chapter 7

National Rural Roads Development Agency

CHAPTER 7SCRUTINY OF DETAILED PROJECT REPORTS

DPRs for Rural Roads are usually prepared by JE/AE level staff. Though Rural Roads are generally small low volumeroads, the technical inputs required may actually be quite high because of the need to cater to the sensitivities of the localcommunity directly affected by the road. As such, scrutiny of DPRs by senior officers is essential to ensure that the road isnot only technically well engineered, but also well integrated with community requirements. This requires intervention atExecutive Engineer and Superintending Engineer levels on key parameters based on local knowledge and long fieldexperience.

7.1 STEPS INVOLVED

The following steps are involved in the scrutiny of the DPRs :

1. Completion of Forms F1-F9 by PIUs and submission to the SE2. Completion of Forms F1-F9 by PIUs and submission to the SE3. Scrutiny of DPRs by STAs4. Preparation of Summary of Proposals by SRRDA.5. Submission of Proposals to NRRDA and test scrutiny of 15% cases by NRRDA.

7.2 PREPARATION OF DPRS SUMMARY BY PIUS

7.2.1 Once the DPRs have been prepared for each road work, the details have to be filled in Forms F1-F9. These Forms(except F-3& F-5) are enclosed in Annexure 7.1

The information in the Forms are as under:

F1 : Package-wise Summary Sheet.F2A : Road-wise Summary of Cost of Pavement./td>F2B : Road-wise Summary of Cost of CD Works.F3 : Typical cross-section of Road for New Construction.F4 : Details of Existing Roads Proposed for Upgradation.F4A : Association of Routes.F5 : Typical cross-sections of Road for Upgradation.F6 : Detailed Estimate for Pavement.F7 : Detailed Estimate for CD Works.F8 : Rate Analysis.F9-A : Summary of on-site verification of DPRs by Executive Engineer.F9-B : List of DPRs verified on ground.

7.2.2 The PIU shall enter the details of each DPR in the proposals on-line in the www.omms.nic.in websiteunder Proposals Mode giving road-wise details of the length, cost and habitations connected etc. Scrutinyof the proposals will not be done by the STAs, if the details are not available on the website.

7.2.3 The responsibility for proper preparation of the DPRs rests with the Executing Agency and in particular,the PIU. It is essential therefore that the DPRs be thoroughly checked at various levels.

7.3 SCRUTINY AT DPIU LEVEL

The Assistant Engineer (Deputy Executive Engineer)will check and certify at least 30% of the DPRs at site in

Chapter 7 http://pmgsy.nic.in/op7.htm

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respect of accuracy of data and ground realities as well as correctness of the design and estimation. Designcovers Geometric Design, Structural Design (Pavement Crust), CD Works and Protection Works. In this process,he has to identify the issues where deficiencies are found and get them corrected uniformly in all the proposals.

The Executive Engineer shall check and certify at least another 20% of the DPRs at site in order to make sure thatthe investigations are adequate and design and estimation is as per the requirements. If any deficiencies are found,he will point out the same and get the DPRs corrected accordingly.

The DPRs should be personally checked and signed by the Head of the DPIU and scrutinised by the SE(Also seepara 7.3.3).In case of CD Works with length exceeding 15 m, the SE will visit the site. DPRs which have beenchecked on site by SE shall be so certified.

The AE/EE shall record a certificate in form F9-B to the effect that they have checked the required percentage ofDPRs at site and are satisfied with the content and quality, before sending the DPR to the STA (s). The certificatewill be sent alongwith the DPRs.

7.3.1 The primary responsibility for the accuracy of the provisions in the DPR shall rest with the Executive Engineer. TheExecutive Engineer shall check at least 20% of the DPRs on site. He shall personally himself satisfy that:

the proposed road links form part of the Core Network and the priority criteria laid down by MORD from time totime.adequate road land is available.adequate road land is available.the Transect Walk has been conducted by Junior Engineer/Assistant Engineer and issues arising have beenresolved.leads of materials have been assessed correctly.rates of work items are reasonable.all designs have been done correctly.the overall cost of the project is reasonable; andsafety requirements have been incorporated.

7.3.2 The estimates for each work under the PMGSY shall be made in two parts, viz,

first part comprising of the estimate for the construction of the road, andthe second part comprising of the estimate of year-wise routine maintenance for 5 years with details of BOQ itemsto be included.

7.3.3 Scrutiny by SEs

The Superintending Engineers (SEs) are required to conduct a scrutiny of the proposals prepared by the PIUs, in regardto conformance to guidelines, design standards, specifications, safety requirements, cost etc. The SEs are expected toexamine the proposals personally, on a random basis and do a detailed check of at least 10 percent of the proposals.

Cross-drainage structures having a length of 15m or more should be inspected at site by the SEs or higher officers, whoshall confirm the need for the structures and approve the design.

7.4 SCRUTINY BY STAs

Ministry of Rural Development has identified in consultation with each State Government, reputed Technical Institutions toscrutinise the project proposals prepared by the State Governments, provide requisite technical support to the StateGovernments, and undertake Quality Control tests upon specific request. These are being referred to as the StateTechnical Agencies (STA). The coordination of jurisdiction of the STAs would be performed by the NRRDA, who may addto or delete from the list of institutions, as well as to entrust specific tasks from time to time. The Ministry of RuralDevelopment/ NRRDA may from time to time identify additional technically qualified agencies to provide these services tothe State Governments and to perform such other functions as may be necessary in the interest of the Scheme.

The PIU will forward the proposals alongwith the Detailed Project Reports to the State Technical Agencies for scrutiny ofthe design and estimates. The Proformae F-1 to F-9 will form part of the DPR. These will be forwarded at the level of theSuperintending Engineer or the supervising officer of the PIU along with road-wise checklist in the Proforma C ofAnnexure 7.2. A summary of the road works will be prepared in Proformae B (Annexure 7.2).

The DPRs are to be scrutinised by the State Technical Agency (STA) in the light of the PMGSY Guidelines, IRC


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Specifications as contained in the Rural Roads Manual IRC SP 20: 2002 the specification for Rural Roads and theapplicable Schedule of Rates based on the analysis of Rates for Rural Roads.

Before commencing with the scrutiny of DPRs the STA will check that certificate in Form 9-B has been recorded andinformed to tally with the certificates on the DPRs.The STA will then log into the OMMS with their password and check thatthe proposals for which the DPRs have been sent have been entered in the Proposals Module. Only such DPRs will bechecked whose data has been entered.

The STA will check all the DPRs for their correctness. If minor shortcomings are noticed, they will be brought to the noticeof Engineers of the Executing Agency to get them corrected on the spot. However, if major mistakes/ errors are noticed ina DPR, it will be returned with a signed endorsement giving the nature of the change required. Further investigations, ifrequired, will be suggested to the Executing Agencies in order to rectify deficiencies. Difference of opinion on any issueare to be sorted out among STA, PIU and Senior Engineers. Such discussions will be coordinated by the SQC. If aconsensus is not possible, the matter will be referred to NRRDA through the Chief Engineer for necessary clarification/decision.

The STAs may, while scrutinising the DPRs

Ensure that the proposals are for new connectivity as long as unconnected eligible habitations remain. Upgradationis to be considered only after all unconnected habitations 500/250 (as applicable) are connected in the District anda certificate is given by the PIU to this effect.

Check that the proposals are part of the Core Network.

Verify that Associated through Routes if taken are appropriate for upgradation/renewal as per PCI and age and allsubsidiary links as per CNCPL have been taken.

Check that Land Availability Certificate and Transect Walk proceedings are attached.

Check that the pavement design is as per the provisions in Rural Roads Manual (RRM) IRC SP: 20: 2002 for all thelayers. In particular, they will examine the data of the traffic and ensure that all cases of traffic exceeding 45 CVPDare adequately justified. They will also analyse the CBR values. In all cases where CBR is below 3, it shall beensured that soil stabilization measures are included. Link Roads to habitations with population below 1000 shouldbe designed as unsealed roads of appropriate design in view of the likelihood of traffic being below 15 CVPD.Where the target habitation is below population 500, the carriageway width may be kept as 3.0 m instead of 3.75m.

Check whether the soil tests have been carried out and traffic has been estimated properly.

Investigate economies in use of materials, including soil stabilization and use of alternative/ local material.

Check the geometric design parameters and make sure that they are as per RRM/Guidelines.

Ensure that a proper drainage plan has been worked out.

Verify that the method of flood and waterway computations is satisfactory and check the design of CD works forsuitability as per the guidelines and given site conditions.

Check whether the CD works require additional protection works based on the site conditions.

Check the items and estimation of BOQs and the cost as per Standard Rate Analysis and SSR.

Verify whether suitable and adequate provisions are made for PMGSY logo, signs, Km & Hm stones and guardstones as required.

Check that lump sum provision for each year of the 5 years of routine maintenance has been adequately providedin the BoQ, as per NRRDA guidelines.

Visit the site if so requested by the PIU for advice, or where it is felt that the design needs site inspection.

Point out the short-comings and offer suggestions for their rectification (major defects shall be intimated in writing).

At the end of the scrutiny, the STA will complete and countersign the checklist filled and signed by PIU Engineers in


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Proforma C and certify to the effect that the Design and Estimation are as per the data and SSR provided by the PIU andmay be cleared. The check list in Proforma C signed by the Engineers and STA shall be in quadruplicate. Two copies willbe sent to SRRDA, one will remain with STA and the fourth will be retained with the PIU along with DPR. A consolidatedsummary report will be sent on format given in Annexure 7.3 by the STA to the NRRDA and to the Executing Agency.

The State Technical Agencies, after completion of the scrutiny of all DPRs of the Executing Agency shall also send adetailed note on the experiences on the scrutiny of the project proposals and communicate to the Executing Agency aswell as NRRDA. The Executing Agency shall study the observations of the STA, ensure necessary corrections in thecurrent proposals, and use them for future guidance of PIUs.

7.5 COMPILATION BY PIUs

The scrutinized copy of the DPR will be retained with the PIU. The DPR corrected on the basis of scrutiny by STA shall beforwarded to the SRRDA along with Forms F1 to F9 (duly updated) and MP-I and MP-II containing details of proposalsmade by MPs and proposals accepted/ not accepted along with specific reasons.

7.6 UPLOADING OF TENDER DOCUMENTS

After compilation of DPRs by PIU, the PIU will prepare the bidding document for every package as detailed in Para 8.6.The above details will be filled up into the Draft Tender Document module of OMMS and draft bidding document will begenerated. As soon as the Ministry of Rural Development clearance is received and technical sanction is accorded by thecompetent authority, the necessary input regarding dates and modifications in respect of other items will be carried out bythe PIU in the draft bidding document and the final bidding document will be published on the website.

7.7 SUMMARY OF PROPOSALS

The SRRDA will consolidate the proposals from each PIU, after verifying that they have been duly scrutinised by therespective STAs and Tender Documents have been uploaded in the Project module. They will then prepare the StateAbstract and send all the Project proposals to the NRRDA alongwith the Proformae MP-I and MP-II of each District, thecompiled MP-III for the State as well as the proformae prescribed by NRRDA as brief for the Empowered Committee.

Proformae A and B (Annexure 7.2) give the forms for summarising the district-wise proposals and packagewise proposals.Form A will be signed by the State Secretary of the Nodal Department on the basis of Form B of all the districts.

7.8 SUBMISSION OF PROPOSALS TO NRRDA

The clearance for the estimates for construction of road and related works shall be provided by the MoRD, but theclearance for the estimate for routine maintenance shall be provided by the State Government. The provision for the fundsrelated to maintenance shall be done by the State Government. Before submitting the proposals for the construction ofroads and related works for clearance to the Empowered Committee, the State Government shall give administrativeapproval to the estimate for routine maintenance if already not done as described in para 4.2.7, and furnish a certificate tothe effect that provision of funds for maintenance of PMGSY roads will be made annually in the State Budget. Each yearsproposals will be cleared by the MoRD only if adequate provision has been made for the maintenance of PMGSY roadsalready constructed.

All the summaries (Forms A and B) and Checklists (Form C, Annexure-7.2) are to be bound together for each State andare to be submitted to the NRRDA.

7.9 APPROVAL OF PROPOSALS

The NRRDA will scrutinize 15% of DPRs on a representative basis as well as all proposals falling on C-curve, listing thescrutinized DPRs and shall record a technical note on that basis. The NRRDa will also check that the Tender Documenthave been uploaded in the Project module. Thereafter, NRRDA will process the proposals and submit them to theEmpowered Committee for clearance as given in Chapter 4.

7.10 ADMINISTRATIVE APPROVAL AND TECHNICAL SANCTION

The Administrative Approval and Technical Sanction to the works cleared by the MoRD shall be accorded by thecompetent authority as per the States rules.

7.11 SCHEDULE OF ACTIVITIES


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Table 7.1 gives the illustrative schedule of activities and the time allotted.

Table 7.1Schedule of Activities in Connection with Proposals

Sl.No.

Activity Start Finish No ofDays

1. Distribution of amount district-wise 30th June2. Preparation of list of proposals at district level by the District Panchayat

(including obtaining suggestions from MPs etc).1st July 15th Aug. 45 days

3. Clearance by State level Standing Committee of district proposals(clearance may be State or Agency wise).

1st Aug. 31st Aug 30 days

4. Preparation of DPRs by PIUs (preparation may be phased out as perclearance).

15th Aug 30th Sept 45 days

5. Scrutiny of DPRs by STAs (scrutiny may be phased out in consultationwith STAs so that batches of DPRs are sent to STAs for scrutiny andclearance within 1 month period).

30th Aug 30th Oct 60 days

6. Forwarding of proposals to NRRDA (Consolidated for entire State) 1st Nov7. Clearance by Empowered Committee 5th Nov 15th Nov 10 days8. Administrative Approval and Technical Sanction 15th Nov 22nd Nov 7 days9. Tendering 15th Nov 30th Nov 15 days10. Contracting By 15th

Feb.

For Hill Roads, the above activities (Items 1-5) may be rescheduled to give adequate time for survey, investigations andproject preparation, but adhering to the overall dates for scrutiny of DPR. The Schedule suggested above is illustrativeand the States may workout similar schedules maximizing the duration of working period in the respective State.

Operations Manual for Rural Roads


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