National Rural Roads Development Agency

Ministry of Rural Development

Government of India

 

Regional Review Meeting at Ranchi on 10th & 11th September, 2004

 

Summary of Quarterly Review

 

NAME OF THE STATE:  JHARKHAND

State Level Details:

1.      State Nodal Department:                Rural Development Department

2.      Executing Agency:              Rural Engineering Organisation

3.      State Autonomous Agency: Jharkhand State Rural Road Development Agency

4.      State Quality Coordinator:              Shri P.M. Toppo, Engineer-in-Chief, REO, Ranchi.      

5.      IT Nodal Officer:                Shri N.P. Sharma, Executive Engineer, REO, Ranchi

6.      Officers present in the Regional Review Meeting:  On the first day - Shri U.P. Singh, Secretary, Shri M.P. Mishra, Addl. Secretary, Shri P.M. Toppo, Engineer-in-Chief, Shri T.K. Dutta, Financial Controller, JSRRDA, Shri B.K. Verma, Secretary (Tech) to CE, Shri N.P. Sharma, EE, IT Nodal Officer. On the second day – 39 SE’s and EE’s (PIU’s), NQMs and STAs as per enclosed list.

Item

Status and Action Required

1.  Institutional and Capacity Issues

A.                    Institutional Issues:  SRRDA, SQC, Empowered Officer, Financial Controller, IT Nodal Officer, Tripartite Agreement, Programme & Administrative Accounts, Bringing PIUs under administrative control of SRRDA, making SRRDAs as dedicated agencies for other rural road programme, SLSC,

 

 

 

As per the information furnished in the meeting, SRRDA has been established and agreement was executed on 8th September, 2004.  Programme and Administrative Accounts have been opened.  SQC, Empowered Officer, Financial Controller and IT Nodal Officer are in place.  PIUs are in administrative control of SRRDA.

It was indicated by the State that REO divisions are PIUs and REO is already responsible for all rural roads in the State.

The constitution of the SLSC has been done but the role of SLSC is to monitor the work.  It was indicated that in addition to the above work the SLSC may review the items listed in the Ministry of Rural Development’s letter dated 11-03-2004. 

 

B. Programme Issues:  Status of CNCPL, PCI, CUPL.
             SBD, Centralized tendering, Contract Management: work programme, review of delays and liquidated damages, Review of timely submission of monthly and quarterly reports.(information in format 1A Contract, 2A-1 Exe and 2A-2 Exe). 

 

It was indicated that CNCPL has been finalized and pavement condition survey is in progress. The new connectivity is yet to be completed in the State, therefore, the work on CUPL will be started in due course of time.

The Standard Bidding Document was finalized by the State and centralized tendering/ evaluation is being done by the State.

The review of format 2A (1) revealed that work in 56 completed packages was delayed by more than 90 days.  Similarly, work in 100 on-going packages was also delayed beyond 90 days and the reason for delay has been attributed to revision in DPRS.  The State needs to analyze the delay package-wise and liquidated damages should be levied as per provision.

 It was indicated by the State that the work programme are being approved by PIUs and notices for delay etc. are also being issued.  The State was indicated that as per the feedback from NQMs it has come to light that all the PIUs are not doing adequate contract management.  The PIUs should be instructed to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

It was indicated to the State that monthly and quarterly reports are not being submitted in time, the State indicated that the submission of reports has been regularized and last three months and in future all the reports will be furnished in time.

C.  Accounting Procedure:  Adoption of new accounting system, finalization of audit reports, posting of accounts

 

Limit setting and payments by PIU:  Process of limit setting by Empowered Officer, Authorization of payees and Transfer of unspent balance.

 

It was indicated by the State that new A/C system has not been operationalised so far but the action is being taken. It was indicated to the State that the system is required to be operationalised soon because the State is receiving the World Bank funding where it will be mandatory to Operationalise this A/C system.

It was informed by the State that the limits are being fixed by the Emp. Officer and unspent balance has been transferred to the SRRDA. 

D.  Quality Issues:  Operationalization of first tier of quality mechanism, laboratory facilities available with circle and divisional level officers, Operationalization of second tier of quality mechanism, ATR of NQM reports, furnishing of information in format C-1 and D-1 of revised NQM reports.

 

It was informed by the State that the first tier of QM is operational and officers of the REO are regularly monitoring this aspect, however, it has been brought to the knowledge of the State that at many places the Field Labs are not in place and the action in this regard is being taken.

It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State. Since second tier quality expenses were now being funded under PMGSY, even outsourcing of these services could be done.

E. Capacity Issues:  Training of PIU Engineers through STAs, status of finding HR shortages and remedying by retraining and redeployment.  PMC and PIC for PMGSY.

 

The first phase of training programme has been completed.  It was indicated to the State that the presence of nominated officers should be ensured for the training programme by the State.  There is no HR shortage in the State.  The State is actively considering deployment of PMC and PIC for PMGSY.

F.  OMMS:  Connectivity Status, level of usage at PIU level, master data entry, transactional data entry, putting tenders on OMMS, details of agreement, publication of road list and generation through OMMS.

 

It was indicated by the State that connectivity in some of the districts is not upto expectation it was therefore indicated to the State that some alternative arrangement should be done to get better connectivity.

Entries of village and habitations in master data need to be fully completed.  It was indicated to the State that transactional data regarding expenditure and progress of work is not being entered in time.  State should ensure that all the PIUs enter the transactional data in time.  The tenders have not being put on OMMS and status for agreement details etc. have also not been entered.  It was indicated to the State that since the accounting module is to be operationalised therefore, it is very essential that tendering details and details of agreement etc. are entered otherwise it will not be possible for the State to Operationalise  the accounting module.  The State should complete this task in a month’s time.

The road list has been published for 2004 but it has not been generated through OMMS.  The State may appreciate the importance of entry of transactional data because in absence of the transactional data the State could not generate the road list through OMMS.

 

G. Maintenance: Methodology of maintenance of works completed in first and second phase, requirement of funds for routine maintenance, budget provision and expenditure on this account for the roads constructed in first and second phase.  How the funds are allocated to the Districts.

 

It was indicated by the State that the Contractors are required to maintain the works of first and second phase.  The budget provision is not required in the year 2004-05 for maintenance.

The district-wise allocation of funds is being done by the State on the basis of connectivity and condition of roads etc.

It was requested to the State that they could issue a check list to the PIUs of items to be attended to as part of maintenance under Phase-I and II.

 

2.  Progress Review of Works

(A) Review of Works for Phase I, II, III and IV.

i.        Physical and financial progress upto June 2004.  Work Plans, reasons for cost and time over runs.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ii.      List of completed road works (Format – CW-1 to 3).

 

 

 

a) For the year 2000-01, for Phase-I 166 works of 900.74 km length estimated for Rs.144.24 crores was cleared by GoI. Total number of road works completed is 113. This leaves 21 road works under new connectivity and 32 road works under upgradation to be completed. As per works programme the balance roads are targeted to be completed by 31st Dec., 2004. An amount of Rs.120.17 crores have been spent against Rs.123.87 crores released. 625.11 km of road work have been completed upto August, 2004.

b) Under Phase-II 202 road works covering 1200.23 kms have been cleared. The value of proposals is Rs.242.11 crores. As on 31-08-04 only 66 road works have been completed (375.88 km). An amount of Rs.151.90 crores have been spent against Rs.230 crores released. As per works programme the balance roads are targeted to be completed by 31st March, 2005.

c) Under Phase-III 131 road works (651.94 km) have been cleared for Rs. 135.92 crores. None of the works have been awarded. These are reported to be under process. 

    It was noticed that the expenditure on works in Bokaro, Hazaribagh, Latihar, Palamau, Pakur, Ranchi and Simdega is quite unsatisfactory.  Similarly, the progress of works in Garhwa, Kodarma, Latihar, Lohardagga, Ranchi etc is quite unsatisfactory.   The State needs to look into these districts carefully.  “Non completion of works of Phase-I and II and the above progress is a cause of concern. The State Government should take remedial measures so that these works are completed as per the revised targets furnished during the review meeting”.  It has been observed that tendering and award of the work in third phase has taken much time.  The work plan for third phase has not been furnished.  The State needs to review the progress of works very carefully.

 

Out of 109 completed works of Phase-I, 17 works have not been inspected by NQM/SQM. Out of 92 inspected works 10 works have been graded as average, report of 2 is awaited and rest of the works are graded as Good or Very Good.

Out of 55 completed works of Phase-II, 5 works have not been inspected by NQM/SQM.

“The state is required to take immediate steps to rectify the completed works which have been graded as Poor or Average. The work-wise report should be submitted to NRRDA within one month. The completed road works not yet inspected may be got inspected during visit of NQM/SQM within two months”.

3.  Review of Final Payment Cases: The information regarding disposal of Final Payment Cases of Road Works should be submitted in prescribed format Fin-Pay which is enclosed.

For Phase-I total number of packages cleared are 61 and number of packages completed are 34 out of which the payment has been made for 13 packages and for 12 packages it is pending for more than three months and for 4 packages it is pending for more than six months.

For Phase-II total number of packages cleared are 95 and number of packages completed are 22 out of which the payment has been made for 1 package and for 1 package it is pending for more than three months and for 4 packages it is pending for more than six months.

The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance  and defect liability aspects are likely to suffer.

4.  Maintenance Funding:

Note on the basis of calculation for arriving at the requirements of routine maintenance.

 

 

It was indicated by the State that the estimation for requirement of routine maintenance for the third phase was based on the current maintenance norms prevalent in the State.  It was observed that as per NRRDA guidelines, the estimation for routine maintenance was required to be done with due care.  It was suggested by the State that the NRRDA should consider development of norms of routine maintenance for rural roads on the lines of MoRTH.  The information regarding the awarded value of maintenance for the third phase needs to be corrected and its year-wise break-up requires to be given.  The State may send this information within a month’s time.

5.  Review of Cases of Forest Clearance:

The information regarding the cases of forest clearance for the quarter ending, June, 2004 may be furnished in format FC-1

State has indicated that there is only one case of forest clearance in Jamtara District which is more than 6 month old.  It was noticed that information in the format FC-1 was not properly made.  State is required to prepare proper information and send to NRRDA within a month’s time.

“It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over”.

 

6.  Preparation of District Rural Roads Plans, Core Network and DPRs.

Status of identification of Core Network for each Block/ District, Verification of the Core Network 

 

 

The work of preparation of core network has been completed in the State, however, the State needs to take action on points indicated during the verification.

The State has also got a GIS module developed through CRRI. It was suggested that this should be integrated with OMMS so that the GIS can be used for project and maintenance management.

 

Summary of main issues to be address by the State:

 

1.      The State was indicated that as per the feedback from NQMs it has come to light that all the PIUs are not doing adequate contract management.  The PIUs should be instructed to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

2.      It was indicated to the State that monthly and quarterly reports are not being submitted in time, the State indicated that the submission of reports has been regularized and last three months and in future all the reports will be furnished in time. It was indicated to the State that the system is required to be operationalised soon because the State is receiving the ADB funding where it will be mandatory to operationalise this A/C system.

3.      It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State.

4.      It was indicated to the State that the presence of nominated officers should be ensured for the training programme by the State. 

5.      It was indicated by the State that connectivity in some of the districts is not up to expectation, therefore, the State needs to that some alternative arrangement should be done to get better connectivity.

6.      Entries of village and habitations in master data need to be fully completed.  It was indicated to the State that transactional data regarding expenditure and progress of work is not being entered in time.  State should ensure that all the PIUs enter the transactional data in time.  The tenders have not being put on OMMS and status for agreement details etc. have also not been entered.  It was indicated to the State that since the accounting module is to be operationalised therefore, it is very essential that tendering details and details of agreement etc. are entered otherwise it will not be possible for the State to Operationalise  the accounting module.  The State should complete this task in a month’s time.

7.      The State may appreciate the importance of entry of transactional data because in absence of the transactional data the State could not generate the road list through OMMS.

8.      “The state is required to take immediate steps to rectify the completed works which have been graded as Poor or Average. The work-wise report should be submitted to NRRDA within one month. The completed road works not yet inspected may be got inspected during visit of NQM/SQM within two months”.

9.      The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance and defect liability aspects are likely to suffer.

10.  The information regarding the awarded value of maintenance for the third phase needs to be corrected and its year-wise break-up requires to be given.  The State may send this information within a month’s time.

11.  State is required to prepare proper information and send to NRRDA within a month’s time.

12.  “It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over”.

 


National Rural Roads Development Agency

Ministry of Rural Development

Government of India

 

Regional Review Meeting at Ranchi on 10th & 11th September, 2004

Summary of Quarterly Review

 

NAME OF THE STATE:  WEST BENGAL

State Level Details:

1.      State Nodal Department:                Panchayat & Rural Development Department.

2.      Executing Agency:              Panchayat & Rural Development Department.

3.      State Autonomous Agency: The Society for Training & Research on Panchayat &

Rural Development, Kalyani, Nadia.

4.      State Quality Coordinator:              Dr. B.K. Ghosh, Executive Engineer

5.      IT Nodal Officer:                Shri S. Dutta, Executive Engineer

6.      Officers present in the Regional Review Meeting:  Shri M.N. Roy, Secretary, Government of West Bengal, Shri T.K. Majumdar, Joint Secretary, Government of West Bengal, CEO and Empowered Officer, Shri B. Dass, SE P & RD Department, Shri B.K. Ghosh, EE & SQC, Shri S. Dutta, EE & Nodal Officer, Shri N. Sarkar, PA & AO Financial Controller.

 

Item

Status and Action Required

1.  Institutional and Capacity Issues

A.      Institutional Issues:  SRRDA, SQC, Empowered Officer, Financial Controller, IT Nodal Officer, Tripartite Agreement, Programme & Administrative Accounts, Bringing PIUs under administrative control of SRRDA, making SRRDAs as dedicated agencies for other rural road programme, SLSC,

 

 

 

As per the information furnished in the meeting SRRDA has been established and date of registration is 10-11-2003. Programme and Administrative Accounts have been opened. SQC, Empowered Officer, Financial Controller and IT Nodal Officer are in place. PIUs are in administrative control of SRRDA.

District units have been formed and PIUs are dedicated.

The constitution of the SLSC has been done and the role of SLSC is as per items listed in the Ministry of Rural Development’s letter dated 11-03-2004. 

B. Programme Issues:  Status of CNCPL, PCI, CUPL.
             SBD, Centralized tendering, Contract Management: work programme, review of delays and liquidated damages, Review of timely submission of monthly and quarterly reports.(information in format 1A Contract, 2A-1 Exe and 2A-2 Exe). 

 

It was indicated that CNCPL has been finalized but not uploaded on OMMS. The Pavement condition survey is in progress and State indicated that separate list for up-gradation at par with CUPL has been prepared.

The Standard Bidding Document was finalized by the State and centralized tendering/ evaluation is being done by the State.

The review of format 2A (1) revealed that work in 125 completed packages were delayed by more than 90 days.  The State needs to analyze the delay package-wise and liquidated damages should be levied as per provision.

 It was indicated by the State that the work programme are being approved by PIUs, notices for delay etc. are also being issued and liquidated damages are levied and collected.  The PIUs should be instructed to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

It was indicated by the State that monthly and quarterly reports are being furnished in time.

C.  Accounting Procedure:  Adoption of new accounting system, finalization of audit reports, posting of accounts

 

Limit setting and payments by PIU:  Process of limit setting by Empowered Officer, Authorization of payees and Transfer of unspent balance.

 

It was indicated by the State that new A/C system has not been operationalised so far but the action is being taken.

It was informed by the State that the limits are set on the basis of work-order value and issue of cheque has not started yet.  It was clarified to the State that the Empowered Officer has to set the limits as per guidelines and this aspect should be operationalised immediately. 

D.  Quality Issues:  Operationalization of first tier of quality mechanism, laboratory facilities available with circle and divisional level officers, Operationalization of second tier of quality mechanism, ATR of NQM reports, furnishing of information in format C-1 and D-1 of revised NQM reports.

 

It was informed by the State that the first tier of QM has been operationalised.   Periodic inspections by SQMs are being carried out and field laboratories in few districts have been established and recommended tests are being carried out.  State Govt. is taking appropriate action on the observations of NQM reports.

It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State. Since second tier quality expenses were now being funded under PMGSY, even outsourcing of these services could be done.

E. Capacity Issues:  Training of PIU Engineers through STAs, status of finding HR shortages and remedying by retraining and redeployment.  PMC and PIC for PMGSY.

 

State has indicated that training programme is being organized regularly.  State is considering regarding induction of project management consultants.

 

F.  OMMS:  Connectivity Status, level of usage at PIU level, master data entry, transactional data entry, putting tenders on OMMS, details of agreement, publication of road list and generation through OMMS.

 

State has indicated that master data entry in OMMS is almost complete. It was indicated by the State that OMMS is operational at PIU level. 

 State has indicated that entry of transactional data regarding expenditure and progress of work is in progress.   State has indicated that work of putting tenders and agreement details etc. has been started and will be completed soon.  It was indicated to the State that since the accounting module is to be operationalised therefore, it is very essential that tendering details and details of agreement etc. are entered otherwise it will not be possible for the State to Operationalise  the accounting module.  The State should complete this task in a month’s time.

The road list has been published for 2004 and it was generated through OMMS. Copies of English version road list were furnished to NRRDA. State may furnish 100 copies of road list of regional language to NRRDA at the earliest.   

 

G. Maintenance: Methodology of maintenance of works completed in first and second phase, requirement of funds for routine maintenance, budget provision and expenditure on this account for the roads constructed in first and second phase.  How the funds are allocated to the Districts.

 

It was indicated by the State that for Phase I and II, as per the contract Contractors are responsible for maintenance for 5 years after completion of road. Provision of Rs.3 Crore has been made in the State Budget for maintenance of roads. The district-wise allocation of funds is being done by the State on the basis of their performance, size and unconnected habitations.

It was requested to the State that they could issue a check list to the PIUs of items to be attended to as part of maintenance under Phase-I and II.

2.  Progress Review of Works

(A) Review of Works for Phase I, II, III and IV.

i.      Physical and financial progress upto June 2004.  Work Plans, reasons for cost and time over runs.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ii.    List of completed road works (Format – CW-1 to 3).

 

 

 

a) For the year 2000-01, 174 road works covering 826.32 Kms have been cleared. The value of proposals is Rs.140.04 crores. As on 31-08-04 170 road works have been completed (793.94 Km). An amount of Rs.122.68 crores have been spent against Rs.135 crores released. Work programme has not been submitted.

b) Under Phase-II 213 road works covering 1126.60 Kms have been cleared. The value of proposals is Rs.305.49 crores. As on 31-08-04 only 154 road works have been completed (787.43 Km). An amount of Rs.236.91 crores have been spent against Rs.309.17 crores released. As per work programme works are targeted to be completed by June, 2005.

c) Phase III works have been cleared in two parts.  Under Phase-III, total 367 road works (2029.58 Km) have been cleared for Rs. 599.26 crores. 3 works have been completed and an expenditure of Rs.62.05 Crore has been incurred against Rs.335 Crores released.  As per works programme, Part I works are targeted to be completed by September, 2005 whereas, work of Part II will start from November, 2004.

    Non completion of works of Phase-II and delay in execution of works in Phase III is a cause of concern. The State Government should take remedial measures so that these works are completed as per the revised targets furnished during the review meeting.  It has been observed that tendering and award of the work in third phase has taken much time.  The State needs to review the progress of works very carefully.

 

Most of the works of Phase I have been inspected and majority are graded as ‘Good’ or ‘Very Good’.  Similarly in Phase II most of the inspected works have been graded as ‘Good’ or ‘Very Good’. 

 “The state is required to take immediate steps to rectify the completed works which have been graded as Poor or Average. The work-wise report should be submitted to NRRDA within one month. The completed road works not yet inspected may be got inspected during visit of NQM/SQM within two months”.

3.  Review of Final Payment Cases: The information regarding disposal of Final Payment Cases of Road Works should be submitted in prescribed format Fin-Pay which is enclosed.

 

Out of 171 completed packages final payment is pending for more than 6 months in 60 cases and more than 3 months in 29 packages.

The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance  and defect liability aspects are likely to suffer.

4.  Maintenance Funding:

Note on the basis of calculation for arriving at the requirements of routine maintenance.

 

 

State has furnished information in the format MF-mod and maintenance requirement for Phase I, II and III works has been shown.

 

5.  Review of Cases of Forest Clearance:

The information regarding the cases of forest clearance for the quarter ending, June, 2004 may be furnished in format FC-1

 

State has indicated that one case was referred to the forest department but it has not been cleared. 

“It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over”.

 

Summary of main issues to be address by the State:

 

1.        The State needs to analyze the delay package-wise and liquidated damages should be levied as per provision.

2.        The PIUs should be instructed to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

3.        It was clarified to the State that the Empowered Officer has to set the limits as per guidelines and this aspect should be operationalised immediately. 

4.        It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State. Since second tier quality expenses were now being funded under PMGSY, even outsourcing of these services could be done.

5.        It was indicated to the State that since the accounting module is to be operationalised therefore, it is very essential that tendering details and details of agreement etc. are entered otherwise it will not be possible for the State to Operationalise  the accounting module.  The State should complete this task in a month’s time.

6.        State may furnish 100 copies of road list of regional language to NRRDA at the earliest.  

7.        It was requested to the State that they could issue a check list to the PIUs of items to be attended to as part of maintenance under Phase-I and II.

8.        Non completion of works of Phase-II and delay in execution of works in Phase III is a cause of concern. The State Government should take remedial measures so that these works are completed as per the revised targets furnished during the review meeting.  It has been observed that tendering and award of the work in third phase has taken much time.  The State needs to review the progress of works very carefully.

9.        The state is required to take immediate steps to rectify the completed works which have been graded as Poor or Average. The work-wise report should be submitted to NRRDA within one month. The completed road works not yet inspected may be got inspected during visit of NQM/SQM within two months

10.    The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance and defect liability aspects are likely to suffer.

11.    It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over


National Rural Roads Development Agency

Ministry of Rural Development

Government of India

 

Regional Review Meeting at Ranchi on 10th & 11th September, 2004

 

Summary of Quarterly Review

NAME OF THE STATE:  Bihar

State Level Details:

1.    State Nodal Department:                 Rural Development Department

2.    Executing Agency:               Rural Engineering Organisation

3.    State Autonomous Agency:  Bihar Rural Roads Development Agency

4.    State Quality Coordinator:  Shri Rajendra Prasad Singh, EE, REO

5.    IT Nodal Officer:                             Shri Krishna Nand Prasad, EE, REO

6.    Officers present in the Regional Review Meeting:  Shri Rajendra Prasad Singh, EE, Shri Krishna Nand Prasad, EE

Item

Status and Action Required

1.  Institutional and Capacity Issues

A.      Institutional Issues:  SRRDA, SQC, Empowered Officer, Financial Controller, IT Nodal Officer, Tripartite Agreement, Programme & Administrative Accounts, Bringing PIUs under administrative control of SRRDA, making SRRDAs as dedicated agencies for other rural road programme, SLSC,

 

As per the information furnished in the meeting, SRRDA has been established and registration was done on 12-12-2003.  Programme and Administrative Accounts have been opened.  SQC, Empowered Officer, Financial Controller and IT Nodal Officer are in place. 

The work of Financial Controller is given to Chief Engineer; it was advised to the State that the Financial Controller could be the officer of finance background. PIUs are under administrative control of E-in-C/ Chief Engineer of the Department. It came to light that many posts of AE, Executive Engineers and Superintending Engineers are lying vacant for a very long time, even the post of Chief Engineer was lying vacant for considerable duration.  In absence of adequate staff at PIU level, it will be difficult for the State to achieve desired speed and quality of implementation of the programme.  The State officials were requested to send detailed note regarding the vacancies at PIU and State level, in which it should be clearly mentioned that how the State is taking action to complete the staffing.  For effective implementation, the State may consider putting PIUs under administrative control of SRRDA

The constitution of the SLSC has not so far been done as per letter dated 11-03-2004 from MoRD.  It was indicated to the State that constitution of SLSC may be done and made functional as per items listed in the Ministry of Rural Development’s letter dated 11-03-2004 without any further loss of time.

 
B. Programme Issues:  Status of CNCPL, PCI, CUPL.
SBD, Centralized tendering, Contract Management: work programme, review of delays and liquidated damages, Review of timely submission of monthly and quarterly reports.(information in format 1A Contract, 2A-1 Exe and 2A-2 Exe). 

 

It was indicated that CNCPL, Pavement condition survey, PCI and CUPL are under process.

State has indicated that Standard Bidding Document has been adopted but final action on 36 points is under process at the State level and State Specific Bidding Document has not been developed.  It was clarified to the State that unless the action on 36 points is finalized the order for adoption of Standard Bidding Document does not carry any meaning.  The issue of adoption of SBD is pending since March, 2003 and the State is required to take immediate steps.  State may finalize of State Specific Bidding Document and provide hard and soft copy to NRRDA and CDAC. 

The State needs to analyze the delay package-wise and liquidated damages should be levied as per provision and details may be furnished to NRRDA in prescribed formats.

 Proper contract management is not being done in the State.  The State may instruct PIUs to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

It was indicated to the State that monthly and quarterly reports may be furnished in time.

C.  Accounting Procedure:  Adoption of new accounting system, finalization of audit reports, posting of accounts

Limit setting and payments by PIU:  Process of limit setting by Empowered Officer, Authorization of payees and Transfer of unspent balance.

 

New A/C system has not been operationalised and no information has been submitted by the State.

 

It was indicated by the State that system of setting limits has been started.  Bank has been directed regarding issuance of cheques to authorized payees only.

D.  Quality Issues:  Operationalization of first tier of quality mechanism, laboratory facilities available with circle and divisional level officers, Operationalization of second tier of quality mechanism, ATR of NQM reports, furnishing of information in format C-1 and D-1 of revised NQM reports.

 

It was informed by the State that the first tier of QM has not been operationalised. It is a cause of serious concern that first tier of QM is not in place and field laboratories have not been established.  State may take urgent steps in this regard and ensure that field labs are in place and recommended tests are being carried out. No work should be allowed to continue unless desired filed laboratory is in place.  

It was observed that inspections of works by officials are not being done properly.   It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State. Since second tier quality expenses were now being funded under PMGSY, even outsourcing of these services could be done.

E. Capacity Issues:  Training of PIU Engineers through STAs, status of finding HR shortages and remedying by retraining and redeployment.  PMC and PIC for PMGSY.

 

No information furnished.

F.  OMMS:  Connectivity Status, level of usage at PIU level, master data entry, transactional data entry, putting tenders on OMMS, details of agreement, publication of road list and generation through OMMS.

 

No information furnished. 

 

 

G. Maintenance: Methodology of maintenance of works completed in first and second phase, requirement of funds for routine maintenance, budget provision and expenditure on this account for the roads constructed in first and second phase.  How the funds are allocated to the Districts.

 

No information furnished.

2.  Progress Review of Works

(A) Review of Works for Phase I, II, III and IV.

i.          Physical and financial progress upto June 2004.  Work Plans, reasons for cost and time over runs.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ii.        List of completed road works (Format – CW-1 to 3).

 

 

 

a) For the year 2000-01, for Phase-I 299 works covering 811.66 Kms were taken up. The value of proposals is Rs.149 Crore.  As on 31-08-04 only 127 works have been completed and the expenditure incurred is Rs.96.99 Crore against Rs.149 crore released.  As per work programme all works are targeted to be complete by June, 2005.

b) Under Phase-II 668 road works covering 1408.19 Kms have been cleared. The value of proposals is Rs.302.98 crores. As on 31-08-04 only 45 road works have been completed (102.17 Km). An amount of Rs.98.08 crores have been spent against Rs.150 crores released. As per work programme all works are targeted to be complete by June, 2005. 

    Non completion of works of Phase-I and II is a cause of serious concern. The State Government should take remedial measures so that these works are completed as per the revised targets furnished during the review meeting.  The State needs to review the progress of works very carefully.

 

 As per CW-1, 43 works have been inspected by NQM/ SQM and majority works have been graded as ‘Good’.  Phase II works have not been inspected.

 “The state is required to take immediate steps to get all completed road works inspected by NQM/SQM within two months”.

3.  Review of Final Payment Cases: The information regarding disposal of Final Payment Cases of Road Works should be submitted in prescribed format Fin-Pay which is enclosed.

No information furnished.

The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance  and defect liability aspects are likely to suffer.

4.  Maintenance Funding:

Note on the basis of calculation for arriving at the requirements of routine maintenance.

 

No information furnished.

5.  Review of Cases of Forest Clearance:

The information regarding the cases of forest clearance for the quarter ending, June, 2004 may be furnished in format FC-1

No information furnished.

“It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over”.

 

Summary of main issues to be address by the State:

1.      Because of inadequate staffing, the State officials were requested to send detailed note regarding the vacancies at PIU and State level, in which it should be clearly mentioned that how the State is taking action to complete the staffing.  For effective implementation, the State may consider putting PIUs under administrative control of SRRDA

2.      The constitution of the SLSC has not so far been done as per letter dated 11-03-2004 from MoRD.  It was indicated to the State that constitution of SLSC may be done and made functional as per items listed in the Ministry of Rural Development’s letter dated 11-03-2004 without any further loss of time.

3.      The works of Phase I and Phase II are pending for a very long time.  The State needs to analyze the delay package-wise and liquidated damages should be levied as per provision and details may be furnished to NRRDA in prescribed formats.

4.      Proper contract management is not being done in the State.  The State may instruct PIUs to manage the contract as per the provisions of the Standard Bidding Document and it should be ensured that proper work programme is made and approved and time control is exercised.  In case of delay liquidated damages should compulsorily be withhold and action on fundamental breaches should promptly be taken.  The payment of first running bill should not be allowed unless the field laboratory established, work programme approved and the key technical personnel are deployed by the Contractor.  These aspects should be reviewed in the monthly meeting by the Chief Engineer and action should be initiated against the PIUs who fail to manage the contract.

5.      It was indicated to the State that monthly and quarterly reports may be furnished in time.

6.      It is a cause of serious concern that first tier of QM is not in place and field laboratories have not been established.  State may take urgent steps in this regard and ensure that field labs are in place and recommended tests are being carried out. No work should be allowed to continue unless desired filed laboratory is in place. 

7.      It was observed that inspections of works by officials are not being done properly.   It was clarified to the State that the Second tier of QM is required to be strengthened and adequate number of SQMs to ensure the inspection of work at least three times may be deployed by the State. Since second tier quality expenses were now being funded under PMGSY, even outsourcing of these services could be done.

8.      Non completion of works of Phase-I and II is a cause of serious concern. The State Government should take remedial measures so that these works are completed as per the revised targets furnished during the review meeting.  The State needs to review the progress of works very carefully

9.      The state is required to take immediate steps to get all completed road works inspected by NQM/SQM within two months

10.  The review of cases of final payment needs to be done by the State every month very carefully because unless the final account of the work is closed, the work will keep on lingering and as consequence, the maintenance and defect liability aspects are likely to suffer.

11.  It was suggested to the State that the preparation for Forest Clearance of the road works likely to be taken in subsequent phases should be started immediately so that by the time the clearance for the works is issued the process of Forest Clearance is over. 

12.  It was noted that the desired information in respect of the following items has not been submitted by the State.

a.                             Final Payment Cases (Format Fin Pay)

b.                             Maintenance Funding (Format MF mod.)

c.                             Cases of Forest Clearance (Format FC)

d.                             OMMS in Format I&C

e.                             Capacity Issues in Format I&C