Model file note for seeking approval for COS-cum-Revised Cost Estimate

The proposal under consideration is COS-cum-Revised Cost Estimate in respect of

the work of _______________ in the State of _________.
2. Salient basic details of the project are as below
1 Sanction date

2 Original / Revised

Sanctioned cost

3 Original / Revised

Sanctioned Civil Cost

4 EPC Contractor

5 Cost put to Tender

6 Awarded Cost (tender

discount / tender premium

is ___ % )

7 Appointed date

8 Project Duration

9 Length of the Project

10 Extension of Time, if any

11 Present Progress Physical :

Financial :

3. So far, ___ number of COS approvals at a total cost of Rs ____ Crore have already
been approved.
4. Change of scope is required mainly for including _________items (indicate the main
items) in the scope and for deleting _______ items (indicate the main items) from the scope.
The main reasons for changes in the scope i.e., for including the additional items of scope
and for deleting items from the scope are as below.
___________________________________________. Additional time of ____ months
have been proposed on account of the instant COS proposal or no additional time extension
on account of this COS is proposed as the COS items are to be executed as parallel
activities along with other items of original scope (whichever is applicable to be retained).
The total cost of positive items is Rs ______ crore and the total cost of negative items is Rs
______ crore and the net change of scope is Rs _____ crore. The cumulative changes in
scope including the instant proposed COS works out to _____ % of Contract price.
5. The Lapses of various stakeholders like executing agency (State PWD, State R&B,
BRO, etc.) DPR Consultants, authority engineer, etc., which lead to the requirement of
change of scope and the actions proposed in respect of the same are to be explained in this
para.
6. The rates for positive and negative change of scope items have been adopted as per
the contract conditions of this work, tender discount/tender premium have also been applied
as per the contact conditions of this work. Stipulations related to additional time allowed if
any for completion of work on account of this COS, applicability of price adjustment, payment
schedule for the COS items have been stipulated in the draft COS order (Model COS order
is placed at Annexure-I for reference). Draft COS order enclosing required plan
profile/TCS/GAD/ relevant junction improvement layouts, etc., for the COS items have been
placed in local references at Annexure A1, A2, A3 ……
7. Apart from the COS, if there are changes in the cost of land acquisition/utility
shifting/forest clearances/tree cutting/any other items of the sanctioned cost (items as
applicable should be retained and others to be deleted) the same are to be dealt in this para.
The reasons for changes in these items like changes in the land acquisition area, changes
in quantum of utilities to be shifted, changes in forest diversion land/tree cutting, changes in
rates of land due to delays in publication of LA notifications, delays in utility shifting
assessments or any other reasons are to be explained in brief in this para along with actions
proposed in respect of such lapses, if any.
8. The total revised cost including LA cost, utility shifting, centages (like agency charges,
contingencies, supervision changes, etc.) works out to Rs_______ crore against original
sanctioned cost of Rs______ crore, i.e., an increase/decrease of ____ % over the original
sanctioned cost/earlier approved revised sanctioned cost as the case may be. The
Comparative statement of costing as per Sanction, as per Award and after COS is as
tabulated below
Revised cost (in
Rs Crore) after
Item Sanctioned Cost Cost (in Rs
proposed COS Remarks
Sl.No ( Civil works cost, contingencies, (in Rs Crore) Crore)
and /or increase in
agency charges, Total etc) as per TA & FS as per award
pre-construction
costs

2….

9. As per the extant guidelines, the revised cost proposal is concurred in by IFD vide
their note _____ at a cost of Rs___crore. In case Revised Cost Committee apprised the
above revised cost estimate as per the extant guidelines, the same is to be briefly explained
indicating requirement of appraisal by SFC or otherwise placing the approved minutes of
the Revised Cost Committee meeting in the local references at Annexure B1.
10. Other relevant details if any, including proposed approach for handling the COS if the
same is beyond 10% of Contract price may be given in brief in this para.
11. In the light of the above, kind approval of ____________ (competent authority) to the
above change of scope proposal at a cost of Rs ___ crore, including to the revised cost of
Rs _____ Crore against the original sanctioned cost of Rs _____ Crore, requiring/not
requiring sanction of revised cost Estimate is requested.
 Annexure - I
Name of the Work :

Draft Change of Scope - Order

a. Scope of work of change of scope order:-

Sl. No Change of Scope Provision

1

b. Brief details of the scope of works :

c. Costing of COS:

Additional cost in Rs (+
Sl. No Name of item
addition / - deletion )
1
2 Total cost of COS
3 GST @ 18% on Sl. No 2
4 Total amount of COS after adding GST (2+3)

5 Add tender Premium / Less Tender discount

Grand Total Amount of COS

d. Payment Schedule:-

Scope of %age of total

S
Stage For Payment Length Unit COS cost (incl Payment Procedure
No
(km/Nos) GST)
A
100

e. Time Period

The work of Change of Scope Order shall be completed as parallel activity to the original scope
of work and no additional extension of time is admissible on account of this change of scope.
Work shall be executed within the original scheduled period or its extended period (if any) on
account of other reasons attributable to Authority.
f. Other Conditions
i) In token of acceptance of the above Change of Scope Order a copy of the same may be
returned to the Authority Engineer with acceptance endorsement of authorized signatory
of the EPC contracting agency.
ii) Testing and acceptance criteria, defect liability, maintenance period and all other aspects
shall be mutatis mutandis as per the condition of the main EPC contract.
iii) The TCS and other figures are indicative in nature and are intended to define broad scope.
The actual execution shall be as per detailed design / structural design according to the
manual included in the contract agreement and as per relevant IRC codes and latest
edition of Ministry's specifications for Road & Bridge works.

Enclosure: As above