Instructions for carrying out the MB entries by the Junior Engineers working in SSA and RMSA:-
You are aware that the list of civil works being implemented under SSA and RMSA include works like classrooms, activity rooms, labs, libraries, headmaster’s rooms, BaLA features, toilets, drinking water, major and minor repairs and the kitchen sheds. With the intent to keep the procedure simple, instructions were issued to the JEs that they have to visit each and every worksite at least thrice: first at the time of start of work, secondly when the work has reached the plinth level and finally when the work has reached the roof stage. However, complaints were received from various quarters regarding the poor quality of work execution and technical supervision under SSA. Here it is also relevant to point out that the main observations of the Sub – Divisional Magistrate, Una, who was asked to conduct a detailed inquiry into the incident of collapse of boundary wall of GMS Chattarpur Dhada on 7th February 2011 was that all civil works carried out under SSA in school premises ought to be recorded in M.B. and assessed before release of final payment. The technical staff must be asked to record their observations specifically about the adherence to safety measures, quality of work and adherence to the approved design of the particular work on the measurement book specifically maintained for the purpose.
Further it was also taken into account that in order to lessen the burden of supervising too many works on the JEs, detailed directions had been issued by the Rural Development Department in relation to delegation of technical powers for works of value up to Rs 1.5 lakhs. Keeping in view the above, following directions are being issued in relation to execution of Civil works under SSA/RMSA/ or other works being executed by Department of Elementary or Higher Education through the School Management Committees.
(i) Where Junior Engineers are not posted or due to rush of work his/ her services are not available in time, the services of Technical Assistant of Rural Development Department can be hired on commission basis as per the instructions of RDD. The competence for technical sanction of works will be as follows:
(a) The works up to the value of Rs. 1.50 lacs can be supervised by the Technical Assistants of Panchayats on commission basis. The measurements are to be noted by the Technical Assistants in the MBs.
(b) Technical supervision of Civil works of value up to Rs 15 lacs will be the responsibility of the J.E and
(c) The works above Rs 15 lacs will be implemented under the supervision and control of the Assistant Engineers who can issue directions as are deemed proper for execution of the work to the J.E of the concerned area. The AEs and the State Project Engineer will also test check such works as are assigned to them by the State Project office.
(ii) As per existing practice full amount related to the civil works which are within the competence of the SMC as per the guidelines issued by the State Government from time to time shall be deposited with the SMC in one installment and the SMC will ensure deposition of this amount in its SSA/ RMSA account as the case may be. Concerned SMC will release final 10% (ten percent) payment of the work done only after the assessment of the same by the concerned J.E. or the Technical assistant of the area concerned as the case may be. While passing the bill the member secretary of the SMC will ensure that the entry related to the work and the sanctioned amount has been made on the ledger and the bill also has on it the page number of the ledger. Secondly, the measurements related to the work have been entered on the measurement book and thirdly, the muster-roll bill or the material bill has been duly certified by the authorized person.
(iii) The printing of MBs shall be got done by the State Project Office through Controller Printing & Stationery as per the instructions issued by the Govt. Issuance of Measurement book will be done by District Project Officer of the concerned District. At the State Project Office, this job will be done by the Controller (F&A)/ Assistant Controller (F&A).
(iv) Thereafter, the concerned JE/ Technical Assistant, as the case may be shall issue the completion certificate to the SMC and to the district office from where the amount for the said work has been sanctioned. Further, the district office shall submit the utilization of the amount to the State Project Office. The utilization certificate of the work will be given by the concerned School Management Committee after the work has been assessed by the J.E. / Technical Assistant and requisite entries have been made in the Measurement Book. The measurements of the works shall be recorded in the MBs by the JEs/ Technical Assistants. The completion certificate of the works shall be issued by the JEs after the full satisfaction of the SMCs and shall be submitted to the district offices with a copy to the school. Complete set of drawings shall be issued to the Technical Assistants and the JEs by the district offices. Remarks shall be recorded in the site visit registers wherever JE/Technical Assistant visit the site.
(v) The record related to any receipts, payments, balance amount etc. shall be maintained by the Member Secretary of the School Management Committee and the bill-vouchers, technically sanctioned estimate, muster-roll, measurement- reports, receipts and counter foils of cheques shall be kept in safe custody and produced before authorised officers at the time of inspections.
(vi) Minimum three visits of JE/ Technical Assistants, first at Layout and Foundation level, Second at Plinth level and Third at Roof level shall be ensured. Moreover, SMC is free to call the Technical Staff as and when required for technical assistance. Every month the J.E. shall give to the DPO a report of various sites visited by him/her during the month containing details like name of the work inspected, funds released, implementing agency status of the work ( i.e. plinth level, roof level, percentage completion etc. This report will be appended with the T. A bill and will clearly specify the difference in status of work during the previous and the latest visit.
(vii) For the technical support provided by the Technical Assistants, they will be paid commission as per the rates fixed from time to time by the Rural Development department of Government of Himachal Pradesh. Every month the Technical Assistant shall give to the J.E. (SSA) of the area a report of various SSA/ RMSA/ Education Department sites visited by him/her during the month containing details like name of the work inspected, funds released, implementing agency, status of the work ( i.e. plinth level, roof level, percentage completion etc. The copies of these reports will be appended with the claim of commission by the concerned technical assistant and will clearly specify the difference in status of work during the previous and the latest visit. It must be noted by the SMC that the commission to the Technical Assistant will be paid out of the money released to the SMC for work and no separate amount will be provided for it.
These instructions will come into force with immediate effect in relation to all civil works [other than those being executed by HPPWD, HIMUDA or other Technical Agency under the State Government] being implemented under SSA/ RMSA and the Directorate of Elementary and Higher Education through the School Management Committees.