File No.

PHME-TECH0AEE/20/2018-DSE-SEPH-ATP

GOVERNMENT OF ANDHRA PRADESH

PUBLIC HEALTH AND MUNICIPAL ENGINEERING DEPARTMENT

From To
R. Sreenath Reddy, M.Tech., The Municipal Commissioner
Superintending Engineer
Public Health Circle
Ananthapuramu

Letter No. DB/D4/1000/Circulars/2015 Dated. -06-2018

Sir,
Sub:- Public Health Circle, Ananthapuramu – Municipalities – Improper submission of
working estimates for Technical Sanction, Tender for Tender Opinion, Work
Slip/ Deviation Statement and Experience Certificates for approval – Certain
instructions issued for proper submission – Regarding.

Ref: - This Office Letter No. DB/D4/1000/Circulars/2015, Dated. 25.02.2015 addressed

to the Municipal Commissioners with copied to the Engineer-in-Chief (P.H)
Hyderabad, Executive Engineers (P.H) and Municipal Engineers & Municipal
Assistant Engineers.
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The attention of the Municipal Commissioners is invited to the above subject, wherein
it is observed that the Estimates, Tender Opinions, Work Slip / Deviation Statements and
Experience Certificates are not submitting in proper full shape and without Technicality in
spite of repeated instruction / Clarifications / Guide lines issued from time to time. It is to
inform that during scrutiny it is time consuming and this Office is in embarrassing position for
according approvals within the time even for urgent nature of work under the various
Schemes. The Engineering staff in the Municipalities are not following the guide lines and
instruction issued by the Government and higher authorities from time to time, while
submission of the Estimates, Tenders, Work Slip / Deviation Statements and Experience
Certificates.
Hence, the following instructions / guide lines are once again reiterated in submission
of Estimates, Tender Opinion, Work Slip / Deviation Statements, for approval from this Office.

(1) Working Estimates

The working estimate should be in full shape with the following
 Copy of Administrative Sanction Orders / Council Resolution
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 Detailed Report & Specification Report should be accompanied to the estimate

 Detailed Estimate and Abstract Estimate should be made separately
 Description of each item of work should be detailed as per SSR Description and not in
slip short manner
 Lead Statement with approved quarries certified by the Municipal Engineer
 Data’s for all items covered under SSR and
 Lowest Quotation rate with 3 competitive quotations for non-SSR items and
recommended and attested by the Municipal Engineer in the comparative statement.
Further the following Technical Specifications should be submitted for the component
works as detailed below
Buildings:
 Approved layout plan of Director of Town & Country Planning
 Plan showing the location of the proposed building
 SBC report of the soil
 Structural Designs for wind and seismic load conditions
 Detailed drawings for each structural component with bar bending schedule
 Soft copy of Staad Analysis report
 Designs should be for minimum G+2 Floors or specific report of the Municipal
Engineer in cae of less that G+2 Floors
Drains:
 Hydraulic Designs of drains
 LS and discharge calculations of the proposed drain for arriving the cross-section of
the drain
 Invert Levels of existing and proposed drains
 Justification for vent size of the drain
 Stability of the side wall drain for earth pressure for major drains
 Design of comprehensive storm water drainage system of the Municipality
CC Roads:
 Plan of the road i.e., length showing existing and proposed roads
 Cross-sectional plan of the proposed CC Pavement
 Existing road crust details and justification for the proposed crust based on traffic
 CBR value of existing crust at the proposed road site
 Design of rigid pavement for arriving the crust thickness
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 Specifications should be as per MORTH / IRC revised from time to time, for
construction of CC road regarding providing longitudinal joints, expansion joints,
contraction joints, anchor and tie roads.
BT Roads:
 Plan of the road i.e., length showing existing and proposed roads
 Cross-sectional plan of the proposed BT road
 Existing road crust details
 Justification for the proposed crust based on traffic
 CBR value of existing crust at the proposed road site
 Specifications should be as per MORTH / IRC revised from time to time.

(2) Tender Opinion

 Tenders should be submitted both offline and online. The offline tenders submission
should be enclosed with all the necessary documents uploaded by the bidder and
downloaded by the Municipality
 The Technical Evaluation statement should be prepared based on the uploaded
documents by the bidder and downloaded from e-procurement only. Offline
submission documents by the bidder should not be considered and certificate stating
that “Technical Evaluation is prepared based on the down loaded certificates of the
bidders in e-procurement” should be noted in the Technical Evaluation statement by
the Municipal Engineer / Municipal Assistant Engineer
 Copy of uploaded Notice Inviting Tender in e-procurement should be enclosed
 Paper clipping of tender publication should be enclosed
 Price Bid should be opened only after getting proper approval of the Technical Bid
Evaluation from the competent Authority.
 Tenders should be placed before the Municipal Council for approval after getting
proper recommendations / approvals of the Price Bids from the competent Authority.
 The Trend of Tenders and specific recommendations of the Municipal Engineer /
Executive Engineers should be made on Technical Evaluation statements and Price
Bid Evaluation statements.
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(3) Work Slip / Deviation Statements

 The Work Slip / Deviation Statement should be in standard format

 Report Accompanying the Work Slip / Deviation Statement duly explaining the reasons
for deviations / additional items of the work, should be accompanied.
 The reason for deviation / additional item of work should be clearly explained in the
remarks column of the Work Slip / Deviation
 M. Books should be submitted along with Deviation Statement.
 Supplemental Data’s should be enclosed
 Prior Permission should be taken from the competent authority for any additional/
deviated item of works and not exceeding the Administrative Sanction and also powers
of the competent authority.
 Extension of Agreement Time (E.O.A.T) approval should be obtained from competent
authority in case of work executed after Agreement Time, duly following the guide lines
/ instructions issued from time to time in this regard.
 In respect of discount tenders the saving due to tender discount should not be utilized
for execution of additional works as per instructions issued vide G.O.Ms.No. 1, Dated.
25.02.2012 and circulated vide Engineer-in-Chief (P.H) Hyderabad Circular No.
21690/T4/2013, Dated. 06.08.2013.
 Instructions / Guide lines of the Government and higher Officers issued from time to
time should be strictly followed for execution of additional / deviated items of work. Any
deviation in this regard will be viewed seriously and the responsible Engineers will be
held personally responsible and liable for action as per CCA rules.

(4) Experience Certificates

 The Experience Certificate should be in standard format prescribed by

Commissionerate of Tenders
 The connected M. Books should be submitted.
 E.O.A.T approval should be clearly mentioned in the Experience Certificate in case of
work executed and completed after Agreement Time
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 The Financial Year of execution for physical quantities and Financial Expenditure
should be clearly mentioned with M.Book No’s and page No’s.
The Municipal Commissioners are requested to submit the working estimates,
Tenders, Work Slip / Deviation Statement and Experience Certificate through Executive-
Engineer (P.H) Concerned duly following protocol in respect of Municipalities where there is
Deputy Executive Engineer and lower cadres.
Further the Municipal Commissioners are requested to communicate the instructions
to all the Engineering staff duly taking acknowledgement.
Receipt of this Letter should be acknowledged
Yours faithfully

Superintending Engineer
Public Health Circle, Ananthapuramu

Copy submitted to the Commissioner and Director of Municipal Administration, Guntur for
favor of kind information and with a request to kindly address the Municipal Commissioners in
this regard

Copy submitted to the Engineer-in-Chief (P.H) Tadepalli, Guntur District for favor of kind
information and with a request to kindly address the Municipal Engineers in this regard

Copy submitted to the Regional Director and Appellate Commissioner, Municipal

Administration, Ananthapuramu for favor of kind information and with a request to kindly
address the Municipal Commissioners in this regard

Copy to Executive Engineer (P.H) Ananthapuramu, Kurnool and Kadapa for information and
necessary action

Copy to Municipal Engineer / Municipal Assistant Engineer, ------------------------------------

Municipality for information and necessary action. Further they are instructed to follow the
above guide lines and instructions without fail. Any laxity and deviations in this regard will be
viewed seriously and they will be held personally responsible and liable for disciplinary action
as per CCA rules

Signature Not Verified

Digitally signed by
REDDAMMA GARI
SREENATH REDDY
Date: 2018.06.12 23:50:03 IST
Reason: Approved