Introduction

I
Inspection of Works at various projects by senior officers have revealed
that contract provisions and instructions issued by thIS HQ in regard to correct
maintenance of site documents for achieving improvement in quality and
speed of execution of works have still not been properly understood
and
implemented by the supervisory staff from the Garrison Engineer down to
Superintendent
Gde I.
2
This Technical Instruction is intended to bring out the relevant contract
provisions and the gist of previous instructions, suitably modified where
required,with
regard to correct maintenance
of site documents for the
guidance and compliance of the executive staff.
Contract Provisions
3
AttentiQn is drawn to the undermentioned
important provisions of the
MES General Conditions of Contracts (IAFW-2249)
bearing upon speed
and quality of work:

(a) Condition 4- Works to be carried out

The work is to be executed
& recognised principles.

in accordance

with good practice

(b) Condition lO-Stores & Materials

All stores & materials to be supplied by contractor shall be the
best of the respective kinds described in the specifications and
the contractor shall, upon the request of the Engineer-in-Charge,
furnish him with proof to his satisfaction that the stores and
materials so comply.
(c)

Condition II-Time, Delay & Extension

As soon as possible after the contract is let the GE and the contractor shall agree upon a Time and Progress Chart. The chart
shall be prepared in direct relation to the time stated in the contract
documents.
It shall indicate the forecast of dates for commencement and completion of the various trade processes or sections
of the work.

(d) Condition 43-Approval of Works by stages

All works embracing more than one process shall be subject
to examination and approval at each stage there of and the

contractor shall give due notice in writing to the Engineer-inCharge when each stage is ready.
of works
The works shall be executed in a workman-like manner and to
the satisfaction in all repects of the Engineer-in-Charge.

(d) Condition 44-Execution

The Engineer-in-Charge will communicate or confirm his

instructions to the contractor, in respect of execution of work,
in a Works Site Order Book maintained at his office and the
contractor shall visit the officedaily and shall confirm receipt of
such instructions by signing the relevant entries in'the book.
3
To properly implement the above provisions
documents have been revised:

the following site

(a) Time & Progress Chart

(b) Works Site Order, Book
(c) Works Passing Register.
In addition to above documents a separate register known as "Works
Diary" is to be maintained and is meant to be an authentic record incorporating all important events in the execution of work and administration
of the contract. Necessary provision is being made in the General
Condition of Contract to include 'Works Diary' as one of the documents
~o be maintained at site and signed by the contractor.
Time & Progress Chart
4
With regard to Time & Progress Char~ the following main defects
have been noticed:
(a) As stated in para 3(c), the chart is to show the dates of
commencement and completion of the various trade
processes or sections of the work. This chart is to be prepared
in agreement with the contractor and it is important that the
Engineer-in-Charge himself discusses this with the contractor's Engineer at the beginning of the job and the GE checks
it thoroughly before signing it. A week spent in detailed
planning at this stage will be certainly worthwhile.
(b)

At present all the buildings are included in one chart. To

show the proper trade-wise sequence covering important stages
of work on each item of Sch 'A' it is desirable to have separate
charts for th differen~ items of Sch 'A'.

The planning procurement & issue of Govt stores need not be

shown on the same chart. It is preferable to keep this as a
separate chart since this primarily concerns pre-planning by
Govt and not the contractor.
Keeping in view the compliance of the above requirements, Time
& Progress Charts may be prepared in several ways, depending

upon the type of work such as double storey blocks, multi storey
blocks, erection of large number of prefabricated structures and
so on. Each building, preferably each floor in the case of multi
storey building, shall be sub-divided into main stage of construction. The chart should indicate the period during which each
stage is to be completed. Incase of a project for the construction of a large number of quarters the whole work may have
been divided into several phases and the main stage of work
in each phase will then have to be indicated separately in the
chart. Against the planned progress the actual progress
achieved should be indicated in a different colour. This would
then give a clear picture of the progress for the entire project
at a glance.
Works Site Order Book
5
The Works Site Order Book shall be maintained as per form given
in Appendix 'K'.
The following points shall be observed:(a) Where printed books are not available it is desirable to procure
bound books with printed page numbers.
(b) All orders to contractors shall be serially numbered and dated
and shall be signed by an officer not below the rank of the Engineer-in-Charge.
(c) In addition to the columns for serial number and date of the
order, the order itself, remarks and signature of contractor,
there should be an additional column at the end in which the
Engineer-in-Charge shall indicate compliance of the orders
by the contractor. Where the order has not been honoured
by the contractor the Engineer-in-Charge should not only
indicate action taken by him, such as stopping of work when
necessary, but he should immediately refer the matter to
Garrison Engineer for further action.
Works Passing Register
6
The Works Passing Register shall be maintained as per form given
in Appendix 'L' and the following points shall be complied with:

(a) An index should be maintained on the 1st inner sheet of the

Register showing all itmes of the work to be done under the
contract (as per Schedule 'A') and showing page Nos on which
the details regarding the passing of important stages for these
items is recorded.
The stages included in this register should be detailed enough
taking into consideration each important stage which needs
approval before the next process in that trade can be started.
For example in case of pointing the stages would be:(i)
(ii)
(iu)
(iv)
(v)

Preparatory work including knotting

Priming coat
Stopping with putty
Under coat
Finishing coat

Similarly in case of floors, the stages would be earth or moorum

filling, layer of hard core, layer of sub-base and finally the
wearing coat.
(c) Important stages applicable to normal building construction are
suggested in Appendix 'M'. These are, however, not exhaustive and it should be clearly understood that the Engineer-inCharge and GE will have to exercise their initiative to amplify
or modifiy these stages depending upon the nature of each job.
As mentioned in paras 3 (d) & 3 (e) the passing of work at various
stages shall be done by an officer not below the rank of the
Engineer-in-Charge.
Works Diary

7.
The Works Diary shall be maintained in the from IAFW-2347 given
at appendix 'N'. The following points are stressed for compliance:
(a) The issue of these diaries should be centrally controlled by
G,E and all diaries serially numbered after checking the pages
inside. Where printed diaries are not available, GEs should
ensure that diaries correctly cyclostyled are compiled similar
to Appendix 'N'. *
.The form of Works Diary, IAFW-2347 is being revised. Appendix give
the revised form to be adopted. Pending receipt of the reprint, the available
printed copies may be suitably modified to conform to Appendix 'N' as
far as possible.

(b) GE and Engineer-in-Charge should ensure that not only part

'A' of the Works Diary is completed in the first instance but
that the other entries such as deviation orders, extension of the
time and the like are also entered. and kept upto date during
the currency of the contract.
(c) Sufficient details hav.e to be entered in Part 'B' of the diary so
that it serves as an authentic record. Particular care should
be taken to record the following :(i)

Approximate quantities of important materials brought

to site, including Govt Stores issued under Sch 'B'.

(iii) Details of Govt and Contractor's Tools and Plants

working at site (Note-Cage 4 of Part 'B') has been elaborated to record details ofT &P and transport. If no materials
are brought or no plant is working it should be so stated.
(iv) Brief mention of important items of work completed and
passed on that date.
(v) Visits of inspecting officers.
GEs and CsWE should inspect these Diaries during their visits.
Engineer-in-Charge should make it a point to produce the Diary to Inspecting
Officers and obtain their remarks with signatures.
8.
With regard to contract conditions mentioned in para 3 pertaining
to quality of stores and materials, a special condition is included in most
contracts for production by contractor of vouchers for proprietory articles.
It is important that contractor is asked to produce such vouchers for materials
of proprietory nature as also for materials for which doubt exists about
source and quality. This is to enable Engineer-in-Charge and GE to satisfy
themselves that the materials are not only of the correct quality and out of
recent stock but that the quantity purchased by the contractor is also adequate
to meet the requirements of the job. Payment should be allowed at RAR
stage for such materials only on production of proof with regard to their
quality.
Register of Test Results.
In order to record results of tests carried out as prescribed in the
contract documents or to comply with the instructions laid down by CEs/
CsWE, a Test Register shall be maintained at the works Site. A separate
register shall be maintained for each contract. A few pages should be se~

apart in that register for each of the following types of tests and an index given
in the beginning indicating the test and the page number allotted for it.
(a)

Cube test for quality concrete

(b)

Slump test for concrete

(c)

Bulking

(d) Impurities
(e)

of sand for concrete

work.

of sand (for concrete

Sieve analysis

and mortar)

of aggregates

*(f)

* (g)
particular

(*Any other

tests as prescribed)

It is also preferable that the mention of the test

day is indicated in the Works Diary also.

Accounting

carried out on a

of cement issued to contractor

10
A Register shall be maintained to check the godown balance of
cement issued to a contractor and stored in his godown at site. (Appendix 'A' to EinC AHQ letter No. 81410jEzA dated 16 Sep 64 refers).
Furhter detailed instructions about this register should be issued by the CEs
to ensure uniformity of procedure in all the Divisions in their Zones.

Sl No
& date

of order

Orders and instructions

(to be signed by the
officer giving the order
not below the rank of
Engineer-in-Charge

Remarks/signature
of contractor

Confirmation of
compliance of the
order and signature
of the officer (not
below the rank of
Enginer-in-Charge)
who has verified
the compliance.

WORKS

PASSING

REGISTER

(1st Page)
Name of Work
C.A. No...........
Job No

.
.

.
.

Name of Building/Work

(with ref to item ofSch 'A')

Important
stage of
item

S1 Nol

-1

Date passed Signature of Dated sig- Dated signaEngineer-in- nature of

ture and
in-Charge
G.E. On each remarks of
Charge
inspection C.W.E on each
inspection
6
4
5
3
I

by Engineer-

Name 'of Building

and
reference to items of Sch 'A'

Setting out works.

Approval to samples of materials required initially, such as fine

& coarse aggregate, bricks, stone for walling, lime, timber for
frames and the like.

Excavation for foundations before laying concrete.

Concrete in foundations.

Brick/stone work in foundations and plinth including filling of

approved earth in layers around foundations.

Damp proof course.

Approval to samples of workmanship, for items, such as, fair finish

to RCC work, keyed pointing, rough cast, RCC fins, chajjas, polygonal/Chandigarh pattern stone facing, tile facing, terracota/concrete
to jallies, other special items for architectural effect and any other
to be decided by CWE.

Approval to sample of remaining materials, such as, timber for

carpentry and joinery, flush doors, steel windows, hardcore, ironmongery fittings, water supply and plumbing items, electrical fittings,
ceiling boards and similar proprietory articles, stone for soling,
stone metal for WBM, stone chippings for premix carpet and any
other materials for which approval is required as per contract
conditions/ specificatio ns.
9

Filling under floors and consolidation upto plinth level.

10

Frames for doors and windows before fixing in position.

11

Brick/stone work in super-structure upto lintel level.

Sl No
12

IMPORTANT

STAGES FOR PASSING OF WORK

Lintels/beams above doors and windows. Formwork, reinforcement

and concrete to be approved seprately if cast-in-situ.

(a) Formwork

and centering.

(b) Steel reinforcement before

concreting.

(c) Reinforced concrete work on completion.

NOTE:

15

Modify as necessary in case of a double storey buildings,

ie include first RCC slab for first floor (formwork, reinforcement, and concrete) and then repeat items 10 to 14
. .
for first floor.

(a) Trusses before hoisting.

(b) Trusses after hoisting.

16

(a) Other

roof

members before fixing.

(b) Other roof members after fixing in position.

17

Roof covering.

18

Beam filling at eaves:

19

Eaves board and barge board.

20

Layout of wiring conduits, pipes, position of sanitary and electrical fittings, earthing, etc.

,21

Water supply, plumbing and electrical fittings before fixing in position.

22

Ceiling board including cover fillets.

23

Base course under floor to receive sub floor.

25

Wearing surface offioors (polishing of cement/terrazzo tiles/ terrazzo

cast-in-situ to be approved separately).

26

(a) Joinery and fittings (builder's hardware) after fixing in position.

(b) Approving and fixing steel windows where applicable.

27

Other internal fittings such as cupboards, shelving, etc.

28

(a) Preparation

of surface before plastering.

(b) ,Plastering.
29

(a) Preparation

of surface before pointing.

(b) Pointing.

(b) Priming coat and stopping.

31

Undercoat of paint including preparation of surface.

32

Finishing coat of paint including preparation of surface.

33

Internal plumbing and sanitary fittings including soil & vent pipes.

34

Testing of water supply system including tanks.

35

Testing of soil and vent pipes.

36

Drains, manholes, septic tanks.

37

Testing of drains and

39

Roadwork (formation, soling, water bound macadam dry rolled,

W.B.M. wet rolled and premix surfacing to be approved
separately). .

40

Site clearance.

manholes.

Appendix 'N' to TI No 23 of 1968

I.A.F.W. 2347

WORKS DIARY
FOR
MAJOR WORKS (Exceeding Rs. One Lakh)
AND
SPECIAL REPAIRS (Exceeding Rs. Five Lakhs)

1.
This Works Diary is not to be used as a Contractor's
Order Book,
but is meant only as an authentic record incorporating all important events
in the execution of a work and the administration
of the connected
contracts.
2.
Works Diaries will be maintained for all Major Works exceeding
Rs One Lakh and Special Repairs exceeding Rs. Five Lakhs in value.
Seperate Diary will be used for each contract.
3.
All entries in the Diary will be made by the Engineer~in-Charge.
Entries will be made legibly without overwriting.
All corrections will be
initialled with date.
4.
Pages are serially numbered.
Neither
removed nor any other pages inserted.

any of these pages

will be

5.
Where contracts are divided into items or groups of items with
separate periods of completion,
the information
against Serial Nos. 1I
to 16 of Part A will be givef!. separately for each item or group of items.
6.
Blank books are serially numbered and will be held in the personal
custody of the G.E. They will be issued by name to S.D. as.
Completed
Works Diaries will be forwarded to the GE for record along with completion
Report, Part A.
7.
Works

If an S.D.O. is transferred during the execution of a work,

Diary will be properly handed over to the relieving S .D.O.

the

8.
It is important
that the Works Diary is kept upto-date at all
times, G.Es. and Cs W.E. should examine the Diaries on their visits to
works.
Works Diaries will not be destroyed till expiry of 6 years after the
9.
date of completion of contract i.e., settlement of all disputes with contractors and payment of final bill.

Appendix 'N' contd.

No 1

2.

ContraCt Agreement No.

3.

Date of Acceptance

4.

Name and registered address of Contractor-

7.

Name and local address of Contractor/Contractor's

_
_

Suspension orders showing duration and authority. _

Extended date of completion with authority.

- _

Agent. __

Appendix 'N' contd.

No 2

W. Os./D. Os.
No
Date

Financial

,---

--

Effect

Cumulative Amoull
of Work Ordered

,
I

I
I
I

I
I

Appendix 'N' contd.

No 3

Part 'A' (contd).

18.

Record of M.E.S,Supervisory Staff (BjR, EjM & BjS) employed on

the work (changes to be recorded with dates).

Appendix 'N' contd.

No 4

Skilled
Category

Concretor
Bricklayer
Mason
Carpentar
Joiner

3.

I No
I

Materials

No

Category

No

No

Category

Paviour
Tiler
Painter
Polisher

Mate
Bhisty
Mazdur (man)
(woman)
"
(boy)

Glazier
plumber

-----

----

"

Important
(rejection,

Schedule

Category

UnskiIled

materials brought
on site
if any, to be stated)

'B' materials

with

I Contr~ctor's

materials

Materials

Quantity

Quantity
I

I
I

--'_.~._. __ .__ .'-""

approximate

Materials

quantities

Quantity

T&P hired under Schedule 'C'

_____________
T &P

~-r-____,_,-

Quantity

Remarks regarding
breakdown, maintenance etc.

Contractor's
T&P, equipment
& transport
Remarks regarding
Quantity
breakdown, maintenance etc.

1----

----

Road RoUer
Cone. Mixer
Tar Roller
Transport

Dated Signature

of Engineer-in-Charge

Dated Signature of Contractor

his authorised agent.

or