Ministry of Rural Development

Government of India

Asian Development Bank

Institutional Development for Rural Roads

Asset Management – Support to the Establishment of
Rural Road Network Management Units and
Rural Connectivity Training and Research Centers
(TA 8110 – IND)

OPERATIONS MANUAL (RRNMU)

Part-B
Policies, Procedures and Guidelines (PPG)
 Table of Contents
LIST OF ABBREVIATIONS...........................................................................................................................7
1 STATE-LEVEL INSTITUTIONAL STRUCTURES.............................................................................12
1.1 State-Level Agencies...................................................................................................................................12
1.2 Rural Road Network Management Units (RRNMUs)..................................................................................14
1.3 Project Implementation Unit (PIU)..............................................................................................................14
1.4 Management and Monitoring System..........................................................................................................15
2 THE ROAD NETWORK..........................................................................................................................18
2.1 DEFINITION OF NETWORK....................................................................................................................18
2.2 Preparation...................................................................................................................................................18
2.2.1 Identification.............................................................................................................................................18
2.2.2 Inventory..................................................................................................................................................19
2.3 Presentation.................................................................................................................................................20
2.3.1 Network mapping.....................................................................................................................................20
2.4 Categorisation..............................................................................................................................................21
2.5 UPDATING MASTER PLAN AND CORE ROAD NETWORK...............................................................22
3 INSPECTION AND CONDITION SURVEY..........................................................................................25
3.1 Frequency of Inspection...............................................................................................................................25
3.2 Condition Survey.........................................................................................................................................25
3.2.1. Recording Road Condition......................................................................................................................25
3.3 MAINTENANCE REQUIREMENTS & ESTIMATION OF COSTS.........................................................27
3.3.1. Rapid Condition Survey..........................................................................................................................28
3.3.2. Engineers’ Estimate................................................................................................................................28
3.3.3. Location-Specific Estimate.....................................................................................................................29
3.3.4. Historical Records..................................................................................................................................30
3.3.5. Maintenance Activities...........................................................................................................................30
3.4 Recording Defects........................................................................................................................................31
3.4.1. Diagnosis and identification of remedial actions.....................................................................................31
4 PRIORITIZATION...................................................................................................................................39
4.1 HDM IV/RED..............................................................................................................................................40
4.2 Core Road Network (CRN)..........................................................................................................................40
4.3 Socio-Economic Benefit/cost Analysis........................................................................................................40
4.3.1. Community Consultation.........................................................................................................................40
4.3.2. Screening.................................................................................................................................................40
4.3.3. Technical Analysis...................................................................................................................................41
4.4 IRAP (Integrated Rural Access Planning)....................................................................................................41
4.5 Cost-Effectiveness Indicator (CEI)..............................................................................................................41
4.6 Point Scoring...............................................................................................................................................41
4.7 Activity Matrix............................................................................................................................................42
4.8 Road Condition Rating/Road Condition Index (RCR/RCI).........................................................................42
4.8.1. Condition Survey Procedure...................................................................................................................43
4.8.2. Logistics of Data Collection....................................................................................................................43
 4.8.3. Condition survey......................................................................................................................................45
4.8.4. RCI as a monitoring and audit tool..........................................................................................................48
5 STRATEGIC PLANNING AND ANNUAL PROPOSALS....................................................................52
5.1 STRATEGIC PLANNING..........................................................................................................................52
5.1.1 Changes in Road Use...................................................................................................................................52
5.1.2 Strategic Response.......................................................................................................................................52
5.2 Funding and Allocation................................................................................................................................53
5.3 The Proposal................................................................................................................................................54
5.3.1 State Level Standing Committee...............................................................................................................55
5.4 Preparation of Detailed Maintenance Plans (DMPs)....................................................................................56
5.4.1. Entry of Detailed Maintenance Plan Data on OMMAS...........................................................................56
5.4.2. Scrutiny by State Technical Agency......................................................................................................56
5.4.3. Uploading of Tender Documents...........................................................................................................57
5.4.4. Clearance of Proposals on OMMAS.....................................................................................................57
6 PREPARATION OF MAINTENANCE PLAN & PROGRAM.............................................................59
6.1 Detailed Maintenance Plans (DMPs)...........................................................................................................59
6.1.1 DMP with Estimation of Quantities and Costs.........................................................................................60
6.1.2. Specifications..........................................................................................................................................61
6.1.3. Standard Nomenclature of Items of Work...............................................................................................61
6.1.4. Analysis of Rates.....................................................................................................................................61
6.2 Estimates......................................................................................................................................................62
6.3 Use of Consultants for Preparation of Detailed Maintenance Plan...............................................................62
6.4 SCRUTINY OF DETAILED MAINTENANCE PLAN..............................................................................62
6.4.1. Scrutiny at RRNMU Level......................................................................................................................63
6.4.2. Compilation by RRNMU.........................................................................................................................63
6.4.3. Uploading of Tender Documents.............................................................................................................64
6.4.4. Summary of Proposals.............................................................................................................................64
6.4.5. Schedule of Activities..............................................................................................................................64
7 BUDGET AND COST MANAGEMENT.................................................................................................67
7.1 Upgrading....................................................................................................................................................67
7.2 Reduced Frequency of Maintenance Activity..............................................................................................67
7.3 Reduced Scope of Maintenance Activity.....................................................................................................68
7.4 Lower Access Standard................................................................................................................................70
7.5 Stages in Budget/Cost Management............................................................................................................70
Road Safety..........................................................................................................................................................72
8 ROAD SAFETY.........................................................................................................................................73
8.1 Code of Practice...........................................................................................................................................73
8.2 Accident Characteristics and Mitigation Measures......................................................................................73
8.3 INSTITUTIONAL ASPECTS OF ROAD SAFETY...................................................................................77
8.3.1 Zonal Rural Roads Safety Officer.........................................................................................................77
8.3.2 State Rural Road Safety Officer............................................................................................................78
8.3.3 Fund Allocation for Safety Works.........................................................................................................78
9 ENVIRONMENT.......................................................................................................................................80
9.1 Potential Environmental Impacts.................................................................................................................80
9.1.1 Environmental Impact Assessment (EIA)/ Environmental Management Plan (EMP)...........................82
 9.1.2 Community Participation.......................................................................................................................82
10 SOCIAL ISSUES.......................................................................................................................................84
10.1 Gender.........................................................................................................................................................84
10.2 Community Consultation and Mobilization.................................................................................................85
10.3 Encroachment on the Road Reserve.............................................................................................................85
10.4 Land, property, and Riparian Issues.............................................................................................................85
10.5 Advertising at the RoadSide........................................................................................................................85
10.6 HIV/AIDS....................................................................................................................................................85
10.7 Social Impact Assessment (SIA) & Resettlement........................................................................................86
11 CLIMATE CHANGE................................................................................................................................88
11.1 Adaptation interventions..............................................................................................................................88
11.2 Adaptation options for rural roads...............................................................................................................88
11.2.1 Adaptation options for bridges..............................................................................................................91
12 CHOICE OF TECHNOLOGY.................................................................................................................94
12.1 Technology Initiatives.................................................................................................................................95
13 COMMUNICATIONS..............................................................................................................................97
13.1 Media...........................................................................................................................................................97
13.2 Press Release...............................................................................................................................................97
13.3 Reports.........................................................................................................................................................97
13.3.1 Reporting Road Defects and Dangers....................................................................................................97
13.4 Coordination with the National Highway Authorities..................................................................................97
14 PROCUREMENT......................................................................................................................................99
14.1 Standard Bidding Process............................................................................................................................99
14.1.1 Scope of Work Tendered.....................................................................................................................100
14.1.2 Specifications, Rates, and Bill of Quantities........................................................................................100
14.1.3 Call for Tenders by SRRDA and Bid Capacity...................................................................................100
14.2 Preparation of Bidding Document..............................................................................................................101
14.2.1 Generating Bidding Document from OMMAS....................................................................................102
14.2.2 Press Advertisement of NIT................................................................................................................102
14.2.3 Sale of Bidding Documents and Pre-Bid Meeting...............................................................................103
14.3 Receipt of Bids..........................................................................................................................................103
14.4 Opening of Bids.........................................................................................................................................103
14.5 Technical Bids and their Evaluation..........................................................................................................104
14.6 Opening and Evaluation of Financial Bids.................................................................................................105
14.7 Acceptance of Bid and Performance Security............................................................................................106
14.8 Contract and Work Order...........................................................................................................................106
15 PROGRAMME IMPLEMENTATION AND CONTRACT MANAGEMENT..................................109
15.1 Contract Documents..................................................................................................................................109
15.2 Pre-Mobilization........................................................................................................................................109
15.2.1 Insurance:............................................................................................................................................109
15.2.2 Sub-contracting:..................................................................................................................................109
15.2.3 Mobilization Advance:........................................................................................................................110
15.3 Mobilization...............................................................................................................................................110
15.3.1 Intimation of Mobilization...................................................................................................................111
15.3.2 Management Meetings........................................................................................................................111
15.4 Commencement of Work, Progress, and Time Control..............................................................................112
15.4.1 Updating Work Programme.................................................................................................................112
15.4.2 Subcontracting.....................................................................................................................................112
15.4.3 Liquidated Damages............................................................................................................................113
15.5 Quality Control..........................................................................................................................................113
15.6 Cost Control and Variations.......................................................................................................................115
15.6.1 Extension of Completion Date.............................................................................................................115
15.6.2 Payments and Deposits........................................................................................................................116
15.7 Compensation Events.................................................................................................................................116
15.7.1 Defect Liability Period........................................................................................................................116
15.7.2 Dispute Resolution..............................................................................................................................116
15.8 Completion................................................................................................................................................117
15.8.1 Final Account......................................................................................................................................117
15.9 Termination...............................................................................................................................................117
16 QUALITY MANAGEMENT..................................................................................................................120
16.1 Quality Standards.......................................................................................................................................120
16.2 Two-Tier Set Up for Quality Management................................................................................................120
16.2.1 First Tier..............................................................................................................................................120
16.2.2 Second Tier.........................................................................................................................................122
16.3 Quality Control Laboratories.....................................................................................................................125
17 MONITORING & REPORTING...........................................................................................................127
17.1 Online Monitoring.....................................................................................................................................127
17.1.1 Online Monitoring Responsibilities.....................................................................................................127
17.1.2 Operating the On-Line Monitoring and Management System (OMMAS)...........................................128
17.1.3 Sequencing Protocol Under OMMAS.................................................................................................129
17.1.4 M.I.S Outputs and Analysis.................................................................................................................129
17.2 Monitoring and Reporting at RRNMU and PIU Levels.............................................................................129
17.2.1 Preparation of Proposals:.....................................................................................................................130
17.2.2 Monitoring Condition Surveys and Preparation of Detailed Maintenance Plan:..................................130
17.2.3 Monitoring of Procurement:................................................................................................................130
17.2.4 Monitoring Implementation of Contracts:...........................................................................................130
17.3 Monitoring at THE State Level..................................................................................................................130
ANNEXURE B-1: Pre-Printed Blank Proformas For Site Recording Of Inventory Features....................133
ANNEXURE B-2: Emergency Response.........................................................................................................137
ANNEXURE B-3: Procedural Guidelines for Conducting Rural Road Maintenance Inspections.............139
ANNEXURE B-4: Calculation Of Accessibility Index....................................................................................141
ANNEXURE B-5: Traffic Survey And Analysis.............................................................................................142
ANNEXURE B-6: Guidelines For Axle Load Violation.................................................................................151
ANNEXURE B-7: Road Condition Rating Score For Different Distress Levels – Flexible Pavements......159
ANNEXURE B-8: Photographic Examples Of Various Types Of Pavement...............................................166
ANNEXURE-B-9: Condition Rating Forms For Site Inspection...................................................................177
ANNEXURE B-10:RCI As Prioritization Tool- Case Study..........................................................................182
ANNEXURE B-11: Guideline For Preparation Of Annual Programme And Budget (APB) For RRNMU
 ................................................................................................................................................................... 186
ANNEXURE B-12: Indicative Proportional Allocations For Different Condition.......................................192
ANNEXURE B-13 Package For Calling Tenders..........................................................................................193
ANNEXURE B-14:Basics Of Social Impact Assessment (& Resettlement Planning)..................................197
ANNEXURE B-15: Design Measures For Road Safety..................................................................................201
ANNEXURE B-16: Further Details On Performance Contracts (PBMC)....................................................202
ANNEXURE B-17: Rural Road Network Management Report (QPR FORMAT)......................................204
 LIST OF ABBREVIATIONS

AABC Assessed Available Bid CP Corporate Plan

Capacity CP Concept Paper
AC Audit Committee CPF Community Participation
ADB Asian Development Bank Framework
ADT Average daily traffic CPD Continuing Professional
AE Assistant Engineer Development
AM Asset Management CPWD Central Public Works
AMC Annual Maintenance Department
Contract CRC Current Replacement Cost
AMP Asset Management Plan CRN Core road network
AP Annual Program CRRI Central Road Research
APB Annual Program and Institute
Budget CS Chief Secretary
APWD Assam Public Works CUPL Comprehensive Up-
Department gradation Priority List
A/R Annual Repair CVPD Commercial Vehicles Per Day
ARRTI Assam Road Research and DEA Department of Economic
Training Institute Affairs
AS Assam DF Draft Final
ASRB Assam State Road Board DFPR Draft Final Project Report
AV Asset Value (also known as DFR)
BCR Benefit Cost Ratio DMC Developing Member
BIP Blackspot Improvement Countries
Program DPIU District Project
BR Business Rules Implementation Unit
CA Corrective Actions DRC Depreciated Replacement Cost
C-DAC Centre for Development of DRRSO District Rural Roads Safety
Advanced Computing Officer
CDTA Capacity Development DSC Digital Signature Certificate
Technical Assistance CDS DTL Deputy Team Leader
Cross Drainage Structure DPR Detailed Project Report
CE Chief Engineer DRRP District Rural Roads Plan
CEE Continuing Education EA Executing Agency
Expert EC Engineer in Chief
CEE(RR) Continuing Education EE Executive Engineer
Expert (Rural Roads) EF Equivalency Factor
CEI Cost Effectiveness Indictor EIA Environmental Impact
CEO Chief Executive Officer CG Assessment
Chhattisgarh EIRR Economic Internal Rate of
CI Continuous Improvement Return
CGM Chief General Manager EMP Environmental
CGRRDA Chhattisgarh Rural Road Management Plan
Development Agency EOI Expression of Interest
CLW Cross Learning Workshop ERP Enterprise resource planning ES
CNCPL Comprehensive New Environmental Specialist ESAL
Connectivity Priority List Equivalent standard axle load
 IR2 Second Stage Inception
ESAL- Equivalent standard axle load Report
times km iRAP International Road Assessment
ESIA Environmental and Social Programme
Impact Assessment IRAP Integrated Rural Access
ETP External Training Providers Planning
FAM Facility Administration IRI International Roughness Index IT
Manual
Information Technology
FC Finance Commission
ITB Information to Bidder
FC Financial Controller
ITNO IT Nodal Officer
FFA Framework Financing Km Kilometres
Agreement
LA Local Architect
FFC Fourteenth Finance
Commission LB Labour Based
FPR Final Project Report LMS Learning Management
System
FSSR Final State Specific Report
LTFP Long Term Financial Plan
FY Financial Year
MAV Multi Axle Vehicle
GB Governing Body GCC
MB Management Board
General Conditions of
Contract MBD Multilateral Development Bank
GDP Gross Domestic Product MC Management Committee MDGs
GIS Geographical Information Millennium Development
System Goals
GNP Gross National Product MDR Major District Road
GoI Government of India M&E Monitoring and Evaluation
GVW Gross vehicle weight MFF Multi-tranche Financing
Facility
GVW-km Gross vehicle weight time km
MIS Management Information
HDI Human Development Index
System
HGV Heavy Goods Vehicle
MoRD Ministry of Rural
HR Human Resource Development
HRD Human Resource MORTH Ministry of Road Transport &
Development Highways
HRM Human Resource MOU Memorandum of
Management Understanding
IA Implementing Agency MP` Madhya Pradesh
IAS Indian Administrative Service MPRRDA Madhya Pradesh Rural Roads
IAHE Indian Academy of Highway Development Agency
Engineers MTEF Medium-Term Expenditure
ICT Intercontinental Consultants Framework
and Technocrats or NHAI National Highways Authority
ICT Information and of India
Communications Technology NIC National Informatics Centre
IF International Forum NIT National Institute of
IIM Indian Institute of Technology or
Management NIT Notice Inviting Tender NITHE
IIT Indian Institute of Technology National Institute for Training
INR Indian Rupee for Highway Engineers
IR Inception Report or NPPR National Policy on
IR Interim Report or Resettlement and
IR Initial Repairs Rehabilitation, 2007
NRRDA National Rural Road
NPV Net Present Value NQM Development Agency
National Quality Monitor
NSDC National Skills Development
Corporation RCIP Rural Connectivity
NSDP Net State Domestic Product Improvement Program
OD Odisha RCS Road Condition Surveys
ODR Other District Road RCS Road Condition Score
OM Operations Manual RCR Road Condition Rating
OMMAS On-line Management, RCTRC Rural Connectivity Training and
Monitoring and Accounting Research Centre
System RFP Request for a Proposal
OS Organisational Structure RFV Request for Variation
OSRRA Odisha State Rural Road RM Routine Maintenance
Agency RMMS Road Maintenance
OST Overseas Study Tour Management System
PB Plant Based RMPL Road Maintenance Priority
PBMC Performance Based List
Maintenance Contracting R&R Roles and Responsibilities
PCC Plain Cement Concrete RRDA Rural Road Development
PE Procurement Expert PEP Agency
Project Execution Plan RRM Rural Roads Manual
PIC Project Implementation RRNME Rural Roads Network
Consultant Management Expert
PIU Project Implementation Unit RRNMU Rural Road Network
PM Periodic Maintenance or PM Management Unit
Project Manager RSA Road Safety Audit
PM Policy Manual RSE Road Safety Expert
PMGSY Pradhan Mantri Gram Sadak RT Return Trips
Yojana RTI Rural Transport
PPC Project Preparation Infrastructure
Consultant SAR State Approved Rates
PPP Public Private Partnerships PPR SBD Standard Bidding Document
Project Preparation Report PPT` SCC Special Conditions of
Policies, Procedures and Tools Contract
PPTA Project Preparation Technical NSDC National Skill
Assistance Development Council
PRAMC Planning & Road Asset SE Superintending Engineer
Management Cell (No longer SH State Highway
current) SI Spot Improvements
PRI Panchayati Raj Institution SIT Stitch in Time, a maintenance
PS Principal Secretary strategy
PTA Principal Technical Agency SIO State Informatics Officer
PWD Public Works Department SIPRD State Institute Panchayat &
QA Quality Assurance Rural Development
QM Quality Management QPR SIRD State Institute of Rural
Quarterly Progress Report Development
RCI Road Condition Index SIS Student Information
System
SLSC State Level Standing
Committee
SMEC Snowy Mountains Engineering
Corporation
SMS Student Management System SP Strategic Plan
SOP Standard Operating SPS Safeguard Policy Statement
Procedure SQC State Quality Coordinator
SoR Schedule of Rates
SQM State Quality Monitor
SRRDA State Rural Road VRU Vulnerable Road Users WALMI Water
Development Agency and Land
SS Social Specialist Management Institute
SS Staffing Schedule WB` West Bengal or
WB World Bank
SSR State Specific Report
(depending on
SSR State Schedule of Rates context)
SSTC Second Stage Training WBS Work Breakdown Structure
Consultant
WBSRDAWest Bengal State Rural
SSW State Specific Workshop Development Agency
STA` State Technical Agency WRCS Weighted Road
STS Short Term Specialists Condition Score
SVR State Visit Reports WIP Work in Progress
SVTR State Visit and Training WP Work Program
Reports XEN Executive Engineer
TA Technical Assistance
TC Training Compendium
TFC Thirteenth Finance
Commission
TL Team Leader
TM Training Module, Manual or
Materials
TNA Training Needs Assessment or
Analysis
TOR Terms of Reference (also ToR)
TP Transition Phase
TP Training Plan (a multi-year plan)
TP Training Program (a one year plan)
TSC Technical Supervision
Consultant
TT Transition Team
TTT Train the Trainer
UL Useful Life
USD United States Dollar
VR Village Roads
 CHAPTER 1
State-Level Institutional
Structures
1 STATE-LEVEL INSTITUTIONAL STRUCTURES
The State is responsible for building the governance and skills capabilities of the institutions within
the State and managing the rural road assets as a network. It is therefore essential to strengthen
institutional capacities for systematic asset management by good planning and network management
procedures.

1.1 STATE-LEVEL AGENCIES

The existing State agencies involved in the implementation of PMGSY form the basis of the formation
and establishment of institutional structures for rural road management. PMGSY guidelines, para 7,
identifies States as the responsible Executing Agencies for PMGSY. States have identified the Nodal
Department that has the overall responsibility for implementation of PMGSY in that State. The Nodal
Department has set up a State-level autonomous Agency, State Rural Roads Development Agency
(SRRDA), that has a distinct legal status with registration under the Societies Act, 1860. SRRDAs are
autonomous bodies, they have a coordinating role for the rural road sector projects under PMGSY in
the State. SRRDAs have previously received funds from MoRD for the PMGSY capital works
program. A list of Nodal Agencies for the 5 RCIP States is placed in Table 1.1.

Table 1.1: Nodal Agencies for PMGSY Works in the RCIP States

State Nodal Department Executing Agency Autonomous Body

Assam Public Works Assam Public Works Assam State Road Board
Department, Assam Department (ASRB)
Chhattisgarh Panchayat &Rural Govt. of, Chhattisgarh Rural Roads
Development Chhattisgarh Development Agency
Department, Panchayat &Rural (CGRRDA)
Chhattisgarh Development
Department
Madhya Pradesh Department of Madhya Pradesh Madhya Pradesh Rural Road
Panchayat & Rural Rural Roads Development Authority
Development Development (MPRRDA)
Madhya Pradesh Authority
Odisha Department of Rural Works State Rural Road Agency
Rural Development Organisation Odisha (OSRRA)
West Bengal Panchayat & Rural Engineering wing of State Rural Development
Development Zila Parishad West Agency (WBSRDA)
Bengal

1.1.2 The functions of the Nodal Agency include:

 Rural Road Planning and Sectoral Coordination
 Management of Funds
 Preparation and submission of annual proposals
 Works Management
 Contract Management
 Financial Management
  Quality Management

All rural roads constructed under PMGSY that are older than 5 years and have completed their initial
PBMC built into the construction contract, upkeep and management of such road network for
preserving the assets is the responsibility of Nodal Agency. The Agency would, over time, be
responsible for these activities not only in respect of PMGSY roads but the entire rural roads sector. A
typical set-up for the Nodal Agency in a State is shown in Figure 1.1

Figure 1.1: Typical Structure of the Nodal Agency in the State

#SQC: State Quality Coordinator * SQM: State Quality Monitors **PIU: Project Implementation Unit RRNMU:
Rural Roads Network Management Unit
The Chief Executive Officer of the Agency is a Senior Officer of the State Secretariat hierarchy. The Agency has
a Financial Controller, to oversee the operations of the rural roads accounting system. The Agency maintains
centralized accounts, the Project Implementing Units (PIUs) have access to this. The Financial Controller’s
primary responsibility is enforcement of accounting standards and auditing through an online system called
OMMAS. Rural Road Network Management Unit (RRNMU) also uses OMMAS for its operations.
The Agency has appointed an Empowered Officer (distinct from the Financial Controller) for efficient financial
disbursement to the contractors. Since all the implementing units are operating on the SRRDA account
simultaneously, the Empowered Officers ensure efficient management of finances. NRRDA has prescribed an
accounting system that is utilized for rural road maintenance. This is based on the well-established accounting
system of the State’s Public Works Departments (PWDs). The Online Management Monitoring and Accounting
System (OMMAS) software supports the Accounting System and enables PIUs, RRNMUs, SRRDAs, and bank
branches concerned to make data entry online for their respective transactions.
The Agency has identified a State IT Nodal Officer to oversee the regularity and accuracy of the data furnished
by the Project Implementation Units (PIU). The IT Nodal Officer is responsible to oversee the upkeep of the
hardware and software as well as the IT training requirements of the personnel dealing with PMGSY. The
Agency has appointed a Senior Engineer as State Quality Coordinator (SQC) responsible for overseeing the
satisfactory functioning of the Quality Management within the state.

1.2 RURAL ROAD NETWORK MANAGEMENT UNITS (RRNMUS)

Thirty RRNMUs have been set up as an intermediary facilitating organization between SRRDA and PIUs,
initially covering maintenance activities for planning, programming, and budgeting in a network management
concept covering multiple PIUs. Each RRNMU will be a zonal or regional level organization in the hierarchy of
the state. The PIUs continue to undertake the execution of new construction works, whilst maintenance planning,
programming, budgeting after the 5-year post-construction period will be managed by the newly introduced
RRNMU. The PIU will provide all the data needed for the planning purposes, and after the planning and
budgeting have been finalized by RRNMU, PIUs will undertake the execution of the maintenance works. A
satellite model of the RRNMU based on a 3-tier working system of SRRDA would subsequently be developed
as shown in Figure 1.2

Figure 1.2: Satellite Model of PIU and RRNUMU

1.3 PROJECT IMPLEMENTATION UNIT (PIU)

The Project Implementation Units (PIU) are the basic units for project management, execution, and
accounting of works programs for rural road construction and maintenance. A PIU consists of one or
more Administrative Divisions, headed by an Executive Engineer or Superintending Engineer. The
PIU is directly responsible for contract implementation and Quality Management of rural road
maintenance works and is the financial and accounting center at the field level. PIUs have the
following themes for operations:

a. PIU has to be adequately staffed for new PMGSY roads as well as rural road
maintenance activities. Staffing may be periodically reviewed and appropriately amended
depending on the ongoing construction and maintenance works. The staffing will require to be
balanced as the need for new road works will eventually fall off and the demand for
maintenance works will increase.

b. PIU personnel are to be deputed for regular training in technical, accounting, contract
management, asset management, and quality management of rural road construction and
maintenance. RRNMU Management will arrange for training of its staff in coordination with
the staff of the RCTRCs. Other SRRDA personnel will periodically be included in such
training programs.

c. PIU personnel are to have a tenure of at least 3 years. Frequent transfers, particularly
of trained and experienced staff, adversely affect programming and implementation of
maintenance and construction programs and require additional investments in training and
HRD.

d. Adequate technical and financial power has to be delegated to the Executive

Engineer (EE) and Superintending Engineer (SE) in terms of the Departmental Works Manual
and Financial Code. The PIU is directly accountable to the RRNMU. The RRNMU will
coordinate with the PIUs for optimized maintenance with a principle of preservation and asset
management on a network basis.

1.4 MANAGEMENT AND MONITORING SYSTEM

The cyclic nature of rural road maintenance makes it essential to have computerized storage and
management of road inventory, road condition data, traffic and accident data, programming,
budgeting, and expenditure. An on-line (internet-based) computerized software has been
operationalized by C-DAC ( Agency of Ministry of Information Technology), with the following
purpose:

 Maintaining database of rural roads;

 Tracking annual proposals from the preparation of projects to completion of works;
 Ensuring availability of a simple and transparent accounting system;
 Ensuring maintenance management.

This database needs to be regularly updated with a full inventory and condition database for the
network to be of optimum use in maintenance management. This system has the GIS interface, the
road, culvert, and bridge inventory data with a pre-decided frequency of condition survey that needs
to be incorporated in the online database system.

The basic principles of this On-line Monitoring and Management System (OMMAS) are:

 data is entered at the point of origin, (i.e. at PIU and RRNMU levels);
 the same data is available in the processed form at SRRDA and NRRDA levels; with a
facility to drill down to basic units i.e. ‘road’ and ‘habitation’;
 MIS outputs can be tailor-made to suit PIU, RRNMU, SRRDA, and NRRDA needs and
thus eliminate paper reporting.

 The OMMAS has been created as a transparent (to citizen) website-based information
system with access by all stakeholders: PIUs, RRNMU, SRRDA, STA, SQC, NRRDA,
NQM, etc. to enable pooling of data emanating from a variety of sources.
 CHAPTER 2
The Road Network
 2 THE ROAD NETWORK
Historically, roads were simply recognizable routes without any formal construction or maintenance.
The Organization for Economic Co-operation and Development (OECD) defines a road as "a line of
communication (traveled way) using a stabilized base other than rails or air strips open to public
traffic, primarily for the use of road motor vehicles running on their wheels", which includes "bridges,
tunnels, supporting structures, junctions, crossings, interchanges, and toll roads, but not cycle paths".

2.1 DEFINITION OF NETWORK

‘The Legal Insider’ defines the “Road Network as all types of roads, including international roads,
national highways, district roads, feeder roads, urban roads, mule tracks/ trails, and roads not under the
authority of a Department, such as but are not limited to forest roads, farm roads, power tiller roads,
telecommunications road, power roads, mining and exploration roads, industry roads, health roads,
education roads, public roads, private roads, project roads and all the types of bridges on that road.”
For this document, we will restrict the definition of the road network to all the roads that come under
the purview of RRNMUs, the rural roads constructed under PMGSY or by states, and maintained by
the department.

2.2 PREPARATION
The identification and inventory of rural roads to be maintained by the maintenance agency is the basis
for maintenance management. It is necessary to identify and inventory the roads for the initial
documentation of the network. As the road network will change with time (as new roads are
constructed or roads are transferred to and from the jurisdiction of the rural road maintenance agency ).
it is essential to carry out periodic checks and update the inventory at frequent intervals. There are
three stages in the preparation of the inventory:

 Identification
 Inventory
 Categorization

2.2.1 Identification

A list of all rural roads that need to be maintained (this is usually presented as a zonal/area map of the
geographical coverage of the maintenance agency) should give basic information on:

• Road no;
• Start/endpoints (to/from);
• Class/category of the road (TR – through routes collect traffic from link roads or chain of
habitations and connect to higher category road, such as district, state, national highway; LR –
roads connecting one or more habitations to TR or higher category road.)
 • Surface type;
• Traffic (AADT/EDT);
• Linkage to other roads (best shown on a map and usually undertaken during regular inspection
and condition survey of the rural road network);
• Major structures.

2.2.2 Inventory

This stage is the collection and recording of more detailed information on the locations of each
infrastructure feature and their location along that road.

The inventory should be recorded in as much detail as is possible, subject to constraints of time and
resources, and in line with local requirements and practices. The information in Table 2-1 is
considered as ‘necessary’ and ‘desirable’ for efficient maintenance operations. Standard forms may be
prepared for recording inventory information or, more sophisticated, GIS and/or computer-based
logging systems may be used for this.
Table 2-1: Information Relevant to Maintenance Management

Necessary information & location of each Desirable information

feature (subject to time and resource constraints)
 Road No.  Climatic – rainfall, flood patterns, adjacent
 Road Type management of watercourses and irrigation
 Geometry – alignment, profile, cross-section  Borrow pits
(carriageway & shoulders)  Social facilities – schools, health centres,
 Pavement – surface, pavement administrative
construction  Strategic services (e.g. electricity
 In situ soils substation, power lines, telegraph poles)
 Drainage – culverts (pipes, boxes, other), drifts,  Land use (e.g. forest, paddies)
longitudinal ditches, mitre drains, irrigation  Road furniture – signs, barriers etc
systems, etc  Urban areas, habitation – population if
 Structures: bridges, type, size; retaining known
walls, type, size  Special features (e.g. burial area, tourist
 Traffic: AADT/EDT; any special features location)
(e,g, many HGVs)  Details of road history (construction and
 Junctions: location, classification of maintenance) and current maintenance
connecting roads regime (if any)
 Industrial sites (e.g. factory, quarry, markets)
 Hazard areas (e.g. sharp bends, road safety risk)
 Vulnerable locations (e.g. risk of flooding,
erosion)

Location of inventory features is important. This may be fixed by vehicle odometer but a
complementary measure that may be considered is the installation of km posts along the road by fixing
km 0 as one end or the other of the road in question. Some roads may tend to have very different
characteristics along the length of that road (e.g higher traffic volumes between the main road junction
and a quarry, thereafter little traffic) and it may be suitable to sub-divide the road into different
sections which might be considered separately for planning, prioritization, design, and justification for
maintenance interventions.

2.3 PRESENTATION
Maps may be used at two levels:

a. Overall development planning of an area (e.g. district, Panchayat, Zone, State).

b. Planning of road maintenance or other road works.

There are various ways of presenting inventory information:

 network mapping

 a database that is a computer-based RMMS or GIS system may be used to present data
visually.

 strip plan

2.3.1 Network mapping

a. Terrain map

Rural roads may be marked upon a geographical map which also shows locations of physical features
such as watercourses, villages (a scale of 1:250000 can be useful for overall network presentation),
and Survey of India: Topographical Map 1:50000 can show greater colour-coded detail (e.g. road
condition, individual inventory features, contract packaging) and useful for display. These maps are
available in digitized form for some rural areas under IRS-P5 CARTOSAT 1 and IRS – P6
CARTOSAT 2. Such digitized maps can be readily updated and scales adjusted as required.

b. Diagrammatic map

Roads may be shown as straight lines between nodes/junctions giving a clear network layout including
inventory features although not to scale. These maps can also be digitized.

c. Strip plan

This is a detailed variant of the diagrammatic map that shows each road represented as a straight line
on which inventory features are marked on each side of the road centreline. An example showing
typical inventory details is shown below in Figure 2-1. Typical pre-printed blank proformas for site
recoding of inventory features are set out in Annexure B-1.

Another variant of the strip plan is a segmented map in which the road is divided into sections (e.g.
lengths of 5 km) and marked up with inventory features. These maps often show the geometric
alignment of the road and are most easily handled in digital format. These maps can show the
inventory information in greater detail and also has additional (overlay) information such as condition,
maintenance, contract data, accident and traffic figures, etc.
Source: Rural Road Maintenance Management, Bjorn Johannessen, IT Transport Ltd, 1999

Figure 2-1: Typical Inventory Details

2.4 CATEGORISATION
Although the rural road may already be classified following the national/state road classification
system, within this network there will be functional categories of the rural road e.g. village access,
through road, link road as identified under PMGSY. This functionality is often confirmed by
population, traffic and usage characteristics, or political importance. Broadly categorizing the rural
roads can give a useful hierarchy of strategic value or importance of a road within the network which
can be useful for prioritization. An example of such categorization criteria is given below in Table 2-
2.
 Table 2-2: Categorization of Roads

Category Description of rural road functionality

Higher classification roads that
Expressways, National highways, Urban roads, Regional/collector roads
are the responsibility of other
national/ state agencies
Links to administration and social facilities. Locally strategic locations
Rural Roads Category I
and population centers Part of CRN
Links to Cat I roads, lesser population centers, minor administrative and
Rural Roads Category II social facilities Part of CRN
Rural Roads Category III Links to Cat II roads, other villages, other roads/tracks
Other (not the responsibility of
Links to Cat III roads These may be tracks/ informal/ ungazetted roads
the rural road maintenance
or in ownership of adjoining landowners.
agency)

2.5 UPDATING MASTER PLAN AND CORE ROAD NETWORK

It is expected that every block and every district of the state should have Master Plans for the entire
rural road network in digitized form. All the states have prepared the District Rural Roads Plans to
build up from the Block Level Master Plans showing the core network and other roads as per the
PMGSY Programme Guidelines in consultation with the PRIs and MLAs/MPs of the area. They
have been involved in the preparation of comprehensive Block-Level Master Plans and District
Rural Roads Plans showing habitations connected and unconnected, existing roads, habitations
unconnected, core roads and non-core roads, etc. The Core Network includes roads required to
assure each eligible Habitation with a Basic Access (single all-weather road connectivity) to
essential social and economic services. The Core Network consists of some of the existing rural
roads as well as all the roads proposed for new connectivity under the PMGSY.

For the rural roads devolved to PRIs, simple inventory details (length, width, cross drainage works)
and visual condition surveys may be carried out and a unique ID is given to every rural road. This
should form the basis for the preparation of Annual Maintenance Plans. While data regarding the
length of the core network is regularly updated by the states and the NRRDA. For rural roads with
the PRIs, there is currently no system of road inventory and condition surveys. Traffic counts are
also not practiced on these roads. However, data on the length and width of roads is available at the
district level in many of the states.

Where this Masterplan does not exist, the District Panchayats should lead the process in
collaboration with Gram Panchayats and Block Panchayats:

 Prepare a layout of the roads from the existing revenue map of the District Panchayat and
plot the District Rural Roads Plan (DRRP) on it.

 The Colour code on the roads of the map as yet to be constructed and yet to be upgraded.

 These maps shall be digitized and hosted on a GIS platform.

  These updated digital maps shall indicate roads constructed, roads upgraded, roads yet to
be constructed and roads yet to be upgraded, internal village roads, non-core roads.

 Each rural road in every district should be given a Unique ID number just as Aadhaar
Card for every citizen so that the total stock of rural roads is available at one place in the
Zilla Panchayat Headquarter. The Zilla Panchayat, through the GIS platform, can
monitor and track the progress of road activities including maintenance.

 The Zilla Panchayat will coordinate with the State Rural Roads Development Agency
(SRRDA) in the state through the PIU and RRNMUs for monthly progress review and
coordination meetings.

 The Zilla Panchayat will strengthen the capacity of Block/Mandal Panchayat by placing
Junior/Asstt. Engineers and Revenue Patwari/officials to prepare the maps as mentioned
above.

 The SRRDA would support in training of Gram Panchayat and Block/Mandal Panchayat
Engineers and Revenue officials, through RCTRCs

It is expected that this Master Plan and Core Road Network will be updated as necessary and at
least at an interval of five years. The procedures for initial preparation of the Master Plan and
CRN are set out fully in the NRIDA’s PMGSY Operations Manual Chapter 3: Planning. These
procedures may be taken as a template for updating. Once the Core Network is revised to the new
set of village populations, the road length to be catered under each RRNMU will change
encompassing more road lengths of the new core road network in the updated master plan.
 CHAPTER 3
Inspection And Condition
Survey
3 INSPECTION AND CONDITION SURVEY
Inspection and condition surveys, undertaken on a regular periodic basis, are useful for RRNMU and
PIUs:

a. to enable a detailed knowledge of the rural road network, problems, and potential weaknesses;
b. to make objective assessments of maintenance needs;
c. to prioritize routine and periodic maintenance works;
d. to draw up a program of future maintenance needs;
e. to monitor and review the effectiveness of post-maintenance and construction works;
f. to respond more rapidly and effectively to emergencies.

Basic steps for inspection and condition surveys are similar for road inventory surveys, but
concentrating on condition rather than identification and location of individual features. Locations are
identified where deterioration is taking place and the nature of the defect is recorded. Quantification of
defect may be by visual assessment or empirically (e.g. FWD, Bump Integrator, Benkelman Beam).

3.1 FREQUENCY OF INSPECTION

The rural road network should be inspected at least once each year, after the end of the monsoon rains.
If possible a second inspection, before the rains, may be desirable, but, either way, results of the
condition survey should be available to be used in the preparation of annual budget estimates. Given
the Indian monsoon period of May-November and the start of the subsequent FY in April, inspection,
diagnosis, design, and budget preparation coincides with the maintenance works implementation
period.

3.2 CONDITION SURVEY

If possible a two-stage approach is recommended depending on available resources:

a. A trained team uses standard procedures and equipment to identify and measure defects
including locations where further investigation might be necessary;
b. Follow up involving more experienced engineering personnel, additional investigation, etc.

This approach ensures that a ‘second opinion’ by an experienced person is obtained and good use of
resources is done by ensuring that ‘higher powered’ identification, quantification, and diagnosis is
concentrated on areas of greatest need.

3.2.1. Recording Road Condition

Particular attention should be given to:

 The overall performance and condition (access standard);
 The road drainage effectiveness;
 The performance and condition of cross-drainage structures;
 Road pavement condition;
  Shortcomings in design or changed usage/traffic;
 Environmental issues (e.g. erosion, flooding, slope stability);
 Road safety.

Completed forms should be retained in the original format. It is desirable to record results in tabular
form. Recording may also be directly logged digitally as an input to a customized RMMS or linked to
GIS location registration. GIS and GPS technology should be used to the maximum extent possible for
information mapping and data collection for the provision of spatial location, statistics, and as an input
to OMMAS.

Recording defects is an activity closely akin to procedures for inspection and condition survey. For
scheduled activities (e.g. routine maintenance) records should show the location and extent of
necessary treatment. For other activities in response to road conditions, records should log not only the
location and extent but also the severity of the defect. Recording may also be directly logged digitally.
Given that the time available for the condition survey is often limited, effort should be concentrated on
the highest priority issues as listed in Table 3-1.
Table 3-1: Priority Issues in the Condition Survey

Drainage Features Indicators

 Size of waterway area
Cross drainage structures (culverts, ridges)
 Silting/blockage
 Vegetation growth
Side drains and turn-outs  Erosion
 Silting blockage
 Erosion
Catch water & cut off drains
 Silting
 Location/length
Road Surface Features Indicators
 Erosion
Shoulders
 Build-up of debris
 Slopes/ Shape
Camber/cross fall  Rutting
Surface areas  Potholes
 Corrugations
 Foundation failure (crocodile cracking)
 Edge repair
 Cross Drainage Features Indicators
 Drainage
Approaches
 Visibility
 Settlement
Culverts  Cracking
 Cracking
Structures
- Foundation  Erosion
 Settlement
 Cracking

- Headwalls & Wing Walls  Blocked weep holes

- Abutments & Piers  Erosion

 Movement
 Spalling
 Cracking
- Beams
 Distortion
- Deck
 Corrosion
 Spalling concrete
Safety Features Indicators
 Damage

Road Furniture & Signs  Missing

 Faded
 Wrongly sited
 Damage
Guard rails and barriers
 Missing
 Wrongly sited

3.3 MAINTENANCE REQUIREMENTS & ESTIMATION OF

COSTS
There are various ways for estimation of cost, it usually is a trade-off between accuracy and rigor of
data collection. All methods require estimation of unit costs in detail (for individual work items) or
‘broad brush’ (cost per km for a type of road). Unit costs should be estimated based upon local
conditions and should include all components of cost (labor, equipment, materials, mobilization, and
overheads). Some methods for estimation that are generally used are summarised in Table 3-2. it is
possible to use a customized ‘hybrid’ of two or more methodologies.
Table 3-2: Methods of Cost Estimation for Maintenance

Method Main Features

• Broad brush but quick (~50km/day)
Estimate based on Rapid Condition
Survey • A reasonably accurate estimate of costs
• Inspection of the road is required
• Takes into account actual road condition
• Suitable for roads in poor condition
• Detailed and therefore slower (~10km/day)
 • A most accurate estimate of costs
Engineer’s Estimate
• Inspection of road required
• Takes into account actual road condition (in greater detail)
• Suitable for roads in poor condition
• Time-consuming/ expensive for all roads in the network

• Approximate but fast

• No site visit required
Local Estimate • Does not take into account actual road condition (only cost
factors)
• Not suitable for roads in poor condition

• Approximate but fast

Estimate based on records
• No site visit required
• Suitable for roads in relatively good condition

3.3.1. Rapid Condition Survey

This method requires a rapid survey of the entire network. Each section of road is subdivided into
lengths of, approximately,1 km and the condition of features of that subsection is assessed, (i.e. road
(pavement, surface, shoulders), drainage, structures/culverts, and bridges) each feature is then rated
from 1 (no defects) to 5 (complete failure). For each rating of 2 or more, a diagnosis/remedy is
indicatively given in the table below and unit cost may be estimated for each defect category for each
subsection of road, a sum of these will give an estimated cost per km. The length of each subsection
may be varied, again depending on the homogeneity of road conditions and degree of detail required.
Additional defect categories may be added if considered appropriate, although this will then tend
towards a detailed estimate as required by the Engineer’s estimate method.

3.3.2. Engineers’ Estimate

This is a more detailed procedure that provides greater accuracy in diagnosing problems, remedies,
and estimating costs. Given the additional resources required for this level of accuracy, it is suggested
that this method should only be used in the preparation of works contracts (i.e. when adequate budget
provision is assured). The procedure has two steps:

a. Recording defects, diagnosis, identifying remedy, and remedial activities

b. Estimation of costs

The indicative remedial actions for (surfaced rural roads i.e. PMGSY standard) different condition
ratings are given in Table 3-3 and Table 3-4. Different rates of criteria would apply to other types of
road (e.g. gravel road, engineered earth road, and non-engineered track).
 Table 3-3: Indicative remedial actions for different condition ratings

Carriageway &
Drainage Culverts Bridges
Rating

Shoulder

Descripti
Remedy Description Remedy Description Remedy Description Remedy
on

Routine Routine
No work No work
5 No defects activitie No defects activitie No defects No defects
s only s only required required

Clear Clear
Minor Minor Minor Minor Clear silt/
Minor drain/ silt/
4 surface sedimentatio sedimentati sedimentatio repair
defects repair repair
repair n /erosion on/erosion n /erosion erosion
erosion erosion

Major Clear
Major
sedimentatio drain/repa Major Major
defects, Major Major
Major n/ erosion ir sedimentatio sedimentatio
but clearing or clearing/
surface but no erosion; n/ erosion, n/ erosion,
access is repair
repair danger or construct but access is but access is repair
3 not at required
risk to scour not at risk not at risk required
risk
access checks

Reform
camber
and Repair
Access is Structural Structural
drains, erosion;
lost or at Major repair; repair;
reconstru construct
risk; the damage to Impassable equivalent Impassable equivalent
ct scour
passage drains; / dangerous to half /dangerous to half
2 pavemen checks;
is access at to pass replaceme to pass replaceme
t, and dig new
dangerou risk nt cost nt cost
improve drains
s
surface

Reform
camber
and
drains;
Road not reconstru Replace Replace
Complete Reconstru
accessible ct Collapsed culvert; Collapsed/ bridge:
failure of ct
road pavemen /absent consider absent requires a
1 drainage
pavement t and drainage culvert enlargin bridge detailed
system
failed improv system g survey
e
surface

Table 3-4: Indicative remedial action on Overall Condition Assessment

Individual Item Entire Road Requirements

Rating of 3, 4 or 5 95% or more of all ratings are 3, 4 and 5 Maintenance (road maintainable)
Rating of 1 or 2 5% or more of all ratings are 1 or 2 Rehabilitation (road un- maintainable)

3.3.3. Location-Specific Estimate

This is also a type of ‘broader brush’ approach based on the assumption that maintenance costs may
be typically based upon an estimated unit rate for road length, no. of structures (including CDS) with a
‘factoring’ effect based on local conditions (e.g. terrain, traffic, soils, weather). Typical weighting
factors are set out in Table 3-5 below (but these should be subject to local adjustment for local
indicators).
Table 3-5: Typical Weighting Factors for Maintenance Costing

Local Condition Description Factor

>200 1.5
AADT 50<x<200 1.2
<50 1.0
Mountainous 1.5
Terrain Rolling 1.2
Plain/flat 1.0
Erodible/sandy 1.5
Soils Slippery/clay 1.2
Durable 1.0
Intense rain, seasonal 1.5
Weather Milder rain, seasonal 1.2
Uniform rain 1.0

3.3.4. Historical Records

These are usually used only as a preliminary estimate of maintenance needs for budget preparation,
subsequently, one of the other methods may be used.

3.3.5. Maintenance Activities

The maintenance activities can be split into three categories depending on how these activities are
identified:

a. Scheduled activities are predictable activities that can be planned with reasonable
confidence (e.g. grass cutting, ditch cleaning). The severity of the defect does not
visually have to be identified, only the location and quantum (e.g. sq. m of grass
cutting, length of a longitudinal ditch to be cleared between identified chainages).
With experience, other activities can be predicted even if their location cannot be
pinpointed (e.g. it is reasonable to expect that small diameter CDS will require
cleaning after rains) and provision can be made accordingly.
b. Activities in response to road conditions: These activities are not usually predictable
and a measure of necessary remedial works depends upon the identification of the
defect (e.g. broken culvert headwall). Once repaired, the defect, hopefully, will not re-
occur.
c. Emergency Activities are usually required at short notice in response to the threat to
access or danger, emergency works are usually dealt with under a response system
that is complementary to pre-planned maintenance works. Emergency response is
covered in greater detail in Annexure B-2.
3.4 RECORDING DEFECTS

Pre-printed forms may be used as a checklist for the information required. These forms may be
tailored to local needs but should be kept simple and easy to understand. Should a major or
complicated defect be identified then further detailed investigation may be required.

For scheduled activities, the forms will show the location and extent of necessary treatment. For other
activities in response to road conditions, the form should record not only the location and extent but
also the severity, of the defect. The procedural guidelines for conducting the Rural road maintenance
and the filled sample form for the condition survey is in Annexure B-3

Defects may be recorded as considered most appropriate locally (e.g. numerically from 5 (good
condition) to 1 (very poor condition), or descriptively) as long as the recorded information is sufficient
to diagnose, identify treatment, and quantum of that activity.

Alternatively, recording may also be directly logged digitally as input into a customized RMMS
and/or linked to GIS location registration.

3.4.1. Diagnosis and identification of remedial actions

Some situations that are common on surfaced rural roads (e.g. PMGSY standard), diagnosis of a
possible cause, and suggested remedial action are given in Table 3-6. The frequency and quantum of
intervention would depend on the severity of the defect and specific local conditions (e.g. traffic,
climate, etc.).
Table 3-6: Common Defects and Causes in Rural Roads

Defect Cause Effect if not rectified Remedial Action

Vegetation
Visibility is reduced
Grass is high Vegetation growth Pedestrians walk on road Cut grass
without maintenance
Animals graze verges
Vegetation growing
Road little used Vegetation will be Grub vegetation
on the road surface
incorporated into the road

Topsoil/sand will cover

road surface if not removed
Topsoil/sand on the Road little used and vegetation will grow Remove topsoil/sand
road surface Road safety threatened

Excavation at a Landslip/erosion likely

Steep, unstable work site Stabilize slope
slope Access can be lost
Road widening Environmental damage
Defect Cause Effect if not rectified Remedial Action
Borrow pit has The site was used for Mosquito breeding
not been an activity such as Environmental Reinstate site
reinstated gravel extraction damage
Bush or tree
growing on-road Danger to road users Road
alignment, cannot be properly Clear bush/remove the
shoulders, verges Road little used maintained Damage to tree
(<4.5 m above road vehicles Access may be lost
level)

Drainage
Flowing water Drain may overtop and
Drain is Clear drain
deposited sediment in damage the carriageway
sedimented
drain
Vegetation in Drain poorly Drain will block rapidly and
Grub vegetation
base of drain maintained overtop
Repair erosion
Erosion in side Flow in drain too high Erosion will worsen Construct/repair scour
drain or too fast Soil is Carriageway may be checks Line drain
erodible undermined
Dig mitre drains
Scour checks are Flow in drain too Continuing damage and Repair scour checks Dig
damaged high or too fast erosion mitre drains
Drain was dug to an Soft spots may develop and
Water ponding in Reform drain gradient
inconsistent gradient weaken road pavement
drain

Drainage system will be

Erosion in shoulder Volume of water Repair shoulder/slop
damaged and carriageway
or side slope flowing laterally into erosion
threatened
side drain Plant vegetation
Side or mitre Drain not cleared for a Drain will overtop and may
Re-dig drain
drain blocked long time damage the road
Drain was never dug/
Side or mitre Poor planning of Drainage system will not Dig side or mitre drain as
drain absent drainage operate as intended required

Run-off entering Road is lower than

Erosion may cut road and Dig interception ditch
side drain and surrounding land or
access may be lost
eroding built across side-long
carriageway ground
Structures
Aperture may overtop,
Aperture Flowing water Clear aperture
damaging the carriageway
sedimented deposited sediment
and the structure

Large debris, such as

Aperture The force of the water may Clear aperture
trees, are caught in the
blocked shift and damage the
aperture
structure
Inlet and/or outlet Flow in channel too Erosion may undermine the Repair channel erosion
channel is eroded high or too fast structure Form erosion protection

Defect Cause Effect if not rectified Remedial Action

 Repair abutment
Erosion around Water concentrates The structure may be erosion
abutment walls or and flows around the undermined by erosion and Plant vegetation Protection
wing walls walls collapse works (e.g. gabions)
The impact from the
Minor, non-critical The structure may Minor structural repair
vehicle, poorly
damage to the gradually weaken
constructed or
structure
overtopped
The impact from Structure liable to
Major collapse to collapse Major structural repair
vehicle, structure
structure, risk of
poorly constructed or Year-round access may
collapse
overtopped be lost
Access is only possible
The structure is The impact from Replace/construct the
during the dry season by
badly damaged, has vehicle, structure structure
bypassing the structure
collapsed, or is poorly constructed or
absent overtopped

Headwall is hard to The Head wall is made

Danger to road users Paint headwalls
see at night of a dark material
Surfaced Roads
Dead animals,
Debris on road rocks, and Danger to road users, Remove debris
(large or small) abandoned especially at night
vehicles
Erosion, wetting, Vehicles may lose
Surface is control Repair road surface
impact, or poor
damaged
construction Damage will increase
Bituminous Road Pavements
Cracking:  Shrinkage in
 ‘Block’ cracks stabilized base
 Longitudinal  Seasonal failure in  Sealing or filling of
sub-grade/foundation cracks
cracks
failure Increasing deterioration of  Patching if localized
 ‘Crocodile’ road pavement
cracks  Foundation/road  Reconstruction of
pavement failure road pavement
 Soluble salts in
pavement materials
(calcretes or
similar)
Inadequate
Major damage to the maintenance Access may be lost Reshape/reconstruct and/or
road surface strengthen road pavement
Use by heavy vehicles

Vehicles may lose control

Isolated potholes in Water collects in Repair potholes
Deterioration will increase as
the road surface small depressions and (patching)
more water collects
potholes develop
Defect Cause Effect if not rectified Remedial Action
The surface becomes wet
Isolated ruts in Repair ruts (consider major
and road pavement loses
the road surface Ruts worsen, access road pavement repairs)
strength
Road pavement strength may become difficult Major road pavement repair
Major rutting insufficient for traffic or be lost (reconstruction and/or
loading surface dressing)

 Low binder content

Lack of skid resistance
‘Fretting’ of the  Hardened (aged) binder
may lead to lack of
surface dressed  Poor adhesion of surface seal and entry Apply further surface
road (loss of chippings to binder of water into road dressing
chippings) pavement
 Binder content too high
Apply further surface
 Residual binder after
dressing (with lean spray
the loss of chippings Lack of
‘Bleeding’ rate and/or slightly oversize
 Incipient base course skid chippings)
failure resistance

Concrete Road Pavements

 Sealing cracks with a
 Settlement of bituminous compound
foundation
 ‘Stitching’ crack repair
Rectangular  The insufficient Increasing
(block) cracking thickness of the deterioration of road  Complete replacement of
concrete slab pavement. slabs
 Fatigue (old, heavily  Full-depth repair of
trafficked road) damaged sections

 Foundation failure
 Lack of load transfer
Corner cracking  Full-depth repairs
joints
(D cracking is a Increasing  Crack sealing with
variant usually  Ingress of debris in joint deterioration of road
or dowel bars restrained bituminous compounds
manifesting at pavement
corners) thus preventing movement
 Poor quality aggregate
absorbing moisture

 Settlement of  ‘Stitching’ crack

foundation repair
Diagonal  Sealing of narrow
 The insufficient thickness
cracking (also cracks with a bituminous
of the concrete slab
meander Increasing compound
cracking)  Concrete shrinkage due deterioration of road
to inadequate curing pavement  Repair of wide cracks could
and/or delayed sawing of require replacement of slab or
joints full-depth repair
 Rocking of slab
Defect Cause Effect if not Remedial Action
rectified
 Shrinkage due to excessive  Sealing of narrow
width of the concrete bay cracks with a
 Differential settlement of bituminous compound
Increasing
foundation  ‘Stitched’ cracked
Longitudinal deterioration of
 Exceptional axle loading repair for medium
cracking road pavement
cracks
 Slab replacement or
full-depth repair for wide
cracks

 Minor cracking may be

self-healing and require
Continuing no repairs, otherwise;
expansion and  Sealing of narrow cracks
Shrinkage  Inadequate curing contraction, but if cracks continue to
cracks (map
wetting, and drying deteriorate then;
cracking)
may extend  Full-depth repair or
cracking to full replacement of slab may
width and depth of be necessary
the concrete slab
 Insufficient slab thickness
 Rocking
 Development out from  Full bay
unmatched joints in parallel slabs
reconstruction
 Dowel bar restraint at joints Increasing  Transverse full-depth
Transverse  Sub-base restraint (irregularity deterioration of repair of wide cracks
cracking in the top surface and/or road pavement
 Form groove and seal
lack of a separation layer between
widening width cracks
slab and road sub-base
Shrinkage of the slab during curing
(possibly due to late sawing of
construction joints or excessive slab
dimensions)
 Poor sub-base or subgrade
support (maybe due to loss of sub-
base material due to ‘pumping’ –
sometimes associated with
rocking)  Reconstruction of slab
 Lack of effective load transfer and sub-grade or, in case
Increasing
dowels and/or tie-bars at of critical location, slab
Joint Stepping deterioration of
joints/cracks lifting together with
road pavement
grouting.
 It May be associated with ‘blow
ups’ caused by expansion of the
concrete which cannot be
accommodated by a faulty
expansion joint or ‘pavement
heave’ and settlement due to
unstable or poorly drained sub-
grade
Defect Cause Effect if not rectified Remedial Action
 Lack of support to the slab by
sub-base Increasing  Full-depth
Rocking deterioration of reconstruction or
 Ineffective load transfer joints
road pavement grouting
UV radiation, faulty/inappropriate
sealant, incorrect size of sealing Increasing  Removal of seal,
Joint groove, lack of bend such that there deterioration of cleaning, and preparation of
sealant is a break below the seal, adhesive road pavement groove and re-sealing.
defects failure (poor preparation, incorrect
size or moisture in sealing groove,
chilling effect of cold concrete),
extension (incorrect size or
overfilling of sealing groove), lack
of compressible caulking below the
sealing groove, leaving the mold in
the joint.
 Restraint or omission of
dowel bias
 Poor quality concrete
 Full-depth corner or
 Entry of debris into joints/cracks Increasing transverse repair
Surface  Damage caused when original deterioration of  Thin bond repairs to
spalling formwork removed road pavement concrete
 Incorrect placement of
feature
 Propping of slab
 Sealing of medium-
Box-out  Poor quality reinstatement sized cracks
spalling finishing after construction of Increasing
manhole/gully  For wider cracking
(extending out deterioration of replacement of bay or full
from and  It May also be associated with road pavement depth transverse bay or
around utility repairs, patching, and
corner repair.
manholes and potholes
drainage
gullies)
 Poor quality concrete
 Inadequate curing
 Over-working of surface
 Wrong concrete mix design  Full-depth
Raveling/scaling  Inadequate cement or too Progressive loss reconstruction
high water content of surface  Thin bonded surface
integrity repair
 Poor material quality and/or
compaction
Shoulder  Reduction  Repair/rebuild
deformation  Inadequate shoulder width of shoulder- shoulder
and erosion  Poor drainage width  Repair erosion
 Safety issues
Defect Cause Effect if not rectified Remedial Action

 Inadequate carriageway
width
 Poor shoulder maintenance
 Soluble salts in pavement  Reducing  Repair carriageway
materials (calcrete or similar)
carriageway width and shoulder
Carriageway  Poor shoulder material or
 Possible threat  Check and amend
edge breakaway compaction
to road pavement camber and drainage as
 Poor drainage integrity necessary
 Safety issues

Access will be lost

Road inundates Road surface too low for flood Raise road level (form
in the rains
with water in levels embankment and
The damaged surface
the rainy compact)
will make dry season
season access difficult
Shoulders
Increasing erosion
Deterioration Attrition due to traffic, poor road ‘cutting back’ into
or erosion of camber, poor maintenance the road surface. Loss Fill, re-shape and
shoulders of shoulder and threat compact.
to the stability of the
embankment.
Road Furniture
Danger to road users
Road sign dirty Deliberate spoiling or due to dust Clean road sign
if warnings are not
seen
Road sign Danger to road users
Theft or impact by a vehicle Repair/replace road
damaged if warnings are not
sign
or missing seen
Danger to road users
Barrier damaged Theft or impact by a vehicle Repair/replace the barrier
if slopes are
or missing
unprotected
Edge
Theft or impact by a vehicle Danger to road users Repair/replace edge
delineators
if the road edge is delineations
damaged
unmarked
or missing
Distance Recording road
Theft or impact by a vehicle Repair/replace
posts information is
distance posts
damaged or more difficult
missing
CHAPTER 4
Prioritization
4 PRIORITIZATION
Prioritization in this section is considered as a ‘standalone’ screening activity and as a tool in budget
and cost management (as in prioritization of roads for rehabilitation).

According to the policies for rural road network management and maintenance, prioritization stages in
a ‘screening’ process are:

Stage 1 – Select standards to which rural roads will be maintained i.e.

 Full access – providing safe, reliable, quick, comfortable all year access
 Basic access – providing safe, reliable, all-year access
 Partial access – a minimum level of access at a low cost.

Stage 2 – Maintain roads in relatively good maintainable condition before rehabilitating roads in the
poor (un-maintainable) condition, i.e. preference needs to be given to the maintenance of the roods
before they reach the level of rehabilitation

Stage 3 – Prioritise – this procedure can be used to differentiate between competing maintenance (RM
& PM) and rehabilitation needs. A range of possible procedures, based on the availability of data, is
available and the most appropriate procedure for local needs should be selected. These alternatives are
summarised in Table 4-1.
Table 4-1: Prioritization Procedures
Sl. No Procedure Key Features
The Road Economic Decision (RED) model is a simplified version of the
1. HDM/RED complex Highway Development and Management (HDM IV) computer
software package
Based upon identifying and maintaining a set of core roads within the rural
2. Core Network
road network.
Suited to a Basic Access standard on low volume roads combining technical
3. Socio-economic
analysis with community consultation.
benefit/cost analysis
Places high priority on community participation and the needs of rural
Integrated Rural
households. Most suitable for very low volume roads and village tracks and is
4. Accessibility Planning
often used in association with other infrastructure and mobility projects.
(IRAP)
Rapid and requires little data collection using population in a specific area of
5. Cost-Effectiveness
influence of a road as an indicator of the social impact of road improvements.
Indicator

Flexible and can be based upon social and economic indicators.

6. Point Scoring

7. Activity matrix/traffic Prioritizes roads primarily by traffic volume.

Road Condition Combined index considering pavement condition, expected further
Rating/Pavement deterioration based on climatic factors, age of road, and traffic volume,
8.
Condition Index indicative of social and economic indices.
(RCR/PCI)
Some of the prioritization procedures that have similar assessment criteria may be combined to
provide a ‘hybrid’ prioritization model with different ‘layers’ of refinement (e.g. 1 st ‘layer’ – CRN; 2nd
‘layer’ – PCI; 3rd ‘layer’ – socio-economic benefit and so on).

These procedures use social, economic, strategic, and technical factors. Chapter 7 deals with
Environmental issues.

4.1 HDM IV/RED

HDM is a sophisticated program that may be used in road sector policy studies, strategic planning of
road network development and maintenance, determination of funding needs, preparation of multi-
annual programs, and economic appraisal of individual road projects. HDM IV software can be used
to carry out multi-annual analysis which can take into account repairs (and/or capital investment)
costs, time savings, Vehicle Operating costs (VOC), and International Roughness Index (IRI). HDM is
sophisticated software that requires detailed, up-to-date inputs and is best suited to higher category
roads with higher traffic volumes (AADT >200).

RED (Road Economic Decision) model is similar to HDM IV but takes into account accessibility and
other costs and is more appropriate for rural roads with AADT 50<x<200.

4.2 CORE ROAD NETWORK (CRN)

PMGSY program uses the concept of a CRN for rural roads that includes more important thorough
roads and connectors to higher category roads. Meaningful prioritization implies that the core network
should be preserved in a maintainable condition (with subsequent potential expansion of the CRN
depending on usage and strategic value).

4.3 SOCIO-ECONOMIC BENEFIT/COST ANALYSIS

This is particularly appropriate for low-volume rural roads providing access rather than reduced VOCs
this procedure involves community consultation, screening, technical analysis, and further community
consultation. The procedure thus requires appreciable resources and time.

4.3.1. Community Consultation

Consult communities within the catchment area of the rural road(s), explain the consultation process,
establish criteria for selection, screening, technical analysis, and ranking, identify the candidate roads.

4.3.2. Screening

Usually involving strategic considerations of the wider road network, checks are made to ensure that
the candidate roads identified by community consultation

 Connect to a maintainable road

 Is of benefit to catchment communities

 does not duplicate accessibility/utility of another road.

 4.3.3. Technical Analysis

This analysis calculates an Accessibility Index (AI) based upon estimated accessibility and
construction/maintenance costs. Candidate roads are ranked by AI, where AI is equal, the candidate

road with the lowest long-term maintenance cost is marked highest. The calculation of the
Accessibility Index is shown in Annexure B-4.

4.4 IRAP (INTEGRATED RURAL ACCESS PLANNING)

IRAP is a planning tool used to prioritize road investment by considering access to social facilities
(e.g. schools, health, agricultural processing, markets, water supply) in terms of time, cost, frequency,
convenience, and possible difficulties in travel (lack of mobility) or distance to be traveled. This tool
can be easy to use but requires sufficient resources for intensive community and local government
participation. The IRAP prioritization procedure maps and assesses the rural road network and
prioritizes routine maintenance of maintainable roads and rehabilitation of un-maintainable roads by
taking into account communities and populations, socio-economic impacts, cost of the proposed
investment, and cost/benefit ratios.

4.5 COST-EFFECTIVENESS INDICATOR (CEI)

CEI is the estimated investment cost (Usually the cost of upgrading or rehabilitating a road to a basic
access standard) divided by the population in the area of influence that is used as a ranking value. If
required the CEI could be divided by other catchment area factors (e.g. agricultural output, school
attendance). This methodology is used mainly for low-volume rural roads.

4.6 POINT SCORING

Social and economic factors points are allocated based on benefits occurring from maintaining or
improving a rural road. Often, however, the greatest benefit will arise from an expensive option.
Indicators should be chosen through community consultation. Examples of indicators and points
allocated to each indicator are shown in Table 4-2.

Table 4-2: Socio-economic factors considered and points allocated

Indicator Examples of points for each indicator

Population/road length (up to a maximum of 100)
Population served

Current road condition 50>x>10 (Poor condition has more points than good
condition)
25 points for accessing an area of acknowledged
Local social factors, (e.g. poverty)
poverty
Linking primary/secondary tertiary/other access
Connections with other roads

Traffic levels (motorized and nonmotorized) 50>x>25>x>10 High, medium, low traffic
(AADT/EDT to be defined)41
 25>x>15>x5 25 points for accessing an area of
Economic potential
acknowledged potential (to be defined)
Existing transport services 25 points for bus service
Health, market, educational, agricultural
processing, tourist, religious, or administrative 5-25 points per facility
facilities

4.7 ACTIVITY MATRIX

Prioritization by traffic usage (AADT/EDT), surface condition, the strategic value of the road, and
type of activity. In practice, this method prioritizes urgent works on the roads with strategic value
while roads with lower usage (AADT/EDT) will have lower priority. The method omits impassable
roads (i.e. no usage by traffic). It has two steps:
a. Categorize the road
b. Determine intervention priority a s given in Table 4-3 and Table 4 - 4.
The traffic survey and analysis generally done for a road is detailed in Annexure B-5 Similarly axle
load survey also shall be required to be carried out to check the axle load violations, for this the
guidelines are provided in Annexure B-6.
Table 4-3: Categorization of Road

Road Categories
Road category Av. Daily traffic Surface type
1 Strategic roads Paved
2 >1000 Paved
3 500-1000 Paved
4 200-500 Paved
5 <200 Paved

Table 4-4: Prioritization by matrices

Activity Prioritisation
Priority Road Category
Type of maintenance activity
1 2 3 4 5
Urgent 1 7 8 9 10
Routine drainage 2 11 12 13 14
Routine pavement 3 15 18 21 24
Periodic 4 16 19 22 25
Other routine 5 17 20 23 26
Special- major activities such as 6 27 28 29 30
capital works or reconstruction

4.8 ROAD CONDITION RATING/ROAD CONDITION INDEX (RCR/RCI)

Funds available for road maintenance are usually limited. It is thus important to ensure that available
funds are used in the most effective way possible. Condition surveys enable a ‘snap-shot’ of the
condition of a rural road from which relative priorities for treatment can be assessed based on
identified needs.

4.8.1. Condition Survey Procedure

A flow chart of the process from condition survey to prioritization and packaging for tendering on a
basis of need is shown in Figure 4-1.

This proposed procedure is partially used in some States for PMGSY maintenance/routine
maintenance activities. Prioritization is based upon the assessment of road condition (road pavement,
shoulders, drainage, CDS, and road furniture) with consideration to additional factors such as rainfall,
terrain, age, and usage.

Figure 4-1: Process of Condition Survey and Prioritization

4.8.2. Logistics of Data Collection

Good quality condition surveys demand a certain minimum input of resources – time of suitably
experienced personnel, travel costs, etc. The survey information is also a deteriorating asset, as the
roads’ conditions are continually deteriorating (albeit at different rates as they are subject to different
designs, conditions, and usage) condition survey information will become less accurate with time.

The RRNMU/PIU may not have the resources (including time) to carry out a full survey of all rural
roads in the network nor may this be necessary. Some roads are likely to be in good condition such
that only routine maintenance is required. The first step is to make a rapid inspection of all roads such
that the network is broadly grouped into two categories:
  Roads in good condition requiring only routine maintenance [condition ratings 3, 4, 5]
 Roads requiring additional works (and additional investigation) [condition ratings 1, 2]
A more detailed condition survey should target the second category. Where the survey work may be
carried out using fewer resources than expected, or when more funds are available, the roads in the
first category may also be surveyed as appropriate. The ‘first pass’ inspection could combine a visual
inspection with a ‘drive through’ whereby an approximate. condition rating for a road as a whole
could be derived either from a safe vehicle driving speed or comfort level at 50 kph – see Table 4-5.
Table 4-5: Estimation of condition rating by vehicle speed

Condition Rating
Defect
1 2 3 4 5
Riding comfort at 50 kph Very rough Rough Not Comfortable Comfortable Smooth
Safe driving speed kph <10 10 - 20 20 - 30 30 - 40 >40

The above methods are very subjective and could lead to different assessments. ‘Bump Integrators’
may be used for getting a more rigorous assessment of condition rating based only on road pavement.
This parameter can then be used for rating the road pavement conditions at identified points along the
road length as given in Table 4-6. The use of Bump Integrators is limited as they are not always
available and require expertise that may not be available at the PIU level, also they require frequent
calibration for which local facilities may not be available.
Table 4-6: Estimation of condition rating by Bump Integrator

Condition Rating
1 2 3 4 5
Defect
Very Not
Rough Comfortable Smooth
rough Comfortable
Surface dressing >4500 4000 - 4500 3500 - 4000 3000 - 3500 <3000
Open graded premix
>4000 3500 - 4000 3000 - 3500 2500 - 3000 <2500
Seal coated
Semi-dense bitmac >3500 3000 - 3500 2500 - 3000 2000 - 2500 <2000
Bituminous concrete >3000 2700 - 3000 2400 - 2700 2000 - 2400 <2000
Cement concrete >3000 2750 - 3000 2500 - 2750 2250 - 2500 <2250

Although at present the PMGSY roads have surfacings of Premix carpet (PMC) seal-coated wherever
the road passes through open areas, and cement concrete within the built-up areas, other forms of
surfacings have been included keeping in view future requirements.

The methods mentioned in the previous paragraphs take into account only the condition of the
carriageway whereas the rural roads are also seen to be very deficient in the condition of shoulders,
embankments, drainage, cross-drainage, signs, and safety measures, etc. Therefore, a system that is
responsive to these requirements and gives an accurate assessment of road conditions in terms of
various parameters of interest, along with the estimation of quantities of remedial works and costs that
can be achieved with available resources is the need of the hour. For this, a detailed condition survey
system, Road Condition Rating (RCR), has been proposed. The survey should be carried out at a
suitable time, therefore, the period immediately after the rainy season when the conditions are at their
worst is proposed to be adopted for data collection.

4.8.3. Condition survey

The condition survey should collect accurate information on rural road conditions. A format for
recording this information onsite is presented in Annexure B-1 The road may be divided into sections
of 200 m length and the information inserted in the form during the survey at the road site. This may
initially be in paper format for subsequent uploading onto a computerized version or directly onto a
laptop or tablet. Additionally, equipment e.g. GARMIN which records photographs of the road at say,
200m intervals, with GPS reference may be used. The rate of progress will depend upon road
condition and the travel times to and from the road to be surveyed. It is likely to be in the range of 10-
12 km per day. The information recorded onsite on the suitably designed Condition Assessment Form
for flexible pavement is in Annexure B-7 may be completed directly onsite or at the office. Table 4-7
and Table 4-8 indicate the rating of the various designated parameters from 1 to 5 for the degree of
distress indicated. Since there are 13 parameters and 5 levels of distress for each parameter, any
subjectivity that may creep in is assumed to be self-adjusted. The technique is manual and based on
visual assessment, without the use of any equipment and therefore it can be undertaken by the junior
PIU staff after minimal training.
Table 4-7: Estimation of condition rating by detailed site inspection (Bituminous roads)
Condition
Defect Quantum Rating
1 2 3 4 5
Potholes & depressions % area >1% 0.5% - 1% 0.1%-0.5% <0.1% -
Camber Condition Very Poor Poor Fair Good Very Good
Pavement cracking % area >30% 20% - 30% 10% - 20% 5% - 10% <5%
Ravelling % area >30% 10% - 30% 5% - 10% 1% - 5% <1%
Shoving % area >1% 0.5% - 1% 0.1% - 0.5% <0.1% -
Settlement & depressions % area >5% 3% - 5% 1% - 3% <1% -
Rutting mm >50 20 - 50 10 – 20 5 - 10 <5
Pavement edge break % length >50% 30% - 50% 20% - 30% 10% - 20% <10%
Shoulder (grading,
Condition Very Poor Poor Fair Good Very Good
vegetation, trees, shrubs)
Rain cuts alongside
Condition Very Poor Poor Fair Good Very Good
slopes
Side drains % silted 100% 75 - 100% 50 - 75% 25 - 50% <25%
CDS – blocked, %
>75% 50 - 75% 25 - 50% <25% All open
sedimented (erosion) blocked
Road furniture, signs Condition Very Poor Poor Fair Good Very Good
 Table 4-8: Estimation of condition rating by detailed site inspection (Concrete roads)
Condition
Defect Quantum Rating
1 2 3 4 5
Rectangular
-
(block) cracking
Corner cracking Extension & Extensive Many Moderate 5 Isolated -
Diagonal cracking width of >10mm >10mm crack – 10mm <5mm -
crack crack width width crack width crack
Longitudinal cracking -
width
Shrinkage cracks -
Transverse cracking -
Joint stepping >5cm 3 - 5cm <3com Slight -
Rocking Incidence Severe Moderate Slight - -
Joints open Major loss of Partial loss
Joint sealant defects Length Failure -
sealant of sealant
Surface spalling >50% 25 - 50% <25% Slight -
% surface
Box-out spalling Severe Extensive Moderate Slight -
area
Ravelling Severe Extensive Moderate Slight -
Pavement edge break % length >50% 30% - 50% 20% - 30% 10% - 20% <10%
Shoulder (grading,
vegetation, trees, Condition Very Poor Poor Fair Good Very
shrubs) Good
Rain cuts
Condition Very Poor Poor Fair Good Very
alongside slopes
Good
Side drains % silted 100% 75% 50% 25% <25%
CDS – blocked,
% blocked >75% 50 - 75% 25 - 50% <25% All
sedimented (erosion)
open
Road furniture, signs Condition Very Poor Poor Fair Good Very
Good
An aggregate road condition rating may be calculated based upon these parametric scores, based on a
matrix of 65 (13x5) cells. Table 4-9 shows the range of RCR values for different road conditions.
The weighted average value of RCR of a network is a true indicator of the Net Asset Value of the
network.
Table 4-9: Indicative range of RCR for different road conditions

Road Condition Rating (RCR)

1 2 3 4 5
Road Condition Very Poor Poor Fair Good Very Good
RCR range (indicative only) 10 - 20 20 - 30 30 – 40 40 - 45 45 - 50

This rating allows roads to be rated for prioritization for maintenance and also for assessing the
expenditure needed for making good the distresses e.g. filling rain cuts, dressing shoulders, desilting
drains or CD works, filling potholes or profile correction works, for providing the missing items such
as signs, safety provisions, a non-existent side drain, etc. Projected expenditure on these items of
works will be taken as initial rehabilitation (IR) or special repairs (SR) while assessing the budgetary
requirements.

These RCR scores can be used for rating the pavements. The RCR score is a number that is a true
indication of only the present condition of the road but gives no indication of its potential rate of
deterioration with time under traffic and environmental aspects. Potential deterioration is an important
consideration in deciding priority especially, in the situations of likely budgetary insufficiency. Road
Condition Index (RCI) is used in accounting for the influence of the factors such as Rainfall, Terrain,
Age since the last major renewal or strengthening, and Traffic volume as indicated in Table 4-10.
Table 4-10: Factors for Calculation of RCI
Factor Criteria Multiplier
Low: <500mm/year 1.25
Medium: 500- 1.15
Rainfall
1000mm/year
High: 1000mm/year 1
Mountainous & hill
Terrain 1
areas
1.25
Plain & rolling terrain
Weighted Road Condition Score WRCS = RCS x Rainfall multiplier x Terrain multiplier
NB: if the calculated WRCS > 50, use a maximum value of 50
>5 years 0
Age of road pavement since last 4 - 5 years 5
major renewal or strengthening 3 - 4 years 15
2 - 3 years 25
1 - 2 years 30
Through road Major link Link
0 - 50 5 10 20
Traffic volume (commercial 51 - 150
vehicles per day) 4 8 15
151 - 300 2 6 10
>300 0 2 5
RCI (overall condition/serviceability of rural road) = (W)RCR + Age factor score + Traffic volume
score
RCR Age factor score Traffic volume score Total (Overall RCI)
Min. Max. Min. Max. Min. Max. Min. Max.
10 50 0 30 0 20 10 100

The Weighted Road Condition Rating (WRCR) value, obtained by multiplying the normal RCR value
by Rainfall and Terrain multiplier factors. Since the maximum of add-on factors for the age of road
pavement since the last major renewal or strengthening is 30, and traffic volume is 20, this adds up to
50, to limit the RCI value to 100, it has been mandated that the WRCR will not exceed 50. If the
calculated value of WRCR comes to more than 50, the value will be adjusted to 50.

The RCR value of a Road or a road section will vary from 10 to 50, showing complete correspondence
with the traditional PCI value of 1 to 5 for comparison and comprehension. The RCI value of a road
will vary from 10 to 100. Photographic examples of various types of road pavement distress are
presented in Annexure B-8.

The outcome of the condition survey is an objective RCI value, the compilation of a list of all
surveyed roads will result in a priority list i.e. the higher the RCI the better the road condition. RCIs
can theoretically range from 10 (notionally a through road over 5 years old in mountainous/hill terrain
in very poor condition, subject to heavy traffic and high rainfall) to 100 (notionally a link road less
than 2 years old in very good condition, subject to low traffic and low rainfall). In practice, neither
extreme is likely to be encountered. Indicative values of RCI for different condition ratings are given
in Table 4-11.
Table 4-11: Indicative range of RCI for different road condition rating

Road Condition Index

1 2 3 4 5
Road condition Very Poor Poor Fair Good Very Good
RCI range (indicative only) <40 40-60 60-75 75-90 >90

The survey can also be used to record potential repairs/remedial measures and an estimate of
quantities (e.g. condition rating 2 for cracking [Table 17: column 4] implies a potential heavy
patching/reconstruction of 20-30% of road pavement area).

Specimen Condition Assessment forms and calculations of RCI for bituminous and concrete
pavements of RCI are given in Annexure B-9; also a case study of prioritization for a rural road
network.

4.8.4. RCI as a monitoring and audit tool

Measurement of RCI pre and post remedial treatment/maintenance enables a ‘before’ and ‘after’
assessment of network condition which may also be used not only to demonstrate the efficacy of
maintenance regimes and compare different treatments but also to contribute to the monitoring of asset
value of a network and compare factors impacting the service levels of rural roads (e.g. climate,
traffic). A case study of RCI as a monitoring tool is given in Annexure B-10.

Monitoring of trends in the condition of a rural road network may permit a predictive function to
permit longer-term network management including projections of maintenance and assignment of
budgetary needs. PMGSY roads are designed for an economic design life of 10 –12 years (NRRDA
Ops. Manual 5.6), i.e. an initial RCI of 100 immediately after construction may be expected to reduce
to the minimum value of 10 over 10 years, if no intervening routine and/or periodic maintenance is
carried out, as depicted in Figure 4-2.

10
 Figure 4-2: Schematic deterioration of a road with time

The decay rate will vary (steeper or flatter) depending on different standards of construction and usage
factors (e.g. climate, traffic loading), as depicted in Figure 4-3.

10

Figure 4-3: Varying Rate of Decay for Different Conditions

Monitoring of network conditions will identify potential differential rates of deterioration and thus
have a predictive function in the estimation of road deterioration rates and thus future maintenance
needs. Planned periodic maintenance, indicatively at 5 - 8 year intervals with intervening routine
maintenance restores initial service levels and maintains such levels at RCI more than75, as depicted
in Figure 4-4. This shows a schematic of deterioration of the road condition with time and
improvement through periodic interventions.
Figure 4-4: Planned Periodic Maintenance to restore Service Level
 CHAPTER 5
Strategic Planning and
Annual Proposals
5 STRATEGIC PLANNING AND ANNUAL PROPOSALS
5.1 STRATEGIC PLANNING
For the sustainable management of rural roads, social, institutional, technical, economic, and
environmental aspects should be considered under a long-term strategic perspective. The annual road
maintenance cycle – inspection, diagnosis, design, planning, prioritization, and implementation, and
sound network management should be based on strategic planning. RRNMUs are required to
contribute towards the planning of budgetary provision and generation of revenues. A longer-term
strategic plan would have ‘feet of clay’ if there are no adequate and sustainable annual maintenance
regimes in place.

5.1.1 CHANGES IN ROAD USE

Changing road use is often facilitated by the road itself. Confidence in continuing good condition and
predictable all-weather accessibility usually leads to:

a. Increased traffic volumes i.e. Aadt;

b. Increased heavy traffic;

c. Industrial development (e.g. Processing of agricultural produce, quarry);

d. Urbanization – growth of villages in the catchment areas of the well-maintained rural roads.

5.1.2 STRATEGIC RESPONSE

There are four responses to such changes, three of which are not mutually exclusive upgrading
including road widening; safety management; general condition improvement. The fourth option of
‘do nothing’ is not a sustainable option as the changed conditions and increased usage of the road will
not be fully realized as this option will lead to accelerating deterioration of the road condition.

a. Upgrading including strengthening and widening the carriageway will better accommodate
higher and heavier traffic volumes. Upgrading may also reduce maintenance and whole life
costs

b. Safety measures would be complementary to upgrading and are desirable to safely

accommodate increased traffic.

c. General improvement in condition may be achieved by reducing response times or phasing

measured scope of maintenance interventions in response to a defect as traffic usage increases.

Studies, over and above those required for annual network management planning, may contribute to
longer-term response and revenue and budgetary planning and such studies may be undertaken by
RRNMUs including the following issues:

 Traffic – estimation of traffic growth, including the growth of heavy traffic arising from
 industrial and urban development and optimal measures to accommodate such traffic (budgets,
standards, planning policies, road classification, technical standards, etc).

 Budgetary, revenues, and expenditure reviews – costs and benefits of strategic planning
(economic and social), revenue forecasts, sources of funding, etc.

5.2 FUNDING AND ALLOCATION

The proposed annual capital works program includes the prioritization of rural roads based on the
Core Road Network. The District-wise allocation of funds is communicated by the SRRDA to the
State Technical Agency, which enables the STA to scrutinize the DPRs for capital works. The
maintenance programs for the new connectivity or up-gradation works are prepared by RRNMUs
region-wise and the fund allocations shall also be region-wise for optimized maintenance based on
network. The condition surveys carried out by the PIU staff will give the extent of maintenance
backlog, based on this information, the RRNMU is expected to prepare prioritization of the
maintenance needs with the budgetary requirements. Based on the availability of maintenance budget
for the region (for several districts or PIUs) RRNMU shall reprioritize and optimize the maintenance
plan and all maintenance activities for the individual zones. This Plan will then be packaged for
implementation by the PIUs.

Based on the RCR Survey by the PIUs and Prioritization based on RCI at RRNMU, the ideal budget
request will be prepared annually in November-December by the RRNMU with the help of PIUs and
submitted to the Government through SRRDA. A list of roads for inclusion in the proposed annual
maintenance plan is to be prepared by the RRNMUs for the respective regions. The maintenance
planning shall be strictly based on need using the network level maintenance philosophy and not on
road by road maintenance policy. The annual proposal shall be prepared based on the following :

a. Where existing rural roads are in reasonably good condition (i.e. RCR is above 30) the
prioritization for maintenance will be taken up under the RCR/RCI procedure. Based on the
likely value of proposals required to be submitted, the RRNMU will mark eligible road works
in the Order of Priority to the required total value of the Zonal allocations by applying the per
km cost based on previous years cost for a similar type of work.

b. Where the existing rural roads are in poor condition (RCR is 30 or less) up-gradation/renewal
of through routes may be taken up as a prerequisite for maintenance (i.e. the road must be
restored to a maintainable condition – periodic maintenance), and the procedure will be as
follows:

 Step 1: Make a preliminary selection of rural roads based on the road inspections and visual
condition assessment.

 Step 2: Assess the Road Condition of the Identified rural roads from the RCR register or by
updated RCR assessment.
  Step 3: Decide the type of intervention required based on the RCR. This refers to a decision
whether the roads require Upgradation or Surface Renewal or routine Maintenance (Rural
roads having PCI 3 or less and age 6 years or more can be taken up for up-gradation/renewal
and the roads with PCI above 3, or whose age is less than 6 years, routine maintenance or
renewal will be sufficient unless there are structural/geometrical/ drainage deficiencies that
need to be improved through up-gradation).

 Step 4: A rough estimate of the project cost will be made for all the identified roads based on
the previous year’s costs for per km construction/ up-gradation/maintenance. The total
budgetary requirements will be assessed and forwarded to SRRDA for further submission to
State Government as Maintenance Budget requirements.

 Step 5: If the budgetary allocation is less than the requirements, either the improvement
interventions will be scaled down or roads shifted from higher-level intervention to lower-
level maintenance options till the total cost of the proposed maintenance interventions is
covered in the zonal allocation.

 Step 6: The candidate roads with identified improvement interventions should preferably be
combined for contiguity or nature of maintenance, etc for making zonal contract packages.

5.3 THE PROPOSAL

The RRNMU will prepare the approved Annual Maintenance Programme and Budget (APB) and
forward it to SRRDA for final adoption. RRNMU will ensure that

a. Where the road maintenance work is relatively low priority, it shall specifically mention the
population benefited by the proposed maintenance work.

b. Where all rural roads including roads under the Panchayati Raj Department come under the
purview of RRNMU, all cases where the proposed road maintenance work is not eligible (e.g.
it is not an engineered rural road; is not the part of Core Network, it is being covered under
some other program, etc.), the specific reason shall be clearly stated.
c. The RRNMU shall prepare its Annual Program and Budget in November/December with its
associated yearly operations activities and the maintenance program based on actual
maintenance needs of the zonal network.
This will be a communication document from RRNMU to the SRRDA and to the Finance Department
for justifying the budget demanded by the RRNMU for its activities in the entire year. A template of
such an APB is given in Annexure B-11.

Since the State’s annual allocation can be broadly estimated before the communication of the actual
allocation from the State Government, the SRRDA may initiate the process that the Zonal Level Lists
are ready by November each year, and the consolidated State list is ready for submission after scrutiny
by SRRDA in December. This will speed up the process without curtailing the consultative element.
On receipt of the zonal proposals list, the SRRDA will scrutinize the list to ensure that:

a. All the road maintenance works are prioritized consistently based on the Core Network
requirements;

b. The total value of the proposed maintenance works based on estimates is as per the likely
budget allocations.

c. After proposals from all the zones have been scrutinized and found to be in order, the list will
be placed before the Management Committee/Board and then to the State Level Standing
Committee as soon as State/Zonal Level allocation for maintenance is available. The SRRDA
will also compile the likely annual or longer-term routine maintenance budgetary needs (e.g.
5, 10, and 15 years).

5.3.1 State Level Standing Committee

The State Level Standing Committee shall consider the complete annual maintenance program
proposals for the State including clearance by the Committees and the nature of Administrative
Approval for the works to enable the preparation of a Detailed Maintenance Plan (DMP). The
Committees shall review the progress of ongoing works and ensure that:

a. The SRRDA is progressing well in terms of speed and quality

b. Adequate contracting capacity will be available for the proposed road works

c. The proposed road works are as per the Guidelines

d. All necessary clearances can be obtained

e. Identify and resolve any policy, funding, and procedural issues impeding the execution

f. Maintenance of the rural roads network in general and PMGSY roads, in particular, are fully
catered to

g. Approve the budgeting of the annual (or multi-annual) routine maintenance fund requirement
The Committee shall then accord their approval to the proposal of maintenance. The Minutes of the
Meetings shall be drawn, and copy endorsed to SRRDA. On receipt of the approval of the SLSC going
through the Management Committee, the SRRDA shall communicate the approval to the RRNMUs
and PIUs, and RRNMUs will coordinate the process of preparation of Detailed Maintenance Plans.
The respective RRNMUs shall then:-

a. Hold a coordination meeting with STAs and PIUs to determine the schedule for scrutiny of
Detailed Maintenance Plans. At this meeting issues of maintenance interventions and
preparation of DMPs can also be usefully discussed;

b. Determine the funding limits to be allowed to RRNMUs for preparation of DMPs;

c. Monitor the progress of preparation of DMPs and ensure that necessary data on DMPs
prepared are entered by the RRNMUs in the OMMAS database.
5.4 PREPARATION OF DETAILED MAINTENANCE PLANS (DMPS)
Rural Roads constructed and maintained by SRRDA must meet the technical specifications and
geometric design standards given in the Rural Roads Manual of the IRC (IRC: SP- 20:2002) and also,
where required, the Hill Roads Manual (IRC: SP:48-1998). The maintenance of rural roads is funded
by the State Government out of its resources for this an annual lump-sum estimate will be made for
the routine maintenance items specified in the Rural Roads Manual. Repairs to an existing road to
return to maintainable standard followed by routine maintenance through PBMC over a specified time,
say 3 to 5 or even 7 years. Repair works may include patching, reconstruction of sections of road
pavement, overlay, sealing, or a combination of such activities (i.e. periodic maintenance) and
emergency repairs. Maintenance works may be contracted out along with the new/up-gradation/
repairs/ periodic maintenance, to the same contractor.

Like the preparation of DPR for a new road, if the cost of preparing a Detailed Maintenance Plan is
outsourced, investigation, condition survey, testing, etc. will form a part of the project cost and may
be met from the funds in hand with the SRRDA. The detailed estimates will be prepared based on the
State Schedule of Rates (SSR) and using the Book of Specifications and Standard Data Book
published by IRC. This is required to estimate the cost to tender the maintenance works knowing the
likely cost to be incurred by the contractors and to evaluate the bids received.

5.4.1. Entry of Detailed Maintenance Plan Data on OMMAS

After the final approval is obtained from MC and SLSC on the Detailed Maintenance Plan (DMP)
prepared based on visual condition inspection, RCR/RCI, traffic, and other essential data, these are to
be entered by the RRNMU into the Proposals module of OMMAS. The following essential data has to
be entered:

 Name of the road (selected from DRRP/Core Network) along with road and habitation data.

 The RCR/RCI, AADT values as per Rural Roads Manual.

 Details of road features, pavement, and CD structures.

 Periodic (if necessary) and routine maintenance cost estimates.

 Road construction history

Detailed Maintenance Plans, whose data have been correctly and completely entered in OMMAS will
be considered further.

5.4.2. Scrutiny by State Technical Agency

The STA will scrutinize Detailed Maintenance Plans on representative basis after checking that it has
been entered in the proposals module of OMMAS. Detailed procedure for scrutiny is given in Chapter
6. After scrutiny, the STA will clear the DMPs, make confirmatory entries in the OMMAS database
for the Maintenance Plans and return the DMP documents duly certified and countersigned. In case
OMMAS data is incomplete or changes are required as a result of the scrutiny, the STA will ask the
RRNMU to make the changes and verify that they have been made before countersigning the Detailed
Maintenance Plans. The RRNMU will forward the DMPs to the SRRDA after ensuring that the STA
has made the confirmatory entry in the OMMAS.

5.4.3. Uploading of Tender Documents

After compilation of Detailed Maintenance Plans by RRNMU, the PIU will prepare bidding
documents for each package as per the standard procedure. These details will be filled up into the
Draft Tender Document module of OMMAS and a draft bidding document will be generated. As soon
as the SRRDA clearance is received and technical sanction is accorded by the competent authority, the
necessary input regarding dates and modifications in respect of other items will be carried out by the
PIU in the draft bidding document and the final bidding document will be published on the website.

In case all required documents are complete and there is no major capacity or institutional deficiency,
and the data in OMMAS is satisfactory, the proposal is placed before the Empowered Committee. The
Empowered Committee may recommend a clearance of the proposals per the requirements of SRRDA
guidelines.

5.4.4. Clearance of Proposals on OMMAS

Based on the clearance letter, SRRDA makes confirmatory entry clearing the proposals into Project
Mode, so that further data entry for tendering can be done by the RRNMU.
 CHAPTER 6
Preparation of Maintenance
Plan & Program
6 PREPARATION OF MAINTENANCE PLAN & PROGRAM
Various steps are required to be followed and several agencies are responsible for the preparation of a
maintenance plan and program as given in Table 6-1.
Table 6-1: Steps involved and Agency Responsible in Maintenance Planning

S. No. Step Responsibility

1 Estimate Length of Roads for Maintenance RRNMU/SRRDA based on data from PIUs
Distribution of State’s Allocation among
2 SRRDA
RRNMUs

RRNMU (in collaboration with PIUs) State-level

3 Selection of list of proposals in each zone
Standing Committee with the assistance of SRRDA

Vetting the list of proposals for each year &

4 RRNMU
Administrative approval

5 Preparation of Detailed Maintenance Plans RRNMU with the help from PIUs

Scrutiny of Detailed Maintenance Plans STA on recommendation of RRNMU and fianally to

6
(DMPs) be agreed by SRRDA

7 Technical Sanction STA and then SRRDA

6.1 DETAILED MAINTENANCE PLANS (DMPS)

A Detailed Maintenance Plan shall be prepared for each proposed rural road in the network-level
maintenance program and not at individual road levels. The DMP should be based on detailed road
condition assessment and inventory, investigations, choice of maintenance interventions, and
technology choice and should be of such detail that the quantities and costs are accurate for assessment
of the cost of the maintenance interventions. Guidance may be taken from IRC: SP:19 for preparing
the normal DPR for new works and suitably adopted for the DMP.

Before the commencement of the preparation of the Detailed Maintenance Plan, a joint meeting of all
concerned Engineers of RRNMU and PIUs shall be convened by RRNMU to discuss the issues and
the data requirements for the preparation of the DMP. The Engineers will also be appraised of the need
for appropriate measures for specific defects ensuring compliance with extant requirements regarding
environmental and social issues.

The Detailed Maintenance Plan shall be prepared as per the provisions of the relevant IRC Codes of
Practice together with necessary investigation data. Senior Engineers from RRNMU and/or PIU shall
inspect all sections of the road subject to the proposed maintenance regime, before the preparation of
the DMP, even if the preparation of the DMP is outsourced. The Detailed Maintenance Plan is
expected to have the estimation of quantities of specific intervention measures for removing the
defects and the associated costs.
 6.1.1 DMP with Estimation of Quantities and Costs

A Detailed Maintenance Plan is to be prepared for each proposal after collecting the necessary base
data. The Detailed Maintenance Plan should contain:

a. Population (Directly and Indirectly) served by the proposed road.

b. Type and condition of the existing road and cross drainage (CD) structures.

c. Traffic data of Motorised and Non-motorised vehicles.

d. Growth rate adopted and projected traffic for the horizon year based on the design life in the
case of reconstruction or major rehabilitation.

e. Economic factors – population served, the agricultural and economic potential of the area in
the case of reconstruction or major rehabilitation.

f. Layer-wise design of the pavement along with a sketch of dimensioned cross section
indicating the Pavement Layers, Carriageway (CW), Roadway (RW), in the case of
reconstruction according to the provisions of the Rural Roads Manual (RRM) (IRC: SP 20-
2002).

g. Design details of CD works/ Protection work and associated working drawings in case new
works or if complete rehabilitations are involved.

h. Estimation of BOQs in the case of reconstruction or complete rehabilitations.

i. Estimation of cost as per standard data analysis based on SDB and State Schedule of Rates
(SSR).

j. Provision for signs with Logo, and other road furniture, wherever required.

k. The total cost of the proposed road maintenance and cost/ km for the same.

Besides this, the following drawings should accompany the Detailed Maintenance Plan in the case of
reconstruction, up-gradation, or major rehabilitation, as Volume II. All chapters for preparation of a
Detailed Maintenance Plan are referred to for completeness, although for most rural road maintenance
programs, not all will be required as noted below in Table 6-2.

Table 6-2: Drawings for Detailed Maintenance Plan (DMP)

Applicability to
Drawings
maintenance
Key Map, showing the position of State with respect to India, Zone of RRNMU in
the State, and an RRNMU Zone map showing all the Blocks, with the names of Required
each Block marked.
A Block road map showing the Master Plan (i.e. DRRP) and the Core Road
Network and the proposed roads for maintenance.
An Index Map of the roads showing all the roads in the RRNMU zone to a
suitable scale, topographical features like rivers, canals, streams, railway lines, Required
villages, Market Centres, other roads, and Legend.
Plan and Longitudinal Sections of the road, showing 1 km in each sheet.
Not required
Typical cross-sections of the roads. Not required
Detailed cross-sections. Not required
Drawings of culverts, submersible bridges, paved dips, and High-Level Bridges, Only required in case of
giving General Arrangement Drawings (GAD), structural details. provision of new or
replacement structure; i.e.
Drawings of protective works like retaining walls, breast walls, check walls, reconstruction or complete
drains. rehabilitation cases.

Miscellaneous Drawings like kilometer stones, Traffic signs. As applicable

6.1.2. Specifications

The specifications in the Detailed Maintenance Plan for road maintenance works will be based on the
IRC ‘Specifications for Rural Roads’ 2004 and SBD for PBMC.

6.1.3. Standard Nomenclature of Items of Work

The items of work involved in rural road maintenance are not large in number, and therefore, it would
be advantageous if the nomenclature of these items is standardized. In the case of reconstruction, up-
gradation, or major rehabilitation the estimates and BOQ should be based on the standard items, the
State Schedule of Rates (SSR) prepared using the Standard Rate Analysis for Rural Roads published
by the IRC as ‘Standard Data Book: Analysis of Rates for Rural Roads – 2004’.

6.1.4. Analysis of Rates

While preparing schedules of rates in the case of reconstruction, up-gradation, or major rehabilitation
the following principles should be followed:

a. The Schedule of Rates (SOR) shall be prepared by the competent authority of the State
Government as per the prevalent practice of the State either at State level, Revenue Division
Circle level, or District level as appropriate. States may, at their option, switch over to
district/zone-wise Schedule of Rates with the help of the software made available.

b. The nomenclature of all the items of works must be as given in “IRC - Standard Data Book for
Analysis of Rates for Rural Roads” September 2004 (SDB).

c. The coefficients given in the Standard Data Book Analysis shall be used together with the
adopted basic rates for material, labor, and machinery to compute the rate of the complete
items of work as per the Schedule of Rates.

d. Complete items of work include the cost of labor, material, machinery, and transportation/
carriage. General Conditions in the Standard Data Book provide that complete items of work
include the rate of material at source and also the carriage to the site of work including
loading, unloading, and stacking. States have different practices, in some States, the
 component of loading, carriage, unloading, and stacking are added separately to the basic rate
at source, while others follow the all-inclusive rate particularly for items like select soil, coarse
and fine aggregates, bricks, stone, etc. It is recommended that the cost of material at source
and the carriage element using analysis given in Chapter 1 of SDB are shown separately in the
analysis so that the cost of each component is easily distinguishable, verifiable, and
accountable.

e. The Schedule of Rates may be updated annually and the updated Schedule used at the time of
estimation/ technical sanction for the annual proposals for maintenance of rural roads.

6.2 ESTIMATES
The estimates shall reflect the true scope, quantum, and cost of works, based on detailed surveys
wherever applicable and investigations. The following points should be considered in framing the
estimates:

a. The burrow areas must be located accurately.

b. The sources of gravel, sand, stone aggregates, bricks, and marginal materials should be
accurately identified, and the availability of required quantity and quality of materials
established.

c. The rates shall be based on the State’s updated Schedule of Rates based on Standard Data
Book: Analysis of Rates for Rural Roads 2004.

d. No provision for escalation shall be allowed.

Several roads in a Block or the adjacent Blocks (maybe even adjacent districts) can be combined into
packages of a value of Rs. 1-5 crores or as decided by RRNMU.

6.3 USE OF CONSULTANTS FOR PREPARATION OF DETAILED

MAINTENANCE PLAN
The task of survey, investigations, design, and preparation of Detailed Maintenance Plans (DMPs),
especially in the case of reconstruction, up-gradation, or major rehabilitation may be outsourced where
adequate in-house capacity is not available. The Consultants with adequate expertise and capacity may
be selected after inviting expression of interest and short-listing prospective consultants meeting the
requirements including previous experience of preparing Detailed Maintenance Plans of road works
equal to at least 50% of the value of the proposed DMPs.

6.4 SCRUTINY OF DETAILED MAINTENANCE PLAN

Though rural roads are generally low volume roads, the technical inputs required may be quite high
because of the need to cater to the sensitivities of the local communities directly affected by the road
and to ensure a practical, durable, timely, and economic maintenance treatment. As such, scrutiny of
the Detailed Maintenance Plan by senior officers is essential to ensure that the road maintenance is not
only technically well-engineered but also well integrated with community requirements and road
usage needs.

6.4.1. Scrutiny at RRNMU Level

The Assistant Engineer (and Deputy Executive Engineer) will check and certify at least 30% of the
roads proposed for maintenance at the site in respect of the accuracy of data and ground realities as
well as the correctness of the design of maintenance interventions and estimation. In this process,
deficiencies should be identified and remedied in all proposals.

The primary responsibility for the accuracy of the provisions in the DMP shall rest with the Executive
Engineer who shall check and certify at least another 20% of the roads proposed for maintenance at
the site to make sure that the investigations are adequate and recommended maintenance actions and
estimation are satisfactory. If any deficiencies are found, these should be identified and corrected
accordingly. S h e / H e shall personally ensure that:

a. The priority criteria are following SRRDA guidelines and are compliant with State’s policy on
maintenance.;

b. Leads of materials, in the case of works other than PBMC, have been assessed correctly;

c. The rates of work items are reasonable;

d. All maintenance interventions adopted for the defects are correct;

e. The overall cost of the project is reasonable; and

f. The safety requirements have been incorporated.

The estimates for maintenance work on each road shall be made in one or two parts, as appropriate:

a. The first part comprising of the estimate for works to bring the road up to a maintainable
standard. This may involve patching, reconstruction of the road pavement and other elements,
sealing or overlay, or a combination of these measures (i.e. periodic maintenance).

b. The second part comprising of the estimate of year-wise routine maintenance for years. This
may be a PBMC and/or BOQ (i.e. measurement) format as considered appropriate.

The Detailed Maintenance Plan should be personally checked and signed by the Head of the RRNMU
and scrutinized by the SE. The Superintending Engineers (SEs) are required to conduct a scrutiny of
the proposals prepared by the RRNMU, regarding conformance to guidelines, design standards,
specifications, safety requirements, cost, etc. The SEs are expected to examine the proposals
personally, at random, and do a detailed check of at least 10 percent of the proposals. Certification of
checking shall be included in the Detailed Maintenance Plan. Cross-drainage structures having a
length of 15m or more should be inspected at the site by the SEs or higher officers, who shall confirm
the need for the repair/reconstruction/ rehabilitation of the structures and approve the same.

6.4.2. Compilation by RRNMU

The scrutinized copy of the Detailed Maintenance Plan will be retained with the RRNMU. The
Detailed Maintenance Plan corrected based on scrutiny by STA shall be forwarded to the SRRDA
together with proposals made by elected public representatives, and proposals are accepted/ not
accepted along with specific reasons.

6.4.3. Uploading of Tender Documents

After the compilation of Detailed Maintenance Plans by RRNMU, the PIUs will prepare the bidding
document for every package. The above details will be filled up into the Draft Tender Document
module of OMMAS and a draft bidding document will be generated. As soon as the SRRDA clearance
is received and technical sanction is accorded by the competent authority, the necessary input
regarding dates and modifications in respect of other items will be carried out by the PIU under the
guidance of RRNMU in the draft bidding document and the final bidding document will be published
on the website.

6.4.4. Summary of Proposals

The SRRDA will consolidate the proposals from each RRNMU after Tender Documents have been
uploaded in the Project module of OMMAS.

6.4.5. Schedule of Activities

Table 6-3 below gives the illustrative schedule of activities and the time allotted for undertaking
maintenance works for the prioritized roads.
Table 6-3: Schedule of Activities for Rural Roads Maintenance Programme

Sl. No of Days
Activity Start Finish
No.
RCR Data collection and assessment of RCI by respective
1 01 Oct. 15 Oct. 15 days
PIUs
2 Prioritization on the zonal basis by RRNMU 15 Oct. 30 Oct. 15 days
Preparation of Detailed Maintenance Plan (DMP) by PIU
3 15 Oct. 30 Nov. 45 days
under supervision of RRNMU including Costing
Consolidation of Proposals by Zonal RRNMUs and
4 01 Dec. 07 Dec. 7 days
forwarding to SRRDA
SRRDA will consolidate State level Maintenance Budget
5 08 Dec. 20 Dec. 12 days
Requirements and forward them to the Government
RRNMUs will prepare DMPs matching different expected
6 budget scenarios (at least 3 nos.) – done incrementally and 08 Dec. 25 Dec. 18 days
forwarding to STA
Scrutiny by STA and Presentation of the list of proposals
7 at the zonal level by RRNMU (including obtaining 15 Dec. 30 Dec. 15 days
suggestions from MLAs/MPs et al.)
Clearance by Management Committee & State Level
8 Standing Committee of zonal proposals of RRNMU 01 Jan. 10 Jan. 10 days
(different scenarios)
9 Administrative Approval and Technical Sanction 10 Jan. 20 Jan. 10 days
 10 Preparation, Inviting, and Receipts of Tenders 20 Jan. 31 Mar. 70 days
Distribution of RRNMU zone-wise budget by SRRDA
11 30 April

12 Tender Processing & Awarding Contracts 15 May

The Schedule suggested is illustrative and the States may workout similar schedules maximizing the
duration of the working period in the respective State.
 CHAPTER 7
Budget and Cost
Management
7 BUDGET AND COST MANAGEMENT
This section is specifically dealing with the usual ’real-life situation of limited budgetary provision i.e.
budgets are not sufficient to meet all rural road network maintenance needs. Such a situation can,
within reason, be managed rationally and transparently using social, economic, strategic, and technical
criteria and may be undertaken in compliance with the national/state policies regarding poverty
reduction, economic development, and community participation. However, long-term budget
insufficiency can only lead to maintenance neglect and deterioration of the rural road network. It is
thus suggested that prediction of such effects should be a component of longer-term network
management discussed below. Possible technical options are considered in Table 7-1.
Table 7-1: Possible Technical Options for Budget Constraints

Sl.
Solution Summary
No.
1. Upgrade a road Capital investment to reduce maintenance costs.
Defer an activity for one or more years
2. Suitable if access and safety are not put at risk.

3. Reduce activity frequency Suitable if access and safety are not put at risk.
Carry out a cheaper ‘holding’ treatment for one or more
4. Downgrade a treatment
years.
Provide a minimum level of access at a very low cost, only
5. Apply a Partial Access standard
suitable when no other solutions remain.

These solutions do not explicitly consider standards, selection, and prioritization criteria discussed
above but do require an understanding of alternative treatment approaches and estimated costs.

7.1 UPGRADING

Counter-intuitively, immediate maintenance expenditure may be reduced by a possibly higher

expenditure of funding (usually from another source of funds or budget) which leads to lower whole
life costing. This approach can offer greater comparative benefits for upgrading roads of a lower
standard (i.e. track > engineered earth; engineered earth > gravel; gravel > surfaced road) than for the
relatively higher standard PMGSY roads and even with this base standard, upgrading may offer
benefits under conditions of higher usage or activities (e.g. higher traffic volumes – AADT>100; some
heavy vehicles, steep gradients; heavy rainfall; poor natural soils)

7.2 REDUCED FREQUENCY OF MAINTENANCE ACTIVITY

Some maintenance activities are, or at least, should be undertaken more than once each year (e.g.
grass cutting, clearing ditches). For a limited period, it may be possible to reduce some such
activities (say once in six months from once in three months) although cost savings thus obtained
may not be great. The obvious extension of this approach is to defer altogether a maintenance
activity for a subsequent year. Such a deferral should not include activities that may affect the safety
or negatively affect the overall pavement condition of the road. Examples of deferred activities could
be the replacement of a bridge by a causeway or reducing the standard of carriageway serviceability.

7.3 REDUCED SCOPE OF MAINTENANCE ACTIVITY

There are many ways available for defect rectification although one treatment is usually optimal, a
cheaper alternative may be possible. Such options may solve the immediate problem, they may not be
as durable as the optimal solution (e.g. a seal coat on a surfaced road for which an overlay may be the
optimal solution). These ‘stop-gap’ measures are usually effective for only a limited period, or
reduced traffic volume. Potential alternative options for some of these are summarised in Table 7-2.
It may be noted that many maintenance activities have no alternative except deferral of that activity.
Table 7-2: Examples of Cost-Cutting Measures to Meet Budgetary Insufficiency

Maintenance
Category Timing Possible Alternative Comments
Activity
Reduce frequency
Usually during or omit for a limited time.
Grass cutting and immediately Cut only at junctions/ Road safety (visibility) should
after rains sightlines not be threatened

Immediately Care required for negative

Grubbing after rains (while Chemical spraying effects on grazing animals and
the soil is moist) residents

Place topsoil End of monsoon

-
Vegetation is an effective way of
(erosion control) controlling erosion
Vegetatio
n

Plant vegetation End of monsoon Turfing

Slope Reduce slope of cutting.

Before rains -
stabilization Berms
negative effects on
Clear Brush Anytime Chemical spraying
grazing animals and residents

Preserve trees of special Such preservation may require

Cut trees Anytime cultural or environmental signing or even diversion of
value road.

Profile longitudinal side

drains in V shape (for
grader).
Before and
Clear drain Line drains (concrete or
during rains
Drainage

pitching).
Erosion control More mitre drains (to reduce Sediment is less likely to
Before and volume of water in accumulate on a smoother drain
during rains longitudinal side drains). profile.
Reduce water speed. Reduce the volume of water and
Wider side drains. speed of flow.
 Maintenance
Category Timing Possible Alternative Comments
Activity
Scour checks Before and
Line drain Frequent erosion repair.
during rain

Done by hand this is an

More miter drains to reduce
Before and effective, low-cost activity with
(Re)dig drain the volume of water in
during rains no cost-effective alternative
longitudinal side drains.
Defects are likely to be observed
during rains, so remediation is
likely during rains.
Done by hand this is an
Reform drain Before and - effective, low-cost activity with
profile during rains no cost-effective alternative
Repairs to The slope of shoulder protection
Interception ditches to reduce
shoulder and may require stone pitching or
During rains flow from surrounding land
slopes planting of vegetation

Fixing of upstream barriers may

Before and
prevent branches and debris
Clear aperture during rains -
from blocking the culvert/bridge

Erosion Before and

- -
Structures (including CDS)

protection during rains

Repair erosion
Before and
around
during rains - -
abutments
In case of repeated damage
Minor structural Repairs may have to be delayed
Immediate consider more major repairs
repair until the water level drops.
or rebuild
Major structural
Immediate
repair
Consider if alternative structure
Replace structure Dry season - may be cost-effective (e.g.
vented ford)
Paint headwalls As necessary - -
Remove debris Immediate - -
Particular attention before rains.
Pothole repairs are highly cost-
Pothole repairs As necessary -
effective.
Carriageways

Particular attention before rains.

Repair rutting As necessary -
Repairs to
rutting in the surfaced road may
require foundation repairs to
carriageway pavement.
Repair shoulders
As necessary - -
and side drains
Replacement if cleaning
Clear road signs As necessary -
ineffective
Furniture
Road

Repair/replace
As necessary - -
road signs
Repair/replace Immediate - -
 Maintenance
Category Timing Possible Alternative Comments
Activity
the barrier
Repair/replace
As necessary - -
milestones

7.4 LOWER ACCESS STANDARD

Downgrading the access standard of a road (Full > Basic > Partial), or not maintaining a rural road
with low usage, is an abandonment of an investment (under PMGSY or any other funding source) that
will not be popular with affected rural residents or decision-makers (if the implications are
clearly/publicly presented).

7.5 STAGES IN BUDGET/COST MANAGEMENT

Budgets are perennially inadequate to meet all maintenance needs and the implications of budgetary
insufficiency can be managed for a limited time, depending on the degree of insufficiency. A degree of
cost-cutting may be combined with available funds being allocated in some degree to the most
pressing network needs in line with the following prioritization:

a. Maintain all rural roads in good or fair condition (i.e. Roads in maintainable condition);
b. Rehabilitate priority roads in poor condition (i.e. Restore road in un-maintainable condition to
maintainable standard);
c. Consider reduction in access standards (full>basic>partial)
It must be stated clearly that the aim is not the above which illustrates pragmatic options in
response to the budget shortfall. The long-term aim is sound rural road network management along
with raising maintenance standards across the network such that the network is sustainably maintained
at full access standards. This can only be achieved by good management of adequate road maintenance
budgets. The first option must always be no budgetary constraint i.e. the budget is sufficient for
maintenance needs. Thus a suggested procedure is as follows:

a. Prioritize all roads according to condition rating (ie 1 (very poor) to 5 (very good);

b. Identify classes/categories of road – LR (link road); TR (through road);

c. If possible identify traffic volumes and population served;

d. Estimate quantities of work and costs for the maintenance program according to need.

The proportions vary according to network characteristics but a typical proportion of maintenance
activities is as shown in Table 7-3.
 Table 7-3: Relative proportions of different maintenance activities
Condition rating
Activity
1 2 3 4 5
Routine maintenance
Periodic maintenance
Reconstruction/renewal

Establish relative proportions of budgetary need for each maintenance activity. The proportions will
vary according to network characteristics and road conditions, typical characteristics (for a
road/network indicatively of condition rating 3, i.e. fair) may be as shown in Table 7-4.
Table 7-4: Typical proportions of an adequate maintenance budget (condition rating 3)

Activity The proportion of maintenance budget

Routine maintenance 10%
Periodic maintenance 40%
Reconstruction/renewal 45%
Emergency 5%

In case of budgetary insufficiency, the proportions of activities for the annual program need to be
adjusted – indicative figures are shown in Table 7-5.
Table 7-5: Suggested allocations of insufficient maintenance budget (condition rating 3)
% of budget needs available
Activity
100% 80% 60% 40% 20%
Routine maintenance 10% 15% 20% 35%% 75%
Periodic maintenance 40% 45% 50% 50% -
Reconstruction/renewal 45% 30% 20% - -
Emergency 5% 10% 10% 15% 25%

Within a maintenance category with reduced allocation, prioritization should be according to LR/TR
and traffic volume/population served. The indicative proportion of allocations for different condition
ratings and budget sufficiency is indicated in Annexure B-12 and Annexure B-13. shows a typical
example of packaging the roads for improvements.
CHAPTER 8
Road Safety
8 ROAD SAFETY
Road accidents are caused by road users drivers and pedestrians, these usually involve vehicles with
excessive speed, and the road itself (including bridges, structures, junctions, and immediate
surroundings). These road accidents have a significant social and economic impact and therefore, the
primary aim of rural road network management should be to minimize road accidents. Road safety
measures should be considered at the design phase but certain issues may arise later and these need to
be corrected as early as possible.

8.1 CODE OF PRACTICE

Unless otherwise specified for any safety engineering interventions, the IRC code of practices shall be
followed for ensuring road safety. Relevant IRC to be followed are in table 8-1. Recommendations
made in other manuals may be followed when relevant IRC is silent on the subject. The design
measures of road safety are in Annexure B-14.
Table 8-1: IRC to be Followed
S. No. IRC Intervention
1 IRC:67-2012 Road Signs
2 IRC:35-2015 Pavement Markings
3 IRC:SP:55-2014 Traffic Management for Work zones
4 IRC:SP:73-2015 Two-lane manuals

8.2 ACCIDENT CHARACTERISTICS AND MITIGATION MEASURES

Various characteristics have been identified that may lead to potential road accidents and some
mitigation measures designed with the aim that the incidence, frequency, and cost of accidents on rural
roads shall be reduced using:

a. Road safety audits, risk assessments, and response to accident blackspots such as
junctions, village/urban zones, rail crossings, school environs, etc. Response actions could
include clearance or protection of roadside hazards like trees, culvert headwalls, bridge parapets
end posts, improved sightlines, better road alignment, special attention to zones of high non-
vehicular movement e.g. Schools, village areas, movement of farm animals, market areas, social
and administrative facilities.

b. Appropriate signage and road markings

c. Awareness programs aimed at rural residents, schools, communities along rural roads.
Given the high levels of community collaboration and consultation in the implementation of the
construction of PMGSY roads, community involvement in the delivery of road safety
campaigns can manifestly improve the effectiveness of such campaigns.

d. Production of information on road safety including media campaigns. High-risk

behavioral issues might also be targeted e.g. Driving under the influence of drink or drugs,
 speeding, use of belts/restraints, overloading of heavy vehicles

The accident characteristics and potential mitigation measures adapted from TRL ORN20:
Management of Rural Roads are in Table 8-2.
Table 8-2: Accident Characteristics and Potential Mitigation Measures

Accident Characteristics Potential Mitigation

Open Road
 Rectify the edge drop and retain the shoulder at the same level
as that of the carriageway.
 Widen road so that two opposing vehicles can pass by
 Provide passing places for bigger vehicles
 Extra widening for curves.
Carriageway too narrow for current traffic  Provide warning signs
usage  Remove sharp crests and inner curve obstacles to improve
visibility
 Improve and maintain road condition
 Traffic calming measures
 Provide edge lines for carriageway less than 5.5m and
centerline and edge lines for carriageway 5.5m and more.

 Remove obstacles and cut vegetation to 1.5 m from the

Useable width has been reduced by the
carriageway edge
encroachment
 Provide temporary signs warning of reduced width

Useable width has been reduced by road  Repair damage; continue maintenance
damage  Provide temporary signs warning of reduced width

 Provide gabions or flared barriers to protect the end of the

bridge
The bridge deck is narrower than the  Provide rumble strips on the approach
carriageway  Provide signs warning of reduced width and hazard marker
sign at the parapet along with hatch markings
 Indicate which direction has priority over oncoming traffic

 Improve visibility by cutting vegetation or battering back

slopes
Dangerous overtaking maneuvers  Sight distance must be greater than stopping
distance at speed
 Provide speed limit signs and warning signs along road
markings warning against overtaking.
 Provide hatch marking along with signs
 Provide a convex mirror for curves turning nearly 90 degrees
to see the oncoming vehicles.
Vehicles run-off-road
Accident Characteristics Potential Mitigation
 Provide signs warning of poor road condition with chevron
signs
 Provide edge delineators on the outside edge of the shoulder
Vehicles lose control due to poor road
condition  Provide barriers
 Eliminate corrugations, ruts, and potholes; continue
maintenance
 For any water body on the outer edge of the curve, provide
crash barriers

 Ensure that road geometry is consistent along the road

 Provide signs warning of speed limits
Vehicles lose control due to high speed  Encourage police to enforce speed limits (if any)
 Consider imposition of a speed limit
 Provide traffic calming measures like speed breakers to
physically curtail the speed and for other locations with rumble strips
to have a psychological effect

 Avoid tight bends if possible

 Provide barriers and edge delineators on the outside of the bend
 Provide double chevron signs and road markings warning of a
Vehicles run-off-road at a tight bend tight bend
 Provide speed breakers at both approaches of bend
 Widen and/or super-elevate the carriageway around the bend
 Improve the skid resistance of the road surface

 Provide edge delineators on the outside edge of the shoulder

 Flatten side slope to 1:5 or less
 Increase shoulder width between carriageway and side drain
 Excavate more miter drains and reduce side drain depth
The vehicle veers off-road and cannot
 Cover drains with concrete slabs in urban areas
recover
 Excavate a side drain shape that will not trap vehicle wheels
 Provide crash barriers to contain any errant vehicles.

Vehicles hit objects alongside the carriageway

 Provide impact protection to the headwall
 Lengthen culvert barrel and re-site headwalls
Vehicle hits culvert headwall  Paint the headwall white for greater visibility i.e. black and
white strip for an object outside traffic way and yellow and black for
an object with traffic way.
 Provide hazard markers

Vehicle hits a tree or another obstacle  Remove tree and other vegetation within 1.5m of the
carriageway
 Paint the tree trunk white for greater visibility
 Re-site all obstacles greater than 1.5m
from carriageway
 Provide hazard markers
Junctions
Accident Characteristics Potential Mitigation
 Provide protected arrangements for traffic turning to rural roads
(especially the start junction)
 Cut vegetation at the junction to increase visibility
Restart – vehicle stops at junction, restarts,
and is then hit from the side  Widen shoulder at the junction to increase visibility
 Provide signs warning of approaching a junction on major
roads
 Provide advance direction information and flag type direction
signs and STOP signs for traffic control
 Provide speed breakers at side roads

 Provide signs warning of approaching a junction on a minor

road
 Provide a large sign on the major road opposite the minor road
Overshoot – the vehicle does not stop at a
entry
junction and is then hit from the side
 Cut vegetation at junction to show vehicles
approaching from side
 Provide advance direction information and flag type direction
signs and STOP signs for traffic control
 Provide speed breakers at side roads

Junction Control
 Provide STOP or GIVE WAY signs and marking as per the
guidance provided in IRC 67 2012.

Vulnerable road users

 Provide gateway signs with speed breaker at both the
extremities of town /villages
 For villages with roadside human activities are very near to
traffic movement, provide speed breakers and other locations,
provide rumble strip as soft treatment.
Traffic speeds are too high in towns and
villages  Provide signs warning of local speed limits
 Encourage police to enforce local speed limits
 Calm traffic with speed humps, road narrowing, raised level
pedestrian crossings & low-speed zones.
 At locations where building lines touch the roadway, provide a
new jersey type barrier

 Segregate road users using edge delineators, road markings,

curbs, or barriers especially on bridges
 Retain construction detours for use by vulnerable road users
The road is too narrow for the mix of road  Provide an off-carriageway footpath/cycle lane
users  Widen drain to act as a dry season footpath
 Widen and pave the shoulder
 Ensure vegetation is regularly cut
 Flatten drain slopes to provide emergency refuge for cyclists
 Provide an off-carriageway area for market traders
 Consider imposition of the speed limit
Poorly located or non-existent bus stops  Provide formal bus stop lay-bys
 Provide an off-carriageway bus park

To ensure the safety of road users during maintenance works it is expected that safety measures will
be taken at works sites including the following:
 a. Warning the road users (in the appropriate language) clearly and sufficiently in advance

b. Providing safe and clear lane markings for guiding road users

c. Providing safe and clearly marked buffer zones and work zones

a. Barricades, drums, traffic cones, cylinders, and signs around work zones

b. Flagmen with red flags positioned to regulate and warn the road users

c. Using construction machinery carefully and parking such machinery at locations where
they are no traffic hazards

d. Stacking construction materials such that only the quantity needed for one operation is
stacked along the road, and obstruction to road users is minimized.

d. Providing well-designed temporary diversions as necessary so that the essential traffic

moves with the least hindrance (measures as per IRC SP 55 2014). The Contractor shall
be asked to provide these as part of his work as specified in the contract documentation.

e. The details for traffic and axle load surveys are provided in Annexure B-5 and B-6.

8.3 INSTITUTIONAL ASPECTS OF ROAD SAFETY

At the State level, RRNMU, SQCs, and PIUs shall ensure coordination with the State Government’s
Road Safety Programme, in particular through membership of the State Road Safety Council and
District Road Safety Committees, created as per provisions of Section 215 of the Motor Vehicles Act,
1988 (Act No. 59 of 1988). For this purpose, the SQC may be nominated to the State Road Safety
Council. For each district committee, the Executing Agency shall designate the Head of the PIU or
RRNMU as the District Rural Road Safety Officer (DRRSO). The State Government shall also
nominate the Panchayati Raj Institutions designated to take over the maintenance to the District Level
Committee.

8.3.1 Zonal Rural Roads Safety Officer

The Head of RRNMU will be the Zonal Rural Roads Safety Officer (ZRRSO) and shall be the
custodian of the inventory of all road safety features and road furniture. He/She will specify the
maintenance interval required for each feature. ZRRSO may delegate this authority to the Head of
PIUs for smooth implementation of the safety objectives. To ensure operational safety, the ZRRSO
shall ensure that:

a. Safety issues are identified during routine maintenance inspection of rural roads regularly
and rectified as top priority;
b. During the inspection of safety features, ensure that signs are in original positions
concerning lateral placement, with adequate vertical clearance and also oriented correctly,
and if not, rectify immediately;
c. Roads signs are washed at six monthly intervals;
 d. In all cases of accidents and inquiry/investigation thereof, accident data are be analyzed:
where there are multiple accidents on the same stretch of rural road (300 to 400m),
diagnose the problem, and then propose and implement solutions;
e. All resolutions of panchayats regarding safety issues are acknowledged and action
proposed/taken intimated to the panchayat;
f. Road accidents involving cyclists and pedestrian to be studied, and if necessary, speed
reduction measures shall be applied (or other measures as appropriate);
g. To sensitize villagers, road safety awareness camps should be organized involving
panchayats, schools, rural road users (inhabitants as well as drivers), in accordance with
programmes drawn up by the state quality coordinator;
h. If any temporary road works are carried out, they shall be undertaken with proper traffic
management and shall be an integral part of the contract.

8.3.2 State Rural Road Safety Officer

The State Quality Coordinator will be the State Rural Road Safety Officer (SRSO). He/She will be
responsible for:

a. Adequate coordination with the State Road Safety Council and road safety programs;

b. Formulation of rural road safety awareness program proposals;

c. Implementation and coordination of rural road safety awareness programs in the field;

d. Quarterly meeting with ZRRSO and take feedback for improving safety standards.

e. Annual accident data collection and analysis over the entire rural road network of the
State to ensure blackspots responsible for high accident occurrence can be addressed. The
black spot improvements in rural roads shall be undertaken for such a time that all high
accident occurrence locations are rectified in a phased manner. Data must also be
collected for monitoring and assessing the effectiveness of measures implemented.

f. Establish proper coordination with entities involved in the rural road maintenance works
like Panchayat Raj, Zilla Parishad, and other local bodies. Road safety toolkit and other
best practices developed for RRNMU will be shared with them such that they too can
adopt similar road safety items in their rural road maintenance tasks.

8.3.3 Fund Allocation for Safety Works

Indicatively 5 % of maintenance budgets shall be set aside as provision for road safety items for any
civil work (related to maintenance of rural roads), which would be spent exclusively for road safety
items. Fund allocation shall be such as to enable quick installation of essential safety features without
passing through intricate departmental procedure even for some highly unsafe situations or even
sometimes after a natural calamity. Also, traffic management at the maintenance work zone will be
made as BOQ items, and will not be considered incidental to civil work related to maintenance.
CHAPTER 9
Environment
9 ENVIRONMENT
In rural areas, most dwellers rely on their surroundings for their livelihoods and it is a duty of the road
engineer that the rural road network contributes to the well-being of the rural populations. It is,
therefore, good engineering practice to minimize the negative environmental impacts by identification
of potential adverse effects and apply mitigation measures where appropriate. Environmental
considerations thus influence the design, construction, and maintenance of rural roads.

9.1 POTENTIAL ENVIRONMENTAL IMPACTS

Most routine and periodic rural road maintenance activities, when managed properly, are likely to
have only temporary impacts due to dust and disruption during construction. Long-term impacts are
more likely to occur from usage of the road, such as from heavy vehicles and development facilitated
for better roads e.g. quarries. No detailed Environmental Impact Assessment (EIA) would normally be
undertaken for individual maintenance interventions. A thematic screening of the annual maintenance
program should be conducted to ensure that there is no long-term negative impact of maintenance
programs and/or that appropriate mitigation measures are enforced during works.
Potential environmental impacts, mitigation measures arising from maintenance activities are
identified in Table 9-1.
Table 9-1: Environmental Impacts and Mitigation Measures

Road Work Activities Impact Mitigation Measures

Badly sited drains discharge onto farmland,

disrupt irrigation schemes and cause erosion.
Drain construction and Adequate design & turfing after
Contamination of surface and underground water
maintenance excavation
sources. Removal of vegetation.

Site camp construction Land degradation; firewood removal, EMP included as a contractual
and operation contamination of water sources, obligation. NOC of State
Pollution Control Board

Pollution, the effect of dust on human health,

livestock, and crops, severance of communities
on either side of the road or from their fields;
Increased site traffic Traffic calming & control
severance of natural animal habitats; disrupting
measures. PUC certificates
their movement and migration patterns; noise.

Excavations and soil Bare soil can erode; landslips; badly placed spoil Construction walls; bio
stripping can kill vegetation planting leveling spoil or
retaining engineering

Removal of trees Increased chance of erosion; loss of natural Minimising tree felling
Road Work Activities Impact Mitigation Measures

capital; habitat change

Loss of natural habitats and protected species;

loss of tourism. Disturbance of traditional sites;
Taking additional land
cultural loss; adverse community reaction

Brick culverts and De-forestation for brick firing Use of other fuels in kilns
surfaces

Inappropriate material Increased material associated impacts, Haulage Soil investigations

selection

Embankment Disruption of irrigation and drainage problems Adequate design

construction

Borrow material Ponding water where mosquitoes may breed; License for operation
excavation resource depletion; instability if too near to road Reinstatement after use

Use of bituminous No tipping of waste bituminous

materials (resurfacing, materials; careful use of
Air pollution; contamination of soils and
patching potholes) materials and siting of stockpiles.
waterways with volatiles

Subsequent use of the road

Increased logging Loss of natural damage to land capital; exploitation; Restricting

access to heavy vehicles

Quarrying (rock, sound) Loss of top soil; ponding water where mosquitoes Reinstatement pits and quarries of
might breed. Resource depletion; loss of natural borrow
habitats; loss of scenic beauty

Excavation of river Scour of river banks; loss of fertile land

gravel

Other economic activity Encroachment into historical, cultural, and

ecological areas

Generated traffic Pollution; danger; safety issues; severance of Traffic calming; restricting access
communities on either side of the road or from to heavy vehicles Speed limits.
their fields; severance of natural habitats;
disrupting animal movement and migration
patterns.
 9.1.1 Environmental Impact Assessment (EIA)/ Environmental
Management Plan (EMP)

For all major engineering projects, a specific EIA is carried out at the feasibility or design stage to
identify potential impacts. The required mitigation measures are set out in an EMP that is usually
included as a contractual obligation of the construction contract.

For routine maintenance works a specific EIA is not usually required to be carried out for individual
contracts although a thematic environmental assessment is sometimes carried out for rural road
maintenance operations as a whole. Generic mitigation measures specified in maintenance contract
documents are subject to supervision as a component of contract supervision and measurement.

9.1.2 Community Participation

Environmental issues should be included in community consultation measures. Local knowledge can
be especially important in avoiding drainage problems including irrigation systems and in
monitoring contractor performance of environmental mitigation measures.
CHAPTER 10
Social Issues
10 SOCIAL ISSUES
Social Impact Assessment (SIA) is defined as an effect(both positive and negative on a social issue
resulting from rural road development projects. SIA is a process to provide a framework for defining
key relevant social issues or risks for involved stakeholders. It also gives the impact of public/ gov
intervention on the social aspects of the human environment .

10.1 GENDER
Following the national gender policy commitments in the road sector, RRNMU will promote a
Gender Action Plan (GAP) for the promotion of women’s participation in rural road maintenance
works (including affirmative action to ensure participation of women and other marginalized
groups). A preliminary GAP is set out in Table 10-1.
Table 10-1: A Preliminary Gender Action Plan
Activity Target Responsibility Comments

Engagement of women for At least 33% of hired RRNMU/PIU/ Appropriate clauses may be
skilled and unskilled work and workers are women inserted in SCC (Special
Contractor
as supervisors for road Conditions of Contract).
maintenance activities Supervision of contractor by
PIU to include composition
of contractor’s work force.

Equal wages for equal work RRNMU/PIU/ Equal pay provision to be

done by male and female included in SCC
- Contractor
labour

Prohibit hiring of child labour No child labor RRNMU/ Provision in SCC. Children
Contractor/ ZP/ GP/ are aged under 15
RRI

Involvement of women from At least 40% of

local communities in decision women’s participation
RRNMU
making (including transect
-
work, if undertaken) safety and
other needs-based design

Consideration of specific needs Road safety design

of vulnerable groups (e.g. features e.g. speed
WHH, elderly, women, control measures,
Road safety issues are
children, disabled) in design crossing/ warning
considered detail elsewhere
and implementation of signs, guard rails, RRNMU
maintenance programme hardened shoulders as
Activity Target Responsibility Comments

walk-ways

Activity Target Responsibility Comments

Women’s participation in At least 30% female RRNMU,

community orientation and participation DRSO,
-
road safety awareness SRSO
campaigns

Women’s participation in At least 30% women’s Development of such training

training in technical, participation modules expected to be
RRNMU (RCTRC)
community and social aspects undertaken by RCTRC.
(including gender)

10.2 COMMUNITY CONSULTATION AND MOBILIZATION

Contact should be made with all community groups, representations, and individuals in compliance
with formal systems and as appropriate to local customs and practices. Explanation will be given of
the consultation process, screening, and technical analysis of proposed maintenance work to create
informed expectations.

10.3 ENCROACHMENT ON THE ROAD RESERVE

The road reserve extends for a specified distance for each side of the centerline of the road
depending upon road classification. The SRRDA has a legal responsibility to prevent encroachment
such as dwellings, market stalls, etc. but it is recognized that non-compliance of highway regulations
has in some locations allowed such encroachment to take place. RRNMU should, in strict
cooperation and consultation with local communities, seek to address and resolve such issues where
the encroachment represents safety or operational risk to road users.

10.4 LAND, PROPERTY, AND RIPARIAN ISSUES

RRNMU will take all reasonable measures to ensure that legislation regarding the road reserve is
applied, the property rights of adjoining landowners are respected. Particular care should be taken to
ensure that watercourses are not contaminated or impeded, that flooding of neighboring land and
property does not result from road works, and that irrigation systems are not prejudiced.

10.5 ADVERTISING AT THE ROADSIDE

Measures should be taken to ensure that no roadside advertising represents a threat to utility or safety
on rural roads, including any blocking of sightlines or visibility, especially at road junctions. Any
roadside advertising should be licensed on a rigorous contractual and fee-paying basis.
10.6 HIV/AIDS
Following the national guidelines, appropriate and cultural sensitivities measures should be taken to
sensitize rural dwellers and contractors’ workforces towards the adverse impact of unprotected
intercourse leading to HIV/AIDS, STD, etc. This should include the distribution of condoms and the
facilitation of consultation/treatment of STDs.

10.7 SOCIAL IMPACT ASSESSMENT (SIA) & RESETTLEMENT

For all major engineering projects involving new construction, a specific SIA is undertaken at the
feasibility/design stage (sometimes combined with the EIA) to identify potential impacts. Social
Management Plan (SMP) includes resettlement and mitigation measures. For routine maintenance
works a specific SIA is usually not required for individual maintenance contracts. Generic mitigation
measures may be specified in maintenance contract documents.
The basics of SIA and Resettlement Planning relevant to rural road maintenance are set out in
Annexure B-15.
 CHAPTER 11
Climate Change
11 CLIMATE CHANGE
The IPCC defines climate change adaptation as: ‘An adjustment in natural or human systems in
response to actual or expected climate stimuli or their effects, which moderates harm or exploits
benefit opportunities’. Disaster risk reduction (DRR) can be defined as: ‘The broad development and
application of policies, strategies, and practices to minimize vulnerabilities and disaster risks
throughout society, through prevention, mitigation, and preparedness’. Adaptation and DRR have
very similar aims in terms of seeking to build resilience in the face of hazards. They both focus on
reducing people’s vulnerability to hazards by improving methods to anticipate, resist, cope with and
recover from their impact.
The character, frequency, and severity of impacts from climate extremes depend not only on the
extremes themselves but also on the exposure and vulnerability of people. Climate extremes,
exposure, and vulnerability are influenced by a wide range of factors, including anthropogenic
climate change, natural climate variability, and socioeconomic development. Disaster risk
management and adaptation to climate change focus on reducing exposure and vulnerability and
increasing resilience to the potential adverse impacts of climate extremes, even though risks cannot
fully be eliminated.

11.1 ADAPTATION INTERVENTIONS

Adaptation can involve a range of approaches including reducing exposure and vulnerability,
increasing resilience, as well as preparing, responding, and recovering as illustrated in Figure 11-1.

Figure 11-1: Adaptation and disaster risk management approach for a changing climate (IPCC 2012)

11.2 ADAPTATION OPTIONS FOR RURAL ROADS

The adaptation options set out below present a selection of potential measures which could be
implemented to increase the resilience of rural roads and bridges in the face of climate change. It
should be noted that most adaptation measures are manifestations of good engineering practice
seasoned with a common-sense approach to potential impacts on climate change. The impacts of
climate change on the rural road infrastructure along with the possible hard and soft mitigation
measures are listed in Table 11-1.
Table 11-1: Mitigation Measures of Climate Change Impacts
Change in Adaptation Measures
climate/weather Physical
variables and impact on
infrastructure Hard Measures Soft Measures
impacts
• Stabilize slopes on either • Prepare hazard maps,
side of the road to prevent and inform regulatory
Increase in Inundation of landslides (e.g. vegetating the agencies and users.
precipitation roads and/or slopes, • Install equipment that
and/or • Putting in place structures can detect slope failure
damage to road
episodes of to prevent soil movement, and debris flow, and
infrastructure systems that can
heavy rainfall terracing/benching)
• Realign the road communicate and
resulting in
• Raise the road level disseminate information
flooding and suspend traffic.
• Install improved (or enhance
(cyclones, • Install guidance
existing) drainage facilities that
storms, are both sustainable (do not systems leading to
monsoon) • cause any increase in flood detours and alternative
risk elsewhere) and sufficient to schemes.
cater to the most intense storms. • Conduct more frequent
• Inspect watercourses and improved inspection
regularly and maintenance of the
• Clean out debris from affected locations. Assess
clogged ditches and culverts the infrastructure’s ability
• Clean out watercourses and to withstand the more
structures in flood-prone areas extreme floods projected
ahead of projected heavy as a result of climate
rainfall change.
• Pave ditches to reduce • Undertake
• erosion (although it appropriate contingency
should be borne in mind that planning aimed at ensuring
this will increase runoff and that
may exacerbate flooding • resources are
elsewhere) optimally organized for the
• Re-route ditches in areas most affected by
extreme cases. floods. It has been
• Improve green space or identified as having a high
natural flooding protection net benefit due to the
• Use more rut-resistant relatively low capital costs
and/or stripping-resistant road involved in upfront
surfacing materials (i.e .lower planning in comparison to
penetration bitumen). emergency remediation
action. This will require
liaison across sectors to
ensure interdependencies
are covered.
• Keep records of
flooding events
and locations.
• Keep in-house
Geographical
Information
Systems (GIS) up
to date.
 Change in Adaptation Measures
climate/weather Physical
variables and impact on
infrastructure Hard Measures Soft Measures
impacts
• Map landslides and
avalanche-prone areas,
including underlying
• Geology

• Strengthen and/or • Monitor the

drainage layers to embankments movement in existing
embankments.
Changes in Moisture (and road formation) identified • Undertake
temperature, fluctuation in road as vulnerable to movement as inspection and assessment
rainfall, and embankments necessary. regimes for vulnerable clay
evaporation rates. resulting in embankments aimed at
deformation of assessing their current
clayey soils and condition and their ability
movement of to withstand more extreme
embankments and temperature and weather
road formation. conditions as the climate
changes.
• Prioritize remedial
works for those locations
that are assessed as posing
the highest risk of failure
or disruption to service.

• Review pavement mix design •

at the next
Increased Melting of asphalt rehabilitation/reconstruction
temperature road pavement event.
materials • Follow guidance from best
(deformation and practices from areas with
destabilization of warmer temperatures.
roads) and • Use more rut-resistant
increased asphalt and/or stripping-resistant
rutting. bituminous materials (i.e. lower
penetration bitumen).
• Review surface dressing and
seal coat
• composition and
application
• Improve surface and sub-
surface drainage
• systems.
• Stabilize unsealed
pavements.
• plant vegetation along the
roadside to reduce
• exposure of the road to the heat

• ⎼ Stabilize slopes on
Reduction in soil either side of the road to
More frequent moisture and • prevent landslides (e.g.
droughts increase in wet/dry vegetating the slopes, putting in
spells leading to place structures to prevent soil
degradation of the movement,
road foundation • etc)
 Change in Adaptation Measures
climate/weather Physical
variables and impact on
infrastructure Hard Measures Soft Measures
impacts
• Upgrade coastal drainage
systems to meet threats
Increased • Strengthen the edge of road • Map the areas under
Inundation/flooding embankments. threat
temperatures
of the roads and • Raise the level of roads and • Install an early warning
resulting in sea
associated damage causeways to meet the threat. system
level rise • Use of submergible
to roadway surface • Ensure sufficient
and base layers pavements monitoring stations to
(e.g. from salt • Undertake spot upgrades in collect reliable data
penetration) high-risk areas. • Undertake more regular
• Install an early warning maintenance
system (s) • Improve
• Ensure sufficient hydrological data and
monitoring stations to models
collect reliable data
• Edge- strengthening of
road embankments
• Use submergible
pavements
• Build more redundancy
into the system

11.2.1 Adaptation options for bridges

The impacts of climate change on the bridge infrastructure of rural roads along with the possible hard
and soft mitigation measures are listed in Table 11-2.
Table 11-2: Mitigation Measures of Climate Change Impacts on Bridges
Change in Adaptation Measures
climate/weather Physical impact on Hard Measures Soft Measures
variables and infrastructure
impacts
Increase in Inundation of • Increase the height of • Prepare hazard maps
precipitation and/or bridges and/or the bridge above the river. and inform regulatory
episodes of heavy damage to bridge • Strengthen the agencies and users.
rainfall resulting in infrastructure bridge (i.e. design to Install equipment that can
flooding (cyclones, (including scour) withstand the highest detect slope failure and
storms, monsoon) potential river flows given debris flow, and systems
projections). that can communicate and
• Implement upstream disseminate information
river bank stabilization and suspend traffic.
measures to stabilize Install guidance
channels (e.g. planting of systems leading to
indigenous trees on banks, detours and alternative
compacting of soils, schemes.
improving channeling, etc). Conduct more frequent
• Protect bridge and improved inspection
piers and abutments and maintenance of the
with riprap. affected locations.
• Implementing wind Assess the
resistance measures. infrastructure’s ability to
• Use more durable withstand the more
material such as corrosion- extreme floods projected
resistant materials (e.g. as a result of climate
reinforced steel)
 Change in Adaptation Measures
climate/weather Physical impact on Hard Measures Soft Measures
variables and infrastructure
impacts
change.
Undertake appropriate
contingency planning aimed
at ensuring that resources
are optimally organized for
the areas most affected by
floods. It has been identified
as having a high net benefit
due to the relatively low
capital costs involved in
upfront planning in
comparison to emergency
remediation action. This
will require liaison across
sectors to ensure
interdependencies are
covered.
Keep records of
flooding events and
locations.
Keep in-house
Geographical Information
Systems (GIS) up to date.
Map landslides and
avalanche-prone areas,
including underlying
geology.
Refrain from developing
in areas at risk from
floods and/or landslides
• Change design
Expansion and requirements related to
Increased subsequent
temperatures temperature for bridges
damage to bridges (may need to consider new
heat thresholds for bridge
expansion joints).
 CHAPTER 12
Choice Of Technology
12 CHOICE OF TECHNOLOGY
The appropriate use of labor-based (LB) technology should be considered where economically viable
and appropriate as a vehicle for the creation of rural employment and injection of cash into rural
economies. The following maintenance activities as given in Table 12-1 may be considered for the
potential use of LB methods.
Table 12-1: Labour Based Maintenance Activities

Labor-
Activity Equipment-Based
Based

Ditch cleaning Good Good but depends on skilled operators

Grass cutting Good Impractical for roads
Cleaning and minor repairs to culverts Good Impractical
Scour repairs Good Impractical
Repair of structures Good Impractical

Blading and reshaping Impractical Good but depends on skilled operators

Pothole patching Good Poor
Graveling Good Good
Compaction Fair Good
Haulage of gravel Poor Good
Excavation of new ditches Good Good
Installing culverts Good Impractical
Resurfacing Poor Good
Thus graveling or excavation of new ditches may be carried out equally well by labor-based or
equipment-based methods. Hauling of gravel, compaction, and resurfacing should normally be
done by equipment-intensive methods while cleaning of culverts, scour repair; etc should be done
by labor-based methods.

Labor-based technology can bring considerable advantages in certain circumstances but requires
relatively more administrative and managerial effort in comparison with a plant-based approach
and there may be negative perceptions of the approach as ‘old fashioned’ 62. However, advantages of
choice of labor-based methods include:

a. Foreign exchange costs for equipment (fuel, spares, capital cost) are reduced;

b. Much greater employment potential for locally available (often unskilled) labor;

c. Potential for employment of women;

d. Community involvement;

e. Can be used by small-scale local contractors without large equipment/plant resources;

f. Develop local road-building skills for future routine maintenance.

12.1 TECHNOLOGY INITIATIVES
To promote cost-effective and fast construction technologies in the construction of rural roads,
mainstream the technologies already developed through R&D in the past and undertake further
research and technology initiatives duly taking into account the environmental, geographic, and other
constraints. The focus should be on promoting the use of locally available marginal materials,
industrial wastes, new materials, and environment-friendly cold mix technologies. The major proven
technologies considered useful for rural roads, with relevant Indian Roads Congress Codes /specifications are
given in Table 12-2.
Table 12-2: Technologies for Rural Roads with IRC/ Specifications
S.
Technology IRC / Specifications
No.
1 Soil stabilization using different methods such as:  

a Lime stabilization IRC: SP:89-2010

b Cement stabilization IRC: 50- 1973

c Bitumen stabilization IRC:55-1974

d Mechanical stabilization IRC:SP:20-2002

Improving properties of locally available materials and
2 IRC :63- 1976
marginal materials, soft aggregates, brick aggregates, etc.
Use of fly ash in cement for concrete structures (culverts,
3 IRC : 112 – 2011
bridges)/ use of blended cement
4 Roller compacted concrete pavement IRC : SP: 68-2005

5 Interlocking concrete block pavement IRC : SP : 63- 2004

Cold mix technology using bitumen emulsions for IRC :SP : 20: 2002 and MoRD Book of
6
bituminous wearing coat (premix carpet, surface dressing) Specifications
7 Use of Fly ash in Road Embankment IRC : SP : 58- 2001
Use of geotextiles, jute, and coir technology in road
8 HRB SR No. 21 2012 (State of the Art)
pavements and associated works
Guidelines for the use of Plastic
9 Use of waste plastic in bituminous works Wastes in Rural Roads
Construction issued by NRRDA
10 Use of blast furnace slag  
Use of bio-engineering measures including jute/bamboo
HRB SR No. 21 2012 (State of the
11 matting for slope stabilization, crib wall, terracing with
Art)
locally available pine trees, bamboos, etc. in hilly areas
12 Use of crusher run material  

13 Use of quarry waste materials  

14 Lime Fly Ash Bound Macadam  

15 Lime Fly Ash Concrete  

16 Gravel Roads/ Gravel Sealed Roads IRC:SP:77:2007

17 Cell Filled Technology  

 CHAPTER 13
Communications
13 COMMUNICATIONS
13.1 MEDIA
Relations with the media should be taken seriously and should move away from the traditional
reactive response solely to criticism of road conditions. Whilst not abandoning such reactive
response entirely serious effort should be made to sensitize and inform the public of maintenance
needs, protection of investment of public funds, and negative implications of limited maintenance.

13.2 PRESS RELEASE

Regular press releases should be prepared for media disseminating information, explaining, and
illustrating specific activities and situations regarding rural accessibility, especially concentrating
on the explanation of changing situations (e.g. variation of budgets from year to year).

13.3 REPORTS
Reports on maintenance activities should be fully available publicly through OMMS or in State
administration facilities. Reporting should be undertaken monthly, quarterly, and annually (normally
within one month after the end of the reporting period).

The main purpose of reporting is monitoring the progress, the expenditure against approved plans
and budgets, and to document changing road network conditions. Reporting serves as a management
tool and a means for wider dissemination of information.

13.3.1 Reporting Road Defects and Dangers

The community will be encouraged to report road damages to the RRNMU and PIUs and a ‘Level of
service charter’ should be drawn up which outlines response times to such reports.

13.4 COORDINATION WITH THE NATIONAL HIGHWAY AUTHORITIES

A proactive relationship should be developed especially as regards the management of the road
network as a whole including allocation of resources to different road categories and jurisdictions
CHAPTER 14
Procurement
14 PROCUREMENT
14.1 STANDARD BIDDING PROCESS
After the annual maintenance, program proposals have been cleared and Technical Sanction has been accorded
the Executing Agency (SSRDA) will invite tenders. The procedure for tendering, through competitive bidding,
will be followed for all works under the long term – 3 to 5 or even 7 years PBMC plan and for annual
maintenance (i.e. major repair/rehabilitation works).
The Executing Agency (SSRDA) will follow the Standard Bidding Documents (SBDs) for Maintenance of
Roads which will be available on the OMMAS websites. The SBDs will be made State-specific based on
parametric values to be provided at the State level. The response to these parameters will be applied to the
SBDs. Change of any provisions of the bidding document except those provisions which have been indicated
in the list of parameters by the State Government is not recommended.
The Standard Bidding Document, inter alia, provides for:
 A two envelope tendering process consisting of the Technical Bid and Financial Bid. The Technical
bid is to be opened first and evaluated and the financial bids of only those bidders to be opened
whose technical bids are found responsive after evaluation.
 The time frame for various activities in the tendering process.
 Clear qualifications for the contractor to qualify for Bidding.
 Evaluation of bidding capacity in each case.
All State-level formalities relating to the issue of tender notice, finalization of tender, and award of works shall
be completed within 71 days (120 days in case of re-tendering). The time frame for various activities in the
tendering process is given in Table 14-1.
Table 14-1: Timeframe for various Activities in Tendering process
Cumulative
Particulars of Action Days
Total Days
Time Count
Advertising the Press Notice 7
Starts
Sale of Bidding Documents 15 Days    
Pre-bid meeting, at least ten days before the last date for submission
   
of bids
Issue of corrections/clarifications at least six days before the last date
   
of bid submission

Last Date for submission of bids and opening of Tenders (Opening of

21 28
outer envelope and technical Bids)

Evaluation of Technical Bids and notification of Results 10 38

Opening of Financial Bids 1 39

Evaluation and Approval of Financial Bids 10 49

Communication of Approval 7 56

Submission of Performance Security, Agreement and Work-order 15 71

 Cumulative
Particulars of Action Days
Total Days
Commencement of Work 15 86

As a result of the adoption of the Book of Specifications entitled as Ministry of Rural Development –
Specifications for Rural Roads, August 2004 published by Indian Roads Congress, Section 5 of the bidding
document has been modified to define the above publication as ‘Specifications’ to bid for rural road
maintenance works.

14.1.1 Scope of Work Tendered

All the projects scrutinized by the State Technical Agency shall be accorded Technical Sanction by the
competent State Authority (SSRDA) before the issue of Tender Notice. For variations up to 10% in a Detailed
Maintenance Plan, the State may continue with the tendering process, after making changes in the OMMAS.
These variations will be adjusted within the overall Zonal allocation. Where variation exceeds 10%, a review
of the design (choice of maintenance interventions) and the scope of the proposed works should be undertaken
by PIU in collaboration with RRNMU and submitted to SRRDA before tendering. Such packages may be
excluded and the tendering process continued with the other packages. After technical sanction, works will be
tendered as such, and no changes should be made in the work without the prior approval of the SRRDA.

14.1.2 Specifications, Rates, and Bill of Quantities

“Specifications for Rural Roads IRC-August, 2004” shall be used as standard specifications for the works of
rural roads maintenance. The rates and/or standard nomenclature of items of work contained in the Bill of
Quantities for road maintenance works only in case of major repair and rehabilitation will be taken from the
“Schedule of Rates for Rural Roads” of the respective State Governments which will be prepared from the
“Standard Data Book for analysis of rates IRC-September, 2004”.

14.1.3 Call for Tenders by SRRDA and Bid Capacity

The Standard Bidding Document requires submission of bids in two envelopes marked respectively,
“Technical Bid” and “Financial Bid”. Based on the eligibility criteria laid down in the Instructions to Bidders
(ITB), the Technical Bids will be evaluated, and a list will be drawn up of the responsive bids whose Financial
Bids are eligible for consideration. The Standard Bidding Document provides for the calculation of ‘Assessed
Available Bid Capacity’. The bidders who meet the minimum qualification criteria will be qualified only if
their available bid capacity for maintenance works is equal to or more than the bid value under consideration.
As per Clause 29 of ITB, the employer will award the contract to the bidder whose bid has been determined to
be within the available bid capacity and is evaluated as the lowest in any of the packages opened. The
assessment of ‘Assessed Available Bid Capacity’ is carried out during the evaluation of technical bids. The
purpose of the Assessed Available Bid Capacity (AABC) is to ensure that the works being awarded to the
contractor do not exceed what he can reasonably be expected to complete, given his earlier performance as
well as the ongoing commitment. Since proposals of the entire State are expected to be approved for an annual
rural road maintenance program as a whole and a contractor can bid for several packages, the same Contractor
may be the lowest bidder for more works, and then it needs to be checked whether he can complete all works
within the stipulated period. Therefore, it is necessary to ensure that the total of all works awarded to a
Contractor does not exceed the AABC.
For this, centralizing the process and sequencing it through an objective rule has to be ensured at the level of
the SRRDA. At the time of award of each sequenced package, any work awarded previously in the sequence to
the same contractor is deducted from his AABC, to work out the net AABC, and then award the package to the
contractor only if the net AABC exceeds the bid value. The centralization for working with one net AABC and
applying either of the following sequencing rules /options uniformly for determining the award of the contract
that is as per. L-1 (cost basis). In the interest of transparent procurement, the sequencing rule must be explicitly
mentioned in the Notice Inviting Tenders.
Option 1: Bidders may be asked to indicate in each technical bid, the order of opening of their bids so
that the financial offers corresponding to the qualifying technical bids are opened in that order before
his AABC is exhausted. The remaining financial offers of the bidder will be kept unopened.
Option 2: Financial bids of all qualifying bidders may be opened and bids arranged in order with that
package where the difference between potential L-1 and potential L-2 is the greatest followed by the
one in which the gap is next greatest and so on. L-1 bidder will be awarded packages till his bid
capacity is exhausted. The process will be repeated for the remaining packages based on the difference
between earlier potential L-2 (now potential L-1) and earlier potential L-3 (now potential L-2) bidders,
etc.
It may be noted that negotiation with bidders other than L-1 is not permitted. The determination of L-1 needs
to be done carefully, and the lowest bidder whose net bid capacity is lower than his bid value would not be
qualified to be declared L-1 for obvious reasons.

14.2 PREPARATION OF BIDDING DOCUMENT

Bidding Documents for each package will be prepared by completing all sections of the document:
a. List of important Dates of Bids – The list of important Dates of Bids will be completed by filling
up the dates in the prescribed spaces in Section 1.
b. Notice Inviting Tenders (NIT): The NIT will be completed by filling up the prescribed spaces and
a Press Notice will also be generated.
c. Press Notice: The notice for publication in the Newspapers will be completed by filling- up the
prescribed spaces.
d. Appendix to ITB: The basic information regarding the requirement of equipment, technical
personnel, and other details required for the bidder to understand the work shall be filled up in ITB.
The information in this Section is very important and the PIU (in consultation with the RRNMU)
should complete the information regarding the requirement of machinery and equipment based on
the type of and quantities of items of work, similarly, the information regarding the equipment for
the field laboratory will also depend upon the type and quantity of items of work.
e. Contract data: The basic contract data shall be filled up in the prescribed format.
f. Special Conditions of Contract: If there are any special conditions of the contract, these are to be
shown in Section-4.
 g. Specifications: The specifications to be adopted for the construction and maintenance work have to
be clearly shown in this section.
h. Drawings: The list of drawings, if any, has been given in the SBD. All the drawings have to be
attached to this section.
i. Bill of Quantities: There are two formats for Bill of Quantities. If item rate type of tendering is
allowed by the State for major repair/rehabilitation/renewal works only, the format for BOQ will be
filled up by giving a full and clear description of the items and the quantities. The contractor is
required to fill up rates in figures and words. In case percentage rate bids are allowed, the BOQ
should be filled up completely wherein the description of the item, its reference to Schedule of Rate,
quantity, unit, rate, and amount columns will be filled up. However, the contractor is required to fill-
up the form of bid wherein the rates, percent above, below or at par will be indicated.

14.2.1 Generating Bidding Document from OMMAS

The State Specific Bidding Documents should be available on the OMMAS website. After the clearance of the
Detailed Maintenance Plans from the State Technical Agency, the PIU (in consultation with the RRNMU) will
prepare the package-wise bidding document by filling up the details in the draft tender document module of
proposals as given in Table 14-2
Table 14-2: Activity details and the Input Format

Activity Format to be Completed

Press NIT details Input Format I (Publish tender notice)
List of Important Dates Input Format II (Package wise details)
ITB and Contract Data Input Format III (ITB and Contract Data
Format)
BOQ for major repair/rehabilitation/renewal Attach as MS- Excel or MS-Word file
works only

While scrutinizing the Detailed Maintenance Plans, the SRRDA should also scrutinize the tender document to
see that the tender document has been prepared per the requirements of the works. As soon as the clearance of
the package and technical sanction has been accorded by the competent authority of the State Government, the
PIU (in consultation with the RRNMU) will make necessary entries regarding the dates or any modifications in
other items. After the above modifications are affected, the tender will be published on OMMAS website. The
tender notice can be printed out and issued for the press advertisement.

14.2.2 Press Advertisement of NIT

To ensure wide publicity to the tendering process and generate adequate competition, the tenders shall be
published in reputed newspapers of the State in local language or English as well as in one national newspaper
in English.
The tender notice for the press advertisement will generally be in the format given in the SBD and the routine
maintenance estimate shall be published. The entire State or zone-wise lot of cleared packages should be
advertised centrally by the SRRDA in one go to save cost. States shall take steps to increase competition. The
SRRDA may send the Notice Inviting Tenders (NIT) to the registered contractors. Where contractors are
registered online under OMMAS, SMS or E-mail notices can be sent to them. States shall ensure that all
Tender notices are put out on the Internet under the OMMAS in such a manner as may be prescribed in the
Standard Bidding Document. To facilitate response, the Tender notice should mention that Bid documents are
downloadable from the Internet, and necessary steps should be taken to enable this. The SRRDA shall at all
times update the OMMAS tendering module to enable downloading of complete and up-to-date tender
documents including corrigendum and amendments.
 14.2.3 Sale of Bidding Documents and Pre-Bid Meeting
The Sale of Bidding Documents will be affected as per the schedule. Sale of Tender documents may also be
arranged offline at Division, Circle, and SRRDA levels, and also online. The cost of Bid Documents may be
taken at the time of submission of the Bid for online cases.
A Pre-Bid Meeting must be organized on the specified date, place, and time that has to be after the close of
the sale of tender documents and before the last date for submission of bids. The meeting may be held at
SRRDA in case the number of packages is not large, or at Circle level in other cases. The meeting will be
chaired by the officer inviting tender or an officer of the rank of Executive Engineer or above. Clarifications
given in response to queries may be circulated by fax/e- mail and website to all bidders whether or not they
attended the pre-bid meeting. As such, the minutes of the Meeting will be drawn and circulated to all the
bidders as per provisions of clause 9 of ITB.

14.3 RECEIPT OF BIDS

The officers responsible for receiving the bids shall place a sealed box with a provision of an adequate-sized
slit to facilitate the insertion of sealed bid envelopes. This will be labeled as ‘Tender Box for receiving tenders
vide notice no………dated …………’. The last date and time for receipt of tenders will be mentioned on the
box prominently. Before the box is sealed by the officer in charge, the empty box should be shown to at least
three independent persons and the sealing should be done in their presence and recorded. It will be the
responsibility of the said officer to ensure safe custody of the box in such a way that during office hours the
tender box is accessible to the bidders who want to put their bid, but cannot be tampered with in any manner.
The bidders will be required to put their sealed bids in the tender box. As soon as the time of receipt of bids
expires, the officer responsible shall seal the slit, affixing his signature on the seal, and keep the box in his safe
custody till the time of the opening of the bids.

14.4 OPENING OF BIDS

The bids shall be opened at the specified place, date, and time by the authorized officer, in the presence of
bidders or their authorized representatives, and will be recorded. The signatures of bidders present (including
representatives) and officers present in the bid opening will be obtained on the record of bid opening
maintained in the prescribed register (as prescribed by the State Government). Late bids will not be allowed
and will be returned unopened as per provisions of Clause 19.3 of ITB.
As per clause 19 of ITB, the two separate envelopes marked ‘Technical Bid’ and ‘Financial Bid’ are required
to be placed in one outer sealed envelope. Before opening the bids, the officer-in-charge will check whether the
sealing and marking are as per the provisions.
First, the outer envelope will be opened. This is followed by the envelope containing the ‘cost of bidding
document downloaded from the internet’ for the submission of downloaded bidding documents. If the cost of
the bidding document is not there, or incomplete, the remaining bid documents or envelopes will not be opened
and the bid will be rejected. After this, the envelope containing the ‘Earnest money’ and the ‘Technical Bids’
will be opened. The envelope containing the ‘Financial Bids’ will not be opened at this time. As a measure of
precaution, the signatures may be obtained from the present bidders or their representatives on the sealed
envelopes of the financial bid and this is recorded.
The amount of earnest money, forms, validity, the bidder’s name, and other details as the employer may
consider appropriate, will be announced in the meeting of bid opening. The officer-in-charge will prepare the
minutes of the Bid Opening which will include the information disclosed to those present in the meeting.

14.5 TECHNICAL BIDS AND THEIR EVALUATION

The Technical Bid shall comprise of:
a. Earnest Money in a separate cover marked as ‘Earnest Money’.
b. If the bid has been prepared in downloaded bidding document from the internet, the Demand Draft
for the cost of bidding document in a separate cover marked as ‘Cost of bidding document
downloaded from internet’.
c. Qualification Information with supporting documents, certificates, affidavits, and undertakings as
specified in clause 4 of ITB.
d. Undertaking regarding the validity of bid as per clause 15.1 of ITB.
e. Any other information/documents.
f. An Affidavit affirming that information submitted in the Bidding Document is correct.
The technical evaluation shall be taken up and completed within five working days of the date of opening of
bids. The officer responsible for the evaluation of the technical bid shall follow the steps for the evaluation:
a. Cost of Bidding Document: If the downloaded Bidding Document has been submitted without the
cost of tender form, the bid will be rejected.
b. Earnest Money: The Earnest Money has to be as per clause 16 of ITB. If Earnest Money is not
there or is not as per the provisions no further evaluation will be required and the bid will be
declared non-responsive and rejected.
c. Qualification Information: After the above two points have been disposed of, the examination of
qualification information will start. The officer in charge will see that all the information prescribed
in Section 3 Qualification Information has been duly completed and supported by the prescribed
certificates. If the information furnished in the above section is not supported by desired authentic
certificates, that particular information will not be considered valid. This evaluation of the Technical
Bid in respect of Qualification Information will be based on provisions of Clause 4 of ITB and may
be carried out in the following manner.
 Eligibility of bidder: As per Clause 3 of ITB, the Constitution and Legal Status of the Bidder as
presented by the contractor in Para 1.1 of QI will be examined.
 Qualification: As per Clause 4.4 A of ITB, the monetary value of civil construction work
performed in the last five years and experience of similar works as presented by the contractor in
Para 1.2 and 1.3.1 of QI shall be examined.
 Demonstration of availability of equipment and personnel: As per Clause 4.4 B (b) of ITB,
the bidder is required to demonstrate the availability of owned or hired key equipment, technical
personnel, and liquid assets and/or credit facilities as specified in Appendix to ITB. The
examination of the availability of owned or hired construction equipment, technical personnel,
 and liquid assets and/or credit facilities as presented by the contractor in Para 1.4, 1.5, 1.7, and
1.8 of QI based on the copies of relevant papers shall be carried out.
 Production of Certificates: As per Clause 4.4 B (a), the bidder is required to produce an
affidavit to the effect that the information furnished in the bid document is correct, current
income tax clearance certificates, and such other certificates defined in Appendix to ITB. The
above aspects will be examined and failure to produce the certificates shall make the bid non-
responsive.
 For assessment of bid capacity as per clause 4.6 of ITB the Contractor is required to give the
information regarding the maximum value of civil engineering works executed in any one year
of the last five years and the value of existing commitments and ongoing works. The first
information will be available from para 1.2 of Qualification Information and will be verified
from the certificates of Chartered Accountant and other relevant papers and the second
information will be available from para 1.3.2 (A) of Qualification Information.
 Sub-contracting: As per clause 4.2 (k), the Bidder is required to propose for sub-contracting the
components of work up to a maximum of 25% of the contract price. The Bidders proposal in this
regard as presented by the contractor in Para 1.6 of QI based on copies of relevant papers shall
be examined from the point of view of its approval in case his bid is finally accepted, however,
the Bidder is not authorized to propose for sub-contracting of component of works aggregating
to more than 25% of the contract price.
 Methodology and Work Programme: As per clause 4.2 (l) of the ITB, the Bidder is required to
furnish the proposed methodology and program of construction and quality management plan.
The above information shall be examined for justification of the capacity of the Bidder regarding
execution and timely completion as per specifications within the stipulated period.
 Disqualification: Even if the Bidder meets the above qualification criterion, the bids are subject
to be disqualified if the Bidder has made misleading or false representations, has a record of poor
performance and the Bidder participated in the previous bidding for the same work and has
quoted unreasonably high or low bids and could not furnish rational justification.
After the detailed evaluation of the bids, the employer will determine whether each bid meets the qualification
criterion defined in clause 3 and 4 of ITB, whether the bid is properly signed at designated places, whether the
bid is accompanied by required securities and each bid is substantially responsive to the requirements of the
Bidding Document. The bid capacity of every bidder will also be calculated based on information furnished by
the bidders during the evaluation of technical bids.
A list of responsive bids will be drawn up whose financial bids are eligible for consideration. The employer
shall inform the bidders whose technical bids are found responsive to the date, time, and place of opening of
financial bids by telegram or facsimile.

14.6 OPENING AND EVALUATION OF FINANCIAL BIDS

The Financial Bids will be opened by the officer-in-charge at a specified place, date, and time in the presence
of bidders or their authorized representatives and will be recorded. At the time of opening of the financial bids,
the names of the bidders whose technical bids were found responsive will be announced and only these bids
will be opened. This will be following the procedure given in Option 1 or Option 2 of Para 14.1.3, whichever
was stated in the NIT. Accordingly, if Option 1 is being followed, the AABC of all responsive bidders will be
announced before financial bids are opened. The rates quoted by the bidder, total bid price and conditions, if
any, and such other details as the employer may consider appropriate shall be announced in the meeting of bid
opening. The signatures of bidders present (including representatives) and officers present in the bid opening
will also be obtained for the record of the bid opening. The officer-in-charge will prepare the minutes of the
Financial Bid Opening which will include all the information disclosed to those present in the meeting. The
financial Bids of non-responsive bidders will be returned unopened to the bidders.
The evaluation of financial bids will be carried out to determine the responsiveness of the bid to remaining bid
conditions i.e. the rates quoted by the bidder and the priced bill of quantities, technical specifications, and
drawings (if provided by bidder). The evaluation of the bid, correction of errors, and comparison of bids will
be done as per provisions in Clause 25.2, 25.3, 26, and 27 of ITB.
After the evaluation of the financial bid following the bid conditions, the bids will be evaluated in respect of
award criteria as per Clause 29 of the ITB. The substantial responsive bid is the bid that has offered the lowest
bidding price and if the bidder's available bid capacity for construction work is equal to or more than the bid
value under evaluation.

14.7 ACCEPTANCE OF BID AND PERFORMANCE SECURITY

After the evaluation, the complete case will be put up to the competent authority for approval. The CEO of the
SRRDA should be empowered to decide Tenders to avoid the long and complicated procedures of achieving a
speedy decision. This will also ensure that the bid validity does not expire. The bidders whose bids have been
accepted will be notified of the award by the PIU/SRRDA before the expiration of the Bid validity period by
cable, telex email, or facsimile and confirmed by registered letter (Letter of Acceptance – on the format given
in the SBD). This letter will state the sum that the employer will pay to the contractor in consideration of the
execution, completion, maintenance of the Works, and the routine maintenance of the works for five years, as
prescribed by the contract. The Letter of Acceptance will constitute the formation of the contract, subject only
to the furnishing of performance security per the provisions of Clause 32. The agreement will incorporate all
agreements between the employer and the successful bidder. It will be signed by the Executive Engineer in
case of PIU and an authorized officer in case of SRRDA, and the successful bidder after the performance
security is furnished. Upon the furnishing of the performance security by the successful bidder, the employer
will promptly notify the other bidders that their bids have been unsuccessful.
Within 10 days after receipt of the letter of acceptance, the successful bidder shall intimate the time for
completion of the maintenance works contract and deliver the performance security of 5% of the contract price.
This will be retained by the employer for 5 years. Additional security for unbalanced bids will also be
delivered following Clause 27.3 and 27.4 of ITB and Clause 46 Part I General Conditions of Contract. The
performance security shall be from a Scheduled Commercial Bank either in the form of a Bank Guarantee or
Fixed Deposit Receipts in the name of the employer. Failure of the successful bidder to comply with the
requirements of Clause 32.1 shall constitute sufficient grounds for cancellation of the award and forfeiture of
the Earnest Money.
14.8 CONTRACT AND WORK ORDER
On completion of prerequisites, the Contract (Agreement – format given in SBD) shall be signed and Work
Order (Notice to proceed with work – format given in SBD) shall be issued to the successful Bidder
(Contractor).
Within 15 days of the date of the Work Order, signboards along with the Logo of the SRRDA should be
erected at the side of road maintenance works. The signboards should indicate the name of the road, its length,
contracted cost of maintenance, date of commencement, and due date of completion of construction along with
the name and address of the executing contractor.
1.1. Re-Tendering Works
If no bids have been received or in the opinion of the employer adequate competition has not been generated, if
the technical evaluation indicates that no party has been qualified or an inadequate number have been qualified
(say, single tender or the inadequate number for generating competition), or if after the financial evaluation, it
is found that there are no responsive bids, the tendering process shall be repeated. The same condition shall
also apply to the cases where the Performance Security is not furnished.
In such cases, if deemed appropriate, the duration of opening the bids from the date of NIT can be reduced
from 28 days to 15 days in the second and 7 days in subsequent calls, and the duration of the sale of the
bidding document will also be reduced correspondingly for cutting down the delays.
If the bidder who is awarded the work does not start the work within the time stipulated, the contract may be
terminated as per the Condition of Contract and the entire bidding process repeated.
 CHAPTER 15
Programme Implementation
and Contract Management
15 PROGRAMME IMPLEMENTATION AND CONTRACT
MANAGEMENT
All maintenance works should be executed by Contractors with the capability of executing the work within the
given time and with the requisite quality. It is possible to achieve both objectives of speedy execution and good
quality by emphasizing requirements of adequate execution capacity and adequate Quality Testing. The
Standard Bidding Documents (for both PBMC and for the measurement based contract) for rural road
maintenance not only set down well-established procedures of competitive bidding to ensure selection of
qualified Contractors with the necessary expertise and ability but also ensures that the Contract terms and
conditions are commensurate with the need to make both time and quality assurance the essence of the
Contract.
The performance of the contract will start from the date of issue of the notice to proceed with the work. The
execution of work and management of the Contract is required to be done strictly as per the conditions of the
Contract.

15.1 CONTRACT DOCUMENTS

Contract documents are essential to understand and manage the Contract. The list of documents as given in the
Agreement constituting the Contract, shall form part of the Contract, and are required to be interpreted in the
following order of priority:
a. Agreement
b. Notice to Proceed with the Work (Work Order)
c. Letter of Acceptance
d. Contractor’s Bid
e. Contract Data
f. Special Conditions of Contract (SCC)
g. General Conditions of Contract (GCC)
h. Specifications
i. Drawings
j. Bill of Quantities (BOQ)
k. Any other document listed in the Contract Data

15.2 PRE-MOBILIZATION

15.2.1 Insurance:
The Contractor is required to provide insurance cover from the start date to the date of completion as per clause
13 of the GCC. Insurance policies and certificates shall be delivered by the Contractor to the engineer for
approval before the start date. The Contractor and Employer should note that as per clause 52 of GCC, it is a
breach of the Contract if the Contractor fails to provide insurance cover.

15.2.2 Sub-contracting:
After the issue of Work Order, the engineer (i.e. the Executive Engineer who would be the ‘Engineer’ as
defined in the Contract) would first ascertain whether sub-contracting is allowed within the Contract. As per
clause 4.2(k) of ITB, if the Contractor has proposed to sub-contract the work and the proposal has been
accepted by the competent authority, the sub-contracting will be allowed. The conditions of the sub-contract
will be governed by clause 7 of General Conditions of Contract (GCC).

15.2.3 Mobilization Advance:

As per clause 45 of the GCC, the Contractor is entitled to receive a mobilization advance up to a specified
percentage of the Contract price. The advance shall be paid by the Employer against submission of an
unconditional Bank Guarantee (by a commercial bank acceptable to the Employer) of an amount equal to
advance payment to be made to the Contractor. The Bank Guarantee shall remain effective until the advance
payment has been repaid (adjusted against the payments due or otherwise falling due) . The amount of the
Bank Guarantee shall be progressively reduced by the amounts repaid by the Contractor. The Employer is
entitled to ensure that the advance payment has been used by the Contractor for the purpose it has been
released. For this. the Employer is entitled to ask for copies of invoices or other documents as required.

15.3 MOBILIZATION
The Contractor is required to commence the work within 10 days after the date of issue of the Work Order. The
duration between the date of issue of the work order and the date of the actual commencement of the work is
termed as ‘Mobilization Time’. This is important for the Contractor as well as the ‘Engineer’ for complete
planning of the work and mobilization of resources to ensure timely completion of work with requisite quality.
The activities that are required to be completed, generally in the suggested order, by the ‘Engineer’ and the
Contractor during the Mobilization Time are:
a. Deployment of Contractor’s personnel: As per clause 9 of the GCC, the Contractor is required to
employ the technical personnel enumerated in the Contract. At the start of the Mobilization Time,
technical and administrative instructions will be passed on to the Contractor by the engineer, and to
fully understand the instructions before any further activity is allowed, the Contractor will be
required to employ key technical personnel who will interact with the Engineer. After the
mobilization activities are completed, the requirement of technical personnel will depend on the
items of work being executed. The technical personnel required for the field laboratory should be in
place at the commencement of the work until the completion of the work.
b. Listing of Requirements by Engineer: As per the Bill of Quantities, the Engineer will list the
requirement of material, labor, and machinery during various phases of the construction period. The
‘Engineer’ will also prepare the list of the equipment required to establish the field laboratory. These
will be based on the data entered in Appendix to ITB regarding clause 4.4 B (b) (iii) of the ITB and
the list of equipment given in Contract Data to GCC.
c. Work Programme: Based on the BOQ and the list of requirements of men, material, and
machinery, the ‘Engineer’ is required to guide the Contractor for the preparation of the work
program. The Work Program is the program showing the general methods, arrangements, order, and
timing of all the activities in the works along with monthly cash flow forecasts for the construction
of the works. Based on the guidance of the ‘Engineer’ and availability of resources, the Contractor is
 required to prepare his work program and assess the requirement of additional men, material, and
machinery. The work program should be detailed in such a way that the date of start and the date of
completion of every item of work is laid down; the details of requirements for completion of various
items of works including cash flow forecasts should also be captured. A sample PERT chart of
complete activity of construction should be drawn up wherein the details of every large or small
activity should be clearly shown. It is also desirable that in the work program, the Contractor should
indicate the tentative periods during which the presence of the engineer or his representatives will be
required at the site.
d. Handing over of Site to Contractor: The ‘Engineer’ is required to hand over the possession of full
worksite or possession of at least 75% the work site to the Contractor.
e. Working Drawings & Designs: While the ‘Engineer’ is handing over the possession of the work
site, a complete set of working drawings, as decided by the ‘Engineer’ to be appropriate for the
contracted maintenance works, (in case of major repair/rehabilitation/reconstruction, etc) should be
handed over to the Contractor.
f. Specifications & Drawings of Temporary Works: The Contractor has to submit the specifications
in drawings of proposed temporary works (like diversion road, etc) for the approval of the Engineer
as per clause 18 of the GCC. The Contractor shall be responsible for temporary works as well as for
the safety of all the activities on the site.
g. Approval of Work Programme: Once the above activities are complete, the work program will be
submitted by the Contractor for approval of the ‘Engineer’ and the ‘Engineer’ after checking that the
work program is realistic shall accord his approval. The time given for completion of different
portions of the work must be properly checked concerning the availability of machinery and if
necessary the ‘Engineer’ should advise the contractor to redraw the work program before according
his approval. As per Clause 26.2 of GCC not deploying requisite key personnel or equipment is a
breach of contract as per clause 52.2 k.
h. Establishment of Field laboratory: If so specified in the contract, the Contractor will establish the
field laboratory at a convenient location as approved by the Engineer. It will be ensured by the
Contractor that the laboratory has all the equipment as required by the engineer. It should be noted
that the Contractor will not be allowed to commence the work if the field laboratory is not
established in the stipulated time frame. Non- establishment of the Laboratory within the time given
is a breach of the Contract. The Contractor should provide a temporary site office along with the
field laboratory. Such an office would serve as a meeting place between PIU Engineers and the
Contractor’s Engineers. Also, the works program and other day-to-day required information can be
kept in such an office.

15.3.1 Intimation of Mobilization

As soon as the above-mentioned activities are complete and the site Quality Control Laboratory has been
established (if specified by the Contract), the PIU shall inform the SQC so that the Empowered Officer can
operationalize the financial limits for the Contract package (See para 13.1.4).

15.3.2 Management Meetings

As per clause 29 of GCC, there is a provision for Management Meetings to review plans and progress of work.
The ‘Engineer’ may require the Contractor to attend the management meetings. The ‘Engineer’ should
organize the first Management Meeting within 3 days of issue of the Work Order and the items listed above
under the head ‘mobilization’ should be attended to in this Management Meeting. It is also desirable that the
‘Engineer’ works out a schedule of Management Meetings concerning the Work Program. A communication
listing the Schedule should be sent to the Contractor well in advance so that the business of review of the
progress of works is well understood and appreciated by all concerned. The management meeting should be an
integral part of the contract management process to ensure that there are no deficiencies or delays on part of the
Contractor or the Employer/ Engineer. As such it would be useful to maintain a clear record of such meetings.
A copy would be given to the Contractor, and a copy would be given to the AE/JE, with the office copy being
filed in the relevant Management Meeting file for the Package.

15.4 COMMENCEMENT OF WORK, PROGRESS, AND TIME CONTROL

The Contractor will commence the work as per the Work Program. The ‘Engineer’ is required to monitor the
progress of execution of the work program. As per clause 26 of GCC, in case, the Contractor is not in a
position to carry out the work as per the work program, the updated/revised work program shall be submitted
by the Contractor, without affecting the total stipulated duration of the Contract. In case of the initial delay in
activities, the Contractor may adjust the activities of the further work within the stipulated duration and furnish
the revised work program, within the duration prescribed in the Contract data, for approval as per provisions of
the Contract. If the Contractor fails to submit a revised work program, there is a provision of withholding the
amount as per the Contract data. The ‘Engineer’ is empowered to withhold from the next due payment and
continue to withhold this payment until the next payment after the date on which the overdue program is
submitted. The ‘Engineer’s approval of the program shall not alter the Contractors obligations.

15.4.1 Updating Work Programme

The revised/updated work program shall show the actual progress achieved for each of the activities and the
effect of the progress achieved on the timing of remaining works including any changes to the sequence of the
activities. The Contractor is free to revise the program and to submit it to the ‘Engineer’ again at any time. The
revised/updated work program must show the effect of variations if any and compensation events (if any).

15.4.2 Subcontracting
The Contractor may propose sub-contracting any part of the work during execution, beyond what has been
stated in clauses 7.1 and 7.2 of GCC generally to make up for unexpected delays which cannot be made up in
the normal course. To enable the Contractor to complete the work as per terms of the contract, the Employer
will consider the following before according approval.
a. The Contractor shall not sub-contract the entire work.
b. The Contractor shall not sub-contract any part of the work without the prior consent of the
Employer. Any such consent shall not relieve the Contractor from any liability or obligation under
the Contract and he shall be responsible for the acts, defaults, and neglects of any of his sub-
contractor, agents, and workmen.
c. The Engineer should satisfy himself before recommending to the Employer whether
 the circumstances warrant such sub-contracting; and
 the sub-contractor so proposed for the work possesses the required experience, qualifications,
and equipment necessary for the job proposed to be entrusted to him in proportion to the
quantum of works to be subcontracted.
 15.4.3 Liquidated Damages
In the case of a measured work contract or as otherwise specified in the Conditions of Contract if the following
milestones are not achieved by the Contractor, he shall be liable for payment of liquidated damages for the
period that the completion date is later than the intended completion date as per clause 44 of the GCC:
i. If 12.5% of the value of the entire Contract work has not been completed up to 25% of the period
allowed for the completion.
ii. If 37.5% of the value of the entire work has not been completed up to 50% of the period allowed for
completion.
iii. If 75% of the value of the entire Contract work has not been completed up to 75% of the period
allowed for completion.
1% of the initial Contract price, rounded off to the nearest thousand, per week, is the liquidated damages for
delay in completion subjected to the maximum of 10% of the initial contract price.
The Engineer is empowered to withhold the total liquidated damages if the Contractor fails to achieve the
above milestones. However, if the Contractor achieves the subsequent milestone in time, the withheld amounts
would be restored.
The Engineer should note that the quality and time are the essence of the Contract, as such, the delay in
completion of the work constitutes a breach of the Contract as per clause 52. The provision in this respect is
given below:
a. The Contractor stops the work for 28 days when no stoppage of work is shown on the current
program and the stoppage has not been authorized by the Engineer.
b. The Contractor has delayed the completion of the work by the number of days for which the
maximum amount of liquidated damages can be paid, as defined in clause 44.1
c. If the Contractor has not completed at least 30% of the value of work required to be completed after
50% of the completion period has elapsed.
As soon as a delay occurs, the Engineer/Employer needs to issue appropriate notices/ letters giving clear
reference to the specific clauses of the Contract. Since a legal Contract is involved, unofficial/oral warnings to
Contractors should not be resorted to as a substitute for a formal notice. The Employer is empowered to
terminate the Contract if the breach of the Contract occurs due to delay in completion of the work.

15.5 QUALITY CONTROL

As per Clause 16 of the GCC, the Contractor has to construct and maintain the works following specifications
and drawings. Section 5 ‘Specifications’ of the Contract Document forms a part of the Contract and all the
works shall be carried out by the Contractor strictly as per specifications prescribed in Section 5. As per clause
31 of GCC, the Contractor is solely responsible for carrying out mandatory tests prescribed in Rural Roads
Manual and for the accuracy of test results whether performed in his field laboratory or elsewhere. For
ensuring effective quality control the Employer/ engineer will be required to ensure the following:
a. The Contractor will be required to furnish a Quality Management Plan along with the work
program. The Engineer will prepare the schedule of those tests which will be carried out in presence
of JE, AE, or EE as per the provisions given in the Quality Control Register/Handbook.
b. The Contractor is required to establish a field laboratory as per provisions of clause 31.1 of the GCC
read with clause 4.4 B (h) of ITB. The engineer will ensure that the field level quality control
laboratory required for mandatory tests is established by the Contractor during the mobilization
time.
c. No materials will be used in the work unless the mandatory tests have been conducted and the
material has qualified the parameters of the test. No work will be accepted unless the mandatory
tests for workmanship have been conducted and the workmanship has qualified the parameters of
the tests. In case the contractor has failed to comply with the above the Engineer will take
cognizance of this under clause 30 of the GCC and will issue a written notice to the Contractor for
rectification of the defect.
d. Quality Control Register Part I will be maintained by the designated personnel of the Contractor at
the field laboratory and this register will be made available for inspecting officers as prescribed in
the conditions of the contract. For this, the Contractor will be required to furnish clear authorization
because the responsibility of maintenance of Quality Control Register will be of the Contractor.
Every week, the abstract of the register will be communicated by the personnel of the Contractor to
the Assistant Engineer in charge of work in the format ‘Abstract of Tests Conducted’ given in
Quality Control Register Part I.
e. The personnel of the Contractor responsible for the laboratory will inform the AE regarding the
cases of non-conformance within the duration (generally within two days of conducting tests)
prescribed by the Engineer in the form prescribed by the PIU which will include the test no., name
of the test, date of test, results and its comparison with standard values.
f. The AE will maintain Quality Control Register Part II which is the abstract of the mandatory tests
conducted and the record of non-conformance reports. The AE will ensure that a non- conformance
report is issued to the Contractor immediately on occurrence. The Contractor will take immediate
steps for rectification. In case the Contractor fails to comply with the above the Engineer will take
cognizance of this under clause 30 of the GCC and will issue a written notice to the Contractor for
rectification of the defect.
g. As per clause 22 of GCC, the Contractor has to allow access to the site to the Engineer and other
authorized persons. The supervising officer in the department, the State Quality Monitors will be
carrying out inspections of the work and subject to guidelines issued separately for the purpose, the
instructions given by the above persons will be the instructions to the Engineer. The Engineer/
Employer will ensure the compliance of the instructions of the inspecting officers through the
Contractor.
h. As per clause 30 of the GCC, without affecting the Contractor’s responsibility, the Engineer shall
check the work and notify the Contractor if any defects are found. The Engineer is also empowered
to instruct the Contractor to search for a defect and to uncover and test any item of work that the
Engineer considers may have a defect.
i. As per clause 32, even after the completion of work but before the end of the defect liability period
the Contractor has to correct the defects within the specified duration of time. The Engineer should
 note that failure to ensure the quality of the work constitutes a breach of the Contract as per clause
52 of the GCC, provision of which include:
 Clause 52.2 (i):- If the Contractor fails to set up a field laboratory with the prescribed equipment,
within the period specified in the Contract Data.
 Clause 52.2 (c):- The Engineer gives Notice that failure to correct a particular Defect is a
fundamental breach of contract and the Contractor fails to correct it within a reasonable time
determined by the Engineer.
 Clause 52.2 (k): If the Contractor fails to deploy machinery and equipment or personnel as
specified in the Contract Data at the appropriate time.
The engineer needs to issue appropriate written notices/ letters giving clear reference to the specific clauses of
the Contract if instances of unacceptable quality are detected. The Employer is empowered to terminate the
Contract if a breach of the Contract occurs.

15.6 COST CONTROL AND VARIATIONS

The execution of work is required to be done as per the items and quantities detailed in the Bill of Quantities
(especially for the re-construction, major repair and rehabilitation works for road or CD works). The
Contractor is paid for the quantity of work done at the rate approved for the purpose either based on the
Schedule of Rates for percentage rate tenders or based on the approved rates given in the Bill of Quantities for
each item of work for the item rate tenders. Routine maintenance is always a performance-based maintenance
contract (PBMC) guided by the performance standards set in the contract.
Keeping sanctioned estimated cost in mind, the Engineer has the power to order in writing, variations within
the scope of works he considers necessary or advisable during the progress of work. The Contractor shall carry
out such works and such variations shall form the part of the Contract. If the Engineer gives oral order for
variations, these orders will have to be confirmed by written directions (Site Instructions).
If rates for variation items are specified in the Bill of Quantities, the Contractor shall carry out such work at the
same rate. This shall apply for variations only up to the limit prescribed in the Contract Data. If the variation
exceeds this limit, the rate shall be derived under the provisions of clause 36.3 of GCC for quantities (higher or
lower) exceeding the deviation limit.

15.6.1 Extension of Completion Date

The Engineer is empowered to extend the intended completion date in the following events:
a. if a compensation event occurs;
b. if completion can't be achieved by the intended completion date because of a variation order issued by
the Engineer.
The Engineer shall decide within 21 days of the request of the Contractor whether, and by how much time, the
extension is to be granted. The Contractor is required to give a full and detailed proposal for extension of time
along with supporting information. It should be noted that as per para 27.2 of GCC if the Contractor fails to
cooperate in dealing with a delay, the delay because of the failure shall not be considered in assessing the new
intended completion date. The Engineer as per clause 28 of the GCC is empowered to instruct the Contractor to
delay the start or progress of any activity within the works. However, the Engineer will have to obtain written
approval of the Employer for ordering a delay totaling more than 30 days.
 15.6.2 Payments and Deposits
As per clause 38 of the GCC, the Contractor is required to submit fortnightly/ monthly statements of the value
of the work done including variations and compensation events, if any, supported with detailed measurement
of each item. The Engineer within 14 days is required to check the Contractor’s statement and certify the
amount. It is to be noted that the value of work executed shall be determined based on measurements by the
Engineer. Payments shall be adjusted for various deductions and the Engineer shall pay the Contractor amounts
certified within 15 days of the date of each certification.
The rates quoted by the Contractor shall be deemed to be inclusive of the sales and other levies, duties,
royalties, cess, toll, taxes of Central and State Governments, local bodies, and authorities that the Contractor
will have to pay for the performance of this Contract.
The Engineer shall deduct a security deposit of 5% from each running payment due to the Contractor. The
security deposit and performance security, aggregating to 10%, of the Contract price, shall be released to the
Contractor, after completion of defect liability period provided that the Contractor has corrected defects
notified to him during the period of performance guarantee and the Contractor has satisfactorily completed the
routine maintenance of roads as per the conditions of Contract. The Engineer would convert security deposits
for the defect liability period into interest-bearing securities of a scheduled commercial bank in the name of
Employer if so desired by the Contractor.
The amendment to SBD applicable for the tenders invited after 15th February 2005 provides for the release of
50% of the retention amount and performance security for unbalanced bids just after completion of the
construction work. However, the release of the rest of the retention amount and performance security shall be
done only after the routine maintenance period.

15.7 COMPENSATION EVENTS

The Contractor is entitled to compensation for the following events if these events have not been caused by the
Contractor:
a. The Engineer orders a delay or delays exceeding a total of 30 days.
b. The effects on the Contractor of any of the Employer’s Risks.
c. If a compensation event prevents or is likely to prevent the works from being completed by the
intended completion date, the intended completion date shall be extended in writing by the Engineer.
The Engineer shall decide whether and by how much the intended completion date shall be extended.

15.7.1 Defect Liability Period

The Engineer is required to issue written notices to correct the defects noticed during the defect liability period.
In case the defect is not satisfactorily rectified within the given period the Engineer shall deduct the cost and
get the defect corrected under clause 33 of the GCC.

15.7.2 Dispute Resolution

The Standard Bidding Documents provide for a simplified and effective dispute redress mechanism, governed
by clause 24 of GCC. Any dispute or difference of any kind arising in connection with the execution of the
Contract whether before its commencement, during the progress of work, after the termination or abandonment
or breach of contract, in the first instance is required to be referred for settlement to the competent authority
specified in Contract data. Generally, the States have empowered Superintending Engineers and Chief
Engineers of the executing department for the above purpose. Either party has the right of appeal against the
decision of the competent authority to the Standing Empowered Committee, in case the amount appealed
against exceeds Rupees one lakh. The composition of the Standing Empowered Committee (SEC) shall be as
per clause 24.3 of GCC.
In States where mandatory provisions of arbitration are applicable the provisions of Clause 24 and 25 of the
General Conditions of Contract under the Standard Bidding Documents will not be applicable. Such State
Governments will propose modifications in the provisions of Clause 24 and 25 of the General Conditions of
Contract under the Standard Bidding Documents.

15.8 COMPLETION
The Contractor shall request the Engineer to issue a certificate of completion of the construction of the works,
and the Engineer will do so upon deciding that the works are completed.

15.8.1 Final Account

The Contractor shall supply the Engineer with a detailed account of the total amount that the Contractor
considers payable for works under the contract within 21 days of issue of a certificate of completion of
construction of works. The Engineer shall issue a defect liability certificate and certify any payment that is due
to the Contractor for works within 42 days of receiving the Contractor’s account if it is correct and complete. If
the account is not correct or complete, the Engineer shall issue within 42 days a schedule that states the scope
of the corrections or additions that are necessary. If the Account is still unsatisfactory after it has been
resubmitted, the Engineer shall decide on the amount payable to the Contractor and issue a payment certificate
within 28 days of receiving the Contractor’s revised account. The payment of the final bill for the construction
of works will be made within 14 days thereafter.
In case the account is not received within 21 days of issue of Certificate of Completion as provided in clause
50.1 above, the Engineer shall proceed to finalize the account and issue a payment certificate within 28 days.
The payment of the final bill for the construction of works will be made within 14 days thereafter.
In case the account is not received within 21 days of issue of Certificate of Completion as provided in clause
50.3 above, the Engineer shall proceed to finalize the account and issue a payment certificate within 28 days.
The payment of the final bill for routine maintenance will be made within 14 days thereafter.

15.9 TERMINATION
As per clause 52 of the GCC, the employer is empowered to terminate the contract if the Contractor causes a
fundamental breach of the contract. Some of the main conditions of the fundamental breach (mainly for BOQ
based works) are:
a. Contractor stops the work for 28 days without authorization of Engineer;
b. Contractor fails to correct the defect within the time determined by Engineer;
c. The contractor delays the completion of work by the number of days for which the maximum amount
of liquidated damages can be paid;
d. The contractor has not completed 30% of the value of work after half of the completion period;
e. Contractor fails to establish field laboratory;
 f. The contractor fails to deploy the required machinery and equipment for construction and personnel as
prescribed in the contract.
If the Contract is terminated, the Engineer shall issue the certificate for the value of work and if the total
amount due to Employer exceeds any payment due to the Contractor, the difference shall be recovered from
the deposits available with the Employer; if the amount is still left un- recovered it will be a debt payable to the
employer. As per clause 54 of GCC, if the Contract is terminated because of Contractor’s default the property
as mentioned in the said clause shall be deemed to be the property of the Employer, and credit of the same will
be given to the Contractor.
 CHAPTER 16
Quality Management
16 QUALITY MANAGEMENT
Quality Management covers not only technical specifications but the workmanship, testing, and acceptance
criteria. Quality Control comprises the operational techniques for controlling the quality of finished products.
A Quality Assurance Standard is set when the Quality Control system is operationalized using human
resources, trained to a particular standard. Quality Management includes quality planning to maintain a Quality
Assurance Standard, as well as Quality Control. Quality Management which includes external and internal
Quality Assurance mechanisms to constantly improve the quality system is termed Total Quality Management
(TQM). Quality Control operational procedures described below should be supported by the requisite training
and HRD measures in the SRRDAs, RRNMUs, PIUs, and contracting personnel to generate the requisite
Quality Assurance.

16.1 QUALITY STANDARDS

Rural road maintenance works will be designed and constructed to standards prescribed in the Rural Roads
Manual and Book of Specifications for Rural Roads of the Ministry of Rural Development published by the
Indian Road Congress in August 2004. Besides this, relevant aspects of the NRRDA Quality Control
Handbook will be used for QA/QC of maintenance works. However, PBMC for routine maintenance shall be
guided by the performance criteria set in the Contract via thorough inspection and/or measurement by the
Engineer.

16.2 TWO-TIER SET UP FOR QUALITY MANAGEMENT

Ensuring the quality of the road maintenance works is the responsibility of the State Governments, to ensure
this, all works must be effectively supervised. A Quality Control Register in the prescribed format shall be
maintained for the mandatory testing of road maintenance works (especially for major repair, reconstruction,
and rehabilitation or renewal works). Payment to the Contractor will be made only after obtaing satisfactory
results on the tests conducted as per contractually specified procedures. For this, a two-tier Quality
Management mechanism is envisaged. The first tier of quality management mechanism is the in-house quality
control system of the Executing Agency, whereas the second tier of quality management mechanism is a
quality assurance system operationalized by the State Government.

16.2.1 First Tier

The in-house quality control system to ensure the implementation of quality standards by carrying out
mandatory tests shall be termed as the first tier of quality management mechanism. The supervision of works
by the officers of implementing agency will also form a part of this system. The PIUs are the first-tier of
quality management and have the crucial responsibility in the Quality Assurance system which determines the
quality standard of works delivered by the Contractor. The PIU’s quality management functions shall include:
a. The effective selection process for contracting works, based on the proven capacity and ability of the
Contractors, including access to funds, equipment, and engineering resources. Even where
procurement processes are centralized, PIUs will prepare the bid documents and the NITs, which are
crucial in the selection of competent contractors. The quality standards will be as prescribed in the
Rural Roads Manual and specified in the Standard Bidding Document.
 b. Ensuring that the Contractor brings adequate resources for the proper execution of the contracted
work.
c. Supervising Site Quality Control arrangements including materials and workmanship, primarily
through testing as per provisions of the Quality Handbook.
d. Taking action to ensure replacement of defective material and rectification of defective
workmanship.
RRNMU/PIU quality management functions shall include preparation of the Detailed Maintenance Plan with
adequate attention to quality issues including provision of drainage, pavement design, accurate estimation of
quantities, the scope of works, and costs (including adequate coverage of environmental and safety issues).
Where in-house capacity in a PIU is limited, outsourcing may be resorted to by appointing a Project
Implementation Consultant (PIC) for carrying out all or any of the PIU functions including actual
operation of the first level of the quality control. The Quality-cum-cost based procedure will be used
for the PIC procurement. The PIU, as employer/principal for the PIC, will continue to have overall
responsibility for the first level of quality control and shall ensure that:
a. All the tests are conducted by the designated staff of the Contractor and the test results are recorded
in the Quality Control Registers prescribed, maintained separately for each of the road work. The
registers shall be in two parts:
 Part I: Quality Control Register – Record of all Quality Control Tests conducted by the
responsible person. If the Contract provides for Quality Control by Contactor, the Part 1
Register will be issued to the Contractor for each contract.
 Part II: Record of Abstract of Tests and Non-Conformance Report Register
b. The Part 1 Register will always be available at the worksite. If some tests are required to be
conducted by the Contractor in a remote laboratory, the prescribed format of the test conducted will
be duly filled up on a separate sheet and this sheet will be pasted on the space prescribed for the test
but the register will not be taken away from the site in any case.
c. The Part 1 Register contains forms for tests sufficient to accommodate quantities given in Para 12.2
of the Rural Roads Manual for a length of road under maintenance contract up to 3 km. If the
quantities of the items in the work exceed this, additional forms required as per prescribed frequency
may be added at the end of the register and the corresponding entries should be done in the abstract.
In case the quantities or the items in the work are less, the remaining forms may be left blank and a
corresponding note recorded in the abstract. If the length of the road is more than 3 km, additional
Register(s) should be maintained.
d. For effective Quality Control, the following percentages of various categories of tests will be done
in the presence of the JE/AE/EE and the observations recorded in the Quality Control Register, Part
I:-
 50 percent of the tests are conducted in the presence of the in-charge JE of the work.

 20 percent of the tests are conducted in the presence of the AE in charge of the work.

 5 percent of the tests shall be conducted in the presence of the EE in charge of the work.
 e. The abstract of the Quality tests conducted shall be maintained in Part II Register. If the test results
do not conform to the prescribed limits, a Non-Conformance Report (NCR) in the format prescribed
in the Register will be issued to the Contractor.
f. The Contractor shall submit monthly returns of the tests to the AE who will submit them to the EE
in the first week of every month. The EE will review this return regularly to see that the Quality
Control tests are being performed at the desired frequency and with the desired accuracy. The EE
will also verify that the Non-Conformance Reports are being issued by the AE whenever non-
conformance occurs and the Contractor is taking action promptly on the Non-Conformance Reports.
Payment to the Contractor shall be regulated by the EE as per the returns of the Quality Control
tests. Any deviation will be the personal responsibility of the EE.
The SE in charge of the Circle and the Chief Engineer having jurisdiction are responsible for the proper
functioning of the PIU as part of their normal administrative duties. Their inspection and quality testing
supervision will therefore be counted as part of effective supervision of the 1st tier of quality management (and
not as a 2nd tier of quality management). The SE/ CE shall:
a. During his visits to the work, oversee the operation of the Quality Control Testing procedure and
record his observation in the Quality Control Register, Part I. The SE and CE will also verify that the
Non-Conformance Reports are issued in time and actions are being taken by the Contractor promptly.
b. Prepare Inspection Reports in the prescribed formats which shall be sent to the PIU for taking
remedial action. A copy of all such reports will be endorsed to the State Quality Coordinator in the
SRRDA. The report shall be detailed and precise and shall cover all aspects of the work inspected,
including:
 Design and estimation (for the major repair/rehabilitation/reconstruction, etc)
 Detailed Maintenance Plan
 Contract Management by PIU
 Contractor performance
 Quality testing
 On line data entry status

16.2.2 Second Tier

While the 1st tier of Quality Management has the primary function of quality control through enforcement of
technical standards. The function of the 2nd tier of quality management is to improve the quality and
effectiveness of the enforcement process. This includes:
a. Checks to ensure that the 1st tier is properly functional;
b. Independent quality tests to verify that the quality control system is achieving its intended objective;
c. Detection of systemic flaws in the quality control process and action to improve the process;
d. Independent supervision of deterrent and punitive measures in respect of the 1st tier and the
Contractor.
To ensure an independent, impartial, and dispassionate view of quality control, the 2nd tier must have no stake
in the outcome. In other words, it should have nothing to do with the day-to-day or supervisory management or
administration of contracts so that issues of legal action against the contractor, disciplinary proceedings against
the PIU officials, answerability to audit, etc. do not color the judgment or actions.
The 2nd tier of Quality Management will function from the SRRDA, utilizing up to 0.5% of the maintenance
contract value. A budget line provision for such 2nd tier QM shall be made in preparation of maintenance
budgets The 2nd tier will be an independent Quality Management Division of the Executing Agency headed by
the State Quality Coordinator (SQC), a nominated/appointed officer of the SRRDA. All functionaries in the
system will be designated by the generic term State Quality Monitor, who are mainly retired senior engineers
of the State with adequate experience in road project management and suitable for the assignment. Quality
management function may be outsourced Consultancy organizations with proven capabilities selected on
quality-cum- cost criteria based on the procurement document.
The main function of the State Quality Coordinator will be to:
a. Supervise the first tier Quality Management arrangement;
b. Liaise with the STAs who function as the 2nd tier of Quality Control for Detailed Maintenance Plan;
c. Coordinate and control the activities of State Quality Monitoring arrangement (the 2nd tier), and
ensure compilation by PIUs of action on the reports of State Quality Monitors (SQM);
d. Prepare monthly abstracts of SQM visits and an Annual Quality Report based on the Reports of
SQMs, identifying systemic and procedural deficiencies in the Quality Management System and
submitting the Report for the consideration of the SRRDA and the State Level Standing Committee;
e. Assess training requirements at PIU level, arrange for and coordinate training programs in
coordination with STAS;
f. Act as a nodal point for public complaints and for taking action thereon.

16.2.2.1 Supervision of the 1st tier of Quality Management

The supervision of the 1st tier of Quality Management shall include:
a. Obtaining a certificate from PIUs at the time of commencement of the contract that:
 Contractors have brought the necessary machinery and equipment;
 Field laboratory has been established (as specified)
 Key engineering personnel have been deployed by the contractor;
b. After the work program has been approved on the receipt of the certificate, the State Quality
Coordinator shall intimate the Empowered Officer of the SRRDA to allocate the credit limits for the
contract and operationalize the accounting system to enable payments;
c. Review the monthly return of the tests conducted by the PIU, and the action taken on non-
conformance reports
d. Confirm that payments to contractors have not been made in the absence of satisfactory Quality
tests.

16.2.2.2 Liaison with the State Technical Agency

Liaison with the STA to ensure quality in Detailed Maintenance Plan. This will include:
a. Holding of initial coordination meeting with STAs, RRNMUs, and PIUs to sort out any issues of
design, investigation, and data collection so that the Detailed Maintenance Plan is of an acceptable
standard;
 b. Coordination of the scrutiny process so that STAs get adequate time to scrutinize Detailed
Maintenance Plans;
c. Sorting out issues raised by STAs during scrutiny of Detailed Maintenance Plans, and making
references to SRRDA for clarifications where required.

16.2.2.3 State Quality Monitors

To coordinate and control the activities of the SQMs and operationalize the 2nd tier of Quality
Management, the SQC will proceed as follows:
a. Draw up programs for SQM inspections in such a way that work is inspected at least three times
during the contract implementation period.
b. The schedule should be drawn up monthly, specifying the Block and preferably the road, to ensure
systematic coverage.
c. The SQM shall submit his inspection report, covering all the following aspects, wherever applicable.
 Design of pavement and CD works (in case of major repair, reconstruction, and rehabilitation
works).
 Estimation of quantities for the design of pavement and CD works
 Management of the contract, deployment of qualified staff by the contractor, and establishment
of Quality Control Laboratory by the contractor.
 Work Programme and progress of work.
 Execution methodology and adherence to specifications.
 The arrangement at Quality Testing Laboratories.
 Record of Tests – Quality Control Registers and its up-to-date maintenance.
 Accuracy of Quality Tests, issuance of non-conformance reports (NCR), and action of the
contractor on NCRs.
 Inspection by departmental officer/ SQMs and compliance with the instructions.
 Provision and execution of CD works and maintenance work for side drains.
 Road furniture, signboards, and safety provisions.
 Timely payment to the contractors.
 Other issues include the technical knowledge of the staff of the executing agency and the
contractor.
d. The SQC should examine the adequacy of reports and counsel SQMs in case of deficiency. The State
Quality Coordinator should send the Monitor’s reports to the Project Implementing Unit with a copy
to the SE. Compliance reports to the SQC should be routed through the CE/SE. All cases of delay in
reporting compliance and major cases of deviation from acceptable quality standards should be taken
seriously.
e. Each month, the SQC will compile an abstract of the SQM visits giving the zone-wise (i.e. RRNMU
jurisdiction) grading and send copies to the PIU, CE, and SRRDA.
f. The State Quality Control Coordinator is required to prepare an Annual Report to SRRDA comprising
the analyzed performance of the State Quality Monitoring System in a prescribed format. The analysis
 should include the SQM reports, actions taken in individual cases, and systemic deficiencies detected
and remedied.
g. The SRRDA shall analyze the Report and after such further study and field visits as may be
necessary, shall make recommendations on action to be taken at the systemic and organizational level
to improve the quality of maintenance works of roads and the program performance in general.
The State Quality Coordinator and the Head of RRNMU shall be the authority to receive and inquire into
complaints/ representations in respect of the quality of works and they would be responsible for sending a
reply, after proper investigation, to the complaint within 30 days. The SRRDA, for this purpose, shall ensure
the following:
a. The name, address, and other details of the State Quality Coordinator will be given adequate
publicity in the State as the authority empowered to receive complaints;
b. The State Quality Coordinator shall register all complaints and will get them enquired into by the
PIU or if circumstances so require, by deputing a State Quality Monitor;
c. All complaints shall be acknowledged on receipt and the likely date of reply shall be indicated on
the receipt of the report, the complainant shall be informed of the outcome and the action
taken/proposed;
d. Action on anonymous/pseudo complaints will be taken as per extant instructions of the State
Government.
e. The SQC shall make a monthly report to the SRRDA in the prescribed format. The status of action
taken on complaints shall be discussed as an Agenda item of the State Level Standing Committee.
Supplementary guidelines on quality control will be issued from time to time by the SRRDA which should
ensure that adequate quality consciousness is created among the personnel of RRNMU and PIUs. Also, an
adequate number of SQMs should be made available under the SQC to undertake the tasks assigned to the 2nd
tier, with the designated frequency.

16.3 QUALITY CONTROL LABORATORIES

The States will establish (or require the Contractor to establish) Field Level Quality Control Laboratories and
Zonal Level Laboratories as per provisions of the Rural Road Manual. The laboratories are required to be
provided with the equipment and trained staff. The Laboratories of Engineering Colleges and other institutions
can also be used for a higher level of Quality Control Testing. For meeting the requirements of testing, the
SRRDA may empanel the laboratories of such institutions and may also fix the rates for conducting different
tests. The State Governments should control the training and staffing of the Laboratories. It is expected that
laboratory facilities and equipment will be made available for quality control works of rural road maintenance
in the States.
CHAPTER 17
Monitoring &
Reporting
17 MONITORING & REPORTING
17.1 ONLINE MONITORING
The Online Management, Monitoring, and Accounting System (OMMAS) software is designed as an online
web-based system with a centralized database. The main principles underlying the operational management of
the software are:
a. Data entry should be done at the point where data will be generated i.e. at the RRNMU and PIU
levels for project data and at the STA/SRRDA levels where the intervention contributes value
addition to the data.
b. The data entry should be near real-time, ie. parallel the actual work process, to enable outputs to be
useful for management as well as monitoring. This implies that system checks must be in place to
ensure that the data precedent is online before processing for the next step is done.
c. Data entry involves some extra effort and for it to be followed, it must be seen to be sufficiently
advantageous. To ensure this, MIS outputs that are generated should closely resemble and be better
in utility and interpretation than existing manually generated outputs.
d. The outputs generated should be useful to all levels – monitoring and management at RRNMU and
PIU levels, progress management and management-by-exception outputs at SRRDA level, and
abstracted and analyzed information policy and overall management information for use in SRRDA.
e. Transparency must be inbuilt in the system enabling abstracted data to be drilled down to the basic
data, generally ‘road’.

17.1.1 Online Monitoring Responsibilities

Effective monitoring being critical, the SSRDA should ensure that all aspects of the annual rural road
maintenance program in the State are systematically monitored and feedback used for correcting deficiencies.
The Online Management, Monitoring, and Accounting System (OMMAS) is the chief mechanism for
monitoring the Program. The OMMAS consists of the following main modules:
a. Master data Module: - Master data includes:
 Roads master that has details like the name of the road, surface type, etc. (to be entered at the
PIU level).
 Contractor master (to be entered at SRRDA level).
 MP/MLA Constituency (to be entered at SRRDA level).
 Contractor details (to be entered at SRRDA level).
 Standard bidding document including check-list to generate bidding document (to be entered at
SRRDA level).
b. Rural Road Plan Module
 DRRP road data categorizing it as NH/SH/MDR/ Rural Road. Further categorization of rural
roads into Link Routes and Through Routes and also into existing routes and proposed
routes. (entered at RRNMU and PIU levels).
 Core network data – selecting links from DRRP for inclusion in Core Network (entered at
RRNMU and PIU levels from CN.I).
 c. Proposal Module: Entry of annual proposals based on the selection of road links from the Core
Network (to be entered at RRNMU and PIU levels).
 Data entry of proposal details based on Detailed Maintenance Plans prepared and packaged
for tendering purposes. (Initial physical and financial data to be entered by RRNMU and
PIUs with further entry by STA and cleared by SRRDA.)
d. Tendering Module
 Tendering data and NIT. (PIU level).
 Contractor award details. (PIU level).
e. Execution & Monitoring Module for maintenance
 Entry of progress against each work in physical and financial terms (PIU level).
 Completion of road works (PIU level).
f. Payment and fund flow Module Accounting data concerning classified expenditure against each road
work (entered by PIU level).
g. Security and Administration: -Management of procedures etc (at SRRDA level).
h. Quality Monitoring –Data Regarding QC inspection carried out by SQMs is entered. The monthly
schedule of inspection of SQM is entered on the website.

17.1.2 Operating the On-Line Monitoring and Management System

(OMMAS)
The SRRDA has appointed a State IT Nodal Officer to oversee the regularity and accuracy of the data that is
furnished by the RRNMU and PIUs. The IT Nodal Officer shall also be responsible to oversee the upkeep of
the Hardware and Software as well as the IT training requirements of the personnel and should maintain close
liaison with C-DAC. Since most of the data would reside on the State Servers, the IT Nodal Officer must
ensure that the State server is functional 24 hours a day.
It is the responsibility of the Executive Engineer/ Head of the PIU in cooperation with the Head of the
RRNMU to ensure the effective up-time of the Hardware and Internet connectivity between the State Server
and the Central Server. The Head of RRNMU and Executive Engineer/Head of PIU are responsible to the CEO
of the SRRDA for the successful operation of the OMMAS. The Executive Engineer/Head of PIU & RRNMU
shall be responsible for:
a. Ensuring proper management of the PIU/RRNMU computers and peripherals including the
software, data backup, etc;
b. Enforcing an Annual Maintenance Contract (AMC) for the computer system.
c. Ensuring internet connectivity;
d. Managing the offline software and uploading of data in case of poor internet connectivity;
e. Supervising data entry in all modules of the OMMAS and ensuring in particular that the payment
and fund flow module is working satisfactorily;
f. Using the email system at PIU/RRNMU level and liaising with the NIC’s DIO, IT Nodal Officer;
g. Printing monthly quarterly MIS outputs for the PIU/RRNMU and forwarding them to the IT Nodal
officer along with his comments on the reliability of the data.
 h. He is also responsible for the updating and accuracy of data relating to the progress of rural road
maintenance works, records of Quality Control tests as well as the payments made. The data shall be
updated as warranted but at least once a week.

17.1.3 Sequencing Protocol Under OMMAS

To ensure accuracy of the physical and financial progress and accounts information at all times, system checks
have been placed in the software. It is, therefore, necessary that PIUs, RRNMU, and SRRDA ensure that data
entry is accurate, systematic, and regular keeping in mind:
a. Annual maintenance program proposals cannot be placed online unless the relevant roads are
already entered in the Core Network as the roads for annual maintenance proposals are to be
selected online from the Core Network.
b. The annual maintenance program proposals will not be considered by the Empowered Committee
until the Detailed Maintenance Plan data has been correctly entered online and verified by STA.
Therefore, data must be entered before the Detailed Maintenance Plans are forwarded to the STA.
c. The Road maintenance works completion data can be entered only if the tendering and contractor
details of the road works have been previously entered by the PIU.
d. The expenditure details in OMMAS are taken from the payment & fund flow module that includes
an accounting system in which the package is selected from the proposals cleared and tendered and
classified payment details are entered against each road of the package. It is necessary therefore that
the accounting system should be updated promptly by the RRNMU/PIU and SRRDA to avoid
delays in the release of funds. The accounts for the RRNMU/PIU and SRRDA will be generated as
part of this process.

17.1.4 M.I.S Outputs and Analysis

The following information may be obtained from OMMAS as Output / Analysis:
a. Progress of works sanctioned each year: If the OMMAS data is complete and accurate, the
information is available as an output from the system.
b. Analysis of Cost per Km of maintenance Works: The States should prepare an annual breakdown
of maintenance costs (from year to year for PBMC) for any query from stakeholders.
c. Report on Projected Completion Plan: The States shall prepare progress reports on the projected
completion plan among all the maintenance works sanctioned during the year or earlier years, in
case of multi-year PBMC.
d. Report on maintenance works completed: The States shall prepare progress reports on the
maintenance works completed among the various works sanctioned during the year. If data entry on
OMMAS is complete, these formats are available as outputs of the system.

17.2 MONITORING AND REPORTING AT RRNMU AND PIU LEVELS

The RRNMU, with the assistance of PIU, is responsible for all aspects of operational level monitoring of
maintenance works, from entering procurement and contract progress information to recording the work
completion for constructed road maintenance works. If all the transactional data is entered by RRNMU/PIU in
OMMAS, the required outputs will be available not only to the RRNMU for monitoring at the PIU level but
also to the State for overall management and monitoring.
The RRNMU is also overall responsible for all aspects of preparation of the rural road maintenance program
including preparation of proposals and Detailed Maintenance Plans and submission of data to the SRRDA
monitoring cell. The RRNMU shall monitor:
a. Preparation of proposals
b. Condition Survey by PIUs and Preparation of Detailed Maintenance Plan
c. Procurement
d. Implementation of Contracts

17.2.1 Preparation of Proposals:

The RRNMU will need to monitor the process of preparation of proposals of the road maintenance works,
including the approval by incorporating suggestions of Panchayats and elected representatives, if any, and
ensure that the consultation process is conducted smoothly and efficiently.

17.2.2 Monitoring Condition Surveys and Preparation of Detailed

Maintenance Plan:
Based on the proposals cleared by the SLSC, RRNMU is to prepare a Detailed Maintenance Plan. The Head of
the RRNMU needs to monitor the progress with the constituent PIUs weekly for timely completion of the
proposals.

17.2.3 Monitoring of Procurement:

Once the annual maintenance program is cleared by the SRRDA, the works are required to be tendered in time.
However, the PIU should submit reports to the RRNMU including information regarding delays in contracting
for more than 90 days.

17.2.4 Monitoring Implementation of Contracts:

Monitoring of work under the contracts shall form an important element of contract management. Time and
quality should be monitored by the RRNMU regularly by following up with the PIUs. To enable monitoring,
for the delays at the SRRDA level, the RRNMU will also furnish a report. The SRRDA shall use a suitable
mechanism for monitoring the following aspects of the Contract at RRNMU/PIU levels:
 Time Control
 Quality Control
 Advances, Payment of Maintenance Works and Recoveries
 Other Aspects of Contract
 Final Accounts of the Contract

17.3 MONITORING AT THE STATE LEVEL

The SRRDA shall closely monitor the rural road maintenance works regularly.
a. Preparation of proposals: (RRNMU) The SRRDA will monitor the process of preparation of zone-
wise proposals.
b. Monitoring Detailed Maintenance Plan Preparation and Clearance: (RRNMU) The process of
survey, Detailed Maintenance Plan preparation, and clearance of DMPs by the STA will need to be
monitored weekly at the SRRDA level.
c. Monitoring Procurement: (RRNMU/PIU) Once the annual maintenance program is cleared by the
State, the maintenance works are required to be tendered in time.
d. Monitoring dropped Proposals: (RRNMU/PIU) Sometimes, after a proposal has been cleared by
SRRDA, some contracts, cannot be taken up due to various reasons and are proposed to be dropped or
retendered. In such cases, the details of the road(s) dropped by the State along with corresponding
values of maintenance works dropped, etc shall be documented and monitored for further actions.
e. Monitoring of Progress of Work: (RRNMU/PIU) For monitoring the physical and financial
progress of the maintenance works, the SRRDA is recommended to hold monthly meetings with
RRNMU/PIU heads. Quarterly and monthly information may be extracted out of the information
uploaded in the OMMAS. Sample Quarterly and Annual reports are placed in Appendix X1 and
Appendix X2 respectively.
f. Monitoring Contract Performance: (RRNMU/PIU).
 Time Control: Monitoring the action taken in respect of maintenance works delayed beyond 90
days.
 Quality Control: The responsibility of the establishment of the field laboratory is of the
contractor and he is required to maintain Quality Control Register Part-I. The SRRDA through
RRNMU should monitor this aspect as well as a monitor of maintenance of Quality Control
Register Part-II and action regarding non-conformance reports. The SRRDA should produce
quarterly reports regarding the second tier of quality mechanisms.
g. Advances, Payment of Works, and Recoveries: The monthly/quarterly payments to the contractor
will need to be closely monitored by the Empowered Officer of the SRRDA with the help of
RRNMU, to ensure that limits are set or reset keeping in view the field situation and fund demand
forecasting.
ANNEXURES
 ANNEXURE B-1: Pre-Printed Blank Proformas For Site Recording Of Inventory
Features
The road and bridge inventory formats generally used are given in Figure 1 to Figure 4

Road: Village A to Village B

Page: of
Road Condition Inventory and Div.
Last major intervention / month-year:
Maintenance Planning
Chainage
0+000 1 2 3 4 5 6 7 8 9 1+000

Cross section type Carriageway

width mm
Embankment height Type
Cond. Description

G/F/P
Subgrade Subbase Base course Surfacing
Side drain Left (depth)
Side drain Right (depth) WBM G
Proposed maintenance interventions PC G
m 0.3
Bush clearing (width) Clear side drains (depth) Clear mitre
m 0.3
drains (depth) Shoulder repair
Side slope repair Unit m Qty
2.0
mm 700
0.30
500
m 0.30
m 150
600

Debris removal Pothole patching Base

9
course repair Crack sealing Resealing m2
Thin asphalt overlay m2
400
Rejuvenation / fog spray m
16
m2

m2
m2

Light grading m2

Camber reshaping m2

Bush clearing 500 2.5

m
Clear side drains (depth) Clear mitre m
drains (depth) Shoulder repair m
Side slope repair 600
m
m

m
Culvert/headwall repair Repair retaining

wall Minor bridge repair Repair of road

signs

Replacement of road signs Road marking no

repair no
Road marking renewal m
m

Surveyed by: Date: Checked by: Date:

Figure 1: Road Condition Inventory Data Format

 Road Inventory Data Sheet Sheet No.
Road Name : Road No. :
Section (from) (Km) : To Road Classification :
Date of Survey :

Land Use
Sl. No. To Carriageway Width Shoulders Remarks
Terrain (Built up/
Name of Formati Embankm Subme
(Plan/ Agricultur Details of Crossroads
Village/ on Width ent Height rgence
Rolling/ e/Forest/I Condition* Conditio
Town (m) Type* Type* (m) (cm)
Hilly) ndustrial/ Width * n** Location Road No.
(BT/CC/GR (BT/CC/GR Width (m) (m)
Barren (m) (G/F/P/VP (G/F/P/V (cm) (km)
/ ER) /ER)
) P)

Figure 2: Road Inventory Format

Note
: Type* BT=Bituminous CC=Cement Concrete GR=Gravel ER=Earthen
Condition: G=Good F=Fair P=Poor VP=Very Poor Surveyed by………………………………
+ Information about left and right shoulder's if of different nature, may be according recorded
 INVENTORY AND CONDITION SURVEY FOR CULVERTS Sheet No.

Road Name : Road No. :

Section : Date of Survey :

Span
Arrangem
Type of ent and
Carriage Width of Details of Protection works Height above Bed Level Adequacy
Sl. Location Structures Thicknes s Total Presence
way Width Culvert of Remarks
No. (km) (Pipe, Slab, of Slab (m) Ventway of Scour
(m) (m) Waterway
Box, Arch) (No.x
Length)
(m) Return Parapet/ U/S side(
Type D/S side(m)
Condition Head Wall Wing Wall Wall Handrail m)

Figure 3: Culvert Inventory Format

2

4
Surveyed by
Note: G=Good F=Fair P=Poor NA=Not Avoidable
VP=Very Poor ………………………………………..
 Inventory & Condition Survey for Bridges Sheet No.

Road Name
: Road No :

Section Date of Survey

: :
Length of
Name of Average Type of Bridge Details of Superstructure Type of
Bridge/ Thickness
Location River and Vertical Year of Protection
Sl. No. Span HFL (m) of Girder/ Remar ks
(km.) Type of Clearance Construction Condition work and
Arrangem Superstructure Substructure Foundation Features Type Slab (m)
Crossin g (m) (VG/G/F/P/V P) Condition
ent (m)

ANNEXURE B-2: Emergency Response

Deck
Carriagew ay
Footway
Ralling

Figure 4: Bridges Inventory Format

Deck
Carriagew ay
Footway
Ralling
Deck
Carriagew ay
Footway
Ralling
Emergency response may be required from time to time when sudden and unforeseen damage to the
road occurs. Field staff of PIUs will identify the emergency cases and report to SRRDA through the
Head of RRNMU for necessary decisions for emergency response within hours of reporting.
Emergency activities cannot be estimated at the beginning of the year when road maintenance
programs are drawn up. Thus a contingency allowance is usually made for emergency activities.
Emergency activities may include:
 Reconstruction or repair of damage to culverts/bridges resulting from washout, erosion, or
breakage;
 Clearing of landslides, fallen trees, etc;
 Reconstruction or repair of damage to sections of rural roads resulting from washout or
serious erosion;
 Reconstruction or repair of damage to drainage system resulting from silting up or erosion.

This Operations Manual deals mainly with programmed maintenance works in response to gradual
deterioration. Emergency response is different in that programming is not usually possible
(immediate and urgent response is necessary which implies that a good communication system
should be in place) and the nature of the defect can be of greater dimension than for normal
maintenance operations. And yet, emergency events are often the result of maintenance neglect (e.g.
a silted culvert overtops and the road is washed out).

In response to emergencies, it is often necessary to implement an immediate but temporary response

(reopen the road and/or remove safety threat) and a longer-term permanent response (e.g. rebuild the
bridge). In case of emergencies, arising from rains (e.g. washed out culvert or embankment) it is
usually not possible to effect permanent repairs until water levels drop. Table 1 lists typical
emergencies together with temporary and permanent responses.

Table 1: Typical Emergencies with Responses

Nature of Cause Temporary response Permanent response

emergency
 Sandbag protection
 Excavation of
Flooding Extensive flooding temporary drainage channel Raise road level
over a wide area  Installation of
temporary pumps

 Repair side drains

 Side drains  Repair or dig new miter
Road washed out overflowing Repair road drains
 Run-off onto  Dig interception ditches
road
 Detour  Rebuild/strengthen
Overloaded vehicle or  Temporary bridge bridge
Damaged collision (Bailey Bridge)  Impose weight limits
structure  Low-level structure  Restrict access
(eg vented ford or drift)
Nature of Cause Temporary response Permanent response
emergency
 Temporary fill  Rebuild/repair structure
Structure washed High water levels/flow  Detour  Increase flow capacity
out/erosion  Temporary bridge
 ANNEXURE B-3: Procedural Guidelines for Conducting Rural Road Maintenance
Inspections
Step 1. Conduct a Start-up Meeting.

The inspection team meets with respective SRRDA, PIU, PIC, and PRI

a) Obtain all available documentation on the roads to be visited (when

constructed/rehabilitated, pavement design, maintenance contractor, previous RMAs, traffic
counts, programming, planning, and budgeting as related to the subject road, etc).
b) Obtain information related to section – 2 of the format like carriageway width, shoulder
width, Number of CDs, Slab Culverts, Hume pipe culverts, Vented and Flush Causeway, and
major & minor bridges.
c) Discuss with PIU, Team, and respective PRI, if applicable, everything that is known about
subject roads related to maintenance e.g., known maintenance problems, traffic volume
versus pavement design, changes in traffic and other conditions, community complaints, etc.
d) Arrange for the representatives of the PIUs, Team, and the respective maintenance
contractor(s) to be present during RMA and participate in the wrap-up meeting.
e) With the help of PIU: arrange for the communities/PRIs/ to participate in road maintenance
awareness sessions as a part of RMAs

Step 2. Conduct Road Maintenance Audit (RMAs).

Inspection Team visits subject roads and conduct RMAs (should be done with the team and PIU
representatives):

a) Take a ride on the road and first fill the general observation checklist
b) Identify each maintenance issue
c) Take a photo of each maintenance issue
d) Provide details of the location of the maintenance issue
e) Determine associated risk of not attending to each maintenance issue
f) Provide recommendations to address each maintenance issue
g) Assess the compliance of the maintenance contractor with the performance standards as
provided in the contract
h) Conduct road maintenance awareness sessions with communities/PRIs

During the RMA Inspection Team meets with the maintenance contractor to discuss planning,
organization, and performance of maintenance inspections, use of local labor and equipment,
adherence to the performance standards, payment arrangements, safety at works, etc, and identify
issues.

Step 3. Prepare Formal RMA Report.

The inspection team prepares a formal RMA report for each road. RMA should be concise and to the
point and oriented to achieving results on the ground.

a. Prepare RMA findings and comments using the RMA report template (attached)

b. Provide comments on the performance of the maintenance contractor

c. Prepare Section 2 for decision and action by PIU using the Section 2 template (attached)

d. Inspection Team fills out Columns 1, 2, and 5 on Section 2

e. Inspection Team fills out Section 3 (attached) which checks the compliance of the
maintenance contractor with the performance standards as provided in the contract

Step 4. Conduct Wrap up Meeting.

The team conducts a wrap-up meeting with respective PIU, maintenance contractor(s), Team, and
SRRDA to:

a) Report on the maintenance issues identified on the roads inspected, and

b) Present recommendations to address the issues

Step 5. Review RMA Report and Take Actions.

PIU reviews RMA report:

a) PIU completes Section 2 recording its review of maintenance issues, acceptance of

recommendations, and specific actions to be taken
b) PIU reviews the findings regarding the performance of the maintenance contractor
(including Section 3 and takes measures regarding the performance of the maintenance
contractors.
 ANNEXURE B-4: Calculation Of Accessibility Index
The factors recorded or calculated for estimation of Accessibility Index (AI) in the case of rural
roads are:
 Population in the road catchment area (P) – the catchment area should be defined locally
but could be up to 10km on each side of the road (as long as the chosen catchment area does
not include populations closer to another passable road)
 ADT
 Length of road/km (K)
 Weeks per year when the road is impassable (WP)
 Additional weeks each year when vehicles have difficulty traversing the road (WT)
The Accessibility Benefit (AB) may be calculated using the formula:
Accessibility Benefit (AB) = [(PxF) + (ADTx365)] x K x [WP + WT/4]
Where F = factor converting social mobility to an annual traffic volume, typically F = 1 for 5 return
trips per year in a minibus or a similar vehicle.
AB may be adjusted by including additional factors e.g. access to social facilities, markets, or
strategic value. However, such adjustments may invalidate comparisons between different roads
unless the same adjustments are done for all roads.
The Accessibility Cost (AC) is the estimated cost of bringing the road up to a specified standard or
road maintenance. Costs of CDS or structures should be half of this to accommodate the longer
economic life of structures compared with road pavement.
AI = AB/AC
Roads should be ranked by descending AI; in the case of similar AIs roads with lower whole-life
costing or long-term maintenance costs should be ranked higher9349990880
 ANNEXURE B-5: Traffic Survey And Analysis
Traffic volume studies are conducted to determine the number, movements, and classifications of
vehicles using a road at a given location. Traffic data collection and projections of traffic volumes
are basic requirements for planning of road development and management. A traffic survey is needed
for existing roads proposed for upgradation in order to estimate the extent of pavement
strengthening. Such surveys may also be useful in prioritising maintenance activities. The purpose of
the traffic survey is to establish the Average Annual Daily Traffic (AADT).

Planning a Classified Traffic Volume Survey

There are many aspects to a traffic count survey that must be considered at the planning stage,
including when to carry out the survey, the duration of survey, staffing and choice of site, etc. as
given in Figure 1.

Figure 1: Traffic Survey, Analysis and Forecast

When to carry out the survey and its duration

The timing of a survey will often depend upon the reason for it, but obtaining accurate representative
data is one of the primary reasons for the choice of dates for a survey. Surveys in some months may
provide a better estimate of the annual average traffic than in other months, and an understanding of
local traffic flow variation is one of the key factors in obtaining representative traffic flow data.
Traffic is likely to be the highest in the post-harvest season. But the survey cannot always wait until
the post-harvest season and has to be taken up immediately after a particular project is identified for
inclusion in that year’s program. If the traffic survey is done in a lean season, local inquiry should be
done to ascertain the post-harvest traffic, particularly of agricultural tractor-trailers, LCVs, and
trucks, and necessary adjustments for traffic are to be made for seasonal variation. Traffic census
should not generally encompass abnormal conditions of traffic like a fair or exhibition. In such cases,
the count in the area should be postponed by a few days till normalcy returns.
Traffic counts in conjunction with an axle load survey
A traffic count before the axle load survey will also help to plan the axle load survey itself. The
information about commercial vehicle flows per hour throughout the day will indicate whether it will
be possible to weigh all commercial vehicles or whether it will be necessary to sample the vehicles,
at least in some hours of the day. The survey can also indicate whether it is necessary to weigh
commercial vehicles for all hours throughout the night. During the axle-load survey, traffic count
observers should be sited near but not adjacent to the team carrying out the weighing and
interviewing operations, so that their attention is not distracted by these activities.
Selection of Traffic Survey Counting Location
The following should be considered before deciding on the counting site:
 The station should represent a homogeneous traffic section (The road section should have
uniform geometric characteristics);
 The station should be outside urban/village area and local traffic influence;
 The location should be on a horizontal (flat) and geometrically straight road section;
 Section of the road should have an uninterrupted traffic flow;
 Section to meet safety requirements.
Staffing Requirement
The number of staff required will depend on the traffic flows at the particular site, the duration of the
surveys, and the complexity of the data required. For most roads, at least two observers with separate
count forms are needed at all times – one for each direction of traffic.
Recording traffic count data
The most common method of collecting traffic flow data is manual which consists of assigning a
person to record traffic as it passes. As each vehicle passes the count station, the observer places a
line or tick in a box in the appropriate column and row. At the end of each hour, a new row should be
started using a continuation sheet, if required. Each sheet should record details of the time, date,
traffic direction, and observer’s name. A note should also be kept of any events which seriously
affect flow at any hour, e.g. bad weather, road works, accidents, etc. This will alert the person
analyzing the data to the fact that these flows may not be typical. A watch or stopwatch is necessary
to measure the desired count interval.
If suitable logging equipment is available, recording of traffic data can be carried out electronically.
Vehicle Classification
For traffic volume counts, the vehicle classification system as given in IRC code in Table 2
 Table 2: Vehicle Classification as per IRC

Motorized Vehicles Non-motorized Vehicles

2 wheelers Bicycle

3 wheelers Cycle Rickshaw

Passenger Car Taxi Animal Drawn

Jeep Utility Vehicle (Jeep & Van) Hand Cart

Mini Bus Other NMV

Bus Standard Bus

LCV Passenger

LGV LCV Freight

2 – Axle Truck

Truck 3 – Axle Truck

Duration of the Survey

Since rural roads have hardly any traffic during nighttime, a 16-hour (say 5 AM to 9 PM) 3- day
classified volume count is sufficient although at least one 24 hour count is required during the survey
period. Hourly counts are not necessary and a daily total is adequate. The classified traffic volume
counts are required 7 (seven) continuous days including the 24 hrs traffic count. The output of this
survey is the base year traffic.
Data Analysis Traffic Count Characteristics
Corrections and adjustments of the data will usually be necessary to determine the best estimate of
Average Daily Traffic (ADT) and Annual Average Daily Traffic (AADT). Methods used to adjust
the data and example calculations are given below.
Average Daily Traffic
Average Daily Traffic (ADT) is the mode-wise or total average, of the volume count, conducted for
a given period at a survey location. The duration of the survey can vary from 1/3/7 days to an even
longer period. ADT is a useful and simple measurement of how busy the road is. The traffic volume
observed for several days is averaged to find the average daily traffic on a project road.
Converting a partial day’s count into a full day’s traffic count
Traffic flows vary throughout the day and therefore a traffic count for 12 hours cannot simply be
doubled to give an estimated count for 24 hours. The count will depend upon the specific hours that
the data have been recorded e.g. a traffic count from 06.00 to 18.00 hours is likely to be significantly
different from a count from 08.00 to 20.00 hours. To convert a partial-day count to a full-day count,
the count is grossed up using a 24-hour traffic count and taking the ratio of traffic in the same
counting period to the full 24-hour count. For example, for a 12-hour survey from 06.00 to 18.00,
then:
Estimated full-day count = (Partial-day count (06.00 to 18.00) X (Full 24-hour count)/ (Count from
06.00 to 18.00 hours in the 24-hour survey)
Traffic counts from the same periods of the day must be used in the numerator and denominator of
this equation. If, for example, a count is from, say, 08.00 to 20.00 hours, then the traffic in this
period during the 24-hour count must be used in the scaling process, not the traffic in any other 12-
hour period.
Since there is usually a different pattern of traffic at weekends compared with weekdays, especially
for commercial vehicles, a partial-weekday count should be grossed up based on a weekday 24-hour
count and a partial-weekend day should be grossed up based on a weekend 24-hour count.
A full week’s traffic count will be the sum of five full 24-hour weekdays and two full 24-hour
weekend days. The average daily count (i.e. ADT) is calculated by dividing the week's count by
seven.
Seasonal Variation Factor
Seasonal variation factors by vehicle types are required to account for variations in the pattern of
traffic volume on the sections of the project road over different months or seasons of the year. There
are various methods of determining the seasonality factor. The most direct method is using past
traffic counts if traffic surveys are carried out around the year. But in India, round the year counts are
seldom carried out for any road. Therefore, the seasonal factors are mostly calculated based on
traffic-related secondary data like fuel sales or toll collections, etc. Petrol and diesel sale data
obtained from fuel stations, which are most representative for the project road and probably vary
from month to month.
Passenger Car Units (PCUs)
When the traffic is composed of several types of vehicles, it is a normal practice to convert the flow
into equivalent passenger car units (PCUs), by using certain equivalency factors. The flow is then
expressed in PCUs per hour or PCUs per day. Passenger car equivalents for various vehicles based
on recommendations of Indian Road Congress prescribed in “Guidelines for Capacity of Roads in
Rural Areas”, IRC-64-1990 are presented in Table 3.
 Table 3: PCU Factors Adopted for the Study (IRC: 64-1990)

Fast Vehicles Slow Vehicles

Vehicle Group PCU Factor Vehicle Group PCU Factor

Car, Jeep, Van, and Taxi 1.0 Bicycle 0.5

Auto Rickshaw / Tempo 1.0 Cycle Rickshaw 2.0

2 Wheelers 0.5 Animal Drawn 6.0

Mini Bus 1.5

Standard Bus 3.0

Light Goods Vehicle (LGV) 1.5

2 – Axle Truck 3.0

Hand Cart 3.0
3 – Axle Truck 3.0

Agriculture Tractor 1.5

Agriculture Tractor & Trailer 4.5

Annual Average Daily Traffic (AADT)

The Annual Average Daily Traffic (AADT) is calculated by multiplying ADT with a seasonality
factor. The ratio of average monthly petrol and diesel sale data with the sale during the survey month
is used to determine the seasonal correction factor, as shown in Table 4.

Table 4: Computation of AADT

Mode ADT Seasonality Factor AADT

Car 644 1.01 650.44

Jeep/Van 916 1.01 925.16

Three Wheeler 70 1.1 77

Two Wheeler 1760 1.01 1777.6

Mini Bus 61 1.1 67.1

 Mode ADT Seasonality Factor AADT

Standard Bus 250 1.1 275

LGV 528 1.1 580.8

2 Axle 873 1.1 960.3

3 Axle 845 1.1 929.5

MAV 133 1.1 146.3

Tractor 1 1.1 1.1

Tractor with Trailer 10 1.1 11

Cycle 1582 1 1582

Cycle Rickshaw 283 1 283

Hand Cart 5 1 5

Animal Drawn 2 1 2

Variation in traffic flows and accuracy of counts

Traffic counts carried out over a very short period can produce large errors because traffic flows
often have large hourly, daily, weekly, monthly and seasonal variations (Howe, 1972). Three cyclical
variations are of particular interest:
 Hourly pattern: The way traffic flow characteristics vary throughout the day and night; an
example of hourly traffic variation throughout a day is shown in Figure 2.
 Daily Pattern: The day-to-day variation throughout the week; an example of daily traffic
flow variation is shown in Figure 3.
 Monthly and yearly Pattern: The season-to-season variation throughout the year.
When analyzing the traffic one must also be aware of the directional distribution of traffic and how
its composition varies.
 Figure 2: Hourly traffic flow distribution (for light and commercial vehicles)

Figure 3: Example of daily traffic flow variation (for light and commercial vehicles)

Traffic Composition
Traffic composition shows the percentage share of each type of vehicle in the total flow of traffic, at
a survey point or location. The traffic composition can be either presented in a tabular form or the
form of a pie chart. An example of traffic composition is shown in Figure 4. The composition is
typical of traffic plying on roads getting categorized as MDRs. Also, after the up-gradation of roads
as part of PGSY II, it is quite likely that some roads may start attracting higher category traffic. For
this reason, as part of PMGSY II attention will have to be given to improving the geometrics
standards of these roads. Also, some kind of by-pass to the villages will have to be thought of.
 Figure 4: Traffic composition presented in a Pie chart

Traffic Growth Rate and Forecast

In the process of traffic forecast, it is necessary to distinguish between the following types of traffic:
a. Current Traffic
This represents the existing traffic that would use the improved highway when it is opened to traffic.
b. Normal Growth
This represents the increase in traffic, which would, in any event, occur even if no improvement is
made, this being the result of the general increase in the number and usage of motor vehicles.
c. Development/Generated Traffic
This represents the increase in traffic, if any, that may arise from improvements and development of
adjacent land uses due to added accessibility and mobility and associated new policy and decisions
to locate development activities within the influence area of the project road. This is generally
considered to be over and above the development, which would have taken place, had the new or
improved highway not been constructed.
d. Diverted Traffic
This represents the traffic attracted to the improved highway by way of loss to alternative routes
when the improvements are completed.
e. Induced Traffic
This represents the increase in traffic as a result of the increased demand for transport, if any,
induced by the improvement of the highway. In other words, this is the release of suppressed or
latent demand.
Traffic Growth Rate Estimation
The elasticity of Transport Demand: In this method, the growth of traffic is considered to be
dependent on the growth of various socio-economic parameters of a particular region. The various
socio-economic data is collected for the region from government departments and a relation between
the socio-economic factors vs vehicle registration data will be developed. The data must be collected
for 5-10 years. Regression analysis is done to find the relation between the growth of traffic and the
growth of various socio-economic parameters like GDP, PCI, population, etc. The relationship
between socio-economic factors and vehicle registration data can be found from the equation given
below
Y=ax+B
Where Y is the growth of traffic, x is the growth of the socio-economic factor, a is the elasticity, and
B is the constant.
Based on the historical data or by elasticity method, the Growth rate is arrived at, and using this
Growth rate, the base year traffic is projected to obtain the design traffic for the horizon year.
Normally a 10-year design life is considered for Traffic Projections. For new roads, which give
access to unconnected villages, it is not possible to carry out an actual traffic survey for the road.
But, the traffic likely to use the facility can be taken from the traffic counts on newly constructed
roads of similar conditions. As an approximation, the following categories may be generally
adopted:
Traffic (Average Annual Daily Traffic-AADT) projected over 10 years
 New link roads taking off from existing roads - <150
 New through roads directly leading to Market centers - 150-500
The AADT above signifies the Average Annual Daily Traffic consisting of all motorized and non-
motorized vehicles, including two-wheelers. For pavement design, only commercial vehicles need to
be considered. These form generally 10-15 percent of the ADT. Accordingly, the link roads proposed
for new connectivity shall be designed for A Curve (0- 15 CVPD) and in certain cases B Curve (15-
45 CVPD). In the case of new through routes, the design will be normally done with B Curve (15-45
CVPD). Only in exceptional cases would the design traffic be of Curve C (45-150 CVPD). In
estimating the base year traffic due care is to be taken in adjusting the traffic for seasonal variations
with the use of suitable adjustment factors.
As part of the database for each rural road, a traffic count needs to be carried out at least once in 2
years and the traffic data updated for each road in the OMMS.
Growth rates are required to estimate separately for different types of the vehicle where there are
specific generators of traffic (e.g. mining activities). Where there are no specific generators of traffic
growth, the consultant may adopt an average annual growth rate of 6% over the design life as set out
in IRC: SP 72-2007.
 ANNEXURE B-6: Guidelines For Axle Load Violation
1.1 Introduction
A sufficiently accurate estimate of the current traffic loading is essential for an appropriate pavement
design. Traffic volumes can be determined by traffic counts, but for vehicle loads, where no reliable
data are available, the information can only be obtained by an axle load survey. It is not sufficient to
base designs on legal axle load limits because of the widespread problem of overloading and because
of the unknown proportion of vehicles that may be only partially loaded.
An axle load survey is carried out to determine the axle load distribution of the heavy vehicles using
the road. These survey data then used to calculate the mean number of Equivalent Standard Axles
(ESA) for a typical vehicle in each vehicle class. These values are then combined with traffic flows
and forecasts to determine the total predicted traffic loading that the road will carry over its life in
terms of Millions of Equivalent Standard Axles (MESA).
1.2 Equipment
There are three main ways of measuring axle loads, using:
1. A fixed weighbridge
2. Portable weigh pads
3. Weigh-in-motion equipment
If a weighbridge exists near to the study road, then making use of this specialized facility and
equipment is often a good idea. However, if there is no weighbridge in the area, directing traffic to
the nearest weighbridge will be impractical, especially if large distances are involved.
The most common method of carrying out an axle load survey is to weigh a sample of vehicles at the
road side using portable weigh pads.
Weigh-in-motion equipment has also become quite popular but it is less accurate and expensive.
1.2.1 Permanent weighbridge
Permanent weighbridges are large, fixed weighing platforms used for vehicles used for vehicle and
axle load regulation and certification. They are usually located at purpose-built sites on the main
highways. An example is shown in Photo H.1.
In case of permanent weigh bridges, the vehicles must
be driven onto the platform and must be stopped and
weighed as each axle in turn mounts the platform. In
this way the weight of each axle can be calculated by
difference. To check the weights it is advisable to
repeat the process as the truck drives off the platform,
one axle at a time.
When using a permanent weighbridge for an axle load
survey, it is important to ensure that the weighing
equipment has been recently calibrated. It is also important that the normal policy of issuing fines
and penalties for overloading at the weighbridges is temporarily suspended during the survey - if
fines continue then drivers will often seek alternate routes and survey results will be incorrect.

1.2.2. Portable Weigh pads

Photo H.2 to H.3: Various types of Portable weigh pads

Portable weigh pads are small load meters that can be used singly or in pairs to measure the
individual wheel or axle load of a vehicle. They have the advantage of being able to be set up almost
anywhere and are available at a relatively low cost; hence they are the tools most frequently used for
axle load surveys. The disadvantages are:
 Weighing at the roadside is not as safe as at an off-site location There will almost certainly
Photo H.1: Permanent Weigh Bridge
be more disruption to traffic, and
 The weighing rate will be slower than can be achieved at a fixed weighbridge, hence the
sample size of the vehicles that are weighed will be smaller
 There are many different types of weigh pads are available, varying in size, complexity and
cost.
Variations in design include; the weighing mechanism (e.g.
hydraulic, hydrostatic load cell, and strain gauge mechanism);
the readout display (e.g. dial or digital LCD); the ability to
connect weigh pads together (to give axle loads rather than two
separate wheel loads); use of cable or cable-less technology;
battery size and working time; the ability to store data; the
ability to print data; and methods of downloading Photo
H.4: Portable Weigh Bridge
data to a computer. Some examples of different types are shown in Photo H.2 to H.4.
1.2.3 Weigh in Motion (WIM)
Weigh-in-motion systems use a weight sensor set into the road surface so that all vehicle axle loads
are recorded at low (or sometimes normal) traffic speeds. This system is capable of giving the most
complete information but it is less accurate and often the most expensive of the three options. The
most common types of WIM are either a recording weighbridge or piezo sensor system. WIM
systems that use piezoelectric cables as the weight sensor look rather like traffic counters. This
facility, of course, will not be needed for Rural Roads, but the details have been included only to
provide full information on the range of methods available for recording axle loads.
1.3 Planning a Survey
An axle load survey needs to be carefully planned in order to achieve and maintain high safety
levels, to obtain accurate data with a minimum of traffic delays, and to keep costs to a minimum.
A brief classified traffic counts carried out in advance of an axle load survey provides valuable
information about commercial vehicle flow rates throughout the day, which is useful for planning the
axle load survey. This flow rate data will enable sampling strategies to be planned in advance. At
low traffic flows all commercial vehicles could be weighed but, at peak flows, sampling may be
required with, say, every second, third, or fourth vehicle being weighed.
1.3.1 Survey Location
The success of an axle load survey and the ease with which it can be carried out will depend largely
on the choice of site. In general the site must be selected to make it possible to weigh the vehicles
easily and safely. Ideally, the survey location should be on a road stretch with good visibility so the
traffic will be aware of the survey well in advance and provide ample time to slow down and stop.
1.3.2 The Number of Vehicles to Weigh
The accuracy of the survey increases with each vehicle that is weighed. Therefore as many vehicles
should be weighed as possible, provided safety to the road user and survey staff is maintained. It is
better to weigh fewer vehicles than to cause a safety hazard. If the situation develops whereby the
weighing process is leading to long traffic tailbacks and delays, the operation should be halted until
normal traffic flows have been resumed.
The number of vehicles that can actually be weighed every hour will depend on:
1. The volume of vehicle and flow of commercial vehicles
2. The speed of weighing which depends on:
a) Type of equipment
b) Number and skill of staff
3. Site layout
If a traffic count has not been carried out before the axle load survey, the number of vehicles to be
stopped will have to be determined during the survey, usually by the person responsible for stopping
the traffic. Decisions will need to be based on the actual situation and so the sampling rates and the
duration of weighing at each sampling rate must be recorded accurately and promptly when any
changes are made. Table 6.1 gives an indication of sampling rates for different commercial vehicle
flows. The level of traffic, requiring one in three or four vehicles to be weighed, of course, will not
occur for Rural Roads, but the details have been included only to provide full information on the
sample size for full range of vehicle flows for recording axle loads.
Table 6.1: Sampling for different hourly commercial vehicle flows
Maximum hourly flow of medium and heavy goods vehicles Sample to be weighed of goods
vehicles
0 – 30 All
31 – 60 All
61 – 120 Alternate
121 – 180 One in three
181– 240 One in four
1.3.3 Axle load survey form
An axle load survey form should be used to record items such as: registration plate number, axle
configuration, origin, destination, commodity type, individual wheel or axle loads, and other details
as required, such as load type. For all data collected, it is important to record the direction of travel
of the vehicle. This can be done by using a separate column on the form e.g. ‘Towards …....’ or
recording each direction on a separate sheet that is clearly labelled. If wheel loads rather than axle
loads are being measured, then these are the values that should be recorded on the survey sheet.
Attempting to convert wheel loads directly into axle loads inevitably leads to errors. Each survey
sheet should be clearly marked to show that wheel loads have been recorded. At a later stage, these
wheel loads should be converted to axle loads using the assumption that the axle load is twice the
wheel load.
Recording of survey data can also be in electronic form.
1.3.4 Axle classification
The axle configuration of the vehicle should always be recorded. The classification system uses a
simple code as follows:
Each axle is represented by a ‘1’ or ‘2’ depending on the number of wheels at each end of the axle.
Tandem axles are indicated by recording the digits directly after each other. To separate the front
axle from the rear axles, a decimal point is placed between the numbers. For example,
1.1 is a two-axle vehicle with single front and rear wheels (tyres).
1.22 is a three-axle vehicle with tandem rear axles each with twin tyres.
A trailer can be denoted by a ‘+’ sign. Semi-trailers or articulated vehicles can be denoted by a ‘-’
sign. Thus,
1.2+2.2 is a four-axle vehicle, comprising a two-axle vehicle with twin rear tyres pulling a two-axle
trailer with twin tyres on both axles.
These vehicles and others are shown graphically in Figure H.1. The axle configuration is typical of
traffic plying on higher category roads and has been included because of the trend of some of the
through PMGSY roads getting categorized as MDRs. Also, after up-gradation of roads as part of
PGSY II it is quite likely that some roads may start attracting higher category traffic. For this reason,
as part of PMGSY II, attention will have to be given to improving geometrics standards of these
roads. Also, some kind of by-pass to the villages will also have to be thought of to enable some
categories of higher type vehicles to bypass the village section.
  Figure 6.1: Axle configuration
1.3.5. Position of weigh pads or pit
The position of the weigh pads should be firm and level with no ‘high spots’ and no risk of
subsidence during the weighing. The weighing surface gradient/slope should not exceed 2% in order
to comply with the weigh bridge requirements. In addition to this more general requirement, there
are several other sources that might give measuring errors. Such sources are listed in the Figure H.2
and should be studied.

1.4. Staffing and Equipment

An axle load survey team should consist of at least four people, with each team working an eight
hour shift in addition to any police requirement. More staff may be required, depending
upon factors such as site layout, traffic flow, and the complexity scale.
Each shift should generally consist of:

 One or two person(s) to control traffic on the road and direct selected vehicles into the
weighing area.
 One person to direct the vehicle slowly onto the weigh pads and position each wheel
centrally on the platform
 One person to carry out the driver questionnaire, e.g. origin-destination, type of goods
carried, etc.
 One person to record the vehicle details and the wheel or axle loads.
It is recommended that jobs are rotated periodically to reduce tiredness
 If a traffic count is being carried out at the same time, then a further two people are
required per shift.
 It is often possible to obtain the services of the traffic police to assist in stopping vehicles.
This has the advantage that police are familiar with the problems of stopping and the drivers
are also used to being stopped by them. It is however, important that no vehicles being
surveyed are fined by the police as this can discredit the survey and, more importantly, can
affect the results.

1.5. Axle Load Survey

The following equipment is required to conduct an axle load survey:
 Weigh pads and peripheries
 Bags of fine sand to level mobile weigh pad
 Chairs and table
 Large umbrella or tent
 Generator for lights
 Torches including spare batteries
 Reflective traffic safety vests
 Traffic cones
 Red Stop Flags Axle load survey forms

Figure H.3: Data Format for Axle Load Survey

1.4.1. Analysis of Data
This section provides illustrative example of processing the data from the axle load survey. The main
aim of an axle load survey is usually to determine an average equivalency factor (EF) for each type
of vehicle in the survey. To do so it is now normal practice to calculate the EF for each axle of each
vehicle and to sum these to obtain the EF for each and every vehicle. The equivalency factor
represents the average damaging effect of a vehicle on the pavement and is expressed as the number
of standard axles that would cause the same amount of damage.
 1.4.2. Calculating the EF/vehicle (for each vehicle class)
The following method of analysis is based on the use of a simple spreadsheet program using
automatic calculations. For manual calculations, the same general method can be used although,
when converting from axle loads to EF per axle, it may be easier to use tabulated values, as shown in
Table 1.2, rather than the standard conversion equation, both of which are given in this section.
Data check
Data must be checked for errors against the original survey sheets. It is especially important to check
all values for axle loads over 20 tonnes (or wheel loads over 10 tonnes) because such values are
unusual and may indicate an input error and because high values affect the average value
disproportionately. The use of simple data checking formulae can be useful. These checks can be
very simple, for example, a range check comprising a column of data showing the maximum value
for all wheel or axle loads for each vehicle. This will indicate if someone has mistakenly omitted a
decimal point, for example, inputting 56 tonnes rather than 5.6 tonnes for a wheel load.
Converting to axle loads (if necessary)
If wheel loads (rather than axle loads) were recorded during the survey, columns need to be added
for converting wheel loads into axle loads.
Data sorting
The data must be sorted by direction, vehicle type and number of axles. Spreadsheets allow this to be
done easily.
Calculating the EF for each axle
The Equivalency Factor to convert the actual axle loads to Equivalent Standard Axle Load is
determined by the following relationship:
Equivalency Factor=

Recommended values for Standard Axle/Standard Axle Group load are given in Table H.2.
Table H.2: Recommended Values of Standard Axle/ Standard Axle Group Load
Axle Type Standard Axle Load (Tonnes)

Single Wheel – Single Axle 6.60

Dual Wheel – Single Axle 8.16

Dual Wheel – Tandem Axles 14.96

Dual Wheel – Tandem Axles 18.1

This range of vehicle weights will not be plying on Rural Roads, but the details have been included
only to provide full information on the range of loads considered for converting heavier axle loads to
standard equivalent axle loads.
It is important to note that the relationship between axle load and damage is a power relationship.
This means that doubling the axle load will not simply double the damaging effect, but will increase
it by over 22 times. For example, whilst a standard axle load of 8.16 tonnes will have an EF = 1, an
axle load of 16.32 tonnes will have an EF = 16.
Calculating the EF for each vehicle
A column is needed to calculate the EF per vehicle by summing the EFs for all the axles of each
vehicle. It should be noted that each axle of a multiple axle set should be treated as a single separated
axle.
Calculating the average VDF for each vehicle type
All EF per axle of the vehicle is then summed up to obtain the cumulative value of the EF of all
vehicles in a category, which is finally divided by the number of vehicles in that class of vehicle for
obtaining the average value of the VDF (vehicle damage factor) of that class of vehicle.

VDF =Cumulative Value of the Equivalency / No. of Vehicles Weighed

 ANNEXURE B-7: Road Condition Rating Score For Different Distress Levels –
Flexible Pavements

Table B-7.1: Road Condition Survey Score for Flexible Pavement

Condition Rating
Defect Quantum
1 2 3 4 5
0.1% -
Potholes & Depressions % area >1% 0.5% - 1% <0.1% -
0.5%
Very
Camber Condition Very Poor Poor Fair Good
Good
Pavement cracking % area >30% 20% - 30% 10% - 20% 5% - 10% <5%
Ravelling % area >30% 10% - 30% 5% - 10% 1% - 5% -
0.1% -0.5%
Shoving % area >1% 0.5% - 1% <0.1% -

Settlement & depressions

% area >5% 3% - 5% 1% - 3% <1% -

Rutting mm >50 20 - 50 10 - 20 5 - 10 -
10% -20%
Pavement edge break % length >50% 30% - 50% 20% - 30% <10%

Shoulder (grading,
Condition Very Poor Poor Fair Good Very
vegetation, trees, shrubs)
Good

Shape, rain cut, side slopes Very

Condition Very Poor Poor Fair Good
Good
Side drains % silted 100% 75% 50% 25% -
CDS – opening, painting, 75% -
Nº open <25% 25% - 50% 50% - 75% All
silting 100%
CDS – sediment, erosion Nº >75% 50 - 75% 25 - 50% <25% -
Very
Road furniture, signs Condition Very Poor Poor Fair Good
Good
 ROAD CONDITION RATING SCORE FOR DIFFERENT DISTRESS LEVELS –
CONCRETE PAVEMENTS
Table B-7.2: Road Condition Survey Score for Concrete Pavement
Condition Rating
Defect Quantum
1 2 3 4 5
Rectangular (block)
-
cracking
Corner cracking Extensive Many Moderate Isolated -
Extension & <5mm crack
Diagonal cracking width of >10mm crack >10mm 5 – 10mm -
width
crack width crack width crack width
Longitudinal cracking -
Shrinkage cracks -
Transverse cracking -
Joint stepping >5cm 3 - 5cm <3com Slight -
Rocking Incidence Severe Moderate Slight - -
Joints open Major loss Partial loss
Joint sealant defects Length Failure -
of sealant of sealant
Surface spalling >50% 25 - 50% <25% Slight -
% surface
Box-out spalling Severe Extensive Moderate Slight -
area
Ravelling Severe Extensive Moderate Slight -
Pavement edge break % length >50% 30% - 50% 20% - 30% 10% - 20% <10%
Shoulder (grading,
Condition Very Poor Poor Fair Good Very
vegetation, trees,
Good
shrubs)
Rain cuts along side
Condition Very Poor Poor Fair Good Very
slopes
Good
Side drains % silted 100% 75% 50% 25% <25%
CDS – blocked,
% blocked >75% 50 - 75% 25 - 50% <25% All open
sedimented (erosion)
Road furniture, signs Condition Very Poor Poor Fair Good Very
Good
Additional factors of Rainfall,
Terrain, Age since last major renewal
or strengthening and Traffic volume
will also have to be considered in
calculating the RCI from RCR value
for both flexible and concrete
pavements. The following factors
given in Table
C.10 would be built into the
procedure for assessment of the Road Criteria Multiplier
Condition Index (RCI).Table C.10:
Modification Factors for Road
Condition Index
(RCI)Factor

Low: <500mm/year
1.25
Medium: 500- 1.15
Rainfall 1000mm/year

High: 1000mm/year 1
Mountainous & hill 1
Terrain
areas Plain & rolling 1.25
terrain
Weighted Pavement Condition Score WRCRS = RCRS x Rainfall multiplier x Terrain
multiplier
NB: if the calculated WRCRS > 50, use maximum value of 50
>5 years 0
Age of road pavement 4 - 5 years 5
since last major renewal 3 - 4 years 15
or strenthening
2 - 3 years 25
1 - 2 years 30
Through
Major link Link
road
0 - 50 5 10 20
Traffic volume (commercial vehicles
per day) 51 – 150 4 8 15
151 – 300 2 6 10
>300 0 2 5
RCI (overall condition/serviceability of rural road) = (W)RCR + Age factor score + Traffic
volume score
RCR Age factor score Traffic volume score Total (Overall RCI)
Min. Max. Min. Max. Min. Max. Min. Max.
10 50 0 30 0 20 10 100
Table B-7.3: FORMAT FOR CONDITION SURVEY – BITUMINOUS ROADS CONDITION

ASSESSMENT

DISTRICT   BLOCK   CLASS  

ROAD NAME
  ROAD LENGTH
(from/to)    
ROAD
CHAINAGE    
(from/to)      
DATE OF
YEAR
    CONDITION
CONSTRUCTED
  SURVEY  
LHS RHS Road
LHS drain Carriageway RHS drain CDS
shoulder shoulder furniture

Sediment, erosion/nº
Shape, rain cut, side

Shape, rain cut, side

Grading, vegetation,
Grading, vegetation,

depressions/% area,
settlement/% area,

Opening, painting,
Camber, rutting &

Edge break/length
shrubs/condition

shrubs/condition

slopes/condition
slopes/condition

Cracking/% area
shoving/% area

silting/nº open
Silting/% silted

Silting/% silted
Potholes/nº,

Start km

Condition
trees,

trees,

1 2 3 4 5 6 7 8 9 10 11 12 13

0-200

200-400

400-600

600-800

800-1000

Average

Comments

Scrutinized By:

JE AE AEE EE Date
JE
YEAR
ROAD

0-200
Start km

600-800
400-600
200-400

Average
800-1000
DISTRICT

Comments
(from/to)
(from/to)

CHAINAGE
Shape, rain cut,
ROAD NAME

side

CONSTRUCTED

Scrutinized By:
LHS drain
slopes/condition

AE
Silting/% silted

2
Grading,

LHS
vegetation, trees,

shoulder
shrubs/condition

3
Cracking & joint
stepping Extension &
width of cracks

4
Carriageway
BLOCK

Joint sealant
defects Length

AEE
5
Spalling & ravelling

6
Edge break/length

7
Grading,
RHS

vegetation, trees,
shoulder

8 shrubs/condition
Shape, rain cut,

EE
side
SURVEY
DATE OF

RHS drain

slopes/condition
9
CONDITION
ROAD LENGTH

Silting/% silted
10
CLASS

CDS

Opening, painting,
silting% open
11

Sediment, erosion%
12

Date
Road
Table B-7.4: FORMAT FOR CONDITION SURVEY – CONCRETE ROADS SITE CONDITION ASSESSMENT

furniture

Condition
13
 Table B-8.5: Format for Condition Assesment, Condition Survey, for Bituminous Road
District :- PIU :- Block:-
Road Name :- Raod ID :- Road Length :-

Date of Completion of last major Date of Completion of PBMC (if

Date of original Completion :-
upgrade (if any) :- ----- any) :- -----
ASSESSMENT

Scrutinized By:
Date of Condition Survey :-
LHS Drain LHS Carriageway RHS RHS Drain CDS Road
Shoulder Shoulder Furniture

Rating/
Start Km Rating
condition Km

/ % blocked

shoving/ % area
Silting/ % silted

Silting / % silted

slopes/ condition
Camber, rutting &
Cracking / % area
slopes/ condition

shrubs/ condition
Sediment, erosion

Edge break/ Length

Shape rain cut, side

Grading, vegetation,
area, depressions/%
Shape, rain cut, side

area, raveling% area

trees, shrubs/ condition

Opening painting silting

Potholes/ n settlement/%
Grading, vegetation, trees
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
0-200
200-400
400-600
600-800
800-1000
Average
1000-
1200
1200-
1400
1400-
1600
1600-
1800
1800-
2000
Average
Overall Rating
Comments
Calculation:14={[(1+2)+(9+10)]/2 +3+8+(4+5+6+7)+(11+12)+13}; where the road passes through an open area score for columns, 2, & 10 will be zero. Similarly, where the road passes
through a built up area, which should have side drains, score for columns 1 and 9 shall be zero. rating score for Km long section (column 15) = Average of rating of sub-sections in
column 14; Overall rating = Average of 15 (for whole road length)
Table B-7.5: FORMAT FOR CONDITION SURVEY – BITUMINOUS ROADS CONDITION
 TABLE B-6.6: Format for Condition Assesment, Condition Survey, for Concrete Road
JE
District :- PIU :- Block:-
Road Name :- Raod ID :- Road Length :-

Date of Completion of last major Date of Completion of PBMC (if

Date of original Completion :-
upgrade (if any) :- ----- any) :- ----- ASSESSMENT

Scrutinized By:
Date of Condition Survey :-
AE

LHS Drain LHS Carriageway RHS RHS Drain CDS Road

Shoulder Shoulder Furniture

Rating/
Start Km Rating
Km

Grading,
Grading,

condition
condition
condition

Spalling &
Raveling/ %

side slopes/
side slopes/

Joint sealant
surface area

Shape rain cut,

defects/ Length
Shape rain cut,

Silting / % silted
Cracking & joint
vegetation, trees
Silting / % silted

vegetation, trees,
& width of cracks
Opening painting
Sediment, erosion

shrubs/ condition
shrubs/ condition

stepping Extention
Edge break/ Length
silting / % blocked
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
0-200
AEE

200-400
400-600
600-800
800-1000
Average
1000-1200
1200-1400
1400-1600
1600-1800
EE

1800-2000
Average
Overall Rating
Overall Rating BT + CC
Comments

Calculation:14={[(1+2)+(9+10)]/2 +3+8+(4+5+6+7)+(11+12)+13}; where the road passes through an open area score for columns, 2, & 10 will be zero. Similarly, where the road passes through
a built up area, which should have side drains, score for columns 1 and 9 shall be zero. rating score for Km long section (column 15) = Average of rating of sub-sections in column 14; Overall
rating = Average of 15 (for whole road length)
Date

Table B-7.6: FORMAT FOR CONDITION SURVEY – CONCRETE ROADS CONDITION

JE AE AEE EE Date

ANNEXURE B-8: Photographic Examples Of Various Types Of Pavement

DISTRESS F1 – BITUMINOUS ROAD PAVEMENTS
Type of Distress and Measurement
Pavement distress data are important for deciding upon the maintenance strategies. Information
required is the type, severity and the extent of distress.
The following types of distress are to be considered:
1. Alligator or fatigue cracking
2. Longitudinal and transverse cracking
3. Bleeding
4. Depressions
5. Pothole
6. Patching
7. Ravelling
8. Rutting
1. Alligator or fatigue cracking
“Alligator" cracking presents as interconnected cracks caused by fatigue failure of the asphalt
surface in areas of heavier traffic loading. Typically caused by lack of strength or compaction of the
base or of the subgrade, poor drainage may also be a factor. This type of cracking is a strong
indicator of structural failure. The cracks allow moisture infiltration, roughness develops and cracks
further deteriorate into potholes as pieces become loose and are dislodged by traffic.
Measurement of Cracking: Record area affected at each severity level. If different severity levels
within an area cannot be distinguished, rate the entire area at the highest severity present (refer
Figure J.1).

Figure J.1: Calculation of Cracked Area

2. Longitudinal and transverse cracking:
Longitudinal cracks run parallel to the road centre line or laydown direction. They may be caused by
(i) a poorly constructed paving lane joint; (ii) shrinkage of the bituminous surface due to low
temperatures or hardening of the asphalt, or (iii) a reflective crack caused by cracking beneath the
surface course, including cracks in PCC slabs (but not at PCC joints). Transverse cracks may extend
across the pavement at approximately right angles to the road centre line or direction of laydown
which may be caused by (ii) or (iii). These types of cracks are not usually load associated
Measurement of Cracking: Record the length in meters of longitudinal cracking within the defined
wheel/non-wheel paths at each severity level (refer Figure J.2).

Figure J.2: Measurement of Longitudinal Cracking

3. Bleeding
Bleeding is a film of bituminous material on the pavement surface that creates a shiny, glass-like,
reflecting surface that usually becomes quite sticky. Bleeding is caused by excessive amounts of
bitumen content in the mix or low-air void content in the bituminous mixture of the road surfacing,
or both. It occurs when bitumen fills the voids of the mix during hot weather and then expands out
onto the surface of the pavement. Since the bleeding process is not reversible during cold weather,
asphalt or tar will accumulate on the surface.
Measurement of Bleeding: Record square meters of surface area affected.
Note: Preventative maintenance treatments (slurry seals, chip seals, fog seals, etc.) sometimes
exhibit bleeding characteristics. These occurrences should be noted, but not rated as bleeding (refer
Figure J.3).

Figure J.3: Measurement of Bleeding

4. Depressions
Depressions are localized pavement surface areas having elevations slightly lower than those of the
surrounding pavement. In many instances, light depressions are not noticeable until after a rain,
when ponding water creates “birdbath” areas; but the depressions can also be located without rain
because of stains created by ponding of water. Depressions can be caused by settlement of the road
pavement foundation or can be the result of construction shortcomings.
Measurement of Depression: Depressions are measured by area. The maximum depth of the
depression determines the level of severity. This depth can be measured by placing a straightedge
across the depressed area and measuring the maximum depth. Depressions larger than 10 ft. (3 m)
across must be measured by using a string line (refer Figiure J.4).

Figure J.4: Measurement of Depressions

5. Potholes
Potholes are usually small (<750 mm in diameter) bowl-shaped depressions in the pavement surface
but can go on to link up and extend over considerable lengths. They generally have sharp edges and
vertical sides near the top of the pothole when created by high-severity alligator cracking.
Measurement of Pothole: Record number of potholes and area affected at each severity level.
Pothole depth is the maximum depth below pavement surface. If pothole occurs within an area of
fatigue cracking the area of fatigue cracking is reduced by the area of the pothole (refer Figure J.5).
Figure J.5: Measurement of Potholes
6. Patching
A patch is an area of pavement that has been replaced with new material to repair the existing
pavement. A patch is considered a defect no matter how well it is performing (a patched area or
adjacent area usually does not perform as well as an original pavement section). Generally, some
roughness is associated with this distress.
Measurement of Patching: Patching is rated by area; however, if a single patch has areas of differing
severity, these areas should be measured and recorded separately (refer Figure J.6).

Figure J.6: Measurement of Patching

7. Ravelling
Ravelling is the dislodging of coarse aggregate particles. Raveling may be caused by insufficient
asphalt binder, poor mixture quality, insufficient compaction, segregation, or stripping.
Measurement of Ravelling: Record area of affected surface. Ravelling should not be rated on chip
seals. Mechanical damage caused to the road surface such as gauging caused by hook drags, tire
rims, or snowplows is counted as raveling (refer Figure J.7).

Figure J.7: Measurement of Ravelling

8. Rutting
A rut is a surface depression in the wheel paths. Pavement uplift may occur along the sides of the rut,
but, in many instances, ruts are noticeable only after a rainfall when the paths are filled with water.
Rutting stems from a permanent deformation in any of the pavement layers or subgrades, usually
caused by consolidated or lateral movement of the materials due to traffic load.
Measurement of Rutting: Severity is determined by the mean depth of the rut calculated by laying a
straight edge across the rut, measuring depth, then using measurements taken along the length of the
rut to compute its mean depth (refer Figure J.8).

Figure J.8: Measurement of Rutting F2 - CONCRETE ROAD PAVEMENT DISTRESS

Type of distress and measurement
Pavement distress data are important for deciding upon the maintenance strategies. Information
required is the type, severity and extent of the distress.
The following types of distress are to be considered:
1. Rectangular (block) cracking
2. Corner cracking
3. Diagonal cracking
4. Longitudinal cracking
5. Shrinkage cracking
6. Transverse cracking
7. Joint stepping
8. Rocking
9. Joint sealant defects
10. Surface spalling
11. Box-out spalling
12. Ravelling
1. Rectangular (Block) cracking
Connected cracking forming a series of approximately rectangular blocks, often distributed over the
entire pavement possibly caused by settlement of foundation, insufficient thickness of concrete slab,
fatigue (old, heavy trafficked road). Possible remedial maintenance works include: crack sealing
with bituminous compound; ‘stitching’ crack repair; complete replacement of slab or full-depth
repair of sections.
Measurement: affected area (sqm); predominant crack width (mm) and cell dimensions (refer Figure
J.9).

Figure J.9: Measurement of Rectangular (Block) Cracking

2. Corner cracking
Cracking across corner of slab between transverse joint and longitudinal joint or edge of slab,
possibly caused by foundation failure, lack of load transfer joints, ingress of debris in joint or dowel
bars restrained thus preventing movement (expansion/contraction of slab), A variant of corner
cracking usually manifesting at corners and adjacent to joints is ‘D-cracking’ which may result from
poor quality aggregate which absorbs moisture (and is thus subject to break up under frost/thaw
action). Possible remedial maintenance include: full depth repairs, crack sealing with bituminous
compound.
Measurement: Number of slabs affected (and number of corners), predominant crack width (mm)
and length (m) (refer Figure J.10).

Figure 7.10: Measurement of Corner Cracking

3. Diagonal cracking (also meander cracking)
Multidirectional cracking which is not transverse or longitudinal nor across corners of the slab
possibly caused by settlement of foundation, insufficient thickness of concrete slab, shrinkage of
concrete due to inadequate curing and/or delayed sawing of joints and rocking of slab.
Possible remedial maintenance works include ‘stitching’ crack repair, sealing of narrow cracks with
bituminous compound; repair of wide cracks could require replacement of the slab or full-depth
repair.
Measurement: Number of slabs affected, crack width (mm) and length (m) (refer Figure J.11).
Figure J.11: Measurement of Diagonal Cracking

4. Longitudinal cracking
Isolated crack running longitudinally along the pavement possibly caused by shrinkage due to
excessive width of concrete bay, differential settlement of foundation or exceptional axle loading.
Possible remedial maintenance works include: sealing of narrow cracks with bituminous compound,
‘stitched’ crack repair for medium cracks, slab replacement or full depth repair for wide cracks.
Measurement: Area affected (sqm), crack width (mm) and length (m), crack spacing (mm) (refer
Figure J.12).

Figure J.12: Measurement of Longitudinal Cracking

5. Shrinkage cracks (map cracking)
Resulting from inadequate curing the cracks are initially short, oblique, not extending to slab edges
and shallow, continuing expansion, contraction, wetting and drying is likely to result in extension to
the full width and full depth of the concrete slab. Minor cracking may be self healing and require no
repairs but otherwise possible remedial maintenance works include: sealing of narrow cracks but if
cracks continue to deteriorate eventual full depth repair or replacement of the slab.
Measurement: Number of slabs affected, predominant crack width (mm) and length (m) (refer
Figure J.13).

Figure J.13: Measurement of Shrinkage Cracks (Map Cracking)

6. Transverse cracking
Crack running transversely across the slab possibly due to multiple causes: insufficient slab
thickness, rocking, development out from unmatched joints in parallel slabs, dowel bar restraint at
joints, sub-base restraint (irregularity in top surface of sub-base and/or lack of a separation layer
between slab and road sub-base), shrinkage of slab during curing (possibly due to late sawing of
construction joints or excessive slab dimensions). Possible remedial maintenance works include: Full
bay reconstruction, transverse full depth repair of wide cracks, form groove and seal medium width
cracks.
Measurement: Crack length (m), spacing (m) and width (mm) and affected area (sqm) (refer
 Figure J.14).

Figure J.14: Measurement of Transverse Cracking

7. Joint stepping
Differential vertical displacement of joints or cracks in adjoining slabs. Possibly caused by poor sub-
base or sub grade support (which, may be due to loss of sub-base material due to ‘pumping’ –
sometimes associated with rocking), lack of effective load transfer dowels and/or tie-bars at
joints/cracks; may also be associated with ‘blow ups’ caused by expansion of the concrete which
cannot be accommodated by a faulty expansion joint or ‘pavement heave’ and settlement due to
unstable or poorly drained sub grade. Possible remedial maintenance works include: Reconstruction
of slab and sub grade and, in case of a critical location, slab lifting together with grouting. 77
Measurement: Number of slabs affected, difference in level (mm) across joint/crack (refer
Figure J.15).

Figure J.15: Measurement of Joint Stepping

8. Rocking
Vertical movement of slab when vehicles pass over the slab – sometimes the movement causes water
or slurry to be squeezed upwards through joints or cracks (pumping) which may result in a loss of
support for the slab and aggravate the rocking. Possible causes include: lack of support to slab by the
sub-base; ineffective load transfer at joints (i.e. ineffective or absent dowels or the bars). Possible
remedial maintenance works include full depth reconstruction or grouting.
Measurement: Number of slabs affected (refer Figure J.16).

Figure J.16: Measurement of Rocking

77
Unlikely to be used for rural roads.
9. Joint sealant defects
Loss and/or cracking of seal resulting in entry of debris into the joints and damage to joint edges,
extrusion of the sealant. Possible causes include: failure of seals due to cohesion failure (age,
deterioration of sealant especially due to UV radiation, faulty/inappropriate sealant, incorrect size of
sealing groove, lack of bond such that there is a break below the seal, adhesive failure (poor
preparation, incorrect size or moisture in sealing groove, chilling effect of cold concrete); extrusion
(incorrect size or overfilling of sealing groove); lack of compressible caulking below the sealing
groove or leaving the mould in the joint. Possible remedial maintenance works involve removal of
seal, cleaning and preparation of groove and re-sealing.
Measurement: % of the length of joints affected (refer Figure J.17).

Figure J.17: Measurement of Joint Sealant Defects

10. Surface spalling

Disintegration of slab surface at edges, joints, corners and cracks due to loss of large aggregate.
Possible causes include: restraint or omission of dowel bars, poor quality concrete, entry of debris
into joints/cracks, damage caused when original formwork removed. Possible remedial maintenance
works include: full depth corner or transversal repair, thin bond repair to concrete.
Measurement: Area affected (sqm), length of joint/edge affected (m) depth of spalling (refer
 Figure J.18).

Figure J.18: Measurement of Surface Spalling

11. Box–out spalling
Cracks extending out from and around manholes and drainage gullies possibly caused by incorrect
placement of feature, propping of slab, poor quality reinstatement/finishing after construction of
manhole/gully. Also may be associated with utility repairs, patching and potholes.
Possible remedial maintenance works include sealing of medium sized cracks and for wider cracking,
replacement of bay, or full depth transverse box or corner repair.
Measurement: Area affected (sqm) crack width (mm) (refer Figure J.19).

Figure J.19: Measurement of Box-out Spalling

12. Ravelling/Scaling
Progressive loss of surface integrity – loss of mortar and aggregate (also known as scaling). Possible
causes are various defects in the construction such as poor quality concrete, inadequate curing, over-
working of surface, wrong concrete mix design, inadequate cement or too high water content. Possible
remedial maintenance works include – full depth reconstruction or thin bonded surface repair (In
practice rural roads would probably not justify such repair except in case of heavier traffic or sensitive
location issues.)
Measurement: Area affected (sqm), depth of ravelling (mm) (refer Figure J.20).

Figure J.20: Measurement of Ravelling/Scaling

 ANNEXURE-B-9: Condition Rating Forms For Site Inspection

Table-B 9.1 : Condition Rating of Defects, for Filling Table-B 9.5 by Detailed site inspection (Bituminous roads)
Column of Condition Rating (For Length 200 mt. & width 3.75 mt.)= 750m2
DEFECT QUANTUM
Table B-9.5 1 2 3 4 5
>1% 0.5% &1% 0.1%&0.5%
Potholes & depressions 4.1 % area <0.1% (0.75 sqm) -
(7.5m sqm) (3.75 &7.5 Sqm) (0.75 &3.75 sqm)

>5% 3%&5% 1%&3%

Settlement & depressions 4.2 % area <1% (7.50 sqm) -
(37.50 sqm) (22.50 &37.50 sqm) (7.50 &22.50 sqm)
>30% 10%&30% 5%&10% 1%&5% <1%
Ravelling 4.3 % area
(225 sqm) (75&225 sqm) (37.50&75 sqm) (7.50 &37.50 sqm) (7.5 sqm)
Camber 5.1 Condition Very Poor Poor Fair Good Very Good
Rutting 5.2 mm >50mm 20 &50mm 10 &20 mm 5&10 mm <5mm
>1% 0.5%&1% 0.1%&0.5% <0.1%
Shoving 5.3 % area -
(7.50 sqm) (3.75 &7.50 sqm) (0.75 &3.75 sqm) (0.75 sqm)
>30% 20%&30% 10%&20% 5%&10% <5%
Pavement cracking 6 % area
(225 sqm) (150 &225 sqm) (75&150 sqm) (37.5&75 sqm) (37.50 sqm)
>50% 30%-50% 20%&30% (40-60 10%&20% <10%
Pavement edge break 7 %length
(100 mt) (60 &100 mt) mt) (20&40 mt) (20mt)
Shoulder (grading,vegetation,
3,8 Condition Very Poor Poor Fair Good Very Good
trees, shrubs)

Rain cuts along side slopes 1, 9 Condition Very Poor Poor Fair Good Very Good

Side drains - (Sitting) 2,10 % silted 100% 75%&100% 50%&75% 25%&50% < 25%

CDS-blocked, sedimented (erosion) 11, 12 % blocked >75% 50 &75% 25 &50% <25% All open

Road furniture & signs 13 Condition Very Poor Poor Fair Good Very Good
 Table-B 9.2 : Condition Rating of Defects, for Filling Table-B 9.6 by Detailed site inspection (Concrete roads)
Column
CONDITION RATING (For Length 200 mt. & width 3.75 mt.)= 750m2
of
DEFECT QUANTUM
Table B-
1 2 3 4 5
9.6
Rectangular (block) cracking 4.1 -

Corner cracking 4.1 -

Diagonal cracking 4.1 Extension Extensive Moderate 5- Isolated -

many >10mm
& width of >10mm crack 10mm crack <5mm crack
crack width
Longitudinal cracking 4.1 crack width width width -

Shrinkage cracks 4.1 -

Transverse cracking 4.1 -

Joint stepping 4.2 > 5 cm 3-5 cm < 3 cm Slight -

Rocking 4.3 Incidence Severe Moderate Slight - -

Major loss of Partial loss
Joint sealant defects 5 Length Failure Joints open -
sealant of sealant
>50% 25 &50% <25%
Surface spalling 6.1 Slight -
(375 sqm) (187.5 &375 sqm) (187.5 sqm)
% Surface
Box-out spalling 6.2 area Severe Extensive Moderate Slight -

Raveling 6.3 Severe Extensive Moderate Slight -

>50% 30%&50% 20%&30% 10%&20% <10%

Pavement edge break 7 % length
(100 mt) (60 &100 mt) (40 &60 mt) (20 &40 mt) (20 mt)
Shoulder (grading vegetation,
3, 8 Condition Very Poor Poor Fair Good Very Good
trees, shrubs)
Rain cuts along side slopes 1, 9 Condition Very Poor Poor Fair Good Very Good

Side drains 2, 10 % Silted 100% 75% 50% 25% <25%

CDS-blocked, sedimented
11, 12 % blocked >75% 50 &75% 25&50% <25% All open
(erosion)
Road furniture, signs 13 Condition Very poor poor Fair Good Very Good
 Table B-9.3: Factors for Calculation of RCI

FACTOR CRITERIA MULTIPLIER

Low: <500mm/year 1.25

Rainfall Medium: 500-1000mm/year 1.15

High: 1000mm/year 1

Mountainous & hill areas 1

Terrain
Plain & rolling terrain 1.25
Weighted Road Condition Rating (WRCR) = Over all RCR of BT & CC Road x Rainfall factor x
Terrain factor
NB: if the calculated WRCR > 50, Adoped maximum value of 50
FACTOR CRITERIA Add-on
>5 years 0

4-5 years 5
Age of road pavement,
since last renewal or 3-4 year 15
major upgrade 25
2-3 years

1-2 years 30

Through road Major link Link

0-50
5 10 20
Road Traffi c volume
(Commercial Vehicles 51-150 4 8 15
per day)
151-300 2 6 10

>300 0 2 5

Age factor score Traffic volume score

Min. Max. Min. Max.

0 30 0 20
 Format - A

Table B-9.5: Format for Determination of Road Condition Index (RCI), from RCR, for 5 + year old Roads, to be Maintened, As on RRNMU -------

S.No. Road ID Road Road District PIU Block Overall Factors, Converting RCR in to RCI Road
name Length (in RCR of Multipller Factor Weighted Road Condition Rating (WRCR) Condition
Km.) B.T. & C.C. Cost as
for Rainfall
Rainfall Terrain Calculated Adopted maximum Add on for
Road, as per
(8x9x10) 50, Age of Road Road
per estimates
( in case of value pavement Traffi c
Table B- recived
of col'n 11 since last volume
7.6 from PIU's
exceeds renewal/majo (in Lakh)
50, otherwise r upgrade
value of col'n 11 )
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Executive Engineer
PIU -------------
 Format - B

Table B-9.6 Format for Determination of Road Condition Index (RCI), from RCR, for 5 + year old Roads, to be Maintened, As on RRNMU -----------

S.No. Road ID Road name Road Distt. PIU Block Overall RCR Factors, Converting RCR in to RCI Road
Length (in of B.T. & C.C. Condition
Km.) Road, as per Index
Table B-7.6 Multipller Factor Weighted Road Condition Rating (WRCR) (RCI)
for (12+13+14) Cost as per
Rainfall Terrain Calculated Adopted maximum Add on for estimates
(8x9x10) 50, recived Priority
( in case of value of Age of Road Road from PIU's
col'n 11 exceeds pavement since Traffi c (in Lakh)
50, otherwise value last volume
of col'n 11 ) renewal/major
upgrade

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
 ANNEXURE B-10:RCI As Prioritization Tool- Case Study

TABLE B-10.1: HOW RCI CAN BE AN OBJECTIVE TOOL FOR PRIORITISATION CASE STUDY

Factors for Converting RCR Score into RCI for Universal

Application
Kilometre-wise Overall
rating based on Condition of Road
Sl. all the parameters - Multiplier Factor WRCR Score Add on Condition
No. RCR Score = value {[(1+2)+ Index
(9+10)]/2 + (3+8) + (4+5+6+7) Age of Road Category (RCI)

Calculated

Adopted
+ (11+12)+13} Pavement of road and
Rainfall Terrain
since major traffi c
upgrade volume
1 17.5 1.15 1.25 25.2 25.2 5 4 34.2
2 28 1.15 1.25 40.3 40.3 15 8 63.3
3 26 1.15 1.25 37.4 37.4 15 8 60.4
4 33 1.15 1.25 47.4 47.4 25 15 87.4
5 33 1.15 1.25 47.4 47.4 25 15 87.4
6 21 1.15 1.25 30.2 30.2 5 4 39.2
7 20 1.15 1.25 28.8 28.8 5 4 37.8
8 34.5 1.15 1.25 49.6 49.6 25 15 89.6
9 29 1.15 1.25 41.7 41.7 15 6 62.7
10 35 1.15 1.25 50.3 50 25 15 90
11 29 1.15 1.25 41.7 41.7 15 6 62.7
12 25 1.15 1.25 35.9 35.9 15 8 58.9
13 19 1.15 1.25 27.9 27.9 5 4 36.3
14 32 1.15 1.25 46 46 25 20 91
15 30 1.15 1.25 43.1 43.1 15 8 66.1
16 29.5 1.15 1.25 42.4 42.4 15 8 65.4
17 27 1.15 1.25 38.8 38.8 15 6 59.8
18 15 1.15 1.25 21.6 21.6 1 4 26.6
19 18 1.15 1.25 25.9 25.9 5 4 34.9
20 29 1.15 1.25 41.7 41.7 15 8 64.7
21 32.5 1.15 1.25 46.7 46.7 25 20 91.7
22 27 1.15 1.25 38.8 38.8 15 6 59.8
23 34 1.15 1.25 48.9 48.9 25 20 93.9
24 13 1.15 1.25 18.7 18.7 1 4 23.7
25 36 1.15 1.25 51.75 50 25 20 95
26 29 1.15 1.25 41.7 41.7 15 6 62.7
27 22.5 1.15 1.25 32.3 32.3 5 4 41.3
28 32 1.15 1.25 46 46 25 15 86
29 31 1.15 1.25 44.6 44.6 25 15 84.6
30 36 1.15 1.25 51.75 50 25 15 90
31 40 1.15 1.25 57.5 50 25 15 90
32 27 1.15 1.25 38.8 38.8 15 6 59.8
33 35 1.15 1.25 50.3 50 25 20 95
34 32 1.15 1.25 46 46 25 20 91
35 33 1.15 1.25 47.4 47.4 25 20 92.4
36 15 1.15 1.25 21.6 21.6 1 2 24.6
37 26 1.15 1.25 37.4 37.4 15 8 60.4
38 31 1.15 1.25 44.6 44.6 25 20 89.6
39 32.5 1.15 1.25 46.7 46.7 25 15 86.7
40 26 1.15 1.25 37.4 37.4 15 6 58.4
41 38 1.15 1.25 54.6 50 25 15 90
42 39 1.15 1.25 56 50 25 15 90
43 41.5 1.15 1.25 59.6 50 25 15 90
44 25 1.15 1.25 35.9 35.9 15 6 56.9
45 29 1.15 1.25 41.7 41.7 15 6 62.7
46 34.5 1.15 1.25 49.6 49.6 25 15 89.6
47 33 1.15 1.25 47.4 47.4 25 20 92.4
48 29 1.15 1.25 41.7 41.7 15 6 62.7
49 45 1.15 1.25 64.7 50 25 20 95
50 20 1.15 1.25 28.8 28.8 5 2 35.8
 Factors for Converting RCR Score into RCI for Universal
Kilometre-wise Overall
Application
rating based on Condition of Road
Sl. all the parameters - RCR Multiplier Factor WRCR Score Add on Condition
No. Score = value {[(1+2)+ Age of Road Category Index

Calculated

Adopted
(9+10)]/2 + (3+8) + (4+5+6+7) Pavement of road and (RCI)
Rainfall Terrain
+ (11+12)+13} since major traffic
upgrade volume
51 24 1.15 1.25 34.5 34.5 5 2 41.5
52 16.5 1.15 1.25 23.7 23.7 5 2 30.7
53 23 1.15 1.25 33.1 33.1 5 2 40.1
54 24 1.15 1.25 34.5 34.5 5 4 43.5
55 18 1.15 1.25 25.9 25.9 5 2 32.9
56 29 1.15 1.25 41.7 41.7 15 6 62.7
57 26 1.15 1.25 37.4 37.4 15 6 58.4
58 34 1.15 1.25 48.9 48.9 25 20 93.9
59 32 1.15 1.25 46 46 25 15 86
60 31 1.15 1.25 44.6 44.6 25 15 84.6
61 29 1.15 1.25 41.7 41.7 15 6 62.7
62 26 1.15 1.25 37.4 37.4 15 6 58.4
63 28 1.15 1.25 40.3 40.3 15 6 61.3
64 29 1.15 1.25 41.7 41.7 15 8 64.7
65 44 1.15 1.25 63.2 50 25 15 90
66 43 1.15 1.25 61.8 50 25 20 95
67 41.5 1.15 1.25 59.6 50 25 20 95
68 42 1.15 1.25 60.4 50 25 20 95
69 40 1.15 1.25 57.5 50 25 15 90
70 39 1.15 1.25 56 50 25 15 90
71 37.5 1.15 1.25 53.9 50 25 20 95
72 31 1.15 1.25 44.6 44.6 25 20 89.6
73 29 1.15 1.25 41.7 41.7 15 8 64.7
74 27 1.15 1.25 38.8 38.8 15 8 61.8
75 37 1.15 1.25 53.2 50 25 20 95
76 39.5 1.15 1.25 56.8 50 25 15 90
77 40 1.15 1.25 57.5 50 25 15 90
78 39 1.15 1.25 56.1 50 25 15 90
79 36 1.15 1.25 51.8 50 25 20 95
80 41 1.15 1.25 58.9 50 25 15 90
81 46 1.15 1.25 66.1 50 25 20 95
82 47 1.15 1.25 67.6 50 25 15 90
83 21.5 1.15 1.25 30.9 30.9 5 4 39.9
84 21 1.15 1.25 30.2 30.2 5 4 39.2
85 25 1.15 1.25 35.9 35.9 15 8 58.9
86 18.5 1.15 1.25 26.6 26.6 5 4 35.6
87 28 1.15 1.25 40.3 40.3 15 8 63.3
88 31 1.15 1.25 44.6 44.6 25 15 84.6
89 32 1.15 1.25 46 46 25 15 86
90 26 1.15 1.25 37.4 37.4 15 8 60.4
91 28 1.15 1.25 40.3 40.3 15 8 63.3
92 34 1.15 1.25 48.9 48.9 25 15 88.9
93 32 1.15 1.25 46 46 25 15 86
94 15 1.15 1.25 21.6 21.6 0 4 26.6
95 26.5 1.15 1.25 38.1 38.1 15 6 59.1
96 28 1.15 1.25 40.3 40.3 15 8 63.3
97 29 1.15 1.25 41.7 41.7 15 8 64.7
98 31 1.15 1.25 44.6 44.6 25 20 89.6
99 35 1.15 1.25 50.3 50 25 15 90
100 32.5 1.15 1.25 46.7 46.7 25 20 91.7
 3
TABLE B-10.2: RCI AS A MONITORING AND AUDIT TOO
RCR RCR RCR RCR
Sl.no. RCI Priority Sl.no. RCI Priority Sl.no. RCI Priority Sl.no. RCI Priority
Score Score Score Score
24 13 23.7 1 95 26.5 59.1 26 15 30 66.1 51 70 39 90 76

36 15 24.6 2 17 27 59.8 27 29 31 84.6 52 76 39.5 90 77

18 15 26.6 3 22 27 59.8 28 60 31 84.6 53 77 40 90 78

94 15 26.6 4 32 27 59.8 29 88 31 84.6 54 78 39 90 79
52 16.5 30.7 5 3 26 60.4 30 28 32 86 55 80 41 90 80
55 18 32.9 6 37 26 60.4 31 59 32 86 56 82 47 90 81
1 17.5 34.2 7 90 26 60.4 32 89 32 86 57 99 35 90 82
19 18 34.9 8 63 28 61.3 33 93 32 86 58 14 32 91 83
86 18.5 35.6 9 74 27 61.8 34 39 32.5 86.7 59 34 32 91 84
50 20 35.8 10 9 29 62.7 35 4 33 87.4 60 21 32.5 91.7 85
13 19 36.3 11 11 29 62.7 36 5 33 87.4 61 100 32.5 91.7 86
7 20 37.8 12 26 29 62.7 37 92 34 88.9 62 35 33 92.4 87
6 21 39.2 13 45 29 62.7 38 38 31 89.6 63 47 33 92.4 88
84 21 39.2 14 48 29 62.7 39 72 31 89.6 64 23 34 93.9 89
83 21.5 39.9 15 56 29 62.7 40 98 31 89.6 65 58 34 93.9 90
53 23 40.1 16 61 29 62.7 41 8 34.5 89.6 66 25 36 95 91
27 22.5 41.3 17 2 28 63.3 42 10 35 90 67 33 35 95 92
51 24 41.5 18 87 28 63.3 43 30 36 90 68 49 45 95 93
54 24 43.5 19 91 28 63.3 44 31 40 90 69 66 43 95 94
44 25 56.9 20 96 28 63.3 45 41 38 90 70 67 41.5 95 95
40 26 58.4 21 20 29 64.7 46 42 39 90 71 68 42 95 96
57 26 58.4 22 64 29 64.7 47 43 41.5 90 72 71 37.5 95 97
62 26 58.4 23 73 29 64.7 48 46 34.5 90 73 75 37 95 98
12 25 58.9 24 97 29 64.7 49 65 44 90 74 79 36 95 99
85 25 58.9 25 16 29.5 65.4 50 69 40 90 75 81 46 95 100

TABLE B-10.3: Grouping of Roads

Grouping Roads as per their Condition Rating – the Existing Methodology

Condition Rating
Criteria 1 2 3 4 5
Number of Roads falling in the
various Groups Before 15 14 22 31 18
Improvement Works

Number of Roads falling in the

various Groups After 6 15 10 33 36
Improvement Works

As per the existing methodology of rating, as shown above, it is difficult to assess the degree of
improvement for the network from the details of condition rating for various groups before and after
improvement. However with the RCR/RCI procedure assessing the change before and after
improvement, both at individual road level, as well as at the network level, is very easy, as shown in
the following example.
 TABLE B-10.4: EVALUATION AT INDIVIDUAL ROAD LEVEL

RCI Before RCI After RCI Before RCI After RCI Before RCI After RCI Before RCI After
Sl. No. Improvemen Improvemen Sl. No. Improvemen Improvement Sl. No. Improvemen Improvemen Sl. No. Improvement Improvement
t Works t Works t Works Works t Works t Works Works Works

1 34.2 47.8 26 62.7 75.2 51 41.5 54 76 90 90.9

2 63.3 75.9 27 41.3 53.7 52 30.7 43 77 90 90.9
3 60.4 72.5 28 86 86.9 53 40.1 52.1 78 90 90.9
4 87.4 88.3 29 84.6 93 54 43.5 56.6 79 95 96
5 87.4 88.3 30 90 90.9 55 32.9 46 80 90 90.9
6 39.2 54.9 31 90 90.9 56 62.7 75.2 81 95 96
7 37.8 52.9 32 59.8 77.8 57 58.4 75.9 82 90 90.9
8 89.6 90.5 33 95 96 58 93.9 94.8 83 39.9 55.9
9 62.7 75.2 34 91 91.9 59 86 86.9 84 39.2 54.9
10 90 90.9 35 92.4 93.4 60 84.6 93 85 58.9 76.6
11 62.7 75.2 36 24.6 34.4 61 62.7 75.2 86 35.6 49.8
12 58.9 76.6 37 60.4 72.5 62 58.4 75.9 87 63.3 75.9
13 36.3 50.8 38 89.6 90.5 63 61.3 73.5 88 84.6 93
14 91 91.9 39 86.7 87.6 64 64.7 77.6 89 86 86.9
15 66.1 79.4 40 58.4 75.9 65 90 90.9 90 60.4 72.5
16 65.4 78.5 41 90 90.9 66 95 96 91 63.3 75.9
17 59.8 77.8 42 90 90.9 67 95 96 92 88.9 89.8
18 26.6 37.2 43 90 90.9 68 95 96 93 86 86.9
19 34.9 48.8 44 56.9 74 69 90 90.9 94 26.6 37.2
20 64.7 77.6 45 62.7 75.2 70 90 90.9 95 59.1 76.8
21 91.7 92.6 46 90 90.9 71 95 96 96 63.3 75.9
22 59.8 77.8 47 92.4 93.4 72 89.6 90.5 97 64.7 77.6
23 93.9 94.8 48 62.7 75.2 73 64.7 77.6 98 89.6 90.5
24 23.7 31.2 49 95 96 74 61.8 74.2 99 90 90.9
25 95 96 50 35.8 50.1 75 95 96 100 91.7 92.6
 ANNEXURE B-11: Guideline For Preparation Of Annual Programme And Budget
(APB) For RRNMU
1. RRNMU is an organization to plan maintenance of the 5+ years old PMGSY roads in the zone of
influence of the pilot RRNMU, which is a few districts generally comprised of 5 to 14 PIUs. It is
a planning organization and the execution of the maintenance works will be done by the PIUs.
However, the entire planning of the maintenance works will be done by RRNMU using the data
provided by the PIUs. Thus, two distinct components of the budgets are required to be submitted
to the SRRDA and State Government: (i) RRNMU Operations Budget and (ii) Maintenance
Works Budget for the 5+ years old roads in the Zone of RRNMU. Please note that the Format or
Template given herewith may be used and completed the program and budget by modifying the
details as necessary.
2. Firstly, the RRNMU’s operating budget is to be prepared for its staff cost, office operations
costs, and office and laboratory utilities and office maintenance, etc. This budget needs to be
justified with an Annual Programme and detailed justification of the budget sought. Table B-
11.1 shows the way the salaries are computed in Assam for inclusion under different heads of
account (in the standard budget format of the State Government).
Table B-11.1: Salary Structure in Assam
Total
Medical Special
Sl. Position Pay Pay Range (Rs) DA Grade HRA Emolum
(Rs.) Pay (Rs)
No. Band in % pay (Rs) Fixed in % ent in
Fixed
Rs.
Per
Month
1 Addl. C.E. PB-4 12,000 – 40,000 110 7,400 600 15 500
2 S. E. PB-4 12,000 – 40,000 110 6,600 600 15 500
3 E. E. PB-4 12,000 – 40,000 110 6,300 600 15 500
4 A..E. E. PB-4 12,000 – 40,000 110 5,900 600 15 500
5 A..E. PB-4 12,000 – 40,000 110 5,400 600 15 500
6 Accounts PB-3 8,000 – 35,000 110 4,300 600 15 500
Officer
7 J. E. PB-2 5,200 – 20,200 110 2,800 600 15 500
8 Sub-Engineer I PB-2 5,200 – 20,200 110 2,300 600 15 500
9 Sub-Engineer PB-2 5,200 – 20,200 110 2,100 600 15 500
II
10 Lab. Assistant PB-2 5,200 – 20,200 110 2,100 600 15 500
11 Sr. Assistant PB-2 5,200 – 20,200 110 2,300 600 15 500
12 Jr. Assistant PB-2 5,200 – 20,200 110 2,100 600 15 500
13 Driver PB-2 5,200 – 20,200 110 2,000 600 15 500
14 Chowkidar / PB-1 4,560 – 15,000 110 1,300 600 15 500
Peon
3. The Gross salaries for the positions indicated in the staffing structure for RRNMU are given in
 Table B-11.2. The State has to finalise these, for the positions indicated in the staffing structure
for RRNMU and the figures indicated in Table B!!.2 are tentative only.
Table B-11.2: Salary Structure in RRNMU (Salary per month)
Total
Medical Special
Sl. Position Pay Pay Range DA Grade HRA Emolume
(Rs.) Pay
No. Band (Rs) in % pay (Rs) in % nt in Rs.
Fixed (Rs)
Per
Fixed
Month
General Manager
1 80,000
(Head of RRNMU)
2 Manager - Data 60,000
Manager - Maintenance
3 Planning, Programming 60,000
& Budgeting
4 Manager - ICT 60,000
Manager - Admin &
5 60,000
Finance
Asstt. Manager - Data
6 40,000
& GIS
Asstt. Manager -
7 Maintenance Planning, 40,000
Programming &
Budgeting
Asstt. Manager -
8 40,000
Human Resource
9 Lab Technician 1 20,000
10 Lab Technician 2 20,000
11 Secretary 15,000
12 Driver 12,000
13 Security 10,000
14 Peon 10,000
15 Cleaner Contract

4. Table B-11.3I suggests the tentative costs of office operational expenses, which need to be
examined and appropriately estimated for various office-related expenses during the year. The
respective RCIP State needs to apply mind to get all possible expenditure items to be included
under the Office expenditure budget.
 Table B-11.3: Office Operational Cost

Sl. Rate Total

Cost Item for Budgeting
No. per month/yr per year (Rs.)

1 Electricity & Water Rs. ………/mon …………

2 Telephone/Fax/Internet Charges Rs. …………/mon ………………..

3 Postal Communication/Courier Rs. ………./mon ……………..

4 Stationary/Printing/Xerox/Cartridge etc Rs. ………../mon ………………….

5 Office Equipment Maintenance/ AMC Rs. …………/mon …………………

6 Office Building Maintenance Rs. ………./mon ………………….

Total ………………
4. Besides this a basic/standard write-up with the justification for the RRNMU operations
budget. States need to prepare this as an annual task for Maintenance. This will have to be submitted
to the SRRDA and State Government for obtaining funds under two distinct heads as indicated above.
5. There are other items of expenditure for RRNMU Operations, and the Summary of the
Operations Budget for RRNMU is given in Table B-11.4.
Table B-11.4: Sample Budget
COST ITEM Unit Rate Total Rs.
1. Staff costs for RRNMU as per Annexure B.I 12 month 5,27,000 63,24,000
2. Office expenses as per Annexure B.II 12 month 23,20,000
3. Laboratory Equipment Calibration, Maintenance&AMC 12 months 20,000 2,40,000
4. Laboratory Consumables for Testing 12 months 15,000 1,80,000
5. Vehicles (including motorcycles)
6. Running expenses for vehicles (fuel, maintenance, etc)
7. Data collection costs (for PIUs)– as per NRRDA norms 700 km Rs. 50/km 35,000
8. Costs of Monitoring & Evaluation (M&E)
9. Contingencies 50,000
Total

PLEASE NOTE that this operations budget is to be justified by a convincing and justifiable program
of activities for the RRNMU, which is the work plan of RRNMU for the whole year. Please examine
all possible expenses for operating the RRNMU, which is an organization that will be carrying out all
the activities related to planning, prioritization, and programming for the rural road maintenance (this
will be limited to the 5+ years old PMGSY roads only).
6. While the APB Format or Template justifies generally the RRNMU operations activities, there
will be separate sets of justifications for scientifically planned maintenance operations. That will
briefly be indicating the nature of maintenance interventions required along with the costs for each
road to be maintained.
7. The RCIP States are required to adopt appropriate calculations for estimation of the operations
budget under any of the heads (included in Table B-11.4) and provide any additional reasons or
justifications for the budget requirement. Table B-11.5 to Table B-11.8 show the list of office
equipment included in the list of equipment approved by NRRDA and ADB for procurement under
this project. The State can request for part or full purchase of the list along with sanction of fund from
NRRDA. In addition, if the RRNMU desires to purchase more/other equipment and furnishings for
operationalization of RRNMU, the Head of RRNMU shall be preparing a separate list of
goods/equipment to be procured as indicated in Table B-11.9, which shall be included in the proposed
Budget for funding by the State.
Table B-11.5: List of Equipment for Office of RRNMU
Unit
Sl. Qty Total Cost
Item Specification Rate
No. (nos) (INR)
(INR)
Lot No.: 1
Name: List of Equipment for Office of RRNMU of -------------------
Computer-Server with 8 GB Ram,600 GB
Computer –
SASx6 HDD, OS: Intel Core i3-
1 Server with 1   5,00,000
3110M,2Hhz. speed, 4 GB Ram, 500 GB
OS
HDD
Desktop Intel Core i5, 4Ghz. speed, 4 GB Ram, 500
2 20   15,00,000
Computers GB HDD
UPS 10 kva
3 UPS for power backup 2   2,90,000
online
Network Printer speer-20 pages per minute, printer
4 Printers language-PCL 5e & PCL 6,memory 1GB 2   1,00,000
(A3/A4) RAM
Printer speer-20 pages per minute, printer
Photocopier
5 language-PCL 5e & PCL 6,memory 1GB 1   1,00,000
& Scanner
RAM, Scanning in black and white

Table B-11.6: List of EquipmenSoftware for Office of RRNMU

Unit
Sl. Qty Total Cost
Item Specification Rate
No. (nos) (INR)
(INR)
Lot No.: 2
Lot Name : List of Softwares for Office of RRNMU of -------------------
Software
 a. MS-office version 2020
(MS Office,
1 b. Auto CAD-2013 1   5,00,000
AutoCAD, c. Arc-GIS Software Version 10
etc.)
 Table B-11.7: Projector for Office of RRNMU
Unit
Sl. Qty Total Cost
Item Specification Rate
No. (nos) (INR)
(INR)
Lot No.: 3
Lot Name : Projector for Office of RRNMU of -------------------

For displaying video, images or computer data

on a screen or other flat surface LCD Projector,
2200 Ansi Lumens, Contrast Ratio: 500:1,
XGA Resolution Pixels (1,024 x 768), VGA
(15pin), Video Port, 14 mm (0.55 inches)
diagonal (4:3 aspect ratio), Keystone
Correction, Weight: 2.90 kg (approx), Pixels:
786,432 (1,024 x 768) x 3, total of 2,359,296
pixels, Lens: 1.2x manual zoom, Manual
Focus, F 2.10-2.25, f 19.11-22.94 mm, Lamp:
1 Projector 230 W x 1, Lamp replacement cycle (lamp 1   75,000
power: High, Normal/Eco): 3,000 hours/4,000
hours*2, Screen size (diagonal): 0.76-7.62 m
(30-300 inch), Center-to-corner uniformity*³
85 %, Optical axis shift 6:1, Dimensions (W x
H x D): 349 x 105 x 247 mm (13.7" x 4.1" x
9.7") (with legs at shortest position, not
including protruding parts), Accessories: -
Power cord x 1*6, wireless remote control unit,
batteries (AAA/R03/LR03 type x 2), VGA
cable x 1, filter cover

Table B-11.8: List of Vehicles for Office of RRNMU

Sl. Unit Rate Total Cost

Item Specification Qty (nos)
No. (INR) (INR)
Lot No.: 5
Lot Name: Vehicles for Office of RRNMU of -------------------

Multi-Utility Vehicle with 4

wheel drives 4 cylinders, with
minimum displacement of
2400CC with manual gear
change (5 forward, 1 reverse)
to Seat 7 persons.

1 Vehicles 2   20,00,000*
 Sl. Unit Rate Total Cost
Item Specification Qty (nos)
No. (INR) (INR)

10,00,000*

Goods van for carrying testing

equipment and materials should Seat 2
persons and carrying a payload of upto
8,000 kg with cargo box dimensions
minimum 4500x2000x600mm
(LxWxH), 4 cylinder with minimum
displacement of 3000CC with manual
2   gear change 1  

8. PLEASE NOTE that the budget submission to State Government has a standard format for
each State, and the RRNMU Head and Staff will have to prepare that format as well for easy
comprehension of the higher officials and Finance Officer of SRRDA. However, this APB shall also
be prepared as per this Format/Template, which also be attached to the State Government format for
appreciating the justifications and calculations of the budget.

 Table B-11.9: LIST OF EQUIPMENT NEEDED TO BE SOURCED FROM STATE FUNDING

Lot No. : 6 This list to be compiled by State officers

Lot Name : List of Equipment for office of RRNMU of ------------------
Name of Goods or Unit Total
Item. Unit Measurement Qty
Related Services Description Rate Cost
No. (nos)
(INR) (INR)
1
2
3
4
5
ANNEXURE B-12: Indicative Proportional Allocations For Different Condition
Ratings And Budget (In) Sufficiency

Table B-12.1: Typical proportions of an adequate maintenance budget (for various condition
ratings)

The proportion of maintenance budget

Activity 1 2 3 4 5

Very poor Poor Fair Good Very good

Routine maintenance 5% 5% 10% 20% 30%

Periodic maintenance 50% 45% 40% 35% 35%

Reconstruction/renewal 35% 40% 45% 40% 30%

Emergency 10% 10% 5% 5% 5%

Within a maintenance category with reduced allocation, prioritization should be according to LR/TR
and traffic
As budget sufficiency reduces so the maintenance program becomes increasingly reactive – routine
maintenance becomes heavier and more frequent as needed repairs are not undertaken or are
insufficient and emergency response becomes more frequent. At extreme levels of the budget deficit,
the response is almost entirely emergency response as road condition worsens.
 ANNEXURE B-13 Package For Calling Tenders
The improvement plans include Reconstruction, Renewal course provision or simply Routine
Maintenance. The roads that would be reconstructed or provided renewal course will also be afforded
annual routine maintenance. Routine maintenance for roads that would be reconstructed or provided
renewal course should preferably be put on 5 to 7 or 8 years of PBMC. Roads that are in
comparatively in good condition or remain on routine maintenance due to paucity of funds will also be
put on annual maintenance. The detailed costs break-up in the following Table has been prepared
accordingly. There could be many ways of packaging for calling tenders suiting prevailing situations.

Table B-13.1 PACKAGE FOR CALLING TENDERS

Tender Cost of Improvement Plan works Remark
(Amt. in lakhs) s
Sl. PBM
Name of Lengt
No Package No. Recon- C Total
Road h Renew
. structio IR Amt Amoun
al
n 1st t
Year
RRNMUJBP0 Barela to
1 7.25   1.87 63.36 2.7 67.93  
1 Padwar
RRNMUJBP0 Barela Padwar
2 0.65   0.23 1.85 0.24 2.32  
1 to Partala
RRNMUJBP0 Samadhi Road
3 4.3   1.16 34.23 1.6 36.99  
1 to Dungariya
Barela Padwar
RRNMUJBP0
4 Road to 3.5   0.83 32.38 1.3 34.51  
1
Bilhari
RRNMUJBP0 Bargi to
5 4.8   1.42 26.36 1.79 29.57  
1 Rangajhori
RRNMUJBP0 Pahari Khera
6 5.73   1.88 40.79 2.13 44.8  
1 To Mahgaon
RRNMUJBP0 NH12 A to
7 1.85   0.53 8.88 0.69 10.1  
1 Tilhari
Bargidam
RRNMUJBP0
8 Road to 1.047   0.32 9.68 0.39 10.39  
1
Sahajpuri
Barela to
RRNMUJBP0
9 Padwar (Part 3.694   1.19 31.21 1.37 33.77  
1
2)
RRNMUJBP0 Bargi Dam to
10 4.44   1.11 40.42 1.48 43.01  
1 Rewa Road
RRNMUJBP0 ODR (Ranjhi)
11 1.8   0.45   0.67 1.12  
1 to Manegaon
RRNMUJBP0 NH 7 to
12 2.748   0.88   1.02 1.9  
1 Harrai
RRNMUJBP0 NH7 to
13 6.63   2.12   2.47 4.59  
1 Saliwara
RRNMUJBP0 NH7 to
14 0.811   0.31   0.3 0.61  
1 Narayanpur
Jabalpur Block       14.3 289.16 18.15 321.61  
Niwas
RRNMUJBP0
15 Jabalpur to 4.98   1.35   1.85 3.2  
2
Jamgaon
RRNMUJBP0 Harduli to
16 9.437   2.59   3.51 6.1  
2 Mahgawan
Sl. Package No. Name of Lengt Tender Cost of Improvement Plan works Remark
No Road h (Amt. in lakhs) s
 .
PBM
Recon- C Total
Renew
structio IR Amt Amoun
al
n 1st t
Year
SH 22 to
RRNMUJBP0
17 Bhaiswahi 6.761   1.82   2.52 4.34  
2
Via Harduli
RRNMUJBP0 SH 22 to
18 3.91   1.03   1.45 2.48  
2 Sahadara
RRNMUJBP0 Jhiriya to
19 3.4   0.88 29.97 1.26 32.11  
2 Jaitpuri
RRNMUJBP0 SH22(Kunda
20 5.05   1.45 45.6 1.88 48.93  
2 m) to Salaiya
Shahdara
RRNMUJBP0
21 Road to 22.465   5.75 195.78 8.36 209.89  
2
Kanheri
Kundam Block       14.87 271.35 20.83 307.05  
Sihora
RRNMUJBP0
22 Majholi to 7.71   1.99   2.87 4.86  
3
Gorha Bhitoni
RRNMUJBP0 NH 7 to
23 7.63   1.87 67.34 2.84 72.05  
3 Madhai
RRNMUJBP0 Abhana to
24 2.625   0.6   0.98 1.58  
3 Khitola
RRNMUJBP0 Majholi to
25 6.638   1.62   2.47 4.09  
3 Suhajani
T04 to
RRNMUJBP0
26 Changawa 2.93   0.78   1.09 1.87  
3
Via Bichi
RRNMUJBP0
27 T04 to Umaria 3.21   0.9   1.19 2.09  
3
RRNMUJBP0 NH-7 to
28 9.66   2.98 81.03 3.59 87.6  
3 Lakhanpur
RRNMUJBP0 Lakhanpur to
29 1.5   0.37 12.49 0.56 13.42  
3 Bargawa
RRNMUJBP0 Khalri Road
30 1.25 32.08 0.35   0.42 32.85  
3 to Dundi
RRNMUJBP0 SH-37 to
31 2.2   0.59 17.21 0.73 18.53  
3 Padariya
RRNMUJBP0 Abhana to
32 1.62   0.48 11.01 0.54 12.03  
3 Umardha
Majholi
RRNMUJBP0
33 Katanga Road 2.83   0.74 14.25 0.95 15.94  
3
to Donda
RRNMUJBP0 Majholi to
34 5.31   1.23   1.77 3  
3 Patori
RRNMUJBP0 NH-7 to
35 3.9   0.99 36.08 1.45 38.52  
3 Mahgawa
RRNMUJBP0 Darshni to
36 3.39   0.9 20.35 1.13 22.38  
3 Gurji
Majholi Block     32.08 16.39 259.76 22.58 330.81  
RRNMUJBP0 NH 7 to
37 2.1   0.52   0.78 1.3  
4 Imalai
NH 7 to
RRNMUJBP0
38 Imaliya 0.75   0.2   0.28 0.48  
4
Pariyat
Sl. Name of Lengt Tender Cost of Improvement Plan works Remark
Package No.
No Road h (Amt. in lakhs) s
 .
PBM
Recon- C Total
Renew
structio IR Amt Amoun
al
n 1st t
Year
RRNMUJBP0 NH 7 to
39 2.95   0.75 15.73 1.1 17.58  
4 Chhatarpur
RRNMUJBP0 SH 37 to
40 2.8   0.8 25.16 1.04 27  
4 Mangela
RRNMUJBP0 Wardhaghat
41 2.9   0.69   1.08 1.77  
4 to Rithori
RRNMUJBP0 ODR to
42 1.95   0.49   0.73 1.22  
4 Sunderpur
RRNMUJBP0
43 SH37 to Oriya 1.3   0.35 12.03 0.48 12.86  
4
RRNMUJBP0 SH-37 to
44 0.6   0.15   0.22 0.37  
4 Baghori
NH 7 to
RRNMUJBP0
45 Mahgawan 3.7   1.07 27.29 1.38 29.74  
4
Tagar
RRNMUJBP0 MDR to
46 0.65   0.26 0 0.24 0.5  
4 Raigwan
NH-7 to
RRNMUJBP0
47 Barkhedi (via 4.26   1.04 36.45 1.58 39.07  
4
Barkheda )
RRNMUJBP0 Imlia Pariat to
48 0.808   0.2   0.3 0.5  
4 Pipariya
Kusner
RRNMUJBP0
49 Umariya Road 2.243   0.62 11.96 0.83 13.41  
4
to Pathra
RRNMUJBP0 Padariya Road
50 0.75   0.17   0.28 0.45  
4 to Nipaniya
RRNMUJBP0 ODR to
51 3.39   0.95   1.26 2.21  
4 Urduakala
RRNMUJBP0 Dumna Rd to
52 3.585   1.25   1.33 2.58  
4 Gadheri
Panagar Block       9.51 128.62 12.91 151.04  
Patan
RRNMUJBP0 Tendulkheda
53 3.5 85.82 2.84   1.3 89.96  
5 Gadaghat to
Jatwa
RRNMUJBP0 Katra to
54 0.4   0.12   0.15 0.27  
5 Belkheda
Patan
RRNMUJBP0
55 Shahpura to 3.3   1.12 27.57 1.23 29.92  
5
Bhunwara
RRNMUJBP0 SH 37 to
56 5.08   2.06 46.99 1.89 50.94  
5 Kakrehta
RRNMUJBP0 MDR to
57 1.69   0.54   0.63 1.17  
5 Luhari
RRNMUJBP0 Malakala to
58 2.2   1.95 18.5 0.82 21.27  
5 Malaghat
Shahpura
RRNMUJBP0
59 Patan Road to 1.95   0.68 16.19 0.73 17.6  
5
Bhunwara
Sl. Package No. Name of Lengt Tender Cost of Improvement Plan works Remark
No Road h (Amt. in lakhs) s
.
 PBM
Recon- C Total
Renew
structio IR Amt Amoun
al
n 1st t
Year
Rosara Sarond
RRNMUJBP0
60 Road to 1.67   0.4 15.45 0.56 16.41  
5
Baroda
Patan
RRNMUJBP0
61 Mankhedi to 6.2   2.89   2.07 4.96  
5
Udna Karhiya
RRNMUJBP0 Basan to
62 12.34   4.29   4.59 8.88  
5 Pondikala
Patan Block     85.82 16.89 124.7 13.97 241.38  
RRNMUJBP0 NH 12 to
63 4.58   3.44 37.74 1.7 42.88  
6 Fullar
RRNMUJBP0 NH 12 to
64 4.3   2.75 39.78 1.6 44.13  
6 Sunachar
RRNMUJBP0 NH 12 to
65 1.94   1.11 17.95 0.72 19.78  
6 Ramkhiriya
Jabalpur
RRNMUJBP0 Chargawan
66 2.4   1.37 22.2 0.89 24.46  
6 Rd to
Sunwara
RRNMUJBP0 NH12 to
67 2   1.26 18.5 0.74 20.5  
6 Basedi
Malakala
RRNMUJBP0
68 road to 1.9   1.37 12.03 0.71 14.11  
6
Pathoriya
RRNMUJBP0 Suwakheda to
69 2.32   1.93 19.98 0.86 22.77  
6 Hinotiya
RRNMUJBP0 NH-12 to
70 2.77   1.9 23.77 1.03 26.7  
6 Powla
RRNMUJBP0 Belkheda to
71 4.015   1.63 34.74 1.49 37.86  
6 Gubrakala
RRNMUJBP0 NH-12 to
72 4.5   2.27   1.67 3.94  
6 Kudakala
Shahpura Block       19.03 226.69 11.41 257.13  
RRNMUJBP0 NH 7 to
73 15.4   4.76 142.45 5.73 152.94  
7 Agariya
Sihora
RRNMUJBP0
74 Majhgawan to 4.43   1.09 35.89 1.65 38.63  
7
Makura
RRNMUJBP0 Pipariya to
75 3   0.73 25.44 1.12 27.29  
7 Marha (P)
RRNMUJBP0 NH7 to
76 7.37   1.83 68.17 2.74 72.74  
7 Ghutna
RRNMUJBP0 NH7 to Katra
77 6.98   1.73 64.57 2.6 68.9  
7 Khamariya
NH7 Agariya
RRNMUJBP0
78 Rd to Ranital 2.65   0.76 20.81 0.99 22.56  
7
(Via) Jhansi
RRNMUJBP0 NH 7 to
79 3.3   0.97 26.09 1.23 28.29  
7 Hridyanagar
Sihora Block       11.87 383.42 16.06 411.35  
Total - Rs. iN 102.8 115.9 2020.3
    117.9 1683.7  
lakhs 6 1 7
 ANNEXURE B-14:Basics Of Social Impact Assessment (& Resettlement Planning)
1: Basics of Social Impact Assessment and Resettlement Planning in Infrastructure Projects
Social Impact Assessment (SIA) can be defined in terms of efforts to assess or estimate, in advance,
the social consequences that are likely to follow specific policy actions (including programs/projects
and the adoption of new policies), and specific government actions.
It is a process that provides a framework for prioritizing, gathering, analyzing, and incorporating
social information and participation into the design and delivery of developmental interventions.
There are other terms, such as ‘Social Analysis’ and ‘Social Assessment’, which have been frequently
used in carrying out social impact assessment studies, however, the meaning and themes of these
terms are to some extent different from social impact assessment. The conceptual clarification of these
terms is given below.
Conceptual Clarification of similar terminologies – such as Social Analysis, Social Assessment,
and Social Impact Assessment
The three different terms, Social Analysis (SA), Social Assessment, and Social Impact Assessment
(SIA) have different characterizations and are related to each other.
 Social Analysis: SA is the building block for social assessment. SA involves analyzing social
processes. A process is a string of logically interrelated actions, such as competition, conflict,
accommodation, assimilation, etc.
 Social Assessment – Social Assessment, on the other hand, is a process that provides a framework
for prioritizing, gathering, analysing and incorporating social information and participation into
the design and delivery of development operations.
 A Social Assessment is an analysis of a community designed to ascertain how the community is
organised, how its people relate to one another, how decisions are made and other factors.
 Social Impact Assessment – Social Impact Assessment is a method of analysing or determining
the magnitude of actual and projected impact due to physical works (e.g. widening an existing
road, building a new road).
 Desirability of Social Impact Assessment in roads projects.
Any intervention in the form of infrastructure project may have positive or negative impact on
population and its livelihood. It may lead to:
 Landlessness (or resettlement and/or compensation);
 Joblessness (or increased employment);
 Homelessness(or resettlement and/or compensation);
 Marginalization (or greater inclusion);
 Increased (or reduced) morbidity and mortality;
 Food insecurity (or improved food security);
 Loss of access to common properties (or improved access);
 Social disintegration (or greater integration).

Hence, until there is an assessment it will be difficult to identify potential impacts, the degree to which
these are positive or negative and what avoidance or mitigating measures may be appropriate.
Scope and objectives of SIA
 Identify key stakeholders and establish an appropriate framework for their participation in the
 project selection, design and implementation.
 Ensure that project objectives and incentives for change are acceptable to the range of people
intended to benefit and that gender and other social differences are reflected in project design.
 Assess the social impact of investment projects and, where adverse impacts are identified,
determine how they can be overcome or at least substantially mitigated.
 Develop ability at the appropriate level to enable participation, resolve conflict, permit service
delivery, and carry out mitigation measures as required.
Process of SIA
Social Impact Assessment is a process for ensuring that development activities are informed by and
take into account the key relevant social issues and formulate mitigated measures, and incorporate a
strategy for participation of wide range of stakeholders. Social Assessment is an iterative process that
has to be organised in a phased manner in several stages as briefed herewith:
 Analyse Project Context
 Identify stakeholders, perform stakeholder analysis
 Identify social factors/variables
 Analyse data and assess priorities
 Consult stakeholders and develop mitigation plans
 Implement mitigation plan and public participation
 Ensure monitoring with active stakeholder involvement and modify it
2. Policy Guidelines and Legal Framework for Rural Roads

Figure P.1: Policy Guidelines and Legal Framework Applicable for Rural Roads
 National Policy on Resettlement and Rehabilitation (NPRR), 2007.
 The Right to Fair Compensation and Transparency on Land Acquisition, Rehabilitation and
Resettlement Act, 2013
 ADB Safeguards Policy Statement 2009 and other applicable policy framework
 Community Participation Framework especially designed for rural roads projects for all RCIP
state projects.
 Overview of the Constitution (73rd Amendment) Act, Part IX of the Constitution of India,
1992, which enables the participation of Panchayat level institutions in decision making by
broadening the village level functions and supporting implementation of development scheme.
 Reference of the Panchayats Extension to the Scheduled Areas Act (PESA), 1996.
 Pradhan Mantri Gram Sadak Yojana (PMGSY) Programme Guidelines, November 2004 and
Operations Manual February 2005.
3: Requisite and Development of the Study and Techniques at Different Stages of Project Cycle
Generally a project cycle follows three stages, i.e. Project planning and design stage, construction,
Implementation stage and post construction and maintenance stage. Social Assessment and impact
assessment are relevant to all the stages of project cycle for which suitable tools and techniques are
required and developed.
The detailed requirements for SIA for the various stages of planning/design (DPR) and
implementation stages of new construction are covered in detail in the NRRDA Operations Manual
for PMGSY.
4: Post Construction/Maintenance Stage
Following the provision of CPF, during construction stage the major tasks shall be:
 RCTRC providing on-the-job training and support to PIU by PICs in implementing Social
Safeguards and Community Participation Framework
 Identification of temporary impact
 RCTRC providing training and support to PIUs for inspection of roads and use of local labours for
maintenance work
Conduct of annual road maintenance workshops reporting the progress, result achieved issues
encountered and proposed counter measures
5: Institutional Arrangements and Capacity Building including
Role and Responsibilities of Key Agencies
 Institutional arrangements: Key agencies involved
 State Social Safeguard Cells
 RRNMU with support of the Project Implementation Unit (PIU)
 District level (EE/SE)
 Field level (AE/JE)
 Project Implementation Consultant (PIC)
 Panchayat Raj Institution (PRI)

205
  District level (Zilla Parishad)
 Field level (Sarpanch and other Panchayat Members)
 SRRDA
6: Monitoring and Reporting Procedures Monitoring System

 Internal monitoring
RRNMU and Project Implementation Units (PIUs) will be responsible for the internal monitoring
throughout the implementation of the maintenance programme

 External monitoring and Evaluation

206
 ANNEXURE B-15: Design Measures For Road Safety
Incorporating appropriate safety design standards and features in rural roads can enhance road safety
to a great extent. In view of the lower levels of education in the rural areas, the engineering of roads to
constrain users to follow safe driving and behavioral standards it may be necessary to supplement with
warning signs. Some of the engineering measures that should be in-built into the design of rural roads
are listed below.
 Rural roads may have a poor alignment due to the narrow land width available. Nevertheless, the
horizontal curves should be designed scientifically, conforming to the selected design speed and
terrain and provided with smooth transition curves and super- elevation. The carriageway should
be widened at curves.
 The vertical profile of the road should be designed such that the required minimum stopping sight
distance is available. Suitable summit and valley curves should be provided.
 In hill roads, blind curves are a safety hazard. Suitable vision berms may be cut at such locations.
 Passing places must be provided at convenient locations particularly on hill roads.
 The provision of rural connectivity leads to the introduction of bus services. Properly designed
bus-bays must be provided at bus stops to ensure that the buses do not hamper the normal traffic.
 Where the roads pass through habitations and near schools, it is necessary that the motorized
vehicles travel at low speeds. This can be ensured by providing adequately designed road humps
or rumble strips.
 The junction of rural roads with a main road is always a point of conflict and an accident- prone
zone. Such junctions must be designed scientifically by providing minimum turning radii, flaring
of the side road with taper, acceleration/deceleration lanes and adequate sight distances.
 Ramps must be provided where field paths and cattle crossings intersect the road.
 Traffic signage, incorporating warning and regulatory signs, can enhance road safety, especially
near habitations and school zones, sharp curves, narrow bridges, junctions, submersible bridges
and causeways.
 Hazard markers like reflectorized delineators must be provided at dangerous locations.
 Submersible bridges and causeways should be provided with water depth gauges and guide-posts
that shall remain at all times above the highest water level.
 300mm dia ducts should be provided in the embankment to enable cultivators to thread
agricultural pipes for irrigating their fields lying on both sides of the road.

207
 ANNEXURE B-16: Further Details On Performance Contracts (PBMC)
Performance contracts are based upon payment to the contractor subject to maintaining a road to
specified service level as measured against specified indicators (as opposed to measured quantities of
work in a ‘conventional’ ad-measure contract)-
An example of the performance indicators is given in the Table Q.1 given below [This example is
taken from a PBMC format used in Madhya Pradesh. Some PBMCs have a different scoring system
and a lower payment threshold (e.g. >70)].

Table Q.1: Elements of Performance Based Maintenance Contract (PBMC)

Routine Maintenance activities Frequency and performance index
Specification Performance
Activity Frequency
Clause index
Restoration of erosion and Once generally after rains or as
1902 10
dressing of berms and when required
Making up of shoulders 1903As and when required 20
Maintenance of bituminous
surface road and/or gravel road 1904
and/or WBM road including 1906 As and when required 50
filling potholes and patch
repairs, etc
Twice (in case of hill roads as and
Maintenance of drains 1907 3
when required)
Maintenance of culverts and 1908 Twice (in case of hill roads as and
causeways 1909 when required)
5
Maintenance of guardrails Maintenance as and when
and parapet rails 1911required. Repairing once a year
Maintenance as and when
Maintenance of road signs 1910required. Repairing once every 2
two years
Maintenance of 200m and km Maintenance as and when
1912 2
stones required. Repairing once a year
Once generally after rains (in case
Cutting of branches of trees,
of areas having rainfall more than
shrubs and trimming of grass &
weeds etc 19141500mm per year, as and when 3
required)
White washing parapets of cross
- Once a year
drainage works
White washing guard stones - Twice a year 2
Re-fixing displaced guard
- Once a year
stones
Repair of old joints sealant (CC
Maintenance as and when 3
joints) as in Specifications - required

Payment is only made to the contractor for scoring >80 (and such payment is proportional). Scoring

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<80 is not paid.
This contract format has been introduced in many countries on the grounds that this form of contract
can reduce the administration and management burden on the maintenance

agency. Contracts can be multi-annual duration compared with ad-measure contracts which are
usually on an annual basis (or more accurately single dry season basis).
It is also suggested that PBMC maintenance regimes may also be more effective. However, there are
some pre-requisites to the successful introduction of this form of contract:
 the road must be in a maintainable condition at the start of the PBMC;
 the road should not be expected to require major works or periodic maintenance during the
duration of the PBMC (but see below);
 the maintenance agency must have a clear appreciation of realistic costs of adequate
maintenance (and an equally good familiarity with the roads subject to PBMC). In fact, both
the maintenance agency and the contractor must have a good understanding of the PBMC
concept Contractors are typically perplexed by the PBMC concept when first introduced and
as a result, their tender rates may be unrealistic
It is often planned to implement a PBMC immediately after new construction or following periodic
maintenance (e.g. overlay) such that the road is in maintainable condition at the outset of the PBMC.
In this case, there are two alternatives:
 two separate contracts – one admeasure (for the construction/periodic maintenance) and one
PBMC or;
 a ‘hybrid’ combining admeasure and PBMC (A similar concept to the PMGSY construction
contract which includes routine maintenance for the first 5 years post-construction).

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 ANNEXURE B-17: Rural Road Network Management Report (QPR FORMAT)
January - March 2020 (Period of reporting)

The sample network above is for PIU Jabalpur similar one for the complete RRNMU Jabalpur
Jabalpur Rural Roads Network Management Unit
Date:…………………

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 Table of Contents
Section 1 Executive Summary………………… 206
Section 2 Rural Road Assets….…………….. 208
Section 3 Portfolio Performance……………. 211
Section 4 Findings and Recommendations…. 216

211
Section 1
Executive Summary
The Rural Road Network Management Report (Date……….) for the rural road network in District (i)
Katni, (ii) Jabalpur, (iii)..,& (viii) under jurisdiction of PIU (i) Katni, (ii) Jabalpur,….. & (viii) ….is
prepared by the RRNMU Jabalpur, Madhya Pradesh Rural Road Development Agency (MPRRDA).
This quarterly report is disclosed on MPRRDA Web Site on (Date……….) (within one month after
every quarter.)
The purpose of the Report
“To report and record the activities of the responsible management of the Jabalpur RRNMU road
network during the quarter and to communicate and justify funding requirements for the ongoing
works and the asset management complying with regulatory requirements.”
Vision Statement “To ensure accident-free and a good riding surface of all roads of RRNMU
Jabalpur”
Rural Road Assets
There are 8 Districts (i) (ii)…… & (viii) … . and 8 PIUs are responsible for the planning,
construction, and maintenance of the rural roads network forming part of PMGSY-I under the
jurisdiction of RRNMU Jabalpur. Presently, ……Nos of roads are under construction, ……Nos. are
being planned under PMGSY 2.
Having constructed these roads under PMGSY- I . ……roads have completed 10 years and …….roads
have completed more than 5 years. Whereas …..roads are due to complete 5 years of initial
maintenance of the construction contract.
There are ….. km of roads which have been graded as very poor, ……km as poor, …..km as fair,
……km as good, and ….km as very good as per the RCI ratings. (This is in the form of Table in
Section 3)
…… Minor Bridges have been constructed under PMGSY – I. The condition of these bridges is
satisfactory and only in case of 3 bridges the embankment had been damaged due to heavy rainfall and
these are under repairs during the quarter.
The cross drainage works comprise 8000 culvers of different spans and types and 150 causeways.
10000 speed breakers have been provided on the constructed roads. 20 of these have been removed as
they were not as per the standard design and were causing accidents, especially for the 2-wheelers.
Road furniture comprising information boards, km stones, cautionary signs, speed limit signage has
been provided on each road and is part of the inventory of each road. These are maintained as part of
routine maintenance.

212
Portfolio Performance
New Construction:
Completion – 80 roads under PMGSY-1 have been completed during the quarter which has connected
90 habitations.
Upgradation:
DPRs have been prepared for …..km of roads under PMGSY-2 by the DPR consultants during the
quarter.
Contracts Awarded:
(i) 3 Maintenance contracts were awarded for the works to be undertaken from the next quarter. These
pertain to 3 roads categorized as very poor.
(ii) 1 Construction contract under RCIP 1 has been awarded at Rs. …… Cr.
Budget:
For new construction, a total amount of Rs. Cr. was planned for the year 2020-21. Up to 31 March
21, Rs, ….. Cr has been disbursed to the contractors based on their actual work on the ground.
The approved maintenance budget for RRNMU Jabalpur for Financial Year 2020-21 was Rs.……
Crores against a requirement of Rs. ….Crore. Accordingly …roads that were on priority 1 for
maintenance could be maintained partially and ……roads could not be taken up. However, funds to
the tune of Rs.….. Crores were made available by ….Industries for the road leading to the industrial
area/mining area etc.
Ongoing works disbursements during the quarter have been Rs, ….Crores
Maintenance for roads which included …….Rs. ….. Crores were allotted from the state funds and Rs,
….. Crores were disbursed. Rs. …. Crores for maintenance of 5 of the roads were provided by Private
Enterprises and Rs. ….Crores were spent for the purpose.
Findings and Recommendations
Findings:
With budget falling short for maintenance 30 km on 3 roads could not be taken up
Though the RRNMU has carried out its functions as laid down, the transfer without suitable
replacement may affect the efficiency if not done ASAP.

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Section 2
Rural Road Assets
The RRNMU is presently responsible for all the road assets of PMGSY-I, under construction and
those under maintenance, and is also planning for assets to be created under PMGSY-II. These are
presented in form of Tables below:
Rural Road Network Assets under Planning – PMGSY-II
Dist./PIU No. of Length Major Minor Culverts Causeways Road
roads (km) Bridges Bridges (All Furniture
Nos. Nos. types)
1 2 3 4 5 6 7 8
Row 1 54
Jabalpur
Row 2 100
Katni
Balaghat
Chindwara
Dindori
Mandla
Narsinghpur
Seoni
Total for
RRNMU

Roads including bridges under Construction PMGSY-I (Sample below): Total length of roads is
inclusive of bridges

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Physical Target and Achievement year 2016-17
Shortfall(-) Excess(+)
RRNMU Jabalpur Physical Target Achieved (km)
PIU Dist Total Qtr. Qtr.
Target For
Achieved Ending Ending 31
2020-21 Qtr. Ending 31 Mar 21
2020-21 31 Mar Mar 21
(km)
(km) 21 (km) (km)
  Balaghat    
  Chhindwara    
  Dindori    
Jabalpur Jabalpur    (-) 2.5 km
Katni Katni    
  Mandla    
  Narsighpur    
  Seoni    
Total      

Roads completed and under Maintenance PMGSY-I: RRNMU Jabalpur

PIU Dist. Routine Maintenance Renewal/ Total km
(km) Upgraded (km)
Within 5 Post 5-10
years Years
Balaghat
Chhindwara
Dindori
Jabalpur Jabalpur
Katni Katni
Mandla
Narsighpur
Seoni
Total for RRNMU
Jabalpur

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216
Cross drainage works, Road furniture, Speed Breakers Constructed PMGSY-I (Sample Below)
PIU Culverts Causeways Road Furniture Speed
Bridges
(Nos.) (add columns for Breaker
(Nos)
Districts other items)
Major Mi Hume Slab Road Km
nor Pipe Signage stones
Dindori
Jabalpur Jabalpur 25
Katni Katni
Mandla
Total for RRNMU
Jabalpur

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Section3
Portfolio Performance
The maintenance operations comprise of roads which are under 5 year’s maintenance period, the roads
which have completed between 5-10 years after completion. The road network is classified under
Road conditions 1, 2, 3, 4, and 5 as very poor, poor, fair, good, and very good respectively. Based on
the ratings the maintenance works planned and executed are Rehabilitation, Reconstruction and
Routine Maintenance/ Deferred Improvement, Reseal after major Patch Reconstruction and Routine
Maintenance, Reseal followed by Routine Maintenance, Heavy Patching plus Routine Maintenance,
and Routine Maintenance for the 5 ratings respectively.
Physical Performance during Quarter March 2021
The physical performance of Jabalpur RRNMU for various stages are tabulated below:
Planning for PMGSY – II (sample below)
Dist./ No. of Length DPR Procurement Process Contract
PIU roads (km) Status NITs Issued Tech Fin Awards
(Packages} Evaluated Evaluated
1 2 3 4 5 6 7 8

Row 1 8
Jabalpur
Row 2 6 3
Katni

Total for
RRNMU
Jabalpur
While 8 DPRs have been prepared and sent to NRRDA for approval, 6 bids are under financial
evaluation and 3 contracts were awarded at Rs. ….Cr. for Katni district during the quarter.

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Roads under Construction including Bridges PMGSY I (Sample)
Physical Target Achieved (km) Shortfall(-)/Excess(+)
(km)
PIU District
Qtr. Ending 31 Qtr. Ending 31
Qtr. Ending 31 Mar 21
Mar 21 Mar 21
Jabalpur Jabalpur      
Katni Katni      
  Mandla    28.5 km  
  Narsighpur      
During the quarter 3 roads, 28.5 km in length in Mandla district were substantially completed

Maintenance of Roads- PMGSY-I (Sample Below)

PIU Dist. The target for QE March Achieved for QE March Remarks
2021 2021
Routine Renewal/ Routine Renewal/
Maintenance Upgrading Maintenance Upgrading
(km) (km) (km) (km)
Within Post Within Post
5 5-10 5 5-10
years Years years Years
Jabalpur Jabalpur 35 km
Katni Katni
Mandla
Narsighpur
Seoni
Total for RRNMU
Jabalpur

During the quarter 35 km of renewal was completed on 3 roads

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Road Network Improvement PMGSY-I
Road Condition Index (RCI)
Rating 1 2 3 4 5
Condition Very Poor Poor Fair Good Very Good
Improvement Rehabilitation, Reseal after Reseal Heavy Routine
Plan Reconstruction major Patch followed by Patching Maintenance
and Routine Reconstruction Routine plus Routine (km)
Maintenance/ and Routine Maintenance Maintenance
Deferred Maintenance (km) (km)
Improvement (km)
(km)
Balaghat
Chhindwara
Dindori
Jabalpur 100 +100
Katni
Mandla
Narsighpur
Seoni
Total for
RRNMU
Jabalpur
During the quarter 50 km of rehabilitation works have been carried out and accordingly the very good
condition road network has increased to 700 km

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 Financial Performance - Construction
PMGSY - I PMGSY - I
Total Expenditure (Rs. Total Received from GoI & State
Quarter Ending Received from GoI StateGovt. Received from GoI
Expenditure. (Rs.Cr) Expenditure (Rs.Cr) State Govt. Share 40% Cr.) Govt. through MPRRDA
thro' MPRRDA (60%) Share 40% thro' MPRRDA (60%)

1 2 3 4 5 6 7 8 (2+5) 9 (4+6+7)
QE Mar 17  120 Cr  60 cr  40 cr  Nil Nil   100 cr
QE Jun 17 (Planned)
Financial Performance PMGSY – I: Maintenance
Quarter PIU/Dist. Within 5 year after Constr. Post 5 Years after constr. Rehabilitation/ Total
(Regular Maint. Part of contract) (Periodic Maint) Stregthening Funds
Financial Performance during Quarter March 2017

No. Length Funds No. Renewal No. Rehab. Alloted/

Funds Allotted Funds Alloted
of Rds. (km) Allotted of Rds Proposed of Rds Length Expdr.
Expdr. Length (km) Expdr. Expdr. Rs. Cr.
Rs. Cr Rs. Cr (km) Rs. Cr

QE Mar 17 Jabalpur  100  200  300  600

Katni
……..
……..

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Outcomes
Jabalpur RRNMU (31 Mar 17) ( Figure as sample only)
S. No.   PMGSY-I PMGSY - II Total for RRNMU

Roads Completed
(i) Km
1470.1 1470.1
(ii) No. of roads
3 342 342
(iii) Percentage by roads.
94 94
(iv) Cost in Rs. Crores
586.93 586.93
(v) Habitation connected
457 457

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 Section 4
Findings and Recommendations

Maintenance Plan - RRNMU Jabalpur - Requirement of fund for maintenance ( Rs in crore)

Within 5
Upgradati Total
Year
Post 5/10 Year Maint (Periodic on/ Require
Maint Total Maint
Maint.) Rehabilita d maint.
(Routine
Financia tion Fund
Maint.)
l Year*
on

routine
maintenance
Length (km)

Total maint.

(Rs Crore)

(Rs Crore)
Renewal
Planned
Amount

Amount

Amount

Amount

Amount

Amount
Routine
renewal
Length

Length

Total
(km)

(km)
1 2 3 4 5 6 7 8 9 10 11 12 13
2016-17    10         50     60   70 130 
2017-18                        
2018-19                        
2019-20                        
2020-21                        

Key Findings and Recommendations

MPRRDA has a 5 – year roll maintenance plan which is based on the inputs received from RRNMU
Jabalpur and other PIUs in the state. The roll-on plan is in keeping with the 5-year maintenance after
completion of construction by the contractor and thereafter for maintenance in 5-year slots.
Since the state has sufficient funds and maintenance of assets is given top priority, however, for
RRNMU Jabalpur the allotted funds were slightly short which affected the maintenance of 30 km in
3 roads during the financial year 2020-21.
Some of the key personnel from the RRNMU have been transferred and the new incumbents are not
completely conversant with various specific requirements of data collection, preparation of budget
requirements, and other important tasks like reviewing the OMMAS frequently for its correctness.
There is a need to train the new incumbents from time to time. On the job training can be best given
if arrangements could be made to permit at least 7 days for the outgoing and incoming official to
transfer the knowledge.

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