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Defence Works Procedure 2007

I OBJECTIVE

1. The objective is to ensure that all defence works and services capital, revenue and maintenance are completed

with the minimum of delay and in a cost-effective manner compatible with the efficient functioning of the Defence ervices.This revised Defence !orks "rocedure enumerates the mechanisms of and conditions for planning, programming, budgeting,

approval and e#ecution of such works and services.

II BASIC PRINCIPLES

$. The basic principles of undertaking Defence works are %-

&a' (o new works should be sanctioned without careful attention to the assets or facilities already available and the

time and cost re)uired to complete the new works.

&b' *s budgetary resources are limited and granted on an annual basis, ade)uate provisions should be ensured for

works and services already in progress before new works and services are undertaken.

&c' +f an approved work is not commenced within one e!r of the date of *dministrative *pproval, fresh

*dministrative *pproval of the ompetent inancial *uthority &*' should be taken.

&d' ince time is of the essence, the completion period stipulated in the *dministrative *pproval will not be

e#ceeded as far as possible.

&e' (o works services will be e#ecuted without administrative approval, formal allocation of funds and technical

sanction having first been obtained from the ompetent *uthority in each case. owever, the procedure to be

followed in case of works initiated for urgent military reasons are laid down in "aras /0 to / below.

&f' (o officer will, in the course of the financial year, e#ceed the aggregate budget allotment made to him for anyworks or under any sub-head of maintenance.

&g' (o officer will e#ceed any specific budget allotment made to him under any minor or detailed head, e#cept in

so far as he may within his powers of transfer of funds, be able to meet e#cess e#penditure on one item by

e)uivalent savings on another.

&h' The final cost of any service will not e#ceed the amount of *dministrative *pproval by more than 123. *n

officer will take no action which will commit 4overnment to e#penditure beyond 123 of *dministrative *pproval

amount without obtaining prior sanction of the ompetent inancial *uthority in the form of a inancial

oncurrence &', a orrigendum or a 5evised *dministrative *pproval.

&i'The * according *dministrative *pproval should be kept informed of the progress of the works till theircompletion through regular periodical reports.

&j' (o project or work services will be split up to bring it within the powers of a * at a lower level.

III CLASSI"ICATION O" WOR#S

/. or purposes of budgeting and control the operations of Defence !orks are divided into two broad categories,

namely%

&a' 6riginal !orks

&b' 5epairs

IV ORI$INAL WOR#S

0. &a' 6riginal !orks comprise works services like construction of buildings, workshops, storage depots, etc.

including their internal fittings and fi#tures as well as roads, runways, blast pens, marine works, 789 services,

water supply, drainage, other utility services, arboriculture, ranges, furniture etc. as well as purchase and additions.

5econstruction of buildings and roads, widening of roads, additions and alterations necessitated by

administrative8technical reasons, works necessary to bring into use buildings and services newlypurchased8ac)uired or those previously abandoned or rendered unusable by e#traordinary causes such as storm,

fire or earth)uake also fall in the category of original works.

&b' 6riginal works of petty nature costing up to :5s.12,2228- may, at the discretion of the !7847 &+ndependent'

be treated as ;5epairs

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&: *pproval of competent authority re)uired'.

&c' The purchase and installation of static plant and machinery and e)uipment and the provision of furniture are

treated as original works.

&d' "rovision of furniture which does not form part of any works project will be treated as 6riginal !orks.

=. &a' or administrative purposes 6riginal !orks are divided into the following categories %

&i' %!&or C!'()!* Works i.e. original works costing 5s.1= lakh or more.

&ii' Lo+,Bud-e)ed C!'()!* Works i.e. original works costing more than 5s.$ lakh but less than 5s.1= lakh.

&iii' Re.enue Works i.e., original works costing more than 5s.1 lakh and no) e/ceed(n-5s. $ lakh.

&iv' %(nor Works i.e. original works costing no) ore )1!n 5s.1 lakh.

&b' 9ajor apital !orks and >ow-?udgeted apital !orks will be budgeted under apital eads.

&c' 5evenue !orks and 9inor !orks as defined above will be budgeted under 5evenue heads.

. (ew 6riginal !orks are further sub-divided as follows %-

&a' Au)1or(sed Works !orks ervices for which scales are authorised in regulations or by separate orders

of a general or specific nature issued by the 4overnment of +ndia are referred to broadly as *uthorised

!orks.

&b' S'ec(!* Works +tems of works services not falling within sub para &a' above are referred to as ;pecial!orks

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&iii' 5eplacements and renewals costing up to :5s.1,=2,2228- foreach item.

&iv' 5epairs, renewals and replacements of 789 installations and other e#ternal utilities costing up to

:5s.$,22,2228- in each case.

&v' 5eplacements of furniture of value up to =2 3 of annual allotment for maintenance of furniture on

station basis su8&ec) )o ! ce(*(n- of Rs900 *!k1 'er !nnu )o 8e !**o+ed on* (n res'ec) of

furn()ure dec*!red !s condened :8eond econo(c re'!(rs 8 )1e !''ro'r(!)e !u)1or()

&:ubject to formal approval on file by ompetent *uthority'.

&b' 6rdinary 5epairs will be carried out in accordance with 97 tanding 6rders.

&c' (o administrative approval is necessary for ordinary repairs including purchase and maintenance of

ordinary tools and plants for this purpose. *llotment of funds for the purpose implies administrative

approval to that e#tent. (o work will be carried out without the technical sanction of the competent

engineer authority and no e#penditure will be incurred in e#cess of allotment under the relevantbudgetary head, e#cept in so far as such e#cess can be met by re-appropriation from another head within

the competence of the authority concerned.

10. &a' S'ec(!* Re'!(rs consist of renewals and replacements as well as alterations of improvements costingbeyond the monetary ceiling for ordinary repairs in each case and replacement of furniture beyond the

limit laid down in "ara &a' &v' above. These will be carried out in accordance with 97 5egulations.

&b' The 4arrison 7ngineer will be the competent authority for grouping of buildings for the purpose of

pecial 5epairs.

&c' pecial 5epairs will be treated as 6riginal !orks, but irrespective of the cost, all pecial 5epairs will be

budgeted for under 5evenue ead.

&d' +n case where special repairs and additions and alterations to a building become necessary at the same

time, the work will be sanctioned as one project and treated as an 6riginal !ork for all purposes.

11. &a' *mendment to the capital value of e#isting structure due to repairs will be made in accordance with 97

5egulations &"ara $$E'. +n calculating the addition to be made to the capital value, credit will be taken for

the value at current rates of any portion of the original structure which has been demolished or replaced.

&b' (otwithstanding sub-para &a' above, changes in capital cost up to 5s.1=,2228- in respect of all buildingsand those due to renewals and replacements costing 5s.2,2228- or less to temporary buildings will be

disregarded.

&c' *mendments to capital values on account of 789 renewals will be carried out in accordance with 975egulations &"aras $= and $2'.

VI Sc!*es !nd S'ec(f(c!)(ons

;2 Sc!*es of Accood!)(on The scales of accommodation approved and issued by the 4overnment of +ndia from

time to time are intended as a close guide. "etty variations in individual cases can be made at the discretion of theompetent inancial *uthority at the time of according *dministrative *pproval with reasons recorded in each case,

provided such variations are not of general application and do not create any precedent in the matter of scales of

accommodation.

; for suc1 'ro&ec)s> ! se'!r!)e de)!(*ed &us)(f(c!)(on +(** 8e su8())ed 8 )1e

ser.(ce =?s )o %oD Af)er )1e !''ro.!* of %oD dec*!r(n- )1e 8u(*d(n- !s 'res)(-(ous>it will be

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permissible to add in the *ppro#imate 7stimates a specific percentage subject to a ma#imum of 12 3 ofthe total cost of the buildings towards providing special architectural features and superior specifications.

&e' Temporary specifications will be laid down by Fonal hief 7ngineers on individual basis in accordance

with general guidelines issued in this regard by 7-in-Bs ?ranch.

VII Annu!* Works Pro-r!e !nd Bud-e)(n-

10. Gnder the e#isting system of budgetary control, so far as it applies to works, e#penditure during a financial year isgenerally restricted to the amount provided in the annual budget estimate for the purpose. Details of budgetary heads and the

system of appropriation and re-appropriation of funds for this purpose are e#plained in A''end(/ @A.

1=. !ell before the commencement of ne#t financial year, assessment of funds re)uired in that year for making

satisfactory progress of works already sanctioned and commenced in and up to the current year should be made, before fresh

budgetary provisions are proposed for (ew !orks in the ne#t financial year. Thus, arry 6ver works will have higherpriority than (ew !orks in regard to budgetary estimates for any financial year.

1. (o (ew !orks should be sanctioned and 8 or commenced in any financial year unless % -

&!' +n case of 9ajor apital !orks each costing 5s.1= lakh or more, such a new work has been included in

the *nnual 9ajor !orks "rogramme &*9!"' for the relevant financial year of the concerned ervice ororgani@ation as approved by 4overnment of +ndia.

485 +n case of >ow-?udgeted apital !orks, such a new work has been included in the *nnual >ow-

?udgeted apital !orks "rogramme of the concerned ommand or formation of e)uivalent level and duly approved by

the 46-in- or officer of e)uivalent levelC and

4c5 +n case of 5evenue !orks and 9inor !orks, these are planned and approved at appropriate *sB level

against bulk funds placed at their disposal for this purpose by ommand Hrs in each financial year.

;7 The ervice Hrs may direct the ommand Hrs and other lower formations to plan new works programmemes

for two years at a time, including holding ?oard "roceedings and preparation of +ndication of osts, after careful assessmentof the liabilities of arry 6ver !orks and of anticipated budgetary ceilings on new works as well as the physical capacity of

the engineers. The *nnual 9ajor apital !orks "rogramme for a financial year can be prepared out of such two yearsB

works plans. Those works proposals e#cluded from the finali@ed *!" of the new financial year can be rolled over for

inclusion in the ne#t year. Their +ndications of osts should, however, be updated before inclusion in the ne#t yearBs *!".

;6 &a' The *nnual !orks "rogramme for 9ajor apital !orks costing 5s.1= lakh or more for the relevantfinancial year should be prepared and submitted by /1 st6ctober and approved by the 4overnment before /1 st

December of the previous financial year. !hile preparing such a programme, the physical progress and financial

commitments to arry 6ver !orks whether approved by , 9oD, ervice Hrs, ommand Hrs or lower

formations and the time and effort as well as funds re)uired for planning and e#ecuting (ew !orks should be

carefully projected. To achieve this objective before the works are included in the *9!" ade)uate ground, i.e.,

holding of preliminary ?oard of 6fficers proceedings as well as preparation of rough estimates of the costinvolved for new works will be re)uired to be done. There will be no embargo on the number of works to be

included in the *9!" but the total value of works to be cleared will have to be within the *9!" ceilings. +n

order to provide fle#ibility within *9!" ceilings, the number of works to be projected for inclusion within

*9!" ceilings of the year, could e#ceed by $23, but actual sanction for 9ajor works will be restricted within the

approved financial ceilings. uch items which were included in the projections made for the *9!" ceilings of a

particular year but could not be sanctioned for one reason or the other, will automatically be included in the ne#t

year *9!" ceiling unless any of these cases are re)uired to be deleted. This should provide fle#ibility and ensureachievements of target of sanctioning works up to *9!" ceiling even if some works had to be carried forward

due to reasons beyond control.

&b' *pproval of this *nnual 9ajor !orks "rogramme by 4overnment will be considered as approval in

principle of the implementation of the works programme in respect of those works whose ?"s and rough estimateshave already been scrutini@ed by ompetent 7ngineer *uthority &7*' and administrative I associated financial

authorities. This approval will however be subject to ade)uate allocation of funds. This will enable the engineers

to obtain a A4o *headB sanction from *s wherever considered essential not e#ceeding =3 of the appro#imate

cost estimate in a specific case as per the provision in "ara $J below. +n such of the cases where ?"s and rough

estimates have not been scrutini@ed as mentioned above, inclusion of these cases in 9!"8*!" will provisional

subject to these being scrutini@ed subse)uently.

&c' +f during the current financial year any new works project, not included in that yearBs *nnual !orks

"rogramme, has to be subse)uently approved and 8 or commenced for e#traordinary reasons, separate approval ofthe 4overnment should be taken for revision of the *nnual !orks "rogramme.

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; The *nnual >ow ?udgeted apital !orks "rogramme should be prepared and approved at the 46-in- ore)uivalent level before /1st9arch of the previous financial year careful assessment of the liability of ongoing works. *ll

such works as well as 9ajor 5evenue !orks should be completed within twelve months of their commencement.

20 9inor works should not be carried over. ence these works should be planned and sanctioned well in time in

consultation with the concerned 4arrison 7ngineer for feasibility of e#ecution so as to ensure their completion during the

same financial year.

VIII Process(n- of %!&or C!'()!* Works

2; There are nine main stages in the planning, sanctioning and e#ecution of new 9ajor apital !orks, vi@.

(5 Demand for and "lanning of (ew !orks.((5 *cceptance of (ecessity

(((5 "reparation of *ppro#imate 7stimates

(.5 *dministrative *pproval

.5 *ppropriation of unds

.(5 Technical anction

.((5 Tender *ction

.(((5 ontract *ction

(/5 7#ecution of !orks

The details of procedural re)uirements at each of these stages are e#plained below.

I DE%AND "OR PLANNIN$ O" NEW WOR#S

22 Demands for new 9ajor apital works services will be submitted in the form of a tatement of ase to the

ompetent inancial *uthority for consideration and approval. The tatement of ase will inter alia e#plain %-

4!5 The need for and scope of the works proposed.

485 !hether besides construction works, the proposal project includes procurement 8 manufacture 8

installation 8 storage of new 8 special e)uipments or armaments, or setting up new operation related

facility including special repair and maintenance of capital assets with which the civil works have to be

integrated.

4c5 The type of construction authori@ed or special, permanent or temporary re)uired.

4d5 The target date by which the completion of the proposed works are desired.

4e5 The desired location and availability of land, if any.

4f5 +f land is not available, the time likely to be taken for obtaining the same and for site development,environment clearance, etc..

4-5 7#tent of enabling works and e#ternal services or utilities of preparatory nature re)uired.

415 (eed for engaging an outside consultancy agency, if any, for the total project or any part thereof, vi@.,pre-and post-administrative approval planning, design, detailed engineering, project management, etc.

4(5 * rough cost estimate in the format at A''end(/ @B.

4&5 *n 7ngineer appreciation in the format at A''end(/ @C.

2

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&ii' Works )o 8e S!nc)(oned !) Co!nd =? *e.e*. The ?oard to be submitted to*rea H 8 orps H 8 e)uivalent H of (avy I *ir orce and approved by 46-in- and

e)uivalent ranks in other services.

&c' The approval of these ?oards is re)uired to be communicated to engineer authorities within a

period of 0= days of its submission after settling any observations thereof. 5espective engineer

authorities namely 7 Fones will, accordingly, submit the *7s within four weeks of receipt of approved?oard "roceedings from respective *s.

&d' The re)uisite directions 8 guidelines to various lower Hs will be issued by ervice Hs 8

omd Hs in consonance with time frame and procedures laid down in this para.

29 +n case of new works projects, the cost of which may re)uire approval of the 4overnment, the ervice Hs willconvene and approve such ?oard "roceedings. +n case of works re)uiring abinet approval, after approval of the

4overnment on the basis of a tatement of ase as per "ara $$ above, a Detailed "roject 5eport &D"5' will be prepared and

submitted to the 4overnment for consideration and approval. +f it is proposed to engage an outside consultancy agency for

preparation of such D"5s, then prior approval of the 4overnment is to be taken in this regard. !henever any such outside

consultancy agency is engaged for this purpose, the broad parameters of scales of accommodation and specifications &vide

"aras 1$ and 1/ above' as applicable to Defence works should be clarified to them as guidelines in advance. hould there beany serious departure from the approved scales and 8 or specifications in the D"5 finally submitted, then that should be

specifically brought to the notice of the ompetent inancial *uthority for approving the necessity of the works proposed as

pecial !orks as per provisions of "ara &b' I &c' above and (otes there under.

Acce')!nce of Necess()

2 *cceptance of necessity at the lower level is based on rough estimates, however, at the 9inistry level, it must be

based on a detailed *7. +f, after careful consideration of the new works proposal as e#plained in the tatement of ase and

the ?oard "roceedings, it is decided to carry out the proposed works services, then formal orders will be issued by the

ompetent inancial *uthority accepting the necessity of the proposed works and ordering the preparation of *ppro#imate

7stimates. The * will also ascertain that funds will be made available at the appropriate time for carrying out the works

before passing such orders.

2 "owers of the * at various levels for accepting the (ecessity and according *dministrative *pproval for various

types of works with or without financial concurrence are indicated in A''end(/ @D.

27 +f it is proposed to engage any outside consultancy agency for carrying out any part of the proposed works services

at the planning and 8 or e#ecution stages, either for technical reasons or for compressing the time-frame of the works then thecost estimate for such consultancy should be indicated by the engineers and accepted by the * while according

*dministrative *pproval to the proposal. urther, in a specific case, where in the opinion of the hief 7ngineer concerned, a

proper technical or cost appreciation of a works project or its timely implementation re)uires certain preliminary activities

like site surveys, soil investigations, enabling works, preparation of basic designs or estimates, etc. and 8 or engaging an

outside consultancy agency, then a A4o-*headB sanction of an amount not e#ceeding = 3 of the rough cost estimate will be

taken for such activities from an officer of the level of 46-in- or e)uivalent or above with concurrence of the +ntegratedinancial *dviser concerned. uch proposals for A4o-aheadB sanction should be submitted to 9inistry of Defence 8 Defence

&inance' in case of works proposals for which administrative approval would have to be accorded by 4overnment 8 abinet.

* copy of such a A4o-*headB sanction will be sent to the D* concerned.

26. +n case of new works proposals re)uiring administrative approval of a * of the level of ervice ead)uarters 84overnment, such proposals may be submitted to the * along with both ?oard "roceedings and *ppro#imate 7stimates

for obtaining *cceptance of (ecessity and *dministrative *pproval at the same time.

I A''ro/(!)e Es)(!)es

2 &a' The engineer authorities will prepare the *ppro#imate 7stimates in the prescribed "erforma &A''end(/@E' as per the lines indicated in the approved tatement of ase and 8 or ?oard "roceedings 8 D"5. 6ffice and

domestic accommodation re)uirements for the 97 constructional staff, consultancy charges, if any, necessarye#ternal services, and other re)uirements of technical nature will be included in the *ppro#imate 7stimates, even

if no specific recommendation of the ?oard of 6fficers is e#isting.

&b' (o provision will be made in the estimates for special tools and plants since a central provision is made

for this purpose under ub ead 7&a' of 9inor ead 111-!orks to cater for special tools and plants for all

projects. (evertheless, if for special technical reasons any special tool or plant is re)uired for any works projectand cannot be met out of the above-mentioned budget provision, then a specific approval of the 4overnment

should be taken for inclusion of the estimated cost thereof with due recommendation of the Director 4eneral of

!orks.

&c' ontingencies will be provided at /3 of the estimates. 7stablishment charges will not be included for

96D establishment works but will be included for deposit works. 7stablishment charges, if any, may be includedin the estimates after recording reasons therefor in each case, but will not e#ceed $3 of the estimates. In !dd()(on>

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consu*)!nc c1!r-es no) e/ceed(n- C1(ef En-(neers )o e/erc(se )1e s'ec(!* 'o+ers !s under

P!r!

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&b' There is no limit as to the number of times that an estimate may be revised. +mmediate action in factshould be taken to revise estimates as and when the occasion demands, the procedure e#plained above being

followed in each case.

&c' !hen an administrative approval involves conclusion of a number of contracts and in the event of the

tender cost for the item or items of work e#ceeding their corresponding administrative approval amount by more

than 123 &i.e. the tolerance limit' and also if there be no prospect of savings on other items of the work, the casewill be submitted to the * along with a statement of financial analysis for the grant of financial concurrence to

enable the 7ngineer authority to conclude the contract. The statement of case will also include a revised estimate

for part 8 parts of the work covered in the tender in the form at *ppendi# A4B. ollowing the financial concurrence,

5evised *dministrative *pproval will be accorded by the * covering the part affected by the tender in the shape

of a orrigendum.

&d' 5evised *dministrative *pproval will be essential before tender action if there is any change in scope of

work due to any reason, irrespective of whether the cost is within the tolerance limit or not.

&e' (o change in site is permissible. owever, in e#ceptional circumstances, approval of * one level

higher will be obtained.

&f' +f upward revision of cost estimates beyond the tolerance limit is anticipated without any change in

scope of work, then the preparation and submission of 5evised *ppro#imate 7stimates will be initiated. owever,

tendering and contract planning may continueC but acceptance of tender 8 conclusion of contract will be made only

after obtaining inancial oncurrence of the *.

&g' +t is mandatory to obtain a 5evised *dministrative *pproval from the * in the form of a

orrigendum at the earliest after the issue of the . *s such a orrigendum or 5evised *dmin *pproval is not

based on actual completion cost, the tolerance limit of 12 3 as per para $ &h' above will be applicable to therevised administrative approval.

&h' (o revised administrative approval will be essential if increase in cost beyond the tolerance limit is

solely due to payment of statutory escalations scheduled as part of the contract agreement for the originally

stipulated time of completion of the works. 6n completion of the works, the final completion cost will reflect allapproved revisions of cost estimates and escalations granted under this para.

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&i'an the appropriate * be referred to and his approval received without causing dangerous delay incommencement of workL

&ii'The facts of the case satisfy the ommander that, if the appropriate * could be referred to in time,

the latter would have given the same order for commencement of works under the prevalent

circumstances.

&iii' The ommander is satisfied that he will be held responsible for any failure or disaster that may

ensue, if he neglects to order commencement of necessary works.

&b' hould the concerned ommander decide that it is necessary to order commencement of necessary

works in departure from the procedures laid down in "aras $$ to /1 above, he will report the fact in writing to the

appropriate * at the earliest possible moment within a week with copies to the D* concerned and also informhis immediate superior ommander at the same time.

&c' "rovision under "ara /E below will be applicable to works sanctioned under this "ara at the discretion of

the concerned ommander. urther, skilled 8 semi-skilled 8 unskilled manpower may be employed on daily rates

of pay as per (erric rates prevalent in the station by the 4arrison 7ngineer ordering the work not e#ceeding ;

d!s o.er!** (n )ers of )(e !nd ;000 !n d!s (n effor)> +()1 re!son !nd &us)(f(c!)(on. or employingskilled, semi-skilled, unskilled manpower beyond these limits sanction of * will be obtained.

)1e C1(ef En-(neer c!n e/erc(se )1e fo**o+(n- s'ec(!* 'o+ers (n connec)(on +()1 '*!nn(n-

!nd e/ecu)(on of suc1 +orks3 ,

&i' Detailing officers anywhere in the country.

&ii' 5esorting to consultancy for any item of work.

&iii' "urchasing of stationery, reprographic e)uipments, typewriters or

any other office e)uipment re)uired.&iv' +nstallation of Tele#, a#, +nternet or other communication e)uipment in 7 8 !7 8 47 office.

&v' "ayment of charges for telephone connections including TD facility on priority basis.

&vi' iring of civil transport for project work.&vii' iring of office and temporary accommodation for construction

staff.

&viii' "rocurement of ement and teel from open market, if necessaryC&i#': elective tendering.

':: Dispensing with advertisement for tendering and contracting.

No)e3

The e#penditure to be incurred for items cited in ub-"aras &iii' to &vii' above will be met out of contingencies ofthe project. The cost of consultancy will be also met out of ontingencies if not separately provided for.

The dispensation mentioned in "ara /E &i#' I ' would be clearly spelt out in the administrative approval

accorded by the 4ovt. 8 * not below the level of 46-in- and e)uivalent. T1e re!sons for d(s'ens(n- +()1co'e)()(on +(** 8e '*!ced on record (n +r()(n-

hief 7ngineer could e#ercise these powers in connection with the urgent work, after taking the approval of

+*.

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VI Process(n- of Lo+ Bud-e)ed Works

ow ?udgeted !orks, i. e., original capital works costing more than 5s.$ lakh, 8u) *ess )1!n Rs;

*!k1>these works will be sanctioned by the *s after the *nnual >ow ?udgeted !orks "rogramme has been approved as

per para 1 above and bulk allotments of funds for this purpose in the relevant financial year have been made to the

respective *s. ?oard "roceedings can be dispensed with in case of >ow ?udgeted !orks costing up to 5s.12 lakh, if so

decided by the *. *dministrative *pproval in such cases will be based on consideration and approval of a tatement ofase as per "ara $$ above by the * and *ppro#imate 7stimates as per "ara /2 above.

90 +n case of >ow ?udgeted !orks carried out for urgent reasons as cited in "aras /0 to / above, the procedures laid

down therein can be adopted.

VII Re.enue !nd %(nor Works

9; 4!5 +n case of 5evenue !orks and 9inor !orks as defined in para = &a' &iii' I &iv' above, these works will

be sanctioned by the * after consideration of a tatement of ase as per "ara $$ above and *ppro#imate

7stimates as per "ara /2 above against bulk allotments for this purpose made in the relevant financial year. (o

?oard "roceedings will be necessary in these cases. +n case of 9inor !orks costing less than 5s.=22228-, no

*ppro#imate 7stimates will be necessary.

&85 +n case of ?arrack Damages, subject to the condition that barrack damages have been reco.eredfrom

the individual 8 unit concerned at the rates commensurate with the cost of repair or replacement as "aras /0 and

/= of 97 5egulations, the engineer officer concerned may carry out repairs without waiting for any specificsanction of the *. The e#penditure incurred for this purpose will be charged to allotments for maintenance.

VIII Tec1n(c!* Con)ro* o.er Or(-(n!* Works

92 4!5 Technical sanction, which is issued by the competent engineer authority, amounts to no more than a

guarantee that the works proposals are structurally sound and that the estimates are accurately calculated and based

on ade)uate data. 6rdinarily such technical sanction are accorded only after *dministrative *pproval. ?ut in case

of authori@ed items of work based on approved scales of accommodation and specifications, necessary documentsincluding designs and drawings can be prepared in advance so that the stages of technical anction and Tender

*ction can be covered e#peditiously after *dministrative *pproval is accorded.

485 The 4overnment may also issue special instructions specifying the categories of works cases where

technical sanctions can be issued to facilitate Tender *ction even before *dministrative *pproval. +n such cases, if

necessary, revision of Technical sanction will be made on the basis of finali@ed scope of work, scale andspecifications as per the *dministrative *pproval before ontract *ction is taken.

4c5 chedules of works will be prepared along with re)uisite designs and drawings, costed and technically

sanctioned by the competent engineer authority before tender documents are issued. The technical sanction will

include the anticipated contractorBs percentage based on the 7ngineer 6fficerBs appreciation of market trends.

4d5 osted schedule of works will be in strict accordance with the administrative approval so far as scope of

work and scales are concerned. The engineer officer competent to accord technical sanction to a project may,

wherever necessary, deviate from specifications shown in the appro#imate estimate provided that %

4(5 the deviations are necessitated by engineer8aesthetic reasons and are not such as to alter thescope of the workC

4((5 there is no serious departure from authorised general specificationsC and

4(((5 the total cost of the project as administratively approval is not e#ceeded beyond the tolerance

limit.

4e5 +n case of works carried out by specialist firms based on their own designs, technical sanctions will be

accorded on the basis of the accepted design on receipt of the tender but before the acceptance of the contract.

4f5 chedules of works may be sanctioned for the project as a whole or part of such projects. >arge projects

may, for convenience of planning, siting and e#ecution, be broken into sub-projects. The term Aub-projectsB is to

be applied to a distinct self-contained unit of the project if that unit is sufficiently large or important to be kept

distinct for purposes of planning, siting and e#ecution. urther, any self-contained e#ternal service may be treated

as a sub-project.

4-5 +n order to ensure that sub-projects are kept within the scope of the whole project as defined in the*dministrative *pproval, Technical anction to all sub-projects of a project must be accorded within as short a

time as possible after issue of administrative approval.

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415 The competent engineer authority before according technical sanction to a sub-project must be satisfiedthat the amount of technical sanction for the whole project is not likely to e#ceed the amount of administrative

approval including the tolerance limit of 12 per cent.

4(5 +n case the technical sanction amount for the whole project is likely to e#ceed the amount available in

the *dministrative *pproval amount including the tolerance limit of 12 percent, but without any change of scope

of the project, then the Technical sanction can be issued to enable taking Tender action, subject to the stipulation,to be recorded in writing, that revised administrative approval is being obtained and that no financial commitment

will be made until the revised administrative approval or financial concurrence is received.

4&5 +n the case of purchase of buildings, the valuation statement will be taken as technical sanction. The

valuation statement will be prepared 8 approved by the competent engineer authority as in the case of technical

sanction for construction work. +n cases where there is a time lag of one year or more between the preparation ofvaluation statement and final purchase, a certificate that the property has not deteriorated 8 depreciated during the

interval will be taken by the 7ngineers before the purchase is made. * fresh valuation statement will be prepared

in case of deterioration. * copy of the valuation statement will be endorsed to the D* concerned.

&k' The ompetent 7ngineer *uthority must also satisfy himself that the amount of Technical anction he is

giving does not e#ceed the power under 97 5egulations, Table A?B. "rovisions of "ara 00 below also refer.

I Tec1n(c!* Con)ro* of Re'!(rs !nd Purc1!se !nd %!(n)en!nce of Too*s !nd P*!n)

0/. 4!5 7stimates or re)uisitions will be prepared, costed and technical sanction accorded by the competentengineer authority before work is commenced.

485 The competent engineer authority, before according technical sanction, must be satisfied that the amount

of technical sanction for the repair estimate is not likely to e#ceed the funds placed at his disposal for the purpose.

4c5 The engineer e#ecutives are responsible for the construction fitness, accuracy and economy for repair

estimates and re)uisitions.

Po+ers of Tec1n(c!* S!nc)(on

99 4!5 "owers of technical sanction are laid down in 97 5egulations, Table A?B.

485 The engineer officer competent to sanction the project as a whole is technically responsible for the project

and for ensuring that the amount of the project as a whole is not e#ceeded e#cept in the circumstances and subjectto the conditions laid down in para 0$ above. e may delegate authority at his discretion to local engineer officersto accord technical sanction to sub-projects, as defined in para 0$ above, which he orders them to plan locally

within the limits of their powers under 97 5egulations Table A?B. !hen delegating such authority he will lay

down in each case the total sum, up to which technical sanction will be accordedC and this sum will not be

e#ceeded without the prior concurrence of the delegating authority. opies of such delegation of powers will be

forwarded in all cases to the D* concerned.

4c5 hief 7ngineers are authori@ed in e#ceptional circumstances to increase the powers of any officer

subordinate to them by name to the e#tent they consider necessary within their own limits for technical sanction of

designs and acceptance of contracts. +t will be ensured that while delegating such powers the following

re)uirements are complied with %-

&i' 7nhanced powers are granted in e#ceptional circumstances and in respect of individual

projects.

&ii' anctions are given by name to officers.&iii' The period for which the delegated power is to be e#ercised is specified.

&d' +n the case of works carried out by agencies other than the 97, the normal procedure in force in the

agency concerned for according technical sanction will be followed. +n the case of projects costing

more than 5s.=2 lakh, however, it should be ensured that detailed plans and specifications conform to thescales and specifications approved by 9inistry of Defence, before technical sanction is accorded.

I A''ro'r(!)(on of "unds

9 4!5 *ppropriation of funds means the allotment of a particular sum of money to meet e#penditure on a

specified work through the annual allocation of funds under the budgetary heads indicated at *ppendi# A*Bimmediately after passing of the Defence ervice 7stimates by "arliament. (o new 9ajor apital !ork will

commence i.e. no ontract *ction as per para 0E below will be taken in respect of that work, unless and until such

specified allotment of funds is made for that work or project.

485 +n case of >ow ?udgeted !orks, 5evenue !orks and 9inor !orks, a certificate will be given by the

concerned * in case of each of these works that it has been sanctioned and ordered to be commenced against

ade)uate bulk allotment of funds made to that * for this purpose in the relevant financial year. +t will be the

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responsibility by every * to ascertain that such allotment of funds has indeed been made ade)uately for thesecategories of works during the relevant financial year before such a certificate is given. * copy of the certificate

will be sent to the D* concerned for watching the ade)uacy of funds against sanction of works of these

categories.

&c' (otwithstanding sub para &a' and &b' above, in cases of urgency to be recorded in writing, the * may

order commencement of preliminary works like site clearance, e#ternal services, etc. in specified cases subject tothe condition that the said new works services, etc. in specified cases subject to the condition that the said new

works services have been accorded 4o-*head sanction and also in the approved 9ajor apital !orks 8 >ow

?udgeted apital !orks programme of the relevant financial year and that the estimated cost of such preliminary

works does not e#ceed = per cent of the total cost approved in each case. imultaneously, he will forward a

demand for a special allotment of funds to the appropriate higher authority e#plaining the urgency.

II Tender Ac)(on

0. 4!5 *fter the schedule of work for a project or sub-project has been technically sanctioned by the competent

engineer authority, tenders will be invited for the e#ecution of the work. (ormal method of contracting will be

based on competitive tendering.

485 pecial tenders such as those of single cost plus type re)uire the approval of 7-in-. eparate guidelines

will be issued by the 7-in- for such projects with the approval of Defence inance.

4c5 +n case of the following categories of works, the practice of advertisement in news papers and +ndian TradeMournals, giving notices inviting applications for issue of tenders, will be dispensed with and tenders will be

distributed to selected eligible contractors who are already on the approved list of 97 and have got the capacityand e#perience to undertake the proposed work..

4(5 *ll works costing up to Rs *!k1.

4((5 *ll works approved under "aras /0, /= and / above.

4d5 owever, the notice shall be got displayed on the notice boards of the following offices %-

&i' 7877 of "!D I tate "!D in station.

&ii' >ocal 9unicipalities and antonment boards.

&iii' tate ?ank of +ndia, >ocal I nearest branches to places of work.

&iv' 5ailway and post offices nearest to places of work.

&v' 97 formations in station.&vi' ead 6ffices of ?uilders *ssociation of +ndia.&vii' +nternet "ublication of tenders should be on the website of concerned Deptt89oD.

4e5 crutiny of tender documents by *udit prior to acceptance of tender is not necessary. hief 7ngineers

are empowered to alter standard contract documents at pre-tender stage to suit urgent re)uirements

particularly with reference to security deposits, percentage payments, speed of payments, issue of stores,

deviation limits and similar matters. They will, however, consult the CDA : I"A concerned whereverpossible. !here the decision of hief 7ngineer on such alterations involves a major departure from the

e#isting procedure, he shall send a copy thereof to the 7-in- 8 D4! and CDA : I"Afor information.

4f5 In c!se on* ! resu*)!n) s(n-*e Guo)ed )ender (s rece(.ed> )1e s!e c!n on* 8e !cce')ed !f)er

'er(ss(on of ne/) 1(-1er En-(neer Au)1or() !nd ! re'or) )o )1e s!e +(** 8e furn(s1ed )o )1e

concerned CDA : PCDA

97 %o8(*(K!)(on Ad.!nce - +n case of works to be carried out in remote 8 difficult location and 8 or re)uiring

mobili@ation of special e)uipment, tools or plants, or works to be completed on stringent and compressed time-frame, the

hief 7ngineer may include in the tender notice the offer of mobili@ation advance to the prospective contractors so as to

prevent avoidable delay in commencement of works after acceptance of contract. 7-in-Bs ?ranch will issue necessary

guidelines +()1 )1e !''ro.!* of Defence "(n!nce from time to time on the amount of mobili@ation advance su8&ec) )o

!/(u of ;0F of )1e .!*ue of )1e con)r!c) that can be granted, the interest to be charged and the method and schedule

of recovery and 8 or adjustment of such advance in different categories of cases.

III Acce')!nce of Con)r!c)s

96. 4!5 "owers of acceptance of contracts are laid down in 97 5egulations Table A?B read with "aras 0$E and002 ibid.

485 +t is emphasi@ed that no officer is empowered to accept a contract which is likely to cause e#cess overthe amount of administrative approval after taking into account the tolerance allowed vide para $&h' above. +n case

the contract is covering only a part of the work covered in the administrative approval, the procedure indicated in

para /$ above will be followed.

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9 !hen an e#cess over the tolerance limit of 12 3 over *dministrative *pproval, which cannot be met by savingson other items, occurs or appears likely to occur on account of technical reasons, a report will be made at once to the

competent engineer authority who granted the technicalsanction for the work. +f there is still time to curtain the work or

modify it, the orders of the * will be taken. +f no modification is ordered, a revised estimate will be prepared and revised

administrative approval of the * obtained as per "ara /$ above.

0 +n the case of projects estimated to cost 5s./ lakh or more, when the amount of accepted contracts reduces the costof the project below the administratively approved amount by more than 1= 3, the approved amount for that project will be

reduced by the amount e#ceeding 1= 3 by the 7 8 !7 8 47 within whose powers of technical sanction the work falls.

The details of reduction will be sent to the D* and all others concerned. T1e !oun) of s!.(n- u' )o F 4of )1e or(-(n!*

A:A !oun)5 )1us re)!(ned +(** 8e used )o co.er .!r(!)(ons (n cos) for )ec1n(c!* re!sons

IV Reduc)(on of Sco'e of ! Pro&ec)

; !hen the scope of a work service is reduced for administrative or other reasons, the *dministrative *pproval neednot be revisedC but the approved amounts for the abandoned or reduced items of the service and the total approval amount

will be reduced accordingly by the concerned engineer authority within whose powers of technical sanction the work

falls. Details of such reductions of scope will be sent to the *, the D* and all others concerned.

V E/ecu)(on of Works

2 4!5 *fter acceptance of contract, the e#ecution of works and their supervision will be carried out by the

engineers-in-charge as per 97 5egulations read with 97 tanding 6rders. Deviations on and amendments of

contracts, if necessary, will be carried out as per 97 5egulations and tanding 6rders.

485 !hile constructing a building, new specifications or materials can be introduced if technical or aesthetic

reasons so justify, with the prior approval of the Fonal hief 7ngineer concerned, subject to the condition that thismust be within the e#isting tolerance limit as applicable and not e#ceeding = 3 of the original *dministrative

*pproval amount.

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bottlenecks and take suitable decisions to ensure timely and cost-effective completion of such works. The GsersBrepresentative, the Fonal hief 7ngineer and Defence &inance'8+* representative will be associated with such

project management authorities.

VII Procedure for S'ec(!* Pro&ec)s

(otwithstanding the provisions made above, in case of works projects re)uiring the acceptance of necessity and

administrative approval at the level of

9oD8, the special procedures outlined in "aras = to 2 below may be adopted if such works are of the following

categories %-

&a' trategic importance

&b' igh Tech omple#ity

&c' Grgent necessity

No)e3 uch works may be re)uiring close interaction with user, specialist design consultants and vendors of plant ande)uipments and transfer of technology.

Pre'!r!)or S)!-e

4!5 or initiating the demand for new works services for a special project, the Gser establishment8formation

will prepare a tatement of ase on the lines indicated in "ara $$ above.

485 The tatement of ase will be then e#amined by the ommand )rs 8 ervice )rs for setting up a?oard of 6fficers who will e#amine the detailed features of the works proposal with a view to%

&i' Defining clearly the scope, scales and specifications of the works proposed.

&ii' "rogramming the various implementation phases of the project and the time schedule for eachphase.

&iii' +ndicating the time and efforts re)uired for ac)uisition and development of land and for

environmental clearance, if any.

&iv' uggesting the e#tent of site preparation, enabling works and e#ternal services 8 utilities ofpreparatory nature re)uired.

&v' (ature of consultancy re)uired at any stage of the works project, vi@., preparation of feasibility

8 project reports, programming schedules of works, e#ternal services and utilities, structural 8

architectural drawings 8 designs, cost estimates, preparation of bills of )uantities and 8 or

tender packages, appraisal of tender documents, project 8 construction management, etc. for thewhole or for part&s' of the project.

&vi' Details of rough cost estimates.

&vii' "hasing of fund re)uirements.

4NOTE3 +t would be the primary responsibility of the Gser establishment and the ommand )rs8ervice )rs to completethis preparatory stage systematically and e#peditiously.'

7 S)e's u' )o $o,A1e!d S!nc)(on

4!5 *fter e#amination of the recommendations of the ?oard of 6fficers, the ommand Hrs will take thefollowing steps through the ervice Hrs%-

&i' "ropose inclusion of the works proposal in the *nnual !orks "rogramme, if not already done.

&ii' "ropose specific phasing and allocation of funds )o ensure !deGu!)e fund !.!(*!8(*() for )1e

en)(re dur!)(on of )1e 'ro&ec)

&iii' +nitiate preparation of Detailed "roject 5eport &D"5' for works projects of high value

re)uiring 9oD8abinet approval under departmental or outside consultancy arrangements.

&iv' *pproval of * will have to be obtained from the 9oD for appointment of onsultants for

any purpose related to the project, including preparation of the D"5, subject to the stipulations made in"ara $0 above based on 7stimates produced by 7ngineer *uthorities.

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485 I) (s re()er!)ed )1!) )1e C"A (n suc1 c!ses (s !*+!s %oD * proposal will be submitted after

acceptance of Detailed "roject 5eport&D"5' to the * for granting a ;4o-*head anction< amounting

to = per cent of the rough cost estimate for approving %

&i' The broad scope and features of the works proposed.

&ii' ite surveys and development of land and enabling works including preparatory

e#ternal services and utilities.

&iii' The engagement of outside consultancy, designing or estimating work, and the cost

thereof, subject to the stipulations made in para $0 above.

&iv' Delegation of special powers under "ara /E above to the Fonal hief 7ngineer 8 "roject hief

7ngineer.

&v' *ppointment of a "roject 9anagement *uthority for steering the project through all other

phases such as detailed planning and estimation, administrative approval, finali@ation of designs and

drawings, control action, e#ecution and monitoring of the physical and financial progress of the works.The composition of and powers which can be entrusted to such a "roject 9anagement *uthority is

illustrated in A''end(/ @$

4c5 6n receipt of the ;4o-*head< sanction the preparatory activities mentioned at sub-para &b' above will bestarted.

4NOTE3 +t will be the responsibility of the ervice Hrs to complete this stage up to ;4o-*head< sanction e#peditiously '.

6 S)e's u' )o Ad(n(s)r!)(.e A''ro.!*

4!5 *fter the ;4o-*head< sanction the engineer authorities will start preparation of basic designs and

*ppro#imate 7stimates. owever, in cases where a Detailed "roject 5eport has to be prepared as per"ara =J &a' &iii' above, the preparation of the *ppro#imate 7stimates may be undertaken on the basis of

the approved D"5.

485 The *7s for works which are to be completed in two years shall be so framed that it caters for escalation

for two years. owever, the contract shall not include any escalation c*!use e#cept statutory increases.

4c5 6n the basis of the *ppro#imate 7stimates, the Technical sanction for the works will be given by the

competent engineer authorities to enable taking of Tender *ction. +n case of works of high technical

comple#ity tendering for +tem 5ate ontracts may be resorted to.

4d5 &i' +n case of selective tendering, +1en !''ro.ed 8 )1e C"A the time to submit

tenders will be normally restricted to 0 weeks from the date of issue of tender notice.

&ii' The offer of 9obili@ation *dvance as indicated in "ara 0J above will be made to ensure

prompt mobili@ation of resources and commencement of works.

4e5 imultaneously with the issue of tenders, the 7ngineer *uthorities will submit the *ppro#imate7stimates to the *, for issue of *dministrative *pproval. The administrative approval will indicate

the detailed scope of the works sanctioned, the date by which the works will be completed and the

budgetary sources from which funds will be allotted. The administrative *pproval will also indicate thescope of consultancy re)uired for the implementation of the project.

S)e's u' )o Con)r!c) Ac)(on

4!5 6n receipt of tenders, the 7ngineers will evaluate the tenders and prepare a tender appraisal report

comprising%

&i' omparative evaluation of tendered rates.

&ii' inali@ed *ppro#imate 7stimates based on approved scope of work, technical sanction and

lowest acceptable tender.

485 The competent engineer authority will ensure completion of detailed designs and drawings as well as

costed schedules and, if considered necessary, issue revised technical sanction without delay after receiptof *dministrative *pproval.

4c5 6n receipt of *dministrative *pproval and technical sanction, the contract will be concluded

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4NOTE5 +t will be the responsibility of the ompetent 7ngineer *uthority &7*' to ensure that necessary documents arehanded over to the contractor and the latter starts the works on the site within a pre-determined time stipulated in the

contract.

0 E/ecu)(on !nd %on()or(n- of Works

4!5 !ith a view to completing the works strictly as per approved scope of works and time-schedule, the

"roject 9anagement 4roup will be institutionali@ed by the competent *dministrative *uthority who, in turn, willregularly monitor the progress of the works, help the engineers in mobili@ing physical and financial resources andremoving procedural bottlenecks. The review by the "roject 9anagement 4roup will be carried out periodically

every si# months. Suc1 P%$s +(** (n.!r(!8* 8e cons)()u)ed for Pro&ec)s cos)(n- Rs; Crore !nd !8o.e

485 Gser establishment will nominate a representative to the "roject 9anagement 4roup to coordinate the

functional re)uirements of the users with the 7ngineers.

4c5 The Fonal hief 7ngineer 8 "roject hief 7ngineer concerned may approve deviations 8 amendments tothe ontracts up to 123 of the ontracted *mount &*'. Deviation beyond this limit but up to $2 3 of * value

will be referred to the "roject 9anagement *uthority, so long as overall cost remains within 12 3 of

*dministrative *pproval amount.

4d5 During the e#ecution of the works, as far as possible, any demand for change in scope of work or

retrofitting of designs and 8 or specifications will be discouraged as it leads to interference with works programmesand delay in completion of the projects. owever, if considered necessary, the "roject 9anagement 4roup mayengage 7ngineers8*rchitects and other specialists to review any part of the works project including designs in

order to e#pedite8improve the implementation and 8 or )uality of the works in progress or to detail other technical

re)uirements of the total project of which the works may be a part, subject to the condition that the cost of such

consultancy and resultant additional works do not lead to e#ceed the tolerance limit.

NOTE3 The "roject 9anagement 4roup will obtain regular reports from the hief 7ngineer on the physical and financialaspects of the constructions in progress and report the same to the * at regular intervals and also ensure that revised

administrative approval of the * is taken for e#penditure beyond tolerance limit well in time.'

VIII CO%PLETION REPORTS

; 4!5 6n completion of a work, completion reports will be rendered in accordance with the following

procedure in the form set out in A''end(/ @=

485 "art A*B of the form will be completed as soon as the project is physically completed, and will beforwarded through engineer channels to the 7ngineer *dviser of the *. *fter being noted, they will be returned

direct to the 7 concerned for completion of "art A?B and resubmission of the form in accordance with the e#isting

procedure in para /J 97 5egulations.

4c5 or the purpose of rendition of "art A*B of the completion report, each administrative approval, whether it

relates to a phase of a project or to an item of supplementary work, will be treated separately. These reports will bereplaced by a consolidated completion report A*B at the final stage.

4d5 owever, the various phases and the supplementary works, if any, will be treated as one project for

purpose of savings and e#cesses.

4e5 6nce "art A*B of the final completion report has been completed, the work will be regarded as completed

for all purposes of the 97 5egulations although the accounts may not have been settled. (o further

supplementary estimates may be accepted.

4f5 The financial closure of the project i.e., part A?B will be rendered as soon as possible but not later than 1$

months from the date of physical completion of the project.

I I%PREST AND ASSI$N%ENTS

2 4!5 The procedures for making payments to contractors, labour, etc. are prescribed in the 97 5egulations.

ash assignments will be placed by sD* at the disposal of s!7, 47s and the *47 &if an *778*7'. +n the caseof each !7 or 47 the amount of the assignment will be fi#ed by the hief 7ngineer in consultation with the

D*. !ithin the amount so fi#ed the assignment will be recouped on application to the D* as need arises.

4enerally each !7, 47 and *47 &if an *778*7' will be placed in account with one Treasury or authori@edbankC but, where necessary, the assignment may be apportioned between two or more treasuries or authori@ed

banks.

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485 owever, to enable petty payments being made, s!7, 47s and *77s8*7s holding cash assignmentsmay be also allowed an imprest up to a limit of 5s.12,222. +n case of works carried out in remote locations or

under "ara == above, this limit of imprest amount to be provided with a !7847 may be further enhanced. The

imprest will be authorised in consultation with the sD* concerned by s!7 in the case of 47s and *77s8*7s

and by 7s in respect of s!7. The amount of imprest will be drawn from cash assignment and accounted for

initially under the uspense ead ;Departmental *ccount 9ilitary ash ?alance< which should be cleared at the

end of the financial year, the balance being deposited into the Treasury or authori@ed bank as the case may be. Theamounts drawn from the imprest for payment will, however, be recouped as and when necessary and charged to

the ervice ead till the end of the financial year.

4c5 6utstation Munior 7ngineer ?85 or 789 will be allowed imprest by s!7847s8*47s &if *77s8*7s'

within the limits specified in para =/J of the 97 5egulations up to a limit of 5s.1=228-. These imprests will be

advanced and recouped by s!7847s8*47s &if an *778*7', as the case may be.

DE%OLITION O" BHILDIN$S

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4d5 Re,!''ro'r(!)(on included in an administrative approval will not be approved separately on +*!1E/1. The particulars including e#penditure will, however, be recorded in the 5egister of ?uildings.

II WOR#S ENTRHSTED TO OT=ER A$ENCIES

The procedures for various works services outlined above are designed principally for use in 97. ?ut it is

intended that they should apply up to the *dministrative *pproval stage also to works carried out on behalf of the

9inistry of Defence by outside agencies like tate 4overnments, entral "!D, " I T, 5ailways, tate "!D, "ortTrust and such other Departments as may be notified from time to time. +n the case of works projects costing 5s.=lakh and above, however, detailed plans and specifications will be shown to the Gsers and a view to ensuring

compliance with the scales and specifications as approved by 9inistry of Defence, before technical sanction is

accorded.

III $ener!*

The 97 formations may resort to direct purchase of stationery and office e)uipments for all engineer activitiessuch as 're,!d(n(s)r!)(.e>approval planning, post administrative approval planning and maintenance services.

The office e)uipment includes typewriters, intercom e)uipments, calculators, electronic stencil cutters,

Dictaphones, tape recorders, photocopiers, copying machines, franking machines, addressographs, filing and

inde#ing systems and computers including peripherals8software. The list of items to be procured out of

contingency establishment shall be updated 8 revised by 7-in-Bs ?ranch periodically. 7#penditure incurred on

initial purchase will be charged to project contingencies &up to /3 present'. 5epair and maintenance e#penseswill be chargeable to repairs to T I "-ub head 7-9inor ead 111-!orks. (o reference to D95 I is necessary

for purchase of the items mentioned above and chargeable to project contingencies. The powers of 97 officers

for procurement of this item will be as laid down in item 0 I = of Table A?B of 97 5egulations.

Appendix A(Para 14)

BHD$ETAR SSTE% "OR DE"ENCE WOR#S

*ll works e#penditure for Defence ervices will be budgeted and accounted for as under%-

; Works E/'end()ure under Re.enue =e!d

4!5 7#penditure on 5evenue !orks, 9inor !orks, 6rdinary and pecial 5epairs, 9aintenance of buildings,roads, railways, communication etc., 9aintenance and 6peration and installations 8 workshops including

payment of tariff, 4eneral harges like rents for buildings and lands, rates and ta#es, Tools, plant I

machinery, tores for works and maintenance, tores for "arks I Divisional tocks and their

maintenance, 97 *dvances as well as !ages and alaries of 97 establishment assigned to suchservices are budgeted and accounted for under 5evenue ead. The relevant ?udgetary eads for such

5evenue e#penditure for works and maintenance in respect of the various services 8 organi@ations are

indicated below % -

Re.enue =e!ds

4(5 *rmy-9ajor ead $2J-9inor ead 111

4((5 (avy-9ajor ead $2JJ-9inor ead 111

4(((5 *ir orce-9inor ead $2JE-9inor ead 111

4(.5 6rdnance actories- 9ajor ead $2J-9inor ead 1114.5 9ilitary arms-9ajor ead $2J-9inor ead- 9isc.4.(5 5 I D 6rganisation-9ajor ead $2J-9inor ead 12E&+'4.((5 +nspection 6rganisation-9ajor ead $2J-9inor ead 12&'

4.(((5 5ashtriya 5ifles-9ajor ead $2J-9inor ead 11$ &4'

4(/5 (ational adet orps-9ajor ead $2J-9inor ead 11/ &7'

485 Details of sub-head wise budgetary classification and account code (os. are e#plained in Defence

ervices 7stimates and 97 5egulations. The details of the procedure for budgeting and booking e#penditure onvarious items of 5evenue works and maintenance services are e#plained in ection 1/ of the 97 5egulations.

4c5 5evenue !orks and 9inor !orks chargeable to 5evenue ead have been defined in "ara = of this D!".

imilarly 6rdinary 5epairs and pecial 5epairs have been defined in "aras E-12 ibid. *lthough treated as 6riginal

!orks, pecial 5epairs are budgeted and accounted for under 5evenue head.

4d5 +n case of 5evenue !orks the ceiling on total value of sanctions to be accorded in each financial year is

to be restricted to 1.= times the budget provided for in that year, while in case of pecial 5epairs such ceiling is to

be restricted to / times the budget provided for.

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4e5 Works (n Pro-ress , alling in this category are revenue works which were commenced &including

those in respect of which liabilities were incurred' during the previous year&s' and 8 or the accounts of which are

not finally closed. *fter the provisions for such works made in the annual budget have been accepted, funds for

such works will be placed in lump sum at the disposal of ommands on the basis of demands made by them and

other known factors. *llotment of funds for individual works will be made by ommands in the normal manner.

*ny funds not re)uired will be surrendered to ervice Hrs through first and subse)uent changes-in-grants. +f forany reason, funds placed at the disposal of a ommand are found inade)uate, application supported by full details

should be made to the ervice Hrs concerned for additional funds in the various changes-in-grants.

4f5 Ne+ Re.enue Works , or new 5evenue !orks sanctioned in a particular year, provisions will be

made in the budget on lump sum basis without the list of such works being prepared. *fter the demands for grants

are approved, the accepted provisions for new works under 5evenue ead will be placed at the disposal ofommands for subse)uent allotment for individual works. *ny surplus or shortfall in allotment of funds for

such new works during the year will be adjusted in the same manner as e#plained in sub-para &e' above.

4-5 %(nor Works , *ll revenue works costing less than 5s.1 lakh both new and those in progress on /1 st

9arch fall in this category. >ump sum provision will be placed at the disposal of ommands for such works. +t

will be incumbent on ommands to restrict e#penditure on minor works to the funds placed at their disposal,irrespective of the number of such works sanctioned.

&h' *fter the annual Demands for 4rant are accepted, the funds for carrying out other maintenance services,

etc. as classified under 9inor ead-!orks of 9ajor ead 5evenue of the respective ervices8 6rgani@ations willbe placed by the ervice Hrs at the disposal of ommands after assessment of their respective demands and

e#penditure trends. +t is not permissible to e#ceed the amount under each category placed at the disposal of theommand. *ny surplus or shortfall in allotment of funds for these items of services during the year will be

adjusted in the same manner as e#plained in sub-para&e' above.

2 Works E/'end()ure under C!'()!* =e!d

4!5 The budgetary classifications for 9ajor apital !orks and >ow ?udget apital !orks, as defined in"ara = of this D!", for each ervice 8 6rgani@ation are indicated below %

%AJOR =EAD 907 CAPITAL OHTLA

&i' 9inor ead 21 - *rmy

ub ead 2=2 >andub ead 12= 9ilitary arms

ub ead 11$ 5ashtriya 5ifles

ub ead 11/ (ational adet orps

ub ead $2$ *rmy onstruction !orks

&ii' 9inor ead 2$ - (avy

ub ead 2=2 - >andub ead $2$ - onstruction !orks

ub ead $2= - (aval Dockyards 8 "rojects

&ee Defence ervices 7stimates for further

ub-division of ub ead $2='

&iii' 9inor ead 2/ *ir orce

Su8 =e!d 00 , L!nd

ub ead $2$ - onstruction !orks

ub ead $2 - pecial "rojects

&iv' 9inor ead 20 - 6rdnance actories

ub ead 111 - !orks

&v' 9inor ead 2= - 5 I D 6rgani@ation

ub ead 111 - !orks

&vi' 9inor ead 2 - +nspection 6rgani@ation

ub ead 111 - !orks

4NOTE3 Details of budgetary classification and account code nos. are indicated in *ppendi# AB to 97

5egulations'

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485 C!rr o.er Works , alling in this category are capital works which were commenced &including those

in respect of which liabilities were incurred' during the previous year&s' and the accounts of which are not finally

closed. *s stated in para 1= of this D!". arry 6ver !orks will have higher priority than (ew !orks while

preparing budgetary estimates and allotting funds for apital !orks in any financial year. *fter careful assessment

of the liabilities already committed and likely to occur for such arry 6ver !orks in each ommand, funds for the

same will be placed lump sum at the disposal of ommands8ervice Hrs after approval of the Demands for4rants. *llotment of funds for individual works will be made by ommands in the normal manner.

4c5 Ne+ Works , "rovisions will be made in the annual budget for such new capital works as are included

in the yearBs *nnual !orks "rogramme. *fter the demands for grants are approved, the accepted provisions for

new 9ajor apital !orks will be indicated project8work-wise and placed at the disposal of ommands8ervice

Hrs for subse)uent allotment as and when the individual works are sanctioned. upplementary work to a mainproject sanctioned 8 released during the previous year&s' will be treated as new major work for the purpose of

allotment of funds. unds for new >ow-?udgeted !orks will be provided through bulk allotment of funds for the

purpose to ommands.

4d5 *ny surplus or deficit in allotment of funds for arry 6ver 8 (ew !orks will be adjusted in the manner

e#plained in "ara 1&e' above.

4e5 Works no) (nc*uded (n )1e e!rs Pro-r!e , *part from the circumstances e#plained in "aras /0

to / of this D!", necessity may arise for the e#ecution of unforeseen emergency works for which no provision

has been specifically made in the ?udget. To meet the e#penditure on such works, a reserve of funds will beplaced at the disposal of the ervice Hrs who may, if necessary, sub-allot it to commands.

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&ii' *ll Transfer of unds made by hief 7ngineers and s!7 are reported to ervice H

concerned before 1st9arch at the latest. (o Transfer of unds will be permissible after this date.

4c5 No o)1er )r!nsfer:re,!''ro'r(!)(on +(** 8e !**o+ed

$ener!* +t is of great importance that e#penditure is spread evenly over the periods during which works ispossible and every effort must be made to avoid a rush of e#penditure at the end of the year.

AcGu(s()(on of L!nd

4!5 unds on this account will be provided for respective service H under major ead 02J - apital

outlay on Defence ervices, ub 9ajor ead A21B *rmy, 9inor ead 2=2 >and, ub 9ajor ead 2$ (avy, 9inor ead 2=2 >and and ub 9ajor ead 2/ *ir orce, 9inor ead 2=2 >and.

485 ?udgeting and accounting of funds under this ead will be done by D4D7 as per instructions of the

concerned ervice H.

A''end(/ @B&"ara $$'

Rou-1 Cos) Es)(!)e

STATION

NA%E O" PROJECT

SNo I)e of Work B!s(s of

C!*cu*!)(on

Cos) 4Rs5 Re!rks

4!5 485 4c5 4d5 4e5

; &a'ost of land

&b' urveys and oil +nvestigation

&c' ite clearance and development

including demolition

?asis will be "linth *rea

5ate approved by 96D

plus *dd for market

variation and difference incost of stores.2 &a' ?uilding &including internal

services like water and electric

supply etc.'

&b' *ir-conditioning I

5efrigeration

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22

7#ternal ervices &rough cost of

roads, water and electrical supply,

sewage disposal and area drainage'

!) 2F of ()e

24!5

*rboriculture, if any

7 onsultancy, if any

6 ontingencies &/ 3 on items 1 to

'

:7stablishment &limited to $3 on

items 1 to '

;0 *dd for works involving other

agencies.

To)!*

:

NOTE3

or *7s for 9oD 7stablishment works, establishment cost will not be included, however for deposit works it willbe included.

Appendix C4"ara $$'

"or!) "or En-(neer A''rec(!)(on

1 ?oard categories of works proposed-9arried and 8 or 6T9 accommodation, workshop8storage facilities, roads,

runways, utilities or any other construction facility.

$. Details of each category of works including si@e and nature of accommodation and scales and specificationsproposed.

/. Type of constructions proposed-permanent 8 temporary, authori@ed 8 special.

0. ?rief details of preparatory works or services re)uired-site surveys and development, roads and communications,

e#ternal services etc. and the rough cost thereof.

=. Time re)uired for preparatory works before commencement of the main works.

. +n case of married accommodation, ---

&i' total number to be provided for - &rank-wise separately for

single and married'

&ii' number to be accommodated byadditions and alterations with

purpose for which originally

constructed --- -do-

&iii' number to be accommodated in new

construction or in tent plinths or acombination of both &each indicated

separately' with brief description i.e.,

permanent semi-permanent, prefabricated

or temporary --- -do-

J. 4!5 Type of construction for which *8*s areto be done

485 ?rief description of original accommodationN

"ermanent, semi - permanent or temporary.

4c5 *ppro#imate area of buildings involved

4d5 ?rief description of * 8* involved.

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23

6 *re any special items of works involved including those which depart from approved scales of accommodationL +fso, reasons for deviation, appro#imate )uantities such as s)uare footage of floors and costs separately.

*ny new or special technical facility works or accommodation beyond approved or known scales8specifications

re)uired for which detailed study and cost-estimation has to be madeL +f so, details thereof.

;0 *ppro#imate storage, garage, etc. area to be provided &with brief description'.

;; *ppro#imate workshop area to be provided &with brief description'.

;2 *re any repairs re)uiredL +f so, brief description of buildings to be repaired and nature of repairs re)uired.

;akh'

To be e#ercised !ithout +*Bs

oncurrence

To be e#ercised with +*Bs

concurrence

5emarks

ompetent

inancial

*uthority

*uthorised !orks pecial !orks *uthorised

!orks

pecial

!orks

&1' &$' &/' &0' &=' &'

4;54ovt. of

+ndia

ull ull ull ull

425 6*s 8 (8 *

1$2.22 $2.22 1=22.22 J=.22

4

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24

45dr of an

*rea

+ndependent

ub-*rea 46

of a Div 8

+ndep.?de4p8lag 6ffr

omd *rea

ortress dr

*ndaman and

(icobar +sland

$$.22 2.J= $22.22 E.22

45 dr of a

ub-*rea8

OOOOO

1=.22 2.= 122.22 $.22

475 tn dr of

the rank of ol

I above.

=.22 2.= - -

465 tn dr

below the rank

of olO

=.22 2.= - -

45 H94 - - =2.22 $.22 +n r8o *rmy H

offices.

5esponsibility

placed on *dm I

oord vide 9oD

letter (o.*8$1/08*68oo

rd dt $0 9ar 2.

B Po+ers for Deo*()(on of Bu(*d(n-

COAS - - =2 >akh -

$OC,(n,C - - $= >akh -

NOTE 3

1. "owers delegated to 46-in- will be also e#ercised by 46-in- *5T5* for Hs 8 7sts of *5T5*, himla.

$. The financial powers vested in officers can also be e#ercised by their locum tenens which the incumbents are on

leave.

/. +n determining the * in a case where the project includes both authori@ed and special items of work the criterion

shall not be the financial powers for the authori@ed items of work alone. +n such a case, therefore, if the estimated cost of the

total of the special items of work e#ceeds the financial powers of the * for those items the administrative approval shall

be issued by the * under whose powers the special items of work fall.

0. The financial powers delegated to tation ommanders will be e#ercised by all tation ommanders irrespective

of whether they are appointed under 5ule $2 &a' or 5ule $2 &b' of the 5egulations for the *rmy.

=. There will be no separate stage of release after the issue of administrative approval. * will make initialallotment of funds to enable 97 to commence planning 8 e#ecution of works.

. The !orks e#ecuted under "ara

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25

A''end(/ @E

&"ara $'

APPROI%ATE ESTI%ATE

"*5T + % *bstract of ostT*T+6(

(*97 6 "56M7T

?5+7 "*5T+G>*5 6 !65P T6 ?7 D6(7OOO..

Sr* No I)es of Work Cos) Re!rks

1. ost of >and

$. &a' urveys and oil +nvestigation

&b' ite learance and development/. &a' ?uildings &including internal water

supply and electrical work'

&b' +nternal anitation

&c' *ir-conditioning I 5efrigeration

0. urniture

=. pecial items of work &to be detailed in "art ++'

. 7#ternal ervices

&a' 5oads

&i' +nternal

&ii' *ccess

&b' !ater upply&c' 7lectric upply

&d' ewage disposal

&e' *rea Drainage

J. *rboriculture, if any

E. onsultancy, if any

. ontingencies &/3 on items 1 to J above'12. 7stablishment harges

&limited to $3 on items 1 to J above'11. 5ailway !orks --------------------

4rand Total

QQQQQQQQQQQQ

a' Time re)uired for physical completion of

works under normal circumstances from date

of administrative approval

b' Time re)uired for physical completion of works

if carried out as per "ara == of D!"

(.?. - The items of work in this "roject. The items may be varied as necessary for other projects.

PART II

9emorandum e#plaining ?asis of ost of +tems in the *bstract of ost

&"art - +'.

NB 4!5 +nstructions for preparing this 9emorandum will be issued by 7ngineer-in-hief.

485 +n part + of the appro#imate estimate a note will be given against the provision for each item of workindicating the percentage added in part ++ for variation of rates.

NOTE3 or *7s for 9oD 7stablishment works, establishment cost will not be included, however, for deposit works it will

be included.

Appendix FP!r!

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26

*pproval of case by omd. I convening of ?66 /-=

?oard "roceedings

crutiny of ?"s I *cceptance of (ecessity /

"reparation of *7s

crutiny of *7s by 7-in- ?ranch

"rocessing of ?"s I *7s by ervice H $

crutiny of *7s I *dministrative *pproval by ervice H

5eceipt of *dministrative *pproval $

0-0E !eeks

A''end(/ @$

&"ara /$'

APPROI%ATE ESTI%ATE

"*5T 1 % *bstract of ost

T*T+6((*97 6 "56M7T

?5+7 "*5T+G>*5 6 !65P T6 ?7 D6(7OO..

Sr* No I)es of Work Or(-(n!* Re.(sed Re!rks

Cos) Cos)

MMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMM

1 ost of >and

$. &a' urveys and oil +nvestigation&b' ite learance and development

/. &a' ?uildings &including internal water

supply and electrical work'

&b' +nternal anitation&c' *ir-conditioning I 5efrigeration

0. urniture

=. pecial items of work

&to be detailed in "art ++'

. 7#ternal ervices

&a' 5oads&i' +nternal

&ii' *ccess

&b' !ater upply

&c' 7lectric upply&d' ewage disposal&e' *rea Drainage

J. *rboriculture, if any

E. onsultancy if any

. ontingencies &/3 on items 1 to J above'

12. 7stablishment harges

&limited to $3 on items 1 to J above'11. 5ailway !orks ---------------------

4rand Total -

QQQQQQQQQQQQ

&a' Time re)uired or physical completion of

!orks under normal circumstances from

Date of administrative approval.

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27

&b' Time re)uired for physical completion of works if carried out as per "ara == of D!".

NB , The items of work in this format are appropriate for a building project. The items may be varied as

necessary for other projects.

A''end(/ @=

&"ara =J&b' &v'

CO%POSITION O" PROJECT %ANA$E%ENT CO%%ITTEE AND TER%S O" RE"ERENCE

CO%POSITION

&i' enior 7ngineer 6fficer D4!8*D4 hairman

&To be nominated by 7-in-'

&ii' 5ep. 6f Gsers 8 ervice )rs. 9ember

&iii' 5ep. 6f Def &inance' 8 +* 9ember

Or

5ep. 6f Def &inance 8 !orks' R

&in case of works projects' R 9ember approved by 4overnment' R

&iv' Fonal 8 "roject hief 7ngineer 9ember

&v' "roject 6fficer *7 &"lg' of

Fonal 7

TER%S O" RE"ERENCE

1. To steer, monitor and review the physical and financial progress of the project unit its completion.

$. To take suitable management decisions for helping the engineers to e#pedite initiation and completion of various

works programme schedules, vi@.

&a' To approve mobili@ation advance up to 123 wherever considered necessary.

&b' To approve recommendations of Fonal 8 "roject hief 7ngineer for issue of deviations 8 amendments to

the ontract beyond 123 and up to the limit stipulated in the ontract *greement including change in

specifications, material and technology, but subject to the condition that the ceiling of sanctioned cost of

the project including tolerance is not e#ceeded

&c' To review and issue directions on e#tension of time granted to ontractors as per recommendations ofthe Fonal 8 "roject hief 7ngineer for a period of over and above three months.

&d' To engage 7ngineer 8 *rchitects and other specialists to review any part of the works project including

designs for the purposes indicated in "ara 2 &d' of the D!".

Appendix I&"ara 1'

CO%PLETION REPORT "OR ORI$INAL WOR#S

ead of *ccount OOOOOOOOOOOOOOO

(ame of *rea OOOOOOOOOOOOOOOO

Division OOOOOOOOOOOOOOOOOO

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28

P!r) A

1. (ame of !orkOOOOOOOOOOOOOOOOOOO..

$. *uthority according administrative approval and amountOOO

/. Total amount of Technical anctionOOOOOOOOOOO

0. Date physically completedOOOOOOOOOOOOOO..

=. 5ecorded e#penditure up to &0'OOOOOOOOOOOOO

. 7stimated amount of liabilities outstanding on &0'OOOOO.

J. ertified that the necessary entires have been made in the 5egister of ?uildings8plant 5ecord ?ook &in the case to

furniture, certified that the articles have been brought on ledger'.

tation OOOOOOOOOOOOOOOOOOOOOOOOOOO

(oOOOOOOOOO DateOOOOOOOOO *47

orwarded to !7 through G. *. 47

orwarded to 7 !7orwarded to 7-in- 7

(oted and returned to 47 7-in-

7

!7

P!r) B

E. ompletion cost 5sOOOOOOOOOOOOOOOOOOOO

. "ercentage of e#cess over administrative approvalOOOOOOOO12. *uthority passing the e#cessOOOOOOOOOOOOOOOO.

11. ertified that the following have been completed in respect of this project% -

&a' 5ecord Drawings of buildings.

&b' "eriodical ervices 9easurements.

&c' *lteration of antt. "lan where necessary.&d' ompletion cost recorded in the register of ?uildings.

tationOOOOOOOO DateOOOOO *47

(oOOOOOOOOO. DateOOOOO 47

DateOOOOO G*

DateOOOOO !7A''end(/ @J

&"ara /'

POWER "OR DE%OLITION O" BHILDIN$S

Au)1or() Po+er 4Rs In L!k15

&i' 4overnment of +ndia ull "owers

&ii' 6*8(8* =2.22

&iii' 46-in-86-in- $=.22

6 outh &+ndep'8*6-in-

&iv' orps ommander =.22

&v' omdr of an *rea8+ndep ub *rea 1.=2+ndep ?de 4p87)uivalent (avy8

*ir orce omdr

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29

&vi' omdr of a ub area8?de 4p8*ir orcetn omdrs of the rank of *ir ommodore 22./2

&vii' tation ommander of and above the rank 22.12

of >t ol8(6+s of and above the rank of

ommander8enior most among ommanding

6fficers of shore establishments in stations6ther than 9umbai. Kishakhapatnam I ochin

olding the rank of ommander I above,

hief ydrographer while holding the rank of

ommander and above86s tation of the rank

6f 4roup aptain8ommandants of *ir orce

*cademies8ollege, 6s 7ds and ?5Ds and+ndependent Gs of the rank of 4roup aptain.

&viii' tation ommanders below the rank of >t ol8 22.2=

(6+s below the rank of ommander8enior most

*mong ommanding 6fficers of hore 7stablish-

9ent in tations other than 9umbai. Kishakhapatnam

and ochin86s tation below the rank of 4p

aptain, ommandants of *ir orce *cademies8

olleges 6s 7ds and ?5Ds and independent Gs

?elow the rank of 4p aptain.

NOTE3- &a' Demolition of buildings may be sanctioned as part of work project by the ompetent inancial*uthority to sanction the work.

&b' The demolition or sale of any building etc for demolition will be approved by the authorities

cited at &ii' to &vii' above +()1 financial concurrence.

&c' or items at &vii' and &viii' at 9umbai Kishakhapatnam and ochin the powers on (avy side

will be e#ercised by the 6-in-86 *rea.

&d' The financial powers delegated in tation ommander vide &vii' &viii' above will be e#ercised

by all tation ommanders irrespective of whether they are appointed under 5ule $2 &b' or under 5ule

$2 &b' of the regulations of the *rmy.