Para Brief Details

No.
APPENDIX-I (List of Controlling Officers)

(1) Chief Engineer, Roads

(2) Chief Engineer, National Highways & Projects
(3) Chief Engineer, Public Health
(4) Engineer-in-Chief, Irrigation
(5) Chief Engineer, Electricity-cum-Chief Engineer, Electrical Project
(6) Chief Engineer, Upper Kolab
(7) Chief Engineer, Rengali, Gohera & Samakoi Projects
(8) Chief Engineer, Minor Irrigation
(9) Chief Construction Engineer, Upper Indravati Projects
(10) Chief Construction Engineer, Rengali Irrigation Project.
APPENDIX-II Record of Measurement
A Measurement Book

(a) Payments for all works done otherwise than by daily labour and supplies received (except for stock-
when the maintenance of goods received sheets is in force) (See Para 7.2.5 of C.P.W.A.Code, should be
made on the basis of measurement recorded in Measurement Book in form 23. the pages of each
Measurement Book are machine numbered. The Measurement book should be considered as a very
important primary record. All the Measurement Books belonging to a division should be numbered
serially and entered in a Register maintained in Form 92 in the Divisional Office showing the serial
number of each book, the name of the Sub-division to which issued, the date of its issue and the date of
its return, so that its eventual return to the Divisional
Office may be watched. A similar register should also be maintained in the Sub-divisional Office
showing the names of the Ex-Sub-Divisional Officer and Sectional Officers to whom measurements
books are issued Sub-Divisional Officers are responsible for the safe custody of all measurement Books
in their charge. Completed Measurement Books should be returned within a month from the date of
completion and books no longer in use should be returned within fifteen days after a lapse of two years
from the date of issue to the Divisional Office where they should be recorded with the same care as it
bestowed on Cash Books and other important accountant records.

(b) No measurement book shall remain in use for a longer period than two years. It must at the
expiry of this period be returned for final record. But, if any book is then found to contain a large
number of black pages, it may be reissued by the Divisional Officer recording the fact in the Register of
Measurement Book.

B. Detailed Measurements

In recording detailed measurements, the, following general instructions should be carefully

observed.

(a) Subject to such subsidiary orders, instructions as may be issued by the Government, detailed
measurements should be recorded in their own hand by Sub-Divisional Officer and Sectional Officer in
charge of the works to whom measurement books have been supplied for the purpose. (In important
cases the divisional Officer may record the measurements where necessary).

(b) All measurements should be neatly taken down with indelible pencil or pen in a
measurement, book issued for the purpose and no where else.

© Each set of measurements should commence with the entries stating.

(i) In the case of bill, for work done-

1. Full name of the work as given in the, estimate
2. Situation of the work
 3. Name of the Contractor
4. Number and date of his agreement
5. Date of written order to commence work
6. Date of actual completion of work, and
7. Date of measurement
(ii) In the case of bills for supply of materials-
1. Name of the Supplier
2. Number and date of his agreement or order
3. Purpose of supply
4. Date of written order to commence supplies
5. Date of actual-completion of supplies, and
6. Date of measurement

and should end with the dated initial of the person making the measurement. A suitable abstract should
then be prepared which should contain in the case of case of measurement for work done, the total
quantities district item of work relating to each sanctioned sub-head.

(d) As all payments for work done or supplies made are based on the quantities recorded in the
measurement book, it is incumbent upon the person taking the measurements to record the quantities,
clearly and accurately. He will also work out and enter in the measurement book the figures in the
“contents or area column”.

If the measurements are taken in connection with a running contract account, on which work has
been previously, measured, he is further responsible.

(1) That reference to the last set of measurements is recorded and

(2) That if the entire job or contract has been completed, date of completion is duly noted in the
prescribed place, vide clause © above. If the measurements taken are the first set of the measurements
on a running account, or the first and final measurements, this fact should be suitably noted against the
entries in the measurement book and in the latter case, the actual date of completion noted in the
prescribed place.

(e) In the measurement book, whose pages are machine numbered; entries should be recorded
continuously and no blank page left or page torn out. Any page left blank, inadvertently, should
cancelled by diagonal lines, the cancellation being attested and dated. No page should be removed from
the measurement book.

(f) The entries should ordinarily be made in ink; when this is not possible, the entries should be
made indelible pencil and the pencil entries should not be inked over, but should be left untouched.

The entries in the contents or area should however, be made in ik in the first instance. No entry
should be erased. If a mistake is made, it should be corrected by crossing out the incorrect words of
figures and inserting the corrections, the correction thus made being initialed and dated by the officer
concerned. When any measurements are cancelled, the cancellation must be supported by the dated
initials of the officer ordering the cancellation by a reference to his orders initiated by the officer who
made the measurements the reasons for cancellation being also recorded. A reliable record is the object
to be aimed at, as may it have to be produced as evidence in a Court of Law.

(g) Each measurement Book should be provided with an index which should be kept up-to-date.

(h) When Measurements are taken by two or more officers jointly, the entries should always be
recorded and signed by the senior most officers.

(i) Recording of measurements for earth work and other type of works by leveling and cross
sections.

(j) In case of measurements by leveling and cross sections, level are to be recorded in level
books and measurements derived there from are to be recorded in the measurement books. The level
books should renumbered, accounted for and handled like Measurement Books.

(ii) Before starting the earth work, original ground levels should be recorded in the books in the
presence of contractor or his authorized representative and should be signed by him and the
departmental officer who records the levels. All the local mounds and depressions should be indicated
clearly in the drawing and field level book and should be checked by Sub- divisional Officer/ Divisional
Officer before leveling is started.

(iii) A suitable base line should be fixed with permanent masonary pillars at distances not
exceeding 500 ft., to provide a permanent reference line for facilitating check. The base line should be
entered in the level field book with c0-ordinates these base lines should be maintained till final payment
for the work has been made.

(iv)While recording levels, it should ensured that the circuit is closed by taking final level of the
starting point or any other point, the R.L. of which was previously determined. This procedure should be
followed so as to ensure accuracy of levels taken, as these levels can not be check measured
subsequently.

(v) Plans showing the initial levels, locations of bench marks and its reduced levels, should be
prepared and signed by both the parties and attached to, the agreement before commencement of the
work. The S.D.O. should exercise test-check to the extent of 50% and the Divisional Officer to the
extent of 10% when the value of an items of work exceeds Rs. 25,000. The test-check of levels should
be carried out independently by each officer on a separate page and readings for the reduced levels
should be recorded in the same level book in the red ink against the old levels which should be neatly
scared out, where necessary. If the test checking carried out reveals serious mistakes in the original
levels, these should be taken or retaken and rechecked. The test check by an officer should be as
representative as possible for the entire work done.

(vi) On completion of work, the levels should again be recorded in the level book and the
contractors signatures obtained. These levels should also be test checked by the Sub-Divisional Officer/
divisional Officers to the same extent as indicated above 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 indicated above.
The formation levels as per final execution of the work should be compared with the proposed
formation level and work got rectified with tolerance of plus/minus.
 (vii) In case of large scale leveling works involving earth cutting and filling and accurate site
plan should be prepared before the work is commenced. The portion requiring cutting and filling shall
then be divided into squares and corresponding squares in to filling, which are complementary to the
squares in cutting given the same numbers. A table may be written upon the plan showing leads
involved between the various complementary squares. This would form a lead chart for the work to be
done. Before the work of leveling is commenced, the lead chart shall be checked by a responsible
officer in presence of the contractor or his authorized representative and signature shall be obtained the
same. This should form an integral his part of the contract and should be duly signed by both the parties
before commencement of the work. The quantity payable for earth work shall be lower of the quantity
derived from cutting or filling. The payment for lead shall be based on lead chart prepared in the
aforesaid manner.

(viii) In case of earch to be imported, the area from where the earth is to be imported, should be
carefully pre-determined before the state of the work and where feasible, average lead should be worked
out and stipulated in the tender. After this is determined, initial levels of this area should be recorded
along with the initial levels of the area to be filled. The levels should be properly checked during the
progress of work and on completion, measurements of earth work should be recorded in both places to
determined correctly the earth excavated and carted. Payment for the earth work shall be made on the
basis of the lesser of the quantity in filling or cutting, Distance between the two places should be
measured correctly which should be test checked.

(ix) Similarly procedure should be followed while recording measurement of disposal of earch.

(x) In case of borrow pits measurements and stack measurements of earth, the place of
borrowing of disposal, may be recorded clearly so that the leads and lifts can be verified.

(xi) For measurements of tunnel excavation work area is to be determined with reference to the
graph sheets and accordingly the following subsidiary records need be maintained and handled like
measurement books as basic records.

(1) Ordinate Book

(2) Graph sheets

(3) Calculation Register

The measurement at each chainage is to be recorded in the ordinate book. With reference to
measurements so recorded in the ordinate book, graph sheets are to be prepared for each chainage, from
the data so available in the Graph sheets, the detailed calculations have to be recorded I the calculation
register and then completed to arrive at the total area in respect of each chainage which should be taken
to measurement book.

(j) The Sub-Divisional Officer should measure all important works(Like foundation,
reinforcement concrete, and any other underground works and items having very high unit rates)
himself, which owing to there situation can not be subsequently checked. The items usually attract high
unit rates are given in the annexure.

(k) the measurement for extra items should be recorded irrespective of the fact whether rates for
such items have been settled or not.

(l) In case of items like dewatering etc which are not susceptible of measurement subsequently
the Divisional Officer should be take steps to keep necessary account of the labour, machinery etc
engaged in the work.

(m) Works estimated to cost over Rs. 20,000 carried out by daily labour or piece work/ job work

(i) In cases of works estimated to cost over Rs. 20,000 and which are carried out by daily labour
or piece work, the Divisional Officer should from time to time, at least once take such measurements, as
are necessary to satisfy himself that the total work done is commensurate with the quantities of materials
or work paid for up-to-date.

(ii) The Divisional Officer should certify, once at least during the execution of work, with check
measurements when possible, (e.g. in the case of in masonry works or excavation) or without check
measurements when such are not possible (e.g. in the case of dewatering foundations etc.) that he is
satisfied that the work done is commensurate with the expenditure incurred.

(n) In the case of Departmental work, final measurement should be taken by the Sub-divisional
Officer.

(o) (i) On completion of the abstract, the book should be submitted, to the S.D.O. who should
scrutinize the entries in the measurement Book relating to description and quantities of work or supplies
and the calculation of contents or area should be checked arithmetically under his supervision. The Bill
and the M.B. should be submitted to the S.D.O. who should enter the rates allowed either in the abstract
of measurements or in the hill itself and then after comparing the two sign of the bill and the M.B. at he
end of abstract. When a bill is paid for work done or supplies made every page containing the detailed
measurements must be invariably scored out by a diagonal rend ink line. Quantities entered in the
measurement books should be clearly traceable into the vouchers and a reference to the vouchers in
which they are entered, as well as the date of payment should be given in the measurement book by
writing in red ink at the end of the abstract of quantities.

(ii) Any correction in quantities or rates made in the Sub-divisional Or divisional Office should
be written in red ink and brought to the notice of the Sub-divisional Officer or the Divisional Officer as
the case may be, and of the person recording the original measurements. In the case of final bills,
payment should be deferred until the corrections have been accepted by the person making the
measurements.

(iii) Measurement books should invariably accompany the bills and accounts to which they refer
and in no case should measurement sheets or extracts from measurement books be accepted as a
substitute for the books itself; they should be scrutinished and checked in the Divisional Office by
divisional Accountant or his assistants and immediately below the total of each set of measurements on
enforcement should be made connecting the entries with the bill, cash book vouchers and work abstracts
in which the quantities are taken into, account the enforcement should invariably be initialed and dated
by both the Divisional Accountant and the Divisional Officer. For works located at a distance from the
Divisional Head Quarters alternate measurement books may be used so that measurements may be made
in the second book, whilst the other is in the Division Office. For large works, two or more sets of
measurement books may be used if considered necessary.

(p) (i) In case of works of repetitive type the measurements for each building should be recorded
separately and this should not be dispensed with merely on the ground that the works are of repetitive
nature.

(ii) In case of measurement for materials, these must be recorded from the result of actual
measurement or contained not simply copied from the bills received from the supplier.

(iii) Each set of measurement for materials, these must be dated by the officer by whom it is
actually made and the signature of the contractor obtained in taken of acceptance by him of the recorded
measurements. The contractor must furnished claim or no claim certificate at the time of acceptance of
measurement. Of no such certificate is furnished, claims will not be entertained subsequently. The
signature of the clerk who checks the calculations in the measurements should be recorded in English as
far as possible. When they are recorded in regional language this should be translated into English over
the signature of the Sub-divisional Officer.

(q) Public works officers should see that the sub-ordinate who gets the works executed, records
the measurements immediately after the works are completed so as to prevent loss to Government due to
the work becoming not susceptible of measurement after a lapse of time.

C. Final Measurement
 Final measurements for all works should be most carefully recorded on the lines indicated
below. The Sub-divisional Officer should personally inspect all works of any magnitude before
authorizing or recommending final payments in connection therewith.

(i) Final measurement of works estimated to cost Rs. 50,000 and more should be taken and
recorded by the Sub divisional officers-themselves and checked by Divisional Officers during
inspection.

(ii) Final measurements of work costing less than Rs. 50,000 and of all repairs (including annual
and special repairs of roads and channels) whatever be the cost, may be taken by the Sub-Assistant
Engineer/ Junior Engineer.

(iii) As failure to take measurement of earth work pits in time creates a position in which either
the Government or the contractor suffers, it is necessary to take effective measures to ensure that final
measurements of earth work are taken before the concerned pits ae ploughed or obliterated by rain,
flood, etc. the Divisional Officer must, therefore, make arrangements to take final measurements of
earth work as soon as it is completed but in any case before the commencement of the rainy season.

D. Measurement by Superior Officers

Every opportunity should be taken by the Sub divisional Officers and Divisional Officers to
check the accuracy of the measurements recorded by the subordinate officers. The object of check
measurement is to detect errors in measurement and to prevent fraudulent entries and also to see that the
specification has been faithfully maintained. Check measurement should, therefore be conducted with
discretion and method, those items being selected, which appear obviously incurred or which would
most seriously affect total amount of bill and the soundless of the structure.

(i) The Sub Divisional Officer should check measure not less than 50 percent of the
measurements of item made by Junior Engineer Sub-Assistant Engineer, in respect of works costing Rs.
2 Lakhs ( Rs. 30,000 in respect of internal public Health and Electrical installations) so as works costing
less than Rs. 2 lakhs (less than Rs. 30,000 in respect of internal public Health and Electrical
installations) are concerned, 50% of the measurement of important and costly items should be check
measured. This check should cover both running payments and final bills.

(ii) Similarly, the divisional Officer must check measure 10 percent of the measurements of
important and costly items (judged by their money value) in respect of works costing more than Rs. 2
Lakhs (More than Rs. 30,000 in respect of internal public Health and Electrical installations). As regards
works costing less than Rs. 2 Lakhs ( More than Rs. 30,000 in respect of internal public Health and
Electrical installations), not less than 12 of his more important works should be checked measured, the
work so measured must not be less than 5 percent of the measurement judged by their money value. As
far as practicable work of check measurement should be spread throughout the year covering all the
Sub-divisions and sections of the Divisions.

The check should cover both running and final bills. The Divisional Officer should particularly
check measure extra items an items in respect of which the executed quantity has exceeded the original
quantity by more than ten percent.

(iii) So far as check measurement of stores are concerned, apart from the check measurement of
actual quantity. The quality of materials should be tested in the Control and Testing Laboratory where
necessary, to ascertain if the stores are as per prescribed specifications. The Sub-divisional Officer
should check measure materials in respect of 50 percent of the bills received during financial year
subject to the condition that the check so exercised should not be less than 50 percent of the quantity of
materials received during the year. The Divisional Officer should check measure materials in respect of
10 percent of the bills, the value of which is Rs. 50,000 or above. This is subject to the provision that the
should check measure at least 10 percent of the quantity of materials received during a financial year.

For this purpose the quantity received in a bill should not be split up for the purpose of check
measurement.

In respect of stores of Sub-Divisions the Sub-Divisional Officer should check measure cent
percent of the quantity of materials received during a financial year. The Divisional Officer who is
exclusively in charge of Stores Divisions should check measure the quantity of materials in respect of
20 percent of the bills, subject to condition that the checks so exercised should not be less than 20
percent of the quantity of materials received during a financial year.

(iv) A register of check measurement should be maintained at the Sub-Divisional and Divisional
office in the prescribed form.

(v) The check measurement referred to in the above paragraph should be carried out before
payment is made.

(vi) Check measurement of earth work should be conducted without delay, but in any case
before the commencement of the rainy season.

(vii) Check measurement of such items of work, which due to their situation can not be
subsequently checked, should be conducted without delay and before the works are covered. (Also see
Rule 1 of 8 detailed measurements).

(viii) The check measurement referred to above should be carried out with reference to final
measurement of works as a whole and not with reference to each running bill.

(ix) When check measurements are taken, it is not necessary that they should be recorded in a
separate measurement book but the checking officer should clearly indicate in the original measurement
book, by putting his initials against each item checked and recording a certificate “items initialed have
been check measured and found correct” at the end of each set of measurement above his dated
signature, if his measurements agree with the original ones should there be any serious difference, a note
explaining the discrepancies should be recorded in the measurement book. A collective record of all
checks carried out from time to time should be prepared at the end of the each measurement book in the
following tabular form:-

(i) Date of Check

(ii) Page recording measurements subject to test check
 (iii) Value of measurement checked
(iv) Result of check exercised
(v) Dated initials and the designation of the checking officer

All entries must be made in the ink or in indelible pencil.

(x) The rules do not prohibit any superior officer check measuring the measurements for check
measurements recorded by a subordinate officer, when considered necessary.

(xi) The superintending Engineer must see that these instructions are duly observed by the
Division Officers.
E. Rules for Recording
Standard Measurements and the
Upkeep of Standard Measurement Books

(i) The standard measurement books are maintained to record the measurements of permanent
standing in a building and are required to be brought up-to-date from year to year on the basis of
additions, etc. These are used for preparing the repairs estimate for work repeatedly carried out in the
repairs of buildings (such as white washing colour washing, paint washing and distempering) and
contractors bill for such repairs so as to avoid taking detailed measurements on each occasion.

(ii) The entries of measurements and abstracts thereof should be recorded legibly in ink,. It
should either be written by the Sub divisional Officer himself or Sectional Officer under his orders.
Each set of measurements taken by the Sectional Officer should however, be fully checked by the Sub-
divisional Officer after which it should be examined by the Divisional Officer and declared in writing in
the book itself as finally approved by him for the purpose of preparing annual repairs estimates and
contractors bills for work done. Until this is done, the book will not be assigned a number and will not
be entered is the register of standard measurement books. Any correction necessary should be attested
by the Divisional Officer.

(iii) the books should be numbered in an alphabetical series so as to be readily distinguished

from ordinary measurement bookstand should be entered in separate pages in the divisional register of
measurements books.

(iv) Certified copies of measurement books relating to work in charge of Sub-divisional Officer
should be sent to them to kept in their personal custody and noted on separate pages of sub-divisional
register of measurements books.

Note- Duplicate copies may be dispensed with, when sectional Sub divisional and Divisional
Officer are all in the same place.

(v) For the use of Sectional Officers, standard measurement of each work copied in loose sheets
and signed by the Divisional Officer should be sent to the Sub- Divisional Officer who will issue them
the Sectional Officers concerned.

(vi) When corrections have to be made owing to additions or alterations in buildings, the
Divisional Officers concerned should be make the corrections in their copies of measurement Books. At
the same time they should intimate the Sub-Divisional Officers who will correct the books in their office
under their initials. The copies with the Sectional Officers, in which corrections have to be made, should
be called for by the Divisional Officers and corrected under their initials and then returned.

(vii) the Divisional Officer are required to exercise check over completion of standard
measurement books from time to time by personally examining each book at least once a year. The
scrutiny, inter alia, includes verification with Registers of standard measurement Books, accounts of
expenditure and the record of connected measurements relating to estimate for addition, alterations, etc.

(viii) On the 30th April each year, Divisional Officers should sent certificates to their
Superintending Engineers that all the standard measurement books in their Divisions have been
inspected by them, that the entries there have not been tampered with, and that all corrections due to
additions or alterations in the buildings have been made in the books and that the latter are reliable and
up-to-date record.

(ix) When a payment has to be based on standard measurements, the Gazettted Officer or
 subordinate preparing the bill for payment should certify both in the ordinary measurement book and the
bill the whole of the work (since previous running bill as the case may be) as per standard measurements
book the number of which would be quoted) has been done and that it has not previously been billed for
in any shape).

(x) Separate measurement books should be set apart for not in the details of such bills so as to
facilitate the review of payments based on standard measurements.

(xi) All bill so paid should be specially checked in the Divisional Officer with reference to
standard measurements on record in that office.
APPENDIX-III Instructions to regulate Appointment and Conditions of Service Of the Orissa Work Charged
Employees

1. Short title, date of commencement and scope; These instructions may be called the Orissa Work-
Charged Employees (Appointment and Conditions of Service), Instructions,1974.

(2) These instructions shall come into force on such date as may be notified by government in
the Official Gazette.

(3) These instructions shall be applicable to those employees whose pay and allowances are
debitable to the concerned item of work for which they are employed.

Provided that these instructions shall not be applicable to those employees borne on a regular
establishment not with standing the fact that their Pay and Allowances are charged to the items of work
for which they are employed for the time being.

Provided further that these instructions shall not operate to the disadvantage of any workman
who is covered by any Labour Laws or terms of any award, agreement or contract of service and in such
event the relevant provisions of such Labour Laws or terms of any award, agreement or contract of
service shall be applicable to him.
 2. Definitions : In these instructions unless there is anything repugnant) in the subject or context-

(a) Appointing authority : means

(i) the authority who appointed a work-charged employee before the commencement of these
instructions, or
(ii) the authority not below the rank of Executive Engineer who is in-charge of execution of the
work, or
(iii) such other authority as may be notified from time to time by the Government.

(b) “Approved Service” means continuous service including authorized leave.

© “Chief Engineer” Means a Chief Engineer under the control of any of the Department
mentioned in item (g) below.

(d) “Employer” in case of a work-charged establishment which is treated as in industry for the
purpose of Industrial Disputes Act,1947 means such authority as prescribed by the State Government or
where no authority is prescribed, the head of the Department concerned.

(e) “Employee” means work-charged employee.

(f) “Establishment” means works-charged establishment.

(g) “Executive Engineer” means an Executive Engineer under the administrative control of
Works Department or irrigation and Power Department or Housing and Urban Development
Department.

(h) “Government” means the State government of Orissa.

 (i) “Head of Department” means the Government servant mentioned in Appendix-3 of Orissa
Service Code.

(j) “Pay” means an amount drawn monthly by An employee for the post held by him, in the
work-charged establishment and excludes dearness allowance and other temporary additions to the
emoluments granted by Government from time to time.

(k) “Post” means a work-charged post.

(l) “Prescribed Qualification” for recruitment to any work charged post shall be the same
qualifications as prescribed for a corresponding post in the regular establishment. Where there is no
corresponding post in the regular establishment, the qualification. Will be prescribed by the appointing
authority.

(m) “Skilled employee” are those employed in posts notified as “skilled” from time to time by
Government.

(n) “Sub-divisional Officer” means a Sub-divisional Officer under the administrative control of
any Department mentioned in item (g) above.

(o) “Superintending Engineer” means a Superintending Engineer under, the administrative

control of any department mentioned in item (g) above.

(p) “Unskilled employees” are employees other than those notified as “Skilled”.

(q) “Work-charged Establishment” means an establishment where the pay and allowances of the
employees are charged to the item of work which they are employed.
 3. Tenure and condition of appointment: (1) Work charged establishment shall consist of
employees of two categories, namely (1) those employed for actual execution of work and (2) those for
general supervision of a specific work or of sub-works of a specific project or subordinate supervision
of departmental labour, stores and machinery in connection with such work or sub work. When
employees borne on regular establishment are employed on work of this nature, their pay and
allowances should be charged direct to work. If the entertainment of work charged establishment is
contemplated for supervision in connection with any work, the cost should be invariable shown as a
separate sub head of the estimate for that work pay and allowances of those employed for the actual
execution of work should be debited to the concerned item of work.

(2) The employment of a person appointed under the work charged establishment for a particular
work will cease on completion of the work of it can be terminated earlier at any time without assigning
any reason.

(3) The whole of a work charged employee is at the disposal of Government and no overtime
allowance can be claimed on any account.

4. (1) No person below 18 years and above 28 years of age shall be appointed to the work-
charged posts. Provided that in case of Scheduled Castes and Scheduled Tribes, the upper age limit shall
be 33 years subject to relaxation in exceptional cases by the appointing authority.

Note- Of the vacancies 16 percent is reserved for Scheduled Castes and 24 percent for Scheduled
Tribes subject to the condition that they satisfy the minimum standard of suitability for appointment to
the posts.

(2) Retrenched and skilled employees may be given preference for appointment by the
appointment authority.

(3) No person shall be appointment either directly or by promotion to a post if he does not posses
the qualification and experience required for the post prescribed by the appointing authority,
 (4) No persons shall be appointed to a post without a Medical Certificate of fitness from a
Medical Officer of the state Government not below the rank of Civil Assistant Surgeon.

(5) the appointing Authority shall satisfy himself as to the character and antecedents of the
persons appointed to the work charged establishment.

5. Pay and Increment: (1) All employees shall be appointed on the minimum of the scale of
prescribed for the post.

Provided that in the case of skilled or experienced employees, who was drawing pay of a rate
higher than the minimum on the date of appointment under any government, Semi-Government or
Public Sector Undertaking or Corporation, the Head of the Department may fix the initial pay of the
employees at a higher stage in the time scale by allowing advance increments up to two in the
maximum.

Provided further that when the Head of the Department is satisfied that more than two such
advance increments are justified he shall obtain prior sanction of government in the Administrative
Department.

(2) Increment in the time scale of pay shall be drawn subject to satisfactory service.

(3) Service in any post carrying higher scale of pay and leave other than extraordinary leave will
count for increment in the post held by the incumbent.

6. Leave and Leave Salary (1) Any leave as admissible under these instructions may be granted
the appointing authority.

(2) Leave can not be claimed as a matter of right. When exigencies of public service so require
discretion to refuse or revoke such leave is reserved to the appointing authority.

(3) Subject to the approval of the Sub-Divisional Officer a person belonging to the work-charged
establishment may avail of casual leave upto a maximum of 10 days in a calendar year. The Divisional
officer may in his discretion grant special casual leave to an employee up to a maximum of 5 days in a
calendar year. Casual leave can be combined with special casual leave of Gazetted public holidays or off
days as admissible but the total period of absence of an employee on casual leave, special casual leave,
holidays and off days shall not exceed days of a time.

(4) Leave may not be granted to a member of such establishment without production of a
Medical Certificate signed by a Medical Practitioner with qualification not less than that of a Civil
Assistant Surgeon of the State government. It must be certified therein that the applicant is unfit for duty
an account of ill health and the period for which leave is recommended must be definitely stated.

(5) Leave may be granted to one month for each year of approved service under Government,
subject to a maximum of three months of any one time. Provided that no leave may be granted unless
the applicant has rendered approved service under government for at leat three years continuously.

(6) Leave salary shall be equal to half the pay drawn at the time of taking leave, provided that in
the case of a person to whom the Workmen’s compensation Act,1922 applies the amount of leave salary
payable under this clause shall be reduced by the amount of compensation payable under Section 4(1) D
of the said Act.

(7) Before returning to duty the employee shall be required to produce a Medical certificate,
signed by a Medical practitioner with qualification not less than that of a Civil Assistant Surgeon of the
State Government stating that he is fit to return to duty.

(8) Maternity leave may be granted to women employees up to a maximum of 6 weeks provided
that leave salary for the period of maternity leave shall be at the rate equal to half the pay drawn at the
time of proceeding an such leave.

(9) The sanctioning authority may not insist on production of Medical certificate in the case of
casual leave, special casual leave or maternity leave.
 7. Holidays (1) All employees are eligible for one day off on full pay in a week either on Sunday
or on any other day in that week to be reckoned from Monday. They will also be eligible to avail of
Second Saturday of each month subject to the condition that the Officer-in-charge of the work market
subject to the condition that the Officer-in-charge of the work makes roster arrangement for smooth
implementation of the work during this holiday and the ceiling fixed for

the plan and non-plan projects do not go up because of an employee availing this holiday. They will
further be eligible to avail of gazetted holidays not exceeding fifteen days in a calendar year as detailed
below.

1. Makarsankranti One day

2. Republic Days One day
3. Siva Ratri One day
4. Muharam One day
5. Holi One day
6. Ganesh Puja One day
7. Biswakarma Puja One day
8. Durga Puja and Dasahara Four days
9. Mahatma Gandhi’s Birthday One day
10. Kumar Purnima One day
11. Diwali One day
12. 15th August (Independence day) One day.

(2) The work-charged employees may avail of either the first day of May (May day) or
Prathamastami as Optional Holiday.

(3) They may also avail of local Holidays declared by the Revenue Divisional Commissioner
concerned.

8. Savings: Employees, whose conditions of service, leave, etc, are regulated by specific
enactments like the industrial Disputes Act or Factories Act shall be governed by the relevant provisions
of those Acts. Paragraphs 6 and 7 of those instructions will be applicable only to those employees, who
are not covered under specific enactments.

9. Traveling allowances- Traveling allowance may be granted to an employee who is transferred

in the exigencies of public service. Such allowance shall be limited to actual traveling expenses, the
amount of which shall be determined by the appointing authority, but in no case such actual traveling
expenses shall exceed the amount admissible under the Orissa T.A.Rules.

10. Advances- the employees may be allowed bicycle and festival advances by the appointing
authority at his discretion who will also determine the terms and conditions of such advances according
to individual circumstances but in no case such terms and conditions shall be more liberal than those
prescribed for temporary Government servants.

11. Contribution to Provident Fund- All employees covered under the Employees provident
Fund Scheme shall contribute regular to the Employees Provident Fund after completing one year of
service. Such of the employees who are not covered by the Employee’s provident Fund Scheme shall
contribute regularly to the Contributory provident Fund after completion of one year of service.

12. Maintenance of service Rolls- Service Rolls of the employees shall be maintained in the
forms as will be prescribed.

13. Medical Aid- Free medical aid shall be given to all employees who may also be given
reimbursement of the cost of medicines to the extent to be determined by the Appointing Authority in
individual cases.

14. Retirement- the work-charged employees shall ordinarily be retained in service up to the age
of 60 years.

Provided that the work-charged employees can be required by the appointing authority in public
growth to retire at any time before attaining the age of 60 years on one month’s notice or one month’s
pay in lieu thereof.

15. Gratuity- the employees shall be allowed gratuity of the rate of half a month’s pay for every
completed year of service subject to the maximum of 15 month’s pay on retirement invalidation except
where it is caused by intemperance and death while in service subject to the condition that this
concession shall be allowed only to those employees who have rendered continuous service for a
minimum period of 10 years. Pay for this purpose shall be the pay last drawn.

Provided total employees whose service conditions are governed by special enactments or labour
laws would be entitled to gratuity as provided under such special enactments or laws, and not under the
above instructions.

16. Misconduct- The acts and omissions mentioned below by an employees shall constitute
misconducts and shall punishable under these instructions.

1. Willful in subordination or disobedience either individually or in combination with another or

others to any lawful order of a superior.

2. Striking work or inciting others to strike work with another or others in contravention of any
law or any rule having the force of law.

3. Stay-in strike.

4. Adoption of slow tacts or abetment or instigation thereof.

5. Theft, fraud or dishonesty in connection with the establishment’s work or properly or properly
of the employees.

6. Taking or giving bribe or an illegal gratification whatsoever including corrupt practices.

7. Habitual late attendance

 8. Habitual breach of any standing orders or any other rules of the establishment.

9. Negligence or neglect of daily; malingering or sleeping during duty hours.

10. Sabatage or willful damage to or causing loss of the establishment’s goods or property or any
irresponsible action resulting in damage to any goods or property of the establishment.

11. Drunkenness, disorderly, insolent or indecent behavior or any acts subversive of discipline,
on the premises of the establishment or at the place of employment or in course of performance of duty.

12. Conviction by a Court of law for a criminal offence involving violence or moral turpitude.

13. Loitering, during duty hours.

14. Unauthorized absence from the place of duty.

15. Acceptance of gifts or presentation exceeding Rs. 20 in value from others exceeding close
relations of the family without permission of the head of office.

16. Borrowing money from subordinate employees.

17. Unauthorised use or unauthorized occupation of the Government Quarters or land.

18. Gambling within the establishment’s premises

19. Quarrelling and fighting in the establishment premises

20. Smoking in non-smoking areas of the establishment’s premises

 21. Furnishing false information regarding one’s name, father’s name, age, qualification,
previous service, address, etc at the time of employment and in the course of normal work.

22. Failure to carry out work in accordance with the instructions given by the officers of the
establishments or through delegated authorities.

23. Hiding away or attempting to hide away any articles or materials of the establishment.

24. Failure to report at once to his superior any defect which the employee may notice in any
equipment connected with his work.

25. Refusal to accept charge sheet, order or any other official communication issued by a
competent authority.

26. ‘Gheroo’, ‘dharana’, hunger strike, protest, fast and, work to rule.

27. Mass casual leave or earned leave.

28. Approaching government and any higer authority without permission of the appointing
authority in connection with the terms of his employment, non-employment, transfer, promotion,
denotation or disciplinary action.

29. Association with or being a member of any political or communal party or organization or
subscribing in aid of or assisting in any other manner any political or communal movement or activity.

30. Canvassing or interfering or participating otherwise than by voting in election to parliament,

legislative Assembly or local Authorities in which he has a right to vote.
 31. Except with the previous sanction of the head of office, owing wholly or in part, conducting
or participating in editing or managing of any newspaper, periodical or publication, radio broadcasts or
contributing any articles or writing any letter to any newspaper or periodical.

Provided that no such sanction shall be necessary if such contribution to any newspaper or
periodical is on a purely literacy, artistic or scientific subject and of occasional character.

32. Engaging directly or indirectly in any trade or business or undertaking and employment with
the exception of honorary work of, a social or charitable nature or occasional work of literacy, artistic or
scientific character.

33. Acquiring or disposing if any immovable property by lease, mortgage, purchase, sale, gifts
or otherwise either in his own name or in he any member of his family or a benamidar without the
previous sanction of the Head of the Department when any such transaction is conducted otherwise than
through a regular or reputed dealer.

34. Entering into any transaction by way of purchase sale or otherwise concerning any property
exceeding in value of Rs. 200 otherwise than through a reputed dealer, without prior permission of the
head of office.

35. Failure to furnish true and complete declaration of assets in accordance with prescribed
instructions.

36. Misuse or careless use of amenities provided for him by the establishment to facilitate
discharge of his duties.

37. Willful absence from duty after expiry of leave.

38. Any other act or omission, which in the opinion of the appointing authority, affends against
the norms of decency, normality, discipline or loyalty to the Union or the State government.
 39. Furnishing false information in the application for post on the basis of which he is appointed.

17. Penalties- (1) The following penalties may be imposed by the appointing authority an on
employee for misconduct as defined in paragraph 16 :

(i) Fine
(ii) Censure
(iii) Withholding of increments or promotion.
(iv) Recovery from pay of the whole or part of any pecuniary, loss caused to government by
negligency or breach of orders.
(v) Suspension
(vi) Reduction to a lower service, grade or post or to a lower time-scale or to a lower in a time-
scale,
(vii) Compulsory retirement
(viii) Removal from service, which shall ordinary di-qualification for future employment.
(ix) Dismissal from service which shall ordinarily be disqualification for future employment.

(2) When the appointing authority is satisfied that there is prime facie evidence or any allegation
detailed in paragraph 16 of these instructions against a work charged employee he shall frame charge of
such allegation against the delinquent and shall communicate a copy thereof together with: the copies of
the documents, if any, on which the charging for the explanations in writing of the delinquent within a
period of not less than 15 days from the date of receipt of such charge.

After due consideration of such explanation as the delinquent may after the appointing authority
may, if he finds the delinquent guilty of the charge, come to a tentative decision as to the punishment to
be imposed on the delinquent and shall issue notice to the delinquent to show cause within a period of
not less than 15 days from the date of receipt o such notice as to why the tentative decision shall not be
made absolute. After careful consideration of the cause shown, if any by the delinquent, the appointing
authority shall take the final decision in the matter of punishment to be imposed on the delinquent.

Provided that if any oral evidence is required to be taken the same shall be taken in presence of
the delinquent.

(3) The services of an employee may also be terminated by the appointing authority in the
following cases.

(a) On his attending superannuation,

(b) For continuous absence on grounds of ill health for one year or more
© On an employee being declared medically unfit.

(4) The services of an employee appointed as a substitute against a suspensioner leave vacancy
may be terminated at any time during such period by giving 7 days notice or 7 days in lieu thereof,
irrespective of whether the principal employee has or has not returned to duty.

(5) The services of employees who are governed by special enactments are liable to be
‘terminated’ otherwise than by way of punishment, as provided in such enactment in addition to the
special sub-para (1,2 &3) above.

Notes- Paragraph 17- read with section 110-A of Motor Vehicles Act 1939- the disciplinary
authority adopted an untenable procedure by absolving themselves of the duty to hold on inquiry-
Nature of inquiry would vary from case to case depending on the facts and circumstances- The
allegation in the facts and circumstances could only be established by adducing evidence, either oral or
documentary, I the enquiry- No such attempt was made-hence determination of petitioners liability is
contrary to law and principles of natural justice-Order of disciplinary authority quashed.
62(1986) CLT 149

18. Appeal-(1) No appeal shall lie against any order made by the appointing authority imposing
the penalty of fine or censure.
 (2) Appeal against orders imposing penalties other than those of fine and censure shall lie before
the authority next higher to the appointing authority and the decision of such authority shall be final.

(Based on P. & S. Department Resolution No. 9488, Dated the 18th June, 1974)
APPENDIX-IV Guide Lines for Preparation of Estimates for different Types of Works
A. General

Reports on estimates must contain the following information in a brief and lucid form

(a) History- Particulars relating to intimation of and reasons leading up to the proposal and its
general purpose including reference to previous correspondence documents and specifications where
necessary.

(b) Design- A description of the original proposals and those finally adopted particularly with-
regard to location, sitting and design also with reference to specifications, calculation and drawings
where necessary.

© Scope- An explicit statement as to what work is and is not, covered by the estimate, also
reference as to what arrangements are being made for any portions which are not included in the
estimates.

(d) rates- Particulars as to how the rates have been arrived at, giving reference to the standard
schedule of rates and also to the details accompanying the estimates which necessary, with any special
explanation connected therewith.

(e) Cost- Cost of the work and comparison with the amount originally provided under any
previous administrative sanction, or detailed estimates in case of revision.

(f) Method- the method proposed for carrying out the work whether by lump sum contract, item
rate tender, petty contract etc.or daily labour or any combination of these three. If the work is to be
carried out both by “Contractor’s” and “Departmental labour” the portion of the work to be carried, out
by these agencies should be briefly indicated separately together with its estimated cost.

(g) Establishment- Details of any provisions made in the estimate for work charged
establishment, when necessary.

(h) Construction Plant- In special method of construction to be adopted with reference to

specifications etc and details of the arrangements that have been made for the necessary construction
plants, tools etc.

(i) Land- Arrangements for acquisition of land when necessary.

(j) Time- the time of starting and estimated time of completion of the work. Full reference
should be made to the plans accompanying estimates in support of details. This is not intended to be
exhaustive and any other points of importance especially such as demand knowledge of local
conditions, must be included.

B. Buildings

Buildings- Projects for buildings will usually be prepared and submitted in stages I and II as
described below:-

1. A project in stage will comprise:

(i) A brief but complete history of the case, together with the reference to any previous
correspondence.
(ii) A site plan of the proposed work, showing the north point and details of of the soils in the
foundation.
 (iii) (a) In the case of a building for which standard plan and estimate exists, an estimate of the
probable cost of the work based on the standard estimate, and allowances made for local rates special
foundations, etc. which should be explained in the report the probable cost of the land should be
ascertained from the local civil authorities and provision made in the estimate accordingly.

(b) In case of building for which a standard plan and estimate do not exist.

(i) A report starting clearly the accommodation required and provided, and giving a general
specification of the proposed building-

(ii) Line Plants, showing the size and disposition of the rooms, the purpose for which they are
intended and all verandah. In the case of a building intend for use as an office, the position for racks and
sitting arrangement must be clearly shown.

(iii) An abstract of cost of the building based on the plinth area of the line plans, with due
allowance for the cost of the land.

2. A project in stage II will comprise-

(i) A full detailed report and estimate
(ii) Calculations for the pressure on foundations
(iii) (a) In case of building for which a standard plan exists
(i) A site plan and
(ii) the printed report, the estimate and plan, amplified and modified, where necessary
(b) In the case of a building for which a standard plan does not exist
(i) drawings finished in all respects
(ii) calculation for the strength of all beams and all other calculations necessary to show that the
buildings as designed is structurally sound.
 © The drawings accompanying a stage II estimate will usually be as follows-

(i) a site plan, showing the situation of the proposed building with reference to others, the
various features in proximity to the intended site, the north point, the prevailing direction of the wind
and all other matters capable of graphic delineation which may have influence on the selection of the
site

(ii) A ground plan or plans of the building and plans of the foundations and of various stores as
required.

(iii) Sections through the building of such number and in such directions as are necessary to
exhibit the intended, forms and dimensions of every part.

(iv) Such elevation as are necessary

(v) A drawing or drawings showing the general arrangement of the floor and roof, and the
distribution of the timbers, iron work etc, and such working drawings as well as to enable the officers
responsible for the project to judge the details.

(d) While forwarding the detailed estimate for technical sanction, the following information
should invariably be furnished.

(i) Necessary details in, support of the lump sum provision against cost of civil construction
works made in the estimate.

(ii) Basis on which the rates have been provided, that is name of the scheduled of rates of the
locality, projects adopted.

(iii) Prevailing average cost of site, of material e.g. brick, sand, cement, stone, aggregates,
timber, steel, etc, and labour i.e. Mason, carpenter and welder etc.

(iv) A brief note of the special construction difficulties, if any, that are likely to be encountered
during the project construction stage.

(e) The estimate I respect of residential building should be sanctioned after the plans designs
both structural and Architectural, which should be mostly according to the type designs, have been
prepared in detail and would apply in case of medium sized non-residential buildings of the single or
double storied types, the estimated cost of which including the services in Rs. 5 Lakhs or below.

(f) In case of large sized multistoried structures, detailed estimate should be got prepared and
technically sanctioned as for as possible after all the buildings and architectural working drawing ( 1/8,
½ and 1 ½ scale drawings) are finalized. This is important since in absence of such drawings no
estimate can be accurately prepared either in respect of the quantities or in respect of the correct
description of items and adoption of appropriate rates. As regards structural drawings, it is accurate
designs and finalized sizes of all structural numbers so that during actual execution quantities of the
work do not alter significantly.

C. Roads

(a) The projects for roads when submitted for sanction should be accompanied by the following
documents

(i) Report detailing history designs, scope, rates, specifications, preferences, cost and mode of
executions, etc.

(ii) Detailed measurements and abstract of cost.

(iii) Index map, scale 1-50 M.

(iv) Plans, scale 1.5 m Longitudinal and cross or transverse sections, scale horizontal 11M and
vertical 1.100M.

(v) Detailed drawings of all engineering works such as bridges, etc scale 1.100 or 1.50 for plan
and estimate

(vi) Detailed drawings, as per scale given in (v) above of structures, dwelling or inspection
bungalows, and quarters for subordinate and gangs.

(vii) Quarry charts showing the various, quantities from where road metal is proposed to be
obtained.

(b) Estimates for bridges, in addition, to the reports and plans, as above, should be accompanied
by water way calculations and sections of trial pits and foreign of the stream bed.

Note- the scale noted above may be reduced or increased according to the nature of the project-
(i) Necessary provision should be made for shifting of pipe lines, drainage, electrical poles,
cables and telephone lines if any, coming in the way of new alignment.

(ii) Before detailed estimates, for bridges are made as many, trials pits or borings as are
considered necessary should be taken. It is necessary to make a careful preliminary investigation of the
subsoil in order to ascertained exact nature of the strata and determine accurately th4 stability of sites
for bridgest, large buildings etc, and the depths, to which foundations should be taken.
© Estimates for bridges must be accompanied by adequate calculations and the report should
show how the stream has been crossed hitherto, why it is proposed to bridge it, the kind and volume of
traffic expected, whether the stream has ever been bridged before, if so, a description of which should
be given and if it failed the reasons the kind of bridge now proposed, the reasons for the amount of
water way allowed the height of road, way allowed for boats, if any the nature and size of stages, if any,
the drainage of the stream whether flat or hilly, the velocity of current in rainy and dry whether, liability
to sudden floods, whether the streams is used for flatting out timber and if so, how the nature of bed and
bank whether the banks are liable to erosion whether the stream is navigated and if so, by what types of
vessel, the highest flood level, maximum and normal and the nature of materials available within a
reasonable distance.

(d) Whenever it is proposed to construct or modify a bridge, culvert, dam, diversion on other
work which might effect any railway line in the vicinity, the Railway Administration should be
consulted in regard to the adequacy of the water ways etc. provided in the proposals, where there is
disagreement, the matter should be referred to the S.E. concerned.

(e) In addition to the actual bridge plans, the following plans should accompany an estimate for a
new bridge.
A plan of the stream of 1.5Km above and below the proposed crossing, with connected cross
section, in every quarter of a Kilometre (or aftener, if necessary) a cross section of the stream at the
proposed bridge site showing the general level of the country on either bank as well as that of road
approaches, the various Water levels, depth at which good foundation is available and its nature.
(i) The code of practice prescribed by the Indian Roads Congress should be followed in general

D. Embankments

In the case of new lines or river embankments it is necessary that the financial responsibilities of
that the report should show clearly government in connection therewith and the manner in which it is
proposed that the outlay shall be recovered.

E. Irrigation Works

Canal Projects
1. Every projects for an irrigation work should contain a full report as to the rainfall and depth of
spring level in the tract affected the sources of existing Irrigation, and the means of drainage proposed if
such are necessary. The opinion of the local revenue officers should also be taken as to the desirability
and necessity of the project work, the fairness of the water rates proposed and the probability of the
anticipated financial results being realized.

(ii) (a) A general description of the proposed works should follow, including the sources from
which the supply of water is to be drawn the quantity of water available at different periods of the year
and the quantity it is proposed to utilize, also the character of the sediment brought down whether likely
to fertilise or the reverse, the area of land commanded the average area usually cultivated, and the area
probably irritable; the length of main canals and distributions and any of navigate on be also
contemplated, the length of the navigation portion.

(b) The quantity of water allotted to each main canal and the area irritable there from in tabular
form the dimensions of the channels and the works on each being furnished.

© The reasons for the adoption of the particular scheme recommended in preference to any
other; and a full account of the basis on which the alignments channels and other portions of the designs
have been projected with a careful analysis of any engineering questions involved.

(e) The localities when materials are obtainable and the facilities for manufacture, with the
probable rates, the results of any experiments on the quality of lime, the character of brick clay, etc.

(f) The method proposed of carrying out the work and the establishment probably required.

(g) The executive divisions among which is it is proposed that the works should be divided and
the time which will probable be occupied in construction.

(h) In the case of project for which Capital and Revenue Accounts will be kept, the returns
expected from the work and the basis on which they are calculated.

(iii) the complete estimate for a project should include indirect as well as direct charges. The
main headings are as follows:

Direct Charges- (1) Works

(2) Establishment including leave and pensionary charges
(3) Tools and Plant.
Indirect Charges-Capitalization of abatement of land revenue on area occupied by
 works.

The items included under head “works” should be classified under the prescribed main and sub-
head of account.

The provision for establishment and Tools and Plant should be made at such percentage rates as
the State government may fix from time to time and will include 1 percent audit of accounts.

(ii) Storage Project;

The report should in addition to the information specified for canal projects give the area of the
tank and contents when full, the area of land commanded and irrigable, the length of the dam its
maximum height materials of which it is proposed to construct, its from, length of surplus weir or weirs,
and the mode in which the water is to be let off for irrigation. The questions of the available water
supply, number of times the reservoir will probably fill during the year, rainfall and proportion flowing
off the catchments character of soil and general slopes of the country, loss by evaporation, and
absorption quantity of the water, etc, should be fully dealt with as well as the quantity of the flood water
for which provision must be made and the water way of the escape weirs or sluices. The results of any
experiments bearing upon the strength of the materials proposed for use in the dam should be dealt with,
as also the suit content of the water and the probable effective life of the reservoir.

F. Town Water Supply Projects

(i) For town water supply projects the nature and quantity of the existing water supply, I should
be given, and the reasons necessiting an improved supply, the possible sources of an additional supply
and the reasons for preferring the scheme submitted, the area and number of people, horses, cattle, etc to
be supplied, as well as the estimated daily allowance in litres for each individual and for head of cattle
the quality of water, whether acquiring filtration or not and whether religious objections are likely to be
raised to the use of the water.
 The report should be accompanied by an index map showing the lines of main and distributary
piping and plans of all works including filters, service reservoirs, settling tanks etc. If pumping is
contemplated, the annual cost of working the pumps should be estimated. The made of calculating
dimensions of pie, etc and the formula used should form one of the appendices.

(ii) The manual of practices on water supply services issued by the concerned Miniseries should
be adopted with reference to the norms prescribed by the Indian Standard Institution from time to time.
APPENDIX-V A. Rules for Selection of Sites for Buildings cost of which is Rs. 50,000 or More

The Divisional Officer should unless instructed to the contrary take steps to have site selected as soon as
requisition is received from a competent authority for an approximate estimate for a building project.

2. On receipt of administrative approval to a project for which a site has not yet been selected,
the divisional Officer, shall at one ask the District Magistrate to convene a Site Committee and as soon
as the site is selected, he will apply for an estimate for the acquisition of land if necessary and submit it
with draft declaration through the usual channel, to the authority competent to sanction it. The amount
of this estimate should be subsequently incorporated in the detailed estimate for the project.

3. The selection of sites for building shall ordinarily be made by a committee composed of.

The District Magistrate ... President

Members
(i) The Chief District Medical Officer
(ii) The Divisional Officer
(iii) The Divisional Officer, Public Health division
(iv) An Officer representing the Department concerned
(v) The Health Officer of Municipality or N.A.C.

If the proposed site is within a Municipality or controlled area the Chairman of the Municipality
or President of the station committee shall be a member Ex-officio and a representative of the planning
authority if any, working in that area shall be a member.

If outlying stations members, may, on their own responsibility depute a Subordinate Gazetted
Officer, to represent them.

If for any reason any member of the committee can not attend on the date fixed, his opinion may
be taken separately, the plans and proceedings being sent to him for the purpose by the District Officer.

This committee will be assembled by the District Officer at the request of, the Divisional
Officer.

4. The Divisional Officer will prepare a plan of the site selected embodying such information
may be necessary in each case e.g., if the site is on land liable to be flooded the highest flood level
should be shown with reference to the general level of the site. He will forward this plan with the
proceedings of the committee, after both have been countersigned by the members, to be Superintending
Engineer of the circle

He will be responsible for any action required under paragraphs 80 and 81 and will place before
the site committee the opinion received from the Defence Department.

5. The Superintending Engineer of the Circle concerned if he agree with the conclusion of the
committee, both as regards the site and arrangement of the buildings shall countersign the proper and
forward them to the head of the department concerned for counter signature and transmission to the
Revenue Commissioner for signature and return to the Divisional Officer.

6. If the members of the committee are unable to agree or if, the Superintending Engineer differs
from their conclusion he will, in the event of failing to come to an agreement with the president of the
committee, submit the case to the Board of Revenue for decision, attaching his note to the proceedings
of the committee. After deciding the case so referred, the Board of Revenue will communicate their
decision to the Superintending Engineer and the president of the
site Committee, forwarding the plans as approved to the Superintending Engineer for disposal by the
head of the department. Whether possible, the Superintending Engineer should discuss the matter
personally with the President before forwarding the case to the Board of Revenue.

7. In cases where the views of the department differ from those of the local authorities, the
matter should be referred for the decision of Government.

8. In the case of important building, the Government desire that heads of departments will before
countersigning the plan, sent it to the Director of Health Service and the Chief Engineer for opinion.

9. Two plans are required.

(a) A block plan 1.500 if this is to large 1 1000 showing the relative position of buildings, well
etc., included in the project as well as all existing buildings, etc., in the same compound.

(b) An index plan 1:2,500 or 1:5000 showing the site and its surrounding on North South, East
and West.

Rules for Selection of Sites

For Buildings cost of which
Is less than Rs. 50,000

1. (a) The selection of a site for proposed building must be dealt with as soon as a demand is
received for an estimate from an officer authorized to call for it.

(b) When a rough estimate is called for, a general report regarding the proposed site will be
given which will accompany the estimate when it is sent up for administrative approval.

2. As soon as a demand for an estimate as in paragraph 1 (a) or administrative approval to an

estimate sent under paragraph 1(a) or administrative approval to an estimate sent under paragraph 1(b)
is received, the divisional officer shall in consultation with the District Magistrate and the local head of
the, department concerned select a site for the proposed building and make out the usual plans.

If the building is in the compound of an existing Government building, a black plan only will be
required. This must show the whole compound and all the buildings existing of proposed within it.

In cases where land has to be acquired, the divisional Officer will at once apply to the District
Magistrate, for an estimated draft declaration for the land.

In outlying stations the District Magistrate, Divisional Officer and the local head of the
department concerned may delegate their subordinate to represent them.

3. The Divisional Officer will be responsible that the site selected is suitable.

In case the Divisional Officer has any doubt as to he suitable of the proposed on sanitary
grounds he should consult the Chief District Medical Officer.

4. If the site selected is no land already in charge of the Public Works Department, the site plan
will be signed by the Superintending Engineer of the circle before the estimate is sent up fir technical
sanction.

When the land is in charge of the department concerned, the signature of the head of that
department on the plan will be necessary.

5. In case where there is a difference of opinion regarding the suitability of a site among the
officers referred to in rule 2, the matter will be referred by the Superintending Engineer concerned to the
Board of Revenue whose decision shall be final.

6. When the site is within a Municipality or Controlled Area, the signature of the Chairman of
Municipality or of the president of the local committee, will be necessary before technical sanction as
 given.

Note- It is desirable that when sites for important buildings are being selected, the Chief
Architect should be present of the site selection committee meeting.

(i) The Divisional Officer concerned and a representative of the Administrative Department for
which land is to be acquired should make preliminary selection of one of more sites in order of
preference for consideration by the site selection Committee and not leave it to the Committee to find
site.

APPENDIX VI (See paragraph 6.3.6.)

General Rules for the Purchase and Supply of Articles for use in the Department charge of Public
Works
Preamble- The policy of the Government of Orissa is to make their purchase of articles required for the
State Service in such a way as to encourage the development of the Indeninuie Industries to the greatest
possible extent consistent with economy and efficiency. In order to give effect to this policy, preference
in making purchase will be given the following order.

Firstly, to articles which are produces in the Indian Union in the form of raw materials, or more
manufactured in the Indian Union from raw materials produced in the said union, provided that the
quality is sufficiently good for the purpose and delivery is suitable.

Similarly and on the same condition preference will be given to articles produced or
manufactured in Orissa over those produced in any Other State of the Indian Union.

Secondly, to articles wholly or partly manufactured in the Indian Union from imported materials
provided the quality is sufficiently good for the purpose, and delivery is suitable.

Similarly and on the same condition preference will be given to articles manufactured in Orissa
from important materials over those so manufactured in other state of the Indian Union.
 Thirdly, to articles of foreign manufactured held in stock in the Indian Union provided they are
suitable type and requisite quality.

Fourthly, to articles manufactured abroad which need to be specially imported, (preference to be

given to offers received for supply through Indian Based Establishment).

Purchasing Officers shall allow preference in respect of the price to articles produced or
manufactured in the Indian Union either wholly or in the part. The degree of preference allowed shall
generally extent up to 15 percent of the price of the imported articles of similar quality. But in respect of
classes of stores specified by the Government of Indian price preference up to 25 percent shall be
allowed.

Not with standing Anything stated in the afore mentioned paragraphs, cottage industry products
and handicrafts goods particularly those made within the State of Orissa as may be named by Industries
Department from time to time should be preferred in meeting all requirements of stores for the State
service and price preference up to 15 percent may be allowed in favour of cottage industry and
handicrafts goods over those of mill made or factory made good.

In case of products of Small Scale Industries as may be named by Industries Department from
time to time price preference, if any, extended by government should be, taken into account by the
purchasing Officer while procuring stores for use in Public Works Division.

Price preference up to the limit if any prescribed by government may also be allowed to goods
manufactured by the Public Sector industries and Industries in the Co-operative Sector.

All Departments of government, quasi-Government agency and State owned corporations should
purchase items of stores from sources with whom rate contracts have been entered in to by the
procurement. At the same time care should be taken not to purchase stores, in excess of actual
requirements.

In order to ensure that the stores do carry a large inventory and at the same time to avoid stock
out position of essential category of items the Divisional Officer should carry out proper analysis of
various items to enable government to determine the most appropriate frequently and quantity of
ordering further supplies. He should also keep a special watch on slow moving items to avoid their
accumulation in the stores.

When indenting for plant and machinery, etc., the indenting officer should take a decision as to
the quantity of spare parts to be purchased along with the main equipment and also to place an indent.
Whenever consider necessary the following guarantee should be obtained in case of purchase of costly
plant and machinery.

(i) A guarantee from the supplier of these equipment that he supply spare parts if and when
required on an agreed basis for an agreed period. This may include on agreed discount on the published
catalogue price.

(ii) A guarantee to the effect that before going out of production of the spare parts, he will give
adequate advance notice to the purchase of the equipment so that the latter may order the balance of the
life time requirements in the one lot.

(iii) If possible a warranty to the effect that the supplier of the original will make available, blue
prints, drawings of spares of and when required in connection with the equipment.

Rule 1- Save as provided in Rule 7, articles required to be purchased for the State service shall
be purchased on the condition that delivery shall be made in Orissa for payment in rupees.

Rule 2- Sealed tenders should be invited by giving wide publicity for the supply of all articles
which are purchase under rule 1 to 4 if the value of the order to be placed exceed Rs. 10,000 unless
sufficient, reasons have been recorded to indicate that-it is not in the public interest to call for tenders. In
respect of purchases of the value of Rs. 10,000 and below limit sealed quotations should be invited. The
deposit of earnest money at the rate of one percent of the cost of materials should be insisted. No sealed
tender of quotation which fails to comply with the conditions as to the delivery and payment prescribed
in rule I shall be accepted.

Note- The Rules prescribed for calling and accepting of tenders for works should be followed
see also rule 8.

O.P.W.D. Amendment 2005

Petty Purchase

2. Petty purchase not exceeding Rs 1000 of a time can be made, without calling for quotation
provided that a certificate to the effect that the purchase is made at the lowest available market rate is
recorded on the body of voucher. Such purchase should as far as possible be made from dealers who are
registered under the Orissa VAT Act 2004.
(Substituted by Works Deptt. No. 8097 Dated 29.08.2005)

Rule 3- All Articles whether manufactured in India or aboard shall be subject to inspection
before acceptance and articles for which specifications and or tests have been prescribed by the
competent authority shall be required to conform to such specifications and or to satisfy the prescribed
test or tests which may be carried out during manufacture or before or after dispatch from the premises.

Rule 4- Important plant, machinery, iron and steel materials borne on rate contract shall ordinary
be obtained from firms approved by the director general of supplies and disposal of New Delhi any or
any other organization so entrusted by government of India and specified in the lists mentioned by him/
them if such items are not available on the rate contract entered into by the Director, Expert Promotion
and Marketing, Orissa.

Rule 5- In the case of important construction works let out on contract, articles required for the
construction of such works may be supplied by the contracting firm provided that where specification
and/ or tests have been prescribed for such articles they shall confirm to such specification and/ or tests.

Rule 6- Nothing in these rules shall be deemed to prohibit the purchase of articles by one
Department from another.

Rule 7- Indents for articles manufactured abroad which need to be specially imported should be
placed on the Directorate General of Supplies and Disposals, New Delhi or any other Organization so
authorized by Government of India who shall transfer such indents to the Director-General, India Store
Department, London or India Supply Mission, Washington, Articles so purchased shall be subject to
inspection or test or both by the purchasing agencies of the Government of India abroad.

Rule 8- The financial powers of the public works officer in the matter of the purchase of stores
ordinarily extends to the limits to which he is empowered to accord sanction to the estimate for stock
tools and plants subjects to such restrictions as may be imposed by Government from time to time.

Rule 9- Government may sanction department from the rules in particular cases where it can be
shown that such departure is in the public interest. Applications for sanction in such case should be
made to the Administrative Departments concerned who will issue the order after taking the advice of
Finance Department.

In case where a Public Works Department execute Works administratively approved by other
departments, applications for any departure from the rules necessary for the execution of the work
should be made to the concerned Public Work Department who will issue the orders without any
reference to the Administrative Department concerned with concurrence of the Finance Department.

Rule 10- All contracts for purchase of stores, other than purchase through the Director General
of Supplies and Disposals, State Purchasing Organization or at rates approved by Director General of
Supplies and Disposal or any other Organization regulation purchase of stores on behalf of the State
Government estimated to cost 25 lakhs (Twenty five Lakhs) above at a time should be submitted to the
Administrative Department in charge of public works which will accord approval to the purchase of the
recommendation of the Tender Committee.

When it is considered absolutely necessary to purchase materials borne in the rate contract from
the open market in the interest of work, the requiring officer, should at the 1st instance obtain the
certificate of non availability of the required materials, indicating the period during which the same is
required from the D.G.S.& D. or Director E.P.M. or any other Organization regulating price structure of
various materials on behalf of the State Government as the case may be. If the value of such purchase
exceeds Rs. 1 lakh the Chief Engineer/ Additional Chief Engineer should furnish the proposal with non
availability certificate to Administrative Department for according approval to the proposal. In the case
of purchase costing Rs. 1 lakhs and below, the Chief Engineer/Additional Chief Engineer will approve
the proposal. In all such purchase, the rates paid for will not exceed the rate contract price of such
materials.

Rule 11- In all such cases the officer placing the order should record the reasons for procurement
from the open market.

Rule 12- Purchase of spares for machinery from the original manufactures of their authorized
dealers may be made by the Public Works Officer strictly according to the price structure regulated by
the manufactures without calling for tenders provided that where there are more than one manufacture
or more than one authorized agent for the same items, sealed quotations should be called for from such
firms to determine the price before purchase is made.

Rule 13- In case where no regular written agreements entered into orders for supply should
invariably refer to the quotation of the firm and should also as far as possible indicate the following.

1. Description of material with detailed specification in unambiguous terms which will precisely
describe the material, required.

2. Quantity required 3. Unit rate, 4. The total cost, 5. the time for delivery, 6. Payment of sales
tax, 7. Insurance, 8. Inspection, 9. Guarantee, 10. Test Certificate, 11. Despatch instruction, 12.
Destination, 13. Method of paying, 14. Name and designation of the paying officer, 15. Penalty.
 Rule 14- Any agreement of contract for technical collaboration or consultancy service, purchase
of stores of proprietary nature, with foreign firms or foreign government should be referred to the
administrative Department for according approval to the transaction and the agreement from to be used
in such cases.

Rule 15- Payment of advance against purchase orders are prohibited. But in cases where the
purchase of materials without payment of advance or full cost of materials before delivery, is not
otherwise possible, advances may be paid subject to the instructions issued by the state Government
from time to time (see also rules 16 and 17)

Rule 16- (a) Payment of advance for supplies is regulated in accordance with conditions laid
down in F.D.Memo No. 9514 (28) Codes 19/70.F., Dated the 12th March 1970 (Annexure 1).

(b) Advance payment to reputed and reliable firms in respect of materials other than steel, if
considered absolutely necessary may be allowed by the Chief Engineer/Additional Chief Engineer up to
90 percent or 100 percent of the value of materials sought to be procured-subject to a maximum limit of
Rs. 10,000 against R/R or entitled documents through Bank. In all such cases on agreement as
prescribed in para (e) of F.D. Memo No. 9514, Dated the 12th March 1970 must be @ executed before
payment of advance.

Rule 17- Procedure for payment of advance or the cost steel materials obtained from
H.S.L.I.S.C.O. TISCO and B.R.CI. is laid down in F.D.Memo No. 44185 Codes-48/87-(35)-F., Dated
the 12th December, 1974, No. 44187 Codes 48/74-(12) Dated the 12th December 1974 and No. 33126
Codes-1976-(14) dated the 19th July 1976 (vide Annexure II,III and IV).

Rule 18- Sanction for any fresh charge which has not been acted upon for a year must have lapse
unless it is specifically otherwise mentioned. In its applications to the purchase of stores as sanction
shall be deemed to be acted upon if quotations or tenders have been accepted in case of local or direct
purchase (Indent has been placed on central purchasing Organization or manufactures or rerollers) for
iron and steel against allocation by joint plant Committee and of authorized distributors for cements
 within the prescribed period of one year of the date of issue of sanction even if actual payment has not
been made during the said period. The payment for the stores will, however, be subject to the
availability of specific budget provision for the purpose-

Rule 19- Procurement of any stores or spares, etc., is always, subject to the condition that there
is a property sanctioned estimate for the purchase.

Rule 20- The Chief Engineer/Additional Chief Engineer is empowered to authorize payment of
Transit Insurance charges for materials produced from outstations if there is any risk for the safe
delivery of the materials at the destination.
APPENDIX - VII Award of Work
Without Call of Tenders O.P.W.D. Amendment 2005

1. Tenders shall ordinarily be invited for all works costing more than Rs. 50,000. In case or urgency the
prescribed period of notice may be suitable reduced.
(Substituted by works Deptt.No. 13395 Dated 01.07.2005)

In emergent cases, requiring intensive employment of labour the interest of work so demands,
contracts for works may be without calling for tenders, provided departmental execution by engagement
of labour on must roll basis is not found feasible practicable. The precise nature of the emergency
should be recorded by the Divisional Officer in writing before dispensing with call of tender. Tenders
may dispensed with in the following cases.

(i) Cases of exceptional urgency like test-relief works flood damage repairs, closure of breaches
in embankments and roads etc. when it is not possible in the interest of speeds execution of works to
award contracts even by short tender notice.

(ii) Other cases of exceptional urgency when award of contracts by invitation of tenders is likely
to involve delays which will be against the public interest.

(iii) Cases where tenders have not been received in spite of two or more notices
 (iv) When rates offered by tender are considered unduly high in comparison with the estimated
rates.

3. The Divisional Officer shall furnish a monthly return to the Superintending Engineer by the
10th of each month indicating the works taken up without tender and the rates accepted by him. The S.E.
shall scrutinize the return to see that work orders have been issued only in emergent cases and the rates
allowed are in order.

4. When it is decided to award works without calling for tender, in any of the circumstances
stated in para 2 above, the following conditions shall be observed.

(i) the rates of execution for different items of work shall not in any case exceed the current
schedule of rates.

(ii) As far as possible, contract shall be settled at rates lower than the current schedule of rates.

Note- for the purpose of complying with this condition, the Engineer-in-Charge should display a
notice in the Notice Board of his office inviting quotations for the work question and allow at least 48
hours time for receipt of quotations from the available contractors and job Workers. The lowest rates
thus received should be accepted and in case this can not be come the same should be referred to the
next higher authority for a decision.

(iii) Contracts shall ordinarily be given to registered contractors of the P.W.D. persons no
registered as contractors may be awarded contracts only when registered contractors are no available. In
such cases steps should be taken to register them as contractors of P.W.D. soon after the award of work.

(iv) K-2 Forms of contract shall be adopted in all cases and the quantity and the rate of each item
specified in the contract.

(v) Specific provision shall be made in the contract for imposition of penalty up to 5 percent of
the value of work in the event of failure to complete it within the stipulated time.

O.P.W.D. Amendment 2005

(vi) For works costing up to Rs. 50,000 the time limit for completion shall not ordinarily be
more than one month. The time limit for work costing more than rs. 50,000 shall exceed two months.
(Substituted by Works Deptt.No. 13395 Dated 01.07.2005)

(vii) Estimates shall not be split up to bring particular portion of work within the powers
delegated foe awards of work without calling for tenders, except where splitting up of works in the
public interest for smooth and expeditious execution of the work. Provided that the authority for such
splitting up work costing up to Rs. 2.00 lakhs will be exercised by the Chief Engineer and for works of
more than Rs. 2.00 lakhs by the Administrative Department.

(viii) The sum total of all works orders issued against any particulars estimate shall not exceed
the financial limit up to which work may be awarded by a competent authority without calling for
tenders.

5. Settlement of rates by calling for quotation shall not be considered as competitive and award
of works on the basis of such quotations shall be deemed as award of contracts without calling for
tenders.

6. Financial powers of different officers of P.W.D. to award works without calling for tenders
shall be as follows:-

(a) Chief Engineer Rs. 50,000.00

(b) Superintending Engineer Rs. 15,000.00
© Executive Engineer Rs. 10,000.00
(divisional Officer)

(Substituted by Works Deptt. No. 18078 Dated 17.8.1991, w.e.f. 17.8.1991)

 7. A Register of works awarded without calling for tenders shall be maintained in each
Divisional Office and reviewed by the Superintending Engineer once in each quarter.

APPENDIX – P.W.D. Contractor’s

VIII Registration Rules 1967

1. These rules shall be known as the “P.W.D. Contractor’s Registration Rules” and shall come
into force from the 16th October 1969 in super session of all other rules on the same subject issued
previously. These rules will apply to all the wings of P.W.D. under the administrative control of
government of Orissa in the Works Department, Irrigation and Power Department, and Housing and
Urban Development department.

Amendment to Rule 2
of OPWD code, Vol-II-Registration
under State PWD for award of work

No. 13281-Codes-4/2007/W., Dated 02.08.2007

2. After careful consideration, Government have been pleased to decide that bidders registered
under the other State government/MES/Railways/CPWD in equivalent rank may participate in the
tender work in the State. But, successful bidder has to register under the State PWD before signing of
the agreement.

2. Accordingly, existing codal /contractual provision stands modified with effect from the date
of issue of O.M.

D.K.Dey
 EIC-cum-Secretary to Govt.

Note- Nothing fetters the discretion of the chief Engineer or any officer having the powers of a
Chief Engineer to invite tenders for specially important or big works from contractors already registered
in the highest class in the C.P.W.D. or in any state Public Works Department, Military Engineering
service, any of the Indian Railways or Major Public Body like Calcutta, Bombay and Delhi
Corporations or in part Commissioners, from reputed Engineering firms of the country engaged in
construction work.

3. For the purpose of Registration, the Contractors shall be classified as follows and award of
any work to any individual contractor the cost of which exceeds the amount noted against the class to
which he belongs, prohibited except with the prior approval of the C.E. Or A.C.E.
(Substituted by F.D.U.O.R.No. 446 WF-1 Dated 14.9.1995)

Amendment to rule 3
of Appendix VIII of O.P.W.D., Vol-II
Dated 15.05.2006

Para- 3.5.9. of OPWD Code, Vol. I is modified in the light of rule I of Appendix VII of OPWD
Code. II that tenders should be invariable invited to the work whose estimated cost is Rs. 50,000.00 and
above. All other provisions remain unaltered.

Contractors Amount

(i) Super Class Unlimited

(ii) Special Class Not exceeding Rs 5 Crores
(iii) ‘A’ Class Not exceeding Rs 1 Crores
(iv) ‘B’ Class Not exceeding Rs. 25 lakhs
(v) ‘C’ Class Not exceeding Rs. 10 Lakhs
(vi) ‘D” Class Not exceeding Rs. 5 Lakhs
 (Substituted by Code No. 19-2002/W/3009, Dated 13.07.2002)

Amendment to rule 3 of Contractor’s

Registration Rules, 1967- Revision of
Financial limit of ‘D’, ‘C’ and Special Class
Contractors to participate in tender works

No. 8813-Codes-5/07/W, Dated 25.05.2007

After careful consideration, government have been pleased to revise the financial limit of ‘D’,
‘C’and Special Class Contractors as follows to participate in tender works by amending Rule 3 of
Contractor’s Registration Rules, 1967 (Appendix-VIII of OPWD Code, Vol-II)

‘D’ Class Contractor Rs. 10.00 Lakhs

‘C’ Class Contractor Rs. 20.00 Lakhs
‘Special Class Contractor’ Rs. 8.00 Croes

2. Relevant codal provision under purview of this stand modified with effect from the date of
issue of this O.M.

D.K.Dey
EIC-cum-Secretary to Govt.

Amendment to Rule 3
Of Appendix VIII of O.P.W.D., Vol. II
Dated 17.05.2006
 In partial modification to Rule 3 of Appendix VIII of OPWD Code, Vol. II Financial limit to ‘A’
Class and ‘B’ Class Contractors for the purpose of award of work are enhanced as follows-

Class of Contractor Amount

‘A’ Class Rs. 2.00 Crores

‘B’ Class Rs. 50.00 lakhs

In case f other class of contractors the monetary limit continues.

4. Registrations of Contractors falling in Super Class, Special Class and ‘A’ class will be done,
by a Committee consisting of the following officers-

1. Engineer-in-Chief (Civil (R&B), 2.Chief Engineer, Delta and Flood Control,

3.Engineer-in-Chief, P.H. (Urban), 4.Chief Electrical Inspector, 5.Chief Engineer, Minor Irrigation,
6.Chief Engineer, National Highways, 7.Chief Engineer, Buildings, 8.Chief Engineer, Rural Works-I.

The Engineer-in-Chief (Civil) R&B will be the convenor and Chairman of the committee and he
will maintain all records for the purpose. The Committee will meet not less than once in a period of 3
months and consider all Applications for registration died up-gradation to the above three classes
received during the preceding months. Quorum for the meeting of the Officers will be five.

(a) Any person desirous of being registered as a contractor under these rules for the first time
and. Contractor seeking promotion to a higher class other than Super, special and “A’ Class shall make
an application to the authority named below in respect of the class under which registration is applied
for in Form ‘A’ appended here to accompanied by a Treasury Challan showing payment of requisite fee
as indicated below.
 Application for registration in super, Special and ‘A’ Class together with Treasury Challan shall
be made to the Engineer-in-Chief (Civil) R&B who is the Chairman of the Committee.

O.P.W.D. Amendment 2005

Registration Fee

Class of Registering Registration

Contractor Authority Fee

(i) Super Class Committee of C.Es. Rs. 2.00 Lakh

(ii) Special Class Committee of C.Es. Rs. 60,000/-

(iii) ‘A’ Class Committee of C.Es. Rs. 30,000/-

(iv) ‘B’ Class Additional C.E. of C.E.,

if there is no Addl. C.E.
in that wing. Rs. 12,000/-

(v) ‘C’ Class Any S.E. or by the Addl.

C.E. or C.E, if there is
No S.E. in that wing. Rs. 6,000/-

(vi) ‘D’ Class -do- Rs. 3,000/-

(Substituted by Works Deptt No. 17297, Dated 23.08.2005)

Notes- (1) Contractors of ‘B’ Class and below registered in any one wing shall be entitled to
tender for works under any other wing excepting Electrical Works. Similarly, contractors of Electrical
Wings will be entitled to tender for Electrical works only in any other wing.

(2) Contractors registered in Super Class, Special Class and ‘A’ class shall be entitled to tender
for work under any wing or department of the State Government except the Contractor registered
exclusively for Electrical works.

(3) Graduate Engineers and Diploma holders should be entitled as ‘A’ Class and ‘B’ Class
contractors respectively without making any deposit as required in rule 7 infra on payment of
registration fees only at 50% (fifty percent) of the normal rates.

(4) Chief Engineers means Chief Engineer or any other Engineers to whom the State government
have delegated powers and functions of a Chief Engineer.

(b) The application for registration will be submitted by the applicant along with Treasury
Challan showing that the registration fees of the required amount has been deposited in the Treasury
under the head of account “059-Public Works”, the Registration Fees deposited are non refundable
except, when the applicant is not registered in which case the fees deposited shall be refunded by the
authority empowered to make such registration. In case of registration in super Class, Special Class, and
‘A’ Class refund shall be made by the Engineer-in-Chef (Civil) R&B.

Note- Application for duplicate copies of registration certificate should be accompanied by a challan
showing a credit of Rs. 5/- (Rupees five) under the Head of Accounts indicated above.

© The existing contractors shall deposit the differential amount towards registration fees within
two months from the date of this amendment, Contractors who have already deposited the differential
amount pursuant to Notification dated 27.12.1995 need not deposit such different amount.

O.P.W.D. Amendment 2003

Guidelines for
Eligibility for enlistment/Up gradation
Of different classes of Contractors
 5. For enlistment/up gradation as “Super Class” one should fulfill the following conditions.

He should be in possession of valid “Special Class” Registration certificate of Registration

certificate of similar/equivalent rank to other state P.W.D., C.P.W.D., Major parts, Railway, Central or
any State Government undertakings/ enterprises and should have executed works worth of Rs. 2.00
crores or more in a financial year which should include execution of atleast one work worth of Rs. 50.00
Lakhs or more in single contract.

Registering Authority may relax the above financial criteria provided the applicant for ‘Super
Class” posses the following machineries including other Tools and Plant.

(i) Vibratory Roller Two Numbers

(ii) 45 to 60 MT Capacity H.M.Plant One Numbers
(iii) 8 to 10 MT Capacity power Road Roller Two Numbers
(iv) Tipper Five Numbers
(v) Proclain One Numbers
(vi) J.C.B. One Numbers
(vii) Crane One Numbers
(viii) Batching and weighting Machine One Numbers
(ix) Needle Vibrator Five Numbers
(x) Plate vibrator Two Numbers
(xi) Concrete Mixer Three Numbers
(xii) Compressor Two numbers
(xiii) Dozer One Numbers

2. Eligibility for enlistment/ Up-gradation for “Super Class”

For enlistment/Up-gradation the “Super Class” one should fulfill the following conditions.
(a) He should be in possession of valid “A” class Registration certificate under State P.W.D. or
Registration of similar/equivalent rank in other State O.P.W.D., C.P.W.D., Railway, Major parts, central
and State Government undertaking / enterprises etc. and should have executed works of minimum Rs.
50.00 Lakhs in a financial year which should include, at least one work worth of Rs. 10.00 Lakhs in a
single contract.

(b) A Contractor already registered as “B” class may also be eligible or the purpose, if he has
executed works of Rs. 75.00 Lakhs or more in a financial year having one work / contract of Rs. 10.00
Lakhs or more.

Registering Authority may relax the above financial criteria provided the applicant for “Super
Class” posses the following machineries including other minor Tools and Plant.

(i) Needle Vibrator Three Numbers

(ii) Concrete Mixer Two Numbers
(iii) Plate vibrator Two Numbers
(iv) 8 to 10 MT Capacity power Road Roller One Numbers
(iv) Vibratory Roller One Numbers
(vi) Truck/Dumper/Tipper Two Numbers
(vii) Mini Hot Mix Plant One Numbers
(viii) Compressor One numbers
(ix) Dozer One Numbers

3. Eligibility for enlistment/Up-gradation to ‘A’ class (General category)

For enlistment/Up-gradation to ‘A’ Class one should fulfill the following conditions

(a) He should be in possession of valid Registration certificate of either in ‘C’ Class or ‘B’ class.

(b) He should have executed works of more than Rs. 10.00 Lakhs in a financial year having one
work/contract costing of Rs. 3.00 lakhs or more.
 Or

He should have executed work or more than Rs. 15.00 lakhs in a financial year having one work
of Rs. 2.00 Lakhs in a single contract. Registering Authority may relax the above financial criteria
provided the posses Tools and Plant like Vibrator, Concrete Mixer, Road Roller of 10 MT Capacity
(One Number each) including other Tools and plant.

Note- (i) List of machineries submitted by the applicant alongwith his application for
enlistment/upgradation to ‘A’ Class, Special Class and ‘Super Class’ in case opf non-production of
bills/invoices/vouchers etc. or any other documents in support of their ownership should be certified by
a Chartered Accountant or by on officer not below the rank of Executive Engineer.

(ii) Nothing fetters the discretion of the chief Engineer or any Officer having the power of the
Chief Engineer to prescribe certain special condition while inviting tender for special nature of work
urgent nature of works, works requiring special skill and occasion, the concerned Chief Engineer will be
the authority to impose special condition indicating requirement of machineries, yearly turnover and
execution of similar nature of work for the specified amount at his own discretion irrespective of the
value of tender invited.

4. This amendment is applicable for both existing and new contractor.

(Codes 2003, 1946/W. Dated 30.01.2003)

6. Before grant of a certificate of registration in form B appended hereto, the registering

authority may make such enquiries as he considers necessary with regard to the suitability of the
applicant his technical ability or any other relevant matter. All certificates shall be serially numbered
under each class and in the case of C or D Class prefixed with the name of the Circle.

O.P.W.D. Amendment 2005

Fixed Deposit
7. The applicants desirous of enrolling themselves registered as contractors should deposit the
amounts indicated below in shape of post office savings Bank Accounts/ National Savings
Certificate/Post Office Time Deposit Account and Kishan Vikash Patraduly pledged in favour of the
registering authority.

Contractors Amount

(i) Super Class Rs. 10.00 Lakhs

(ii) Special Class Rs. 2.00 Lakhs
(iii) ‘A’ Class Rs. 80,000.00
(iv) ‘B’ Class Rs. 40,000.00
(v) ‘C’ Class Rs. 20,000.00
(vi) ‘D” Class Rs. 20,000.00

( U.O.R. No. 282/WF-1 Dated 04.05.2005)

In case of Super Class, Special Class and ‘A’ Class Contractors, the deposit referred at above
shall be made in favour of the Engineer-in-Chief (Civil) R&B.

The existing contractors shall deposit the differential amount towards the above initial deposit
within two months from the date of this amendment.

Those contractors who have already deposited need not deposit such differential amount towards
the aforesaid initial security deposit.

7-A. Any person desirous of being registered as a Special Class Contractor or ‘A’ Class
Contractor under these rules for the first time on any contractor seeking promotion to Special Class, or
‘A’ Class, shall satisfy the registering authority that he has under this employment the minimum
technical staff as prescribed below :

(Substituted by No. 1606 Dated 17.1.1986 and further Substituted by No. 15384 Dated 9.7.1991)

Special Class- One Graduate Engineer or Two Diploma Holders to the State of Orissa.
 ‘A’ Class- One Graduate Engineer or Two Diploma Holders to the State of Orissa.

The Contractor shall pay to the Engineering personnel monthly emoluments which shall not be
less than the emoluments of the personnel of equivalent qualification employed under the State
Government of Orissa. The Chief Engineer, Roads, Orissa, may however, assist the contractor with
names of such unemployed Graduate Engineers and Diploma Holders, if such help is sought for by the
Contractor.

Notes Rule 7-A. On the basis of the old record a contractor can not be refused registration for all
times to come requirements under Rule 7-A whether fulfill or not has not been considered- Rejection of
the petitioners application on the letter of the Chief Engineer is held not sustainable in Law: 33 (1991)
OJD 304 (Civil).

8. Certificates of registration shall remain valid for, a period of three years from the date of
commencement of the financial year during which they are granted and may be renewed thereafter for
further three yearly periods.

O.P.W.D. Amendment 2005

Renewal Fee

9. Every registered can tractor who wishes to renew his Certificate of registration shall apply to
the registering authority not less than one month before the expiry date of the certificate in Form ‘C’
accompanied with the Treasury Challan showing deposit fo the following Fees and performance
reported in Form G (Copy enclosed).

Contractors Amount

(i) Super Class Rs.50,000.00

(ii) Special Class Rs. 20,000.00
(iii) ‘A’ Class Rs. 10,000.00
 (iv) ‘B’ Class Rs. 5,000.00
(v) ‘C’ Class Rs. 2,000.00
(vi) ‘D” Class Rs. 1,000.00

(Substituted by F.D.U.O.R. No. 282/WF-1 Dated 04.05.2005)

Renewal may be granted by endorsement on the certificate of registration. But if it is found from
the performance report that the performance of the contractor is not satisfactory, the registering
authority will enquire in to the matter and if after such enquiry the authority is convinced that his
performance is not satisfactory, action as prescribed under Rule 11 of these Rules shall be taken against
the contractor.

The registering authority shall not renew the certificate of registration of ‘A’ Class, Special
Class and Super Class contractor if they have not employed Technical staff as prescribed in rule 7-A.

10. Failure to apply for renewal in time render the contractor liable to a penalty equal to the
renewal fee for the first three months of default or part thereof. Thereafter the amount of penalty will be
equal to the renewal fee for every month of default.

11. (a) The Divisional Officers, should report to the Registering Authority if in their opinion any
contractor is incompetent, dishonest, or his performance is unsatisfactory, has contravened any,
provisions of the labour Regulations and Rules persistently or has misbehaved with the Department
while executing any work or has otherwise, forfeited his right to continue as a registered contractor.

On receipt of such a report from the Divisional officer or any other officer-in-charge of Public
works, the registering Authority may suspend or cancel the certificate of registration after due enquiry
if.

(i) The contractor has to execute a contract or has executed unsatisfactorily or is proved to be
responsible for constructional defects revealed even before the expiry of twelve months from the
completion of the work.
 (ii) Has no longer adequate equipments, technical personnel or financial resources.

(iii) Has intentionally violated any important conditions of the contract;

(iv) If declared or is in the process of being declared, bankrupt or insolvent.

(v) Has persistently violated the provisions of labour Regulations and Rules.

(vi) Is guilty of misconduct in connection with execution of government works or of such

conduct as is calculated to impede or results in impending the progress of government works.

(vii) Has failed to clear Government dues outstanding within a period of six months from the
date of passing of the Final Bill.

(viii) Has failed to employ technical staff as per Rule 7-A,

(ix) Has persistently quoted unrealistic rates while tendering for works.

(b) Before taking a decision to cancel the registration certificate of a contractor, the registering
Authority may, if he considers necessary, issue a notice to a contractor asking him to explain his actions
as to why his registration should not be cancelled.
( G.O. No. Codes AP-2/75-34221, Dated 23.12.1975).

12. Every Registering Authority shall maintain the following registers.

(i) Register of applications for registration in form D;

(ii) Register of certificate for registration in Form E;

(iii) Register of applications for renewal in Form E.

 Besides for every application or registration a separate file shall be opened in which shall be
recorded all papers relating to matters arising out of the rules.

O.P.W.D. Amendment 2005

Deposit of Earnest
Money & Initial Security

13. All contractors for the purpose of participation in tender have to deposit 1% of the bid
amount as earnest money of the time of submission of tender and other 1% of the bid amount at the time
of drawal of agreement as initial security deposit in the following manner.
(i) Deposit receipt of Schedule Bank
(ii) Kissan Vikash Patra
(iii) Post office Savings Bank Account
(iv) National Savings Certificate
(v) Post Office Time Deposit Account.

Besides earnest money and initial security deposits, Contractors of Super, Special, A’ & B
Classes will be required for furnish security deposit by way of deduction from their bills at the rate of
5% of the gross amount of each bill whereas in case of C&D Class Contractors, such deduction will be
made at the rate of 3% of the gross amount of each bill. Thus the total security deposit from Contractors
will be 7% for Super, Special, A & B Class and 5% for C &D class contractors.

Provided that in the case of tenders relating to externally aided projects/ any other work of
special nature State Government may prescribe extra percentage towards earnest money deposit and
initial security deposit.

(Works Deptt. No. 15443 Dated 23.08.2005).

14. No registered contractor shall be eligible for renewal of certificate of registration unless he
has validly tendered for or executed any work during the following periods counted from the date of
expiry of the term of the certificate.

Not Validity Not executed

Tendered, during Work during
The years the years
(1) (2) (3)

(1) Special and A Class 3 8

(2) B Class 5 5
(3) C and D Class 2 3

The contractors already enlisted in Class B, C and D, before coming into force of these rules
should be deemed to have been registered under rules, but those who have been enlisted in Class ‘A’
and desire to be upgraded to special Class should furnish fresh applications to the appropriate authority.
Contractors already enlisted in ‘A’ Class by the Chief Engineer and Additional Chief Engineer before
promulgation of P.W.D. Contractors Registration rules, 1967 would continue as such till the certificate
of registration of becomes due for renewal once renewal becomes due the should apply a fresh to the
Committee for registration as ‘A’ Class contractors under the new rules
(G.O.No. Codes-AP/75-34221 Dated 23.12.1975)

O.P.W.D. Amendment 2005

Conditions of Contract (Past Performance)

In Tender Call Notice ( N.I.T.) contractors shall be asked to furnish report in the following
proforma duly certified by the Executive Engineers under whom he has executed works in order to
judge their post performance.

Performance Record of Contractors

 1. Name of the Contractor
2. Registration No. and Date
3. Class of Contractor
4. Licencing Authority
5. Licence valid upto

6. Detailed of works executed

Sl. Jobs under Agreement Date of Stipulated Where work is Reasons for
No. execution amount commence- date of progressing as delay if any
ment completion per programme
1 2 3 4 5 6 7

7. Whether the contractor has requisite machineries and personnel deployed (details of
machinery and personnel deployed.

8. Whether the quality of construction is satisfactory.

9. Whether he has capability to make good the loss time

10. Whether the contractor has abandoned any work in the post three years, if yes, the details
thereof.

11. Whether the contractor has entered in to any litigation in the post if yes, the details thereof.

Name of the certifying Officer Signature of Contractor

With Official Seal
 O.P.W.D. Amendment 2005
FORM- A
Application for Registration of a
Contractor/Upgradation to a Higher Class

The applicants desire to enroll themselves as contractors and also for the purpose of
upgradations to higher class should furnish necessary information in the enclosed proforma.

1. Name of the Applicant, Qualification, if any.

2. Permanent Address
(Should include telephone No Fax No and E-mail (ID)
3. The class in which registration in now prayed for
4. The class in which already registered and when ?
5. In case of registered Contractor, the list of works done by him indicating the details of
each work should be furnished with a certificate of the Engineer-in-charge under whom he worked. The
contractor has to furnish the list of works done by him during the last three years in the enclosed format.
6. Whether agreement for any work was rescind by the concerned Authority (during last 5
years) ? if so, reasons in detail.
7. Whether any work was abandoned by the contractor (during last 5 years) ? if so, reasons
in detail.
8. A copy of the Treasury Challan in which the prescribed fee has been deposited in the
Treasury has been attached. (Yes/No)
9. List of tools, plants, machinery and vehicles which the firm owns.
10. The names and qualifications of the partners of the applicant. In case of partnership firm,
the copy of the partnership deed to be furnished.

11. Whether the applicant has tendered for any work/ works under any Engineering
Departments/Oreganisation of the State government during the last three years.

12. Technical and financial standing for the category concerned as required under rule 6.
13. Whether the applicant has registered himself as a contractor under any other name.
 14. Whether three copies of passport size photograph of the applicant duly attested have been
enclosed (Yes/No).

Sl. Department/ Name of Estimated Agreement Agreement Schedule date of

No. Organisation the work Cost amount No commencement as
(Rupees in per agreement
Lakhs
1 2 3 4 5 6 7

Actual Schedule Actual date Whether Cause of Litigation, Remarks

date of date of of the work is delay if if any comments of
commen completion completion completed any Engineer-in-
cement as per in time charge with
agreement signature
8 9 10 11 12 13 14

Counter Signature of Signature of the Contractor

The Employeer (s)
(Works Deptt No. 17297, Dated 23.08.2005)

FORM – B
Certificate of Registration
(Vide Rule 6 of the P.W.D. Contractors
Registration Rules, 1967)
 Office of the . . . . . . . . . . . . . . . . . . . .
Order No. .. . . . . . . . . . . . . . . . . . . . .
Date . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . is hereby registered as . . . . . . Class contractor according to the revised classification

prescribed under Rule 3 of the P.W.D. Contractors Registration Rules,1967.

2. He has deposited the fixed security as prescribed under Rule 13 of the said rules with the . . . .
. . . . . . . . . He is, therefore entitled to tender and take up works without depositing earnest money or
initial security deposit.

He has not deposited the fixed security as prescribed under the rules. He is to deposit earnest
money and initial security deposit while tendering or taking up works as laid down under the rules. He
will, however, be exempted and an intimation to that effect will be given if he makes such fixed deposit.

3. Attested Photo of Sri .. . . . . . . . . . . . . . . . . . . . . . . . . . . is fixed.

4. Specimen signature . . . . . . . . . . . . . . . . . . . . . . . . . . . is attested Registering Authority.

*(Strike out whichever is not applicable)

Chief Engineer /
Superintending Engineer/
Executive Engineer
(Inserted by works Deptt No. 15292 Dated 13.5.1983)

FORM- C
Application of Contractor for
the date of registration, in P.W.D.
 ( To be applied one month before
the date of expiry of the registration)

1. Name of the Contractor

2. Class in which registered and the authority
3. Date of registration
4. Date of application for renewal
5. Amount of fees paid with Treasury Challan as prescribed under Rule 8.
6. If the applicant has validity tendered for any work during the period.
7. If the contractor has obtained work order during the period in respect of his class as per
Rule 14.
8. If the contractor has executed any work during the period in respect of his class as noted
under rule 14.
9. Attested true copies of up-to-date income tax and Sales Tax clearance certificate of
appropriate authority to be attached and the original certificate to be produced to the Registering
authority at the time of renewal.

Signature of Applicant.

FORM – D
Register of application received for
Registration Promotion as Contractors

Sl. Name of the Date of Purpose of Fees paid Order Remarks

No. applicant receipt of the Passed
with address the application
application
1 2 3 4 5 6 7
 (Inserted by Work Deptt No. 15292 Dated 13.05.1983)

FORM – E
Register of Certificate of
Registration issued under Rule - 13

Sl. Name of the Registratio Class in Period for Date of Remarks

No. contractors n which which Cancellatio
with address certificate registered registration n
No. & Date certificate
issued
(From. To)
1 2 3 4 5 6 7

FORM – F
Register of applications for Renewal of
Registration of Contractors

Sl. Name of the applicant Date of Amount of Order Passed Remarks

No. with address receipt of the fees Paid
application
1 2 3 4 5 6
 FORM – G
Performance Report of Contractor

Sl. Name of the Cost of Date of Signatur Date of Valid or Referenc If any Remarks
No. work for which work purchase e of E.E. receipt Not e of legal/Par E.E. on
tender paper of tender or his of tender work alegal performa
allowed to be docume represent order case nce.
purchased nt ative and initiated
agreeme by court
nt if Dept.
approve
d
1 2 3 4 5 6 7 8 9 10

(Inserted by F.D.U.O.R.No. 84 WF-1, Dated 16.2.2000 w.e.f. 1.4.2000)

APPENDIX – IX Executive Instructions regarding Calling for and acceptance of tenders

Tender Notice

1. Tenders for work should be invited only after a detailed estimate showing quantities, rates and
amounts of various items of works and also specifications to be adopted are prepared and sanctioned by
competent authority.

2. In case of urgent works where there is no time to prepare a complete estimate, rough
quantities and rates for the main items of that part of the work for which tenders are proposed to be
invited and which cover a major part of the cost of the work should be worked out and approval of the
next superior authority obtained, before tenders are invited.

3. The tender documents comprise (1) the notice inviting tenders in the prescribed form, (2) the
schedule of quantities of works, (3) a complete specifications of the work to be done, (4) a set of
complete drawings and (5) the form of tenders be used along with a set of special conditions. The
method of measurement, quarries, places where Departmental materials are available should be clearly
indicated.

4.(a) All notices calling for tenders should be in prescribed form and be serially numbered a
proper register being maintained for the purpose. Those should be only issued after the authority
competent to accept the tender has approved the tender documents. The notice calling for tenders should
be carefully prepared, the use of symbol 0/0 and 0/00 in the schedule of quantities accompanying the
tender notice is prohibited the works per thousand and per hundred must be written.

(b) The notice inviting tenders should stipulate reasonable time for completion of work. In case
of an urgent work the period of completion may be certified by the authority competent to approve the
notice inviting tenders, but in no case should the period be unreasonable.

5. The notice inviting tenders add all other connected papers are very important documents on
which subsequent agreements are based. It is, therefore, necessary, that each page and the correction
slips and other corrections and modifications made in the tender papers are signed by the competent
authority, in token of approval so that all chances of tampering with documents are avoided.

6. The officer approving the tender documents should see that there are no ambiguities in the
tender papers. The officer inviting tenders will be responsible for seeing that all forms issued to tenders
whether printed or otherwise are clear, legible and as per-approved tender documents.
 7. All tenderers should be asked to give a declaration about the names of their relatives
employed in the particular department in charge of execution of works along with their tenders.

8. All tenderers are required to submit a list of works which are in the hand at the time of
submitting their tenders. The list of works are required to be submitted in the following form.

(i) Name of the work, (ii) name and particulars of the division where the works is being executed
(iii) amount of work, (iv) position of works in progress, and (v) remarks.

9. (a) Tenders must be invited in the most open and public manner possible whether by
advertisement in the papers or by notice in English or Oriya posted in public places. Copies of such
notices should be sent to all the divisions under the circle office with a request to exhibit them
conspicuously in their notice boards.

(b) The notice inviting, tenders for works costing more than Rs. 10,000 but less than 50,000
should be circulated among the local offices.

Amendment to Rule – 9© of
Appendix- IX of OPWD Code, Vol-II
Dated 17.05.2006

Financial limit for publication of tender in the web-site of State Government; Tenders costing
more than Rs. 50,000/- and up to rs. 10.00 Lakhs shall be published in two local Oriya news papers,
above Rs. 10.00 Lakhs and up to Rs. 100.00 Lakhs shall be published in one local English daily and two
local Oriya dailies. Tender for works costing more than rs. 100.00 Lakhs shall be published in one
English National news paper in addition to one Oriya daily. Besides above, tenders for works costing
more than Rs. 10.00 Lakhs shall also be posted in the web-site of the State Government. The bid
documents will available on the web-site for down loading by intending bidders. In addition, the bid
documents in the form of compact disc (CD) may also be made available on payment of cost. Bidders
who down load the bidding document for the internet site will have to pay the cost of bid document i.e.
Rs. 10,000/- in shape of demand draft in favour of the concerned Executive Engineer and submit the
demand draft in separate envelope marked cost of the bidding document downloaded from the internet
with bid documents. The authority will not be responsible, if any portion of the approved documents
available in the office of the Executive Engineer of the Chief Engineer is excluded or modified. The
download facility will be available up to the last date of sale of tender papers. Tenders where special
skill of experience is required for execution of work or where the requisite material for execution is not
locally available, the same may be published in the news paper on posted in the web-site at the
discretion of the Engineer-in-Chief / Chief Engineer.

Posting of award of work

In web-site of State Government

Award of tender for the works costing Rs. 20.00 Lakhs and above are to be posted in web-site of
State Government with information to Director, Printing, Stationery and Publication, Orissa Cuttack for
publication in gazette.

O.P.W.D. Code Amendment 2004

10. The time limit between issue/publication of tender notice and sale, receipt shall ordinarily
allowed as follows. This period may however be varied at the discretion of the Officer competent to
accept the tender in case of urgency. The tender document should be kept ready prior to date of
publication/issue of tender notice, so that it will be made available for sale immediately after publication
in News papers.

(i) Minimum 10 days and maximum 15 days in case of works, the cost of which does not exceed
Rs. 50.00 lakhs.

(ii) Minimum 15 days and maximum 21 days in case of works, the cost of which s more than Rs.
50.00 Lakhs and up to Rs. 3.00 crores.
 (iv) In case of very large and complex projects, minimum 21 days but not more than 45 days.

Note- If more than the maximum prescribed time is allowed, the concerned authority will record
the reason in writing.

(Codes 1220/W., dated 19.01.2004)

11. If for any reasons tenders can not be opened on the due date, intending tenderers should be
informed at the earliest opportunity about the new date and time for the opening of tenders.

12. Tender documents should be prepared and kept ready for sale to the contractors before the
notice is actually sent to the press or is posted in the notice board, and every contractor desiring to
tender should be asked to make a written application. It is the responsibility of the officer inviting
tenders to see that the tender documents are made available to the contractors as soon as the application
is made with the cost of tender papers.

Amendment to Rule -13 of

Appendix – IX of O.P.W.D. Code,
Vol- II, Dated 17.05.2006

Time limit for refund of security deposit- Security deposit of contractors for each work will be
refunded in accordance with the following procedure regard being had to the provision of Rules 279 of
the Orissa General Financial Rules, Volume-1.

(i) In case of contractors for supply Security deposit is to be refunded in full along with
of materials and carriage of the final bill within a month of satisfactory completion
materials. of contract.
(ii) In case of item rate of L.S. Full refund is to be made one year after the date of
contractors completion provided final bill has been paid and
defects, if any, rectified. However in case of projects
 executed with externally aided fund security deposit is
to be refunded as outlined therein.
(iii) Piece-rate contractor Full refund is to be made six months after the date of
completion provided final bill has been paid and
defects, if any, rectified.

In case, however, where refund of security is delayed for non-payment of final bill, the two
percent of the security deposit recovered as earnest money and initial security may be refunded and the
balance of the deposit may be refunded after the payment of the final bill.

14. To avoid the possibility of bogus and faked tenders being submitted. It is necessary that
tender documents resold individually acknowledgements taken from contractors or, their as credited
representatives in the sale register of tender while handing over tender documents to them. In case
where tender documents are transmitted by post, these should be dispatched by registered post with
acknowledgement reference there to be given in the sale register.

O.P.W.D. Code Amendment 2005

15. The following will be the scale of charges for tender forms to be sold to contractors-

(i) Tenders costing up to Rs. 10,000/- Rs. 200.00

(ii) Tenders costing over 10,000.00 but below Rs. 1.00 Lakh Rs. 400.00
(iii) Tenders costing over 1.00 Lakh but below Rs. 2.00 Lakh Rs. 600.00
(iv) Tenders costing over 2.00 Lakh but below Rs. 5.00 Lakh Rs. 2000.00
(v) Tenders costing over 5.00 Lakh but below Rs. 10.00 Lakh Rs. 4000.00
(vi) Tenders costing over 10.00 Lakh but below Rs. 50.00 Lakh Rs. 6000.00
(vii) Tender costing Rs. 50.00 Lakhs & above. Rs. 10,000.00
 Authorities competent to accept tenders have got the discretion to add to the price of tender
forms mentioned above towards additional cost of drawing to be supplied along with the tender
documents depending on the labour actually involved for their preparation.
In case of re-tender of a work due to any reason, the tender forms will also be sold at above
mentioned price.
(Substituted by Works Deptt No. 17283 Dated 23.8.2005)

16. Where a request is received from a contractor for the supply of a duplicate set of tender
documents, the same may be supplied to him at full cost of the original copy to the time of issue of
original papers if available. The copy to be supplied should be stamped duplicate so that it may not get
mixed up with original tender documents.

17. When it is not practicable to supply plans and drawings along with each set of tender
documents to the contractors for the purpose of tendering, plans and drawings should be displayed on
notice board in such a manner that they can be seen by the intending tenders without causing damage to
the plans.

18. (a) All tender documents should be priced as indicated in rule 15 and the price given on the
body of tender documents should be kept in charge of the estimate in the divisional Offices and the Sub-
Divisional Clerk in the Sub-divisional Offices. In respect of Circle Offices and Chief Engineer’s Office
the same should be kept with senior most Estimator and Drawing Superintendent respectively.

(b) All tender forms received should be entered in register of tenders received together with the
number and date of letter advising dispatch with which they are received.

© The register should contain chronological record of the issue of the tender forms showing the
name of the person to, whom it is issued, the number of forms issued and the amount received.

(d) The register of tender forms should be treated as a subsidiary cash book on its page should be
numbered and certified.
 19. (i) With a view to avoid the possibility of tempering with the original tenders during the
interval, they ae in the office for the preparation of comparative statement the office opening the tender
should invariably date and initial all the documents, attest all corrections, number them in red ink and
sign each page of the schedule accompanying the tender, he should also record in red ink at the end of
each page the number of such corrections. The competent authority may reject a tender containing
corrections and mutilation.

(ii) Any ambiguities in the rates quoted by the tenders in words or figures must be clearly
indicated on each page of the schedule attached to the tender to, which it concerns.

(iii) In case where the contractor has quoted rates in rupees and no paisa is mentioned the word
only should invariably be added by the officer opening the tenders. After the words rupees and the
corrections; should be initially and suitable remarks added at the end.

(iv) Where the contractors have omitted to quote the rates in figures or in words, the omissions
should be recorded by the officer opening the tender or each page of schedule.

(v) It should be seen that the contractor quotes entire rates in words including paise to avoid
chance of tempering and if the contractor fails to do, the officer concerned should himself write the rates
in words at the time of opening of the tenders.

20. The tenders should be encouraged to be present at the time of opening the tenders, Lump
sum tenders should be read out to the tenders as far as possible. In the case of item rates tenders, the
total amount as worked out by the different tenders may be read out if required by the tender’s present.
If required by the contractors or their representatives present the rates in respect of important items of
work may be read out.

The Divisional Accountant should be present at the time of opening of tenders if he is in the
office. If in any case this is not practicable, the reasons for his absence should be recorded under the
dated initials of the officer opening the Divisional Accountant, should also see and sign in case be was
absent from office on the prescribed date immediately he returns to duty.
 21. A complete comparative statement in the prescribed form of all tenders received in response
to the notice should be drawn up in the office of the officer calling for tenders and the following
instruction should be carefully noted.

(a) The Officers opening the tenders should prepared in their own hands a statement of tenders
received in the prescribed form and should sign the statement. The tenders of their authorized agents
present at the time of opening the tenders should also be asked to sign the statement.

(b) Care should be taken in preparing and scrutinizing the comparative states of tenders to guard
against arithmetical and other mistakes. Failure to do this, may result in the work being awarded to a
contractor who has t not given the lowest acceptable tender.

© All special conditions and special concessions, in the tender should also be prominently
shown in the comparative statement and their money value evaluated if possible and taken into
consideration while awarding the work.

22. The detailed arrangements for proper check of tenders and preparation of comparative
statements are left to the officer inviting the tender but such arrangements must provide.

(a) That the persons entrusted with the work shall date and initial all papers the calculations of
which they have checked and that all working sheets are preserved.

(b) That the Divisional Accountant makes satisfactory and efficient arrangements for checking
the computed tenders, he should also conduct personally a test check of computer and checked tenders
sufficient to satisfy himself reasonably that the checking work has been property

done. He should also see that the comparative statement correctly incorporates the totals as checked in
individual tenders. He should initial all items test checked by him.
 © That if an check there are difference between the rates given by contractor in words and
figures or in the amounts worked out by him the following procedure should be followed.

(i) When there is difference between the rates in figures and in words, the rates which
correspond to the amounts worked out by the contractor shall be taken as correct.

(ii) When the amount of an item is not worked out by the contractor or it does not correspond
with the rate written either in figures or words, then the rate quoted by the contractors in words shall be
taken as correct.

(iii) When the rate quoted by the contractors in figures and in words tally but the amount is not
worked out correctly, the rates quoted the contractor shall be taken as correct and not the amount.

(iv) In case of percentage rates both in amount as well as in percentage below or 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 should be taken into account.

(d) That the officer inviting tenders himself makes a proper scrutiny of the tenders and the
statement.

(e) That the officer inviting tender makes proper arrangements while computation is being made
in his office.

(f) All corrections should be carried out nearly and clearly endorsed for, attestation by the
authority concerned.

23. (a) The Divisional Accountant himself should not be called upon to do any of actual
computing work of the intermediary verification of the quotations or of the preparation of the
comparative. His responsibilities extend to the final checking arrangements and himself doing a
reasonable amount of test check. In fact an officer inviting tenders not below the rank of Divisional
Officer should be quite entitled to ask the Divisional Accountant to note; on the comparative statement
that as far as he could ascertain from such test check as he had been able to carry out the statement in
accurate. There is no objection for the employment of the Accounts Clerks as distinct from the
Divisional Account on the computation if the work is large and the preparation of a comparative
statement is urgent. It should however, be opened to the Divisional Accountant if he thought this the
more satisfactory method of ensuring accurate check, to reserve or detail one or more of the Accounts
clerks solely for him to satisfy himself that the check has been properly done.

(b) It is essential that there be no hurrying of the work of computing tenders and of computation
and an Account is entitled to claim that reasonable time should be allowed to him to satisfy himself that
the check has been properly done.

© The Divisional Accountant should record the following certificate on the comparative
statement.

Certificate that (i) I have personally conducted a test check of the (imputed and checked tenders
including the three lowest tenders and have satisfied that the checking work has been properly done.

(ii) The comparative statement correctly incorporates the total as checked on the individual
tenders.

Note- In case of tenders called for by the Sub-divisional Officer the preparation and check of
comparative statement should be done by the S.D.O. himself with the help of Sub-divisional work.

24. Top priority should be given to, decide the award of work on receipt of tenders. In order of
minimize chances of delay the time table indicated in the annexure should be observed in dealing with
the tenders by different authorities.

25. No officer can accept any tender.

(i) Which relates to a work not yet technically sanctioned except those covered under exception
to para 3.7.1.

(ii) Which exceeds the amount technically sanctioned for the work by an amount greater than
that the empowered to pass.

(iii) Any provision which infringes any standard rule or order of higher authority (rules for the
supply of articles for the public service etc.)

(iv) Which involves an uncertain or indefinite liability or any condition of an unusual character.

(v) Which exceeds the amount up to which he is empowered to accept the tender.

(vi) After a period of 90 days from the date of opening the tender, unless the period of validity
has been extended by the parties concerned.

26. The reasons for accepting a tender which is not the lowest or for rejecting all tenders should
be recorded on a separate sheet of paper and it should be attached to the comparative statement and
removed before the case goes back to the office. This sheet should be kept in the custody of the
accepting authority and should not be sent to the office and a true copy of this may be furnished to the
Divisional Office for his personal custody. It may be shown to the Gazetted officer of the Audit
Department on inspection if he desires to see it.

Note- Provision relating to acceptance of tenders other than the lowest is laid down in
paragraphs of this Code.

27. Tenders which are beyond the power of acceptance of the Sub-divisional Officer or
Divisional Officer as the case may be should be submitted by the Divisional Officer in sealed covers
and addressed by same to the Superintending Engineer along with the Divisional Officer’s
recommendations. The comparative statement accompanying tenders must be submitted in duplicate.
After the Superintending Engineer has given approval, one copy of the comparative statement will be
retained in his office and the other copy along with the original tenders will be returned to the Divisional
Officer for preparing the draft agreement. Similarly in case of tenders which are beyond the power if
acceptance of Superintending Engineer, the Superintending Engineer should submit the comparative
statement in triplicate and the tender papers etc. to the Chief Engineer in sealed cover with his
recommendations and address it to him by name. The Chief Engineer while communicating his approval
should retain one copy of the comparative statement along with the tender papers to the Superintending
Engineer. The Superintending Engineer will retain one copy of the comparative statement in his office
and will the original tenders to the Divisional Officer for preparing the draft agreements. The agreement
should be ready for the signature of the contracting parties within 15 days from the date of receipt of
approval of the contract documents. When submitting tenders to a higher authority for approval of
acceptance, if any of the rates differ appreciably from those prevalent in the schedule of rates a, note to
this effect should be made in the comparative statement of tenders. The agreement should be signed on
behalf of the Governor by an officer authorized by the Government. A Divisional Officer can also sign,
on behalf of Governor, an agreement for a work the tender in respect of which has been accepted by a
higher authority.

Note- (i) Certified copies of agreements for which tenders have been accepted by authorities
higher than the Divisional Officer must be submitted by Divisional Officer to such higher authority and
to the audit office without any delay and within 30 days from the date of acceptance through the
authority who accepted tender.

(ii) The original comparative statement will be filled with agreement in the Divisional Officer
whereas the certified copies there of will be retained in the office of the accepting authority.

28. While submitting tender for acceptance, a critical analysis of tender should be given. Such
analysis should indicate abnormally high or low rates or unusual conditions etc.
29. When in response to a notice calling for tenders only a single tender is received the approval of the
next higher authority should be obtained if the tender is otherwise in order and is acceptable.
Amendment to Rule 30
Of Appendix IX of O.P.W.D., Vol.II
Dated 17.05.2006
 If an officer inviting tender considers it necessary in the interest of Government to negotiate with
a tenderer with a view to reduce the rates quoted or to withdraw special condition imposed by a
tenderer, negotiations may be conducted by him or by an officer authorized by him in writing with the
lowest tender only, if the tender value exceeds the estimates cost by more than 5%. If the quoted rate of
the lowest bidder is within 5% excess of the estimated cost, there is not need for negotiation. There will
be no negotiation ith any other bidder except with lowest bidder.

31. After tender for a work has been accepted, the fact of acceptance will be communicated to
the contractor in the prescribed form.

32. When contractors sign their tenders in any Indian script or can only their name in English the
amount of the tender or rate of percentage above or below offered by them should be written in the
contractors own handwriting in Indian script preferably in Oriya and in the case of illiterate contractors,
the amount of the tender should be attested by a witness. All corrections should be carried out neatly
and clearly endorsed for attestation by the Officer opening the tender.

33. When bonafide mistakes or omission have to be corrected to remove ambiguities or

indefiniteness in a contract, such corrections should be made with the approval of the competent
authority who accepted the tender and this rectification should be done by an official order in which
reasons for modifications should be fully set forth. In signing any modifications care should be taken to
see that they are within the powers of the authority sanctioning them. If considered necessary,
supplementary agreement should be executed on the basis of the order sanctioning the modifications.

34. (a) The Tender after acceptance becomes a contract and should be filed with care in
divisional of Sub-Divisional Office as the case may be after entering it in the register of accepted
agreements. In case of tenders called for and accepted by the Chief Engineer and Superintending
Engineer the certified copies of contract documents should be retained in the respective offices, the
original copies sent to the Divisional and Sub-Divisional Office for checking bills before.

(b) Every leaf of the agreement should bear the signature of both the parties to the agreement.
 © Agreement should be prepared in the same handwriting and ink throughout. If an agreement is
type-written, it may be done on the same machine and blank spaces are either filled in or a line drawn
through such spaces to avoid interpolations.

35. (a) The power to extend the date of completion of works vests with authority accepting the
tender.

(b) the power to waive any penalty levied will rest with the Administrative Department which
will obtain concurrences of Finance Department before orders are issued.

Government Instructions 2004

Sub- Affidavit to be furnished by the Contractor at the time of submitting of tender about the
authorization of tender documents including bank guarantee.

In inviting a reference to ht subject cited above, I am directed to say that after careful
consideration government have been pleased to decide that an affidavit shall be furnished by the
Contractor at the time of submission of tender papers about the authentication of tender documents
including bank guarantee.

2. Necessary stipulation to the above affect shall be incorporated in the detailed Tender Call
Notice/Notice inviting Tender by the tender inviting authority.

3. This has been concurred in by the Law Department and Finance Department vide their U.O.R.
No. 1242/L., Dated 5.8.2003 and No. 195/WF-1, Dated 4.3.2004 respectively.

Sd/-
F.A.-cum-Joint Secretary to Government
(Memo No. 6725 Dated 22.6.2004)
 Amendment to Clause 31 (a) of
F2 Contract (Payment of escalation
On steel, Cement and Bitmap)
Dated 17.05.2006

Clause-31 (a) (i) – If during the progress of the work, the price of any material (excluding the
cost steel, cement & Bitumen) incorporated in the work (not being materials supplied from the
Engineer-in-charge store in accordance with clause hereof) increase or decrease as result of increase of
decrease in the average wholesale price index (all commodities), and the contractor thereupon
necessarily and properly pays in receipt of that materials, ( incorporated in the work) such increased or
decreased price, then he shall be entitled to reimburse or liable to refund quarterly as the case may be .
Such an amount as shall be equivalent to the law or minus difference of 75% in between the average
wholesale price index (all accommodation). Provided the work has been carried out within the stipulated
time or extension thereof as are not attributable to him.

(ii) Increase/decrease of cost of steel, Cement and Bitumen are to be reimbursed/liable to be

refunded with price approval of Government as follows-

1. Steel Rate as fixed by Steel Authority of India Ltd (SAIL)

2. Cement Average factory price of three manufacturer of cement
inside the State.
3. Bitumen Rate as fixed by Indian Oil Corporation (IOC).

O.P.W.D. Amendment 2005

Item Rate (F2) Agreement
Existing provision contained in Clause-2(b) of Item Rate (F@) Agreement for rescission of work
is amended as follows:-
To rescinded the contract of which rescission notice in writing to the contractor under the hand
of the Executive Engineer shall be conclusive evidence, 20% of the value of left over work will be
realized from the Contractor as penalty.

(Works Deptt. Memo No. 13396 Dated 1.7.2005)

O.P.W.D. Amendment 2004

ANNEXURE
Time Schedule for scrutiny of Tenders
Maximum time allowed for scrutiny and disposal
Sl. Classification of Tender Sub Divisional Superinten- Chief Contract
No Divisional Officer ding Officer Engineer Committee
. Officer
1 2 3 4 5 6 7
1 Tenders within the power of Sub- 5 - - - -
Divisional Officer
2 Tenders within the power of Divisional 10 - - - -
Officer
3 Tenders requiring orders of authority
higher than Divisional Officer
(a) Scrutiny and disposal - 15 10 10 15
(b) Disposal by the Divisional Officer after - 7 - - -
receipt of orders of orders from higher
authority

Note- (i) In case where prolonged negotiation are necessary an additional period of 15 days is allowed at
the level at which negotiation are to be carried.

(ii) In respect of works for which alternate design has been given by the contractor, the period of
examination in the office of the Chief Engineer (including scrutiny in the Design Directorate if any) will
be double the period indicated against item 3(a).
(Codes 1/2004-1220/W., Dated 19.01.2004)
APPENDIX – X Officers legally empowered to execute on behalf of the governor the different classes of deeds contracts
and other instruments.

“A” In case of the Works, Irrigation and Power and Housing & Urban Development Department
(subject to any limit fixed by the Departmental orders.)

1 All instruments relating to purchase, supply and By Secretaries to government in works

conveyance or carriage of materials, stores Department Irrigation and Power
machinery, etc., sale or purchase of electrical Department & Housing Urban
energy. Development Department and Chief
2 All instruments relating to the execution of Engineer, Chief Construction Engineer,
works of all kinds connected with buildings, Additional Chief Engineers,
bridges, roads, canals, river control, land Superintending Engineers, Divisional
drainage, reservoirs, dock and harbours and Officer, Sub divisional Officer of
embankments, power stations (all types of Electrical Inspector working under the
prime movers transmission and distribution respective Department.
lines including substation in buildings and also
instrument relating to the construction of water
works, sewerage works, the erection of
machinery, and the working of coal mines.
3 Bonds of auctioneers, contractors and security By the Concerned Chief Engineer’s,
bonds for the due performance and completion Chief Construction Engineer, Additional
of works. Chief Engineer, Superintending
4 Security for the due performance of their duties Engineers, Divisional Officers or Sub-
by servants of the Government whom the divisional Officers of the Works
officers specified have power to appoint. Department Irrigation and Power
5 Leases for grazing cattle an canal banks or Department and Housing and Urban
roads side for fishing in canals and tanks or Development Department.
 reservoirs, for the cultivation of land under the
Irrigation Department, leases of water for
Irrigation and other purposes, and leases of
waterpower and instruments relating to the sale
of grass, trees of other produce on road side or
in plantation.
6 Leases of houses, land or other immovable By the Concerned Chief Engineer’s,
property, provided that the rent reserved shall Additional Chief Engineer,
not exceed Rs. 5,000 per month. Superintending Engineers, Divisional
Officers under thy Works, Irrigation and
Power and Housing and Urban
Development Department.

7 All instruments connected with the recoverance By the Concerned Chief Engineer’s,
of property given as security. Construction Engineers, Additional Chief
8 Agreements, for the recovery of fines on Engineer, Superintending Engineers of
accounts of draft wood or other timber passing Divisional Officers of works, Irrigation
in to a canal or other timber passing in to a and Power and Housing and Urban
canal except all fines realizable by Irrigation Development Department.
Officers under the Canals Act for offences
committed in Canals.
9 Instruments connected with the collection or
forming of tolls at bridges or ferries or other
means of communications.

10 Agreement relating to the loan of tools and By the connected Divisional Officers
 plant to contractors and other under the works, Irrigation & Power,
Housing & Urban Departments,
Developments

11 Agreements for sewer connections with By S.Es under the Housing & Urban
government sewerage system Development Department.

12 All deeds instruments relating to any matter By Secretaries or Joint Secretaries to

other than those specified in items I to II. Government in the Works, Irrigation &
Power Housing & Urban Development
Departments.

Law Department Notification

No. II-1.2/72(Part) 4595-Judl. Dated 19.4.1973
APPENDIX- XI Procedure for the Acquisition Of Land for Public Works

1. Land required for a public purpose should be acquired by following the procedure laid down in the
Land Acquisition Act 1894 and the executive instructions issued there under by the State Government
as incorporated in the Bihar and Orissa Land Acquisition Manual 1928 amended from time to time.

2. Transfer of land under the possession of one Department of Government to e arranged by

executive action and it is not necessary in such case to initiate proceeding under the land Acquisition
Act.

3. As far as possible land should not be acquired by private negotiations as this may involve
Government in unnecessary litigation regarding rights and title over the land and may also result in
payment of higher rates. In cases when it is absolutely necessary to acquire land by negotiation, the
Divisional Officer should invariably obtain necessary information from the Collector and his opinion on
the transaction should be sent along with the proposal. Sanction of State Government is necessary for
the purpose of acquiring land by negotiations.
 4. When it is intended to acquire land for a public purpose, the Divisional Officer concerned
should apply to the Collector of the District in which the land is situated clearly the reasons why it is
considered desirable to acquire the land. No form has been prescribed for furnishing the requisition. It
should be furnished with the requisite information prescribed in the Executive Instruments No.10 in the
Bihar and Orissa Land Acquisition Manual 1928. In order to eliminate errors in and omissions from the
requisitions the requiring officer should frame the requisition carefully and always in consultation with
the latest cadastral survey map and the maintained land record. The date after which possession of the
land is required should be mentioned in the requisition. The requisition should contain a schedule of
land proposed to be acquired. The schedule should indicate the name of the village, tahasil and district
in which the land is situated. It should also indicate the survey number of each plot, total area of the plot
as recorded in the record of rights, the extent (area) to be acquired out of each plot and the name of the
persons or person in whose favour the land stands recorded in the maintained record –of-right. In order
to prepare the schedule of the lands correctly the requiring officer or his employees specially authorized
in this behalf, should avail the facilities made available for collecting necessary informations from the
maintained record-of-right. Where printed copies of cadastral maps are available for sale, the requisiting
Officers should purchase required number of copies of such maps for use in connection with the
preparation of requisition, etc. If printed copies are not available for sale, he may avail facilities made
available by the Collector to take out copies of such maps. Where land has not been cadastrally
surveyed and no record-of-rights has been prepared, it will be sufficient if the Requiring Officer gives
only the approximate area, boundaries of the land and names of the persons believed to be interested in
it for identification of the land. Where large area are required for projects a sketch map should be
attached to the application. Copies of the maps should be available in Divisional Officer’s Office for
inspection of the public.

5. It is incumbent on the Divisional Officer to endeavour to avoid buildings, particularly

religious buildings, tombs, grave yards, communal lands etc., the acquisitions of which will entail
unnecessary expenditure to Government or annoyance to the owners. If the object can be attained by a
slight alteration of the alignment or sits chosen or in some other manner.

6. In case, land is required for the construction of buildings, the Divisional Officer, should in the
first instance obtain the approval of the site selection committee where it is necessary.

7. The divisional Officer is required to furnish the following important information and
documents along with the requisition.

(a) No possession certificate.

(b) Name of the Administrative Department i.e. the name of the Department from whose budget
the cost of the acquisition will be financed.

© Requisite number of land plants based on the latest cadastral map.

(d) If any gochar land is required to be taken up then separate proposal to acquire land for its
replacement should simultaneously be made.

(e) A certificate to the effect that government land to the extent of such and such has been
included in the proposed acquisition doubts having arisen also the incidence of private right therein.

(f) For the land plans prepared for roads, embankments, drainage channels, canal etc., there
should be a separate plan for each Revenue Village and the plans should be numbered consecutively and
shall be on the following, scale
For roads, etc. 330Ft, for a inch or if a larger
scale is required 21 ¼ ft to on inch.

And for buildings in 82% ft to an inch or if a larger scale is required congested area in
42 ¼ ft to an inch.

8. On receipt of the requisitions the collector is required to prepare a draft notification under
section 4 of the Land Acquisition Act in the all cases in consultation with the Requiring Officer, if
necessary and forward it to the Revenue Department, R.D.C. Administrative Department for approval
and publication in the Orissa Gazette.

9. After the publication of the notification, the collector will give public notice of the substance
of the notification in the locality to enable the persons interested in the land to file objections, if any the
Collector while hearing the objections filed under Section 5-A of the Act, will intimate the local officers
of the Requiring Department who should represent. On receipt of intimation of the issue of public notice
the Requiring Officer may proceed to examine the land, survey, dig, bore and otherwise ascertain its
suitability for the purpose for which it is required and should collect such information as will assist the
Collector in framing an estimate of the probable cost of the land. The map or plan together with a
memorandum, specifying generally the character of the land, (Waste land, cultivated land, etc) the
number and character of building, trees, etc. standing the land, should be sent to the Collector for
preparation of an estimate of the cost of acquisition and draft declaration under Section 6 of the
L.A.Act. for this purpose the Requiring Officer may obtain from the Collector, information from the
settlement records to ascertain the rates of rent class and tenants, etc if necessary.

No work should however, be commenced by the Divisional Officer during the preliminary
investigation and been formally handed should be done to the property till the land has been authorized
over or unless the approval in writing of the local revenue has been obtained.

10. In case of extreme urgency recourse can be taken to the provision of Section 17 of the land
Acquisition Act. Where it is intended to adopt the emergency procedure the divisional Officer should
state whether Sub-section (1) or Sub-section (2) is to be applied and whether Sub-section (4) of the said
Section is also intended to be applied. As this special procedure has the effect of depriving the persons
interested in the land of a statutory right to contest the property of acquisition/the Divisional Officer
concerned should furnish full reasons justifying the proposal so as to enable the Collector to certify that
there is no objection to the acquisition based on general or specific grounds. He should also furnish
particulars of the land, etc to the Collector to avoid delay in the procedure.

11. the Divisional Officer should beat in mind that lands required for different projects can not
forms the subject matter of one proceeding. Therefore, lands required for each projecting each revenue
village shall form the subject of one proceedings and for each proceeding there must be a separate
requisition.

12. Since no field enquiry and verification of records is ordinarily done by the Land Acquisition
Officer, the Divisional Officers are required to verify the records properly before sending requisition to
the Collector to avoid delay.
.
13.1. In cases when the emergency procedure is applied the Divisional Officer should within a
fortnight from the date of publication lace funds towards the cost of declaration under Section 6 in the
gazette, place funds towards the cost of acquisition with the Land Acquisition Officer.

2. When the emergency clause is not applied, the estimated cost of the land as sanctioned by the
competent authority must be paid within three months from the date of issue of the order under Section
7 or earlier. If the land Acquisition Officer so directs. Interest as may be required should be paid on
demand.

3. If funds are not deposited, as above, the Land Acquisition Officer is at liberty to recommend
the case to be dropped. Hence, there should be no delay in depositing the money.

4. Payment must be made separately for each case and not together for a group of cases.

14. Land notified for acquisition can be withdrawn from acquisition if possession has not been
taken over. Even where possession has been taken, such portion of the land under acquisition which is
not required for the purpose for which it is acquired, may be restored at any stage provided the person
interested in the land agree to this course. The requiring Officer should therefore promptly apply to the
Collector for withdrawal of land from acquisition/restoration of land taken over, when the finds
acquisition of some portion or in full not necessary for the purpose.

15. (a) In case land is required for a temporary period not exceeding three years the usual
procedure for temporary acquisition should be followed. A Plan of the land, of which temporary
occupation as desired should be furnished by the Divisional Officer to the Collector with a request to
furnish an estimate of cost for occupation. The Collector will furnish an estimate with endorsement that
 there is no specific or general objection to the occupation of the land. The Requiring Officer will move
the Administrative Department through proper channel for sanction and obtain orders of Revenue
Department under Section 35 of the Act.

(b) When temporary occupation under Section 35 of the Act is required for the purpose of taking
earth there from for roads and embankment and the requisition is for a period of 3 years allowed by law,
three years continuous digging in the same land for taking earth is likely to cause serious damage and
the compensation payable may be heavy. It should, therefore, be examined whether permanent
acquisition would be cheaper.

16. The Divisional Officer is prohibited from starting any work an the land unless physical
possession has been made over by the Land Acquisition Officer at the site. He should obtain himself
from taking advance possession and wherever taking advance possession seems imperative before
taking any such possession.

17. Since no work can be started till the land acquisition proceedings are complete and the land
handed over, the Divisional Officer should watch the progress of the proceedings at evey stage and keep
a close liaison with the land Acquisition Officer.

(Issued under I & P. department

No Codes- Ap-372-11625(7), Dated 20.4.1973)
APPENDIX – Principles to be followed for Hiring out Accommodations for Public Purposes
XII

1. Subject to provisions under Rule 157 of Orissa general Financial Rules.

The accommodation should be hired only for public purpose and will be subject to the following
conditions.

(a) No Accommodation may be hired under these powers in places outside Orissa.
 (b) Certificate of non-availability of Government accommodation shall be obtained from the
concerned departmental authorities who are in charge of Government buildings available in the locality
in the case of accommodation sought at New Capital, the certificate should be obtained from the
Director of Estates.

© A certificate of fairness of rent shall be given by on officer not below the rank of an Assistant
Engineer in accordance with the principles prescribed by Government from time to time.

(d) The rent fixed for the building taken on hire shall not exceed the fair rent as certified by the
Officer mentioned in Clause © above. But under special circumstances the Administrative Departments
and Heads of Department may sanction up to tem percent in excess over the fair rent certified.

(e) Unless otherwise provided in any general or special orders issued by government no
accommodation shall be hired purely for residential purpose.

(f) Where the accommodation is hired exclusively for office, the, are of accommodation shall not
exceed what is admissible by more than 10 percent for the purpose of admissibility of office
accommodation, the scales indicated below should be observed.

Categories of Officers Floors space between 250o 300 sq.feet.

(i) Head of Departments

including junior Head of
Department.
(ii) Other Class I Officers Between 200 to 250 sq.feet.

(iii) Other Gazetted Officers Between 100 to 175 sq.feet.

(iv) Head Ministerial Officer 50 sq.feet.

(v) Assistant, Clerk, Auditor. 40 sq.feet.

(vi) Stenographer, Typist,
Record Supplier and Diarist 30 sq.feet.

Accommodation for other categories of staff should be made on the above analogy but necessary
allowance to a reasonable extent may be made for special requirement, if any e.g., Court work record
room etc. The authorities sanctioning hiring of office accommodation should record a certificate in the
sanction order to the effect that the floor space of the building taken on hire is in accordance with these
instructions.

(2) Private accommodation should normally be hired for office purpose only. Where, however,
such accommodation on the proper scale and according to requirement of the office concerned is not
available or where requirement of the office concerned is not available or where special circumstances
exist, accommodation may be hired for office-cum-residence purpose other than exclusively residence
purposes, the residential portion shall be allotted to the incumbent of a specific post and thereafter it
shall be incumbent on the Government servant holding the post and also his successors in that post to
occupy the residential portion until alternative accommodation is secured for office alone.

(3) Out-house, if any, which forms a part of accommodation hired should be utilized for storage
of stationery, forms, old records or any other appropriate purpose. Where this is not possible these
should be let out to members of Class IV staff.

(4) The standard rent for the residential portion of accommodation should be determined on the
plinth area basis or at the rate of ten percent of Government servant’s monthly pay, whichever is higher
subject to a maximum of 50 percent of the total rent of the house.
 (5) Accommodation shall not be hired for a period exceeding five years at a time.

(6) Quotations should be invited for hire of buildings by giving adequate publicity.

(7) Instructions in Orissa General Financial Rules not inconsistent with these should be
followed.

(8) Under special and unavoidable circumstances, accommodation for official use at rent not
exceeding Rs. 100 per month without obtaining fair rent certificate can be hired under the orders of the
Superintending Engineer.

Notes- The power of the Heads of Department to sanction house rent is indicated in Annexure
‘D’ to Delegation if Financial Power Rules 1978.
APPENDIX – Procedure for Fixation of Fair Rent of Private Buildings taken on Hire
XIII

Whenever a request for fixation of fair rent of a private building, proposed to be hired for Government
purpose, in received by a Divisional or Sub-divisional Officer from the head of Office, he should
request the Requisitioning Officer to furnish particulars of the building in the proforma prescribed in
annexure along with a detailed plan with section and elevation. The plan should also show the portion of
the building proposed to be taken on hire, part A of the proforma show be filed in by the Requisitioning
Officer and Part B by the owner of the building.

2. In determining the fair rent, the capital cost of the building at the time of taking on hire and
the depreciated value at the time of hiring has to be taken into account, for this purpose buildings have
been classified on the basis of design specification and materials used as follows-

Class-I Pucca walls in ile or cement mortor with R.C. roof covering or pucca wall
 With terraced roof cover joints either R.C. settle or tick wood and burghas
Which should be of good workmanship, durable materials and in good and
regular repair.

Class II (a)- Pucca walls build in lime or cement mortor roof having A.C. sheets
Raniganj tiles with good workmanship, good materials and kept in good
repair.
(b) Buildings classified under Class I above but not kept in good repairs.

© Kucha pucca walls included roof having C.I., sheets A.C.Sheets thatched
or tiled roof with good workmanships, good materials and kept in good
repairs.

Class III (a) - Building of temporary nature such as those with Kucha bricks, mud,walls,
wattle and daub and / or with A.C. sheets walling etc.

(b) Building classified under Class 11(a) and which are not kept in good
repairs.

3. The percentage of depreciation for the above categories of buildings should be as below.

Categories of Rate of depreciation

Buildings per annum

Class-I 1.5 percent

Class-II (a) 2.00 percent

Class-II (b) 3.00 percent

Class – II© 5.00 percent

 Class –III (a) 5.00 percent

Class- III (b) 10.00 percent

4. For the purpose of calculation of fair rent, the following factors should be taken into account
keeping in view the percentage of depreciation as mentioned above.

(i) Capital cost of the building either or current plinth area rate or an the actual cost including
installations.

(ii) Cost of land on which the building stands on the basis of sale statistics of preceding three
years to be ascertained from Registration Office.

(iii) Depreciated value of the building.

(iv) Municipal or other local taxes of services nature.

5. By including the cost of the land the renewal value of a building would naturally be more than
the fair rate on the basis of the cost of the building only. If buildings that are located on extensive sites
are rented, Government will have to pay heavy rent for such building without any commensurate
benefit, it is desirable that while calculating the fair rent of building on extensive plots of land only the
portion of the land on which the building stands and the portion that would be actually necessary of
Government use shall be taken into account for the purpose.

6. the Divisional Officer or Sub-Divisional Officer should verify the particulars with the plan
and if he considers it necessary he should inspected the building. He should then calculate the fair rent
and fill in Part ‘C’ of the proforma and return into the Requisitioning Officer within the fortnight of the
receipt of the requisition duly filled in.

7. The fair rent will be calculated at 8 percent of the capital cost of the building determined
under rule 4 excluding the municipal or other local taxes or service nature which will be paid as per
actuals (see Annexure Parts A.B.C. for calculation of fair rent).

Note- (i) The order takes effect from 1.3.1976.

(ii) The fair rent once calculated will remain in force for a period of three years from the date of
sanction.

(Based on Works Department letter No. Code-AP-27/76-24244, Dated 24.8.1976).

ANNEXURE
Information required for
Fixation of Fair Rent of a Building
PART-A
(To be filled in by the requiring Office)

1. (a) Head of the Department/Administrative Department requiring the building.

(b) Purpose for which building is required

© Is the entire building or a portion thereof is to the hired ?

(d) Is the entire land within the premises of the building or a portion thereof is to be hired.

2. (a) Floor area prescribed if any, for the accommodation of office as per rules (with authority)
?

(b) Floor area of the building proposed to be hired.

© If the floor area of the building in question is in excess of requirement the reasons for such
extra accommodation is required may please be mentioned and in such a case authority for hiring extra
floor area is to be quoted ?

(d) Does the authority agree to pay extra rent due to increase in capital cost of the building, by
using the special fittings as mentioned, under item 6 of Part ‘B’ in lieu of ordinary fittings ?

(e) Are the amenities provided in the building, suited to your requirement or the same are in
excess over/less than requirement?

Signature and Designation

of the Requisitioning Officer

N.B- The plan furnished by the owner should be verified and countersigned in token of acceptance by
the Departmental authority requisitioning the house and enclosed to this proforma.

PART- B

( To be filled in by the Calculation by the

owner of the building) Assessing Officer
(1) (2)

1. Name of the owner-

2.(a) Location of the building
(b) Plinth area of ground floor
© Plinth area of 1st floor
(d) Plinth area of other floors
(e) Plinth area of portion
3. Date of completion of the building
4. Expenditure actually incurred-
(a) For building portion
(b) for electrical installations
© For sanitary & water supply installation
Total
5. Land
(a) Area of land covered by the building and its compound
(b) Total area of the entire plot
© Cost of the land as actually paid for
6. Special fittings & ornamental works, if any.
(a) Mosaic flooring (area)
(b) Window grills (area)
© Showam grills (area)
(d) Distempering (area)
(e) Coloured flooring (area)
(f) Description of special fittings to doors and window, if any
(g) Description of the special electrical and public health fittings, if any
(h) Other, if any
7. Municiapl taxes actually assessed (Supported with documents)
(a) Holding Tax
(b) Latrine Tax
© Light Tax
8. If the building was previously hired please mention-
(a) Name of the office which hired the building
(b) Rent paid by them for the purpose

© Fair rent assessed for the same

(d) Authority in support of the amount.

Date . . . . . . . . . . . . . . Signature of the owner

With full address.

Date. . . . . . . . . . . . . . Signature of the

Assessing authority
Certificate

Certified that the information has given from items 1 to 6 are true and correct and I undertake to
refund any excesspiiyment made to me on the basis of the datas furnished if it, is subsequently found
that the datas are not correct.

Date . . . . . . . . . . Signature of the owner

N.B- Detailed plan with section and elevation, showing therein the portion proposed to be given
on hire should invariably be furnished along with the above information.

PART-C
(Calculation of fair rent in
the Divisional/Sub-Division Office)

I. Capital cost and per Part ‘B’ excluding municipal taxes, depreciation, if any.

Net Capital Cost

Rs.

II. Eight percent of the net capital cost is the fair rent per annum.
III. Add-Municipal tax per annum (Supported by documents)
IV. Sum total of Sls (I & III) is the fair rent payable per annum.
V. Fair rent per month (Divide the cost as at (iv) by twelve)

Sub-Divisional Engineer
Sub division / Section

Checked and found correct

 Estimator

Sub-Divisional Officer/
Divisional Officer

Notes- I. The statement of calculation of depreciation should be attached to Part ‘C’

II. The assessing officer must furnish a certificate in support of the valuation of land to the effect
that the cost of land is based on the records of the Registration Office as well as from local enquires.
APPENDIX – MUSTER ROLL
XIV

1. Muster Rolls are used fully rated labourers an workmen.

2. A Muster Roll is generally issued for a specified period not exceeding a month at a time and
for specific items of work.

3. (i) Blank forms of Muster Rolls must be numbered registered, and initialed by the Divisional
Officer, or Sub-Divisional Officer, if he is disbursing Officer and maintain his own cash book before
they are issued. He should maintain a register of Muster Roll forms that are issued and obtain a
acknowledgements for the subordinates to whom they are issued in the prescribed form. No form may
be destroyed except under proper sanction.
(ii) At the time a serial No. will be as signed to each Muster Roll Form and the name of the work
noted under the dated initials of the Disbursing Officer. The inner sheets will also similarly be initialed
by the Disbursing Officer and assigned numbered corresponding to the outer sheet but each sheet shall
bear in addition Roman numbers. Thus the first inner sheet of Muster Roll No.8 will be (8) (i) the
second B (ii) and so on.

(iii) The signature with designation of the official to whom Muster Rolls are issued should be
taken against the entry of issue in the Register or reference to the acknowledgement’s quoted therein.
 (iv) Payments may only be authorized Qn valid forms authenticated by the Disbursing Officer
and voucher Nos and date should be noted in the Register against the entries of issue of the forms as
soon as the payments are accounted for in cash book. The Divisional Accountant or Sub-Divisional
Clerk in the case of Sub-divisions where the Sub-Divisional Officer is the Disbursing Officer, should
verify the voucher numbers and initial in Col.8 of the Register in taken of verification. In the case of a
Register maintained in the Sub-Division, the Divisional Accountant should test check at least 10 percent
of the entries at the time of inspection of the Sub-Division to ensure that the Register is being properly
maintained. Muster Roll so lost or destroyed can only be written off under orders of the Superintending
Engineer to whom a full explaining the circumstances of loss or destruction should be sent as soon as
detected., (See Rule 19)
(v) The Register of Muster Roll for the Divisional and Sub divisional Officer shall be kept in the
custody of the Divisional Accountant and Sub-divisional Clerk respectively but the Disbursing Officer
will be responsible that these rules are observed.

4. The Muster Roll will remain valid during the month for which they are issued. If any form is
not brought into use during the month it must be returned to the office of issue for the immediate re-
issue under a fresh number. Some of the Muster Roll Forms issued to stations remote from headquarters
will however remain valid for three months, and name of work will not be entered on them.

These are intended for use in the case of emergency, but no sooner they are brought into use then
a report shall be made to the Divisional Officer concerned giving details of labour and the work on
which employed.

5. One or more muster rolls can be given for each work but these should never be prepared in
duplicate. It is also permissible to keep one a Muster Roll for labourer and workmen employed upon
several small works in cases in which the total unpaid wages may conveniently be recorded as relating
only to the largest work in the group.

6. The employment of labouerrs and workmen on a Muster Roll should be planned in advance
and request for the issue of the Muster Roll indicating the number of labours and workmen in different
categories proposed to be employed submitted accordingly. The number of persons to be employed
should be kept to the minimum and it has to be seen by the Sectional Officer in charge that their out-put
is commensurate with the expenditure incurred on their wages.

7. The rates to be paid to such labourers and workmen will be the wages as prescribed in the
scheduled of rates.

8. The Sectional Officer in charge of the work should mark the attendance in the Muster Roll
daily. A working day consists of 8 hours. A labourer working for less than 8 hours but not less than half
a day is allowed attendance which should be taken twice in a day, once at the commencement of work in
the morning and after recess which should generally be 4 hours later. The attendance should be marked
as indicated below. The attendance of the labourer at the beginning of the day should be indicated by a
short slanting line and if the same labourer is also present in the after noon another short line should be
drawn in the opposite direction so as to form a cross.

A cross against a labour indicates his full days attendance. A slanting short line indicate his
presence ion the morning and a slanting line in the opposite direction indicates his presence in the
afternoon. No mark should be made in the morning against a labourer who is absent and if the same
labour is absent in the afternoon also be should be marked absent by the letter ‘A’.

9. The Sub divisional Officer/Divisional Officer should conduct surprise checks frequently to
ensure that the labourers as indicated in the daily labour reports and Muster Rolls are actually employed
and their out-put is commensurate with the expenditure incurred on them.

10. While marking attendance in the Muster Roll father’s name of the labourers and workmen
and their address should invariably be mentioned. In the case of workers having no permanent residence
the locality of their labour camp or village where they normally resides should be indicated.

11. The daily attendance and absence of labourers and fines if any inflicted on them should be
recorded daily in part I of the Muster Roll in such a way as-

(i) to facilitate the correct calculation of the net wages of each person for the period of payment
 (ii) to render if difficult to tamper with or to make unauthorized addition to or alternation in the
entries once made; and

(iii) to facilitate the correct classification of the cost of labour, by works and sub-heads of work
where necessary.

The labourers and workmen employed on Muster roll should be paid, either on weekily or
fortnightly basis and separate rolls should be prepared for each fortnight. The Sub-divisional Officer
may supervise payment when the total amount of Muster roll exceeds Rs. 1,000/-.

13. It is should be ensured that the payment to the Muster Roll workers is mode within 7 days of
closing of the Muster Roll in respect of the Sub-divisions located at the Divisional Headquarters . In
case of the Sub-Divisions outside Divisional Headquarters payment most be made within 15 days of
closing of the Muster Roll.

14. The thumb impressions of the labourers taken in the Muster Roll in acknowledgement of
receipt of wages should be neat and will marked. Persons in charge of taking thumb impressions should
therefore be held personally responsible for taking neat marks as lack of carein taking clear thumb
impressions in Muster Rolls sometimes facilites misappropriation of money. At the close of the Muster
Roll, the following certificates should be recorded under the dated signature of the Section Officer or
other Officer authorised to make payment. Such certificates should also be recorded in the daily labour
reports

‘Certified that the workers mentioned in the Muster Rolls were actually employed by me on
Government work and they were actuall paid on my identification in my presence”

After closing a Muster Roll the Sectional Officer in charge of the work should complete all
formalities regarding making entries in the measurement book, workout cost of the work done at
scheduled rates, etc and submit the Muster Roll to the S.D.O. within two days. After the Muster Roll
have been closed it should be seen that the payment against it is made expeditiously. The Sub-
Divisional Office Clerk should take one day to check the Muster Roll arithmetically and one day should
be taken by the S.D.O to exercise his check.

15. If any wages remained unpaid, details thereof should be recorded in part 11 of the Muster
Roll (and then transfer to the Register of unpaid wages) before the memorandum at the foot of the
Muster Roll is completed by the person who makes payment.

16. Wages remaining unpaid for 3 months should be reported to the Divisional Officer who will
decide in each case whether the liability, as an amount available for payment should continue to be
borne in the accounts of the work concerned as exhibited in the Sub-divisional record.

17. In part III of the Muster Roll, work done by the labourers and workmen employed under
Muster Roll should be recorded; where such work in susceptible of measurement .If the work is not
susceptible of measurement, a remark to the effect should be recorded

18. In exceptional cases of urgency, such as closing of breaches, flood and cyclone damage
repairs, silt clearance of canals road and rock. Slips or other urgent maintenance and repairs where large
number of laborers are employed casual for short period, payments or may be made on a casual labour
Form No.22 in which the names of laborers need not ne given . In such cases payment should be made
by the Officer not below the rank of a Sub-divisional Officer.

The use of the Muster Roll or ,measurement book is not permissible in case of the labour
employed in very exceptional cases on Form 22 or through a labour contract who should be paid
according the to number of labourers supplied by him at the rate ,mutually agreed.

These rates should include the contractor’s commission charges. The daily labour report in such
cases should be submitted daily to the higher officers, as in case of the Muster Rolls, to enable the latter
to keep a check an the expenditure and to deal with the contractor’s claim when received. To avoid
disputes with the contractors, they should be asked to sign the daily labour reports in token of their
acceptance and correctness.
 19. The Superintending Engineer may sanction the write off of-

(i) a black form of Muster Roll which may be missing or torn or have become useless for any
reason.

(ii) Muster Rolls on which attendance of labourer has been entered but no payment has been
made. Care should, however, be taken to prevent the payment of lost Muster Rolls, should they
subsequently be presented for payment.

(iii) If a Muster Roll is lost for whatever reasons the matter should be reported to the Divisional
Officer.

20. Loss of paid Muster Roll should however be treated in the same manner as in the case of loss
of measurement book.

21. In the event of a current or completed Muster Roll being lost, payment to the labour engaged
thereon can not be made without the orders of the Divisional Officer. A report should be sent to him
explaining the circumstances under which the completed Muster Roll was lost. The payment of such
Muster Roll should be made on the register of arrears Form part II of Muster Roll after verification of
facts with the daily labour reports and completion of part III of the Muster Roll. The facts of the original
Muster Roll having been lost and as a consequence this form having been adopted with necessary
Government order authorizing the payment should be noted on the form.

22. Paid Muster Roll which should be submitted to the Divisional Office with the Sub Divisional
accounts should be checked under the supervision of the Divisional Accountant who will see that the
relevant rules have been observed. The check of Muster Rolls with reference to the entries in the
measurement books will be done to the extent of 50 percent in the Sub Division Office and 50 percent in
the Division in case where payments are made by the Divisional Officer. As the arithmetical accuracy
the re-check made in the Division Office may be limited to not less than 25 percent of the Muster Rolls.
They will be finally recorded in the Divisional Office. A Muster Roll should be checked with the daily
reports and measurement books when received in the Divisional Office.

23. The object of a daily labour reports are two fold. First to keep the Divisional Officer or Sub
Divisional Officer informed of the progress made with different works in his Sub-Division, since owing
to a distance alone it may be days before he will able to personally visit the work under his charge. The
daily labour reports apprise him of the number of men actually employed on the work and the
approximate amount of work they have executed. Secondly he would be able to exercise some check
over the number of men supposed to be employed on the work. This is affected by noting, when visiting
the work the number of men actually employed on certain work or at certain places and comparing the
results with daily reports for these works.

24. A labour report should be prepared for each work in duplicate, the original being retained to
the subordinate in charge and the duplicate being sent to the Sub-Divisional Officer or the Divisional
Officer as may be directed. It should be written up each day after the number is taken.

Note- In the most of Muster Rolls combining the names of 15 persons or less, the preparation
and submission of labour reports may be dispensed with.

25. Labour reports may be used where work is carried out departmentally and should be
submitted either daily or weekly in the prescribed form as may be directed by the Divisional Officer.
These reports show the number of each class employed each work or subhead. Discrepancies between
labour reports and Muster Rolls should be investigated as soon as the letter are received, the former
being received in the Divisional Office either daily or weekly.

(i) The Muster Roll is to be written up first the morning, when the labourers come for work. The
daily report is then to be prepared by the subordinate in charge on return to this office in duplicate.
Corrections found necessary can be intimated in the next daily repot sent to the Divisional Office.
 (ii) Hence the daily report to be of any value should be submitted daily and punctually, and if
dispatches by post, it should leave by the earliest post available.

(iii) The daily reports after scrutiny by the Divisional Officer should be handed over to the
Divisional Accountant for check with the nominal Muster Roll, when that document received for
payment.

REGISTER OF MUSTER ROLL FORMS

Date Sl.No.of No.of Name Dated Signature or Voucher Dated initials Remarks
of Muster inner of initials reference to No. and of Divisional (Date of
issue Roll sheet work of acknowledge date Accountant return of
(outer issuing ment of or Sub unused forms
sheet) officer issuing officer Divisional and Nos
and his Clerk assigned on
designation re-issue
should be
noted in this
column)
1 2 3 4 5 6 7 8 9

APPENDIX –XV Reference paragraph 5.1.5 Review of Measurement Books

The Divisional Accountant will be required to make a percentage check of the entries recorded in each
measurement book at least once a year under the supervision of the Divisional Officer with a view to-

(i) To compare the books in use with Part I of the Register of Measurement books (
C.P.W.A.F.92) and to note necessary correction in the Register.
 (ii) To see that no original sheet is torn out of a book, nor any entry erased or disfigured and that
the correctness made therein are initialed.

(iii) To see that all entries are made in indelible ink.

(iv) To check the accuracy of calculations and to ensure that the books are otherwise in order
with reference, to the instruction contained in Para 10.2.7. of the C.P.W.A. Code, Appendix No.II of the
Code and any subsidiary rules framed thereunder,.

The procedure to be observed will be as follows-

(a) The Measurement Book in each Sub-Division should be submitted by the Sub-Divisional
Office concerned so as to reach the Divisional Office by the date prescribed by the Divisional Officer. A
register showing the dates of their receipt and return from and to the Sub-divisional Officer should also
be maintained in the Divisional Office by the Divisional Accountant in the following form.

PROFORMA

Sl.No. Date of Name of Date of Date of Date of Date of Date of

issue officer to receipt in return receipt in return final
whom the the return.
issue Divisiona Divisiona
l office l office
for check for check
1 2 3 4 5 6 7 8
 (b) On receipt by the divisional Office, of all measurement books the Divisional Officer should
indicate in column 2 of the “Review Notes” in each measurement book, ( referred to in (c) below) which
of the calculations are to be test checked by the Divisional Accountant, such check should not however,
be less than ten percent of the value of total measurements recorded in each book since the last review (
excluding those which have already been checked fully under the supervision of the Divisional
Accountant in the Divisional office in respect of payments passed and made by Divisional Officer) and
should cover complete sets of measurements. Payments based on the entries reviewed should be traced
in to the various accounts and verified. Similarly, supplies or issues of materials should be traced into
the various accounts the contractor’s ledger,. Etc and verified.

© The defects discrepancies, etc., noticed should be communicated to the Sub-Divisional Officer
concerned and summarized in the following form in the measurement book which has been audited.
Review noted by the Divisional Accountant.

Pages Calculation selected by the Defect Dated initials of

reviewed divisional officer for recheck discrepancies
generally Pages Dated initials etc noticed Divisional Divisional
Accountant Officer
1 2 3 4 5 6

(d) Measurement books completed and returned for record during the year should also be
similarly examined prior to their final record in the Divisional Office.

(e) The Divisional Accountant must not retain measurement books longer than 10 days after
receipt. He should submit the register prescribed by (a) above for the scrutiny of the Divisional Officer
periodically.

(f) No measurement book will remain in use for longer period than two years. It must at the
expiry of this period be returned for final record. But, if any book is then found to contain a large
number of blank pages, it may be reissued by the Divisional Officer recording the fact in the register.

(g) On the occasion of transfer, Sub-divisional Officers will see that all measurement books in
custody of relieved subordinate were acknowledged by the relieving subordinate. Similarly the
Divisional Accountant will see that all measurement books in a sub-division are acknowledged by the
relieving sub-divisional officer in his transfer papers.

APPENDIX – XVI
( Reference-Paragraph 5.3.1.)
SECURITY DEPOSITS OF SUBORDINATES

Overseers when placed in charge of sections necessitating frequent handling of cash and/or store
should furnish personal bonds in the prescribed form (See Annexure 1) towards security deposit as
follows-

Amount of cash and / or value of stores handled Amount of personal bond

(Rs)
Up to Rs. 1,000 100
Above Rs. 1,000 and up to 3,000 200
Above Rs. 3,000 and up to Rs. 5,000 250
Above Rs. 5,000 and up to Rs. 10,000 500
Above Rs. 10,000 and up to 20,000 1,600
Above Rs. 20,000 and up to Rs. 50,000 2,200
Above Rs. 50,00 and up to Rs. 10,00,000 6,000

2. Cashier, Store-keepers and other subordinates in charge of cash and/or stores should be
required to furnish security as follows-

Amount of cash and / or value of stores Amount of cash security Amount of personal
 handled (Rs.) security(Rs.)
Up to Rs. 1,000 1000 -
Above Rs. 1,000 and up to Rs. 3,000 200 -
Above Rs. 3,000 and up to Rs. 5,000 250 -
Above Rs. 5,000 and up to Rs. 10,000 500 -
Above Rs. 10,000 and up to Rs. 20,000 600 1,000
Above Rs. 20,000 and up to 50,000 700 1,500
Above Rs. 50,000 and up to 10,00,000 1,000 5,000

3. Cash security of Rs. 500 and upwards will be recovered in monthly instalments of not less
than Rs. 10 each and that below Rs. 500 in monthly instalments of not less than Rs. 5 each to enable
recovery of the total cash security being made within a period of five years.

In addition to furnishing the security, the Government servant concerned is to execute a Security
Bond in the prescribed form (See Annexure II).

Note- In filling short term vacancies a personal bond equivalent to the prescribed security should
be obtained from the incumbent appointed to the post. But when te vacancy is for a fairly long period,
the incumbent will be required to furnish security according to the scale mentioned above.

4. As regards the procedure for determine the basis on which the amount of security is to be
fixed, the average transactions for once year in respect of cash and/ or stores should be the criteria.

In respect of newly divisions the probable amount of cash and/or stores to be handled during the
first two years should be the criteria.

The scale is to revised every five years.

5. (i) Work-charged establishment should not generally handle Government cash nor be in
charge of Government stores or articles of tools and plant. In exceptional cases where the work-charged
staff are required to handle cash and/or are in charge of Government stores or articles of tools and plant
they will required to furnish a personal bond in the prescribed form.

(ii) The amount of bond will be fixed by the Superintending Engineer of the Circle concerned
considering the value of cash or stores expected to be handled by the member of the work-charged staff.

(iii) The personal bond will be obtained from a responsible permanent Government servant or
from a permanent resident of the locality of good financial position and standing to the satisfaction of
the Superintending Engineer. This bond should not be obtained from any contractor or others connected
with the execution of work for the Department.

ANNEXURE – 1
Personal Bond

I know . . . . . . . . . . . . . . . . . . . . . . . . A.B. . . . . . . . . . . . . . . . . . . . . . . . . . to be an honest man,

and I agree to forfeit Rs. . . . . . . . . . . . . ( in Words Rupees . . . . . . . . . . . . . . . . .) if called upon to do so,
should he be proved to have embezzled Government money or found responsible for loss of
Government money or failed within fifteen days of demand to credit it to Government or to account for
the same for any cause whatever.

Witness- Signature of Surety

1...... ............
2. . . . . . . . . . . . . . . . . . .

Note- The fact that the person signing the personal bond is substantial enough to stand as surety
should be verified by police before the bond is accepted and then after an interval of every five year.
ANNEXURE- II

Know all men by these presents that we Shri . . . . . . . . . . . son of Shri . . . . . . . . .(Address)
(Principal) and Shri . . . . . . . . . . . . etc.(First surety) and Shri . . . . . . . . . . (Second surety) hereby bind
ourselves jointly and severally to the government of Orissa for the payment to them of sum of Rs. . . . . .
..

Whereas the above bounden Shri was on the . . . . . . . . . appointed to and now holds and
exercises the office of . . . . . . . . . .

And whereas by virtue of his appointment as such the said Shri . . . . . . . . . . . . . . . . . . . has,
amongst other duties, the case and responsibility for the safe and proper handling and keeping in the
places appointed for the custody of Government property and money and to . . . . .

And whereas the said Shri . . . . . . . . . . . is bound, whenever called upon so to do, to show to his
superior officer that the said property and money is at all times intact in the places aforesaid and is
bound to keep true and faithful account of the said property and money.

And whereas it was a condition of his said appointment that the principal shall deposit cash
security to the amount of Rs. . . . . and personal security to the amount of Rs. . . . . . and accordingly he
has paid Rs. .. . . . . .in cash and offers personal security to the extent of Rs. . . . . . ( has agreed to pay
the security by monthly instalment of Rs. . . . . . .) for the is charge of his duties in the said appointment
and also for the purpose of securing and indemnifying the Governor his successors and assigns, against
all loss and damage which he or they might suffer by reason of the said property and money or any part
thereof being wasted, embezzled, stolen, misspent, lost dishonesty negligently or otherwise by himself.

And whereas the said Shri . . . . . . . . . . . . . . . . Shri . . . . . . . . . . .(surety) as his securities have
entered into the above bond in the penal sum of Rs. . . . . . . Conditional for the due performance by him
of the duties of the said office and of the other duties appertaining thereto or lawfully required of him
and for the indemnity for the said governor against loss from the acts or defaults of the said Shri . . . . . .
. . (Principal) that if the said Shri whilst he has held the post of . . . . . . . . . . always duly performed and
fulfilled the said duties of the said office and the other duties aforesaid or if the said Shri . . . . . . . .
.(Principal) or Shri . . . . . . . . or Shri . . . . . (Sureties) shall indemnity the said Governor from all ad
every loss or damage which during the same said Shri . . . . . . . . . . . has held, executed above written
 bond or obligation shall be void, otherwise the same shall be and remain in full force.
Provided always and it is hereby agreed and declared that neither of them said Shri . . . . . and
Shri . . . . . . . . . . . shall be at liberty to terminate their sharety ship except upon giving to the Governor
six calendar months notice in writing of his or their intention to do so and their joint and several liability
under the bond shall continue in respect of all omissions and defaults on the part of the said Shri . . . . . .
. . until the expiration of the said period of six months.
Provided further and it is expressly agreed and declared between the parties hereto that not with
standing the provisions of section 133 of the Indian Contract Act or any other rule of Law or equity in
that behalf any variance of the contract or terms or service of the Principal shall not operate as a
discharge of sureties.

In witness to the above written bond and to all the terms and conditions herein before contained
we have signed here under this .. . . . . . . . . day of .. . . . . . . . . .
Signature of the Principal sureties
(1) . . . . . . . . . . . . . . . . (1) . . . . . . . . . . . . .
(2) . . . . . . . . . . . . . . . . (2) . . . . . . . . . . . .. .
APPENDIX Rules Regulating the Hiring Of Tools and Plants and Machinery In Public Works Department
XVII

1. The following rules shall govern the hire of tools plant and machinery to contractors,
Government Departments, Local Bodies, etc.

Notes- (I) The term “ Tools” refer to articles like pick-axes, baskets, iron hammers, shovels,
crow-bars, carpenter’s or Blacksmith’s or Fitter’s tools.

(II) The termplant and machinery includes motor vehicles, tracterors, Earth moting equipments,
road rollers, tramlines, contifugal pump, pulsometers, gear driving pumps, hand or power cranes, pile
drivers, single acting steam pile hammers and there equipments, trucks, locomotives and all types of
wagons, compressors boring tools, Rockdrills, stone, crusher, Batching plants, Concrete mixers, petrol
engines, Mortarmills, Concrete buckers, ifupmers, will drilling machine sheep foot Rollers, sand blast
antifit, welding machine, Electric light plant, cable way, etc, and any other item classified as such by the
Mechanical Engineer in charge.

2. Tools should not be hired out except in special circumstances as they are subject to very
heavy wear and tear and can be easily obtained from the local market.

3. Plant and machinery are acquired primarily for Departmental work and when it can be
hired out to contractors only when they are not required for department work and when the same are
required for bona fide use in Government work entrusted to them.

4. Plant and machinery can be let out to other Department, local bodies, private bodies and
other Government only when it can be done without detriment to work of public works Department. In
such cases hire charges will be leviable as indicated in Rules 28.

5. In addition to the hire charged payment under these, the hire should pay the following
incidental charges.

(a) All charges incidental to the delivery of tools, plant machinery at the stores, such as banding
and packing at the stores.

(b) Charges if any, for re-erecting the tools, plant and machinery at the stores, on return; and

© The cost of replacing the missing or broken parts of the tools, plant and machinery hired on or
carring out repairs recessitated by any specific damage thereto.

6. Plant and machinery will be handed over to the hirer only at the place where they are
stored by the Department and on completion of the work, they should be returned by the hirer at his own
cost, at the same place or any nearer place as decided by the Divisional Officer. In no case, the
department will undertake to convey the plant and machinery from the Departmental stores to the place
where the hirer wants them for use

7. In case of electrical equipment hired out, it should be the responsibility of the hirer to
make all arrangements for the supply of power to the equipment and observance of all rules and
regulations issued by Government from time to time.

8. The hirer shall be responsible for the safe custody of plant and machinery and shall
return them in the condition in which they have been taken over from the department except the normal
wear and tear. The hirer shall also be responsible for all the damages caused to the said plant and
machinery so long it was under his custody including the loss or damage in transit until the same is
taken over by the Department. The hirer shall be required to take insurance for third party risks where
necessary. The liability of the hirer on account of loss or damage shall be determined by the Divisional
Officer. In case of any dispute the decision of the Superintending Engineer, concerned shall be final,
conclusive and binding on both the parties.

9. The hirer shall deposit 2 percent of the capital cost of the plant and machinery in favour
of the Divisional Officer or such sum as may be prescribed by the S.E. ( but not less than 2 percent
towards security deposit in shape of N.D.C., N.P.C. etc. or in any other form as approved by
Government from time to time.

10. (a) The plant and machinery hired should be inspected at the end of each working season
or at shorter intervals according to circumstances by the Divisional Officer or his authorized re-
representative, to ensure that they are taken proper care of. The hires shall provide all facilities for the
detailed inspection of the plant and machinery and he shall ensure compliance to all the instructions
issued by the inspecting officer.

(b) The interval between, such inspections shall in no case exceed sixth months. The Divisional
Officer should also see that plant and machinery are returned without any avaoidable delay.

© The hirer shall arrange for periodical servicing and washing of the plant and machinery, as
would be indicated in each case. In case of machinery use for concreting works, the hirer shall arrange
to get the same cleaned and washed at the close of each operation.

11. The hire charges payable under these rules should be recovered in advance except in
cases of contractors entrusted with the execution of works under contract, the recovery may be effected
from the running bills.

12. (a) In all cases, the period of hire shall count from the date of plant and machinery leaves
the stores to the date they are returned thereto even though the same may not have been working for any
cause whatsoever except for major break down to be certified by the Executive Engineer not arising on
account of negligence of the party hiring the machine. The hirer should immediately intimate in writing
to the Divisional Officer about the break down and the Divisional Officer or his authorized
representative will inspect the plant or machinery immediately and record the fact in log book.

(b) The hirer shall arrange the programme of work according to the availability of the plant and
machinery and no claims whatsoever will be entertained from him for delay in the supply of machinery
and equipments by the Department. No compensation shall be paid to the party hiring the plant, etc. for
any break down and failure of any machine given on hire.

13. The hire charges shall be fixed so as to cover ownership cost of equipment, operating
expenses and the cost of supervision.
Note- Ownership cost includes (a) deprecation and (b) interest charges per annum on the value
of machinery operating expenses includes (a) Element or repairs charges, (b) operating and maintenance
labour, (c) petrol oil, lubricants (POL) and other consumable and (d) Sundry items if any.

14. The calculation of hire charges on the above principles is indicate below

(1) Ownership Cost :

(a) Deprecation : 50 percent of capital cost of the equipment divided by 40 percent of the life
and 40 percent of the cost divided by the remaining 60 percent of the life ( 10 percent of the cost is
earmarked towards slaves value. In case of nonrated equipments, deprecation at the prescribed
percentage of the capital cost will be calculated).

Notes : I. Capital cost includes (a) acquisition cost including freight clearance charges, custom
duty and incidential charges, but excluding cost of initial spares purchased along with machinery (b)
Transportation cost to be site of work (c) erection cost of equipment, (d) the cost of auxiliary equipment
purchased new or second hand. In case of equipment, procured second hand the cost includes (a)
transfer cost, (b) cost of dismantling at the earlier project. (c) transportation charges, (d) cost of re-
erections, (e) cost of over hauls and repairs carried out after it is purchased but before it is put to use,
plus the cost of additional equipments.

II. If additions or improvement are made to increase the utility or efficiency of the
equipment, the capital cost may be increased by the amount for such modifications.

(b) Interest charges- Interest on the cost of Machine per annum at the current rate approved by
Government divided by the minimum life either in number of years or number of hours, the machine is
expected to work during a year.

(2) Operation cost-

(a) Repair charges- cost of total repair charges during the life time divided by estimated life
hours. In case of plant and machinery where prescribed percentage of the capital cost is to be taken
towards repair charges, the same should be adopted for determining repair charges.

(b) Operation and maintenance labour- Yearly expenses on labour divided by minimum number
of hours the machine is expected to work during a year.

© P.O.L. cost of annual consumption divided by minimum number of hours the machine is
expected to work during the year.

(d) Sundry item- Cost of annual consumption divided by minimum number of hours the machine
is expected to work during the year.

(3) Supervision charges- This may be levied at 10 percent of the total charges per hours or
per day as the case may be.
 Notes- I. If the equipment is a tyred equipment, the hourly depreciation of tyres is to be
calculated by dividing the cost by the estimated life in hours. Further repair charges of tyres are to
befixed at 15 percent of the depreciation. The hourly cost of depreciation and repair charges of tyres and
tubes will be recovered in addition to ownership and operating cost.

II. Quantity and value account of spares purchased for a group of similar machinery etc. have to
be maintained to watch receipt and utilization. Similar account may also be maintained in respect of
tyres and repairs expenditure thereon.

Example- calculation of hire charges of a machine costing Rs. 1,00,000 with an estimated life of
10,000 hours and the repair charges during the life time being 100 percent, operation and maintenance
labour Rs. 2,000 per annum, cost of petrol oil and lubricants Rs. 4,000/- per annum, Sundry Rs. 400/-
per annum and interest charge at 6 percent annum.

(1) Ownership Cost

(a) Depreciation per hour 50,000/4000 + 40,000/ 6000 = 19-16/2 = Rs. 9.581
(b) Interest charges per hours 100.000 x 6 / 100 x 2000 = Rs. 3.00
(Substituted by works Deptt No. 26741 Dated 31.10.1989)

(2) Operational cost-

(a) Repairs cost- Repairs charges

per hours during life time 100.000/10.00 = Rs.10.00
(b) Operational and maintenance
labour (say Rs. 2000 per annum 2000/000 = Rs. 1.00
© P.O.L. ( say 4000 per annum) 4000/2000 = Rs. 2.00
(d) Sundry (say Rs. 400 per annum) 400/2000 = Rs. 0.20
 (3) Supervision charges 10, percent of

Rs. 35.36 Rs. 35.36 38.90

3.54

15. (i) Ordinarily the working period of a plant and machine may be taken as ten month’s in
a year, the remaining two months being earmarked for necessary overhauling and repairs (a) The
monthly hire charges may accordingly to reckoned as 1/10th of annual hire (b) and the hire charges per
day of 1/20th of monthly rate (c) and the hourly rate at 1/7th of daily hire charge, (ii) in cases where the
estimated life of a plant and machine has been expressed in number of hours and the hire charges have
been calculated on hourly basis on initial (a) the daily working is limited to a shift 8 hours subject to
overall 200 working hours in a month- five days in a month being availed of as holidays on account of
Sundays (b) The working period less than four hours and up-to four hours may be considered as a shift
and more than four hours and up to eight hours, as a full shift work. The minimum hours to be charges
in respect of hire on daily basis, weekly basis, monthly basis and yearly basis are 8 hours, 48 hours, 200
hours and 2000 hours respectively.

16. (a) The life of machinery and equipment (s) in hours and year is given in Annexure-I.
(b) The life of second hand machinery and equipment shall be determined by computing the
residual life it had on the day of its earlier transfer and on the basis of cost of reconditioning the
machine before it was put to use.

© The life of tyres may be judiciously fixed taking into consideration the factors indicated
Annexure-II.

Notes- Rate equipment is that for which records of service in term of hours are maintained. Non-
rated equipment is that for which no individual record of hours of service or cost of operation is
maintained, the depreciation charges being assigned on percentage basis per month.

17. In cases where it is not convenient to recover the running charges and cost of services of
operating staff separately, the same should be included in the calculation of hire charges.
 18. The hire rates should be reviewed and revised at least once in two year in keeping with
the latest borrowing rate of Government and the average maintenance charges of each class of
machinery currently incurred.

19. A log book and a history sheet in the prescribed form should be maintained for each
individual plant and machinery for keeping a complete record of the hours of daily work and the details
of the periodic maintenances as is, necessary for the plant and machinery. The entries thus made shall be
attested by the party hiring. In case of any dispute between the Departmental supervisor and the hirer in
the matters connected thereof the decision of the Divisional Officer shall be final conclusive and
binding on the hirer.

An extract of the log book in duplicate should be furnished by the subordinate on the 5th of every
succeeding month to the Sub divisional Officers for assessing and revering the current amount of hire
charges from the party concerned. The Sub-Divisional Officer after necessary scrutiny of the log book
extract, should take steps for recovering correct amount of hire charges at the prescribed rate.

20. Ordinarily no plant and machinery shall work for more than 8 hours a day inclusive of
recess. In case of an urgent work, however, the Divisional Officer may at his discretion, allow the plant
and machinery to work for more than the normal period of working hours. For working out hire charges
for over time, a period of half an hour and above will be treated as one hour and a period of less than
half an hour will be ignored.

21. In case where the hirer is required to bear the running charges separately, fuel of
approved type firewood, kerosene oil, etc. shall be arranged by the hirer. Failure to use the approved
type of fuel would make the hirer liable for any damage that may be caused to the plant and machinery.

22. The hirer shall give the Divisional Officer, a requisition in writing applying for hire or
plant and machinery and shall sign the agreement in prescribed form ( vide annexure V)

23. The hirer shall maintain check and control reports in the prescribed form (vide Annexure
III to VIII) which shall be produced when needed by the Divisional Officer his authorized representative
during the period of inspection.

24. The plant and machinery, once issued shall not be returned by the hirer on account of
lock of arrangement of labour and materials on the part of the hirer. The same will be returned only
when, in the opinion of the Divisional Officer the work or part of the work for which the same was
issued is complete.

25. Cost of plant and machinery lost or rendered unfit due to mishandling shall be made
good to government cost of repairing and damage to such plant and machinery due to rough use or
careless handling shall be to the hires account. Such amounts, if not paid in, cash, shall be recovered
along with hire charges from the dues that may be due or become due to the hirer for Government or out
of fixed deposit securities that may be pledged with Government or under Orissa Public Demand
Recovery Act, 1962.

26. Hire of small Tools – In case of urgency small tools may be hired to a contractor/piece
worker provided such tools are required for less than a week. In such case hire charges should be
charged at the rate of 4 percent of the original cost of the tools for the entire period.

27. Hire of Departmental Vehicles- the rules and procedure governing hire charges of
departmental vehicles are laid down in Annexure-IX.

28. Hire of plant and machinery for private use- When plant and machinery are let out an
hire to private parties or contractors for use on works other than government works, the rate charged
shall be 125 percent or the hire rate charged for such plant or machinery.

ANNEXURE – I
PART- A
Life and Repair, Provision of
Equipment, Plant/Machinery, Deployed
 In Irrigation and Power Projects

Sl. Equipment Life of Repair Remarks

No. equipment provision
Category Capacity Years Hosrs percent
age of cost
of
equipment
1 2 3 4 5 6 7
1 Excavations- Upto 1.5 cum.yds 10 12,000 150
Shovela and 1.5 TO 3.0 cu.yds (Diesel) 12 15,000 150
Draglines Above 3.0 cu.yds(Diesel) 15 25,000 150
2.5.cu.yds (Electric) 15 25,000 150
4 cu.yds and above(Electric) 20 40,000 150
Walking (Bucket Wheeled)
Draglines Excavators 20 40,000 150
Dredgerin Hull 25 60
Fresh Water Machine 10 60
Barges Hull 16 60
Machine 10 60
Tugs Hull 16 60
Machine 10
2 Dumpers
Bottom Upto 20T 8 10,000 140
Dumpers 20 T to 50 T 10 16,000 140
Above 50 T 12 10,000 140
Rear Dumpers Up to 15 T 8 10,000 140
15 T to 35 T 10 12,000 140
Above 35T 20 5,000 140
Up to 50T above 50 T 15 20,000 140
Sl. Equipment Life of Repair Remarks
No. equipment provision
Category Capacity Years Hosrs percent
age of cost
of
equipment
1 2 3 4 5 6 7
Highways Dumpers
3 Scrapers
A Motorised
Push Upto 10 cu.yds 8 9,000 150
Loaded Above 10 cu.yds 10 10,000 150
Elevating and self-loading 10 10,000 150
B.Towed 12 15,000 75
4 Tractors
Crawler Up to 100 H.P. 8 9,000 200
Above 100 to 300 H.O. 10 12,000 240
Wheeled Up to 75 H.P. 8 12,000 150
Above 75 H.P. 10 15,000 150
5 Graders 10 12,000 150
6 Loaders
Crowler 10 12,000 200
Wheeled 10 15,000 150
Belt loaders 16 20,000 70
Reclaimers & stackers 20 30,000 70
7 Compactors
Self propelled sheeps foot 10 12,000 80
Rollers
Drawn sheeps foot Rollers 8 10,000 70
Vibratory Roller 150 88,000
Smooth drum vibratory Roller 8 8,000 80
Pneupotic tyred Roller - 10,000 80
Highspeed compactors 10 16,000 100
8 Water sprinkles- Equipment above 200 10 16,000 100
cu.yds.Hr.
9 Ganal trimmer and lining equipment above 16 20,000 100
200 cu.yds.H.R.
10 Blast holl drills 10 10,000 80
Core Drills 8 8,000 80
Wagon Drills 8 8,000 80
Tricone rotary Drills 10 10,000 80
11 Compressor
A. Diesel Compressor
(i) Portal up to 300 cft. 10 16,000 80
(ii) Portal above 300 cft 12 20,000 80
(iii) stationary 20 30,000 80
12 Blowers 12 - 80

Sl. Equipment Life of Repair Remarks

No. equipment provision
Category Capacity Years Hosrs percent
age of cost
 of
equipment
1 2 3 4 5 6 7
13 Colling Plants
(i) Aggregate colling Plant
(ii) Ice Plant 20 40,000 75
14 Batching and mixing plant
(i)Cement handing, batching and Mixing 18 30,000 75
plant,
(ii) Transit Mixers
(iii) Agitating Cars 10 10,000 120
(iv) Portable concrete Mixers 5 6,000 80
15 Pumps
(i) Diesel Engine drives above 10 H.P. 18 10,000 100
(ii) Electrical 12 20,000 70
16 Well points 12 20,000 100
17 Cranes
(i) Mobile(Pneumatic wheeled)
4 to 6 Tons
8 to 12 Tons 10 12,000 120
15 to 25 Tons
26 Tons and above 12 15,000 120
(ii) Crawler Mounted
Up to 3 Tons
4 to 10 Tons 10 12,000 120
Over to 10 Tons 12 15,000 120
(iii) Tower Cranes 20 30,000 120
(iv) Truck mounted 10 16,000 140
18 Transport Equipment
A Heavy Transport Vehicles
(a) Trucks and Highway Dumpers
(i) Diesel up to 3 Tons 10 2,00,000 140
Kms
Diesel 3 to 5 Tons
5 Tons and above
(b) Tractor Trailer
Up to 5 Tons 10 2,50,000 140
Kms
10 Tons and above 12 20,000 140
Hrs
B Light Transport Vehicles
(i) Jeep
(ii) Station Wagon 1,60,000 Kms 140
(iii) Cars
(iv) Ambulance Cars

Sl. Equipment Life of Repair Remarks

No. equipment provision
Category Capacity Years Hosrs percent
age of cost
of
equipment
1 2 3 4 5 6 7
C Ariel Transport
(i) Ropeways 20 16,000 70
(ii) Cableways
D Diesel 10 16,000 120
Electrical 22 40,000 100
Wagons 20 30,000 70
 Rail Card
19 Diesel Generating sets
Up to 50 Kva 10 20,000 100
Above 50 Kva 15 30,000 120

PART-B
Pant/Machinery deployed on
Roads and Building Projects

Sl.No. Name of Machine Working life Provision for repairs

in hours
1 2 3 4
1 Road Rollers (Britania-Road Marshall) 18,000 150 percent of the cost of
8-10 Tons Capacity equipment.
2 Truck mounted water tankers of 1000 1,60,000 Kms 150 percent of the cost of
gallons capacity equipment
3 Tractor (40-50 H.P) 12,000 150
4 Air compressors 815 C.F.M. Percent of the cost of
equipment
5 Air compressors 210 C.F.M. 10,000 -do-
6 Tandom Road Roller 4-6 Tons Capacity 1,000 -do-
7 Trucks up to 5 Tons Capacity Trucks 4000.000Kms -do-
above 5 Tons capacity
8 Diesel driven pumping set 5 H.P. 10,000 -do-
9 Bitumen boiler 250/300 Gallon 10,000 -do-
(Directly charged capacity to works)
10 Diesel generating set 15 K.V. 12,000 -do-
11 Ordinary vibrator (Impression) 8,000 -do-
12 Diesel driven pumping set 10 H.P. and 12,000 -do-
 above
13 Diesel winches 3-5 Tons capacity 15,000 -do-
14 Concrete Mixer 10/7 Cft 8,000 -do-
(Charged to works)
15 Stone crushes 16’x9’ size 10/12 10,000 -do-
Tons/hrs Capacity

Sl.No. Name of Machine Working life Provision for repairs

in hours
1 2 3 4
16 Granulator 12”x 7” per Hr.Capacity Size 4/5 Tons
(Charged to
works)
17 Diamond core drilling machine 12,000 -do-
18 Road Rollers (Agri-d moore) 8-10 Tons 18,000 -do-
19 Tractor Dozer, Rubber-Tured 140 H.P. 12,000 -do-
and above
20 Motor Grader 12 Ft. and above 15,000 -do-
21 Grab dredging crane, Diesel operated 15,000 -do-
(3/4 ctd. And 1 cyd.
22 Mobile crane ( 5 tons) 10,000 -do-
Mobile Crane ( 10 tons and above) 12,000
23 Motorised scraper 9-13 Cyd 12,000 150 percent
24 Towed Scraper 9-12 cyd 15,000 Of the cost of quipment
25 Towed (Crowler tractor) 108 HP 12,000
26 Soil stabilizers 4” to 7ft. tons our 12,000
capacity
27 Bitumenus Hot Mix Plant 25 15,000
28 Paver finisher, 100 tons/hr. capacity 15,000 150 percent of the capital
 cost
29 Chip spreaders capable of spreading 15,000
3/8” to ¾” size chips
30 Bitumen pres.sure Distributors (1000 15,000
Gallons)
31 Rear Dumpers 9/11 cyd 10,000
32 Bitumen mixer 8-10 tons cap. 10,000
33 Mechanical brooms 10,000
34 File driving equipment 15,000

LIFE OF SMALL ITEMS COST

OF WHICH IS TO CHARGED TO WORKS
(Only when used departmentally on central works)

1 Air Compressors 160 C.P.M. 8,000 Hrs

2 Sheep foot rollers 16,000 Hrs
3 Compression testing machine 40,000 Hrs 15 percent of the capital cost
4 Bitumen storage tank 15,000

ANNEXURE II
Factors affecting Earthmover Tyre Life

Group-I Maintenance includes inflation

Excellent 1.1
Average 1.0
Poor 0.7
Very bad 0.4
Bad

Group-II Maximum Speeds

 15K.M. per Hour 1.2
30 K.M. per Hour 1.0
45 K.M. per Hour 0.8
60 K.M. per Hour 0.5

Group III Curves

None
Moderate 1.0
Severe, single wheels 0.8
Severe, dual wheels 0.7
Severe, tandom wheels 0.6
Group IV Surface
Dnoe, psvkrf, no road exposed earth 3.0
Hard acked earth 1.0
Soft earth or sand maintained 1.0
Gravel road, well maintained 0.9
Soft earth some rock 0.8
Mud, ordinary 0.8
Gravel Road, poorly maintained 0.7
Mud, abrasive or with rock 0.5
Blasted Soft Coal 0.9
Rock
Soft shale or limestone 0.7
Granite, gneiss, trap, basalt hard shale or 0.6
limestone
Slate or schist 0.4
Kave, hard surface 0.3
Obsidian, volcanic glass flint 0.1
Black Top Clean wet 1.4
Cold weather 1.2
 Hot Weather, 75 to 100F 0.8
Verh hot, over 100 F 0.5
Group-V Recommended by Tyre and Rim
Assn 1.0
Full load 1.0
50% under load 1.2
20% under load 1.1
10% over load 1.0
20% over olad 0.8
40% over load 0.5
Group-VI Wheel position
Trailing 1.0
Front(Non-Driving Driving) 0.9
Rear dump 0.8
Rear dump tendom 0.7
Bottom dump 0.7
Scrapper, self-propelled 0.6

Group VII Grades, Orive tyres only

Level firm surface 1.0
6% maximum 0.9
10% maximum 0.8
15% maximum 0.7
25% maximum 0.4
Loose or slippery surface 0.6
6% maximum 0.6
10% maximum 0.6
15% maximum 0.4
 Group VIII Miscellaneous conditions and
combination
Favorable or counteracting 1.5
None 1.0
Unfavorable 0.8
Very unfavorable 0.6

Following is an example showing how the tyre life would be worked out in relation to
particular factor chosen the above table as applicable for a particular job, where the tyred equipment
may be in use:

Optimum tyre life 6,000 Hrs or 100,000K.M.

To determine the tyre with the following condition of working.

1 Maintenance, average … 1.0

2 Speed 45Km (Maximum) … 0.8
3 Curbes, moderate … 1.0
4 Surface, soft earth some rock … 0.8
5 Load, 20% over load … 0.8
6 Wheel position, Driving Bottom Dump … 0.7
7 Grades, 10% maximum firm surface … 0.8
8 Misc, condition, none … 1.0
Tyre life (600hrs or 100,00Km) x 1.0x0.8x1.0x0.8x0.8x0.7x0.8x1.01,720hrs or 29,000K.M.

ANNEXURE III

Preventive Maintenance Control Report

 Unit No. . . . . . . . . . . . . . .

Unit Hours to date . . . . . . . . . .

Type of Due at Done at (hours) Jan, Feb, Mar, Apr, May, June, Inspection(Hours)
Due

ANNEXURE IV
Preventive Maintenance Hours
Name of machine, Excavator.

Unit No. Total operating hours. . . . . . . . Date . . . . . . . . . .

Check and correct, if necessary, using symbol (‘) if O.K. @ if repair of adjustment is
made and (O) if repair is needed and not completed.

Work to be done Before shit/one Before shift/two

Engine-

1. Check oil level

2. Check radiator level
3. Check fuel oil level
4. Check water pump grease cup ( 1 turn)
5. Check water temperature
6. Check oil temperature
7. Check air cleaner and breather caps.
8. Inspect fuel, oil and water level.
9. Idle engine before starting (10 minutes)
10. Lube, all 8 hours grease points with wheel bearing grease
11. Lune open gears and sprockets with open gear comments
12. Check controls, clutches, brackes
13. Check dipper teath
14. Inspect loose nuts and bolts
15. Inspect oil leak in hyd. System, etc.,

Operator.. . . . . . . . . . . Mechanic. . . . . . . . . . Supervisor. . . . . . .

ANNEXURE V
Preventive Maintenance- 100 Hours

No.. . . . . . . . . . . Total operating hours . . . . . . . . … . . Date . . . . . . . . . .

Check and correct, if necessary, following items using symbol (‘) O.K. @ if repair or
adjustment is made, (O) if major repair is needed and not completed. List on reverse side sheet
explanation of repairs made, or reasons why they were not completed.

1. Lubricating clean oil filter cap

Changed engine oil (Change lube oil filter (elements)
Check differential lube (leave)
Check rear axle planetaries (L.I.)
Check differential lube (Level)
Check transmission lube (level)
Check hydraulic oil (level)
Clean and refull, hydraulic (tank breather)
Grease clutch release (bearing)
Grease tandom units cross(shaft)
Grease breake anchor (Pins)
2. Oil cane points
Throttle linkage
Clutch linkage
Clutch linkage
Emergency brake linkage
Cob locks
Cob door hinges Hood fasteners.
Battery case fassener
Brake pedal valve wiper motor (air)

3. Engine lub system check

All lines for locks
Oil filter for locks
Pan bolts for tightness
Han belts for tightness
Clean breather cap.

4. Air cleaners
Tighten hose clamps
Clean central tube
Check hoses and pipes for crasks or locks
5. Belts
Check for wear frayed for cracked spots, adjust slack fan
Compressor
Generator
Stearing dooster, Tight crankshart nut
6. Engine mounting tighten; engine support
Fuel system check lines for leaks
Check pump for leaks
Check injector lines
 Fuel filters

7. Cooling system check for leaks Hoses

Water Pump
Oil Cooler
Water manifold
Drain cocks
Check anil freeze strength
(a) Clutch check linkage for tightness Air Cylender stop
pedal clearance, free, (Travel)
(b) Converter and Transmission trans, mounting bottles for (tightness)
Converter mounting bolts for (tightness)
Oil liners for jacks
Engine synchronization
Converter for locks
Transmission clutches Gear shifts linkage for (tightness) converter stall speed.

8. Transmission Tighten Mounting bolts power take of bolts

9. Drive lines
Tighten comparinion flange bolts
Tighten universal bearing bolts
Check for loose universal
10. Rear axle and differential check and tighten Differential, companion
Flange
Nut carrier nuts
Clean and open differential breaher

11. Wheels and tyres

 Tighten lub and wheel nuts
Tighten driving flange nuts
Check tyre pressure
Check for cuts, bruises and breaks
Check tyre matting
12. Springs and corque road, check and or tighten check or tighten items listandon (Chock sheet)
13. Brakes
Adjust frount and rear brakes
14. Air system
Air lines
Tradle valve
Brake chamber
Quick release valve
Clutch air assist value
Air Compressor
15. Emergency brake check brake lirling for wear adjust brake shoes inspect the ratchet, Dawl
and (Linkage) Check brake air assist.
16. Steering system check for loose or bent tie road ( and drag link)
17. Electrical system
18. Batteries
Check liquid level
Check hydrometer replace
Check connections
19. Gib
Check adjusts or replace
Eighteen cab hold down (bolts)
20. (a) Instrumental panel
Air pressure type and Governor Operation
Tachometre lubricating(converter units) check
21. (b) Instrumental panel (converter units) check
22. Accessories
 Check operation of the following accessories
Windshield wiper, fire extinguisher, horn head and defroster
23. Hydraulic system (Rear dump and Scrapper units only)
Test hydraulic system
Check visually for leaks
Check hydraulic control
24. Scrapper units Enjector return spring
Cutting edges for weat sheaves
Frayed or work cables
Tighten

25. Tailer units wheel wind for adjustment

Door stop-sheaves
Fraved or worn cable
26. Road test
Engine Clutch
Brakes check steering on Tractor Trailer units.

ANNEXURE VI
Preventive Maintenance 500 Hours

Unit No. . . . . . . . . . . Total operating hours. . . . . . . . . . Date . . . . . . . .

Check and correct, if necessary, the following items using the symbol (1) O.K. @ if
repairs or adjustment is made, (a) if major repairs are needed and not completed. List on reverse side of
sheet explanation of repairs made or reasons why they were not completed.

1. Cleaning wash unit clean engine

2. Lubrication drain and refill
Hydraulic transmission oil
Clean transmission suction screen ( allision only)
 Replace fuel filter elements oil generator starter
3. Frame Examine for cracks inside and outside
4. Cab canopy or dash check condition of wiring
5. Electrical system
6. Engine ( Cummins)
Clean fuel pump screen Tighten cylinder head bolts
Adjust valves tighten mani fold bolts
Check blawby
Inspect super changer for leakes
7. Engine ( G.M.C)
Adjust valves
Time injectors
Position injector control rock
Tighten cylinder head nuts clean air bolts
8. Wheel bearing front and trailer Adjust bearings
9. Front axle
Check
King pins and bushings spindle to axle clearance( T.D. and F.F.O. only) hoe in.
10. Steering system
Check and adjust
Bolts joints
Front axle stops
10. (a) Rear dump units (body)
Examine atnd repair
Moles and cracks
Brokenwelds
Loose or bent canopy
Broken welds
10. (b) Trailer units
Check
Holes and cracks
Broken hang bolts
Tighten wheel wind
Mounting (Bolts)
10. © Scrapper unit
Check
Holes and cracks
Broken welds
11. Perform 100 Hrs P.M. Check
12. Additions.

ANNEXURE VII
Preventive Maintenance 1000 Hours

Unit on . . . . . . . . . . . . Total operation hours . . . . . . . . . . Date . . . . . . . . .

Check and correct, if necessary, the following items using the symbol (*) O.K. @ if
repairs or adjustment is made, (o) if major repairs are needed and not completed. List on reverse side of
sheet explanation of repairs made or reasons why they were not completed.

1. Lubricating Drain and Refil Differential Rearaxle planetaries steering gear.

Transmission and replace oil (filter element) change hydraulic oil and (filter) change
wheel wing oil Grease slack adjuster Refil driver seat clask absorber oil slack upper busing.

2. Coaling system drain flush and refil remove and clean oil cooler

3. Hydraulic system check relief valve adjustment check steering booster relief, valve
setting.

4. Air system check air compressor discharge valve for carbon and clean if necessary.
Adjust air compressor (unloading valve)

Clean compressor ( oil supply and return lines) clean governor air strainer. Clean safety
valve pipe of pressure.

5.(a) Engine ( G.M.C.) inspect intake parts inspect piston rings inspect blower for wear
and leave.

(b) Engine (Cununing) check crankshatland ply clean injections, grease-water pump and
fan hub.

6. Perform 500 Hours checks

7. Additions.

Preventive Maintenance 2000 Hours

Unit on . . . . . . . . . . . . Total operation hours . . . . . . . . . . Date . . . . . . . . .

Check and correct, if necessary, the following items using the symbol (IO) if O.K. @ if
repairs or adjustment is made, (o) if major repairs are needed and not completed. List on reverse side of
sheet explanation of repairs made or reasons why they were not completed

1. Electrical system
 Check generator brushes and commutator
Tighten generator mounting check starter brushes and commutators
Tighten starter mounting tighten starter solenoid (hold down bolts) clean and adjust regular
2. Wheel bearings and brakes examine all brake linings checks (forwal)

Repack wheel bearings inspect planetaries (unit with planetaries in wheels

3. Steering system check steering column for alignment adjust steering gar-cum-thrust
(bearings) adjust steering gear backlast

4. Perform 1000,500 and 100 Hour

5. Addition.

ANNEXURE VIII
Preventive Maintenance 4000 Hours

Unit on . . . . . . . . . . . . Total operation hours . . . . . . . . . . Date . . . . . . . . .

Check and correct, if necessary, the following items using the symbol (*) O.K. @ if
repairs or adjustment is made, (o) if major repairs are needed and not completed. List on reverse side of
sheet explanation of repairs made or reasons why they were not completed

1. Engine
Re-condition engine Disassemble and inspect ( Clutch or converted and Transmission)
2. Differential and planetaries Disassemble and inspect (differential remove and Inspect (
Planetaries)
3. Air System
Disassemble, clean and replace diapharagms or sects Brake chambers, quick release valve

Check valve Tradel valve operation check air compressor

 4. Performs 2000, 1000, 500 and 100 hour checks
5. Additions
Time speed
Time speed
Time speed
Mechanic
Mechanic
Master Mechanic

ANNEXURE IX

Principles governing the calculation of hire charges for staff Car, Jeep, Truck etc.

1. The hire charges of jeep, Trucks, Station Wagons, Pickup, staff Car etc, on kilometer
basis should be determined by taking into account depreciation, taxes, fuel, lubricants, operation cost,
repairs cost tyres and tubes cost of servicing etc.

I Depreciation per K.M. Cost of vehicles excluding tyres, life of the

vehicles in terms of K.M.
ii Taxes per K.M. Taxes per year minimum yearly run

iii Fuel per K.M. Cost of one litre of fuel average run per litre.

iv Lubricants per K.M. Annual cost of lubricants minimum yearly

run.
v Operation cost per K.M. Annual Expenditure on pay and allowances
of operating staff minimum yearly run
vi Repair provision 14% of the value of depreciation as at (i)
 vii Tyres and Tubes Annual Expenditure on tyres and tubes
including repairs expenditure of tyres and
tubes. Minimum yearly run
viii Cost of servicing Annual expenditure on servicing. Minimum
yearly run.

Note- The hire charges of an newly acquired vehicle shalt be same as that a vehicle on service
for a full year.

2. The hire charges of jeep, truck, etc on daily basis shall be determined by taking into
account depreciation, maintenance and repairs and operation cost and taxes as detailed below. The hirer
shall bear the fuel and lubricants.

i Depreciation per annum Cost of vehicles excluding cost of tyres.

Life of vehicles in terms of year
ii Repairs & Maintenance charges 14% (i) above

iii Operation cost Pay and allowances of the operating staff per
annum
iv Depreciation & repair of tyres and tubes Annual expenditure on tyres including
repairs of tyre and tubes
v Taxes M.V. Taxes per annuam

vi 1/10 of (i) (ii) (iii) (iv) and (v) will be the

hire charges per month
vii 1/20th of (vi) will be the hire charges per
day.
 3. The minimum life and yearly kilometer run of vehicles on plain/hilly project area are
indicated below.

Sl. Description of vehicles Plain Area Hilly or project area

No.
Minimum Minimum Minimum Minimum
life yearly life yearly KM.
KM.
1 2 3 4 5 6
(i) Car, Jeeps, Station Wagons Pickups 10 Years 20,000 8 years 20,000
(ii) Departmental Truck other than 8 years 32,000 8 years 30,000
T.M.B. Leyland vehicle
(iii) Departmental Truck
(a) T.M.B.(5) Tons 10 years 40,000 10 years 20,000
(b) Seven Tons
(iv) Leyland 10 year 40,000 10 years 20,000

4. The scale maintenance of motor vehicles laid down in P.D.Memo No. 38550, Codes
132/65 pt. (110) F. Dated 12.11.1965 and as revised from time to time should be followed in the matter
of areas the scale may be increased by 20%.

5. The rate of hire charges on daily basis is for a period of 12 hours, when the vehicle is
hired out for less than 12 hours, half of the rate for day shall be charged. Overtime allowance payable to
the Driver/cleaner should be charged extra.

6. In case of the vehicles are detained beyond the period of hire, detention charges @ Rs.
1.00 per hour or part, thereof in respect of jeeps, Land Rovers, Staff Cars, Station Wagons, Pickups and
@ Rs. 3 per hour or part thereof in respect of Truck are payable in addition to usual hire charges.

7. The following records shall be maintained separately for each vehicle.

 (a) Log Book- This shall be maintained as per form ‘A’ by the Driver of each individual vehicle,
a copy of the same being retained with the Officer in-charge who will see to its proper check and
maintenance. The Driver shall produce the log book once a week for incorporation of its entries in the
counter part retained with the Officer in-charge. The front page of the log book shall contain the
following information. Description of the vehicle, registration No. year of purchase, cost of the place
where the vehicle is kept and the officer in whose charge the vehicle is kept.

(b) Stock Register- A stock register as per form ‘B’ shall be maintained in respect of each
vehicle containing description of each vehicle, the spare parts, accessories, tools and other equipments
supplied from time to time and details of repairs done and replacements made in the vehicle. The first
page of the stock register should contain the following information.

(1) Description of the vehicles, make and model, Registration No. and Chasis No.

A vehicle should be checked by the Officer in-charge once a month to see that tools, equipments
etc supplied to the vehicle are correct and are in existence. The certificate should be recorded in the
stock register. The transactions of petrol need not be recorded in the stock register unless a stock of
petrol is kept outside the vehicles.

Some pages of the Stock Register should be kept blank and should be used a history sheet in
which the details of purchase, repairs spare parts used, servicing, replacement of tyres and tubes
etc.should be recorded in chronological order and attested by the Officer in-charge of the vehicle.

© Hire Accounts Register- This account shall be maintained in respect of each vehicle as
per proforma ‘C” which will show the detail of use of the vehicle by other departments or officers to
whom the vehicle is lent on requisition only.

The above records ae intended as a check on individual vehicle and shall be kept besides such
other records or accounts as ordered to be maintained from time to time to show the total expenditure or
income of the various government vehicles provided that in case of no duty journey performed during a
month, a log book in respect of each vehicle should be closed at the end of the each month and a
summary prepared in the log book showing details of the journeys performed during the month as per
the details of heads indicated in the proforma ‘A’ for facility of audit.

8. Maintenance of the vehicles including periodical oiling greasing and washing the vehicle
shall be the responsibility of the Driver attached to the vehicle. Expenditure caused as a result of
negligence or carelessness of the Driver in maintaining the vehicles shall surcharged to the Driver
himself.

9. The servicing of the vehicle should be made at regular intervals which should not be less
than one month or more than three months at the discretion of the Officer in-charge. He shall satisfy
himself that this has been done properly.

10. In the event of any vehicle showing any appreciable fall in its kilometer per litre,
performance at the end of the any month, the Officer-in-charge of the vehicle shall report to the
Divisional Officer the reasons for deviation who shall investigate into the causes and order for the
remedial measures for the rectification of the defects.

11. The vehicle shall normally be used by the officer in whose charge it is placed, for official
work only. In case the vehicle is required by another officer of the some department/ division for official
only the some can be spared under orders of the Divisional Officer.

12. Ordinarily government vehicles may not be spared on hire for private use, but in
emergent cases requisite on for private use of vehicle shall be made to the Divisional Officer who shall
order if the same can be spared without detriment to Government work.

ANNEXURE X

Agreement for Hiring

Government Plant and Machinery
 The agreement made the . . . . . . . . day of . . . . . . . 20 . . . . . .between the Governor of
Orissa(hereinafter called the Government which expression shall where the context so admits include
his successors in office and assignee) of one part and Shri . . . . . . . . S/O .. . . . . . . Village . . . . . P.S. ..
. . . . . Dist. . . . . . . .(hereinafter called the hirer which expression shall where the context so admits
include his heirs/sucessors/legal administrators representatives and assignee) of the other part.

Whereas the hirer has applied to the Government for the hire of the plant and machinery
described in the scheduled hereto for use on . . . . . . . . . . . . and has deposited with the Government the
sum of Rs . . . . . . . as security deposit for due performance and observance of the terms and conditions
and stipulations herein contained and the Government has agreed to let the said hirer the plant and
machinery as described in the scheduled as aforesaid.

Now It is hereby agreed as follows

1. The Government shall let to the Hirer and the Hirer shall take on hire from the said
Government from the date hereof the Plant and Machinery which are specified in the Schedule hereto
and in which are hereafter called the said and machinery for a period of . . . . . . Calendar month from
his .. . . . . day of 20 . . . . . .

2. The Hirer shall pay hire charges either in cash in advance on the first working day of
each month or by recovery from his bill (s) due from Government at the rate of Rs.. . . . . . . . .
per each complete month and at the rate of Rs . . . . . . . per tham for a fraction of a month calculated at
1/20th of the monthly rate limited to the maximum of the monthly rent, during the continuance of the
hiring before the delivery of the said plant and machinery to the hirer leave. . . . . . . . stores at . . . . . .
till they are returned to the Government.

If after the said plant and machinery has been taken delivery by the Hirer any alternation or
improvement is made at the cost of the government the hires shall pay such enhanced monthly/daily rent
as may be fixed by the Divisional Officer concerned under the rules with reference to the enhanced
value of he said plant and machinery.
 3. The Hirer shall not deploy the said plant and machinery on work other than that for
which it has given on hire and lend or transfer the plant and machinery to any person or persons without
the previous sanction in writing of said Government.

4. The hirer shall keep the said plant and machinery during the period of hire in good order
and condition and make-good all damages caused to the said plant and machinery other than ordinary
fair wear and tear due to a reasonable use of the same and shall tit the determination of the period of
hiring pay to the Government the cost of replacing or repairing such of the said plant and machinery or
parts thereof as may be broken, missing or damaged or lost during the continuance of the hiring. The
cost of repairing damage will be that actually incurred for the purpose by the work shop at . . . . . . .
including, the usual indirect and centage charge, while the cost of replacement will be either the original
book value or the current market value whichever is higher.

It shall be lawful for the Government to reimburse the cost of replacing or repairing as aforesaid
from and out of the said deposit and the balance thereof shall be refundable to the Hirer on the
fulfillment of the terms of this agreement. In the event of such loss, replacement or repairs, the hirer
shall pay the balance amount in cash to the Divisional Officer on demand. If not paid in cash, the
amount shall be recovered from the dues that may be due or become due to the Hirer from the
Government or out of fixed deposit / securities that may be pledged with Government or under Orissa
Public Demand Recovery Act, 1962 as the case may be.

5. All repairs due to fair wear and tear during the period of hire shall be borne by the
Government. The decision of the Divisional Officer of the Division concerned, shall be final as to what
repairs should be borne by the Government.

6. The hirer shall bear all the connected with packing, handling in the stores, conveyance
and other incidental expense in connecting with the dispatch of the said plant and machinery from the
stores and return thereto including freight charges, if any and also erecting and dismantling charges.
If during the period of hire it is found necessary to send the said plant and Machinery to the
Public Workshops for repairs, all conveyance and incidental charges to and from shall borne by the
Hirer.

7. It shall be lawful for officers authorized by the Divisional Officer at all reasonable times
to inspect the State and condition of the said plant and machinery.

8. Officers authorizing by the government may, at any time by giving seven days notice in
writing to the hirer, determine this agreement and may on the expiration of the said notice enter upon
the premises where the said plant and machinery or any of them may then be and remove and carry
away the same and the hirer shall not claim compensation for such action ( except there of the
proportionate rent for the unexpired portion of the period for which rent has already has been recovered
in advance).

9. Upon breach by the hirer of any of the stipulations in this agreement, the Government
shall be at liberty without any previous notice to determine this agreement and take possession at the
said plant and machinery.

10. Upon the determination of this agreement, whether by efflux of time or otherwise,
officers authorized by the Government shall be at liberty to enter any house, premises or place where the
said plant and machinery have been lodged and may remove the carry away the said plant and
machinery and for that purpose to do all things reasonable necessary for such removal without liability
for and damage thereby caused and without prejudice to the rights of the Government, in respect of any
rent or, sums of moneys accrued or accruing due from the hirer under this agreement.
Provided that in addition and without prejudice to the other rights and remedies of the Governor,
the Government shall be entitled to recover any sum that may from time to time be due and payable by
the hirer from the sums that nay be due or become due to the hirer from government or out of fixed
deposit/ securities that may be pledged without Government or under Orissa Public Demand Recovery
Act, 1962.
IN WITNESSES WHERE OF . . . . . . . . . . . . . . . . . acting on behalf of and by the order and
direction of the government of Orissa . . . . . . . . and year . . . . . . . . . . the hirer have herunto I set their
hands and scale the day and first above written.
SCHEDULE
 Witnesses Serial Name of the Plant and Rate of hire Period of hire
machinery charge
1 2 3 4 5
1
2

Signed, sealed and delivered by the above named

for and on behalf of the Governor of Orissa

Official Seal and Designation.

1.
2.
Signed, sealed and delivered by the above named
(Hirer)
APPENDIX- Rules and Procedure for Verification Of Stores in the Public Works Divisions By the Store
XVIII Verification organisation

1. Introductory- (a) In Public Works Division attention has to be paid to inventory control.
Inventories not only tie up available funds : which are scarce, they also cost a good dealt carry them
with large funds tied up unnecessarily in surplus stores and stocks work are likely to be deployed for
want of funds. Left to themselves inventories have a tendency to expand economic limits. Lack of
control or inventories also lead to excessive consumption, obsolescent and stores. Reserve stock limits
are therefore, prescribed each year for public Works Divisions to keep control over the procurement of
stock.

(b) The Divisional/Sub-divisional Officers are also required to verify the ground balances and
certify them to audit. The principle behind this verification is to find out shortage in stock and to analyse
the balance stock on hand with regard to its necessity and useful ness.

© With the increase in the work load and big expansion of activities of Public Works
Orgsnisation, the inventories in the Divisions are also increasing and along with this the reserve stock
limit is going up from year to year in many Divisions. It is therefore necessary to have an independent
Organisation to undertake verification of stores from time to time to help the Divisional Officers to keep
proper control over stores. Stores Verification Organisation have been created in some of the
Administrative Department in charge of Public Works with an, Executive Engineer and component
staff.

(d) The main functions of this Organisation is to help the Divisional Officers to exercise greater
control over their stores. This is achieved by-

(i) Physical verification of Stores.

(ii) Verification of stock and Tools and plant accounts.
(iii) Co-relating physical balances with Book balances.
(iv) Segregating surplus and unsurplus materials for display.
(v) Elimination of losses due to obsoldnce, pilferage and theft.
(vi) Review of reserve stock limit with reference to stock on, hand from time to time.
(vii) Identify unnecessary purchase.
(viii) Examining the method of stores, issue and security of stores.
(ix) Conducting surprise verification when necessary.
(x) Examining whether the issue rates have been properly worked out.
(xi) Examining whether sale proceeds of materials been recovered and properly adjusted.
(xii) Whether hire charges of machineries have been realized.

2. Organisation independent verification of stores will be taken up by the public works

stores verification organisation which will be attached to the Department of the government in charge of
Public Works. The organisation will be in charge of an Executive Engineer with such complementary
staff as sanctioned from time to time. The Headquarters of the organisation will be at Bhubaneswar or at
such other place as may be fixed by the Government in the Administrative Department.
 3. Programme of Works – The Executive Engineer in charge of the organisation should
draw up at programme of verification for the entire year to cover at least 30% of the Divisions under
each Department or such number of Divisions as directed by the Secretary of the concerned Department
before the commencement of the year. The programme should be drawn up in a register in form No.1
and approval of the Secretary of the Administrative Departmental obtained in consultation with F.A.
cum-Deputy Secretary. The programme of verification of stores should be circulated well in advance to
enable the concerned Divisions to keep their Accounts Registers ready in all respects for inspection by
the Stores verification party. Besides the above programme, conducted by the organisation the surprise
check of stores should be Department without as and when directed by the Secretary of the Department
without prior notice or programme. The period of verification of Divisional Stores should be fixed on
the basis of the Reserve stock limit, fixed for a Division, taking into account the time taken on the
previous occasions, A copy of the annual programme should be circulated to the Superintending
Engineers and Chief Engineers.

To enable the verification staff to establish their identify with divisional Officers, authority letter
or cards the Divisional or sub-Officers, authority letters or cards in the following form should be issued
by the Executive Engineer in charge of the organisation.

“This is to certify that Shri . . . . . . . . . . of the . . . . . . . . . Department is authorized to verify

any stores and to have access to all books and records relating to stores in divisional/Sub-divisional and
Sectional Offices”

Signature of the Executive Engineer

Stores Verification Organisation

4. (a) Functions- the physical verification of stores will cover all categories of stores under
a Public Works Division viz (i) Stock, (ii) Tools and Plant (Both ordinary and special), (iii) Materials
charged direct to work, (iv) materials under work shop accounts. This work should be entrusted to the
technical staff under the supervision of an Assistant Engineer of the Organisation.
(b) The work of checking and inspection of stores accounts should be carried on simultaneously
by verifiers (Grade I and Grade II with a view to (i) examine the correctness of book balance with
reference to various initial records relating to stores accounts, (ii) find out shortage if any on transfer of
materials from another Division/Sub-Division on its abolition or amalgamation, (iii) scrutinize charge
reports to find out if they disclose any loss of stores, (iv) indicate the person responsible for the loss of
the stores, (v) see that the excess of deficiencies if any, detected in course of any previous verification (
verification done by the Divisional Officer or by the Stores verification discrepancies found in the
charge vapers, are investigated and accounted for and responsibility fixed in case of loss sustained by
the Government, (vi) see that, stores accounts such as Bin Cards, returns and register are maintained and
defects set right in accordance with the rules, (vii) see that annual verification of stores are regularly
conducted by the Divisional Officer on the basis of up-to-date and reconciled balances, (viii) see that
materials received from other Divisions, D.G.S & D. other transaction ae properly classifd and
accounted for, (ix) Test check of the issue of materials to other accounts and to the contractors, (x)
Examine the steps taken for disposal of surplus and unserviceable materials, (xi) see weather the stock
materials kept in the store are within the reserve stock limit, (xii) Review the action taken on previous
verification reports.

5. Procedure to be followed in physical verification/inspection of store accounts and review.

A – Action in the Office of the

Executive Engineer Store Verification Party

(i) At the beginning of the financial year the programme of verification should be
communicated to all concerned indicating herein the date and period of verification (Form No. 1) and
call for a list of book balance of stores in form No.2 in triplicate. For facility of verification as well as
checking of accounts the verification should commence either in 2nd or 3rd week of a month. Except in
any special case the programme of verification as fixed should not be postponed.

(ii) The period of verification may be extended by the Executive Engineer, Store verification
party to the extent of 25 per cent of the days stipulated in the programme provided that such extension
does not affect the programme of other Divisions. The approval of the secretary of the Department
should be obtained for extension beyond the above period.
 (iii) If the section-wise statement of stores (Form 2) go in triplicate are not received within
the prescribed dates, i.e. 15 days before th4e commencement of verification the concerned Divisional
Officer should be reminded to send the same and if he fails to do so the matter should be brought to the
notice of the Secretary of the Department for necessary action.

(iv) On receipt of the book balance from the Divisions concerned in form No.2 ( or even when
the same is not received within the stipulated time), the Executive Engineer, Stores verification should
be issue a letter on authorization to his staff, selected for verification. Out of three copies of statement of
book balance where received from the Division one copy should be handed over to the Supervisory head
of the physical verification staff the second to the Supervisory head entrusted with checking the stores
account and the third copy should be retained in a Guard file separate Guard Files be maintained for
each Division.

(v) The Executive Engineer, Stores Verification Part will watch the receipt of the weekly
progress report in form No. 21 and 22 and the consolidated sectional/Sub-divisional verification report
in Form No.7 from the staff engaged in verification of stores. On receipt of the consolidated reports
(Form-7) the Executive Engineer should review the same. In case of important discrepancies r shortages
noticed the concerned Divisional Officer should be requested to clarify the position within 10 days, if he
fails to furnish reply within the time, the Executive Engineer, Stores verification Party may incorporate
the item in the final report. These may also be reviewed by the Executive Engineer, Stores verification
party during his inspection. The final report will be complied on receipt on the final verification report
from the party in Form No.23.

(vi) The issue of the final verification report in respect of a Division and its disposal should be
watched by the Executive Engineer, Stores verification party through the verification register (Form
No.6)

(vii) The compliance report should be obtained from the divisions concerned through regular
correspondence. On receipt of the compliance reports these should be properly scrutinished and put up
to the Executive Engineer along with verification register who will fix a date for review in consultation
with F.A.-7-cum-Deputy Secretary.
 (viii) The purpose of review is to examine the compliance report of the Division with the
original record with a view to finalise the objection, and fix responsibilities for the cases of loss
sustained by the Government, if any. At the time of issue of such review report, the Executive Engineer,
Stores verification party shall initial the verification register.

(ix) The following register should be maintained in the Stores verification Organisation.

1. Register of programme for verification of stock (Form No.1)

2. Register of issue of Field Book (Form No.4)
3. Register of issue of implements and tools and plant to verification staff (Form No.5)
4. Register of verification of stores (Form No.6)

B. Action in the Division Concerned

1. 15 days before the commencement of verification of stores and inspection of stores

accounts as indicated in the programme, the concerned Divisional Officer should furnish section-wise
book balance as it stood at the end of preceding month in respect of stock, tools and plants and site
account in triplicate to the Executive Engineer, Store Verification Party to enable him to take up the
verification work as per the programme. He should also furnish any other information required by the
Stores verification Party from time to time promptly.

(ii) The Divisional Officer should extend full co-operation for smooth working of the
verification week. He should see that.

(a) Stores are arranged on racks or in stacks, etc. in such a manner, so as to facilitate verification
work quickly.

(b) Items involving large stock are kept in package or in stacks of standard quantity, stock of one
item, is, as for as possible, be kept in one location, stock and site account materials are not mixed
together.
 (d) Identification tags showing complete nomenclature, size and other relevant information have
been tagged with a sample of each item and maintained carefully.

(e) Attestation is done or a certificate as and when required by the Stores Verification Party as
per the procedure laid down hereinafter, is furnished by the store keeper explanation for the discrepant
items is given Form No.6.

(f) During verification of stores, the receipt and issue of materials under verification is
suspended as far as possible. In urgent cases, such transactions may take place but no materials should
be brought into stock or taken out without knowledge of verification staff.

(g) The account records relating to stores are produced to the checking staff as and when
required by them.

C. Physical Verification by
The Stores Verification Party

(i) The staff engaged in physical verification of stores should use the field books supplied to
them ( in form.3) for recording detailed measurement of materials against the book balance reported by
the concerned Division. They should satisfy themselves that none of the class or items of store under
verification is lying in any obscure corner of the godown or yard any materials found in the yard for
which no accounts are forthcoming should immediately be recorded in the field book.

At the end of detailed measurement of one item of store or class of small stores, certificate has to
be obtained from the store keeper or Sub-Assistant Engineer in charge of stores to the effect that all
stores pertaining to that particular item/ class have truly and correctly been presented for verification
and duly verified by the verification staff and that all receipt and issues up to the date of verification for
items/class have been included in the stores ledger and in the book balance.
 (ii) The ground balances are required to be worked out on the date of starting the verification by
educating the receipt and additing issues thereafter. This should be clearly indicated in the field book.

(iii) The staff working both for physical verification and checking the store accounts should
submit progress reports to the headquarters at the end of every week through their supervisor heads
(Form 21 and 22)

(iv) Heavy accumulation of stores beyond requirements, loss due to improper and long storage,
and unserviceable machineries and stores, should immediately be reported to the headquarters
separately or through the progress report, by the Assistant Engineer in charge of the physical
verification. On receipt of the same the Executive Engineer, Store Verification may inspect the stores or
ask the concerned Divisional Officer for clarification.

(v) After completion of a Sectional/Sub divisional (both physical verification of store and
inspection of store accounts) consolidated sectional verification report should be submitted to the
headquarters under the signature of the Assistant Engineer in Form No.7. Similarly after completion
Divisional Stores Verification reports in Form No.23 have to be submitted to the headquarters for
preparation of final verification report.

Explanatory note for the discrepant items of store and for the defective maintenance of accounts
should be obtained from the Sectional /Sub divisional/Divisional Officer before submitting the draft
verification report to the headquarters.

(vi) The staff engaged in physical verification are required to point out the following.

(a) Discrepancy between book balance ( as reported by the division and subsequent additional
transactions) to the starting date of verification and ground balance (Form No.71)

(b) Statement of materials unused for more than one year (Form No. 8).
 © Materials not taken into any account (Form No.9)

(d) Unserviceable store and machineries (Form No.10).

(e) Preservation, of stores, safe custody and proper storage of materials against unnecessary
deterioration from whether action or any other cause.

(f) Whether the godown floors are pucka

(g) Whether racks or other suitable engagements are provided for consumable stores and
adequate arrangement exists for storage of materials like cement etc.

(h) Materials stacked, in stores yard, the godown such as steel, bitumen, Hume Pipe, C.I.Pipes
S.W.Pipes, etc. are well protected and Choukidars appointed to watch the same

(i) Whether proper arrangements exist for looking the godown and Store Yard and for protection
against fire.

(j) Whether issues are not made from fresh receipt instead of the materials received earlier and
whether first in first out’ system, is followed.

D. Inspection of Store Accounts

(i) The staff entrusted in checking the Store’s account should workout the total receipt and issue
on the date of verification so as to ascertain the book balance on the date of verification and furnish it to
the physical verification staff as well as to the headquarter (Form No.22)

(ii) The Supervisor-in-charge of checking of store accounts should see first as to whether
Divisional balances agree with the Sub-divisional balances and similarly Sub Divisional balances agree
with their respective sectional balances at any half year ending. If, the new system of store accounts has
been introduced, he should check the period stores ledger balance with that of Bin Card balances. He
should direct the verifiers to check the accounts from the stage of agreement of balances and to point out
discrepancies, if any, in the book balance reported by the Division before the commencement of
verification.

(iii) If it is found that there is no agreement of book balances between Division/Sub division and
Section, at any stage he should direct the verifies to check the store account from the creation, of the
Division after collecting the following information.

(a) Nos.of Subdivisions and Section badily transferred from other Divisions and amalgamated
with the present Division with dates.

(b) In case of stores received on transfer, whether the balance has been transferred through
accounts and have been taken as receipt in newly created Division after physical verification by the
Officer concerned.

© Whether continuous records are available.

(d) Whether the entire monthly accounts of stores in respect of each section and Sub-divisional
have been incorporated in Divisional monthly accounts in time.

(e) Whether the usual physical verification of stores has been conducted by the Sub-Divisional
Officer and Divisional Officer basing on the reconciles book balance and discrepancies settled.

(f) Whether charge papers are available in all cases of transfer.

(iv)While checking the Sectional accounts, the checking staff should note the transactions
relating to transfer materials from one section to the other within the Sub Division and Division and
check them at Sub Divisional and Divisional level to test the correctness of such transfer.
 (v) While checking the charge papers; it should be seen.

(a) Whether all charge papers relating to transfer of stote are available as per the incumbency
register.

(b) Whether the book balance noted in the charge papers agree-with the relevant register.

© Whether there is any discrepancy between book balance and ground balances shown in the
charge papers.

(d) Whether timely action has been taken by the sub divisional and divisional offices to reconcile
the discrepancy shown in the charge papers.

(e) Whether any discrepancy has been pointed out to the relieved officer within three months
from the date of taking over. If so, what action has been taken thereon.

(f) Whether the relieving officer has prepared the stores account on the basis of book balance or
the ground balance.

(vi) Since, the omission of receipts, double issues adjustment of minus balances fictitious issues
and arithmetical mistakes effect the book balance to a great extent these are required to be scrutinized
while, checking the correctness of book balances.

(vii) Discrepancies pointed out in the previous verification (either by store verification party or
the Divisional Officer) should be examined to see if these have been regularized subsequently.

(viii) The staff should maintain a daily diary which should be submitted to the headquarters
along with the weekly progress report under the signature of their supervisory head. They are also
required to submitted the sectional, Sub-Divisional and Divisional verification reports from time to time
after completion.
 In case of huge discrepancies and serious irregularities the supervisor in charge should
personally examine the case are furnish a special report to the Executive Engineer, Stores Verification.

(ix) They are required to point out specifically the following discrepancies and irregularities, if
any in the shape of statements with reference to the explanatory note in the report.
(a) Difference between the book balance reported by the Division and the corrected book
balances arrived at by the stores verification party and its resultant loss or excess (Form No.11).

(b) Shortage on transfer of materials within Sub division and Divisions indicating names of
officers connected with such shortage (Form No.12)

© Shortage in handing over charge indicating the name of officer handing over charge (Form
No.13).

(d) Shortage on transfer of materials from stock to site accounts or vice versa with names of
officers connected with transactions (Form No.14).

(e) Shortage due to omission of receipts and double issue indicating the names of the officers
connected with transactions (Form No.15A and 15B)
(f) Cases of cloded cement.

(g) Statement showing the discrepancies between Divisional and Sub-Divisional book balances
us.46)

(h) Statement of missing records (Form No.16).

(i) Statement showing Sectional Sub Divisional monthly stores accounts (i) not incorporated in
the divisional monthly accounts within 6 months and (ii) monthly accounts completely ignored from the
divisional monthly account (From No.17)
 (j) Statement of items of stores showing minus balance and fictitious issues.

(k) Outstanding T.D.D.G.S.D. bills, C.S.S. bills etc (Form No.19)

(l) M.P.W.A. items pending recovery of the cost or awaiting adjustments (Form No.20).

(m) List of cash of theft of stores.

6. Process of Physical verification

During verification special attention should be given to valuable, pilferage and fast moving
materials. The verification party should be to verify the rupee items and leave the naya paise items as far
as possible to the usual verification of the divisional Officer. The physical verification of entire stores
should be undertaken wherever occasion demands.

(i) The staff entrusted with the physical verification should personally counts weight or measure
all items with the assistance of store Khalasis.

(ii) After completion of one item or one class of small items they should take up next item for
verification.

(iii) Correctness of scales etc should be carefully tasted at last once during each day before
weighment of any item.

(iv) Stores should be verified in the presence of the store keeper or some one deputed on his
behalf and his signature obtained along with the explanatory note against each discrepant items.

(v) The unit taken for measurement at the time of purchase or receipt should be applied at the
time of verification in order to avoid confusion.

(vi) The verification staff should not waste time in counting large quantities of small articles
when a fair result can be obtained in a shorter time by weight or measurements. In such case, 100
articles should be weight and the weight of these stocks should then be taken as a sample counts when
weigh should be weighed each item.

(vii) Measurement and average weighment to arrive at the total approximate weight of stock or
an article should be restored to only if there are heavy balance on hard. To arrive at average weight at
least 2 percent in the case of iron and 10 percent in the case of other materials or stores should be
weighed; such stocks should then be measured by length area for cubic contents.

(viii) The method adopted in weighment or measurements in each case should be carefully
recorded in the field book.

(ix) In the case of valuable articles the whole stock should always be weighed, regardless of the
stock balance.

(x) the coal lying in uneven heaps, or in stacks, are required to be measured to find out the
volume by length and width and various heights applying the formulas for computing the volume, and
weight.

(xi) In case of brick and cement, counting should be made in numbers after proper stacking.

(xii) Incomplete count of weighment.

If it is not possible to furnish the count or weighment of an item during the day the stock of such
counted or weighed portion of the materials should be kept quite separate from the unverified balance in
the godown.

(xiii) Tools and Plants, Special Tolls and Plants and heavy machinery.

(a) Tools and Plants articles with insignificant value such as notice board, name board, etc. may
not a be verified. But a certificate from the stores keeper regarding condition of these small articles may
be obtained. Similarly a certificate also required in respect of small tools and hand tools issued to the
staff. The verifying staff should pay attention to the system in force for the supply, and custody and
issue of above tools,

(b) In case of special tools and plants and heavy machinery verification should be made
according to the description in accounts and inventories clearly specifying (i) Sl.No.(ii) Engine No.(iii)
Chasis No. (iv) Model and type (v) Special work attachment (vi) Petrol driven or diesel driven (vii)
Capacity and horse power. Necessary in regard to the condition of each and every machine certificate
(i.e. serviceable, unserviceable, etc) is to be obtained from the custodian. In case of salvaged machinery,
the verifying unserviceable and staff should see from the records the period of service rendered by it.
Premature un-serviceability of a machine should specifically be mentioned in the narrative reports.

7. Final Verification Report

The final verification report should contain the following information in a narrative form on the
first page of the Report.

(i) Name of Division/Sub Division/Section, (i) Name of the Executive Engineer/Assistant

Engineer/Sub-Assistant Engineer (iii) Name of the Executive Engineer, Stores Verification Party
conducting verification (iv) Name of Store verifiers (v) Period of previous verification (vi) Period of
present verification (vii) date of creation of Division Sub-Division and Section (viii) state of Store
accounts (ix) compliance of previous verification reports.

O.P.W.D. AMENDMENT 2005

8. Inspection by the Executive Engineer,

 Stores Verification Party and Financial
Adviser-cum-Deputy Secretary

A committee constituted with the Financial Advisor of the Administrative Department or an

Officer authorized by him and Superintending Engineer / Executive Engineer of the Officer of the
E.I.C./Chief Engineer will jointly review the compliance report received from the Division on pending
store verification party report and fix-up final responsibility for loss and irregularity.
(Memo No. 10639 Dated 27.5.2005)

9. Scrutiny of Verification Registers and

Inspection of Office of the Executive Engineer,
Stores Verification Organization

The financial Adviser-cum-Deputy Secretary will inspect the stores verification Organization
once a year to ensure that:-

(i) Verification and inspection of store accounts are conducted according to the programme

(ii) Final verification reports are prepared and submitted to government in time.

To obtain the compliance report the matter has been properly and in case of delay, the fact has
been duly brought to the notice of the Government.

(iii) The up-to-date information regarding non-settlement of III(b) memos, relating to Director
General of Supplies and Disposal bills, T.& D. items and cash settlement suspense bills has been
obtained from the Deputy Accountant General, Orissa, Puri and the concerned Divisions have been
properly contacted during the verification and review.

(iv) the various registers connected with verification of stores are properly maintained in the
office of the Stores verification party.
 (v) Other important matters etc.

FORM No.1
(See Rules 2 and 3)

Programme for physical verification of stores and inspection of Stores accounts by the Store
Verification Party of . . . . . . . . . Department for the year . . . . .

Sl.No. Name of Division Period of last Period fixed for Remarks.

verification from verification during
to current year from to
1 2 3 4 5

FORM No.2
(See Rule 5 (b) (i)
Book balance furnished to stock verification party before 15 days of starting their verification

Name of Section/ Sub-division …………………………

Location of Store. ……………………………..
Date of last verification by S.V.P. ……………………
Date up to which has been worked out. …………………
To be furnished in triplicate ……………
Sl.No. Particular of Stores Unit Book Balance
as per register
1 2 3 4
 Signature of Store-keeper
Or Sectional Officer

FIELD BOOK ( Form No.3)

(See Rule 5© (I) )
Name of Section/ Sub-division …………………………
Location of Store. ……………………………..
Name of article taken up for verification ………………….
Book balance reported earlier ……………………..
Additional transaction …………………. Total ……………….
Book balance standing on the date of verification……………..
Date of Actual measurement Details of measurement Total balance as per
measurement
1 2 3

Signature of S.A.E.
Or Store-keeper
Form No.4
[See Rule 5-A-IX(2)]
Register of issue of field books
Sl.No. No.of No.of To whom Date of Signature Date of Remarks
Field pages issued issue of the return
book each person
issued contained receiving
the field
book
 1 2 3 4 5 6 7 8

Note- Date of issue and date of return is to be attested by the Executive Engineer.

Form No.5
[See Rule 5-A-IX(3)]
Register of issue of T&P to verification staff
Sl. Particulars Reference to To whom Date of Signature Date of Remarks
No. of issue serial No and issued issue of the return
page of dead person
stock register receiving
the same
1 2 3 4 5 6 7 8

Form No.6
[Rule 5-A (VI)]
Register of verification of Stores

Name of Division …………………….

Name of Executive Engineer in charge of the Division………..

Name of Sub Name of Name of Date of Important No. & date of

divisional/Sec SDO’s/SAE’s verifier verification/ discrepancies verification
tion verified Period report
with its ofverification
 location
1 2 3 4 5 6

Time fixed Signature of No. and date Date fixed for Signature of Remarks
for E.E./S.A.E. of compliance review F.A.-cum-
compliance report D.S.
report
7 8 9 10 11 12

Form No.7
[Rule 5-A (V)]
Consolidated verification Report for Section and Sub Division

Name of the Section or Sub Division ………………….

Name of the Officer in charge of the Stores……………….
Name of the verifier ……………………
Sl. Name of the Date of Unit Book Balances Transaction to the date of
No materials verification reported by the verification
division Receipt Issue
1 2 3 4 5 6 7
 Total book Total Discrepancies Explanation of Sectional Remarks
value ground Officer or Sub Assistant
balance Shortage Excess Engineer
8 9 10 11 12 13

Form No.8
[See Rule 5-C-VI(b)]
Statement showing the materials lying unused for more than one year

Serial No Name of stores found Ground Balance Remarks by the

surplus Officer-in charge of
stores
1 2 3 4

ASSISTANT ENGINEER
Stores Verification Party

Form No.9
[See Rule 5-C-VI©]
Statement showing the materials not taken into any account

Sl. Name of Place Month Quantity Explanation of Remarks by the

No Stores or No. Sectional Officer Officer-in charge
or Store Keeper of stores
1 2 3 4 5 6 7
 ASSISTANT ENGINEER
Stores Verification Party

Form No.10
[See Rule 5-C-VI (d)]
Statement showing the unserviceable Stores and Machineries
Sl. Description of Store requiring write of Machinery Reasons for Remarks by
No stores or requiring un- the Officer in
machinery Date of Book repair serviceability charge of
found purchase value stores
unserviceable
1 2 3 4 5 6 7

ASSISTANT ENGINEER
Stores Verification Party
Form No.11
[See Rule 5-D-IX (a)]
Statement showing the difference between the book balance reported by the Division and the
connected book balance arrived by the Stores verification party (discrepancy items only)

Sl. Name of Book balance Book balance arrived Difference Reasons for
No materials reported by the by the stores by the difference
Shortage Excess
Division verification party
1 2 3 4 5 6 7
 Signature of Inspector of Stores
Accountant/Divisional Accountant

Form No.12
[See Rule 5-D – IX (b)]
Statement showing the shortage of Store on Transfer within a Sub division/Division
Sl. Particulars Date of To Quantity Qnty received Difference Approxi
No of stores issue whom by the corres- mate
issued issued pondding Shorta Excess value of
Section /Sub- ge differen
Division ce
1 2 3 4 5 6 7 8 9

Signature of Inspector of Stores

Accountant/Divisional Accountant

Form No. 13
[See Rule 5-D – IX ©]
Statement showing the discrepancy in stores at the time of handing over charge
Name of Section………………………
Name of Sub-Division…………………

Sl. Particular Name Name of Date of Approximate Remark

No of stores of relievin handin value of s
handed relieve g g over discrepancy
 over d Officer charges Shortag Excess Shortag Excess
short or Officer e e
excess
1 2 3 4 5 6 7 8 9 10

Signature of Inspector of Accounts/

Divisional Accountant
Form No.14
[See Rule 5-D-IX (d)]
Statement showing the shortage of material on Transfer from stock to site account or vice versa
Sl. Particular Date of Qnty. Qnty. Name of Remarks
No of transfer transferred reported in officer in
Shortage Excess
materials respective charge of
in transfer account materials
stock to
site or site
stock
1 2 3 4 5 6 7 8 9

Signature of Inspector of Accounts/

Divisional Accountant
Form No. 15-A
[See Rule 5-D-IX (e)]
Statement showing the omission of receipts of stock
Name of Section/Sub division ………………
Name of Sub Assistant Engineer/Sub-Divisional Officer………….
Sl. Stock found to have been Stock actually taken Difference Approx- Remarks
No received through as receipt in stock between mate
cash/adjustment and credit account with 3&4 value
notes reference to monthly
Name of material Quantity account
1 2 3 4 5 6 7

Signature of Inspector or stores

Account/Divisional Accountant
Form No. 15-B
[See Rule 5-D –IX (f)]
Statement showing double issues of stock

Sl. Name of the Issues shown to Reference to the Quantity and Remarks
No materials and it works or other monthly stock value of stores
balance in the accounts initially account in which accounted for
half year register the same issue on the second
as on has been occasion
accounted for
1 2 3 4 5 6

Signature of Inspector of Accounts/

Divisional Accountant
 Form No. 16
[See Rule 5-D-IX (g)]
Statement showing the discrepancy between Divisional and Sub Divisional book balance

Sl. Particulars Stores Half year / Divisional Sub divisional Discrepancy (4-9)
No Year book
A B C D To Shor Excess
balance
tal tage
1 2 3 4 5 6 7 8 9 10 11

Signature of Inspector or stores

Account/Divisional Accountant
Form No. 17
[See Rule 5-D-IX-(i)]
Statement showing the Sectional and Sub-divisional account not incorporated within six months
or completely ignored.
Sl. Particulars of Sub Sub Divisional Reasons to be recorded by Remarks
No Divisional/Sectional Sectional account the Divisional Account of
account not incorporated completely ignored the Division with signature
within six months
1 2 3 4 5

Signature of Inspector of Accounts/

Divisional Accountant
From No.18
[See Rule 5-D-IX (b)]
Statement showing the missing records relating to stores
 Name of Section/Sub-Division/Division………………
Sl. Particulars of Date up to which these were Name of person Remarks
No record found existing as per charge papers or who has last taken
missing any relevant papers charge of record
1 2 3 4 5

Signature of Inspector of Accounts/

Divisional Accountant
Form No.19
(See Rule 5-D-IX(k)]
Statement showing the outstanding T.D. items, G.D.S.D. Bills,C.S.S.Bills etc for adjustment

Serial No Particular outstanding dues Amount Remarks by the Divisional

Accountant with signature
1 2 3 4

Signature of Inspector or stores

Account/Divisional Accountant
Form No.20
[See Rule 5-D-IX(L)]
Statement showing the Cost of stores in M.P.W.A.

Sl. Particulars of Amount The month from Remarks by the Divisional

No items outstanding for which adjustment is Accountant with signature
recovery awaited
1 2 3 4 5
 Signature of Inspector or stores
Account/Divisional Accountant
Form No.21
(See Rule 5-A (V) & 5-C (III)]
Progress Report on Physical Verification of Stores for the week ending
Name of Divisional/Sub divisional/Sectional Store…………..
Name of Sub-Assistant Engineer conducting the Physical verification………………

Sl. Name of the article Unit Book balance Receipt & issue Total Date of
No reported up to date of counting
verification
1 2 3 4 5 6 7

Counted Conditions of Difference Explanation given by Remarks

balance articles Shortage Excess store-keeper
8 9 10 11 12 13

Signature of Sub-Assistant Engineer

Note- Compare the book balance between column 6 of this form with column 8 of Form 22 as
checking of ground balance and accounts balance are to be taken up simultaneously and furnish reasons
for the discrepancy.
Form No.22
[See Rule 5-A (V) 5-C,(111)]
 Progress Report on checking of Correctness of book balance as reported by the division for the
week ending
Name of divisional/Sub-divisional/Sectional Accounts………………..
Name of verification checking the accounts…………………………….
Item Name Unit Book The Subsi- Date of Correct Difference Rem
No of balance period diary checking book in between on 4 & 8 -arks
articles reported from accounts balance
by the which checked arrived Shortage Excess
Division accounts if any at
are shortage
checked

Signature of the verifier

Form No.23
[See Rule 5-A (V)]
Final Verification report of Section/Sub-Division/Division
Particulars Divisional Correct Verified Difference in the Difference in the
of stores book book ground book balance 3-2 verified book and
balance as balance has balance or 2-3 ground balance 3-4 or
on arrived at by 4-3
the S.V.P. Shortage Excess Shortage Excess
1 2 3 4 5 6 7 8

Signature of the Assistant Engineer

Note- (i) The column (3) will be finally incorporated on the basis of book balance arrived at as per
Form No.7
(ii) A report bringing out serious irregularities, if any, should be depended to this rturn.
 (ANNEXURE)
(Incorporated by works Deptt.O.M. No. 13708 dated 30.5.1988)

DUTIES AND FUNCTIONS OF S.E. SVP

(A) Compilation of store Accounts of divisions.

(i) To inspect timely preparation of Bio Card and posting of P.S.L. of the Division located at
places to which is he proceeds on tour in connection with stores verification works or otherwise.
(ii) To report to government from time to time regarding up-to-date compilation of store
accounts.
(iii) Reporting cases of defaults in compilation of stores accounts for fixation of responsibility.

(B) Store Verification

(i) To discuss and finalise the drafts of SVP reports pertaining to the Divisions

(ii) To control and supervise verification work conducted by the parties

(iii) To put up final draft verification report through F.A.cum-joint secretary to Government for
approval of Secretary of the concerned Engineering Department.

(iv) To take up reconciliation on the basis of compliances furnished by the Divisions jointly with
F.A. cum-joint Secretary.

© Supervision and control of S.V.P. Staff

Superintending Engineer, S.V.P. will be the head of the S.V.P. controlling the staff posted to that
organization as was being done by the Executive Engineer, S.V.P. higher to before up-gradation basis
attending to the routine matters in S.V.P. Section of concerned Engineering Department.
APPENDIX – Rules for Sanction of Surplus and unserviceable stores
XIX
These rules shall be observed by the departmental officers while conducting departmental auctions for
disposal of surplus and unserviceable stores which are not required by the Department. Before any
material is put to public auction sanction of the appropriate authority should be obtained in the form of a
Survey report.
Rule :- (1) Wide publicity shall be given in all cases of auction of surplus and unserviceable
stores, the reserve price of which exceeds Rs. 500 but not more than Rs. 2,500 advertisement should be
inserted 30 days ahead of the date fixed for auction sale in the Orissa Gazett, and also be published in
one local news paper(daily) through the Home (Public Relation) Department or through such other
agency as may be prescribed by government on two consecutive issues when the reserve price of the
stores is more than Rs. 2,500 such advertisement should be published in one Oriya and one English
news paper (daily) having wide circulation on two consecutive issues.
Note- In case of stores the reserve price of which does not exceed Rs. 500 the auction sale notice
should be sent, 15 days ahead of the scheduled date of auction to all local Officers for displaying the
same on their notice boards. Besides local publicity is to be given by beat of drums.
(2) Auction notices should invariably be endorsed to sub Divisions for prominent display on the
notice boards and also at a prominent place at the site of auction. Copies of auction notices should also
be sent to important district office of the locality for pasting them on the Notice Board.
(3) Auction notices should clearly indicate the value and brief description of materials proposed
to be disposed of by auction, place and time of inspection of the stores by intending bidders, conditions
of auction earnest money to be deposited and the time, date and place fixed for auction. It is also
necessary to draw a set of detailed conditions depending on the materials proposed to be disposed off
and also the locality in which the same is stored so that bidders may not prefer any claim due to
misunderstanding or incorrect wording provided in the contract documents. Detailed conditions of
auction sale should be approved by the authority competent to accept the Bid before the auction sale
notice is issued.
Inspection- (4) The materials to be auctioned should be properly store and stacked to enable
proper inspection by the prospective bidders excepting when the sale is on “as is where is basis”
(5) Any person who desires to bid in an auction is required to register his name with the office
issuing the same notice at least one day before the date of the auction and deposit the required amount
of auction money as indicated in the sale notice which is usually at the rate of 55 (five Percent) of the
reserve price. This deposit will be returned on application to the unsuccessful bidders after the close of
the auction.
(Substituted by Works Deptt No. 24650 dated 1.10.1993)
(6) No person shall be allowed to bid an auction on behalf of another person unless he holds a
written Authority from such other person or such person is present at the auction.
Supervision- (7) Auction shall be conducted in the presence of the S.D.O. the Sectional Officer
under whose supervision material has remained under custody will render all possible help in
connection with the auction. He should also be present at the time of Auction. In case of auction of
stores the reserve price of which is more than Rs. 2,500 the auction will be supervised by the Divisional
Officer concerned. If the value of stores exceeds Rs. 10,000 is should, be supervised by the
Superintending Engineer concerned.

Deposit of bid money Rule- (8) At the fall of the hammer the highest bidder will be required to deposit
in cash an amount which together with the deposit of 15% made by him earlier under Rule(5) will
amount to 12% of the bid money, as earnest money deposit. The Supervising Officer shall have the
discretion to demand more than 25% of the bid money up to the full amount of the bid if considered
necessary by him. Balance of the value shall be paid by the buyer to the Divisional Officer or his
representative after acceptance of the bid within the time limits prescribed below:-
(i) In case of bid which do not exceed Rs. 500 within 24 hours of the receipt of the notice of
acceptance of the bid.
(ii) In case of bid which exceeds Rs. 500 within 7 days of receipt of acceptance of the bid.
(iii) Extension of time for a further period of fifteen days for the deposit of balance money, if
applied for may be granted by the Officer competent to accept the bid.

(9) In case of bidder’s failure to deposit earnest money as demanded under Rule 8 with the fall
of hammer, the caution money of 1 percent deposited by the bidder under Rule 5 shall stand forfeited.
Similarly failure to deposit she balance amount of bid money within the prescribed time will entail
forfeiture of the earnest money deposited by the bidder under Rule 8. In these cases the materials should
be re-auctioned. The names of the defaulting bidders shall be intimated to the Chief Engineer’s office
for circulation to other divisions so that such bidders ae debarred from bidding in future.

(10) The acceptance of the bid by the competent authority must be conveyed in writing to the
bidders as far as possible within 5 days from the date of auction. In case the bid is to be accepted by the
S.E. or C.E. it shall be conveyed within 10 or 15 days respectively.

(11) The competent authority vested with powers to accept bids, under Rule 18 reserve the right
not accept the highest or all bid. The bid can be rejected without assigning any reason to the bidder
concerned but the accepting authority must record in writing his reasons for not accepting the same.

Removal of auctioned material- (12) As far as possible auctioned material must be removed by
the bidder within 7 days from the date of depositing the full value of bid. The time for removal may be
suitable extended by the authority competent to accept the bids taking into consideration, the bulk of
materials to be removed.

(13) As soon as the full amount of bid money is paid by the buyer he would acquire his lieu on
auctioned store etc. and it will be his responsibility to look after such stores at his own expense and the
Department will not be responsible for any damage done by the way of pilferage or any other
unforeseen calamity and no claim on his account shall be entertained.

(14) The materials will be removed from the site in the presence of the bidder himself or agent
duly authorized by him in writing, on his behalf.

(15) The officers who supervise the conduct of auction will maintain in his own handwriting a
complete record of all bids offered by different bidders.

(16) The scroll of bids will indicate the full description of the materials, reserve price, site date
and time of auction and will be signed by the supervising officer and at least two witness at the
conclusion of the auction.
(17) The bid sheet in duplicate should be signed simultaneously by the purchaser and
supervising officer. The Supervising Officer should send an immediate report about the auction to the
next higher authority.
Power to accept Bids- (18) (i) The following powers shall be exercised by the public Works Officers in
accepting the bid amount provided that the highest bid amount is not below the reserve price fixed
Monetary limit of the reserve price The authority competent to accept the bid
Up to Rs. 10,000 Divisional Officer
Above Rs. 10,000 Superintending Engineer
But below Rs. 50,000 -do-
Rs. 50,000 and above Chief Engineer

(ii) When the bid amount is not less than 90 percent of the reserve/up set price the authorities
competent to accept the bids would be as follows_
Monetary limit of the reserve price The authority competent to accept the bid
Up to Rs. 10,000 Superintending Engineer
Above Rs. 10,000 but below Rs. 50,000 Chief Engineer
Rs. 50,000 and above Government in Administrative Department
with concurrence of Finance Department.

(iii) When the bid amount is less than 90 percent of the reserve price the authority empowered to
conform the bid under Rule 18(ii) may, if he considers necessary, reject the highest bid and direct the
officer conducting the auction to call for sealed tenders. If the highest tendered amount is equal to or
higher than the bid money, the materials may be sold to the highest tenderer. In case the highest offer
received by sealed tender is less than the old money, the reserve price should be revised with the
approval of the next higher authority and stores disposed of by public auction or call of sealed tenders.
In case of stores where the reserve price is 500 or less, the Superintending Engineer will exercise full
powers to accept the bid in all cases.

(19) The Divisional Officer concerned shall personally fix the reserve price of the articles
proposed to be auctioned as indicated in the survey report, it should be fixed on the basis of book value
of the articles minus depreciation plus 10 percent towards supervision charges. If the book value of a
particular item of stores is not available, the corresponding market price should be the basis to
determine the book value from which depreciation will be deducted and Supervision charges will be
added to arrive at the reserve price. In case of unserviceable stores, the salvage value should be the
reserve price for auction.
Note- The ‘book value” means the value at which such materials are sold in the market (See
paras 2.1.1.(28) & 7.2-35 of C.P.W.A. Code). When the present book value can not be determined with
reference to the market price, the book value as entered in the Register may from the basis for
determining reserve price.
(20) In case of disposal of surplus stores in Projects Stores Division prior approval of the Chief
Engineer should be obtained before taking steps for the disposal of surplus stores by public auction.
[based on G.O. Works Deptt letter No. codes, AP-29/74-7804 dated 31.3.1975 & No 10247 dated
24.4.1975]

Bid list for auction Sale Survey report ( To be prepared in duplicate by Carbon
sanctioned in…………Order process)
No……….Date………….

Name of the Sub Division

Name of the Division
Place of auctioned………….
Date and time of auction……..

Particulars of stores put to Weight and Quality Reserve Price

auction
 Name and address of the Amount of Amount of bids Signature of the bidders
bidder auction money 1st, 2nd, 3rd, 4th,
deposited under 5th and so on.
Rule-5

The highest bid of Shri…………………………….

For an amount of …………………………………..
(Rupees …………………………………………………..)
is accepted/recommended for acceptance.

Signature and Designation of the

Officer holding the Auction

To

The Governor of Orissa

Sir,

I/We have read the notice for auction sale of stores to be conducted by ………….. by at
…………………..on……………….and the conditions of the sale.

A sum of Rs. …………(Rupees …………………………………………..)only is hereby

tendered in cash as auction money.

In the event of my/out bid being accepted/We do hereby undertake to deposit earnest
money as demanded immediately after the close of the auction.

On acceptance of the bid/I/we do hereby undertake to pay the balance of the final bid
money within (i) 24 hours of the receipt of notice of acceptance of bid if the bid amount is Rs. 500 and
below (ii) within seven days of the receipt of notice of acceptance of bid if the amount is more than Rs.
500

In the events of my/out not depositing the balance of the final bid money within the time
prescribed I/we do hereby agree that Government shall, without prejudice to any other right or remedy,
be at liberty to forfeit the earnest money absolutely.

Signature………………….
Date ……………………..
Address of the intending bidder

Conditions of sale
1. No person shall be allowed to bid on behalf of another person unless he holds written authority
from such other person or such person is present at the auction.
2. The officer holding the auction shall fix the amount at which the auction shall be started and the
lowest amount by which the bid shall advance.
3. The officer holding the auction shall have the power to close the auction at any bid.
4. After closure, all bidders taking part in the auction or such of them as may be required by the
officer holding the auction, shall sing or make thumb impression on the bid list.
5. Any bid accepted by competent authority shall be binding on the bidder. The competent
authority shall not be bound to accept the highest or any bid.
6. No contract shall be complete until the competent authority has passed on order accepting the
bid and the bidder shall have no right to work under the contract until such order is passed.
7. As far as possible auctioned material must be removed by the bidder within 7 days from the date
of acceptance of the bid. Extension of time applied for, however, may be granted by the authority
competent to accept the bid. The material will however be removed after payment of the bid money in
full.
8. As soon as the full amount of the bid money is paid by the buyer he would acquire his lieu on
the auctioned stores, and it will be his responsibility to look after such stores at his own expense and the
government will not be responsible for any damage done by way of pilferage and any other unforeseen
calamities and no claim on this account should be entertained.
9. The materials shall be removed from the site in the presence of the bidder, himself or his
authorized agency. In case the materials are not lifted within the prescribed period ground rent at the
rate of 1 percent of the bid amount for each day of delay will be charged. In the event of the ground rent
recoverable from the purchaser exceeding the sale price deposited, the purchaser will cease to have any
lieu of the auctioned stores. The amount deposited towards sale price will be adjusted towards the
ground rent and the stores will remain the absolute property of Government.
(Add special conditions if any)
I accept the bid of ………….. (Rupees……………………….) as per the bid list.

For and on behalf of the Governor of Orissa

Signature of the competent authority
(Name and Designation)
DRAFT
Auction Sale Notice
GOVERNMENT OF ORISSA

…………………….Department
…………………….Division
Notice is hereby given that the materials as specified below will be sold by public auction “As is
where is basis” in the premises of …………. On ……………at …………………

2. Intending bidders may in spite the materials at ………… within office working hours one week
before the date of auction.
3. Intending bidders are required to register their names with the officer issuing the call notice at
least one day before the date of auction to obtain the letter of offer and conditions of sale.
4. Intending bidders are required to deposit Rs as caution money to participate in the auction. The
highest bidder will be required to pay in cash amount which together with caution money will work out
to 25 percent of the bid money as earnest money. Higher percentages are to be paid if demanded by the
 officer supervising the auction. The balance amount of bid money is

to be paid within such time as has required amount of caution money and the balance amount of bid
money will entail forfeiture of caution money and earnest money respectively.
5. The accepting authority of the bid reserves the right to accept or reject the highest or any bid
without assigning any reason whatsoever.
6. Description of materials.

Name and Designation of Authority

Issuing the Sale Notice

APPENDIX - XX [Reference Paragraph 5.6]

System of accounts for the Workshop

General:-
1. the rules contained in Vol-I of this Code, paragraph 5.6.1, 5.6.2 and 5.6.3 and Central Public
Works Accounts Code paragraphs 13.5.1 to 14.3.2, are generally applicable to the Workshop Estimates-
2. for every job there must be an estimate of cost (Providing for all charges including the
prescribed percentages for indirect charges) sanctioned by competent authority and accepted by the
intending party (see also paragraph 5.6 of O.P.W.D. Code Vol-II), The amount to be recovered from the
intending party will, however be based on actual cost, though the authorized limit of cost, which the
officer in charge of the workshop may incur without further authority, is that shown in the accepted
estimate. If the execution of a job for another division or department is likely to extend beyond one
financial year, the limit of the cost which may be incurred in each financial year should also be settled
beforehand.
3. Jobs costing Rs 150 or less may be estimated in lump but a detailed estimate must be drawn up
for all jobs in excess of this figure Muster-roll, time sheet and Acquaintance roll Form No.
W.A.P.W.D.(Adopted local Form A.
4. (1) This form is a combined muster roll, time sheet and acquaintance roll. It is divided into three
sheets, each sheet provide for the entries of ten days.
(2) the form will be maintained by the time keeper and made over to the office as each sheet of ten
days is complete. When it reaches the office the rates of pay and arithmetical calculations will be
checked and it will be filed with the other sheets for the month. When the muster roll for the month is
complete the Sub divisional Officer will sign it and send it to the Divisional Office for check, and the
record of pay order by Executive Engineer. The disbursement of pay will take place in the presence of
the Executive Engineer or the Sub Divisional Officer after the workshop hours. A separate register
should be maintained for un-disbursed wags.
(3) With regard to the responsibility of the time keeper to see that no found takes place in
connection with tokens, the Foreman should exercise a surprise check every day on the attendance of
men actually at work with the tokens which may also be verified by the Sub divisional Officer and
Executive Engineer as frequently as possible.
(4) Twice a day the muster-roll will be handed to the Foreman who will check the entries, with the
work tickets issued to men.
Overtime Muster-roll, Local form B-
5. Overtime will be entered in the daily muster roll by noting the number of hours in red ink in the
column provided for afternoon attendance. The overtime worked will also be noted in the man’s work
ticket in the column provided under initials of the foremen.
Overtime order Local Form-C
6. (1) Overtime will only be admitted on the define order of the Foreman countersigned by the re-
Sub divisional Officer.
(2) the order will be made out by the workshop clerk under the direction of the Foremen signed
by the latter and countersigned by the Sub Divisional Officer on the same day.

(3) Overtime orders will from the authority for the entries in the overtime muster roll and will be
filed with them.
Command labour order. Local Form D-
7. (1) Command books are to be maintained into which the names of men sent on command will be
entered: also details if any advance, made and the rate of wages to be paid to them. Hour and date of
departure and return should also be noted.
(2) These books are to be signed by the Sub Divisional Officer as authorizing the men’s
departure.
 (3) The men take with them a muster-roll and the command books which they will handover to
the officer or subordinate in charge of the works to which they have been sent. Daily reports of these
men are prepared by the subordinate in charge and sent to his own. Sub Divisional Officer who initials
them. The token number of the labourers should invariably be noted in the command book, so that the
rate of that taken can be checked in the divisional Officer, while passing the command muster-roll. The
rate may also be entered in words as an additional precaution, in the command book.
(4) When the job is finished and the men are sent back to the shop the muster and the daily
reports are sent by post to the Sub divisional Officer, Workshops, who complies them and submit to the
Executive Engineer for ape order with the general workshops muster roll.
(5). (a) It is of great importance to ensure checking of all muster roll at one time by the
Divisional Office, lest one man be included in two muster rolls by error.
(b) In the event of men being away on command for over the month the passed muster roll is
sent back to the Sub Divisional Officer employing them for payment. Register of workshop orders form
No. W-4, P.W.D. (adopted). Local Form
8.(1) No work may be undertaken without the authority of the Sub divisional Officer or
competent authority recorded in writing
(2) When this authority has been given the work should be regarded in the workshop order
register and given a number, the numbers being consecutive for each year
(3) The register will be maintained in the office under the direction of the Sub Divisional
Officer, who will attest the entry of each work when the order is recorded and again when the order is
completed
(4) The estimated cost of the order will be entered in red ink under the column ‘Value” and an
completion of the work the actual cost will be recorded in black ink
Work order local Form-F
9.(1) No work may be put in hand without the written orders of the Sub Divisional Officer-in-
charge of the workshops.
(2) These orders will be recorded in the form “Work order”
(3) The “Work order” should be prepared in triplicate under the Sub Divisional Officer’s
direction and signed by him, one copy to be issued to the Foreman as authority to commence work, and
the second copy to the Store-keeper for issue of stores, and the third retained in the office for future
reference. Note of in section of the finished job in form F will be completed by the Sub Divisional
Officer before the article is taken over by the Store-keeper
(4) On completion of the work, the work order will be signed and completed by the Foreman,
signed by the Store keeper or party receiving it in acknowledgement of having received the articles and
then returned to the Sub divisional Officer and filed in the office in serial order with previous work
orders
Work ticket local Form G-
10.(1) The work ticket is a record of labour hours and cost of each individual workman engaged
on a job. It serves as a means of exercising control over the occupation of men employed in the shops
and the correct allocation of labour cost.
(2) A separate work ticket should be made for each man (both skilled and unskilled by the
workshop clerk under the direction the Foreman).

(3) Each work ticket will last for ten days in order to fit in which the periods into which the
muster roll is divided. On completion of the work tickets they will be signed by the Foreman an to the
office where they will be checked and tallied with rolls.
(4) The workshop clerk will be responsible for maintaining work tickets under the direction of
the Foreman and he will initial every entry made in the column provided for the purpose.
(5) Work tickets will be issued to the man by the workshop clerk as they enter the shops for each
shift and again collected by them at the end of each shift.
(6) Work tickets will be subject to scrutiny by the Foreman during the progress of work and he
should initial each ticket on inspection in the column provided. This column is also intended for record
of any orders regarding fines, extra hours etc.
(7) Over time hours worked will be recorded on work tickets in the same way as ordinary time
(8) No workman will be allowed to leave the workshop premises during the working hours
without presenting at the gate a “Gate Pass” signed by the foreman.
W.S. Form No.82 (new)-
10.A. the existing workshop Form No.82 (New) with an additional column for ‘estimated Cost”
should be maintained which is running compilation against such work order showing
(1) On one side of the form labour payments posted from work tickets and time sheets as regard
hours and from the muster roll as regards. These entries are to be posted daily.
(2) On the reverse of the form-
 (a) materials issued form stock, posted monthly from the monthly account of stores issued from
stock
(b) Contractor cash payments posted monthly from cash book
© general percentage charge posted monthly according to the class of work
Abstract of work expenditure local form-
11.(1) This register is designed to summaries the monthly totals under the different heads
I. Labour
II Materials
III Cash
IV Percentage charge to cover general and indirect charges
(2) Works should be grouped in this register under the different heads-
(1) Irrigation works
(2) Castings
(3) Wood Work
(4) Command Labour
(5) Other Works
(6) Structural works
(7) Sale of stores
(8) Labour only when materials are supplied from outside in order that the receipts on
account of the varying percentage charges under these heads for general and indirect charges may
readily be ascertained for comparison at the end of the year with the actual charges on this account.
(3) At the end of this year a summary of 12 month’s expenditure should made in order to
bring out the annuals totals
Indent and Invoice for Stock. Form No. W-5(Adopted) Local Form K

12. (1) All stores required by the workshop from the general stores will be obtained on
requisition on local Form K (Stores indent)

(2) This form which contains three parts will be written up and disposed of as follows-
 The counterfoil and the indent (Part 1 and 2) will be made out by the workshop clerk and signed
by the foreman as stores are required. The indent and invoice (Part 2 and 3) will be torn off the
counterfoil and sent to the Store-keeper. The Store-keeper will fill in the invoice Part (3) detach it form
the indent (Part 2) and sent it to the Foreman with the stores supplied, after obtaining on the indent a
receipt from the person sent to receive the stores. On receipt of the materials, the foreman will check the
invoice, sign it and submit it to the office after making any corrections that may be necessary on the
counterfoil. The Store keeper will send the indent (Part 2) to the office after signing it and filling in the
actual material supplied and entering in C.P.W.A. form No.3 On receipt of both the invoice and indent
form in office, they will be checked one with the other. The rates will also be filled in and the value
allocated and an completion they will be signed by the Divisional Officer. The invoice portion will then
be returned to the Store-keeper for entry in his store accounts and record in his office.
(3) Each indent for stores must specify the work order numbers to which it relates to enable a
proper allocation being made in the accounts/
(4) Each form ( the counterfoil indent and invoice being regarded as one form) must be
numbered serially
Return of Stores to Stock Local Form L
13.(1) On completion of a job all stores that were obtained from the Store-keeper for that job and
have not been used must be returned to the storekeeper at once under cover of this form
(2) This form, which is divided into three parts, will be written up and disposed of in exactly the
same way as the stores indent form local Form K
(3) All materials thus returned to stores must be credited in the register of works expenditure
against the particular job concerned just as all issues charged daily.
14. (1) the form will be used by the Store-keeper to cover the dispatch of articles to their
destination on receipt from the workshop.
(2) On the completion of a job the articles will be handed over to the Store-keeper by the
Foreman. His signature being taken on the work order before it is submitted to the Sub Divisional
Officer
(3) The articles will then be forwarded under cover of a workshop warrant, which will be
receipted and returned by the person to whom the articles are supplied. On return of the warrant it will
be filled with the counterfeits of the form.
(4) The amount to be charged on account of the value of a jib will be regulated in accordance
with rule 2 ante

Timber manufactures-Local Form N

15.(1) This register, which is in he nature of a manufacture account when sawing operations are
conducted, is designed to record the results of sawing operations
(2) As logs are received from the store for sawing, they will be entered in this register and all
sawn timber on completion will be transferred to stock
(3) All wastage timbers will be accumulated and disposed of periodically under the order of the
office in charge of the workshop

Register of Timber. Form W.S. No.17 (Adopted) Local Form O

16. (1) A separate stock account will be maintained of all timber in the form provided each log
being separately measured and numbered
(2) This stock account which is subsidiary to the main stock accounts of the workshop will be
maintained by the Store-keeper.

17. the following percentage will be levied on time to a value of labour and materials, account of
general and indirect charges in the case of all Department of government, Public Bodies and private
persons. These should be examined from time to time and revised if necessary.

Indirect Charges
Nature of Works General Depreciation and Establishment
interest Maintenance pensionary
charges Building Machinery charges
1 2 3 4 5
(1 Irrigation, Navigation and 15 7 6 12
) Structural Work
 (1 Private bodies 15 7 6 17
A
)
(2 Casting 5 4 4 12
)
(3 Wood work for Buildings 5 4 4 12
)
(4 Command Labour - - - 12
)
(5 Supply of Stores 3 4 - 3
) ( In Godown)

Note- Profit at a uniform rate of 5 percent will be added for a;; items of work done on behalf of
Public Bodies and private persons
Financial Accounts-

8.(1) The following Annual Financial Accounts will be complied and submitted to the
Accountant general by the 1st of September each year and the Accountant General after reviewing the
account the financial working will submit to the State Government a report on the financial working of
the workshop (Paragraph 14.3.2 and 14.3.1 of Central Public Works.

Account code-

1. Black Account list of Buildings

2. Machinery and Plant
3. Establishment charges
4. Repairs to Buildings
5. Repairs to Machinery and Plant
6. Abstract of charges and outturn under
(a) Works of P.W.D.
(b) Works for other departments
© Works for public bodies and private persons
7. Profit and Loss Account
8. Balance Sheet
9. Capital Account
10. Outturn Account
(2) These accounts will be written up in the manner indicated in specimen forms below-
(Where tools and supplied a suitable extra charge will be made)

(a) CAPITAL ACCOUNT

I. Buildings
Rs.. P.

Value as per last Capital Account

Additions during the year
Less Depreciations @ ½ percent
Less Depreciations on additions @ ½ the above rate

II Machinery and Plant

Value as per last Capital Account

Less Depreciations @ 5 percent
Additions during the year
Less Depreciations on additions @ ½ the above rate

(Subject to alteration on report from local officers with

reference to the anticipated life of machineries)
 III Stock
Rs.. P.
Value as per last Capital Account
Add or deduct- Additions or substraction
during the year ………..
IV. Balance unadjusted of the workshop ………..
Suspense account ………..
____________
Total
____________

(a) OUTTURN ACCOUNT

Class of Labour Materials Cash General and

Work expenditure indirect charges
1 2 3 4 5
1 Irrigation work ……..
2 Castings ………
3 Wood work ………
4 Command labour ……….
5 All other workers ……….
6 Structural works ………..
7 Sale of Stock ………..
8 On labour only when materials are ………..
supplied from outside

2. (These figures will be obtained from the annual summary of the abstract of workers
expenditure).
 (C) PROFIT AND LOSS ACCOUNT

Dr. Cr

Rs. P. Rs. P

1. Interest on Capital-
(a) Buildings @ ………..
(b) Machinery and Plant @ ……….. Recovery of general and
indirect charges as per
outturn account.

© Stock @
(d) Workshop suspense balance……..
2. Maintenance charges-
Buildings
Machinery and plant (including Engine
Charges to be separately shown)
3. Depreciation-Buildings-Account as
deducted in the Capital Account
4. General Establishment charges.
5. Contribution for leave and pensionary
charges at 21 percent on the amount
mentioned under item 4.
6. Contribution for Audit and Account Balance Loss
establishment 1 percent, as per para.
14.3.1. of C.P.W.A. code
 7. Balance Profit
(These figures will be obtained from the annual summary of the abstract of works
expenditure).

Note- 1. With regard to the general Establishment charges on the value of work done in the
workshop the instruction laid down in paragraph 14.3.1 of C.P.W.A. Code should be followed but for
the levy of leave and pensionary charges vide Government of India (Department of Industries and
Labour) letter No. A.I. 14, dated the 13th January 1926.
Note-2. As regards details of establishment to be taken into account, the following procedure may
be adopted.
(a) The entire cost of the establishment which is exclusively on the workshops should be
charged.
(b) The cost of the establishment which is partly employed on the workshops and the
supervision charges on, a certain percentage may be fixed by the State government on the basis of the
time devoted by the establishment and the supervising officer or the amount of work done by them for
the workshops.
Note-3. Interest should be calculated on the capital expenditure incurred under the following
heads at the rates noted against each.
(a) Buildings of 3 ½ % percent on the capital expenditure incurred up to the 31st December
1921 and at 6 percent on the cost incurred after it.

(b) Machinery and Plant as above.

© Stock
(d) Workshop suspense at 6 percent

In, all the above cases interest should be calculated on the outstanding balance at the end of the
previous year plus half the net outlay during the year under consideration.

Analysis of Indirect Charges

 19. For the purpose of comparing the actual cost of general and indirect charges with the
recoveries effected on the percentage basis, on account will be submitted in the following form with the
annual financial accounts.

EXPLANATION
Recoveries- The figures obtained from the profit and Loss Account will e distributed prorate
according to the total cost of work done ( labour, materials and cash expenditure) under each class of
work shown in the account (excluding item 4 and 7) the cost of work done being taken from the annual
analysis of the abstract of work expenditure.
Indirect charges- the figures under this head will be taken from the Profit and Loss Account
(item 1,2) (excluding engine charges already taken above 3.4.5 and 6). The gross figures on direct
charges thus arrived at will in the first instance be distributed prorate according to the total cost of work
done, obtained as shown above under general charges from the abstract of works expenditure. The
distribution thus obtained will again be subdivided in the proportion shown in te analysis of the
percentage for indirect charges, e.g. irrigation works indirect charges 15 distributed in the following
proportions.
Proportions:-
1. Supervision … 5
2. Rent of machinery …. 5
3. Depreciation of machinery ….. 1
4. Rent of workshop buildings ….. 2
5. Profit …… 2
____________
Total 15
2-.(1) All direct outlay on the jobs executed and on other operations of the workshops will be
passed through the suspense head “Workshop Suspense” which will be opened as a sub-head of the
minor head “Suspense” under.

Major Head ‘XVII-Irrigation, Navigation, Embankment and Drainage Works for which capital
accounts are kept Deduct Working expenses’.
 (2) The transaction of the month will be separately recorded under each work orders or
operation, the debits from the register of works expenditure and the credits from the transfer entry
register on the adjustment of the cost or value of completed works.

(3) Percentage charges levied to cover general and indirect charges will not be debited to
Workshop suspense. Realization on this account will be credited to revenue as described in paragraph
14.2.1 of C.P.W.A Code.

(4) For further detailed instructions in regard to the maintenance of the workshop suspense
account, see paragraphs 13.5.1-13.5.4 and Chapter XIII of C.P.W.A Code.

Monthly accounts to be submitted to the Audit Office

21. (1) A copy of the work shop submitted to audit monthly supported by schedule dockets
detailing the expenditure on each work order with the required vouchers as prescribed in paragraph
22.4.2. of C.P.W.A Code.

(2) All expenditure not directly debit able to work shop suspense (vide paragraph 14.2.2.
C.P.W.A Code) should be complied for audit in the manner prescribed in paragraph 22.4.2 C.P.W.A
Code and the rules in force for the compilation of the monthly accounts of Divisional Offices.
Appendix – XXI Rules for Destruction of Accounts records including correspondences
(In Public Works Offices and Officers subordinate thereto)

Subject to any general or special orders that may be issued by the Government from time to time those
contained in appendix-19 of O.G.F.R. Vol.II, no Government records connected with accounts including
correspondences thereof shall be destroyed except in accordance with provision detailed below.
 1. The following shall on no account be destroyed.

(i) Records connected with expenditure on project, schemes, or works not completed.

(ii) Orders and sanctions of a permanent character until revised.

(iii) Records connected with accounts which have not been finally settled.

(iv) Records pertaining to matters which are either under arbitration or pending in a Court of
Law until 3 years after final judgment.

(v) Records which are known to be required in connection with the settlement of outstanding
objections are not destroyed until the objections thereon are settled.
2. Before the destruction of any record, a list of records proposed to be destroyed should be sent
in duplicate by the head of the office to the next higher authority for his approval. Further a list of such
records pertaining to accounts audited by the Accountant-General should be forwarded to him for
his concurrence in their destruction before the records are destroyed.

3. The following shall be preserved for not less than the period specified against them.

Record to be permanently Retained

1. Administration Reports (one copy for each year to be retained)

2. Award Statement
3. Budget estimates (one copy for each year to be retained)
4. Capital and Revenue Accounts
5. Circular of Departmental Officers and the Accountant General

6. Closure of canals correspondence thereto

7. Correspondence and other papers (such as estimates, plans, reports, specifications,
construction details etc.) connected with projects.
 8. Estimates for original works
9. Finance Accounts-One printed copy of each year
10. Important Government order
11. Lead Register
12. Measurement Books-Standard
13. Metrological reports
14. Register of buildings, bridges, culverts, irrigation, tanks, dam, etc.
15. Register of sanction to estimates
16. Register of Plan
17. Register of measurement books
18. Rain gauge Register and Flood discharge Register
19. Register of securities
20. Register of incumbencies
21. Register of destruction of officer records
22. Standard estimates and type designs
23. Register of land

Records to be Periodically Destroyed

Description of Records
Period of preservation
in terms of years

1. Abstract of stock Receipt/ issue … 10

2. Accident to life and property by
injury, fire, etc. … 5
3. Account correspondence regarding
refund of deposit … 10
4. Account correspondence with Sub divisional
Officers. … 10
5. Account of receipts and issue of T&P … 10
6. Account Returns-Miscellaneous … 10
7. Advice of transfer credits/ debit and
acceptance thereof … 10
8. Advice slip … 3
9. A.G.’s Inspection Report … 10
10. A.G.’s objection statement on salary and
Travelling Allowance … 5
11. A.G.’s report of dates of dispatch and
receipt of monthly accounts, etc. of E.E.’s … 2
12. Annual certificate of balance … 2
13. Annual Report on the works and
conduct of Divisional Accountant One year after
retirement or date
Whichever is
earlier

14. Annual return of tools and plants … 5

15. Annual inspection Reports of Treasury
Building by the E.E. … 2
16. Annual list of T&P available for transfer … 2
17 Application for re-appropriation of Budget
grant. … 2
18 Application for letter of credit … 1
19 Application for tenders … 1
20 Application for sanctions to the closing canals … 2
21. Assessment files … 10
22. Auction lists with correspondence … 3
23. Audit slip accompanying bills sent for payment … 10
24. Office copies of Audit Notes … 1
25. Bin Card (F-8) … 5
26. Bond and Agreement … 3 years after finalization of
contractor’s account
27. Accounts of Receipts, Issue and Balance of
materials compared with estimated requirement … 3
28. Cash book of Division and Sub Divisions … 20
29. Cash Abstract Book … 10
30. Casual Labour Roll … 10
31. Certificate of calculation of fair rent … 2
32. Physical Balance Certificate … 10
33. Certificate of fairness of Municipal Tax … 2
34. Claim Book … One year after payment of
claim
35. Comparative statement of tender … 5
36. Completion reports and certificate for original
works … 10
37. Completion reports and certificate for repairs
and petty works … 5
38. Consolidated Treasury Receipt … 10
39. Contractor’s ledger … 10
40. Contract papers … 5
(After payment of
final bills)
41. Correspondence on loss or theft of Government
cash/stores … 3
(After completion of
proceedings)
42. Count certificates of stock and T&P. … 5
43. Count certificate of materials at site of works … 5
44. Classified abstract of expenditure … 10
45. Correspondence relating to advance to
 contractors and staff … After the advance is fully
recovered
46. Correspondence relating to Land acquisition … 5
47. Correspondence relating to faming works after
accounts are adjusted … 5
48. Correspondence relating to ferries … 5

49. Correspondence regarding purchase and

acquisition of land … 5
50. Correspondence relating to arrears of wages of
labourers etc. … 5
51. Demand statement for realization of water taxes … 5
52. Divisional Officer’s report on scrutiny of Account … 5
53. Estimate for special repairs … 3
54. Estimate for ordinary repairs … 1
55. Estimate for Tools and Plants … 5
56. Executive Engineers circular (Accounts Branch) … 5
57. Extra items statement not provided for in the
tender … 5
58. Field Book. … To be destroyed under
the orders of the S.E.
59. First and final bill … 10
60. Final and Running Bill … 10
61. Form of sending cheques … 1
62. Goods received sheet (F&A) … 10
63. Goods or deals (Routine) … 10
64. Hand Receipt … 10
65. Hand receipt for tools and plants lent to
contractors … (One year after fina-
lisation of accounts)
66. Half yearly balance return of stock (F-11) … 5
67. Half yearly register of stock (F-12) … 5
68. Imprest Cash Accounts … 10
69. Indents of stationary, Forms,Official publications … 2
70. Indent ordering to supply articles to Sub Division … 5
71. Indent for stores … 10
72. Indenture for secured advances … 10
73. Inspection note on works … 3
74. Inspection report of E.E. and visional Accountant … 5
75. Inspection report of S.E. … 5
76. Lease of land, building etc. … (One year after the period
of lease expiry)
77. Letter for submission of monthly accounts … 1
78. Letter for submission of acquittance roll for
work charged establishment … 1
79. Level Book … Not be destroyed without
permission of S.E.
80. List of monthly Sub-divisional Accounts … 10
81. List of accounts submitted to audit … 10
82. Log Book … 5
83. Memorandum of Review of Register etc … 5
84. Memorandum of P.W.D. receipts and charges … 10
85. Memorandum forwarding to previous letters etc … 1
86. Monthly progress report of all works … 5
87. Monthly return of Revenue realized … 10
88. Monthly list of completed works … 2
89. Monthly return of discharge of canals … 10
90. Muster Roll … 10

91. Measurement Books … May be destroyed after

ten years from the date of
 final record in the Divisional
Office.
92. Note Book … 10
93. Notice calling for tender … 5
94. Notices of closing canals … 5
95. Office copies of objection item statement … 3
96. Office copies of monthly accounts … 10
97. Outturn statement of manufacture … 10
98. Office order Books … 1
99. Pay bill of work charged Estt. … 10
100. Personal security Bond … One year after discharges
of liability
101. Post card form of information to gazetted officers
regarding proposed recovery of rent and other charges
from them for a particular month … 1
102. Petty works requisition account … 5
103. P.W. cheques (Counter foil) … 5
104. Priced store ledger … 10
105. Register of ___________ = bills … 10
106. Registers of allotments for repairs and petty
new works … 3
107. Registers of indents for stores etc. … 10
108. Registers of daily cash balance found in the cash chest … 3
109. Register of security received and disposal thereof … 12
110. Register of appropriation … 3
111. Register of rent-buildings … 3
112. Register of Revenue … 10
113. Register showing recovery of hire charges etc
of the T. and P. lent to contractors … 5
114. Register of stock (Receipt/Issue) … 5
115. Register of T&P. … 5
116. Register of Manufacture … 10
117. Register of Bin Card … 5
118. Register of works (Major and Minor) … 10
119. Register of Adjustments … 10
120. Register of transfer awaited for the year … 5
121. Register of sanction to fixed charges … 5
122. Register of Miscellaneous Sanctions … 5
123. Register of Divisional Accountant’s audit
objections … 5
124. Register of interest bearing securities … 10
125. Register of Contracts … 10
126. Register of Muster Rolls … 10
127. Register of Rain Fall … To be preserved until the
returns have been printed and
received elsewhere
128. Register of tender received … 5
129. Register of unpaid wages … 5
130. Remission of Revenue … 5

131. Receipt books (counter foil) … 3

132. Requisition for cheque and receipt books … 2
133. Register of refund-of revenue … 5
134. Register of review of measurement books … 3
135. Register of receipts, issue and balances of
materials at site compared with estimated requirements … 5
136. Register of clearance of suspense head materials … 10
137. Reports of sub Divisional Officer-Transfer … 5
138. Reports of sectional Officer-Transfer … 5
139. Report of Transfer of E.E. … 5
140. Report of the state of accounts … 1
141. Report on verification of stores/ unused
 materials/Unserviceable stores … 10
142. Return of surplus stores … 5
143. Return of major and minor works repairs
and T&P. … 3
144. Road metal rate books … 10
145. Register of purchase … 5
146. Register of M.W.A. … 5
147. Register of deposit … 5
148. Register of purchase orders(prescribed in W&T
department letter No. 8984/29.2.1968 … 5
149. Sale accounts and survey reports … 5
150. Sanction to the execution of works, sanction
to sale, purchase and demolition of permanent assets … 5
151. Sectional Officer’s monthly progress report … 1
152 Schedule of deposit … 10
153 Schedule of purpose … 10
154. Schedule of Miscellaneous work advances … 10
155. Schedule of works expenditure … 10
156. Schedule of monthly settlement with treasury … 10
157. Schedule of dockets … 10
158. Schedule dockets for percentage recoveries … 10
159. Schedule of deposit works … 10
160 Schedule to Takavi Works … 10
161. Schedule of Rates … 10
162. Statement showing works for which estimate have been
sanctioned but which have not been put in hand. … 5
163. Statement of work in progress not provided for in, the Budget … 2
164. Schedule of Debit to stock … 10
165. Stock Account … 10
166. Schedule of debit and credit to miscellaneous
head of account … 10
 167. Schedule of remittances … 10
168. Statement showing the materials avail for transfer … 5
169. Statement of receipt and issues and balances of
Road metals … 5
170. Statement showing the materials transferred to
stock from the works … 10
171. Statement showing the expenditure incurred on
minor works … 3

172. Statement of tents recoverable from pay bill. … 5

173. Statement showing the excess over estimates
and allotment etc … 5
174. Transfer entry order book. … 10
175. Transfer report of relief of a Divisional Accountant … 3
176. Treasury Remittance Book … 3
177. Visitor Book … 3
178. Work slip … 3
179. Work abstract … 10
180. Form of sending cheques for payment to
contractor … 10
(Based on G.O. No. Codes-AP-5/73-16377(7) dated 29.5.1973)

APPENDIX – [Reference paragraph 6.1.1]

XXII ORISSA RAJ BHAVAN
The governor of Orissa has two official residences, namely Raj Bhavans at Bhubaneswar and Puri

1. Rules relating to the official Residence of the Governor of Orissa.

Note- The term “Official residence” includes the staff quarters and other buildings appurtenant
thereto and gardens thereof. A list of buildings which form part of the Governor’s official residences in
Orissa is given in the Annexure-A

2. Under the General Order No. 15-13/47-Apptt. (Sp)-Public, dated the 16th January, 1950,
issued by the Government of India, Ministry of Home Affairs, in pursuance of clause (b) of parahraph 7
of the Government of India (Governor’s Allowances and Privileges) Order,1950 the amount of
expenditure incurred on the maintenance improvement, renewal or replacement of the official residence
of the governor of Orissa shall not in any one year exceed the following amounts, except with the
special order of president, which must be obtained in advance:-

Improvement … Rs.
Maintenance … 6,500
Gardens … 6,900
Electricity … 19,500
Water … 6,400
Taxes … 4,500
Repairs … 25,500
Total … 72,300
Provided that the Governor may, without exceeding the maximum specified above viz., Rs.
72,300 re-appropriate, whenever necessary from or to one sub-head to or from another sub-head.

3. The Secretary to the Governor will obtain and communicate to all concerned the Governor’s
sanction to re-appropriation of funds between the different sub-heads in respect of the official residences
of the Governor, Distribution of funds to individual works within the same sub-head and re-
appropriation of funds between different works within the same sub-head will be made by Secretary of
the Governor.

4.. Raj Bhavan of Bhubsneawar and Puri will be under the executive charge of the respective
Executive Engineers of the Works Department (Civil, Electrical and Public Health Divisions) under the
Chief Engineer (Roads and Buildings) and wholer the executive charge of the respective Executive
Engineer of the Housing and Urban Development Department in respect of external Public Health
Works and Sanitary installations under the Chief Engineer, Public Health, but the gardens will be in
direct charge of the Secretary to the Governor. The Executive Engineer will be disbursing officer in
respect of works in their charge. The Secretary to the Governor will be the drawing and disbursing
officer in respect of the gardens and for payment of Municipal Taxes of Raj Bhavan and connected
buildings.

(Substituted by No. 23150 dated 10.10.1985)

5. For the purpose of the budget, the Divisional Officers concerned will be the estimating
officers expect in respect of the Raj Bhavan Gardens. The Secretary to the Governor will be the
Controlling officer and Works Department will be the Administrative Department. The charge will be
classified under the Major-head [Demand No. 7283-Housing-charged © Government Residential
Buildings as indicated below.

(i) In charge of Civil Officers-

Expenditure relating to the Raj Bhavan gardens

(ii) In charge of Public Works Officers Expenditure relating to Buildings, Taxes, Electricity,
Internal Water-Supply and Sanitary Installations.

6. The following procedure should be followed in connection with original works.

(a) On receipt of requisition from the Secretary to the Governor the Executive Engineer
concerned should submit through the P.W.D. Officer, who is competent to give technical sanction,
necessary plants and estimates to the secretary to the governor. The letter will accord administrative
approval after obtaining the concurrence of the Finance Department and the approval of the governor
and allot funds out of the sanctioned budget grants, and communicate the same to the Executive
Engineer concerned, who will execute the works and payments for them and also to the Accountant
General.
 (b) No work shall ordinary be taken up or any liability incurred unless unestimates has been
sanctioned and necessary funds have been allotted by the Secretary to governor. If in any case, whether
on grounds of urgency or otherwise, it is considered necessary that a work should be take up in
anticipation of administrative approval and allotment of funds the Executive Engineer to take up the
work, mention that necessary funds are available for the purpose and that the written approval of the
Finance Minister through the Finance Department has been obtained for taking up the work in
anticipation of preliminaries. The Executive Engineer should take steps to see that necessary
administrative approval and technical sanction to estimate are accorded within 3 months from the date
of starting the work.

7. In the case of special or annual repairs, where formal administrative approval is not necessary
the estimates should be submitted by the respective Executive Engineers through the P.W.D. Officers
competent to give technical sanction to the Secretary to the governor for his counter signature in token
of his approval and return with allotment of necessary funds.

8. No authority will accord technical sanction to an estimate in excess of the amounts

administratively approved for the work wither in the first instance when sanctioning the detailed
estimate or subsequently when dealing with a revised estimate. Whenever any excess is anticipated on a
work either as a result of any change in specification or quotation of higher rates by the contractor or
any other factor, the Executive Engineer concerned should immediately report the matter to the
Secretary to the governor and obtain the necessary additional funds from him. No liability should be
incurred without first obtaining funds or an assurance from the Secretary to the Governor to the effect
that funds are available and will be allotted. The Executive Engineers should give the earliest possible
intimation to the Secretary to the governor of all anticipated saving so that the amounts may be utilized
on other works. As any excess over the maximum monetary limit will require the sanction of the
president (vide rule 2 above) the Executive Engineer concerned will be responsible to ensure that there
is no excess over the allotment placed at his disposal.
 9. A completion report should be prepared by the Executive Engineer concerned in respect of
each work as soon as it is completed and sent to the Secretary to the Governor through the Audit Office.

10. As required under Rule 87 of the Budget Manual, a progress report showing the allotment
and expenditure with necessary details in regard to each work in his charge should be prepared every
month by the Executive Engineer concerned and submitted to the Secretary to the Governor of actual
will be the responsibility of the Secretary to the governor who will also be responsible for furnishing
necessary explanation for variations in the Appropriation Accounts.

11. No departmental charges on account of establishment and tools and plant will be levied on
original works and repairs in respect of the governor’s official resistances and appurtenances executed
by the respective Executive Engineers.

12. In the second week of April ever year, the Executive Engineers concerned will send to the
Secretary to the governor the annual maintenance and repair estimates and a statement showing the
funds required by them for expenditure during the year. This statement should include amounts required
for completion of any work in progress from the previous financial year, liabilities, if any, carried from
the previous year, amounts of the annual repair estimates to be executed during the year and amounts of
any special repair work or original work, requisitioned by the Secretary to the governor or considered
necessary from the technical point of view. On receipt of the statement, the Secretary to the Governor
will obtain the governor’s orders for the distribution of grants for the year.

13. the following charges in connections with provision and maintenance of tennis courts in Raj
Bhavans will be met from the grant under the sub-head” Buildings”

1. Construction of the court and the building of retaining walls, where necessary
2. Surfacing of the court with bajri, grass, cement, etc and its repairs.
3. Provision of posts and wire netting for the purpose of enclosing the court, and fixed posted,
for suspending law-tennis nets.
4. Provision of fixtures and appurtenances for hanging screens
Expenditure connected with the provision of screens and nets will be met from the Governor’s
contract Allowances.

II. Rules relating to buildings occupied by the Secretariat staff of the Governor.

14. (1) the produce indicated in the preceeding section will be followed in respect of the
buildings occupied by the Secretariat staff of the governor at Bhubaneswar and Puri which are attached
to Raj Bhavan, Bhubaneswar and Puri but do not actually from appurtenance thereof, with the exception
that unlike the official residence, there is no fixed monetary limit
2. Charges will be classified as indicated below; 259 Public Works Expenditure on buildings
occupied by the Secretariat staff of the governor charged
3. A list of buildings which are treated as building occupied by the Secretariat staff of the
Governor, Orissa, is given in the Annexure-B.

ANNEXURE ‘A’
Buildings which form part of governor’s official residences in Orissa

1. At Bhubaneswar
1. Raj Bhavan including the Guest Wings
2. Guest Annex
3. Gate Office, Reception Office, Garages, Truck Garage, Garage, Workshop, Tent
and Furniture Godown, Garage Godown.
4. Raj Bhavan Compound wall and gates Two Aides-de-camp’s quarters (4R-1 and
4R-2)
II- At Puri

1. Raj Bhavan
2. Annex
3. Raj Bhavan Power House Two A.D.C.’s residence (staff Houses No. 7&8).

ANNEXURE ‘B’
Buildings which are treated as building occupied by the Secretariate staff of the governor,
Orissa.

I- At Bhubaneswar-
1. Administrative Block
2. Residence of the Secretary to the Governor
3. Dispensary
4. Medical Office quarters
5. 4R Quarter No.3
6. Dormitory
7. Main and Special Guard Barracks
8. Dhobi Khana and IR quarter attached to Dhobi Khana including compound wall
of Dhobi Khana.
9. 3R quarter No.1 to 13
10. 3RB. Quarter No.1 to 17
12. 2RA quarter No.1 to 45
13. 2RA (Revised) quarter No. 1 to 2
14. 2RA (Revised) quarter No.1 to 7
15. IIR (Old type) quarter No.1 to 8
16. IR quarter No.1 to 34
17. IR. Quarter (Orderlies) No.1 to 8
18. IR (Old type) quarter No.1 to 6

II- At Puri -

1. Secretary to Governor’s residence (staff House No.1)

2. Sergent Major’s quarter (staff House No.2)
3. P.W.D. overseer’s quarter (staff House No.3)
 4. USG/ASG’s residence (staff House No.4)
5. Guest wing of USG/ASG’s residence (Staff House No.5)
6. Doctor’s quarter (Staff House No.6)
7. P.A.S. quarter (near Ram Krishna Mission Library)staff quarter No.1
8. Sub-Inspector’s quarter (Staff quarter No.2)
9. Two old press buildings in the compound of Secretary to the Governor’s
residence converted into staff quarters No.3 and 4.
10. 2nd Assistant’s quarter (Staff quarter No.5)
11. 3rd Assistant’s quarter (Staff quarter No.6)
12. Postmaster’s quarter (Staff quarter No.7)
13. Garage Supervisor’s quarter (Staff quarter No.8)
14. Staff quarter No.9 to 25 viz., Dafadar’s quarters House bearer’s quarters, House Khalasi
quarters, Tend Tindal’s quarters, Dhobi’s quarter, two roomed quarters near Officers Club (3 Blocks),
one roomed quarters near Officers Club (3 blocks) Ayah’s quarters, Power Housing Driver’s quarter and
stablets quarters (four blocks)

15. Barracks (used by single persons) staff Barracks Nos. 1 to 7 viz., Police Barracks near
Officer’s Club. Police Barrack near te main gate, Garage Block Barrack, Electric Mistry’s Barracks and
Sweepers Barracks.

16. Office Block.

GOVERNMENT INSTRUCTIONS
Office Building Pani Panchayat

Pani Panchayat Office Building can be constructed with a cost of Rs. 50,000/- (Fifty thousand).
 The upper limit of Pani Panchayat building should not exceed Rs. 3 Lakh subject to the condition that-
(a) Concerned Pani Panchayat will provided land free of cost of the cost of the land

(b) The execution of work relating to Pani Panchayat will be made by Pani Panchayat or as per
the MLALAD Scheme guidelines issued by a government in P&C. Department from time to time and
subject to such other conditions as would be prescribed by Water Resources Department.

The above amendment may please be brought to the notice of all concerned at the district level.
The amendment comes into force with effect from the date of issue
APPENDIX- (Reference Para 6.2.3.)
XXIII PART- A
Scales of Electrical Fittings to Government Residential Buildings
Sl. Designation Pay Wiring Light Fans Power Ordinary Plug Rem
No Plug arks
1 2 3 4 5 6 7 8 9
1 Residence of the Concealed To be provided as Special light
Ministers, in drawing per accommoda- fitting in
Speaker of the and dining tion available drawing, dinning
Orissa Legislative room and ante-rooms
Assembly and otherwise at
Chief Justice and c.t.s.
Judges of the
High Court
2 Senior Officers -do- 40 10 2 One each living
residences, room
member board of
Revenue
secretaries to
Govt. Deputy
Secretary to Govt
and Heads of
Deptt. District
Magistrate
3 Senior Officers -do- 25 6 2 6
 residence under
Secy & other first
class Officers
including Addl.
District
Magistrate &
Sub-Divisional
Officer
4 Junior Officer Above CTS. 4 1 4
residence Class I Rs 400 25
and other
Officers
5 Senior Non- Above CTS 3 1 3
gazetted staff or Rs. 350 15
gazetted staff
6 Non-Gazetted Above CTS 2 1 3
staff Rs.3oo 12.
7 Non-Gazetted Above CTS 1 1 2
Staff Rs.150 8
8 Non-Gazetted Above CTS - 1 2
Staff Rs. 80 8
9 All clerical staff Above CTS - 1 2
Rs. 80 8
10 Skilled Men Below CTS 1 2 2
Rs.150 8
11 Class IV Govt CTS - - 1
servants, Peons, 3
orderlies,
unskilled labour
etc

Wiring may be on casing cad capping or on cleats, if the building is not a State owned one.
APPENDIX- Scale of water supply and sanitary installation fittings in different types of residential buildings in
XXIV New Capital, Orissa, Bhubaneswar.

Sl. Type of quarters No.of Indian European Anglo Wash Sink Glass
No bath water water Indian and plan shelf
rooms closet closet water basin
closet
1 2 3 4 5 6 7 8 9
1. M.L.A.quarter 1 1 - - - - -
2 Type VIII Chief Minister’s 2 1 1 1 3 2 2
residence
3 Type VIII (Fan type) 3 3 2 - 4 1 3
4 Type VIII Senior Gazetted 3 3 2 - 4 1 3
Officer quarter
5 Type VIII old Bungalow 3 3 1 - 3 1 3
6 Type VIII double storied 3 2 3 - 4 1 3
7 Type VII single storied 2 3 - - 2 1 2
8 Type VII double storied 2 3 1 - 2 1 2
9 Type VI-C 2 2 - - 1 - -
10 Type VI double storied 2 2 1 - 1 - -
11 Type VI-B 2 2 - - 1 - -
12 Type VI (revised) 2 3 - - 1 - -
13 Type VI/2 previously 2 2 1 - 2 - -
occupied by C.M.
14 Type V-C in Unit-III 1 1 - - 1 - -
15 Type V in Unit-I and Unit-II 1 1 - - 1 - -
16 Type IV-A in Unit-I 1 1 - - 1 - -
17 Type IV in Unit II(Twing) 1 1 - - 1 - -
18 Type IV in Unit-II 1 1 - - 1 - -
19 Type IV-B in Unit-I & III 1 1 - - 1 - -

Draining
Sl. Type of quarters Mir- Towel Board Sho- Taps Plastic Soap Bath
No ror Rail for sink wers screen holder tube
6”long
1 2 10 11 12 13 14 15 16 17
1. M.L.A.quarter - - - - - - - -
2 Type VIII Chief - 1 1 5 - - - -
Minister’s residence
3 Type VIII (Fan type) 2 4 4 4 2 1 - 1
4 Type VIII Senior 4 4 2 3 7 3 4 -
Gazetted Officer
quarter
5 Type VIII old - 3 4 - 3 8 3 3
Bungalow

Sl. Type of quarters Mir- Towel Board Sho- Taps Plastic Soap Bath
No ror Rail for sink wers screen holder tube
6”long
1 2 10 11 12 13 14 15 16 17
6 Type VIII double - 3 3 2 2 6 2 9
storied
7 Type VII single storied - 3 4 2 3 8 2 4
8 Type VII double 2 2 2 3 6 - - -
storied
9 Type VI-C 1 1 2 2 7 - - -
10 Type VI double storied 1 1 - 1 6 - - -
11 Type VI-B 1 1 - 1 6 - - -
 12 Type VI (revised) 1 1 - 1 6 - - -
13 Type VI/2 previously 1 1 - 2 5 - - -
occupied by C.M.
14 Type V-C in Unit-III 2 2 - 2 8 2 2 1
15 Type V in Unit-I and - - - - 4 - - -
Unit-II
16 Type IV-A in Unit-I - - - - 4 - - -
17 Type IV in Unit - - - - 4 - - -
II(Twing)
18 Type IV in Unit-II - - - - 4 - - -
19 Type IV-B in Unit-I & - - - - 3 - - -
III
APPENDIX- Admissible outlay for residential Buildings
XXV
The Plinth area of different types of building which would be constructed in the State and the
monetary ceiling for each type of residential building would be as mentioned below
Sl. Type of quarters Plinth areas Civil Electrical P.H. Total
No. in sft.
1 2 3 4 5 6 7
Rs. Rs. Rs. Rs.
1 B.Type D/S 2522 1,33,332 14,820 1,90,300 1,67,452
2 C.Type T/S 11855 83,150 9,010 12,500 1,04,669
3 C.Type D/S 1853 86,270 9,360 12,650 1,08,280
4 C.Type S/S 1778 98,566 10,460 13,400 1,22,434
5 CR type T/S 1249 56,688 6,153 9,780 72,821
6 CR type D/S 1261 59,464 6,370 9,740 75,574
7 CR type S/S with 1205 63,919 6,630 10,130 80,679
court yard
8 CR type rural with 1205 63,919 6,630 10,130 80,679
court yard
 9 D type T/S 982 47,313 5,113 6,950 59,376
10 D.Type D/S 982 48,719 5,265 7,030 61,014

Sl. Type of quarters Plinth areas Civil Electrical P.H. Total

No. in sft.
1 2 3 4 5 6 7
11 D type S/S with 900 52,438 5,366 7,620 65,424
court yard
12 D type Rural with 900 52,438 5,366 7,620 65,424
court yard
13 E type T/S 655 32,595 3,488 4,060 40,140
14 E type D/S 655 34,064 3,672 4,500 42,236
15 E type S/S with 600 35,882 3,578 4,540 44,000
court yard
16 E type Rural with 600 35,882 3,578 4,540 44,000
court yard
17 F type T/S 424 23,860 2,513 3,240 29,613
18 F type D/S 424 25,898 2,749 3,440 32,087
19 P type S/S with 366 26,841 2,587 3,520 32,948
court yard
20 F type Rural with 366 24,841 2,578 3,520 32,948
court yard

It has been decided by government that the revised monetary ceiling shall not be applicable in
case of new construction of D.E. and F type single storied quarters. Where works have been started or
contractual commitments made in view of the facts that a type design for construction of single storied
low cost residential buildings with chapter specification has already been approved by government in
this Department G.O. No. 20937 dated 21.11.1981.
 While preparing plan and estimate for construction of residential buildings the following
provisions should be kept in view.

1. The estimated cost of different types of residential buildings should not exceed the monetary
ceiling fixed for such types of buildings in ordinary soil. Extra cost up to 15 percent where ever
necessary however be provided in the estimate for bad nature of soil.

2. Provision for bad nature of soil should be shown in the estimate as a separate item and should be
countersigned by the Chief Engineer Buildings. The Superintending Engineers will countersign the
estimates containing provision against precautionary measures for bad nature of soil up to the amount
for which they are empowered to accord technical sanction.

3. An increase of 10 percent extra over and above the fixed monetary ceiling may be taken in to
account while preparing plan and estimate only in difficult areas where it would be found that it would
not be possible to complete the residential buildings as per the fixed ceiling.

4. The monetary ceiling of different types of buildings includes the provision of contingency and
work charged establishment and no further provision on these accounts is admissible.

5. The monetary ceiling of different types of residential buildings does not include, prorate charges

6. No modification to the type designs should be made during execution without prior approval of
government.

As regards single storied low cost residential buildings with cheaper specification in the State
would be as follows:-

Sl. Type of quarters Plinth Civil Electrical P.H. Total

No. areas in
 sft.
1 2 3 4 5 6 7
1 D type single storied RCC roof 900 36,000 5,366 5,366 46,732
with cheaper specification &
compound wall
2 D type single storied A.C.sheet 900 33,200 5,366 5,366 43,932
roof with cheaper specification
& compound wall
3 D type S/S Nuria tile roof with 900 32,564 5,366 5,366 43,296
cheaper specification &
compound wall
4 E type S/S RCC roof with 600 22,500 3,578 3,579 29,656
cheaper specification &
compound wall
5 E type S/S A.C.sheet roof with 600 21,360 3,578 3,579 28,516
cheaper specification &
compound wall
6 E type S/S Nuria tile roof with 600 20,618 3,578 3,578 27,774
cheaper specification &
compound wall
7 F type S/S RCC flat roof with 366 17,002 2,587 2,587 22,176
cheaper specification &
compound wall
8 F type S/S A.C.sheet roof with 366 16,712 2,587 2,587 21,586
cheaper specification &
compound wall
9 F type S/S Ranigania tile roof 366 16,293 2,587 2,587 21,461
with cheaper specification &
compound wall
10 F type S/S Nuria tile roof with 366 16,202 2,587 2,587 21,376
 cheaper specification &
compound wall
11 F type S/S Nuria tile roof with 366 14,000 2,587 2,587 19,174
cheaper specification & mud
mortar in tribal areas &
compound wall

It has been decided by government that while preparing plan and estimate for construction of
low cost residential buildings the following provisions should be kept in view
1. The estimated cost of different types of low cost residential buildings should not exceed the
monetary ceiling fixed for such types of buildings;
2. The monetary ceiling of different types of low cost buildings includes the provision of
contingency and work charged establishment and no further provision on these accounts is admissible.
3. The monetary ceiling of different type of low cost residential buildings does not include prorate
charges.

4. No modification to the type designs should be made during execution without prior approval of
Government.

APPENDIX- Procedure for Lease of Sairats

XXVI

1. Each Sub Divisional Officer shall maintain a Register of Sairats (Such as fruits trees in bearing,
the place where fishery rights can be let where grass can be sold and any other source of regular
miscellaneous revenue) in his jurisdiction duly classified according to the nature of the sairats in the
prescribed form (Enclosed).
2. The control of all such revenue, including the collection of it shall remain with the office-in-
charge of the Sub Division acting under the instruction of the Divisional Officer.
3. The rights in fruit trees, in fishery, in cutting grass, etc. shall usually be disposed of annually by
public auction well in advance of the working season, 15 days previous notice of the date and place of
auction being publicity given. The terms of lease should be available for inspection by the intending
bidders. In leases where the average annual income of the proceedings 3 years of a particular Sairat
exceeds Rs. 2,500 auction sale locality shall be published in two issues of a widely circulated locality
daily. In other cases, the auction sale may be advertised by causing the notice of sale to be exhibited on
the notice boards of the important offices of the locality and by beat of drums.
The proposal for reserve price shall be initiated by the Divisional Officer at five percent over and
above the average income of Sairat for the preceding three years or for any shorter period for which
information is available. In the absence of any such information, the Divisional Officer shall suggest a
reasonable amount taking the local conditions into consideration, to the Superintending Engineer, who
shall determine the reserve price. The reserve price thus determined shall form the basis form deciding
the authority to conduct a particular sale under Rule 6. In all cases the reserve price should be fixed by
an authority higher that the officer competent to conduct the auction.
4. Any person, who desires to bid in the auction, is required to register his name with the officer
issuing the auction notice of least one day before the date of the auction and deposit the required amount
earnest money. As soon as the earnest money is deposited a copy of the approved condition of sale duly
signed by the Divisional Officer should be issued to the intending bidder and his acknowledgement
obtain. The earnest money shall be fixed at 5% of the reserve price. The superintending Engineer is
competent to fix a lower or higher amount in special cases after recording his reason for the same. These
deposits shall be returned on application to the unsuccessful bidder after the date of the auction.
5. No person shall be allowed to bid in an auction on behalf or any other person unless he holds a
power of attorney from such other person or such other person is present at the auction.
6. (i) Auction shall be conducted by the Sub divisional Officer if the Sairat is worth Rs. 1,000 and
should be confirmed by divisional Officer.
(ii) Saiats above Rs. 1,000 and up to rs. 10,000 may be auctioned by the Divisional Officer to be
confirmed by the Superintending Engineer.
(iii) Sairats worth Rs. 10,000 and above should be auctioned by the Superintending Engineer to be
confirmed by the Chief Engineer.
(iv) While recommending any bid the auctioning authority should indicate in the antecedents and
solvency of the bidder.
Notes:- Clause 6- Auction of Sairat-Sairat worth of Rs. 10,000 and above is to be auctioned by
superintending Engineer-Executive Engineer has no power to conduct the auction.
 32(1990) OJD 22 (cml): 1989 (II) OLR 519

7. At the fall of the hammer the highest bidder shall deposit in cash an amount which together with
the earnest money will cover 25% of the bid money. If he fails to deposit the amount the earnest
deposited by him shall be forfeit by the auctioning authority and the offer of the next highest bidder
shall be considered provided the bid is acceptable otherwise. If the next highest offer is not acceptable,
steps should be taken to reduction the Sairats.
8. The balance of the amount shall be deposited by the bidder on receipt of a intimation from the
officer conducting the auction that his bid has been accepted, within the time limits prescribed below.
(i) Where the bid amount does not exceed Rs. 500 within 7 days of the receipts of the notice of
acceptance of the bid.
(ii) Where the bid amount exceeds Rs. 500 within 7 days of the receipt of the acceptance of the bid
(iii) The office confirming the bid shall have the description to fix suitable installments, nor
exceeding four, for payment of bid money whenever the amount of bid money exceeds Rs. 2,500. The
first installment shall be payable within seven days from the date of intimation of acceptance of the bid.
9. On confirmation of the sale by the competent authority, the successful bidder should deposit the
Rule 8 and execute necessary agreement (Duly stamped) in the prescribed from within a week. Failure
to deposit the whole amount of bid money or the first installment of bid money when so linked will
entail forfeiture of earnest money at the disposal of auctioning authority. Similarly, if the successful
bidder fails to execute the agreement within the time fixed amount of deposits at the disposal auctioning
authority shall stand forfeited and auction should be conducted afresh.
10. In case of default in the payment of the second and subsequent installment on the dates fixed a
notice should be served on the lessee by the Divisional Officer intimating the lessee that he is liable to
pay interest on the amount of arrear at 9 percent annum and if the arrear installment together with the
interest due is not paid within 30 days of the receipt of the notice, the lease shall stand terminated and
re-auction should be conducted afresh.
The amount of security (25 percent) should then be adjusted towards the arrear installment plus
interest and the balance including consequential loss, if any, on account of re-auction of Sairat shall be
recovered from the lessee under the Orissa Public Demand Recovery Act of 1962.
11. The acceptance of the bid must be conveys in writing by registered post with A.D. to bidder as
far as possible within 15 days from the date of auction.
12. It is not incumbent on the confirming authority to outright acceptance the highest bid. The bid
can be rejected without assigning any reason to the bidder concerned. But the officer, confirming the
auction must record in writing his reasons for not accepting the same.
13. The Officer conducting the auction shall maintain in his own hand a complete record of bids of
all bids offered by different bidders. The bid register will indicate the full description of the Sairat,
reserve price, site, date and time of auction. The bid should be signed simultaneously by the highest
bidder and the Officer conducting the auction.
14. As soon as possible after the auction, the Officer, who is required to confirm the bid.
15. In case of bids below the reserve price the authority competent to accept the bid may accept bids
up to 20 percent below the reserve price. When the bid amount falls short by more than 20 percent
auction should be conducted afresh. If there is no improvement in the subsequent auction, orders of
Government in the Administrative Department should be obtained before confirming the sale.
16. No lease should be given for a period exceeding one season without prior approval of
government in the Administrative Department.

17. Each Divisional Officer shall maintain a consolidated register of Sairats under his Division and
furnish an extract thereof to the Chief Engineer through the superintending Engineer by the end of June
each year. In case there are no sairat, a nil return should be sent.
A consolidated return for all the Divisions should be sent by the Chief Engineer to government
each year by the end of July. The return should be sent in the farm prescribed for the Register of Sairat
S.D.
ANNUAL LEASE REGISTER OF SAIRATS

Sl. Nature of Location Annual average Preserve Date of last Date of

No. Sairats income of price auction present
preceding 3 auction
years
 1 2 3 4 5 6 7

Amount of Name of the Period of Date and Receipt No. and date Remarks
auction lessee lease number of with which the amount
lease-deed was deposited
8 9 10 11 12 13

Notice for Licencing Grazing Area Fishery and Usufruct of Trees, etc.

Notice is hereby given that the right of ………………. In the sources described in the annexed
schedule in the annexed schedule for a period ………….. from ……………..will be sold in public
auction by the …………. At …………. On the day of ………….at O’ clock subject to the conditions
hereinafter set forth.

Divisional Officer
Signature of
Sub-Divisional Officer
Name of the Division/Sub-Division

Conditions of Sale
1. Any person or body intending to bid must deposit a sum of Rs. ……….. as earnest money with
the auctioning officer on the working day immediately proceeding the date of sale such of the persons as
have not complied with this condition will not be permitted to bid at the action.
2. No one will be allowed to bid for another person unless he holds a power of attorney from him
and produces the same for the inspection of the selling officer when demanded by him.
3. The sale will ordinarily be knocked down in favour of the highest bidder, but the right is
reserved to the officer confirming the sale to reject any bid without assigning any reason therefore.
4. The earnest money deposited by unsuccessful bidders will be returned to them at the close of the
sale and that of the successful bidder will be treated in the manner laid down in clause 7 below.

5. The sale will not be considered as completed unless it is confirmed by the who reserves the right
to refuse to confirm the sale without assigning any reasons therefore and an agreement executed.
6. The successful bidder will not be permitted to do any act under the lease until the sale is
confirmed by the ………….and until, conditions 7 and 8 below are fulfilled.
7. Immediately at the fall of hammer the successful bidder shall deposit on the spot a sum equal to
25 percent of the bid amount (including the earnest money already deposited).
8. The successful bidder shall within one week of the date of receipt of the order of confirmation
by the competent authority pay the balance amount of 75 percent if the bid amount does not exceeds Rs.
500 and within fourteen days if the same exceeds Rs. 500 and execute at his own cost an agreement
(Duly stamped) in the prescribed form within a week from the date of deposit of the bid amount. The
payment of bid amount installment is not ordinarily permissible unless otherwise ordered by the
confirming authority.
9. (a) Failure to deposit 25 percent of bid amount (including earnest money) after the bid is accepted
would entail forfeiture of earnest money.
(b) Failure to deposit the balance amount to bid money or the first instalment of the bid money when
so fixed will entail forfeiture of earnest money of 25 percent at the disposal of auctioning authority.
© Similarly, failure to enter into agreement after deposit of the balance of 75 percent of the bid
amount would entail forfeiture of the entire deposit at the disposal of auctioning authority.
10. The confirming authority may at his discretion fix suitable installments not exceeding four for
the payment of total bid amount in case when the bid amount exceeds Rs. 2,500. the first instalment
shall be payable within seven days from the date of receipt of intimation of the acceptance of the bid
and the second and third installments are payable on the dates fixed. The security deposit of 25 percent
will be adjusted towards the last installment. Interest of 9 percent annual shall be payable in the event of
failure to pay the instalment on the dates annum.
11. The lease will stand terminated if the arrear instalment along with interest due is not paid within
thirty days from the due dates.
12. The auctioning authority has power to reduction the Sairat after termination of the lease and
recover the consequential loss, in addition to the arrear and interest due up to the date of reduction under
the Public Demand Recovery Act.
13. the conditions mentioned above are intended solely for the benefit of the Govt.of Orissa with a
view to safeguard their interest and so and omission on the part of the Officers acting on behalf of the
Government to enforce them strictly and any indulgence or concession that may be granted to the lessee
with or without notice shall not affect the rights of the government to enforce them( The conditions
against the lessee and shall not afford the lessee a right to plead such omissions indulgence or
concession as a bar to any action that may be brought by the Government in respect thereof.
Form of Licence for Fruit Bearing Tree

THIS DEED of licence made the …………………..day of …………….between the governor of

Orissa (Hereinafter called the licensor) of the one part and Shri………………. Son of
………………………..residence of Village/town………….P.S……………..Dist………….( hereinafter
called “the licensee” of the other part.

Whereas at the Public held on ………….at ………the licensee’s bid of Rs………. for right to
gather and sell the fruits of the fruit-bearing trees at……………..in the district of ………( the details of
which have been specified in the schedule appended hereto) has been accepted by the licensor.

Now this Deed Witnesses as follows:-

1. (a) That the licensee has paid the full amount of bid after the bid was over/or has deposited
Rs…………..as part payment of the bid amount and agreed to pay the balance of the dues in
installments as follows:-
Due date of payment amounting in rupees
(b) The licensee shall have the right to collect and enjoy the fruits for the period from……… to
…………….

(2) That if any amount either on account of the above bid money or any penalty or interest falls due
from him the licensor shall have the power to recover the same under the Orissa Public Demands
Recovery Act,1962 as arrears of land revenue.

(3) (a) That the payment of bid money in installment should be made on or before the due date fixed.
Interest at the rate of 9% per annum shall be payable in the event of failure to pay the installment on the
due date.
(b) The licensee shall pay the arrear installment along with interest thereon within 30 days from the
due date of the installments. In the event of non payment the license shall stand cancelled and re-auction
shall be conducted.
Consequential loss if any, on account of such re-auction to the arrear and interest due therein up
to the date of re-sale shall be recovered from the licensee under the Orissa Public Demand Recovery
Act,1962 as arrears of land revenue.
© the security deposit amounting to 25 percent of the bid money (including earnest money of 5%)
made at the fall of the hammer may be adjusted towards the last installment, unless the licensee has
defaulted in the payment of the installments or is guilty of break of any conditions.
4. The Divisional Officer shall have the power on behalf of the licensor to re-enter and take
possession of the whole or a portion of fruit bearing trees as is considered necessary in the public
interest before the expiry of the term of the license and he shall not claim granted to him for the said
occupation.
5. That he shall protect the boundary demarcation stone or post or any other electric, telegraphic or
telephonic post that might be in the land on which the fruit bearing trees have been grown.
6. That he shall protect the fruit bearing trees as well as the lands on which the trees stand from any
illegal encroachment.
That the licensee shall not be entitled to cut down the branches or of tree nor shall he take the
timber of any fallen of dead trees without the previous permission of the divisional Officer in writing.
8. That the licensee shall not sub let his right except with the previous permission in writing of
Divisional Officer.
9. That the licensee shall not use the fruits and the trees in any manner which will cause any
inconvenience to the public using the roads or the land on which the trees stand.
10. That the licensee shall have no claim for remission or refund of the bid money for destruction of
fruits by natural calamity except on the grounds specified in clause 4 above.
11. That on breach of any of the condition 5,6,7,8 and 9 mentioned above by the licensee or any of
his servants or representatives, the Divisional Officer shall have the right to revoke the agreement and
reject the licence forthwith and to take khas possession, and at his desertion to impose a penalty as he
may deem proper..
12. That the licensor reserves to himself the right to cancel the licence at any time if it is considered
necessary in the interest of Government and a refund of bid money may be claimed by the licensee for
the unexpired period of licence in proportion to total paid for the whole year,

provided that the cancellation is not caused by infringement of conditions of the licensee by the licence.
In the event of such a cancellation, the licensee has no right to claim any compensation for the loss of
his profit or otherwise.
IN WITNESS WHEREOF the Divisional Officer acting for and on behalf of the Governor of
Orissa and …………….the licensee have hereunto set their hands the ………… date of
19……………first above written.

Witness Signature of Licensor on behalf of the Governor of Orissa

1.
2.

Witnesses Signature of Licensee

1.
2.

Schedule
Particular
 Location

Form of Licencing for Fishery Rights

THIS LICENCE made this the ………… day of ……………….19……………. between the
governor of Orissa (hereinafter called ‘the licnesor’) on the one part and …………..son of
…………………..aged …………..years, caste……………..profession…………..residing in
Village……………… P.S…………………. in the district of ……………..(hereinafter called the
licensee) of the other part:
AND WHEREAS the licnesee at the public auction held on has offered a bid of
Rs………………. for the fishery right in the river/tank/canal or Nainjari/weir/stream ( the details of
which have been specified in the schedule appended hereto), which has been accepted by the licensor:
NOW, THEREFORE, in consideration of the payment of a sum of Rs. ……… payable by the
licensee paid by the licensee and in consideration of the convenants and terms mentioned in this deed
licensor hereby permits the licensee to fish in the aforesaid for the period from …………….. to on the
terms and conditions specified below, namely :

1. That he has deposited the full amount of bid immediately after the bid was over/ or has deposited
Rs………….. as part payment of the bid amount and agrees to pay the balance of the premium in
Amount in rupees.
2. That if any amount either on account of the above fees including interest if any and penalty if
imposed on the licensee by licensor remains unpaid by the licensee, the Divisional Officer of the district
of ………( hereinafter called the Divisional Officer) shall have the power to recover the same from him
under the Orissa Public Demands Recovery Act, 1962
(That he shall remain bound to pay the stipulated amount of bid money till the right of
enjoyment of the fisher) is resettled with him or any other person)
3. (a) That the payment of bid money in instalment should be made on or before the due date fixed.
Interest at the rate of 9% per annum shall be payable in the event of failure to pay the instalment on the
due date.
(b) That the licensee shall pay the arrear instalment along with interest thereon within 30 days from
the due date of the instalment. In the event of non payment, the licence shall stand cancelled and
reduction shall be conducted.
Consequential loss if any, an account of such re-auction in addition to the arrear and interest
thereon due up to the date of resale shall be recovered from the licensee under the Orissa Public
Demand Recovery Act, 1962
© That the security deposit amounting to 255 of the bid money (including earnest money of 5%)
made at the fall of the hammer will be adjusted towards the last instalment, unless the licensee has
defaulted in the payment of the installments.
4. That he shall protect the embankment of the river/tank/wier/canal or Nainjori from destruction or
encroachment and shall repair the same this own cost and shall see that the water is not in any way
spoiled.
5. That the licensee shall not use stake nets or cross dams of any description.
That the licensee shall not use draw nets within 100 feet of masonry works or injure masonry
pitching or earth work in any way.
7. That the licensee shall not cause obstruction to navigation in any way.
8. That the licensor does not guarantee to supply water below the weir at any time of the year.
9. That he shall not act in a manner which will cause any inconvenience to the public in using the
water, for bathing, drinking or such other purpose as may be decided by the Divisional Officer.
10. That the licensee shall have no claim for remission or refund of the bid money for failure of
rainfall or usual closure of canal /tank/canal or Nainjari/weir/stream.
11. That on breach of any of the conditions above mentioned by the licensee or any of his agents/
servants, the Divisional Officer shall have the right after giving at least a week’s notice in writing to
cancel this licence, to reject the licensee forthwith to repenter and take Kjas possession and to forfeit the
whole or such parts of the bid money already paid or to impose any penalty as he may deem proper and
also to resettle the fishery with pay body else as he may think proper.
12. That the licensor reserves to himself the right to cancel licence at any time if it is considered
necessary in the interest of government and a refund of bid money may be claimed by the licensee for
the unexpired period of the licence in proportion to total rent caused by the infringement of conditions
of the licence by the licensee. In the event of such a cancellation the licence has no right to claim any
compensation for the loss of his profit of otherwise.
INWITNESSES WHEREOF THE DIVISIONAL Officer acting on behalf of the governor of
Orissa and …………. The licensee have hereunto set their hands the ………… day and ……………..
year respectively mentioned under the signature.

Witnesses
1.
2.

Witness Signature of Licensor on behalf of the Governor of Orissa

1.
2.

Witnesses
1.
2.
Signature of Licensee

SCHEDULE

Forra of Licence for Ferry Ghat

This licence made on …………. Day of ……………. 19……between the Divisional Officer of
the ……………..Division in the district of ……………..representing the Governor of Orissa (
hereinafter called the licensor) of the one part and Shri……………… son of
………….aged…………….year ……….caste…………..profession ………….residing in
village…………../town …………………./ P.S……………… etc. in the district of (hereinafter called
the licensee) of the other part.

Whereas the licensee at public auction held on ………… at has offered a bid of
Rs……………….for the licence of the ferry ghat at …………..P.S………….. in the district of
………………..as the …………….which has been accepted by the licensor and has deposited the full
amount/ or part of the bid with the lessor.

Now, therefore, in consideration of a sum of Rs…………….. payable by the licensee and in

consideration of the convents and terms mentioned in the deed the licensor hereby grants to the licensee
above named ferry ghat for a period of ………. Years from ……….. to ……….. on the terms and
conditions specified below, namely :
1. The licensee has paid the full amount of the bid/part of the bid amount after bid was over and
shall pay Rs. ……….. towards the balance of the bid money in installment as follows

Due date of payment Amount in rupees

2. The licensee shall provide all the boats and ply them at the said ghat for hire either personally or
/ and through agents.
3. The licensee shall collect tolls according to the schedule of rates appended hereto or as may be
direct by the Divisional Officer of the district ………….(hereinafter called the Divisional Officer)
4. The licensee shall engage adequate number of boats and boatman so as to ferry men, goods, and
animals at regular intervals for 5 A.M. to 8 P.M. every day
5. The boats shall be maintained by the licensee in perfect good condition.
6. The licensee shall abide by the direction of the Divisional Officer or his authorized Officer
issued from time to time in regard to matter not specifically provided for herein.
7.(a) That the payment of bid money in installment should be made on or before the due date fixed.
Interest at the rate of 9% per annum shall be payable in the event of failure to pay the installment on the
due date.
(b) That the licensee shall pay the arrear instalment along with interest thereon within 30 days from
the due date of the instalment. In the event of non-payment the licence shall stand terminated and re-
auction shall be conducted. Consequential loss, if any, on account of such re-auction in addition to the
arrear and interest due up to the date of resale shall be recovered from the licensee under the Orissa
Public Demand Recovery Act,1962
© That the security deposit amounting to 25 percent of the old money (including earnest money of
5 percent) made at the fall of hammer will be adjusted towards the last instalment unless the licensee
 had defaulted in the payment of installments.
8. That for contravention of any of the conditions mentioned above the licensor shall be competent
to impose a suitable penalty of the district of from to time and to cancel the licence and take such further
steps as would necessary and consistent with the convenience of the public.

9. That the licensor reserves to himself the right to cancel licence at any time if it is considered
necessary in the interest of government and a refund of bid money may be claimed by the licensee for
the unexpired period of the licence in proportion to total rent caused by the infringement of conditions
of the licence by the licensee. In the event of such a cancellation the licence has no right to claim any
compensation for the loss of his profit of otherwise.

In witness whereof the parties hereto has signed this on the dates respectively mentioned under
their signature.

Witness Signature of ……………………….

on behalf of the Governor of Orissa

1.
2.

Witnesses The Licensee

1.
2.

APPENDIX – SCHEDULE
XXVII Instruction regarding Storage,
Transport and use of Explosives
1. The rules to regulate the possession, sale, etc. of explosives are laid down in the Explosives,
Rule 1940, published by the government of India, Department of Labour, with their notification No. M,
1217(1), dated the 30th November 1940.
2. Four ordinary blasting purpose only Gunpowder, Gelignite, Gelantine, Detonators, Detonating
Fuse and Safety Fuse may be kept in a licensed magazine built for the purpose, in conformity to the
Explosive Rules, 1940.
3. The purpose and use of high explosives other than the nitrocompounds commonly used for
blasting purposes require the prior sanction of the chief Engineer.
4. Explosive should always be stored in a ‘Licensed” magazine (Licensed under Explosive
Rules,1940). An explosives magazine is an isolated building comprising of a main room and lobby of at
least 5’ (152 cm) wide and detonator room (specimen plan of which is given in detail in the Explosive
Manual which is a Government of India, (Priced publication). The detonator annexure in the type plan is
to be replaced by a detonator room of bigger dimension. The Divisional Officer desiring to store
explosives should submit, in the first instance, the following documents, the Chief Inspector of
Explosives in India, Nagpur through the Zonal Inspectorate of explosives under the Department of
Explosives, Government of India.
(a) An application in form ‘C’ showing therein the kinds and quantities of explosives, duly filled in
and signed:
(b) A signed statement in form ‘D’ (distance form).
© Six copies each of site and construction plan of the magazine in drown to scale, in ink on thick
durable paper preferably in ferrol paper. Site plan should show the position of the magazine relating to
all the ‘protected work’ described in form ‘D’ construction paln should show all the details given in the
specification.

(d) A treasury receipt in original should also be enclosed showing a credit under the central Head of
account “XXI-Misc. Department receipt under Explosives Act Other Collections”, the amount of which
will be intimated to him by the Explosives Department on receipt of the Application form ‘C’ from him.
5. (a) The dimensions of the magazine should be so kept as to provide a floor space of 2 sq. metres per
each thousand Kg of explosives and the floor of the magazine should be plastered smooth with cement.
A magazine building should be constructed of brick masonry.
(b) The Nitro-compound, Gunpowder, Detonating Fuse and safety Fuse may be stored in the same
room. But Safety Fuse should normally be stored in a “recess”, separately built in the lobby as shown in
the ‘type’ plan. The detonators should be stored always in a separate room or annexe, exclusively meant
for them. Detonators should never be stored along with other explosives. The detonator annexe must be
so constructed that not less than 60 cm. wide masonry wall and 152 cm. of air space intervenes between
any detonator annexe and the main magazine room and there should not be any direct communication
with or a doorway leading to the main magazine or lobby.
© Precaution caps and safety carriages should not be stored in a High Explosives magazine, Caps
may be kept in a proper place as per Arms Rules.
6. (a) Where explosives have to be kept away from the main magazine, portable magazines of
approved type (approved by chief Inspector or Explosives) shall be installed, as detailed below.
(b) Portable Magazines- For carrying out temporary work such as blasting in connection with some
project work. Explosives Department has approved use of portable steel magazines fabricated by some
manufactures, viz. M/s. Industrial explosives Ltd., Nagpur and M/s. Norendra and Co., Dehradun of
capacity not exceeding 225kg of nitrocompound explosives or 2,500 Nos. electric detonators under the
following conditions.
(i) The duration of licence for these portable magazines will not, normally, exceed 6 months at any
one place.
(ii) To ground lying within 15 metres of the magazines should be surrounded by a barbed wire
fencing.
(iii) The magazines should be protected from whether by a shade of tarpaulin or any other suitable
material.
(iv) the magazine should be kept under guard ‘day ad night’ and in accordance with the directions of
the District Authority.
(v) The magazine must not be shifted from one place to another without ‘written prior’ approval of
the C.I.E.

Use of Explosives
A licence to posses explosives does not authorize use of explosives for carrying out blasting. A
licence in Form ‘N’ of the explosive Rules is to be obtained from the district Authority for carrying out
blasting at the site in question. A separate licence in form ‘N’ is required to be obtained for each
location of blasting. It should also be noted that possession of a licence in form ‘N’ does not authorize
possession of explosive unless a separate licence for he purpose is obtained.
Transport of Explosives
(1) Explosives cannot be transported, even in small quantities, in any private car, taxi, jeep, Jorry
bus or any other mechanically propelled vehicle is not of a type approved by the C.I.E.
(2) Up to 1,000 kgs. Of explosives can be carried in a non mechanically propelled vehicles, like
animal draws cart under the escort.
(3) Mechanically propelled vehicle for transport of explosives should confirm to the specification to
be supplied by the Explosives Department and finally approved by them.

(4) Transport of small quantity of explosives in specially approved transport boxes are sometimes
allowed by the C.I.E. subject to some stipulated conditions, for which C.I.E. in India should be
contracted.
(5) Under no condition should explosives left unused at the close of each day be left in the
explosives van or transport boxes (specially approved by the C.I.E.). All unused explosives should be
brought back at the close of each day to the licensed magazine and kept there. Normally blasting
operations should not be carried out of places beyond 30-40 Kms. Of a storage magazine from which
supplies of explosives are drawn each day. In case one wishes to operate over a wider area it is
advisable that they should have a central magazine of adequate capacity and a number of field
magazines (Portable magazines) scattered over the area which serves the area lying within 30-40Kms.
Around it. It is also advisable to provide explosives van which should be built on jeep chasis for
carrying explosives from central magazine to the field magazines. It should, however, be noted that
transport of detonators, along with any other explosives in the same van is strictly prohibited.
(6) A licnece in form ‘G’ of the Explosives Rules,1940 for the transport of explosives from one area
to another even in the same district should be obtained from the concerned District Authority by
submitting a simple application giving therein the name of the place from and to which explosives are to
be transported together with a fee of Rs. 5
(7) Every consignment of explosives transported under a licence in form ‘G’ has to be covered by a
form ‘H’ pass issued by the holder of the transport licence as detailed in the Explosives manual.
© The quantity of explosives to be stored in a portable magazine must no exceed the prescribed
explosives limit of the portable magazine.

7. (a) Register for main or portable magazines will be maintained by the S.D.O. or P.W.D. Sub-
ordinate in charge showing.
(1) The stock in hand of explosives
(2) the amount issued and the date of issue
(3) the name of the contractor or workmen to whom the explosives are issue and the work for which
the same is issued.
(4) the balance in hand after each issue. Each transaction will be initialed and dated by the S.D.O. or
the subordinate in charge. Entries in the register must be made daily immediately after each transaction.
(b) Any explosives not used during the day’s work shall be returned to the magazine or portable
magazine by the officer-in-charge before leaving the work.

(8) Before issuing any explosives the S.D.O. or P.W.D. subordinate in-charge of he work shall, if
the locality of the operation is within easy distance, satisfy himself personally or by a reliable agent
(short firer) of the number of holes, the depth of each hole and the number and quantity of explosives
actually necessary, record the same and limit the supply accordingly. For distant localities, the number
of holes proposed to be made must be ascertained and supplies made accordingly. Number of holes per
blasting should be restricted as per condition 4 of the ‘N’ from licence 9licence for carrying out
blasting) granted by the District Authority.
(9) The maximum quantities of explosive issue at one time will be regulated as follows according to
the distance of the place of work from the magazine :
(a) Within a radius of 8 Kilometers for one day’s use
(b) Within a radius of 8 Kilometres for two day’s use
© Beyond 8 Kms for one week’s use
(d) Over 32Kms for such period as may be allowed the E.E. subject to a maximum of one month’s
consumption.
10. (a) The locks of the magazines and detonator annexe and also of the portable magazines mentioned
in Rule 6 shall be such that they can not be opened by the same key6.
(b) The keys must never leave the custody of the S.D.O. or P.W.D. subordinate in charges who must
be present to unlock and lock the doors when any explosives are issued or returned.
© the duplicate keys must remain locked up in the divisional safe and must only be removed there
from when the original keys is lost or for any other good reason within the approval of the E.E. when
the original key of a block is lost the existing lock should immediately be replaced by a new lock.
11. In case where it is necessary to ensure contractors with explosives they must possession
magazines licensed under the explosives Rules, 1940 and keep a register in the form mentioned in Rule
7 and so report at the close of each operation the number unexploded, if any, and to carry in writing that
they have no balance in hand. Before being entrusted with explosive contractors will be required to sign
a declaration to the effect that they will give a ful and true account of the explosives issued to them and
the quantity used, the number of charges exploded, the number unexploded and the balance in hand at
the close of each particular operation and that they will render themselves liable to punishment, unless
such balance is returned to the P.W.D. subordinate in charge immediately after the close of each
operation. They must also be made to understand the explosive are allowed to be kept only by persons
duly licensed to posses them and that unless they hold a licence and comply with the conditions thereof
they render themselves liable to criminal prosecution.

12.(a) The E.E. will personally inspect and check the register mentioned in rules 7 and 11 above are
frequent intervals; these inspections being as far as possible in the nature of surprise checks. Any
irregularities found are to be immediately reported to the S.E.
(b) S.Es will also bring to notice any irregularities and make suggestions for their prevention or
removal.
© be made by the E.E.-
(i) For magazine at Divisional and Sub-Divisional headquarters stations once every six month.
(ii) For explosives kept in portable magazines, vide

Rules 6 and 7- Every time he inspects a work in progress on which explosives are being used.
13. Explosives and register of explosives should be always open to inspection by th District
Magistrate and the Superintendent of Police and Officers of Explosives Department, government of
India, and other Officers authorized under Rule 106 of the Explosives Rule,1940.
14. A copy of the general rules to be observed in magazine is given in Annexure 1.

15. A copy of the precautions to be taken in using explosives is given in Annexure 2.

ANNEXURE 1
General rules to be Observed in Explosives Magazines

1. The magazines must be at all times kept scrupulously clean.

2. No unauthorized person is at any time to be admitted into the magazines.
3. The licenses of person in charge of the magazine is to take care that the magazine is well and
securely locked.
4. The magazine is on no account to be opened during or on the approach of, a thunderstorm, and
no person should remain in the vicinity of the magazine during such storm.

5. Magazine shoes without nails must be kept at all times in the magazine, and a wood tub or
cement trough, about one foot high and eighteen inches in diameter, filled with water is to be fixed near
the entrance doors of the magazine.
6. Any one wearing shoes, on entering the magazine, must put on the magazine shoes provided for
the purpose, and be careful.
(a) not to put their feet on the clean floor unless they have on the magazine shoes;
(b) not to allow the magazine shoes to touch the ground outside the clean floor; and
© not a allow any dirt or grit to fall on the clean floor.
7. Any one with bare feet will, before entering the magazine dip his feet in the water kept in the
water pit or cement through provided at the entrance of the magazine and then step direct from the tub
over the barrier on the clean floor inside the magazine building.
8. A brush or broom is to be kept in the lobby of the magazine for cleaning out the magazine on
each occasion it is opened for the receipt, delivery or inspection of explosives.
9. No lights nor smoking are to be allowed inside or near the magazine.
10. No person, having any matches or article or iron on him is to be allowed to enter the magazine.
11. Oiled cotton rags and waster and any articles liable to spontaneous ignition must not be taken
into the magazine.
12. No tools or implements other than those of copper, brass, gunmetal or wood are to be allowed
inside the magazine. Tools must only be used with great gentleness and care.
13. Boxes of explosives are not to be thrown down or dragged along the floor, and should be stacked
on wooden trestles. Where there were white ants, the legs of the trestles should rest in shallow copper,
lead or brass containing D.D.T. Benzene. Hexa Chloride or Creasote.
14. Empty boxes or any loose packing materials are not to be kept in the magazine.
15. The following are to be hung up in the lobby of the magazines:-
(a) A copy of these rules
(b) A copy of the licence
© Certificate showing the last date of testing of the lightning conductors.

ANNEXURE 2
Precautions to be taken in using Explosive
1. The short firer
(a) Any person in charge of shot firing, hereafter mentioned as the authorized short firer, shall show
to the owner or manager of the working that he understands the rules herewith laid down, and the
authorized short firer shall be held responsible for any accident that may occur.
(b) He shall be authorized in writing by the owner or manager of the working.
II. Short preparing room (Priming station)
In the case of quarries or prospects only.
(a) If charges ore not prepared by a special short prepare then the authorized shot firer shall
himself prepare them.
(b) The fittings of fuse to detonators and detonators to cartridges shall be done in small clean
room also called priming station constructed of aluminium or cement asbestos sheets in
which no other persons than the special short papers referred to or authorized shot firers shall
be allowed. This priming site or within 15 metr43es of any frack, road or powers cable. Man
limit should not exceed 4 at any one time.
(c) There should be no unwarranted accumulation 0f explosives in this station.
(d) Priming station shall be kept locked when unattended.
(e) The special short preparer shall show to owner or manager of the working that he
understands his duties and the rule herewith laid down, and he shall be duly authorized in
writing by the owner or manager.

III. Transport of explosives to the priming station

(a) Transport of explosives from the magazine to the priming station shall not be done, except,
in day light and in the original wooden packing case. The quantity of explosives transported at and
one time to the site of blasting shall not exceed the actual quantity required for use for one round of
shots. The explosives shall be transported to the site of blasting not more than 15 minutes before
commencement of charging of the holes.
(b) Explosives shall be transported from the magazine to the priming station or the site of
blasting as head load by human agency or animal beck properly manned.
(c) Cartridges shall not be carried from the magazine to the short preparing room in the same
receptacles as the detonators separate carrying receptacles for each type of explosives shall be
provided. A receptacle shall consist of a secure case, consist or bag.
(d) In the quarries not more than 2.5kg. of explosives shall be served from the short preparing
room to each authorized shot firer.
IV. Short preparing
(a) Sawdust shall be cleared from the inside of the detonator; this can be done by tapping the
open end gently .No hard substance or metallic rods or wire shall be inserted into the
detonator.
(b) the safety fuse shall be cut squarely across and after insetting in the detonator it shall be fixed
by means of the nippers only
(c) The explosive cartridge shall be opened at one end and a suitable hole for receiving the
detonator shall be made with a copper, wooden or bone, pricker. The detonator shall be
inserted into this hole so that the detonator is completely encashed in the blasting cartridge
 and so secured that in loading no tension will be brought on the wire or on fuse at the point
of entry into the detonator.
(d) The safety fuse just above the detonator shall be securely tied in position in the cartridge.
(e) Only waterproof fuse shall be used in wet or dam holes.
(f) If there is water present or if the borehole be domp, the junction of the fuse and detonator
shall be made water tight by means of a stiff bituminous compound.

V. Charging the hole

(a) Bore holes shall be of such a size that cartridge can easily pass down them. All debris shall
be cleared from inside a borehole before cartridges are inserted.
(b) Boreholes shall be charged by or under the direct supervision of an authorized shot firer.
(c) Only wooden tampering roads or wooden taping roads provided with a smooth copper head
on non sparking alloy shall be need in charging holes. The tamping rods shall not be a
pointed but shall be cylindrical throughout.
(d) One cartridge at a time shall be inserted and gently pressed home with the tampering rod.
(e) No smoking or stem locomotive shall be near the place where short firing is being carried out
during the time allotted to loading and short firing.
VI. Warning to be given before firing blast.

Immediately before firing a blast due warning shall be given by whistle, bugle or gong and the
authorized shot firer shall see that all persons occupied at work on other groups of holes in the vicinity
have retired to safety.

VII. Firing a Blast

In the case were shots are fired by safety fuse the safety fuses of the charged shall be lighted by
the authorized shot firer in the case where shots are fixed electrically.
(a) The exploder shall not be connected to the shot firing table until the warning above has been
given and all persons have retired to safety.
(b) the authorized shot firer himself only connect the exploder to the short firing table and fire the
blast.
© He shall, if he requires to leave the exploder, whether during or after a blast disconnect the
exploder from the short firing table and removable it to a place of safety.

N.B:- All the conditions of ‘N’ from license should be rigidly followed while blasting.

VIII. Inspection after the blast

(a) After the blast the unauthorized short firer shall carefully inspect work and satisfy himself that
all charged holes have been explode.
(b) In case of misfire, no one shall approach for at least half an hour when firing electrically, when
the authorized short fire shall first examine the same and at once work a red cross over the hole thus.
IX. Procedure in case of misfire
(a) No person shall before out a hole that has once been charged on attempt to withdraw charge
either before firing or after a misfiore or deepen or tamper with holes or sockets left after blasting.
(b) When a misfire occurs a portion of the tamping may be sludged out with compressed air and
water or water only under pressure, but no kind of tool shall be used for this purpose and the hole shall
thereafter be reprimed and fired or alternatively and preferably.
© A new hole be drilled not less than 12 inches from misfired hole and care shall be taken that the
new hole is drilled in such a direction that there is no danger of touching the unexploded charge. This
new hole shall be bored in the presence of the authorized shortfirer and fired.
(d) the authorized short firer shall be present during operations undertaken for the removal of debrill
liable to contain unexploded explosive near the misfired hole. A careful search amongst the debries shall
be made for cartridges and detonators.

X. Report on Misfired holes

(a) The unauthorized short firer shall at once report to the officer or manager cases of misfire, the
cause of same and what steps were taken in connection therewith.
(b) If a misfire has been found to be due to defective fuse, detonators or explosive, special notice
shall be sent to the office so that the whole quantity or box from which the defective articles was taken
can be inspected.
XI. Notification of misfires to an coming shot firer

In the case of quarries, before leaving his work the authorized shortfirer shall inform the
authorized shot firer of the next shift relieving him of any case of misfire and shall point out the position
of the Red Cross denoting same, also stating what action, if any, he has taken in the matter.

Explosives Do’s and Don’ts, Instructions and Warnings for Consumers-Transporting,

Storing Handling and Using Gunpowder, High Explosives and Detonators prevention of Accidents
in the use of Explosives

The prevention of accidents in the use of explosives is a result of careful planning and
observance of the best known practices. The explosives user must remember that he is dealing with a
powerful force and that various devices and methods have been developed to assist him in directing the
force. He should realize that this force, if misdirected, may either kill or injured both him and his fellow
workers and also property may be damaged.

Warning
All explosives are dangerous and must be handled and used with care either by or under the
direction of competent experienced persons. It is th responsibility of all persons who handle explosives
to know and to follow all approved safety procedure.
It is obviously impossible to include warnings for approved methods for every conceivable
situation. A list of suggestion to aid in avoiding the more common causes of accidents is set forth here

Definitions

1. the term ‘Explosives’ as used herein includes any or all the explosives listed in the list of
Authorized Explosives, published by the Chief Inspector of Explosives in India, from time to time, in
the gazette of India.
2. The term ‘detonator’ used herein means and a cartridge of explosive in combination with a plain
or electric detonator.
3. The term ‘Primer’ as used herein means and a cartridge of explosive in combination with a plain
or electric detonator.
A. Transport of Explosives

Do’s: Do obey all Union, state, union Territory and local laws and regulations.

Don’t’s :- Don’t transport any other materials with explosives packages

Do’s :- Do see that any mechanically propelled vehicle used in transporting explosives has been
approved by the explosives Department.

Don’t’s:- Don’t allow smoking or unauthorized or unnecessary persons in the vehicle.

Do’s:- Do load and unload explosives very carefully. Never throw or drop explosive package
from vehicle.

Dont’s:- Don’t conduct any operation of loading, unloading, and handling of explosives between
sunset and sunrise.

Do’s:- Do see that detonators of any kind (ordinary or electric) are not transported in the same
vehicle with any other kind of explosives.

Don’t’s:- Don’t drive the vehicle containing explosive through tiuddy populated and ‘built up’
areas markets, etc. without specific sanction of the competent authority and never park it near such
places.

Do’s:- Do see that repairs to a vehicle are not undertaken with explosives therein.

Do’s:- Do see the explosives packages rated in open carts are covered with tarpaulin.

Don’t’s:- Don’t refuel the vehicle with the load of explosive in.
 B. Storage of Explosives
Do’s :- Do store explosives in accordance with Union, State, Union territory or Local Laws and
regulations.
Do store explosives in a magazine henced under the Explosives Rules.
Don’t’s :- Don’t smoke or have matches, or any source of fire or flame in or near the magazine.
Don’t allow grass, brush, weeds or empty boxes to accumulate within 25 feet of the
magazine
Do’s:- Do see that the different kinds of explosives in the magazine are stared strictly in
accordance with the combination of licence. Never keep detonator with any other explosives.
Don’t’s:- Don’t use the tools and implements made of iron or sparking materials for opening the
explosives cases.
Do’s:- Do see that deteriorated or date expired explosives are not disturbed or used. The
Manufacturer or the Explosives Department should be consult without losing any time for their disposal.
Don’t’s:- Don’t open explosives in the magazine. Don’t open magazine between sunset and
sunrise.
Do’s :- Do see that primed or misfired cartridges are not kept in the magazine. The misfired
explosives should be destroyed on the same day by an experienced blaster operating the blasting.
Don’t’s :- Don’t keep magazine unguarded at any time. Don’t allow children, intoxicated or
unauthorized person in or near the magazine.
Do’s :- Do enter all receipts and issues of explosives in the stock register but never keep the
stock register inside the magazine.
Don’t’s :- Don’t stock explosives packages haphazardly on floor keep old stock separately and use
it first and take care in stocking nitro compound explosives so that marks can always be read without
moving any package.
Do’s :- Do keep the Magazine interior and floor always clean, neat and tidy and free from grit.
Dont’s :- Don’t issue fresh stock until old stock is exhausted.

C.Use of Explosive

Do’s : Do replace or close the cover of explosives case or package after using.
Don’t’s : Don’t use iron, steel or other sparking metal tools to open explosives cases.
Do’s :- Do follow all mining regulations if that place or use comes under mines Act.
Don’ts :- Don’t smoke or have matches or any source of fire or flame when explosives are being
handled or used.
Don’t carry explosives in the pockets of your clothing or elsewhere on your person.
Don’t insert anything but fuse in, the open end of a plain detonator.
Don’t strikes tamper with, or attempt to remove or investigate the contents of plain or electric detonator
or try to pull the wires out of an electric detonator or safety fuse from a plain detonator.
Don’t allow children or intoxicated unauthorised or unnecessary persons to be present where explosives
are being handed or used.
Don’t handle, use; or be near explosives during the approach or progress of any electrical storm. Retire
to a place of safety.
Don’t use explosives or accessory equipment that obviously deteriorated or damaged.
Don’t try to soften handed explosives cartridges by heating over fire by relling them on ground or hard
surface.
Don’t breakan explosive cartridge.
D. Preparation of the primer

Do’s : Do make up primers in accordance with proved and established methods. Make sure that
the detonator shall is completely encased in the cartridge and so secured that is loading no tension will
be placed on the wire of fuse at point of entry into the detonator. When side priming a heavy wall or
heavy weight cartridge, wrap adhesive tape around the hole punched in the cartridge so that the
detonator can not come out.
Don’t’s :- Don’t make up prime in a magazine, or near excessive quantities of explosive, or in
excess of immediate needs.
Don’t force a detonator into cartridges. Insert the detonator into a hole made in the
cartridge with a punch (non-ferrous alloy) suitable for the purpose.

E. Before and after firing

Don’t’s :- Don’t fie a blast without a position signal from the person in charge, who has made
 certain that all surplus explosives are in safe place, that all person and vehicles are at a safe distance or
under sufficient cover, and that adequate warning has been given.
Don’t return to the area of any blast until the smoke and fumes from the blast have been
dissipated.
Don’t attempt to investigate a misfire too soon. Follow recognized rules and regulations
or if no rules and regulations are effect wait at least 30 minutes.
Don’t drill, bore or pick out charge of explosive that has misfired. Misfires should be
handled only by or under the direction of a competent and experienced person.

F.Disposal of Explosives

Do’s :- Do dispose of or destroy explosives in strict accordance with approved methods.

Consult the manufacturer or the department of explosives, for the disposal; of the same.
Don’t’s :- Don’t leave explosives empty cartridges, boxes liners other material used in the packing
of explosive lying around where children or unauthorised persons or livestock can get at them.
Don’t allow any wood paper or any other materials employed in packing explosives to be burnt in a
stove, fire place, or other confined space or to be used for any purpose. Such materials should be
destroyed be burning at an isolated location out of doors and no person should be within 100 feet from
the place of burning

APPENDIX- Rules for Occupation of Inspection Bungalows of Departments in Charge of Public Works
XXVIII.

1. Short title (1) These rules may be called the “Rules for Occupation of Inspection
Bungalow in-Charge of Public Works Department”

(2) These shall come into force at once.

2. Definition : In these rules unless the contest otherwise requires-

(a) “Inspection Bungalow” means a Bungalow primarily meant for occupation of
inspection officers of Public Works Department and includes a Rest-shed under
 management of an officer in Charge of Public Works.

(b) “Competent Authority” with reference to any Bungalow means :-

(i) The Divisional Officer, if respect of 1.Bs./Rest on of the concerned
(ii) the Superintending Engineer in respect of the following Inspection Bungalows
Puri
Gopalpur
Bhubaneswar
Berhampur

© ‘Day’ means 24 hours between 7 A.M. of a date and 7 A.M. of the next date.

3. Purpose of Inspection Bungalows:- Inspection Bungalows/Rest sheds are maintained with th

primary object of providing accommodation to officers in charge of Public works while supervising
work and traveling on duty. They have prior right to occupy these Bungalows.

Note:- Officers below the rank of Sub divisional Officers are not entitled to occupy these Bungalows
without the written permission of the divisional Officer in each case.

4. Exclusive occupation by governor- the governor and the Chief Minister of Orissa have the
exclusive right of occupation of I.B. On receipt of notice of exclusive occupation of wither the Governor
or the Chief Minister, the competent Authority shall cancel reservation, if any, made for the
corresponding period in favour of an other person and inform him forthwith of the fact.
(Substituted by Works Deptt No. 20220 Dated 4.8.87)

5. (a) Other persons entitled to occupy Bungalow : Other Gazetted Officers of State government,
government Pleader, Public Prosecutors, Other Law Oficers of Government, Members of Parliament,
Members of Legislative Assembly of State in the Indian Union or Union Territories, Commissioner of
Income Tax, Orissa Post Master General, Orissa, General Manager, Telecommunication, Orissa, Circle,
Bhubaneswar, divisional Manager, South Eastern Railway, Chairman, Paradeep Port Trust, Chief
Administrate of Dandakaranya Project, Deputy Director General, N.C.C., Orissa, Joint Secretaries and
Officers equivalent or higher rank in the Government of India, Accountant General, Orissa, Collector of
Excise and Customs, While touring within the State on official duties, Chairman and Vice-Chairman of
Panchayat Samities, While touring within their areas, officers and section officers of the office of
Accountant General, Orissa and other persons traveling on duty, as may be decided by government from
time to time are entitled to occupy I.Bs free of rent, subject to these rules.
(Substituted by Works Deptt No. 20220 Dated 4.8.87)

Notes:- (i) Chief Justice & Judge of Orissa High Court, Lokpal, Ministers of the State government,
Advocate General, Chairman and Members of Orissa Public Service Commission, Vice Chancellors of
the Universities and state Guests are also entitled to occupy the inspection Bungalows on rent free basis.
(ii) Whenever alternative facilities are available at a station for officers of other Departments, they
may not ordinarily be allowed to occupy Bungalows and rest sheds maintained by the Department in
charge of public works.

(b0 Officers of State Government and Gazetted Officers of Government of India other than those
mentioned in Rule-5(a) above, may be provided accommodation on rent free basis on payment of only
service and electric charges subject to availability of accommodation and prior claims of persons
enumerated in rule 4 and 5(a).

6. Accommodation in the Bungalows to the non-entitled persons- Accommodation in the

Inspection Bungalows and Rest-sheds is not usually available for the general public by they may occupy
the Bungalows provided accommodation is not required by the persons entitled to occupy them.
Explanation- General Public means and includes all other persons than those specified in rule 4
and 5 of this rule
(Substituted by Works Deptt No. 20220 Dated 4.8.87)

7. Person suffering from inflections or contagious disease, not entitled to occupy the Inspection
Bungalows : No person suffering from infections or contagious disease may occupy any Bungalow.
8. Control and reservation of accommodation :- (a) (i) Control of accommodation in the inspection
Bungalows/Rest sheds rests with the Divisional Officer in charge of Bungalows except Puri, Gopalpur,
Bhubaneswar, Berhampur for which the Superintending Engineer concerned is the authority for
reserving accommodation. Persons requiring accommodation are advised to obtain reservation in
advance from the divisional Officer or the superintending Engineer concerned as the case may be Proof
of reservation is indicated by production of the divisional Officer / Superintending Engineer’s orders, a
copy of which is also posted on the Bungalow Notice Board.
(ii) Ordinarily one suits of rooms will be reserved for each visitor.
(b) (i) Officer of the Department-in-charge of Public Works have priority of reservation and
occupation, at all time of inspection Bungalows/ Rest-sheds and thereafter reservation of
accommodation by Gazetted Officers of other Department of government and for other entitled persons
shall ordinarily be made in priority of receipt of request and, if received at the same time, in seniority of
rank.
Exception :- Ministers and other High Officers will have priority in the matter of occupation and
are entitled to occupy two suits.
(ii) the Superintending Engineer/ divisional Officer authorized to reserve accommodation has the
right to cancel the reservation without assigning any reason. He should, however and intimation to the
Officer concerned by telegram at the earliest opportunity.
(iii) the duration of reservation starts 7 A.M. of a date to 7 A.M. of the next day irrespective of the
hour of occupation.

9. Right of occupation- any person occupying more than one room, whether reserved or not, is
required to vacate the other rooms if required by any entitled person.

10. No. of persons permissible for occupation of a Bungalow : Parties of more than five persons are
not allowed to occupy a Bungalow without the previous permission of the Divisional Officer or the
Superintending Engineer as the case may be, Such permission will only be given when the whole
Bungalow can be reserved for the party.

11. Circumstance under which reservation once made can be cancelled (i) When reservation of
accommodation has not been made, preference of occupation is to be given to Officers of the
Departments in charge of Public Works, on duty, then to the senior ranking gazetted officer of other
Department of government and then to other entitled persons. All entitled persons shall have preference
over Members of the general public.
(ii) Whenever on inspection Bungalows/Rest-shed in occupied without reservation, it shall be
vacated when asked for on the above preference, within six hours as between officers of Government
and as between other entitled persons, and within three hours for members of the

general public in favour of entitled persons. Exercise of this preference should be made with caution and
consideration and not between 6 P.M. and 7 A.M.
(iii) Any member of the general public who has not obtained reservation of accommodation in an
inspection Bungalow/ Rest-shed will be required to vacate after 24 hours notice by and in favour of any
other member of the general public who has obtained reservation.
(iv) Any person who occupies a suit in a Bungalow when reserved for any other person shall subject
to Rules 3 to 5, vacate immediately. If accommodation is required by the Officer or person who has a
reservation order.

12. Period of stay- No Officer of government other than officer charge of Public Works on duty
shall occupy a Bungalow/Rest-shed for a period exceeding ten days and in case of other persons for
more than 7 days, without permission from the Superintending Engineer. An Officer of the Department
in charge of Public Works may occupy a Bungalow up to a period not exceeding fifteen days when on
duty. Where a Bungalow is required for occupation for a period exceeding fifteen days orders of
Government are required. No private person is allowed to I.B. for a period more than seven days.

13. Manner of use of inspection Bungalow: (a) Inspection Bungalows and their verandahs or
compounds are not meant to be used as Court, Kutcheries, or for any purpose involving the gathering of
tenants, etc. If for any special reason a Government Officer requires to do so, permission in writing must
first be obtained either from the Superintending Engineer or from the Divisional Officer concerned.
(b) Convening or holding any political conferences or meetings within the presents of any
inspection Bungalow is prohibited.

14. Visitor’s Book- A visitor’s book is kept in each Bungalow. Every person is required to enter his
name and designation legibly together with the date and time or arrival immediately in arrival. The date
and time of departure should be given at the time of departure under his signature.
15. Rate of Rent :- (a) (i) Rent shall be charged for occupation of the following inspection
Bungalows at the rate of Rs. 12 per suite per day or fraction there of exceeding 3 hours to the member of
the general public (1) Puri, (2) Bhubaneswar, (3) Knoark, (4) Barkul, (5) Berhampur, (6) Gopalpur, (7)
Cuttack, (8) Angul, (9) Bolangir, (10) Bhawanipatna, (11) Sambalpur, (12) Bhadrak. In respect of other
Inspection Bungalows/ Rest-sheds rent is payable at the rate of Rs. 10 per day or fraction thereof
exceeding three hours by the members of the general public.

(Substituted by Works Deptt No. 20220 Dated 4.8.87)

(ii) In both the above cases rent at half the above rat4s will be payable for a stay not exceeding three
hours.
(iii) When two persons share a room the rate of rent should be half of the prescribed rent.

Note:- (1) for the purpose of calculation, a day shall be taken as a period of 24 hours commencing from
7 A.M. of a day to 7 A.M. of next day and fraction beyond that, over 3 hours shall be taken as one
complete day and under 3 hours as half a day.
(2) When a Government servant entitled, to occupy an inspection Bungalow/Rest shed free of rent
when on duty occupies a suite of rooms in the inspection Bungalow /Rest shed, while not an duty, he
should pay rent at half the rates payable by general public for such occupation. If the period of stay
exceeds ten days, rent should be paid at full rates.

(3) the ex-legislatures of the Orissa Legislative Assembly and the Ex-M.Ps. of Orissa should pay
rent at half the rates payable by general public for occupation in I.Bs/ Rest sheds of the P.W.D. if the
period of stay exceeds 10(ten) days rent, should be paid at full rates, applicable to general public for
such occupation.
 (Inserted by works Deptt No. 23595 dated 15.9.89)

(b) An entitled person while on duty is not required to pay Bungalow rent for self, his wife and
children below twelve years of age, if they accompany him. If the entitled person is not on duty, the rent
for self, his wife and children (above twelve years) shall be recovered as per note (2) of sub rule (a).
16. Rate of Electric charges- Where Bungalows are fitted with electric lights- and fans the main
switch thereof will be in charges of Choukidar. The occupants desirous of using electricity will inform
the Choukidar as soon as they occupy the Bungalow. The rent for consumption of correct will be as
follows:
(i) From the 15th March to the 15th November at the rate of Rs. 1.50 per day of twenty-four hours or
part of a day in excess of three hours.
(ii) From the 16th November to the 14th March, Rs. 0.75 per day for twenty-four hours or for part of
a day in excess of three hours.
(iii) If the period of stay does not exceed three hours, then half of the above will be charged. At the
time of leaving the Bungalow, the Choukidar will switch off the electric supply to the suit of rooms
occupied by the visitor.
(iv) Whenever Air Coolers are fixed to any suite in an inspection Bungalow additional service
charges at the rate of Rs. 5 per day for non-entitled persons and Rs. 2.50 for entitled persons is payable
in addition.
17. Rate of service charges:- All persons occupying the inspection Bungalows/Rest-sheds are
required to keep the Bungalow and the crackery, utensil, etc. clean and if they have no servants with
them for so arranging, the Bungalow Choukidar should be paid Rs. 0.50 per day of fraction thereof for
doing the work.
18. Fee for pitching tents in the compound of the Bungalow and use of garage: (a) All persons
whether occupying a Bungalow/Rest-shed or not but using the compound for pitching tents shall be
subject to the Bungalow rules. Priority of use of kitchens, out-houses and utensils shall rest with the
occupants of the Bungalow
(b) All non-entitled persons occupying the Bungalow/Rest shed and also using the compound for
pitching tents shall pay a free of Rs. 5 for every7 period of 24 hours or part thereof in addition to the
Bungalow rent payable by them.
© A fee of Rs. 5 per day or fraction thereof will be charged from non-entitled persons for garaging
a car in the absence of the owner.

19. Recovery of rent for non-occupation : Persons who do not intend to occupy accommodation
reserved for them in an Inspection Bungalow/Rest-shed are liable to pay charges at the rate of Rs 1 per
day, unless, the reservation is cancelled by intimation in writing to the reserving authority 24 hours in
advance. Irk case of private persons full rent shall be charged and recovered.
20. Manner of payment of rent, service charges, etc.: (a) rent recoverable under Rule 14 should be
paid to the Choukidar in advance immediately on arrival failing which occupation of the Bungalow shall
be refused. Payment of rent in advance may be made day to day or in a lump sum for the entire period,
of occupation noted in the visitor’s book under rule 14. If in case the Bungalow is vacated earlier
voluntarily or otherwise the amount paid in excess of the rent due for the period of actual occupation
shall be refunded by the Choukidar and on such refund the Bungalow should be vacated immediately.

(b) Rent payable by entitled Government servants occupying Inspection Bungalow/Rest shed when
not an duty should be paid to the Choukidar at the rates prescribed in Rule 15 be).
© If the occupant vacates Bungalow/Rest-shed temporarily but leaves any room locked he should
be charged rent for this period as if he was in occupation.
(d) All charges paid to Choukidar on account of Bungalow rent; electric charges or for replacement
of breakages or loss must be clearly recorded in the Visitor’s book before departure. A complaint book
is also maintained for recording all complaints of occupaints. Any laxity on the part of the Choukidar or
Watcher may be noted in the said book.

21. Valuation of articles:- A list showing the valuation of each article in each Bungalow is on view.
The recorded price of any article damaged broken or lost by the occupant or his servants should be at
the rates shown in the list to the Bungalow Choukidar or Watcher and recorded the Visitor’s Book.

22. Responsibility for loss to occupants property:- government accept no responsibility for loss or
damage to any property of the occupants of Bungalows or Rest Sheds.

23. List of Bungalows and Rest-Shed:- A list of inspection Bungalows and Rest-shed is given in the
 Annexure.

APPENDIX- Procedure in respect of Litigation involving the State Government

XXIX A

(1) Whenever a notice under Section 80 of the C.P.C. is received by the concerted Officer, he should
forward all relevant papers with a statement of facts along with the opinion of the local Government
pleader to the Advocate General. The Advocate General will indicate the line of defence both on
question of fact and law and return the same to the officer. Thereafter the reply will be drafted and
issued by the government Pleader in accordance with the indications given by the Advocate General.
(2) When summons in a suit is received, the concerned government Pleader with draft the written
statement in accordance with the line of defence indicated by the Advocate-General as mentioned
above. If there has been any change of events of minor character in between the Section 80 Notice and
the preparation of the written statement, then he can prepare the pleading with suitable modification. In
case of major change of events where he thinks that the line of defence requires a change, he should
refer the case again to the Advocate General, who will suggest the line of defence, in the light of such
change. Thereafter the government pleader will draft the pleading and send it the legal Remembrances
for formal approval, is hereby made perfectly clear that by giving formal approval, the Legal
Remembrance does not take the responsibility of settling the pleading. The sole responsibility of
drafting the pleading in accordance with the line of defence indicated by the Advocate General will rest
on the Government Pleader. In case of amendment of written statement of minor and formal character,
the same may be effected by him, but cases requiring major change should only be done in consultation
with the Advocate General.
(3) Similarly in the case of drafting the plaints, the relevant papers with the opinion of the
Government Pleader should be forwarded to the Advocate General, who will indicate the line of action.
Thereafter the government Pleader will draft plaint in accordance with the suggestion and send it to the
Legal Remembrances for formal approval which will never mean that the Legal Remembrancer takes
the responsibility in settling the plant. The responsibility of drafting the plaint in accordance with the
Advocate General’s suggestion will rest on the Government Pleader. The amendment of plant will be
done in the some manner as in the case of amendment of written statements mentioned above.
(4) Proposal for preferring civil appeals should be sent by the District Magistrate which his own
views and with the opinion of the Government Pleader to the Advocate General. The Advocate General
shall forward the case with his opinion to Government. The decision of government will be
communicated to the appropriate level for necessary action.
(5) In cases of criminal appeal or revision, the proposal shall be forwarded by the District Magistrate
with the opinion of the Public Prosecutor to the Advocate General, who after examining the case, will
convey his opinion to the government. The decision of the Government will be communicated to the
appropriate level for taking necessary action.
(6) In suits of the value of Rs. 20,000 and above the pleading will be settled by the Advocate
General. The pleadings will be sent to the Legal Remembrancer for formal approval which; as aforesaid
will never ,mean any responsibility for the correctness of the stand taken therein.
(7) The functions of the Advocate General as mentioned above may be discharged by him or he may
caused it to be done under his guidance through the other Law Officers such as Government Advocate
and the Standing Counsels.
(8) The Assistant Government Pleaders and the Special Public Prosecutors may indicate proposals
for preferring appeals or revisions in respect of cases conducted by them, but they will move through
District Magistrate of the district. The Assistant Government Pleaders may discharge the same functions
as the Government Pleader of the district in respect of pleadings and Section 80 notices arising within
the respective Sub Divisions. In those cases; the district Magistrate and complicated, obtain the opinion
of the Government Pleader before forwarding the matter to the Advocate General.
(9) The District Magistrate will keep the Revenue Divisional Commissioner informed regarding the
correspondence with the Advocate General and in important matters also the Board of Revenue when
the District Magistrate so things fit.

[Law Department Circular No. 7599 (86) L.R. dated the 2nd August 1967 addressed to all
Department of Government and all Head of Department}

B
Extracts from the Orissa Law Officer’s Rules, 1971

PART-I
 General

1. (1) These rules may be called “The Orissa Law Officer’s Rules, 1971”

2. They shall extend to the whole of the State of Orissa.

3. They shall apply to the following Law Officer, namely:-

(a) Government Pleader and Public Prosecutor.
(b) Associate Lawyer, Special Counsel, Junior Counsel and State Defence Counsel.

PART-II
Duties of Law Officers
13. Duties of Law Officers. It is the duty of a Law Officer:-
(a) to appear on behalf of Government it and suit, appeal or other civil proceedings: and to appear in
any suit or civil proceedings; and to appear in any suit or civil proceeding which involves interest of the
government wherein any Government Officer or any other persons is a party, when so direct by the
Legal Remembrancer:

(b) to advise the government, the Board of Revenue, the Heads of Departments, the District
Collectors and other district Officers, not only in respect of any proceedings, whether civil or criminal,
which he has to conduct on behalf of the government or on behalf of any government Officer, but also
on all legal matters concerning Government business of any kind, which, may be referred to him;
© to receive processes issued by a Civil Court against the State Government.

(d) to conduct the prosecution in every trial before the Court of Section. For that purpose he shall, at
the earliest, examine- the record and site that any defect, such as the omission to summon a necessary
witness if possible, remedied before the date fixed for trial in the Court of Session.
(e) to appear for the prosecution at the hearing before the Session Court of any appeal against and
conviction or application for revision of a sentence, or order ( not be in lone of discharge or acquittal)
against which no appeal lies, when notice of such appeal is given to the Officer appointed by the State
Government under Section 422 of the Code of Criminal procedure 1898 or when he is directed by the
Sessions Judge or the District Magistrate to so appear.
(f) When so required by the Legal Remembrancer; to conduct prosecution in any trial before a
Magistrate.
(g) to defend Officers against criminal prosecutions, when so directed by the Legal Remembrancer;
(h) to appear, when so directed by a District Judge, in support of an order imposing a fine on or
directing the arrest of a witness under the provisions of the Code of Civil Procedure, 1908 and appealed
against to the District Court;
(i) to appear, when so directed by any Court in any proceeding under Section 476 or 478 of the
Code of Criminal Procedure, 1898;
(j) to appear, when so directed by the District Collector, in applications made under Section 10 of
the Guardians and Award Act 1890;
(k) to advise government as to the expediency of appealing against any adverse judgment or order of
the Court in a case in which he had appeared;
(l) to appear in inquiries into applications by parties to sue in forma pauperis or to prefer pauper
appeals.
(m) to report to the District Collector the result of civil suits, appeals and other civil proceedings
conducted by him in any Court;
(n) in criminal cases, were the accused person is a government-servant, to intimate the Head of the
Department to whom the said government servant is subordinate about the final order passed by the
Court immediately after the said order is passed.
(o) to assist the Advocate General or the Government Advocate or the Standing Counsel in the High
Court whenever required by any of them in respect of any case which he has conducted in the lower
court;
(p) to appear on behalf of the State Government in all revenue cases and in appeals arising
thereforom;
(q) to perform on behalf state Government such duties of a legal character as they may be directed
to perform by State Government;
(r) to ensure that there is no delay on his part either in giving opinions on matter referred to him or
in sending to the State Government or to any Officer of the state government the drafts of pleading and
counter affidavits prepared by him for approval.
(s) to submit statements and returns as required under the rules for the time being in force.
(t) to maintain registers and accounts as required under the rules for the time being in force.
(u) to take back from the Court all exhibits filed on behalf of government and forward the same to
the Collector or other Officer concerned;

(v) to prepare and revise tenders conveyances, leases security and indemnity bonds contracts, etc.
for the several departments of the State Government and to drawn up plaint written statements,
memorandum of appeal, petitions and affidavits in civil suits and appeals in which the Government is
concerned.
(w) to appear in appeals preferred against Municipal Assessment of government buildings in cases
referred to the Court by the Collector under Section 18 of the land Acquisition Act, 1894.
(x) to give advice on the notices under Section 10 of the Code of Civil Procedure, 1908.
(y) to maintain accounts of all receipts and disbursements in connection with his duties in the form
of day-book, with such subsidiary ledgers as would make it possible to ascertain without difficulty the
whole of the charges connected which each case;

14. Limitations of the Office: (a) A Law Officer shall not hold any brief against Government, or
advice, appear or act in any case against Government or give advice to private parties in cases in which
he is likely to be called upon to advice Government or any government Officer;
(b) act or appears ob behalf of a plaintiff in any suit in which the plaintiff has applied for permission
to use in form a pauperizes until till application for permission to sue in for permission to sue in forma
pauperizes has been decided by the Court.
© undertake the defence of any person or appear against the government in any criminal
proceeding except in the cases outside his jurisdiction where the Legal Remembrancer may grant him
permission to appear against Government on the specific condition that the work relating to the
government cases in the Courts, in the district which may be jurisdiction does not suffer;
(d) appear for the defence in cases in which he might have accepted briefs prior to his appointment
unless permission is obtained from the Collector;
(e) accept any engagement or free from private parties in which he appears on behalf of the
Government;
 (f) Communicate directly or indirectly to any documents or information which has come to his
possession in the course of his duties, unless permission is obtained from the Legal Remembrancer.

15. Duties of Associate Lawyers:- Any Associate Lawyer shall conduct such cases and perform such
duties only as are entrusted to him by a Law Officer.

APPENDIX – Important points to be seen during scrutiny of M.B.’s Bills,

XXX Nominal Muster Roll, etc

MEASUREMENT BOOK
1. Certificate as to the number of pages the measurement book contains exist.
2. Correct issue to subordinate
3. Date of first entry and last entry
4. Proper indexing
5. Name of work, location of works, agreement or supply order No, Authority, date of
measurement, description of the work measured, fully narrated. Date of commencement and completion
correctly noted.
6. Measurement in indelible ink
7. Corrections attested.
8. Cancellation of measurement has been duly attested and suitably explained.
9. Overwriting and erasure and prohibited and substituted by fresh ones.
10. Dated signature after each set of measurement.

11. Check measurement item checked and initialed. Whether the check measurement uis up to the
prescribed percentage.
12. Contractor’s acceptance of measurement without claim obtained.
13. Check measurement proforma filled in.
14. After receipt back from Division Office Sub divisional Officer to verify the correction made and
report, discrepancies if any found.
15. Blank pages are not left. If inadvertently left the reasons thereof has been recorded and
countersigned by the Sub Divisional Officer
16. Reference to cash book voucher number and date in which the last payment was made has been
indicated in the abstract page of the particular payment
17. Reference to last set of measurements recorded has been indicated by the Officer taking the
measurements,
18. Pay order duly signed and dated
19. Thumb marks have been duly attested.
20. Contractor’s signature in any other language is translated into English
21. Memorandum of payment (Abstract of payment) properly completed.
22. Dated initial of the checking clerk recorded.

BILL
1. the bills are in the proper form and are submitted in duplicate/ triplicate and are signed by the
proper person or his duly authorized agent. the signature should be verified with reference to signature
in the agreement or tender or to other documents in this regard to see that the bill is submitted by the
person competent to do so.
2. Name of work name of the contractor or suppliers. Reference to agreement or supply order
number, serial number of bill, reference to previous payment are indicated.
3. Item of work, unit and rates as per supply order or agreement are indicated.
4. Value of work since previous bill correctly worked out.
5. Advance payment and secured advance correctly worked out.
6. Details of recoveries noted.
7. Materials statement showing up-to-date issues, consumptions, recoveries in enclosed, in case of
issue of departmental materials to works
8. Part I,II & III and full particular as per the prescribed forms and all columns of memorandum of
payment correctly filled in.
9. Pass order for Gross and pay order for cheque amount only.
10. In respect of payment on supplier’s bill proper classification recorded on the body of the bill
where necessary with reference to purchase register item to facilitate quick adjustment.
11 Certificate of verification of materials and the head of account to which the cost is debatable has
been recorded on the body of the bill.
12. Name of the work is in accordance with sanctioned estimate in figure.
13. Pay order expressed in words and figures.
14. the sum total of all the items in the bill works up to total.
15. Total amount of bill correctly expressed in words and figures.
16 (a) Quantities and amount as entered in the measurement book agree with the quantities and
amount exhibited in the bill.
(b) At least 50 percent of the entries in the M.B. have been checked by the Sub Divisional Officer
arithmetically in cases where bills are sent to Divisional Officer for check and payment.
© Necessary certificate in support of payment of sales tax has been furnished along with bill.

17. (a) Detailed measurements scored out by a diagonal red ink line after a bill is prepared for a
work of supplies made.
(b) Reference to voucher number and date made in red ink on the abstract of measurement after the
payment is made

18. Actual measurements for the advance payment made, taken at the earliest opportunity and lump
sum payment made in shape of advance adjusted against these measurements.

19. (a) Indenture in form 31 executed for the secured advances given to the contractor for the
imperishable materials brought to site.
(b) Bank guarantee/Insurance guarantee or other securities required if any furnished.
© Advance adjusted as the materials are used in construction and the items of work in which they
are used are billed for on the basis of actual measurements.
(d) Adequate safeguard has been taken to prevent loss of Government money.

20. (a) Extra item of work and extension of time sanctioned by Competent Authority.
(b) Reasons for delay in taking measurements and for scrutiny of bills explained.
 NOMINAL MUSTER ROLL

1. Name of work and the period for which Nominal Muster Roll issued.
2. Daily attendance checked by the Sectional Officer in charge and test checked by higher officers.
3. Details of work done. If suspect able of measurement indicate profit and loss as compared to
estimated cost on the body of Nominal Muster Roll.
4. Unpaid wages column filled in when required.
5. Daily labour reports duly singed by Sectional Officer are received in the Subdivision regularly.
6. Prompt closing and payment.
7. 50 per cent check of Muster Rolls with reference to the entries in the Measurement Book has
been done in cases where payments are to be made in Division Office.
8. Separate Musser Rolls are prepared fore each period of Payment Muster Roll are not prepared in
duplicate.
9. No attempt has been made to temper with the original entries.

WORK CHARGED BILLS

1. Engagement against proper sanction only.

2. Proper classification of the bill
3. Normally the bill can not be prepared before last working day of the month. The bill is payable
on 1st working day of the succeeding month.
4. Pass order from Gross pay order for net, (Recovery supported by schedule).
5. The up-to-date expenditure on work-charged establishment is within the provisions made in the
sanctioned estimate.
6. Name and claims of the establishment concerned including absentees to be shown in the bill.
7. Names are to be grouped by works.
 REFUND OF DEPOSIT
1. Six months after completion of work provided, the final bill has been paid.
2. The balance appearing in the schedule of deposit is refundable to proper payee only.
3. Certificate to the effect that the fact of refund is noted in the schedule of deposit, cash book and
adjustment register.
4. Payment on valid order of competent authority in proper form.

CASH BOOK
1. Certificate regarding the number of pages the book contains exists on the first page of the cash
book.
2. Entries strictly in chronological order.
3. Classification correctly indicated.
4. Receipt in form III invariably granted for all cash receipts and for other recoveries whenever
demanded.
5. All entries are attested.
6. Monthly totals are correctly worked out by responsible subordinate other than the cashier
maintaining the book.
7. Certificate as to the closing balance is recorded by the Divisional Officer at the end of each
month.
8. Surprise check of cash balance is carried out according to rules in force.

APPENDIX- XXXI

Yardstick for Creation of a Division, Circle and Design of Organization

Defirlition- “Work load” will mean the sum total of –

(a) the allotment vailable for original works
(b) repair grants calculated in the manner indicated below
© the average expenditure of preceding three years in respect of deposit works excluding
departmental charges, and
(d) seventy-five percent of the average expenditure during the preceding three years in respect of
restoration work.
The average expenditure during this period on work-charged staff shall first be calculated. It
shall then be multiplied lied by three and, to this amount, times the average expenditure on work
charged staff should be added.
Exception- the maintenance and repair grants received for irrigation works should be excluded
while determining the ‘Work-load”
Norms- The following are the norms for yearly work-load different Divisions.
(Rupees in Lakhs)
1. Work-load of R&B Division 100
2 Work-load of Irrigation Division (Including Irrigation 120
Maintenance Division)
3 N.H.Division 120
4 Work-load of Rural Engineering Division 85
5 Work-load of P.H.Engineering division 85
(Substituted by Works Deptt O.M. 5114 dated 25.2.81)
6 Work-load of general Public Health division(Undertaking 30
internal P.H.Installation)
7 General Electrical Division (Undertaking internal Electrical 30
Installation)

8 Work-load of Mechanical Division ( On the basis of cost of 180

machinery and equipment)
9 Work-load of Investigation Division
(a) For R&B, N.H.P. & R.E.O. and P.H. Engineering Works 150
(b) Irrigation and electrical On non-Yardstick basis

Note- The estimated cost of the project and the period during which the investigation is to be
completed will form the basis for determining the work-load norms of the Investigation division
10. Arbitration and claim cases-One Division each for Works Department and Irrigation and Power
Department and a Division each for Rural Development and Urban Development Department on non-
yardstick basis.
11. The number of divisions determined on the basis of work-load norms fixed for different
departments be increased by 5 percent in respect of each Organisation under the respective
administrative department to attend the multifarious miscellaneous work.
12. the total expenditure on the entertainment of staff may be such that the overall establishment
expenditure from the level of Division Office to the level to circle Office, Chief Engineer’s Office
Design Organisation is within the prescribed prorate percentage of works outlay as worked out from
time to time.
13. Creation of Circle-A Circle may normally comprise of four to six Divisions.
14. Creation of post of C.E.- There may be normally one Chief Engineer for each branch of
Engineering as its functional head and he my be assisted by each number of Additional Chief Engineer
depending on the work-load.
15. Composition of Division-Normally one Division may comprise four Sub-divisions and one Sub-
division of four section-D
Note- The work-load norms may be reviewed quarterly or at such time as may be decided by
government to effect revision of the yardstick.
APPENDIX – XXXII
Rules for Condemnation of Departmental Motor Vehicles and their Disposal

(1) The question of condemnation of motor vehicles in the government offices is to be taken up only
when the vehicles have outlived their utility or are not fit for economic repair.
(2) The authorities competent to order condemnation are as follow:-
(i) Secretary to Government In respect of vehicles in the Secretariat and in the
Subordinate or attached officers not under a head
of Department
(ii) Heads of Departments In respect of vehicles in the Office of Head of
Departments in the subordinate Offices
(3) The power should be exercised in respect of following types of vehicles provided they have
completed the minimum life period as well as the kilometers run as indicated below
 Sl.No Type of vehicles Minimum life Minimum kilometers
run
1 2 3 4
1 Cars, Jeeps, Station Wagons, Pick-up 10 years 2,00,000 Kms
Vans
2 Departmental Trucks (Other than 8 Years 2,50,000 Kms
T.M.B. and Leyland vehicles)
3 Departmental Trucks ( T.M.B. 10 years 3,50,000 Kms
vehicles
4 Departmental Trucks (Leyland 10 years 4,00,000 Kms
vehicles)

Whether the conditions specified in this rule are not satisfied, the matter should be referred to
Finance Department
(4) Before condemning a vehicle the Officer-in-charge of the vehicle should furnish the following
information as far as possible to the Motor Vehicle Inspector any other technical Officer of the
department nor below the rank of Class-II having degree in Mechanical Engineering and with their
recommendation submit the proposal for condemnation to the Secretary to Government or the Head, of
the Department concerned, as the case may be-
(i) Number and type of the vehicle
(ii) Year of purchase
(iii) Cost of price
(iv) Period of Service rendered
(v) Kilometers run
(vi) Amount spent on repairs and the kilometers run during the last three years.
(vii) Whether engine. Was overhauled damage to the vehicle and if so, when
(viii) Whether there was any major damage to the vehicle and if so, when
(ix) Present condition of the vehicle
(5) The competent authority as mentioned in Rule 2, after consideration of the recommendations
should fix the approximate minimum price of the vehicle in case it is condemned
(6) After final orders are passed by the competent authority for condemnation of the vehicle,
publicity is to be given at least in two newspapers of the State not less than one month before the actual
date of auction. Provisions should be made in the advertisement for inspection of the vehicle by the
intending bidders at least one week prior to the date of auction. The bidding is to be conducted by a
Class I Officer to be authorized by the competent authority in each case.
7. (a) On completion of the auction bid is to be confirmed by the officer conducting the auction, in
respect of all vehicles are the bid does not fall below the price fixed, by the competent authority where
the bid amount is less than the price fixed, the head of the Department or Secretary to government, as
the case may be may confirm the bid at his discretion within 15 days from the date of auction.
(b) The officer who conducts the auction shall record complete information in his own hand about
all bids offered.
8. (a) The highest bidder should deposit earnest money not less than 25% of the total bid amount
on the spot and pay the balance within a period not exceeding 15 days from the date I he is intimated
that his bid has been confirmed. The acceptance of the bid by the competent authority must be conveyed
in writing to the bidder. If the bidder does not make full payment of the bid amount within the specified
time, the earnest money deposited by him will be forfeited and the vehicle sold by fresh auction. The
vehicle should be made over to the bidder only after full payment is made. The sale proceeds shall be
deposited into the Treasury under the appropriate head of account of the concerned department.
(b) The auctioned vehicle must be removed from the site by the bidder within 7 days from the date
of depositing the full value of the bid money. But it will be the responsibility of the bidder to look after
the vehicle at his own expense and the Department will not be responsible for any damage done by way
of pilferage or otherwise and no claim on this account shall be entertained.
© In case the vehicle is not lifted within the prescribed time limit, ground rent of the rate of 10% of
the bid amount for each day of delay will be charged. In case the ground rent exceeds the sale price
deposited, the purchaser will cease to have any right on the auctioned vehicle. The amount deposited
towards sale price will be adjusted towards the ground rent and the vehicle will become the absolute
property of Government and disposed off by fresh auction.
 9. It should be made clear in the notice while advertising the sale o vehicles by auction that the
competent authority reserves the right not to accept the highest or any bid without assigning any reason
thereof.

10. In all cases where is considered necessary to purchase a new vehicle in place of the old one, all
such proposals should lie, submitted to the competent authority only after condemnation of the old
vehicle is decided upon. The new vehicle, if sanctioned, shall not be purchased until the old vehicle is
disposed off and the sale proceeds are credited into Government Treasury.

APPENDIX – O.P.W.D. Amendment 2005

XXXIII Departmental Execution of Work

The powers of according permission for execution of works departmentally shall be as follows:-
Estimated cost of the works Authority competent to accord permission
1 Works costing up to Rs. 10.00 Lakhs Superintending Engineer concerned.

2 Works costing above Rs. 10.00 Lakhs up Chief Engineer concerned

to Rs. 20.00 Lakhs
3 Works costing above Rs. 20.00 lakhs up Administrative Department
to 50.00 lakhs
4 Works costing more than Rs. 50.00 lakhs Finance Department

(Memo No. 8097 dated 29.08.2005)

Other terms and conditions issued in this respect vide Finance Department Office Memorandum
No. 30375 dated 1.8.1995 holds goods.

(i) All original works costing up to Rs. 1.00 lakh and all repair works without any monetary limit
shall be executed departmentally. These may however, be no objection to execute original works
exceeding Rs. 1.00 lakh departmentally with a view to ensuring quality, cost reduction and expeditions
execution. In case where it is not expedient to execute any original work costing Rs. 1.00 lakh or any
repair work, departmentally and contractors are to be engaged on such execution through invitation of
tender, prior approval of the Chief Engineer should be obtained to the deviation supported by adequate
justification. A list of cases of departmental execution of work shall ne furnished quarterly by the Chief
Engineer to the concerned Administrative Department and Works Department. The Works Department
shall take up a review at the end of each financial year on the reports received from the Chief Engineer
to safe-guard the aim and objective of the revised procedure and the economical aspects.
(ii) There shall be a committee of S.Es in each district to be constituted by works Department
consisting of one S.E. each from R&B, N.H. and Projects, P.H. and Irrigation wing having their
jurisdiction over that district. The committee shall at the beginning of each financial year review the
local rates of labour or different categories conveyance and materials like stone products, brick, wood
materials and etc., which are not ordinarily available in the stock of the Division but are required to be
procure for use on work to be executed departmentally by calling for tender or quotation, as the case
may be, for a fair assessment of reasonable rates, if it is considered that the rates provided for in the
current schedule of rates for such items of labour, materials and conveyance are unworkable and the
prevailing local market rates are higher. In case of upward assessment of rates by the committee, it shall
be workable after the same is accepted by the Chief Engineer concerned.

(iii) The estimate for the works to be executed departmentally shall be prepared on a realistic basis as
per the sanctioned schedule of rates/rates fixed by the Committee of S.E.s, referred to in para (ii) above
which shall be technically sanctioned and administratively approved by the competent authority under
the relevant codal provision before taking up actual execution.
(Inserted by O.M.No. 26178-Code-M-11/86 dated 14.10.1987)
(iv) In addition to the existing codal available to the executive Engineer an Assistant Engineer in the
matter of payment of cheque, time following financial powers may be exercised by Executive Engineer,
Assistant Engineer and Sectional Officer to make cash payment for petty purchase of materials other
than those available in the Store for execution of departmental works to meet the urgent and emergent
needs.
Executive Engineer Assistant Engineer Sectional Officer
 Rs. 1,000 Rs. 500 Rs. 100
For payment to labourers
engaged on N.M.R./Piece rate
and petty local purchase of
materials not readily available
in departmental stores on
obtaining local quotations.

Note- Steps would be taken to purchase materials for stock/store as per requirement for use on
departmentally execution on tender or quotation the prescribed manner. Only petty purchases shall be
made to meet emergent needs.
(v) Unemployed Graduate Engineers and Diploma Holders of the State shall be engaged in
supervision survey investigation etc. of departmental execution of works under the direction of
departmental Engineers and their pay and allowances shall be provided for in the estimates in each case.

GOVERNMENT INSTRUCTIONS

Ban on splitting-up of work-2006

In inviting a reference to this Department Circular No. 20796, dated 24.10.2005 on the above
subject, I am directed to say that after careful consideration Government have been pleased to make
following provisions for splitting-up of work.
(i) Under non-plan scheme such as repair to roads, C.D. works, buildings and other irrigation and
P.H. works limiting to Rs. 5.00 lakhs may be split up into small reaches after obtaining approval of
competent authority.
(ii) In extraordinary situation of emergent nature such as breach of roads, repair of C.D. works
restoration of structures damages due to natural calamities and also in case of visit of V.I.Ps and
V.V.I.Ps. Split-up of work may be done without any financial limit on approval of competent authority.
(iii) The quality of the work should be maintained.
2. This instruction will come into effect from the date of issue
3. All the relevant codal provisions stand modified accordingly
4. An deviation from this instruction would be viewed seriously and disciplinary action would be
taken against the delinquent.
5. Suitable instructions may be issued from your level to all sub-ordinate officers under your
control under intimation to this Department.
(Memo No. 1223/W., dated 20.01.2006)

Ban on grant of license, contract, lease, permits or quote to or purchase from dealers
without a valid value added Tax clearance Certificate prescribed under Rule 129 of the
Orissa Value Added Tax Rules, 2005.

Instructions were earlier issued in Finance Department Memo No. CTA-147/95-34143/F., dated
5.9.1995 reiterating the instruction issued in Finance Department Memo No. CTA-48/61-18425/F.,
dated 20.5.1961 that no government Officer would give any contract, license, lease, permit or quota to
any registered dealer under the Orissa Sales Tax Act, 1947 who is not in possession of a valid Sales Tax
Clearance or to any person other than registered dealer who is not in possession of a Sales Tax Non-
Assessment Certificate, as the case may be.

2. Similar instructions were also issued separately in Finance Department Memo No. CTA-
45/2001-10720/G, dated 13.3.2001 making the purchasing Government Department /Agencies liable to
first ensure submission of a valid Sales Taxes Clearance Certificate by the Suppliers/dealers before
placing orders for supplies. This was primarily intended not to favour persons who are in default of
Government dues or who are not scrupulous about clearing Government dues with any financial
patronage in the shape of awarding contracts or placing orders for supply to government.

3. In the meanwhile the Orissa value added Tax Act, 2004 has been implemented the State by
repealing the Orissa Sales Tax Act, 1947 w.e.f. 1.4.2005. the Orissa Sales Tax Act. 1947 having been
repealed w.e.f. 1.4.2005, the requirement of submission of a valid Sales Tax Clearance Certificate or
Sales Tax Non-Assessment Certificate as aforesaid, no more exists with implementation of VAT
Section 99 of the Orissa value Added Tax Act,2004 read with rule-129 of the Orissa value Added Tax
Rules 2005 stipulates that no dealer shall be entitled to undertake any contract with any government,
Local authority or other corporate body unless he obtains a VAT clearance certificate in form VAT-612
from the Assessing Authority under whose jurisdiction the place of business of the dealer is situated to
the effect that he has no liability to pay tax nor he has defaulted under the said Act. The above statuary
provision of the VAT Act and the rules made there under only provides for issue of clearance certificate
in respect of dealers registered under the said Act and there is no provision for issue of any non-
Assessment certificate, as there is no regular annual assessment under the VAT Act.
Under such changed scenario, it is pertinent to mention that in all the tender applications it
should be clearly specified that no tender will be considered without a VAT clearance certificate in
Form VAT 612. Similarly, before planning the orders for supply, the purchasing Government
Department/Agency shall first ensure sub-mission of a VAT clearance certificate in VAT -612 by the
supplying dealer under the VAT Act.
5. Any violation of this instruction issued in terms of the statutory provisions of Section 99 of the
Orissa Value Added Tax Act, 2004 read with Rule 129 of the Orissa Value Added Tax Rules 2005 shall
attract penal action against the Officer giving license, contract, lease, quotas permits to or placing order
of purchases. All departments of Government/ Heads of Department are requested to strictly adhere to
the compliance of the above statutory provision of law and instruct all sub-ordinate officers as well as
local authorities, Public Sector undertaking, Corporate bodies under their administrative control
accordingly.
6. Instruction s issued earlier in this regard in Finance Department Memo No. 34143/F., dated
5.9.1995 and No. 10720/F., dated 13.3.2001 and superseded from the date of commencement of the
Orissa Value Added Tax Act, 2004 i.e. 1.4.2005
(Memo No. 31716(230)/F., dated 01.07.2005)

Deduction of tax at source from payment made to suppliers against supplies made to
State Government.
Prior to introduction of VAT w.e.f. 1.4.2005 the purchase/supplies of materials were regulated in
terms of the provisions of Orissa Sales Tax Act. 1947. As per the provision under Section 13-AAA of
the said Act. Any person responsible for making any payment to any supplier in respect of supplies
made to the state Government was statutorily required to deduct the amount of Sales Tax from the bills
or invoices and to deposit the amount of Sales Tax so deducted into the Government Treasury within
one week. Besides, the deducting authority was also required to issue a tax deduction certificate to the
concerned supplier under intimation to the Sales Tax Officer within whose jurisdiction such supplies
were made. In order to ensure strict compliance of the above statutory provision the law when in force,
instructions were issued in F.D.Memo No. 438/F., dated 6.1.1997 to all Department of government for
deduction of Sales Tax at source.
2. Consequent upon enforcement upon enforcement of the Orissa Value Added Tax Act, 2004 in
the State w.e.f. 1.4.2005 by repealing the Orissa Sales Tax Act.1947, and there being no provision under
the Orissa VAT Act.2004 for deduction of VAT at source in respect of supplies made to Government,
the finance Department memo no. 438/F dated 6.1.1997 prescribing deduction of tax at source in respect
of purchases made by Government as well as all other instructions issued by Finance Department
thereafter reiterating the same stand superseded w.e.f. 1st April 2005 i.e., the date of commencement of
the Orissa Value Added Tax Act 2004. It is therefore requested that deduction of value added Tax at
source from the bills or involves of the suppliers against supplied made to Government shall not be
made by the purchasing Government Department/Agencies with effect from the date of commencement
of the Orissa Value Added Tax Act 2004 i.e., 1st day of April, 2005.
3. Basic instructions of Rule 8 of Orissa Value Added Tax 2005, a dealer is requested to separate
the value of good and amount of VAT charged in the invoice. Hence while inviting tenders/quotation,
the authorities concerned shall see to it that the supplier exhibits the component of tax and value of good
separately in the quotation/tender. Similarly while releasing payments, the authority responsible for
making payments should ensure that tax amount and the value are shown separately by the supplier. The
fact of such supplied may be intimated of the local Sales Tax officer in the interest of Revenue
collection. However, these constructions shall not in any way, affect deduction of sale tax at source
from the bills or invoices of the supplies against supplies made to government during the period ending
on 31st March 2005 and bills or invoices raised for such supplies prior to 1.4.2005 as per the earlier
provision U/s 13-AAA of the OST Act not with standing the fact that the said Act stands repealed w.e.f.
1.4.2005 and payment is made after repeal of the OST Act.
4. In case of works contract as per the provision of section 13-AAx of the OST Act, which stands
repealed w.e.f. 1.4.2005 there was provision for deduction of tax at source from payment made to works
contractors if the value of works contracts exceeded rupees fifty thousand. Section 54 of the Orissa
Value Added Tax,2004 provided for similar deduction of tax at source by the deducting authority from
payment made to works contractors if the value of works of contract, exceed rupees fifty thousand. As
such, deduction of VAT at source from payment made to works contractor will continue in term of
statutory provision U/s 54 of the Orissa VAT Act 2004. It is therefore, clarified that the instructions for
non-deduction of tax at source against supplied made to Government under VAT act shall not apply in
respect of works contract.
5. All sub-ordinate offices under the administrative control of respective Departments of
government may accordingly be instruction for strict compliance of the statutory provision of law
failing which the officers making deduction of VAT from the bills or invoices of the suppliers against
supplies made to Government shall be held personally liable to penal action for violation of the statutory
provision of law.
(Memo No. 31712(20)/F., dated 01.07.2005)

O.P.W.D. Amendment 2007

R.D.Department
No. A/C PMGSY-191/07-11891/RD, dated 10.12.2007
In partial modification of the office Order No. RW-PMGSY/83/06-14/RD Dated 26.12.2006
Government has been pleased to decide to enhance the powers of S.E. to accept the tenders up to Rs.
5.00 Crore and C.E. from Rs. 5.00 Crore to Rs. 10.00 Crores under PMGSY if the bid is at par or below
the schedule of rate. The other stipulations remain same as in the above referred office order.

Grant of
Concession to Schedule Caste
And Scheduled Tribe Contractors
16/37-27748 Dated 11.10.1977
 The question of providing certain concessions to S.C. and S.T. Contractors regarding award of
works had engaged the attention of Government for some time post. On the basis of the
recommendation of the Committee of Chief Engineers it has now been decided to allow the following
facilities to individual S.C. and S.T. Contractors Private Limited Companies and partnership forms in
which at least 51% of the share are held by members of Scheduled Caste and Scheduled Tribed for
execution of PWD works

The Scheduled Caste and Scheduled Tribe applicants desirous of enrolling themselves as
contractors may furnish solvency certificate to the extent of 50% only of the amount of solvency
prescribed for various classes of contractors under Rule 7 of the PWD Contractors registration rules
1967.

If the tender of the following type of Scheduled Caste and Scheduled Tribew Contractors is
within 10% of the rate quoted by the lowest tender for any work, the work may be considered for award
to him/them at the lowest tenders rate in the relaxation of Rule 18 of the O.G.F.R. Vol.-I and para 3.5.14
of the OPWD Code.

(a) Individual registered contractors belong to the Scheduled Caste and Scheduled Tribe.
(b) Private Limited companies in which at least 51% of the share are held by member of Scheduled
Caste and/ or Scheduled Tribe.
© Partnership Forms in which at least 51% of the share are held by members of Scheduled Caste
and/ or Scheduled Tribe.

The security deposit (earnest money initial security and performance security) at half the usual
rate may be deposited realized by/from the Scheduled Caste or Scheduled Tribe contractors coming
under the categories up to ‘B’ Class only as against the prescribed percentage under Rule 13 of the
PWD Contractors registration rules.

The above concession will take effect from date of issue of the resolution.
 By order of the Governor
A.C. Padhi
Secretary to Government

Providing Facilities to the Graduate Engineers and Diploma Holders to work as

Contractor
Memo No. 10005, Dated 24.05.2001

In inviting a reference to this Department Circular No. 19070 Dated 02.09.1969 on the above
subject, I am direct to say that after careful consideration Government have been pleased to withdraw
5% price preference allowed to the Engineer Contractors in the tender rates with a view to make the
tender rates more competitive in the larger interest of the State. Secondly exemption of E.M.D. to the
Engineer Contractors will be allowed for a various work in a financial year and the fact awarding a work
with exemption of E.M.D. should be entered in the original registration certificate of the Engineering
Contractor.
This Department circular No. 19076 dated 02.09.1969 as referred above stands modified
accordingly.
This has been concurred by Finance Department and their U.O.R. No. 334, Dated 05.06.98 and
No. 4491 Dated 25.03.2000.

Sd/-
F.A. Cum Joint Secretary to Government

Contract and Works Contract

Contract
“ ‘Contract’ means any agreement for carrying out for cash and deferred payment or other
valuable consideration, the construction, fitting out, improvement or repair of any building, road, bridge
or other immovable property’”.
 Work Contract

As yet there is no standard definition of a ‘Works Contract’. A ‘Works Contract’ is a contract,

by which one person promises to make something, which, when made, will not be his absolute property,
and by which the other person promises to pay for the work done, is a contract for work, although the
payment may be called a price for the thing and although the materials, of which the thing is made; may
be supplied by the maker. (vide, South India Corporation (Private) Ltd. Vrs. Secretary, Board of
Revenue, (1961) 12 STC 344(ker)]. Works emanate from agreements and agreements in turn arise out
of acceptance of offer. An offer is a proposal by one party to another to enter in to a legally binding
agreement with him.
Works contracts involve both goods and services. It is the persons who actually execute the work
who know as to the impossibility of divisibility of a works contract. There may be an agreement to pay
for the goods separately. Still, one can not for definite and accurate arrive at the actual value of goods
transferred to the contractee by the contractor at the stage of accretion. The present laws on works
contract drafted without taking into consideration the practical aspects involved in execution of works
contracts puts the tax gatherer in to unenviable position of groping in the darkness in search of a black
cat.
In tendering for a work the contractor is in confusion. In acceptance of the tenders the contractee
is in difficulty. Tenders are based on estimates. Estimates are based on investigations. It is only the
persons who make the estimates who know the costs involved in the tender schedule which are only
notional or at best, based on parameters of investigation and the cost of materials and labour obtaining at
the particular point of time. The only solution for this confusion is to amend the Constitution making
works contracts and other deemed sales a separate and independent subject and an entry is specifically
made under list II of the Constitution of India as

a State subject. The system of levy of tax on works contracts will be a boon under VAT regime if
proper practices and procedures are evolved and followed. Till that time it is better to evolve
compounding system which is user-friendly. Perfect maintenance of accounts by a works contractor is
next to impossibility. Hence, a specialized systems has to be evolved in determination of turnovers of a
works contractor to levy tax on total value of the works contract involving both goods and labour and
services at a percentage basis, say @ 1% without giving any input tax credit as in the case of a retail
trader. This will be the only solution.

The definition of the words ‘Works contract’ is very wide,. It is not restricted to a ‘works
Contract’ as commonly understood, i.e., a contract to do some work on behalf of somebody else. It also
includes any agreement form carrying out either for cash or for deferred payment or for any other
valuable consideration, the building and construction of any movable or immovable property. The
definition does not make a distinction based on who carries on the construction activity. The definition
does not lay down that the construction must be on behalf on an owner of the property or that the
construction can not be by the owner of the property. In other words, even an owner of the property may
also be said to be carrying on a works contract if he enters into an agreement to construct for cash,
deferred payment or other valuable consideration. Thus even if an owner of property enters into an
agreement to construct for cash, deferred payment or valuable consideration a building or flats on behalf
of any body else it would be a works contract within the meaning of the term as used under the Sales
Tax Act..The works contractor undertakes to build as developer for the prospective purchaser. Such
construction/development is to be on payment of a price in various installments set out in the agreement.
As the works contractor is not the owner, he claims lieu on the property. Merely having a clause in the
agreement to the effect that on the breach of purchaser, the contractor has right to terminate agreement,
does not mean that the agreement ceases to be a works contract within the meaning of the term in Sales
Tax Act. All that this means is that if there is a termination and that particular unit is not resold but
retained by the contractor, there would be no works contract to that extent. But so long as there is no
termination the construction is for and on behalf of purchaser. Therefore, it remains a works contract
within the meaning of the term as defined under the Sales Tax Act. If the agreement is entered into after
the flat or unit is already constructed, then there would be no works contract. But so long as the
agreement is entered into before the construction is complete it would be a works contract. [K.Raheja
Development Corpn. Vrs. State of Karnataka, (2005) 141 STC 298 (SC)].

Two basic conditions have to be fulfilled for considering tax liability in case of works contract
i.e.
(i) there has to be a works contract and
(ii) there has to be a transfer of property in good in some form or the other.

The definition of works contract envisages an agreement between two persons, one owning the
property or the goods and the other carrying out certain specific works on it. There has to be pre-
existence of certain goods, which are required to be altered, ornamented, finished, processed, treated,
etc., in terms of the contract. In other words, there has to be a property owned by some body, who
engages somebody else to carry out certain works involving application or affixation of certain materials
to that property. (Studioa Kamalalaya, (1993) 89 STC 307 (WBTT); Bijoy processing Industries Vrs.
CTO, (1994) 92 STC (WBTT)).

Works Contracts under VAT Regime

The value added tax system adopted by different countries in the world is in various with one
another. To move towards global economy States are anxious to hammer out a system of tax incidence
which is user-friendly and a regime in which there will not be any element of tax export from one
country to another. In a quasi federal country like India, the Union government has to facilitate
uniformity in laws. But till now the Empowered Committee has been established to hammer out the
modalities by consultation with individual States. Vital anxieties at the field level have never been
addressed to. It is not easy to comprehend taxing goods without the element of services involved in
levying tax on goods at the retail point. India adopted destination based VAT; in fact, it is only value
added sales tax of multi-point with marginal adjustment of tat that has already been paid. Set-off is
given on a tax period basis. This it self inherently can not result in removal of sting of cascading effect.
Unless a particular individual item is followed up from the point of raw materials up to the manufacture
of finished goods and from finished up to the point of accretion of the materials as goods as such or ij
some other form, even Vishwakarma can not avoid cascading effect of tax on tax. While paying on
works contracts, can anybody say the amount of tax already embedded in the cost of materials like
cement and steel? Regarding tax export unless the Central Sales Tax Act is amended making the tax at
zero-rated inter-State works contracts will make the consumers pay for the works contracts entered in
other State and the State of origin of the works contracts agreement, exports the Central Sales Tax to the
consumer of the importing State. With nebulous system imposed for taxing works contracts, without
making any distinction between goods and works contracts arbitrariness of the Department is
apprehended due to ignorance of the system to tax by a tax-gatherer. He is put to great risk of being
accused of being arbitrary. It is surprising that works contracts are not properly understood for taxation
purpose to compound the pathetic position taxes like entry tax, octroi duty and other levies saddled on
goods involved in execution of works is having deleterious effect on the consumer who is ultimately
constrained to pay the taxes. The claim of VAT resulting in transparency is an empty claim and
unworkable under any of the present statutes brought into effect by almost all States except Tamil Nadu
and Uttar Pradesh. The position of levy of tax on works contracts under General Sales Tax Acts was
bad. And now with VAT statutes it is worse.
What sort of retail tax invoice the contractor is expected to give to the Contractee and what sort
of input tax adjustment is he expected to claim at the time of filing return as also assessment.
With regard to determination of value of goods also the value has to be reasonably evaluated at
the point of accretion of those goods qua goods or in some other form. At how many rates these goods
involved are to be taxed and are the goods not transforming it into a different commodity at that point.

Works Vis-à-vis Sale

The primary difference between a contract for work (of service) and a contract for the sale of
goods is that in the former there is in the person performing the work rendering a service, no property in
the thing is produced as a whole, even if a part or even a whole of the materials used by him may have
been his property. Eventually, the property passes in the generality of building contracts, the agreement
between the parties is that the contractor should construct a building according to the specifications
contained in the agreement, and in consideration therefore, he should receive the payment as provided
therein. There is, in such agreement, neither a contract to sell the materials used in construction, nor
does property pass therein only movables. The materials pass to the owner of the building only as on
accretion to the building. A contract for sale of materials can not be implied from such an agreement. It
may sometimes be difficult to decide whether a contract is of works or of sale. Several tests are adopted.
One test is
Whether primarily the transfer of the movable article is taken as such, or whether the transfer is only
ancillary to another contract. Another test is whether the article supplied has itself a general market. A
contract to produce photographs of a particular person is, for example, one of works, because the
photographs would have no general market. The production is really of a work of art requiring skill.
[Pages 13 & 19, Sixty-first Report of Law Commission of India].

Charging Sales Tax in the bill

The fact that the contractor has himself charged sales tax in his bill, does not necessarily make
his transaction a ‘sale’, if, on its terms, it is a contract for work and labour. [Eastern Typewriter Service
Vrs-State of AP, (1978) 42 STC 18 (AP)]

Civil works Contracts

The words ‘civil works’ is a combination of two words, Le., civil and works. The word “civil” is
derived from Latin word “civil” meaning a citizen. The word “Civis” when used as an adjective to
“law” has been defined in the Shorter Oxford Dictionary as pertaining to private rights and remedies of
a citizen as distinguished from criminal, political, etc. the word “ Works” means some sort of
construction of permanent nature. The general word “works” is limited to something materials in the
sense of buildings, structures and such like improvements. The plural “works” is used in the sense of
operations, project, schemes, plan such as building works, irrigation works, etc. A civil work is always
distinguished from the work connected with the defence, [Gammon India Ltd. Vrs. Addl.CCT, (2005)
141 STC 321 (Ker)]. Civil contract works can not be confined to only to the building construction but
they take within their sweep all the constructions of civil nature, exhaustive description of which is not
possible.[Purolator India Ltd. Vrs State of UP, (1997) 105 STC 373(AII)]

Civil work like…….

The word “like” is defined in Webster Dictionary to mean analogous; resembling; having
resemblance; similar; equal; same in quantity; amount or extent; having the same; or merely the same
appearance; qualities, or characteristics; resembling; similar to; equal in quality, etc. In the same entry
immediately after the word civil works, the words like construction of buildings, bridges, roads, etc. it
only means, to fit into this entry the civil works should be similar to construction of building, road, etc.
the construction of homes and buildings in which people live and work has been a major industry ever
since early human beings first made huts of sticks, mud and rocks. Methods of building construction
have been constantly improved since they were the first crude structures. The definition of ‘civil works’
is illustrative as the word ‘like’ precedes the words ‘construction of building, bridges, roads, dams,
barrages, sewage, spillways and diversions’. The definition of works contract is illustrative, which will
not include all types of civil works. Applying ejusdem generic it must be held that only those works
which are in the nature of the works described in the notification as ‘civil works like construction of
buildings, bridges, roads, dams, barrages, sewage, spillways and diversion’ are civil work. In a case
where the contractor has constructed washable apron which is prepared by preparing cement concrete
flooring in between two railway lines at he railway platforms, would come within the ambit of civil
works and the like. The words ‘civil works’ will take colour and shade from the following words and
that has to be given restricted meaning consistent to the illustrative words occurring in the notification.
The word ‘like’ is significant and that indicates that works of the type which are specifically in the
notification only are the civil works and not beyond that. [Anurag Enterprises Vrs. State of UP, (1996)
101 STC 16(AII); Engineers Enterprises Vrs. DCST, (1997) 105 STC 378 (AII); Raghuram Reddy Vrs.
CCT, (2004) 134 STC 598 (Kar)]

If the entry were to be mere ‘Civil Works’ then the design and construction of natural draught
cooling towers is also a civil work, but the entry roads civil works “like”. The Legislature has not used
the word ‘building’ as a term of art, but it is used in the ordinary sense of a house where people live and
work. The meaning in the entry can be determined in the light of the language employed in the entry
itself. The deciding factor in the entry is the execution of the civil work which is similar to construction
of a building, bridges, roads, etc. Therefore, the nature of work that is contemplated under the entry
must be a civil work, which is similar or akin to construction of a building. The deciding factor is
whether the civil works executed by the contractor is similar to construction of a building. If this
predominant ingredient does not exist in the nature of execution of works contract, then the other types
of civil of works would not fit into the entry [Gammon India Ltd. Vrs. Addl.CCT, (2005) 141 STC 321
(Ker)].
 In the case of Engineers Vrs DCST, (1997) 205 STC 378 (AII), on the interpretation of the entry
‘civil works like construction of buildings, bridges ,roads ,dams ,barrages and seaways , spillways
dams, diversions’, the Allababad High Court observed that the works mentioned therein are not
exhaustive but they are illustrative in nature. It is for the authorities, on the facts and circumstances of
each case, to consider and draw inference whether any work for which the contractor claims exemption
under the entry could constitute to be one to cover like civil contract. There is difference between ‘the
like ‘and ‘the same ‘. The word ‘like’ used clearly denotes not same but something similar to that which
can be extended to such other work which may qualify to be of the similar nature. It would be erroneous
if the words ‘civil works like..’ are given restricted meaning. As exhaustive description cannot be
possible in case of civil contract works, which is not also restricted to building construction works, the
work ‘like’ is used as suffix to the words ‘civil works’[Purolator India Ltd.Vrs.State of Up,(1997)105
STC 373(All)].

Building Contracts

A building or engineering contract may be defined as an agreement under which a person

(variously’ referred to as builder or contractor), undertakes for reward to carry oit for another person
(variously referred to as the building owner or employer), works of a building of civil engineering
character, [Hudson, Building & Engineering Contracts, 1965 Edition, Page 1 : Sixty-first Report of Law
Commission of India, Page 12]

Repairs and new Contracts

A works contract may comprise of new works, and also repairs, for example, the operations of
the Central Public Works Department are divided primarily into two categories, ‘ original works’ and ‘
repairs’. It has been stated in the Report of the study Team on CPWD, (July, 1965), that, original works
comprise all new construction, whether of entirely new works or of additions and alternations to existing
works or replacement or remodeling of existing buildings. Repairs include operations undertaken to
maintain buildings and works in proper condition. [ Page 12 & 13, Sixty-first Report of Law
Commission of India]
 Asphalting or repair of road or bridge

Asphalting or repair of a road or a bridge is in the nature of a civil work. The work executed by
asp halting of the road can not be brought to tax on the ground the work executed is a civil work like
construction of a road. Where the construction is not predominant, the works not involving that element
can not be made liable for payment of tax by giving extended meaning either to the word ‘construction’
so as to include the work relating to repair of roads or asphalting of roads; or the word ‘like’ which is
prefixed to the word “construction” intending to represent various other types of work like ‘repair’ ad
‘improvement’ which are really not in the nature of construction of a road, bridge or a building. Further
the word etc. suffixed to all types of civil works including construction of buildings, bridges, roads, etc.
is referable only to the civil works in the nature of construction of buildings, bridges, roads and the work
relating to construction of other varieties of work in addition to construction of buildings, bridges, roads.
While interpreting taxing statute it is not permissible for the Court to supplement the deficiency in the
language of the statute and make a citizen liable for payment of tax. If there are two views on the
question regarding the liability to pay tax or the right of the State to levy tax, the Courts will have to
take a view in favour of the citizen. It is not permissible for the State to levy tax for the work executed
which relates to asp halting of the road, [Raghuram Reddy Vrs. CCT, (2004) 134 STC 598 (Kar)]

Road repair materials

In a tender for works named, ‘construction of dual carriage way” between two places which is
accepted in favour of assessee. In the tender, the different works to be done were disintegrated from
many of the items with reference to supply and stacking of materials on the roadsides. The tender shows
that the disintegrated articles to be supplied were to be used in the construction of the road. On an
analysis of the agreement it could be found out that there was no agreement to supply the materials
independently of the construction of the road. Therefore, the contract was one for work and was
indivisible. The title to the materials supplied passed as a part of the road constructed. [Sri Kanhucharan
Das Vrs. State of Orissa, (1971) 27 STC 571 (Oril): Natabar Mohanty Vrs State of Orissa, (1971) 27
STC 572 (Oril); Biraja Prasad Ray Vrs. State of Orissa, (1971) 27 STC 588 (Oril)]/