(Total No of Pages — 05)

Policy No 09/2021

Tele : 23019646 E2 Works (PPC) Sub Dte

Dte of Works, E-in-C's Branch
Integrated HQ of MoD (Army)
Kashmir House, Rajaji Marg,
New Delhi — 110011.

A/95533/DWP/Pol/E2W (PPC) D'Jul 2021

List 'A' and 'B'

(Through MES Website)

LIST OF ITEMS TO BE PROCURED OUT OF PROJECT CONTINGENCIES

1. Para 64 of DWP 2020 permits MES formations to resort to utilisation of project

contingency for all engineer activities during pre-administrative approval planning, post
administrative approval planning and maintenance services. The detailed list of items to
be procured out of contingency shall be updated / revised by E-in-C's Branch periodically.

2. Any emergent contingent field requirement arising during various stages of work
may be booked to the project contingencies by the MES officers within sanctioned
contingencies amount of the project. Generally items which can be charged to project
contingencies are classified as: -

(a) Pre-Administrative Approval (Where Go Ahead sanction is available).

Items related to preparation of Detailed Project Report (DPR)/ Board Proceedings
(BP)/ Concept Project Report (CPR), outsourcing professional services,
expenditure on visit to work site, survey instruments, soil investigation, site
surveys, consultancy services, walk through presentations and its related
software, models, stationery, computer including peripherals, press
advertisements, hiring of transport, experimental work, preliminary meetings,
liaison with civil authorities, fees for obtaining estimates from civil authorities etc.

(b) Post Administrative Planning. Items related with preparation of designs

and drawings BOQs and estimates etc, soil investigation, site surveys, consultancy
services, outsourcing professional services, models, walk through presentations
and its related software, testing equipment, testing charges, storage
accommodation, project offices, constructional staff quarters, site office
construction, furniture for these facilities, temporary fencing/ barricading (with
entry/ exit gates) of construction site, digging of well / drilling for drinking as well
as for construction work, hiring of transport, training, experime tal work, digitisation
of records, office tools & plants, legal fees, expert advi , stationery, press
advertisements, etc.
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(c) Maintenance Services. Expenditure on repair and maintenance of the

equipment/ items purchased out of project contingency will be chargeable to
repairs to T&P Sub Head E, Minor Head 111-Works.

3. A comprehensive list incorporating items related to works services which can

be procured out of project contingencies is enclosed as Appendix.

4. Budgeting. Expenditure incurred on initial purchase will be charged to project

contingencies. Repair and maintenance expenses will be chargeable to repairs to T&P —
Subhead E — Minor Head 111 — Works. The powers of MES officers for procurement of
these item will be as laid down in Table 'B' of RMES.

5. It shall be ensured that expenditure from contingency head is incurred with

sagacity and in accordance with canons of financial propriety. The following points
shall be considered: -

(a) Expenditure on procurement of various decorative/ luxurious/

extravagant items for furnishing and running of offices or reimbursement of
bills of individuals with respect to telephone/ newspaper/ magazine etc are not
resorted to and scope is restricted to project related contingent requirements.

(b) Wasteful expenditure is not incurred as part of preparatory works.

6. This supersedes letters issued vide this HQ letter No A/95533/DVVP/Pol/E2W

(PPC) dated 26 Jul 2013 (Policy No 05/2013) and amendments dated 28 Aug 2014
(Policy No 17/2014), 01 Jan 2016 (Policy No 01/2016) and 17 Aug 2017 (Policy No
16/2017).

7. These instructions shall be disseminated up to GE/ AGE (I) level.

(Vijay Jo
Brig
DDGW (PPC & Est)
For E-in-C

Enclosure As above.

Copy to: -

MoD / DMA/ D (Works-I)

MoD / DMA/ D (Works-II)

QMG's Branch / DG LW&E

IHQ of MoD (Navy) / Dte of Works

13.
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IHQ of MoD (Air Force) / Dte of AF Works

HQ IDS / Works Dte

Coast Guard HQ / Dte of Works

HQ SFC

DGQA

CME / Faculty of Construction Management

CGDA, Delhi Cantt

Internal

Pers Dte

All Sub Dtes of Works Dte

automation Cell - For uploading on the MES website with rest cted access.

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Appendix
(Refers to Para 3 of E-in-C's Branch letter No
A/95533/DWP/Pol/E2W (PPC) dated 07 Jul 2021)

ITEMS TO BE PROCURED OUT OF PROJECT CONTINGENCY

1. The following items are included within scope of Para 64 of DWP for booking
against contingency expenditure:-

(a) Soil investigation, site surveys.

(b) Consultancy services for preparation of DPR/ BPs/ CPR, design and
drawings (architectural/ structural / B/R services, E/M services), BOQs and
estimates etc.

(c) Preparation of models, walk through presentations and its related software.

(d) Storage accommodation, project offices, constructional staff quarters, site

office construction, furniture for these facilities, temporary fencing/ barricading
(with entry/ exit gates) of construction site, digging of well / drilling for drinking as
well as for construction work.

(e) Outsourcing professional services.

(0 Expenditure on visit to work site, preliminary meetings.

(9) Hiring of CHT related to provision of work services duties.

(h) All types of tools & plants of B/R nature including testing, measuring,
levelling, surveying, detection equipment. All types of tools & plants of E/M nature
including testing, locating, working and measuring tools.

(j) Digitisation of existing records, entering, updating and/ or digitization of

records and project related office and site documents.

(k) Stationery, software, computer including peripherals, information

technology equipment including hardware and software.

(I) Experimental work including testing charges.

(m) Liaison with civil authorities, fees for obtaining estimate from civil
authorities.

(n) Office automation equipment, photocopiers, printers, copying machines,

filing and indexing systems, electronic stencil cutters, information t hnology
equipment including hardware and software, franking machines, co uter incl
peripherals.

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(o) Communication equipment like telephones, fax machines, answering

machines, mobile communication and data transmission equipment including
walkie-talkie sets, intercom, digital media equipment, calculators, recorders,
dictaphones.

(p) Digital camera, web camera, photographs, albums and development

charges, videography, media coverage and audio/ visual display equipment
including monitors, OHPs and banners / hoardings, press and e-media notices,
advertisements and documents.

(q) Digital media storage devices, digital signatures, digitisation equipment and
digital display equipment.

(r) Office Tools and Plants.

(s) Expenditure on foundation stone laying ceremony and inauguration.

(t) Books, periodical journals, technical magazines, expenditure on

organization/ participation in technical national/ international seminars of any kind
and institutional memberships.

(u) Training of staff.

(v) Press advertisements.

(w) Fire fighting equipment, appliances for offices.

(x) Legal fees, expert advice on works matters.

(y) Excess due to tendered percentage, difference in cost of stores etc. If these
excesses cannot be met by savings on other items of project, the extra cyst may
be charged to contingencies.