Draft SOP For Civil Works

BOKERALA STATE ELECTRICITY BOARD
LIMITED
DRAFT
STANDARD OPERATING
PROCEDURES
FOR
CIVIL WORKS
OCTOBER 2021
KERALA STATE ELECTRICITY BOARD LIMITED
DRAFT
STANDARD OPERATING
PROCEDURES
FOR
CIVIL WORKS
OCTOBER 2021
PREFACE
Kerala State Electricity Board Ltd is following the guidelines and tender conditions at
par with other Government and Engineering Departments. The nature of construction and
maintenance works executed by KSEBL include Hydro Electric Projects, E&M works,
Buildings, Substation works, Transmission line works, pole casting works, other Specialised
works, etc including Deposit works and Consultancy works of other agencies. As a utility
engaged in power generation and distribution, the nature of works and project components
differ from other Engineering and Public departments. Out dated tender conditions and mode
of execution are to a great extend creating hard ships in various stages of power projects and
other works.
In order to cope up with the competition in the power sector, revision is warranted for
the present tender conditions and mode of execution of works. A new Standard Operating
Procedure (SOP) is to be formulated by modifying the existing/incorporating new conditions
and procedures, ensuring competition, quality, time and transparency in all stages of project
execution. Hence, KSEBL vide office order DGC/No.955/2021(DGC)/AEE VII/GNL/1/2021
dated 18-08-2021 constituted a committee for formulation of comprehensive and exclusive
“Standard Operating Procedure (SOP)” for tendering and execution of generation projects
and all civil works of KSEBL.
The committee held several sittings and after elaborate discussions, enquires and
verifications prepared this SOP. Separate chapters have been provided for SOPs related to
construction works and maintenance works. Annexure to SOPs are also appended.
In case of any conflicting provisions in the SOPs vis-à-vis “The General Conditions
of Contract (GCC)”, the provisions made in the GCC shall prevail in Contract Management.
Similarly, Acts, Laws as notified by the Government, GFR provisions and CVC guidelines
shall prevail over provisions of the SOPs.
The Convener expresses deep gratitude to the committee members for their sincere
efforts and whole - hearted support in preparing this SOP. The committee is indebted to
persons who have given useful suggestions and supplemented with details. The Convener
acknowledges sincere thanks to the Director (Generation-
Civil), the Chief Engineer (Civil-Construction) South and the Chief Engineer (Civil
Construction) North for their valuable guidance and advice.
Suggestions are invited to make this SOP more precise and comprehensive.
A. Shanavas
Chief Engineer (Civil-I&CC)
Convener, SOP Team
Thiruvananthapuram.
Thiruvananthapuram
27-10-2021.
INDEX OF SOPs
SOP No. Description Page No.

SOPs COMMON TO CONSTRUCTION AND
PART I MAINTENANCE WORKS
1
BUDGET & RECONCILIATION OF
CHAPTER 1 ACCOUNTS 1
SOP No. 1/1 Preparation of Budget 1

Addition of New Instruments of Services/Works in
SOP No.1/2 1
the mid of Financial Year
SOP No.1/3 Re-appropriation proposal in KSEBL 2
Submission of Audit paras relating to Internal
SOP No.1/4 2
Audit/CAG Audit
SOPs RELATED TO CONSTRUCTION
PART II 3
WORKS
CHAPTER 2 GENERAL PROVISIONS 3
Requisition, Team Formation, Framing
SOP No.2/1 3
Enabling Estimate
SOP No.2/2 Preliminary Estimate 4
SOP No.2/3 Preparation of Detailed Estimate 5
SOP No.2/4 Provision for Contingencies and its Utilization 6
SOP No.2/5 Accord of Technical Sanction 7
SOP No.2/6 Deposit Works 8
CHAPTER 3 MODES OF BIDDING SYSTEM 11
SOP No.3/1 E-Tendering 11
SOP No.3/2 Restricted Tenders 18
SOP No.3/3 Composite Tenders 19
Procedure for opening of Two/Three Bid
SOP No.3/4 22
tenders
SOP No.3/5 Manual Tendering 22
SOP No.3/6 Execution of Works on EPC Contract Basis 24
SOP No.3/7 NIT for works involving specialized works & services 28
Notice Inviting Tenders (NIT) in Single Bid
SOP No.3/8 32
System
Notice Inviting Tenders (NIT) in Two/Three Bid
SOP No.3/9 37
System
Debarment of Contractors with blemished
SOP No.3/10 40
record
CHAPTER 4 CONTRACT MANAGEMENT 42
SOP No.4/1 Mode of Deposit Earnest Money 42
SOP No.4/2 Refund of Earnest Money 42
SOP No.4/3 Justification of Tenders 43
SOP No.4/4 Procedure for Conducting Negotiations 44
SOP No.4/5 Acceptance of Tenders 45
Responsibilities of Officers For Scrutiny Of
SOP No.4/6 46
Tenders
SOP No.4/7 Acceptance of Tenders by the Board 46
SOP No.4/8 Co-ordination at Construction Stage 47
SOP No.4/9 Responsibility of Officers for Quality of Work 47
Responsibilities of Officers with regard to
SOP No.4/10 47
Labour Regulations
SOP No.4/11 Periodic Inspection of Works 48
Monitoring of Cement and Steel and Other
SOP No.4/12 Materials and Check on their Consumption 48
SOP No.4/13 Maintenance of Site Documents 48

SOP No.4/14 Documentation of Accounts 50
SOP No.4/15 Outside / Independent Testing Facilities 52
Grant of mobilization advance to the

SOP No.4/16 contractors for executing capital intensive 52
works
Grant of advance for plant and machinery and
SOP No.4/17 53
for shuttering material
SOP No.4/18 Secured Advance 53
SOP No.4/19 Physical Measurement Books 54

Recording measurements for earth levelling
SOP No.4/20 59
work
SOP No.4/21 Advance Payment 61
SOP No.4/22 Test Checking of Measurements 62

SOP No.4/23 EOT & Rescheduling of Mile Stones 64
SOP No.4/24 Compensation 66

Inspection of works for issue of Completion
SOP No.4/25 67
Certificate
Deduction of Income Tax at Source from
SOP No.4/26 68
Contractor’s Bill
Refund Of Security Deposit In Cases Of Delay
SOP No.4/27 In Final Bill and Maintenance ofDeposit Register 68
Refund of security deposit in specific nature of

SOP No.4/28 69
work
SOP No.4/29 Court Cases and Judgment in Court Cases 70
SOP No.4/30 Operation of Contract Clauses 72
SOP No.4/31 Dispute Redressal Committee 85
CHAPTER 5 QUALITY ASSURANCE 87

SOP No.5/1 Quality Assurance CE’s Organisation 87
CHAPTER 6 MISCELLANEOUS 90
Consultations with Department of
SOP No.6/1 Archaeology and Other Departments for 90
New Constructions.
Disposal of Surplus or Unserviceable Stores
SOP No.6/2 90
through E Auction
Estimates for Purchase, Repairs to Leased and
SOP No.6/3 91
Requisitioned Properties
SOP No.6/4 Hiring of Accommodation 92
Levy of Fees by KSEBL for Consultancy
SOP No.6/5 93
Services
SOP No.6/6 Weeding Out Old Agreements 94
PART III SOPs RELATED TO MAINTENANCE WORKS 95
CHAPTER 7 GENERAL PROVISIONS 95

Arranging Maintenance works by inviting
SOP No.7/1 95
quotations
CHAPTER 8 STORES 97
SOP No.8/1 Advance Payments for Purchase of Stores 97
SOP No.8/2 Receipt of Materials 97

CHAPTER 9 MISCELLANEOUS 98
SOP No.9/1 Maintenance of Asset/ Building Register 98

Procedure for Inspection of
SOP No.9/2 98
Structures/Buildings
DEFINITION OF CONTRACT CLAUSES
CHAPTER 10 100
MENTIONED IN SOPs
INDEX OF ANNEXURE TO SOPs
Annexure No. Description SOP No. Page No.

Annexure No.3/1 Sample letter of acceptance of work SOP No.3/1 118
Sample letter for commencement of
Annexure No.3/2 SOP No.3/1 119
work
Annexure No.3/3 Time limit for scrutiny of tenders SOP No.3/1 120
SOP No.3/1,
Annexure No.3/4 E-Tendering SOP No.3/8, 121
SOP No.3/9
Information and Instructions for
bidders for E-Tendering forming part of SOP No.3/1,
Annexure No.3/5 128
bid document (Applicable for inviting SOP No.3/8
open bids)
Information and Instructions for bidders
for E-Tendering forming part of bid SOP No.3/1,
Annexure No.3/6 130
document (Applicable for 2/3 bid SOP No.3/9
system)
SOP No.3/1,
Annexure No.3/7 List of specialized items / Jobs 133
SOP No.3/9
Guidelines for definition of similar SOP No.3/8,
Annexure No.3/8 137
work SOP No.3/9
Annexure No.3/9 Register of NITs SOP No.3/8 139
Annexure No.3/10 General guidelines for SOP No.3/8 140

fixing requirement of
technical staff
Eligibility criteria in the Pre-
Qualification
Annexure No.4/1 Sample form for site order book SOP No.4/13 146
Annexure No.4/2 Sample form for inspection register SOP No.4/13 147
Annexure No.4/3 Proforma for write off of lost MBs SOP No.4/19 148
Annexure No.4/4 Form of application by the contractor SOP No.4/23 149

for seeking extension of time
Form of application of the contractor for
Annexure No.4/5 seeking rescheduling of the milestones SOP No.4/23 151
Guarantee bond to be executed by

Annexure No.4/6 contractors for removal of defects SOP No.4/28 152
after completion in respect of water
proofing works
Proforma for Show cause to the
Contractor regarding Compensation
Proforma for Show cause to the

Annexure No.4/8 Contractor regarding Compensation SOP No.4/30 156
under clause 2 (In case contract is
determined under clause 3)
Show cause notice under clause 3 of the
agreement
Notice on final action under clause 3 of
the agreement
Proforma for weeding out and
destruction of old agreements
PART - I
SOPs COMMON TO CONSTRUCTION AND MAINTENANCE WORKS
CHAPTER-1
BUDGET AND RE-CONCILIATION OF ACCOUNTS
SOP No.1/1: Preparation of Budget

1. Circulation of format and orders by Finance Advisor, KSEBL to field formations.
2. Divisional heads fill the format and submit to Circle office.
3. For capital works the Circle office scrutinizes the format and takes the approval of
Chief Engineer, fills the format online and forwards the same to the Financial
Advisor through the concerned Director.
4. For Maintenance and Administration & General Expenses, ARU scrutinizes the
format, fill the format online and forwards to Financial Advisor, KSEBL.
5. Financial Advisor finalizes the Budget, and submits to Director (Finance) who in
turn takes the approval of KSE Board.
6. The Chief Engineer and Deputy Chief Engineer shall provide re allocation of the
approved budget amount to the field divisions for works on priority basis for the
works proposed to be taken up in the financial year shortly after receipt of
sanction for the budget estimate.
SOP No.1/2: Addition of New Instruments of Services/Works in the mid of

Financial Year
1. Circulation of format and orders by Financial Advisor to field formations for
demand of New Works for inclusion in the revised budget estimate.
2. Concerned Chief Engineer prepares the item and forwards the same to Financial
Advisor with fund requirement plan through the concerned Director.
3. Director (Finance) finalizes the item in consultation with Financial Advisor, and
allocates budget provision
1
SOP No.1/3: Re-appropriation proposal in KSEBL
1. Demands of additional budget are to be generated from concerned ARU.
2. For Administration & General and Repair & Maintenance heads demands for re-
appropriation are forwarded from Circle Offices to Financial Advisor.
3. For Capital heads demands re- appropriation requests are forwarded from Circle
Offices to Chief Engineer.
a. If the re-appropriation can be made by reallocating funds already assigned
to the Chief Engineer, the Chief Engineer can forward the request to
Financial Advisor for approval and updating online.
b. If the re-appropriation needs additional funds, the Chief Engineer
examines and recommends the request to concerned Director who in turn
forwards it to Director (Finance). The Director (Finance) approves the re-
appropriation and forwards to Financial Advisor for updating in software.
4. After approval of Re-appropriation or supplementary demands, funds will be
provided to the ARU by FA & CFO.
SOP No.1/4: Submission of Audit paras relating to Internal Audit/CAG

Audit
1. Circulation of draft paras, paras and orders by CAG / Director (Finance) in the
field formations.
2. Divisional heads furnish replies to Circle office.
3. The circle office submits the reply to the Chief Engineer and the Chief
Engineer forwards the same to the audit wing.
4. Audit wing after vetting submit the same to Director ( Finance).

5. Director (Finance) in consultation and with approval of CMD forwards the para
reply to CAG.
PART - II
SOPs RELATED TO CONSTRUCTION WORKS
CHAPTER- 2
GENERAL PROVISIONS
SOP No.2/1: Requisition, Team Formation, Framing Enabling Estimate

1. The concerned officer / external client sends the requisition either manually or
online.
2. The officer receiving the requisition makes a rough estimation of cost, and
forwards the requisition to the competent official, under whose T/S powers the
expected cost of the requisitioned work falls, as per the rough estimation of cost.
In the case of composite works, the competent T/S Authority of the project is the
official competent to accord technical sanction to the major component of the
work, provided the expected cost of the composite work falls within his/her T/S
powers.
3. In case of deposit work from external agencies, a letter along with draft MOU is
issued to the client for conveying acceptance to take up the work by the
competent official (i.e the authority under whose T/S powers the amount is
expected to fall).
4. The competent T/S Authority constitutes/ designates a Project/Work Execution
Team.
5. The competent T/S Authority interacts with the external client for finalization and
signing of MOU for external agencies.
6. The competent T/S Authority prepares/gets prepared enabling estimate (if
required) and sends to the external client for approval and remitting the expenses.
If required by the client, a rough cost estimate is also sent.
7. All co-ordination work up to the stage of preparation of detailed architectural
drawings and specifications including local body approvals, structural drawings
and E&M services drawings for execution of a project/work is done by the
official competent to accord T/S as per para 2 above.
8. All field units are accountable for providing necessary support to the competent
T/S Authority.
SOP No.2/2: Preliminary Estimate
1. A Preliminary Estimate (PE) is prepared for original works for obtaining an AS as
per Delegation of Powers. For Hydro Electric Projects a PE is available in the
approved DPR and no separate PE is required. No PE is required for maintenance
works and other minor works which add capital value to existing assets, but do
not create new assets.
2. The T/S Authority of the project decides whether to get any of the tasks done in-
house or from out sourced agencies with recorded reasons.
3. Concerned Design Wing/Out sourced Consultant interacts with requisitioning
officer / Client for detailing of inputs for preparation of Preliminary Drawings
(PDs) and obtains the relevant detailed requirements, from the client.
4. The external clients reviews the PDs and specifications and provides feedback, if
any changes are required. Changes proposed by client are incorporated by the
Design Wing/Out sourced Consultant.
5. PE is prepared by the T/S Authority of the project on the basis of the preliminary
drawings and specifications.
6. Provisions as required by the Architects for architectural planning jobs is made in
the preliminary estimate/enabling estimate as the case may be, especially for out
sourcing the preparation of architectural drawings, to be submitted to the
competent authority for accord of sanction.
7. An enabling estimate is prepared in the case of external agencies in case any
expenditure is to be incurred for site/soil investigation or for engaging consultants
and sent to clients for according sanction.
8. While forwarding the PE to the external clients for accord of administrative
sanction, an indication is given that the cost and time of the project is liable to
revision due to probable escalation in cost of construction apart from reasons such
as change in scope, area, design and specifications, etc. if so desired by the client at
a later date.
9. While sending the estimates it is made clear to the external client that execution
of the works will depend upon the receipt of the funds well in time during the
financially ears.
SOP No.2/3: Preparation of Detailed Estimate
1. The preparation of detailed estimate for HEPs shall be done after approval of
DPR.
2. The T/S authority decides on the packages for the purpose of accord of technical
sanction. While deciding such packaging, the requirements of the work/site
conditions / nature of work is taken into consideration.
3. The T/S Authority decides whether to get the tasks related to preparation of
detailed estimate done in-house or from out sourced agencies with recorded
reasons. Subsequently he/she initiates process of hiring external agency through
tendering process as per requirement of work.
4. The T/S Authority co-ordinates all activities required for preparation of the DE.
If the preparation of DE is done in-house, the T/S authority forwards to the
Design Unit all relevant structural and service data relevant to the approved
preliminary plans, for preparation of detailed working drawings and architectural
specifications for the work.
5. On receipt of the detailed working drawings and architectural specifications, the
T/S authority takes up the preparation of the detailed estimate and accords
technical sanction.
6. The detailed estimate is complete and comprehensive and is supported by detailed
architectural drawings, preliminary structural plans, preliminary lay-out drawings
of the various services, detailed drawings and/or specifications for the various
components of work involved, details in support of the lump-sum provisions
made in the estimate if any, etc.
7. The detailed estimate gives broad details for each item of the work involved. The
detailed estimate is based on the rates given in the prevailing schedule of rates for
those items of work covered by it, and by analyzed market rates for non-schedule
items.
8. The detailed estimate contains an estimate report, plans, specifications and a
detailed statement of measurements, quantities and rates with an abstract showing
the total estimated cost of each item or work in case of a project consisting of
several works.
9. The ‘Report’ of the estimate is prepared in a lucid form, so that it is clearly
understood by the non-technical officers of the administrative wing or the client.
It is self-explanatory and comprehensive including detailed
information i.e:-History, Design, Detailed Scope of Work, Rates (how the rates
have been arrived at), cost of the work, list of items of work which do not form
part of detailed estimate but are included in the sanctioned scope of work, the
method proposed for carrying out the work, details of any provision made in the
estimate for work-charged establishment, any special methods of construction to
be adopted with reference to specifications etc., provisions for acquisition of land,
if required, the estimated time of completion from the date of receipt of approval
indicating break up for pre-construction activity and construction stage, full
reference of the architectural, structural and services drawings accompanying the
estimates in support of the details submitted therein, any other points of
importance that demand knowledge of local conditions must be incorporated.
10. In case of revision of Estimate, a comparison is included in the report with the
amount originally provided under any previous sanction or detailed estimate.
11. During progress of work, if any development is thought necessary which is not
fairly contingent on the proper execution of the work as first sanctioned, the
same is covered by a supplementary estimate. This estimate is accompanied by a
full report of the circumstances that renders it necessary. The abstract shows the
amount of the original estimate and the total of the sanction required including the
supplementary amount.
12. When an excess beyond permissible variation over the sanctioned estimate is
foreseen, and there is likely to be unavoidable delay in the preparation of a
revised estimate, an immediate report of the circumstances is made to the
authority whose sanction is ultimately required. This is accompanied with a report
showing the progress made up-to-date.
SOP No.2/4: Provision for Contingencies and its Utilization
1. In addition to the provision for all expenditure which can be foreseen for a work,
a provision of contingency is kept as follows:
(i) Estimated cost upto Rs.1Crore..................5%
(ii) Estimated cost more than Rs. 1 Crore …… 3%, subject to minimum of Rs. 5
Lakh
2. This provision is also intended to cover the cost of work-charged establishment
for which no provision is made separately except in the case of annual
maintenance estimate where provision is made for such establishment under a
separate sub-head of the estimate.
3. The amount provided for contingencies is utilized by the officers as per the
powers delegated. The T/S authority shall have full powers to utilize
contingencies for the works where sanctioned cost is within his/her powers to
accord technical sanction.
4. All officers ensure that the authority under whose competency the work falls is
kept informed about utilization of contingency for every utilization by
indicating utilized and balance amount available.
SOP No.2/5: Accord of Technical Sanction

The T/S authority accords Technical Sanction before a work is taken in hand
(except in case of Emergent works and works on “Design and Construct” /
EPC mode).
1. An AS is a pre requisite for according TS for an original work. For HEPs and
major works AS is obtained from KSE Board / Government. No AS is required
for maintenance / major repairs resulting in value addition of assets, if the work
has been included in the approved budget estimate.
2. The T/S authority ensures that the design and specification etc. adopted in the
detailed estimate are adequate enough for the structure / building to last till its
desired life. Under the ‘Design and Scope’ of the estimate, it is specifically
mentioned that,’ under normal use and maintenance, the building is expected to
have a normal economic life. However, Economic life depends upon the
geographical location, type of the services and its uses.
3. No estimate is generally technically sanctioned unless relevant information
required for T/S is prepared so as to enable the sanctioning authority to see that
the detailed estimate prepared takes into account all aspects of planning and that
no point has escaped notice.
4. For technical sanction, detailed estimate is prepared based on applicable schedule
of rates. Market rates are followed for the items not covered under schedule of
rates. Effect of prevailing cost index over the reference cost Index of schedule of
rate is taken on the amount of detailed estimate
for items for which rates are based on Schedule of rate. Estimate is technically
sanctioned for the total amount inclusive of effect of Cost Index.
5. In case of work for which tenders are called on “Design and construct”/ EPC
basis, the Contractor takes the full responsibility for the design and execution.
Only the scope, description of work, specifications, approved conceptual
drawings for engineering and architectural planning, and schedule of quantities (if
available) and as provided in the contract document, is kept on record and a No
Objection Certificate is recorded by the CE/DyCE/EE or any authority
designated, for the drawings prepared and submitted by the contract or after proof
check, before the same is released for execution.
6. It would be necessary that all the architectural and structural data / parameters,
details of functional requirement and complete specifications including
preliminary drawings are finalized before the call of tenders on “Design and
construct”/EPC basis.
SOP No.2/6: Deposit Works
1. Realization of Deposits
(i) Whenever a deposit work is to be undertaken, the deposit is realized before
any liability is incurred on the work.
(ii) In the case of deposit works of autonomous bodies which are financed
entirely from Government funds, and from whom receipt of deposits is
assured, 33-1/3% of the estimated cost of the work or 10% of the estimated
cost of the work, is got deposited in advance at the time of issue of
acceptance of MOU and balance amount i.e. 23-1/3% of the estimated cost of
the work is got deposited before award of work. Thereafter, the expenditure
incurred is got reimbursed through monthly bills simultaneously with
rendering of monthly accounts on the progress of work.
(iii) The deposit of 33-1/3% obtained as mentioned above is retained for
adjustment against the last portion of the estimated expenditure.
(iv) Where delays are experienced in obtaining deposits, and where the
expenditure has to be incurred out of the 33-1/3% reserve to keep the works
going, the matter is brought to the notice of T/S authority promptly for taking
up the matter with the client.
(v) Whenever the expenditure is anticipated to exceed the AS amount, a revised
preliminary estimate is submitted to the client well in time during the
execution of work.
(vi) Where a client has defaulted in making the required deposit, and where the
outstanding amount exceeds Rs.10 lakhs, or where the works outlay is
predominantly for purchase of capital equipment and machineries, the entire
deposit including departmental charges is realized in advance.
(vii) In no case deposits received from a external client for its work is diverted to
other works. No expenditure is incurred on deposit works out of KSEBL
funds and vice-versa.
(viii) An acknowledgement that the KSEBL does not bind itself to complete the
work within the amount of the preliminary estimate, and that they should
agree to pay for the excess expenditure that may occur is obtained from the
client before the deposit work is taken in hand.
(ix) The Engineer in Charge should ensure that at any time during the progress of
the work, the expenditure is not more than the deposits received for the work.
Where the E-in-C is doubtful about the timely receipt of deposits, he/she
should notify the client that if further deposit is not received, the work would
be stopped, and any contractual liability arising out of such stoppage of
work is borne by the client. He/she should also bring this to the notice of
his/her higher officers for taking up the matter with the client.
(x) While submitting preliminary estimates for deposit works for obtaining
administrative approval and expenditure sanction, a draft MOU is submitted
along with the PE to the Client.
(xi) Supervision charges, Storage and contingency charges for departmental
materials etc. are to be collected as per relevant orders.
2. Execution of Deposit Works and Settlement of Accounts.
(i) The scope of work is not to be altered without written permission of the client.
(ii) The Engineer in Charge sends to the T/S authority every month the Statement
of Expenditure along with the Schedule of Deposit Works, for onward
transmission to the concerned client after verification.
(iii) The Engineer in Charge settles the accounts against the deposit works
expeditiously so that the amount does not remain unsettled for long.
CHAPTER 3
MODES OF BIDDING SYSTEM
SOP No.3/1: E-Tendering

As per existing rules, all works above 5 lakhs shall be tendered through e- tender
mode. The website for civil works shall be etenders.kerala.gov.in.
1. Digital Signatures
(i) All the designated officers in field units obtain digital signature (Class III)
from authorized certifying authorities viz. NIC, e-Mudhra, etc. and get the
same registered with MIS of KSEBL.
(ii) In case of transfer, the officer sends intimation to MIS immediately through
e-mail.
(iii) The new incumbent, if not in possession of digital signature, obtains the same
from authorized agency or if in possession, intimates the serial number of
his/her digital signatures to MIS for updating so as to enable him/her to
upload and open e-Tenders.
2. Preparation of Bid Document
(i) Notice Inviting Tender (NIT) approving authority specifies the time and date
of submission and opening of bid. Generally a time of 3 working days after
last date of submission of bid is enough to receive and verify the documents
uploaded by the intending bidder. However, NIT approving authority
specifies the minimum time interval between the last date of submission of
tender and the date of opening of financial/Technical bid keeping in view the
time required for verification ofdocuments and preparation of justification.
(ii) The lists of documents to be scanned and uploaded by the intending bidder
are clearly mentioned under Information and Instructions for contractors.
(iii) The Information and Instructions for contractors are attached in NIT and are
modified suitablyas per requirement, if found necessary by the NIT approving
authority.
(iv) To avoid failure of system to download the bids submitted by the contractor,
opening of document during rush hours is generally avoided. Opening time of
bids is kept either early in the morning or late
in the evening. It is not necessary that bids are to be opened at 3.30 PM only.
(v) Pre- bid meetings may be conducted for works with pre-qualification.
3. Bids invited in Two / Three Bid System
(1) When bids are invited in Three Bid system, following steps are followed:
(i) Entire bid document related to Eligibility Criteria, Technical bid and
Financial bid are uploaded.
(ii) Stage-I: documents uploaded by the contractors related with Eligibility
Criteria are opened first and after evaluation of bids the name of
eligible contractors are approved by competent authority. Stage-II: deals
with technical bid
Stage-III: Financial bid is opened on due date and time of the bidders who
have passed the technical qualification.
(2) At the time of submission of bid, contractor uploads the turnover of last 3
financial years or for the period as specified in the bid document along with
other documents mentioned in the NIT. Further details if required are asked
from contractor later on after opening of technical bid. Remarks from the
Financial Adviser may be obtained for the works which require pre-
qualification.
4. Bids for Specialized works and Purchase of Materials
Bids for Specialized works, purchase of materials, security works, hiring of
vehicles with PAC more than Rs. 5 lakhs and outsourcing services such as
running and maintenance of E&M services/ housekeeping/ running of
vehicles/operation and maintenance of computers in offices, operation and
maintenance of hydraulic structures and dams etc are invited through e- tendering
system.
5. Publicity
Time limit for publicity of bids shall be as per the prevailing directions of the
Board in this regard.
6. Uploading of Bid Documents
(i) All the documents such as NIT including Information and Instructions for
contractors, all the conditions of NIT, Schedule of Quantities, Drawings and
any other document, if required, are uploaded at one time.
(ii) Uploading of bid document on the e-tender website as notified from time to
time, is done by the NIT approving authority or by the officer delegated by
him for the same. Under no circumstances document is to be got uploaded
directly through any other service provider.
(iii) To generate comparative statement in composite bids for all major and minor
components, the schedule of quantities of components of all the disciplines
are uploaded in a single spread sheet, available in the e- tender portal, of
schedule of quantities.
7. Preparation of Justification
(i) In case of Single Bid system, justification is prepared before opening of
Financial Bid by considering market rates of material and labour etc. as
prevailing on the last date of submission of tenders.
(ii) In case of Two/Three Bid system, the Justification is prepared before opening
of Technical bid by considering market rates of material and labour etc. as
prevailing on the last date of submission of tenders .In case revised financial
bids are called, fresh Justification, if required, is prepared before opening the
revised Financial bid.
8. Opening of Bids
(i) The bids are opened by Engineer in Charge or the person authorized, as per
the provisionsof the NIT.
(ii) The bids opened are entered in the bid opening register. The form of bid such
as item rate bid, percentage rate bid or lump-sum bids is also entered in the
register. Name of persons present is also recorded.
(iii) If bid opening authority is on leave/ tour or not available to open the bids,
then under such situations, bids are opened by any officer authorized by Bid
Opening Authority specified in the NIT using the options in the E portal.
(iv) If the bid is withdrawn before due date & time of opening, the same is not
considered and isalso not included in the Comparative Statement.
(v) Bid opening authority downloads schedule of quantities of each bidder duly
filled by them and Comparative Statement. He/she puts a seal “downloaded by
me on.................................................” at the end of each set of documents.
(vi) Bid opening authority also downloads the full bid document of lowest bidder.
He/she puts a seal on each sheet “downloaded by me on
................” at the end of each set of documents.
9. Preparation/ Checking of Comparative Statement
(i) The comparative statement is generated automatically.
(ii) The detailed arrangement for proper checking of bids and comparative
statement and its scrutiny is left to the bid accepting authority.
(iii) The concerned officials put dated initial on all papers of the calculations
which they have checked and all working sheets are preserved.
(iv) The duties of Divisional accountant in this regard are as per delegation of
powers published by the Board.
10. Processing of Bids

(1) Bid opening authority along with his/her recommendations submits following
documents to the bid accepting authority:
(i) Hard copies of documents as mentioned in the NIT
(ii) The bid documents as uploaded by the tender inviting authority.
(iii) Schedule of Quantities of all bidders as downloaded.
(iv) Comparative Statement as downloaded.
(v) Original approved NIT.
(vi) Any corrigendum, minutes of Pre Bid meeting, if any, and any
other document ascalled for by bid inviting authority.
(2) The reasons for rejection of bids are intimated to the bidders.
11. Processing of E-Tenders
(1) A complete comparative statement of all the tenders received in response to
the notice is downloaded / prepared. In the case of item rate tenders only a
list of tenders received is prepared.
(2) The Finance Officer / Divisional Accountant records the following
certificate on the Comparative Statement: “Certified that I have personally
conducted a test check of all the computed and checked tenders and have
satisfied myself that the checking work has been properly done. The
comparative statement correctly incorporates the totals as checked on the
individual tenders.” For works requiring pre- qualification, remarks of
Financial Adviser shall be obtained
(3) After opening the tenders as above and preparation of comparative
statement, the Bid opening authority sends the same to the office of the
tender accepting authority concerned in respect of tenders where NIT has
been approved by higher authority. The detailed scrutiny is done in the
office of the Tender accepting authority. The Engineer in Charge not below
the rank of EE or any other authority as notified by the Board from time to
time, sends the market rates of material and labour for preparation of
justification before opening of Technical Bid/Financial Bid as the case may
be.
(4) Complete scrutiny of tenders is done in the office of the Chief Engineer
concerned or any other authority as notified by the Board from time to time,
for tenders to be accepted by his/her higher authority.
(5) Tenders are accepted by various officers as per powers mentioned in the
“delegation of financial powers of executive officers of KSEBL from time
to time after assessing the reasonability of rates on the basis of justified
rates. The same powers are applicable in case of rejection of tender also.
After the tender for the work has been accepted, the same is communicated
to the contractor asking him/her to submit the Performance Guarantee(PG)
as per Annexure
- 3/1.
(6) After submission of the PG by the contractor in an acceptable form, an
intimation to commence the work is given in Annexure - 3/2.
(7) If the lowest tenderer backs out, negotiation may be done with the second
lowest. Re-tendering may be done in case L1 and L2 backs out, in a
transparent and fair manner, with the NIT approving authority prescribing a
limited or short notice tender if so justified in the interest of work.
(8) The bidder, who has backed out, shall not be allowed to participate in the
re-tendering process.
(9) Top priority is given to decide the award of work on receipt of tenders. In
order to minimize chances of delay, the time limit for processing of bids is
given in Annexure – 3/3 is observed for processing the tenders by
different authorities.
(10) The above referred time schedule for processing the tenders is strictly
adhered and if anyofficer is unable to follow the same, he/she invariably
give reasons for delay in respect of tenders falling within his/ her powers of
acceptance or while forwarding the tenders to the higher authorities
competent to accept it.
(11) In case of tender falling beyond the financial powers of the NIT approving
authority, details like:
(i) validity period of the tender,
(ii) time already taken for scrutiny, and
(iii) balance period available,
are prominently indicated while forwarding the tenders to the higher
authority.
(12) The Drawing Branch process the tender and put up the same to the Finance
Officer within 7 days. The Finance Officer shall forward his remarks to the
Deputy Chief Engineer / Chief Engineer within 7 days. The tenders shall
be put up to the Pre-Qualification committee within 15 days from the date
of opening of tenders.
(13) The following instructions are scrupulously followed while processing the
tenders:
(i) The tenderers are not expected to make any post-tender modifications.
Any such case will be viewed seriously. In any case, such
modifications are not considered by tender accepting authority.
(ii) When the tenders are under examination, no other authority makes
queries or calls for reports/ clarifications from the tenderers except
with the approval of tender accepting authority.
(14) Tenders with any condition, including conditional rebates, are rejected.
However, tenders with unconditional rebate are acceptable.
(15) It is ensured that there is no delay in processing of tenders and decisions are
taken well in time before expiry of validity of tender. The Tender accepting
authority keeps a watch on the expiry of the validity of tenders. In case of
tender where the validity period has already expired, decision to accept the
same is taken only if the validity period is extendedby the tenderer.
(16) Authority who is originally competent to accept the tenders as per the
delegation of Financial powers of e xe c u t i ve of f i ce r s of KSEBL
accepts the tender even if the negotiated amount falls within powers of
acceptance of subordinate officers.
(17) When the tender involves liability exceeding the technical sanction for the
work by an amount greater than 10%, such excess will require a revised
administrative sanction. This is applied for as soon as such an excess is
foreseen.
(18) The Officer accepting the tender involving extra expenditure immediately
reports to the competent administrative authority, so as to enable it to make
necessary additional provision in the budget. Expenditure in excess of the
budget allotment will not be incurred without assurance of additional funds
from the concerned administrative authority.
(19) Where technical bids are also invited, acceptance of the same falls within the
competence of NIT approving authority. In case of execution of E&M work,
change in model/brand of any plant & machinery involving no extra finance
implications, the acceptance of the change also falls within the competence of
NIT approving authority, who places on record the justification and
circumstances for making such change. The NIT approving authority also
decides the recoveries to be made if any, if the proposed model/brand is
cheaper.
(20) The tender accepting authority satisfies himself / herself about the
reasonability of rates before acceptance of the tenders. Reasonability of rates
is primarily assessed on the basis of justified rates.
(21) Variations for quoted rates shall be accepted as per delegation of powers.
(22) No tenders which are required to be accepted by any higher authority are
rejected by any lower authority, and all such tenders are submitted to the
authority competent to accept the tender as per “Delegation of powers of
officers of KSEBL” for consideration. It is for that authority to reject them or
to approve them or to authorize negotiations, if any.
12. Award Letter of Work
It is ensured by the tender inviting authority that the Award Of Contract
(AOC) are uploaded www.etenders.kerala.gov.in after acceptance of tender.
13. E tendering general conditions are given in Annexure – 3/4).
14. Information and instructions for tender inviting authority for e-
tendering
(i) The original EMD receiving authority releases the EMD to unsuccessful bidders
after the expiry of stipulated bid validity period or immediately after acceptance
of the successful bidder, whichever is earlier, after verification from
the e-tendering portal website (www.etenders.kerala.gov.in)
that the particular contractor is not L-1 tenderer and work is awarded.
(ii) The tender inviting authority calls for original EMD of the L1 tenderer from
EMD receiving authority immediately.
(iii) Information and Instructions for Contractors for e- tendering forming part of
NIT and to be posted on website are referred from Annexure – 3/5 for
Single bid and Annexure – 3/6 for Two/Three Bid system, as the case may be.
SOP No.3/2: Restricted Tenders

1. Restricted tenders are normally resorted under the following conditions with prior
approval of the Board.
(i) The work is required to be executed with very great speed, and not all
contractors are in a position to generate.
(ii) The work is of special nature requiring specialized equipment, which is not
likely to beavailable with all contractors.
(iii) Where the work is of secret nature and public announcement is not desirable.
(iv) Where the list of pre-qualified contractors is required to be shortened to a
suitable limited number.
(v) For maintenance of important buildings or emergency works as decided by
competent authority designated by the Board.
(vi) Other exigencies of the work demanding for restricted tenders.
2. The restricted list for call of tenders shall be approved as per the delegation of
powers published by the Board.
3. The Board has full powers to approve the restricted list for call of tenders and also to
dispense with the requirement of Pre- qualification.
SOP No.3/3: Composite Tenders
1. Only one agency is fixed i.e. the main contractor who is responsible for executing the
entire work. The Engineer in Charge of the major component of the work calls bids
for the composite work. The cost of bid document (if any) and Earnest Money is
fixed with respect to the combined estimated cost put to tender for the composite bid.
2. The officers of minor disciplines within their individual T/S powers, approve and
submit the schedules for minor components of the work along with terms and
conditions to the T/S Authority of the major component well in time. Technical
sanction and approval of NIT for the combined work is accorded by the competent
authority of the major component under whose T/S powers the total estimated cost of
work falls, after combining the cost of major and minor components. If the combined
amount of the detailed estimate for the composite work does not fall within the T/S
powers of the official in-charge of the major component, then the same is sent to his/
her next higher authority competent to accord T/S and approve the NIT for the
composite work.
3. The officers of individual minor components prepare market rate justification of the
minor components before opening of the technical bid(in case of two/three bid)/
financial bid (in case of single bid) and hand it over to the NIT approving authority.
The NIT approving authority prepares the market rate justification of the total work
before opening of technical bid. In case of tenders to be accepted by the Board, the
market rate justification is submitted by the NIT approving authority to the Board
before opening of technical bid. (For detail on preparation of justification Refer SOP
No. 4/3).
4. The eligible tenderers quote rates for various items of major as well as minor
components of work. The lowest tenderer is decided based on quoted rates in respect
of all the schedules attached in tender documents. It is obligatory on the part of the
main contractor to sign the tender documents for all the components.
5. The Board lays down eligibility criteria for agencies responsible for execution of
specialized components of works. Agencies engaged by the main contractor are
required to fulfill the laid down criteria. In case the main contractor himself meets the
required eligibility criteria as laid down by the Department for specialized work, he is
allowed to execute the same after due verification etc.
6. The main contractor gives detailed execution programme of the work which forms
part of his agreement with the department. He indicates in the programme, the
time/stage of the work when the agencies of specialized components of works will be
deployed by him.
7. Acceptance of the tender is done by the NIT approving authority within his powers to
accept tenders as per “delegation of financial powers to the executive officers of
KSEBL” and is conveyed by the Engineer in charge of major component of the work
on behalf of the Board. After the work is awarded, the contractor signs copies of
agreement with the concerned authority , in charge of minor components and hands
over one set of agreement to concerned officer of minor component. EE or any other
officer as per delegation of powers, of major component will operate Part A and Part
B of the agreement. The officer notified by the Board from time to time, in charge of
minor components, operate Part C along with Part Á of the agreement.
8. The main contractor enters into MOU with agencies associated by him for execution
of specialized component as per NIT conditions.
9. Running payment for the works shall be arranged by the ARU in charge of the major
component of work.
10. In case the main contractor intends to change any agency/agencies during the
operation of the contract, he shall obtain prior approval of respective Engineer-in-
Charge of the agreement. The new agency/agencies shall also have to satisfy the laid
down eligibility criteria. In case Engineer- in-Charge of respective discipline is not
satisfied with the performance of any agency, he can direct the contractor to change
the agency executing such items of work and this shall be bindingon the contractor.
11. Supervision of various components of works will be carried out by concerned wings
of the department under the overall co-ordination of the NIT approving authority or
any other officer as notified by the Board from time to time, as the case may be.
12. Final bill of whole work shall be finalized and paid by the Engineer in Charge of
major component. Other officers in charge of minor components will prepare and pass
the final bill for their component of work and pass on the same to the Engineer in
Charge of major component, for including in the final bill for composite work.
13. The officer notified by the Board from time to time of the concerned discipline will be
competent authority for deciding reduced rates, if any.
14. Levy of Compensation, if any, and rescheduling of milestones as stipulated in the
general conditions of contract, will be decided by an officer not below the rank of
Deputy Chief Engineer or any other officer as notified by the Board from time to
time, in charge of the major component in consultation with concerned officer in
charge of minor discipline and on receipt of required information in this regard from
Engineer in Charge of major discipline as well as concerned Engineer in Charge of
minor discipline.
15. Same milestones are applicable for all components of work. The amount to be
withheld under relevant clause in general conditions of contract will be decided by the
Engineer in Charge of the respective component. In the event of not achieving the
necessary milestones as assessed from milestone bar chart, specified percentage of the
tendered value of work will be withheld for failure of each milestone.
16. The composite work is treated as complete when all the components of the work are
complete. The completion certificate of the composite work is recorded by Engineer-
in-charge of major component after record of completion certificate by the competent
authorities of all other components.
17. Court case, if any, shall be handled by the Engineer in Charge of the major component
or any other officer as notified by the Board from time to time along with thesupport of
the minor disciplines.
SOP No.3/4: Procedure for opening of Two/Three Bid tenders
1. Two Bid System
(i) Bid containing eligibility related documents is opened first.
(ii) The eligibility of the bidder is evaluated as per terms and conditions of NIT
and bidders arequalified/ disqualified by the competent authority.
(iii) List of qualified bidders is prepared.
(iv) Financial bid of qualified tenderers are then opened at notified time, date and
place in presenceof tenderers or their representatives.
2. Three Bid System
(i) Works for which technical specification are not finalized and the same are to be
finalized on receipt of the details from the tenderers are invited in Three Bid
system.
(ii) Bid-1 containing the Eligibility bid is opened first.
(iii) Bid-2, Technical bid containing technical specifications of those bidders who
satisfy the eligibility criteria are then opened at notified time, date and place in
presence of bidders or their representative. If required, a conference in respect of
technical bids is held on notified date, time and place.
(iv) Financial bid of qualified bidders are then opened at notified time, date and place
in presence of bidders or the representatives. The validity of the tenders is
reckoned from the date of opening of the technical bids.
After opening of the Technical bids in Two/three Bid system, the bid opening
authority prepares a list of deficiencies found in the bids of each bidder vis-a-vis requirements
as per NIT within one week and communicates the same to individual bidders by Speed
Post/E-mail with a request to furnish required documents/clarifications within a week’s time,
failing which it is presumed that they do not have any further documents/clarifications to
furnish and decision on bids is taken accordingly.
SOP No.3/5: Manual Tendering

(i) Manual tendering is resorted to for works having PAC less than 5 lakh
only.
The tenders are invited only after :
(a) The work is technically sanctioned
(b) The NIT is approved
(ii) A few sets of tender documents are kept ready in the office of the tender sale
authority to facilitate the intending tenderers to see them if they so desire. A
register is maintained by the designated official to obtain the signature of the
intending tenderer(s) as a proof of having seen the tender documents.
(iii) Tenders as per prescribed conditions of publicity are received in the office of
Engineer in Charge/Asst Engineer. All the tenders in the power of Engineer in
Charge and higher officers are received in the office of Engineer in Charge.
(iv) All the tenders are opened in the presence of such intending tenderers or their
representatives as may choose to attend at the time and place, which is
advertised. The tenders are entered in the Tender Opening Register.
(v) A complete comparative statement of all the tenders received in response to
the notice is drawn up in the office of the Engineer in Charge.
(vi) The processing of tenders and acceptance of tenders are analogous to
procedures laid down for E-Tendering and the same may be followed.
2. Corrections, Omissions, etc in Manual Tenders
(i) The Officer opening the tenders encircles all corrections, cuttings, conditions,
additions and over-writings and number them and attest them in red ink
marking them serially. The number of such corrections, cuttings, additions,
conditions and over writings are clearly mentioned at the end of each relevant
page of the Schedule attached to the tender documents,and they are properly
attested with date.
(ii) Any ambiguity in rates quoted by the tenderers, either in words or figures, is
clearly indicated on each relevant page of the Schedule attached to the tender
documents to which it concerns. Where the contractor has quoted rates in
rupees and no paisa is mentioned, the word “only” is added after the words
‘rupees’, and the corrections are initialed and dated with suitable remarks at
the end. Where the contractors have omitted to quote the rates/amount either
infigures or in words or both as applicable, the Officer opening the tender
records the
omissionson each page of the Schedule. If the contractor fails to record rates in
words the Tender opening authority writes the rates in words at the time of
opening of tenders.
(iii) When there is a difference between the rates in figures and in words, the rates
which correspond to the amounts worked out by the contractor is taken as
correct. When the amount of an item is not worked out by the contractor, or if
it does not correspond with the rates written either in figures or in words, then
the rate quoted by the contractor in words is taken as correct. When the rate
quoted by the contractor in figures and in words tallies, but the amount is not
worked out correctly, the rates quoted by the contractor is taken as correct and
not the amount. In the case of percentage rate tender, the tenderers are required
to quote their rates, both in amount as well as in the percentage below/above
the rates entered in the Schedule. In such cases, in the event of arithmetical
error committed in working out the amount by the contractor, the tendered
percentage and not the amount is taken into account. All corrections in the
comparative statement is carried out neatly and clearly, and initialed by the
person making the corrections. The corrections are attested by the authority
concerned i.e Engineer in Charge/Assistant Engineer/ Divisional Accountant.
SOP No.3/6: Execution of Works on EPC Contract Basis

1. The works which are to be executed under Engineering, Procurement and
Construction (EPC) will be notified by the Board.
2. After the receipt of requisition for the work, the user agency organizations are
advised that they need not engage Design/Structural Consultants as the same
would be part of the EPC tender. The detailed planning is the responsibility of the
contractor but the monitoring is done by the Engineer in Charge. For works
undertaken in the EPC mode, sanction is obtained on the basis of Detailed or
Preliminary Project Report as per feasibility and requirement and submitted as per
understanding with the client.
3. The concept design, preliminary drawings and specifications based on detailed

requirements of the work, in consultation with the client, is prepared
before framing of the PE. The NIT approving authority decides whether to get these
tasks done in-house or from outsourced agencies with recorded reasons. If done in-
house, the concerned Architectural unit prepares the concept design, preliminary
drawings and specifications based on detailed requirements of the work, in
consultationwith the client.
4. The Preliminary Estimate (PE) or Preliminary Project Report (PPR) or Detailed
Project Report (DPR) or any other document submitted for obtaining
Administrative Approval and Expenditure Sanction defines accurately the scope of
the work in terms of outcomes and performance parameters.
5. The following details are obtained to enable Preliminary Project Planning (PPP)
(both Engineering and Architecture) for preparation of the PE or PPR or DPR :
(i) Document showing ownership of land duly certified by the client that the
same would be ina position to be handed over to the contractor upon award of
work free from all encumbrancesand encroachments.
(ii) Boundary of the plot(s) either constructed or demarcated and free from dispute.
(iii) Topographical Map of the site.
(iv) Geotechnical Data (which includes a study of foundation system of structures
including private structures - in the vicinity and is as per codal provisions for
the proposed structures).
(v) Sources of the Bulk Services required as well as approved waste dumps for waste
disposal.
(vi) Mandatory (e.g. fire, lift, EI, WS and SI etc.) as well as optional (HVAC,
STP, RO, UPS,DG, SPV, Solar water heating etc.) services for each
building/structure required by the client and found feasible.
(vii)Statutory Approvals required.
6. The Preliminary Project Planning (PPP) is developed on the basis of above details
and is submitted to the client prior to the submission of the Preliminary or Detailed
Project Report and includes the following in respect of the buildings:
(i) Scope of work
(ii) Floor plans for building etc. and geometry for other works etc.
(iii) Elevations/Sections/Perspectives
(iv) Layout plan(s)
(v) 3-D Block view(s)
(vi) Area and/or Length statements as applicable
(vii)Specifications in detail for each structure/building and its services to be included
in the DPR.
7. Soil investigation report is appended in the NIT for indicative purpose only.
8. The responsibility of investigations, designing, planning, procurement,
construction, safety, quality, and risk of engineering lies with the contractor and the
same is incorporated in the NIT.
9. If required, an enabling sanction to cover the cost of activities under para 6 and 7
above is obtained by submitting an Enabling Estimate.
10. The DPR (in respect of works in which detailed engineering including architectural
design is done before sanction) or PPR (Where only conceptual engineering and
architectural planning is done before sanction) based on the PPP submitted to the
client includes, in addition to the PPP, the following:-
(i) Brief description of the Procurement Method (which also mentions the name
of work).
(ii) The obligations on the part of the client department, the Board, and the
contractor with specified time limits for smooth execution of work.
(iii) Architectural, Structural and MEP services specifications along with
special conditions for execution of these jobs.
(iv) In addition to the structures and their mandatory services (e.g. Internal
Electrification, Fire Services, Lifts, Water Supply, Sewerage etc where
applicable) the list of optional services desired by the client.
(v) Cost Estimate on simple Plinth Area or length basis where possible and
detailed basis for others etc. is duly enhanced by applicable cost index or by
adopting any other appropriate method as decided by NIT approving authority
in case cost index is not applicable including provision for cost of design
development by contractor and risk devolving on the contractor.
(vi) Provision is made separately for post completion operational cost (for 5 years
or higher as agreed with client) and maintenance cost (beyond free
maintenance period and up to 5 years or higher as agreed with
client).
(vii) List of approved makes and models for components.
(viii)Tentative time frame for completion, post completion operation and
maintenance.
(ix) List of three or more suitable agencies (proof check agencies) or parameters
for the selection of the proof check agencies, tasked with checking and
approving the design submitted by the contractor from engineering and
architectural aspects.
(x) Procedure and time frame for approval of implications of changes in scope of
work requisitioned by the client as compared to that indicated in the
sanctioned PPR/DPR.
11. For works undertaken by KSEBL in the EPC mode, the Contractor takes the full
responsibility for the design and execution. Only the scope, description of work,
specifications, approved conceptual drawings for engineering and architectural
planning, and schedule of quantities (if available) and as provided in the contract
document, is kept on record and a No Objection Certificate is recorded by the
Engineer in Charge for the drawings prepared and submitted by the contractor after
proof check, before the same is released for execution.
12. The contractor gets NOC for the design from NIT approving authority for
functional aspects and aesthetics and from the approved proof check agency for
engineering and architectural considerations. The officers of the Board are
responsible for broad oversight of these aspects without being expected to examine
the design.
13. The tender document is approved by the authority competent to accord technical
sanction for the work of similar value in the non-EPC mode (i.e. traditional item-
measurement basis) by officer of Chief Engineer and above rank. NIT approving
authority may incorporate special and particular conditions in the contract
document as per specific requirements of the project.
14. For EPC contracts, the NIT approving authority ascertains the reasonableness of
prices using analytical methods such as tendered amount for similar works whose
tenders were accepted in the recent past, PAR rates duly enhanced by the current
cost index and any other method
approved by the NIT approving authority for ascertaining the reasonability of the
tendered amount of the L1 bidder. The acceptance of financial bid is approved by
the authority competent to approve the financial bids for the work of similar value
in the non-EPC (traditional item- measurement basis) contracts.
15. Submission of measurements, in case of EPC contracts, is only for record purpose.
Payment of bills of the contractor is made on basis of stage-wise completion of
work as per terms of the contract.
SOP No.3/7: NIT FOR WORKS INVOLVING SPECIALIZED WORKS & SERVICES
1. Tender for Original building works:
(i) Tender for original building works are invited from approved and eligible
Composite category contractors.
(ii) The Composite category contractor associates other agency(s) for execution of
each of the specialized E&M work(s) notified under List II A and List II B of
Annexure – 3/7 as detailed in para 5 of this SOP.
2. Tender for Original works comprising of specialized E&M works from
List II A and List II B of Annexure - 3/7.
(i) Tender for original works comprising of at least one of the specialized E&M
works from List II A & List II B of Annexure - 3/7 are invited from
approved and eligible Composite category contractors.
each of the specialized E&M work(s) notified under List II A & List II B of
Annexure - 3/7 as detailed in para 5 of this SOP.
3. Tender for Stand alone or any combination of original E&M works from
List II B of Annexure - 3/7.
(i) Tender for stand alone or any combination of original E&M works from List II B
of Annexure -3/7 are invited from approved and eligible Composite category
contractors.
each of the specialized E&M work(s) notified under List II B of Annexure -
3/7 as detailed in para 5 of this SOP.
4. Tender for original Specialized E&M works from List II A of Annexure -
3/7.
(i) Tender for every original specialized E&M works from List II A of Annexure
- 3/7 are invited individually from specialized firms whether technical sanction
has been received separately or jointly for these works.
(ii) The specialized firms satisfies the following eligibility criteria: Experience of
having successfully completed works during last seven years ending on
previous day of last day of submission of tender.
Three similar works each of value not less than 40% of the estimated
cost put to tender.
OR
Two similar works each of value not less than 60% of the
estimated cost put to tender.
OR
One similar work of value not less than 80% of the estimated cost
put to tender.
All amounts rounded off to a nearest convenient figure.
5. Association of Other Agency(s) for execution of specialized works and
services by the Composite Category contractor:
1. The Composite contractor associates other agency(s) for execution of each of the
work(s) under List II A and List II B of Annexure 3/7 forming part of the tender,
which fulfills the following eligibility criteria :
A. For works of List II A and List II B of Annexure 3/7 (Except DG Sets,
HVAC, Sub-Station works):
Three similar works each of value not less than 40% of the
estimated cost put to tender.
OR
Two similar works each of value not less than 60% of the estimated
cost put to tender.
OR
One similar work of value not less than 80% of the estimated cost
put to tender.
B. For works of DG Sets, HVAC, Sub-Station works:
Three similar works each of value not less than 40% of the estimated
cost put to tender with capacity of individual DG Set/Chiller/transformer
being 80% of individual capacity (rounded off to next available higher
capacity) of the equipment i.e. DG Set/ Chiller/transformer proposed in
NIT.
OR
Two similar works each of value not less than 60% of the estimated cost
put to tender with capacity of individual DG Set/Chiller/transformer being
80% of individual capacity(rounded off to next available higher capacity)
of the equipment i.e. DG Set/Chiller/ transformer proposed in NIT.
OR
One similar work of value not less than 80% of the estimated cost put to
tender with capacity of individual DG Set/Chiller/transformer being 80% of
individual capacity (rounded off to next available higher capacity) of the
equipment i.e. DG Set/Chiller/ transformer proposed in NIT.
1. Eligibility criteria of each such agency to be associated are set out in the
tenderdocuments.
2. The Composite category contractor is also be eligible to carry out
himself/herself any or all of these works without associating any specialized
agency provided:
(a) He fulfills the prescribed eligibility criteria respectively for these
work(s). OR
(b) He directly procures the equipment of approved make from
manufacturer and gets it installed from authorized agency/service
provider of the manufacturer or specialized agency as per criteria
mentioned in NIT.
3. The Composite Contractor and the associated specialized agencies is give
required affidavit to confirm their association.
4. Tender accepting authority approves the change of Sub-Agency in case it is
required during the currency of the contract.
Notes:
A. DG set:
1. Suitable conditions are to be incorporated in the NIT to ensure compliance of
following:
(a) Makes of engine, alternator and AMF panel be incorporated in theNIT and
it is to be ensured that the DG Set(s) and AMF panel of specified makes
are procured from OEM/ OEA only.
(b) Inspection and testing of DG set and AMF panel before dispatch is carried
out in the work shop of OEM/OEA only.
(c) At the time of submission of tender document the contractor is to submit:
(i) Written commitment from OEM/OEA to supply the DG Sets and
delivery schedule as per requirement of department.
(ii) Certificate from OEM/OEA or authorized service provider ofengine
manufacturer for satisfactory installation and commissioning of DG
Set after completion of the work.
(iii) Required Guarantee of DG Set from OEM/OEA in favour of Engineer-
in-Charge to cover defect liabilities.
(iv) An undertaking that mandatory free service is carried out during the
guarantee period by the authorized service provider of engine
manufacturer
2. The tenders for DG Sets to be installed in VVIP Complex or buildings of national
importance / prestige is invited from OEA/OEM only with prior approval of the
Board. The firmhas to be OEM/OEA for the highest capacity of DG Set proposed
to beinstalled.
B. For Specialized E&M Original Works and other original E&M Works:
1. It is stipulated in the NITs of Specialized E&M original Works and other original
E&M Works, where ever required, that the lowest tenderer is submit, along with
the performance guarantee after the acceptance of tender, an undertaking from
the OEM regarding :
(a) Authorization certificate.
(b) The OEM is unconditionally support the lowest tenderer technically
throughout the execution of contract as well as for Maintenance/
Comprehensive Maintenance Contract for the useful life of the system, and
(c) OEM is provide all the spares required for healthy functioning of the
equipment for at least seven years from the date of supply of
equipment.
2. The condition that the specifications are vetted by the manufacturers for the
specialized E&M works is not be kept in the NITs as it amounts to restriction of
competition.
3. NIT approving authority is include more number of approved makes (not limiting
to 3 nos. only) in the NIT, while procuring items of generalnature for which a large
number of good manufactures are available inthe market.
4. No condition is incorporated in the NIT’s regarding visits of Board officers within
country or outside India to inspect equipments/materials/stores where such
expenditure is to be borne either by the contractor.
Officers of the department may conduct inspection before dispatch of
equipments/materials at manufacturer’s works. The contractor has to arrange
facilities for inspection of equipments/ materials including conducting the required
tests in the manufacturing unit.
However no condition is incorporated in the NIT regarding inspection of
equipments/ materials in the manufacturing unit located outside India without prior
permission of MoHUA.
In case any such condition is incorporated in NIT, it will tantamount to deliberate
violation of instructions and this will attract disciplinary action against the officer
approving the NIT.
SOP No.3/8: Notice Inviting Tenders (NIT) in Single Bid System

1. Normal Standalone Works (i.e excluding Standalone Specialized and
Emergent works)
(i) Tenders for normal standalone works estimated to cost up to an amount where
pre-qualification is not required, is generally invited in Single Bid system.
(ii) Tenders are invited only from eligible contractors. The contractors have to
fulfill the criteria of execution of works as below.
(a) Three similar works each of value not less than 40% of
estimated cost put to tender (ECPT) or
(b) Two similar works each of value not less than 60% of ECPT or
(c) One similar work of value not less than 80% of ECPT (all amounts in
(a), (b) and (c) are rounded off to a nearest convenient full figure),
completed during last 7 years ending previous day of last date of submission
of bids. Such tenders are then invited in 2/3 Bid system. Similar work is
defined by the NIT approving authority keeping in view the CVC guidelines
issued for wider participation. Guidelines on definition of similar work is
given in Annexure – 3/8. However, the NIT approving authority may
modify the definition as per requirement and scope of work.
(iii) The NIT includes: Tender form, Standard General Conditions of Contract
for KSEBL, with all amendments/ modifications as applicable,
General/specific conditions, specifications and schedule of quantities
applicable to the work.
(iv) Notice Inviting Tenders is prepared in Standard Form, serially numbered
and maintained in a proper register given in Annexure – 3/9.
(v) The units are specifically mentioned in words for example “Per hundred
sq. meter” and not 100 sq. meter”.
(vi) Each page and the correction slips, as well as other corrections and
modifications made in the NIT papers, are numbered and signed by the
NIT approving authority or by an officer not below the rank of EE as
designated by the NIT approving authority.
(viii) All the pages/forms, whether printed or otherwise, are ensured to be
clear, legible andunambiguous.
(ix) The NIT provides that the Contractor should quote the percentage above
or below up to two places of decimal only in case of percentage rate
contract system.
(x) The time period for completion of work is kept reasonable and decided by
the NIT approvingauthority keeping in view the quantum of work,
requirement of user department, geographical conditions of the site and
other constraints with due consideration to the availability of site and
structural design in phases if any, as well as the technical requirements
and particular site conditions and other factors possibly affecting the work
viz rainy season, depth of sub soil water, special features of the buildings,
spread of construction area, access to the site, law and order issue, type
of foundation,
importance/ urgency of the work, mechanization involved in the work,
availability of construction materials/machines etc.
(xi) The notice inviting tender stipulates minimum requirement of technical
staff depending upon the nature and requirement of the work. Guidance is
taken from Annexure – 3/10.
(xii) Specific reference to the number of correction slips as well as the year of
the Schedule of Rates and Specifications, is made in NIT.
(xiii) Physical milestones are described in the table of milestones. The
Milestones are fixed, as far as possible, considering the critical activities
for optimal use of the resources and completion of work in minimum
time, unless sectional or part completion is necessary. In case of high
uncertainties in physical milestones, financial milestones are provided.
(xiv) Mode of deposit of Earnest Money is mentioned in NIT
(xv) Necessary information is given in the NIT regarding the competent
authority to sign the Agreement, execute the work, make correspondence
with contractor, EOT etc
(xvi) For maintaining uniformity in works, following deviation limits is
stipulated by the authorities approving the NIT’s unless there are specific
reasons to adopt different deviation limits for a particular work:
(a) For construction works
(i) Superstructure & foundation work (except items
mentioned in earthwork sub head in DSR and related
items)….. 30%
(ii) Items mentioned in earth work sub head in DSR and related
items….100%
(b) For construction works of time bound, urgent and emergency
nature
(i) Superstructure & foundation work (except items mentioned
in earth work sub head in DSR and related items)….50%
(ii) Items mentioned in earth work sub head in DSR and related
items…. 100%
(c) All Maintenance Works................50%
(xvii) The NIT approving authority makes necessary changes and adds
additional conditions in the NIT as per requirement of work.
(xviii) For Tender Notice, Information & Instructions to bidders etc in
Annexure – 3/4 & 3/5 is referred for guidance.
2. Composite works
(i) Tenders for composite works are invited as single bid system.
(ii) The NIT includes the following:
Part A :- Standard General Conditions of Contract for KSEBL, with all
amendments/modifications as applicable.
Part B:- General/specific conditions, specifications and schedule of quantities
applicable to major component of the work.
Part C:- Schedule for minor component(s) of the work. General/specific conditions,
specifications and schedule of quantitiesapplicable to minor component /
components of the work.
(iii) Apart from Civil work, components of Internal & External electrical
works and Horticulture work are included in NIT.
(vii) Entire work under the scope of composite tender is executed under one
agreement.
(v) For Specialized nature of works included in the NIT of the Composite
work, eligibility criteria for specialized agencies is stipulated.
(vi) Paras at S. No 2, 3, 5 to 18 of Normal standalone works mentioned above
are analogous for Composite works also.
3. Common Procedure for Para 1 and 2 above:
(i) NIT to be prepared only after Detailed Estimate is technically
sanctioned.
(ii) Only one of the alternatives regarding availability of site to be retained.
(iii) The tender schedules to be carefully filled as per requirement and nature
of work.
(iv) The NIT document must be properly sealed to prevent any
tampering.
(v) No condition is incorporated in the NIT regarding visit of KSEBL
officers outside the country without prior permission of the Board, or
within the country to inspect equipments/ materials/stores where such
expenditure is to be borne by the contractor. In case any such condition
regarding inspection outside India is incorporated in NIT without
approval of the Board, it will tantamount to deliberate violation of
instructions and will attract disciplinary action against the officer
approving the NIT.
(vi) Recovery rate for non deployment of technical staff to be specified.
(vii) For works costing more than the T/S power of Deputy Chief Engineer, a
CPM based Activity – Time Programme (CPM-ATP), for completion
and occupation is prepared. The stipulated time and Milestones is,
preferably be derived from the CPM-ATP so finalized.
(viii) Care to be taken to ensure that there are no conflicting provisions in the
NIT conditions.
(ix) Clause 2A i.e Incentive Clause may be incorporated in the NIT as per
instructions issued by the Board from time to time.
(x) The performance guarantee will be released by the Board only after the
expiry of the period of contract which includes defects liability period.
The contractor shall renew and keep alive all the bank guarantees
furnished by him in respect of performance guarantee up to 30 days
more after the expiry of period of contract.
(xi) The definition of “Similar Work”, wherever applicable, is to be spelt out
clearly in a clear and unambiguous manner by the NIT approving
authority. While deciding the similar work, the CVC guidelines are to be
kept in mind for wider participation.
(xii) Clauses not relevant as per requirement of the work to be struck off to
avoid contractual implications/disputes.
(xiii) All relevant amendments issued by the Board are to be made part of NIT
and the already existing provisions to be struck off or modified as per
amendments to prevent duplicacy and contractual
implications.
(xiv) Levy of compensation, if any, and rescheduling of milestones as
stipulated under relevant clauses in the general conditions of contract,
will be decided by an officer not below the rank of DyCE or any other
officer as notified by the Board from time to time.
SOP NO.3/9: Notice Inviting Tenders (NIT) in Two/Three Bid System

1. Normal Standalone Works
(i) Tenders above the tendering limits for pre-qualification are invited in
Two/Three Bid System.
(ii) The bidders are allowed to participate based on their technical and
financial qualifications as per NIT. Firms and Contractors are required to
submit Eligibility documents of executing Similarworks as follows:
(a) Three similar works each of value not less than 40% of
Estimated cost put to tender(ECPT) or
(b) Two similar work each of value not less than 60% of ECPT or
(c) One similar work of value not less than 80% of ECPT.
(all amounts in (a), (b), (c) are rounded off to a nearest convenient full
figure), completedduring last 7 years ending previous day of last date of
submission of bids.” Guidelines on definition of “Similar Work” is
given in Annexure – 3/8. However, the NIT approving authority may
modify the definition of “Similar Work” as per requirements scope of
work and CVC guidelines.
(iii) Eligibility criteria shall be mentioned in the e-tender documents.
(iv) Other provisions are analogous to Sl. No. iv to xvii of normal
standalone work given in SOP No. 3/8.
(v) In case of lump-sum tenders, the detailed drawings and specifications,
and the cost of various items forming part of the sanctioned estimate of
the work are correctly assessed and authenticated by the NIT approving
authority to form part of the Notice Inviting Tenders.
2. Specialized Works
(i) Tenders for specialized works of any value are invited in Two/Three Bid
System for all types of Building and Road works, Furniture works,
Horticulture works, mentioned in list of Specialized works given in
Annexure – 3/7 including any other work declared as specialized work by
the Competent authority, as notified from time to time by the Board
(ii) In case of specialized works, tenders are invited from specialized agencies
that possess the necessary eligibility criteria/ experience for executing the
specialized works.
(iii) For issuing Tender Notice in e-tender and for Information & Instructions to
bidders etc in Annexure – 3/4 & 3/6 is referred. Guidelines on fixing
eligibility criteria for two/three Bid system are given as Annexure – 3/11.
(iv) Other conditions are analogous to the condition Sl. No. iv to xvii of
Normal standalone works mentioned in SOP No. 3/8.
(v) For works involving Specialized E & M works, SOP No. 3/7 is referred.
3. Composite Works
(i) The NIT includes the following:
Part A: - For major component of the work, Standard General
Conditions of Contract for KSEBL as applicable.
Part B:- General/Specific conditions, Specifications and Schedule of
quantities applicable to major component of the work.
Part C:- Schedule for minor component of the work where competent authority for
action under clause 2 and clause 5 shall be the same as mentioned in
schedule for major component. General/specific conditions, specifications
and schedule of quantities applicable to minor component/components of
the work.
(ii) Apart from Civil work, components of all Internal and External
electrical works, Horticulture work, if any, are also included in NIT.
(iii) Entire work under the scope of composite tender is executed under one
agreement.
(iv) For specialized nature of works present in the composite work,
eligibility criteria for specialized agencies are stipulated.
(v) Information & Instructions to bidders etc in Annexure - 3/4 & 3/6 is
referred. Guidelines on fixing eligibility criteria for Two/Three bid
system are as given in Annexure – 3/11.
(vi) Other conditions are analogous to the Sl. No. iii, v to xvii of Normal
standalone works mentioned in SOP No. 3/8.
4. Common Procedures for 1, 2 and 3 above

(i) NIT to be prepared only after Detailed Estimate is Technically
sanctioned.
(ii) Tenders may be called in Two/Three Bid System after approval of the
competent authority designated for this purpose by Board.
(iii) The tenders are to be invited only after the NIT approving authority
approves the NIT papers.
(iv) Only one of the alternative regarding availability of site to be retained.
(v) The Schedules attached to tender conditions to be carefully filled as per
requirement of work.
(vi) The NIT documents must be properly sealed to prevent any tampering.
(vii) No condition is incorporated in the NIT regarding visit of KSEBL
officers outside the country without prior permission of the Board, or
within the country to inspect equipments/ materials/stores where such
expenditure is to be borne by the contractor. In case any such condition
regarding inspection outside India is incorporated in NIT without
approval of the Board, it will tantamount to deliberate violation of
instructions andthis will attract disciplinary action against the officer
approving the NIT.
(viii) The definition of similar work is spelt out clearly in a clear and
unambiguous manner by the NIT approving authority. While deciding
the Similar work, the CVC guidelines are to be kept in mind for wider
participation.
(ix) Recovery rate for non deployment of technical staff to be specified.
(x) For works costing more than the the power of Deputy Chief
Engineer, a CPM based Activity – Time Programme (CPM-ATP), for
completion and occupation is prepared. The stipulated time and
Milestones is, preferably be derived from the CPM-ATP so finalized.
(xi) Condition of refund of 80% PG or as intimated from time to time on
substantial completion of work is to be made part of NIT as per discretion
of the NIT approving authority.
(xii) The NIT approving authority can make necessary changes and add
additional conditions as per requirement of work. Care to be taken to
ensure that there are no conflicting provisions in the NIT conditions.
(xiii) Clauses not relevant as per requirement of the work to be struck off to
avoid contractual implications.
(xiv) All amendments issued are to be made part of NIT and the already
existing provisions to be struck of or modified as per amendments to
avoid duplicity to avoid contractual implications.
(xv) The call of tenders involves following stages:
(i) Stage I- Approval of definition of similar work.
(ii) Stage II- Approval of technical specifications.
(iii) Stage llI- Approval of names of eligible contractors.
(iv) Stage IV- Revision of financial bids, if required with recorded
reasons.
(v) Stage V- Acceptance of financial bids.
The NIT approving authorities have full powers to approve the above stages.
SOP No 3/10: Debarment of Contractors with blemished record

1. If the Engineer in Charge receives adverse report against any contractor,
either from the department or from any other department, then participation of
such contractors is stopped on the basis of such report and tenders of such
contractors are not considered.
2. The Executive Engineer/Engineer in Charge communicates the information to
the next higher authority not below the rank of Deputy Chief Engineer for
record and approval on the action taken or
proposed to betaken by him.
3. On receipt of a case of adverse performance/misbehavior/threatening of site
staff or any other such reasons, the CE/Deputy Chief Engineer/Project
Manager/ any other authority notified by the Board from time to time issues
show cause to such contractors and after considering their reply, he has full
powers to debar the contractor for a period as decided by him. Such debarred
contractors are ineligible to take up any work in the Board during the period
of debarring.
4. In case a contractor is removed from the approved list of contractors
maintained by the Board for any reason including that of inactivity, such a
contractor is not eligible to take up works in the Board or in any other
Engineering Department. However, if the NIT approving authority not lower
than the rank of Deputy Chief Engineer is satisfied that it is in the interest of
the Board to allow a contractor who has been removed from the approved list
for reason of inactivity, to participate in the tendering process for getting
competitive tenders, he may do so.
CHAPTER 4
CONTRACT M A N A G E M E N
T
SOP No.4/1: Mode of Deposit Earnest Money
1. The Earnest Money is accepted only in the following forms:
(i) Cash by internet banking through SBI MOPS
(ii) In the form of bank guarantee
(iii) In the form of Demand Draft
(iv) In the form of cash up to Rs. 10,000
2. If the banks are closed on the last date of submission of tenders, the date is
postponed suitably.
3. The MSME firms approved by the Board / Govt. are exempted from payment of
EMD for supply of goods and services only.
4. For bid submission the contractor deposits the original EMD in the office of
Engineer in Charge inviting bids
The Bank Guarantee submitted as a part of Earnest Money is to be valid
for a period of 180 days.
SOP No.4/2: Refund of Earnest Money
The earnest money given by all the tenderers except the lowest tenderer L1 and second
lowest L2 is refunded immediately after the expiry of stipulated bid validity period or
immediately after acceptance of the successful bidder, whichever is earlier. Entry of
Demand Draft/Bankers’s cheque received as earnest money with the tenders is kept in
the Tender Opening Register, and these need not be deposited in the bank except for L1
and L2.
1. The Engineer in Charge periodically reviews the Tender Opening Register with a
view to ensure that the earnest money is refunded in time. It is the responsibility of FO
/ AFO / DA to ensure that Earnest Money is refunded to unsuccessful tenderers in
time.
2. In the case of the successful tenderer, the amount shall be credited to the Board’s
account.
3. If the bidder requests for treating the EMD as part of Security Deposit, that may also
allowed after making required entries in the accounts.
SOP No.4/3: Justification of Tenders
Justification of tenders shall be prepared based on market rates of material and
labour prevailing at site of work on the last day of receipt of tenders. The
justification should invariably be prepared before the date of opening of Financial
Bids in case of Single Bid system and before opening of Technical Bid in case of
Two/Three Bid System.
1. Justification Statement is prepared for checking the reasonability of rates before
opening of tender based on the market rates of material and labour etc. prevailing
in the locality on the last date of submission of tender.
2. Market rates of labour, materials, cartage etc. are collected. Analysis of Rates of
different Scheduled items in the Schedule of Quantity are prepared as per
standard CPWD / PWD Analysis of Rates. Wherever the work of Hill Roads/
Major Roads are involved, the justification is prepared on the basis of analysis of
rates adopted in MORTH Standard Data Book. The contractors profit and
overheads is also followed as provided in MORTH standard data book.
3. The major items of the entire Schedule costing at least 90% of the overall estimated
cost put to tender are analyzed, to work out the justified percentage on this basis.
The items to be considered for analysis of rates are selected with the items having
the highest estimated amount, and then the next lower amount in the descending
order and so on, till at least 90% of the estimated cost put to tender is reached.
4. Any other suitable method for working out the justification may also be adopted,
depending upon the kind and complexity of work. The adoption of a particular
method is decided judiciously by the authority competent to accept the tenders.
5. In case of tenders to be accepted by the Board, the adoption of a particular method
is decided by the concerned Chief Engineer or any other authority as notified by
the Board.
6. Effect of taxes in justified cost is worked out as per circulars issued by the Board
from time to time.
7. Construction Workers Welfare Fund contributions paid to the contract workers is
not to be added in the analysis of rates while preparing market rate justification. It
is to be recovered at the applicable rates from the contract certificate bills.
8. Contractors Profit & Over Heads (CP & OH) @ 15% is included in the analysis of
rates of all Schedule & Non-Schedule items pertaining to Civil,
Electro Mechanical works etc. for the purpose of estimation, justification and for
payment of Extra items/ Substituted items/ Deviated quantities of items required to
be sanctioned on market rates beyond deviation limit etc. carried out under the
contract wherever applicable.
9. CP & OH @ 15% includes Contractor’s Profit @ 7.5 % and the Contractor’s
Overhead @ 7.5% to account for the following factors :-
(i) Cost of Engineering Establishment deployed by the Contractor.
(ii) Cost of effort in arranging Tools and Plants (T&P) and heavy machinery
which have not been considered in the analysis of rates for the items included
in the Schedule of Quantitiesof the work.
(iii) Cost of providing cleaner environment at site & labour welfare facilities.
(iv) Cost of Quality Assurance set up enhancing testing lab.
(v) Cost of Office set up including engagement of necessary staff for
computerized billing etc.
(vi) Any expenditure incurred on Cost of Earnest Money/Performance
Guarantee/ Security Deposits.
Therefore no extra cost is to be added in justification on account of various factors
mentioned above.
10. However, extra cost likely to be incurred by contractor on account of any special
conditions incorporated in NIT which has financial bearing, or on account of any other
factor having financial bearing, which are not covered or considered above and in the
analysis of the rate of the items included in the BOQ of the work, are added on actual
basis or by a rough approximation although not with so much exactitude if actual
analysis is not possible.
11. No extra cost for T&P is to be added in Standard Analysis of Rates prepared either to
work out estimated cost of item or market rate justification of the item for E&M
works.
SOP No.4/4: Procedure for Conducting Negotiations

1. Negotiations are not normally conducted with the tenderers, but in case where it
becomes necessary to do so, negotiations are restricted only to the 1st lowest
tenderer under exceptional circumstances. In case if L1 withdraws or found
ineligible after opening of tenders, negotiation may be conducted with second
lowest L2. Tenders are recalled invariably in case of
work not awarded to L1 or L2 after negotiations. The Officer not below the rank of
CE or any other Officer designated by the Board negotiates with the lowest
tenderer in case of tenders beyond the acceptance powers of CE. If negotiations are
required in the case of tenders to be sent to the Board, for the approval, the Chief
Engineer negotiates with the lowest tenderer before sending the tenders to them.
2. The justification and details of such negotiations are duly recorded and documented
without any loss of time. Convincing reasons are recorded by the authority
recommending negotiations.
3. It is necessary for tender accepting authority to obtain prior approval of next higher
authority (Chief Engineer being the highest accepting authority of a tender,
approval of officer not beyond level of Director concerned is necessary for tender
of any amount) whenever negotiation become necessary for reasons of urgency due
to time constraint in execution of works of urgent nature and when time is not
available for rejection and recall.
4. No negotiation is conducted with lowest tenderer if the quoted amount is less than
tender PAC.
SOP No.4/5: Acceptance of Tenders

1. The tenders shall be accepted as per the delegation of powers of Executive officers in
KSEB Ltd.
2. Where technical bids are also invited, the same would fall within the competence of
tendering authority. In case of execution of E&M work, change in model/ brand of any
plant & machinery involving no extra finance implications, the acceptance of the
change will also fall within the competence of NIT approving authority, who will
place on record the justification and circumstances for making such change. The NIT
approving authority will also decide the recoveries to be made of any if the proposed
model/brand is cheaper.
3. Whenever the Engineer-in-Charge is on tour or on casual leave, award letter, after the
tender has been accepted by the competent authority, is issued by the next subordinate
officer clearly indicating that this letter when countersigned by Engineer-in-Charge
will form part of the agreement.
SOP No.4/6: Responsibilities of Officers for Scrutiny Of Tenders
1. The tender accepting authority makes detailed arrangements for the proper check
of tenders (in case of manual tenders) and the comparative statement.
2. The Finance Officer / Assistant Finance Officer / Divisional Accountant/ the
concerned officer mentioned above makes satisfactory and efficient arrangements
for checking the computed tenders (in case of manual tenders) . He/she conducts
personally a test check of computed and checked tenders (in case of manual
tenders) including the comparative statement, sufficient to satisfy himself / herself
reasonably that the checking work has been properly done. He/she records a note
on the comparative statement that as far as he/she could ascertain from such test
check as he/she had been able to carry out, the statement is accurate.
3. All officers including the Finance Officer to the Chief Engineer are responsible to
coordinate the processing of the tenders keeping a close watch on the validity of the
tenders so that the tenders are decided in time and suitable action is taken before
expiry of its validity.
4. In case of composite tender the EE while forwarding the tender to the Chief
Engineer sends a copy of comparative statement of schedule related to other
disciplines to the concerned EE and Deputy Chief Engineer, who send their
recommendation along with justified rates etc. to the Chief Engineer within 5
working days of receipt of the paper.
5. Forwarding/Scrutiny/Processing of tenders is to be done by concerned Officers
well in time to ensure that the timelines as laid down in Annexure – 3/3 for
scrutiny of tender are strictly followed. If any officer is unable to follow the same,
he/she invariably gives reasons for the same while forwarding the tenders to the
authorities competent to accept it.
6. For Two Bid/Three Bid system, a period of 30 days from the date of opening of
Technical Bid is provided for scrutiny and finalization of Technical Bids.
SOP No.4/7: Acceptance of Tenders by the Board

Tenders above the power of acceptance of the Chief Engineer are
submitted to the Board for their consideration. These tenders are accepted as
per the delegation of powers of Executive Officers issued by the Board.
SOP NO.4/8: Co-ordination at Construction Stage

1. The T/S Authority of the project holds regular coordination meetings with other
concerned officers and contractors of respective disciplines to review the progress
and to sort out any hindrance or bottleneck in the work.
2. He / She issues regular minutes of such meetings to all concerned.
3. Any change in the drawings found necessary during the execution of work due to
any practical difficulty etc., is immediately brought to the notice of the concerned /
Consultant for approval.
SOP NO.4 /9: Responsibility of Officers for Quality of Work

1. To ensure that materials duly approved are used in the work, samples of various
materials are approved by the Engineer in Charge and by NIT approving authority not
below the rank of DyCE for projects above the powers of EE.
2. Wherever necessary the above mentioned authorities approve the sources for
respective materials.
3. The material non conforming to specifications are promptly rejected and removed
from site.
4. Samples for tests are taken mostly by the field Engineers, or some by the Assistant
Executive Engineers.
5. Site Order book, Record of tests, etc. is put up for entries and review to every
inspecting officer.
6. The Engineer in Charge ensure availability of the required test equipments for field
tests, as well as an updated copy of specifications, copies of agreement at sites of
works.
SOP No.4/10: Responsibilities of Officers with regard to Labour Regulations

1. Engineer in Charge shall see that labour provisions as per GCC are complied by the
Contractor.
2. In case the Engineer in Charge finds it difficult to take action on the advice tendered
by the Labour Officer under Contractor’s Labour Regulations for any reason, he/she
immediately reports the matter to his/her higher Authority for obtaining directions.
SOP No.4/11: Periodic Inspection of Works

1. The various levels of field officers executing the work mandatorily inspect the works
frequently to ensure that the works are in general being executed according to the
design, drawings and specifications laid down in the contract.
SOP No.4/12: Monitoring of Cement and Steel and Other Materials and Check on
their Consumption
The theoretical consumption statement for consumption of cement on the work
executed from the start of the work up to and including the work included in the
bill is invariably prepared along with every running bill.
SOP No.4/13: Maintenance of Site Documents

1. Site Order book
(i) The form of the site order book is given in Annexure - 4/1.
(ii) Verbal orders of Senior Officers are confirmed by the AE/AEE in writing in
all cases. However, implementation of these verbal orders is not delayed for
want of confirmation.
(iii) EE and AEE concerned, sign the Site Order Book in token of having read all
the instructions issued by various Officers and replies made thereto.
(iv) In case the EE or AEE himself/herself wants to give any instructions, he/she
records them inthe Site Order Book.
(v) The AE/AEE records their observations in the Site Order Book if any
defective work is found, or if the contractor is not complying with any of the
terms of the contract, or on the slow progress of work, if any.
(vi) The Site Order Book is maintained at the site of the work, and is never
removed from there under any circumstance.
(vii) The contractor or his/her authorized agent is also at liberty to note
his/her difficulties etc. inthis book.
(viii)The compliance of orders/instructions given by the supervisory staff and the
date(s) of its (their) compliance is recorded side by side in the Site Order Book
by the Assistant Engineer/ Assistant Executive Engineer with dated initials.
(ix) The Engineer in Charge periodically reviews the Site Order Book to ensure
that it is being properly maintained and used. The Site Order Book is
consulted at the time of making payments to the contractor. Assistant
Executive Engineer verifies at site whether the defects pointed out during
construction have been rectified or not, and also proposes part rates, if
necessary, for the items of work for which defects were pointed out but have
not been rectified.
(x) While recording instructions, reference of CTE’s inspection/ Quality
Assurance inspection should not be quoted in the Site Order Book.
2. Inspection Registers
(i) The Chief Engineer / Deputy Chief Engineer etc shall make periodic visits to the
work sites and record their observation in the inspection register (Annexure –
4/2).
(ii) The concerned site staff shall add compliance note against the
observations.
(iii) In case compliance note is found to be unsatisfactory, the concerned senior
officers can add subsequent remarks in this regard.
(iv) There is also a provision for subordinate officer to prepare the draft observation/
compliance note and submit to approving authority. After approval, the
observations are automatically uploaded in online register in the name of
approving authority.
(v) Observations recorded are reviewed by Senior officers during their
subsequent inspections to ensure their compliance.
3. Cement Registers
1. In case of works where Ready Mixed Concrete (RMC) is stipulated to be used from
an approved source/manufacturer, the computerized dispatch slips that are sent
with each dispatch of RMC are kept on record.
SOP No.4/14: Documentation of Accounts
1. Bills Register
(i) A consolidated record of all the bills received from the Sub-Divisions / Divisions
in respect of works/ supplies is maintained as the Register of Bills in the ARU.
(ii) The Finance Officer /AFO / Divisional Accountant should ensure that the register
is properly maintained and kept up-to- date in the Accounts Branch.
(iii) A similar register should also be maintained in each Sub-Division / Division in
respect of payments to bemade and is kept in the same way as the register in the
ARU, and put up to the AEE/EE every week.
2. Contractor’s Ledger
(i) The accounts relating to contracts/ supplies are kept in a bound book
known as the “Contractors Ledger”.
(ii) A separate folio or set of folios is reserved for all the transactions
with each contractor/ supplier, for whom a personal account is
maintained. The register is properly indexed.
(iii) A personal account is opened in the ledger for every contractor.
(iv) The Contractors’ Ledger is written up and maintained up-to-date.
(v) The Ledger accounts are closed and balanced monthly the amount
outstanding is shown, if any, under each of the three suspense accounts
i.e. (i) Advance payments (ii) Secured Advances and (iii) Other
transactions.
(vi) The Divisional Accountant / FO is responsible for correctness of entries
in the Contractors’ Ledger and balances at the closing of the month. All
the personal accounts in the Ledger is examined to see that:
The balances do not remain outstanding for a long time without
justification, and the bills are prepared at reasonable intervals in the case
of running accounts.
(vii) A Contractor requiring a copy of his/her running account bill or extract
from the Contractors’ Ledger is supplied the same. He/she should sign in
the Ledger in token of his/her acceptance thereof at the time of payment
of each running bill/final bill.
3. Register of Works
(i) The permanent and collective record of the expenditure incurred in the
Division during a year on each work is the “Register of Works”. This
record is maintained in the Divisional Office.
(ii) There are two forms of Registers of Works corresponding respectively to
the two forms of Works Abstracts for Major and Minor Works. In respect
of petty works, no record is necessary beyond the petty works requisition
and Account Form, which is self- explanatory. But if desired, expenditure
on these works is recorded in Register of Works for Minor Works
Estimates .
(iii) Generally in cases of Major Works, the account of expenditure incurred
is maintained in the Register of Works. In case the Deputy Chief
Engineer or other sanctioning authority so desires, the accounts of Minor
Works may also be kept by sub-heads as for major works. The Deputy
Chief Engineer is empowered to dispense with maintenance of accounts
in the Register of Works by Sub-heads in respect of any work if he/she
considers that the circumstances render such accounts useless or
impossible to maintain. In such cases, a copy of such orders should also
be forwarded to the Accounts Officer.
(iv) The Registers of Works are posted monthly from Works Abstracts.
Separate folio or set of folios in the prescribed format for major works.
the Register is assigned to each Major Works estimate. Entries relating to
Minor Works estimates can be made on a single page in the Register
for minor works.
(v) The Work Abstracts are required to be maintained in Sub- Divisional
Office in a single sheet on each work. These are sent regularly every
month to the Divisional Office for compilation of the monthly accounts.
(vi) Before submission of the monthly account, the Registers of Works is
completed, reviewed by the Engineer in Charge and date initialed by
him/her in token of his/her having examined the entries and found to be
correct.
SOP No.4/15: Outside/Independent Testing Facilities
1. Extensive testing of the materials used for construction is a pre- requisite for
attaining high quality of the work. This is also require specialized tests,
physical, chemical, ultrasonic, x-ray and various other types of tests which
cannot possibly be carried out in a site laboratory. These tests also require
specialized personnel who regularly deal in such testing. Therefore the need
arises for carrying out the tests in outside laboratories.
2. These laboratories are in the Government sector, Semi Government or Private
sector. All govt. Institutes, Indian Institutes of Technology, National Institutes
of Technology, Central and State research Centers, Centrally and State funded
laboratories stands approved. No approval is required for testing in these
laboratories/institutes.
3. However, testing of material in any Govt. Lab/Public Undertaking Lab/IIT or
NIT Lab/Government Engineering College is allowed by Engineer in Charge
without prior approval of Deputy Chief Engineer or higher officers provided
these labs have all necessary facility to carry out the required tests.
SOP No.4/16: Grant of mobilization advance to the contractors for

executing capital intensiveworks
1. In respect of certain specialized and capital intensive works provision of
mobilization advance is kept in the tender documents for a maximum amount of
10% of PAC after furnishing Bank Guarantee. Advances will carry an interest
at the rate of PLR fixed by the State Bank of India at the time of repayment.
2. The NIT Approving Authority within his financial powers uses his/her
discretion carefully in deciding whether any particular work is to be
considered as specialized or capital intensive one, as per terms and conditions
specified in the GCC. Applicability or otherwise of relevant clause of GCC is
clearly indicated in the tender documents.
SOP No.4/17: Grant of advance for plant and machinery and for
shuttering material
1. An advance for plant and machinery required for the work and brought to
site by the contractoris given as per conditions of the GCC, if requested by
the contractor in writing within one month of bringing them to site.
2. Such an advance is given if the Engineer-in-charge feels that the plant and
machinery would add to the expeditious execution of the work and improve
the quality of the work.
3. The contractor is at liberty to take away the plants and machinery after the
advance(s) along with the interest due on it (them) is (are) realized by the
Department, and in the opinion of the Engineer- in-charge, they are not
required at site for the execution of the balance items of works.
SOP No.4/18: Secured Advance
1. Secured Advances on the security of materials brought to site to be made to
the contractorsonly for items which are to be used on work.
2. The Engineer in Charge sanctions the secured advance up to an amount not
exceeding 75% of the value of the materials as assessed by the Engineer-in-
charge, or an amount not exceeding 75% of the material element cost in the
tendered rate of the finished item of work, whichever is lower.
3. A formal agreement is drawn up with the contractor under which the Board
secures a lien on the materials and is safeguarded against losses due to the
contractor postponing the execution of the work or due to shortage or misuse
of the materials, and against the expense entailed for their proper watch and
safe custody.
4. Payment of such advances are made only on the certificate of an officer not
below the rank of Assistant Executive Engineer that:
(i) The quantities of materials for which the advances are made have
actually been brought tosite.
(ii) Full quantities of the materials, for which advance is to be made, are
required by the contractor for use on items of work for which rates for
finished work have been agreed upon.
(iii) The quality of materials is as per the specifications.
5. Recoveries of advances are not postponed until the whole of the work
entrusted to the contractor iscompleted. They are made from his/her bills for
work done as the materials are used, the necessarydeductions being made
whenever the items of work in which they are used are billed for.
6. Secured advance is to be granted only for non-perishable items. It can
however, be granted for perishable items after the contractor indemnifies the
Government through an insurance cover. The Engineer in Charge identifies
whether an item is perishable or not.
7. Statutory taxes like Income tax etc. are to be deducted from the secured
advance payment.
SOP No. 4/19: Physical Measurement Books

1. The payments to contractors and others for the work done or other services
rendered are made on the basis of measurements recorded in the
Measurement Book.
2. The measurement book is the basis of all accounts of quantities whether of
works done by Contractors or by labourers employed departmentally, or
materials received. It is so written that the transactions are readily traceable.
3. These books are considered as very important accounts records and
maintained very carefully and accurately as these may have to be produced as
evidence in a court of law, if and when required.
4. All the Measurement Books belonging to a Division, are numbered serially. A
register of M Books is maintained showing the serial number of each book.
5. A similar register is maintained in the Division Office showing the names of
persons, i.e. Assistant Executive Engineer/ Assistant Engineer, to whom the
Measurement Books are issued.
6. Recording of measurements
A. Entries at commencement of measurements
Each set of measurements to be recorded should commence with entries stating:
(i) In the case of bills for works done:
(a) Full name of work as given in the agreement/estimate.
(b) Location of work.
(c) Name of contractor.
(d) Number and date of agreement.
(e) Date of written order to commence work.
(f) Date of actual completion of work.
(g) Date of recording measurements.
(h) Reference to previous measurements.
(ii) In the case of bills for supply of materials:
(a) Name of supplier.
(b) Number and date of supply order/agreement.
(c) Purpose of supply in one of the following forms as applicable to the case:
(i) Stock (for all supplies for stock purpose).
(ii) “Purchase” for direct issue to the work (full name of the
work as given inthe estimate is mentioned).
(iii) “Purchase” for (full name of work as given in estimate) for issue to
contractor ...... on ...... :
(d) Date of written order to commence the supply.
(e) Date of actual supply.
(f) Date of recording measurements.
B. Writing of abstract
(i) A suitable abstract should then be prepared which should collect in
the case ofmeasurements for works done.
C. Nomenclature of item
(i) In case of extra/substituted item of work that is not covered in the
agreement, the full nomenclature is reproduced in the Measurement Book
and the bill form.
(ii) The full nomenclature of the items is adopted in preparing abstract of final
bill in the Measurement Book and also in the bill form for final bills. In the
case of agreement schedule items of repetitive nature, only the item number
and a very brief description of item is only required in the M Books.
D. Cross reference in case of running account bill
If the measurements are taken in connection with a running
contract, a reference to the last set of measurements, if any, is given.
E. Recording of date of completion
(i) If the entire job or contract has been completed, the date of completion is
duly recorded.
(ii) If the measurements taken are the first set of measurements on a running
account, or the first and final measurements, this fact is suitably noted
against the entries in the Measurement Book, and in the latter case, the
actual date of completion is recorded.
F. Neat recording of measurements
All measurements are recorded neatly in the Measurement Book.
G. Signature of the contractor
The signature of the contractor or his/her authorized representative is obtained
in the Measurement Book for each set of measurements.
H. Measurements in ink
The measurements are recorded in ink.
I. Making corrections in measurements.
(i) No entry is erased or overwritten. If a mistake is made, it is corrected by
crossing out the incorrect words or figures and inserting the correction.
The correction thus made is initialed and dated by the officer
recording/checking measurements.
(ii) When any measurements are cancelled or disallowed these must be
endorsed by the dated initials of the Officer ordering the cancellation or
by a reference to his/her orders, initialed by the Officer who made the
measurements, the reasons for cancellation being also recorded.
J. Page numbering
i. The pages of the Measurement Books are machine numbered.
ii. Entries are recorded continuously and no blank page left or torn out. Any
pages or space if left out blank inadvertently is cancelled by diagonal
lines, the cancellation being attested and dated.
K. Recording of measurements only by authorized persons
All items of work in a project irrespective of their cost is measured and recorded by
the Assistant Engineer-in-charge of the work. It is, however, open to the
Assistant Executive Engineer or the Engineer in Charge to record measurements for any
particular item of work himself.
L. Measurement of repetitive works
In case of works of repetitive type, detailed measurements of 20% of the total
number of units, subject to a minimum of 20 units, need only be recorded.
M. Certification of measurements
The person recording the measurements should record a dated certificate
“Measured by me” over his/her full signature in the Measurement Book.
7. Where measurements need not be recorded
(i) No measurements need be recorded for petty purchases made through
imprest accounts. It is adequate in such cases that the Assistant Engineer
or the Assistant Executive Engineer makes an endorsement on the
original and duplicate copies of the cash vouchers/bills of the suppliers
regarding verification of the same, and the page number of the register in
which he/she has taken the material(s).
(ii) The material(s) is issued for the work(s) from the register as usual.
Abstract of vouchers can be drawn in the Measurement Books for
continuity of record keeping.
8. Loss of Measurement Books
(i) An immediate report of the facts of the case together with an explanation
of all parties concerned responsible for the loss should also be made
promptly to the ARU head, who is empowered to sanction the write off
of the lost Measurement Books.
(ii) Such losses for write off is reported in the proforma for write off of lost
M Books (Annexure – 4/3)
(iii) It is also necessary that the measurements in the lost
Measurement Book are reconstructed at the earliest.
9. Notice to the contractor before recording measurements - action
to be taken if he/she fails to respond
(i) General Conditions of Contract contain a clause that before taking any
measurement of any work, the Engineer-in-Charge or a subordinate deputed
by him/her is given 3 days notice to the
contractor. If the contractor fails to attend at the measurements after such
notice or fails to countersign or to record objection within a week from
the date of measurement, then the measurements recorded in his/her absence
by the Engineer-in- Charge or by the subordinate deputed by him/her as the
case is deemed to have been accepted by the contractor.
(ii) It happens that sometimes when the measurements recorded by the Assistant
Engineer are not accepted by the contractor, the fact is not brought to the
notice of his/her superior officers i.e. Assistant Executive Engineer/Engineer
in Charge immediately, with the result that prompt action as per agreement
conditions cannot be taken. The idea is to bind the contractor to file
objection, if any, on his/her side to the measurement recorded by the
Departmental Officers within a definite period so as to avoid any disputes
later on. It has been decided that in all cases of works executed as per
general conditions of contract, when the contractor fails to attend at the time
of measurements or to countersign the measurement books in token of
his/her having accepted the measurements recorded therein, or to record the
difference, the Assistant Engineer/Assistant Executive Engineer taking the
measurements should report this fact within 72 hours to the Assistant
Executive Engineer/Engineer in Charge in writing. The latter, on receipt of
such a report, should take immediate action and inform the contractor in
writing that the measurements as taken by the Assistant Engineer/ Assistant
Executive Engineer are final and no claim whatsoeveron this account is
entertained.
(iii) These instructions will not apply in cases where the contractor is to submit
computerized measurements to the Department.
10. Preparation of bill
(i) On completion of the abstract, the Measurement Book is submitted to the
Sub-Divisional Officer, who after carrying out his/her test check should
enter the word “Check and bill” with his/her dated initials. The bill is then
submitted to the ARU for checking by the Drawing branch and accounts
branch. The officer who prepared the bill shall attend the DB and AB
observations. The Deputy Chief Engineer / Executive
Engineer shall pass the bill after ensuring that the observations have been
duly attended by the concerned officers.
(ii) All corrections made by the clerical staff are in red ink.
11. Recording measurements of supply / issue/laying of steel
(i) Supply of steel
In case of supply of steel, the measurements are recorded:
(a) On standard sectional weight basis for all bars.
(b) the measurements should indicate the total number with length of bars in each
bundle, total number of bundles, standard weight running meter weight of each
bundle, total weight of all bundles, etc. The entry should not be a copy from the
invoice issued by the firm.
(ii) Issue of steel
The issue of steel is made in the same manner as for the supply as described in sub-
para (i) above. Department officers shall measure and pay for the steel reinforcement used for
authorized laps, chairs, spacer bars, etc.
SOP No.4/20: Recording measurements for earth levelling work

1. Level Books
In case of levelling operations and earthwork, measurements are required to be recorded
in Level Books in addition to Measurement Books. The Level Books are numbered,
accounted for and handled like Measurement Books.
2. Preparatory works
Before starting the earth work, the following steps are taken:
(i) Original ground levels are recorded in the Level Book in the presence of the
contractor or his/her authorized representative, and is signed by him/her and the
Departmental Officer who records the levels. All the local mounds and depressions
are indicated clearly in the drawing and the field Level Book, and is checked by the
Assistant Executive Engineer/Engineer in Charge before the levelling work is
started.
(ii) A suitable baseline is fixed with permanent masonry pillars at distances not
exceeding 150 meters to provide a permanent reference line for facilitating check
work. The base line(s) is entered in the Level Book with co-ordinates. These
baselines are maintained till the final payment for the work has been made.
(iii) While recording the levels, it is ensured that the circuit is closed by taking final
levels of the starting point or any other point, the R.L. of which was previously
determined.
(iv) Plans showing initial levels, location of bench marks and reduced levels, is
prepared and signed by both the parties and attached to the agreement before
commencement of the work.
(v) Electronic device shall be utilized for earthwork computation as far as possible
wherever available in which case computerized print out duly signed by the
contractor and verified by the Assistant Engineer, checked by the Assistant
Executive Engineer shall be treated as records. In case of total station survey, the
officer who downloaded the data shall put a certificate to that effect. The total
station output shall also be accepted for reporting of initial levels, interim levels
and final levels.
3. Test check of the levels
(i) The Assistant Executive Engineer should exercise test check at least to the
extent of 50%, and the Executive Engineer at least to the extent of 10% where
the value of this item of work exceeds 10% of the tender acceptance power of
the Assistant Executive Engineer.
(ii) The test check of the levels is carried out independently by each officer, and the
readings are recorded in the prescribed Level Book in red ink against the old
levels which is neatly scored out wherever necessary. If the test check carried
out reveals serious mistakes in the original levels, these is taken or re-taken
and re-checked.
(iii) The test check carried out by an Officer is as representative as possible for the
entire work done.
(iv) On completion of work, the levels should again be recorded in the Level Book
and the contractor’s signatures obtained. These levels should also be test
checked by the Assistant Executive Engineer/Engineer in Charge to the same
extent as indicated in (1) within one month of the date of completion of the
earth work, and according to the procedure as laid down in the case of initial
levels as indicated above.
(v) The formation level as per final execution of the work is compared with the
proposed formation levels and the work got rectified within permissible
tolerance.
(vi) Intermediate level may be taken whenever a change in the soil strata is noted.
This intermediate level shall serve as the final level for upper strata and initial
level for lower strata.
4. Payment for levelling work
(i) Every fourth running bill and the final bill is paid on the basis of levels.
(ii) Intermediate payments can, however, be made on the basis of tape
measurements. The Engineer in Charge should take care that the quantities thus
assessed are not in any case more than the actual work done.
(iii) 90 % payment shall be made in case of tape measurements and 100% payment
in case of level measurements.
SOP No. 4/21: Advance Payment

1. For The Work Done And Measured
(i) 70% Interest free advance payment is made to contractors against on account
bills received in the ARU subject to the following conditions:
(a) The bill in respect of which the advance is proposed to be made should
actually be under check in the Divisional Office.
(b) The amount of advance should not exceed 70% of the net amount of the bill
under check, but no advance payment is admissible in cases where the
amount of advance payable works out to less than Rs 20,000/- or as notified
by the Board from time to time.
(c) The payment is suitably endorsed both on the running bill against which the
advance payment is made and the connected abstract of measurements in the
Measurement Book. The Contract Certificate bill on which payment is made
is are reference to the number, date and amount of the bill against which the
payment is made, and also to the page number of Measurement Book and the
number, date and amount of the voucher, if any, on which the previous on
account payment was made. The payment is treated in the accounts as an
advance.
(ii) Statutory taxes like Income tax, etc. are deducted from all the advance payment.
SOP No.4/22: Test Checking of Measurements
1. Test check by the Assistant Executive Engineer
(i) The Assistant Executive Engineer satisfies himself/ herself before passing a bill for
payment, or before submitting it to the Divisional Officer for payment, that the
work or supply billed for has actually been carried out/completed in accordance
with the terms and conditions of the contract.
(ii) The Assistant Executive Engineer is to personally inspect all the works of any
magnitude and submit the same to division office before for payment, after 100%
check measurements.
(iii) He/She is required to check measure the works in his/her charge as below:
(a) All items of work in a project irrespective of their cost, are and recorded by
the Assistant Engineer-in-charge of the work. It is, however, open to the
Assistant Executive Engineer to record measurements for any particular item
of work himself. In case of absence of Assistant Engineer, the Assistant
Executive Engineer records the measurements
(b) The Officer accepting the tender for any work may stipulate and require the
Assistant Executive Engineer to record measurements himself or exercise
100% check on the measurements recorded by his subordinate for any item
including those, which, owing to their situation, cannot subsequently be
checked measured or which have very high unit rates or which in the opinion
of the Officer are important.
(iv) Important works, within meaning of the above, include items which owing to the
situation cannot be subsequently checked or which have very high unit rates. For
guidance, these items are classified generally as below :-
(a) Items of work which owing to their situation cannot subsequently be checked
:
(i) All work below ground level such as Concrete, Masonry,
Steel work etc. infoundation; and
(ii) Fabricated Steel work in columns, beams, etc. which are encased
either in masonry or concrete, reinforcement in RCC/RB work.
(iii) Wood work, Iron work etc. hidden by ceilings, wall paneling or
floor boardings.
(iv) Bitumen painting of roofs under mud phuska and tiles paving or
under terraceconcrete.
(v) Water proofing compounds used in gauging cement.
(vi) Lines of pipes buried in floor or masonry in Internal sanitary,
water supply ordrainage installations.
(vii) Earthing installation, cable laying etc.
(b) Items of works which are considered to have very high unit rates :
(i) RCC Work.
(ii) Items in sunk ashlar stone or marble work, plain sunk or moulded in
walls,columns, arches or domes.
(iii) Stone or marble work in wall lining. All steel cladding, structural
glazing etc.
(iv) All wood work in Chowkhats, frames or trusses in Indian or
Burmah Teakwood.
(v) All joinery work in shutters, trellis works, miscellaneous wood
work etc. whetherin Indian Teak or Burma Teakwood.
(vi) All brass, oxidised brass or other similar costly fittings of doors,
windows etc.where payable separately.
(vii) All major equipments for AC, lifts, Generator sets, Sub- station
equipments, fireworks
(viii) Any other items desired by Engineer-in-charge.
2. Test check by the Engineer in Charge
(i) The Assistant Executive Engineer should check 100% of the measurements
recorded by the Assistant Engineer. The Executive Engineer shall check 10%
of the measurements in every bill.
(ii) Test checks to be attested
The individual items checked is clearly shown in the Measurement Book, and
the result recorded by the officer concerned. The item thus checked is attested by the
dated initials of the checking Officer.
(iii) Consolidated record of checks/test checks
(a) A collective record of all the check carried out from time to time is
prepared in each Measurement Book.
SOP NO.4/23: EOT & Rescheduling of Mile Stones
1. The contractor may apply to the agreement authority within 14 days in writing for
extension of time as per Annexure – 4/4 or Annexure – 4/5, as the case may be,
stating the grounds that hindered the execution of work.
2. The agreement authority is to see the grounds shown for the extension of time are
reasonable.
3. Based on correspondences related to hindrances in this work, the agreement authority
may also grant EOT even if the contractor has not applied under clause 5.
4. Extension of time is to be granted and milestones of critical activities rescheduled by
the competent authority strictly as per the terms of the contract.
5. Engineer in charge submits the rescheduling proposal within 2 weeks from the date
of receipt of proposal. Authority under Clause 5 for revision of milestones decides the
rescheduling proposal in 2 weeks of receipt of proposal. The Engineer-in-charge
promptly decides any extension as per Clause 2 & 5 and intimates the contractor and
the authority for extension under relevant clauses of GCC.
6. The justified extended time is promptly and firmly decided throughout the work and
actual progress monitored with reference to the same. If the extension entitled for
extra work cannot be fully and properly assessed before completion of the work, this
is assessed on the work nearing completion. Such extra time, if any, is to be added to
the extension of time granted earlier and notified by the Engineer in Charge before
final action under clause 2.
7. All extensions of time is with a firm date as per due assessment on record while giving
such extension and in no case there is any provisional extension of time.
8. In case there is any prevention by the Department not due to the fault of the contractor,
such authority should invariably and promptly grant extension of time under the
relevant provision in the clause, even if the contractor fails to apply, however making
the point of non application by contractor clear in the letter of extension of time. This
is based on recommendation by the Engineer in Charge on the basis of relevant event
/ correspondences placed on record.
It is the duty of Engineer in charge to bring such fact of prevention to the knowledge
of the authority immediately and initiate immediate remedial measures to avoid delay
in work on such account.
9. The contract can be determined even within the original stipulated period of contract
under relevant provisions in clause 3 if the contractor is in breach of contract including
failure to proceed with the work with due diligence. When the work remains
incomplete on justified extended date and the contract has not been determined under
clause 3, the Engineer in charge should try to obtaina programme from the contractor
for completion of work in a reasonable period and grant such period as mutually
agreed making it essence for performance of work by the contractor. This is with
liability of the contractor to pay compensation under clause 2 of the contractor for
such extended period which is made expressly clear in the letter extending time as per
clause 5.4 of the contract.
10. In case the contractor does not give any such programme and the contract has not
been determined under clause 3 for non-completion of work in the justified extended
time, the Engineer in charge is fix a reasonable time duly assessed on record in writing
for the balance work and is issue similar notice intimating the failure on the part of the
contractor to give any programme to complete the work and making such time as
essence of the contract for performance by the contractor with liability under clause 2.
11. If the contractor proceeds with due diligence and completes the work in such further
extended time, there would be no determination of contract but there is levy of
compensation for delay under clause 2 as notified under clause 5.5 while extending the
time. However, if the contractor fails to complete the work on such further extended
date, in addition to action under clause 2 there can be action under clause 3 as well. In
such case the department need not wait in every case until the expiry of the extended
date for determination of contract and the contract can be determined before expiry of
the extended date by relying on the relevant sub clause of clause 3.
12. The powers and procedure for grant of justified extension of time is as provided in the
contract. Time need to be extended based on due evaluation of causes listed in sub
clause 5.2 and 5.3 of the contract. Hence first there has
to be determination of whether such causes are relevant; causes entitling the contractor
to extension. If the causes are not relevant i.e. do not fall under any of the category
listed in clause 5.2 or 5.3, there can be no justified extension of time for such causes.
In case the causes or the events causing delay in work are relevant causes or events
then there has to be an objectives assessment of the impact of such causes on the final
or sectional completion date.
SOP NO.4/24: Compensation

1. When a contact has been broken, and if a sum is named in the contract as the amount
to be paid in case of such breach, or if the contract contains any other stipulation by
way of compensation, the party complaining of the breach is entitled, whether or not
actual damage or loss is proved to have been caused thereby, to receive from the party
who has broken the contract, a reasonable amount not exceeding the one so named or
as the case is the compensation stipulated for.
2. According to clause 5 of the agreement, all letters of extension of time to be issued to
the contractor is over the signature of the Engineer-in-charge, as he/she is the only
officer so empowered contractually to grant extension of time. Similarly, all letters
intending to impose compensation or to recover liquidated damages under clause 2 of
the agreement is issued over the signature of the Deputy Chief Engineer, as he/she is
the only officer competent to do so under clause 2 of the agreement, in order to fulfill
contractual obligation.
3. The word compensation is to be used in tender documents and similar clause instead
of the work penalty.
4. It is necessary to interpret Section 74 of Indian Contract Act, 1872 in view of judicial
proceedings. The clause 74 states that
Compensation for breach of contract where penalty stipulated for —
When a contract has been broken, if a sum is named in the contract as
the amount to be paid in case of such breach, or if the contract contains
any other stipulation by way of penalty, the party complaining of the
breach is entitled, whether or not actual damage or loss is proved to
have been caused thereby, to receive from the party who has broken the
contract reasonable compensation not exceeding the amount so named
or, as the case may be, the penalty stipulated for.
5. It is to be understood that party in breach of contract has the burden of proof that no
loss wassuffered by the other party.
6. Only when loss can be proved the party claiming compensation has to prove the
loss.
7. Extension of time is to be decided during program of work and not after
completion of work.
8. EOT can be granted on multiple occasions.
9. Non completion of work by justified extended date would make the contractor liable
tocompensation under clause 2.
10. Procedural compliance is to be done for clause 2 action i.e fixing the justified
extended date and notice for claim of compensation while granting further extension.
SOP No.4/25: Inspection of works for issue of Completion Certificate

1. Before the work is declared as completed in all respects and final payment is
released to thecontractor, it has to be inspected by the T/S Authority of the work.
2. The T/S Authority shall also record the following certificate:
“I have inspected the work of .................... contract value of which is
Rs --------------------- vide Agreement No.---------------------today. As a result of this
inspection and my previous inspections, I find that the work has been carried out
generally to specifications, and has been completed satisfactorily. There are no
noticeable defects except for the following:
…………………………..………………………………………………………………
……”
3. The above certificate is required to be recorded within a period of 1 month from
the date ofcompletion of the work.
4. The defects so pointed out if any should be rectified in terms of the contract.
5. The Engineer in Charge or any other authority notified by the Board from time to time
shall not make final payment till this certificate is recorded and attached to the office
copy of the bill.
6. The T/S Authority should necessarily record the completion certificate for the works
completed in his tenure on the post before he hands over the charge to
his successor on transfer.
7. In specific cases where there are practical difficulties, in recording the completion
certificate due to the concerned officer being no longer in the Department due to
resignation, death etc, then in such cases, the next higher authority not below the rank
of Chief Engineer may decide any relaxation of the existing instructions after
examining the details of the case, and issue directions accordingly.
SOP No. 4/26: Deduction of Income Tax at Source from Contractor’s Bill
1. Under Section 194 C of the Income Tax Act, 1961, deduction of income tax is
made at source by disbursing officers.
2. Before signing the bills of Contractors, the disbursing officers Officer ensures that:
(i) The statutory deduction on account of income tax, wherever due, has been
made from the bill of the contractor, and
(ii) The same is specifically shown in the Memorandum of Payments.
3. In case Certificate is issued by the Income Tax Officer concerned, authorizing the
payer to deduct tax at such lower rate or deduct no tax, then in such cases,
deduction is made accordingly. Such certificate is valid for the period specified
therein unless it is cancelled by the Income Tax Officer earlier,
4. The amount of tax deducted at source is rounded off to the nearest rupee as per
existing provision of Section 288 B of the Income Tax Act, 1961.
5. The tax deducted shall be paid according to the prevailing Income Tax rules.
6. The authority responsible for making payment to issue a certificate of tax deducted
at source in the specified form.
SOP No. 4/27: Refund of Security Deposit in Cases of Delay in Final Bill
and Maintenance ofDeposit Register
1. In case of delay in payment of final bill, the concerned authority not below the rank
of DyCE makes an assessment of the likely recoveries against the contractor, and
order release of as much security deposit as possible unless he/she has reasons to
withhold the release of security deposit to the contractor. These reasons are
recorded by him/her in writing.
2. The concerned authority satisfies himself/herself that the following formalities are
completed by all concerned before exercising his/her discretionary power for part
payment of security deposits:
(i) Formalities to be completed by the departmental officers
(a) Completion of prescribed test checks of measurements by EE/AEE
(b) Sanction of extra/substituted items by the competent authorities.
(c) Decision on levy of compensation, etc.
(ii) Formalities to be completed by contractor
(a) Acceptance of final measurement recorded by the departmental
officers.
(b) Applying for extension of time as and when required immediately.
(c) Rectification of defects pointed out by the departmental officers.
(d) Completion of work in all respects, including clearance of site, etc.
(e) Return of surplus materials issued by the department immediately on
completion ofwork or as and when it comes to light.
3. The Deposit Repayment voucher for this purpose is prepared by the Assistant
Engineer/Assistant Executive Engineer as soon as it is due, and sent to the
Divisional Office for payment without waiting for the contractor to apply for
refund of his/her security deposit.
4. Maintenance of deposit Register
Deposit register should be maintained in the division to keep watch over the
differently amount, deposited. Efforts should be made to clear the amount lying under
these heads and outstanding balance should be minimized in this Head. The claim for
refund of security deposit is governed by the limitation Act. The period of limitation is
3 years commencing from the date that the right to the due accrues.
SOP No. 4/28: Refund of security deposit in specific nature of work

1. For some of the specific nature of work such as anti-termite treatment, waterproofing
work, kiln seasoned and chemically treated wooden shutters etc. contractors who
associate specialized agencies /specialized firm executing the work give a specific
guarantee that they are responsible for removal of any defects cropping up in these
works executed by them during the guarantee period. The form of the guarantee to
be executed by the
contractors is given as per Annexure – 4/6.
2. 10% of the security deducted from the bills of the contractors is refunded after expiry
of maintenance period in accordance with the terms of the contract in this behalf.
3. The Engineer in Charge maintains a register in which all these works carried out in
the Division are entered which are periodically reviewed by the Engineer in Charge.
The Register contains the following heads:
(i) Name of the work
(ii) Date of completion
(iii) Specification in brief
(iv) Rate paid
(v) Name of the firm/contractor
(vi) History* of all defects, with date(s) of occurrence, noticed during the
guarantee period.
(vii) Action taken by the firm/contractor.
*The history helps as a ready reference about the efficiency and the quality of the
workdone by the firm/contractor.
SOP No. 4/29: Court Cases and Judgment in Court Cases

1. Court Cases
(i) The expenditure likely to be incurred to recover any amount through litigation in
courts, is carefully estimated based on the legal opinion obtained from the
LA&DEO / Board’s Standing counsel.
(ii) It is the primary responsibility of the Departmental Counsel or Government
Counsel at the particular station where the case has jurisdiction to see to the
proper defense of the case. The superior officer of the Department keeps a
constant watch over the progress of these cases and ensures that all such cases, at
every stage, are processed properly so that the cases do not go against the
Government interests by default, resulting in financial loss, etc.to the
Government.
(iii) The Deputy Chief Engineer sees that all such cases are reported with all details
to the Chief Engineer as soon as a suit against Government is threatened by any
aggrieved party, or the Department itself intends to file a suit against a contractor
or third party.
(iv) The Agreement authority keeps himself / herself fully conversant with the
progress of each case. He/she obtains regular reports from the Engineer in
Charge about the progress of the case from time to time and sends monthly
reports to the Chief Engineer.
(v) All defense statements to be filed by the Engineer in Charge are approved by
the concerned officers and the Counsel before the statement is filed.
(vi) Engineer in Charges may collect the relevant details of case from the office of
the Standing Counsel regularly and ensures all information is up to date.
2. Judgment in Court cases

(i) The Engineer in Charge sends a report to the Chief Engineer direct within 48
hours after the court has delivered a judgment that is against and adverse to
the Board with copies to the Deputy Chief Engineer. He/she takes up the
matter with the Board and LA&DEO for further necessary actions.
(ii) He is responsible to apply for and furnish with minimum delay a copy of the
judgment and allother relevant papers, his/her own comments and the opinion
of the Counsel conducting the case, on the advisability of filing an
appeal/revision petition to enable the Board to come to a decision whether an
appeal/revision is filed or not.
(iii) On receipt of the relevant papers from the Engineer in Charge, the Deputy
Chief Engineer sends his/her own comments to the Chief Engineer. The Chief
Engineer examines the matter on receipt of the Engineer in Charge’s report,
and considers the advisability of the filing an appeal/ revision petition in the
light of the comments of the Deputy Chief Engineer. Thereafter, the Chief
Engineer forwards his/her proposals to the Board to enable them to seek the
advice of the LA & DAO.
(iv) The proposal is made well in advance of the last date of filing an appeal, and
it is complete in every respect, i.e. copy of the judgment (if such copy has not
been received, a verbatim report of the same), and all other relevant papers
accompany the proposal.
3. Law charges on civil suits
The costs and expenses incurred on civil suits in connection with the execution of
Board’s works is charged as per the Board orders issued from time to time.
SOP No. 4/30: A. Operation of Contract Clauses
1. Clause 2
(i) The compensation for slow progress or non-completion of work in
stipulated time, at the rates specified therein, is an “agreed
compensation” under clause 2, which the contractor has to pay in case of
default. Therefore, there is no choice for the Engineer-in- charge but to
recover the same at the rates mentioned in clause 2 of the contract, if the
progress of the work is slow or the work is not completed in stipulated
time.
(ii) In case the contractor feels aggrieved, he/she may appeal to the Chief
Engineer / Deputy Chief Engineer against such recovery, who may
uphold the recovery at the original rates or at reduced rates or completely
waive off the same depending upon the merits of each case.
(iii) In such cases the decision of the Chief Engineer / Deputy Chief Engineer
is final. The Chief Engineer / Deputy Chief Engineer should give a
registered notice to the contractor, of his/her intention to levy the
compensation (Annexure – 4/7). Proformas for show cause notice to
be issued to the contractor regarding compensation under clause 2 have
been given below
(a) When work either is in progress or has been completed (Refer
Annexure- 4/8).
(b) In case of contract is determined under clause 3 (Refer
Annexure- 4/9).
(iv) Reply submitted by the contractor, if any is taken while deciding the
compensation.
2. Clause 2A (Incentive for early completion)

(i) Normally this clause is provided in NIT for works where
estimated cost put to tender is more than Rs. 10 crore. However, NIT
approving authority not below the rank of DyCE may provide this clause
in NIT for works of lower value also, considering the advantage arising
out of early completion of the work.
(ii) Quantum of Bonus is to be paid to the contractor with the approval of the
Board.
3. Clause 3 (Determination of contract) and similar clauses
(i) This clause deals with determination of contract, forfeiture of security
deposit and execution of work through other agencies. The
determination as per clause 3 essentially means determination of the
obligation of both the parties in the particular contract so far as
performance of the work is concerned. Hence it is not termination of
contract, as many of the clauses of the contract survive such
determination for measurement of works, settlement of accounts, site
clearance, settlement of compensation, dispute resolution etc.
(ii) The determination of contract is possible as per law or as per terms of
contract. Clause 3 provides the contractual rights out of breach of certain
terms entitling the Engineer in Charge todetermine the contract. When a
contract provides for determination for breach of certain terms, such
terms need not necessarily be conditions of contract, to entitle the party so
empowered to determine the contract. However, the contractual
procedure is scrupulously followed for determination of contract and any
breach of procedure may make the determination illegal.
(iii) Determination of contract under clause 3 need not be in every case
only on anticipated breach of performance on completion date and such
action can be taken based on other terms in clause 3, including failure to
proceed with the work with due diligence. However, in case the
determination under clause 3 is for anticipated or actual breach of
contract for non- completion in completion time, such time has to be
made essence of contract for completion of work before action under
clause 3. This is a statutory requirement under section 55 of the Indian
Contract Act, 1872.
How this is to be done has been dealt with in Section 29 of the Indian
Contracts Act, 1872.
(iv) If the contract is for performance of a work and not a contract for
performance for a time period and the time is made essence of contract,
the contract is not come to end automatically on expiry of time, but in
such case the innocent party obtains the right to avoid the contract for
non performance at such time as per Section 55 of Contract Act. Hence
the contract does not automatically come to an end if time is not extended
further, but the innocent party has obtained only a right to avoid the
contract and has to put the contract to an end. Hence in such case there
has to be a positive action under Clause 3.
(v) If the contract has not been determined on the expiry of justified
extended date, time needs to be extended as per Clause 5.4 making such
time as essence for performance of work by the contractor as laid out in
Section 29 of of the Indian Contracts Act, 1872, before any action is
taken to determine the contract under Clause 3. Non-performance by the
contractor in such extended period is entitle the Engineer in Charge to
determine the contract under relevant provision in clause 3. In case there
is no fair and reasonable extension of time granted on expiry of justified
extended date, time is treated as set at large.
(vi) The show cause notice under clause 3 (Refer Annexure-4/9) must
mention the particular sub clause of clause 3 on which reliance is placed
for breach by the contractor and should not be vague. In case the
determination of contract is under sub clause 3(iii), the show cause
notice is categorical i.e. either for anticipatory breach for non-
performance during extended time notified as essence for performance
of contract or for actual non- performance on such extended date.
Determination of contract under clause 2 discharges the primary
obligation on the part of the contractor to perform the contract, but
gives rise to obligations to pay damages, as provided in clause 3, as
consequences of determination. Clause 3 determination notice
given in writing to the contractor under the hand of the Engineer in
charge, for and on behalf of the Board, is conclusive evidence for
enforcement of this clause. The Tender Accepting Authority should
approve the draft show cause as well as the draft final notice under
clause 3 before its issuance by Engineer-in-charge. (Refer Annexure
- 4/10)
(vii) Determination of contract is a drastic action and due precaution is
taken before taking such action. The following points as applicable is
ensured before issue of show cause / determination notice for
determination of contract:
(i) Actions under clause 5, 9 and 10 as applicable are taken as per the
contract and in time.
(ii) The terms on which the notice for determination is issued in show
cause and final notice are properly satisfied and expressly
mentioned in the notice.
(iii) In order to be reasonable and capable of holding Judicial scrutiny,
actions to issue show cause and final notice is within reasonable
period, respectively, of cause of action and of reply to show cause.
Otherwise, claim of acquiescence may arise.
(iv) The determination notice should include conclusive finding against
the reply submitted by the contractor, if any, to the Show Cause
notice issued.
(viii) Clause 3 of the agreement inter-alia provides that if contract is
determined, the earnest money deposit, security deposit already
recovered and performance security / guarantee under the contract is
liable to be forfeited and is absolutely at the disposal of the Board.
(ix) The Contractor, whose contract is determined as above, is not to be
allowed to participate in the tendering process for the balance work.
Once the contract is determined, no revocation is possible.
4. Action under clause 2 and 3 are independent

(i) The compensation under clause 2 is for loss caused due to delay
in performance, whereas, the compensation under clause 3 is for
consequential losses due to non-performance of contract. Hence the
Board. is entitled to compensation under clause 3 and clause 2
independently.
(ii) Hence, it is advisable to take action under clause 2 for levy of
compensation depending on liability of contractor under clause 2 based
on the delay at the stage of clause 3 action, before determination.
5. Clause 5 (Time extension for delay)

(i) Action on failure to commence the work
If contractor fails to start the execution of the work, the earnest
Money and performance Guarantee is forfeited by engineer-in-
charge with the prior approval of tender accepting authority .
(ii) Re-scheduling of milestones
The Engineer-in-charge will give a fair and reasonable extension of time
and re-schedule themilestone(s) for completion of the work.
Rescheduling the milestones will include changing the number of milestones
also.
(iii) Finality of decision on EOT
According to this clause, the opinion of the Engineer-in-charge as to
whether the grounds shown for extension of time are or are not reasonable,
are final. If the Engineer-in-charge declines to grant extension of time, it is
not within the competence of the contractor to challenge the soundness of
the opinion by reference to arbitration under the relevant clause.The
Engineer-in-charge should give extension as is, in his/her opinion,
necessary or proper , is his/her opinion as to whether the period of
extension granted by him/her is proper, is not, however, final.
(iv) Grant of EOT when the contractor does not apply

The period during which the contract remains valid is a matter of agreement
and if the period originally set for the completion of the work comes to an
end, nothing short of agreement of the party can
extend the subsistence and validity of the contract. When the period fixed
for the completion of the contract is about to expire, the question of
extension of the contract is considered at the instance of the contractor or the
Board or of both. The extension, in order to be binding, will have to be by
parties to agreement express or implied. It, therefore, follows that if the
extension of time is granted by the Engineer in Charge suo-moto, and such
extension of time is accepted by the contractor either expressly or implied
by his/her action before and subsequent to the date of completion, the
extension of time granted by the Engineer in Charge is valid. It is, therefore,
necessary that the Engineer in Charge grants extension of time even when
the contractor does not apply for extension of time in order to keep the
contract alive. If the contractor refuses to act upon the extension granted by
the Engineer in Charge, it will attract the provisions of clauses 2 & 3 of the
agreement.
(v) Compensation for delayed performance
The compensation for delayed performance, on account of which extension
of time is granted by the Engineer in Charge, which could be leviable under
clause 2 would be a distinct matter. The decision to levy compensation
under clause 2 would depend on:
(a) Prior notice as contemplated by Section 55 of the Indian Contract
Act, 1872.
(b) Fault/delay/hindrance being attributable to the contractor, and
(c) Proof of the loss occasioned thereby.
(vi) Hindrances to be carefully weighed before deciding on EOT

(a) The contractor in his/her application for extension of time, points
out the various delays and the lapses on the part of the Board that
he/she considers unavoidable hindrances. The Engineer-in-charge,
while recommending or granting cases for extensionof time,
generally accepts these reasons for delay to be correct. The
contractor may claim damages or compensation in arbitration, for
prolongation of work due to defaults or lapses on the part of the
Board. When such cases
come before the Law, the action of the Engineer-in-charge in
accepting the reasons for extension of time may assist the evidence
for the claims of the contractor for damages etc.
Though there are delays and lapses on the part of the Board, yet at the
same time there are also delayed lapses on the part of the contractor.
For such delays during the stipulated or extended period of
completion, the contractor is responsible, but these are also to be
taken into account by the Engineer in Charge while recommending
or granting extension. To safeguard Board’s interest these lapses on
the part of the contractor should invariably be clearly mentioned by
the Engineer-in-charge while granting/recommending extension of
time.
(b) In granting extension of time, a balanced view is taken of the delays
on the part of the contractor, vis-a-vis the delays of the Department.
The mention of the delays on the part of the contractor along with
those of the Department would ultimately help the Department in
properly defending its position before the Law against the claims of
the contractor for damages.
6. Clause 6 (Intermediate payments)
(i) The circumstances under which intermediate payments can be made

to the contractor have been explained in in clause no.6. The Engineer-
in-charge should fix a date by which the contractor should submit the
bill each month.
(ii) The amount admissible is paid by 10th or 15th working day after
submission of the bill by the contractor to the Engineer-in-charge or
his/her Assistant Engineer, with all the required details, depending upon
whether the work is in the headquarters of the Engineer-in-charge or
outside his/her headquarters.
(iii) The payment to the contractor is made only on submission of the bill
by him. If the contractor fails to submit the bill as aforesaid, he/she
forfeits all claims whatsoever due to delays on payment including that
of interest.
7. Clause 7 (Completion certificate)
According to this clause a completion certificate is to be given by the Engineer-
in-charge to a contractor on completion of the work. No final bill is accepted
from a contractor unless such a bill is supported by a completion certificate.
Further, the date of the completion certificate will determine the date up to which
a contractor can be held responsible for making good damages under relevant
clauses of the agreement.
8. Clause 8
(i) Clause 8 provides for varying the amount of contract due to increase or
decrease in prices of various materials pertaining to the work. This
clause is applicable for allowing adjustment in cost of work due to
variation in prices of costly materials constituting substantial part of the
work. The contract is varied and provided further that any such variation
is effected for stipulated period of contract including the justified period
extended under the provisions of clause 5 of the contract without any
action under clause 2. However the work done during the justified period
extended as above, payment is varied on the basis of prices/ wages
prevailing at the time of updated stipulated date of completion
considering the effect of extra work (extra time to be calculated on pro-
rata basis only as cost of extra work x stipulated period/tendered cost).
The NIT approving authority may consider bringing materials like
cement, steel, structural steel, POL, bitumen etc. under the ambit of this
clause. Such list of materials (other than Cement, Steel reinforcement
bars and structural steel and POL) is got approved from agreement
authority concerned, who is have full powers for such approval. The
items which are supplied by the department at fixed price to the
contractor is also not be considered.
9. Calculation of Escalation/de-Escalation
(i) The contractor shall prepare the statements of escalation or de- escalation
at the end of every 3 months, and submit to the Engineer-in-charge. The
first statement of escalation is prepared
at the end of 3 months, excluding the month in which thework was
awarded. The work done from the date of start to the end of this period is
taken into account. For subsequent statements, cost of work done during
every quarter is taken into account. At the completion of work, the work
done during the last quarter or fraction thereof is taken into account. For
the purpose of reckoning th work done during any period, the bills
prepared during the period is considered. The dates of preparation of
bills as finally entered in the Measurement Book by the Assistant
Executive Engineer/ date of submission f bill finally by the contractor to
the department in case of computerized measurement books is the
guiding factor to decide the bills relevant to any period. The date of
completion as finally recorded by the competent authority in the
Measurement Book is the criterion.
(ii) The Engineer in Charge will communicate the base index to the
contractor in respect of each work.
10. Clause 9
(i) Under this clause the Engineer-in-charge has powers to make any
alterations in, omission from, addition to or substitution for the original
specifications, drawings, designs and instructions.
(ii) The Engineer-in-charge is empowered under this clause to give necessary
instructions to the contractor, and the contractor is bound to carry out the
work in accordance with such instructions, but the following three
conditions are satisfied in the issue of such instructions:
(i) Instructions must be given before any additional or substituted item is
taken up.
(ii) They must be given in writing.
(iii) They must be signed by the Engineer-in-charge.
11. Extension of time due to variations in items executed

As regards the extra time for completion of the work due to deviations in
agreement items and altered, additional or substituted items, the
Engineer-in-charge should determine the proportion that the algebraic sum of
deviated, altered, additional or substituted work bears to the original contract
work and certify for such portion. For substituted items, the additional cost of
modified component only is to be taken. Payment made towards clause 10CA
should not be considered. He/she should extend the time for the completion of
the work according to such proportion plus 25% thereof. The proportion so
determined by the Engineer-in-charge is final, and the contractor cannot raise a
dispute as to such proportion and demand arbitration. However, if the contractor
feels that the period of extension given is, having regard to the proportion so
determined miscalculated, it is open to him/her to request arbitration under the
relevant clause about the propriety or otherwise of such period of extension.
12. Precautions to be taken during sanction of items

(i) Procedure prescribed in GCC is to be followed for sanction of deviations
beyond deviation limit as per GCC provisions. Sometimes while
sanctioning items the Engineer-in- charge gives the impression to the
contractor that although he/she had recommended higher rates, the
Deputy Chief Engineer or the Chief Engineer has reduced them. It should
clearly be borne in mind that under the terms of the contract it is the
Engineer in Charge who is the competent authority for according such
sanction, and it is so worked as to convey clearly to the other party that
the items have been sanctioned by him/her and not for or at the instance
of the higher authority.
(ii) Sometimes the Engineer in Charge endorses copies of communication
addressed by him/her to the competent authority for sanctioning rates for
certain items, to the contractor concerned. This practice is irregular and is
likely to cause legal complications. All communications in connection
with fixation of rates etc. is marked “Confidential”, and copies thereof
should not be endorsed to the contractor or any other private party.
In reply to the communications of the contractor asking for early
settlement of items, which are required to be examined and sanctioned by
higher authorities and the sanction is awaited, the contractor should not
be informed that sanction of the competent authority is awaited. They
should only be informed that the matter is under consideration and is
receiving attention.
13. Procedure for sanction of items based on Market Rate Analysis
(i) On receipt of the items duly supported by analysis of rate from the
contractor as intimated by him/her, the Engineer-in-charge should
consider whether the rates demanded therein are reasonable. If he/she is
of the opinion that they are reasonable, he/she may agree to the rates
after consulting the competent authority. If on the other hand he/she is
of the opinion that the rates demanded are not reasonable and he/she does
not agree to them, but agrees to the admissibility of these items, he/ she
should determine the rates on the basis of the market rates within
prescribed time limit. As far as possible, the market rate analysis is
based on coefficients given in the Delhi Analysis of Rates.
(ii) The contractor on no account suspends the work on the plea of non-
settlement of rates of items.
14. Clause 11 (Work not to sublet)
(i) The tender accepting authority should keep the following points in view
in case they decide to grant such a permission:
(i) Sub-letting is permitted only in exceptional cases and for
recorded reasons as to why contractor himself/herself cannot
directly run the contract.
(ii) In all cases, the sublettee is a contractor of the same or higher
capacity or class as theoriginal contractor.
(iii) Examining the terms and conditions of the agreement between
the contractor and the sublettee in order to satisfy
himself/herself that the contractor is not subletting the work for
earning a middle man’s profit.
(iv) It is seen at the time of subletting that the Board will not be
put to any loss on this account and that no risk is
involved.
(v) Individuals holding general power of attorney cannot operate
a contract awarded to a contractor.
Note: Engagement of labour on a piece work is not be deemed to be
subletting.
15. Clause 12
This clause casts an obligation on the contractor to deploy well-trained,
qualified and skilled professionals at site of work to execute only quality
work, and the consequences that would arise on his/her failure to do so. In
order to effectively operate the provisions under clause 12, certain
instructions on this clause are given below:
Engineer in Charge should ensure that the contractor is called upon,
immediately after award of work, to intimate the details i.e. name(s),
qualifications, and address(es) of the qualified Engineer(s) required to be
employed by him/her as per terms of the contract and toensure that properly
qualified engineer(s) employed by contractor is/are actually available at site
to supervise construction at all stages and note down the instructions
conveyed by the Engineer-in-Charge or his/her authorized representative
namely AEE or AE in site order Book. The engineer(s) is invariably present
fully during all stages of the execution of the work. It is also essential that
the certificate that qualified engineer(s) the provisions of clause 12
has/have looked after the work during its execution is verified and recorded
by the AE along with each running bill. Engineer in Charges should also
verify the fact of employment during their visit of works.
(i) Certain Administrative instructions as regards this clause are given as
under:-
(i) Engineer(s) deployed as per stipulation in the contract looks
after only the work under contract and no other work and is
available fully during execution of work.
(ii) Even if contractor (or partner in case of firm/company) is
himself/herself an Engineer, it is necessary on part of
contractor to employ Engineer(s) and/or/Overseer for the
supervision of the work(s) as per stipulation.
(iii) The Retired Engineer/Asst. Executive Engineer who are
holding Diploma is treated at par with Graduate Engineers for
the operation of the Clause. Diploma holder with minimum 10
year relevant experience with a reputed construction company
can be treated at par with Graduate Engineers for the purpose
of such deployment subject to the condition that such diploma
holders should not exceed 50% of requirement of degree
engineers.
(ii) Requirement of technical staff for a work is decided and stipulated in the
tender documents as per guidelines given at Annexure- 3/10.
16. Theoretical consumption statement with every bill
(i) In order to operate the provision of this clause effectively, it is necessary
that with every running account bill a statement showing the theoretical
requirements of materials for the items of work done and measured is
prepared and got signed from the contractor at the time of obtaining
his/her signature on the running account bill, so that he/she is aware of
the basis on which the theoretical calculations are worked out. It will also
enable the Department to exercise a broad check over the consumption of
these materials during execution of the work.
(ii) Once the distinction that recovery is for excess over theoretical
consumption and not for consumption in the work becomes clear, it is
inappropriate for the Engineer-in-charge to admit that the entire quantity
of materials issued has actually been consumed in the work. In the
counter-statement of facts in arbitration also, statement such as, “Excess
materials have actually been used in the work”, should never be made.
(iii) For non-scheduled items, the decision of the Deputy Chief Engineer
regarding theoretical quantities of materials that should have been
actually used is final and binding on the contractor.
SOP No. 4/31: Dispute Redressal Committee
1. The Board constitutes a standing committee comprising of the following
Members:
(i) For total claims in dispute more than Rs. 25 lakh
(a) The Project Monitoring Committee headed by the Director (Generation
Civil) shall be the standing committee for claims more than Rs. 25 lakh.
The DyCE in-charge of the work presents the case, as a party to the
dispute, before DRC.
(ii) For total claims in dispute up to Rs. 25 lakh
(a) The Project Monitoring Committee headed by the Chief Engineer
concerned shall be the standing committee for claims up to Rs. 25
lakh.
The Engineer in Charge of the work presents the case, as a party to the
dispute, before DRC.
2. Suitable provisions are made in the NIT that the Board will constitute the DRC
comprising members mentioned above.
3. Engineer in Charge always maintains a separate file for the disputes that have
cropped up on the work during the progress of the work. In case of his/her transfer
or relinquishing charge due to any reason, he/she leaves a self-contained note on
the file at the time of his/her handing over charge, giving full background of all
the disputes including those have cropped up during the time of his/her
incumbency, various developments thereon and the orders passed with due
reference to the connected files.
4. The transferred Engineer in Charge makes a comprehensive note of the above.
The note indicates the admissibility or otherwise of each claim and the orders of
competent authority. The notes along with attested true copies of important letters
mentioned therein are handed over to their successors/other Divisions.
5. In the first instance, the Engineer in Charge, Deputy Chief Engineer, or the Chief
Engineer positively gives his/her decision on any matter relating to the contract,
for which he/she is competent to do so.
6. If the decision so given is not acceptable to the contractor due to any legitimate
reason, efforts are made to reason with the contractor to arrive at a consensus that
is reasonable and legitimate under the terms and conditions of the contract.
7. If, however, no consensus between the parties is reached, the matter is
referred to the next higher authority, and if no consensus can be reached at that
level too, then the matter is reported to the Chief Engineer. If no consensus is
reached at the level of Chief Engineer then the Chief Engineer refers the matter to
the Dispute Resolution Committee for adjudication within 15 days of receipt of
request by the contractor or the Engineer-in-charge.
8. In case there is no standing committee at the time of NIT or DRC committee is
not constituted, the Board constitutes the committee within 15 days of the receipt
ofan appeal referring any dispute to DRC.
9. The DRC hears both the parties, and suggests an amicable and legitimate solution
to the problem,based on the principle of equity and natural justice.
10. The DRC gives decision on the claims of contractor or department within the time
frame as per GCC, from receipt of reference.
11. If the settlement by the DRC is acceptable to both the parties, the DRC submits its
decisions to the Board, who is empowered to accord acceptance to the same and
give direction to the concerned CE accordingly for implementation.
12. If, however, the Committee fails to resolve the issue, the decision taken by the
competent authorityof the department in the matter stands.
CHAPTER 5
QUALITY ASSURANCE
SOP No.5/1: Quality Assurance CE’s Organisation
1. Quality Assurance Set-up
1. Quality Assurance Set Up at Regional levels
Quality Assurance units are set up at regional levels under the designated Chief
Engineer for Quality Assurance (Chief Engineer (QA)) for the overall quality
control of the works in KSEBL. The main functions of this unit are:
(a) To deal with policy issues pertaining to Total Quality Management
System (TQM) for the Civil works of KSEBL as a whole.
(b) To review the existing procedures regularly on the basis of feedback
from other QA units, and to issue guidelines/instructions to ensure
uniformity, consistency and reliability in implementation of Quality
Assurance systems and procedures in the Department.
(c) To keep itself updated with modern testing equipments and methods,
and disseminate information in this regard to all concerned in the
Department.
(d) To carry out investigations and enquiries with regard to quality related
aspects for specific works or any other functions assigned by the Chief
Engineer (QA).
(e) To test and give approval to the materials to be used in various projects
and to provide the necessary mix designs as required from the field
offices.
(f) To review the performance of new materials and techniques introduced
in the Department from time to time on the basis of the field
inspections.
(g) To convey observations regarding electrical works having bearing on
the planning and execution of civil works to the appropriate unit in
electrical wing and vice versa.
(h) To inspect any work, or carry out investigations and enquiries

with regard to quality related aspects assigned by the Chief Engineer
(QA)
(i) To submit quarterly reports in brief to the Chief Engineer (QA)
covering:
List of major works inspected, common defects/deficiencies observed
in the work with recommendations for rectifications.
2. Quality Assurance Set Up at ARU levels

A QA unit is also set up under the ARU head for periodical checking of the
activities to see that the quality is maintained in the field.
The implementation of Quality Assurance in the field will require close co-
operation among the three agencies, namely (a) field engineers (b) the
construction agency, and (c) the Quality Assurance team at ARU level for
strict compliance of Quality Assurance Procedure as per agreement. The
functions of the Quality Assurance team at ARU level are to check the
compliance of Quality Assurance system by the field units, to locate the
lapse/deficiency in the implementation of the Quality Assurance Plan, and to
guide the field engineers in quality related aspects of the work.
During periodical visits, efforts of the ARU (QA) team are directed at:
(j) To check the quality of materials accepted by the field units for use in
the work and to see whether the laid down system of ‘Quality
Assurance Plan’ has been followed.
(k) To check the overall quality of the finished items. Random checks is
applied by the ARU (QA) team with the help of handy instruments like
impact hammer for determining the strength of concrete, portable,
penetrometer for testing strength of mortar of plaster, electronic
moisture meter for testing moisture content of timber, etc.
(l) To randomly check the field tests carried out by the field staff during
the progress of the work.
(m) To provide guidance to the field staff in case of any problem relating to
routine field tests.
(n) Finally, on the basis of these observations with regard to the
quality of works, general adherence to the quality assurance procedures
and the standard of progress, he/she shall submit an overall assessment
report to the ARU head. Based on this report, the ARU head shall take
further actions to see that the overall quality is maintained in the field.
CHAPTER 6
MISCELLANEOUS
(CONSTRUCTION WORKS)
SOP No.6/1: Consultations with Department of Archaeology and Other

Departments for New Constructions.
1. For any construction in close proximity to any protected monument, the Senior
Architect and EE/DyCE/CE invariably consults the Department of Archaeology
prior to conceptualizing the design for the proposed structure.
2. Consultation with local Civil Aviation Authority and Environment and Forest
department, PWD etc. are carried out as per location and magnitude of the
Project.
3. For development of any new campus, the client department is made aware of the
essentiality of EIA requirement in terms of judgment of Hon’ble Supreme Court
in Civil Appeal No. 7425 of 2000.
4. No ancient monuments are demolished without consulting Archaeological
Department
5. No religious office are destroyed or damaged in the execution of works without
the full and free consent of the persons/institutions interested in it, nor without the
concurrence of the principal civil or political authority on the spot within whose
jurisdiction such edifice stands.
6. It is now mandatory for all the infrastructural development agencies/land owning
agencies to conduct ‘Environment Impact Assessment’ (EIA) before allotting the
land for any activity as per relevant rules. Such agencies should decide whether
the intended land use in the area could be permitted or not on the basis of EIA.
7. KSEBL officers should ensure that recommendation for allotment of land for any
infrastructural development is supported with EIA clearance wherever required.
SOP No.6/2: Disposal of Surplus or Unserviceable Stores through E Auction

Scrap is disposed as per the relevant Board Orders with the help of scrap level
committees formulated for this purpose.
SOP No.6/3: Estimates for Purchase, Repairs to Leased and Requisitioned
Properties
1. In case of purchase/lease of built up accommodation to house the offices of
KSEBL, wherever required, a separate estimate is prepared after confirming the
structural soundness of the building, and after a survey and valuation report is
submitted and concurrence thereto obtained as per delegation of powers of the
Board.
2. The maintenance of such buildings is normally carried out as per the relevant
rules formulated for the same if any, or as in the case of other KSEBL buildings
unless there are constraints in doing so.
Estimate for repairs to leased and requisitioned properties
1. The estimate for the repairs or additions and alterations to such buildings of
the buildings taken by the KSEBL on rent/lease or by requisition are
prepared as per the relevant norms.
2. While submitting estimates for repairs or additions and alterations to such
buildings, following information is invariably furnished in the report of the
estimate:
(i) Whether or not the building in question is a leased or requisitioned one.
(ii) In case the building is a leased or requisitioned one, the following
further information is furnished:
(a) Whether the proposed repairs or additions and alterations are due
to Structural defects or not.
(b) Whether or not the landlord was approached, and whether he has
consented to the carrying out of the repairs or additions and
alterations in question.
(c) If the landlord has not consented to the proposed repairs etc., how
the Board is interested in carrying out the proposed work.
(d) Whether the proposed work is inescapable or otherwise, and
whether the work of additions and alterations may be carried out
at Board’s expenses. What expenditure will be incurred for
restoration of the building to its original condition.
3. In case of additions and alterations, if any portion of the building is to be
demolished, necessary credit for the dismantled materials is afforded to in the
estimate, as done in case of Government buildings.
4. If the landlord refuses to meet the cost of repairs or additions and/or
alterations, if any required, non recurring expenditure and recurring
expenditure as per powers delegated in “Compendium of Financial powers to
KSEBL Officers” may be sanctioned by the Chief Engineers or any other
authority designated for the purpose by the KSEBL. from time to time,
subject to the condition that at the time the building is released, the Board
will have the right to remove all such installations or materials/articles as
were added to the building/premises.
SOP No.6/4: Hiring of Accommodation

(1) Assessment/Re-assessment of fair rent relating to private buildings
taken on lease by the KSEBL
Reasonable rent is assessed based on the Prevailing market rent.
The rent based on the prevailing market rent is ascertained by making inquiries
preferably in respect of rented properties/spaces, which have been taken on
lease by Government Departments (Central/State) of Public Sector
Undertakings (Central/State) in a comparable locality. If there are no such
properties available for comparison, similar property/space hired by Public
Sector Banks/Private body may also be considered for comparison. It is also be
ensured that the factors for which landlord is responsible, like maintenance
and repairs and municipal taxes in such cases as also the other relevant
facilities, such as, benefit of usable surplus land are on an even keel and if it is
not so suitable adjustments is made accordingly.
The lowest three offers of rent received from the owners of
the premise is considered for finalizing the rent of the building.
In the case of some exceptional situations (like in a very small
town/Kasba) where there is no rented building to be considered as basis for
working out the prevailing market rent, the market rent may be worked out
taking into consideration the rent prevailing in the nearby
town and by giving due weight-age (plus or minus) for relative importance of
the town where the building is situated to that of the town adopted as basis for
comparison.
Re-assessment of rent of the existing leased building/space is
treated as fresh assessment and is done according to the same method as
discussed in the preceding paras. Necessity for re-assessment/ revision of rent,
whether during the currency of the Lease Agreement or after its expiry is
however be examined and decided with due regard to the terms and conditions
of existing lease agreement and any other relevant instructions issued by the
competent authority.
SOP No.6/5: Levy of Fees by KSEBL for Consultancy Services

KSEBL handles consultancy works of planning and designing (with or without
construction) of various projects including high-rise buildings, housing
complexes etc of Public Sector Undertakings and other organizations to
undertake construction on turnkey basis, or for Mission’s buildings abroad, etc.
at negotiated rates. Fee for the Consultancy Services is charged by KSEBL as
given below.
FEES FOR CONSULTANCY SERVICES

(a) Planning/Estimate/DPR 4%
(b) Construction Management 5%
(c) Visits of KSEBL. Officers 1%
For planning and designing work, the following charges is levied:
(i) Development of Master Plan Rs.10000/- per hectare
(ii) Architectural plans and drawings 3 % for original work
½ % for repetition
(iii) Structural designs and drawing 1% for original work
½ % for repetition
Note:-
The above rates of Departmental charges/ fees is not be used for any
commercial transaction either with a private party or with a PSU.
1. The soil testing and preparation of models would be paid for extra by the project
authorities.
2. In addition, the project authorities bear the TA/DA expenses for members of the
planning team who visit the site during the planning phase.
SOP NO.6/6: Weeding Out Old Agreements

1. For weeding out old agreements, a Committee is constituted by the Chief
Engineer comprising of Deputy Chief Engineer / EE, Financial Officer to Chief
Engineer, Executive Engineer of the concerned Division & Divisional Accountant
of the concerned Division.
2. The Committee will review all agreements for which final bill has been paid at
least 10 years earlier and will decide which of those are to be weeded out,
considering the points given in (a), (b) and (c) below. The Committee will record
the following certificate before weeding out/ destruction of such records.
(a) The agreements are not required to be preserved for legal references, such as
arbitration/ court cases, or any other claims of contractor/department.
(b) The agreements are not required to be preserved for any pending Statutory
Audit/Internal, Audit paras, or settlement of any accounts affecting the
exchequer.
(c) The Committee is satisfied that these records are no more required for any
other referred cases etc., and no claims in respect of such records are likely
to arise in future.
(d) The documents like land records, drawings which are required to be
preserved shall be laminated and a digital copy of the same is to be prepared
and preserved
3. The Committee will also prepare a list of such records as per proforma given
in Annexure – 6/1 for all agreements that are weeded out.
PART - III
SOP RELATED TO MAINTENANCE WORKS
CHAPTER 7
GENERAL PROVISIONS
SOP No.7/1: Arranging Maintenance works by inviting quotations
Mainly, emergent and urgent maintenance works shall be arranged under
this system
1. Emergent works
These are emergency works which are of inescapable nature requiring
action of the following nature:-
(i) Natural calamities like Earthquakes, Blizzards, Hurricanes/ Lightning,
Tornados,Tsunami waves, Floods.
(ii) Other causes like Explosions/Arson, Fire, War, Sudden collapse of
building/bridge, Terrorist attack, Mass strike affecting civic services
such as water, sewer and power supply, Spread of epidemic.
(iii) Restoration of essential services in case of accidents/break
down/shutdown works etc.
(iv) Ceremonial functions like, inauguration, commissioning etc
(v) Any other work, apart from the above, declared as Emergent by the CE/
any other authority des ignated by KSEBL from time to time.
The Engineer in Charge as per his competence shall proceed to carry out the
necessary work and shall immediately intimate his/her senior officer
concerned that such liability is being incurred with approximate amount of
liability. The competent officer should initiate action for the A/A&E/S and
accord of T/S (if applicable) to regularize the liability.
Such emergent works can be executed without call of tenders by
issuing work order or on hand receipt after collecting spot quotations as per
delegation of powers. Spot quotations shall be collected by officers not below
the level of EE/AEE.
2. Urgent Works:
The urgent works need not to be treated at par with the works to be taken up
under emergency situations. These are works which requires early
start/completion within compressed schedule and are to be taken up on top
most priority at the instructions of competent authority. Under these situations
availability of funds needs to be ensured before taking up execution of such
works. Engineer in Charge shall be responsible for assessing the urgency of
the work. Normally, unless situation warrants otherwise, work orders shall be
placed after call of quotations for works up toRs 5 lakh. Quotations for works
with estimated cost more than Rs.
5 lakh shall be invited through e- tendering platform. In case of exigencies,
with recorded reasons, the urgent work may be executed by collecting spot
quotations as per delegation of powers. In case of Deposit works, urgent works
can be takenup on written request of the client.
CHAPTER 8
STORES
SOP No.8/1: Advance Payments for Purchase of Stores
The CE/DyCE/EE or any other authority designated by KSEB Ltd from time to time,
are authorised to make advance payments upto 100% to the firms for supply of stores
upto the limit of their respective powers of acceptance of tenders as per KSEB Ltd
guidelines and norms subject to the following terms and conditions :
1. Advance payment is made only in cases where it is considered absolutely
necessary.
2. The amount of advance payment against contract shall be made on the basis of a
valid expenditure/ budget sanction and purchase order issued by the competent
authority.
3. The officers drawing the money for making advance payment to suppliers of
stores shall be responsible for its adjustment within a period of one month from the
date of receipt of stores.
4. A second advance shall be drawn only for genuine cases for making advance
payment to the firm/supplier and the reasons for the same to be clearly specified.
5. The amount of advance shall be drawn on a simple receipt/invoice/offer letter and
debited to the suspense account of the contractor/s in the works abstract of stock or
work concerned.
6. The advance payment in cases not covered by the above conditions shall be made
with the approval of the Board.
SOP No.8/2: Receipt of Materials

1. All the materials that are received should be examined, counted or measured
when delivery is taken and accounted in the Material Account Register. In the
case of Tools and Plant, the items should be accounted in the T&P Register with
complete details.
2. For items of Plant and Machinery, History Book in prescribed form should be
completed forthwith and recorded carefully especially items like AC plant,
substation equipment,
3. DG Sets, Lifts and pump set, etc.
CHAPER 9
MISCELLANEOUS
(MAINTENANCE WORKS)
SOP No. 9/1: Maintenance of Asset/ Building Register
1. Every EE/AEE or any other authority designated by KSEB Ltd from time to time
maintains a Register of Assets/Structures/Buildings and keeps it upto date.
2. Necessary additions in the structure with cost is updated and certified by EE at
the end of every financial year.
3. The CE/DyCE or any other authority designated by KSEB Ltd from time to time,
verifies the Asset/Building Register during inspections .
SOP No. 9/2: Procedure for Inspection of Structures/Buildings

All buildings/structures shall be inspected regularly to ensure that the
buildings/structures are safe to use. To ensure that the building/structures are safe
to use, the following is ensured:
(i) The Assistant Engineer (Civil & Electrical) inspects all buildings/structures
twice a year and records a certificate to that effect.
(ii) Assistant Executive Engineer (Civil & Electrical) also inspects all
buildings/structures once a year and records a certificate to that effect.
(iii) In case, any deficiency/defect in the building/structure is reported by the
AE/AEE, the EE/ next immediate higher authority inspects the
building/structure and takes immediate steps to remedy the defects.
The EE/next higher authority to AE/AEE, as designated by KSEB

Ltd from time to time also inspects important buildings/structures once a year and
brings to the notice of his/her DyCE/ or any other authority designated by KSEB
Ltd, for taking action for repair as considered necessary to make the building/
structure safe.
(i) In case DyCE/the authority designated by KSEB Ltd from time to time
considers that the structure cannot be made safe with repairs, he/she informs
his/her next higher authority who then inspects the building/structure and
declares the building /structure unsafe for use.
(ii) A register of building/ structure declared unsafe is maintained in the CE office.
2. In case of important structures like Hydraulic Structures, the O&M manual is to be
strictly adhered to. In the case of important buildings like Vydyuthi bhavanam,
Inspection Bangalow, etc maintenance shall be done in every three years and for
other buildings/structures, every five years.
CHAPTER-10
DEFINITION OF CLAUSES MENTIONED IN SOPs
1. Clause 1 (Performance Guarantee)
In order to cover the liabilities under the contract and to ensure sufficient
guarantee to cover all possible liabilities pertaining to defects, shortfalls, remedial measures
arising out of poor workmanship, materials, loss, excess amount, risk and cost of contractor
in case of alternate arrangements and any type of dues to the Board, an amount as prescribed
by the Board shall be collected and retained from the contractor towards security.
Performance guarantee shall be 10% of the accepted contract price rounded off
to the higher multiple of Rs. 1000. The amount thus worked out will be informed to the
successful bidder vide letter of acceptance. The performance guarantee shall be through Bank
guarantee in the format prescribed by the Board from a bank as defined in the tender
documents. The Bank guarantee amount will be
1.1 times required performance guarantee amount. No interest shall be paid by Board at any
stage of contract on performance guarantee. Also, the Board will keep this guarantee during
the entire period of contract including guarantee/defects liability period.
In case the quantity of work done exceeds over the amount of contract due to
excess execution, execution of extra items etc., the performance guarantee shall be suitably
re-fixed and recovered from the running contract bill to fulfil the requirement of
Performance Guarantee so re-fixed as and when the amount of the executed works exceeded
the PAC.
The contractor shall furnish extended / revised bank guarantee to the Board
one month before the expiry date of the original bank guarantee or any extension thereof. In
case the extended / revised bank guarantee is not received by the Board within the specified
period of one month, the Board entirely at its discretion shall be at liberty to encash the
aforesaid bank guarantee
2. Clause 2 (Compensation for delay)
Any delay in commissioning a project will adversely affect the total planning
which in turn will affect the State and the public exchequer. Hence, for any damage or loss
caused to the Board due to the failure from the part of the contractor in completing the work
in all respects within the stipulated period of completion, the contractor shall compensate for
the same. The liquidated damage is to be realised
from the end of the period of completion. The maximum amount of liquidated damage shall
be limited to 10% of the accepted contract amount. The rate of liquidated damages shall be
0.05% of agreed probable amount of contract per day of delay subject to a maximum of
10% of agreed probable amount of contract.
If the delay prolongs in excess of 200 days from the agreed date of completion
as per the original agreement, the work will be terminated and balance work will be arranged
to be completed at the risk and cost of the contractor.
The contractor is liable to pay the penalty imposed by the Board for any
default. Delay in completion of works renders the investment made by the Board idle and
results in loss in generation of energy. The construction programme approved and accepted
vide clause 5.3.5 which forms part of the contract includes the milestone dates for the
completion of various important component parts and installation of equipments. These
milestones are indicators for the timely completion of the project. Any slippage/slackness
occurred in the milestones shall be compensated for attaining the final completion date. If
any delay/slackness occurs in achieving each milestone stipulated in the approved
construction programme forming part of the agreement, a penalty at the rate of 1% of value
of works remaining to be completed for that mile stone for each day of slippage shall be
levied. If the Contractor completes the whole project in the agreed time of completion, the
penalty so levied shall be paid back without interest after issuance of Completion
Certificate.
The maximum amount of penalty to be levied so shall be limited to 5% of the
contract amount. The penalty if levied will be recovered from the part bill. In case the
liquidated damages are to be charged, the amount of penalty already levied shall be set
apart from the amount of liquidated damages. The penalty is to be charged only during the
period of completion.
The Engineer-in-Charge shall determine the works completed and the balance
works remains to be completed on the date of expiry of period of completion and assess the
reasonable period required for completion of the balance work and will be granted extension
of period of completion.
If any default or breach of contract is there from the part of the contractor,
period of completion will not be extended. The ordered extension of time shall not release
the contractor from any of its obligations under the contract. No extra payment other than
those agreed to in the contract will be given on account of
the ordered extension of time and the Board will not have any financial commitment. The
contractor shall extend the validity period of the Performance Guarantee suitably to cover
such extension and also, for the period of contract.
3. Clause 2A (Incentive)
In the case of projects, if the Contractor completes the project in all respects
before the schedule date of completion, an incentive at the rate of 50% of average cost of
generation from hydel projects of Board during the previous year multiplied by number of
units generated from the project up to the schedule date of completion of the project subject
to a maximum of 1% of the accepted amount of contract. Date of completion shall
correspond to original time for completion without admissible extension of time.
The amount of bonus, if payable, shall be paid along with final bill after
completion of work. Provision of the Clause 2A shall be applicable only when so provided
in the tender conditions for civil works.
4. Clause 3 (Determination of contract)

If the contractor fails to take satisfactory corrective action within the time
frame specified therein after the receipt of the notice, the Engineer-in-Charge reserves the
right to terminate the contract. In case the contract is terminated, the amount of performance
guarantee together with the value of the work done but not paid for will be withheld for loss
sustained by the Board for adjustment and recoveries as specified in subsequent clauses.
In the event of termination, the Engineer-in-charge may also take possession of
the whole or part of the works, site, plant, equipment and materials brought or placed
thereon and cause the whole or part of the work to be completed by utilising them through
other agencies, at the cost of the contractor. In such case, the value of work done through
such agencies will be credited to the contractor at his contract prices.
On completion of such works, if the expenses incurred for carrying out such
work, by other agencies as certified by the Engineer-in-Charge are in excess of the value of
the work credited to the contractor, the difference shall be recovered from the contractor by
the Board from the amount of Guarantee for performance and any other money withheld
from the contractor. In case, this results in
expenditure in excess of the total of the amount of Guarantee for performance and other
money withheld from the contractor, the Board shall have right to make good this amount
by virtue of law. In addition, he shall also be liable for the imposition of liquidated
damages under the contract as per clause 2.
The Engineer-in-Charge may direct that a part or the whole of such plant,
equipment and materials be removed from the site within a stipulated period. If the
Contractor fails to do so, the Engineer-in-charge may cause them to be sold, holding the net
proceeds of such sale to the credit of the contractor. After completion of the works and
settlement of accounts, the lien of the Board on the contractor’s plant, equipment and
balance of materials will be released.
In the event of termination of contract, the contractor, shall within 30 days
thereof, make available to the Board all the working areas and access thereto, as well as sites
which were in his occupation for the performance of the contract. He shall also return the
tools and plants, if any, given to him by the Board.
Termination of the contract shall be adequate authority for the Engineer-in-
Charge to demand discharge of the obligation from the guarantors of the security for
performance.
5. Clause 4 (Contractor liable to paycompensation even if action not
taken underClause 3)
In any case in which any of the powers conferred upon the Engineer-in- Charge
by Clause-3 thereof, shall have become exercisable and the same are not exercised, the
non-exercise thereof shall not constitute a waiver of any of the conditions hereof and such
powers shall notwithstanding be exercisable in the event of any future case of default by
the contractor and the liability of the contractor for compensation shall remain unaffected.
In the event of the Engineer- in-Charge putting in force all or any of the powers vested in
him under the preceding clause he may, if he so desires after giving a notice in writing to
the contractor, take possession of (or at the sole discretion of the Engineer-in-Charge which
shall be final and binding on the contractor) use as on hire (the amount of the hire money
being also in the final determination of the Engineer-in-Charge) all or any tools, plant,
materials and stores, in or upon the works, or the site thereof belonging to the contractor, or
procured by the contractor and intended to be used for the execution of the work/or any
part thereof, paying or allowing for the same in account at the contract rates, or, in the
case of these not being applicable, at
current market rates to be certified by the Engineer-in- Charge, whose certificate thereof
shall be final, and binding on the contractor, clerk of the works, foreman or other
authorized agent to remove such tools, plant, materials, or stores from the premises (within
a time to be specified in such notice) in the event of the contractor failing to comply with
any such requisition, the Engineer-in-Charge may remove themat the contractor’s expense
or sell them by auction or private sale on account of the contractor and his risk in all
respects and the certificate of the Engineer-in- Charge as to the expenses of any such
removal and the amount of the proceeds and expenses of any such sale shall be final
and conclusive against the contractor.
6. Clause 5 (Time extension for delay)
The extension for period of completion will be granted on request by the
contractor and shall be considered for the following cases only
1. Additional works /any major deviation ordered by the Engineer-in-
charge which affect the project schedule.
2. Excess quantities of work more than 30% over the scheduled quantity and
which affects the project schedule.
3. Force majeure conditions.
4. Non supply of Board’s material if any.
5. Delay in handing over of land.
The contractor shall intimate the Engineer-in-charge immediately on the
occurrence of an event of the above nature and the consequent details such as number of
days lost, number of days affected and revised schedule. It is the contractor’s responsibility
to establish the number of days affected in the critical path of accepted project schedule.
Claims for time extension put up after 30 days from the last date of occurrence of the event
will not be entertained.
If the contractor fails to complete the work in time as stipulated in the contract,
he shall apply in writing to the agreement authority for extension of period of completion.
While applying for the extension of period of completion, the contractor shall give the
particulars of work completed, balance works to be completed and probable period required
for completion of balance work with explanation for delay. The Engineer-in- Charge shall
determine the works completed and the balance works remains to be completed on the date
of expiry of contract period or extension period and assess the reasonable period required
for
completion of the balance work and will be granted extension of period of completion.
If any default or breach of contract is there from the part of the contractor,
period of completion will not be extended. The ordered extension of time shall not release
the contractor from any of its obligations under the contract. No extra payment other than
those agreed to in the contract will be given on account of the ordered extension of time and
the Board will not have any financial commitment. The Contractor shall extend the validity
period of the comprehensive security suitably to cover such extension and also, for the
period of contract.
7. Clause 5.1 (Rescheduling of mile stones)

As soon as possible but within 7 (seven) working days of award of workand in
consideration of
a) Schedule of handing over of site as specified in the Schedule
b) Schedule of issue of designs as specified in the Schedule,
the Contractor shall submit a Time and Progress Chart for each mile stone. The
Engineer-in-Charge may within 7 (seven) working days thereafter, if required modify, and
communicate the program approved to the contractor failing which the program submitted
by the contractor shall be deemed to be approved by the Engineer-in-Charge. The work
programme shall include all details of balance drawings and decisions required to complete
the contract with specific dates by which these details are required by contractor without
causing any delay in execution of the work. The Chart shall be prepared in direct relation to
the time stated in the Contract documents for completion of items of the works. It shall
indicate the forecast of the dates of commencement and completion of various trades of
sections of the work and may be amended as necessary by agreement between the Engineer-
in-Charge and the Contractor within the limitations of time imposed in the Contract
documents
(i) In case of non submission of construction programme by the contractor, the program
approved by the Engineer-in-Charge shall be deemed to befinal.
(ii) The approval by the Engineer-in-Charge of such programme shall not relieve the
contractor of any of the obligations under the contract.
(iii) The contractor shall submit the Time and Progress Chart and progress report using the
mutually agreed software or in other format decided by Engineer-in- Charge for the
work done during previous month to the Engineer-in-charge on or before 5th day of
each month failing which a recovery as per Schedule F to be decided by the NIT
approving authority shall be made on per week or part basis in case of delay in
submission of the monthly progress report.
8. Clause 5.2
If the work(s) be delayed by:-
(i) force majeure, or
(ii) abnormally bad weather, or
(iii) serious loss or damage by fire, or
(iv) civil commotion, local commotion of workmen, strike or lockout, affecting
any of the trades employed on the work, or
(v) delay on the part of other contractors or tradesmen engaged by Engineer-in-
Charge in executing work not forming part of the Contract, or
(vi) any other cause like above which, in the reasoned opinion of the Engineer-
in-Charge is beyond the Contractor’s control,
then upon the happening of any such event causing delay, the Contractor shall
immediately give notice thereof in writing to the Engineer-in-Charge but shall nevertheless
use constantly his best endeavours to prevent or make good the delay and shall do all that
may be reasonably required to the satisfaction of the Engineer-in-Charge to proceed with
the works.
The contractor shall have no claim of damages for extension of time granted or
rescheduling of milestone/s for events listed in sub clause 5.2.
9. Clause 5.3
In case the work is hindered by the Board or for any reason / event, for which the
Board is responsible, the concerned authority, if justified, give a fair and reasonable
extension of time and reschedule the mile stones for completion of work Such extension of
time or rescheduling of milestone/s shall be without prejudice to any other right or remedy
of the parties in contract or in law; provided further that for concurrent delays under this
sub clause and sub clause 5.2 to the
extent the delay is covered under sub clause 5.2, the contractor shall be entitled to only
extension of time and no damages.
10. Clause 5.4

Request for rescheduling of Mile stones or extension of time, to be eligible for
consideration, shall be made by the Contractor in writing within fourteen days of the
happening of the event causing delay on the prescribed forms i.e. Form of application by
the contractor for seeking rescheduling of milestones or Form of application by the
contractor for seeking extension of time respectively to the authority. The Contractor shall
indicate in such a request the period by which rescheduling of milestone/s or extension of
time is desired. With every request for rescheduling of milestones, or if at any time the
actual progress of work falls behind the approved programme by more than 10% of the
stipulated period of completion of contract, the contractor shall produce a revised
programme which shall include all details of pending drawings and decisions required to
complete the contract and also the target dates by which these details should be available
without causing any delay in execution of the work. A recovery shall be made on per day
basis in case of delay in submission of the revised programme.
11. Clause 5.4.1

In any such case the authority may give a fair and reasonable extension of time for
completion of work or reschedule the mile stones. Engineer -in-Charge shall finalize/
reschedule a particular mile stone before taking an action against subsequent mile stone.
Such extension or rescheduling of the milestones shall be communicated to the Contractor
by the authority in writing, within 21 days of the date of receipt of such request from the
Contractor in prescribed form. In event of non application by the contractor for extension
of time E-in-C after affording opportunity to the contractor, may give, supported with a
programme (as specified under 5.4 above), a fair and reasonable extension within a
reasonable period of occurrence of the event.
12. Clause 5.5
In case the work is delayed by any reasons, in the opinion of the Engineer- in-Charge,
by the contractor for reasons beyond the events mentioned in clause
5.2 or clause 5.3 or clause 5.4 and beyond the justified extended date; without
prejudice to right to take action under Clause 3, the Engineer- in-Charge may grant
extension of time required for completion of work without rescheduling of milestones. The
contractor shall be liable for levy of compensation for delay for such extension of time.
13. Clause 6 (Interim payments)

No payment shall be made for work, estimated to cost Rs. two lac or less till after the
whole of the work shall have been completed and certificate of completion given. For
works estimated to cost over Rs, two Lac the interim or running account bills shall be
submitted by the contractor for the work executed on the basis of such recorded
measurements on the format of the Department in triplicate on or before the date of every
month fixed for the same by the Engineer-in-Charge. The contractor shall not be entitled to
be paid any such interim payment if the gross work done together with net payment/
adjustment of advances for material collected, if any, since the last such payment is less
than the amount specified in the contract, in which case the interim bill shall be prepared on
the appointed date of the month after the requisite progress is achieved. Engineer-in-Charge
shall arrange to have the bill verified by taking or causing to be taken, where necessary, the
requisite measurements of the work. In the event of the failure of the contractor to submit
the bills, no claims whatsoever due to delays on payment including that of interest shall be
payable to the contractor. Payment on account of amount admissible shall be made by the
Engineer-in-Charge certifying the sum to which the contractor is considered entitled by
way of interim payment at such rates as decided by the Engineer-in-Charge. The amount
admissible shall be paid by 10th working day after the day of presentation of the bill by the
Contractor to the Engineer-in-Charge or his Authorized Engineer together with the account
of the material issued by the department, or dismantled materials, if any. In the case of
works outside the headquarters of the Engineer- in- Charge, the period of ten working days
will be extended to fifteen working days.
All such interim payments shall be regarded as payment by way of advances against
final payment only and shall not preclude the requiring of bad, unsound and imperfect or
unskilled work to be rejected, removed, taken away and reconstructed or re-erected. Any
certificate given by the Engineer-in-Charge relating to the work done or materials
delivered forming part of such payment, may be modified or
corrected by any subsequent such certificate(s) or by the final certificate and shall not by
itself be conclusive evidence that any work or materials to which it relates is/are in
accordance with the contract and specifications. Any such interim payment, or any part
thereof shall not in any respect conclude, determine or affect in any way powers of the
Engineer-in-Charge under the contract or any of such payments be treated as final
settlement and adjustment of accounts or in any way vary or affect the contract.
Pending consideration of extension of date of completion, interim payments shall
continue to be made as herein provided without prejudice to the right of the department to
take action under the terms of this contract for delay in the completion of work, if the
extension of date of completion is not granted by the competent authority.
The Engineer-in-Charge in his sole discretion on the basis of a certificate from the
Assistant Engineer to the effect that the work has been completed up to the level in question
make interim advance payments without detailed measurements for work done (other than
foundations, items to be covered under finishing items) up to lintel level (including
sunshade etc.) and slab level, for each floor working out at 75% of the assessed value. The
advance payments so allowed shall be adjusted in the subsequent interim bill(s) to be
submitted by the contractor within 10 days of the interim payment.
In case of composite tenders, running payment for the major component shall
be made by EE of major discipline to the main contractor. Running payment for minor
component shall be made by the Engineer-in-Charge of the discipline of minor
component directly to the main contractor.
14. Clause 7 (Completion Certificate and completion plans)

Within ten days of the completion of the work, the contractor shall give notice of
such completion to the Engineer-in-Charge and within thirty days of the receipt of such
notice, the Engineer-in-Charge shall inspect the work and if there is no defect in the work,
shall furnish the contractor with a final certificate of completion, otherwise a provisional
certificate of physical completion indicating defects (a) to be rectified by the contractor
and/or (b) for which payment will be made at reduced rates, shall be issued. But no final
certificate of completion shall be issued, nor shall the work be considered to be
complete until the contractor shall have
removed from the premises on which the work shall be executed all scaffolding, surplus
materials, rubbish and all huts and sanitary arrangements required for his/their work people
on the site in connection with the execution of the works as shall have been erected or
constructed by the contractor(s) and cleaned off the dirt from all wood work, doors,
windows, walls, floor or other parts of the building, in, upon, or about which the work is to
be executed or of which he may have had possession for the purpose of the execution;
thereof, and not until the work shall have been measured by the Engineer-in-Charge. If the
contractor shall fail to comply with the requirements of this Clause as to removal of
scaffolding, surplus materials and rubbish and all huts and sanitary arrangements as
aforesaid and cleaning off dirt on or before the date fixed for the completion of work, the
Engineer-in-Charge may at the expense of the contractor remove such scaffolding, surplus
materials and rubbish etc., and dispose of the same as he thinks fit and clean off such dirt as
aforesaid, and the contractor shall have no claim in respect of scaffolding or surplus
materials as aforesaid except for any sum actually realized by the sale thereof.
The contractor shall submit completion plans for Internal and External Civil,
Electrical and Mechanical Services within thirty days of the completion of the work,
provided that the service plans having been issued for execution by the Engineer- in-
Charge, unless the contractor, by virtue of any other provision in the contract, is required to
prepare such plans.
15. Clause 8 (Price Variation)
The price variation shall be applicable only to works having period of completion two
or more years. The price adjustment shall be made for variation in cost of Labour, Cement,
Steel and POL (Petrol, Oil, Lubricant) and will be applicable for items covered under
schedule for Civil works. No price adjustment will be allowed for items covered under E&M
works. The price adjustment shall be based on relevant price indices published by the
Government of India. The base indices for price adjustment shall be the monthly index
applicable for the previous month of submission of tender. Current indices or prices shall be
those applicable for the month during which the work under the particular contract bill has
been executed. The price variation will be allowed only if the variation in index is more than
+ 10%. In case Government of India stops publishing price indices of Labour, Cement, Steel,
as per the present base year at any time during the period of contract and adopts a new
base year with a linking factor for conversion of index of new base year to that of old base
year, price adjustment shall be done using the indices based on new base year along with
linking factor from the period the indices based on old base year become unavailable.
However if the indices published based on new base year do not have the linking factor the
new series shall be used without the use of linking factor and current as well as base indices
of new series shall be used from the date, indices based on old base year become unavailable.
Price adjustment shall be made monthly. Price variation will not be given for extended
period of contract, if the extension is due to the fault of the contractor. However, price
variation will be given for the extended period if the same is due to reasons beyond the
control of the contractor subject to the following condition.
1. In case the indices increase above the indices applicable to the last month of original
completion period the price adjustment for period of extension will be limited to the
amount payable as per indices applicable to the last month of the original completion
period.
2. In case the indices fall below the indices applicable to the last month of the original
period of completion then the lower indices will be adopted for price adjustment.
The price escalation shall be given for extra items of work provided that the
rates for extra items are worked out based on the schedule of rates applicable at the
time of tendering the work. However, price variation will not be given for extra items
where the rates are worked out based on the market rates or the rate prevailing at the
time of execution.
The total price adjustment shall not exceed 15% of the agreed PAC of the
work.
Price variation Formula for Schedule A - Civil works
1. Labour: Price adjustment for labour will be calculated and adjusted monthly in
accordance with the following formula.
VIA = 0.85 x PIA X RA x ( I – Io )
100 I0
2. Cement:
Price adjustment for cement will be calculated and adjusted monthly in
VcA = 0.85 x Rcm A x (C – C0)
Co
3. Steel :
Price adjustment for steel will be calculated and adjusted monthly in
VsA = 0.85 x Rst A x (S– S0)
So
4. Fuel (Petrol, Oil & Lubricant (POL)
Price adjustment for fuel will be calculated and adjusted monthly
accordance with the following formula
VfA = 0.85 x PfA x R A x (F– F0)
100 F0
Price Variation Formula for Schedule B - Hydro Mechanical Works
1. Labour : Price adjustment for labour will be calculated and adjusted monthly in
VIB = 0.85 x PIB x RB x ( I – I0 )
100 I0
2. Steel : Price adjustment for steel will be calculated and adjusted monthly in
VsB = 0.85 x PsB x R B x (S – So)
100 So
3. Fuel : Price adjustment for fuel will be calculated and adjusted monthly in
accordance with the following formula
VfB = 0.85 x PfB x RB x (F –F0)
100 F0
Where,
VIA / VcA/ VsA / VfA/ VIB/ VCB/ VsB/ VfB Price adjustment to be made to the contractor
during the month under consideration.
RA = The value of work done at agreed rates during the month under consideration for
items under Schedule A excluding value of cement
and steel and value of extra items whose rates are worked out based on
market rates.
RB = The value of work done at agreed rates during the month under consideration
for items under Schedule B excluding value of extra items whose rates are
worked out based on market rates.
RcmA = The value of cement agreed rates for the work done for items under
Schedule A during the month under consideration.
RstA = The value of steel at agreed rates for the work done for items under
Schedule A during the month under consideration.
PlA = Percentage of labour component in the value of work as per Schedule A
excluding value of cement and steel
PlB = Percentage of labour component in the value of work as per Schedule B Ps B =
Percentage of steel component in the value of work as per Schedule B PfA =
Percentage of fuel component in the value of work as per Schedule A
excluding value of cement and steel
PfB = Percentage of fuel component in the value of work as per Schedule B excluding
value of cement and steel
I0 = the monthly consumer price index for industrial workers for the nearest centre as on
the base date (as published by labour Bureau, Ministry of Labour, Government
of India. Base Year-2001
I = the monthly consumer price index for industrial workers for the nearest centre
for the month under consideration (as published by Labour Bureau,
Ministry of Labour, Government of India for the same base year).
C0 = the monthly wholesale price index for cement applicable as on the base date (as
published by Office of Economic Adviser, Ministry of Industry, Government
of India. Base Year-2011-12.
C = the monthly wholesale price index for cement applicable for the month under
consideration (as published by Office of Economic Adviser, Ministry of
Industry, Government of India for the same base year).
S0 = the monthly wholesale price index for steel applicable as on the base date (as
published by Office of Economic Adviser, Ministry of Industry, Government
of India. Base year -2011-12
S = the monthly wholesale price index for steel applicable for the month under
consideration (as published by Office of Economic Adviser, Ministry of
Industry, Government of India for the same base year)
F0 = All inclusive monthly average price of diesel at the nearby locality as fixed by the
Indian Oil Corporation on the base date.
F = All inclusive monthly average price of diesel at the same locality

as fixed by the Indian Oil Corporation for the month under consideration.
Details such as Item wise details with commodity code taken for Cement and
various Steel items as per WPI in office of Ecconomic Advisor, Ministry of Industry,
percentage of labour component, steel component, fuel component in the value of work
etc as given in tender documents
16. Clause 9 (Deviations & Variations)

The Engineer-in-Charge shall have power (i) to make alteration in, omission s from,
additions to, or substitutions for the original specifications, drawing s, designs and
instructions that may appear to him to be necessary or advisable during the progress of the
work, and (ii) to omit a part of the works in case of non-availability of a portion of the site
or for any other reasons and the contractor shall be bound to carry out the works in
accordance with any instructions given to him in writing signed by the Engineer-in-Charge
and such alterations, omissions, additions or substitutions shall form part of the contract as
if originally provided therein and any altered, additional or substituted work which the
contractor may be directed to do in the manner specified above as part of the works, shall
be carried out by the contractor on the same conditions in all respects including price on
which he agreed to do the main work except as hereafter provided.
17. Clause 10 (Suspension of work)

(i) The contractor shall, on receipt of the order in writing of the Engineer-in- Charge,
(whose decision shall be final and binding on the contractor) suspend the progress of the
works or any part thereof for such time and in such manner as the Engineer-in-Charge may
consider necessary so as not to cause any damage or injury to the work already done or
endanger the safety thereof for anyof the following reasons:
(a) on account of any default on the part of the contractor or;
(b) for proper execution of the works or part thereof for reasons
other than the default of the contractor; or
(c) for safety of the works or part thereof.
The contractor shall, during such suspension, properly protect and secure the works to
the extent necessary and carry out the instructions given in that behalf by the
Engineer in- Charge.
(ii) If the suspension is ordered for reasons (b) and (c) in sub- para (i) above:
(a) the contractor shall be entitled to an extension of time equal to the period of every
such suspension plus 25%, for completion of the item or group of items of work for
which a separate period of completion is specified in the contract and of which the
suspended work forms a part, and;
(b) If the total period of all such suspensions in respect of an item or group of items or
work for which a separate period of completion is specified in the contract exceeds
thirty days, the contractor shall, in addition, be entitled to such compensation as the
Engineer-in- Charge may consider reasonable in respect of salaries and/or wages
paid by the contractor to his employees and labour at site, remaining idle during the
period of suspension, adding thereto 2% to cover indirect expenses of the contractor
provided the contractor submits his claim supported by details to the Engineer-in-
Charge within fifteen days of the expiry of the period of 30 days.
(iii) If the works or part thereof is suspended on the orders of the Engineer-in Charge for
more than three months at a time, except when suspension is ordered for reason (a)
in sub para (i) above, the contractor may after receipt of such order serve a written
notice on the Engineer-in- Charge requiring permission within fifteen days from
receipt by the Engineer in- Charge of the said notice, to proceed with the work or
part thereof in regard to which progress has been suspended and if such permission
is not granted within that time, the contractor, if he intends to treat the
suspension, where it affects only a part of the works as an omission of such part by
the Board or where it affects whole of the works, as an abandonment of the works
by the Board, shall within ten days of expiry of such period of 15 days give notice
in writing of his intention to the Engineer-in-Charge. In the event of the
contractor treating the suspension as an abandonment of the contract by the
Board, he shall have no claim to payment of any compensation on account of any
profit or advantage which he might have derived from the execution of the work in
full but which he could not derive in consequence of the abandonment. He shall,
however, be entitled to such compensation, as the Engineer-in-Charge may consider
reasonable, in respect of salaries and/or wages paid by him to his employees and
labour at site, remaining idle in consequence adding to the total thereof 2% to cover
indirect expenses of the contractor provided the contractor submits his claim
supported by details to the Engineer-in-Charge within 30 days of the expiry of
the period of 3 months.
18. Clause 11 (Work not to be sublet)

The contract shall not be assigned or sublet without the written approval of the
Engineer-in-Charge. And if the contractor shall assign or sublet his contract, or attempt to
do so, or become insolvent or commence any insolvency proceedings or make any
composition with his creditors or attempt to do so, or if any bribe, gratuity, gift, loan,
perquisite, reward or advantage pecuniary or otherwise, shall either directly or indirectly,
be given, promised or offered by the contractor, or any of his servants or agent to any public
officer or person in the employ of the Board in any way relating to his office or
employment, or if any such officer or person shall become in any way directly or indirectly
interested in the contract, the Engineer-in- Charge on behalf of the Board shall have power
to adopt the course specified in Clause 3 hereof in the interest of Government and in the
event of such course being adopted, the consequences specified in the said Clause 3 shall
ensue.
Clause 12 (If relative working in KSEBL then the contractor not allowed to
tender)
The contractor shall not be permitted to tender for works in the circle /Division in case of
contractors of civil works responsible for award and execution of contracts in which his
near relative is posted as Divisional Accountant or as an officer in any capacity between the
grades of the Deputy Chief Engineer and Assistant Engineer (both inclusive). He shall also
intimate the names of persons who are working with him in any capacity or are
subsequently employed by him and who are near relatives to any Officer in the Board. Any
breach of this condition by the contractor
would render him liable to be removed from the approved list of contractors of this
Department. If however the contractor is registered in any other department, he shall be
debarred from tendering in the Board for any breach of this condition.
NOTE: By the term “near relatives” is meant wife, husband, parents and grandparents,
children and grand children, brothers and sisters, uncles, aunts and cousins and
their corresponding in-laws.
ANNEXURE - 3/1
{Refer SOP No. 3/1}
(BY REGISTERED/SPEED POST)
(A) Sample letter of acceptance of tender
No. ..................... Dated ........................
From
………………………….
.
To
(Name and address of the contractor)
Subject ................................................................................………..
(Name of the work as appearing in the tender for the work)

Dear Sir(s),
Your tender for the work mentioned above has been accepted on behalf of the Board
at your tendered/negotiated tender amount of Rs……….(Rupees….....................................only),
which is .........% below/above the estimated cost of Rs. ........(Rupees… only).
2. You are requested to submit the Performance Guarantee of Rs………
(Rupees……………………..only) within …… days of issue of this letter. The performance
guarantee shall be in the prescribed form as provided the General Conditions of Contract
Works, and shall be valid up to …………..
3. On receipt of the prescribed performance guarantee, necessary letter to commence the
work shall be issued, and the site of work shall be handed over to you thereafter.
Please note that the time of.................(days/weeks/months) allowed for carrying out the above
work shall be reckoned from the day after the date of issue of this letter.
Yours faithfully,
………….
For and on behalf of Board
Annexure- 3/2
(Refer SOP No. 3/1)
(BY REGISTERED/SPEED POST)
(B) Sample letter for commencement of work
No. ..................... Dated ........................
From
………………………….
To
(Name and address of the contractor)
Subject ................................................................................………..
(Name of the work as appearing in the tender for the work)
Ref: 1. Performance Guarantee submitted by you vide your letter no……….

dated............... for the above work.
2. This office letter of intent/acceptance of your tender issued vide
no……………..date ….....……….
Dear Sir(s),
1. You are requested to contact the ………….. Engineer ........... (complete address) for
taking possession of site and commencement of work.
2. You are requested to attend this office to complete the formal agreement within fifteen
days from the date of issue of this letter.
Yours faithfully,
……………….
For and on behalf of Board
ANNEXURE - 3/3
(Refer SOP No.3/1)
TIME SCHEDULE FOR SCRUTINY OF TENDERS
Maximum time allowed for Work to be

scrutiny and disposal in days accepted by
Sl from the date of opening of the Board
Classification of Tenders
No financial bid
AE AEE EE DyCE CE
1 Tenders AE to award 7
Tenders to be accepted by AEE to
2 10
award
Tenders to be accepted by EE to
3 15
award
Tenders to be accepted by DyCE to
4 20
award
Tenders to be accepted by CE to
5 25
award
Tenders to be accepted by the Board to
6 45
award
ANNEXURE – 3/4
(Refer SOP No.3/1, SOP No.3/8, SOP No.3/9)
E-TENDERING
1. Item rate/percentage rate bids are invited on behalf of the Board from approved
and eligible contractors.
1.1 The work is estimated to cost Rs......................................This estimate,
however, is given merely as a rough guide.
1.1.1 The authority competent to approve NIT for the combined cost and
belonging to the major discipline will consolidate NITs for calling the
bids. He will also nominate Division which will deal with all matters
relating to the invitation of bids.
1.2 Intending bidders is eligible to submit the bid provided he has definite
proof from the appropriate authority, which shall be to the satisfaction of
the competent authority, of having satisfactorily completed similar works
of magnitude specified below:-
Criteria of eligibility for submission of bid documents
1.2.1 Conditions for contractors
For works up to Rs. 1 crore, pre-qualification is not necessary. For works
costing more than Rs. 1 crore, contractors shall produce documents for technical as
well as financial pre-qualification, as mentioned in the tender documents.
Three similar works each of value not less than Rs...................................or
two similar work each of value not less than Rs……………..or one similar
work of value not less than Rs. ..................... (all figures rounded to nearest
convenient figure) in last 7 years ending previous day of last date of
submission of bids.
The value of executed works shall be brought to current costing level by
enhancing the actual value of work at simple rate of 7% per annum,
calculated from the date of completion to the last date of submission of bid.
2. Agreement shall be drawn with the successful bidders on prescribed Form which
is available on website www.etenders.kerala.gov.in. Bidders shall quote his
rates as per various terms and conditions of the said form which will form part of
the agreement.
3. The time allowed for carrying out the work will be.......................................from
the date of start as defined in the work order or from the first date of handing over
of the site, whichever is later, in accordance with the phasing, if any, indicated in
the bid documents.
4. The site for the work is available.
OR
The site for the work shall be made available in parts as specified below:-
…………………………………………………………………………………….
(ii) The architectural and structural drawing for the works
available
or
The architectural and structural drawings shall be made available in phased
manner, as per requirement of the same as per approved programme of
completion submitted by the contractor after award of work.
5. The bid document consisting of plans, specifications, the schedule of
quantities of various types of items to be executed and the set of terms and
conditions of the contract to be complied with and other necessary
documents except Standard General Conditions of Contract Form can be
seen on website www.etenders.kerala.gov.in free of cost.
6. Bidders shall submit the tenders according to the guidelines mentioned in the
website www.etenders.kerala.gov.in
7. If the bidder remits EMD also through online payment, bidder should ensure that
tender documents fees and EMD are remitted as one single transaction and not
separate. Separate or split remittance for tender document fee and EMD shall be
treated as invalid transaction. If the bidder intends to opt for EMD as bank guarantee,
he shall select ‘YES’ button in the space provided under the relevant location for
EMD exemption in the e-portal, while uploading tender. The scanned copy of Bank
Guarantee for EMD shall be uploaded to the e-portal and original Bank Guarantee
shall be submitted to the office of the..................................................................after
the last date of online submission of bid and on or before the opening of the
Pre- Qualification bid. The remittance form provided by e-procurement system is
to be used only for MOPS SBI Internet banking payment.
8. The bid submitted shall become invalid and e-Tender processing fee shall not be
refunded if:
(i) The bidder is found ineligible.
(ii) The bidder does not upload scanned copies of all the documents stipulated
in the bid document.
(iii) If any discrepancy is noticed between the documents as uploaded at the
time of submission of bid and hard copies as submitted physically by the
lowest bidder in the office of bid opening authority.
(iv) If a tenderer quotes nil rates against each item in item rate tender or does
not quote any percentage above/below on the total amount of the tender or
any section / sub head in percentage rate tender, the tender shall be treated
as invalid and will not be considered as lowest tenderer.
9. Only GST registered persons shall be eligible to participate in the tender. The
contractor shall specify their registration status and GSTIN.
The contractor whose bid is accepted will be required to furnish
performance guarantee of 10% (Ten Percent) of the bid amount within the period
specified in the tender documents. Performance guarantee shall be 10% of the
accepted contract price rounded off to the higher multiple of Rs. 1000. The amount
thus worked out will be informed to the successful bidder vide letter of acceptance.
The performance guarantee shall be through Bank guarantee in the format prescribed
by the Board from a bank. The Bank guarantee amount will be 1.1 times required
performance guarantee amount. No interest shall be paid by Board at any stage of
contract on performance guarantee. Also, the Board will keep this guarantee during
the entire period of contract including guarantee/defects liability period.
10. The description of the work is as follows:

Intending Bidders are advised to inspect and examine the site and its surroundings
and satisfy themselves before submitting their bids as to the nature of the ground
and sub-soil (so far as is practicable), the form and
nature of the site, the means of access to the site, the accommodation they may
require and in general shall themselves obtain all necessary information as to risks,
contingencies and other circumstances which may influence or affect their bid. A
bidders shall be deemed to have full knowledge of the site whether he inspects it
or not and no extra charge consequent on any misunderstanding or otherwise shall
be allowed. The bidders shall be responsible for arranging and maintaining at his
own cost all materials, tools & plants, water, electricity access, facilities for
workers and all other services required for executing the work unless otherwise
specifically provided for in the contract documents. Submission of a bid by a
bidders implies that he has read this notice and all other contract documents and
has made himself aware of the scope and specifications of the work to be done and
of conditions and rates at which stores, tools and plant, etc. will be issued to him
by the Board and local conditions and other factors having a bearing on the
execution of the work.
11. The competent authority on behalf of the Board does not bind itself to accept the
lowest or any other bid and reserves to itself the authority to reject any or all the
bids received without the assignment of any reason. All bids in which any of the
prescribed condition is not fulfilled or any condition including that of conditional
rebate is put forth by the bidders shall be summarily rejected.
12. Canvassing whether directly or indirectly, in connection with bidders is strictly
prohibited and the bids submitted by the contractors who resort to canvassing will
be liable for rejection.
13. The competent authority on behalf of the Board reserves to himself the right of
accepting the whole or any part of the bid and the bidders shall be bound to
perform the same at the rate quoted.
14. The contractor shall not be permitted to bid for works in the Circle responsible for
award and execution of contracts, in which his near relative is posted as Divisional
Accountant/Finance Officer or as an officer in any capacity between the grades of
Deputy Chief Engineer and Assistant Engineer (both inclusive). He shall also
intimate the names of persons who are working with him in any capacity or are
subsequently employed by him and who are near relatives to any officer in the
Board. Any breach of this
condition by the contractor would render him liable to be removed from the
approved list of contractors.
15. No Engineer employed in Engineering or Administrative duties in the Board is
allowed to work as a contractor for a period of one year after his retirement from
service, without the prior permission of the Board in writing. This contract is liable
to be cancelled if either the contractor or any of his employees is found any time to
be such a person who had not obtained the permission of the Board as aforesaid
before submission of the bid or engagement in the contractor’s service.
16. The bid for the works shall remain open for acceptance for a period of 180 days
from the date of opening of bids. If any bidder withdraws his bid before the above
period or issue of letter of acceptance, whichever is earlier, or makes any
modifications in the terms and conditions of the bid which are not acceptable to
the department, then the Board shall, without prejudice to any other right or
remedy, be at liberty to forfeit 50% of the said earnest money as aforesaid. Further
the bidders shall not be allowed to participate in the rebidding process of the work.
17. This notice inviting Bid shall form a part of the contract document. The successful
bidder/contractor, on acceptance of his bid by the Accepting Authority shall within
15 days from the stipulated date of start of the work, sign the contract consisting
of:-
(a) The Notice Inviting Bid, all the documents including additional conditions,
specifications and drawings, if any, forming part of the bid as uploaded at
the time of invitation of bid and the rates quoted online at the time of
submission of bid and acceptance thereof together with any correspondence
leading thereto.
18. For Composite Bids

The Executive Engineer in charge of the major component will call bids for
the composite work. The cost of bid document and Earnest Money will be fixed
with respect to the combined estimated cost put to tender for the composite bid.
The bid document will include following three components:
Part A:- Prequalification conditions
Part B:- General / specific conditions, specifications and schedule of
quantities applicable to major component of the work.
Part C:- Schedule for minor component of the work, General/specific
conditions, specifications and schedule of quantities applicable to
minor component(s) of the work.
The bidders must associate himself, with agencies as per NIT
conditions
The eligible bidders shall quote rates for all items of major
component as well as for all items of minor components of work. After
acceptance of the bid by competent authority, the Engineer in charge of
major component of the work shall issue letter of award on behalf of
the Board. After the work is awarded, the main contractor will
have to enter into an agreement with Engineer in charge of major
component and has also to sign two or more copies of agreement
depending upon number of Engineer in charge of minor components.
One such signed set of agreement shall be handed over to
Engineer in charge of minor
component(s). Engineer in charge of major component will operate
Part A and Part B of the agreement. Engineer in charge of minor
component(s) shall operate Part C along with Part A of the
agreement.
Entire work under the scope of composite bid including major and
all minor components shall be executed under one agreement. Security
Deposit will be worked out separately for each component
corresponding to the estimated cost of the respective component of
works.
The main contractor has to associate agencies for specialized
component(s) conforming to eligibility criteria as defined in the bid
document and has to submit detail of such agency(s) to Engineer-in-
charge of relevant component(s) within prescribed time. Name of the
agency(s) to be associated shall be approved
by Engineer in charge of relevant component(s).
In case the main contractor intends to change any of the above
agency/agencies during the operation of the contract, he shall obtain
prior approval of Engineer in charge of relevant specialized
component(s).
The new agency/agencies shall also have to satisfy the laid down
eligibility criteria. Incase Engineer-in-charge is not satisfied with the
performance of any agency, he can direct the contractor to change the
agency executing such items of work and this shall be binding on the
contractor.
The main contractor has to enter into MoU with agency(s) associated
by him. Copy of such MoU shall be submitted to Engineer in charge of
each relevant component as well as to Engineer in charge of major
component. In case of change of associate contractor, the main agency(s)
has to enter into MoU / agreement with the new contractor associated by
him.
Running payment for the major component shall be made by
Engineer in charge of major discipline to the main contractor. Running
payment for minor components shall be made by the Engineer in charge
of the discipline of minor component directly to the main contractor.
A. The composite work shall be treated as complete when all the
components of the work are complete. The completion certificate of the
composite work shall be recorded by Engineer-in-charge of major
component after record of completion certificate of all other
components.
B. Final bill of whole work shall be finalized and paid by the EE of major
component.
Engineer(s) in charge of minor component(s) will prepare and pass the final
bill for their component of work and pass on the same to the Engineer
in charge of major component for including in the final bill for
composite contract.
ANNEXURE - 3/5
(Refer SOP No.3/1, SOP No.3/8)
INFORMATION AND INSTRUCTIONS FOR BIDDERS FOR E-
TENDERING FORMING PART OF BID DOCUMENT
(Applicable for inviting open bids)
The ------------- Engineer ............................. on behalf of the Board invites online Item
rate/percentage rate bids from approved and eligible contractors
Sl. NIT Name of work Estimated Earnest Stipulated Last date of online submission of Date &
No No. & Location cost put to Money Period of bid, copy of receipt of deposition timeof
. bid (Rs.) Completion of original EMD and other opening of
of work (in documents as specified bid
months) in the bid document.
1 2 3 4 5 6 7 8
Name of Estimated Up to 03.00 PM on .........
work should cost of
include minor
details of component
minor
components (should
in cases of also be
Composite Indicated)
bids
1. The intending bidder must read the terms and conditions of e-tender carefully. He
should only submit his bid if he consider himself eligible and he is in possession of
all the documents required.
2. Information and Instructions for bidders posted on website shall form part of bid
document.
3. The bid document consisting of plans, specifications, the schedule of quantities of
various types of items to be executed and the set of terms and conditions of the
contract to be complied with and other necessary documents can be seen and
downloaded from website www.etenders.kerala.gov.in.
4. Those contractors not registered on the website mentioned above, are required to get
registered beforehand.
5. The intending bidder must have valid class-III digital signature to submit the bid.
6. On opening date, the contractor can login and see the bid opening process.
After opening of bids hewill receive the competitor bid sheets.
7. Contractor can upload documents in the form of JPG format and PDF format.
8. Contractor must ensure to quote rate in the prescribed column(s) meant for quoting
rate in figures.
In addition to this, while selecting any of the cells a warning appears that if any cell is
left blank the same shall be treated as “0”. Therefore, if any cell is left blank and no
rate is quoted by the bidder, rate of such item shall be treated as “0” (ZERO).
However, If a tenderer quotes nil rates against each item in item rate tender or does not
quote any percentage above/below on the total amount of the tender or any section /
sub head in percentage rate tender, the tender shall be treated as invalid and will not be
considered as lowest tenderer.
List of Documents to be scanned and uploaded within the period of bid submission:
I. Details of EMD remitted
II. Certificates of Work Experience
III. GST Registration Certificate of the State in which the work is to be taken up, if
already obtained bythe bidder.
If the bidder has not obtained GST registration in the State in which the work is to be
taken up, or as required by GST authorities, then in such a case, the bidder shall scan
and upload following under taking along with other bid documents.
“lf work is awarded to me, I/we shall obtain GST registration Certificate of the State,
in which work is to be taken up, within one month from the date of receipt of award
letter or before release of any payment by the Board, whichever is earlier, failing
which I/We shall be responsible for any delay in payments which will be due towards
me/us on account of the work executed and/or for any action taken by the Board or
GST department in this regard”.
ANNEXURE - 3/6
(Refer SOP No. 3/1, SOP No.3/9)
INFORMATION AND INSTRUCTIONS FOR BIDDERS FOR e-
TENDERING FORMINGPART OF BID DOCUMENT
(Applicable for inviting bids on 2/3 bid system)
The ----------------- Engineer ---------------- on behalf of the Board invites online bids
fromeligible contractors in two/three bid system for the following work:
Sl.. NIT Name of work & Estimated cost Earnest Period of Last date & time of submission Time & date
No. No. Location put to bid Money Completion of bid, copy of receipt of deposition of of opening of
original EMD, and other documents as technical bid
specified in the NIT
Document
1 2 3 4 5 6 7 8
Name of work Estimated cost Up to 03.00 PM on .....
should include of minor Up to 03.00 PMon
details of minor component
components in should also be
cases of indicated
composite bids
Contractors who fulfil the following requirements shall be eligible to apply.

(a) Should have satisfactorily completed the works as mentioned below during the last
Seven years ending previous day of last date of submission of bids.
(i) Three similar works each costing not less than Rs. ............ , or two
similar works each costing not less than Rs................................or one similar
work costing not less than Rs..................
Similar work shall mean works of...................................The value of executed

works shall be brought to current costing level by enhancing the actual value of
work at simple rate of 7% per annum, calculated from the date of completion to
previous day of last day of submission of bids.
(b) Should have had Average Annual Financial Turnover of Rs................................on
construction works during the last three years ending 31st March (Scanned copy
of Certificate from CA to be uploaded)
(c) Should not have incurred any loss (profit after tax should be positive) in more
than two years during the last five years ending 31st March ........... .
(d) Should have a Solvency of Rs............................. (Scanned copy of original
solvency to be uploaded)
1. The intending bidder must read the terms and conditions of e-tender carefully. He
should only submit his bid if he consider himself eligible and he is in possession of all
the documents required.
2. This information and instructions for bidders posted on website shall form part of bid
document.
3. The bid document consisting of Plans, Specifications, Schedule of quantities of
various types of items to be executed and the set of terms and conditions of the
contract to be complied with and other necessary documents can be seen and
downloaded from website www.etenders.kerala.gov.in free of cost.
4. Those contractors not registered on the website mentioned above, are required to get
registered beforehand.
5. The intending bidder must have valid class-III digital signature to submit the bid.
6. On opening date, the contractor can login and see the bid opening process. After
opening of bids he will receive the competitor bid sheets.
7. Contractor can upload documents in the form of JPG format and PDF format.
8. Certificate of Financial Turn Over: At the time of submission of bid, contractor
may upload Affidavit/ Certificate from CA mentioning Financial Turnover of last 3
years or for the period as specified in the bid document and further details if required
may be asked from the contractor after opening of technical bids. There is no need to
upload entire voluminous balance sheet.
9. Contractor must ensure to quote rate of each item. The column meant for quoting rate
in figures appears in pink colour and the moment rate is entered, it turns sky blue.
In addition to this, while selecting any of the cells a warning appears that if any cell is
left blank the same shall be treated as "0". Therefore, if any cell is left blank and no
rate is quoted by the bidder, rate of such item shall be treated as "0" (ZERO).
However, If a tenderer quotes nil rates against each item in item rate tender or does not
quote any percentage above/below on the total amount of the tender or any section /
sub head in percentage rate tender, the tender shall be treated as invalid and will not be
considered as lowest tenderer.
10. The Technical Bid shall be opened first on due date and time as mentioned above. The
time and dateof opening of financial bid of contractors qualifying the technical bid
shall be communicated to them ata later date.
11. Pre-Bid conference shall be held in the chamber of..............................................at
..................... on........................to clear the doubt of intending bidders, if any.
12. The department reserves the right to reject any prospective application without
assigning any reason and to restrict the list of qualified contractors to any number
deemed suitable by it, if too many bids are received satisfying the laid down criterion.
List of Documents to be scanned and uploaded within the period of bid

submission:
I Certificates of Work Experience.
II Certificate of Financial turnover from CA.
III Bank Solvency Certificate
IV Any other Document as specified in the NIT
V GST registration Certificate of the State in which the work is to be taken up, if
already obtained by the bidder.
If the bidder has not obtained GST registration in the State in which the work is to be
taken up, or as required by GST authorities then in such a case the bidder shall
scan and upload following undertaking along with other bid documents.
“lf work is awarded to me, I/we shall obtain GST registration Certificate of the
State, in which work is to be taken up within one month from the date of
receipt of award letter or before release of any payment by the Board,
whichever is earlier, failing which I/We shall be responsible for any
delay in payments which will be due towards me/us on account of the
work executed and/or for any action taken by the Board or GST
department in this regard”.
Instruction to bidders may be modified suitably by NIT approving authority.

ANNEXURE - 3/7
LIST OF SPECIALIZED ITEMS / JOBS

List I - Civil Works
1. ** Water proofing treatment work.
2. Steel work in steel bridge work, space frames for long span structures, steel
towers.
3. ** Special foundations including all types of piles.
4. RCC Overhead Tank with independent staging.
5. Structural Repair and Rehabilitation/ Retrofitting works.
6. Soil Investigation and Survey Work.
7. ** Facade cleaning system and façade cleaning.
8. Custom made wooden furniture (factory made).
9. Diaphragm walls.
10. Post construction Anti-termite chemical treatment.
11. Water Treatment Plants
12. Security to vacant bungalows/premises.
13. Tentage works.
14. Washing/dry cleaning works.
15. Synthetic play area surface for games.
16. Electronic / Digital Signages.
17. Environment Impact Assessment Study and Environment Clearance.
18. Mechanized Housekeeping Work.
Note:-
**For these works, Specialized Agencies shall have to be associated by the
contractors in case the Contractor does not possess the requisite eligibliity and
experience as per the NIT conditions to carry out these works..
Electrical Works
List- II(A)
Sl. No. Supplying /fabrication, installation, testing and commissioning of
the following:
1. Kitchen equipment
2. Lifts, escalators and conveyors
3. Simultaneous interpretation systems
4. Gas plants.
5. Cold storage plant
6. Hot Water/Steam Boilers
7. Public address system, conferencing system, automatic vote recording
system, recorders
8. Stage lighting
9. Projector and other special equipment for theatre
10. Repairs and calibration of various types of measuring instruments and relays etc.
11. Testing of transformer oil and dehydration and other type of high potential test.
12. Frequency Convertor
13. Temporary illumination, security lighting and wiring for power outlets for
metal detectors in connection with Republic Day and Independence Day
Celebrations.
14. EPBAX system (equipments).
15. EPBAX system (cabling and wiring).
16. Illumination of heritage caves and fiber optic lighting system
17. Security system and alarm
18. Building Automation System
19. Hydraulic platform /Lift
20. Incinerator
21. Laundry equipment
22. Centralized clock system.
23. Interior/exterior flood lighting of heritage/Monumental buildings/structures
involving Computer aided design and evolution of special mounting
arrangements for luminaries:
24. Gas pipe line
25. Modular OT
26. Electrically Operated Gate
27. Fountain Work
28. Water supply motors and pumps of 100 hp or more
29. Mechanized Car Parking Systems
30. VRV/VRF Type Air-Conditioning Systems
31. Oxygen Generation Plant
32. CCTV and Allied Equipments
33. Access Control System
34. Hydro Pneumatic Pumps
35. Providing and fixing of Sensor operated Gates
36. Precision Air Conditioning System
37. LAN System
38. SITC of active power factor filter
39. SITC of Solar Photo Voltaic Power generation system
List- II (B)
S. No. Supplying /fabrication, installation, testing and commissioning
of the following-
1. Diesel Generating Set
2. Heating, Ventilation and Air-conditioning System
3. Sub-station equipment
4. Fire fighting system (including wet riser and sprinkler system, portable fire
extinguishers)
5. Fire detection and alarm system
List - III Horticulture Works

(1) Construction of Vertical Green Wall.
List - IV Concurrent list of Specialized items/ jobs

(1) Sewage Treatment Plant
(2) Outsourcing of Day to Day Maintenance Work*
*Note :-
(a) For Outsourcing of Day to Day Maintenance Work, Provision is to be made
in the NIT for Contractors, not having the requisite eligibility and
experience as per the NIT conditions, to execute the Comprehensive
Maintenance Work by associating Agencies Specialized in Day to Day
Maintenance Work.
(b) Outsourcing of Day to Day Maintenance Work is the "Specialized Work"
for the purpose of association only and not for awarding work on standalone
basis.
ANNEXURE - 3/8
GUIDELINES ON DEFINITION OF SIMILAR
WORK
The definition of similar work is to be spelt out clearly in the NIT by NIT approving
authority. The definition of similar work should be decided considering the following
guidelines.
(i) For building works, the number of storeys for the purpose of definition of similar work may be
taken asunder :
No. of storeys to be constructed in the proposed No. of storeys to be mentioned in
building thedefinition of similar work
Upto four storeys buildings No binding
Five to ten storeys buildings Minimum one building of five storeys
Or Completing balance Construction
work of one building (i/c structural
work) minimum up to
five storey.
Eleven to fifteen storeys buildings Minimum one building of eight storeys
Or completing balance Construction
work of one building (i/c structural
work) minimum up to
eight storey.
More than fifteen storey buildings Minimum one building of ten
storey Or completing balance
Construction work of onebuilding.
(i/c structural work) minimum
upto ten storey
For this purpose, each basement, stilt constructed in the building shall be considered as a
storey.
(ii) In case the work involves construction of two or more basements, then it is to be stipulated in
the definition of similar work that the agency should have executed one similar work with
minimum one basement under one agreement. Work of Basement, specialized E&M services
etc, if executed under a separate contract may also be considered for the purpose of assessing
the technical competence only without
adding its monetary value for determining the eligibility criteria.
(iii) For any civil work other than building work, if there is a significant component in the work
other than normal building work then this component should be considered as main
component of the work for thepurpose of definition of similar work. The amount of
such component can be mentioned in the definition of similar work.
In case of hydro electric projects, the following conditions shall be met for pre-
qualification
(a) The bidder shall have sufficient experience as individual/ as a consortium
member in the execution of hydro electric project
OR
Irrigation projects having any of the components viz. dam/weir, Water conductor system,
Design, fabrication and erection of hydro mechanical works.
(b) Also the lead bidder should have satisfactorily completed civil works of at least one
hydro-electric project as a prime contractor/as a consortium partner during the last seven
years as on the date of notice inviting bid
(c ) The bidder shall have sufficient experience as individual/ as a consortium
member in the execution of tunnel driving works if the project component
involves tunnels.
Annexure – 3/9
(Refer SOP No.3 /8)
REGISTER OF NITs ………
Name and address of the ……….………………………………………………..

Year……………………………………………………………………………………..
Sl. Date Name of Sl No. Name of Estim Remarks

No. Office assigned (if Work ated
located out Cost of
station) work
ANNEXURE - 3/10
(Refer SOP No. 3/8)
GENERAL GUIDELINES FOR FIXING REQUIREMENT OF TECHNICAL STAFF
Cost of Requirement of Technical Minimum experience (Years) Designation Rate at which

Work Technical staff recovery shall
(Rs. In Qualification Number be made from the
Crores (of Major contractor in the
+ Minor event of not
component fulfilling
)
More Graduate 1 20 (and having experience of Project Manager Rs. 60,000/- per
than Engineer one similar nature of work) with degree in month
100 (Major major discipline of
Component) Engineering
Graduate 2+1 12 (and having experience of Deputy Project Rs. 40,000/- per
Engineer one similar nature of work) Manager Month per person
Graduate 4+2 5 Project / Site Rs. 25,000/- per

Engineer or Engineer month per person
or 10
Diploma respectively
Engineer
Graduate 1+1 8 Quality Engineer Rs. 25,000/- per
Engineer month per person
Diploma 1 8 Surveyor Rs. 15000/- per

Engineer month per person
Graduate 1+1 6 Project Rs. 20000/- per

Engineer Planning/billing month per person
More than Graduate 1 20 (and having experience of Project Manager Rs. 60,000/- per month
50 to 100 Enginee one similar nature of work)
Graduate 1+1 12 (and having experience of Deputy Project Rs. 40,000/- per
Graduate 1+1 5 or 10 respectively Project/ Site Rs. 25,000/- per

Diploma
Engineer
Graduate 1+1 8 Quality Engineer Rs. 25,000/-
Engineer per month
Diploma 1 8 Surveyor Rs. 15000/-

Engineer per month
Graduate 1+1 6 Project Planning/ Rs. 20000/- per

Engineer billing Engineer month per person
More than Graduate 1 20 (and having experience of Project Manager Rs. 60,000/-
20 to 50 Engineer one similar nature of work) per month
Graduate 1 12 (and having experience of Deputy Project Rs. 40,000/- per
Graduate 1+1 5 or 10 respectively Project/ Site Rs. 25,000/- per

Diploma
Engineer
Graduate 1+1 2 or 5 respectively Project Rs. 15,000/- per
Engineer or Planning /quality/ month per person
Diploma billing Engineer
Engineer
10 to 20 Enginee one similar nature of work) per month
Graduate 1 5 or 10 respectively Project/ Site Rs. 25,000/-
Engineer or Engineer per month
Diploma
Engineer
Graduate 1+1 2 or 5 respectively Planning /quality/ Rs. 15,000/- per
Engineer or billing Engineer month per person
Diploma
Engineer
Graduate 1+1 2 or 5 respectively Project Rs. 15,000/- per
Engineer or Planning /quality/ month per person
Engineer
5 to 10 Enginee one similar nature of work) per month Rs.
Graduate 1+1 2 or 5 respectively Project 15,000/- per month
Engineer or Planning /quality/ per person
Engineer
More than Graduate 1+1 2 or 5 respectively Project Manager Rs. 15,000/- per
1.5 to 5 Engineer or cum planning/ month per person
Diploma quality/Site/billing
Engineer Engineer
More than Graduate 1 of major 2 or 5 respectively Project Manager Rs. 15,000/- per
15 lakh to Engineer or component cum planning/ month per person
1.5 Crore Diploma quality/Site/billing
Engineer Engineer
Notes:
1. ‘Cost of work,’ in table above, means the agreement amount of the work.
2. Nothing extra need to be added while preparing market rate justified amount of the
work if stipulation is made as per above recommended scale of requirement of
technical staff.
3. Requirement of technical staff and their experience can be varied depending upon nature
of work by NIT approving authority with recorded reasons.
4. The NIT approving authority shall mention the appropriate stage of employment of
technical staff for minor component / specified work, if any at the time of approval
of NIT.
5.
ANNEXURE - 3/11
(Refer SOP No.3 /9)
ELIGIBILITY CRITERIA IN THE PRE-QUALIFICATION
1. Evaluation of Application
The bidders shall submit the PQ bid duly filled in as stated in this PQ bid document,
along with other bid documents before the due date of submission. The Bidder shall
furnish relevant details as per the formats, documentary evidences, photograph, and
audited financial statements for the last three years etc. The details of pre-qualification
are given in respective tender documents. After examination and evaluation, the Board
will select the qualified bidders. The result of Pre-qualification will be informed to all
the bidders through e-procurement website.
In the first stage, the pre-qualification bids will be thoroughly evaluated for the
financial capability and technical soundness of the bidders. For this, the value of work
done, audited annual accounts, solvency certificate etc. will be evaluated to assess
their financial capability. Nature, volume, type etc of works done, time of
completion of works done, type of clients, tools, plants and machinery possessed by
the bidder, availability of required managerial and technical persons etc. will be
evaluated to assess the technical soundness. The documents accompanied with PQ
bids shall be responsive to the PQ bid criteria. Only qualified bids in the pre-
qualification shall be considered for further evaluation.
Board will use the criteria and methods described under eligibility parameters to
determine the qualifications of the Bidders.
In the case of joint venture/ consortium/group, financial and technical capability of
each member of the consortium will be evaluated and combined capability will be
considered for the qualification of the applicant.
2. Board’s Right to accept or Reject Bids
The Board reserves the right to reject any bid or all bids or annul the bidding process
at any time prior to the award of contract without assigning any
reason thereof. No liability other than giving information regarding the above to the
bidders shall rest with the Board.
3. Qualification of Bidders
All bidders, whose bids have been found to be substantially responsive to the
requirements of the pre-qualification bid document and who have met or exceeded the
eligibility criteria for technical and financial qualifications in the opinion of the Board
will be qualified for further evaluation.
If any bidder who have been pre-qualified for any other work previously by the Board,
the matter shall be informed to the bidding authority while submitting the bid.
4. Notification of Pre qualification

Once the Board has completed the evaluation of the application, it will notify all
qualified applicants.
5. Eligibility parameters
The bidder’s financial capability and technical soundness is proposed to be assessed
based on the following parameters:
5.1 Financial Capability
i) Consolidated turnover for the last three completed financial years.
ii) Solvency certificate in the prescribed proforma from bank or from revenue authorities
specifying the solvency amount. In case of foreign bidder, the certificate issued by
their respective banker shall be translated to English, notarized and attested by the
Indian Embassy/ Consulate in the respective country.
The notarization is to be made in the foreign country itself where Embassy attestation
is being done.
5.2 Technical Capability
5.2.1 (a) The bidder shall have sufficient experience as individual/ as a Consortium member
in the execution of hydro electric projects OR irrigation projects having any of the
components viz. dam/weir, Water conductor system, design, fabrication and erection
of hydro mechanical works during the last ten years.
(b) Also the bidder should have satisfactorily completed civil works of at least one
hydro-electric project as a prime contractor/as a Consortium partner during the last
ten years as on the date of notice inviting bid.
(c) The bidder shall be an established indigenous manufacturer of hydraulic
turbines who has designed, manufactured, supplied, erected, tested and
commissioned Hydro generating units of at least 1.25 MW capacity. He can also be
a turnkey contractor with experience of similar SHP/HEP works. Previous experience
required in Planning, Engineering, Design, Manufacture, Supply, Erection, Testing
and Commissioning of Electrical, Electro-Mechanical and Hydro-Mechanical
equipments of Hydro generating stations.
(d )The lead bidder should have satisfactorily completed civil works / E&M works of
at least one hydro Electric Project as a prime contractor/ as a consortium partner
during the last ten years as on the date of notice inviting bid..
5.2.2 Availability of Plant, Equipment, Machinery and availability of manufacturing
facility of hydraulic turbines and generators in India. The major Electro Mechanical
suppliers shall be Indigenous having manufacturing and service facility in India.
5.2.3 Availability of Technical and Managerial organization.
6. Qualification Criteria for Financial Capability

6.1 The bidder should have a total turnover of not less than 75% of probable amount
of contract of the project bided for the last three financial years. In case of joint
venture, all partners combined shall meet the requirement. However the lead bidder
should have a total turnover of not less than 30 % of PAC for the last 3 years.
6.2 Solvency Certificate in the prescribed format from the Bank specifying a solvency
amount of 50% of probable amount of contract of the project. Solvency certificate
prior to six months of the date of tender notice will not be considered.
The assessment of the Applicant’s total annual turnover for the last three-year shall be
based on the audited annual accounts submitted by the bidder for the respective year.
If the bidder or any of the partners of consortium is a foreign entity, then the solvency
certificate issued by their respective banker shall be translated to English notarized
and attested by the Indian Embassy/Consulate in the respective country.
The notarization is to be made in the foreign country itself where embassy attestation
is being done.
In case the annual accounts for the latest financial year are not audited and therefore
the applicant could not make it available, the Applicant shall give an undertaking to
this effect and the statutory auditor shall certify the same. In such a case, the applicant
shall provide the un-audited Annual Accounts (with schedule) for the latest financial
year, duly certified by the Statutory Auditor as well as Audited Reports for three years
preceding the latest financial year.
7. Evaluation of Financial Capability

Applicants who have met or exceeded the eligibility criteria vide clause no: 6 above in
the opinion of the Board shall be qualified for financial capability.
8. Qualification Criteria for Technical Capability

8.1 The bidder should have satisfactorily completed civil work of Hydro electric project
or Irrigation projects having any of the components viz. dam/weir, water
conductor system, design, fabrication and erection of hydro mechanical works /
building works as the case may be. The bidder should have completed civil work of
a similar project during the last ten years as on the date of notice inviting bid.
The price bid of qualified bidders shall be opened for further actions related
to award of work.
ANNEXURE – 4/1
(Refer SOP No.4/13)
SAMPLE FORM FOR SITE ORDERS BOOK
Name of work ...........................

Date of commencement/period for completion ..............................
Sl. Remarks of the Inspecting Action taken by Remarks

No. Officer or Contractor Whom
1 2 3 4
ANNEXURE – 4/2
(Refer SOP No.4/13)
SAMPLE FORM OF INSPECTION REGISTER
Name of work: …………………………………………………
Sl. Date and time Officer's Name Items inspected and Signature Defects taken to Site Order Book/ Final
No. and Designation specific defects letter written actio
noticed & action to n/
Site Order Date Signat
be taken result
Book page no. ure of
/letter no. AEE /
EE
1 2 3 4 5 6 7 8 9
ANNEXURE – 4/3
(Refer SOP No.4 /19)
PROFORMA FOR WRITE OFF OF LOST MB's
1. Serial number of the MB :

2. To whom issued
3. The date on which the M.B. was lost
4. Details of FIR lodged with the police
5. From whose custody it was lost?
6. Detailed circumstances leading to its loss
7. What efforts were made to trace the M.B.?
8. By whom the last measurements were recorded?
9. Whether the measurements have been checked upto the required %age by the
Superior Officer as required under the rules? If not, why ?
10. If any register is maintained to watch the movement of the M.B.?
11. Whether the M.B. contained the details of any work for which payment has not been
made or all theworks have been finalised?
12. Whether any audit objection or contractor's dispute relating to the M.B. is pending,
and if so, naturethereof, and how it is proposed to settle up?
13. Whether work is susceptible of measurement again? If not, what is the basis on
which the AE proposes to make final payment for the outstanding bills?
14. Whether the EE is satisfied that by writing of fresh measurements on the basis of
other subsidiary records, if any, the Government will not be put to any loss, and
there will be no dispute from any quarter? If not, what steps be suggested to
safeguard against any such shortcoming?
15. Details of disciplinary action taken against the persons responsible for the loss
16. Details of remedial measures taken to avoid recurrence of such cases
17. Any other remarks
Executive Engineer
…………Division, KSEBL
ANNEXURE – 4/4
(Refer SOP No.4/23)
FORM OF APPLICATION BY THE CONTRACTOR FOR SEEKING
EXTENSION OF TIME
PART - I
1. Name of contractor
2. Name of work as given in the agreement
3. Agreement no.
4. Estimated amount put to tender
5. Date of commencement of work as per agreement
6. Period allowed for completion of work as per agreement
7. Date of completion stipulated in agreement
8. Period for which extension of time has been given previously:
EE’s letter no. Extension granted

and date Months Days
(a) 1st extension ………………………….
(b) 2nd extension …………………………..
(c) 3rd extension …………………………..
(d) 4th extension …………………………..
(e) Total extension previously given…..
9. Reasons for which extension have been previously given (copies of the
previous applications should be attached)
10. Period for which extension if applied for
11. Hindrances on account of which extension is applied for with dates on which
hindrances occurredand the period for which these are likely to last.
(a) Serial no.
(b) Nature of hindrance
(c) Date of occurrence
(d) Period for which it is likely to last
(e) Period for which extension required for this particular hindrance
(f) Overlapping period if any, with reference to item.
(g) (g) Net extension applied for
(h) Remarks, if any.
Total period on account of hindrances mentioned above……… Months.....................Days
12. Extension of time required for extra work
13. Details of extra work and the amount involved:
(a) Total value of extra work
(b) Proportionate period of extension of time based on estimated amount put to
tender on account of extra work.
14. Total extension of time required for 11 & 12 Submitted to the Sub
Divisional Officer ……………
Signature of contractor
Dated:
ANNEXURE – 4/5
(Refer SOP No.4/23)
FORM OF APPLICATION OF THE CONTRACTOR FOR SEEKING
RESCHEDULING OF THE MILESTONES
1. Name of contractor
2. Name of work as given in the agreement
3. Agreement no.
4. Estimated amount put to tender
5. Date of commencement of work as per agreement
6. Period allowed for completion of work as per agreement
7. Date of completion stipulated in agreement
8. Rescheduling of milestones done previously
Milestone No. EE's Letter Rescheduling Of Milestones Done

No.and Date
Already Original Date Rescheduled
Date
Rescheduled
(A) 1st Milestone

(B) 2nd Milestone
...........
Rescheduling of milestone applied for
Milestone No. For Original/ Details And Comments of Proposed

Which Reschedul ed Period of Executive Reschedul
Rescheduling is Date Hindrances Engineer ed Date
Applied
(A) 1st Milestone
(B) 2nd Milestone
...........
Submitted to the Sub Divisional Officer
Signature of Contractor
Dated
ANNEXURE – 4/6
(Refer SOP No. 4/28)
GUARANTEE BOND TO BE EXECUTED BY CONTRACTORS FOR
REMOVAL OF DEFECTS AFTER COMPLETION IN RESPECT OF WATER
PROOFING WORKS
The Agreement made this ....................... day of ............... two thousand and ………
Between ....................... son of ....................... (hereinafter called the Guarantor of
the one part) and the---------------------------------------(hereinafter called the Board on the
other part).
WHEREAS this agreement is supplementary to a contract (hereinafter called the

Contract) dated ............. and made between the GUARANTOR of the one part and the
KSEBL of the other part, whereby the Contractor, inter alia, undertook to render the
buildings and structures in the said contract recited completely water and leak-proof.
AND WHEREAS GUARANTOR agreed to give a guarantee to the effect that the said
structures will remain water and leak-proof for five years from the date of giving of water
proofing treatment.
NOW THE GUARANTOR hereby guarantees that water proofing treatment given by
him will render the structures completely leak-proof and the minimum life of such water
proofing treatment shall be five years to be reckoned from the date after the maintenance
period prescribed in the contract.
Provided that the guarantor will not be responsible for leakage caused by earthquake or
structural defects or misuse of roof or alteration and for such purpose:
(a) Misuse of roof shall mean any operation which will damage proofing treatment,
like chopping of firewood and things of the same nature which might cause
damage to the roof;
(b) Alteration shall mean construction of an additional storey or a part of the roof or
constructionadjoining to existing roof whereby proofing treatment is removed in
parts.
(c) The decision of the Engineer-in-Charge with regard to cause of leakage shall
be final.
During this period of guarantee the guarantor shall make good all defects and in case
of any defect being found, render the building water-proof to the satisfaction of the
Engineer-in-Charge at his cost, and shall commence the work for such rectification within
seven days from the date of issue of the notice from the Engineer-in-Charge calling upon
him to rectify the defects, failing which the work shall be got done by the Department by
some other contractor at the GUARANTOR'S cost and risk. The decision of the Engineer-
in-Charge as to the cost, payable by the Guarantor shall be final and binding.
That if GUARANTOR fails to execute the water proofing or commits breach there
under then the GUARANTOR will indemnify the Principal and his successors against all
loss, damage, cost, expense or otherwise which may be incurred by him by reason of any
default on the part of the GUARANTOR in performance and observance of this
supplementary agreement. As to the amount of loss and/or damage and/or cost incurred by
the Board, the decision of the Engineer-in-Charge will be final and bindingon the parties.
IN WITNESS WHERE OF these presents have been executed by the Obligor

.............and by ..............
and for and on behalf of the the Board on the day, month and year first above written.
Signed, sealed and delivered by OBLIGOR in the
presence of-1.
2.
Signed for and on behalf of the Board by.......................................................in the
presence of - 1.
2.
ANNEXURE – 4/7
PROFORMA FOR SHOW CAUSE TO THE CONTRACTOR
REGARDING COMPENSATION
To
Name & Address of the contractor
………………………………………………….
………………………………………………….
Sub: Show Cause for delayed completion/likely to be delayed completion of work
………………….. under Agreement No …………. ………..
Dear Sir(s),
The date of completion for the above mentioned work was/is..............................as
stipulated in the agreement number ………………………………………… for the work
…………………………......
Extensions of time for completion of the above mentioned work was extended by
the Engineer-in-Charge vide his letter no. ............ up to under clause 5 of the said
agreement without prejudice to the right of the Government to recover compensation in
accordance with the provisions of Clause 2 of the said agreement.
The work entrusted to you under the agreement referred above could not/unlikely to
be completed within stipulated/extended date of completion due to your wrongful delay or
suspension of work or slow progress of work or because of reasons within your control.
The work has finally been completed on…
................. /cannot be completed within stipulated/extended date of completion. Therefore,
under the provisions of clause 2 of the above said agreement you have rendered yourself
liable to pay compensation.
Therefore, I, in exercise of the powers conferred on me by the aforesaid agreement,
hereby give you show cause within .......................................... to my satisfaction that why
compensation should not be imposed upon you under the provisions of clause 2 of said
agreement for delayed/likely to be delayed completion of the work. Please note that in case
no cause is shown by you within the stipulated period or the cause shown is not to my
satisfaction, I shall take such
actions against you as are contemplated under Clause 2 there under of the said agreement
without further notice.
Yours faithfully,
…………………….. Engineer
Note: Strike out whichever is not applicable. Notice may be modified suitably
intending to impose compensation when tendered value of the item or group of
items of work for which a separate period of completion is originally given.
ANNEXURE – 4/8
(Refer SOP No.4/30)
PROFORMA FOR SHOW CAUSE TO THE CONTRACTOR REGARDING
COMPENSATION UNDER CLAUSE 2 (IN CASE CONTRACT IS DETERMINED
UNDER CLAUSE 3)
To
Name & Address of the contractor
………………………………………………….
………………………………………………….
Sub: Show Cause against agreement No ……................ for the work
…………………................
Dear Sir(s),
The date of completion for the above mentioned work was ......... as stipulated in the
agreement number …………………………………… for the work of
………………………………
Extension of time for completion of the above mentioned work was extended by
the Engineer-in- Charge vide his letter no………… up to …….under clause 5 of the said
agreement without prejudice to the right of the Board to recover compensation in
accordance with the provisions of Clause 2 of the said agreement (Delete this Para if work
was determined before stipulated date of completion)
The work entrusted to you under the agreement referred above could not be
completed within stipulated/ extended (strike out whichever not applicable) date of
completion and the work has been finally determined under clause 3 vide letter dated ……
under the provisions of clause 2 of the above said agreement you have rendered yourself
liable to pay compensation.
Therefore, I, in exercise of the powers conferred on me by the aforesaid agreement,
for and on behalf of the Board, hereby give you notice to show cause within
……………….. to my satisfaction that why compensation should not be imposed upon you
under the provisions of clause 2 of said agreement for your failure to complete the work by
the stipulated date of completion/extended date of completion (strike out as the case may
be). Please note that in case no cause is shown by you within the stipulated period or the
cause shown is not to my
satisfaction, I shall take such actions against you as are contemplated under Clause 2 of the
said agreement without further notice.
Yours faithfully
…………………. Engineer
Note: While determining the contract under any of the sub-clause (i) to (xi) of clause
3 for causesother than the causes as mentioned above (viz. wrongful delay or
suspension of work or slow progress) suitable modifications may be made.
ANNEXURE – 4/9
SHOW CAUSE NOTICE UNDER CLAUSE 3 OF THE AGREEMENT
To
......................
......................
Sub:- Name of work...............................................

Agreement No………………………………..
Dear Sir(s)
WHEREAS it appears to the undersigned that by reason of your wrongful delay or
suspension of work or slow progress, the work entrusted to you under the agreement
referred to above will not be completed/has not been completed (strike out whichever not
applicable) within the stipulated/extended date of completion. (strike out whichever not
applicable).
Therefore, I, in exercise of the powers conferred on me by the aforesaid agreement
hereby give you notice to show cause within.....................................................................to
my satisfaction why an action under clause 3 (a) and (b) of the above agreement will not be
taken against you on account of the breach of contract on your part. Please note that in case
no cause is shown by you within the stipulated period or the cause shown is not to my
satisfaction, I shall take such actions against you as are contemplated under Clause 3(a)
and (b) there under of the said agreement and/or other clauses thereof,without further
notice.
Yours faithfully,
…………………….Engineer
ANNEXURE – 4/10
NOTICE ON FINAL ACTION UNDER CLAUSE 3 OF THE AGREEMENT
To
(Name & Address of the contractor)
………………………………………………….
………………………………………………….
………………………………………………….
………………………………………………….
Dear Sir(s),
Whereas under Clause 3 of the aforesaid agreement the Engineer-in- Charge shall
have powers to take action under clause 3 in the event of delay or suspension in the
execution of the aforesaid work by the contractor so that in the opinion of the Engineer-
in-Charge (which shall be final and binding) the contractor will be unable to secure
completion of the work by the stipulated/have already failed to complete the work by the
extended* date of completion, whereas you have delayed/suspended the execution of the
aforesaid work and as per the opinion of the undersigned, the Engineer-in-Charge (which is
final and binding), you will be unable to secure completion of the work by the stipulated/
have already failed to complete the work by the extended* date of completion and,
whereas you were served with show cause in this regard under this office no.
………………………dated ………….. but no reply has been given by you so far / your
reply vide letter no …………….received in response to show cause has been considered
carefully but not found to the satisfaction of the Engineer-in- Charge (Strike out
whichever is not applicable, the arguments/facts claimed by the contractor be indicated in
brief) or reply not received by the date. Therefore under powers delegated to me
under sub-clause 3(a) & 3(b), I, ….. the Engineer-in-Charge for the aforesaid work
under the aforesaid agreement hereby
(i) Determine the contract as aforesaid upon which determination your earnest
money deposit, security deposit already recovered and Performance Guarantee
stand absolutely forfeited to the KSEBL and shall be absolutely at the disposal
of KSEBL, and
(ii) Take out such part of the work out of your hand, as remains unexecuted, for
giving it to another contractor to complete the work, and you shall have no
claim to compensation for any loss sustained by you by reasons of your having
purchased or procured any materials or entered into any engagements or made
any advances on account of or with a view to the execution of the work or the
performance of the contract. You are also hereby served with notice to the
effect that the work executed by you will be measured up on
..............................................
for which you are asked to attend for joint measurement failing which the
work will be measured by the department unilaterally in your absence and
result of measurement will be final and will be binding on you.
(iii) You shall not be allowed to participate in the tendering process for the balance
work.
This is without prejudice to Board's right to take action under any other clauses or
sub- clauses of the agreement and to realize Board’s dues and losses and damages
whatsoever under such clauses or sub-clauses.
Yours faithfully,
……………. Engineer
*Score out which is not applicable.
Note: While determining the contract under any of the sub-clause (i) to (xi) of clause
3 for causesother than the causes as mentioned above (viz. wrongful delay or
suspension of work or slow progress) suitable modifications may be made.
ANNEXURE - 6/1
(Refer SOP No.6/6)
PROFORMA FOR WEEDING OUT AND DESTRUCTION OF OLD AGREEMENTS
1) Division…… 4) Executive
……….. Engineer………………
.
2) Circle……… 5) Dy. Chief
…………. Engineer………………
.
3) …………… 6) Chief Engineer
…….. ……………………..
Sl. Nam Agre Date Date of Date Estim Tende % Vr. Amo Audit Remar
No e of eme of complet of ate red Belo No unt para, ks
work nt start ion compl cost amou w/ and of if
No. (Stipula etion put to nt abov date final any
ted) (actua tender e of bill
l) final
bill
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Registered office: Vydyuthi Bhavanam, Pattom, Thiruvananthapuram – 695004. Website:www.kseb.in

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What is the purpose of drafting standard operating procedures for civil works?

What is the purpose of drafting standard operating procedures for civil works?

What are some of the key issues addressed in the standard operating procedures?

What are some of the key issues addressed in the standard operating procedures?

BOKERALA STATE ELECTRICITY BOARD

SOP No. Description Page No.

SOP No. 1/1 Preparation of Budget 1

SOP No.3/6 Execution of Works on EPC Contract Basis 24

SOP No.4/13 Maintenance of Site Documents 48

SOP No.4/15 Outside / Independent Testing Facilities 52

Grant of mobilization advance to the

SOP No.4/19 Physical Measurement Books 54

SOP No.4/22 Test Checking of Measurements 62

SOP No.4/24 Compensation 66

Refund of security deposit in specific nature of

CHAPTER 5 QUALITY ASSURANCE 87

PART III SOPs RELATED TO MAINTENANCE WORKS 95

CHAPTER 7 GENERAL PROVISIONS 95

SOP No.8/1 Advance Payments for Purchase of Stores 97

SOP No.8/2 Receipt of Materials 97

SOP No.9/1 Maintenance of Asset/ Building Register 98

Annexure No. Description SOP No. Page No.

Annexure No.3/10 General guidelines for SOP No.3/8 140

Annexure No.4/4 Form of application by the contractor SOP No.4/23 149

Guarantee bond to be executed by

Proforma for Show cause to the

SOP No.1/1: Preparation of Budget

SOP No.1/2: Addition of New Instruments of Services/Works in the mid of

SOP No.1/4: Submission of Audit paras relating to Internal Audit/CAG

Engineer forwards the same to the audit wing.

4. Audit wing after vetting submit the same to Director ( Finance).

SOP No.2/1: Requisition, Team Formation, Framing Enabling Estimate

SOP No.2/5: Accord of Technical Sanction

SOP No.3/1: E-Tendering

10. Processing of Bids

SOP No.3/2: Restricted Tenders

SOP No.3/5: Manual Tendering

SOP No.3/6: Execution of Works on EPC Contract Basis

3. The concept design, preliminary drawings and specifications based on detailed

SOP No.3/8: Notice Inviting Tenders (NIT) in Single Bid System

SOP NO.3/9: Notice Inviting Tenders (NIT) in Two/Three Bid System

4. Common Procedures for 1, 2 and 3 above

SOP No 3/10: Debarment of Contractors with blemished record

SOP No.4/4: Procedure for Conducting Negotiations

SOP No.4/5: Acceptance of Tenders

SOP No.4/7: Acceptance of Tenders by the Board

SOP NO.4/8: Co-ordination at Construction Stage

SOP NO.4 /9: Responsibility of Officers for Quality of Work

SOP No.4/10: Responsibilities of Officers with regard to Labour Regulations

SOP No.4/11: Periodic Inspection of Works

SOP No.4/13: Maintenance of Site Documents

SOP No.4/16: Grant of mobilization advance to the contractors for

SOP No. 4/19: Physical Measurement Books

SOP No.4/20: Recording measurements for earth levelling work

SOP No. 4/21: Advance Payment

SOP NO.4/24: Compensation

SOP No.4/25: Inspection of works for issue of Completion Certificate

SOP No. 4/28: Refund of security deposit in specific nature of work

SOP No. 4/29: Court Cases and Judgment in Court Cases