. Description ofmaterialsUnit Lead Rate (1)(2)
(3) (4) (5)

(1)

(2)

(3)

(4)
(5)

For any material or lead not specified in the Schedule, will accept such rate
asmay be fixed by the S.E. from time to time. (v) If I fail to act in accordance
withclause(ii)orclause(iii),Iagreetorefund thecostof transport of Rs…...............paidto
me.

TheabovementionedadvanceshallberecoverablefromanymoneyImayearn
for carting done in
…………………………………………………………………………………
……………………………
If any balance of theabove mentioned advance and the cost of
transportshould remain due from me at the expiry of the aforesaid period, I
will paysuch balance in one lump sum or failing such payment I will, if
required,remainon said work until such balancehasbeenfullypaidup.
As a security for the advance and the cost of transport received, I pledge mycarts and
bullocks or buffaloes as shown against my name and if I should failto arrive
at the work by the date agreed upon or should leave it at any timebefore the
above mentioned advanced is fully paid up then I agree that firstmy cart, or
carts, and if the then my bullocks or buffaloes shall be liable
tobesoldandthesumdue,maybemadegoodbythesale-proceedofthesame.
Thewholeofadvanceandthecostoftransportoranypartofitremaining unpaid shall
be recoverable as if it was an arrear of landrevenue.
The decision of the E.E. upon all questions, claims, matters etc. arisingout of, or
relating to, this agreement shall be final, conclusive andbinding on each
of us.

Datethis…………….dayof………………..19…………………

Witness Signed………………..

Witness
 APPENDIX-4.17

(Seeparagraph 4.122)

Formof Agreement whenan Advance is madeto a Groupof Cart men

We, the undersigned residents of .......………
Village………Tehsil……………….District…................................jointlyandseverally
acknowledgethatwehaveseverallyreceivedtheadvanceandcostsoftransportnotedagainst
ournamesandseverally acknowledgedbyusonthebackhereoffrom theE.E.

.....................Division,bythehandof…………………………..andinconsiderationof
theseadvances, we severally bid ourselves as follows:-

Eachoneofuswillarriveat........................................... (place)withhiscartandbullocksor
buffaloes as noted against each one of us in good condition and be ready
tocommence work of…………. there within…………..days of the date of
thisagreement.
Eachoneofuswillstayonthesaidworkforaperiodof………………………….from the
date of this agreement and shall maintainhiscartandbullocksor
buffaloesasshownagainsthisnamein goodcondition.

Each one of us will carry out such carting work as may be entrusted to him
bytheS.D.O…........………………Sub-
Division,inaccordancewiththespecificationas may be prescribed byhim.
Eachoneofuswillacceptpaymentforcartingdonebyhim weekly,fortnightly
oratsuchintervalsasthesaidS.D.O.maydetermineandattheratesspecifiedinthe
schedule below:-

SCHEDULE

Descriptionofmaterials Unit Lead Rate

(1) (2) (3) (4)

(1) Rs

(2)

(3)

(4)
 For any material or lead not specified in the schedule, each one of us will
acceptsuchrate as may be fixed by the S.D.O. fromtime to time.
If any one of us fails to act in accordance with clause (ii) or clause (iii) he
shallrefundthe cost of transport of Rs.paid to him.
The advance noted against each one of us shall be recoverable from the person
towhom it has been advanced from any money he may earn for carting
donein…………………………………………………………..
If any balance of an advance or cost of transport should remain due from any ofus on
the expiry of the aforesaid period, the person by whom such balance ispayable
shall pay it in one lump sum or failing such payment, shall, if
required,remainonthesaidworkuntilthebalancehasbeenfullypaidup.

(viii.) As a security, for the, advance and the cost of transport received, we pledge
ourcarts and bullocks or buffaloes as shown against our names and if any one of
usshould fail to arrive at the work by the date agreed upon or should leave it at
anytime before the above mentioned advance is fully paid up, then first his cart
orcarts,andifthesaleproceedsofthesedonotcoverthesumduethenhisbullocksorbuff
aloesasshownagainsthisnameshallbeliabletobesoldandthesumdue made good by
the sale proceedsof the same.
The whole of the advance and the cost of transport of any part of it
remainingunpaid or dueshall be recoverable asif it were an arrear of land
revenue.
The decision of the E.E. upon all questions, claims, matters, etc., arising out
of,orrelatingto,thisagreementshallbefinal,conclusiveandbindingoneachofus.
We further jointly and severally bind ourselves that in the event of any of
usfailing to arrive at the work by the date agreed upon, or leaving it before the expiry
ofthe above mentioned period, the remainder of us shall be responsible for the
paymentof the whole of the balance due by him.

Datethis……………..dayof………….…..…19………..……

Signed………………….

Witness…………………..

Witness…………………..
SNo. Name,Parentage Residence Amountreceived No.ofcarts pledged No.of Signature

Advance Costof bullocksorbuff

allows
transport

pledged

(1) (2) (3) (4) (5) (6) (7) (8)

Witness...........................
Witness........................
 APPENDIX4.18
(Seeparagraph 4.122)
Formof Agreementwhen an Advanceis made toa Single Workman.

I………………………………son of….................resident
of………………...village……………..tehsil……………..District…...........................in
consideration of advance of Rs………………. and traveling expenses

ofRs……………….receivedbymethisdayfromtheE.E…………………….

Division,by the hands of…..................do hereby bindmy self as follows:-

Iwillarriveandreadytocommence work of......................................... within
…………..daysof the date ofthis agreement.
I will stay on the said work for a period of ……………..from the dateof myarrival.
IwillcarryoutsuchworkasmaybeentrustedtomebytheS.D.O………………Sub-
Division,inaccordancewiththespecificationasmaybe prescribed by him.
I will accept payment of wages for work done by me weekly, fortnightly or atsuch
intervals as the S.D.O. may determine and at current schedule of rates
orsuchotherratesasmaybefixedbytheS.E…..............................................fromtime
totime.
Iwillberesponsibleforthesafecustodyandreturningoodcondition(reasonablewearandtear
excepted)ofanytoolsissuedtomefortheperformance of my work under this
agreement. I will produce the tools whenrequired by the S.D.O. or any other
officer for inspection. If I fail to do so, thecost of the tools, which shall, be
determined by the KE. shall be treated as anadvancegiven to me and be
recoverable fromme as hereinafterprovided.
If I fail to act in accordance with clause (ii) or clause (iii) I agree to refund
thetraveling expensesof Rs….........paid to me.

The above-mentioned advance shall be recoverable from any money, I

mayearnforworkdonein….................insuchinstallmentsastheS.D.O.mayfix
ordirect.
If any balance of the above mentioned advance should remain due from me onthe
expiry of the aforesaid period, I will pay such balance in one lump sum,
orfailing such payment, I will, if required, remain on the said work until
suchbalancehasbeenfullypaidup.
Thewholeoftheadvanceandthetravelingexpensesoranypartthereofremainingunpaid
shall be recoverable fromme as an arrear of landrevenue.
ThedecisionoftheE.E.uponallquestions,claims,mattersorthingswhatsoever in any way
arising out of, or relating to this agreement shall befinal,conclusive and
binding on me.

Datedthis……………….dayof…………19....…………….

Signed………………………..
Witness…………………
Witness………………
 APPENDIX4.19
(Seeparagraph 4.122)

Formof Agreement whenan Advance ismade to aGroupof Workmen

We, the undersigned, residents of ……………………………..

village……………Tehsil……………….District.............................jointlyandseverally
acknowledge that we have severally received the advances and traveling
expensesnoted against our names and severally acknowledge by us on the back hereof
from theE.E………………. Division, by the hand of ……………….and in
consideration ofthese advances we severally bind ourselves as follows:-
Eachoneofuswillarriveat………………..
(place)andbereadytocommencetheworkof……………..within…
............................................................................................... daysofthedateofthis

agreement.
Eachoneofuswillstayonthesaidworkforaperiodof...................................................fromthe
date ofhis arrival.
Each one of us will carry out such work as may be entrusted to him by
theS.D.O…………………. Sub-Division in accordance with the specification
asmaybe prescribed by him.
Eachoneofuswillacceptpaymentofwagesfortheworkdonebyhimweekly, fortnightly, or
at such intervals as the S.D.O. may determine and at
thecurrentscheduleofratesoratsuchotherratesasmaybefixedbytheS.E…
...................................................... fromtime to time .

Each one of us will be responsible for the safe custody and return in
goodcondition(reasonablewareandtearexcepted)ofanytoolsissuedtohimforthe
performance to his work under this agreement. Each one of us will producethe
tools when required by the S.D.O. or any other officer for inspection. If hefails
to do so, the cost of the tools, which shall be determined by the E.E.
shallbetreatedasanadvancegiventohimandberecoverablefromhimashereinafter
provided.
If any of us fails to act in accordance with clause (ii) or clause (iii) he
shallrefundthetravelingexpensesofRs… paidtohim.
The above mentioned advance shall be recoverable from any money we mayearn for
work done in................................insuch installmentsas the S.D.O.fix ordirect.
If any balance of the above mentionedadvance should remain due from anyone of us
on the expiry of the aforesaid period, the person by whom suchbalance is
payable shall pay it in one lump sum or failing such payment ,
heshallifrequired,remainonthesaidworkuntilsuchbalancehasbeenfullypaidup.
Thewholeoftheadvanceandthetravelingexpensesoranypartthereofremaining unpaid
shall be recoverable from usjointly and severally as anarrearoflandrevenue.
ThedecisionoftheE.E.uponallquestions,claims,mattersorthingswhatsoever in
any way arising out of or relating to this agreement shall befinal,conclusive
and binding on eachof us.
We further jointly and severally bind ourselves that in the event of any of usfailing to
arrive at the work by the date of agreement, or leaving it before theexpiry of
the above mentioned period, the remainder of us shall be responsibleforthe
payment of the whole balance due by him.
Datedthis……………day of …………19……………………
Witnesses:- Signed:-
(1) (1)
(2) (2)
(3)
(4)

S.No. Name,p Residence Amount Signature

arentage orthumbmar
Advance Traveling k
expenses

(1) (2) (3) (4) (5) (6)

 APPENDIX4.20

(Seeparagraph 4.127)

List of Irregularities in Sub-Divisional

AccountsIrregularitiesregardingvouchersNaturesofirregularities

Wantof signature

Payeetoreceipt.
Responsible disburser to voucher.
Payeetoacquaintanceroll.
S.D.O.in part II of the bill (Form25)
ContractorinPartIIorthebill(Form25)
S.D.O.to PartIIIofthe bill(Form26)
Contractor to Part III of the bill (Form 26)
Contractorintoken ofacknowledgement ofthe debitto hisaccount.
Officerreceiving thecontents.
SubordinatemaintainingthemusterrollinPartIII.

Wantofinitialstocorrection

Ofresponsibledisburser intotal ofbill.

Of responsibledisburser in receipt.
Of payeein receipt.
Ofpayee intotal bill.

Wantofother particulars
Amountreceived inwords.
Words“infinalsettlement ofalldemands” paymentbeingfinal.
Words“infinalsettlementofalldemands”bytheS.D.O.,thepaymentbeingfinal and the
payee unable to sign.
Descriptionofworkdoneormaterialssupplied notfullydetailed.
Quantityofworkdoneormaterialssuppliednotfullyentered.
Ratesofworkdoneormaterialssuppliednotentered.
Unit not entered.
Particularsofamountremittednot noted.
Memoatfootnotenot completed.
Reasonsforthenon-paymentofthemusterrollbytheS.D.O.himselfnotgiven.
Paymentnotattested,thepayeehavingsignedbyamarkorseal.
Paymentnotsufficientlyattested,thepayeehavingsignedbyamarkorseal.
Paymentnotattested,thepayeebeingunabletowriteanythingbeyondthename.
InvoucherswritteninHindi,theamountsarenotnotedinEnglishalso.
Thumbimpressionnotattested.
Nameofpayeenotnotedagainstthumbimpression.
Thumbmark not statedto be ofthe left hand.
Date of journey not noted.
Timeof departure andarrival not given.
Purpose of journey not stated.
Labouragreementnotattachedtothevoucher.
Correctionintheabovetobeattested by the party concerned.
Numberand dateof voucher onwhich payremained undisbursed.

Discrepancies
Detailsdo notwork uptotal.
Amountentereddoesnotequalquantitymultipliedbyrate.
Valueofworkdoneuptodate,totalofsub-headsdiffersfromworkdoneasperlast
certificate plus workdone since last certificate.
Detailsnotcorrectly broughtforwardformlastbill.
Amountinwritingandamountinfiguresdiffer.
Totalofbillincorrectlyexpressedinwords.

Miscellaneous
Thereceiptisnotsignedbyallpartiestothecontract.

Receiptnotsignedbyattorneyasattorneyorrepresentativecharacternotdulyset forth.
Erasuresorcorrectionsimproperlymade.
(Theincorrectfiguresshouldbescoredthroughneatlyandthecorrectfiguresentereda
bovethem).
Signatureby‘fascimile’stamporpencilcannotbeaccepted.
Signature illegible.
Theamountacknowledgedbythepayeedoesnotincludevalueofstockandmaterialsetc.
supplied or other recoveries.
Thevouchersentisacopyandnottheoriginalreceipt ofthepayee.
Vouchernotstamped paymentbeing overRs.500.
Entriesin memoof payment shouldbe as correctedin pencil.
Payorderincorrect.Thenetamounttobepaidonlyshouldbeenteredinthepay order.
Referenceoftheauthorityconveyingthesanctiontothechargesshouldbenoted.
Thevouchershouldbearacertificateofpayment(aspaidRs….......................................... )
 insteadof a pay order.

Informationrequired
Allocationnotgiven.Theparticularsub-headandnameofworkshouldbeclearly
indicated.
Numberandpageofmeasurementbook.
Dateoftakingmeasurements.
Nameofofficertakingthemeasurements.
Authorityfor appointment.
Period to which claimrelates.
Nameand designationof personreceivingthematerials.
Nameof work to which work relates.
Cashbookvoucher numberand monthof lastpayment.
 Detailedbillshowingthequantityanddescriptionofworkdoneor

materialssupplied.
Designationofpayee.
Noteandcheckofrailwayreceiptwithrailwaytariff.
Numberandyearofagreement.
Numberofreceiptissuedforthecashreceipt.
Paymentmadebymorethanone cheque.

FutureGuidance

Reasonforcashpaymentshouldbenotedinthevoucher.
Thespaceintendedforworkabstractinthememorandumofpaymentnotcompleted.
Voucher should be in formNo.24.
Voucher should be in form No.25.
Voucher should be in form No.26.
Voucher should be in formNo.27.
Voucher should be in formNo.28.
VouchershouldbeinformNo.29 (Paybillforworkestablishment).
Voucherunnecessarily stamped,payment being forRs. 500and under.
Failureto enter cash booknumber on Voucher.
Failuretoenternameof contractorondocumentof bill.
Absenceofdateinbill.
Absenceof date ofreceipt or acknowledgement.
Absenceof date ofpayment below thesignature in AcquaintanceRoll/Pay bill.
Totalofbillnotexpressedinwords.
Absenceofplaceof payment.
Absenceofthecertificateofthedisbursingofficerincaseofilliterate payee.

Nameoftheworknotinaccordancewiththesanctionedestimate.
Voucherprepared inmanuscript.
Thumbimpressionnotlegible.

Irregularitiesregardingmeasurement books
Nameofofficertowhomissuednotnoted.
Dateoffirstentrynotnoted.
Dateoflastentrynotnoted.
Index not filled in or completed.
Fly-sheetsnotattachedbeforeeachsetofmeasurementnortheparticularsthere of noted in
the book itself.
Certificateofrecordofmeasurementsbythesubordinatetakingthemeasurementsnot given.

Certificatesofrecordofmeasurementsshouldbeinink.
Measurementsnot countersigned bythe S.D.O.
Absenceofdateininitialorsignatureoftheofficerconcerned.
Overwrittenfiguresshouldbesubstitutedinfreshonesandthecorrectionsattestedbytheresp
onsibleofficer.
Corrections improperly made. The incorrect figures should be scored
throughneatlyandthecorrectfigureswrittenabovethesameandthecorrectionatteste
d.
Cubical contents or area first entered in pencil and then inked over. This isirregular.
The inked figures should be replaced by fresh ones and the correctionattested.
Erasuresareprohibitedandshouldbeexplained.
Blank pagesshould not be left. Ifleft reasons should be given.
ReasonsforleavingpagesblanknotcountersignedbyS.D.O.
Referencetocashbookvouchernumberanddatewithwhichthemeasurementshave been
paid not given.
Pencilfigures has been inkedover. These should bewritten in ink.
Correctionsnotattested.
Signatureofcontractoriswantingattheendofmeasurement.
Referencetothelastsetofmeasurementsrecordednotgivenbytheofficertakingthemeasure
ments.
Paymentordernotsigned.
Pay ordernot dated.
Contractor’sfull namenot writtenbelow hissignature.
Reasonfor canceling measurementsnotrecorded.
Referencetoagreements notquoted atthebeginningofthemeasurements.
Entriesnotcrossedoff.
Payorder not recorded.
Thumbmarksnotattested.
Certificate of “measurements accepted by me” over the contractor’s signature
notobtained.
Certificateof“calculationsmadebyme”notrecorded.

Pagenumberis tornout ormissing.

Detailsofmeasurementsnotrecorded.
Memorandumofpaymentsnotcompleted.
Certificateof“calculationscheckedbyme”notrecorded.
 APPENDIX4.21
(SeeParagraph 4.157)

ListofMinorWorksUndertaken DuringtheFinancialYear19...

Note:- ThisshouldbesubmittedtotheWorksDepartmentSecretariatonthe20thJulyinduplicate.WorkscostingRs.500andbelowshouldbe
grouped together and shown in one item.

Serial Nameof Work Amount Expenditure Net Expenditure Saving (-) Briefexplan Remarks
No. ofsanction toend of allotmentsan during orExcess(+ ationforsavi
edestimate theprevious ctioneddurin theyear ) ngor
year g the
excess
year

(1) (2) (3) (4) (5) (6) (7) (8) (9)

TOTAL

TotalnetamountofassignmentatthedisposaloftheCommissionerorHeadofDepartmentduringtheyear.
Totalexpenditure
Savingorexcess
....................................................
Signatureof Head ofDepartment
[Chap.IV]

APPENDIX4.22
(SeeParagraph 4.143)

LetterofCredit

OFFICEOFTHE…………………………………CIRCLE……………………MEMONO.……………………DATED………………………

To,
The Agent, State Bank of
India,TheTreasuryOfficer,

……………………………………
IdoherebyauthorizetheExecutiveEngineer………………………………….……….Division………………………………..
to draw cheques up to a (further) limit of Rs. …………………(Rupees ………………………….....only) for the year
……………………..
Takingintoaccountthe(progressive)limitsofRs.…………………….fixedunderletterorcreditNo..................................................... dated
………….............hisrevisedlimitof........................................drawalisthusfixedatatotalsum ofRs.…………………………………
(Rs.................................................. only)uptowhichamountchequesdrawnbyhimduringtheyearmaybehonoured.

The cheques drawn by him from1-4-19............shallbecoveredwithinthelimitfixedabove.

SuperintendingEngineer
 …………………………….

Endt.No. ……………………. Dated ………………….

Copyforwarded tothe Chief Engineer,……………………………Department............................................................................. for

information.
TotalamountpreviouslyauthorisedRs.………………………..
Amountauthorised underthis letternumberRs.…………………TotalRs.………………………..
CopyTothe ExecutiveEngineer,................................................................ for informationand necessaryactionwithreferenceto hismemo
No.…………………………..dated………………………….
ThedetailsofuptodateL.O.C.’s.issuedisasunder:-

Serial GrantnumberandHeadofaccount L.O.C.previouslyissued L.O.C.nowissued(Rs.in TotalL.O.C.issued(Rs.in

No. (Rs.inLakhs) Lakhs) Lakhs)

(1) (2) (3) (4) (5)

TheexpenditureshouldbelimitedtothetuneofL.O.C.issuedasabove.

SuperintendingEngineer
....................................
...................................
[Chap.V] APPENDIX5.01
(SeeParagraph 5.026)

FormofWorkingOutHourlyUseRate

Nameof machine andcode No. ..

Population ..
Yearofpurchase ..
Purchasecost ..Rs,
Presentcost . . Rs.
Life in year ..
CostofTyretubes ..Rs.
Life of tyre tubes ..
Appreciatedvalue ..Rs.
Scrapvalue ..Rs.

DepartmentalRate:
Depreciationofmachine(appreciationvalue/purchasevalueminus10%scrapvalue)
Lifein Hours .. Rs. ………………………………..
..Rs.………………………………..
Proformareserve(240%of depreciation)
Tyresand Tubes:
Depreciationoftyresandtubes(cost/life)
Repairprovision(15%oftyre and tube depreciation) .. Rs. ………………………………..

..Rs.………………………………..

Total..Rs.
Consumables:
Fuel
(litre/hourat Rs. /lit) Rs.
Lubricants Rs.
(at40%costoffuel)

Filterbattery, wirerope,etc.
(at 10% of costof fuel) Rs.
(miscellaneousSundriesat25%offuel) Rs.
 Totalcost ofconsumables Rs.
Crewcharges:-
Foreman ..Rs.
Operators ..Rs.
 Mechanic ..Rs.
Helper ..Rs.
Watchman ..Rs.
Fieldrecordingstaff ..Rs.
Electrician ..Rs.
Fitter..Rs.

Add20%AllowancesforT.A,DA,CPF,GPF,etc. Rs.

Totalcost ofconsumables Rs.

ABSTRACT:-

1. Depreciation ..Rs.

2. Proformareserve ..Rs.

3. Tyre and Tubes ..Rs.

4. Consumables ..Rs.

5. Crew Charges ..Rs. …………………………

Total ..Rs.
Add 10%overhead charges .. Rs.

Totalhourly rate, fordepartmental works .. Rs.

AdditionalChargesforCommercialUse:-
Establishmentcharges on account ofregular estab-
Rs.lishmentofdepartmentat12.5%hourlyuserate.

Intrest charges at 12.5% ..Rs.

ToolsandTacklesat1.5%ofdeptt.hourlyrate. Rs.
Audit and Account at 1% ..Rs.

Totalcost ofconsumables Rs.

IdleCharges :- Departmental/Commercial
Depreciationat 50% dueto obsolence. Rs.
Crew Charges ..Rs.
InterestCharges ..Rs.

Total ..Rs.
ChiefEngineer,E/M
……………………
Department
Note :- (1)The current use rates for, machinery should be prepared, adopting approved life tables and scaling of provision of
repairsetc.

In order to prevent loss to the state, when machinery is loaned to the contractors and others, the original, book value of
themachines remaining uncharged in the books, assumed but realistic book value for the purposes of calculation of
depreciationandproforma reserve at 75% of the replacement value shouldbe adopted.

Fuel consumption of various machines should be adopted based on actual consumption basis and provision for lubricants
atactualshoulbedmadeat40%offuelcosts.

To encourage fullest utilisation and discourage idling of equipment the following idle charges should be worked out
andleviedfortheperiodofshortutilisation(minimum utilisationaccepted minusthe actual utilisation).

STIPULATEDMINIMUMUTILIZATION

ForDepartmentaland Forcontractor andSemi ForDepartmentaland Forcontractor andsemi

otherGovernmentworks Government bodies otherGovernmentworks Government bodies

(1) (2) (3) (4)

(1)Daily 5 7 100 140

(2)Monthly 125 150 2500 3500

(3)Perseason 1000 1000 20000 20000

No. idle charges are to be recovered for Sundays/weekly off-days and for any day declared as holiday for the E & Mformation or
when the machine is out of order for more than 4 hours during a shift of 8 hours duration due to repairs for defects inmachine.
[Chap.V] APPENDIX5.02
(SeeParagraph 5.028)

FORMOFHANDINGOVERNOTEOFMACHINES/EQUIPMENTS
1. NameofMachine………………………………………
Scraper/Dozer/Tractoretc.
Make and Model
…………………………………………………………………… .
ProjectNo./RegistrationNo.
………………………………………………………..
NameofDriver/Operator
……………………………………………………………..
Hispay atRs...................................................... P.M., D.A.at Rs.
………………………………..
A.D.A.at Rs..........................................etc.
NameofDivision/Sub-Divisionfromwhichthevehiclebeingtransferred.
………………………………Place……………………Date………………
Hour/Kmmeterreading
………………………………………………………………..
Engine Make....................................................................................... S.No.
………………………
CassiasS. No....................................................................................... Year
………………………...
FuelPump S.No......................................................................... make
………..…year……………..
Conditionof thefollowing :-
Engine.............................................workingorder/Underrepair.
Transmissionassembly............................................ Workingorder/Underrepair.
(c) ChasisAssembly……………………………………………………….
(d) Bladeassembly/Scraperbody/Accessorydrive………………………..
Instrumentpanel:-
Hour/Kilometerassembly………………………………………………
(b) Oilpressuregauge……………………………………………………...
Oiltemperaturegauge………………………………………………….
 Watertemperature gauge………………………………………………
(e) Airpressure gauge …………………………………………………….
(f) Amperemeter…………………………………………………………
Transmissiongauge (i) Oil pressure ………………………………
(ii)Temperature……………………………..
Tachometer/ROMgauge………………………………………………
Condition of Electric fittings :-
Batterymake……………………….S.No.(i)............................................... Volts
……………….
(ii) ………………………. (iii)............................................. (iv)
……………………….
Front light(Right)…............................................... (left)
………………………………………….
Instrumentpanel
………………………………………………………………………….
Back light
…………………………………………………………………………………
Wiperbladeassembly
……………………………………………………………………
EmergencydropSwitch
…………………………………………………………………
On/Offlight switch
……………………………………………………………………..
ConditionofRadiator:
Tyres/Chainassembly Make...................................................................... Size
…………………………
(Right)........................................................................... (Left)
…………………………………….
Whetherthe following itemsfitted or not?
SeatSetting....................................................... BackrestSide
…………………………………..
Horn Electric/Air
……………………………………………………………………….
 CutoutAssembly
……………………………………………………………………….
RadiatorCap
…………………………………………………………………………….
Dieseltankcapandjalli
………………………………………………………………….
Frontglass......................................................... Rearcabinglass
………………………………..
(Windscreen glass)

Doorglass
………………………………………………………………………………
Tools supplied with Machine (List Attached)
……………………………………………….
Fuel/Lubricantsissuedwithmachine–(a)HSD
……………………………………………
(b)Mobil Oil.............................................(c) Break Oil
………………………………………
Selfstarterassembly
………………………………………………………………………...
Dynamoassembly
……………………………………………………………………………
Hydraulictankcapandassembly
……………………………………………………………
P.T.O.SharftandCrossAssembly
……………………………………………………………
Log books
…………………………………………………………………………………
….
Registration Card/Fitness certificate
…………………………………………………………
Remarks
…………………………………………………………………………………
……
HandedOverBy
Dated Signature of Sub-
EngineerE/MSection.

TakenOverBy:-

DatedSignature of Sub-Engineer
Counter Signed By :- E/M.
DatedSignature of
S.D.O.E/M.
[Chap.V] APPENDIX5.03
(SeeParagraph 5.031)
LOG BOOK FOR EARTH MOVING

MACHINESINSTRUCTIONS

TheExecutiveEngineer,Engineer,E&M.shallhaveallblanklogbooks
required for his region under lock and key and maintain a register of receipt
andissueasrequiredtobemaintainedintheDivisionOfficeforMeasurementBooks.

SimilarlytheS.D.O.willkeeparecordinhisofficeoftheissuetothesubordinates and
operators concerned who handle and keep custody of the booksandthe machines.

Everymonthonthe5thatthelatest,thelogbookinuseshouldbereturnedto
S.D.O. & E. M’s Office who should arrange to complete all the
subsidiaryrecordsto be filledupfromthe basicdataavailableinthelogbooks.

The logbooks shall be ready for being returned to the machine on the last day ofthe
month so that chronological recording of events in succeeding month
couldbeattentedtowithoutanybreak.

Logbookshouldnotberemovedfrommachineswithoutexplicitpermissionandknowledge
of S.D.O.E. & M.incharge of the machine.

AnyinspectingofficeroftherankofExecutiveEngineeroraboveoftheCivilor Mechanical
formation is authorised to review the logbook and record hisremarks.

All completed log books shall be returned to the Division Office and kept undersafe
custody for reference. Subsequent issues of these books for any purposeshall be
done in the same manner as for Measurement Books deposited in
theDivisionOfficearedealtwith.

The service record of the crew shall generally be filled by the

Engineeringsubordinatewhoisin-chargeofthemachineatanyparticulartime.

The initial record of tools and accessories shall be entered in the first log book
intheDivisionalOfficeasperpurchaseorder,inthesubsequentlogbookthelistof tools
as existing will be mentioned. In the remarks column reference toshortage due to
breakage, loss and sanction to write off with number and
dateshallbementionedanddulysignedbytheS.D.O.E.&M.towhomchargeof
 themachineistransferred.Ateverychangethecheckingofficerandthereceiving
officer will sign the book in token of having verified the items. In thecase of
change of operator in every shift a general check up by the two operatorsat the
time of changing of shifts should be made and only when there is
anydiscrepancy in the items and list should the entry in the register be made of
suchdiscrepanciesandbroughttothenoticeofimmediateofficerandnototherwise.

The operator in-charge of the machine at any shift is responsible to fill allcolumns in
the record of operation from 1 to 17 and shall affix his signature
incolumn17intokenofhishavingfilledthelogbook.Heshallalsoberesponsibletogetth
esignatureoftheaccepting officerdeputed forthis work.

The recording of field repairs shall be done in the log book by the machine in-
chargeofthefieldrepairsandattestedbyhim.Theoperatorwillsignthebookin token of
having got the machine attended to and taking it back to works afterfield repair
and trial.

The record of new tyre changes shall be filled in by the stores in-charge andsigned by
the operator and the mechanical subordinate. Same procedure will
beadoptedinthematterofnewwireropeandbattery.
[Chap.V] APPENDIX5.03

GENERALINFORMATION
LogBook
Equipment…………………………………………… Capacity ………………………………

DepartmentalcodeandS.No.……………………………………………………………….

DateoffirstentrytotheLogBook.………………………………………………………….

Dateofcompletion…………………………………………………………………………..

PreviousLogBookNo.………………………………………………………………………

SubsequentLogBookNo.…………………………………………………………………
Note :-Two separate Log Books should be maintained for each item of equipment. One for use in the months of January, March,
May,July,September and November andthe other for usein the months of February,April, June, August, Octoberand December.
[Chap.V]

APPENDIX5.03

DATASHEET
Equipment: ………………………………………………Capacity : ………………………………………….
Model: …………………………………………………. Type : ……………………………………………….
Nameandaddressesofmanufacturers ofmain:………………………………………………………………..
equipmentandauxiliaries.
Nameandaddressofdealer:……………………………………………………………………………………..
Mainengine………………….Make……………………….Model…………………..S.No.……………….
Auxiliaryengine..…………….Make……………………….Model…………………..S.No.……………….
Tyres:-
Front Intermediate Rear
[Sizeand ply rating number]
WireRope –
Type……………………………………………….Length…………………………………………….

Battery:-
No.………………………………….. Volts ………………………. Plates …………………………….

Ampere-HourCapacity…………………………………………….
 Recommended Tyre Pressure –
Recommended Air Pressure –
RecommendedLub.OilPressure–

Capacities:-
Radiator ……………………………………………………………

FuelTank………………………………………………………….
Engine Sump ………………………………………………………
Transmission………………………………………………………
FluidDrive………………………………………………………..
Hyd.Oil Tank …………………………………………………….
Equipment Length…………………………..Width………………………..Height…………………………..
Grossweight ………………………………. Axle loads- (a) Empty...............................................(b) Laded
…………………………
Itemsmentionedherewouldneedmodificationstosuitthetypeofequipment.Theirpurposeistoprovideareadyreferencetotheopera
tingpersonnel.
 APPENDIX5.03
RECORDOFTRANSFER

NameofDivision/Sub- DateofarrivalinDivision/ Signatureof E.E./S.D.O. Dateof departure from SignatureofE.E.S.D.O.

Division Sub-Division Division/Sub-division

(1) (2) (3) (4) (5)

 APPENDIX5.03
SERVICERECORDOFCREW

FullName Designation Permanent Date Date Date of Remarks

address ofappointmentinth ofemploymenton transfer/resignation/D
e ischarge
theequipment
project

(1) (2) (3) (4) (5) (6) (7)

 APPENDIX5.03

RECORDOFTOOLS,ACCESSORIESANDSPARESRECEIVEDWITHTHEEQUIPMENT

Description Quantity Checkedandreceivedby Remarks

(1) (2) (3) (4)

Note:-Nameanddesignationshouldbeenteredbelowthesignature.Thisshouldbedoneby anofficialnotbelowtherankofaSub-EngineerE&M.
 Date

(1)
ShiftNo.

(2)
(3) Nameof Operator and helper

Start Clockhourworked
(4)

Close
(5)

Open Hourmeterreading
(6)

Close
(7)

No.work IdleHrs.
(8)

Fieldrepairs
(9)

Majorrepairs
(10)

No.oftrips/dumps/batches Production
(11)

Lead
(12)

Lift
(13)

Quantity
(14)

NameofworkonwhichemployedandestimateNo.etc.
(15)

Signatureof Operator
(16)

SignatureoftheAcceptingOfficer
(17)

Petrol Fuel
(18)

H.S.D.Oil
(19)

Brand Oil
(20)

Lubricant
Quantity
(21)

Brand Grease
(22)

Quantity
(23)

Description Otherstores
(24)

Qty.
(25)

Signatureofstoresin-charge
(26)
 Signatureofoperator

(27)
Signatureofcheckingofficer

(28)
(29) Remarks
 APPENDIX
5.03RECORDOFINSPECTI
ON

Date Nameand designation of inspecting Observationofinspection Dateon which observations Remarks

officer officer areattended

(1) (2) (3) (4) (5)

 APPENDIX
5.03RECORDOFBATTERI
ES

Makeand Dateof fitting No. ofwork hours Signature of store- Signatureof Operator Remarks
inCharge
identification
No.ofbattery

(1) (2) (3) (4) (5) (6)

Note:- Allbatteriesissuedbystoresshouldbenumbered.
 APPENDIX5.03
RECORDOFWIREROPES

Dateof change Hour Specifications Length Location Signature Signature Remarks

meterreading/ ofwire rope ofequipme ofStoreKeep ofOperato
No.of nt er r

workhours

(1) (2) (3) (4) (5) (6) (7) (8)

*Specifyif replacementmade duetonormal wearor somedamage,if dueto damage,specifynature ofit.

 Dateofreplacementorrepairs

(1)
Cumulative clock

(2)
hoursworked

Hourmeterreading

(3)

Left
(4)

Front
Right
(5)

Left
(6)

LOCATIO
Inter
N
Right
(7)

Left
(8)

Rate
Right
(9)

Makers,names
Tyres
(10)

&S.Nos.
Tubes
(11)

TotalNo.ofhoursworkedup
(12)

torenewal

SerialNos.ofreplacedtyres/
(13

tubes

Signature of store-
(14)

keeper/Operator

SignatureofCheckingOfficer
(15)
Remarks
(16)
 APPENDIX
5.03RECORDOFFILEDREPAI
RS

Month.............................19

Date Cumulative Hoursm Briefdescri Time Parts Store used

checkingoffice
clock eterRea ptionofrep oftaken Replaced

Signatureofoperator
Nameofmechanic
Hrsworked ding airs forrepai

Remarks
rsHrs.

Signature of
Descriptiona

Description
ndparasNo.

r
Quantity
Quantity
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13)
[Chap.V]
APPENDIX5.04
[Seeparagraph 5.031]

Form ofLog Book for Transport

VehiclesInstructions

Thisbookwillbecarriedonallvehiclesinalockedreceptacleexclusivelyprovided for the

purpose It should not be removed from the vehicle without theexplicitpermission
and knowledge of the S.D.O. in-charge.

The E.E. shall keep all blank log books required for his region under lock and keyand
maintain a register of receipts and issues as required to be maintained in
theDivisionOffice for Measurement Books.

SimilarlytheS.D.O.willkeeparecordoftheissueoflogbookstothesubordinates in day-to-
day charge of the vehicle and also the driver running theparticular vehicle.

Every month, on the 5that the latest the log book in use should be returned by
thesubordinatetotheconcernedS.D.O.whoshouldarrangetocompleteallthesubsidiary
records fromthe basicdataavailableinthelogbooks.

The log books shall be ready for being returned to the vehicles on the last day ofthe
month so that chronological events of the succeeding month can be
recordedwithoutanybreak.

Any inspecting officer of the rank of Executive Engineer or above of the Civil
orMechanicalformationsisauthorisedtoreviewthelogbookandrecordhisremarks.

All completed log books shall be returned to the Division Office and kept undersafe
custody for reference. Subsequent issues or these books for any purpose shallbe
done as inthe case of M.Bs.depositedintheDivisionOffice.

The service record of the driver and cleaner shall generally be filled in by
theEngineeringsubordinatein-chargeofthevehicleatanyparticulartime.
The particulars of the data sheet of the first log book of the vehicle shall berecorded
and signed by an officer not below the rank of S.D.O. who received thevehicle
either fromthe suppliersor ontransfer fromany otherformation. This will
 be countersigned by the Executive Engineer of the concerned Division before
thevehicleisissuedtoworks.

The initial record of tools and accessories shall be entered in the first log book asper
purchase order. In subsequent log books the list of tools as existing will
bementioned. In the remarks column reference to shortage due to breakage, loss
andsanction to write off with the number and date shall be mentioned and duly
signedbytheconcernedS.D.O.Ateverychangethehandingoverofficerandthereceiving
officer will sign the book intoken of having verified the items.

The records of new tyre changes shall be filled in by the Stores-in-charge andsigned
by the driver of the vehicle and Sub-Engineer and the concerned Sub-
DivisionalOfficer.Sameprocedurewillbeadoptedforthebattery.

The day-to-day record of operation will be filled in by the driver/Sub-Engineer in-

charge of the vehicle. The driver shall be responsible for obtaining signature of
theofficerconcernedintokenofthejourneysmadeandmaterialscarriedandrecorded in
the book before he hands over charge of the vehicle or returns it to thegarage.

The recording of field repairs shall be done in the log book by a person not belowthe
rank of Assistant Mechanic in-charge of repairs. The driver will also sign intoken
of having taken back the vehicle duly repaired.
[Chap.V]

APPENDIX5.04
GeneralInformation
LogBook No……………………………

Briefdescriptionofthevehicle……………………………………………………………………………………….
Capacity ………………………………………………………………………………………………………………
Registration No.………………………………………………………………………………………………………
DepartmentalCodeandS.No.……………………………………………………………………………………….
Dataoffirstentryinthelogbook……………………………………………………………………………………
Dateoflastentryinthelogbook……………………………………………………………………………………
PreviouslogbookNo.……………………………………………………………………………………………….
SubsequentlogbookNo.……………………………………………………………………………………………
Note:-
Twoseparatelogbooksshouldbemaintainedforeachvehicle.OneforuseinthemonthsofJanuary,March,May,July,SeptemberandNove
mberandthe otherforusein themonthsofFebruary,April,June,August,OctoberandDecember.
 APPENDIX

5.04RECORDOFTO

OLS

SerialNo. Description Quantity Checkedandreceivedby Remarks

(1) (2) (3) (4) (5)

 APPENDIX5.04
DataSheet
BriefDescriptionofthevehicle…………………………………………………………………………
Make&typeofvehicle………………………………………,yearofmanufacture…………………..
Type of body…………………………………………………………………………………………….
3. Enginemake………………………………………………….,Engine S.No………………………….
No.ofcylinder………………………………………………..,Boreofengine………………………...
Strokeof engine………………………………………………., Horse power…………………………..
Ignitionsystem…………………………………………………,Distributortype..........………………..
DynamoorGenerator type……………………………………………………………………………….
4. Starter type……………………………………………………., Voltage………………………………..
Battery:-
No…………………………..Volts………………………….., Plates……………………………………
Amperehourcapacity………………….
PetrolorDieselcapacity:-
Main…………………………………..litres.Reserve..................................................................... litres
7. Tyres…………………………………., Location………………………………Size………………..
Pressure:-
Front………………………………… Rear………………………………….
LubricatingOil Specification
CapacityEngine ……………… ……………
 Gearbox ……………… ……………
Chassis ……………… ……………
Brakefluid ……………… ……………
Shockabsorberfluid ………………. ……………

Axle load Empty

LoadedFront
………………. …………….

Rear ………………. …………….

………………………….………. …………………………………..
CountersignatureoftheExecutiveEngineer SignatureoftheSub-DivisionalOfficer.
Dated Dated
 Dateofmakingthedeparture

(1)
Brief description of departure
(2)

fromstandardspecification

Reasonfor the change

(3)

No. and date of authority under

(4)

whichdeparture carried out.

Datedsignature&nameoftheForeman&j
(5)

obinwhichdeparturecarriedout.

Establishmentwherecarriedout
(6)

Signature of Foreman of
(7)

establishmentcarryingoutthedep
arture.

Signature of Sub-Engineer in charge

(8)

ofworkshop

Signature of Assistant Engineer-in-

(9)

charge of the workshop

 Remarks

(10)
ChapterNo.V APPENDIX5.04
RECORDOFDEPARTMENTALCHANGESANDTRANSFERS

Formationfromwhich Formationtowhich Dateoftransfer SignatureofS.D.O. SignatureofS.D.O.

change effected change effected handing over charge takingovercharge

(1) (2) (3) (4) (5)

 Appendix5.04

ServiceRecordofCrewDriversandCleaners

Nameof driver/cleaner Permanentaddress Dateofemploymentonthe Dateof transfer/resignation/ Remarks

vehicle discharge

(1) (2) (3) (4) (5)

[Chapter–V] APPENDIX5.04
RECORDOFTYRECHANGE

Dateof issue Makeandtype Kilometerrun Date Signature Signature Countersig Remarks

ofreplaceme ofdriver ofissuingaut natureof
nt hority
S.D.O. in-
chargeofstores

fromwhich
issued

(1) (2) (3) (4) (5) (6) (7) (8)

[Chapter–V] APPENDIX5.04
RECORDOFBATTERYCHANGE

Makeand Dateoffitting Kilometerworked Signature of Store- Signatureof driver Counter Remarks

in-charge signatureofS.
identification
D.O.
No.ofbattery

(1) (2) (3) (4) (5) (6) (7)

[Chapter–V] APPENDIX 5.05
[Seeparagraph 5.031]
Form of Log Book for Inspection
VehiclesINSTRUCTIONS

The E.E. shall keep all blank log books required for his region under lock and key.He
will maintain a register of receipts and issues as required to be maintained
intheDivisionOfficeforMeasurementBooks.Everylogbookshouldbearamachinenum
bered serial number.

Similarly the A.E. will keep a record of the issue to the subordinates in charge
ofthevehicles/driverrunningthe particular vehicle.

Thisbookwillbecarriedonthevehicleinalockedreceptacleexclusivelyprovided for the

purpose. It should not be removed from the vehicle without theexplicitpermission
and knowledge of the officer-in charge.

Every month on the 5that the latest, the log book in use should be returned to
theconcernedS.D.O.E.&M.Officewhoshouldarrangetocompleteallthesubsidiary
records fromthe basicdataavailableinthelogbooks.

The log books shall be ready for being returned to the vehicles on the last day ofthe
month so that chronological events of the succeeding month can be
recordedwithoutanybreak.

Any inspecting officer of the rank of Executive Engineer (E&M) or above

isauthorisedto reviewthe logbookandrecordhisremarks.

All completed log books shall be returned to the Divisional Office and kept undersafe
custody for reference. Subsequent issues of those books for any purpose shallbe
done as inthe case of M.Bs.depositedintheDivisionOffice.

The service record for the driver and cleaner shall generally be filled in by
theEngineeringsubordinatein chargeofthevehicleatanyparticulartime.

The particulars of the data sheet of the first log book of the vehicle shall berecorded
and signed by an office not below the rank of S.D.O. E/M who receivedthe vehicle
either from the suppliers or on transfer from any other formation. Thiswill be
countersigned by the Executive Engineer E/M of the concerned divisionbeforethe
vehicleis issuedto works.
The initial record of tools and accessories shall be entered in to first log book asper
purchase order. In subsequent log books the list of tools as existing will
bementioned.Intheremarkscolumnreferencetoshortageduetobreakage,lossand
 sanction to write off with the number and date shall be mentioned and duly
signedbytheconcernedS.D.O.Ateverychangethehandingoverofficerandthereceiving
office will sign thebook in token of havingverified the items.

The records of new tyre changes shall be filled in by the stores-in-charge andsigned
by the driver and Sub-Engineer of the vehicle and the concerned Sub-
DivisionalOfficer.Sameprocedurewillbeadoptedforthebattery.

The day-to-day record of operation will be filled in by the driver/sub-engineer

ofthevehicle.Thedrivershallberesponsibleforobtainingsignaturefromtheofficerconc
ernedintokenthejourneysmadeandmaterialscarriedandrecordedinthebookbeforeheh
andsoverchargeofthe vehicle or returnsittothegarage.

The recording of field repairs shall be done in the log book by a person not belowthe
rank of Assistant Mechanic-in-charge of repairs. The driver will also sign
intokenof havingtaken backthe backthevehiclesdulyrepaired.
[Chapter–V] APPENDIX 5.05

General

InformationLogBoo

No…………………..

Briefdescriptionofthevehicle
………………………………………………………………………………………
…….
Capacity
…………………………………………………………………………………………
…………………………
RegistrationNo.

…………………………………………………………………………………………
…………………
DepartmentalCodeandS.No.

…………………………………………………………………………………………
….
Dateoffirstentryinthelogbook.
…………………………………………………………………………………………
Dateoflastentryinthelogbook.

…………………………………………………………………………………………
Previouslog bookNo.

…………………………………………………………………………………………
………….
SubsequentlogbookNo.
…………………………………………………………………………………………
………

Note :-Two separate log books should be maintainedfor each Vehicle, One for usein
the months of January, March, May, July, September and November
andtheotherforuseinthemonthsofFebruary,April,June,August,OctoberandDec
ember.
[Chapter–V] APPENDIX5.05
DataSheet

1. Briefdescriptionofthevehicle……………………………………………………………………………………...
2. Makerstypeofvehicle……………………………Year of manufacture.………………………………………….
Type of body ………………………………………………………………………
3. Enginemake …………………….…………………………………….Engine Sl.No.……………………………..
No. ofcylinder ………………………………………………………. Bore of Engine ……………………………..
Strokeof engine …………………………………………………….. Horse power ………………………………..
Ignitionsystem……………………………………………………… Distributortype…………………………….
Dynamoor Generatortype …………………………………………………………………………………………..
4. Startertype…………………………………………………………..Voltage……………………………………..
5. Battery:-No.………………………….Volts…………………………….Plates………………………………..
A.H.Capacity……………………………………………………………………………………………………….
6. Petrol orDiesel Capacity.- Main …………………………………………. Litres, Reserve …………………….....
Litres.
7. Tyres …………………………. Location ………………………………… Size ……………………………………
Pressure………………………….. Front …………………………………, Rear ………………………………….
LubricatingOil Specification Capacity
Engine ……………………. ……………………. …………………….
Gearbox:
 Chassis:
Breakfluid:
Shockabsorberfluid:
Axle load :- Empty:- Loaded :-
Front:

Rear:
 ………..…………………………………………….. ……….
………………………..CountersignatureoftheExecutiveEngineer. SignatureoftheSub-
DivisionalOfficer.Dated: Dated :
 [Chapter–V] APPENDIX5.05
RECORDOFDEPARTMENTALCHANGESANDTRANSFER

Formationfrom Formationtowhich change Dateoftransfer SignatureofS.D.O. Signatureof S.D.O. taking

whichchangeeffected effected handingovercharge over charge

(1) (2) (3) (4) (5)

[Chapter–V] APPENDIX5.05
RECORDOF TOOLS

SerialNo. Description Quantity Checkedandreceivedby Remarks

(1) (2) (3) (4) (5)

[ChapterV] APPENDIX 5.05
RECORDOFTYRECHANGE

Date Make Kilometerrun Date Signature Signature Countersignature of Remarks

ofissu andtyp ofreplaceme ofdriver ofissuingauthori
S.D.O. incharge
e e nt ty
ofstores from
whichtyresareissu
ed

(1) (2) (3) (4) (5) (6) (7) (8)

[ChapterV]
 APPENDIX5.05

RECORDOFBATTERYCHANGES

Make Dateoffitting Kilometer Signature of store- Signatureof driver Signature Remarks

&identificationNo. in-charge ofS.D.O.
of

battery

(1) (2) (3) (4) (5) (6) (7)

[ChapterV]

APPENDIX5.05

ServiceRecordofCrewDriversandCleaners

Name ofDriver/Cleaner Permanentaddress DateofEmploymenton Dateoftransfer/ Remarks

thevehicle resignation/discharge

(1) (2) (3) (4) (5)

 APPENDIX5.05
[Chapter–V] RECORD OF REPAIRS

Date Date BriefDe Workshop Kilometer Spareparts issued Cost Signature Signature Countersi Remarks
ofbringin oftakin scription JobNo. reading Part Quantity ofrepairsi ofdriver ofMechan gnatureof
gthevehic gout No. ncludingc ic/ Sub-
le inshop thevehi ost foremanof Engineer/
cleout ofsparepa shop SDO in-
ofshop rtsused charge of

shop

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
[Chapter-V] APPENDIX5.05
DAILYRECORDOFOPERATION

Date Time Kilometer Total Placeof Purpose Recordofconsumables Signature Signature Signature Remarks
reading Km. journey ofjourn of ofdriver of
run ey storekeep theoffice
From To Initial Final Petrol/ Engine Gear Other
er/Sub- rusing
Diesel Oil Oil Stores
Engineer thevehicl
issuing e

stores
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16)
[Chapter.V] APPENDIX5.05
ABSTRACT
(Tobepreparedattheendofeachmonth)
Section–A(Operation)
Petrol/Dieselconsumedduringthemonth…......................................................................................... litres
(InitialBalance +Issuesduringthemonth–Balancein thetank).
1. A –Cost of ItemNo.1 Rs……………………………..
TotalKms. Run duringthe month…..................................................................................................... Km.
(Km.readingat theend ofthe month –Km.readingatthe beginningofthemonth).
AverageFuel(Petrol/Diesel)consumption…................................................................................... Km/litre.
Lubricantsissued during themonth, with cost
(i)EngineOil………………………………………………litres Rs………………………
(ii)Gear Oil………………………………………………...litres Rs………………………
(iii)Hydraulic Oil…………………………………………..litres Rs………………………
(iv)Grease………………………………………………….Kg Rs………………………

Total Rs.

Section–B(Repairs andMaintenance)
Expenditureon spares during themonth Rs…………………..…..
Expenditureon labour charges during the month Rs…………………...….
Expenditureonmiscellaneousitems duringthemonth Rs………………………
TotalexpenditureonRepairs&Maintenance Rs.

Section– C-
Expenditureon crew duringthe month Rs.

PerKM rateof thevehicle =Total Expenditure(POL+ Repairs-Crew)

TotalKM run during theperiod
= Rs…………………………….
Itiscertifiedthatallnecessaryentrieshavebeenmadeinthelogbook.

DatedSignature of Sub-Engineer E/M DatedSignatureofS.D.OE/M

 APPENDIX5.06
(Seeparagraph 5.043 )

Form of Estimates for Major/Special

RepairsOfficeof E/M

MAJOR/SPECIALREPAIRSESTIMATENO………………………………..

NameofMachineswithfulldescription:

(2) RegistrationNo.: Engine No.: ChasisNo.:

(3)Dateofpurchase: Purchasevalue:

Estimatepreparedby Checked by Recommended by

DateSignatureand DateSignatureand DateSignatureand

Designationoftheofficer. Designationoftheofficer. Designationoftheofficer.

SanctionedforRs………………………………………(Inwords)Rs…………………………

Headof account to which Chargeable-

SignatureofSanctioningAuthority.
 [Chapter-V] APPENDIX5.06
GENERALREPORT
Datefromwhichthemachineis underthecontrolofpresent officer.
Necessityfortherepairsproposed.
Hours/Km.the machineis expectedtogiveafterrepairs.
TotalKms. /Hrs.covered bythe machinesince purchase.
Fromwhich datethe machineis lyingidle.
Dateoflastrepairwithitscost.
Natureoflastrepairswithbriefdescription.
When was the major repairs and overhauling carried out to the machine last
timeandatwhatcost?

Briefdescriptionoflastmajorrepairs.
Dateofcommissioningofmachineafterlastmajor repairs.
Hours/Kms.Runafterlastmajor repairsincludinglaterminorrepairs.
Total up to date expenditure on all kinds of repairs and replacements since
thedateofpurchaseofthemachine.

What is the maximum limit for repairs of the machine during its whole life
asperlaid down norms?

Whether the amount of repairs now proposed including the expenditure

alreadyincurred on repairs to date is within the maximum limit prescribed for
its wholelifeperiod? (Givea clear account),

Name and designation of E/M officer who physically inspected and examinedthe
machine and suggested the repairs with date of his inspection (copy
ofinspectionreporttobe attached).

Headof accountto whichthe expenditureis debitable.

[Chapter-V] APPENDIX5.06
CompletionReportCertificate

Amountofsanctioned estimate Rs .
Expenditureactuallyincurred Rs.

Reasonsfor excess/savings, if any :

Difference +

CERTIFICATE

Certified that I have personally inspected the machine and satisfied myself that the repair work has been carried out in all respectsas
per the sanctioned estimate and that the machine is in good condition for doing further work to the extent mentioned
againstitem3of the general report.

Certifiedthattherepairsworkhavebeendulyenteredinthelogbookofthemachine.
 ……………………………
Signatureof

Sub-DivisionalOfficerE/Min-charge.
Remarksand observation ofE.E. E/M afterhisphysicalverificationandinspection of themachine after completionof repairs.–
……………………………
Signatureof
E.E.E/Min-charge.
 [Chap.V]
APPENDIX5.07

(SeeParagraph 5.046)

FINANCIALPOWERSTOEXERCISEDBYOFFICERSOFWORKSDEPARTMENTINRESPECTOFE&MWORKS

Item Particularsof POWERSOF(inRs.) Authority Remarks

NO. C.E. S.E. E.E. S.D.O.

1. 2. 3. 4. 5. 6. 7. 8.

1. Tosanctionestimateformaintenance,upke 10,000 6,000 6,000forve 6,000 5.046 1. SubjecttoBudgetprovisionand

epandrepairstoInspectionVehiclesnamel forvehicl hiclebelow forvehicl observanceofGovt.instructions.
yJeep,Car,StationWagon,Trekker,Matad esbelow ebelow
18.00HP 2. Under unavoidable circumstance
oretc.pervehicleperyear.
18.00HP 18.00HP ifexpenditureexceedsthelimit,sanct
(Excludingcostofperiodicalchanges
ionofthenexthigherauthorityshould
oftyres,tubes and
beobtainedtothe

battery).
extent of budget provision.

2. To sanction estimate for repair to 20,000 10,000 for 10,000 for 10,000 for 5.046 1. SubjecttoBudgetProvisionand
transport vehicles namely Trucks, vehicles vehicles vehicles observanceofGovt.instructions.
 Tippers,Water- of 18 of 18 of 18 2. Under unavoidable circumstance
Tanker,Buses,PowerWagon,ExplosiveV HPandabo HPandabo HPandabo ifexpenditureexceedsthelimit,sanct
an,WeaponCarrier, Ambulance, Diesel ve ve ve ionofthenexthigherauthority should
Tanker andSimilar Transport Vehicles, be obtained to theextentof budget
per vehicleperyear. provision.
(Excludingcostofperiodical

changesoftyres,tubesandbattery)

3. Purchaseoftyre-tubesandbatteries Fullp Fullp Fullp - 5.046 Subject to the condition that in case
owers owers owers ofTyresandTubesthespecifiedKilometrea
ge and in case of battery,
thespecifiedperiodiscompleted.Incasedu
etounavoidablecircumstancesexpenditur
e tyre/tubes and battery is
tobeincurredbeforecompletionofthespeci
fiedperiodthenexthigherauthority shall
be competent to sanctionwithin budget
provision. No departmentshall buy nylon
or radial tyres or
radios,stereos,taperecorders,aircondition
ers

ofvehicles.
4. Toaccordtechnicalsanctiontotheestimate Fullpo 10.00 lakh - - - -
for purchase of special wers
plantsandmachineryincludingheavyearth

moving machinery.

5. Toaccordtechnicalsanctiontotheestimatef Fullpo Fullpo 5,000 - - -

orrepairstoplantsandmachineryotherthan wers wers
heavyearth

movingmachinery

6. Toaccordtechnicalsanctiontotheestimate Fullpo 1.00Lakh 25,000 - - In the case of W.R.D. these powers

for repairs to special plants wers shallbeexercisedonlywhenfundunderprof
andmachineryincludingheavyearth ormareserve is available.

moving machinery.

7. Toaccordtechnicalsanctiontotheestimate Fullpo - - - - -
for repair to special plants wers
andmachineryincludingearthmovingmac
hineryincaseproformareserveis

not available.
8. Tosanctionthesaleofsparepartsofmachine Fullpo - - - - -
rytoLocalbodies,Privatepersons, wers
Corporations, when it can
bedonewithoutinconvenienceto

GovernmentWorks.

9. Topurchasesparepartsforaparticularmach 15,000 10,000 5,000 - - Thepurchasesshallbedecidedbythe"P.C."

inesagainstthesanctionedrepair constituted at Division

estimateonlimitedtender. level/Circlelevel/Zonelevel.

10. Topurchasesparepartsforaparticularmach 10.00 5.00 1.00 - - Thepurchaseshallbedecidedbythe"P.C."

ineagainstthesanctionedrepair Lakhs Lakhs Lakh constituted at Division

estimateonOpentender level/Circlelevel/Zonelevel.

11. Tofixandrevisescheduleofratefor Full - - - - -

E&Mworks power

12. To carry out repair of Fullpo 1.00 10,000 - - -

assembly/specificpartsofmachinerythrou wer Lakh
ghoriginalmanufacturerortheirauthorised
agents

onsingletender.
13. PurchaseofplantandSpecialmachinery,eq 60,000 20,000 5,000 - - S.E. and E.E. should forthwith report
uipment,sparesandmiscellaneousitemsur limited tohigher authority explaining the nature
gentlyrequiredonsingleorlimitedtenderex toRs.10,0 ofurgency.Thepowersareexercisablesubj
cludingvehicles from recognised 00 ect to the condition that the parts
manufacturerorhislocalagentorhisauthori sopurchased,areimmediatelyusedonwork
in a
sed s.
month
dealers.

14. TotakePlant/Machineryonhirefrom Full - - - 5.047 -

any agency. powers
[Chap.V] APPENDIX5.08
(SeeParagraph 5.047)

FormofAgreementforhiringofGovernmentPlantandMachinerytocontractors/PieceWorkers/PrivateBodies,etc.

Anagreementmadethis……………………………………………………..dayof………………………………………..
19………..betweentheGovernorofM.P.actingthroughtheExecutiveEngineer..................................................................... (hereinaftercalledthe
Governorwhichexpressionshallwherethecontextsoadmitsincludehissuccessorinoffice)ontheonepart;andShri
…………………………
sonof…...............................residentof……………………….the……………………..tahsilofdistrict(hereinaftercalledthehirerwhichexpres
sionshall,wherethecontextsoadmitsincludehisheirs,executors,administrators,representativesand assigns)ontheotherpart.

WhereasthehirerhasappliedtotheStateGovernmentthehireofthemachinerydescribedinthescheduleappendedherewithfora period of
…………………………………… months from…………………………………… to ……………………………….

Nowitisagreedbetweenthepartiesheretothat(i)TheExecutiveEngineer................................................................................................... shall
provideandsetandoperatetothehirerthesaidmachineryforaperiodof……………………….from......................................................................... to
………………….atthedesiredplacein the…………………………………………..tahsilof…………………………………….
district. The machinery shall be deemed to remain always under the overall and direct control S.D.O. E/M
…………………………………. for the purpose of arrangement and supply of P.O.L., field operations and maintenance etc. The
hirershallnotbeallowedatanytimetooperate,maintain,runorworkthemachineswithhismaterialsdirectly.

(a)ThehirershalldepositinadvanceasumofRs................................................................................ withtheExecutiveEngineerassecurity
forthedue performanceandobservance oftheconditionsandtermsofthisagreement.
(b)ThehirershallfurtherdepositinadvanceasumofRs....................................................................................... withtheExecutiveEngineer
beingapproximateamountofhirechargesofthesaidmachineryfortheperiodofhireasspecifiedinclause(iii)below.Thehirershallpaythebalanceam
ountofhirecharages,ifany,forthesaidmachineryimmediatelyontheexpiryoftheperiodofhire.Ifthehirerfailsto pay the hire charges it will be
recovered from any other payment which may be due to hirer or failing which as arrears of land revenue.Theexcess amount indeposit, if
any, withthe department shall bereturned to himonexpiryoftheperiodofhire.

The hire charges inclusive of departmental charges and interest charges for the said machinery recoverable from the hirer
asworked out on the basis of the rates shown in the attached schedules shall be final and payable by the hirer to the department.
No.remissionof hire charges shall be permissible.

The hirer shall during the period the machines are employed by the department and working on his works be responsible tomake
good to the department any loss or damage caused to the said machinery and men working on the machine due to
circumstancecausedonaccountofanyofhirer’slapselikepreventingtheofficerstoattendtoregularmaintenanceandtimelyrepairsandhisfailuresin
respect of nonmaintenance of haul roads, both in respect of grade and proper watering, lighting or any other cause as may be
providedintheagreement.TheExecutiveEngineerin chargeshallbethefinalauthority
todeterminetheextentofdamageandamountrecoverablewhich may be deductedfromthesecuritydeposit.
 Anysums due fromthe hirer under this agreementshall be recoverable asarrearsoflandrevenue.

(a) Basic hourly rate for purposes of determining ultimate charges to be recovered from the hirer for the issue of the
saidmachinery shall be as given in the schedule attached to this agreement. On the amount, so worked out for any period, department
chargesattherateof....................%willbeaddedinaddition.Thehirershallalsopayinterestchargesoncapitalonthefollowingbasisfor

each day of this agreement period and for the extra period of the duration of the contract if extended on the basis as under:-
1........................................................................ per day.

per day.
per day.
(b) No rebate on account of idle hours of machine will be given excepting when the machines break down and cannot actually
doany work. Even under such cirumstances, specific orders in writing by the S.E. E/M or S.E. Civil of the Circle for rebate due, if any
shallhaveto beobtained.

(a) The total hours that will be reckoned for the purposes of charging the hirer on hourly basis under (iii) and (vi) above shallbe
according to clock hours and these shall be reckoned from the actual time the said machinery leaves the workshop and returns to
itafteruseonhirer’swork(includingthetimerequiredforadjustmentsinthemachinerybutexcludingperiodinvolvedinthemachineryonbreak
downs and stoppage of work due to any reason under orders ofExecutive Engineer).

(b)Thesaidmachineryshallworkdailyin……………………………………shifts…………………………………………….
asprrescribedbytheExecutiveEngineer-in-chargeandtheS.D.O.E/
Maccordingtosuitabilityfromtimetotimeandintimatedtothehirer.Theactualtimeofoperationofmachinerybythedepartmentonhirer’sworkoneac
hdayshallbeenteredinthelogbookof
respectivemachinerybytheS.D.O.E/Morhissectionalofficeroneachsuchoccasionofthedayandtheseentriesinthelogbooksshallbesigned by the
S.D.O. E/M or hissectionalofficerandthehirer.

The hirer shall report to the Executive Engineer-in-Charge or the S.D.O. E/M any defect in the working of the saidmachinery
during working hours and the Executive Engineer-in-Charge or the S.D.O. E/M shall get the defect removed on the field
itselforatthedepartmentalworkshop.

The Executive Engineer may at any time by giving seven days notice in writing to the hirer terminate this agreement.
Thehirershall not claimany compensation for such action.

In case of non observance and or non performance by the hirer of the any of the provisions herein before contained theExecutive
Engineer shall be at liberty for thwith to terminate this agreement without prejudice to the right of the Government to
recoverdamagesfrom the hirer for the breach of any clauseof this agreement as arrears of land revenue.

Ontermination of agreement the amount of security deposit shall be refunded to the hirer after deducting from it, any sumthatmay
be found due fromthe hirer in accordancewith the terms of the agreement.

Intheeventofanydisputebetweenthepartiesheretoasregardsinterpretationoranyothercauseduetoanyoftheconditionsofthisagreementth
edecisionoftheSuperintendingEngineerE/MorSuperintendingEngineer(Civil)oftheCircleasthecasemay be shall be final, conclusive and
binding on both.
Witness:- …………………………………..
1. …………………………………………. Signatureof the hirer.

2. ………………………………………….

1. ………………………………………….

……………………………………..
2. ……………………………………….....
SignatureoftheExecutiveEngineer.
[Chap.VI] APPENDIX6.01
(SeeParagraph 6.011)
Statement showing details of field/laboratory tests, and reference
toIndian Standards

S.No. Test Reference to Indian

(2) Standard(3)
(1)

1. Water

pHvalue IS:5741

Hardness do.

2. Metal

Sieveanalysis IS:2386 (Part

I)IS:2386(PartIII
Unit weight
)

Waterabsorption do.
Specific gravity do.

Impactvalue IS:2386(Part IV)

Abrasionvalue do.

Crushingvalue do.

Soundness do.
 9.Surfacemoisturecontents IS:2386(Part III)

3. Sand

Finenessmodulus IS:2386 (Part

I)IS:2386 (Part
Unit weight
III)IS:2386 (Part

II)IS:2386(PartII
Siltandclay
I)

Bulking do.(PartII)

Moisturecontent do.(PartIII)

Specific gravity
4. Cement

Specific gravity IS:4031

Consistency do.

Initialandfinalsettingtime do.

Soundness do.

Compressivestrength do.

AdulterationofCement
5. Lime
 IS:6932 (Part
Workability
VIII)IS:6932 (Part

Soundness IX)IS:6932 (Part

VIII)IS:6932(Part
Settingtime VII)

Compressivestrength
6. Steel AsprescribedbytheEngineerin-chargeoftheProject.

7. Pozzolana(Surkhi)
Finenessmodulus IS:1727
Specificgravitiy do.
Compressivestrength do.
Limereactivity do.

8. Mortar/Concrete
Slump IS:1199
S:516IS
Compressivestrength :3085
Permeability
9. Mixdesignofmortar/Concrete IS:456
10. Percolationtestformasonrydams As prescribedby Engineerin-chargeoftheproject.

11. Soils
Standardcompaction test IS:2720 (Part

VII)IS:2720 (Part
Atterberg’slimits
V)IS:2720(Part

IV)
Grainsizeanalysis

IS:2720 (Part
XI)IS:2720(PartX
Shear strength
II)
 5.Permeabilitytests IS:2720(Part XVII)

Fieldtestsforrolledfill/bedrock

Fieldmoistureanddensityforfieldcompaction IS:2720(Part XXVIII)

And
IS:2720(Part XXIX)
Fieldpermeability IS:5529 (Part I) (for rolled
fill)IS:5529(PartII)
(forbedrock)

Sheartests IS:2720 (Part

XI)IS:2720(PartX
II)

Note:-TestProceduresshallconformtoIndianStandards.
 [Chap.VI] APPENDIX6.02

(SeeParagraph 6.013)
STATEMENTSHOWINGFREQUENCIESOFVARIOUSTESTSFOREARTHWORK

SNo. Name Investigation Design Construction Record Test Remarks

ofTest
(1) (2) (3) (4) (5) (6) (7)

1 Moisture .. .. Before the .. ..

content.
commencementofday'swor
k/shift,onesampleshall be
tested for each
oftheconstructionsoilssepa
rately. Sample is to
becollectedfromthespotwh
erethematerialisproposed
to be brought
onembankment.

2. Specific For each 0.75 Foreach0.15mm3ofeach Asper record tests* OnlytestsmentionedatS.N ..

Gravity. mm3ofsoil explored. 3 soil o. 1 to 7, 9 to 12 are
testsforeveryzonesepa tobeconductedasRecordTe
ratelyincludingfilter.T typeinvestigated. 5tests sts.
hreetestsminimumfor foreach the zones
eachquarry. includingfilter-
5testsminimumfor each
quarry.
3. Grain Forevery 1mm3or Forevery0.15mm3or Twosamplesfor150mx Thefrequencyforeachofthe
setestsisasbelow:-
SizeAnal lesssoilexplored,6test lessofeachsoiltypeinvesti 150m borrow
ysis. sformaterialto gated for each
areasproposedtobeutilised.
 beusedineachofthezon zone 5 tests for each Foranychangeofmaterialm TotalEarth Frequency(f About 25 percent
es of zoneand 20 tests for inimum2samplesshall Work or earth testsshallbeconductedfo
filter. betested. ranalysing
theembankmentSepar 5testsminimumforeachqu work
ately.12testsfor arry. fractionbelow75micron
filter zones. foreachzone
3tests minimum )
foreach quarry.

Forcasingmaterialsthetests Below0.5m 1 per

hallbeconductedbeforeand m3 10,000m3
aftercompactiontostudythe
breakingeffectsduringcom 0.5mm3to 1 per
15,000m3
paction.
1.5mm3
1.5mm3to3
mm3 1 per
20,000m3

Above
1 per
3mm3
40,000m3

*In addition to field density tests "Record Tests" are also conducted for earthen dams. The purpose of thistests is (i) To give a continuous picture of
thematerials placed in the dam and the compaction attained. This ensures a record of quality of work executed as compared with design assumptions. (ii)
Tocheck on the use ofcontrol curves when used. Therecord tests are carriedout on representative samples bothdisturbed and undisturbed. The frequencyof
‘OneTest’meansanaverageofatleastthreecompletetests.Separatetestsaretobeconductedforeachzone.

4. Atterber’g Same as above, Sameasabove,notestsf Asper record tests. SeparatetestsaretobeconductedforeachZone.S ..

Limits. notestsforfiltermate orfiltermaterial. amplestobecollectedfromdifferent
rial.
locationsandelevationssoastobetrulyrepresent
ative.

5. Shrinkage Notrequired. Notrequired. Asper recordtests. In addition to the above, a set of record ..
limit. testsis to be taken at instrument installation.
Oneundisturbedsampleshallbetakenateachem
bankmentpiezometertipimmediately
 priortotheexcavationofoffsetsidetrench.

6. Compaction. Foreach0.75mm3 Foreach0.15mm3of Fortotalprogressupto1,500 In case of vertical settlement guage ..

soilexplored, 12 each soil type mperday,Onetest/dayshall installation,twosamplesshallbetakenfor
testsforeachzone investigated, 5 tests beconductedi.e.onedayon eachcrossarminstallation,oneatthebottom
separately; for each zone Heartingsoil,nextdayof oftrenchexcavatedforcrossarmandthe
minimum3 tests separately; minimum Casingsoil, third day on otherinthetampedbackfillofthetrench
each quarry. 5 tests for each Randomfillandsoon.If afterithasbeenbroughtuptotheadjacent
quarry. therebeanychangeinsoil, embankmentlevel.
additionalone test/dayshall
be conducted. For total
progress beyond1,500m3per
day,dailyonetestforeachof
theconstructionsoilsshallbe
conducted.
7. Triaxial Foreach0.75mm3 Foreach0.15mm3of Asperrecordtests. SameasperS.Nos.1to7
Shear. ofsoilexplored,6 each soil type
testsforeachof investigated, 5 tests

the zones foreachofthezones;

separately, minimum5testsfor

minimum3 tests each quarry.

for each quarry.

8 Relative Notrequired. If directed Onetestper1,500mm3of Notrequired ..

Density. specifically. material

9 Consolidatio Notrequired. AsdirectedbyDesign Asperrecordtests. Sameas perS.Nos. 1to 7 ..

n. Office.

10 Permeability 5 tests each 2 tests for each Asper record tests. -do- ..
ontype zoneseparatelyincludi
of soil. ngfilter;minimum5

testsfor eachquarry.
11 Field .. .. Per day two tests per first300 -do- ..

Density for m3ofEarth-workandthen

soil (sand onetestpereveryadditional

replacement 300m3separately;separate

method). testsshallbeconductedfor

each zone.
Note:- TestsshouldbeconductedasperISCodes.
 APPENDIX6.02
STATEMENTSHOWINGFREQUENCIES
OFTESTSTOBECONDUCTEDFORCONCRETE/MANSORY

SNo. Nameof Tests MassConcrete SmallConcrete JObs& Rubble Masonry Remarks

R.C.C.works

(1) (2) (3) (4) (5) (6)

1. Adulteration Oneperevery50tonnesofce One per every 50 tonnes Oneper every 50 tonnes Also carryout tests
ment ofcement ofcement forcement as
ofCement mentionedbelowat
thesame

frequency

2. Particle size (i) Oncea week (i) Onceafortnight (i) Onceafortnight (i) Finenessof
analysisof
O.P.C. by
aggregates.
drysieving.

(ii) Additionalif source (ii) Additionalif source (ii) Additionalif sources is (ii) Settingtimesof

ischanged ischanged changed. O.B.C.

3. Flakiness Index Asper above Asper above Nil (iii) Soundnessof

ofcoarseagreeate
O.P.C. (Le-
Chaterllier
 method)

4. Silton fine (i) Oncea day (i) Oncea day (i) Oncea day (iv) Deterinimg

aggregates Consistancyof
 (ii) Additionalif source (ii) Additionalof (ii) Additionalif source is standard
ischanged sourceis changed changed CementPaste

5. Clay, fine silt OnceaWeek

andfine dust
inaggregate(Sedi
mentation

method)

6. Surface Once per shift per Onceafortnight Onceafortnight O.P.C. –

moisturecontent in stockpile Ordinaryportland
fineaggregate(Hotpl Cement
ate

method)

7. Surface Oncea week Onepershift perstockpile Onepershift perstockpile

moisturecontent
in fineaggregate

(Laboratorymethod)

8. Bulking of fine One pershift per stock pile Oncea fortnight Oncea fortnight
aggregates.

9. Specific gravity Oncea week Onepershift perstockpile Onepershift perstockpile

andwater absorption
foraggregates(UP to
10mmsize)
10. Specific gravity Oncea week Onceafortnight Onceafortnigh
andwater absorption
foraggregates(above

10mmsize)

11. Finenessoflime (i) Oncea week

(ii) Additionalif source is

changed

12. Settingtimeoflime (i) Onceaweek

(ii) Additionalif source is

changed

13. Soundnessof line .. .. (i) Oncea week

(ii) Additionalif source is

changed

14. Compressivestrength .. .. (i) Oneper 50m3 masonry

of lime

motar
(ii) Minimumone per shift

15. Transversestrength .. .. Oncea month

oflimemortar

16. Finenessof surkhi (i) Oneper shift

bydryseiving
 (ii) Additionalif source is
changed.

17. Compressive .. .. (i) Up to100 m3 work per

strength of day one per shift

cementsurkhimota permixer
r

18. Specific gravity .. .. (ii) For every additional

andwater 100m3 work per day.
absorption ofstone. oneper shfit per
mixer(Separatelyforeach
mix

proportion)

19. Compressive .. .. (i) Oneperfortnight.

strengthof stone

(ii) Additionalif source is

changed.

20. Fluidityof motar by .. .. (i) Oneper month

flowtable
(ii) Additionalif source is

changed.

21. Slumpofcement Onepereverytwohours Onepereverytwohours Threepermixerper shift.

concrete workingpermixer workingpermixer
22. Density and Onepermixer perweek One per mixer .. ..
aircontents of Additionalifsourceofaggre permonth
freshconcrete gateischanged
Additionalifsourceof
aggregetischanged

23 (a) Upto 100 m3 work One per shift per (i) Up to 100 m3 workperday ..
Compressivestrengt perday mixer(Separately for – one per shift permixer.
h of each mixproportion)
oneper shiftper mixer.
mouldedcement
concretespecimen. For every additional200
m3 work per day-
onepershiftpermixer

(b) (ii) For every additional

Compressivestre 100m3 work per day-one
ngthofmotar pershift(Separatelyforeac
h

mixproportion)

24. Compressivestren AsdirectedbyDesign.O AsdirectedbyDesign.O AsdirectedbyDesign.Office.

gthofdrilled ffice ffice

cores.

25. LaboratoryPermeability

(a) Mouldedspecimen. Oneper month for every .. Oneper monthfor everymix

 mixproportion proportion.

(b) Drilledcore. Onepermonolithper3m .. Onepermonolithper3m

depth. depth.
26. In-situpermeability One hole at 20 m .. One hole 20 m distance
distanceper working perworking season for full
season for fulldepth duly depth(Separately for u/s
staggered orminimumone anddownstream faces duly
hole per
staggeered)
monolith.

or

Minimumtwo holes per

monolith.

Note:-Testsshouldbeconductedas perprescribedIS codes.

[Chap.VII] [Appendix7.01]
[SeeParagraph 7.007]

CHECKLISTTOREVIEWLEVELBOOKS

[Reviewin Division Office]

Isthelevel bookmachine numbered?

Arethe pagesof the levelbook machinenumbered ?
Is the purpose of levelling “levels taken for the purpose of

……………………………..............................” written on the top ofthe lefthand

page ? The heading should be written for every day’ssurvey. Incase
thesurveyiscontinued,thesameheadingshouldagainbewrittengivingreferenceto
previous survey. “Survey continued” “Concluded” etc., should be written
andcross reference given.
Isthenameofthepersonconductinglevelling,theinstrumentnumberandmake, and weather
(like bright sun, cloudy, hazy, etc.) written on the top of righthand page ? In case
double levelling is done, the name of person accompanyingalongwith his
designation should also be written. In such a case, the level booksshould be
countersigned by the other personintokenofhavingaccompaniedand the book
number in which countersigning person has recorded levels willalsobe
mentioned.
Hastheday’slevellingstartedwithabacksightonatemporaryorpermanent
B.M.?
Has a clear description of the B.M. written on the right side remarks columnagainstthe
back sight ?
Isthedescriptionsufficientto locatetheB.M.byanyotherperson?
Is the B.M. temporary B.M. orpermanent B.M. ? In case it is permanent B.M.,isthe
description and R.L. sameasshowninb.M.Register?
Is the pattern of levelling systematic and illustrated by a sketch (Base line andco-
ordinate system is preferred for grid surveys) ?
Cananotherpersonunderstandthescheme oflevellingandplotit?
Have the entries been made in indelible ink or in dot pen in the first instance ?
(Recordinginpencilandinkingoverisprohibted.)
Isthearithmeticcheckconductedforeachpageseparately?
Hasthedayssurveyendedon
apermanentortemporaryB.M.reliablyestablished?
IfthesurveyhasnotbeenclosedonaG.T.S.orestablishedB.M.is“FLYBACK”conductedan
d is closingerrorwithinpermissiblelimits?
Isaclearindexwrittenat theendofthelevelbook?
Arethepagesinadvertantlyleftblankcrossedout?
Hasthe remark been given in redinkthatthesurveyhasbeenplotted?
 [Chap.VII] [Appendix7.02]
RESPONSIBILITYCHART

(SEE PARAGRAPH 97.003,7.009,7.010,7.011,7.012,7.013,7.014)

Particulars Responsibilityof Referenceto

Remarks
NO. paragraphs
C.E. S.E. E.E. S.D.O. Sub-Engineer
(1) (2) (3) (4) (5) (6) (7) (8) (9)

1. I-
PreliminaryIn
vestigation

Initiation of theReconnaissance report incase of a--

MajorProject .. Fullresponsibility.

.. .. .. Para7.002 ..
MediumProject .. .. Fullresponsibility.
 .. .. ..
MinorProject .. .. .. Fullresponsibility.
.. ..
Preparation of surveyestimate of all types ofprojects.
II-DETILEDIVESTIGATION
.. .. ..

do.
Full ..
responsibility
(a) Cheking R. Ls. ofpermanentBenchmarks.
Checking R. Ls. of finalalignment of dam/canal/spill-channelandF.R.L.contour.
Checking Bench Marks inBasinareaduringbasinsurvey.
10% 25% 100% 100% Para 7.003 ..

.. .. 10% 100% 100% ..

.. .. 10% 100% 100% ..

 S.
NO.
Particulars Responsibilityof Referenceto
paragraphs
C.E. S.E. E.E. S.D.O. Sub-Engineer
Remarks
(1) (2) (3) (4) (5) (6) (7) (8) (9)

Computationofthecatch
mentsarea of dam
fromtoposheets in
caseof a --
Major Project. 100%Checking
to be exercisedby C.E.'soffice.
100% Checking tobe exercised inCircle office.
 100%
checkingtobeexercised byE.E.
personally.
Fullresponsibility
.. Para7.009
Certificates of

checkingwillbeinvariably recorded bytheofficersoncatchmentareamap.

MediumProject
do. do. do. do. .. ..
..
(C)Minor Project .. do. do. do. .. ..
..
Detemination
oftheprincipallevel
s
(i.e.
L.S.L.,F.R.L.,M.
W.L.&T.B.L.)of
thereservoirin
 caseofa -
Computation ofthe reservoirstorage capacityfrom reservoirsheets/basinmapin case of a -
MajorProject .. .. The area ofcontours at
L.S.L.,F.R.L.
and M.W.L.will bechecked bythe E.E.personally.

The area ofcontours atevery 3metersinterval willbe checkedby theS.D.O.

personally.

The area ofall contoursof the basinmap will beworked outby the Sub-Engineer.
Para7.009 Certificate ofchecking shall berecorded by theofficersresponsible
forchecking.
MediumProject
.. .. do. do. do. ..
Minor Project .. .. The area ofcontour of
F.R.L.willbecheckedby
E.E.
personally.

Fixing the locationof reconnaitarybore holes on damaxis/spillchannel

The area ofcontour ofL.S.L.,
F.R.L.and
M.W.L. willbechecked
by theS.D.O.
personally.
do. ..
forexplorationof
 foundation/establishing the rock linein caseof a -
MajorProject Fullresponsibility.

.. .. .. .. Para7.003
..
MediumProject

do. .. .. .. ..
..
Minor Project Fullresponsibility
for projectcosting morethan Rs. 25lakhs.
Full responsibilityfor project costingmore than Rs. 5lakhs and up toRs.25lakhs.
Fullresponsibilityfor projectcosting up toRs.5lakhs.

.. ..
..
S. Reference to
NO. Particulars Responsibilityof paragraphs Remarks
C.E. S.E. E.E. S.D.O. Sub-Engineer

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Preservationofcoresobtainedfromthereconnoitaryboreholesincoreboxesandtheirproperlogging in case of allcategoriesofproject.

III- LANDACQUISITION

.. .. .. Fullresponsibility.
.. Logging for
bore holes tobedone/verifiedbyEngineeringGeologist.
 Preparationoflandplans

.. .. .. 100% checking tobeexercisedby

theS.D.O.
Fullresponsibility

.
Para7.010 ..
Upkeepofsale
deeds
.. .. Fullresponsibility

.
Fullresponsibility.

.. Para7.010 ..
Upkeepandcustodyoflandplans/registerof Land and propertyIV Execution

.. .. -do- -do- .. ..
 S.
NO.
Particulars Responsibilityof Referencetoparagraphs

C.E. S.E. E.E. S.D.O. Sub-Engineer

Remarks
(1) (2) (3) (4) (5) (6) (7) (8) (9)
IVExecution
Approvalofthefinaldamalignmentbefore
starting construction work in caseof a -
(a) Majorproject Fullresponsibility. .. .. .. .. Para7.011 ..

(b) Mediumproject do. .. .. .. .. ..

(c) Minor project Full responsibility forprojectscostingmore

than Rs.25 lakhs.

Approving the foundation of a masonry orconcretedam/spillway/powerhouseandauthorising laying of foundation concretein case of a -

 Full responsibilityforprojectscostingmore than Rs. 5lakhs up to Rs. 25lakhs.

Fullresponsibilityfor projectscosting lessthan Rs. 5lakhs.

.. .. ..
Major project Fullresponsibility. .. .. .. .. Para.7.012 ..
Mediumproject .. Full .. .. .. ..
 responsibility.
Minor project .. .. Fullresponsibility.

.. .. ..

S.
NO.
Particulars Responsibilityof Referencetoparagraphs

C.E. S.E. E.E. S.D.O. Sub-Engineer

Remarks
(1) (2) (3) (4) (5) (6) (7) (8) (9)
Approving the
foundationofanearthendam
andauthorisingfillingofpud
dle trench/cut-off
trenchin case ofa -

(a)Major Project Full .. .. .. .. Para7.012 ..

responsibility.
 (b) MediumProject .. Full .. .. .. ..

responsibility.

(c) MinorProject .. Full Full .. .. ..

responsibilityfor responsibility

project costing for projects

morethanRs.5 costingupto

lakhs. Rs.5lakhs.

15. Approvingthefoundation Full Full Full .. .. Para7.012 ..

 of Hydraulic structuresotherthandam.

responsibilityfor MajorProjectasperpowers oftechnicalsanction.

responsibilityforMediumProjectasperpowersoftechnicalsanction.

responsibilityfor minorprojectasperpowers oftechnicalsanction.

Particulars Responsibilityof Referenceto Remarks

paragraphs

C.E. S.E. E.E. S.D.O. Sub-Engineer

(1) (2) (3) (4) (5) (6) (7) (8) (9)

16. QualityControlfor:
(a)Majordamsand Full Full Full Full Full Para6.001 to ..

hydraulic structure responsibility. responsibility. responsibility. 6.023

costingmorethan
Rs.50lakhs.
Medium dams .. ..
responsibility.do. do. responsibility.do. do.
andstructures costing
morethan Rs. 25 lakhs up
to Rs.50lakhs.
Minor dams .. ..
andstructures costing
morethan Rs. 5 lakhs up .. do. do. do.
to Rs.25lakhs.
Structures costing
 lessthan Rs. 5 lakhs.
.. ..
Torecordthepre .. .. do. do.

.. Para7.012
17. .. 10% of levels 100% of levels The pre
commencementlevelsand willbe willbe commencement
theircheckingbefore checked by checked by the levelswillbe
 excavation of foundation the E.E. S.D.O. recordedin
foramasonry/concrete M.B.by the

dam/spillway. Sub-Engineer.
18 Torecordthefoundation .. 10% of levels do. Levelswillbe Para7.012
levelsandtheirchecking. will be recordedin
checked by M.B.bySub-
the E.E. Engineer.
19. Checking of steel

reinforcementinR.C.C.of
 S.
NO.
Particulars Responsibilityof Referenceto
paragraphs
C.E. S.E. E.E. S.D.O. Sub-Engineer
Remarks
(1) (2) (3) (4) (5) (6) (7) (8) (9)
Dams/Spillways/Outlet works indam/power houses.

Beams/Slabs/columnsofbuildings/bridges/culverts/aqua ducts/other minorworks.

Checking of leads ofconstruction materials incaseof-
.. .. 100% checkingwill be
exercised by theE.E.

.. .. Minimum 10%checking willbeexercisedby

the E.E.
100%
checking willbe exercisedbytheS.D.O.

100%
checking willbe exercisedbytheS.D.O.
Measurementsof steelreinforcementwill berecordedin
M.B. by theSub-Engineer.Measurementswill berecordedin
M.B. by theSub-Engineer.
Para7.014
Dams .. .. 100%checkingwill be
exercised byE.E.
100%
checking willbe exercisedbytheS.D.O.
Measurementswill berecordedbytheSub-Engineer.
Para7.012
7.013 and 7.014
Canals, buildings,roads and canal masonryworks.

Custody of all completiondrawingsincaseof-

.. .. 10% checkingwill be
exercised by theE.E.
100%
checking willbe exercisedbytheS.D.O.
Measurements ..
will berecorded by theSub-Engineer.
Major Project .. .. Draftsman inDivisionOffice
.. .. Para 7.012, ..
7.013 and 7.014
MediumProject .. .. do. .. ..
Minor Project .. .. do. .. ..
Note:- (1) Percentagechecks should be selectiveso thattheyrevealtheaccuracyofthewholework.
Percentagechecks should not fullyoverlapthecheckingdonebythelowerofficer.
The originalwork and checking should not be simultaneous.
 Appendix8.01

(Seeparagraph 8.014)

RECORDOFWATERPASSEDOVERSPILLWAY/WASTEWEIR

Nameof tank / reservoir ......................................................... Month......................... Year ..........................

Date Time Gauge Headdue to Meandepth co-efficient Hour Discharge Total Remarks

velocity of over weir ofdischarge over the weir dischargeto

approach (Headover during the datefromlst

crest) day in ofJune

Cumecs

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
Note:-(1) Theformulae tobeadopted forCol-6shallbe asadoptedfor thedesignoftheSpillway/Wasteweir.
(2) TheBench Mark ofdatumto whichthe gaugereadingincol.-3refersshould be mentioned.
 Appendix8.02

(Seeparagraph 8.014)

RECORDOFRESERVOIRTANKGAUGE
Nameof tank / reservoir .................................................................................Year .............................................

Date R.L. ofgaugeat8

A.M.

Contents oftank in cubicmeterscorrespondingto gauge incol.(2)

Increases ofcontentssincepreviousdate in Cubicmetres

Decreases ofcontentssincepreviousdatein Cubicmetres

Quantity ofwater usedforirrigationin Cubicmetres

Quantity ofwater passedovertheweirduring theday in Cubicmetres

TotalQuantity ofwaterreceiveddueto rainfall inCubicmeters

Quantity ofwaterlostduetoevaporationin Cubicmetres

Remarks
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
 Appendix8.03
(Seeparagraph8.014)

PerformanceTableofHeadWorks

S. Nameofreservoir/tank Catchmentarea Rainfall in Actualyield Actualrunoff Percentage Quantityof Quantityof

No. inSq.Kms. mm. receivedinm3 in mm [(Col.-9)/(Col.-5)] waterpassed waterpassed

x100 overthe waste for Irrigation

weirinm3 inm3
(1) (2) (3) (4) (5) (6)(7) (8)(9) (10)(11)(12) (13)(14) (15) (16)
Quantityofwaterstoredintankinm3

Quantity of water intankaboveL.S.L.inm3

Quantity of water intankaboveL.S.L.inm3

Quantity of water lostby evaporation andabsorption

Depth of water lost dueto evaporation andabsorptionin m3

Area irrigated to dateanddutyachieved

(17)(18) (19)(20) (21) (22)(23) (24)(25) (26)(27) (28) (29) (30)

Note:- TobesubmittedmonthlybytheSub-
DivisionalofficertotheExecutiveEngineerandbytheExecutiveEngineertotheSuperintendingEngineerandbytheSuperintendingEngineerto
ChiefEngineer.
[Chap.VIII] Appendix8.04
(Seeparagraph 8.015)

CanalGaugeRegister

Date CanalGaugeat Discharge Total Total Area Delta Remarks

atcanalhea Quantityof Quantityof underIrrig achievedby
d waterpassedd watersupplied ation end of
uring upto themonth

theday date

8.00 12.00 4.00

A.M. Noon P.M.

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
 [ChapVIII] Appendix8.05

(Seeparagraph 8.015)

PerformanceReportofCanals
Nameof Project .................................. Head discharge ..................................
F.S. L. ...............................................
SideSlopes........................................
Bed width ...........................................
S.No. NameofCanal Total waterreleasedduringthe

month
Total waterreleased up to theendof month

AreaIrrigateduptodate

Deltaachievedattheend of month

Remarks
(1) (2) (3) (4) (5) (6) (7)
 Appendix8.06
Annual Inspection
Register(Seeparagraph8.017)

SNo Items/ParticularstobeInspected/Checked/Verified Date of Date of Remarksb

inspectionandrem inspectionandrema ytheS.E.
arks by rksbythe

theS.D.O. E.E.

(1) (2) (3) (4) (5)

1. (a) A-General Checked/Verified

Thatreservoir is not filled until the stage of progress of works will permit it
withoutendangering public property. The first filling of the reservoir should only be
doneaftercarefully examining the competencyofthedamandadequacyoftheoutflow

control devices etc.

(b) Ensurethatthegatesareoperatedbyfullytrainedoperatorsandthat theyarefamiliar

withthe operating instructions.

(c) Ensurethat otherpersonsareallowedtogoneartheoperating mechanismonly with

theoperatororhissuperiorofficer.

(d) Adatewiseregisterofrecordof operation,maintenanceasperscheduleandany

 otherrepairscarriedoutshouldbemaintained.

(d) Anyunusual phenomenon such as excessive vibrations, noises should be recorded

andfaultsanddamages immediatelyreportedtothecompetentauthority.
 (f) Adequatestock ofsuch spareparts which maybe requiredfor immediate
replacementduetodamageetc.shouldbemaintained.

(g) Itisalwaysdesirableto getpowersupplyfromtwoindependent sources.Also in all

important installations having large spillway capacity, diesel generating sets, at

thedamsiteshouldserveasstandby.

2 Thatanofficerisspecificallydesignatedtobeinoverallchargeofdamandreservoir.

3 Thatthefollowingrecords/dataareavailableatsiteinchargeofaresponsibleEngineer.

(a) Incase of masonry /concrete dams :-

(1) Geologicaldataonthefoundationsandabutments,alongwithreports,detailsof

specialfoundation/abutmenttreatmentcarriedout.

(2) Aset of drawings according to whichthe workwasactuallycarriedout.

(3) Detailsof instruments embeddedin to thestructure and summariseddata of

observationsthereon.

(4) Data on control tests during construction in respect of concrete, mortar and
theirconstituentmaterials,detailsofconstructionstages,particularlylikeinthelow

blockswhereconsiderable timeelapsedpriortoresumptionofwork.

ImportantInspectionReportsandReportsofconsultants.

(b) Incaseofearth/rockfilldams.

(1) Completefoundation data andfoundationtreatmentadopted.

(2) Asetofconstructiondrawingsindicatingactuallyconstructedprofiles.
(3) Photographsshowing all phases of construction.
 (4) Detailsand locationof instrumentsinstalled, ifany, andsummarised dataof
observations.

(5) Stagewiseconstructionrecordofthedamshowingvolume and heightsachieved in

eachseasonandthe time rateofprogress.

(6) Importantinspectionreportsandreportsofconsultants.

(7) Summarised records of compaction control, sampling and complete laboratory

andfieldtestresultsonallrecordsamplesandrecordsofspecialcompactiondonenear

concrete/ masonry structures,abutmentcontactsandoutletlocation,ifavailable.

(c) Incase of Gates Hoistsand other operating mechanism:-

(1) Acompletesetofdetaileddesigncalculationstogetherwiththedrawingsofgates,
gategrooves,embeddedparts, hoistingmechanismandcontrol etc.
(2) Designer’soperating criteriaand/ordetailedoperatinginstructionsforthevarious

typesof gates installedin the dam.

(3) Operatingchartsforvariousgateswithsuggested precautions ifany, considered

necessarybasedonmodelstudies.

(4) Recordofallthepreviousoperations,givingreservoirlevel,durationofoperation
andanyotherimportantobservationsduringtheperiodofsuchoperation.

4 That responsibility is assigned to a competent person to be alert in looking out for

distressconditionssuch as excessive settlement,deflection, seepage, up lift pressures, pore

pressuresanddeterioration of mortaror concrete.

5 Ensureavailabilityof accessto vitalpartsandadequacy oflighting facilities.
6 Theadequacyandproperfunctioningofalternate lighting, flood warning and
communicationsystem.

7 That outlet conduits located in the earth dam, which are vulnerable pointsare givenspecial
attention during maintenance. Special watch should be kept on amount of seepage,cracks-
longitudinalortransverse, neartheoutletlocation.Sometimesit maybe desirable

tohavecontinuousobservationsofseepagefortheoutletreachalone.

8 That careful examination of the upstream slope of the dam is carried out after periods
ofsustained high velocity winds and when reservoir surface is being drawn down,
forevidenceofcracks,slides,subsidenceordamagetoslopeprotectionsuchasdisplacement

inripraporother signsoferosion.

9 Thatthe drainage systemin the foundation and the dambody is in goodrepair.

10 Andlookforleaks,cracksandspallingonthesurfaceoftheMasonry/Concretedamandin
openingslikegalleriesandadits.

11 Thattheabutmentiskeptunderobservationparticularlylookingforleaks,cracks,slides
etc.

12 That no blasting operations arecarried out inthevicinityofthedamoritsappurtenant

structures.

13 WhereinstrumentsareinstalledintheEarthDam,thefollowingobservationsaremade:-

(a) Hydrostatic pressure within the foundation and the embankment to check
onseepagecondition andperformanceofthe drainagesystem.Observationsonpore
pressuresat thedown streamwithrespectto fillingof reservoir toknow whether
 theincreaseinporepressureisproportionateorexcessive.

(b) Settlementof variouszones ofthe embankment andthat offoundationsindifferent

reaches.

(c) Observationsofseepagedischargestoevaluatewhetherthedrainagearrangements

arefunctioningasintendedwithoutundueincreasesinporepressure.

(d) Observationsof wet patches,sloughing, erosion ofmaterial fromthe dam

foundationsorabutment.

14 Whereno instruments areinstalled in theEarth Damfollowingvisualinspectionand

observationsarecarriedout:-

(a) General condition of seepage through the dam foundation and abutments
whetherseepage is increasing or decreasing any departure from normal conditions
ofseepagewhichmayresultinseepageflow,springbubbles,wetpatches,washingout of
fine materials on the dam slope. Such continued observation of seepageshould be
reachwise and not in a consolidated single observation point. Setupfacilities for
observation of water level in the river upstream and downstream of thedam and
also for measurement follows. When such phenomena are observed, set
uppermanent observations at the affected portions in regard to changes in seepage
andupliftpressures withrespecttotime.Takespecial careduringfloodsorreservoir

filling.

(b) Conditionand performance ofdrain, reliefwell,particularlythosewhichare

accessibleforinspection.
 (c) Condition of upstreamslope protection ofthe dam within the visible portion of the
dam.

(d) Condition of the crest and slopes of dam specially in the zones adjacentto
concretestructures. Detect the deformations, settlement cracks or other distress
conditionscaused by external erosion due to rain, wind etc. Set up permanent
observationsystem for the same at places of its occurrence. Seepage at junctions
betweenearth/masonry/concreteretainingwallorcore-
typejunctionswithconcretedamsis

apossiblesourceoftroubleandshouldbecarefullywatched.

15 That stock of piles of suitable and sufficient filter materials, rockfill, gravel and sand
arekeptnearthedownstreamsiteofthedam,adequatelyprotectedatvulnerablelocationsfor

usein anyemergency.

16 Thatsamples ofreservoirwaterarecollectedperiodically from seepageto find out whether

anymaterial is beingwashed out.

17 Watchfor scour downstreamofspillway and ensure measuresfor protection against

harmful retrogression.

B-GatesandHoistMechanism

1 BeforeFloods:-

Check

(i) Thatpaintongatesisingoodconditionanddamagedpatchesarerepainted.

(ii) Therubbersealforwearandtear andreplace,if necessary.

(iii) That priorto operation of gates, hoists etc.allthekeys,boltsaretightened.
(iv) Thatallgatesandsluicevalvesinstalledatthedamsite(for crest,sluice etc) can be
raisedandloweredthroughfull rangeof travel.

(v) Thatgates,wheelstrunnionbearingsarecleanedandthoroughlylubricated.

(vi) Thatgategroovesarecleanedandnoboulders, log of wood etc. is wedged.

(vii) Thatallembeddedpartsareinpropershape.

(viii) Theropes and chains for rusting,brokenstrands, reduction in diameter and

conditionofsocketsandclamps.Replace orrepair immediately.

(ix) RepeatcheckunderB-1(iv).

(x) Thatwireropes,chains,bearingpoints,hinges,spurgearsandpinionsare

lubricated.

(xi) Thegear teeth for any crack,unduewear/damage.Replace,ifnecessary.

(xii) Andreplaceoilinwormgearreducerandlimit switchesandgearboxes.

(xiii) Foradjustmentofbrakeshoesothatitbearstightlywhenapplied.Shoeliningisto

bereplacedimmediatelyifrequired.

(xiv) Fordefects,loosecontractsinelectricalwiringsystemincludingcontrolpanels.

(xv) Thathandcranksarekeptunderlockandkeyarenotattachedonhoistmechanism
whenoperatedbyelectricalenergy.

(xvi) Thatawarningsignindicating“Danger,Donotswitchon”ishungduring

maintenance.
(xvii) Thattheoperatingcraneisin“A-1”conditionandtheoperators areinstructed to
lifttheemergencygatesstoplogsinaverticaldirectionsothatallowablelifting
 capacityisnotexceeded.
(xviii) Thatadequate stockof sparepartswhichmay berequired forimmediate
replacementismaintained.

(xix) That the power supply is from two independent sources and in addition,
forimportantinstallationhavinglargespillwaycapacity,adieselgeneratingsetis

installedasastandby.

2 DuringFloods :-

Ensure-

(i) Thatthe officer who isspecifically designatedtobeinoverallchargeofdamis

constantlyavailableatdamsite.

(ii) Thatadatewiseregisterofrecords ofoperation of gates is maintained. This should

alsoincludedetailsofanyunusual phenomenon likeexcessive vibration, noises etc.

(iii) Thatdownstreamsettlement,inhabitants,plants,industriesandtransportation
agenciesare warnedin time.

3 Immediatelyafterearthquake/ rockfalls/mountainslides:-

Ensure-

(i) thatthe spillwayand outletworksare operated judiciously inthe best interest of

publicsafety,regardlessofeconomiclossthroughlossinstorageandpower.

(ii) that the appropriate authorities are informed immediately of unusual conditions
orimpendingdanger.
 (C) Mansoryworksonspillchannel

(D) Otheritems

Canals:

(1) MainCanals.

(2) Distributaries.

(3) MasonryWorks.
[Chap.VIII]

APPENDIX8.07
(SeeParagraph 8.017)

SCHEDULEOFSUBMISSIONOFANNUALINSPECTIONREGISTER

Nameofreturn ToE.E. ToS.E. ToC.E.

ReportonAnnualInspectionof Between1stNovemberand15th Theregisterwillbesubmittedby Theregisterwillbesubmittedby

Headworks by the S.D.O. December. S.E.toC.E.upto15thFebruaryafterrec

E.E.toS.E.upto15thJanuaryafterreco
Theregisterofminorprojectshaving ording his remarks.
rdinghisremarks.Theregisters of
C.C.A.lessthan500hectares will be projects having
returned by E.E.afterscrutiny to the C.C.A.lessthan2000hectareswillbe
S.D.O. returned by S.E. after scrutiny
toE.E.

ReportofAnnualInspectionof Between1stNovemberand15th Theregisterwillbesubmittedby Theregisterwillbesubmittedby

canalsbytheS.D.O. December. E.E.toS.E.upto15thJanuaryafterreco S.E.toC.E.upto15thFebruaryafterrec

Theregisterofcanalscarryinglesstha rding his remarks. ording his remarks.

n3cumecsshallbereturnedby
 E.E.afterscrutinytotheS.D.O.

Remarks:-TheregisterwillbereturnedbytheC.E.toS.D.O.through S.E./E.E.immediatelyafter recordinghisremarks.

 APPENDIX–9.01

(Seeparagraph 9.010)

INSTRUCTIONSFORS.D.O’sANDSUB-ENGINEERS(E.&M.)

For care and maintenance of steam

plantGeneral

(a)The Sub-Engineer (E & M) in his examination of a boiler and its fittingsshould

carefully examine the safety valves and should at every inspectionsatisfy
himself that they are in good working order; if he has any doubt asto the
pressure on them, he should see them tried under steam and
satisfyhimselfthat they blow off properly atthepressureassignedtothem.

The safety valves should be set to the working pressure and locked. Thekeys
shall be kept by the S.D.O.

Insettingthesafetyvalvescareshouldbetakenthateachsafetyvalvehasa lift equal to

at least one-fourth its diameter and that the openings for thepassage of
steam (to and from the valves), as well as the waste steam pipeshould each
have an effective area of discharge not less than the
drivercombinedareaofvalvesthey serve.

A pressure once allowed in the boiler is not, under any circumstances to beincreasedor
the safety valve altered bythe driver.

The Sub-Engineer (E&M) should see that the steam pressure gauge,
glasswatergaugeandgaugecocksand blowoffcocks arein order.

The fusible or lead plug should be examined by the Sub-Engineer E&M

oneveryinspectionandareportsenttotheE.E.thatthishasbeendone.

Inspectionofboilers

Theinspectionofaboilermaybeeither:-
Toascertainitsgeneralcondition.
Afull test.
Theformerwillbecarriedoutwhenthereisnodoubtastoitsgenerallysatisfactorycondition
;thelatter whenthis is doubtful.
Fortheformer(a)-

Theboilershouldbeexaminedexternallyforwastingfromcorrosionandleaksandtheirlocatio
n recorded.

Allinternalseamsshouldbecarefullyexaminedandtheeffectofcorrosionorpittingnoted.

Allstaysshouldbeexaminedandtestedbylightblowsofahammertorevealbysoundwhetherth
eyarecrackedorbroken.

Forthefulltest(b)–

Theboilershouldwhennecessaryaftertheabove,subjectedtoacarefultestbyhotwate
ratatemperatureof1000to2080Fahr.andatapressurewhichexceedstheworkingpressureby5
percent.

The pressure to be applied after the boiler has become sufficiently warm
toproduce uniform expansion of the plates while the pressure is on. All exposed
surfaceof the boiler should be tested with light blows of a hammer and all flat stayed
surfaceprovedwithastraightedgeandanychange in formnoted.

Whenthetestpressureisremovedpermanentsetandalterationofshapeshould be
noted and search made for indication of weaknesses developed during thetest. A
boiler should be inspected if in regular use twice a year but if used only duringthe
rains, one inspection is sufficient. After the boiler has been examined and testedthe
parts of the engine must be carefully examined and the results entered in the
formgiven in appending 9.05.
[Chap.IX]

APPENDIX9.02

(Seeparagraph 9.010)

INSTRUCTIONSFORDRIVERS

Thecareand maintenanceof steamplant

Wash-outofaboiler– (a)Theboilertobewashedoutonceaweek.

(b) The tubes, fire-box and fire-bars to cleaned. A man-hole is provided in

theside of a boiler for cleaning of the fire-box, crown stays and the outside of
thetubes.Thisisamostimportantduty and thedrivers mustnot neglectit.

Boilerfluid–Boilerfluidshouldbeusedforwash-
outtoremovealltheaccumulatedscaleinsidetheboilerdue to dirty water, etc.

Boilertobekeptclean–
Theboilermustbekeptcleanandcaretakenthatthereisnoblowingthroughthepiston.

Thedriversshouldnotfilltheboilerwhilsthot,thisdamagesitbytheconsequentcontractionof
theplates.

Theboilermustnotbeblown off under steam.

Bearings and brasses – To keep the engine in good working order, the bearingand
brasses must have careful attention. No bearing should, at any time, beallowed
to work hot or to knock whilst working; the brasses to be kept
tightenough(butnottootight)bothheating or knocking must be prevented.

Bolts and nuts – All bolts and nuts and studs must be kept perfectly tight
andsplitpinsshouldnotbeloose.

All the oil holes and channels to be kept clean, it is essential that the oil
usedshouldgotothepartforwhichitisintended.
The engine must be kept clean by wiping off oil, etc., instead of allowing it
toaccumulateand formscale.

The practice of leaving engines in the evening with steam pressure on is

mostobjectionableanddangerous.Driveralsomustnotleavetheirenginestillthe
 pressureisrundown.

After a day’s work the engine should be left on the side of the road and not
inthecentre.

Rollersleftatroadsideatnightmusthavesidered lamps. anda chowkidar.

After the consolidation is over, the engine must be kept under cover,
emptiedandcleaned,theturned steelparts
coveredwithapasteofwhiteleadtopreventcorrosion.

Engine must always be started on lowest speeds and top speed must not beuseduntil
the metal is nearly consolidated.

S.D.O (E&M) and subordinates are responsible for the observance of theseinstruction.
[Chap.IX]

APPENDIX9.03
(SeeParagraph 9.010)

ListofStoresRequiredforDay’sUseandforaWash-

outofSteamRollerWeighting10to12tonnes(Forguidanceonly)

S. Descriptionof Materials Quantity required for 8 Quantityrequired Remarks

No. hrs.working
for washout
after100working
hrs.

(1) (2) (3) (4) (5)

1. CylinderoilNassa79or1000Gor666G or Cylinder oil H. 1 Litre Nil

2. Maingear oil as above Nil 2 Litre

3. Rotella30foroilcups 1.5Litre Nil

4. Grease cardiumE for pump and steering gear ½Kg. Nil

5. Greasecups-cupGrease3 1Kg. Nil

6. Kerosene 0.5Litre 1Litre

7. Cottonwaste ½Kg. 1Kg.

8. CoconutOil Nil 100gm.

9. Wool Nil 20gm.

10. Copperwire 36 swg. Nil 20gm.

11. Red lead Nil 250gm.

12. White lead Nil 250gm.

13. Washingsoap Nil 1 Bar (250 gm.)

14. WashingSoda Nil 500gm.

15. AsbestosRopeof15mm.dia. Nil ½ kg.

16. SteamJoint Sheet Nil 500 gmonce a

month

17. Coir string 100gm. 200gm.

18. HempSuperior Nil 200gm.

19. BoilerComposition Nil 1 Litre. Use

onedaypriortowa
sh

out.

20. Matchbox Nil One

21. FireWood 6Kg. Nil

22. Steamcoalor FireWood 0.3 to 0.5 Cum according to

theQualityOR12to14quintalsofdry

fire wood.

23. Emery Nil 1 sheet

24. BrassoPolish Nil 1 Tin
[Chap.IX] APPENDIX9.04
(SeeParagraph 9.010)

HistoryRegisterofBoilerinthe…………………….Circle…................................................ Department

Engine Name Singlecom Tonnage Date Date Working Estimated Expenditure Drivers Remarks
number ofma poundor ofmanufactu ofinspecti pressure amount nameandquali
rk doublecyli re on ofrepairs fications
nderengin asperApp
e endix

9.05

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
 [Chap.IX] APPENDIX9.05
(SeeParagraph 9.010)

FormofReportontheConditionofEngineandBoilerandRepairsExecuted

NameofPart Condition Costofrepairs Remarks

wheninspectedbySub aftercompletionofre
pair
Engineerand S.D.O.

(1) (2) (3) (4)

Boiler Rs. Ps.

1. Boilertubes

2. CrownPlates

3. Fire-boxandfire-bars

4. Smoke–box

5. Steamgauge

6. Testcocksandgaugecolumncocks

7. Blow-offcock

8. Resultsoftestunderhydraulicpressure

Engine

1. Cylinderpistonheadandpistonrings

2. Slide valve setting and steamparts

3. Bigendandlittleendbrasses

4. MainBrasses
5. Eccentricstraps

6. Linkmotion withblocks

7. Gears

8. All pins,cottarsetc.

9. Allglandsandbushes

10. Feedpump

11. Injector

12. Draincocks

13. Sidewheelandfrontbogie

14. Allboltsandnuts

Note:-
TherepairstoboilershallbegotdoneonlyaftertheinspectionofBoilerInspectorandapprovalfortheagencyforsuchrepairs:Aftertherepairs,theboilershallbegotinsp
ectedbytheBoilerInspectorandhistestcertificatesobtainedbeforeputting theboilerforuse.

SignatureofSub-Engineer(E&M) SignatureofS.D.O.
SignatureofE.E.

Descriptionofenginewithmaker’snameandNo.

……………………………………Division

…………………………………….SubDivision

Place date ofinspection,videcolumn(2)

Place date
whenengineishandedovertoS.
D.O.,videcolumn (4)
 APPENDIX9.06
(Seeparagraph 9.024)
WORKSDEPARTMENT

IkfCydoDlZfMikVZesaV
Bid-sheet
uhykedhcksyhdkr [rk
(Acopy,inHindiandEnglishofthissheetandoftheprescribedfromofagreementapplicabletothecontractshallbeavailableforinspection at
the palce of auction,andtheir contentsshallbefullyexplainedofthebidders.)

¼blr [rsdhvksjBsdsdsfy;sy kxwgksusokysbdjkjukesdsfuf'pruewusdh,dudyvaxzsthvkSjfgUnheasuhyke

dseqdkeijeqykfgtsdsfy;sj[khtkosxhvkSjcksyhcksyusokyksdksmldketewuvPNhrjgle>kfn;ktk;sxk½
Particularsofthepropertytobesoldbyauction:-

uhykeesacsphtkusokyhtk;nkndhrQlhy%&

Designationoftheofficercompetenttoacceptthebid(hereinaftercalledthe competentauthority)

cksyheatw jdjus;ksX;vQljdkvksgnk¼tskfdvkxs;ksX;vf/kdkjhdgkx;kgS½&&
Designationoftheofficerholdingtheauction–

uhykedjusokysvQljdkvksgnk&&
 CONDITIONOFSALE

fcdzhdh'krsZ

Withtheapprovalofthecompetentauthoritytheofficerholdingtheauctionshallfixtheamountatwhichtheauctionshallbestartedandthelowestamo
untby which bid shall advance.

;ksX;vf/kdkjhdheatw j hlsuhykedjusokykvQljuhykedh'kq:cksyhdhjdeBgjknsxkvkSjcksyhc<kusdh delsdejdeHkhBgjknsxk-

Theofficerholdingtheactionshallhavepowertoclosetheauctionatanybid.

uhykedjusokysvQljdksv [R;kjgksxkfdfdlhHkhcksyhijuhyke[redjns-
NopersonshallbeallowedtobidunlesshehasdepositedwithinS.D.O............................................Sub-Division/E.E.
.........................................Division, a sumof Rs. ................................ (in words...............................)incash.

fdlhHkh'k[rdkstcrdfdoglc&fMfotuyvWfkQlj-----------------------------lcfMohtu@,DlhD;wfVobathfu;j-----------

----------------------fMohtudsikl--------------------:i;s¼v{kjh------------------------------------------½uxntekudjnscksyhcksyusdhbtktrugh nhtkosxh-
Note:–Thisclausemaybedeleted,whenthevalueoftheleasedidnotexceedRs.200inthepreviousyearorwheniftherewasnosimilarlease in the
previous year, the leaseisnotexpectedtofetchmorethanRs.200.

After closure, all bidders taking part inthe auction or suchof themas may be required bytheofficerholdingtheauction,shall
signormaketheirthumbmarkson thememorandumatthefootofthelistofbiddershereinaftergiven.

uhyke[kregksusdsckndqycksyhcksyusokystksuhykeesaHkkxys;kmuesals, slsy ksxftudksuhykedjusokyk

vQljdgsvkxsnhgqbZcksyhcksyusokyksdhQsgfjLrdsuhpsdks;knnk'rijnLr[krdjsaxs;kvxwBsdsfu'kkuyxkosaxsA
Anybidacceptedbythecompetentauthorityshallbebindingonthebidder.Thecompetentauthorityshallnotbeboundtoacceptthe highest or any
bid.

;ksX;vf/kdkjhdheatw jdhgqbZdksbZcksyhcksyusdksdcwydjukt:jhgksxk-;ksX;vf/kdkjhdsfy;s;gt:jhugh
gSfdlclsT ;knkjdedhcksyh;kdksbZHkhcksyheatw jdjs-
Nocontractshallbecompleteuntilthecompetentauthorityhaspassedanorderacceptingthebidandthebiddershallhavenorighttoworkunderthecont
ract untilsuchorderispassed.

tcrd;ksX;vf/kdkjhcksyheatw jdjusdkgqDeunsxkrcrddksbZBsdkiDdkugksxkvkSj,slkgqDegksusrd
cksyhcksyusokysdksBsdsdseqrkfcddkedjusdkdksbZgdugksxk-
Thepersonwhosebidisacceptedshall,ifinstructedbythecompetentauthority,executeanagreementintheprescribedformwithinthe time fixed by
the said authority.

ftl'k[ldkscksyheatw jdhtk;sxhoggkfdeetktdsfunsZ'kudseqrkfcdmldseqdjZ jfd;sgq,oDrdsvUnj eqdjZ juewusesa,dbdjkjukekfy[skxkA

Ifanypersonfailstoexecutetheagreementwithinthetimefixedasaforesaid,thecompetentauthoritymayacceptanyotherbidinthisbid-
sheetinthisbid-sheetororderare-auction,andsuchpersonsshallbeliableforanylossthatmaybesustainedbythe
Government.Theamountofthelossmayberecoveredasanarrearoflandrevenue.

vxjdksbZ'k[ligysdgsx;sfuf'prle;dsvUnjbdjkjukekufy [ksrks;ksX;vf/kdkjhblcksyhdsr [rsesantZ

dhgqbZfdlhnwljhcks yhdkseatw jdjldrkgS;kfQjlsuhykedjusdkgqDensldrkgSvkS jog'k[lmluqdlkudk
nsunkjgksxktksljdkjdksmBkukiM+suqdlkudksjdecrkSjcdk;kekyxqtkjhdsolw ydhtkldrhgSA

Nameofbidder

cksyhcksyusokysdkuke
LISTOFBIDDERS

cksyhcksyusokyksadhQsgfjLr

Rs.

:-

Amountofbid
 cksyhdhjde

Ps.

iSls
 MEMORANDUM

;knnk'r
We, being the person who have made the bids as shown against our names in the aforesaid list, have understood the condition
ofthis bid-sheet and the agreement applicable to the contract which have been explained to us and we agree that each of us is liable to
beheldto his respective bid if it isacceptedbythecompetentauthority.

mi jcrykbZgqbZQsgfjLreasgekjsukedslkeusntZdhgqbZcksfy;kageuscksyhgSavkSjblcksyhdsr [rsvkSjBsds
bdjkjukesadh'krsZtksgesacryknhxbZgSageusle>yhgSgebdjkjdjrsgSafd;ksX;vf/kdkjhdseaatw jdjusijgeesals
gj,d'k[lv iuh&viuhcksyhdhjdedknsunkjgksxk-
Namein Full and Address

iwjkukeoirk
Signatureorthumb-markofthebidder

cksyhcksyusokysd snLr[kr;kvaxwBsdkfu'kku

................................................

Date.......................... 19 Signature of officer holding the auction

rkjh[k-------------------------19 uhyked jusokysvQljdsnLr[kr

IacceptthebidofRs............................................................................................................................................................... (in words)

 Rs.......................................................................................................................................................................................... made

by .................................................................................................................................................................

eSa

dh:i;s

¼v{kjh½

dhcksyheatw jdjrkgwaA

....................................

Date...............................19 Signature of competent authority

rkjh[k-----------------------------19 ;ksX;vf/kdkjhdsnLr[kr
[Chap.IX]

APPENDIX9.07

(Seeparagraph 9.028)

AgreementformforLeaseofEncampingGrounds

I/We .......................................................................... son(s)of ...................................................................... resident of

................................................in.............................................................tahsilof.......................................................................district,do
herebyagreetoleasetheencampinggroundsituatedinkilometer ............................ofthe..............................roadfromthe
......................................Division.........................................foraperiodof..................................................yearsthatistosayfrom
.....................................................to................................................................forwhichI/WeagreetopayRs....................................... onlyintwo
installmentannuallyonthe1stApriland1stSeptember ofeach year.

I/Wefurtheragree toploughuptheentire land andto usethesaidland foragriculturepurposeandforgrowingfoodcropsonly.

I/Wealsoagreetovacatetheencampinggroundatanytimewhenrequiredbythedepartmentafter24hour’snoticehasbeengivenbythe E.E.

Intheeventofmy/ourbeingrequiredtovacatetheencampingground,I/Weagreetoacceptfullpaymentfordamagesuchcompensationas may be
assessed by the Collector.
[Chap.IX] Appendix9.08

(Seeparagraph 9.031)

Executive Instructions for the Transport of Heavy Machinery and Plant on

W.D.Roads

Heavy machinery and plant, which cannot be carried in the ordinary Countrycarts or
in vehicles drawn by not more than four bullocks or in licensed
motorvehiclesshallnotbetransportedalongGovernmentroadsunlessthepermissio
n of the E.E. has been obtained in accordance with these rules and
anagreementhas been executed in the formprescribed in Annexure A.

Any person, who transports heavy machinery or plant along Government roadwithout
executing an agreement as required by rule I shall be deemed to
havetrespassedonthe roadand shallbeproceededagainstaccordingtolaw.

An application for permission to transport heavy machinery shall be made tothe E.E.
of the division not less than 21 days before the date on or from whichsuch
transport is to be commenced. in exceptional cases, the E.E. may
acceptlessthan21daysnotice,ifthereissufficienttimetoallowhimtotakeactioninac
cordance with rule 8(a).

Theapplicationshallcontainthefollowinginformation:-
Weightofload,whichitisproposedtocarry(takenfromrailwayreceiptifpossibleand
certifiedassuch)

Weightoflorryorotherconveyanceproposedtobeusedforcarryingtheload.

Weightofthelocomotiveortractor(ifany)whichitisintendedtouseforthehaulageoft
heload.

Numbersof wheelsof lorries,locomotive ortractor ifany.

Diameterandwidthoftreadofwheelsoflorrieslocomotiveortractorifany.

Routewhichitisintendedtofollowanddistancetobetraversed,givingnamesofstarti
ngplaceanddestination.
Date ofdeparture.
 Nameandaddressofresponsibleagentwhowillaccompanythetransport.
Precautionaryarrangementtobeadoptedtopreventaccidentsonsharpcurvesorgradi
ents.

Thefollowinglimits areprescribed fordimensionsand loads:-

Themaximumloadonanyonevehicleincludingtheweightofthevehicleitselfshall
not exceed 16tones.

Thediameterofwheelsshallnotbeless than46c.m.
The distance axlesof lorries carryingweight in excessof 8 tonnes
shallnotbelessthan3meters.

Theweightcarriedshallnotexceed1/8tonneperc.m.widthoftyre,norshallthetotalw
eightononeaxle exceed 11tonnes.

The following rules shall be observed as to the rate of travel and precautions
tobetaken at night and at the time the vehicles are in motion :-

Therates of haulage over bridges shallnot exceed10 kmper hour.

Atnightthevehicleshallbedrawnuptoonesideoftheroadandtheroadwidthshallnotb
eobstructed.

Atnight,thevehiclesodrawnupshallhavetwoheadlightsandtwotailslightscoloured
red,andachowkidarshallbekeptinitscharge.

Novehicleshalltravelbetweensunsetandsunriseexceptwiththespecialpermission
ofthe E.E.,which willonly begivenina caseofemergency.

Thefollowinginstructionshallbeobservedinthecaseofbreakdown:-
Theownershallberesponsibleforclearinghisvehiclesandloadofftheroadwithin24
hours ofthebreak-down.

Thebreak-
downshallbereportedatoncebytheownerorhisagentwhosoeverisonthespottot
henearestW.D.official.

Crowbarsorotherimplementslikelytodamagetheroadsurfacesshallnotbe used to
facilitate transport.

(a)Beforegrantingthepermissionrequestedinapplication,madeinaccordance with rule 3

and drawing up an agreement, the E.E. shall satisfyhimself that the bridge on
the roads to be traversed are capable of carrying
theload,andshallexpresslyforbidtheapplicanttousesuchbridgesasheconsidersuns
afeandshallenterdetailsofthemintheagreement.Thisshallnothowever render
Governmentin any wayresponsible for anydamage
 caused to the applicant’s conveyance, engines, plant, machinery or staff by
histakingthemover bridgesnot specifiedas unsafe.

(b) The applicant shall himself at his own expense, make side –tracks
wherenecessary owing to bridges not being considered capable of carrying the
loadwhich he wishes to transport. He shall immediately after transport restore
to itsoriginal state any portion of the roadway which may be disturbed in the
courseofthe transport.

(a)The applicant shall deposit such amount as may be fixed by the E.E. butthe amount
so fixed shall not ordinarily exceed Rs. 10 per Km. of theroadtraversed.

All sums due under the agreement shall be paid out of the deposit madeunder
clause (a)and the balance if any shall be refunded to the depositorafterthe
transportis completed.

Should an applicant give such information under rule 4, which in theopinion of

the E.E. is incorrect, the whole of his deposit shall be liable
tobeforfeited.

Should the deposit be insufficient to meet the cost of the damage causedto the
roadways or any workers in connection with it, the applicant shallpay the
additional amount as may be required by the E.E. with in 10
daysofreceipt ofintimation fromhim.

In the case of any doubt or dispute arising out of or under the agreementreferred to in
rule 1, the matter shall be referred to the S.E. whose decisionshallbe final and
bindingonbothpartiestoit.
[Chap.IX]
APPENDIX9.08ANNEXU
RE-A

Formof agreementfor thetransport of heavymachineryonW.D.roads,referredtoinrule1

Thisagreementmadethisdayof…………………………………..19.........................betweentheGovernorofMadhyaPradeshacting
through the E.E., Division of one part and …………………………………… son of
…………………………………………………………… resident of ……………………………...
……………………………………………district(hereinaftercalledtheapplicantwhichexpressionshalwhenthecontextosadmits,bedeemedto
include his heirs, executors, administratorandassigns)oftheotherpart.

Wherebyitisagreedasfollows:-
Theapplicantisherebypermittedtotransportthefollowingloads:-

NumberofLorry WeightLoadedinLorry.

…………………………………………………………
…………………………………………………………

…………………………………………………………
Detailsoflorries:-

LorryNo.

Weight of lorry Widthof tyre Diameterofwheel Distancebetweenaxles

along the following roads in charge of the............................................................................... Department

Nameofroad From To Kilometre

………………………

………………………
 ………………………

Numbersmust correspondi.e. numbersagainstweightsmust bethoseofthelorries inwhich thearticlesaretransported.

Theapplicantherebyundertakestoabidebytherulesattachedheretoinsofarastheyareapplicable,andtodeposit,beforecommencing the
transporta sumof Rs. ........................................ ( )fromwhichamountsuchrecoveriesasmaybecomedue
fromhimmaybemadebythesaidE.E.Intheeventofsuchrecoveriesbeinginexcessoftheamountdepositedtheapplicantagreestomakepayment of
such excess amount to thesaid E.E. with in10daysofthereceiptofnotice from himofthe amount due.

The applicant hereby absolves Government from all responsibility and liability for any loss which he may incur due to bridges,culverts or
causeways, other than those mentioned below proving insufficiently not to make use of the following bridge, etc., which
areaccordingtothesaid E.E. unsafeon the dateof executionof this agreementfor the loadswhich he ispermitted totransport :-

Kilometre Descriptionof work

Anymoneyfallingdueunderthisagreementshall,ifnotpaidbytheapplicant,berecoverablefromhimasanarrearoflandrevenue.

Witness.Witness.

Date
Applicant.
Date ExecutiveEngineer.
Date
Witness
Witness
Date
[Chap.IX] APPENDIX9.09
(Seeparagraph 9.037)
Extractsof the LawDepartment

Chapter VIII – Prosecution of Criminal

CasesInstitutedattheInstanceofDepartmentalOfficer
s

Para107.-ScopeoftheChapter:
The rules in this chapter relate to departmental prosecution i.e. criminal cases instituted at the instance of a Government Officer relating
toactsofwhichhehasknowledgeinhisofficialcapacity.Itscontentsareintendedmainlytohelpofficerswhohavenoexperienceoftheprocedurefollowedinth
einstitutionandconductofcasesin criminal Courts .

Para108.-ExpediencyofconsultingdistrictMagistrateinallcases;
Beforelaunchingaprosecutionagovernmentofficershouldconsultthedistrictmagistrateinformallyregardingtheproceduretobeadopted, unless the
cases of a kind which is frequently launched by the department to which such officer belongs and the procedure is familiar tohim.In all cases of
doubt the DistrictMagistrateshouldbeconsulted.

Para109.-Reporttopolicein cognizable cases;

 When the offence is cognizable (i.e., one in which column 4 of the first schedule of the code of criminal procedure 1973 (No.2 of
1974),shows that the police may arrest without warrant) there is no difficulty. A report should be sent, giving a clear, consecutive and
chronologicalstatementof the salient factstothenearestpolicestation.
Note:- Amendmentsissued fromtime to timeare alsotobetakenintoAccountbeforetakingaction.

Allfurtherstepswillbetakenbythepolice,buttheofficermakingthereportmustrenderallassistanceinhispower.

Para110.-DistrictMagistratetobeconsultedinNon-cognizablecases:
When the offence is non-cognizable (i.e. one in which column 4 of the first schedule of the code of criminal procedure.1973 (No. 2 of
1974)shows that the police may not arrest without warrant) and is of a kind not familiar to the departmental officer instituting the prosecution.
theDistrictMagistrateshouldalwaysbeconsultedascertainformalitiesmayberequiredintheinstitutionofthecasetoensurethattheprosecutionis legal.
These formalities are set-out in sub-section(1) (a) of section 195 and in section 197 of the code of criminal procedure. 1973 (No. 2 of1974).

Para111.-ComplaintincasesnotrequiringsanctionofGovernment:
When the case does not fall within the scope of section.197 of the code of criminal procedure. 1973 (No.2 of 1974), the
officerinstitutingthe prosecution should sendawrittencomplainttothemagistratehavingjurisdiction.

Thecomplaint should givea clear consecutiveandchronological statement ofthesalientfacts.

If the case falls within the scope of Subsection (1) (a) of section 195 of the Code, the complaint should contain a statement that,
withreferencetothatsection,thecomplainantisthepublicservantconcerned.

Under clause (a) of the first proviso to section 200 of the code it is no longer necessary for a public servant to be examined by theCourt
when he makes a complaint in his official capacity; but if the complaint is intricated the officer making it should present
itpersonallyin orderthat theCourtmayhaveanopportunityofalucidatinganyobscurepoint.
Para112.-Procedure incases requiringsanction:
 Whenthecasefallswithinthescopeofsection197(oftheCodeofCriminalprosecution197)oftheCodeofCriminalprocedure;1973(No.2of1974),n
oprosecutioncanbeinstitutedwithouttheprevioussanction (asthecasemaybe)oftheGovernment.

The Departmental authorities should consult the District Magistrate and submit a complete report to Government through the head
ofthedepartment concerned. Further stepsto be takenwillbeindicatedinGovernmentsorders.

Iftherebedoubtwhethersection197ofthecodeorCriminalprocedure,1973(No.2of1974),applies,thelegalRemmembrancershouldbeinvariably
beconsulted.

Para113.-AppointmentofProsecutorinsimplecases:
Insimplecasesofdepartmentalprosecutions,forwhichthepolicearenotresponsible,theofficerlayingthecomplaintisresponsibleforthe proper
prosecution of the case. This should ordinarily be done by appointing a departmental officer or subordinate familiar with the facts ofthe case to
be prosecutor. Such prosecutor must ask for the Court’s permission to appear under section 302 of the Code of Criminal
procedure,1973(No.2of1974).

Para114.- Engagementofpublicprosecutorincomplicatedcases;
When the case is a complicated one, the officer instituting it should approach the District Magistrate with a view to the engagement of
thepublicprosecutor.

Para117.-Procedureincasesinvolvinglossmentionedinrule22ofFinancialCode:
When a prosecution against a Government servant is or is likely to be necessary in connection with the losses mentioned in rule 22
readwith the instruction in Appendix I Fin. Code Vol. 11 of the Financial Code Volume I, the following procedure shall be followed by the
officer ofthe department concerned.
The officer of the department concerned shall follow the procedure laid down in the said rules 22 read with the instruction in Appendix I
Fin.CodeVol. II in making reports of losses to the competent authority.

Assoonasareasonablesuspicionexiststhatacriminaloffencehasbeencommitted,theseniorofficerofthedepartmentconcernedpresentinthestationshallre
porttotheDistrictMagistrateandaskforaregularpoliceinvestigationundertheCodeofcriminalprocedure,1973(No. 2 of1974).

If the District Magistrate agrees that an investigation may be made, the senior officer of the department concerned present in the stationshould (i)
request the District Magistrate to arrange for the investigating to proceed from day to day (ii) see that all witnesses and documentsare made
available to the investigating officer and (iii) associate with the investigation officer an officer of the department who is notpersonally
concerned with the irregularity leading up to the loss. but who is fully cognizant of the rules and procedure of the office in
whichthelosshasoccurred.

When the investigation is completed an officer of the department (accompanied by the officer who attended the investigation) shall be
madeavailable for conferences with the authority who will decide whether a prosecution should be instituted if it is decided not to prosecute
thecaseshall be reported through the usual channel to government for orders.

If it is decided to prosecute the departmental representative should ascertain from the prosecuting officer whether having regard to
theengagements of the prosecuting staff and the state of work in the court which would ordinarily hear the case, it is necessary to move
thedistrict Magistrate to make special arrangements for a speedy trial and should request the prosecuting officer to make any application that
hemaythinknecessary.

When the case is put in to court by the police, the senior officer of the department concerned present in the station should see that allwitnesses
serving in the department and all documentary evidence in the control of the department are punctually produced and should alsoappoint an
officer of the department (preferrably the officer who attended the investigation) to attend the proceedings in Court and assist
theprosecutingstaff.
If any prosecution results in the discharge of acquittal of any person or in the imposition of sentences which appear to be inadequate
theseniorofficerofthedepartmentconcerned shouldatonceconsulttheDistrictMagistrate as to theadvisibilityof instituting furtherproceedings in
revision or appeal as the case may be and if the District Magistrate is of the opinion that further proceedings are
necessaryshouldrequest ;himto proceed as he would in any other case.

The Senior Officer of the department concerned present in the station should see that in addition to the reports required under clauses (a),
(b)and(d) above prompt reports are submittedto Government through the usualchannel regarding, –

thecommencementofapoliceinvestigation;
the decisionto prosecuteinanyparticularcase;
theresultofanyprosecution;
thedecisiontoproceedfurtherinrevisionorappealinanycase;
theresultofanyproceedingsinrevisionorappeal;
(i)Notwithstandinganythingcontainedinclauses(b)to(h)theseniorofficerofthedepartmentconcernedpresentinthestationmay;ifhethinksfit;referanyma
tterthroughthe usual channel for ;the orders ofgovernment before taking action .

ChapterIX—AssistancetoGovernmentServantsinCriminalCases Institutedbyoragainstthem.

Para118.-ScopeoftheChapter:
Therulesinthischapterprovideforassistancetobegiventogovernmentservantsininstitutingcriminalcasesfordefamationandindefendingcriminal
cases instituted against themin relation to acts done bythemin their official capacity.
Para119.-Assistanceinprosecutionsfordefamation:
When Government, on an application by a government servant consider it desirable that he should prosecute under section 500 of
theIndianPenal Code, (XLVof 1960) for a defamation uttered or published against him in his capacity as public servant if will assist him
andengagethePublicProsecutortoappear.TheapplicationshouldbemadethroughtheDistrictMagistrateortheheadofthedepartment .

Para120.-Reportingprosecution:
WhenaprosecutionisinstitutedagainstaGovernmentServantforanythingdonebyhiminhisofficialcapacityheshallatonceinformhissuperiorofficerandth
eheadofthedepartment and report to themassoon as possiblethereafterthefactsandcircumstancesof the case.

TheheadofthedepartmentshallthenmakeorhavesuchenquiriesmadebenecessaryandforwardthereporttoGovernmentwithhiscommentsandrecommen
dationsfororders.

Para121.-DefenceofGovernmentservant:
When a prosecution is instituted against a Government servant on account of an act done by him in his official capacity, government maydefray
the expenses of his defence,provided his act was justified by law, or provided he believed himself after duecare and attention to
bejustifiedbylawindoingit.

Apre-requisiteforGovernment’sassistanceisthattheactoftheGovernmentservantmustbeeither---
instrict;accordancewithlaw;or
elsebecoveredbyanyoftherecognisedexceptionsenumeratedinsection76to79 oftheIndian PenalCode(XLVof1960).
When Government declines to defend a Government servant he may, on his own responsibility and at his own expense, take such measuresas he
considers necessary provided that they will not interfere with the performance of his official duties. In such a case if the final
decisionisinfavouroftheGovernmentservantGovernmentwill ordinarily reimburse such expensesasitmayconsidertobereasonable.
Procedure when section 197, criminal procedure code applies :- When a prosecution is instituted against a Government servant who is
notremovable from his office save by or with the sanction of Government or some higher authority as required by section 197 of the code
ofcriminal procedure 1973. (No. 2 of 1974 ) and such sanction has not been obtained the court should be requested to reject the complaint
forwant of the sanction.

Para122.-Engagementofcounsel:
When the defence of a Government servant is sanctioned by Government, the services of the public prosecutor may be engaged if this
isconsidered desirable. Where the services of the public prosecutor are not engaged, a private legal practitioner may be engaged. The fee
payableto the Public Prosecutor or private legal practitioner for the whole case shall be such amount, not exceeding Rs.100 as the District
Magistratemay fix according to the importance of the case. If it is proposed to fix the fee at a figure highar than Rs. 100, sanction of
Government shall beobtiaed. The said fee and any incidental charges such as court fee and diet money of witnesses shall be borne by the
Government. In petty casestheappearance of the Government servant himself should ordinarily suffice

Para 12 (1) Procedure when decision is in favour of the Government servant :- If the case the defence of which was sanctioned
byGovernment is decided in favour of the Government servant and if any compensation, costs or damages are awarded to him the amount
ofexpensespaid by Government shall be refunded by himupto the limit ofsuchcompensation costsordamages .

(2) Procedure when decision is against Government servant :-If the case is decided against the Government servant the question whether
anappeal should be at the expense of Government or whether the damages awarded to the complainant or the fine imposed should be paid
byGovernmentshallbedecidedbytheGovernmenteitherontheapplicationoftheofficerconcernedorontherepresentationofhissuperiorofficer. The
application or representation shall be submitted to Government through the head of the department Both officers should give
theirownconsideredopiniononit.
Para 124.- Duty of counsel when proceeding are likely to prolong :- Whenever it appears to the public prosecutor or the private
legalpractitioner appearing on behalf of the Government servant that the proceedings in the court are likely to be prolonged and to interfere with
thedischarge of the Government servants public duties or likely to harass him. the public prosecutor or the private legal practitioner should
requestthecourttodealwiththeproceedingswiththe utmostpossibleexpedition.

ChapterXII- Suits andother proceedings againstGovernment – proceedingsprior to Institutionof Suits

Para137.-Legaladvicebeforereceiptofnotice:-
This portion of the chapter relates only to the stages subsequent to the receipt of notice mentioned in rule 141. If a dispute of a civil
natureisproceedingbuttheclaimanthasnotyetsentsuchanotice,adepartmentalofficermayobtainlegaladvicebyfollowingtheprocedurelaiddown in
chapter IV.

Para138.- Previous noticeof suit against Government:

Section 80 of the code of civil procedure 1908 (5 of 1908) provides that no suit shall be instituted against Government or against
publicofficer in respect of any act purporting to be done by such public officer, in his official capacity until the expiration of two months next
afternotice in writing has been delivered to or left at the office, in the case of a suit against the central Government a Secretaryto that
Government inthe case ofa suit against State Government a Secretary to the Government or the Collector of the district, and in the case of a suit
against publicofficer, delivered to him or left at his office, stating the cause of action the name, description andplace of residence of the plaintiff
and the reliefwhichhe claims, andthe plaint shall containa statement thatsuch noticehasbeensodeliveredorleft.
Para139.Procedurewhensuit;filed withoutduenotice:

Whena suit is broughtagainstGovernment orapublic officerwithoutthe noticerequired bysection 80 orthecodeofcivilprocedure1908

(Vof1908)havingbeendulyservedorbeforetheexpiryoftheperiodoftwomonthsfromthedateofserviceofnoticethecollectorshouldmovethe court to
dismissthe suit on thegroundthatithasbeeninstitutedincontraventionsoftheprovisionsofthatsection .

Para141.- NoticetobeendorsedandcopysenttolawDepartment:
ImmediatelyonreceiptofanoticeofaclaiminwhichGovernmentisprimarilyconcerned,theofficertowhomitissentshouldendorsethereinthe date
and mannerof its delivery andfurnishcertifiedcopyofthe noticeso endorsed.

Para142.-Dutyoftheofficer-in-Charge:
Onreceivingthenoticetheofficerinchargeshallforthwithmakeacarefulenquiryintothecaseandwithinfifteendaysofthereceiptthereofsubmit to the
collectora detailed report containing---

aclearChronologicalstatementoffactsandcircumstancesofthecaseinnarrativeformwithreferencetothedocumentaryevidenceonbothsidesandindi
cationsof the oral evidence oneither side;

aseparatestatementansweringseriallyallpointsraisedinthenotice;
copiesofalldocumentsrelevanttothecase.
In case in which the facts are complicated and of a technical character, the officer in charge should ascertain from the claimant whether
ifGovernmentagrees,hehimselfwillagreetohavethedisputereferredtoarbitratorinaccordancewithchapterIIoftheArbitrationAct1940 (X of
1940). The provisions of that chapter and the first schedule of that Act should be explained and the advantages or its cheapnessand speedy
decision of arbitration proceedings should be pointed out to the claimant If he agrees the proposal in detail should be submittedtothe
collector.

Para143.-Papers tobe filedin certain circumstances:

 If on a perusal of the report of the officer-in-charge the collector considers that the notice is frivolous or that the claim made by
thenotice-giver is on the face of it untenable be may take no further action on it and file the papers and give an intimation according to the
notice-giver.

Para144.-Procedurefor compromising claims belowrupeesone thousand:

Wherethevalueoftheclaimisbelowrupeesonethousand,actionshallbetakenasfollows:-
Ifonthepersualofthereportoftheofficer-in-chargethecollectorconsiderstheclaimtobegenuineinwholeorinpart,heshallforwardall the connected
papers to the public Prosecutor for his opinion on the merits of the claim and also as to whether the claim should becompromised.

If on considering the opinion of the public prosecutor, the collector is satisfied that the claim should be compromised, he shall eitherhimself or
through the officer-in-charge open negotiations for compromise with the notice-giver. But it should be borne in mind thatnegotiations
should as far as possible, be carried on verbally and without prejudice to the pleadings of Government in the event of a suitbeingfiledand
onthe distinctunderstandingthat anyarrangementagreeduponwillbesubjecttothesanctionoftheappropriateauthority.

If the notice-giver is willing to settle his claim amicably on terms which appear to the collector to be reasonable the collector shall forthwith
send all the connected papers along with the opinion of the public prosecutor and his recommendation to the head of the
department.beconstruedasreferringtothesecretary to Government in that department).

Note:-Allactionunderthisruleshallbecompletedbythe collectorwithinonemonthfromthedateof thereceipt of notice.

If the head of the department is satisfied that the claim is genuine and should be compromised on the terms recommended by the
collectorheshall issueorders forthwith tohavetheclaims settled andthe collectorshall thentakestepstoeffectacompromiseaccordingly.

Para145.-Procedure in other cases:

 The collector shall in the following cases forward a detailed report with all connected papers to the secretary to Government in
theappropriatedepartmentwithin one month fromthe dateof receipt of notice:-

Wherethe value of the claimis Rupees one thousand or more;

Wherethe value of the claimsis below rupees one thousandandtheclaimhasnotbeendisposedofunderrule144;
Whereaproposalforarbitrationhasbeenreceived under sub-rule (2) of rule 142.

Para146.-OrdersofGovernment:
ThesecretarytotheGovernmentintheappropriatedepartmentshall,afterexaminingthecaseandrecordinghisopiniononthemeritsthereof,sendthepaperst
othelawDepartmentforadvice.

TheLawDepartmentshallexaminethecaseandadvisewhetheritshouldbedefendedorwherethequestionofcompromisehasnotbeenconsideredwhetherth
eclaimshouldbecompromisedorwherethereisaproposalforarbitration,whethertheproposalshouldbeaccepted.

TheSecretarytotheGovernmentintheappropriatedepartmentwillthenobtaintheordersoftheministerinchargeandsendthepaperstotheLaw Department
for issuing orders.

Para147.-Procedurewhereordersdirectcompromise:
Where the orders under rule 146 direct the collector to compromise the claim of a notice giver, the collector shall either himself
orthrough the officer-in-charge open negotiations for compromise with the notice-giver. But it should be borne in mind that negotiation should
asfar as possible be carried on verbally and without prejudice to the pleading of Government in the event of a suit being filed and on
theunderstandingthat anyarrangementagreeduponwillbesubjecttothesanctionofGovernment.
Explanation:-Forthepurposeofthisruleandotherrulesinthischapter,theofficer-in-chargemeanstheexecutiveofficerwhoisprimarily
concerned with the case and is cognizant of the facts of the case namely the Executive Engineer in the public works/ Irrigation/ Public
HealthEngineering Department, in the Forest Department the Divisional Forest Officer. In a case not falling in a definite recognized department
he isordinarily the Collector provided that the Government may having regard to the character of the suit as disclosed by the notice appoint the
headoranyotherofficerofthedepartmentconcernedtobetheofficer-in-charge for the purpose of that suit.

B-PROCEEDINGSSUBSEQUENTTOINSTITUTIONOFSUITS:-

Para148.-Collectorappointedtoreceiveprocesses:

For the purpose of rule 4 of Order XXVII of the First schedule of the code of Civil Procedure, 1908 (V of 1908) the Collector shall be
theagent of Government for receiving processes against Government issued by any Civil Courtwithin his district in relationin relation to any
suitagainstGovernmentoragainstaPublic officer intheirservice.

Para149.-Transferofsummonstoofficer-in-charge:

WhenasummonisservedupontheCollectortoappearandanswerclaimagainstGovernmentheshallimmediatelytransferthesummonsto the
officer-in-charge.

Para150.-Officer-in-chargetoberecognisedagentofGovernment:

Unless otherwise ordered the Officer-in-charge ofa suit shall sign and verify the written statement in that suit as required by rules 1
ofOrder XXVII of the First Schedule of the Code of Civil Procedure 1908 (V of 1908) Under rule 2 of the said order the Officer-in-charge is
alsoauthorised ex-officio to act for the State Government in the suit and shall be deemed to be the recognisaed agent by whom appearance acts
andapplicationunder said Code may be made ordoneonbehalfoftheStateGovernment.
Para151.- Engagementofpublicprosecutor:

Unless the case is of very simple nature which the Officer-in-charge can conduct efficiently without legal assistance in court he
shouldmove the Collector to engage the services of the Public Prosecutor who shall assist in the preparation of the report mentioned in rule 152
and intheconductofthecase.

Para152.-Reportafterreceiptofsummons:

The officer-in-charge shall submit a report on the case as soonas may be to Government. The report need not repeat anything contained inthe
report submitted under rule 142, but it should meet all points if any, not covered therein. It should further mention the date of hearing ofthe
suit.

Alongwiththereportthere shallbesent:-
a copy ofthe plaint;
adraftoftheproposedwrittenstatement;
alist of all documents which itis proposed to file in evidenceor,ofwhichproductionincourtisrequired;
copiesofanypapersneededfortheelucidationofthecase.

WhenthePublicProsecutorhasbeenengagedtheOfficer-in-Chargeshallrenderhimall possible assistance.

Para153.Ordersof Governmentonreport
 Orders of Government on the report will be obtained by the Law Department through the Secretary to Government concerned with
thesubject matter of the suit. The orders will be communicated to the Officer-in-charge by the Law Department through the head of the
departmenttogetherwithanyinstructionwhichmaybenecessary.The notes recordedby the Law Departmentinthecaseshouldbetreatedasconfidential.

Para154.ResponsibilityofOfficer-in-Chargeforproductionofevidence:
 During the trial of the case the Officer-in-Charge shall be responsible for the production of all available evidence and shall assist
thePublicProsecutortothebestofhisability.Inparticularheshallascertainiforalevidenceisavailableonanyissueonwhichevidenceisrequired,andshallkee
pthePublicProsecutor fully informed of the existence of such evidence.

Para156. Responsibility ofOfficer-in-chargeorPublicProsecutorfortimelyactioninsuit:

TheOfficer-in-chargeorthePublicProsecutor,ifengagedshallberesponsibleforseeingthattimelyactionistakenwhererevisionofany interim
order passed on the course of a suit is required. He should therefore forward through the head of the department a copy of such
orderassoonasitispassedtoGovernmentwith his recommendations.

Para157.Reportof resultof suit:

As soon as the suit is decided the officer-in-charge or the Public Prosecutor, if engaged will report the result to Government through
theheadofthe department.Acopyofthe Judgementshouldbeobtainedandsentwiththereport.

CHAPTERXIII

Para159.Sanctiontoinstitution ofsuitbyGovernment:

NosuitonbehalfofGovernmentshallbeinstitutedwithoutthesanctionofGovernment.

Para160.Desirability ofamicable settlement :

TheinstitutionofasuitonbehalfofGovernmentshouldnotberecommendeduntiltheproposeddefendenthasbeengivenampleopportunitytostatehi
sviewsandcome to an amicable settlement.
WhileitisthedutyofofficersofGovernmenttoenforcetherightandprotecttheinterestofGovernment,theyshouldnothaverecoursetotheLawCourts
untilalleffortstoeffectan amicable settlement have failed.
Para161.Preliminarydepartmentalenquiry:

BeforetheinstitutionofasuitisrecommendedthecaseforGovernmentshouldfirstbeenquiredintodepartmentallyandevidenceaccuredonallpoints
whicharelikelytobecontested.

Para162.Reportwhen suitrecommended:

WheneveritappearstoanyofficerofGovernmentthatasuitshouldbeinstitutedonbehalfofGovernment,heshallsubmitacompletereport,throughth
eheadofthedepartment for the orders of Government.

Para163.Contentsofreport:

Thereport should containthe following particulars :-

aclearchronologicalstatementofthefactsandcircumstanceswhich,inhisopinion,rendertheinstitutionofthesuitnecessary,andpreciselywhenand
wheretheyoccurred;

aclear statementof all theevidence both oraland documentaryby which theclaimcan besupported ;
copiesofthewrittendocuments,ifany,uponwhichclaimisbasedandanyotherpaperstheinspectionofwhichisconsiderednecessary for the
elucidation of the case ;

theplansonobjectionsifany,whichhavebeenurgedbytheproposeddefendantagainstthe claim;
theevidence,bothoralanddocumentarywhichsofarasisknowntheproposeddefendedwillbeableandislikelytoadduceinhisdefence ; and
anyothermaterialsfactse.g.thecircumstancesoftheproposeddefendantanyspecialreasonsfortheinstitutionofthesuitapartfromtheamountclaime
d whetherits decisionwillaffectotherclaimsand the like.
Para164. Order ofGovernment onthereport:

Orders of Government on the report will be obtained by the Law Department through the Secretary to Government concerned with
thesubject matter of the proposed suit. The orders will be communicated by the Law department to the head of the department together with
anyinstruction which may be consider necessary and the head of department will transmit them to the officer-in-charge of the suit. The
notesrecordedby the Law Department in the case should be treatedas confidential.

Para165. EngagementofPublicProsecutor:
If Government decides to institutethe suit the officer-in-charge should move the Collector to engage the Public Prosecutor toappear
onbehalf of Government.

In difficult cases the Public Prosecutor may be engaged to help in the departmental enquiry under rule 161 or in the preparation ofthe
report under rule 163.

Para166. Submission of draft plaints :

Beforethesuitisinstitutedadraftoftheplaintwithalistofthedocumentstobefiledandcopiesofthesedocuments,shouldbesubmittedthrough
the headofthe departmentto Governmentandinstructionsshouldbeawaited.

Para167.Officer-in-chargetosignandverifyplaint:
 Theofficer-in-
chargeshallsignandverifytheplaintandalsodischargetheotherfunctionsdescribedinrule150inregardtothesuit.AnyprocessesissuedtoGovernment in
thesuit shall be receivedbythe collector asprovided in rule 148.

Para168.Furtherprocedure:

Afterthesuit isinstitutedthe provisionsofrule154.156and 157should befollowedas farasthey areapplicable.

 CHAPTERXIVA—

APPEALSANDREVISIONS

Para169.Procedurewhendecisionisadverse:

WhenasuithasbeendecidedwhollyorinpartadverselytoGovernmenttheofficer-in-
chargeofthesuitshouldat;onceconsidertheadvisabilityoffilinganappeal andshouldconsultthepublicprosecutorifhewasengagedinthecase.

Para170Report whenappeal recommended :

IfheconsidersthatanappealshouldbefiledheshallsubmitareportthroughtheheadofthedepartmentfortheordersofGovernmentgivinghis reasons for
recommendinganappeal.

Thereportshallbeaccompaniedby:-
(j)Acopyofthejudgementanddecreeagainstwhichitisproposedtoappeal;and

(ii) Adraft of the proposed memorandumof appeal which shall bedrawn up by the public prosecutorifhewasengagedinthecase.

The report must be despatched so as to reach Government within fifteen days after the date of the decree in cases where the appealliesto
theDistrict court andwithinonemonth where the appeal liesto the High Court.

Provided that in a case where the appeal lies to the District court if there is a risk of appeal becoming barred by timethe officer-in-
chargemayonhisownresponsibilityafterconsultationwiththepublicprosecutorfiletheappealandimmediatelyreporttheactiontakentoGovernment.

Para171.Orders ofGovernment onthe report:

OrdersofGovernmentonthereportwillbeobtainedbythelawdepartmentthroughthesecretarytoGovernmentconcernedwiththe
subject matter of the proposed appeal. The orders will be communicated to the officer-in-charge by law department together with any
instructionwhichnecessary.The notes recordedbythe LawDepartmentin the case shouldbetreated as confidential.

Para172.Departmental assistancetocounsel conductingan appeal:-

The officer-in-charge shall render all possible assistance to the counsel appearing for Government in an appeal ; and he should
himselfbe present at the hearing of a complicated case or should arrange for the attendance of an officer competent to advise counsel on the facts
and ontechnicalmatters.

Para173. AppealsagainstdecisionsinfavourofGovernment:
When an appeal is made against any decision given in favour of Government the Officer-in-charge of the case shall take suchmeasuresas
may be necessary to uphold the decision.

OrdinarilyitshouldnotbenecessarytoapplyforinstructionstotheLawDepartmentbutareferencemayincaseofdoubtordifficultyorwhennewpleas
areraised:

Provided that in important cases the Public Prosecutor shall report his proposals for the defence of the appeal to the Law
Departmentfor approval.

Anotice of anappeal filed in theHigh Court shall beforwardedtotheAdvocate-GeneralthroughtheLawDepartment.

Para174.Secondappealsandrevisions:
 Rules163to167shallbeapplicabletoappealsagainstappellateJudgementandmutatis mutandisto applicationsforrevision.

Para175.Responsibility ofoffice-in-chargeor PublicProsecutor fortimelyactioninappeals:

Theofficer-in-chargeorthePublicProsecutorifengagedshallberesponsibleforseeingthattimelyactionistakeninappealscoming
within the scope of section 97of theCode of Civil Procedure1908 (V of 1908)

B-APPEALSTOSUPREMECOURT

Para176.Advocate-GeneralsdutyinrespectofcertificateunderArticle132(1)oftheConstitution:
In every case before the High Court in which a substantial question of law as to the interpretation of the Constitution is involved and
inwhich a notice is issued to the Advocate General he should request the High Court to state in its judgement whether or not it withholds
acertificateunderArticle132(1) of the constitution.

Para177. Procedure to be followedin regard to an Appeal tothe Supreme Court :

When ever an appeal or other proceeding in which Government is involved is decided against the Government by the High Court theAdvocate-
General shall intimate the fact to Law Department alongwith his opinion whether an appeal should be preferred to the SupremeCourt.

When it is decided by Government to go up in appeal to the Supreme Court from any judgement decree or any final order of the High
CourttheAdvocate-GeneralshallifnecessaryapplytotheHighCourtforgrantofacertificateasrequiredbyArticle132(1)oftheconstitution.

When an appeal is to be filed the Supreme Court the,Advocate- General shall without delay take steps to have the record prepared in thehigh
court in accordance with the supreme court Rules and the rules of the High court for transmission to the Registrar; Supreme court.
HeshallatthesametimeprepareabriefofthecaseandthetentativegroundsofappealfortheuseoftheGovernmentagentandcounselatDelhiand forward
the same to the law Department for further action.

If a certificate is refused by the High Court the Advocate-General shall without delay intimate the fact to the law department along with
hisadvice whether an application for special leave to appeal should be filed in the Supreme Court. The Law Department shall then
issuenecessaryinstructions tothe Government Agent Delhi.

If a certificate is refused on receipt of intimation regarding the grant of special leave to appeal by the Supreme Court in any case the
lawdepartmentshall informthe Advocate-General, ofthe fact of caseaslaiddowninsub-rule(3).
After receipt of the brief of the case and the tentative grounds of appeal from the Advocate-General the Law Department shall take
necessarystepsfor thefillingofthe appealandfor engagementofCounsel forthe proper conductthere ofinthe Supreme Court.
Para178.Procedureinregardtoanappeal orapetitionforleavetoappealintheSupremeCourtbyaprivateparty:
On receipt of a notice of appeal or of a petition for leave to appeal in the Supreme court by a Private party against Government the
LawDepartmentshallintimatethefacttotheAdvocate-Generalandtothedepartmentconcerned.TheLawDepartmentshallalsoatthesametimesend
intimation in respect ofsuch notices to the GovernmentAgent, Delhi.

On receipt of intimation the Advocate-General shall prepare a brief of the case for use of the Government Agent and Counsel at Delhi
andsendthe same to the Law Department.

TheLawDepartmentshallthensendnecessaryinstructionstotheGovernmentAgentforthe properconductofthe appealorpetitiononbehalfof the

State Government.
[Chap.IX] APPENDIX 9.10
(Seeparagraph 9.056)
RULESFORTHECUSTODYANDUSEOFEXPLOSIVES

Therulestoregulatethepossessionsaleetc;ofexplosivesarelaiddownintheExplosivesRules;1940,publishedbytheGovernmentofIndia.Department of
Labour with their notification No. M- 1217(1) dated the 30thNovember 1940.

Forordinary blasting purposes onlyGun-powderGeligniteandGelatinemanybekeptinstock.

Thepurchaseanduseofhighexplosivesotherthan theNitrocompoundscommonlyusedfor blastingpurposesrequirethepriorsanctionoftheState

Government .

Whenever it is necessary to store explosives the Executive Engineer will estimate his requirements intimate them to the District Magistrateand
inform him where he intends to keep them . Before obtaining the explosives the Executive Engineer shall arrange for a magazine builtand
erected in accordance with the Explosives Rules 1940. A plan in duplicate, showing the site and details of construction of the
magazineshallbe submitted to thechiefInspector ofExplosives inIndia for approval .

(a)Magazines shall be smallandshall be so constructed as to provide 1.5 sq.m. of storage space for each 1000 kg. of explosives to be kepttherein.
(b) Nitro- Compounds; Gunpowder and safety fuse may be stored in the same cell. Detonators must be stored by themselves in an annexe
andsafety cartridges and percussion caps in a separate cell built on the opposite side of the magazine to that of the detonators annexe. The
annexemustbesoconstructedthatnotlessthattwofeetofmasonryandthreefeetofairspaceintervenesbetweenanydetonatorsinsuchannexeand
the interior of the main magazine and there must be no direct communication with; or doorway leading to the main magazine or lobby. If
thenumber of detonators to be stored exceeds 40.000, a separate magazine shall be built and erected in accordance with the Explosives Rules
1940,andshall observe the safety distanceslaiddowninthoseRules.

(a) Where explosives have to be kept away from the main magazines, portable magazines of corrugated iron lined with wood and capable
ofbeing taken down and re-erected to follow the progress of the work shall be built in accordance with plans approved by the Chief
Inspectorof Explosives in India and shall maintain the distance required to be kept clear round a magazine as laid down in the Explosives
Rules 1940.Detonators must be stored in a similar magazine situated at a distance of 100 metres from the blasting explosives magazine. A
guard ofsuchstrenthastheDistrict.Magistrate may considerto be sufficient mustbe providedforthesafecustodyofthemagazine.

The quantity of explosives to be stored in portable magazines must be strictly limited No more than a months supply at a time shall be
issuedfromthe nearest main magazine.

7(a)Registersfor mainorportable magazineswillbe maintainedbytheS.D.O.orW.D.subordinateinchargeshowing---

thestockinhandofexplosives;
theamount issued andthe date of issue;
thename ofthe contractor orworkmento whomthe explosivesare issuedandthe work forwhich thesame is issued;
thebalancesin handaftereachissue.
Each transaction will be initialled and dated by the S.D.O. or the subordinate in charge. Entries in the register must be made daily
immediatelyaftereachtransaction.
Any explosives not used during the days work shall be replaced in the magazines or portable magazine by the officer-in-charge
beforeleavingthework.

Explosivesshouldnotbeallowedtoremainintheportablemagazinesmentionedinrule6abovelongerthanisabsolutelyessential;Assoon as the blasting

operations in a locality are completed or temporarily suspended the balance of the explosives must be returned to thenearestmagazine with
out delay;

Before issuing any explosives the S.D.O. or W.D. subordinate in charge of the work shall, if the locality of the operation is within easydistance.
satisfy himself personally or by a reliable agent of the number of holes, the depth of each hole and the number and quantity of theexplosives
actually necessary. record the same and limit the supply accordingly For distant localities the number of holes proposed to bemademust be
ascertained and supplies made accordingly.

The maximum quantities of explosives issued at one time will be regulated as follows according to the distance of the place of work from
themagazine:-

Withina radiusof 5km.—Forone daysuse .

Withina radiusof 8km—For twodays use.
Beyond8km—Foroneweeksuse.
Over30km—ForsuchperiodasmaybeallowedbytheE.E.subject toa maximum ofone monthsconsumption .

(a) Thelocks ofthe magazinesand detonatorannexeand alsoof theportable magazinesmentionedin rule6 shallbe suchthatthey cannotbeopenedby
the same key.
Thekeysmust;neverleavethecustodyoftheS.D.O.orW.D.subordinateinchargewhomustbepresenttounlockandlockthedoorswhenanyexplosivesar
eissuedorreturned.
 The duplicate keys must remain locked up in the Divisional safe and must only be removed there from when the original key is lost or forany
other good reason with the approval of the E.E. when the original key of a lock is lost the existing lock should immediately
bereplacedbyanewlock.

In cases where it is necessary to entrust contractors with explosives they must provide themselves with premises licensed under theExplosives
Rules, 1940 and keep a register in the form mentioned in rule 7 and to report at the close of each operation the number of chargesexploded,
the number unexploded, if any, and to certify in writing that they have no balance in hand. Before being entrusted with
explosives,contractors will be required to sign a declaration to the effect that they will give a full and true account of the explosives issued to
them andthe quantity used, the number of charges exploded, the number unexploded and the balance in hand at the close of each particular
operationand that they will render themselves liable to punishment unless such balance is returned to the W.D. subordinate in charge
immediately afterthe close of each operation. They must also be made to understand that explosives are allowed to be kept only by persons
duly licensed topossessthemand thatunless theyhold alicence andcomply withthe conditionsthereoftheyrender themselvesliable
tocriminalprosecution

Applications for licences to possess explosives should be submitted in form C of the Explosive Rules 1940; to the authority empowered
tograntsuchlicences.

13.
(a)TheE.E.willpersonallyinspectandchecktheregistermentionedinrules7and11aboveatfrequentintervals;theseinspectionsbeingasfaraspossib
leinthenatureofsurprise checks. Any irregularities found are to be immediatelyreportedtotheS.E.
S.Es.willalsobringto noticeanyirregularitiesand makesuggestionsfortheirpreventionorremoval.

Thefollowing arethe minimumnumberofinspections tobemade bythe E.E.:--

 Formagazine at DivisionalandSub-Divisionalheadquartersstations–Onceeverysixmonths.

Forexplosiveskeptinportablemagazinesviderules6and7–Everytimeheinspectsaworkinprogressonwhichexplosivesarebeingused.

Explosivesandregisterofexplosivesshouldbealwaysopentoinspection bytheD.M.andtheDistrictSuperintendentofPolice.

Acopy of the general rulesto be observedinmagazinesisgiveninAnnexure1.

16Acopyof theprecautions tobe takenin usingexplosives isgiven inAnnexure 2.

 ANNEXURE1

GENERALRULES TOBEOBSERVEDINEXPLOSIVEMAGAZINES

Themagazinesmust beat alltimeskept scrupulouslyclean.

Nounauthorizedpersonisatanytimetobeadmittedintothemagazine.

Thelicenseeorpersoninchargeas totake care thatthe magazine is welland securely locked.

Themagazineisonnoaccounttobeopenedduringorontheapproachofthunderstormandnopersonshouldremaininthevicinityofthemagazineduring such
storm.

.5.Magazineshoeswithoutnailsmustbekeptatalltimesinthemagazineandawoodtuborcementtroughabout30cm.highand45c.m.indiameterfilled with
water is to be fixednearthedoorofthemagazine

Anyonewearing shoes on enteringthe magazine must put onthemagazineshoesprovidedforthepurposeandbecareful--

nottoputtheirfeetonthecleanfloorunlesstheyhaveonthemagazineshoes;
nottoallowthemagazineshoestotouchthegroundoutsidethecleanfloor;and

nottoallowanydirtorgrittofallonthecleanfloor.
A brush or broom is to be kept in the lobby of the magazine for cleaning of the magazine for cleaning out the magazine on each occasion it
isopened for the receipt delivery or inspection of explosives.

Nolights norsmoking are tobe allowedinsideornearthemagazine.

Noperson having any matches or articles of steel or ironon himto be allowed to enter the magazine.

Oiledcottonragsandwasteandanyarticlesliableto spontaneousignitionmustnot betakenin tothemagazine.

Notoolsorimplementsotherthanthoseofcopperbrassgunmetalorwoodaretobeallowedinsidethemagazine.Toolsmustonlybeusedwithgreat gentleness
and care.

Boxesofexplosivesarenottobethrowndownordraggedalongthefloorandshouldbestackedonwoodentrestles.Wheretherearewhite-
ants;thelegsofthetrestlesshouldrestinshallowcopper;leadorbrass bowls containing alittlethickoil.

Emptyboxesarenottobekeptinthemagazine nor anyloose packing material.

Thefollowingaretobehungupinthelobbyofthemagazine:-

AcopyoftheseRules;
Acopy ofthe licence.

Certificate showingthe last date oftestingofthelightningconductors.

 ANNEXURE2

PRECAUTIONSTOBETAKENINUSINGEXPLOSIVES
I.Theshortfirer

Anypersoninchargeofshotfiring,hereaftermentionedastheauthorisedshotfirer,shallshowtotheownerormanageroftheworkingthatheunderstandstheru
lesherewithlaiddown andtheauthorisedshotfirershallbeheldresponsibleforanyaccidentthatmayoccur.

Heshall be authorised in writing by theowner or manager of the working.

II.-Shotpreparingroom
Inthecaseofquarriesorprospectsonly
Ifchargesarenotpreparedbyaspecialshotpreparerthentheauthorisedshotfirershallhimselfpreparethem.
Thefittingoffusetodetonatorsanddetonatorstocartridgesshallbedoneinasmallcleanroom,hutortent.inwhichnootherpersonthanthespecialshotpreparer
referredtoorauthorisedshotfirersshallbeallowed.

Thespecialshotpreparershallshowtotheownerormanageroftheworkingthatheunderstandshisdutiesandtherulesherewithlaiddownand he shall be duly

authorised inwritingbytheownerormanager.
 III.-Takingexplosivestoorfromtheshotpreparingroom

Cartridges shall not be carried from the magazines to the preparing room in the same receptacle as the detonators. Secure separate
carryingreceptaclesfor each shall be provided. A receptacle shallconsist of a secure case, canister or bag.

Inthequarriesnotmorethan2.5kg.ofexplosives shallbe served fromthe shot preparing roomto each authorised shotfirer.

IV.—Shotpreparing

Sawdust shall be cleared from the inside of the detonator; this can be done by tapping the open end gently. No instrument shall be insertedinto
the detonator.

Thesafetyfuseshallbecutsquarelyacrossandafterinsertinginthedetonatoritshall befixed bymeans ofthe nippersonly.

The explosive cartridge shall be opened at one end and a suitable hole for receiving the detonator shallbe made with a copper, wooden
orbonepricker.Thedetonatorshallbeinsertedintothisholesothataboutone–thirdofthecoppertubeisleftexposedoutsidetheexplosive.

Thesafetyfusejustabovethedetonatorshallbesecurelytiedinpositioninthecartridge.

Only waterprooffuse shall be used in wet or damp holes.

If there is water present or if the borehole be damp; the junction of the fuse and detonator shall be made water-tight by means of a
stiffbituminouscompound.
 V.-Chargingthehole

Boreholesshallbeofsuchasizethatcartridgescaneasilypassdownthem.Alldebrisshallbeclearedfrominsideaboreholebeforecartridges are inserted.

Boreholesshallbechargedbyorunderthedirect supervision of an authorised shot firer.

Onlywoodentampingrodsorwoodentampingrodsprovidedwithasmoothcopperheadshallbeusedinchargingholes.Thetampingroads shall not be

pointed but shall be cylindrical throughout.

Onecartridgeatatimeshallbeinsertedand gentlypressed homewith thetamping rod.

No smoking or steam locomotive shall be allowed near the place where shotfiring is being carried out during the time allotted to
loadingandshotfiring.

VI.-Warningtobegivenbeforefiringablast
 Immediatelybeforefiringablastduewarningshallbegivenbywhistle,bugleorgongandtheauthorisedshotfirershallseethatall
personsincludingpersonsoccupiedatworkonothergroupsofholesinthevicinityhaveretiredtosafety.
 –Firingablast
Inthecasewhereshots arefiredbysafetyfuse

Thesafetyfusesofthecharged holesshallbelightedinpresenceoftheauthorisedshotfirer.

Inthecasewhereshots arefiredelectrically

Theexplodershallnotbeconnectedtotheshotfiringtableuntilthewarningabovehasbeengivenandallpersonhaveretiredtosafety.
Theauthorisedshotfirershallhimselfonlyconnecttheexplodertotheshotfiringtableandfiretheblast.
He shallifherequires toleavetheexploder, whetherduring or after a blast, disconnect theexploderfromthe
shotfiringtableandremoveittoaplaceofsafety.

–Inspectionaftertheblast

Aftertheblasttheauthorisedshotfirershallcarefullyinspecttheworkandsatisfyhimselfthatallchargedholeshaveexploded.
Incaseofamisfire,nooneshallapproachforatlasthalfanhourortenminuteswhenfiringelectrically,whentheauthorisedshotfirershall
firstexaminethesameandatoncemarkaredcrossoverthehole.
 IX–Procedureincaseofmisfire

Nopersonshallboreoutaholethathasoncebeenchargedorattempttowithdrawachargeeitherbeforefiringoraftera misfire or
deepen or tamperwithholesorsocketleftafterblasting.
Whenamisfireoccursaportionofthetampingmaybesludgedoutwithcompressedairandwaterorwateronlyunderpressure,butnoki
ndoftoolsshallbeusedforthis purposeandtheholethereafterbereprimedandfired
Oralternativelyandpreferably–
A new hole be drilled not less than 30 cm from the misfired hole and care shall be taken that the new hole is drilled insuch a
direction that there is no danger of touching the unexploded charge. This new hole shall be bored in thepresenceof
theauthorisedshotfirerandfired.
The authorised shotfirer shall be present during operations undertaken for the removal of debris liable to containunexploded
explosive near the misfired hole. A careful search amongst the debris shall be made for cartridges anddetonators.

X-Reportonmisfiredholes

The authorised shotfirer shall at once report to the office or manager all cases of misfire, the cause of same and
whatstepsweretakeninconnectiontherewith.
If a misfire has been found to be due to defective fuse, detonators or explosive, special notice shall be sent to
theofficesothatthewholequantityor box fromwhich the defectivearticle was takencan be inspected.

XI–Notificationofmisfireto oncomingshotfire
In the case of quarries, before leaving his work the authorised shotfirer shall inform the authorised shotfirer of the next
shiftrelieving him of any case of misfire and shall point out the position of the red cross denoting same, also stating what
action,ifany, he has taken in the matter.
 Chap.IX] APPENDIX9.11

(SeeParagraph 9.038)

Statementshowingtheminimumperiodsforwhichtheaccountrecordspreparedin
P.W.A.F.shouldbepreserved

No. Reference Description Minimum Remarks

toSchedul periodof
eNo. preservationexpr
offorms essed
incompleteaccou
nt

years.
Original Copyof

offoil copyfoil

ACCOUNTS

(1) (2) (3) (4) (5) (6)

1. XVII-E 1 Cashbook 20 ..

2. 2. Copiesof Sub-Divisional cash books received fromthe .. 20

S.D.O.

3. 3. Imprestcashbook 10 3

4. 4. ReceiptforpaymenttoGovernment (counterfoils) .. 3
5. 5. Treasuryremittancebook

3 ..
OruntilthenextinspectionbytheA.G.whiche
verislater.

6. 6. Cashbalancereport 3 3

7. 7. P.W.cheques(counterfoils) .. 5

8. 8. Indentandinvoiceforstores 10 5

9. 9_ Registerof stockReceipts 5 5

10 Issues

10. 11 Abstractofstockreceipts 5 ..
12

11. 13 Abstractof stock issues 5 ..

14

12. 15 Half-yearlybalancereturnofstock 5 ..

16

13. 17 Half-yearlyregisterofstock 5 ..
18

14. 19 Accounts of receiptof tools and plant and 5 5

20 bungalowissues

furniture.
15. 21 Registerof Tools and Plants 5 ..
16. 22 Statementsofreceipts, issuesand balance ofroadmetal 5 5 The period is to count from the last day
ofthe year of the closing of the estimate
fortheconstructionorrepairoftheroad

concerned.

17. 23 Road metalratebook 10 ..

18. 24 Surveyreports of stores .. 5

25

19. 26 Saleaccounts .. 5

27

20. .. (FormNo.S-62) Acquittance roll for salaries .. 40

21. .. (FormNo.S-62) Acquittance ofroll for travelling .. 5

allowance

22. 30,31,32and33 Musterrolls 5 ..

23. 35 Measurementbooks 10* .. *Tenyearsafterthedateofcompletionofwork

s,themeasurementsofanypartof

whicharerecordedtherein.

10+ .. All
+
measurement books will be
destoryed15 years after the date on which
they arerecorded irrespective of the date
on
whichtheworks,themeasurementsofwhicha
re

enternedinthem,are completed.
 10++ .. +

+
Measurementbookwhichcontainsonlymeasu
rements of repairs will invariably
bedestroyedtenyearsafterthedateonwhich

theyarerecorded.

24. XVII-E 36 Firstandfinalbillforcontractorsandsuppliers. 10 5 Orwhenrelatingtolargeprojectsfiveyears

37 after closing of the estimate

whicheverislater.

25. 41,42,44,47 and Finalbills 10 5 -do-

48

26. 38,39and40 Runningaccountbill‘A’ .. 5

27. 43 Runningaccountbill‘B’

28. 45 Runningaccountbill‘C’ .. 5

46

29. 49 Handreceipt .. 5 Orwhenrelatingtolargeprojectsfiveyears

after closing of the estimate

whicheverislater.

30. 50 Pay bill of work charged establishment & of 35 ..

Inthecaseofvouchersforamountsexceeding
51 establishmentpaidfromestablishment contingencies.
Rs.25 sent to the Audit
officewiththemonthlyaccounts,certifiedco
piesshouldbekeptintheDivision
 Office.

31. XVII-E 52 Accountof Pettycontractors 5 .. ..

32. 53 Indenture for secured advances 10 .. Orwhenrelatingtolargeprojectsfive

years after closing of the

estimatewhicheverislater.

33. 54 Pettyworksrequisitioinsandaccount 10 .. ..

34. 55 to WorksabstractsAandB 1 .. Orwhenrelatingtolargeprojects,fiveyears

57 after closing of the estimate

whicheverislater.

35. 58, Detailedstatementofexpenditureofmaterialscompared 10 .. do

59 withestimatedrequirements.

36. 60 Outturnstatement of manufacture 10 .. do

37. 61 Reportonthevalueandverificationofunsusedmaterials 10 .. do

38. 62 Registershowing clearanceof suspense head “Materials” 10 .. do

intheaccountofworks.

39. 63 Worksslip (copy) .. 3 Afterclosingoftheaccountsofthework

concerned.

40. 64 RegisterofworksAand--- 10 .. Afterclosingofaccountofexpenditure

65 relatingtoworkwhichisrecordedtherein.

41. 66 Registerofmanufacturers 10 .. do
42. 67 Contractor’sledger 10 ..
 68

43. 69 Completionreports .. 10
70

44. 71 Registerofrevenue,refundofrevenueandreceiptson 5 ..

capitalandrevenueaccounts.

45. 72 Registerof revenue(Buildings and Roads) 5 ..

73

46. 74 Registerofrevenue(Irrigation) 5 ..

75

47. 77 Statementofrentsrecoverablefrompaybills 5 ..

48. 78 Registerof rentsof landsand buildings 5 .. Provided none of the balances are

outstandingondateofdestruction.

49. XVII-E 80 Scheduleofmonthly settlementwithtreasuries .. .. This form is submitted in original to

theAuditoffice.Thedetailsrecordedinitshou
ld be entered in the cash book of
theDivisionOffice,theentriesbeingmadeov
erthesignatureoftheDivisionalOfficerjustaf
tertheclosingentriesofthe
 month.

50. 81 Registerof Cheque books 5 .. Afterdateofrecordoflastentryinthe

Receipt register.
51. 82 Trasnferentry order .. 5

52. 83 Trasnferentry book 5 ..

53. 84 Adviceof trasnfer Debit 2 2

Credit

54. 85 AcceptanceoftransferDebit 2 2
Credit

55. 86 Registeroftransferawaited 3 .. Afterclearanceofthelastliabilitynoted

intheregister.

56. 87 Registerof sanctions to fixed charges 3 ..

57. 88 Registerof miscellaneoussanctions 3 .. Fromdate ofcompletion.

58. 89 RegisterofD.A.’sauditobjections 5 .. do

59. 90 Scheduledocket .. 1 Divisionalrecordisinworkabstracts.If

officecopyismadeitshouldbepreservedforo
neyear.

60. 91 Scheduledocketforpercentagerecoveries .. 5* Divisional record is in the transfer

entrybook. *If an office copy
isprepareditshouldbepreservedforfive

years.

61. 92 to Scheduleof works expenditure (office copy) .. 5

95
62. 96 Scheduleof deposit works .. 5
63. 97 Scheduleof tacovi works .. 5

64. 98 Suspense 5 .. Provided none of the balances

----------
areoutstandingondateofdestruction.

registerDeposit

65. 99 Scheduleof purchases .. ..

100

66. 101 Scheduleof Miscellaneous Public Works advances .. 5

67 102 Scheduleof London stores .. 5

68. 103 Scheduleofdebitstostock .. 5

69. 104 Stockaccount .. 5

70. 105 to 108 Classifiedabstractofexpenditure .. 5

71. 109 Scheduleof rents of land and buildings . .. Noofficecopytobekept

72. 110 Schedule of debitsto miscellaneous heads of .. 5

accountscredits

111

73. 112 Schedule ofdebitsto remittancescredits .. 5

 113

74. 114 Scheduleof deposits .. ..

115

75. 116 Monthlyaccounts .. 5

76. 117 Cashabstract book .. ..

 118

77. 119 Extract from contractor’s ledger .. ..

78. 120 Listof accounts submittedto audit .. 5

79. 121 DivisionalOfficer’sreportofscrutiny of accounts .. 5

80. 122 Registerof interest bearing securities 10 .. Countingfromthedateofcompletionin

allrespects.

81. 123 Accountsof interest bearing securities .. .. Divisionalrecordisintheregisterofinterestbe

aringsecurities(form122)butif a separate
office copy is prepared it
maybefiledanddestroyedalongwiththe

monthly accounts for March---

82. 124 Indentfor servicepostage stamps .. 2

83. 125 Registerofendowmentreceipts .. ..

84. 126 Ledgeraccount ofcemetery endowments 5 .. Aftercompletionofthework

85. 127 Annualaccount of cemetery endowments .. 3

86. 128 Annualcertificate of balances .. 3

87. XVII-E 129 Travellingallowance billfor subordinates .. 3

88. 130 Registerof miscellaneousrevenue 5 ..

89. 133 Credit note-books 3 ..

90. 134 Contingentbill .. ..

135
91. 136 Applicationforre-appropriation of budget grants .. 2

137

92. 138 Returnof major andminor works .. 3

139

93. 140 TravellingallowancejournalsofSub-Engineersnot 3 3

submittedtoaudit

94. 142 Combinedmusterandpettybill 10 10

95. 143 ListofaccountstobesubmittedbyS.D.O.’s 5 ..

96. 144 Detailedlistofworkabstract-

A-for major 5 ..
wokrsB-
forminorworks

Pettyworks, requisitions etc.

97. 145 Registerof miscellaneousrecoveries 5 ..

98. 147 Registerofdestructionofrecords P .. PermanentRecord

99. XVII-A33,36, Contractagreement(forms A,B,C,DandE) 3 3 Afterthecontractisclosed.

224, 225 and 349

100. 62 Extractfromdivisionalstatement ofobjectionableitems .. 3

101. 91 Auditnoteoninitialaccount 3 3

102. 92 Auditnote of imprest account 3 3

103. 101 Balance return of furniture 5 5

104 114 CapitalandrevenueaccountsofGovernmentbuildingslet 3 3

 oravailableforrent

105. 193 Registerofestimatesandrequisitionssactioned 5 ..

106. XVII-A 199 Registerof billsof suppliers 3 ..

107. 234 Ferrylease 3 3 Afterthecontractisclosed.

108. 272 Completioncertificateoforiginalworks 2 2

109. 273 Completioncertificateforrepairs 2 2

110. 282 Registerof arrears of labour paid 3 ..

111. .. Registerofarrears towork establishment 3 .. Provided no amounts for payment

remaintsoutstanding.

112. XVII-D 122 Schedule A,B,C, D and E to accompany the 5 5 Afterthecompletionreportissantioned.

completionreport of irrigation projects
to1
26

113. Tenderfor lumpsumcontract 3 3

114. Registerofappropriation 2 ..

115. Treasurypass-book 2 ..

116. Divisionalstock sub-ledger 3 ..

117. XVII-A 312 Supplementsto the balance returnof tools and plant 2 2

313

118. Workshopwarrantsadjusted 3 3
119. Adjustmentvouchers 3 3

120. Officecopies of A.G’s auditnotes on monthly divisional .. 3

 accounts

121. Railwaymoneyreceipt forcash paymentof railwayfreight 5 5

122. Receiptfor service labels supplied bythe treasuryand not 5 5

submittedforaudit.

123. Billsof firms, suppliersandlocalbodiessuchas 5 5

MunicipalityorDistrictCounciletc.

124. Moneyordercommissionreceiptsforpostalremittance 5 5

125. Statementofarrearsoflabourerspaid 3 3

126. Cancelled .. ..

127. XVII-A 303 Registerofadvancesgrantedtolabour 5 .. Providednoadvanceisoutstandingonthe

date ofthe destruction ofthis record.

128. XVII-A 307 Registeroflabouragreements inSub-Divisions 10 ..

129. XVII-A 310 RegisterofproformaaccountsinSub-Divisions 3 ..

Establishment

130. X-105 Statementofcasualleaves 1 1

131. I-1 Paybill of gazettedofficers (office copy) .. 6

132. 3&5 Paybill of establishment(office copy) .. 40

133. I-8 Lastpaycertificate .. 3

134. 9 Incrementcertificate .. 3

135. 10 Ackhowledgementofpermanentadvance .. 1
136. 11 Absenteestatement .. 40
137. 15 Officecopyoftravellingallowancebillforgazetted .. ..
officers

138. 16 Office copy of travelling allowance bill for non- .. 3

gazettedandministerial officers.

132

139. 62 Applicatioinfor pensionor gratuity (FormNo.25) .. 5

140. 63 Applicationforpensionor gratuity (FormNo.26) .. 5

141. 64 Applicationfor extraordinary pension or gratuity .. 5

142. 69 Memorandumofservice andleave forverification for .. 5

pension

143. XVII-A 70 Detailed statement of establishment on 1stApril .. 40

(FormNo.3/4)

71

144. 72 Registerof contingent expenditure 5 ..

145. 134 Ordersanctioning the grant of pension or gratuity .. 5

146. 143 Scheduleof repaymentof advances .. .. Maybedestroyedalongwithpaybills.

147. 146 ScheduleofGeneralProvidentFunddeductions(General .. 3

ProvidentFund FormNo.8).

148. Abstractof ledgeraccounts submittedby districtcouncil 2 .. Fromthedateofcompletionofworksto

whichtheyralate.
149. 108 Applicationforsanctiontoconveyance(horseorbicycle .. 1

allowance).

150. 271 Transferreport on relief of a S.D.O. 3 3

151. .. StatementofIncome-tax 3 3

152. .. Servicebooks 5* ..

153. .. Leaveaccounts ofnon-gazetted officers 5* .. *S.R. 34( C) under F.R. 74 –

Servicebooks of officials who have ceased
to
beGovernmentservantsshouldbedisposed

ofasfollows:-

(1) In case of death, the book may

bedestroyed if not claimed by the
heirof the deceased servant after
threeyears following the decease of
theoriginal holder, if claimed an
entryshouldbemadeinittothateffect

andthebookgiventotheclaimant.

(2) The service book may be made

overtoanofficerifheresignsorisdischa
rgedwithoutfault,anentrybeing made
in it to this effect. If it
isnotclaimed,itshouldberetainedfort
hreeyears,sothatitmaybeavailableinc
aseofre-employment
underGovernmentoftheoriginal
 holder.

(3) Inthecaseofdismissalthebookshould
be retained at the
discretionoftheheadoftheofficeforsu
cha

periodasitislikelytoberequired

(4) In the case of pension the

servicebookshouldbefiledwiththepe
nsioncase.Anofficermaybegrantedac
ertifiedcopyofhisservicebookonpay
ment ofcopying

fees.

Establishment-(cont.)

154. Casescontainingintermediatecorrespondenceinwhich 5 ..

pensions are sanctioned by Heads of Departments or

StateGovernment.

155. Statementofmonthlyprogressiveexpenditureand .. ..
correspondencerelatingtodescrepanciesinfigures.

156. Monthlyreturn of pension. 5 5

157. Registerof disbursement ofpay and travelling allowance .. 6

ofnon-gazettedestablishments.
158. XVII-A- Registerof expenditure incurredonaccountofpayand .. 3
 316 travellingallowance of establishment(Form16-B).
P.W.D.

159. XVII-E- Register of disbursement of pay, travelling allowance 20 ..

153 andotherpersonalclaims ofthenon-gazetted establishment.

and 154

Revenue

160. XVII-D- KistbandiKhataoni 4 4

48

161. 63 Tauzi of collection of revenue 1 1

162. 68 Registerofmiscellaneous 3 .. Afterthe expiry of the leases.

163. 74 Scheduleofpayments ofcommissiontoPanchasof 7 ..

irrigation revenue.

164. 81 Leaseof fishing rights in Governmenttanks 3 .. Afterthe expiry of the leases.

165. 82 Agreementformtobe signedby applicant tocultivateland. 3 .. Aftertheexpiryoftheagreement.

84

166. XVII-D 100 Khasrashudkar 4 ..

167. 102 Orderon petitionof complaints 1 ..

168. 105 Amin’sand Sectional officers’weekly diary 1 ..

169. 107 IrrigationInspectors’dailyreport 1 ..

170. 108 Complaintsregister 4 ..

171. 109 Detailsof land comingunder agreement 3 .. Afterthe expiryof the agreement.
 Revenue-(Cont.)

172. 110 A-1 3 .. Afterthe expiryof the agreement.

Agreementfor supply ofwater (FormNo-------)

111 B

173. 112 Weeklyirrigationreports 2 2

to1
18

174. 127 Registershowing the namesof Sirpanchas and panchas. 3 ..

175. 128 AbstractkistabandiKhataoni 3 ..

176. 130 Irrigationledger 2 ..

177. 131 Applicationfortheremissionofirrigationrevenue. 3 ..

178. 132 ApplicationformsA,BandCforconstructionofwater- 3 .. Afterrecovery is effected.

courses.

179. 133 FormNo.W-1-Parcha 3 .. do

180. 134 FormNo. W-2-Jamabandi 3 .. do

181. 135 Formof calculation of hectare age rate for the recovery of 3 .. do

costof system of water-courses

Miscellaneous

182. 136 FormNo. W-4- Distributionof cost of water course system 3 .. Aftercomplete recovery

183. 137 FormNo. W-5- Defaulter’s list 3 .. do

184. 138 FormNo. W-6- Record of recoveries 3 .. do
185. 139 FormNo. W-7 - E.E’sabstractofexpenditureonwater- 3 .. Aftercomplete recovery
course.

186. 145 Statementshowingagreements enteredin toby villagers 3 ..

underGovernment worksfor irrigation.

187. 146 Mouzawarstatements 10 ..

188. 147 Statementofremissionssanctioned 3 ..

Miscellaneous

189. 148 DarkhastAbpashi 3 ..

190. 150 Statementofrefundsofwater-ratestocultivatorsfortheKharif 3 ..

-------crops
Rabi

191. XVII-D 151 Statement of commission for collection payable to 7 ..

Sirpanchas.

192. Villagemaps 4 ..

193. 79 Abstractreturnofexpenditureonstores 2 2

194. 87 ReportofCommitteeoncondemned tents 2 2

195. 88 Applicationforpurchaseofnewtents 2 2

196. 16 Indentfor Londonstores 3 3

197. 49 Registerof Civil buildingsborneonthebooksofthe . . *Twoconsecutiveeditionsoftheprinted

--- P.W.D. registermust beretained always.
 50

198. 80 IndentsontheMathematicalInstrumentOffice 3 3

199. 116 Listof surplus materialsandtoolsandplantavailablefor 3 3

transfer.

200. 123 Registerof land P . PermanentRecord

201. 164 CheckregisterofestimatesreceivedintheS.E.’soffice. 3 ..

202. 165 Registerof contractagreement 10 ..

203. 192 Formofrequisition onthe MathematicalInstruments 2 ..

Officeforrepairs.

204. 196 Registerof sanctions toarticles of European manufacture 3 ..

purchasedlocally.

205. 219 Monthlystatementofgrantandexpenditure 3 ..

206. 233 Propositionstatementofassessmentofrevisionofrent *.. .. *Maybe retained tilla new statement is

prepared.

207. 245 Notificationfor tenders 3 ..

208. 258 ReportofinspectionofSub-DivisionalOffices 3 3 Three years or until after the next

inspectionwhicheverislater.

209. 296 Reportof inspection of sub-divisional account by the D.A. 3 3 do

297
Miscellaneous
210. XVII-D 17 Registerof completionreports 3 ..

211. 93 Statementsshowingthedistributionofbudgetgrants 3 ..

212. 104 Amins’gaugereport 1 1

213. 140 Progressreportsonworksetc. 2 2

to1
42

214. 141 Monthlystatementofgrantandexpenditure(Irrigation 3 ..

Branch)

215. XVII-D 144 Formof an inspection of the office of E.E.by the S.E./C.E. 3 .. Three years or until after the next
inspectionwhicheverislater.

216. 152 Reportof aninspection ofthe Sub-Division 3 .. Three years or until after the next
inspectionwhicheverislater.

217. .. Dailyreports of labour 3 ..

218. .. Allocationsheet of labour 3 ..

219. .. Adviceslips 2 ..

220. .. Unsanctionedtenders forbazar materials 1 ..

221. .. RegistercontainingabstractofexpenditurestatementA- 3 ..

AnnualrepairstoCivilbuildingsandroads.

222. .. Registerofstatementshowingexpenditureonworksand 1 ..
probablesaving or excesson them.

223. .. Monthlylistofincompleteworks 1 ..
224. .. Stamp(Servicelabels)accountbook(orformofoutstation 3 ..
dakbook-FormXV-79).

225. .. Detailedbudget estimate of an office 5 ..

226. .. Registerof ferries 10 ..

227. .. Registerof stationery and forms 3 ..

228. .. Requisitionforstationeryandforms 1 ..

229. .. Registerofmeasurementbooks *.. .. *Assoonas allmeasurement booksare

destroyed.

230. .. Registerofpermanentencroachment P .. PermanentRecord

231. .. Registerof musterroll 3 .. OruntilthenextinspectionbytheA.G.

whicheverislater.

232. XVII-D 153 Registerofimportant ToolsandPlant P .. PermanentRecord

233. XVII-A 14 Fieldbooks 10* .. *Thesebookswillbedestroyedafterten

3+ yearsfromthedateonwhichtheyarerecorded.

234. .. 17 Level books 10* .. +

The books which contain records made
inconnection with repairs will be
3+ destroyedafterthreeyearsfromthedateonwhi
ch

they are recorded.

235. XVII-A 18 Feebooks of rest-houses 3 .. Fromthedateofthelast entryinthebook.

236. .. .. MaintenanceregisterofrepairworksmaintainedinSub- 3 ..
 DivisionalOffices.

237. XVII-A 270 “Nil”formregister (counterfoil) 3 ..

238. FormNo. 136 Registerof buildings 2 .. Onreceiptofprintedcopies.

239. .. RegisteroflevelbooksinSub-Divisions 10 ..

240. .. Registerof note-books 3 ..

241. XVII-A 334 Toll tickets 3 .. Or till the next inspection of accounts
ofthe Sub-Division by an Accounts
------ Officer,whicheverislater.
337

242. XVII-A 340 Registershowingticketssoldatthetollhouseatabridge. 3 .. OrtillthenextinspectionofaccountsoftheSub

-DivisionbyanAccountsOfficer,

whicheverislater.
[Chap.IX] APPENDIX9.12

(Seeparagraph 9.043)

Permanent Pass for Crossing The

BridgeNot transferable

PermanentPassNo……………………….

Permitthe*…......................................................................................................................................................................... of(NameofPass
holder) ………………………………………………………………………………..………………… when travelling on duty, to
crossthe………………………………………….bridge in kilometer ………………………….…….. of …………………… road, free
oftoll.

Date the..........................19
ExecutiveEngineer,

……………………….. Division

*Here enter conveyances and equipage,cart,motor, cycle, etc., asthe case may be.
Notes:-
Thispass must be shown to theofficerondutybeforepassingthebarrier.

IfthispassislostordestroyedtheholdershallatoncereportthefacttotheE.E...................................................... Divisionandobtainaduplicatecopy
thereofwhich shall be supplied onpayment of rupee one.
ThispassshouldbereturntotheE.E.………….Divisionwhentheholderistransferredtoanotherstationorifforanyotherreasonit is not required by
him.
Theholderofthispassshouldsignitataplaceprovidedbelowandshouldgivehissignatureeverytimehecrossesthebridgesifcalledupontodoso.

Signatureof the holder of the pass ……………………………………………

[Chap.IX] [APPENDIX
9.13]
APPENDIX9.13
[Seeparagraph 9.043 (7)]
CHALAN
(To beprepared in duplicate)
Chalanofmoney paidto theS.D.O. /S.O. ……………………………………………

By whombrought Onwhat account Amount

Rs. P.

TOTAL

Rs.(inwords)…………………………………………………………………………………………………………………...
Tenderer Received
Dated……………………..19 Signature of S.D.O. / S.O.
Dated.......................19
Certifiedthattheamountshownabovehasbeenenteredintheregister.
DatedSignatureofS.D.O.,
………………………………..SubDivision
[Chap.IX] [APPENDIX9.14]
[Seeparagraph9.044(5)]

FORMOFLEASEFORCOLLECTIONOFTOLLSATABRIDGE

Locationofbridge(Nameof road/Km./River/District) :-
…………………………………………………………..
Wherereas under section 2 of the Indian Tolls Act, 1851 (VIII of 1851),
theState Government has levied a toll upon the aforesaid bridge at the rates specified
inthe first Schedule hereto appended and under section 2 of the Indian Tolls Act,
1932(VIIIof1932),thelevyofthattollhasbeenleasedtome(byname..............................,Son

of ………….Resident of tahsil ………………. district for the term of

year/yearscommencingfromthe1stJanuarytothe31stDecember............,inconsiderationof

therenthereinafterreservedandsubjecttotheconditionhereinaftermentioned.

I hereby agree with the Governor of Madhya Pradesh as represented by

theExecutiveEngineerasfollows:-

Ihave deposited the sum of Rs. ……………………… (in words

…………………………………………….) being ten percent of the total amount
ofrent payable by me for this lease to be held in deposit by way of security for the
dueperformanceofthecontracttobepaidtomeattheterminationoftheleaseandafterall
claims of the State Government in respect thereof shall have been finally settled.Any
installment of rent falling due or any sum of money for the payment of which Imay
become liable under this lease may be deduced from the said deposit, and whenany
such deduction in made, I shall within ten days of receipt of notice thereof,
makegoodthedeficiencysothattheamountdepositedwiththeStateGovernmentassecurity
shallcontinue to be Rs. …………………. .

ThetotalamountofrentpayablebymeshallbeRs.………………………….
(inwords........................................... )andshallbepayableininstallmentandondatesas
given below. I shall not be entitled to claim any remission under any
circumstanceswhatsoever:-
No.of Amountof each Dateofpayment
 instalments instalment

Rs.

TollsShallbeleviedaccordingtotheratesfixedfromtimetotimebytheState Government on
all persons, animals, vehicles and other things crossing
thebridgeotherthanthosewhichhavebeenexemptedorwhichmayhereafterbeexempted
under section 4 of the said Act, VIII of 1851, as amended by the saidProvinces Act,
VIII of 1932 or under any other law for the time being in force, and Ishall not be
entitled to any compensation on account of such exemptions. A list
ofexemptionsinforceonthe1stJanuaryisgivenintheSecondScheduleheretoappended.

Ishall demandpayment of thetoll only forthe use ofthe bridge.

Ishallnottransferorsub-
leasetherightsconferredonmebythisleasewithoutthepreviousapprovaloftheExecutiveEn
gineer/SuperintendingEngineer.

Ihavereceivedorwill,onthedateonwhichtherighttocollectthetollcommencesreceiveinmy
charge-

atollhouseanditsattachmentsconstructedtointerceptthetrafficandtofacilitate
collectionofthe toll; and

Materialsrequiredfortheerectionofatemporaryrailingifconsiderednecessary by
the Executive Engineer.

I shall at my own cost at once erect the railing and maintain in good condition
therailing so erected and the building made over to me for the working of the toll
house.The railing shall be erected after the rainy season is over and dismantles before
thecommencement of the following rainy season. When collapsible railing are fitted .
Ishall lower them when the water rises to 2 m below level of the roadway and
raisethem when it is 50 cm below that level in a falling flood. I shall keep the bridge
andapproachestheretoclearofslitandotherobstructionsatmyowncosttothesatisfactionofth
eExecutiveEngineer.TheopinionoftheExecutiveEngineer
whether the maintenance has been satisfactory shall be final and should I at any
timefail to remedy with in a reasonable time any defect brought to my notice in
writing bythe Executive Engineer, the latter shall be entitled to remedy the same cost
incurred inso doing shall be reco verable from me. On the expiry of the lease I shall
return therailing or its materials and the buildings made over to me in good condition .
In theevent of any damage to the buildings or the railing or the materials thereof or of
anyloss of material,I shall report promptl the fact to the Executive Engineer and to
theofficer-in-charge of the nearest police station. I shall also make good such loss
ordamage but shall not be responsible for any loss or damage caused by flood, fire
ortempestorotherabnormalcalamityprovidedthatIhavetakenallreasonableprecautions to
prevent such loss or damage and to save damaged material during thecalamity and
within a reasonable time thereafter. The amount payable for such loss ordamagesshall
be determinedbytheExecutiveEngineer.

I shall keep the bridge open for traffic at all hours and under all
reasonableconditionsexceptwhencrossingthebridgeisdangerousowingtoflood.

I shall report at once to the officer-in-charge of the nearest police station anyaccident
occurring on or near the bridge by which death or injury amounting
togrievoushurtiscaused.

I shall not permit any person who is known or reasonably suspected to be anescaped
convict or proclaimed offender to pass over the bridge and I shall report atonce to the
officer-in-charge of the nearest police station the arrival at the bridge ofany such
person.

I shall employ, for the efficient management to the toll house, such
minimumnumberofservantsasmaybefixedbytheExecutiveEngineer.

I shall on receipt of a requisition from the Executive Engineer at once removeany

servant employed by me in working the toll house whom that officer may declareto be
unfit to act as such.
I shall as directed by the Executive Engineer give or cause to be given
receiptstoperson using thebridge for all sumsreceived fromtheminpayment of the toll.

I shall see that vehicles carrying Government mails and dak runners are
notunreasonablydetainedincrossingthebridge.

I shall exhibit in a conspicuous place near the toll house legibly written orprinted in
English words and figures and also in Hindi a table of the tolls authorized tobe taken
at the bridge, a list of exemptions, a statement of the penalties for refusing topay the
tolls and for taking any unlawful toll and a substance of conditions 4, 7, 9, 10and 12
of this lease. The necessary posters or metal plates will be lent to me by theExecutive
Engineer but I shall be laible to pay the cost of repainting them whenorderedby him.

I agree that the lease shall be subject to the conditions that failure by me to payany
instalment of rent on the due date or breach or non-obserance by me of anyprovision
of the said Act VIII of 1851 or of any condition of this lease shall render thelease
liable in the discretion of the Executive Engineer, to be resumed and
workeddepartmentally or resold by auction for the unexpired portion of this lease and
I shallbe liable to pay any loss that may be sustained by Government by reason of
suchresumptionand departmental working or resale.

Ifanyinstalmentisnot,paidbymeonduedate,whetherthesamebedemandedornotIshallbelia
bletopayinterestattherateof10percent.perannumatthediscretionoftheExecutiveEngineer
,onsuchinstalmentfromthedateofdefaultprovidedthreedaysofgraceforthepaymentofanin
stalmentshallbeallowed.

As security for the aforesaid rent together with interest accuring thereon
andothersumsofmoneyforthepaymentofwhichImaybecomeliableunderthesaidAct or
the rules made under section 12 therefore or under the conditions of this lease Ihereby
mortgage to the lessor without possession my landed property particularlydescribed
below. I declare that the aforesaid mortgaged landed property is free
fromencumbrance of any kind. However if for any reason litigation ensures
concerning
thepropertyoranypartthereofandthelessorsufferesanylossthereby,Icovenantwith
the lessor that I shall not only be liable and make good the loss, but shall also
renderall help necessary in regard to the safeguarding of the landed property
mortgaged. Ifmy declaration that the property is free from encumbrancy is found to be
untrue orwrong,Imaybeheldguiltyunderthelaw.IfurthercovenantthatIshallnotalinatethe
aforesaid mortgage property or any part there of either by way of sale, gift,subsequent
mortgage or otherwise till the payment of the aforesaid rent and sums ofmoney. If the
mortgaged property or any part there of becomes subject attachment orforced sale or
if the rent or revenue thereon or any part thereof remains in arrears or ifthe property or
any part thereof is declared by the lessor to be in danger of seriousdeterioration in
value or passes away out of my possession through death alienation orotherwise the
lessor shall have the right to recover all amount due by me bringing tosale according
to law the aforesaid mortgaged property and should therefore be adeficit, I hereby
agree to make good such deficit with interest thereon personally orfrommy other
property :-
 Descriptionofthelandedpropertymortgaged

Location:-
Name of the field
settlementNo. Patwari Letting Market
locally(known if any)
circle Right Area Rent Value value Remarks
Khasara No./Survey No.
No.RevenueInspectorcir
cleNo. Tahsil/District (2)
(6) (7)
(1) (3) (4) (5) (8)

Notes - (1) When mortgage of land is taken as security under this clause the se must compulsorily be stamped and registered
undersection 17(d) of the Indian Registration Act 1908.

(2) Thisclauseshouldbescoredoutwhentheleasefurnishespersonalsecurityunder clauses (18) below :-

(18) I (Surety)…………………………………… son of …………………………

resident of ………………………….. tahsil ………………….. district …………….. do hereby gurantee the punctual payment of
theinstalments of rent for this lease and of any sums of money for the payment of which the aforesaid lease may become liable under
theconditions of this lease and I also hereby undertake to be responsible to the said Governor of Madhya Pradesh as surety for the said
leaseforthe payment by himof the said rent and sums of money.

Itisagreedbyusthatanymoney payableunderthisleasemayberecoveredasifitwerean arrearoflandrevenue.

It is further agreed by us that any dispute arising as regards the interpretation of this lease or the extent of the liability of any of
ushereundershall be decided by the SuperintendingEngineerwhosedecisionshallbefinal.

Witnesses– Signatureofthelessee
1. ………………………………………….
Date……………………
…………………………………………. Signature of the

suretyDate………………

…….

Signatureoftheofficeracceptingthelease

Date…………………….
[Chap.IX] [APPENDIX9.15]
(Seeparagraph 9.044)

Bid Sheet For The Auction Of The Right To Collect Talls at

FerriesAndToolBridges.

ukoksavkSjiq y ksijeglw yolw yd jusdsg ddsuhykedhcksyhdkr[rk

(Acopy in English and inHindiofthis sheet and ofthe prescribedformof agreement-

***¼bl r [rsdhvksj eqvkfgnsdsckcr bdjkjukesdseqdjZj uewudh,d udy vaxzsthment

applicabletothecontractshallbeavailableforinspectionattheplaceofauction***vkSj
fgUnheasuhykedseqdkeij eqykfgtsdsfy;sj[khtkosaxhvkSj cksyhcksyusokykasandtheircontents
shallbefullyexplainedtothebidders)dksmldsetewuvPNhrjgle>kfn;stkosaxs½-

Particularsof the property’s be sold by auction,

uhykegksusokyhtk;nkndhrQlhy-

Desingnationoftheofficerholdingtheauction

uhykedjusokysvfQljdkvksgnk-

Conditionof sale
uhykedh'krsZ

Noperson shall be allowed to bidunlesshehasdepositedwiththe

lcfMfotuyvkfQlj

fdlhHkh'k[l dkstcrdfdog &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&

,DthD;wVhobathfu;j

Sub DivisionalOfficer Sub Division

ExecutiveEngineer Division

lcfMfotu

&&&&&&&&&&&&&dsikl :i;s¼v{kjh-----------------------½uxntekudjnscksyh
fMfotu

a sumof Rs. (in words)............................................................................ in cash.

cksyusdhbtktrughnhtkosxh-

Nopersonshallbeallowedtobidunlessheproducesasolvencycertificate

***fdlhHkh'k[l dkstcrd fdogrglhynkj dsikl delsde:i;s fromaTahsildaror fromaRevenueSub-

DivisionalOfficerasthecasemaybefor¼v{kjh½dkviuhdkcfy;r dklfVZfQdsVuis”kdj nscksyhnot
lessthan Rs.(in words

............................................................................. )cksyusdkbtktnughnhtkosxhA

Note :-This clause may be deleted, when the value of the lease did not exceed Rs.200
in the previous year or when if there was no similar lease in the
previousyeartheleaseisnotexpectedtofetchmorethanRs.200.

NoContractorfromwhomduesonaccountofanyW.D.leaseareinarrears

**fdlhHhBsdsnkj dksftl ij MCY;w-Mh-dsBsdsdkiSlkcdk;kgkscksyhcksyusdhbtktr ughshall

bepermittedtobid.nhtk;sxhA

Theofficerholdingtheauctionwillfixtheamountatwhichtheauctionwill

**uhykedjusokykvkfQlj uhykedh'kq: dhcksyhvSk j ckndhizR;sd cksyhdhdelsstartand the minimum

amountly by which each successive bid willadvance.dejdeBgjknsxkA

The officer holding the auction may close the auctionat any bid. uhykedjus
okykvkfQljfdlhHhcksyhijuhyke[kRedj ldrkgSA

Afterthebidisclosed allbidderswhohavetakenpartintheauctionorsuchof

**uhyke[kRegksusdsckndqy cksyhcksyusoykstksuhykeesa'kjhdgq, Fks;k,slsy ksxthemasmay

berequiredbytheofficerholdingtheauctionshallsignormaketheir**ftUgsuhykedjus okysvkfQlj
dkst:jr gksvkxsnhgqbZcksyhcksyusokyksadhQsgfjLrthumb markson the memorandum at the foot of the
list of bidders hereafter given.dsuhpsdh; knnkLrijviusnLr [krdjsaxs;kvaxwBsdsfu”kkuyxk;asxsA
Thecompetentauthorityshallnotbeboundtoacceptthehighestoranybid

**gkfdeetkt ij ;gykfteughfdoglclsT ;knkjdedhcksyh;kdksbZHkhcksyhandmay

refuseanybidwithoutassigninganyreasontherefore.Anybidacceptedby**eatw j djs vkSj
ogfcuklcccryk;sdksbZHkhcksyhukeatw j dj ldrkgS!gkfdeetkt dsthe competent
authorityshallbebindingonthebidder. }kjkeatw j dhgqbZcksyhcksyusokysdksdcwy djuk ykftegksxkA

Thepersonwhosebidisacceptedshallexecuteadeedofleaseinthepres-

*ftl 'k[l dhcksyheatw j dhtkosxhoggkfdeetkt dseqdjZ j fd;sgq, oDr dscribed form

withinthetimefixedbythecompetentauthority.HeshallalsowithinvUnj,dBsdsdk

iV~VkeqdjZ juewuseasfy [skxkAckysheqtw jgksusdhlwpukfeyusdsSevendaysoftheintimationto

himof theacceptance ofhis bid,depositincashwith

lkr fnudsvUnj og&&&&&&dsikl &&&&&&:i;sdh,d uxnhjdetksthe

....................asumofwhichinclusiveofthesumofRs............................................................ fd

mlds}kjktekdhgqbZ:i;ksadhjdedslkFkfeyusij mldscksyhdeposited by him will

amounttotenpercentofhisbidassecurityforthedueper-dksjdedksnlQhlnhgksxhtekurdsrkSj
ijsvius}kjkfy [kstkusokysBsdsdsiV~Vsormanceofthecovenantsinthedeed
ofleasetobeexecutedbyhim.Iftheperson dsdjkjksadksiw jhrjglsd jusdsfy;stek djsxk-vxj og'k[l
cryk;sx ;s;keqdZjjfailstomakethedepositorfailstomakethe
depositorfailstoexecutethedeedofleaseasaforesaidwithinthefd;sgq, oDrdsvUnj
BsdsdkiV~Vkufy [svkS j fQj eglw y lq i fjVsaMsaVbathfu;j dhdhbPNkuqlkjrighttoobtainthe leaseandthreeupon
thetollsmayinthediscretionoftheSuper-egdesds}kjkolw y fd;ktkldrsgS;lkeglw y olw y djusokysdksjkT;
'kklu}kjkds}kjkmBk;sx;sbyauction
andthedefaultershall;beliabletopayanylosswhichmaybesustaineduqdlkudkstksfdegdesdstfj;solw y
hdslc;kfQj lscspusdslccgqvkgksnsukbythestateGovernment by reason of such department
collection or re-sale. gksxk-uqdlkudhjdecrkSj cdk;k Hkw&jktLodsolw y dhtkosxh-
Theamountofthelossshallberecoverableasanarrearof landrevenue.

Noauctionshallbecompleteuntilthecompetentauthorityhaspassedantcrd fd gkfdeetkt
uhykedhcksyheatw j djusdkgqDeunsrcrdorderacceptingthebid
andnopersonshallbeentitledtocollecttollsuntilthedeeduhykeiw j kugksxkvkSj tc rd
'krZ8eascryk;sx ;seqdZjj uewuseasrcrddkiV~Vkuofleaseintheprescibedformas
mentionedincondition8hasbeenexecuted.fy [kfn;ktkosrcrdfdlhHkh'k[l dkegkwy
olw ydjusdkvf/kdkjugksxk-

Theleaseshallbegovernedbytherulesinforceregardingthelevyoftolls,

le; le; ij izknsf'kdljdkj ds}kjkeglw y dsyxkuseglw y ?kj dksdk;emaintananceofthe toll-

houseetc.,madebythestateGovernmentfromtimetotime j[kusvkfndsfo"k; eas cuk;sx ,
pkywfu;eBsdsij ykxwjgsaxsA

TheleaseshallbesubjecttotheconditionthatnotollshallbedemandedBsdsdsfy;s;g'krZfdftu'kDlksa
dksizknsf'kdljdkj useglw y nsuslsc jhdjfromthepersonwho areor may be exempted fromthe
payment of thetoll by the

fn;kgS;kdjnsmulsdksbZeglw yughgksxkA

stateGovernment

12-The amount of security shall be returnd on the termination of the lease

Bsdsds[kregkstkusdscknvkSj Bsdslaca/khljdkj dslcnkosiw jhrjglsand after all claimsof
Governmentinrespectoftheleasehavebeenfullysettledolw y gkstkusdsckntekur dhjdeokil dj
nhtkossxh-ftl cksyhcksyusokysThe sumdepositedundercondition1by a bidder whosebid isnot
accepted shall be dhcksyheatw j ugkssxhmlds}kjk“krZ1ds
eqrkfcdtekdhgqbZjde”krZ9dsvuqlkjreturnedtohimaftertheacceptanceofthebid under condition
9.cksyheatw jgksusijokil djnhtkosxhA

13. Thecompetentauthorityundertheseconditionsis–

bu“krksZadseqrkfcdgkfdeetkt ;ggS&

Listofbiders
cksyhcksyusokyksadhQsgfjLr

Nameofbidder Amountofbid

cksyhcksyusokysdkuke cksyhdhjde
 Memorandum
;knnk’kr

Webeingthepersonswhohavemadethebidsasshownagainstournamesin

mi j crykbZgqbZQsgfjLr esagekjsukedslkeusntZdhgqbZcksfy;kageuscksyhgSAtheaforesaid
list,haveunderstoodthecondittonsofthisbid-sheetandtheagreementvkSj bl cksyhds r [rsvkSj
eqvkfgnsdsbdjkjukeksadh“krZsatksgesacryknhxbZgSle>applicabletotheconract
whichhavebeenexplainedtousandweagreethateachyhgS-gebdjkjdjrsgSfdgkfde etkt
dseatw jdjusijgeesalsgj “k[lofusisliabletobeheldtohisrespectivebidifit
isacceptedbythecompetentauthority.v iuh&v iuhcksyhdhjdedknsunkjgksx-k

Signaturesorthumbmarkes

nLr [kr ;kvaxwBsdkfu”kku-

Namein full and address Signatureorthumb markof thebidder

iw jkukevkSj irk cksyhcksyusokysdsnLr [kr;kvaaxwBsdkfu”kku

Date……………………
Signaturefo officer holding the auction.
rkjh[k

uhykedjusokysvkfQljdsnLr [kr
IacceptthebidofRs.………………in(words)………………eSa-----------------------------------------

----:Ik;s¼v{kjh……………………… made by....................................................................... dh

cksyheatw jdjrkgwa-

Date………............
Signatureofcompetentauthority

rkjh[k

gkfdeetktdsnLr[kr
 [Chap.IX]

[APPENDIX9.16]

[Seeparagraph9.051.1(b)]

APPENDIX-9.16

Lease givingpermission to occupy Government Land under

theManagementof works Department

Form-A
(ThisFormshouldbeusedinallcasesofencroachmentsinMadhyaPradeshotherthan
purelytemporary encroachments).

This indenture made this …………………………. day of…………

19… betweentheGovernorofMadhyaPradesh(hereinaftercalledthegrantor,
which expression shall, where the context so admits, include his successors in
officeand assigns) of the one part and………………….. ( herein after called the
grantee,which expression shall where the context so admits, includehis heirs,
executors,administrators,representatives andassigns) oftheotherpart.

WherethegranteehasencroacheduponthepieceofGovernmentlandunderthemana
gementofthe…........................Departmentthefullparticularsofwhicharegiveninthe

Schedule below and which is delineated upon the plan here to annexed and said
land)byconstructingbalconies/saiwans/projectingeaves/chabutras/stepsandcarrageways
which are in existence for about

……………………………………………………. years.
 Andwhereasthegranteeunequivocallyadmitstitleofthegrantortothesaid
land;

And where the grantee has requested the grantor to allow him to retain the
saidconstruction with outconferringany right to the grantee in land underneath, it
beingdefinetlyacceptedthatthepermissionsograntedtoretainthestructurewillnotamountt
o grant of any interestwhatsoeverinthelandbelow;
 AndwhereasinconsiderationofthepaymentofthesumofRs…………………
(………………………………..……) only by the grantee to thegrantor, the grantor
has agreed to take no action under the law against the grantee forremovalofthe
saidconstruction;

Now, therefore, this indenture witness that upon payment by the grantee of the
saidsumof Rs.…………………………( )onlytothe
grantor,thereceiptwhereof the grantor hereby acknowledges and upon the grantee
having agreed to payby wayof licence fee a sumof Rs. …………………………….. (
)onlyevery year/on or bcfore
the ……………………………………………... during thesubsistence of this
agreement the grantor has agreed to allow him to retain the saidconstruction, subject
to the following conditions :-

(1)The said constructions shall be allowed to remain so long as the saidland is

notrequired by the grantor for his own or public purpose.

(2)(a) When the said land is required for a purpose as stated in clause (1) of
whichyhe grantor shall besolejudge, the grantorshall requirethe grantee to
removethe said construction within ……………………. of the receipt of
thenotice tobe given by the grantorin that behalfandthereupon the agreement
shallterminate. If within the period allowed in the noticethe grantee fails to
remove,thegrantorshall be entitled to have thesameremoved at the cost of
thegrantee in accordance with the procedure provided by Madhya Pradesh
LandRevenueAct.1917.

(b) Thegranteeshallnotbeentiledtoanycompensationfortheremovalofthesaid
construction under sub-clause (a).

(3)If the buildingto which the said construction pertains is herafter rebuilt or if
thesaidconstructionhereaftercollapsesorfallsintoastateofdisrepairastoinvolve
reconstruction, thegrantee shall notrepeat such construction. Onremoval of the
said construction completely, of which notice shall be given
bythegranteetothegrantor,thisagreementsshallterminateandtheliabilityof
 thegrantyeeforpaymentoftheannuallicencefeeshallceasefromthedateoftheremoval
or fromthe date of thenoticewhicheverissubsequent.

Schedule

* * *
* *

Inwitness where of the parties have set their hands here to theday and
yearspecifiedineachcase.

Witnesses -

1.

2.
Executive EngineerDivision,onbehalfoftheGrantor

……………..
Date…………….
Witnesses-

1.

2.

SignaturofGrantee
Date………………..
[Chap.IX]
[APPENDIX9.16]

Form- B
( Thisform shouldbeused in cases of purely temporary encroachment
inMadhyaPradesh)

This lease is granted by the Govenor of Madhya Pradesh as represented by

theExecutiveEngineerofthe ……………………………………………………….

Divisionto…………………….(hereinaftercalledthelessee)toenteronandusethe
landsituated at …………………………. more particularly
describedintheschedulesbelowinconsiderationofRs……………………(inwords....)the

receipt whereof the Governor of Madhya Pradesh hereby acknowledges subject to

thefollowingconditions:-

ThelesseeshallpayinadvancethesumofRs…........................................ asfeefortheuseof
thesaidlandduringtheperiodfollowingthatdate.
On payment of this sum the lessee shall be entitled to the use of the said
landfrom……………………….to ………………………

The lessee shall use the said land only

…………………………………….+(and may for that purpose erect or place
atemporary shed theron). He shall not usethe said land or the shed or any
partthereofforanyotherpurpose.

(4)+The lessee shall obtain the previous approval of the Executive Engineer to
thematerial, appearance and position of any to beerected or placed on
thesaidlandandtoanyalterationtherein.

The lessee shall not erect any structure (of a permanent character) on the
saidlandoranypartthereof.

Thelesseeshall keepthesaidland (andtheshedifany)ina sanitarycondition.

Thelesseeshallbedeemedtobe
revokednothefailureofthelesseetoperformoroveserveanyoftheconditionsofthisle
ase.
The lease may be terminated by either party by giving to the other of them
atanytimefifeenday’snoticeinwriting,andtheleasemaybesoterminatedby
 thegovernorofMadhyaPradeshwithoutanyclaimforcompensationwhatever
onthepart of the lessee.

If the lease is revoked under clause (7), within seven days from the date onwhich the
order of revocation is communicatedto the lessee and if the leaseis terminated
under clause (8), within seven days from, the date of termination,the lessee
shall be at liberty to remove any shed erected orplaced by him
onthesaidland.Anythingnotremovedwithinthattimeshallbecometheproperty of
theGovernor ofMadhya Pradesh absolutely.

Thelessee recognizes that this being a lease it shall be open to the

ExecutiveEngineeroranyofficerauthorizedbyhimtohaveaccessatalltimestothesai
d land and that the lessee has no power under the law of
transferringtheprivilegesgranted to him by this lease.

The lease does not transfer any interest in the said land to the lessee
(andnothinghereincontainedshallbeconstruedtocreateoccupancyrightsinfavouro
fthelessees).

The schedule above referred to –

The schedule above referred to –

* * * *

Granted this ………………………………………. day of

……………………………………

………………………….

Signatureof the Executive Engineer.

Ihaveunderstoodtheaboveconditionsandagreetoabidebythem.
 +
Thesewordstobeomittedinwhichtheyareinappropriate.
Signature
Note. – Where no rent is reserved, this form should be used but the words relating
torent should be omitted and the corrections in theform should be
initialledand dated by both parties.
[Chap.IX] APPENDIX9.17
(SeeParagraph 9.051)

REGISTEROFENCROACHMENTS

Serial District Tahsil Mouza Nameof Encroachment Nameof Ground Number Briefnoteof Remarks

No. road (giving ownerand rent and date of purposeforwhich

Kilometre numberof encroacher agreement encroachmentis

housesetc.) allowedand

whetherforpucca

orkachabuilding

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
Rs. P.
Note :-The E.E. in charge of the Division should certify annually at the beginning of each calendar year that the agreements are in
safecustodyandthatnoneismissing.
[Chap.IX] [APPENDIX9.18]
(Seeparagraph 9.045)

FORMOFLEASEFORAPUBLICFERRY

“Aclassferry”meansaferryforusethroughouttheyear.
“B class ferry” means a ferry used during rains or for part of a
year.Stationofferry...............River................Tahsil...........................District.

Whereas in accordance with the provisions of the Northern Indian Ferrite Act, 1878 (XVII of 1878), and the rules made
underSection 12 thereof, which shall be deemed, so far as applicable to be a part of this lease, a lease of tolls of the aforesaid ferry has
beengrantedtomebyname.........................sonof.................................residentof.............................forthetermof......................................(year(s)

commencing fromthe......................................to the............................................... inconsideration oftherent hereinafterreservedand subject

totheconditionhereinaftermentionedIherebyagreewiththeMadhyaPradeshGovernment,asrepresentedbytheexecutiveEngineers,.
.................................................. Division, as follows :-

IhavedepositedthesumofRs....................being10percent.ofthetotalamountofrentpayablebymeforthisleasetobeheldin deposit by way of

security for the due performance of the contract to be repaid to me at the termination of the lease and after allclaims of the State
Government in respect thereof shall have been finallysettled. Any instalment of rent falling due or any sumof money for the
payment of which I may become liable under the said act or rules of under this lease may be deducted from thesaid deposit, and
when any such deduction is made, I shall, within ten days of receipt of notice there of, make good the
deficiencysothattheamountdepositedwith the State Government as securityshallcontinuetobeRs.......................................
The total amount of rent payable by me shall be Rs.................................. (in words)-
..........................................................................................andshallbepayableininstalmentsandondatesasgivenbelow,namely
:-

No.ofinstalment Amountofeachinstalment date on which payable

[Rs.]

Tolls shall be leviable by me according to the rates for the time being fixed by the State Government on all persons,
animals,vehiclesandotherthingscrossingtheriverbythesaidferryotherthanthose exempted by the State Government.

The lease shall be subject to the Condition that failure to pay any instalment on the due date or breach or non-observance of theprovisions
of the said Act or the rules made under Section 12 thereof or of the conditions of this lease shall render the lease liablein the
discretion of the Executive Engineer, to be resumed and worked departmentally, or resold for the unexpired portion of thislease,
and I shall be liable to pay any loss that may be sustained by the State Government by reason of such resumption
anddepartmentalworking or resale.

If any instalment of rent is not paid on the due date, whether the same be demanded or not, I shall be liable to pay interest at therate of 10
per cent. Per of default provided that three days of grace for the payment of the instalment shall be allowed. +Should
anextensionoftheperiodbeyond15thOctoberbesanctionedIshallbeliabletopayanenhancedrentinsuchproportionastheperiodofextensio
ninto the termof the lease.

interest accruing thereon and other sums of money for the payments of which I may become liable under the said Act or the rulesmade
under Section 12 thereof or under the conditions of the lease I hereby mortgage to the lessor without possession my
landedproperty particularly described below.I declare that the aforesaid mortgaged landed property is free form encumbrance of
any Assecurityfortheaforesaidrenttogetherwithkind.However,ifforanyreason,litigationensuesconcerningthepropertyoranypart
 thereofandthelessorsuffersanylossthereby,IcovenantwiththelessorthatIshallnotonlybeliableandmakegoodtheloss,but shall also
render all help necessary in regard to the safeguarding of the landed property mortgaged.If my declaration that
thepropertyisfreefromencumbranceisfoundtobeuntrueorwrongImaybeheldguiltyunderthelaw.IfurthercovenantthatIshall not
alienate the aforesaid mortgaged property or any part thereof either by way of sale, gift, subsequent mortgage orotherwise till the
payment of the aforesaid rent and sums of money.If the mortgaged property or any part thereof become subjectto attachment or
forced sale or if the rent or revenue thereonor any part thereof remains in arrears or if the property or any partthereof is declared
by the lessor to be in danger of serious deterioration in value or passes away out of my possession throughdeath, alienation or
otherwise, the lessor shall have the right to recover all amount due by me by bringing to sale according to lawthe aforesaid
mortgaged property and should there by a deficit, I hereby agree to make good such deficit with interest thereonpersonally or
frommy other property.

+
Thissentencewillbe scoredoutwhen thecaseinofanaclass ferry.

DESCRIPTIONTHELANDEDPROPERTYMORTGAGED

Location ;- Settlement No PatwariCircle No.Revenue Inspector CircleNo.TahsilDistrict.

Nameofthefieldlocallyknown (if any) Khasra No.Survey No.

Right Area Rent Letting
Value
MarketValue

Remark
(1) (2) (3) (4) (5) (6) (7) (8)
Notes:-
(1)Whenmortgageoflandistakenassecurityunderthisclause,theleasemustcompulsorilybestampedandregisteredunderSection17(3)
oftheIndiaRegistrationAct.1908.

(2) Thisclauseshouldbescoredoutwhenthelesseefurnishespersonalsecurityunderclause(7)below:-
(7) I (surety)…………………………………son of …………………………………… resident of
………………………………… do hereby guarantee the punctual payment of the installments of rent for this lease and of
anysums of money for the payment of which the aforesaid lessee may become liable under the said Act or the rules made
undersection 12 thereof or under the conditions of this lease and I also hereby under take to be responsible to the said
StateGovernment as surety for the said lessee for thepayment by himof the said rent and sumsof money.

It is agreed that any money payable under the said Act or rules or under this lease may. be recovered from the lessee or thesuretyas if
it werean arrear oflandrevenue.

It is further agreed that any dispute arisingas regards the interpretation of this lease or the extent of the liability of the lesseeorthe
surety hereundershallbedecidedbytheE.E./S.E.whose decisionshall be final.

Signature
Witnesses Signatureofthelesse

1……………………… Date ………………………

Signatureof the surety
2.……………………… Date ……………………
Signatureof the Executive Engineer
…………………………….DivisionDat
e……………………..
 [Chap.IX]

[APPENDIX9.19]

[Seeparagraph9.045(1)]

Appendix9.19

List of persons, Animals, Vehicles, etc., Exempted by the State Government

fromPaymentsof TollswhenCrossingFerriesonStateRoads.

Military officers, when travelling on duty, troops in uniform and their

families,attendants,animals and vehicles accompanyingthem.

Vehiclesmovingundertheordersofmilitaryauthority.
Government servants travelling on duty, their attendants, animals and
vehiclesaccompanyingthem.

PersonsandanimalsemployedinandVehiclestransmittedonthepublicservice.

Vehicles employed in connection with the transport of materials or goods ownedor

purchased by Government while proceeding with, or travelling empty
fortaking,suchaload.

Dakrunnersandvehiclescarryingmails.
VillageKotwarstravellingonduty,accusedpersonsincustodyandwitnessesincriminalcase
s challenged by police.

MembersoftheMunicipalCommittee,Mandla,andpaidservantsofthatbodytravellingondu
ty-inrespectof the ferries at Mandla only.

Persons,animalsandvehiclesconveyingmaterialsforuseonGovernmentworks in charge
or the W.D.
Cultivatorsandtheircattle,day-
labouresgoingtoorreturningfromtheirdailyworkandchildrengoingtoorreturningfro
mschool.

Pedestriansnottransportedinferryboats.
All vehicles transporting compost manure under a certificate from any officer
oftheAgricultureDepartmentnorbelowtherankofanAgricultureAssistanttotheeffec
tthatthetransportisinconnectionwith“GrowMorefoodScheme”.
[Chap.IX] [Appendix9.20]
(SeeParagraph 9.011)
Repairestimate and Inspection Report
E.&M. Division ..........................................

E.&M. Sub-Division ...................................

(Tobesubmittedinduplicate)
Nameof Plant.......................................................................................................
NumberofPlant...................................................................................................
Make.....................................................................................................................
DepartmentCodeNo............................................................................................
AmountofEstimateofRepairs............................................................................
Shortdescription of repairs ......... ........................................................ ...............
Dateof submissionof ............. .................................................................
Estimatetodivisionoffice/.............................................................................
Sub Divisionoffice ........................................................ .....................
Probabletimerequired .............................................................................
for repair
Probabledue date, when ready........................................................ ...................
Datedsignatureof Datedsignatureof
Sectionofficer, E.& M. Sub-DivisionalOfficerE.&M.Sub-Division
No. Dated
Returnedto ..............................................................................................................................................
EstimateapprovedforRs.........................................................................................................................
JobNumberallotted.................................................................................................................................
Repairworks to be carried out............................................................................................................... Other

instructions.............................................................................................................................................

ExecutiveEngineer/SubDivisionalOfficerE&M
......................................................................................
 INSPECTIONREPORT

S.No. NatureofComplaint,defect Reasons ProposedRepairs by RemarksbyS.D.O. GeneralRemarks

SectionOfficer E.&M.

(1) (2) (3) (4) (5) (6)

…………………….. …………………………….
SectionOfficer,E&M Sub-Divisional Officer, E&M

EstimateforRepairs

S.No. Quantity Particularsofspare PartNo.asper Rate Amount

required catalogue
(1) (2) (3) (4) (5) (6)
SectionalOfficer, E&M………………………… Sub-Divisional Officer, E&M………………………
[Chap.IX] [Appendix9.21]
APPENDIX9.21

(SeeParagraph 9.011)
RegisterofJob

SNo. JobNo. NamePlant Short Amountof Dateof Proposed Actualdate Actual Remarks

withS.No. description Estimate receipt date ofcompleti expenses

ofrepairs ofplant ofcompleti on ofrepairs
forrepair onofrepair
s s
(4) (8) (9)
(1) (2) (3) (5) (6) (7) (10)
[Chap.IX] [Appendix9.22]
APPENDIX9.22

(SeeParagraph 9.012)

ReceiptAndIssueRegisterofSpareParts

NameofSectionOfficer…………………..

NameofSub-Division/Division

S.No. Date Sourceof receipt Detailsofitem IssuedtoPlant Dateof issue JobNo. Approximatevalue
givingdetails received No.

(1) (2) (3) (4) (5) (6) (7) (8)

 ……..……………………
Dated…………………… Signature of the SectionOfficer E./M.
[Chap.IX] [Appendix9.23]
APENDIX9.23
(Seeparagraph 9.013)
JOBCARD
OFFICEOFTHE..................................................................NO.........................................................
DescriptionofMachine..........................................................................Dateofreceipt......................................................
Sourceof receipt....................................................................................Dateofstartingwork............................................
NatureofJob..........................................................................................Dateof completion..............................................
EstimateNumber....................................................................................ChargeableHeadofaccount................................
Estimateamount...................................................................................................................................................................

SECTION‘A’ SECTION‘B’

No. Wagesthrough Amount No. Wagesthrough Amount

MusterRoll WorkchargedSalaryBills

Total ………………………… Total ………………………

SECTION‘C’ SECTION‘D’

No. Repairsof Misc. jobs arranged from Amount No. Misc.Jobs Amount

OutsideworkshopwithS.No. doneinworkshop
Total ………………………… Total ………………………

CERTIFICATE
Received Machine\vehicle No................
On date...................in goodworking condition along with usedparts
andentries dulyrecorded inthelogbookofMachinesonPageNo...................
[Chap.IX] [Appendix9.23]
ABSRACT
Section ‘A’.......................................

Section ‘B’........................................

Section ‘C’........................................

Section ‘D’........................................

Section ‘E’........................................

Total ........................................

Add. Overhead charges of workshop :-

Rs...........................................................
GrandTotal...........................................
Thechargesareaccepted
SECTIONOFFICER........................................ Receiving Officer

S.D.O.E&M
[Chap.IX] APPENDIX9.24 [Appendix9.24]
(Seeparagraph 9.014)

HistorySheet
.....................DEPARTMENT,M.P.
(For Nomenclature of plants,
specification)Make.............................................................................................EngineNo………………………………
………………

Supplier...........................................................................................................................
OrderNo. ........................................ ..............................................................................
SerialNo. ........................................ ........................................ ......................................
Code No......................................... ........................................ .......................................
OpeningDate ........................................
ClosingDate .........................................
…………………………… ……………………
Sub-DivisionOfficerE.&M. ExecutionEngineer,
Sub –Division E. & M. Division
INDEX PageNo.
Recordof transferof machine
Record of operators ... .. ....
Particularsof equipment... .. ....
Componentmainassemblies ... .. ....
Batteryrecords... .. ....
Tyre record ... .. ....
Recordifadditions,alterationsandmodificat
ion

Monthly operation data ... .. ....

Monthly repair data ... .. ....
Componentassembliesrepair... .. ....
11. Notes... .. ....

[Chap.IX] [Appendix9.24]

EquipmentreceivedinE.& M.Sub-Divisional/E.&M.Division.................................
.........................................................................................................................................
TransferredtoE.&M.Sub-Division/E.&M.Division..............................................
.........................................................................................................................................

Handedover Taken over

S.D.O.,E. & M. Sub-Division S.D.O.

E.&M. Sub-Division
...................................... ..............................................
SectionofficerE.&M.Section SectionofficerE.&M.Section
 RECORDOFTRANSFEROFMACHINE

(BetweenSectionOfficer)

From, To Totalperiod of work Authority

RemarksDoneinsection

....................... ……........ FromTo

E.&M. Division E.&M. Sub- Division E.&M. Division

PARTICULARSOFEQUIPMENT

1. Brief Description of Plant .. .. .. ............................................................

2. YearofManufacture .. .. .. ............................................................
3. NameofManufacture .. .. .. ............................................................
4. Maker’sS.No. .. .. .. Model No...........................................
5. Date of receipt .. .. .. ............................................................
6. Supply orderNo. .. .. .. ............................................................
7. NameofSupplier .. .. .. ............................................................
8. Total costatsite .. .. .. ............................................................
9. Totalweightoftheplant .. .. .. ............................................................
10. Dimensions .. .. .. ............................................................
11. Enginedetails .. .. .. (a)Make............................................
(b)Model No. ....................................
(c)S.No. .............................................
(d)Type...............................................
(e)H.P. ...............................................
(f)Nos.ofcylinder..............................
(g)Borediameter................................
(h)Stroke............................................
(i)Displacement\cylinder...................
(j)R.P.M. ..........................................
Capacities .. .. .. (a) Fueltank
Sump
Coolingsystem
Gearbox

Filter detail
(Recommendedmake/type) (a) Air filter
Fuelfilter
Tubefilter
Listoftoolswiththeplant---
Receivedwiththeplant
Issuedlater
 COMPONENTMAINASSEMBLIES

ItemNo.

NameofAssembly Make Model S.No. Short Details Remarks

(1) (2) (3) (4) (5) (6)

FuelInjectionEquipment
Generator
StarterMotor
[Chap.IX] [Appendix9.24]
Recordof Batteries
ORIGINALREPLACEMENT
(1) (2) (3)
Date………………………………………………………..

Size…………………………………………………………..

Nos.ofPlates…………………………………………………..

Voltage………………………………………………………..

Make …………………………………………………………..

S.No……………………………………………………………..
RepairRecords
Make Voltage……………….No. of Plate………………………….. S. No…………………….

Date Work Done Reason Hoursworked Remarks

Repair/Charging
(1) (2) (3) (4) (5)
[Chap.IX] [Appendix9.24]
TyreRecord
TyresFront (i)Original (ii)Spare

Size----- Make
Ply.---- S.No.

TyresRear

Size---- Make.
Ply.---- S.No
Changes

Detailsoftyretakenout Detailsoftyrefittedin

Date Tyre-Size/Ply Make/S.No. Tyre-Size/Ply. Make/S.No.

Remarks(1) (2) (3) (4) (5)
(6)
 RecordofAddition/Alteration/Modification

S.No. Date Detailsofworkcarriedout Cost Reasons Authority Remarks

(1) (2) (3) (4) (5) (6) (7)

Month No.of
MonthlyOperative data
Total P.O.L.(Quantity) Costpay

Payof

Total

Remarks

hours Diesel Petrol EngineOil Lubricants of Operator cost

worked (i) (ii) (iii) (iv) P.O.L.

(1) (2) (3) (4) (5) (6) (7) (8)
 MonthlyRepair Record

Date Detailsofbreak Hours/Kms. Dates JobNo. ShortDetails Cost Remarks

down Repairs Repair

started
 ComponentAssemblyRepairRecord

S.No. Date NameofComponent Detailsofwork carriedout Cost Remarks

(1) (2) (3) (4) (5) (6)

Note:Formatsare forguidanceonly; andmaybe suitablyamendedwhere necessary.

[Chap.IX] [Appendix9.25]
APPENDIX 9.25
(Seeparagraph 9.043)

Table Showing the rates of Tolls to be Levied on Bridges Fixed by

theStateGovernment

S.No. Description RatesforBridgescosting

Rs. Five lakestofifteenlakhs
Above Rs.Fifteenlakhs
(1) (2) (3) (4)

1. Onevery private motor car,jeep , stationwagon,orothersimilarvehicle Rs.3.00 Rs.4.00

Onevery auto rikshaw .. .. .. 2.00 2.50
Oneverytractor-trollyloadedwith commercial good. 3.00 4.00
On every tempo, taxi, matador, mini bus with seating capacity of up to 30 passengersandpick-updeliveryvan.
Oneverygoodsvehicleasdefinedin the motorvehicleAct:-
5.00 7.00
(a) Loaded ... ... ...
Unloaded(Empty) not there... ...
15.00
10.0
20.00
13.00
On every State carriage as defined in Motor Vehicles Act with seating capacity inexcessof30passengers.
10.00 13.00
On every vehicle carrying heavy machinery and earthmoving machinery (whenadvancepermission of P.W.D. is necessary).

Notes—(1) Thepayeroftolltaxwillhavetherighttocompound.
2.00
perton
2.50
Perton
(2) The toll shall be leviable only once in a day in respect of vehicles for any number of journey on the same day on the StateBridges
by payment of toll prescribed for a single day journey, i.e., within 24 hours from 6 O’clock morning till next
daymorning6O’clockforwhichpurposereceiptgrantedtothetaxpayershallhaveanentry indicating the vehicle number.
However,differenceoftollshallbeleviableforcrossingabridgecostingaboverupesfifteenlakhsandinthatcasedifferencebetweentheratesi
ndicatedunder columnnumber (3) and (4)shallbecomepayable.
[Chap.IX]
[Appendix9.26]

APPENDIX9.26

(Seeparagraph 9.043)

List of Vehicles Exempted by the State Government

fromPaymentofTollswhenCrossingatTollBridges

Part I-Without a permanent pass from the Executive

Engineer.ConveyancesandvehiclesofHon’bleGovernorandhon’belMiniste

rs.

ConveyancesandvehiclesoftheHon’bleSpeakerandDeputySpeakeroftheLegislativeAss
embly.

ConveyancesandvehiclesofMinistryOfficerstravellingonduty.

Conveyancesand vehiclesaccompanying troopson themarch.

Vehiclesmovingundertheorderofmilitaryauthorities.

VehiclesofPoliceofficersonduty. SuchPoliceOfficershalleither—

bein uniform;or

produceacertificatesignedbytheDistrictSuperintendentofPolicethattheyareonduty
;or

ifofaranknotlowerthanaDistrictSuperintendentofPolice,enterina book kept by the

lessee, their rank, names, and the fact that they aretravelling on duty.
TheconveyanceoftheExecutiveEngineeroftheDivisioninwhichthebridgeissituated,whil
etravellingonduty.

The conveyances and vehicles of village kotwar on duty, and of witnesses

incriminalcases challanedby police.

Conveyances and vehicles of cultivators used for agricultural purposes

whosefieldsorpasturegroundsliewithinadistanceof3km.fromtheoppositeside
 ofthebridgetotheirhomeonproductionofRevenueBook(BhooAdhikarandRinPust
ica).

Vehicleslicensedtocarrymails.

Smallvehicles(likecar,Jeep,tractorandambulanceoftheStateGovernmenttravelling on
duty.

VehiclesoftheMembersoftheLegislativeAssemblyofMadhyaPradeshandMembersof
Parliament.

AllVehiclestransportingcompostmanure.

Vehiclesofaccreditedpresscorrespondentspossessingidentitycard.

AmbulanceandvehiclesofFireBrigadewouldbeallowedtopassthroughimmediately.

TractorTrolley(emptyorwithagriculturalmachinery).

PartII—with permanent pass fromthe Executive Engineer.

VehiclesofGovernmentServantsand their attendantstravelling on duty.

Vehicles exclusively used for school-going children, when going to schools

orreturntherefromwiththeirvehicles.

Note.—The driver of vehicles exempted from payment of toll, shall state

hisname, rank and the nature of the duty on which he is engaged and shall,
ifliterate, do so in writing.
[Chap.IX]

[Appendix9.27]

APPENDIX9.27

(Seeparagraph 9.057)

CHIEFTECHNICALEXAMINERORGANISATION

OrganisationAndFunctions

The organisation is headed by the Chief Technical Examiner who is an officer

oftherankofaChiefEngineerinWorksDepartment.HeisassistedbySuperintending
Engineering drawn from Public Works,Irrigation and Publichealth Engineering
Departments.A technical and administrative audit cell
hasbeenconstitutedundereachSuperintendingEngineer.TheChiefTechnicalExamin
er, Superintending Engineers, Executive Engineers of the Chief
TechnicalExaminer’sOrgnisationareallTechnicalExaminers.

The functions andduties of theorganisationareasbelow:-

Inspection of important work in progress, as also after completion with referenceto

quality, time schedule and any deviations made from the contract
agreementsduring execution of works.

Inspectionofworkscarriedoutdepartmentallytoensurethatthereisnoexcessiveuse of
material and labour.

Checkingorapercentageofconcludedcontracts,particularlynegotiatedcontracts,toensuret
hattheratesarereasonable;andconditions,descriptionoftheitemsandspecificationsare
notambiguous.

Checking of percentage of bills after payment with reference to documents

andalsomeasurements at site.
To examine any specific cases of technical nature, when so required by
theGovernment.

To conduct a technical and administrative audit of completed works as well

asworksinprogress,throughspotinspectionsofselectedworksandbyscrutinizingalld
ocumentssuchasbills,contractdeeds,muster,rolls,measurementbooks, etc.
Wheneveranydefects,irregularitiesordeviationsarenoticedduringthecourse of such
scrutiny, to refer to the department concerned in the form of
amemorandumforclarification,rectificationofdefectsortakingremedialmeasures
including advice regarding recoveries for compensation of loss to
theGovernment from contractor agencies concerned and disciplinary
measuresagainstthe defaulting staff and officers.

To refer serious cases of fraud and negligence to Government in G.A.D.

fornecessaryaction.Whiledischargingthesefunctions,theChiefTechnicalExamin
er’sOrganisationistoensurethatafewworksofeachoftheengineeringdepartmentsa
reinspectedin eachdistrict during theyear.

Inspectionof workshopsand maintenanceof machines.

AsanagentofGovernmenttoinspecttheconstructionworksentrustedtoCorporateBodies.

TheTechnicalExaminerisassistedbyanAssistantEngineerandoraJuniorEngineerinthefiel
dinspections.

DivisionalAccountantisprovidedtoassisttheTechnicalOfficersoftheChiefTechnicalExa
miner’sOrganisationinaccountsmatters.

Procedure of

Working :TechnicalExamination

ofWorks:

Workson contract:

Quarterlyreturnforalltheworksawardedandalsoworkscompletedoncontract are required

to be submitted in form C.T.E./6 to the Chief TechnicalExaminer by each
Divisional Engineer-in-Charge of the execution of works on25thof the
succeeding month.

Departmentworks:

For major works costing more than Rs. 50,000 on work orders or muster rollquarterly
return of works are to be submitted by the Divisional Engineer to
theChiefTechnical Examiner in formC.T.E./2.
Works for inspection may be selected by the concerned Technical
Examinerhimselforunderthedirectionsofhissuperiorsintheorganisationorbythe
 ChiefTechnicalExaminer.InspectionsandobservationsareissuedinformC.T.E./3 to
the departmental officers concerned up to head of the
department.ImportantcasesofseriousnaturearetobebroughttothenoticeoftheGover
nment in G.A.D. and the department concerned by C.T.E. for suitableaction.The
observations may be met by rendering satisfactory explanation tothe Chief
Technical Examiner, removal or rectification of defects or recoveriesof
overpayment or compensations in favour of the Government for inferior
ordefectivework.

The compliance of the observation in persued by the chief technical

Examiner.The cases, where appropriate action taken by the Department is not
intimated
toChiefTechnicalExaminerorappropriateactionisnottaken,istobeintimatedtoGove
rnmentbythe ChiefTechnical Examiner forsuitableaction.

The Executive Engineer of the works is required to accompany the inspectingofficer

of the Chief Technical Examiner’s Organisation. He may explain theposition at
site.Generally observations shall be communicated to the
DivisionalEngineerwhomayaccepttheobservationandtakemeasuresforrectificatio
nand remedy.In case, rectification or defects is not done and decided to
acceptand retain the inferior work without grossly prejudicing the safety and
utility ofthe work by claiming suitable compensation from the contactor for the
retentionofinferiorwork.Theyshallworkouttherateandquantumofsuchcompensati
onandintimatethesametotheChiefTechnicalExaminer;andeffect recoveries under
intimation to Chief Technical Examiner and AccountantGeneral.

If the Executive Engineer does not accept the observations, he shall submit
hisrepliesforconsiderationwithcopytohisSuperintendingEngineerinthedepartment
s. The superintending Engineer concerned shall examine the repliespromptly
and send his remarks to the Chief Technical Examiner who
shallexaminethereplies,anddroptheobservation,ifheissatisfied,givingintimation
to the Executive Engineer and the superintending Engineer. If he
isnotsatisfied,hemaymovethecasetotheChiefEngineer,Engineer-in-Chiefand the
Government in the concerned department and the Secretary, G.A.D.
(AdministrativeVigilance Cell), as he may deemfit.
 The register of observation memo received from the Chief Technical
Examineris to be maintained by the Executive Enginneer in the form of C.T.E./4
andexpeditious disposal ensured.The reply shall be submitted to C.T.E. within
30daysof the receipt of the obervation.

AregistershowingtheprogressonthedisposalofcasesreferredtotheSuperintending
Engineer and the Chief Engineer of the department
concernedarerequiredtobemaintained,intherespectiveofficeintheformofC.T.E./
5andexpedious settlement of the cases ensured.

Executive engineer is required to maintain a register showing the position ofover

payments pointed out by the chief Technical Examiner and recoveriesthereupon.

Where the work is done by departmental machinery, the same procedure

andformsmay be used with suitable modificationsforproperclarity.

TechnicalExaminationofcontractagreements

The Executive Engineers are required to forward direct to the Chief

TechnicalExaminer a true copy of cost agreement as soon as it is executed in
respect of allworks costing more than Rs. 5 lakhs and all lump sum
contracts.The contractdocument will be examined by the Technical Examiner in
general with the helpof the Divisional Accountant with a view to pointing out
errors,
omissions,anomaliesandambiguitieswhichtendtogiveundueorindirectbenefittoco
ntractors and which may result in execution of sub-standard
works.Theobservationshallbesenttothe Government for suitable action.

TechnicalExaminationofFinalBills

Monthly return of payment of final bills of works done on regular contracts

bythecontractorsisrequiredtobesubmittedbytheExecutiveengineerto15theachmont
h in the formC.T.E./1.

The Bills and connected documents are examined by the Technical

Examinerand relevant work sites inspected, whenever necessary to verity the
quality,quantityofthematerialbilledfor.
 ObservationsonbillsareissuedtotheExecutiveEngineerconcernedasheisthe
authority for payment of bills and recovery of the over payments detected,
ifany,bytheChiefTechnicalExaminer rests with the Executive Engineer.

Rectificationofdefectsandoverpayments

The Executive Engineer, while making recoveries from contractors for over-payments
agreed to by them as a result of technical audit of woks, should notwrite to the
contractors that recoveries are being made in accordance with
theinstructionsofthechiefTechnicalExaminer.AstheChiefTechnicalExaminer is
not a party to the contract and its mention in the
correspondenceexchangedwiththecontractors,islikelytoleadtolegalcomplication
s,particularlyifthematteristakenupinarbitration,itisenjoinedthatnomention
should be made of any other authority except the Executive Engineerunder
whose instructions recoveries are being made and defects are beingpointed out
etc. In the letters issued to the contractors all such actions are to
betakenwithreferencetothetermsofcontract.

TechnicalExaminationofMusterRolls

Chief Technical Examiner/Superintending Engineer/Executive Engineer of theChief

Technical Examiner’s office during his visit may check any muster
roll,attendanceas wellas progressand issueobservations inthe formC.T.E./3.

PrescriptionofReturns

ChiefTechnicalExaminermayrevise,refixandprescribenewproformas,periodical returns
from time to time for the Executive departments as well as hisstaff in so far as
they relate to the collection of data, inspection, checking andcompliance for
efficient implementation of the objects enunciated herein. TheChief Technical
Examiner may also make suggestions to the Department forimprovementin the
workingoftheseDepartments.

Functions:(Inspectionofworks)

WorkscarriedoutbyContractors
Inspectionoftheimportantworksaftercompletion,asalsocheckingduringtheirprogresswill
becarriedouttoseewhethertheworkshavebeenexecuted
 strictly in accordance with the terms of the contract, test examination of
worksexpenditure to ascertain whether the quantity and quality of the various
classesof works set forth in the agreement on which payment is claimed, do in
factrepresentthequantityandqualityoftheworkactuallyexecuted.Duringinspection,
the Engineer-in-Charge of the work shall accompany the officer ofthe Chief
Technical Examiner Organization who will specially watch to see thatvide
deviations from the agreement resulting in undue benefit to contractors arenot
ordered by the Executive staff. The Chief Technical Examiner will see thatthe
time of completion of works in accordance with the terms of the contract
isobserved by ensuring that no extensions without proper justification are
granted.He may also get hidden works opened out and carry out laboratory test
ofmaterialsincorporated in the work.

Workscarried out byDepartmental Labour :

TheTechnicalExaminerwilloccasionallycheckworks;bothmaintenance
as well as construction carried out by work charged/muster rollslabour. He will
check technically the labour and materials employed on work andwill bring to
notice any excess of labour employed or stores consumed in thework.

Hewillcheckatsitetheworkdonebythedepartmentallabourandalso the
actual labour at site. He will examine the works to see that all labour
isfullyemployedandthatitisnotemployedonjobs,whichcanbemoreeconomically,bed
onethroughcontract.

Examinationofcontracts

The Technical Examiner will check percentage of accepted contracts in respect

ofworksandsupplyorderscostingmorethanRs.5Lakhsandalllumpsumcontractsfromt
echnicalpointofviewpayingspecialattentiontothespecificationsandrates,toseethatth
ereisnoambiguityindescriptionofanyitem or specifications leading to over
payment. He will scrutinise negotiatedtenders (including work orders) to watch
that excessive rates are not paid by theExecutiveDepartment.
 Costpaymentandauditoffinalbills

The Technical Examiner will check technically percentage of bills after

payment.There will be office examination of bills, measurements books, and a
checking
ofmeasurementsandqualityofworkonsite.Thecheckingofbillsistobecompleted as
early as possible after payment, so that the objections may be dealtwiththe staff
who execute the works, and contract accountssettled promptly.

Technical Examination of any specific case of Technicalnature when

sorequiredby the Government

and the Secretary

G.A.D.AdministrativeVigilan
ceCell

The Chief Technical examiner’s Oraganisation is not intended to be a bureau

ofcomplaints against the officers of Engineering Departments.The
organisationwill carry out such functions as are enumerated above.If any
department ofGovernment desires that the Chief Technical Examiner should
examine anyparticular case, it shall refer the case to him through the G.A.D;
setting out thepoints on which the Chief Technical Examiner is requested to
examine alongwith the reasons, why the reference to Chief Technical Examiner
in considerednecessary.

All specific cases of technical nature, required to be examined by the ChiefTechnical

Examiner, shall be routed and sent through the Secretary, G.A.D.
(Administrative Vigilance Cell) enumerating the terms of reference
clearly.TheChief Technical Examiner and Superintending Engineer in the
organisation shallstudy the reference carefully, lay down procedures of
investigation, investigateand examine purely technical aspects.The Chief
Technical Examiner shallsubmit his report to the Secretary, G.A.D.
(Administrative Vigilance Cell) andthe department concerned. The
Superintending Engineer will fully assist theChiefTechnicalExaminer
iscollection offielddata,examinationandreporting.
Assistance to Audit in the examination of audit paras of
technicalnature
The Chief Technical Examiner will give advise, if required to the
AccountantGeneralinconnectionwith draft Audit paras.

General
TheOperationoftheChiefTechnicalExaminershallnotinterfereinanywaywiththefreeexer
ciseoftheExecutivepowersvestedintheDepartmentalOfficers.

The appointment of the Chief Technical Examiner and Technical Examiners

willnotinanywayreducetheresponsibilityoftheofficersoftheExecutiveDepartment.

Theyshallensurebytheirowninspectionsetc.thatallcontractsareentrered in
accordance with the accepted financial rules, the materials used areaccording to
specifications and that the work is completed in accordance with theplan and
within the time stipulated. The fact that the Chief Technical Examineror
Technical Examiner had examined any part of a particular work would not inany
way lessen the responisbility of the officers of the Executive Department
inrespect of the soundness of the construction and any defects which may come
tolightlater.

Clarifications
The departmental Officers while taking action against contractors as a result
oftechnical audit of works, should not bring in correspondence with the
contractor,reference of Chief Technical examiner Organisation as it is not a party
to
thecontract.DepartmentsareexpectedtoexamineChiefTechnicalExaminerOrganisat
ion’s observation notes and as required may further get it
scrutinizedfromtheirtechnicalheadsandsatisfyastowhichoftheofficersorcontractors
are responsible for the defects and then should take independent action
againstcontractors and as necessary against department Officers. (See G.A.D.
Memo No.F-1-29/73Vig./1dated5-12-1974).

For action against delinquent officers reference of Chief Technical Examiner’sreport

should not be made in the charge sheet and statement of allegations.It isthe
responsibility of the department to get further investigations done
throughdepartmentalheadsinthelightofChiefTechnicalExaminer’sreportsandthereu
pon satisfy themselves as to which of the officers or only contractor is
fullyresponsible for the defects (See G.A.D. Memo No. 15/1234/Vig./78, dated
22-1-1979)
[Chap.IX] [Appendix9.27]
PROFORMA
C.T.E./1

MonthlyreturnofpaymentoffinalbillstoContractorsandpendingfinal bills for morethan 6 monthsfor the month ……………………

Nameof Division ………………………………………..……………………………..

Nameof Circle …………………………………………...……………………………..

Department………………………………………………..……………………………..

S.No. Name Voucher Agreeme Nameof Amou Gross Dateof Dateof Actual Amount Amount Reasons
ofwork No.& -ntNo. Contractor -ntof amount completion commen- dateof ofextra ofsubsti- fornot

& Date Contra offinal asper cement complet- items tuted finalisati

location -ct bill agreement ion paid itemspaid -onof

thebill

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13)
No….................................................... Date

Forwardedin duplicate to C.T.E. (Vigilance)

[Chap.IX] [Appendix9.27]
C.T.E./2
(To be submitted to
C.T.E.by15thoffollowingmo
nth)

Quarterly report ofMajor works costing more than Rs.50,000 taken up departmentally for the quarter
endingJune/September/December/March
Division………………………………..……………………………..

Circle …………………………………..……………………………..

Department……………………………..……………………………..

S.No. Nameof Administrative Technicalsanction Amountofwork Dateof Expenditure Remarks

Work approvalNo… No……….dt……. proposed to starting incurred up
……dt…..….. bedonedepart thework tothe end
Amount mentally ofpreviousmon
Amount th
workorder

Piecework

Nominal
MusterRoll
 (1) (2) (3) (4) (5) (6) (7) (8)

No…………………………..Dated…....................................19

Forwardedto the ChiefTechnical Examiner (Vigilance)

Chhattisgarh ExecutiveEngineerDivision
[Chap.IX] [Appendix9.27]
ObservationMemo.
C.T.E./3

TechnicalExaminationofWorks

Nameof Work ……………………………

Division…………………………………. Dateof Commencement …………………………….

Circle……………………………………. Duedate ofcompletion …………………………….

Department………………………………

AgreementNo.…………………………. Actualdateofcompletion …………………………….

MusterRollNo.………………………… PercentageofProgress …………………………….

WorkOrderNo.…………………………
agreement Dateofsitecheck …………………………….
PieceagreementNo.…………………… Payment madeup todate …………………………….

Amount…………………………………

Contractor’sname &Class ………………

No……………………. Date………………….

To
TheobservationsmadeinrespectoftheaboveworkareenclosedherewiththeExecutiveEngineer’sisrequestedtofurnishreply
within 30 days of the issue of him
memo.Encl :-

Copy to :- TechnicalExaminer
Copy for folder file for ChiefTechnical Examiner
[Chap.IX] [Appendix9.27]
C.T.E./4
RegisterofObservationNotesreceivedfromtheCh
ief Technical Examiner

…………………………………..……………….Division…............................................................................................................................ Dept

t.
S.No. No. anddate of observation note Name of work and
agreementNo.
Nameof Contractor Remarksregarding
subsequent developmentanddisposal

C.T.E./5
RegisterShowingProgressofthe DisposalofCasesReferredto Circle/ChiefEngineer’sOffices byC.T.E. Organisation

……………………………………………………………………………. CIRCLE /C.E........................................................................... Dept.

S.No. Ref. No. anddate of C.T.E.Organisation Name of work and
 AgreementNo.
Nameof Contractor Remarks regardingprogressmadeonthecase

(1) (2) (3) (4) (5)

[Chap.IX] [Appendix9.27]
C.T.E./6
(To be submitted to C.T.E. by
the15thof the following month)

Quarterlyreturn of award and completionofworksforthequarterending…………………………

NameofDivision……………………..
Circle ……………………………………
Department……………………………..
Part I – Award of
works(CostingoverRs.5L
akhs)
S. Nameof Nameof Amount Percentage Whether No.of Date Dateof Remarks
No. workand Contractor of above/below awardedby times of completion
location Contract and particulars negotiationsor tenders Start ofworking
ofscheduleof call of tender called asper
ratesapplicable agreement
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
[Chap.IX] [Appendix9.27]
Part-II–CompletionofWorks

S.No. Nameofwork AgreementNo. Nameof Amountof Dateofstart Dateof Actualdate Remarks

andlocation Contractor contract as completion ofcompletion

peragree asperagreeme
ment nt

(7)
(1) (2) (3) (4) (5) (6) (8) (9)
No……………………………………………… Dated….................................................19
Forwardedto theChief Technical Examiner(Vigilance) MadhyaPradesh.
[Chap.IX] [Appendix9.27]
C.T.E./7
(To besubmitted by E.E. to
C.T.E.by15thofeachmonth)
Monthlyreturnofmusterrolls
Nameof Division ………………………………………………………………………………………………

SNo. Nameof Sub-Division TotalNo.ofMusterRollsoperated TotalAmountpaid Remarks

(1) (2) (3) (4) (5)

Monthlyreturnof workordersonpiecework

S.No. NameofSub-Division TotalNo.ofpieceworkorder Totalamount paidon Remarks

issued
 (1) (2) (3) (4) (5)

(a) Lessthan Rs.10,000 each

(b) AboveRs.10,000 each

[Chap.IX] [Appendix9.27]
C.T.E./8
(To be submitted by
E.E.to15thof each month)

Monthlyreturnofpurchaseforstock
Nameof Division ……………………………………….………………………….………………………….

S.No. NameofSub-Dn. No.ofsupplyorderissued Totalvalueofstockpurchasedduring the month

(1) (2) (3) (4)

_ (A)– On rate contract

-Ontenders
-On quotations/pricelist of firm
 MonthlyreturnofpurchaseforMaterialsdirectlychargedtowork/machines

S.No. NameofSub-Dn. No.ofsupplyorderissued Totalvalue ofmaterialdirectlycharged tomachines/work

during the month
(1) (2) (3) (4)

[Chap.IX] [Appendix 9.28-A]

 Appendix9.28 – A

Dateson which variousreturns are due. Month – January

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authority

paraNo.of
Vol.-I

(1) (2) (3) (4) (5) (6)

10thJanuary CheckmeasurementbooksalongwithformprintedasAppendix 4.11

15thJanuary Proposalsforminorworkstobeundertakenduringthenextfinancialyear in connectionwithstateroads.

S.D.O. E.E. 4.107

C.E. E.-in-C. 2.021

15thJanuary Proposalsforpettyworksforsubsequentyear C.E. E.-in-C. 2.024
15thJanuary ReturnoffurnitureandcrockeryinV.I.P.guesthouses,circuithouses, rest houses and inspection bungalows.
 S.D.O. E.E. 3.051
15thJanuaryProposals for new“Minor originalworks”tobecarriedoutinnextfinancialyearinconnectionwithstateroadsunderP.W.D.

S.E. throughCommissioner

C.E. 4.141
25thJanuary do C.E. E.-in C. 4.141

Note–Monthly,quarterlyandperiodicalreturnsarenotincludedinthesestatements.
[Chap.IX] [Appendix9.28-B]
Appendix9.28–B

Datesonwhichvariousreturns aredue. Month–February

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I

(1) (2) (3) (4) (5) (6)

1 1stFebruary Sanctiontotheestimatesofannualrepairsto E.E. S.D.O. 2.054(2)

roads.

2 Early Approvalforproposalsfornew“Minor Govt.inP.W.D. E.-in-C. 4.141

February OriginalWorks”inconnectionwithstate

roadsandtobecarriedoutduringthenext

financialyear.
3 15thFebruary Estimatesforarboricultureoperationson S.E. C.E. 4.141

newandexistingstateroads.
4 15thFebruary Statementof surrenderof funds. S.E. C.E. Govt. 4.155

Commissioner

H.O.D.
[Chap.IX] [Appendix9.28-C]
Appendix9.28–C

Datesonwhichvariousreturnsaredue. Month–March

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.of Vol.-
I(6)
(1) (2) (3) (4) (5)

1 15thMarch Halfyearlyinspectionreportofbridgesand Sub-Engineer S.D.O. 2.069

culverts(forthepre-mansoonperiod)onthe (S.O.)
 formsinAppendix2.08and2.09.
2 15thMarch Final statement ofsurrender of funds. S.E.Commissioner

H.O.D.

C.E.
Govt.Govt.

4.155
[Chap.IX] [Appendix9.28-D]
Appendix9.28–D

Datesonwhichvariousreturnsaredue. Month–April
(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I
(1) (2) (3) (4) (5) (6)
1stApril(everyalternate

year)
Gradationlistforeachclassofestablishmentunderpermanent and temporary services.

Forgazettedofficers. Govt. Concerned officesandofficers.

1.027
Forstatewidecadreinnon-gazettedestablishmentunderhiscontrol.

For non- statewide cadre in non-gazettedestablishmentunderhim.

E.-in-C. Concerned officesand subordinates.

C.E. -do-
 do S.E. -do-
1stApril(everyalternate

Changein the gradationlist. Govt./E.-in C./C.E/S.E.

Concerned offices/officers/subordinates.
 year)
1stApril Provision ofthe Hotweather establishment. .. .. 1.087
Early April Statementofallotmentoffundsfornew
“MinorOriginalWork”inconnectionwithstate roads.

Early April Statement of allotment of funds for

arboriculture operations
E.-in-C. S.E. 4.141

E.-in-C S.E. 1.141

10thApril Initiationofdetailsrequiredforpreparationof
gradation listin Appendix 1.09.

25thApril Alistofincomplete“MinorOriginalWorks”
for which funds are required during the currentyear.

Headof office Authority publishing

gradation list(through properchannel)

E.E. (i)Commissioner
(ii)H.O.D.
1.032

4.138
25thApril Particularsandfundsrequiredinrespectof
“Major Works” remaining incomplete on 31stMarchindivisionforwhichallotmentsarerequired duringthe current year.

25thApril Statementoffundsrequiredduringthecurrent

yearfor“MinorOriginalWorks”whichremainedincompleteduringthe previousyear.

S.E. C.E. 4.135

E.E. S.E. 4.141(3)

[Chap.IX] [Appendix9.28-E]
Appendix9.28 – E

Datesonwhichvariousreturnsaredue. Month–May
(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I
(1) (2) (3) (4) (5) (6)

1stMay HalfyearlyInspectionReportofbridgesand
culvertsaftersigningcertificateNo.3ofAppendix 2.08.
1stMay StatementshowingthedatesofinspectionofSub-DivisionofficesbyE.E.duringtheprevious year.
10thMay Statementoffundsrequiredduringthecurrent
yearfor“MinorOriginalWorks”whichremainedincompleteduring thepreviousyear.
15thMay Certificate of verification of solvency of thesuretyforS.K./Cashieretc.
25thMay Statementcomparingtheoriginalandfinal
grantandactualexpenditurebyDivisionsduring the preceding year with explanation
forsavingsandexcessesunderallheadsofaccountsinW.D.Budget.
25thMay Statementofestimatedrevenueandactual
realisationwithexplanationforvariation.
E.E. S.E. 2.072
 S.E. C.E. 4.115

S.E. C.E. 4.141

E.E. S.E. 1.051(Note)

E.E. S.E. 4.156

E.E. S.E. 4.156(b)

31stMay Detailsrequiredforpreparationofgradation
list.
Headof office Authoritypublishing
gradation list(through properchannel.)
1.032
[Chap.IX] [Appendix9.28-F]
Appendix9.28 – F

Datesonwhichvariousreturnsaredue. Month–June

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I

(1) (2) (3) (4) (5) (6)

1 10thJune Annualreportofconditionsofsteamplant. E.E.(E/M) S.E.(E/M) 9.005

2 10thJune or TerminationoftheHot-weather .. .. 1.087

Commencement establishment.

ofrains.
3 10thJune (i) Statementcomparingtheoriginaland S.Es. C.Es. 4.156

finalgrantandactualexpenditureby

Divisions duringtheprecedingyearwith

explanationsforsavingsandexcesses

underallheadsofaccountsinW.D.
 Budget.

(ii) Statementof estimated revenue and

actualrealisationwithexplanationfor
 variations.
15thJune Astatementshowingdetailofgrantand
expendituresonestablishmentbyunitofappropriation with explanation for
differencebetweentheoriginalbudgetprovisions,thefinal grant and actual expenditure of the lastfinancialyear.

20thJune (i) Statementcomparingtheoriginaland

finalgrantandactualexpenditurebyDivisions during the preceding year
withexplanationsforsavingsandexcessesunderallheadsofaccountsinW.D.Budget.

(ii)Statementofestimatedrevenueandactualrealisationwithexplanationforvariations.

30thJune CertificateofcheckingofboundariesofGovt.
landandencroachmentsin chargeofW.D.

E.Es. S.Es. 4.156

C.Es. E.-in-C. 4.156

 .. .. ..

S.O. S.D.O. 9.052 (a) (ii)

[Chap.IX] [Appendix9.28-G]
Appendix9.28 – G

Datesonwhichvariousreturnsaredue. Month–July
(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I
(1) (2) (3) (4) (5) (6)
1stJuly Reporttotheregisteringauthorityofcontractorsafterreviewoftheregisterofcontractorsandperformance of Contractors.

E.E. RegisteringAuthority

2.100
1stJuly ReportontestsofalllightningarrestorsonGovt. buildings in Appendix 3.12.

1st JulyStatementshowingdetailsofgrantsandexpenditureonestablishmentbyunitsofappropriation with explanation for

differencebetweentheoriginalbudgetprovisions,thefinal grants and actual expenditure of the lastfinancialyear.

10thJulyCheckmeasurementbooksalongwithformprinted as Appendix 4.11.

E.E.(E/M) S.E.(E/M) 3.082

S.E. C.E. 4.107

S.D.O. E.E. 4.107
 10thJulyStatementshowingdetailsofgrantsandexpenditureonestablishmentbyunitsofappropriation with explanation for
differencebetweentheoriginalbudgetprovisions,thefinal grants and actual expenditure of the lastfinancialyear.

C.E. E.-in-C. 4.156

15thJuly Programmeofutilisationofratedmachinesand other machines for the work to be doneduringthe coming working season.

C.E. In-charge of thework

C.E(E/M) 5.016
15thJuly PerformanceoftheheadworksinAppendix
8.03afteranalysisoftherecordssubmittedbyE.Es.

15thJulyCertificate of examination of record check ofboundariesofGovt.landofallS.Os.andreceiptof report fromthem.

20thJulyA list of works falling under the Sub-Head“Stationery and Printing” on which grants forminor works are spent in districts of
Sehore,Indore,Rewa,GwaliorandDurg(inAppendix 4.21).

S.E. C.E. 8.014(c)

S.D.O. E.E. 9.052(iv)(ii)

Collector Govt. 4.157

20thJuly A list of workson which grants forminor Commissioner. Govt. 4.157
 worksare spent in Appendix 4.21. H.O.D.
31stJuly Application for appearing in Superior
ClerkshipExamination.
Candidate HeadofOffice Appendix1.20
[Chap.IX] [Appendix9.28-H]
Appendix9.28–H

Datesonwhichvariousreturnsaredue. Month–August

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I

(1) (2) (3) (4) (5) (6)

1 10thAugust Statementshowingtheadditionsoralterations E.E. S.E./C.E./E-in-C./ 3.069

madetopublicbuildingsandstructuresduring A.G.

theprecedingfinancialyear-informasper

Appendix3.10
2 10thAugust AnnualadministrationReportmentioningthe S.E. C.E. 4.115

datesof inspection of Division Offices.

3 20thAugust Recommendationsonapplicationofcandidate S.E./C.E. E.-in-C. Appendix1.20
forsuperiorclerkshipexamination.
[Chap.IX] [Appendix9.28-I]
Appendix9.28–I
Datesonwhichvariousreturnsaredue. Month–September

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I
(1) (2) (3) (4) (5) (6)
1stSeptember Thebudgetestimatesforthenextyearand
revisedbudgetestimatesfor thecurrentyear.
10thSeptember Thebudgetestimateforthenextyearand
revisedbudgetestimatesfor thecurrentyear.
15thSeptember Proposalsorordersforthedeploymentofmachinesevery year.

20thSeptember Thebudgetestimateforthenextyearand
revisedbudgetestimatesfor thecurrentyear.
E.E. S.E. 4.129

S.E. C.E. 4.129

C.E.(E/M) E.-in-C. 5.017

C.E. E.-in-C. 4.129

[Chap.IX] [Appendix9.28-J]

Appendix9.28 – J

Datesonwhichvariousreturnsaredue. Month–October

(Note:- Thestatement is notexhaustive and additionsshouldbemadewhere necessary.)

S.No. Duedate Subject From To Authoritypara.

No.ofVol.-I

(1) (2) (3) (4) (5) (6)

1 1stOctober Thebudgetestimatesforthenextyearand E.-in-C. Govt. 4.129

revisedbudgetestimatefor thecurrentyear.
2 15thOctober Thebudgetestimatesforthenextyearand Govt.inW.D. F.D. 4.129

revisedbudgetestimatefor thecurrentyear.
 [Chap.IX] [Appe
Appendix9.28 – K

Datesonwhichvariousreturns aredue. Month–December

(Note:- Thestatement is notexhaustive
and additionsshouldbemadewhere
necessary.)

S.No. Duedate Subject From To

(1) (2) (3) (4) (5)

1 1stDecember Half-yearlyinspectionreportofbridgesand E.E. S.E

culvertsaftersigningcertificateNo.3of

Appendix2.08.
2 15thDecember Half-yearlyinspectionreportofbridgesand Sub- Engineer S.O. S.D.O

culverts(forthepostmansoon)ontheforms

inAppendix2.08and2.09.
3 31stDecember Theannualrepairsestimateforrepairsto S.D.O. E.E

roadsfornextfinancialyear.
4. 31stDecember Reportsontheconditionofbuilding/ E.E. S.E

structures costing above Rs.5,00,000

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