MANAGEMENT OF CONTRACTS AND PROBLEMS FACED. WORK LOAD OF ESTIMATES, TENDERS & CONTRACTS IN ENGG DEPT. RESULT OF TENDERS INVITED IN ENGG DEPT. VERY HIGH NO RESPONSE DURING 2006-07. NO RESPONSE IN TENDERS IN ENGG DEPT. No response tenders out of total tenders invited.
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VERY HIGH NO RESPONSE DURING 2006-07
No response tenders out of total tenders invited
No response in R&C tenders out of R&C tenders invited
Petty registered contractors are not able to participate in large number of tenders as they were doing before as their money gets blocked in EMD as facility of LSEM has been withdrawn
B.REVENUE DEMAND NO.4&11
GRAND TOTAL OF A & B- 82 Cr
IN REVENUE CADRE
Summary of revenue and workchargedShortfall w.r to requirementVacancies w.r to cadreItem Requir On Short % Sancti on vanc % -ement roll fall age -oned roll -ies agePWI 200 114 8643%156 114 4227%IOW 120 63 5748%93 63 2022%
The cadre of Works Account section which is handling contracts is not commensurate with work load of tenders & contracts. At present there are only 11 clerks managing about 900 tenders, 600 contracts in a year besides booking of expenditure & completion reports of these works. About 40 arbitration cases are also handled by them Total contracts being managed at any point of time are much more.
The strength of estimators are also very poor. There are 9 estimators managing 200 abstract estimates, 500 detailed estimates ( Some percentage does not materialise), 900 tenders, technical check of 600 contracts, 1000 zonal work orders & 2800 running and final bills including around 1000 of zonal contracts.
. POOR INFRASTRUCTURE OF DRAWING STAFF
Similary there is shortage of drawing staff. There are only 12 draftsmen and they have to deal about 300 drawings in a year. They have to go to site for measurements, chase drawings for approval of concerned officers.
ADENs are not having any estimators or draftsmen unlike other zones or division where each ADEN has an estimator for assistance.
There is also shortage of clerks and typists for the ADENs as number of ADENs have increased and clerical staff have decreased. Now each ADEN is having only two clerks/typists against requirement of at least three – one for contracts, one for establishment and one for stores and other correspondences.
1.Measurements by IOW/PWI including variation statement in case of SWO or final bill. Delay takes place at this stage itself as IOWs have more contracts than he can manage. 2. MB sent to ADEN office for ADEN’s test check and prepn of bill.3. Arithmetical check of measurements by ADEN bill clerk4. Test check of ADEN on the measurements5. Preparation of bill by ADEN office clerk.6. Signature of ADEN on the bill7. Bill sent to the WA section in divisional office with top sheet.8. Bill is sent to estimator for technical check. From here some bills are returned for want of clarifications/compliance. Transit involved are estimator to WA section, WA section to ADEN office, ADEN office to IOW/PWI and back by same route to estimator.9. After technical clearance by estimator, bill is sent back to WA section.10.In WA section bills & MBs are checked by bill clerk for arithmetical errors, check of rates, check of variation statement, currency of contract etc... and if any discripancies are found are retuned to ADEN for rectification/clarification.
11.File put up to Sr.DEN to decide if extension of contract will be on Rly or contractor account under relavant clauses of GCC.. 12. If quantities are more than 25% of contracted quantities, bills are corrected for quantity up to 25% for making running bill payment to contractor. Otherwise SWO is sent for accounts vetting with vitiation statement prepared in WA section.13. File again put up to Sr.DEN to forward proposal for SWO to accounts.14. File will be returned by accounts with quarries.15. The quarries will be sent to ADEN for reply which the ADEN will get from IOW and file resubmitted to accounts with reply.16. If reply is not satisfactory, it will be again returned by accounts and same process repeats.17. Finally after SWO is vetted and approved, work order for same is typed and sent for contractor’s signature.18. Various recoveries like water charges, cess charges, taxes etc.. are deducted from the bills by bill clerk.19. Then bill is checked by OS(WA) before processing for payment. 20. Bill is checked by SO(WA). He can also raise quarries from his side and return the bill all the way down to IOW.
21. After check of SO(WA), bill is sent for Sr.DENs signature.22. The bill is then sent to the works register section in WA section for booking expenditure in works register.23. From the booking section bill is returned to WA section from where it is sent to accounts section.24. The accounts section send the bill to budget section for funds certification.25. After funds certification by OS(Budget), bill is sent back to accounts where it is checked. At this stage also the bill can be returned with quarries which goes all the way down and comes up.26. After bill is checked in accounts CO-7 number is given.27. From there it goes to another section in accounts where CO-8 number is given.28. Cheque is printed through AFRES system and sent to cash & pay office.29. As a normal course, cheque will be sent to the address of the party by the cashier of cash and pay section.Sometimes cheque are held up there for want of stamps.