QUALITY MANAGEMENT SYSTEMS PUBLIC WORKS …himachalservices.nic.in/hpridc/Forms and...

QUALITY MANAGEMENT SYSTEMS

PUBLIC WORKS DEPARTMENT

OF HIMACHAL PRADESH (HPPWD)

(ISO 9001: 2008)

FORMS AND FORMAT MANUAL (Issue No.: 01)

(Revision No. : 00)

Approved By: Date of Approval :

Issued By: Date of Issue :

Quality Management System Forms and Formats Manual for

Public Works Department of Himachal Pradesh (HPPWD)

QMS/F&F/Table of Contents Issue 01, Rev 00

Controlled Document Page No.: F&F/i

TABLE OF CONTENTS Title Page No. Chapters 1. INTRODUCTION ...........................................................................................................1-1 2. RECORDS IN USAGE ..................................................................................................2-1 3. LIST OF RECORDS AVAILABLE AT CIRCLE/DIVISION RELEVANT TO QMS ........3-1

3.1. Correspondence ................................................................................................3-1 3.2. Accounts Branch................................................................................................3-1 3.3. Drawing Branch .................................................................................................3-2 3.4. Stores.................................................................................................................3-2

4. LIST OF DEPARTMENT FORMATS ............................................................................4-1 5. FORMS AND FORMATS ..............................................................................................5-1

5.1. PWG 1................................................................................................................5-1 5.2. PWG 2................................................................................................................5-2 5.3. PWG 3................................................................................................................5-3 5.4. PWG 4................................................................................................................5-6 5.5. PWG 5................................................................................................................5-7 5.6. PWG 6................................................................................................................5-8 5.7. PWG 7................................................................................................................5-9 5.8. PWG 8..............................................................................................................5-10 5.9. PWG 9..............................................................................................................5-11 5.10. PWG 10............................................................................................................5-12 5.11. PWG 11............................................................................................................5-13 5.12. PWG 12............................................................................................................5-14 5.13. PWG 13............................................................................................................5-15 5.14. PWG 14............................................................................................................5-17 5.15. PWG 15............................................................................................................5-19 5.16. PWG 16............................................................................................................5-24 5.17. PWG 17............................................................................................................5-25 5.18. PWG 18............................................................................................................5-28 5.19. PWG 19............................................................................................................5-29 5.20. PWG 20............................................................................................................5-30 5.21. PWG 21............................................................................................................5-31 5.22. PWG 22............................................................................................................5-32 5.23. PWG 23............................................................................................................5-34 5.24. PWG 24............................................................................................................5-35 5.25. PWG 25............................................................................................................5-39 5.26. PWG 26............................................................................................................5-40 5.27. PWG 27............................................................................................................5-41 5.28. PWG 28............................................................................................................5-42 5.29. PWG 29............................................................................................................5-43 5.30. PWG 30............................................................................................................5-44 5.31. PWG 31............................................................................................................5-45 5.32. PWG 32............................................................................................................5-46 5.33. PWG 33(A).......................................................................................................5-47 5.34. PWG 34............................................................................................................5-59 5.35. PWG 35............................................................................................................5-60 5.36. PWG 36............................................................................................................5-61




Controlled Document Page No.: F&F/ii

5.37. PWG 37............................................................................................................5-64 5.38. PWG 38............................................................................................................5-65 5.39. PWG 39............................................................................................................5-66 5.40. PWG 40............................................................................................................5-67 5.41. PWG 41............................................................................................................5-69 5.42. PWG 42............................................................................................................5-70 5.43. PWG 43............................................................................................................5-72 5.44. PWG 44............................................................................................................5-73 5.45. PWG 45............................................................................................................5-76 5.46. PWG 46............................................................................................................5-78 5.47. PWG 47............................................................................................................5-80 5.48. PWG 48............................................................................................................5-81 5.49. PWG 49............................................................................................................5-85 5.50. PWG 50............................................................................................................5-89 5.51. PWG 51............................................................................................................5-90 5.52. PWG 52............................................................................................................5-93 5.53. PWG 53............................................................................................................5-94 5.54. PWG 54............................................................................................................5-95 5.55. PWG 55............................................................................................................5-96 5.56. PWG 56............................................................................................................5-98 5.57. PWG 57............................................................................................................5-99 5.58. PWG 58..........................................................................................................5-100 5.59. PWG 59..........................................................................................................5-101 5.60. PWG 60..........................................................................................................5-107 5.61. PWG 61..........................................................................................................5-109 5.62. PWG 62..........................................................................................................5-110 5.63. PWG 63..........................................................................................................5-114 5.64. PWG 64..........................................................................................................5-115 5.65. PWG 65 (a) ....................................................................................................5-119 5.66. PWG 66..........................................................................................................5-139 5.67. PWG 67..........................................................................................................5-145 5.68. PWG 68..........................................................................................................5-146 5.69. PWG 69..........................................................................................................5-147 5.70. PWG 70..........................................................................................................5-148 5.71. PWG 71..........................................................................................................5-149 5.72. PWG 72..........................................................................................................5-150 5.73. PWG 73..........................................................................................................5-151 5.74. PWG 74..........................................................................................................5-152 5.75. PWG 75..........................................................................................................5-153 5.76. PWG 76..........................................................................................................5-154 5.77. PWG 77..........................................................................................................5-155 5.78. PWG 78..........................................................................................................5-156 5.79. PWG 79..........................................................................................................5-157 5.80. PWG 80..........................................................................................................5-158 5.81. PWG 81..........................................................................................................5-159 5.82. PWG 82..........................................................................................................5-160 5.83. PWG 83..........................................................................................................5-161 5.84. PWG 84..........................................................................................................5-162 5.85. PWG 85..........................................................................................................5-163 5.86. PWG 86..........................................................................................................5-164




Controlled Document Page No.: F&F/iii

5.87. PWG 87..........................................................................................................5-166 5.88. PWG 88..........................................................................................................5-167 5.89. PWG 89..........................................................................................................5-169 5.90. PWG 90..........................................................................................................5-171 5.91. PWG 91..........................................................................................................5-173



QMS/F&F-01/Introduction Issue 01, Rev 00

Controlled Document Page No.: F&F/1-1

1. INTRODUCTION This document is a part of the QMS documentation for HPPWD. This forms an important adjunct to the other Levels of Documentation, namely.

Procedure manual Level II

Checklist and Work Instructions Level III (Covered in the Construction Management manuals)

The Quality manual containing the Quality policy and Objectives is the Level I document in the family of documents of a QMS established as per ISO 9001: 2008.

The succeeding pages contain the Forms and formats referred to in the Accounts and department Code followed by Public Works Department while executing various works. References have been made to other publications like Tender Document guidelines, delegation of financial powers etc. issued by the government for Public Works Department.

The forms and formats refer to the paragraphs of the Public Works Code. Some of the terminologies, designations etc. may therefore have to be updated. The revision work of the Department Code has already been taken up and is likely to be finalized soon. The present forms may run concurrently till the usage of revised formats comes into practice.

For easy reference, the PWG form Nos. have been aligned with identical Format number of the Quality Management System, as for example, PWG 1 (Register of Divisional Accountant’s Audit Objections) is identical to QMS / F 01.



QMS/F&F-02/ Records in Usage Issue 01, Rev 00


2. RECORDS IN USAGE

Sl. No. Description of Record

Period of Preservation

(years) Records to be permanently retained 1. Acquittence rolls. 2. Administration reports (printed). 3. Agreements for occupation of bungalow built on Government

land.

4. Agreements to construct a Bungalow on Government land /on lessors’ land.

5. Alterations in scale of permanent establishment. 6. Annual returns of public buildings. 7. Award statements. 8. Budget estimates (printed). 9. Capital and Revenue Accounts (printed). 10. Census report (printed). 11. Circulars of departmental officers and the Accountant-General. 12. Civil lists (printed). 13. Completion reports of works recorded in direction offices. 14. Defaulters books of lower subordinates. 15. Despatch Registers. 16. Field books – not to be destroyed except under SE’s orders. 17. Finance accounts (printed). 18. Gradation Lists (printed). 19. Important government orders. 20. Land registers and land acquisition correspondence. 21. Lease of Bungalow. 22. Karnataka Gazette*. 23. Office order books. 24. Cash Books of sub-divisional and divisional officers. 25. Public Works Department Codes and Service Rules. 26. Receipt Registers. 27. Registers of revenue lands, bridges and culverts. 28. Registers of sanction to estimates. 29. Registers of Buildings. 30. Register of landed property. 31. Register of Electric installation. 32. Register of incumbency and regular establishment files. 33. Register of special recoveries. 34. Reports of personal matters affecting the conduct and character

of officers and subordinates.

35. Rules for occupation of residences. 36. Sanction to execution of works and reports upon works. 37. Sanction to purchase, sale, transfer and demolition of buildings. 38. Service books of lower subordinate and office establishment of

divisions.







(years) 39. Service books and pension and gratuity cases. 40. Standard estimates and type designs. 41. Correspondence relating to benchmarks. 42. Technical papers. Records with limited retention period 43. Abstract of imprest Account 5 44. Accident reports received from electric supply companies and

others under section 33 of the Indian Electricity Act, 1910. 5

45. Accidents to life and property by injury fire, etc. 10 46. Accommodation for touring officers and traveling public. 2 47. Account correspondence regarding refund of deposit etc. 10 48. Account correspondence with other than sub-divisional officers. 10 49. Account of daily receipts and issues of materials. 3 50. Accounts of materials at site. 5 51. Accounts returns and miscellaneous. 10 52. Accountant-Generals inspection reports. 10 53. Accountant-Generals objections statements on salary and

traveling allowance. 5

54. Accountant-Generals report of dates of dispatch and receipt of monthly accounts etc., of executive engineers. 2

55. Acquittence rolls for certain non-gazetted temporary establishment (both revenue and regular temporary) in public works department.

10

56. Adjustment books. 10 57. Adjustment memorandum. 10 58. Administration reports with a detailed review of the civil works. 5 59. Correspondence relating to advance to contractors and staff. 5 60. Advice of transfer credits or acceptance of transfer. 5 61. Advice of transfer credits or acceptance of transfer. 5 62. Advice slips. 5 63. Agreement with contractors/ piece works. 10 64. Allotments papers for residential building. 2 65. Allowance –charge conveyance and local. 5 66. Annual Inspection of treasuries by executive engineers. 2 67. Annual list of Tools and plant available for transfer. 2 68. Annual Results of the test of lightning conductors. 2 69. Annual Returns of tools and plants. 5 70. Annual revenue estimates. 5 71. Annual Statements of expenditure on stores. 2 72. Annual Statements of expenditure on works establishment. 5 73. Application for letters of credit. 2 74. Application for Remittance Transfer Receipts. 5 75. Application of appointment. 2 76. Application for leave by Gazetted officers. 2 77. Application for leave by non Gazetted officers. 2







(years) 78. Application for re-appropriations of Budget grant. 2 79. Application to Treasuries by officers for funds on Sub-treasuries. 2 80. Arboriculture-Quinquennial reports and Plantation operation

statement. 20

81. Correspondence relating to Arrears of Wages of labourers, etc. 5 82. Auction lists with correspondence. 5 83. Audit memoranda. 2 84. Audit remarks on accounts and objectionable items statements

by Accountant General. 2

85. Audit remarks by sub divisional accounts executive engineers. 2 86. Duplicate and triplicate bills of completed works and

correspondence with sub-divisional officers. 10

87. Books for contractors tools. 5 88. Bridge and causeways (state). 10 89. Buildings-Demolition, sale, transfer. 5 90. Buildings-ordinary state building works original and repairs. 5 91. Cash abstract books. 5 92. Cash balance statements. 5 93. Certificate with correspondence to treasury. 2 94. Certificate of leave. 2 95. Certificates and receipts for office rent. 10 96. Comparative statement of tender. 5 97. Completion report and completion certificates for original works

costing over Rs.50 000/-. 10

98. Completion report and completion certificates for works and repairs costing not more than Rs.50,000/-.

5

99. Completion reports and completion certificates for repairs costing over Rs.5000/-.

10

100. Correspondence relating to conference of engineers etc. 2 101. Contract papers etc. 5 102. Contract’s certificates for works and materials. 10 103. Contractor’s ledger. 10 104. Correspondence in connection with penal cases and action for

stoppages of, unauthorized speeches. 2

105. Correspondence in connection with permission or fees for occupation of Travelers or inspection bungalows and circuit houses.

10

106. Correspondence regarding award statements. 10 107. Correspondence regarding bills for electric energy consumed. 2 108. Correspondence regarding pension cases with copies of pension

application etc. 10

109. Correspondence regarding form books and envelopes. 3 110. Correspondence regarding surplus stores. 3 111. Correspondence sanctioning tenders of works. 10 112. Correspondence with contractors. 5







(years) 113. Correspondence with dealers. 2 114. Correspondence with sub-divisional officers and subordinates. 5 115. Counterfoils of Advice of transfer credit. 5 116. Counterfoils of Advice of transfer debit. 5 117. Counterfoils of cash balances statements. 5 118. Counterfoils of cheque books. 5 119. Counterfoils of credit note forms. 2 120. Counterfoils of books & hand receipt books. 5 121. Counterfoils of imprest cash books. 5 122. Counterfoils of pass books for reservation of public works

department bungalows. 2

123. Counterfoils of receipts for payment to government. 3 124. Counterfoils of requisitions for materials. 3 125. Defalcations and dismissals. 10 126. Delivery notes of Articles. 2 127. Disconnection report from electricity board. 2 128. Correspondence relating to educational matters. 3 129. Electric meter readings. 2 130. Estimates of tool and plants. 5 131. Estimates and work slips for repair work. 5 132. Excess over estimates and allotments etc. 5 133. Executive engineer’s circulars (account branch). 10 134. Extra items list not provided for in the tender. 10 135. Correspondence relating to ferries. 10 136. Files of appeals to collectors. 2 137. Files of correspondence regarding purchase or acquisition of

land. 10

138. Files of distribution of stores. 3 139. Files of treasury accounts. 10 140. Fire appliances. 10 141. Correspondence relating to forest department and allied matters. 10 142. Forwarding memoranda and important papers regarding

stationary, indents, registers, etc. 5

143. Gang book. 3 144. Government orders (routine). 10 145. Indents for books and forms. 2 146. Indents for official publications. 2 147. Indent for stationery. 2 148. Indent for firms. 5 149. Inspecting officers, reports of public works. 2 150. Inspecting notes of the sub-divisional office by the executive

engineer. 5

151. Inspection reports by superintending engineers. 10 152. Inspection reports of drains and buildings. 2 153. Inspection reports on cinemas, theaters, mills, factories, etc. 20







(years) 154. Inspection reports on telephone crossing and trolley wire. 2 155. Intimations to government of leave granted by superintending

engineers. 2

156. Invoices of Inter-departmental charges. 5 157. Journals, ledgers, stock journals, etc. 5 158. Journals of the occupation and duties of officers. 10 159. Leave to temporary establishment. 2 160. Legal affairs (suits). 20 161. Letters of credits and statements and distribution of funds. 2 162. Level books. 5 163. List of materials for ordinary repairs. 2 164. List of office establishment. 2 165. List of sub-divisional work establishment. 5 166. Lists of works of construction. 5 167. Local funds and grant-in-aid works. 10 168. Local self-Government (local board and municipal). 10 169. Loss or theft of government cash. 10 170. Maps. 5 171. Materials at site-abstract statement. 5 172. Materials of construction (cement, coal, paints etc.). 5 173. Measurement books and register of measurement books. 15 174. Medical (including public health). 10 175. Memoranda circulating books and periodicals. 2 176. Memoranda from subordinates to contractors of particulars of

works. 3

177. Memoranda intimating sanctions to estimates of repairs. 5 178. Memoranda to subordinates of contracts entered into. 5 179. Memorandum cheques drawn. 2 180. Memorandum to accompany measurement books (while

submission to head office for check etc.). 5

181. Miscellaneous accounts return. 5 182. Miscellaneous correspondence. 2 183. Monthly list of all new works and repairs. 5 184. Monthly list of completed works. 2 185. Monthly progress report of all works. 5 186. Monthly progress report of military works. 5 187. Monthly statement of contracts. 3 188. Monthly statement of funds required by sub-divisional officers. 2 189. Notes on works by executive engineers. 10 190. Notes on works by superintending engineers. 10 191. Notice for tenders. 5 192. Office copies of monthly accounts. 10 193. Office copies of Accountant General’s arrival and departure

reports. 2

194. Office copies of application for sanction to the local Purchases of 5







(years) stores.

195. Office copies of contingent bills. 5 196. Office copies of estimates for new works costing below

Rs.50,000/-. 5

197. Office copies of estimates for new works costing Rs.50,000/- and upward.

5

198. Office copies of daily reports kept by sub-divisional officers. 2 199. Office copies of notices to subordinates. 5 200. Office copies of reports of the surveys of unserviceable stores. 2 201. Office copies of duplicate and triplicate bills of completed works. 5 202. Office copies of schedules. 5 203. Office copies of statements of distribution of establishment

charges. 5

204. Office copies of statements of income-tax. 2 205. Office copies of statements of objectionable items. 2 206. Office copies of statements of outlay exempt from establishment

charges. 5

207. Office copies of statements of receipts and issue of tools and plant.

2

208. Office copies of Transfer reports of Accounts. 5 209. Pay bills and acquittence rolls where they are maintained

separately in the case of the non-gazetted temporary establishments (both revenue and regular, temporary) in the public works department for whom no service rolls are maintained.

2

210. Peon’s delivery books. 2 211. Periodicals – Engineering. 2 212. Photographs. 10 213. Correspondence relating to police department and allied matters. 5 214. Post and telegraphs. 3 215. Postal guides. 2 216. Preliminary last pay certificate. 2 217. Pricelists of private firms. 2 218. Provident fund - general and state. 30 219. Correspondence relating to public works and allied matters. 10 220. Qualification reports of accountants, clerks, draftsmen,

Storekeepers. 5

221. Correspondence relating to railway department and allied matters.

10

222. Records office. 10 223. Register of buildings with record of inspection. 5 224. Register of contracts. 10 225. Register of leave. 3 226. Register of major works. 10 227. Register of minor works. 10







(years) 228. Register of receipts and disposal of sub-divisional cash accounts. 2 229. Register of receipts and issues of note and measurement book,

etc. 10

230. Register of stationary with vouchers. 3 231. Register of suspense transactions. 5 232. Register of appropriations. 3 233. Register of arrival and departure of travelers. 5 234. Register of dispatchers stamps. 2 235. Register of liabilities. 2 236. Register of revenue. 30 237. Register of sanctions. 30 238. Register of tenders received. 10 239. Register of unclaimed wages. 5 240. Remissions. 5 241. Remittance books. 5 242. Repairs to bridge and sluices. 2 243. Reports of check measurements. 5 244. Reports of contracts. 3 245. Reports of sub-divisional transfers. 3 246. Reports of transfer by superintending engineers. 3 247. Reports of transfer of executive engineer. 3 248. Requisition of bank cheque and receipt books. 2 249. Requisition for cheques. 3 250. Requisition paid by executive engineers. 3 251. Resources estimates and estimates of approximate figures. 5 252. Returns of rentable buildings. 5 253. Returns of store in regional languages. 3 254. Returns of surplus stores. 5 255. Correspondence relating to revenue and allied matters. 10 256. Revenue and expenditure, approximate figures of 5 257. Road metal books. 5 258. Roads, buildings and causeways (local fund and municipal). 30 259. Roads-demarcation, encroachments. 30 260. Roads-General correspondence. 30 261. Roads passing through Municipal limits etc. 30 262. Salary bills – correspondence. 5 263. Sanctioned estimates for original works costing. 5 264. Sanctioned estimates for original works costing more than

Rs.20,000/-. 10

265. Sanctioned estimates of outdoor works establishment. 5 266. Sanctions to pay, allowance, journey beyond jurisdiction, printing

advertising, and other contingent charges. 5

267. Sanitary works. 3 268. Schedule of establishment bills. 3 269. Schedule of rates. 10







(years) 270. Scientific publications. 15 271. Security correspondence. 10 272. Statement of compensation for inferior and non-provision of

quarters. 10

273. Statements of contributions. 5 274. Statements of establishment’s charges for preparation and

review of estimates for local und works. 5

275. Statements of expenditure on material compared with estimated requirements.

5

276. Statements of receipts issues and balances of road metals. 5 277. Statements of savings and excesses. 2 278. Statements of sums deposited and account of interest. 10 279. Statements of works in progress not provided in the budget. 2 280. Statements of works establishments. 5 281. Statements showing rent calculated. 5 282. All stock accounts including Tools and plant accounts and

materials at site accounts. 5

283. Storekeeper’s files. 5 284. Store ledger of mathematical instruments. 3 285. Sub-divisional cash balance statements. 5 286. Sub-divisional cash book copies 5 287. Sub-divisional monthly list of materials at site. 2 288. Sub-divisional returns of Tools and plant. 3 289. Superintending Engineer’s sanction to the grant of sub-divisional

allowance to subordinates in charge of sub divisions. 3

290. Supplement to balance return of tools and plant. 5 291. Survey reports of all works. 5 292. Surveyor’s files. 5 293. Telegraph guides. 294. Tenders for piece works. 2 295. Thefts or loss of government cash. 5 296. Tour programme of officers. 10 297. Traveling allowance bills and acquittence rolls relating there to. 2 298. Treasury balance certificates. 5 299. Treasury pass books. 5 300. Treasury remittance books. 5 301. Typewriters. 2 302. Vouchers for unclaimed wages. 2 303. Weekly progress reports of leveling. 5 304. Work slips. 2 305. Work abstracts. 5 306. Work audit registers. 5



QMS/F&F-03/ List of Rec. available at Circle/Div Relevant to QMS Issue 01, Rev 00


3. LIST OF RECORDS AVAILABLE AT H.O./DIVISION RELEVANT TO QMS

3.1. Correspondence 1. Organization chart of the office.

2. Work distribution statement.

3. List of appointments made by SE/EE under works charged establishment.

4. Service register with register of ACR.

5. No. of references received and despatched statement.

6. Office Order book.

7. Record Issue register.

3.2. Accounts Branch 1. Work cashbook.

2. Grant and outlay statement.

3. Register of works.

4. Contractor ledger.

5. Completion reports- PWG 46.

6. Materials at the site account.

7. Road metal account.

8. Check measurement book of EE.

9. Deposit register.

10. Register of sanction to fixed charges.

11. Register of agreements.

12. Surplus and dismantled materials account.

13. Miscellaneous advance register.

14. Miscellaneous sanction registers.

15. Register of security deposits.

16. Register of interest bearing securities.

17. Register of appropriation.

18. Purchase schedules.



QMS/F&F-03/ List of Rec. available at Circle/Div Relevant to QMS Issue 01, Rev 00


3.3. Drawing Branch 1. Register of sanction to major and minor estimates.

2. Register of inspection of buildings.

3. Register of buildings borne on the book of PWD.

4. Register of all lands in charge of PWD.

5. Register of immovable properties in charge of PWD.

6. Register of bridges and culverts in charge of PWD.

7. NWR books.

8. Schedule of Rates.

9. Register of fresh tanks, dams etc.

10. Watch register of budgeted works.

11. Register of bridges having waterway of 100 ft and above.

12. Register of tanks.

13. Pre monsoon and post monsoon reports for (11) above.

14. Records.

3.4. Stores 1. Register of measurement books.

2. Supply orders placed with firms.

3. Register of stationery.

4. Stores budget.

5. Register of bills.

6. Indents and invoices.

7. Stock register of blank forms.

8. Register for library.

9. Register of recovery of hire charges from contractors.

10. Quarterly counting certificate of cement and steel.

11. Register of Railway Receipts.

12. Register of vehicles and their logbooks.



QMS/F&F-04/List of Department Formats Issue 01, Rev 00


4. LIST OF DEPARTMENT FORMATS (As per A Code Vol. II and D Code Vol. II)

Sl. No. Name of Work PWG No. QM Format

No. 1. Register of divisional accounts audit objections. 01 01 2. Petty works objection book. 02 02 3. Register of interest bearing securities. 03 03 4. Account of interest bearing securities. 04 04 5. Register of transfers awaited. 05 05 6. Cheque book. 06 06 7. Register of cheque books received and adjusted. 07 07 8. Remittance slip. 08 08 9. Certificate of payment. 09 09 10. Treasury remittance book. 10 10 11. Indent for stores. 11 11 12. Invoices of stores supplied. 12 12 13. Half yearly balance return of stock. 13 13 14. Half yearly register of stock. 15 15 15. Survey report of stores. 16 16 16. Register of tools and plant. 17 17

17. Statement of receipts, issues and balances of road metal. 18 18

18. Register of miscellaneous revenue yielding properties. 20 20

19. Statement of rents recoverable in cash or by deduction from pay bill. 21 21

20. Register of rents of buildings and lands. 22 22 21. Register of bills received. 23 23 22. Muster rolls. 24 24 23. Register of unpaid wages. 25 25

24. Measurement books for roads, buildings and other works. 27 27

25. Register of measurement books. 28 28 26. Half yearly return of measurement books. 29 29 27. Register of standard measurement books. 30 30

28. Register of measurement books reviewed by Divisional accountant. 31 31

29. First and final bill. 32 32 30. Running account of Bill A. 33 A 33A 31. Running account of Bill B. 33 B 33 B 32. Running account of Bill C. 33 C 33 C 33. Hand receipt. 34 34

34. Account of petty customer (Task worker Statement). 35 35






No. 35. Indenture for secured advances. 36 36

36. Schedule of advances paid and recovered and balance outstanding. 37 37

37. Pay bill of work charged establishment. 38 38

38. Register of daily receipts / issues of departmental materials. 39 39

39. Register of materials at site account of major works. 40 40

40. Register of materials of site account of minor works. 41 41

41. Monthly accounts of materials at site of major works. 42 42

42. Monthly accounts of materials at site of minor works. 43 43

43. Petty works requisition and account. 44 44 44. Work slip. 45 45 45. Detailed completion report. 46 46

46. Consolidated completion statement of works and repairs. 47 47

47. Intermediate bill for lumpsum contracts. 48 48 48. Final bill for lumpsum contract. 49 49 49. List of monthly sub division accounts. 51 51 50. Register of sanction to fixed charges. 52 52 51. Register of miscellaneous sanction. 53 53 52. Register of special recoveries. 54 54

53. Statement of amounts remitted to the head- PN remittances I- remittances into treasuries. 55 55

54. Schedule of rates of buildings and lands realized. 56 56 55. Memo of review. 57 57 56. Register of cheques and receipt books. 58 58 57. Calendar of returns. 59 59 58. Register of records destroyed. 60 60

59. Declaration form to be signed by temporary employees 61 61

60. Estimate. 62 62 61. Abstract estimate. 62(a) 62(a) 62. Details of estimate. 62(b) 62(b) 63. Task work agreement (Rate list). 63 63 64. Piece work agreement. 64 64 65. Form of regular agreement. 65 65 66. Form of lumpsum contract. 65(a) 65(a) 67. Tender Notice form. 66 66 68. Register of tenders. 67 7 69. Comparative statement. 68 68






No. 70. Register of agreements. 69 69

71. Letter of agreement to the treasury officer for hypothecating the treasury savings bank account given as security.

70 70

72. Extra item rate list. 71 71 73. Register of sanctions to estimates. 72 72 74. List of sanctions of major and minor works. 73 73 75. Completion certificate of buildings. 74 74 76. Completion certificate for tanks. 75 75 77. Daily report of labour employed. 76 76 78. Daily report of labour employed (periodical). 77 77 79. Statement showing the materials issued to

contractors and used on the works. 78 78

80. Statement showing the grant and expenditure to end of;

79 79

81. Register of inspection of public buildings. 80 80 82. Register of inspection of buildings borne on the

books of the PWD. 81 81

83. Register of immovable govt. properties in charge of the PWD.

82 82

84. Register of all lands in charge of PWD. 83 83 85. Register of bridges and culverts in charge of

PWD. 84 84

86. Data statement for fixing standard rent of govt. buildings.

85 85

87. Order for supply of materials. 86 86 88. Unstamped acknowledgement for issue of

materials to the contractor. 87 87

89. Returned invoices. 88 88 90. Form of agreement for the lease of grasses on

the bunds and channels or in the compounds of govt. buildings.

89 89

91. Form of agreement for the lease of usufruct of trees. 90 90

92. Form of supplemental agreement to be executed in the case of lease of grass and of fruit trees to village panchayats.

91 91



QMS/F&F-05/Forms and Formats Issue 01, Rev 00


5. FORMS AND FORMATS (As per Department and Accounts Code of PWD)

5.1. PWG 1 Division:

Register of Divisional Accountant’s Audit Objections

QM / F 01 Item No.

***Brief particulars of the transaction or orders placed under objection by the Divisional Accountant

Nature of objection (Rules and orders to be quoted)

Amount placed under objection

Divisional Officer’s replies (with reasons for not admitting the objection)

Remarks by the Accountant General

1 2 3 4 5 6 Rs. P.

1. This register will remain the personal custody of the Divisional Accountant, except when submitted to the Divisional Officer.

*** Objections relating to transactions and orders of subordinate officers which fall within the powers of the Divisional Officer to sanction or confirm should not be entered in this register.





5.2. PWG 2

Petty Works Objection Book

Month ………………….. Division: ………………

QM / F 02

Miscellaneous Irregularities Sl. No. S. D. No. Name of work Want of Estimate

Excess over estimate Nature Amount

How regularised

Divisional Accountant





5.3. PWG 3

Register of Interest Bearing Securities

QM / F 03 Particulars of securities received

Government Securities including Municipal Debentures, Port Trust Bonds and Post Office 5-Year Cash Certificates.

Other Securities i.e., Post Office or State Treasury Savings Bank Page Books or Deposit Receipts of Recognised Banks.

Item

No.

Nam

e an

d de

sign

atio

n of

de

posi

tor

For

wha

t pu

rpos

e or

wor

k (q

uotin

g re

fere

nce

to

agre

emen

t or b

ond.

Num

ber

Per

cent

(o

r is

sue

pric

e in

th

e ca

se

of

Cas

h C

ertif

icat

es)

Loan

(o

r D

ate

of

issu

e in

the

ca

se

of

Cas

h C

ertif

icat

es)

Am

ount

s,

i.e.

Mar

ket

valu

e (o

r su

rren

der

valu

e in

the

ca

se

of

Cas

h C

ertif

icat

es)

Nam

e of

P

ost

Offi

ce,

Trea

sury

or

B

ank

Num

ber

of

acco

unt

rece

ipt

Am

ount

*

Dat

e of

rece

ipt i

n O

ffice

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

* If the Post Office or State Treasury Savings Bank Pass Book pertains to a security deposit recovered in installments. No entry should be made in this column until the security has been fully paid up. But if such security deposit is to be refunded before the full amount is recovered, it should be treated as fully paid up, and brought on the register before being refunded. In all cases only the original deposit should be entered here and not the interest.





PWG 3 – (Contd.)

To whom sent for safe custody Acknowledgement of Officer for safe custody

Orders sanctioning the return or retransfer of the security

Dat

ed

initi

als

of

the

Div

isio

nal

Acc

ount

ant

and

of

the

Div

isio

nal

Offi

cer

verif

ying

co

lum

n 1-

11

Number Date Name of Officer

Number Date

Dat

ed

initi

als

of

the

Div

isio

nal

Acc

ount

ant

and

of

the

Div

isio

nal

Offi

cer

verif

ying

co

lum

ns 1

3-17

Name of Officer

Number Date

12. 13. 14. 15. 16. 17. 18. 19. 20. 21.





PWG 3 – (Concld.)

Letter recalling the security if out of the office Letter with which received back

Number Date Name of Officer returning it

His Number and Date

Particulars of disposal, quoting reference to acknowledgement of the depositor

Dated initials of the Divisional Accountant and of the Divisional Officer verifying columns 19 -26

Remarks

22. 23. 24. 25. 26. 27. 28.





5.4. PWG 4

Account of Interest-Bearing Securities

Division: For the year ending March 200… QM / F 04

*tem

No.

as

per

Reg

iste

r of

S

ecur

ities

Nam

e of

D

epos

itor

(with

na

me

of w

ork

in

the

case

of

co

ntra

ctor

s)

Bal

ance

as

per

last

acc

ount

Fres

h de

posi

ts

of th

e ye

ar

Tota

l

Ded

uct

secu

ritie

s re

turn

ed

or

retra

nsfe

rred

to

the

depo

sito

rs

Bal

ance

at

the

clos

e of

th

e ye

ar

Ref

eren

ce

to

ackn

owle

dge-

men

ts

for

amou

nts

in

colu

mn

6,

whi

ch

shou

ld

be a

ttach

ed

Rem

arks

1. 2. 3. 4. 5. 6. 7. 8. 9.

Certified that with the exceptions noted below, all the securities shown in column 7 of this Account, or their acknowledgements by the authorized custodians are in my possession. Exceptions (with reasons).

Divisional Officer * Items should be grouped separately for each of the classes of securities enumerated in paragraph 320.





5.5. PWG 5

Register of Transfers Awaited

QM / F 05 Division………………………………………….. For the year ……………………..

References to adjustment

Reference to correspondence

etc. Particulars

Name of work or head of account *

Est

imat

ed

amou

nt

Pro

babl

e da

te o

f ad

just

men

t

Dat

ed in

itial

s of

D

ivis

iona

l A

ccou

ntan

t

Mon

th in

w

hich

ad

just

ed

Am

ount

ad

just

ed

Dat

ed in

itial

s of

D

ivis

iona

l A

ccou

ntan

ts

Rem

arks

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

* Sums creditable to the Division should be entered in column 4 as minus figures.

Divisional Officer,

Divisional Accountant …………………………………….Division





5.6. PWG 6

Cheque QM / F 06

Cheque No…………………. Dated………………….. Cheque No…………………. Dated………………….. Book No……………………. Book No…………………….

Counter Foil Name of Treasury / Bank drawn on ………………….. Name of Payee ……………………….. PUBLIC WORKS DEPARTMENT Amount Rs. P. To

The Treasure Officer / Reserve Bank of India /

Particulars of bills for which issued and the amount

B.R. No. = B.R. No. = B.R. No. = B.R. No. =

State Bank of India / …………………. Total amount Pay to ………………………………………………………..…. or order

Rupees …………………………………………………………………… and debit the same to T. Remittances-II Public Works

Progressive total of cheques drawn during the month including the above … …

Cheque …………………… Division

Limit fixed for the month (In the case of Sub-divisions) …

=

Rs……………

Sub-Division Officer

Initials of cheque Initials of Drawing N.B. – This cheque is current for three months only after the month Writer Officer of issue





5.7. PWG 7

Register of Cheques Received and Adjusted

QM / F 07

Serial No.

Date of receipt

Number of receipt

issued

From whom

received

Name of Bank drawn upon

Cheque No. and

date

On what account received

AmountDate of

despatch to Bank

Date of clearance

Dated initials of

the Divisional

Officer

Remarks

1 2 3 4 5 6 7 8 9 10 11 12





5.8. PWG 8

Remittance Slip

Book No…... Place ………… Book No….. Place ………… Book No….. Place ……… Book No…. Place …… Foil No…… Dated…… 200… Foil No…… Dated……200… Foil No…… Dated……200… Temporary Receipt No…

TRIPLICATE ORIGINAL DUPLICATE Dated……….. From From From

…………………………… …………………………………… ……………………… Section Officer, Section Officer, Section Officer,

To To To The Sub-Divisional Officer The Sub-Divisional Officer, The Sub-Divisional Officer, Received from ………… …………………….Sub-Division …………….Sub-Division A sum of Rupees……… (1)Please find enclosed Rs.…….. Treasury receipt for Rs. on

account of miscellaneous receipts realized, the particulars of which are given overleaf.

(In words) ………………

………………Sub-Division being …………………..

(2) The amount was collected on ……… and paid into the Treasury on ……….. ………………………….

(1)Please find enclosed Rs.….. (3) The receipts in M.F.C. Form No. 1 may be sent.

(1)Please find enclosed Rs.……. Treasury receipt for Rs. on account of miscellaneous receipts realized, the particulars of which are given overleaf.

Treasury…………….. receipt ………………….. …………………….. For Rs… Section Officer, Section Officer To ………………………..

(2) The amount was collected on ……… and paid into the Treasury on …

MEMO Note : (Sub-Divisional Office copy)

(3) The receipts in M.F.C. Form No. 1 may be sent.

Your No…………….. dated ……………… …………………..

On account of miscellaneous receipts realized the particulars which are given overleaf.

Rs. ________________ received. Treasury receipt for Rs. Section Officer,2. Receipts in M.F.C. Form No. 1 enclosed. Place………… Sub-Divisional Officer,

Copy forwarded to the Divisional Officer .. Division

2) The amount was collected on ………….. and paid into Treasury on ……….. Dated………200….. Sub-Division …………………..

Section Officer,(3) The receipts in M.F.C. Form No. 1 may be sent. Place …………

Dated……………200….. ………………………

To ……………………….. MEMO (To be sent to Section Officer).

Your No…………. Rs………. Received Treasury receipt for Rs. 2. Receipts in M.F.C Form No. 1 enclosed.

This is only a temporary receipt, which should be surrendered on receipt of a receipt in Form No. 1 M.F.C. signed by the Sub-Divisional Officer

Section Officer Place …………………………. Sub Divisional Officer Dated …………… Sub-Division

Particulars of the sums referred Particulars of the sums referred Particulars of the sums referred

QM / F 08





5.9. PWG 9

Certificate of Payment

QM / F 09 I do hereby certify that I have personally satisfied myself that a sum of Rs……………….. was paid to ………………………………………………………………………………………………………………………………….. for …………………………………………………………………………………………………………………………………………………………………………………………………. on the ……………………………………………………. as recorded in my Cash Book for that month (Voucher No…………………….) and that no part of the payment is covered by any other voucher.

Dated

Countersigned

Disbursing Officer

Divisional Officer ……………………………… Division

Dated …………………….





5.10. PWG 10 Division………

Treasury Remittance Book

QM / F 10

Amount in words Date of remittance

Rupees Paise

Head of account to which the amount has to be credited

Amount in figures

Signature of the Treasurer or other person designated to attach second signature for sums under Rs.500 received by transfer in account

Signature of Treasury Accountant or Bank Manager

Signature of Treasury Officer for sums of and above Rs.500

Rs. P.





5.11. PWG 11

Indent for Stores

QM / F 11 (Counterfoil) Original/Duplicate/Triplicate

Indent No…………………………………. Indent No…………………………………. Dated ……………………….200……. Dated ……………………….200……. On Divisional / Sub-Divisional Stores On Divisional / Sub-Divisional Stores

Description Number or Quantity

Head of Account

Name of work (with name of contractor from whom value is to be recovered)

Description Number or Quantity

Head of Account

Name of work (with name of contractor from whom value is to be recovered)

These materials should be delivered / dispatched to ………………………………..…by………………………………..

These materials should be delivered / dispatched to ………………………………..…by……………………………….. Date………………….. Indenting Officer Certification of Supply Delivered / Despatched to ……………………………………… on ……………………………… by …………………..

Indenting Officer Date …………………. Supplying Officer





5.12. PWG 12

Invoices of Stores Supplied

QM / F 12 (Counterfoil) Original/Duplicate/Triplicate

To…………………………………. To…………………………………. By…………………………………. By…………………………………. On Indent No…………………dated………………200… On Indent No…………………dated………………200…

Description Number or Quantity Rate Cost

Head of account Name of work (with name of contractor from whom value is to be recovered)

Description Number or Quantity Rate Cost

Head of account Name of work (with name of contractor from whom value is to be recovered)

Date………………….. Date…………………..

Supplying Officer Supplying Officer Received Received Date………………….. Indenting Officer Date………………….. Indenting Officer





5.13. PWG 13

Half-Yearly Balance Return of Stock

……………………………….Division …………………………Sub-Division

For the half year ending ………………200...

QM / F 13 Receipts Item

No. Class and Name of Article Unit Issue Rate

Balance Brought Forward Total

1 2 3 4 5 6 7 8 9 10 11 12





PWG 13 (contd.)

Issues Difference in Stock-taking Remarks

Total

Closing book

balance carried forward

Closing Balance

(as actually verified)

Excess ShortageBy Storekeeper or

Sub-Divisional Officer

By Divisional

Officer 13 14 15 16 17 18 19 20 20A 20B 20C 21 22

Dated the …………200… Signature of officer by whom count was taken

Certified that with the exceptions noted, the articles in this return have during the half year ending……………………. been verified by actual count by me or the under mentioned officers. The report of verification is enclosed.

Signature of officer in direct charge of articles

NOTE: 1. The Sub-Divisional returns for Stock and Tools and Plant will be kept in this form but quite distinct from one another.

2. The report verification will furnish particulars of columns 1 to 3 and 20 of this form and in additional three columns will be shown.





5.14. PWG 14 [See Paragraph 122(a) note and 155]

Sales Account

………………….Division ..………………….Month

QM / F 14

AUCTIONEER’S RECEIPT

Received (Rs………………………) Rupees …………………………………………………………………… Paise ……………….. on account of commission on realizations, as within enumerated. Dated …………………………..

…………………………….. Auctioneer

(Signature and stamp when the amount exceeds Rs.20)

CASHIER’S RECEIPT Received (Rs………………………) Rupees …………………………………………………………………… Paise ……………….. being not proceeds realized by sale as within. Dated …………………………..

…………………………….. Cashier





PWG 14 – Concld.

………………….Divisions

Account of Sales for the month …………………………200……

Authority for the Sale

Article sold

Rate Book value

Amount realized

Loss (if any) To whom sold

Head to which the realisation is credited (Schedule docket No.)

Remarks and explanation of loss, if any, with report of steps taken towards necessary adjustments Name Quantity

Rs. P. Rs. P. Rs. P. Rs. P.

Total ….

Deduct As per auctioneer’s receipt on 1st page Auctioneer’s Commission at …

Net Proceeds … As per Cashier’s receipt on 1st page

Station ……………………… Divisional Officer, Date …………………200…. Divisional Accountant ………………………………… Division





5.15. PWG 15

Half-Yearly Register of Stock

………………….DIVISION ………………….SUB-DIVISION

PART – I THE REGISTER For the Half-year ending

QM / F 15

Item

No.

Cla

ss

and

Nam

es

of

artic

les

Bal

ance

bro

ught

ove

r

Receipts To

tal

Rec

eipt

s an

d ba

lanc

e

Issues

Tota

l

Clo

sing

ba

lanc

e ca

rrie

d fo

rwar

d

Uni

t

Cur

rent

issu

e R

ates

Futu

re is

sue

Rat

es

Val

ue

at

futu

re

issu

e R

ates

Mar

ket R

ates

Rem

arks

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24


Note – Book values also should be entered in column 18 in total for each Sub-head.





PWG 15 (Contd.)

PART – II – THE SUMMARY

General Abstract Abstract of Sub- Divisional Figures

Sub-head Book Value

Value at future Issue

Rates Sub-Division Book

Value

Value at future Issue Rates

Book Value

Values of future Issue

Rates

A B A B A B Rs. P. Rs. P. Small Stores Building Materials Rs. P. Rs. P. Rs. P. Rs. P.

Small Stores … Building Materials … Timber … Metals … Fuel … Painter’s Stores … House fittings …

Miscellaneous … Land, Kilns, etc. …

Totals for the Division

Storage … House fittings Miscellaneous Rs. P. Rs. P. Rs. P. Rs. P.

Total value of Stock in the Division

… Totals for the Division

N.B. – Book value should be posted from column 18 PART I and also column “Value at Future Issue Rates from column 22 of Part I. A. This total should agree with the balance as per Suspense Register (Stock).





PART – II – THE SUMMARY

Book Value Value at

Future Issue Rates

Book Value Value at

Future Issue Rates

Book Value Value at

Future Issue Rates

Book Value Value at

Future Issue Rates

A B A B A B A B Timber Metals Fuel Painter’s Stores

Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P.

Manufacture Land, Kilns, etc. Storage Total Value






PWG 15 (Contd.)

PART III – THE REVIEW To The Divisional Officer, Sir, The Future Issue Rates for all articles have been worked out by me personally, under your general instructions and in accordance with the prescribed rules. These rates do not exceed in any case, the market rates as filled in the Register, under your orders by ……………………… (Rank) …………………… on.

1. Explanation have also been recorded in the “Remarks” Column against items of important differences between the Future Issue Rates and (i) the Current Issue Rates or (ii) Market Rates.

2. The following table shows the surpluses and deficits which are brought out by the revision by rates and should now be adjusted in the accounts in order to effect an agreement between the revised values and the present book values of the Stores under each sub-head.

A. Sub-Division B. Sub-Division C. Sub-Division** Sub-head Surplus Deficit Surplus Deficit Surplus Deficit

Small stores … Building materials … Timber … Metals … Fuel … Painter’s stores … House fittings … Miscellaneous … Land, Kilns, etc. … Storage* …

* The surplus or deficit against this sub-head will be adjusted only at the close of the year.

** The table can also be extended to cover other sub divisions.





PWG 15 (Contd.)

Short notes explaining how these differences have resulted have been recorded in Part I against the individual items.

3. The Certificates recorded by Sub-Divisional Officers on their Balance Returns for the half year show that, with the exceptions

noted below, stock of articles shown in this Return has been taken during the year ending by the persons named below :-

Stock of Sub-Division counted by …………………………………..

“ “ by …………………………………..

“ “ by …………………………………..

4. Quantities seem to be excessive in the following cases : 5. Other points to be brought to the notice of the Divisional Officer.

Dated …………………200.. Divisional Accountant

ORDERS OF THE DIVISIONAL OFFICER

(1) The future issue rates approved. All errors in accounting marked A within should be rectified in the next accounts. Subject to

this condition the should be

(2) Remarks and orders regarding stock taking and other points.

Dated …………………200.. Divisional Officer

net surplus net deficit

Credited to the revenue head concerned or treated as receipts on capital account. Charged off on receipt of sanction of which should be applied for.





5.16. PWG 16

Survey Report of Stores

Report of the survey of stores which have become unserviceable or lost ………………………Division QM / F 16

Value on the books Number of

quantity Description of

articles Rate Amount

Date of Receipt

Remarks by the subordinate in charge explaining the cause of the articles becoming unserviceable or the circumstances of the loss

Remarks by the

Divisional Officer

Orders of the Chief / Superintending

Engineer

Rs. P. Rs. P. Chief / Superintending Engineer

Station ……………………….. Divisional Officer,

Date……………….200.. Divisional Accountant ………………………….Division

No. dated the ……………200.. No. dated the ……………200…

Returned to the Divisional Officer, for necessary action, Submitted to the Superintending Engineer………………………..

as per orders noted above ……………………………. Circle for orders.





5.17. PWG 17

Register of Tools and Plants

Sub-Division ………………………….. Part I – Articles on hand Year ending ……………200...

QM / F 17

Receipts Issues

Cla

ss

Item

num

ber

Name of article grouped under the prescribedsub-heads

Bal

ance

bro

ught

forw

ard

Oct

ober

N

ovem

ber

Dec

embe

r

Janu

ary

Febr

uary

M

arch

A

pril

May

June

Ju

ly

Aug

ust

Sep

tem

ber

Tota

l inc

ludi

ng o

peni

ng b

alan

ce

Oct

ober

N

ovem

ber

Dec

embe

r Ja

nuar

y Fe

brua

ry

Mar

ch

Apr

il M

ay

June

Ju

ly

Aug

ust

Sep

tem

ber

Tota

l

Clo

sing

bal

ance

car

ried

forw

ard

Rem

arks





PWG 17 (Contd.)

PART II – Articles Temporarily Lent or Sent out

Sub-Division ………………………….. Year ending …………200….

Debits Credits

Cla

ss

Item

num

ber

Name of Contractor or other person with names of articles

Bal

ance

bro

ught

forw

ard

Oct

ober

N

ovem

ber

Dec

embe

r Ja

nuar

y Fe

brua

ry

Mar

ch

Apr

il

May

June

July

Aug

ust

Sep

tem

ber

Tota

l deb

its a

nd b

alan

ces

Oct

ober

N

ovem

ber

Dec

embe

r Ja

nuar

y Fe

brua

ry

Mar

ch

Apr

il

May

June

Ju

ly

Aug

ust

Sep

tem

ber

Tota

l

Clo

sing

bal

ance

car

ried

forw

ard

Rem

arks





PWG 17 (Concld..)

PART III – Shortages awaiting adjustment

Sub-Division ………………………….. Year ending …………………200..

Debits Credits

Cla

ss

Item

num

ber

Name of Contractor

or other person with

name of articles

Bal

ance

bro

ught

forw

ard

Oct

ober

N

ovem

ber

Dec

embe

r Ja

nuar

y Fe

brua

ry

Mar

ch

Apr

il

May

June

July

Aug

ust

Sep

tem

ber

Tota

l deb

its a

nd b

alan

ces

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

Apr

il M

ay

June

July

A

u gus

t S

e pte

mbe

r To

tal

Clo

sing

bal

ance

car

ried

forw

ard

Rem

arks

Note: Certified (1) that Part I of this return is a complete account of all imperishable articles for which this accounts is required to be maintained (2) that, with the exceptions noted, the articles shown in Part I of this return have, during the year ending September 200.. been counted by me or the persons named below, (3) that I have satisfied myself that closing balances of Part II actually represent articles lent or sent out for repairs, which could not for good reasons, be returned by the end of September 200…, and (4) that the shortages detailed in Part III are receiving attention, and delays of more than three months in the clearance of individual items have been explained against them in the column of Remarks. Dated …………………200…… Signature of Sub-Divisional Officer

Signature of Divisional Officer





5.18. PWG 18

Statement of Receipts, Issues and Balances of Road Metal

Road from ………………………………………………….To …………………………………………….. Division …………………………..

Month ………………200….. Sub-Division …………………………..

Length …………… Miles

QM / F 18

Actual checked by measurement

No.

of M

ile Nature of

Metal Opening Balance

Received during

the Month

Reference to Bills

Voucher Nos. in which

collection was paid for

Total Expended during the

month

Reference to Bills (Voucher Nos.) in which consolidation has been paid

for

Closing balance

Date Result

* R

emar

ks

1 2 3 4 5 6 7 8 9 10 11 12 Total ….

*Action taken in respect of deficiencies should be indicated in this column. Dated …………………………. Sub-Divisional Officer / Section Officer





5.19. PWG 19

Road Metal Rate Book or Lead Register

Register showing Load (the lowest rates) at which metal can be supplied to the roadside through out the Division.

QM / F 19

Metal Gravel Rate per 100 C. ft.

Nam

e of

Roa

d

No.

of M

ile

No.

of f

urlo

ng

Dis

tanc

e ca

rried

Qua

rry

from

whi

ch

dug

Dis

tanc

e ca

rried

Qua

rry

from

whi

ch

dug

Rat

e fo

r car

ryin

g pe

r m

ile

Dig

ging

and

S

tack

ing

at ro

ad

side

Carriage

Other Miscellan-eous charges such as sorting, clearing, etc.

Total Remarks

M F M F Rs. P. Rs. P. Rs. P. Rs. P. Rs. P.

Station ………………………… Date ………………………... Divisional Officer

Divisional Accountant …………………………….. Division





5.20. PWG 20 [See Paragraph 177 – Note 3.]

Register of Miscellaneous Revenue – Yielding Properties

Division ……………………………………………………………………………………………….

QM / F 20

200…. ----- 200…. Demand Collection Balance

Ser

ial N

o.

Des

crip

tion

of p

rope

rly

No.

and

dat

e of

leas

e ag

reem

ent a

nd s

anct

ion

ther

eto

Per

iod

of le

ase

Am

ount

of l

ease

Con

ditio

ns o

r rec

over

y

Ave

rage

reve

nue

for t

he

past

thre

e ye

ars

No.

of i

nsta

llmen

ts

Per

iod

cove

red

Am

ount

of

inst

allm

ents

Due

dat

e

Act

ual d

ate

of

real

izat

ion

Item

num

ber i

n C

ash

Boo

k an

d m

onth

of r

ecei

pt

Am

ount

Am

ount

Dat

e of

Rec

over

y

Rem

arks

exp

lain

ing

incr

ease

or f

all o

f R

even

ue

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Rs. Rs. Rs.





5.21. PWG 21 (See Paragraph 182)

Statement of Rents Recoverable in Cash or by Deduction from Pay Bills

Name of Division ………………………….

Major Head to be credited ……….………………….

QM / F 21

To be filled in by the Treasury officer or other Disbursing Officer

Reg

iste

r No.

of

build

ing

Nam

e of

Bui

ldin

g

Nam

e of

Occ

upan

t

Ran

k

Offi

ce

Pay

and

Allo

wan

ce

as

know

n to

th

e D

ivis

iona

l Offi

cer

Am

ount

due

to

end

of

200…

.

Am

ount

re

cove

red

durin

g

Rem

arks

w

ith

date

and

oth

er

parti

cula

rs

of

chan

ges

in th

e ra

tes

of

emol

umen

ts

show

n in

Col

. 6

1 2 3 4 5 6 7 8 9

Forwarding to Treasury or other Disbursing Officer for favour of supplying the particulars. Dated …………………… Divisional Officer Completed and returned to the officer in charge Division. Certified that the pay and allowances of the tenants named herein remained unchanged during the month and that no arrears of emoluments were paid to them during the previous month except as indicated in column 9.

Treasury or other Disbursing Officer Dated …………………..





5.22. PWG 22 (See Paragraphs 183-194)

Register of Rents of Building and Lands

200… 200…

QM / F 22

By whomoccupied

Standardrent (in red ink)

April 200…

March 200.. March

Supplemen-tary 200...

Reg

iste

r N

o.

of

build

ing

or

land

Par

ticul

ars

of

prop

erty

(in

clud

ing

clas

s an

d na

me

in

case

of b

uild

ings

)

Nam

e, ra

nk a

nd o

ffice

Pay

and

allo

wan

ces

Aut

horit

y

Rat

e

Arr

ears

from

las

t yea

rs

Ass

essm

ent

Rea

lizat

ion

Bal

ance

Ass

essm

ent

Rea

lizat

ion

Bal

ance

Ass

essm

ent

Rea

lizat

ion

Bal

ance

Ass

essm

ent

Rea

lizat

ion

Bal

ance

Ass

essm

ent

Rea

lizat

ion

Bal

ance

Ass

essm

ent

Rea

lizat

ion

Bal

ance

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Rs.

P

. R

s.

P.

Total ...

* Columns for the intervening months will be provided in the same way.

Dated initials of the Divisional Accountant





PWG 22 (Concld.)

Abstract of total Realizations

April * March * March Supplementary*

Recoveries how effected R

ents

of

re

side

ntia

l bu

ildin

gs

incl

udin

g of

fice

build

ings

us

ed

as

resi

denc

es.

Ren

ts

of

such

ot

her

build

ings

land

s et

c. le

t.

Ren

ts

for

such

sp

ecia

l se

rvic

es a

s fu

rnitu

re e

tc.

Tota

l

Ren

ts

of

resi

dent

ial

build

ings

in

clud

ing

offic

e bu

ildin

gs

used

as

re

side

nces

.

Ren

ts

of

such

ot

her

build

ings

land

s et

c. le

t

Ren

ts

for

such

sp

ecia

l se

rvic

es a

s fu

rnitu

re e

tc.

Tota

l

Ren

ts

of

resi

dent

ial

build

ings

in

clud

ing

offic

e bu

ildin

gs

used

as

re

side

nces

.

Ren

ts

of

such

ot

her

build

ings

land

s et

c. le

t.

Ren

ts

for

such

sp

ecia

l se

rvic

es a

s fu

rnitu

re e

tc.

Tota

l

C. – Cash realized in the division.

A. – Recoveries by other disbursing officers adjusted in the divisional accounts.

T. – Recoveries by Treasury officers of the State adjustable in the Audit office

Total ….

* Columns for the intervening months will be provided similarly.





5.23. PWG 23

Register of Bills Received

……………………………… Division …………………………..Sub-Division

QM / F 23

Sl. No.

Particulars of Bill, Muster Roll or other claim

Amount of claim

Date of measurement supply or service

Date of Bill

Date of Receipt in the Divisional . Sub-Divisional Office

Date of payment

with C.B.V. No.

Remarks

1 2 3 4 5 6 7 8 Rs. P.

Management System Forms and Formats Manual for




5.24. PWG 24 [See Paragraphs 204] Printed No……….

Muster Roll

QM / F 24 (Nominal Roll of Labour Employed)

Division …………………………………

Sub-Division …………………………...

Departmental Head …………………..

Service Head ………………………..…

Name of Work ………………………...

Period – From

To

Cash book Voucher No.

Issued to the Sub-divisional Officer

…………………………..…………………………………… Sub-division on ………………………………………………………………….

Storekeeper Accountant

Issued to the Section Officer / Maistry / Karkuna of Sub-section on ………………………………………

Clerk Sub-Divisional Officer

Completed Muster Roll received in the Sub-divisional Office on …………………….

Sub-Division Clerk Sub-Divisional Officer

Note: The forms will be machine – numbered in the Press. A stock account thereof should be kept in the Divisional and Sub-Divisional Offices as in the case of measurement books.

Management System Forms and Formats Manual for




Inner PWG 24

PART I – NOMINAL MUSTER ROLL Dates

Des

crip

tion

No.

Name (grouped according to

classes)

Father’s Name

Res

iden

ce

Tota

l No.

of d

ays

Rat

e pe

r day

*Am

ount

Dat

ed a

ckno

wle

dgem

ent

of th

e P

ayee

Dat

ed

initi

als

and

rem

arks

of

th

e pa

ying

of

ficer

mad

e at

the

tim

e of

pay

men

t

Rs. P. Rs. P.

Daily Total ... Total ….

Dated initials of person marking the attendance

Payees identified and payments on this page witnessed by me.

Signature …………………………………

Dated initials of the inspecting officer

Designation ………………………………

Dated signatures of the * Note – Any recoveries on account of fines, etc. should be noted in red ink below the total amount worked out in this column and the net amount to be paid struck. Person maintaining the muster roll

Sectional Officer



QMS/F&F-05/ Forms and Formats Issue 01, Rev 00


PWG 24 – (Contd.)

Passed for Rs. ( ) Rupees………………………………. Dated the ……………………………..

Signature

Rank Grand total of this muster roll Rs…………………… Deduct – payments Not made as per details Transferred to part II ………………………..

Net ………………………. Total amount paid (Rs……………..) Rupees…………………………………..

Date Signature and rank …………………………………………..

When wages are not claimed within three months a report of this fact should be made to the Divisional Officer

PART II

Register of arrears of wages

Arrears as per this muster roll

Sl. No. Name Father’s Name Amount Due 1.

2.

3.

4.

………

………

………

………

………

………

………

……… Total ….

………

………

………

………

………





PWG 24 – (Concld.)

PART III

Details of the Measurement of work done by the Labour Employed as per this nominal Muster Roll in case in which the work is susceptible of measurement.

Description of work (each distinct item of work grouped by sanctioned sub-heads, where necessary.

Qua

ntity

Deduct:- Quantity as shown on the last Muster Roll.

Qnt

y. n

ow d

one

Rat

e

Cos

t

Rem

arks

Measurements taken on: ……………………200…, vide Measurement Book No……….. and Page…………………………..

Signature

Rank

Measurements checked on: Section Officer Sub-Divisional Officer If the work is not susceptible of measurements a remark to this effect should be recorded.





5.25. PWG 25

Register of Unpaid Wages

QM / F 25

Ser

ial N

o.

Reference to Muster Roll concerned (C.B.V. No.

Date) S

eria

l No.

of t

he

item

in th

at R

oll

Name of Labourer

Fath

er’s

Nam

e

Amount of arrears

due

Initi

als

of th

e D

ivis

iona

l / S

ub-

Div

isio

nal O

ffice

r

Amount Paid

Date of payment

Reference to C.B.V.

No.

Initi

als

and

rem

arks

of t

he

payi

ng o

ffice

r





5.26. PWG 26

Casual Labour Roll

CBV No………..Date……………….. From to Division…………………….. Sub-Division……………………..

QM / F 26

Number employed Class of labour Period

Rate

Rs. P.

Amount

Rs. P.

Date, initials and remarks

of paying officer

Quantity of work done with reference to

recorded measurements, if any

Name of work to which chargeable

Total amount paid (in words) Rupees

(Signature) Dated 200….. (Office or Designation) Sub-Divisional Officer,

Sub-Division Note: - Amounts remaining unpaid should be specified with necessary details





5.27. PWG 27

Measurement Book

QM / F 27 (FOR ROADS AND OTHER WORKS)

Page 1 I certify that I have this day counted the pages in this book and found them to be correct (………..pages). Dated the……………….200…. …………………. …………………….. Divisional Accountant Divisional Officer

Page 2.

Measurement Book for……………….for the year……………….200… --------200.. Work commenced……………………………. Work completed…………………………….. Names of subordinates in charge with dates of taking over and relinquishing charge.

Dates Name of subordinate in charge with rank From To Remarks

Page 3. Name of Contractors

Dates Name of Contractors From To Remarks

Page 4 Dimensions Particulars No. L. B. D.

Contents or Area Remarks

Abstract of Measurements Name of Contractor and date of

measurement

Estimate:-

Account of Receipts Issues of and balances of Materials-at-site Transactions





5.28. PWG 28 Division……………..………

Sub-Division……………….

Register of Measurement Books

QM / F 28

Prin

ted

No.

of

Boo

k

Siz

e of

Boo

k

Name of Sub-Division, Subordinate to whom issued (to be corrected according to the use of book in the Sub-Division, or the Divisional Office)

Name of work for which issued

Date of Issue

Reference to sub-divisional, Subordinates indent

Date of return

Year from the last day of which period of preservation is to be computed

Remarks

1 2 3 4 5 6 7 8 9

Sub/Divisional Officer





5.29. PWG 29 (See paragraph 208 Note 2)

Half Yearly Return of Measurement Books

Division………………………….. Sub-Division…………………….

QM / F 29

Printed No. of Measurement Book in use in the Sub-Division at the end of the half-year

Size of the Book

Date of receipt in the Sub-Division

Date of issue to Sub-ordinate

Name of subordinate in whose charge the book is at the end of the half – year

Name of work for which issued

State of work whether completed or in progress

Remarks as to why it is not returned if completed or for delay in completion

1 2 3 4 5 6 7 8






5.30. PWG 30 [See paragraphs 210(2)]

Register of Standard Measurement Books

QM / F 30

Particulars of work By whom certified as correct to form the basis

of annual repair estimates and payment to contractors Printed No.

Alphabetical Sub-Division Name of building Pages Name and Designation Date

Remarks

1 2 3 4 5 6 7






5.31. PWG 31

Register of Measurement Books Reviewed by the Divisional Accountant

Month…………………… Number of bills (excluding final bills paid in the Divisions and other Office) Paid in Sub-Divisions during the month of ………………………

QM / F 31

C.B

. Vr.

No.

and

da

ta

Mea

sure

men

t bo

ok N

o.

Pag

e N

o. t

o be

re

view

ed

Dat

e of

co

mpl

etio

n of

re

view

Pag

e N

o.

arith

met

ical

ly

chec

ked

Brie

f pa

rticu

lars

of

irr

egul

ariti

es

notic

ed

No.

and

dat

e of

is

sue

of

the

mem

o to

th

e su

bord

inat

e

No.

and

dat

e of

th

e re

ply

from

th

e su

bord

inat

e

How

regu

lariz

ed

Initi

als

of

the

Div

isio

nal

Acc

ount

ant

Initi

als

of

th

e E

xecu

tive

Eng

inee

r

Rem

arks





5.32. PWG 32 First and Final Bill

For Contractors and Suppliers – 1To be used when a single payment is made for a job or contract, i.e. only on its completion. A single form may be used for making payments to several contractors or suppliers, if they relate to the same work or the same head of account in the case of supplies and are billed for at the same time). Name of work (in the case of bills for work done) …………….. Cash Book Voucher No……………Date ……………… QM / F 32

Reference to recorded

measurements and date

2Dates of

Total amount payable to the contractor or supplier

Dated certificate of disbursement

Nam

e of

co

ntra

ctor

or

su

pplie

r, an

d / r

efer

ence

to

agre

emen

t

Item

s of

wor

k or

sup

plie

s (g

roup

ed

unde

r ‘s

ub-

head

s’ a

nd ‘

sub-

wor

ks’

of

estim

ate)

Book No.

Page No. Date

Written order to commence work

Actual comple-tion of work

Qua

ntity

Rat

e

Uni

t

Am

ount

3 In figures

In words

Pay

ee’s

dat

ed s

igna

ture

in

toke

n of

(1)

acc

epta

nce

of

bill

and

(2)

ackn

owle

dge-

men

t of p

aym

ent

Dat

ed s

igna

ture

of w

itnes

s4

Mode of payment cash or cheque (number and date)

Paid by me5

I certify that the above measurements were made by me and that the work has been executed satisfactory. Dated ………………. Pay Rs.(……..) nil in cash and Rs. (……..) ………. by cheque. Signature6 Officer in-charge of the work or Officer preparing the bill

Sub-Divisional Officer, authorizing payment Sub-Division

Signature Divisional Officer (Division)

1. In the case of payments to suppliers a red ink entry should be made across the page, above the entries relating thereto in one of the following forms, applicable to the case : (1) “Stock” (2) “Purchases-For Stock”, (3) “Purchase for direct issue to work ………………”(4) “Purchases for the work ………………. for issue to contractor …………………..”.

2. Not required in the case of work done or supplies made under a piece-work agreement. 3. In the case of works the accounts of which are kept by sub-heads, the amounts relating to all items of work falling under the same “sub-head” should be totaled in red ink. 4. Payment should be attested by some known person when the payee’s acknowledgement is given by a mark, seal or thumb impression. 5. The person actually making the payment should initial (and date) in this column against each payment. 6. This signature is necessary only when the officer authorizing payment is not the officer who prepares the bill. 7. When the bill is prepared in the Sub-Division office the certificate should be amended suitably. Note: Final payments must invariably be made on forms printed on yellow paper which should not be used for intermediate payments.





5.33. PWG 33(A)

Running Account Bill – A.

(For Contractors – This form is provided for advance payments as well as payments for measured works). QM/F 33(A) Cash Bock Voucher No ……………………………………………………………………………………………..……………………………………. Name of Contractor …………………………………………………………………………………..………………………………………………...... Name of Work (as in the estimate) ……………………………………………………………………………………………………………………… Serial number of this Bill …………………………………………………………………………………..………………………………………….…. No. and date of his previous bill for this work ………………………………………………………………………………………………………..… Reference to Agreement ………………………………………………………………………………………………….……………………………... Authority who accepted the Tender …………………………………………………………………………………………………………………..… Date of written order to commence work …………………………………………………………………………………………………………….… Date of completion according to agreement ………………………………………………………………..……………………………………..…… Actual date of completion …………………………………………………………………………………..……………………………………….……

For use in the Accountant – General’s Office For use in the Sub-Divisional Office Initials of Clerk Computed Checked arithmetically with Measurement book … Classification checked Checked with previous bill … Checked with Schedule of Rates / rates as per agreement Checked with agreement … Points for orders … Auditor Orders of the Sub-Divisional Officer

Reviewed For use in the Divisional Office, Superintendent Checked

Gazetted Officer Accounts Clerk Divisional Accountant Here put Cheque issued stamp Pay Rs…………………………….. by cheque Dated initials of the Disbursing Officer





PWG 33(A) – (Contd.)

I . Account of Work Executed

Advance payments for work not yet measured

†Work done since previous bill Total to date

Tota

l as

per

prev

ious

bi

ll

*Sin

ce

prev

ious

bi

ll

Tota

l up-

to-d

ate

Item

No.

Items of work (grouped under sub-heads and sub-works of estimate)

Unit Rate

Quantity Cost Qty. Cost

Rem

arks

(with

re

ason

s fo

r del

ay in

ad

just

ing

paym

ents

sh

own

Col

. 1)

1 2 3 4 5 6 7 8 9 10 11 12 Rs. Rs. Rs. Rs. P. Rs. P. Rs. P.

(D) (B) … …… …… …

(Figure (D) in words

Total value of work done to date (A) Deduct value of work shown in previous-bill Net value of work done since previous bill (F) Figure (F) in words Rupees…………….

* Wherever there is an entry in column 9 on the basis of actual measurement the whole of the amount previously paid without detailed measurement, should be adjusted by a minus entry in column 2 equivalent to the amount shown in column 1 so that the “Total up-to-date” in column 8 may become ‘nil’. † When there are two or more entries in columns 8 and 9 relating to each sub-head of estimate, they should, in the case of works the accounts of which are kept by sub heads be totaled and the total recorded in column 12 for posting the Works Abstract.





PWG 33(A) – (Contd.)

II. Certificates and Signatures 1. Certified that the measurements on which the entries in Columns 5 to 11 of Account 1 are based were made by me ** on

………….. as recorded at page ………… of M.B. No. ………………. and that the work has been satisfactorily executed.

Dated signature of the officer or subordinate in charge of the work ……………………………

Or signature of the Officer preparing the Bill ……………………………………

Dated signature of Contractor …………………….

*2. Certainly that in addition to and quite apart from the quantities of work actually executed, as shown in column 10 of Account I, some work has actually been done in connection with several items, and the value of such work is in no case less than the advance payments as per column 3 of Account I, made or proposed to be made for the convenience of the contractor in anticipation of and subject to the results of detailed measurement, which will be made as soon as possible.

I certify that the advance payment recommended is fully covered by value of work actually done after allowing for deduction on account of security deposit and value of materials issued, if any, and that I shall be personally responsible for any over payment which may occur on the work in consequence of an incorrect valuation of the work done for this purpose.

Divisional / Sub-Divisional Officer

Dated signature of officer authorizing the payment …………..

…………………………………… * This certificate must be signed only by the Divisional or Sub-Divisional Officer. ** When the bill is prepared in the Sub-Division Officer the certificate will be altered suitably.





PWG 33(A) – (Concld.)

III. Memorandum of Payments 1. Total value of work actually measured as per Account I, Column II – Entry (A) … Rs. P. 2. Total up-to-date advance payments for work not yet measured, as per Account I

Column 3 Entry (B) …

3. Total (Items 1 and 2) … 4. Deduct amounts withheld - (a) from previous bill as per last Running Account Bill Rs. P. (b) from this bill … 4

Figures for Works Abstract

Rs. P. 5. Balance (Item 3-4 – (k)* …. 6. Total payments (as per entry K) to end of last Running Account Bill …. Vide S.D. No. For …. 7. Payments now to be made, as detailed below - (a) By recovery of amount creditable to this work Rs. P.

Total of 4(b)+7(a) G (b) By recovery of amount creditable to other works or heads of account … (c) By cheque ┼ … Total of 7(b) + (c) H Received Rs. * (………………………………) as per above memorandum on account of this work. Dated Witness Signature of Contractor * The payee’s acknowledgement should be for the gross amount paid as per item 7 (i.e., a+b+c). ┼ Payment should be attested by some known person when the payee’s acknowledgement is given by a mark, seal or thumb impression.

IV REMARKS (Final payments must invariably be made on forms printed on yellow paper which should not be used for intermediate payments).

Stamp





PWG 33(B)

Running Account Bill - B

[For Contractors – This form provides for (1) Advance payments, (2) Secured Advances and (3) Payment for measured Works]. ---------------

Cash Book Voucher No…………………………………………………………………………………………………………………………………… Name of Contractor ………………………………………………………………………………………………………………………………………. Name of the Work (as in the estimate) ………………………………………………………………………...………………………………………. Serial number of this bill ……………………………………………………………………….…………………………………………………………. No. and date of his previous bill for this work ………………………………………………….………………………………………………………. Reference to agreement …………………………………………………………………………………………………………………………………. Authority who accepted the tender …………………………………………………………………………..…………………………………………. Date of written order to commence work ………………………………………………………………….…..………….……………………………. Date of completion according to agreement ………………………………………………………………..………………………………………….

For use in the Accountant General’s Office For use in the Sub- Initials Divisional Office of Clerk

Computed Checked arithmetically with measurement book ….. Checked with previous bill ….. Classification checked Checked with Agreement ….. Checked with Schedule of Rates Points for orders …..

Sub-Divisional Officer Rates as per agreement For use in the Divisional Office

Reviewed Checked Auditor Superintendent Gazetted Officer Accounts Clerk Divisional Accountant

Here put ‘Cheque Issued’ stamp Pay Rs…………………. By cheque

Dated initials of Disbursing Officer





PWG 33(B) – (Contd.)

Page 2

I. Account of Work Executed

Advance payments for work not yet measured

† Work done since Previous bill Total up to date

Tota

l as

per

prev

ious

bi

ll

*Sin

ce

prev

ious

bi

ll

Tota

l up-

to-d

ate

Item

No.

Items work (grouped

under “sub-heads” and “sub-works” of estimates)

Unit Rate

Quantity Cost Qty. Cost

Rem

arks

1 2 3 4 5 6 7 8 9 10 11 12 Rs. Rs. Rs. Rs. P. Rs. P. Rs. P.

(D) (B) … …… …… …

(Figure (D) in words

Total value of work done to date (A) Deduct value of work shown in previous-bill Net value of work done since previous bill (F) Figure (F) in words …………….

* Wherever there is an entry in column 9 on the basis of actual measurement the whole of the amount previously paid without detailed amounts should be remitted by a minus entry in column 2 equivalent to the amount shown in column 1 so that the “Total up-to-date” in column 3 may become ‘nil’. † When there are two or more entries in columns 8 and 9 relating to each head of estimate, they should, in the case of works the accounts of which are kept by sub heads be totaled and the total recorded in column 12 for posting the Works Abstract.






Page 3

II. Account of Secured Advances Allowed on the Security of Materials Brought to Site

Qua

ntity

out

stan

ding

fro

m

prev

ious

bill

Ded

uct

quan

tity

utili

zed

in

wor

k m

easu

red

sinc

e pr

evio

us b

ill

*Qua

ntity

ou

tsta

ndin

g (in

clud

ing

the

quan

tity

brou

ght

to

site

si

nce

prev

ious

bill

)

Full

rate

as

asse

ssed

by

the

Div

isio

nal O

ffice

r

Des

crip

tion

of m

ater

ials

Uni

t

Red

uced

ra

te

at

whi

ch

adva

nce

is m

ade

† U

p to

da

te

amou

nt

of

adva

nce

Ref

eren

ce

to

Div

isio

nal

Offi

cer’s

w

ritte

n or

ders

au

thor

izin

g th

e ad

vanc

e

Rea

sons

for

non-

clea

ranc

e of

ad

vanc

e w

hen

outs

tand

ing

for

mor

e th

an

thre

e m

onth

s

1 2 3 4 5 6 7 8 9 10

No. Date

Total amount outstanding as per this amount Deduct amount outstanding as per entry (c) of previous bill Net amount since previous bill (in words)

…….. …….. ……..

(c) (E)

* Entries relating to each description of materials should be posted in column 3 thus – First enter the difference between the quantity in columns 1 and 2. Then show below this entry, the quantities, if any, brought to site against which a further advance has been authorized, this entry being prefixed by the plus sign. Finally, strike the total of the two entries which will represent the total quantity outstanding. † Entries in column 8 show the money value of the total quantities outstanding as per column 3.






Page 4

III Certificates and Signature

**1. Certified that the measurements on which the entries in columns 5 to 11 of Account I are based were made by me …………………. On ……………….. as recorded at page ……………….. of M.B. No…………………. and that the work has been satisfactorily executed.

Dated ……………………. Signature

Rank

*2. Certified that in addition to and quite apart from the quantity of work actually executed as shown in column 10 of Account. I some work has actually been done in connection with several items, and the value of such work after deducting therefrom the proportionate amount of secured advance, if any, ultimately recoverable on account of the quantities of materials used therein, is in no case less than the advance payments as per columns 3 of Account I made or proposed to be made for the convenience of the contractor in anticipation of and subject to the results of detailed measurement which will be made as soon as possible.

I certify that I shall be personally responsible for any over-payment which may occur on the work in consequence of an incorrect valuation of the work done for this purpose.

*3. Certified (1) that the plus quantities of materials shown in column 3 of Account II above have actually been brought by the contractor to the site of work and the contractor has not previously received any advance on their security; (2) that these materials are of an imperishable nature and are all required by the contractor for use on work within the next three months in connection with items for which rates for finished work have been agreed upon and (3) that a formal agreement in PWG 36 signed and executed by the contractor in accordance with paragraph 228 of the Himachal Public Works Account Code, is recorded in the Divisional Office.

Dated Signature of Contractor Dated signature of Officer in charge of work …………..

Rank …………………………………… @ Dated signature of Officer authorizing the payment …………..

Rank …………………………………… * These certificates must be signed by the Sub-Divisional or the Divisional Officer. @ This signature is necessary only when the Officer who prepares the bill is not Officer who authorizes the payment. In such a case two signatures are essential. ** When the bill is not prepared by the officer in charge of the work but in the Sub-Divisional Officer, the wording of the certificate should be amended suitably.





PWG 33(B) – (Concld.)

Page 5

1. Total value of work actually measured as per Account I, Column II – Entry (A) … Rs. P. 2. Total up-to-date advance payments for work not yet measured, as per Account I Column 3

Entry (B) …

3. Total “up-to-date” secured advance on security of materials as per Account II – column 8 Entry (c)

4. Total Items (1+2+3) … 5. Deduct amounts withheld -

(a) from previous bill as per last Running Account Bill … Rs. P. Figures for Works Abstract (b) from this bill … 5 Rs. P. 6. Balance i.e. up-to-date payment (Items 4-5) (K) …. 7. Total payments to end of last Running Account Bill Entry (K) vide S.D. No………. …. For ………….. …. 8. Payments now to be made, as detailed below - (a) By recovery of amount creditable to this work Rs. P. …………

Total of 5(b)+8(a) G ………… (a) 8 (G) (b) By recovery of amount creditable to other works or heads of account … (c) By cheque ┼ … (b) Total of 7(b) + (c) H Received; * (…………….) ………………………………… as per above Memorandum on account of this work. (Stamp) Witness …………………. Signature of Contractor * The Payee’s acknowledgement should be for the gross amount paid as per Item (a+b+c) and payments should be attested by some known person when the payee’s acknowledgement is given by a mark, seal or thumb impression.

IV Remarks

(This space is reserved for any remarks which the Disbursing Officer or the Divisional Officer may wish to record in respect of the execution of the work, check of measurements or the state of Contractor’s account).





[Final payments must invariably be made on forms printed on yellow paper which should not be used for intermediate payments].

PWG 33(C)

Running Account Bill C

[See paragraph (217)] (For contractors and suppliers – this form provided only for payments for work or supplies actually measured). Cash Book Voucher …………………………………………………………….……………………………………….. Dated ……………………. Name of contractor or supplier ……………………………………………………………………………………….……………………………..… Name of work (as adopted in the estimate) …………………………………………………………………………………………………………. * Purpose of supply (1) …………………………….. Stock to ……………………………………..………….Contractor, ………………………………………………………...……. (2) Purchase for issue __________________________________________

Direct to work ……………………………………………. Serial No. of this bill …………………………………………………….………………………………………………………………………………. No. and date of his last bill for this work ………………………………………………………………………………………………………………. Reference to Agreement ………………………………………………………………………………………………………………………………… Date of written order to commence work ……………………………………………………………………………………………………………… Date of completion according to agreement …………………………………………………………………………………………………………… Date of actual completion of work ……………………………………………………………………………………………………………………… * Not required in the case of work done or supplies made under a piece work agreement.

For use in the Accountant – General’s Office For use in the Sub-Divisional Office Initials of Clerk Computed Checked arithmetically with measurement book Classification checked Checked with previous bill … Checked with Schedule of Rates / rates as pre agreement Checked with agreement / Schedule of rates … Points for orders … Sub-Divisional Officer For use in the Divisional Office

Reviewed Checked Auditor Superintendent Gazetted Officer Accounts Clerk Divisional Accountant

Here put Cheque Issued Stamp Pay Rs………….........................................….. by cheque Dated initials of Disbursing Officer





PWG 33(C)

Page 2

I. Account of work done or supplies made

Since previous bill Up to date

Sl.

No.

Items of work or supplies (grouped under “Sub-heads” and “Sub-works” of Estimates

Uni

t

Rate Qty. *Cost Qty. Cost

Rem

arks

1 2 3 4 5 6 7 8 9 Rs. P. Rs. P Rs. P.

Total value of works done or supplies made to date (A) Deduct value of work or supply shown in previous bill………. Net value of work or supplies since previous bill………… Figure (F) (in words) (F)…………..

* If the outlay on the work is recorded by sub-heads, the total for each sub-head should be shown in columns 6 and 8.

II. Certificates and Signatures (1) Certified that the measurements were made by me on………… as recorded at page………. of M.B. No……………….and that the work / supply has been executed satisfactorily. No advance payment has been made previously without detailed measurements.

Dated signature of Officer Incharge of the work / supplies

Dated signature of the contractor.





PWG 33(C) – (Concld.)

Page 3

III. Memorandum of Payments 1. Total value of work done as per Account I column 8 (A) … Rs. P.

2. Deduct amounts withheld - … (a) from previous bill as per last Running Bill … Rs. P.

Figures for Works Abstract (b) from this bill … 2 Rs. P. 3. Balance (Items 1-2) (K) …. 4. Total payments already made as per entry (K) of last running account bill vide S.D. No…….

for ………………….. ….

For ………….. …. 5. Payments now to be made, as detailed below - (a) By recovery of amount creditable to this work Rs. P. …………

Total of 2(b)+5(a) (G) ………… (a) 5

(b) By recovery of amount creditable to other works or heads of account … … … (c) By cheque / cash … (b) … … Total of 5(b) + (c) (H) Received Rs. (2) (……………………….) ……………………… as per above memorandum on account of this work.

Stamp Witness (3) ………………….. Signature of Contractor (2) The payee’s acknowledgement should be for the gross amount paid as per item 5 i.e., (a+b+c). (3) Payment should be attested by some known person when the payee’s acknowledgement is given by a mark, seal or thumb impression.

IV Remarks (This space is reserved for any remarks which the Disbursing Officer or the Divisional Officer may wish to record in respect of the execution of the work, check of measurements or the state of contractor’s account).





5.34. PWG 34

Hand Receipt

QM / F 34

No. No.

(To be used as a simple form of voucher for all miscellaneous payments and advances for which none of the special forms of bills are suitable).

(To be used as a simple form of voucher for all miscellaneous payments and advances for which none of the special forms of bills are suitable).

Cash Book Voucher No. Dated Cash Book Voucher No. Dated

Pay by cash Rs. Pay by cash

Pay by cheque Rs. Pay by cheque

Sub/Divisional Officer Sub/Divisional Officer

Received from the the sum of Rupees Received from the the sum of Rupees

Name of work or purpose for which payment is made Name of work or purpose for which payment is made

Dated 200….. Dated 200…

Witness: Signature of Payee Witness: Signature of Payee

Paid by me Paid by me

Dated initials of the officer

making payment

Dated initials of the officer

making payment





5.35. PWG 35 From ………to ……200...

Account of Petty Contractors

(Task work Statement)

…………………….. Division

Statement of work done by piece-workers QM / F 35

Name of work or sub-work and sub-head ……………. Nature or item of work done………. Place or position of work ……………… Recoveries

Particulars of work rate and

quantity

Fine and other

recoveries

Sl.

No.

Mea

sure

men

t B

ook

and

Page

N

o.

Nam

e of

pie

ce-w

orke

r

Ledg

er F

olio

No.

Adv

ance

out

stan

ding

Stre

ngth

of

th

e ga

ng

or

num

ber o

f car

ts

Cos

t of e

ach

item

Tota

l for

eac

h pi

ece

wor

ker (

a)

Par

ticul

ars

Am

ount

(b

)

For a

dvan

ce (c

) Total (d)

Bal

ance

du

e to

ea

ch

piec

e-w

orke

r (a)

Am

ount

pai

d

Dat

e of

pay

men

t

Sig

natu

re o

f th

e pa

yees

and

ac

know

ledg

emen

t of

th

e am

ount

in w

ords

in th

e ca

se o

f lit

erat

e pa

yees

Bal

ance

of a

dvan

ce

outs

tand

ing

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P.

Certified that the measurements were taken by me on the dates mentioned above and that the works have been executed satisfactorily. Date ……………. Place ……….. Subordinate / Sectional Officer Sub-Divisional Officer





5.36. PWG 36

QM / F 36

Indenture for Secured Advances

(For use in cases in which the contract is for finished work and the contractor has entered into an agreement for the execution of certain specified quantity of work in a given time)

THIS INDENTURE made the …………….. day of ……..200….BETWEEN …………………………. (hereinafter called the ‘Contractor’ which expression shall where the context so admits or implies be deemed to include his executors, administrators and assigns) of the one part, and THE GOVERNOR OF HIMACHAL (hereinafter called the Governor which expression shall where the context so admits or implies be deemed to include his successors in office and assigns) of the other part. WHEREAS by an agreement dated………… (hereinafter called the said agreement ) the Contractor has agreed. AND WHEREAS the Contractor has applied to the Governor that he may be allowed advances on the security of materials absolutely belonging to him and brought by him to the site of the work, the subject of the said agreement, for use in the construction of such of the works as he has undertaken to execute at rates fixed for the finished work (inclusive of the cost materials and labour and other charges). AND WHEREAS the Governor has agreed to advance to the Contractor the sum of Rs………………… on the security of materials, the quantities and other particulars of which are detailed in Part II of a Running Account Bill (B) for the said works signed by the Contractor on………………, and the Governor has reserved to himself the option of making any further advance or advances on the security of other materials brought by the Contractor to the site of the said work, NOW THIS INDENTURE WITNESSETH that in pursuance of the said agreement, and in consideration of the sum of Rs…………… on or before the execution of these presents paid to the Contractor by the Governor (the receipt whereof the Contractor both hereby acknowledge), and of such further advances (if any) as may be made to him as aforesaid, the contractor both hereby covenant and agree with Governor and declare as follows:-

(1) That the said sum of Rupees………………….. advanced by the Governor to the Contractor to the Contractor as aforesaid, and all or any further sum or sums advanced as aforesaid shall be employed by the Contractor in or towards expediting the execution of the said works and for no other purpose whatsoever.

(2) That the materials detailed in the said Running Account Bill (B) which have been offered to and accepted by the Governor as security are absolutely the Contractor’s own property and free from encumbrances of any kind, and the Contractor will not make any application for, or receive a further advance on the security of materials which are not absolutely his own property and free from encumbrances of any kind, and the Contractor indemnifies the Governor all claims to any materials in respect of which an advance has been made to him as aforesaid.

(3) That the materials detailed in the said Running Account Bill (B) and all other materials on the security of which any further advance or advances





may hereafter be made as aforesaid (hereinafter called the said materials), shall be used by the Contractor solely in the execution of the said works in accordance with the directions of the Divisional Officer,……………………… Division hereinafter called the Divisional Officer), and in the terms of the said agreement.

(4) That the Contractor shall make at his own cost all necessary and adequate arrangements for the proper watch, safe custody and protection against all risks of the said materials, and that until used in construction as aforesaid, the said materials shall remain at the site of the said works in the Contractor’s custody and on his own responsibility, and shall at all times be open to inspection by the Divisional Officer of any officer authorized by him. In the event of the said materials or any part thereof being stolen, destroyed or damaged, or becoming deteriorated in a greater degree than is due to reasonable use and wear thereof, the Contractor shall forthwith replace the same with other materials of like quality or repair and make good the same as required by the Divisional Officer.

(5) That the said materials shall not, on any account, be removed from the site of the said works except with the written permission of the Divisional Officer, or an Officer authorized by him on that behalf.

(6) That the advances shall be repayable in full when or before the Contractor receives payment from the Governor of the price payable to him for the said works under the terms and provisions of the said agreement; provided that if any intermediate payments are made to the Contractor on account of work done than on the occasion of each such payment, the Governor will be at liberty to make recovery from the Contractors bill for such payment by deducting there from the value of the said materials then actually used in the construction and, in respect of which recovery has not been made previously, the value for this purpose being determined in respect of each description of materials at the rates at which the amounts of the advances made under these presents were calculated.

(7) That if the Contractor shall at any time, make any default in the performance or observance in any respect of any of the terms and provisions of the said agreement, or of these presents, the total amount of the advance or advances that may still be owing to the Governor shall immediately, on the happening of such default, be repayable by the Contractor to the Governor together with interest thereon at twelve per cent per annum from the date or respective dates of such advance or advances to the date of repayment and with all costs, charges, damages, and expenses incurred by the Governor in or for the recovery thereof, or the enforcement of this security, or otherwise by reason of the default of the Contractor, and the Contractor hereby covenants and agrees with the Governor to repay and pay the same, respectively, to him accordingly.

(8) That the Contractor hereby charges all the said materials with repayment to the Governor of the said sum of Rupees and any further sum or sums advanced as aforesaid and all costs, charges, damages, and expenses payable under these presents, provided always, and it is hereby agreed and declared that notwithstanding anything in the said agreement, and without prejudice to the powers contained therein, if and whenever the covenant for payment and repayment hereinbefore contained shall become enforceable and the money owing shall not be paid in accordance therewith, the Governor may at any time thereafter adopt all or any of following courses as he may deem best:-





a. Seize and utilize the said materials, or any part thereof, in the completion of the said works on behalf of the contractor in accordance with the provisions in that behalf contained in the said agreement, debiting the Contractor with the actual cost of effecting such completion, and the amount due in respect of advances under these presents and crediting the Contractor with value of work done as if he has carried it our in accordance with said agreement, and at the rates thereby provided. If the balance is against the Contractor, he is to pay same to the Governor on demand.

b. Remove and sell by public auction the seized materials or any part thereof, and out of the moneys arising from the sale, retain all the sums aforesaid repayable or payable to the Governor under these presents, and pay over the surplus (if any) to the Contractor.

c. Deduct all or any part of the moneys owing out of the security deposit or any sum due to the Contractor under the said agreement.

(9) That except in the event of such default on the part of the Contractor as

aforesaid, interest on the said advance shall not be payable. (10) That in the event of any conflict between the provisions of these present

and the said agreement, the provisions of these presents shall prevail and in the event of any dispute or difference arising over the construction or effect of these present, the settlement of which has not been Superintending Engineer_______________________ Circle whose decision shall be final, and the provision of the Indian Arbitration Act for the time being in force shall apply to any such reference.

In witness whereof the said_______________ and ______________ by the order and under the direction of the Governor have hereunto set their respective hands the day and year first above written. Signed, sealed and delivered by_______________________ the said Contractor in the presence of Signature_____________________________________ Witness Name________________________________________ Address______________________________________ Signed by__________________________________________ by the order and direction of the Governor in the presence of Signature_____________________________________ Witness Name________________________________________ Address______________________________________





5.37. PWG 37 Division ………………….. Month…………………….. [See paragraph 228(b)]

Schedule of advances paid and recovered and balances outstanding

Authority…………………………. Month……………………………… Fixed limit…………………………….. QM / F 37

Debits Credits

Adjustments

Sl.

No.

Nam

e of

w

ork

on

whi

ch

enga

ged

Nam

e of

C

ontra

ctor

of

La

bour

er

Ope

ning

B

alan

ce

Cas

h B

ook

Vr.

No.

Am

ount

Tota

l in

clud

ing

open

ing

bala

nce.

Cas

h

SD

No.

Am

ount

Tota

l

Clo

sing

Bal

ance

Mon

th

from

w

hich

ou

tsta

ndin

g

Rem

arks

ex

plai

ning

del

ay

in

reco

very

fo

r ov

er o

ne m

onth

I certify that the advances outstanding are to the best of my belief recoverable and necessary action has been taken for their recovery. Station…………………….. Dated……………………… Divisional Accountant Divisional Officer ………………………. Division.





5.38. PWG 38

Pay Bill of Work-Charged Establishment

No. of Voucher Month of Payment …………200….. Bill for the month of …………200... ……………..Division …………………………….Sub-Division

QM / F 38

Item

No.

Name of incumbent*

Des

igna

tion

Per

iod Rate Amount due

(a) Amount (paid)

Dated acknowledgement

of payee

Dated initials of

officer making

payment Rs. P. Rs. P.

Total …….

Name of work :- Name of work :-

Total amount paid (in words) Rupees ……….

1. Certified that all persons for whom wages have been drawn in this bill, were on duty during the period shown against their names, each man being employed on the work and on duties for which his appointment was sanctioned. 2. Certified also that the wages of every person actually employed during the month have been claimed in this bill.

Sub-Divisional Officer Pay Rs……………………………………….

Checked and entered ……………….. Divisional Accountant Disbursing Officer * Names should be grouped by works, the name of the work and reference to orders sanctioning the establishment therefore, being written in ink across the page, above the entries relating to each group. (a) The total for each work should be entered in red ink.





5.39. PWG 39

Register of daily Receipts*/ Issues of Departmental Materials

Work .................................... Month .................................

QM / F 39

Principal Items1

Description …..

Petty Items 2

Total †

Unit ….

‡ Sou

rce

of

Rec

eipt

or

N

ame

of

Sub

-hea

d of

w

ork

to w

hich

issu

ed

‡ Ref

eren

ce

to

CB

V

ouch

er N

o. w

ith d

ate

in

whi

ch v

alue

of m

ater

ials

w

as p

aid

for

or l

abou

r ch

arge

s w

ere

paid

Rate ….

‡ Total Receipts/ total quantities used in construction with value.

Divisional Accountant. Checked. Sub-Divisional Officer

Date …………………………. Clerk Date ……………………………..

1 Both quantities and values should be shown, values being posted in red ink just above the corresponding entries of quantities. 2 Only values should be shown in these two columns. ‡ Strike off what for required when the col. is used for receipts/ issues.





5.40. PWG 40

Division Section

Sub-Division Month .................................

Register of Materials-at-site Accounts of Major Works

Name of Work Note – All modifications of the original estimate involving changes in the estimated quantities of the materials to be used should be recorded in the register and sanction quoted to the changes.

QM / F 40

Opening balance Transactions Estimated

requirements and value

Total receipts to end of the

previous month

Total issues to end of the

previous month Balance Receipts

Item

Num

ber

Des

crip

tion

of m

ater

ials

∗∗

Uni

t

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Ref

eren

ce

to

M.B

. No.

Pag

e or

Inv

oice

No.

or

C

.B.

Vou

cher

N

o.

etc

(the

last

to

be

ente

red

afte

r pay

men

t)

Qua

ntity

Val

ue

1 2 3 4 5 6 7 8 9 10 11 12 13 14


∗∗ To be grouped under two main heads Viz., “Principal items” and “Petty Items.”





PWG 40 (Contd.)

During the month Closing Balance

Issues Total receipts to end of the month

Total issue to end of the month Balance

Actual balance

as verified

Difference, if any, between the closing book balance and the actual balance as verified3

References to C.B. Voucher to with dated in which labour charges we paid Q

uant

ity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Qua

ntity

Rem

arks

ex

plai

ning

ac

tion

take

n du

ring

the

diffe

renc

e as

per

col

umn

25.

If th

e w

ork

has

been

co

mpl

eted

sa

tisfa

ctio

n ta

ken

to

disp

ose

of

the

surp

lus

bala

nce

as

show

n in

co

lum

n 22

.

15 16 17 18 19 20 21 22 23 24 25 26


H.B. If a single folio is not found sufficient, the entries of the month may be continued in the following pages indicating the fact at the top.

3 These columns will be filled in only in the month of verification.





5.41. PWG 41 (See paragraph 251)

..........................Division ............................ Section

..........................Sub-Division

Register of Materials – at – site Accounts of Minor Works and Repairs

Name of Work ................................... Month .................................

Note: All modification of the original estimate involving changes in estimated quantities of the materials to be used should be recorded in the register and sanction quoted to the changes.

QM / F 41

Opening Balance Quantities

Transactions during the month

Receipts Issue

Item

num

ber

Des

crip

tion

of m

ater

ials

Uni

t

Est

imat

ed

requ

irem

ents

qu

antit

y

Tota

l re

ceip

ts t

o en

d of

the

prev

ious

mon

th

Tota

l iss

ues

to e

nd o

f th

e pr

evio

us m

onth

Net

Bal

ance

Ref

eren

ce

to

CB

V

ouch

er

No.

an

d da

te e

tc.

Dur

ing

the

mon

th

quan

titie

s

To

end

of

the

mon

th Q

uant

ities

Ref

eren

ce

to

CB

vo

uche

r N

o.

with

da

te

in

whi

ch

labo

ur

char

ges

wer

e pa

id

Dur

ing

the

mon

th

quan

titie

s

To

end

of

the

mon

th Q

uant

ities

Clo

sing

Bal

ance

– Q

uant

ities

∗Act

ual B

alan

ce a

s ve

rifie

d

∗Diff

eren

ce i

f an

y be

twee

n th

e cl

osin

g ba

ck b

alan

ce a

nd

the

actu

al

bala

nce

as

verif

ied

∗Rem

arks

exp

lain

ing

actio

n ta

ken

no

adju

st

the

diffe

renc

e a

nd if

the

wor

k is

co

mpl

eted

to

disp

ose

of t

he

surp

lus

mat

eria

ls

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

* These columns will be filled in only in the month of such verification.

Section Officer






Division Section ..............................

Sub-Division Month .................................

Monthly Account of Material – at – site of Major Works

Name Work

Note: - All modifications of the original estimate involving charges in the estimated quantities of the materials to be used should be recorded in the register and sanction quoted to the charges.

QM / F 42

Opening balance Transactions Estimated require-

ments and value

Total receipts to end of the previous

month

Total issues to end of the

previous month Balance Remarks

Item

Num

ber

Des

crip

tion

of m

ater

ials

Uni

t

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Ref

eren

ce to

M

.B.

No.

P

age

or

Invo

ice

No.

or

C

.B.

Vou

cher

No.

et

c (th

e la

st

to

be

ente

red

afte

r pa

ymen

t)

Qua

ntity

Val

ue

1 2 3 4 5 6 7 8 9 10 11 12 13 14

Rs. P. Rs. P. Rs. P. Rs P.





PWG 42 (Contd.)

Statement-Contd.

During the month Closing Balance

Issues Total receipts to end of the month

Total issue to end of the month Balance

Actual balance

as verified

to

Difference, if any, between the closing book balance and the actual balance as verified

References to C.B. Voucher to with date, in which labour charges were paid

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Val

ue

Qua

ntity

Qua

ntity

Rem

arks

ex

plai

ning

ac

tion

take

n to

ad

just

the

diffe

renc

e as

per

col

umn

25. I

f th

e w

ork

has

been

com

plet

ed s

tate

act

ion

take

n to

dis

pose

of

the

surp

lus

bala

nce

as s

how

n in

col

umn

22.

15 16 17 18 19 20 21 22 23 24 25 26


∗ To the grouped under two main heads, namely, “Principal Items” and “Petty Items.”






Sub-Division……………. Section ……………. Division ……………… Month of ………200…..

Monthly Account of Materials-at-site of Minor Works and Repairs

QM / F 43

Receipts during the month

Issues during the month

Sl.

No.

Nam

e of

wor

k

Des

crip

tion

of m

ater

ials

Uni

t

Ref

eren

ce t

o ite

m n

umbe

r in

th

e R

egis

ter (

PW

G 4

1)

Ope

ning

Bal

ance

(Qty

.)

Rec

eipt

s du

ring

the

mon

th (Q

ty.)

Ref

eren

ce to

C.B

. Vr

No.

and

dat

e et

c.

Issu

es

durin

g th

e m

onth

(Qty

.)

Ref

eren

ce

to

C.B

. V

r. N

o. a

nd d

ate

in

whi

ch

labo

ur

char

ges

wer

e pa

id

Clo

sing

Bal

ance

(Qty

.)

*Act

ual B

alan

ce a

s ve

rifie

d

*Diff

eren

ce if

any

bet

wee

n th

e cl

osin

g bo

ok b

alan

ce a

nd t

he

actu

al b

alan

ce a

s ve

rifie

d

*Rem

arks

ex

plai

ning

ac

tion

take

n to

adj

ust

the

diffe

renc

e an

d if

the

wor

k is

com

plet

ed

to

disp

ose

of

the

surp

lus

mat

eria

ls

Mention here the date of verification, etc, whenever the balances on hand are verified as prescribed in the Code. Checked Sub-Divisional Clerk, Section Officer Sub-Division Officer, Sub-Division Sub-Division * To be filled in only where necessary






Petty Works Requisition and Account

(To be used for works and repairs not likely cost more than Rs.2500/-) Requisition on the Divisional Officer …………………….. Division ………………………. For ………………………………………

QM / F 44 PART I – Requisition

The undersigned wishes to have the following works carried out as early as possible.

(1) ……………………………………………………. (2) ………………………………………

Place Dated Signature and designation of the officer making the requisition





PWG 44 (Contd...)

PART II – Report of PW Subordinate and estimated cost. (Rough estimate of the probable cost)

Dimensions Sl. No. Description

of Work No. L B D Qty. Unit Rate Cost Remarks

1 2 3 4 5 6 7 8 9 10 11

Total …… Major, minor and detailed heads. Signature of subordinate preparing the estimate.

Sub-Divisional Officer Accepted

Signature and designation of Officer by whom requisition was made Sanctioned

Divisional Officer





PWG 44 (Concld.)

PART III – Completion Certificate

The work was completed on ………………………..


Subordinate incharge of work

PART IV – Summary of charges

Date of payments Voucher No. Amount Total of the

month

Divisional Accountant’s initials against the monthly totals

Sub-Divisional Officers initials against the monthly totals

Remarks

1 2 3 4 5 6 7

Checked and found correct Passed

Sub-Divisional Officer Divisional Accountant Divisional Officer





5.45. PWG 45 Work Slip

Division ………………………………………………………… Name of Work …………………………………………………. Fund, Departmental and Service Heads …………………………………………….. Authority ………………………………………………………. Month ………………………………………………………….. No…………………………………..Date ……………………..

Forwarded to the Superintending Engineer Circle, for information

Divisional Officer, …………………………………….. Division

QM / F 45 Amount of estimate (Rs.)…………………………………………. Total value of work done ……………………………………….… Add-Materials at site of work ……………………………………. “ Advances ………………………………………

Total ………………….. Deduct – Arrears due …………………………………………….. Total outlay to date ……………………………………………….. Deduct – Outlay to end of last year…………………………….. Total outlay of current year…………………………………….. Appropriation of current year ……………………………………

Work commenced – Present State of progress in general terms – Station…………………… Divisional Officer, Dated ……………………. Divisional Accountant ………….…Division

NOTES 1. The workslip will be submitted to the Superintending Engineer monthly or at longer intervals for such works as he may desire. 2. This return is prepared from the Register of Works and shows the outlay on each sub-head of a work in contrast with the sanctioned estimate. 3. Divisional Officers must in variably submit the work slip with such explanation as will enable the Superintending Engineer to pass orders on the case, on the occurrence,

or the probability of the occurrence of any irregularity in the rate or cost of a sub-head. 4. If the estimate is likely to be exceeded by more than 5 percent, a revised estimate should be prepared and submitted.





PWG 45 – (Concld..)

Work Slip Name of work

Month Comparison of Expenditure to date with the sanctioned estimate

As per estimate As executed Difference

Sl. No.

Sub-heads

Unit Quantity Rate Cost Quantity Rate Cost Quantity Rate Cost

Explanation of

deviations, excesses

etc.

1 2 3 4 5 6 7 8 9 10 11 12 13






Detailed Completion Report

QM / F 46 Division ……………… Name of Work …………………………………………….. ………………………………….…………………………… ……………………………….……………………………… Amount of Estimate …..………………………………….. Expenditure ……………………………………………….. Difference …………………………..……………………… Percentage of Excess (if any) ……..……………………. Date of Commencement …………….…………………… Date of Completion ……………………..………………… No…………………. dated ……………200... Forwarded to the Accountant General in Himachal, for verification

Divisional Officer, ……………………Division

No. …………………………dated ………………200… Transmitted to the …………………………..Engineer ………………………… duly verified

Accountant General Names of Engineers and Subordinates by whom the work was supervised, giving the dates of their several incumbencies, i.e. the dates of taking and making over charge in connection therewith.

Period of Incumbency Name From To





PWG 46 – (Concld…)

(Outer Sheet)

Name of Work ………………………………………….

Fund, Department and Service Heads …………………..

Main and Sub-heads of Classification ………………….

Reference to last progress report submitted …………….

Authority …………………………………………………

As estimated As estimated Difference

Item

Sub

-hea

ds o

f es

timat

e

Qty. Rate Amount Qty. Rate Amount Qty. Rate Amount Ref

eren

ce to

pa

ras

over

leaf

ex

plai

ning

di

ffere

nces

Rs. P. Rs. P. Rs. P. Rs. P. Rs. P. Rs. P.

Note: - Excesses to be entered in red ink; and savings in black ink.

Date ……………………200... Divisional Officer

Divisional Accountant …………………………….. Division





5.47. PWG 47

Consolidated completion statement of works and repairs

QM / F 47 ……………………….Division Month ………………………..

Item

No.

Nam

e of

est

imat

e

Am

ount

of

estim

ate

Am

ount

exp

ende

d

Sav

ings

Exc

ess

Per

cent

age

of

exce

ss, i

f any

Dat

e of

co

mm

ence

men

t

By

who

m

exec

uted

Date of last inspection by Divisional Officer

Name of the Officer who took the final measurement and also who inspected or passed the work, and it was executed satisfactorily or otherwise

1 2 3 4 5 6 7 8 9 10 11

Divisional Officer






Intermediate Bill for Lumpsum Contracts

QM / F 48 (To be used for intermediate payments to contractors on lumpsum contracts)

Cash book Voucher No. …………………. Dated …………………………..

Name of Contractor ……………………………………………………………

Name of Work:…………………………………………………………………

Serial number of the Bill ………………………………………………….……

No. and date of his previous bill for this work ……………………………….

Reference to Agreement ……………………………………………………..

Date of written order to commence work ……………………………………

I. Account of work executed excluding additions and alterations.

Item No. Items of work Unit Rate Quantity executed up-to-date as per

measurement book Cost

Rs. P.

Total value of work ……





II. Account of additions and alterations No. Sub head, sub work or item of work Rate Unit Up to date

Qty. Amount Remarks

Additions :-:- Deductions

Total value to be added to or deducted from value of Part I

III. Account of Secured Advances allowed on the security of materials brought to site

Qua

ntity

ou

tsta

ndin

g fro

m

prev

ious

bill

Ded

uct

quan

tity

utiliz

ed

on

wor

k m

easu

red

sinc

e pr

evio

us b

ill

*Qua

ntity

ou

tsta

ndin

g (in

clud

ing

quan

tity

brou

ght t

o si

te s

ince

pr

evio

us b

ill)

Full

rate

as

as

sess

ed

by

the

Div

isio

nal O

ffice

r

Description of materials

Uni

t

Red

uced

ra

te

at

whi

ch

adva

nce

is

mad

e

‡Upt

o da

te a

mou

nt

of a

dvan

ce

Ref

eren

ce

to

Div

isio

nal

Offi

cers

’ w

ritte

n or

ders

au

thor

izin

g th

e ad

vanc

e

Rea

sons

fo

r no

n-cl

eara

nce

of

adva

nce

whe

n ou

tsta

ndin

g fo

r m

ore

than

3 m

onth

s

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Total amount outstanding as per this account (c) …………………

Deduct amount outstanding as per entry (c) of previous Bill

Net amount since previous bill (in words) Rupees …………………………………………..

* Entries relating to each description of materials should be posted thus in Column 3. First enter the difference between the quantities in column 1 and 2. Then show below this entry, the quantities, if any, brought to site against which a further advance has been authorized, this entry being prefixed by the plus sign. Finally strike the total of the two entries which will represent the total quantity outstanding.

‡ Entries in Col. 8 show the money values of the total quantities outstanding as per column 8.





IV. Certificates and Signatures

1 Certified that the measurements were taken by me on ………….. and recorded on pages ………………… of M. B. No. ………….. and the work has been executed satisfactorily.

Accepted by me Contractor Subordinate incharge of the work

2 Certified that the value of work done up to date is not less than Rs………….. excluding additions and alterations and that with the exception of authorized additions or alterations the work has been done according to the prescribed drawings and specifications.

3 Certified (a) that the plus quantities of materials shown in Column 3 of Account III above have actually been brought by the

contractor to site of the work and the Contractor has not received any advance previously on their security, (b) that these materials are of imperishable nature and are all required for use on the work for which a lumpsum for finished work has been agreed upon and (c) that a formal agreement signed and executed by the Contractor in PWG 36 is recorded in the Division Office.

4 The Measurement have been checked by me on …………………….. and found correct.

Dated signature of the Sub-Division Officer ………………………………





V. Memorandum of Payments

Rs. P.

1. Approximate value of work done upto date as per Account No. I excluding additions and alterations. 2. Value of additions and alterations as per Account-II. 3. Deduct amount to be withheld at 5% on Rs………… 4. Balance i.e. upto date intermediate payments (Item 1+2-3) K 5. Deduct intermediate payments already made as per entry K of the last running account bill. 6. Intermediate payment now to be made (Item 4-5) D. 7. Amount of secured advance as per entry E of Account III. 8. Total payments now to be made as detailed below*:-

(a) By recovery of amounts creditable to this work G ……. …. …………………………… …………………………… ……………………………

(b) By recovery of amounts creditable to other works or heads of accounts. H …. (c) By cheque. ….

* The total figure against item 8 should be tested to see that it agrees with the total of items 6 and 7. ‡Pay (Rs. ) Rupees …………………….. Dated signature of the officer authoring payment …………………… *Received Rs……………….. as an intermediate payment in connection with the contract referred to above.

Stamp……….. ‡Here specify the net amount payable as per item 8 (c) *The payee’s acknowledgement should be for the gross amount as per item 8 (a+b+c).

VI - Remarks





5.49. PWG 49

Final Bill for Lumpsum Contracts

(To be used for “final payments” to contractors on lumpsum contracts on lumpsum contracts (To be printed on yellow paper only).

QM / F 49 Cash book Voucher No. Name of contractor: Name of work: Serial No. of this bill: No. and date of his previous bill for this work: Reference to Agreement: Date of written order to commence order: Date of completion as per agreement: Date of actual completion:

I. Account of Work executed.

Up-to-date Sub-work, sub-head or item of work Units Rate Qty. Amount

Remarks

Lumpsum for each Rs.

Add- Additional work …… Deduct – Items not executed

Total value of work done to date F





PWG 49 – (Contd..)

II Certificates and Signatures Certified that the measurements were taken by me on ……………………….. and recorded on pages …………………. of M.B. No……………. and the work has been executed satisfactorily.

Subordinate in charge

The measurements have been checked by me and found correct on ……………. I certify that the work has been completed in accordance with the prescribed specification and after taking into account all the authorized additions and alterations the value of work done up-to-date, conformably with the contractor’s agreement, is Rs……………..

(Dated signature of the Certifying Engineer*)

(Signature of the Contractor) (Rank) * This certificate must be signed by the Executive Engineer or any other officer empowered by Government to sign it.





III. Memorandum of Payments

1. Total value of work done up to date as per “F” of Account I of this Bill. Rs. P.

2. Deduct -

(i) Up to date intermediate payment already made as per entry “R” of Account IV of the Bill No. ………….dated…………

(ii) Total secured services outstanding as per entry “C” of Account III of last bill …….. No…………… Date ……….

D

E

3. Payments now to be made -

(a) By recovery of amounts crediatable to this work.

(b) By recovery of amounts creditable to other works or heads of account.

(c) By Cheque ….. …..

G

H

Pay (Rs……………..) Rupees Here specify the net amount Dated signature and rank of officer Payable vide item 3 (c) of authorizing payment Account III





PWG 49 – (concld..)

IV. Acquittence

* Received (Rs…………….) Rupees: As above in full settlement of all demands on account of the contract.

Stamp † Witness - Signature of Contractor Paid by me by cash / cheque No……………….. dated ……………………

(Dated initials of person actually making payment).

* The payees acknowledgement should be for the gross amount as per item No. 3 (a/b/c) of account III. † Payment should be attested by some known person when the payee’s acknowledgement is given by a thumb impression.

V. Remarks





5.50. PWG 50

Division………………….

Pass Book of Loans for the Restoration of Tanks

QMS / F 50 First page Second page

Item No. Particulars Details of recovery (of amount shown against item No. 12)

1. Name of tank 2. Register No. Amount Recovered

3. Name of Taluk 4. Reference to Deputy Commissioner’s counter signature to the estimate No. date 5. In what month the estimate was sanctioned by the PWD 6. In what month outlay was first incurred.

Date Towards Principal

Towards Interest,

if any Am

ount

re

mitt

ed in

to

Trea

sury

Date

Trea

sury

ac

know

ledg

em

ent

7. In what month outlay was first incurred. 8. Amount of Estimate Rs………………… 9. Amount of Total Outlay Rs………………… 10. Amount charged to Government Rs………………… 11. Amount charged provisionally to “P. Loans and Advances by State-Government

Advances to Cultivators – Loans for Restoration of Tanks “ Rs……... Executive Engineer

…………Division

12. Amount to be actually recovered from the raiyats as determined by the Deputy Commissioner. Rs……………

13. Balance adjusted by the Accountant-General as per his No………… Dated …………………. Rs.………………….

14. Water Rate chargeable, if any Rs………………….. Deputy Commissioner …………………District

Note – Item 9 = Items 10 + 11 Items 11 = Items 12 + 13 Items 1 to 11 to be entered and attested by the Executive Engineer. Items 12 to 14 to be entered and attested by the Deputy Commissioner.





5.51. PWG 51

List of Monthly Sub-Divisional Accounts

PART I

Division …………………………………………. Month……………………………………………. Sub-Division ………………………………...…

QMS/ F 51 Sl. No.

Form No. Name of Document * No. of documents

Remarks

1. PWA 5 PWA 4

Abstract of Stock Receipts with extracts from Register of Stock Receipts Account of issues of tools and plant.

2. PWA 6 PWA 4

Abstract of Stock Issues with extracts from the Register of Stock Issues. Account of issues of tools and plant.

3. PWG 11 Receipted invoices and other vouchers. 4. PWG 16 Survey Report. …. 5. PWG 14 Sale Account. …. 6. PWA 4 Account of receipts of tools and plant. 7. PWA 4

PWG 11 Account of issues of tools and plant. Receipted invoices and other acknowledgements relating to the above.

8. PWG 16 Survey reports relating to the above. 9. PWG 14 Sale account. 10. PWA 10

PWA 11 Detailed list of Works Abstracts with Works Abstracts for major and minor works.

11. PWG 42 Monthly Account of materials at site of Major Works. 12. PWA 7 All Transfer Entry Orders ……. 13. PWA 15 Out turn statement of manufacture. 14. PWG 18 Statement of receipts, issues and balances of road metal. 15. Certificate of scrutiny of the materials at site accounts of minor works and repairs.





PWG 51 – (Contd...)

Sl. No.

Form No. Name of Document * No. of documents

Remarks

16. PWG 44 Detailed list of petty works requisitions and accounts with the requisition and accounts 17. Other documents if any prescribed by the Divisional Officer.

* Strike out any document not forwarded. If any document due is not ready, a suitable note of explanation for delay and the probable date of its submission should be recorded against it in the column for remarks. Dated ………………………. Sub-Divisional Officer





PWG 51 – (Concld...) (See Paragraph 489)

PART II

Works Abstract Detailed list of Petty works requisition and account Division …………………………………………. Month……………………………………………. Sub-Division ………………………………...…

Accompanied by

Ser

ial N

o.

Full name of works as given in the estimate grouped by heads of accounts.

Detailed statement of materials PWG 42.

Outturn statement of Manufacture form PWA 15.

Transfer entry orders PWA 7. R

emar

ks

1. 2. 3. 4. 5. 6.


for major works for minor works





5.52. PWG 52

Register of Sanctions to Fixed Charges

Name of work or account ……………………………….

QMS/ F 52

Sanctioned scale (1) ‘Amounts paid for each month (2)’ April 200… May 200… June 200….

Sl. No. Reference to sanction with period for which the sanction has been accorded

Nam

e of

ap

poin

tmen

t

Rate No.

Am

ount

pe

r m

ense

m

Ref

eren

ce

to V

r.

Am

ount

Ref

eren

ce

to V

r.

Am

ount

Ref

eren

ce

to V

r.

Am

ount

So

on fo

r the

re

mai

ning

m

onth

s

Rs. P. Rs. P. Rs. P.

Mensem- Month Vr.- Voucher

(1) Each entry of sanction should be initialed and dated by the Divisional Accountant.

(2) Name of the month for which wages have been earned.

Entries should be made briefly, for eg. Voucher 24 for April will be entered as 24-4. Amount paid should be entered in black ink and unpaid amounts or fines in red ink, the entries for fines being distinguished by the letter F. Subsequent payments of unpaid amounts should be entered underneath in black ink, it being seen that they do not exceed the amounts available as entered in red ink. Claims for arrears not included in the original claims for the month concerned should not ordinarily be admitted without explanation of the circumstances under which they were omitted. One or more pages should be set apart for each work or account.





5.53. PWG 53

Register of Miscellaneous Sanctions

QMS/ F 53

Note of expenditure incurred against each sanction from time to time

Item

No.

No. date and

authority

Substance of order

Amount of sanction

Rs. P.

Dated initials of Divisional

Accountant Number of Voucher Month Amount

Dated initials of Divisional

Accountant Rem

arks

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Rs. P.





5.54. PWG 54

Register of Special Recoveries

QMS/ F 54

For the period to Division,

Substance of order Note of recoveries made against each order

Item

Num

ber

Num

ber

and

date

of

auth

ority

or

derin

g re

cove

ry

Nature and particulars of recovery and of the account concerned

From

who

m

due

Am

ount

re

cove

red

Due

dat

e of

da

tes

of

reco

very

Dat

ed

initi

als

of

Div

isio

nal

Acc

ount

ant

Num

ber o

f V

ouch

er o

r A

ccou

nt

Mon

th

Am

ount

Pro

gres

sive

to

tal o

f re

cove

ries

Dat

ed

initi

als

of

Div

isio

nal

Acc

ount

ant

Rem

arks

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Rs. P. Rs. P. Rs. P.






Statement of amounts remitted to the head “PW Remittances – 1 Remittances into Treasuries”

Month of …………………………..

QM/ F 55

Result of reconciliation Divisional or Sub-Divisional C.B. Item No.

Treasury to which

remitted Cha

llan

No.

Date Amount remitted

Credits appearing in the treasury accounts of the previous months included in the statement

Credits not traced in the Treasury accounts

1. 2. 3. 4. 5. 6. 7.

Total ….

Rs. P. Rs. P. Rs. P.

C.B.-Cashbook Divisional Officer

ANNEXURE

Credits in the Treasury accounts of the month not included in the Statement.

Treasury Chalan No. Date Amount Rs. P.

Total ……





PWG 55 (Contd.)

ABSTRACT Details Total Total credits in the Divisional accounts as in this statement (vide Column 5) Deduct :-

(a) Credits relating to previous months included in the statement (vide Column 6) (b) Credits relating to the current month not traced in treasury accounts (vide Column 7)

i). Remittances received by treasuries too late for incorporation in the accounts of the month

…… ……… ii). Other items4 ……

……… Net ………

Rs. P. Rs. P.

Add:- (c) Credits in the treasury accounts of the month not included in the statement (vide Annexure)-

i). Remittances after closing Sub-Divisional accounts of the month but received by treasuries in time for incorporation in the accounts of the month.

ii). Other items†5 ….. ………

Total credits as in Treasury accounts ……...

Consolidated Treasury Receipt Received from the Divisional Officer ………… Division a sum of Rs. …………. (In words) Rupees …………………… to the credit of the head “PW Remittances – 1 Remittances into Treasuries” during the month of ………….

Treasury Officer

4 Relate chiefly to items misclassified in treasury accounts. † Relate chiefly to items of such misclassifications since rectified.






Schedule of Rents of Buildings and Lands realized

Month of ........................................... Divisions......................................

QM/ F 56

By whom occupied

Standard rent (in red ink)

Sl.

No.

Reg

iste

r nu

mbe

r of

the

build

ing

or la

nd

Par

ticul

ars

of p

rope

rty

incl

udin

g cl

ass

and

nam

e in

th

e ca

se

of

build

ings

Cap

ital C

ost

Nam

e, ra

nk

and

offic

e

Pay

and

al

low

ance

s

Aut

horit

y

Rat

e

Arrears from last month’s

schedule

Ass

essm

ent

for

the

mon

th

Tota

l am

ount

du

e (c

olm

s. 9

+10)

Rea

lised

du

ring

the

mon

th

Bal

ance

of r

ent d

ue

Rec

over

y ho

w e

ffect

ed

Rem

arks

exp

lain

ing

the

caus

e of

del

ay o

f ov

er

one

mon

th in

rec

over

y,

etc.

Certified that no buildings other than these noted above were occupied during the month.

* To be indicated in letter thus:- Divisional Accountant

a. Cash realized in the Division. …………………. Division

b. Recoveries by other disbursing Officers adjusted in the Divisional Accounts.

c. Recoveries at State Treasuries adjustable in Accountant General’s Office.






Memo of Review Division……………………………… For the year………………………………

QM/ F 57 Dated initials of reviewing Officers

Month of account Divisional Accountant/ Sub-Divisional Officer Divisional Officer

Remarks on the results of review

1 2 3 4

April 200…..

May

June

July

August

September

October

November

December

January 200….

February

March

Supplementary






Register of Cheque and Receipt Books

QM/ F 58

Sl.

No.

No. of Book Designation of the officer using it

Dat

e of

the

firs

t en

try

in

the

Cas

h B

ook

Dat

e of

the

las

t en

try

in

the

Cas

h B

ook

Dat

e of

re

ceip

t of

co

unte

rfoils

of

the

Boo

k Dated initials of the Divisional Accountant in token examination under paragraph 543

Dat

e of

retu

rn o

f th

e co

unte

rfoils

1 2 3 4 5 6 7 8






Calendar of Returns

Divisional/ Sub-Divisional Office for the year 200…to . 200….

QM/ F 59 Actual dates of Transmission/ Receipt/

Review

Sl.

No.

Description of the Return

Ref

eren

ce to

co

de p

arag

raph

To whom due From whom due Due Date

Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

1 2 3 4 5

1. Monthly Review of the Calendar of Returns Intimation of the estimated drawings on Treasuries Reconciliation of the figures of credits under “P.W. Remittances” 1. Remittances into Treasuries” between Treasury and Divisional accounts. Examination of the Registers of Works Monthly Accounts …….

542 55 489 286 523

Divisional or Sub-Divisional Officer The District Treasury Officer The Divisional Officer The Divisional Officer The Divisional Officer The Divisional Accountant The Accountant General The Divisional Officer

1st of the month.

do

6th of the following month







Actual dates of Transmission/ Receipt/ Review

Sl.

No.


Ref

eren

ce to

co

de p

arag

raph


Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

6 7 8 9 10 11 12 13 14

Statement of receipts, issues and balances of Road Metal. Statement of advances to contractors under paragraph 229, PWA Code outstanding for over a month. Copies of Cash Book from 26th of previous month to 10th of current month. Review of the register of Audit Notes, Objection Statements and Inspection Reports. Review of the Registers, Books, Accounts and special review of Materials at site Accounts. Monthly statement of regularization effected by the Divisional Officer. Review of the progress of expenditure. Reviews of Measurement by the Divisional Accountant. Passbook of expenditure for Restoration of Minor Tanks.

161 490 229 488 29 541 31 40 211 428

The Divisional Officer The Sub-Divisional Officer The Superintending Engineer The Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Divisional Accountant The Divisional Officer The Divisional Accountant The Accountant General The Divisional Officer The Divisional Officer The Divisional Officer The Divisional Accountant Deputy Commissioner The Divisional Officer


do 13th of the month Between 10th and 20th

do 13th of the following month Between 10th and 20th 20th of the following month

do






Sl.

No.


Ref

eren

ce to

co

de p

arag

raph


Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

15 16 17 18 19 20 21 22 23 24

Monthly statement of works completed. Monthly statement of objections on the scrutiny of Sub-Divisional Accounts. Imprest Account. ….. Statement of changes in the tenancy of Government Residential Buildings and Lands Estimate of drawals by cheques from the Treasuries during the following month. Intimation of limits of drawings of Sub-Divisional Officers on Treasuries. Statement of rents recoverable in cash or by deduction from pay bill in duplicate. Reports of the amounts collected and remitted during the month. Transfer Entry Orders ….. Petty Works Requisition and Account.

294 505 84 490 490 55 182

65 Note 3 489 489

The Superintending Engineer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Sectional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Sub-Divisional Officer and the Dist. Try. Officer The Sectional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer

Do

Do

20th of the month

do

do

25th of the month

do

26th of the month

28th of the

month do






Sl.

No.


Ref

eren

ce to

co

de p

arag

raph


Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

25 26 27 28 29 30 31

MONTHLY Certificate of scrutiny of materials at site accounts of Minor Works and Repairs. Copies of Cash Book from 11th to 25th of Current month. Cash Balance Report …. Monthly Abstract of stock receipts and issues. Accounts of receipts and issues of Tools and Plant. Works Abstracts and materials-at-site accounts of major works. Accounts of materials-at-site of major works.

251 (b)

77(12 )& 488 81 489 489 489 250

The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Sub-Divisional Officer Sectional Officer

28th of the month

28th

28th

28th

28th

28th

25th






Sl.

No.


Ref

eren

ce to

co

de p

arag

raph


Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

1 1 2 3 4

QUARTERLY Statement of cheque books and receipt books supplied to disbursing officers of the Division. HALF-YEARLY Half-yearly return of Measurement Books. Half-yearly Balance Return of Stock. Review (Part III) of the Register of Stock. Report of Stock-taking.

544 208

114 & 490 131 & 533 136

The Divisional Officer The District Treasury Officer The Divisional Officer The Sub-Divisional Officer The Divisional Officer The Sub-Divisional Officer The Accountant General The Divisional Officer The Divisional Officer The Sub-Divisional Officer

15th of the following month 10th April and 10th October 20th April and 10th October 15th June and 15th December 20th April and 10th October






Sl.

No.


Ref

eren

ce to

co

de p

arag

raph


Apr

il

May

Ju

ne

July

Aug

ust

Sep

tem

ber

Oct

ober

Nov

embe

r

Dec

embe

r

Janu

ary

Febr

uary

Mar

ch

P.W. A.C.

1 2 3 4 5 6 7 8 9

ANNUAL Certificate of inspection of standard measurement books Accounts of Interest bearing securities. Annual certificate of Balance … Supplemental accounts for March. Report of verification of Tools and Plant. Certificate (Part III) of the Register of Tools and Plant. Annual Return of Establishment Register of Tools and Plant ... Intimation of Cheques drawn in March.

210 403 529 532 158 533

Art 106 MFC 49 491

The Superintending Engineer The Divisional Officer The Accountant General The Divisional Officer The Accountant General The Divisional Officer The Accountant General The Divisional Officer The Divisional Officer The Sub-Divisional Officer The Accountant General The Divisional Officer The Accountant General The Divisional Officer The Divisional Officer The Sub-Divisional Officer The Accountant General The Divisional Officer

30th April

31st May

do

1st June

15th Nov.

15th Dec.

15th March

15th Nov.

31st March at 19 hrs.

Note – 1. The entries are only illustrative and not exhaustive.

2. Divisional / Sub-Divisional Offices may include additional items for purposes of central.






Register of Records Destroyed

Division ………………………………….

QM/ F 60

Description of records to be destroyed Sanction to destruction

Sl.

No.

Nature of document Volume of Size Period to which the

records relate. Reference to rule

or correspondence

Dated initials of the Divisional

Officer

Dat

e of

des

truct

ion

Dat

ed S

igna

ture

of

the

Offi

ces

witn

essi

ng

dest

ruct

ion

Rem

arks





Note of Posting of Corrections S

eria

l nu

mbe

r of

co

rrec

tion

App

endi

x an

d its

ru

le

or

Form

af

fect

ed

Dat

e of

Pos

ting

Ser

ial

num

ber

of

corr

ectio

n

App

endi

x an

d its

ru

le

or

Form

af

fect

ed

Dat

e of

Pos

ting

Ser

ial

num

ber

of

corr

ectio

n

App

endi

x an

d its

ru

le

or

Form

ef

fect

ed

Dat

e of

Pos

ting





5.61. PWG 61 Declaration (To be signed by employees on the temporary establishment of the

Public Works Department as required by the Para 69(ii) of the Public Works Department Code)

QM/ F 61

DECLARATION 1. I hereby declare that I clearly understand that my employment in the office of the…. Engineer as …. ……… on the Temporary Establishment is on the footing of a monthly servant and carries with it absolutely no claim to pension or to any absentee allowances, beyond those conditionally given to temporary employees under the provisions of the Public Works Departmental Code or any orders on the subject issued by Government from time to time. 2. I further understand that the appointment lasts for the period the work lasts and that it can be terminated by the Divisional Officer with or without notice even before the completion of the work. Similarly, I am free to resign my appointment at any time with one month’s notice or forfeit one month’s pay in lieu of such notice. 3. I am fully responsible and answerable for any Government material that may be given to my charge, and any loss or shortage caused by my negligence shall be made good by me Date: Signature of the Employee Witness: 1. 2.





5.62. PWG 62 Estimate

Face Sheet

QM/ F 62 Division

Sanctioned Estimate No. of 200….- 200…

Fund Head .............................................................................................................................

Major Head ............................................................................................................................

Minor Head ............................................................................................................................

Service Head .........................................................................................................................

Departmental Head ...............................................................................................................

Estimate framed in the office of the

..........................................................................................................................Division of the probable expenses that will be incurred in ................................................ ...................... ..........................................................................................................................

Rs..........................................

Administratively approved under……………………………………………………………

No. ………………………………………………… dated ……………………………200.…

Technically sanctioned under. ……………………………………………………………

No. ……………………………………………… dated ……………………200....

Estimate prepared by ………………………………………………………………………...

and checked by ………………………………………………………………………………...

(Seal of Authority)





General Description

PWG 62 (a)

Estimate

Abstract Sheet

Quantity Unit Item Rate Per Amount

Rs. P. Rs. P.





PWG 62 (b)

Estimate

Measurement Sheet

Measurement Item No.

Description of work No

L B D

Contents Total

Carried over …

Brought forward…..





Measurement Item No.

Description of work No

L B D

Contents Total

Carried over…

L- Length B- Breadth D-Depth





5.63. PWG 63 QM/ F 63

Task Work Agreement To

.................................................................

(Divisional/ Sub – Divisional Officer)

.................................................................

.................................................................

I .......................................................................................hereby agree to execute

the work of …………………………………………………………………………………….

at the rates shown in Column 5 of the Rate list below.

The Rules and Orders governing the execution of works on “Task Work” system

have been read by me and they shall be basis for the settlement of claims for work

done by me under this agreement.

Witness .......................................................... Signature of the Task Worker

Place .............................................................. Name .................................................

Date ............................................................... Address..............................................

Accepted

Divisional/ Sub-Divisional Officer

Rate List

Rate Sl. No.

Description of Work Unit As in the

sanctioned Estimate

As agreed to by the Task

Worker

Remarks

1 2 3 4 5 6

Place ..............................................................

Date ............................................................... Signature of the Task Worker





5.64. PWG 64

Piecework Agreement

QM/ F 64

Note: -

This form is to be used for piece work as defined in the Public Works Departmental code Paragraph 165 quoted below: -

“Piece-work is that for which only a rate is agreed upon, without reference to the total quantity or work to be done or the quantity within a given period”.

HIMACHAL PUBLIC WORKS DEPARTMENT

No………… …… of 195

Tender for Piece Work

(Item Rate)

( ) do hereby agree to execute the under mentioned description of piece of work in accordance with the conditions noted below in consideration of payment being made for the quantity of work executed, at the rates specified in Schedule B hereto. When any materials for the work are provided by Government, such materials and the rates to be paid for them shall be as provided in Schedule A hereto.

The rules and orders regarding blasting operations have been read by me, and I agree to carry out blasting in full conformity with the rules and orders, and to hold myself responsible for their proper observance.

Signature of Piece Worker

(Address)

Dated the …………………………………………day of ……………………………200…..

Signature of witness of Piece/ Task worker’s signature.

Witness:

Address:

(Occupation)

The above agreement is hereby accepted by me on behalf of the Governor of

Himachal.

Signature of the Office by whom accepted

Executive Engineer,

……………………………………Division,





Dated the ……………………………………….day of ………………………………200…

CONDITIONS

1. The work shall be carried out with due diligence and all work executed shall be done in a workmanlike manner. The material used, when supplied by the piece worker shall be of the best quality out of the several kinds procurable and in all cases shall be subject to the approval of the Assistant Engineer for the time being, whose decision as to the rate of progress and the quality of work or material shall be final.

2. If, for any reason, it is found necessary to supply to the piece worker any materials required for the work from the Public Works Department Store or by the Engineer or the Subordinate in charge, under Schedule A, the value of the materials so supplied shall be recovered in cash in advance from the piece worker before handling over the materials to him.

All the materials supplied to the Piece Worker shall however remain the absolute property of Government and shall, on no account, be removed by him from the side of the work till ordered in writing by the officer or official in charge.

3. The quantity of work executed shall be measured and payments made at least once a month, whenever this is practicable, a percentage of the value of work done being withheld at the Divisional Officers discretion, but subject to a maximum of 5 percent as a safeguard against overpayment or bad work. On the completion of the work or the termination of this agreement final measurements will be recorded and the amount adjusted accordingly, the amount withheld being refunded after deducting the amount, if any, due on account of overpayment or bad work as provided in Condition 4.

4. On satisfactory completion of the work, the Pieceworker shall be furnished with a certificate by the Executive Engineer of such completion. But no such certificate shall be given nor shall the work be considered to be complete until the contractor shall have removed from the premises on which the work shall have been executed all scaffolding, surplus materials and rubbish, and shall have cleaned off the dirt from all woodwork, doors, windows, walls, floors, or other parts of any building, in or upon which the work has been executed or of which he may have had possession for the purpose of executing the work, nor until the work shall have been measured by the officer or official in charge and until they have received the approval of the Divisional Officer, the said measurements being binding and conclusive against the Contractor.

5. If the work done by the piece worker or the materials used by him, is defective or is inferior in quality the Divisional Officer may, without prejudice to his right, caused the said work or material removed, deducting the value of the work rejected or of the material removed, or the cost of replacing the same as he (The Divisional Officer) may think proper, from any amount due or that may become due to the piece worker.

6. All quarry fees, royalties, octroi dues and ground rents for the stocking of materials, if any, shall be paid by the pieceworker. However, if any payment made by him towards such fee, Royalty Octroi or ground rent, is refundable, he shall get such refund.

7. The Piece Worker shall be responsible for and shall pay any compensation to his Workmen payable under the Workmen’s Compensation Act, 1923 (VIII of 1923) (hereinafter called the Act) for injuries caused to the Workmen. If such





compensation is paid by Government as principal under sub-section (1) of Section 12 of the Act on behalf of Pieceworkers, it shall be recoverable by Government from the Piece Worker under Sub-section (2) of the said section. Such compensation may be deducted without prejudice to any other remedy, from any amount due or that may become due to the contractor.

8. Under no circumstances whatsoever shall the Piece Worker be entitled to any compensation from Government on any account, unless the Piece Worker shall have submitted a claim in writing to the Divisional Officer in charge within one month of the cause of such claim arising, i.e., from the date of measurements, classification or order as to the change in the design, etc.,

9. The rate for several items of works agreed to within, shall be valid only when the item concerned is accepted as having been completed fully in accordance with the sanctioned specifications. In cases where the items of work are not accepted as so completed, the Divisional Officer may make payment on account of such items at such reduced rates as he may consider reasonable in the preparation of final or on account bills, or pay part rates in on account bills pending completion of items by the Piece Worker.

10. (i) The Piece Worker shall not employ any person who is under the age of 12 years.

(ii) The Pieceworker shall not employ donkeys or other animals with breeching of string or thin rope. The breeching must be at least three inches wide and should be of tape (Nerwar).

(iii) No animal suffering from sores, lameness or emaciation or which is immature shall be employed on the work.

(iv) The Divisional Officer or his Agent is empowered to remove from the work any person or animal found working which does not satisfy the aforesaid conditions and the Government shall not be responsible for any delay caused in the completion of the work by such approval.

11. Payment to Pieceworkers shall be made by Cheques drawn on any Treasury within the Division convenient to them, provided the amount exceeds Rs. Amounts not exceeding Rs. will be paid in cash.

12. Any Piece Worker not accepting these conditions will not be allowed to tenders for works and his name will be removed from the list of contractors.

13. Employment of scarcity labour – if Government declares a state of scarcity or famine to exist in any village situated within 10 miles of the work, the piece worker shall employ upon such parts of the work, as are suitable for un-skilled labour, any person certified to him by the Divisional Officer or by any person to whom Divisional Officer may have delegated this duty in writing, to be in need of relief and shall be bound to pay to such person wages - not below the minimum which Government may have fixed in this behalf. Any dispute which may arise in connection with the implementation of this Clause shall be decided by the Divisional Officer whose decision shall be final and binding on the pieceworker.





SCHEDULE ‘A’

Schedule showing (approximately) the materials to be supplied from the Public Works Stores for works to be executed and the rates at which they are to be charged for

Particulars

Rate at which the materials will be charged to the Piece Worker

Place of delivery

Unit Rs. P.

Note:- 1. The Person or Firm executing the Agreement should see that the rates in the above schedule are filled up by the Executive Engineer on the issue of the form prior the execution of agreement.

2. Stores to be supplied to the Piece Worker for a work free of cost should be mentioned in Schedule ‘A’ in addition to Schedule ‘B’ and the specifications attached to the contract form.

Divisional Officer

Signature of Sub Divisional Officer

Signature of the Pieceworker

Schedule B

Memorandum showing items of work to be carried out.

Item of work Tendered Rates

In figures In words

Rs. P.

All work will be carried out as per Public Works Department Hand Book of other specifications of the Divisions as directed.

Divisional Director

Sub-Divisional Director

Signature of the Pieceworker

Note – To be continued on additional sheets if found necessary.





5.65. PWG 65 (a) Schedule of Lump sum Contract Form

QM/ F 65(a) Percentage Rate/ Item Rate/ Tender and Contract for Works

General Rules and Directions for the guidance of Contractors.

1. All works proposed to be executed by contract shall be notified in a form of invitation to tender posted on the Notice Boards of concerned officers. It may also be published in the Gazette or Newspapers wherever required.

This form will state the work to be carried out, as well as the date for submitting and opening tenders, and the time allowed for carrying out the work; also the amount of earnest money to be deposited with the tender, and the amount of the security deposit to be deposited by the successful tenderer and the percentage, if any, to be deducted from bills. It will also state whether a refund of quarry fees, royalties, octroi due and ground rents will be granted.

2. Authorised copies of the specifications, designs and drawings and schedule rates and any relevant documents required in connection with the work shall be open for inspection by contractors at the concerned offices during office hours. In case of percentage tenders the estimated rates signed by the officer will also be open for inspection.

3. Where the works are proposed to be executed according to the alternative design and specifications furnished by a contractor and approved by a competent authority on behalf of the Government of Himachal such specifications with designs and drawings shall form part of the accepted tender.

4. In the event of the tender being submitted by a firm, it must be signed separately by each partner thereof or in the event of the absence of any partner, it shall be signed on his behalf by a person holding a power of attorney authorizing him to do so.

5. Receipts for payments made on account of any work, when executed by a firm, shall also be signed by all the partners, except where the contractors are described in their tender as a firm, in which case the receipts shall be signed in the name of the firm by one of the partners, or by some other person having authority to give effectual receipts for the firm.

6. Any person who submits a tender shall fill up the usual printed form, stating at what percentage above or below the rates specified in Schedule B or at what rate for each item specified in Schedule B (Memorandum showing items or work to be carried out) he is willing to undertake the work. Only one rate for each item of work or such percentage on all the estimated rates (words not required as per percentage or item rate contract to be deleted) scheduled rates shall be named. Tenders which propose any alteration in the works specified in the said form of invitation to tender, or in the time allowed for carrying out the work, or which contain any other conditions, will be liable to rejection. No printed form of tender shall include a tender for more than one work, but if contractors wish to tender for two or more works, they shall submit a separate tender for each. Tenders shall have the name and number of the work to which they refer written outside the envelope.

7. The officer calling for tenders or his duly authorised assistant shall open tenders in the presence of contractors or their representatives who may be present at the





time, and will enter the amounts of the several tenders in a comparative statement in a suitable form. In the event of a tenders being accepted, the contractor shall for the purpose of identification, sign copies of the specifications and other documents mentioned in Rules 1 to 3. In the event of a tender being rejected, the amount of the earnest money will be refunded.

8. The officer competent to dispose of the tenders shall have the right of rejecting all or any of the tenders, without assigning any reasons.

9. The Memorandum of work to be tendered for and the schedule of materials to be supplied by the Public Works Department and their rates shall be filled in and completed by the officer before the tender form is issued.

10. The rates tendered and accepted hold good until the fulfillment of the contract except as provided in clause 13.

11. Every contractor who intends to tender for the work advertised by the Public Works Department shall ordinarily be a Registered Contractor of the required class, as per rules for Registration of Contractors.

12. All corrections and additions or pasted slips should be initialed by the tenderer and later attested by the officer on opening the tender. Where the corrections have not been initialed by the tenderer, they should be got attested by him or his representative if present by the officer.

13. The measurements of work will be taken according to the standard methods in use of Public Works Department

Tender for Works

I/We hereby tender for the execution, for the Governor of Himachal (hereinbefore and hereinafter referred to as “Government”) of the work specified in the underwritten memorandum within the time specified in such memorandum at 6

(Words not required as per percentage or item rate contract to be deleted).

Per cent below/above the estimated rates entered in Schedule B or/at the quoted rates for each item specified in Schedule B (memorandum showing items of work to be carried out) and in accordance in all respects with the specifications, designs, drawings and instructions in writing referred to in Rules 1 to 3 hereof and in clause 12 of the annexed conditions of contract and agree that when materials for the work are provided by the Government, such materials and the rates to be paid for them shall be as provided in schedule A hereto.

Memorandum

(a).General Description.

(a) If several sub-works are included they should be detailed in separate list

(b) Estimated cost ….Rs

(c) Earnest money ….Rs

(c) The amount of earnest money to be deposited and security deposit to be recovered shall be in accordance with the rules for Registration of contractors.

(d) Security Deposit.

6 In figures as well as in words.





(i) Cash (not less than the amount of earnest money) vide (c) above. Rs.

(ii) To be deducted from current bills not less than 5 percent of the estimated cost of work. Rs.

Total ..Rs.

(e) Percentage, if any, to be deducted from each running bill at 5 per cent vide (d) (ii)

(f) Time allowed for the work from date of written order to commence … months

(excluding the period of rainy season from ……… to ………………).

(f) Give Schedule where necessary showing dates by which the various items are to be completed.

Should this tender be accepted I/We hereby agree to abide by and fulfill the terms and provisions of the conditions of contract annexed hereto so far as applicable, and in default thereof to forfeit and pay to Government the sums of money mentioned in the said conditions.

Challan No. ………………………… dated …………………………. from the Government Treasury or Sub – Treasury at …………… in respect of the sum of Rs.∗……………………. is herewith forwarded representing the earnest money.

Contractor

Address

Dated the day of 200…

(Witness)

(Address)

(Occupation)

Signature of witness to contractor’s Signature

The above tender is hereby accepted by me on behalf of the Governor of Himachal. ∗ Executive Engineer.

Note:- (1) The term security deposit used in this contract includes the lump sum deposit by the contractors.

(2) The currency period of any tender should not be more than two months. If delay in deciding the tender is inevitable, the consent of the tenderer for agreeing to keep open the offer for a minimum further period should be obtained in advance from the tenderer. The minimum further period for which the tenderer is requested to keep his offer open should invariably be specified before his consent is obtained.

∗ Amount to be specified in words and figures. Signature of Contractor before submission of tender. ∗ Signature of the Officer by whom accepted. Superintending Engineer/ Chief Engineer. Dated the ………………. Day of …………………. .





Conditions of Contract

Security Deposit

Clause 1:- (i) The person/persons whose tender may be accepted (hereafter called the contractor which expression shall unless the context otherwise requires include, his heirs, executors administrators and assigns) shall permit Government at the time of making any payment to him for work done under the contract to deduct five per cent of all moneys so payable; such deductions to be held by Government as part of security deposit in addition to the earnest money of 2 ½ per cent deposited in accordance with the Rules for Registration of Contractors. All Compensation or other sums of money payable by the contractor to Government under the terms of his contract may be realized or deducted from any amounts payable to him or from the interest arising there from or from any sums which may be due or may become due by Government to the contractor on any account whatsoever, and in the event of his security deposit being reduced by reason of any such realization or deduction, as aforesaid, the contractor shall, within ten days thereafter, make good in cash any sum or sums which may have been deducted from, or raised by sale of his security depositor any part thereof. The security deposit referred to, when paid in cash may, at the cost of the depositor, be converted into interest bearing securities provided that the depositor has expressly desired this in writing.

(ii) The security deposit lodged by a contractor shall be refunded after the expiry of three months from the date on which the final bill is paid, or after the expiry of the date up to which the contractor has agreed to maintain the work in good order, whichever is later.

Penalty for delay

Clause 2 – The time allowed for carrying out the work as entered in the tender shall be strictly observed by the contractor and shall be reckoned from the date of handling over the site to the contractor. The work shall throughout the stipulated period of the contract be proceeded with, with all due diligence (time being deemed to be the essence of the contract on the part of the contractor) and the contractor shall pay as compensation an amount equal to one per cent or such smaller amount as the Superintending Engineer or other competent authority (whose decision in writing shall be final) may decide, of the amount of the estimated cost of the whole work as shown by the tender for every day that the work remains uncommenced, or unfinished, after the proper dates. And further to ensure good progress during the execution of the work, the contractor shall be bound, in all cases in which the time, allowed for any work exceeds one month to complete.

* of the work in of the time

-do- -do-

-do- -do-

*Note:- The quantity of the work to be done within a particular time to be specified above shall be fixed and inserted in the blank space kept for the purpose by the officer competent to accept the contracts after taking into consideration the circumstances of each and the contractor shall abide by the programme of detailed progress laid down by the competent authority.

The following proportions will usually be found suitable:-

In 1/4, 1/2, 3/4 of the time. Reasonable progress of earthwork 1/6, 1/2,.





3/4 of the total value of the work to be done. Reasonable progress of masonry work 1/10. 4/10, 8/10 of the total value of the work done.

In the event of the contractor failing to comply with these conditions (except for reasons beyond his control) he shall be liable to pay as penalty of an amount equal to one per cent or such smaller amount as the Superintending Engineer or other competent authority (whose decision in writing shall be final) may decide of the said estimated cost of the whole work for every day that the due quantity of work remains incomplete; provided always that the total amount of penalty to be paid under the provisions of this clause shall not exceed 7 ½ per cent of the estimated cost of the work as shown in the tender.

Action when whole of security deposit is forfeited.

Clause 3 – In any case in which under any clause or clauses of this contract the contractor shall have rendered himself liable to pay compensation and/or penalty amounting to the whole of his security deposit (whether paid in one sum or deducted by installments) the Executive Engineer, on behalf of the Governor of Himachal shall have power to adopt any of the following courses as he may deem best suited in the interest of Government.

(a) To rescind the contract (of which rescission notice in writing to the contractor under the hand of the Executive Engineer shall be conclusive evidence), and in that case, the security deposit of the contractor including whole or part of the lump sum deposited by him shall stand forfeited and be absolutely at the disposal of Government.

(b) To employ labour paid by the Public Works Department and to supply materials to carry out the work or any part of the work, debiting the contractor with the cost of labour and the price of the materials (as to the correctness of which cost and price the certificate of the Executive Engineer shall be final and conclusive against the contractor) and crediting him with the value of the work done, in all respects in the same manner and at the same rates as if it had been carried out by the contractor under terms of his contract, and in that case the certificate of the Executive Engineer as to the value of the work done shall be final and conclusive against the contractor.

(c) To measure up the work of the contractor and to take such part thereof as shall be unexecuted out of his hands, and to give it to another contractor to complete it in which case any expenses which may be incurred in excess of the sum which would have been paid to the original contractor, if the whole work had been executed by him (as to the amount of which excess expenses the certificate in writing of the Executive Engineer shall be final and conclusive) shall be borne and paid by the original contractor and shall be deducted from any money due to him by Government under the contract otherwise or from his security deposit or the proceeds of sale thereof, or a sufficient part thereof.

In the event of any of the above courses being adopted by the Executive Engineer, the contractor shall have no claim to compensation for any loss sustained by him by reason of his having purchased, or procured any materials, or entered into any engagements, or made any advances on account of, or with a view to the execution of the work or the performance of the contract. And in case the contract shall be rescinded under the provision aforesaid, the contractor shall not be entitled to recover or be paid any sum for any work therefore actually performed by him under his contract unless and until the Executive Engineer shall have certified in writing the performance of such work





and the amount payable in respect thereof, and he shall only be entitled to be paid the amount certified.

Contract or remains liable to any compensation if action not taken under Clause 3. – Power to possession or require removal of or sell contractor’s plant.

Clause 4 – In any case in which any of the powers conferred upon the Executive Engineer by clause 3 hereof shall have become exercisable and the same shall not have been exercised, the non-exercise thereof shall not constitute a waiver of any of the conditions hereof and such powers shall notwithstanding be exercisable in the event of any future case of default by the contractor for which under any clause hereof he is declared liable to pay compensation or penalty amounting to the whole of his security deposit and the liability of the contractor for past and future compensation or penalty shall remain unaffected. In the event of the Executive Engineer taking action under sub-clause (a) or (c) of clause 3, he may, if he so desires, take possession of all or any tools, plant, materials and stores, in or upon works or the site thereof or belonging to the contractor, or procured by him and intended to be used for the execution of the work or any part, thereof, paying or allowing for the same in account at the contract rates, or in the case of contract rates not being applicable, at current market rates, to be certified by the Executive Engineer whose certificate thereof shall be final. In the alternative, the Executive Engineer may, after giving notice in writing to the contractor or his clerk of the works, foreman or other authorised agent require him to remove such tools, plant materials, or stores from the premises within a time to be specified in such notice; and in the event of the contractor failing to comply with any such requisition, the Executive Engineer may remove them at the contractor’s expense or sell them by auction or private sale on account of the contractor and at his risk in all respects, and the certificate of the Executive Engineer as to the expense of any such removal, and the amount of the proceeds and expense of any such sale shall be final and conclusive against the contractor.

Clause 5 – If the contractor shall desire an extension of the time for completion of the work on the ground of his having been unavoidably hindered in its execution or on any other ground, he shall apply in writing to the Executive Engineer before the expiration of the period stipulated in the tender or before the expiration of 30 days from the date on which he was hindered as aforesaid or on which the cause for asking for extension occurred, whichever is earlier and the Executive Engineer or other competent authority may, if in his opinion, there are reasonable grounds for granting an extension, grant such extension as he thinks necessary or proper. The decision of such competent authority in this matter shall be final.

Final Certificate

Clause 6 – On completion of the work the contractor shall report in writing to the Executive Engineer the completion of the work. Then he shall be furnished with a certificate by the Executive Engineer of such completion, but no such certificate shall be given nor shall the work be considered to be complete until the contractor shall have removed from the premises on which the work shall have been executed all scaffolding, surplus materials and rubbish, and shall have cleaned off the dirt from all wood work, doors, windows, walls, floor or other parts of any building, in or upon which the work has been executed, or of which he may have had possession for the purpose of executing the work, nor until the works shall have been measured by the Executive Engineer or other competent authority, or where the measurements have been taken by his





subordinates until they have received the approval of the Executive Engineer or other competent authority, the said measurements being binding and conclusive against the contractor. If the contractor shall fail to comply with the requirements of this clause as to the removal of scaffolding, surplus materials and rubbish, and cleaning off dirt on or before the date fixed for the completion of the work, the Executive Engineer or other competent authority may, at the expense of the contractor, remove such scaffolding, surplus materials and rubbish, and dispose off the same as he thinks fit and clean off such dirt as aforesaid; and the contractor shall be liable to pay the amount of all expenses so incurred, but shall have no claim in respect of any such scaffolding or surplus materials as aforesaid except for any sum actually realized by the sale thereof. See Clause 31.

Payment on intermediate certificates to be regarded as advances

Clause 7 – No payment shall be made for any work estimated to cost less than rupees one thousand until after the whole of the work shall have been completed and a certificate of completion given. But in the case of works estimated to cost more than rupees one thousand, the contractor shall be entitled to receive payment proportionate to the part of the work then approved and passed by the Executive Engineer or other competent authority, whose certificate of such approval and passing of the sum so payable shall be final and conclusive against the contractor. All such intermediate payments shall be regarded as payments by way of advance against the final payments only and not as payments for work actually done and completed, and shall not preclude the Executive Engineer or other competent authority from requiring any bad, unsound, imperfect or unskillful work to be removed or taken away and reconstructed or re-erected, nor shall any such payment be considered as an admission of the due performance of the contract or any part thereof in any respect or the accruing of any claim, nor shall it conclude, determine, or affect in any other way the powers of the Executive Engineer or other competent authority as to the final settlement and adjustment of the accounts, or otherwise, or in any other way vary or affect the contract. The final bill shall be generally prepared in the prescribed form within one month of the date of actual completion of the work in all respects and his claims settled (except those under dispute) within two months thereafter.

Note:- The contractor shall submit a list of the disputed items within 30 days from the disallowance thereof and if he fails to do this, his claim shall be deemed to have been fully waived and absolutely extinguished.

Payment at reduced rates on account of items of work not accepted as completed to be at the discretion of the Executive Engineer, etc.

Clause 8 – The rates for several items of works agreed to within, shall be valid only when the items concerned are accepted as having been completed fully in accordance with the sanctioned specifications, In cases where the items of work are not accepted as so completed, the Executive Engineer or other competent authority may make payment on account of such items at such reduced rates as he may consider reasonable in the preparation of final or on account bills.





Payment to Contractor for work done

Bills to be prepared monthly

Clause 9 The Contractor(s) shall be paid each month commencing from the ………………………… a sum equal to 90 per cent of the total value of work done and a sum equal to 75 per cent of the value of materials supplied by him / them (on site of work) since the last payment according to the certificate of the Executive Engineer. When the works are fully completed, the Contractor(s) shall be entitled to receive moiety of the amount remaining due according the best estimate of the same that can be made and the balance of all moneys finally due or payable to him / them under or by virtue of the contract shall be paid within six months from the completion of the works : Provided always that no final or other Certificate shall cover or relive the Contractor(s) from his / their liability under the provisions of Clause 10 whether or not the same has been notified by the Executive Engineer at the time of or subsequent to the grant of any such certificate:

Bills to be on printed forms

Clause 10 – All bills shall be prepared in prescribed printed or typed forms. The charges to be made in the bills shall always be entered at the rates specified in the tender in full or in part as the case may be or in the case of any extra work ordered in pursuance of these conditions, and not mentioned or provided for in the tender at the rates hereinafter provided after provided for such work.

Stores supplied by Government

Clause 11 – If the specification or estimate of the work provides for the use of any special description of materials to be supplied from the store of the PWD or if it is required that the contractor shall use certain stores to be provided by the Executive Engineer or other competent authority (such material and stores, and the prices to be charged there for as hereinafter mentioned being so far as practicable for the convenience of the contractor but not so as in any way to control the meaning or effect of this contract specified in the schedule or memorandum hereto annexed) the contractor shall be supplied with such materials and stores as may be required from time to time to be used by him for the purposes of the contract only and the value of the full quantity of the materials and stores so supplied shall be set off or deducted from any sums then due, or thereafter to become due to the contractor under the contract, or otherwise, or from the security deposit, or the proceeds of sale thereof; if the security deposit is held in Government securities, the same or a sufficient portion thereof shall in that case be sold for the purpose. All materials supplied to the contractor shall remain the absolute property of Government, and shall on no account be removed from the site of work, and shall at all times be open to inspection by the Executive Engineer or other competent authority. Any such materials unused and in perfectly good condition at the time of completion or determination of the contract shall be returned to the Public Works Department stores, if the Executive Engineer or other competent authority so requires by a notice in writing given under his hand; but the contractor shall not be entitled to return any such materials except with consent of the Executive Engineer or other competent authority and he shall have no claim for compensation on account of any such material supplied to him as aforesaid but remaining unused by him or for any wastage in or damage to any such materials.





Works to be executed in accordance with specifications, drawings, orders, etc.

Clause 12 – The contractor shall execute the whole and every part of the work in the most sound and substantial and workman like manner, and in strict accordance with the specifications both as regards materials and workmanship. The contractor shall also confirm exactly, fully and faithfully to the designs, drawings, and instructions in writing relating to the work signed by the Executive Engineer or other competent authority and lodged in his office and to which the contractor shall be entitled to have access at such office, or on the site of the work for the purpose of inspection during office hours and the contractor shall, if he so requires, be entitled at his own expense to make or cause to be made copies of the specifications and of all such designs, and instructions as aforesaid.

Alterations in specifications and designs not to invalidate contracts.

Clause 13 – (i) The Executive Engineer or other competent authority shall have power to make any alterations in, or additions to, the original specifications, drawings, designs, and instructions that may appear to him to be necessary or advisable during the progress of the work, and the contractor shall be bound to carry out the work in accordance with any instructions in this connection which may be given to him in writing signed by the Executive Engineer or other competent authority and such alteration shall not invalidate the contract; and any additional work which the contractor may be directed to do in the manner above specified as part of the work shall be carried out by the contractor on the same conditions in all respects on which he agreed to do the main work, and at the same rates as are specified in the tender for the main work, the limit of additional quantity being 10 per cent.

(ii) In case the addition is more than 10 per cent except in case of Foundation work then such additional quantity shall be paid at the rates entered in the schedule of rates prevalent at the time of making additions and alterations plus or minus the overall percentage of the original tendered rates over the estimate (as per the comparative statement prepared at the time of acceptance of the tender).

(iii) And if the additional and altered work includes any class of work for which no rate is specified in this contract, then such class of work shall be carried out at the rates entered in the Schedule of Rates of the Division prevalent at the time of making such additions and alterations (or data rates approve by proper authority) plus or minus of the percentage of original tendered rates over the estimate [as mention in (ii) above].

Rates for works not entered in estimate or schedule of rates of the district

(iv) if the additional or altered work, for which no rate is entered in the Schedule of rates of the Division, is ordered to be carried out before the rates are agreed upon, then the contractor shall within seven days of the date of receipt by him of the order to carry out the work, inform the Executive Engineer or other competent authority of the rates which it is his intention to charge for such class of work, and if the Executive Engineer or other competent authority does not agree to this rate he shall by notice in writing be at liberty to cancel his order to carry out such class of work and arrange to carry it out in such manner as he may consider advisable, provided always that if the contractor shall commence work or incur any expenditure in regard thereto before the rates shall have been determined as lastly hereinbefore mentioned, then in such case he





shall only be entitled to be paid in respect of the work carried out or expenditure incurred by him prior to the date of the determination of the rate as aforesaid according to such rate or rates as shall be fixed by the Executive Engineer or other competent authority. In the event of a dispute, the decision of the Chief Engineer shall be final.

(v) Where, however, the work is to be executed according to the designs, drawings and specifications recommended by the contractor and accepted by the competent authority the alterations above referred to shall be within the scope of such design, drawings and specifications appended to the tender.

Extension of time in consequence of additions or alterations

Clause 14 – The time limit for the completion of the work shall be extended commensurate with the increase in its cost occasioned by alteration or additions, and the certificate of the Executive Engineer or other competent authority as to such proportion shall be conclusive.

No claim to any payment or compensation for alteration in, or, restriction of work

Clause 15 – (i) If at any time after the execution of the contract documents, the Executive Engineer or other competent authority shall, for any reason whatsoever, require the whole or any part of the work, as specified in the tender, to be stopped for any period or shall not require the whole or part of the work to be carried out at all or to be carried out by the contractor, he shall give notice in writing of the fact to the contractor who shall thereupon suspend or stop the work totally or partially a the case may be. In any such case, except as provided hereunder, the contractor shall have no claim to any payment of compensation whatsoever on account of any profit or advantage which he might have derived from the execution of the work in full but which he did not so derive in consequence of the full amount of the work not having been carried out, or on account of any loss that he may be put on account of materials purchased or agreed to be purchased, of for unemployment of labour recruited by him. He shall not also have any claim for compensation by reason of any alteration having been made in the original specifications, drawings, designs and instructions which may involve any curtailment of the work as originally contemplated.

(ii) Where, however, materials have already been purchased or agreed to be purchased by the contractor before receipt by him of the said notice, the contractor shall be paid for such materials at the rates determined by the Executive Engineer or other competent authority provided they are not in excess of requirements and are of approved quality and/ or shall be compensated for the loss, if any; that he may be put to, in respect of materials agreed to be purchased by him the amount of such compensation to be determined by the Executive Engineer, or other competent authority whose decision shall be final.

(iii) If the contractor suffers any loss on account of his having to pay labour charges during the period during which the stoppage of work has been ordered under this clause, the contractor shall on application, be entitled to such compensation on account of labour charges as the Executive Engineer or other competent authority, whose decision shall be final, may consider reasonable. Provided that the contractor shall not be entitled to any compensation on account of labour charges if in the opinion of the Executive Engineer or other competent authority, the labour could have been employed in the same locality





by the contractor for the whole or part of the period during which the stoppage of the work has been ordered as aforesaid.

(iv) The period of stoppage ordered by the Executive Engineer or other competent authority should not ordinarily exceed six months. Thereafter the portion of work so stopped may be treated as deleted from this agreement if a notice in writing to that effect is given to the Executive Engineer or other competent authority by the contractor within seven days after the expiry of the above period. The portion of work thus deleted may be got executed on supplemental agreement as mutually agreed upon by the Executive Engineer or other competent authority and the contractor at the rates not exceeding current schedule of rates.

No claim to compensation on account of loss due to delay in supply of materials by Government

Clause 16 – The contractor shall not be entitled to claim any compensation from Government for the loss suffered by him on account of delay by Government in the supply of materials entered in Schedule A where such delay is caused by –

(i) Difficulties relating to the supply of Railway wagons.

(ii) Force Majeure.

(iii) Any other reasonable cause beyond the control of the Government.

In the case of such delay in the supply of materials, Government shall also grant such extension of time for the completion of the work as shall appear to the Executive Engineer or other competent authority to be reasonable in accordance with the circumstances of the case. The decision of the Executive Engineer or other competent authority as to the extension of time shall be accepted as final by the contractor.

The limits for unforeseen claims

Clause 17 – Under no circumstances whatever shall the contractor be entitled to any compensation from Government on any account unless the contractor shall have submitted claim in writing to the Executive Engineer or other competent authority within one month of the cause of such claim occurrence.

Action and penalty payable in case of bad work

Clause 18 – If at any time before the security deposit is refunded to the contractor, it shall appear to the Executive Engineer or other competent authority or his subordinate in charge of the work, that any work has been executed with unsound, imperfect or unskillful workmanship or with materials or inferior quality, or that any materials of articles provided by him for the execution of the work are unsound, or of a quality inferior to that contracted for, or are otherwise not in accordance with the contract, it shall be lawful for the Executive Engineer or other competent authority to intimate this fact in writing to the contractor and then notwithstanding the fact that the work, materials or articles complained of may have been paid for, the contractor shall be bound forthwith to rectify, or remove and reconstruct the work so specified in whole or in part, as the case may require, or if, so required shall remove the materials or articles so specified and provide other proper and suitable materials or articles at his own charge and cost; and in the event of his failing to do so within a period to be specified by the Executive Engineer or other competent authority in the written intimation aforesaid, the contractor shall be liable to pay a penalty not exceeding one per





cent on the amount of the estimate for every day not exceeding ten days, during which the failure so continues, and in the case of any such failure the Executive Engineer or other competent authority may rectify or remove, and re-execute the work or remove and replace the materials or articles complained of as the case may be at the risk and expense in all respects of the contractor. Should the Executive Engineer or other competent authority for any valid reasons consider that any such inferior work or materials as described above has to be accepted or made use of, it shall be within his discretion to accept the same at such reduced rates as he may fix therefore.

Works to be open to inspection

Contractor or responsible agent to be present

Clause 19 – All works under or in course of execution or executed in pursuance of the contract shall at all times be open to the inspection and supervision of he Executive Engineer or other competent authority and his subordinates, and the contractor shall at all times during the usual working hours, and at all other times at which reasonable notice of the intention of the Executive Engineer or other competent authority or his subordinate to visit the works shall have bee given to the contractor, either himself be present to receive orders, instruction or have a reasonable agent duly accredited in writing present for that purpose. Orders given to in the contractor’s duly authorised agent shall be considered to have the same force and effect as if they had been given to the contractor himself.

Notice to be given before work if covered up

Clause 20 – The contractor shall give not less than five day’s notice in writing to the Executive Engineer or his subordinate in charge of the work before covering up or otherwise placing beyond the reach of measurement any work in order that the same may be measured, and correct dimensions thereof taken before the same is so covered up or placed beyond the reach of measurement, and shall not cover up or place beyond the reach of measurement any work without the consent in writing of Executive Engineer or other competent authority or his subordinate in charge of the work; and if any work shall be covered up or placed beyond the reach of measurement without such notice having been given or consent obtained, the same shall be uncovered at the contractor’s expense, and in default thereof no payment or allowance shall be made for such work or for the materials with which the same was executed.

Contractors liable for damage done, and for imperfections for three months after certificate

Clause 21 – If the contractor or his workmen or servants shall break, deface, injure or destroy any part of a building in which they may be working, or any building, road, fence, enclosure or grass or cultivated ground contiguous to the premises on which the work or any part thereof is being executed, or if any damage shall be done to the work, while it is in progress from any cause whatever or if any imperfections become apparent in it within three months of the grant of a certificate of completion, final or otherwise by the Executive Engineer or other competent authority the contractor shall make good the same at his own expense, or in default, the Executive Engineer or other competent authority may cause the same to be made good by other workmen, and deduct the expenses (of which the certificate of the Executive Engineer or other competent authority shall be final) from any sums that may then be due or may





thereafter become due to the contractor, or from his security deposit or the proceeds of sale thereof, or a sufficient portion thereof.

Contractor to supply plant, ladders, scaffoldings, etc, - and is liable for damages arising from non – provision of lights, fencing, etc.

Clause 22 – The contractor shall supply at his own cost all materials (except such special materials, if any, as may, in accordance with the contract be supplied from PWD Stores) plant, tools, appliances, implements, ladders, cordage, tackle, scaffolding and temporary works requisite or proper for the proper execution of the work, whether, in the original, altered or substituted form and whether included in the specifications, or other documents forming part of the contract or referred to in these conditions or not, and which may be necessary for the purpose of satisfying or complying with the requirements of the Executive Engineer or other competent authority as to any matter as to which under these conditions he is entitled to be satisfied, or which he is entitled to require together with carriage therefore, to and from the work. The contractor shall also supply without charge the requisite number of persons with the means and materials necessary for the purpose of setting out works, and counting, weighing and assisting in the measurement or examination at any time and from time to time of the work of the materials. Failing this, the same may be provided by the Executive Engineer or other competent authority at the expense of the contractor and the expense may be deducted from any money due to the contractor under the contract or from his security deposit or the proceeds of sale thereof, of a sufficient portion thereof. The contractor shall provide all necessary fencing and lights required to protect the public from accident, and shall also be bound to bear the expenses of defence of every suit, action or other legal proceedings; that may be brought by any person for injury sustained owing to neglect of the above precautions, and to pay any damages and costs which may be awarded in any such suit, action or proceedings to any person, or which may with the consent of the contractor be paid for compromising any claim by any such person.

Measure for prevention of fire

Clause 23 – The contractor shall not set fire to any standing jungle, trees, brushwood or grass without a written permit from the Executive Engineer.

When such permit is given, and also in all cases when destroying cut or dug up trees, brushwood, grass, etc. by fire, the contractor shall take necessary measure to prevent such fire spreading to or otherwise damaging surrounding property.

Liability of contractor for any damage done in or outside work area

Clause 24 – Compensation for all damage done by contractor or his men whether in or beyond the limits of Government property including any damage caused by spreading of fire mentioned in clause 23 shall be estimated by the Executive Engineer and the estimates of the Executive Engineer subject to the decision of the Superintending Engineer on appeal shall be final and the contractor shall be bound to pay the amount of the assessed compensation on demand failing which the same will be recovered from the contractor as damages in the manner prescribed in clause 1 or deducted by the Executive Engineer or other competent authority from any sums that may be due or become due from Government to the contractor under this contract or otherwise.





The contractor shall bear the expenses of defending any action or other legal proceedings that may be brought by any person for injury sustained by him owing to neglect or precautions to prevent the spread of fire and shall pay any damages and cost that may be awarded by the court in consequence.

Employment of female labour

Clause 25 – The employment of female labourers on works in the neighborhood of soldiers’ barracks should be avoided as far as possible.

Work on notified holidays

Clause 26 – No work shall be done on any notified holiday without the sanction in writing of the Executive Engineer or other competent authority.

Work not to be sublet

Contractor may be rescinded and security deposit forfeited for subletting it without approval or for bribing a public officer or if contractor becomes insolvent.

Clause 27 – The contract shall not be assigned or sublet by the contractor. And if the contractor shall assign or sublet his contract, or attempt so to do, or become insolvent or commence any proceedings to get himself adjudicated as insolvent or make any composition with his creditors, or attempt so to do or if any bribe, gratuity, gift, loan, perquisite, reward or advantage, pecuniary or otherwise, shall either directly or indirectly be given, promised, or offered by the contractor or any of this servants or agents to any public officer or person in the employ of Government in any way relating to his office or employment, or if any such officer or person shall become in any way directly or indirectly interested in the contract, the Executive Engineer or other competent authority may thereupon by notice in writing rescind the contract, and the security deposit of the contractor shall thereupon stand forfeited and be absolutely at the disposal of Government, and the same consequences shall ensue as if the contract had been rescinded under clause 3 hereof and in addition, the contractor shall not be entitled to recover or be paid for any work theretofore actually performed under the contract.

Sum payable by way of compensation to be considered as reasonable compensation without reference to actual loss

Clause 28 – All sums payable by a contractor by way of compensation under any of these conditions shall be considered as a reasonable compensation to be applied to the use of Government without reference to the actual loss or damage sustained, and whether any damage has or has not been sustained.

Changes in the constitution of firm to be notified

Clause 29 – In the case of tender by partners any change in the constitution of a

firm shall be forthwith notified by the contractor to the Executive Engineer or other competent authority for his information.

Decision of Chief Engineer to be final

Clause 30 – Except where otherwise specified in the contract and subject to the powers delegated to him by Government under the Code Rules then in force, the decision of the Chief Engineer for the time being shall be final, conclusive, and binding on all parties or the contract upon all questions relating to the





meaning of the specifications, designs, drawings and instructions hereinbefore mentioned and as to the quality of workmanship, or materials used on the work, or as to any other question, claim, right, matter, or thing whatsoever, if any way arising out of, or relating to the contract, designs, drawings, specifications, estimates, instructions, orders, or those conditions, or failure to execute the same, whether arising, during the progress of the work, or after the completion or abandonment thereof.

Lump sums in estimates

Clause 31 – The certificate of the Executive Engineer hereinafter referred to, showing the final balance due or payable to the Contractor(s) shall be conclusive evidence of the works having been duly completed and that the contractor (s) shall be entitled to receive payment of the final balance in accordance with such certificate, but without prejudice to the liability of the contractor(s) under the provisions of Clause 21.

Action where no specification

Clause 32 – In the case of any clause of work for which there is no such specification as is mentioned in Rule 1, such work shall, be carried out in accordance with the Divisional Specification and in the event of there being no Divisional specifications, then in such case the work shall be carried out in all respects in accordance with the instructions and requirements of the Executive Engineer or other competent authority.

Definition of work.

Clause 33 – The expression “works” or “work” where used in these conditions, shall, unless there be something in the subject or context repugnant to such construction, be construed to mean the work or works contracted to be executed under or in virtue of the contract, whether temporary or permanent and whether original, altered, substituted or additional.

Contractor’s percentage whether applied to net or gross amounts of bill.

Clause 34 – The percentage referred to in the tender shall be deducted from/ added to the gross amount of the bill before deducting the value of any stock issued.

Note: - This clause is applicable only in respect of percentage tender.

Clause 35 – All quarry fees, royalties, octroi dues and ground rent for stacking materials, if any should be paid by the contractor, who will, however, be entitled to a refund to such of the charge as are permissible under the rules on obtaining a certificate from the Executive Engineer or other competent authority that the materials were required for use of Government work.

Compensation under the Workmen’s Compensation Act

Clause 36 – The contractor shall be responsible for and shall pay any compensation to his own workmen payable under the Workmen’s Compensation Act, 1923 (VIII of 1923), hereinafter called the said Act) for injuries caused to the workmen. If such compensation is paid by Government as principal under sub-section (1) of Section 12 of the said Act on behalf of the contractor, it shall be recoverable by Government from the contractor under sub-section (2) of the said section. Such compensation shall be recovered in the manner laid down in clause 1 above.





Clause 37 – The contractor shall be responsible for and shall pay the expenses of providing medical aid to any workmen who may suffer a bodily injury as a result of an accident. If such expenses are incurred by Government, the same shall be recoverable from the contractor forthwith and the deducted without prejudice to any other remedy of Government from any amount due or that may become due to the contractor.

Clause 37 A – The contractor shall provide all necessary personal safety equipment and first aid apparatus available for the use of the persons employed on the site, and shall maintain the same in good condition suitable for immediate use at any time and shall comply with the following regulations in connection therewith.

(a) The workers shall be required to use the equipment so provided by the contractor and the contractor shall take adequate steps to ensure proper use of the equipment by those concerned.

(b) When work is carried on in proximity to any place where there is a risk of drowning, all necessary steps shall be taken for the prompt rescue of any person in danger.

(c) Adequate provision shall be made for prompt first – aid treatment of all injuries likely to be sustained during the course of the work.

Claim for quantities entered in the tender of estimates.

Clause 38 – Quantities shown in the tender are approximate and on claim shall be entertained for quantities of work executed being either more or less than those entered in the tender or estimate, except in cases covered by clause 13 (i)

Employment of famine, etc., labour

Clause 39 – The contractor shall employ any famine, convict or other labour of a particular kind or class if ordered in writing to do so by the Executive Engineer or other competent authority.

Clause 40 – No compensation shall be allowed for any delay caused in the starting of the work on account of acquisition of land or, in the case of clearance works, on account of any delay in according sanction to estimates.

Claim for compensation for delay in execution of work

Clause 41 – No compensation shall be allowed for any delay in the execution of the work on account of water standing in burrow pits or compartments. The rates are inclusive for hard or cracked soil, excavation in mud sub-soil water or water standing in burrow pits and no claim for an extra rate shall be entertained, unless otherwise expressly specified.

Entering upon or commencing any portion of work

Clause 42 – The contractor shall not enter upon or commence any portion of work except with the written authority and instructions of the Executive Engineer or other competent authority. Failing to obtain such authority the contractor shall have no claim to ask for measurements or workers. Similar amenities shall be provided to the workers engaged on large works in urban payment for work.

Clause 43 – The contractor shall provide drinking pure or portable water facilities to the area.





Minimum age of persons employed, the employment of donkeys and or other animals and the payment of fair wages.

(i) No contractor shall employ any person who is under age of 12 years.

(ii) No contractor shall employ donkeys or other animals with breaching of string or thin rope. The breaching must be at least three inches wide and should be of tape.

(iii) No animal suffering from sores, lameness or emaciation or which is immature shall be employed on the work.

(iv) The Executive Engineer or other authority is authorised to direct the removal or to remove through his own agency, from the work any person or animal referred to in sub-cases (ii) and (iii) above not satisfying these conditions and no responsibility shall be accepted by the Government for any delay caused in the completion of the work by such direction for removal or removal.

(v) The contractor shall pay fair and reasonable wages to the workmen employed by him for the contract undertaken by him. In the event of any dispute arising between the contractor and his workmen on the ground that the wages paid are not fair and reasonable, the dispute shall be referred without delay to Executive Engineer or other competent authority, who shall decide the same. The decision shall not in any way effect the conditions in the contract regarding the payment to be made by Government at the sanctioned tender rates.

Method of payment

Clause 44 – Payment to contractors shall be made by cheques drawn on any treasury within the Division convenient to them, provided the amount exceeds Rs. 10. Amount not exceeding Rs. 10 will be paid in cash.

Clause 44A – Any sum of money due and payable to the Contractor (including Security Deposit returnable to him) under the contract may be appropriated by the Government and set off against any claim of the Government for the payment of a sum of money by the contractor with the Government.

(G.O. No. PWD 6 ECO 65 of 31st December 1965)

Acceptance of conditions compulsory before tendering for Work

Clause 45 – Any contractor who does not accept these conditions shall not be allowed to tender for work.

Employment of scarcity labour

Clause 46 – If Government declares a state of scarcity or famine to exist in any village situated within 16 kilometers (10 miles) of the work, the contractor shall employ upon such parts of the work as are suitable for unskilled labour, any person certified by him by the Executive Engineers or by any person to whom the Executive Engineer may have delegated this duty in writing to be in need of relief and shall be bound to pay to such persons wages not below the minimum which Government may have fixed in this behalf. Any dispute which may arise in connection with the implementation of this clause shall be decided by the Executive Engineer or other competent authority, whose decision shall be final and binding on the contractor.





Clause 47 – The price quoted by the contractors shall not in any case exceed the controlled price if any fixed by Government or reasonable price which it is permissible for him to charge a private purchaser for the same class and description of goods under the provisions of Hoarding or Profiteering Prevention Ordinance, 1943 as amended from time to time. If the price quoted exceeds controlled price or price permissible under Hoarding and Profiteering Prevention Ordinance, the contractor will specifically mention this fact in his tender along with the reasons for quoting such higher price. The purchaser at his discretion will in such case exercise the right of revising the price at any stage so as to conform with the controlled price or the price permissible under the Hoarding and Profiteering Prevention Ordinance. This discretion will be exercised without prejudice to any other action that may be taken against the contractor.

Clause 48 – The rates to be quoted by the contractor must be inclusive of sales tax. No extra payment on this account will be made to the contractor.

Clause 49 – The contractor should as far as possible obtain his requirement of labour, skilled and unskilled from the nearest Employment Exchange.

Clause 50 – All moneys due from the contractor under this contract may be recovered by Government without prejudice to its other remedies as if they were arrears of Land Revenue.





SCHEDULE A

Schedule showing (approximately) the materials to be supplied from the Public Works Stores for work contracted to be executed and the rates at which they are to be charged for.

Particulars Rate at which the materials will be charged to the contractor

Place of delivery

Unit Rs. P.

Note: - The person or firm submitting the tender should see that the rates in the above schedule are filled up by the Executive Engineer – in – charge on the issue of the form prior to the submission of the tender.

Executive Engineer (Signature of ---------------------------------- ) Assistant Engineer

(Signature of contractor)





SCHEDULE ‘B’

Memorandum showing items of work to be carried out Ite

m N

o.

Quantities estimated but may more or less Item

Estimated rates or tendered rates

Unit

Total amount according to

estimates and quantities.

In figs. In words.

Note 1 – All works shall be carried out as per Public Works Department Hand Book and other specifications of the Divisions or as directed.

Note 2 – All the columns in the Schedule should be filled in ink and the total of the entries in the last column be struck by the contractor under his signature.

Note 3 – Rates quoted includes clearance of site (prior to commencement of work and at its close) in all respects and hold good for work under conditions, site, moisture, weather, etc.

Executive Engineer (Signature of ---------------------------------- ) Assistant Engineer

(Signature of contractor)

Note: to be continued on additional sheets if found necessary. Words not required should be deleted.





5.66. PWG 66

Tender Notice Form

QM/ F 66 Form I

Tenders will be received by the Executive Engineer, …………………. Division at his Office upto ………… p.m. on …………………. for the following work.

(i) Tenders should be in the prescribed form obtainable from the Executive Engineer’s Office on payment of Rs. ………………… per copy.

(ii) Tenders will be opened by the Executive Engineer or his duly authorised Assistant at ………………. p.m. on ………………… in the presence of any tenderer or of any agent, authorised by the tenderer that may be present at that time.

While the tenders are opened, unattested corrections if any, will be noted by the Executive Engineer, specifying the number of corrections on each page.

(iii) Tenders should be submitted in duplicate in the prescribed form in sealed covers and should be addressed to the Executive Engineer, in the name of the tenderer, and name of the work being distinctly superscribed on the cover. (If the tender is made by an individual, it should be signed with his full name. If it is made by a firm, it should be signed by the co-partnership name by a member of the firm who shall also sign his own name. If it is made by a corporation, it should be signed by a duly authorised Officer with satisfactory evidence of his authorization. Such tendering corporation may be required to furnish evidence of corporate existence).

(iv) Each tenderer should give clearly in his tender, his place of residence, and postal address. The delivery at the above named place, or posting in the Post Box regularly maintained by the Post Office or sending by letter registered for acknowledgement or other communications, shall be deemed sufficient service thereof.

(v) Each tenderer must either pay the earnest money of Rs. ………………….. into the Himachal Government Treasury to the credit of “Revenue Deposits” and attach the challan to his tender or furnish a Bank guarantee in default of which the tender will be rejected. Registered Contractors who have already deposited the requisite amount with the Registering Authority are exempted from depositing 2½ per cent of the estimated cost of the work tendered for while offering tenders. As soon as there is accepted and before executing the Agreement Bond, they should either credit 2½ per cent of the estimated cost of the work into the Treasury under the head “Revenue Deposits” and furnish the challan to the Divisional Officer or furnish a Bank Guarantee towards earnest money deposit. The Bank Guarantees offered by them will be subject to strict observance of Rules of Bank Guarantee Scheme laid down by Government.

(vi) The earnest money of the rejected tenders shall be returned within two months after the receipt of tender or a week after the acceptance of tender whichever is earlier. The earnest money deposited in the form of cash or Bank Guarantee shall not bear interest.





(vii) The accepted tenderer shall attend the Division Office on the date fixed by written intimation to him for executing agreements, etc.

(viii) Failure on the part of the successful tenderer to execute the contract agreement would entail forfeiture of earnest money deposited in the form of cash of Bank Guarantee, otherwise, failure both to deposit the earnest money and to execute the contract agreement would entail the Contractor being removed from the list of Registered Contractors, as contemplated in Rule 12 of the Rules for Registration of Contractors. In addition the Contractor would also be responsible for making good the extra expenditure incurred by Government due to recalling of fresh tenders in cash, filing which it will be recovered from his standing deposit tendered for purpose of Registration.

(ix) The security deposit shall be in value equal to 7½ per cent of the cost of the work including earnest money, as laid out under clause 2, vide Conditions of Contract.

(x) The copies of the abstract of estimated quantities, contract documents, schedule drawings and detail clause of condition of contract will be available for inspection of the Office of the Executive Engineer during working hours and the tenderer should sign in the register kept in the Divisional Office in token of having seen them. The tenderer should note that the quantities mentioned in the estimate are only approximate.

(xi) He shall quote specific rates for each item of work without reference being made to the Public Works Department current Schedule of Rates or to the estimate rates.

The rates should be written both in words and figures and the units in words. The tender should also show the cost of each item of work and the total cost of the whole work. The tenderer should keep open his offer at least for a period of two months, and if necessary to a further period to be specified by the Department, in consultation with the tenderer.

(xii) Final acceptance rests with ………………………………….. who reserves the right to accept or reject any or all tenders without assigning any reason therefor.

(xiii) The submission of tender by a contractor implies that he has read these notices and conditions of contractor and made himself aware of the scope and specification of the work to be done and the availability of the quantity of materials required.

(xiv) Tenders not submitted in the prescribed form in due time will be rejected. Tenders which propose any alternations in the work specified in the said form, or in the time allowed for carrying out the work or containing other conditions of any sort will be void and be rejected.

(xv) The price, etc., at which the materials will be supplied by Government will be as indicated in the Schedule A. Tenderers shall quote their rates for finished work accordingly. Notwithstanding any subsequent change in the market value for these materials charges to the contractor will remain as originally entered in the Schedule A.

(xvi) The items not provided in the estimate will be paid as per minimum schedule of rates current if available or as per provisions made in the accepted tender.





(xvii) The tenderer shall pay compensation to workmen working under by him for any injury caused during the execution of work as per Workmen’s Compensation Act in force, failing which the amount will be deducted from his bills and paid to the injured workmen.

(xviii) The contractor shall pay the Sales and other usual taxes levied by Corporation or Municipalities and the royalty due to Government.

(xix) Successful tenderer must produce Income-tax clearance certificate before the work is entrusted to him.

(xx) The tender for the work shall not be witnessed by a Contractor or Contractors who himself/ themselves has/have tendered or who may tender for the same work. Failure to observe this condition would render tenders of the contractors tendering as well as witnessing the tender liable to summary rejection.





FORM II

...............................................

Dated .....................................

To,

The Executive Engineer

……………………………… Division

Tender for works

Sir,

I/We, …………………………………………………………………… do hereby tender for execution for the Government of Himachal, the works specified in the memorandum within the time specified in such memorandum as per rates for the several units of work mentioned in the tender notice and complete in all respects with the specifications, drawings and instructions in writing and to provide at his own cost, all tools and plant and labour and materials which may be necessary and requisite for the due and proper execution of the works included in the Contract and with such materials as are provided for and in all other respects in accordance with conditions so far applicable.

Memorandum

(a) Name of the work

(b) Earnest Money

(c) (i) Security Deposit

(iii) Percentage, if any, to be deducted from bills (per cent).

(d) Time allowed for the completion of the work from the date of written order to commence it.

I/We enclose herewith a challan for the payment of ……………………………….. as earnest money bearing no interest.

Should my/our tender be accepted I/we agree that earnest money may be retained towards security deposit for the due fulfillment of the contract.

If this tender be accepted I/We agree to abide by and fulfill all the terms and provisions of the said conditions of contract annexed or in default thereof forfeit and pay to the Government of Himachal the sums of money mentioned in the said conditions without prejudice to any other right of the Government.

I/we hereby distinctly and expressly declare and acknowledge that before the submission of this tender, I/we, have carefully followed the instructions, read the Himachal Public Works Department Specifications and its addenda volumes that I/we, have made examination of the contract documents and plan, specification and quantities and of the location where such work is to be done and I/we have signed the register in acknowledgement thereof.

I/we distinctly agree that I/We would hereafter no claim or demand upon Government based upon or arising out of any alleged misunderstanding or misconceptions or mistake on my/ our part of the said covenants, agreements, stipulation, restrictions and conditions.





If upon written information to me/ us by the Divisional Office, I/we fail to attend the office on the date therein fixed and if upon intimation being given to me/ us by the Executive Engineer of the acceptance of the tender, I/we fail to make additional security deposit or fail to enter into agreement as defined in clause ………………………….. on the Tender Notice, the I/we agree to the forfeiture of the earnest money.

Any Notice required to be served on me/us shall be sufficiently served on me/us if delivered to me/ us personally or forwarded to me/ us by post (registered or ordinary or left at my/ our address given)

I/We fully understand the terms and agreements of the contract to be entered into between me/us and the Government and the written agreement shall be foundations of the rights of both the parties and the contract shall not be a deemed to be complete until an agreement has been signed by me/ us and authorised by the proper officer authorised to enter into contract by the Government.

Dated ……………………………… this day of ……………………..200………….

Witness ……………………………………..

Contractor.

Address ……………………………………..

Occupation ………………………………….

The above tender is hereby/ not accepted by me on behalf of Government of Himachal.





FORM III

Notice to tenderer whose tender is under consideration for Acceptance.

Office of the Executive Engineer

……………………………………, Division,

No…………………………. Dated …………………….

To

.....................................................

.....................................................

Sir,

Your tender for the work of ………………………………………………………………..... ……………………………….. is under consideration. You are requested to attend the Office at ………………………………….. on ……………………………… for the purpose of further enquiry in connection thereon. An agreement in proper departmental form will have to be signed by you if tender is accepted. Failure on your part to attend in the manner aforesaid will entail forfeiture of earnest money in respect of this contract.

Yours faithfully

Executive Engineer,

.……………………..Division,





5.67. PWG 67

Register of Tenders

QM/ F 67

Tender Notification

Dates of Publication, including Re-

Notification, if any

Sanction to

estimate Initials of

Sl.

No.

To,

Dat

e

In G

azet

te

In

New

s P

aper

s

Nam

e of

new

s pa

pers

Nam

e of

wor

k

To

Dat

e

Est

imat

ed c

ost o

f wor

k no

tifie

d fo

r ten

der

Last

dat

e of

rec

eipt

of

tend

ers

N

ames

of

Con

tract

ors

who

ten

dere

d fo

r th

e w

ork

A

mou

nt o

f eac

h te

nder

re

ceiv

ed

Per

cent

age

belo

w

abov

e th

e es

timat

ed

cost

N

ame

of

Con

tract

or

who

se

tend

er

was

ac

cept

ed

By

who

m a

ccep

ted

No

and

date

of

fin

al

orde

r or

pr

oper

au

thor

ity

Ref

eren

ce to

Fol

io N

o.

of

the

Reg

iste

r of

A

gree

men

ts

D.A

.

E.E

.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20





5.68. PWG 68

Comparative statement of Tenders for …………………………………………………….

QM/ F 68

No. Items As per Estimate

Quantity Rate Per. Amount

Rate Amount Rate Amount Rate Amount Rate Amount Rate Amount

Rem

arks

Total

Note: the names of Tenderers should be placed and numbered in the order of opening.





5.69. PWG 69

Register of Agreements

QM/ F 69

Extensions granted if any Initials of

Sl. No

Ref

eren

ce t

o th

e N

o.

of It

em in

the

Reg

iste

r of

Ten

ders

Dat

e of

Agr

eem

ent

Nam

e of

wor

k

Nam

e of

C

ontra

ctor

fo

r exe

cutin

g th

e w

ork

Dat

e of

co

mm

ence

men

t of

w

ork

Due

da

te

of

com

plet

ion

wor

k as

pe

r Ten

der

By Whom From To

Refe-rence to & date

Act

ual

date

of

co

mpl

etio

n of

wor

k

Whe

ther

any

pen

alty

le

vied

as

per

A,

B a

t w

hat r

ates

etc

.

Vou

cher

N

o.

and

Mon

th

of

final

pa

ymen

t Divinl. Accoun-tant

Executive Engineer

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16





5.70. PWG 70

Letter of Agreement to the Treasury Officer for hypothecating the Treasury Savings Bank Account given as security.

QM / F 70 Station................................................

Dated .................................................

The Officer-in-charge of

Government Savings Bank

………………………………….., Treasury

Sir,

I hereby apprise you that I have authorised the Divisional Officer, ………………………...... ……………………………. Division, to deposit the sum of Rs. ( ) ….................................................................................... in the Savings Bank at …………………………

on my behalf as security to Government, and that the same will not be payable to me until I shall produce to you the express written sanction of the Divisional Officer under whom I may be serving for payment of the same. I have also agreed not to object to the payment by the Bank of this deposit to such Divisional Officer upon his claiming it, and not to make any claim for interest after such Divisional Officer shall have revoked the authority for the Savings Bank to pay me the interest.

Yours faithfully,

Signature and Designation of the Depositor





5.71. PWG 71

Form of Extra Item Rate List Name of Division Name of Contractor

Name of work Reference to agreement

QM/ F 71

Sl.

No.

Item

of w

ork

App

roxi

mat

e qu

antit

y

Rat

e

Am

ount

Whether the items are alternative to items in the tender or whether they are additional items (if items are in lieu of some items in the accepted tender, such items should be mentioned. W

heth

er

the

extra

ite

ms

is

incl

uded

in

th

e sa

nctio

ned

estim

ate

How

the

ext

ra

cost

of

th

e ite

m

is

prop

osed

to

be

met

Whether the extra item is included in the schedule of rate of the Division. If so, reference to this item of the schedule to be given, if not, data sheets should accompany the rate list R

emar

ks

1 2 3 4 5 6 7 8 9 10

Note: - Accountant General’s letter No. WMI-GCI-XI-96 372 dated 29/9/1962 and Chief Engineer’s (General) Circular dated 22/5/1957





5.72. PWG 72

Register of Sanctions to Estimates for Original Works/ Repairs

Name of Division:

QM/ F 72

Reference to authority

Item

Num

ber

Nam

e of

Wor

k

Am

ount

to E

stim

ate

Authority No Date Reference to folio in the Register of works and to the completion certificate or Report.

Executive Engineer





5.73. PWG 73

List of sanctions of Major and Minor Works for the month of………………………………………………

QM / F 73

Classification For Irrigation Works

For Roads and

Buildings

Num

ber

Nam

e of

Wor

k an

d Lo

calit

y

Talu

k

Dep

artm

enta

l and

S

ervi

ce H

eads

Maj

or, M

inor

and

th

e su

b-H

eads

of

Acc

ount

s

Am

ount

of e

stim

ate

App

ropr

iatio

n

Am

ount

pla

ced

at D

ispo

sal

App

ropr

iatio

n to

en

d of

pr

evio

us m

onth

Ava

ilabl

e ba

lanc

e at

end

of

the

curr

ent m

onth

Reg

iste

r No.

Whe

n an

d at

wha

t co

st re

stor

ed

Exp

endi

ture

on

R

epai

rs f

or p

ast

3 ye

ars

Whe

ther

cou

nter

sig

natu

re

of t

he c

ompe

tent

aut

horit

y ha

s be

en o

btai

ned

Rem

arks

as

to

th

e co

ntrib

utio

n pa

yabl

e by

ra

iyat

s or

oth

ers

etc.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Station: Divisional Officer,

……………………………………………… Division / Circle Superintending Engineer

Date : Chief Engineer





5.74. PWG 74 QM / F 74

PUBLIC WORKS DEPARTMENT Division…………………………………… Name of Work……………………………………………………………………………….... …………………………………………………………………………………………………..

COMPLETION CERTIFICATE FOR BUILDINGS Forwarded to…………………………………………………………………………………... ……………………………………………………………………….………………………….. for signature and return as per this Office No……………………dated………………….. Documents accompanying*

Sub – Divisional Officer, …………………………… Sub- Division

Returned to the Sub- Divisional Officer,……………………………………………………. Sub-Division duly signed, with above mentioned documents. *Here mention report, specification and drawings of the works as executed, and any other documents sent with this completion certificate.

HIMACHAL PUBLIC WORKS DEPARTMENT

…………………………Division

COMPLETION CERTIFICATE FOR BUILDINGS Name of Work: Authority: Certified that the above mentioned work was taken over on………………………………… and that it is considered satisfactory and suitable for the purpose for which it is intended. Station…………………………. Dated………………………….. Departmental Officer, Note: On the completion of an original work executed for a Civil Department, a completion certificate in this form will be forwarded by the Sub-Divisional Officer to the authority concerned who will after signing it in the space provided for the purpose return it.





5.75. PWG 75 QM / F 75

COMPLETION CERTIFICATE FOR TANKS

Name of Work………………………………………………………………………….

Memo No…………………………… Date…………………………...

Forwarded to the Tahsildar, Taluk …………………………………

for signature and return.

Documents accompanying – Tank book with page I written up.

Sub – Divisional Officer,

…………………………… Sub- Division

Memo No………………………………………..Dated…………………………….…

Returned to the Sub-Divisional Officer, …………………………………………….

Sub-Division, duly signed.

Tahsildar,

COMPLETION CERTIFICATE FOR TANKS

…………………..Division

Name of Work:……………………………………………………………………..…

Authority:………………………………………………………………………………

Certified that the above mentioned work has been completed and taken over for up-keep by the Revenue Department and that I have satisfied myself to the best of my ability that the work has been done properly as noted in the Tank book received from the Sub-Divisional Officer.

Station………………………….

Dated…………………………..

Tahsildar,





5.76. PWG 76

DAILY REPORT OF LABOUR EMPLOYED

QM / F 76 Labour Rate Labour

Work on which

employed

Cla

ss o

f la

bour

ers

No.

of

each

cl

ass

Rs. P.

Approximate quantity of work

done

Work on

which employed

Description of Labour employed

Approximate quantity of work

done

Station…………………………… Dated……………………………

Signature and

Designation

Station………………………………………. Dated………………………………………..

Signature and Designation





5.77. PWG 77

QM / F 77 Daily Report of Labour employed for the ten days from…………………………………… to ……………………………………………200…

Number and description of Sub – Head of estimate

Cla

ss o

f la

bour

ers

Num

ber o

f ea

ch c

lass

Rat

e

Am

ount

Qua

ntity

of

wor

k do

ne

Name of Sub-Head …. Total Cost ….

Name of Sub-Head …. Total Cost ….

Grand Total as per Nominal Roll

Dated…………………200… Sub-Divisional Officer





5.78. PWG 78

Statement showing the Materials issued to Contractor and used on the Works

QM / F 78 Name of Work: Name of Contractor:

Quantity issued, up to end of Quantity used, up to end of

Sl.

No.

Nam

e of

mat

eria

ls

Tota

l Qty

. as

per e

stim

ate

Pre

viou

s m

onth

or a

s pe

r pr

evio

us b

ill

Dur

ing

the

mon

th o

r as

pe

r thi

s bi

ll

Tota

l

Pre

viou

s m

onth

or

pr

evio

us b

ill

Dur

ing

the

mon

th o

r as

pe

r thi

s bi

ll

Tota

l

Bal

ance

Rem

arks

: V

r.No.

m

onth

et

c.,

in w

hich

the

cos

t of

m

ater

ials

is

sued

is

re

cove

red

vide

Col

. 4 &

5

shou

ld b

e gi

ven

1 2 3 4 5 6 7 8 9 10 11





5.79. PWG 79 ……………………………..Sub-Division …………Division

Statement showing the Grant and Expenditure to the end of ……………………200………….

QM / F 79

Proportionate outlay Actual Outlay Liabilities

Item No.

Head of Account

Total amount of estimates for works under execution

Grant for the sub division

During the

month

To the end of

the month

During the

month

To the end of

the month

Sub-Divisional

Public Works

Workshop

Land Compensation

Rem

arks

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Station ………………………. Divisional Officer, Dated ………………………. Divisional Accountant …..................Division





5.80. PWG 80

Register of Inspection of Public Buildings

QM / F 80 Name of Division / Sub-Division

Sl. No. Name of the Building Place Capital Cost of

the Building

Maintenance and Repair charges

incurred

Date of Inspection

By whom inspected Remarks

1 2 3 4 5 6 7 8





5.81. PWG 81

Register of Buildings Borne on the Books of the Public Works Department

QM / F 81

Nature of Building

Sl.

No.

of B

uild

ing

Sl.

No.

of S

ubsi

diar

y S

truct

ure

Nam

e of

bui

ldin

g

Loca

lity

Sou

rce

of

fu

nds

from

w

hich

pu

rcha

sed

or e

rect

ed

Dat

e of

er

ectio

n or

pu

rcha

se.

If

purc

hase

d, e

nter

als

o da

te o

f ere

ctio

n as

nea

rly a

s ca

n be

asc

erta

ined

Cos

t of o

rigin

al c

onst

ruct

ion

Tota

l C

apita

l ex

pend

iture

to

en

d of

……

……

..

By

who

m a

nd w

hen

occu

pied

Wal

ls

Roo

f

Woo

d

Floo

r

No.

of S

torie

s

Sup

erfic

ial p

linth

are

a S

ft.

Cub

ical

con

tent

s C

ft.

Rem

arks

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17





5.82. PWG 82 Division:

Sub – Division:

Register of Immovable Government Properties in Charge of the Public Works Department

QM / F 82 Particulars of property Recorded Value Funds from which

Reg

iste

r No.

w

ith S

ub N

o.

Sta

tion

or

loca

lity

Des

crip

tion

with

de

tails

of

ev

ery

atta

ched

st

ruct

ure

(*)

Nat

ure

and

desc

riptio

ns

of

the

diffe

rent

co

mpo

nent

pa

rts

of

each

st

ruct

ure

(**)

Yea

r of

co

nstru

ctio

n or

pu

rcha

se

and

of

subs

eque

nt

addi

tions

etc

.

Orig

inal

(S

epar

atel

y fo

r lan

d)

Sub

sequ

ent

addi

tions

or

redu

ctio

ns

Pro

gres

sive

To

tal

Con

stru

cted

or

pu

rcha

sed

Mai

ntai

ned

1 2 3 4 5 6 7 8 9 10

Object of Construction Record plans maintained Name and designation of Officer by whom and when

Original How used at present

Material with dimensions (drawing mounted, etc or tracing)

Nature of drawings, site elevation, section etc) S

cale

Dra

wn

Sig

ned

In the case of Churches, the No. of seats will be recorded here

11 12 13 14 15 16 17 18

(*) Subsidiary structure e.g., out-house, compound wall, well tennis courts, approach roads as distinct from the main one in the case of buildings, pumping station, tanks, pipe-line mains etc., in the case of water supply installations, electric plant engine house transmission lines etc., in the case of electric supply schemes, main lines, sidings, turn tables etc., in the case of railway lines and so on.

(**) Walls, roofs, floor, etc., in the case of buildings; the nature of plant, sizes and length of pipes in the case of water supply schemes; the description of ports, wires, brackets etc., in the case of electric installations; the weight of rails, description of sleepers, plants and other materials used in railway lines and so on.





5.83. PWG 83 Sub-Division:…………………….

Register of all lands in the Possession of the Public Works Department

QM / F 83 Reference to records of acquisition

Not

ifica

tion

Aw

ard

settl

emen

t

Vou

cher

in

whi

ch p

aid

Nam

e an

d de

sign

atio

n of

of

ficer

by

w

hom

an

d w

hen

Reg

iste

r No.

Nam

e of

ro

ad,

irrig

atio

n ch

anne

l, to

wn,

vill

age

or o

ther

ar

ea

Site

or l

ocal

ity

No.

Dat

e

No.

Dat

e

No.

Dat

e

Div

isio

nal

Acc

ount

s in

w

hich

adj

uste

d (M

onth

)

Am

ount

of

co

mpe

nsat

ion

actu

ally

pai

d

Are

a in

acr

es e

tc.

How

use

d

Mat

eria

ls

with

di

men

sion

s (d

raw

ings

, m

ount

ed

or

un-

mou

nted

or t

raci

ng)

Scale

Drawn Signed

Rem

arks

(A

s to

aba

ndon

men

t et

c. o

f any

por

tion)





5.84. PWG 84

Register of Bridges and Culverts in charge of the Public Works Department

Division:

Sub – Division: QM / F 84

Particulars and brief description of bridge or culvert No. and size of span Records value Funds from

which Record Plans

maintained Name and designation of

Officer by whom and when

Reg

iste

r with

No.

Sub

No.

Nam

e of

road

No.

or

na

me

of

brid

ge

or

culv

ert

Num

ber

Siz

e

Wid

th o

f ro

ad w

ay b

etw

een

whe

el g

uard

s

Sup

ports

Sup

erst

ruct

ure

Max

imum

saf

e lo

ad

Yea

r of

co

nstru

ctio

n an

d su

bseq

uent

add

ition

s

Orig

inal

Sub

sequ

ent a

dditi

ons

Pro

gres

sive

tota

l

Con

stru

cted

Mai

ntai

ned

Rat

e pe

r fo

ot r

un o

f w

ater

w

ay

Mat

eria

l w

ith

dim

ensi

ons

(dra

win

g m

ount

ed

etc.

or

tra

ctin

g)

Nat

ure

of

draw

ings

(s

ite

elev

atio

n, s

ectio

n et

c.)

Sca

le

Dra

wn

Sig

ned

Rem

arks

Rs. Rs. Rs.





5.85. PWG 85

Data Statement for fixing standard rent of Government Buildings:

QM / F 85

Sl.

No.

Lo

calit

y.

Nam

e of

Bui

ldin

g.

Dat

e of

A

cqui

sitio

n or

C

onst

ruct

ion.

Cos

t of

Con

stru

ctio

n or

pu

rcha

se

incl

udin

g co

st

of w

ater

sup

ply,

san

itary

an

d el

ectri

c in

stal

latio

ns.

Cos

t of s

ite.

Cos

t of

ad

ditio

ns

and

alte

ratio

ns

to

the

build

ing.

Tota

l Cap

ital C

ost (

Col

. 5

to 7

).

Ded

uct

valu

e of

por

tion

of

build

ing

used

fo

r O

ffice

, if

any

with

au

thor

ity.

Net

ca

pita

l co

st

of

the

build

ings

.

Sta

ndar

d R

ent

at 7

/12%

of

the

net c

apita

l cos

t.

Nam

e of

occ

upan

t.

Offi

cial

des

igna

tion

of th

e oc

cupa

nt.

His

em

olum

ents

pe

r m

ense

m.

Ren

t ch

arge

d hi

ther

to,

if an

y.

Ren

t lev

iabl

e.

Dat

e fro

m w

hich

the

rate

of

re

nt

in

Col

. 6

is

oper

ativ

e.

Rem

arks

.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Notes: These statements will be verified by the Audit Offices. They will be prepared by the Divisional Offices whenever standard rent has to be fixed for the first time and also whenever revision of standard rent is necessitated by variations in the Capital cost consequent on additions and alterations to buildings.





5.86. PWG 86

QM / F 86 Order for supply of materials

To

Local Order No…………… Dated ………….

Dear Sirs,

With reference to your quotation no…………… dated ………………….. I request you to enter for the supply of the following:

Item No. Details of

materials Unit Quantity Rate Date within which the

material should be delivered

1. Terms of delivery F.O.R……………………….……………………………………

2. To be dispatched……………………………………….……………………………

3. Kindly arrange to have the materials securely packed (so as to avoid any damage to contents), insured, if necessary, against loss, damage or breakage to final destination, i.e.………………………………………….. and dispatched by …………………………………….. train to the ……………………………….. posting your memo of invoice and Railway Receipt DIRECT TO THE CONSIGNEE AT …………………………………………………

4. In all cases, the goods should be sent RAILWAY FREIGHT PREPAID, whatever be the terms of delivery.

5. Please note if that the materials are not supplied within the time specified above, the order will be cancelled and the materials purchased at your risk elsewhere. In addition, a penalty of 3 percent of the value of the order as and by way of liquidated damaged will be levied on you.

6. Bill should be prepared in duplicate (in ink or typewritten) and sent to ………………………………………………………….. duly acknowledged and stamped wherever necessary.

7. Please acknowledge receipt of this order by return.

8. Thanking you.





9. Please quote this order number and date in all your bills for supply against this order.

10. The date on which supplies were made by you should be noted on your bills.

N.B. – When the value of the order exceeds Rs.1000/- reference to publication (in the Himachal Gazettee) of notice calling for tenders, should be given.

_________________

Note: - (to be printed on the duplicate, triplicate and quadruplicate).

1. The order should be printed in quadruplicate and the duplicate, triplicate and quadruplicate should contain the following additional information.

(a). Approximate cost …………………..

(b). Whether quotations were called for and order placed with the lowest tender.

(c). Materials required for ………………………

(d). Budget head and provisions for the year.

2. The order should give the various items serially numbered, a clear specification of the materials to be supplied, the quantity in numbers or weight together with the unit, rate and cost. The order should specify the place and date of delivery.

3. The authority placing the orders should cancel the order if supply is not made within the due date and take such action as is necessary under the terms of supply.

4. When the suppliers’ bill is received, it should be compared with the order placed in regard to specification, rate, quantity, etc. and while making payment suitable note of payment should be made on the copy of the order so that a second claim may not be admitted for the same supply and no excess quantities are admitted without proper authority.





5.87. PWG 87

(Unstamped Acknowledgement)

QM / F 87 ……………………… Division No………………….

Name of work ………………………………………………………………………….

Reference to sanctioned estimate …….……………………………………PWD

Reference to agreement ..……………………………………………………………

Invoice Number and date …………………………………….……………………..

Receipt of materials issued to Contractor

Place …………………… No……….

Description Quantity

Rate of Issue Cost

………………………………………

Issued by

Signature and Designation

I hereby acknowledge receipt from ………………………………………….. of the materials noted above for the work of …………………………………… and bind myself not to use the same for any other purpose.

Signature of the Contractor

The receipt has been posted in the Contractor Ledger Volume …………………………………………. Folio ……………………………………..






5.88. PWG 88

Returned Invoice QM / F 88

From From

To To

Dated Dated

Acknowledged the receipts of articles noted in the statement appended with remarks.

Forwards the articles enumerated in the annexed Statement.

Dated Signature

Dated Signature





Statement showing the number and condition of articles returned or forwarded to Division Stores

(or to No……………………………….. Sub-Division or vice versa)

.

Names of Articles Number or Quantity Condition of Articles Remarks by Receiving

Officer

Orders of the Executive Engineer to Store-Keeper or Sub-Divisional Officer





5.89. PWG 89 Form of Agreement for the lease of grass on the bunds of channels or in the

compounds of Government buildings

QM / F 89 Agreement made the ……………………… day of ……………………..200….. between the Executive Engineer ………………………..Division acting on behalf of the Governor of Himachal (hereinafter called the Lessor) of the one part and …………………………….. son of …………………………. residing in the Village of …………………………. In the Taluk of …………………. in the District of ……………………… (hereinafter called the Lessee) of the other part, witnesseth as follows:-

1. The lessor will sell and the lessee will buy all that crop of grass now growing or hereafter to grow during the term hereinafter mentioned on the bunds of ………………………….. channel in mile No………….. or in the compounds of ……………………..

2. The amount of final bid at the auction, viz., Rs……………….. which is the purchase price, has been fully paid after the close of the sale.

3. The lessee agrees with the lessor to deposit 5 per cent on the amount of the auction bid with the lessor which will be repayable by the lessor after the expiry of the term hereinafter mentioned, provided always that if any damage is caused by the lessee to the said lands only the balance after deducting the assessed value of such damage will be refunded to the lessee.

4. In consideration of the said deposit and payment by the lessee made and paid to …………………………….. for and on behalf of the lessor and in consideration of the agreements by the lessee herein contained the lessor hereby grants and demises unto the lessee the sole right to occupy the said lands for the purpose of cutting grass subject as hereinafter provided.

5. Out of the grant hereby made is reserved unto the lessor, his successors and assigns and his and their Officers and servants the right :

(a). To cut and remove grass on the said lands required for any Public Works Department Officer for his personal requirements without paying any compensation;

(b). To dig and remove from the said lands any earth or soil without paying any compensation.

6. To hold the said premises unto the lessee for the term of ……………….. from the ……………….. day of ……………..200…..

7. The lessee agrees with the lessor as follows :

(a). To use the said lands for the purpose aforesaid and for no other purposes.

(b). Not to graze cattle on the said lands and not to dig up the roots and grass.





(c). Not to obstruct people or cattle from passing along the usual path on the said lands.

(d). Not to claim any refund of the purchase money paid on account of earth being thrown on the banks or berms of pits dug and of materials stacked on the said lands.

(e). To permit the lessor and his agents to enter at all reasonable times to view the state and condition of the said lands and to exercise all or any of the rights hereinafter expressed to be reserved.

(f). At the expiration or sooner determination of the said term, to deliver up the said premises in such state and condition as shall be consistent with these presents.

(g). That if and whenever there shall be breach of any of the lessee’s agreements the lessor or any officer or servant of the lessor may re-enter upon any part of the said lands in the name of the whole and thereupon the said rights hereby granted shall cease and determine and the lessee shall not be entitled to any compensation therefore.

(h). That in case of any question or dispute arising between the parties hereto touching these presents or any matter or things herein contained or referred to then and in every such case the matter or question in dispute shall be referred to the Superintending Engineer for the time being of ………….. whose decision thereon shall be final and conclusive and altogether operative and binding upon the parties hereto.

8. And the lessor agrees with the lessee that the performing and observing the agreements hereinafter on his part contained may peaceably hold the said premises during the said term without any interruption by the lessor or any person claiming under him.

In witness hereof the lessor and the lessee have hereunto set their respective hands the day and year first above written.

The schedule above referred to.

(Here describe the situation of the bunds of channel or the compound of the building by the name of the mileage of channel or building and the name of the village, taluk and district in which they are situated).

Signed by the above named ……………

In the presence of ……………………….

Signed by the above named ……………

In the presence of ……………………….





5.90. PWG 90

Form of Agreement for the Lease of Usufruct of Trees

QM / F 90 Agreement made the ………………. day of …………………200……… between the Executive Engineer, …………………….. Division …………….acting on behalf of the Governor of Himachal (hereinafter called the lessor) of the one part and ……………………….. son of ……………………… residing in the village ……………………………. of the taluk of ……………………………. in the district of ………………………… (hereinafter called the lessee) of the other part witnesseth as follows :-

1. The lessor will sell and the lessee will buy all that crop of ……………… fruit now growing or thereafter to grow during the term hereinafter mentioned on the trees and bushes on the lands described in the schedule hereunder written.

2. The purchase price, viz., Rs……………….. which is the amount of the final bid, has been fully paid immediately after the auction sale.

3. The lessee agrees with the lessor to deposit 5 percent on the amount of the purchase money with the lessor which will be repayable by the lessor after the expiry of term hereinafter mentioned provided always that if any damage is caused by the lessee to the said lands only the balance after deducting the assessed value of such damage will be refunded to the lessee.

4. In consideration of the said deposit and payment by the lessee made and paid to …………… for an on behalf of the lessor and in consideration of the agreements by the lessee herein contained, the lessor hereby grants and demise unto the lessee the sole right to occupy the lands for the purpose of gathering in due course and when sufficiently mature the said fruit subject as hereinafter provided.

5. Out of the grant hereby made is reserved unto the lessor, his successors and assigns and his and their Officers and servants the right to dig and remove from the said lands any earth or soil or trees without paying any compensation.

6. To hold the said premises unto the lessee for the term of ……………………. From the …………………….. day of ………………….. 200……………

7. The lessee agrees with the lessor as follows :-

(a). To use the said lands for the purposes aforesaid and for no other purpose. (b). Not to cut or break on any account the branches of trees or bushes. (c). Not to claim any refund for the loss of fruit on account of any trees or

bushes that may die or be cut by the Pubic Works Department or due to other unforeseen causes.

(d). To permit the lessor and his agents to enter at all reasonable times to view the state and condition of the said lands, trees and bushes and to exercise all or any of the rights hereinbefore expressed to be reserved.

(e). At the expiration or sooner determination of the said term, to deliver up the said premises in such state and condition as shall be consistent with these presents.





(f). That if and whenever there shall be a breach of any of the lessee’s agreements the lessor or any officer or servant of the lessor may re-enter on any part of the said lands in the name of the whole and thereupon the said rights hereby granted shall cease and determine and the lessee shall not be entitled to any compensation therefore.

(g). That in case of any question or dispute arising between the parties hereto touching these presents or any matter or thing herein contained or referred to then and in every such case the matter or question in dispute shall be referred to the Superintending Engineer for the time being of ……………. Whose decision thereon shall be final, conclusive and altogether operative and binding upon the parties hereto.

8. And the lessor agrees with the lessee that he performing and observing the agreements hereinbefore on his part contained may peaceably hold the said premises during the said term without any interruption by the lessor or any person claiming under him.

In witness whereof the lessor, and the lessee have hereunto set their respective hands the day and year first above written.

The schedule above referred to.

(Here describe the lands on which the trees are growing by the name of the Government building and the Villages, taluk and district in which it is situated).

Signed by the above named …………………………………………………..……

in the presence of ……………………………………………………………………

Signed by the above named ……………………………………………………….

in the presence of ……………………………………………………………………





5.91. PWG 91

Form of Supplemental Agreement to be Executed in the Case of Lease of Grass and of Fruit Trees to Village Panchayats

QM / F 91 AGREEMENT made the …………… day of……………… on thousand nine hundred and ………………………. BETWEEN THE GOVERNOR OF HIMACHAL (hereinafter called the Lessor which expression shall where the context so admits include his successors-in-office and assigns) of the other part and supplemental to an agreement of lease, dated the ……………. day of …………200….. and made between the same parties as here to (hereinafter referred to as the principal indenture) WITNESSETH :

THAT the Lessor hereby gives and grants full and free consent and licence upto the Lessee to demise or underlet the rights, privileges and benefits comprised in the principal INDENTURE.

PROVIDED ALWAYS that such demise or under lease shall contain nothing which may prejudice or affect any of the covenants conditions or provisions contained in the principal indenture and on the part of the Lessee to be observed and performed and that the consent and licence hereby given is upon the express condition that the demise or under lease to be made under or by virtue thereof shall contain a covenant by the under lease that such Lease will not assign or underlet without the previous consent in writing of the Lessor and also a provision for re-entry and termination of the underlease or grant in case the under lessee shall admit any breach of such covenant.

AND THE LESSEE hereby covenants with the Lessor that the Lessee will not without the previous consent or licence in writing of the Lessor release or waive the said covenant against assigning underletting or otherwise parting with the possession of the premises to be comprised in the said demise or under lease or any part thereof but will in case of any breach of such covenant forthwith re-enter upon the same premises under the provision in that behalf to be contained in the said demise or under lease as hereinbefore provided unless the Lessor shall otherwise contract in writing.

PROVIDED ALWAYS that the provision for re-entry by the Lessor contained in the principal indenture shall extend to and be exercise in case of any breach by the Lessee of the covenants hereinbefore contained as well as the breach of any of the covenants contained in the principle indenture and on the part of the Lessee to be observed and performed and that if any damage is caused by the under lessee to the said lands the assessed value of such damage shall be paid by the Lessee.

IN WITNESS whereof ………………………….. Sub-Divisional Officer, Public Works Department, ………………………………..Sub-Division ………………… Division acting on behalf of and by the order and direction of the Governor of Himachal and the …………………………. acting for and on behalf of the Lessee have hereunto set their respective hands and seals the day and year first above written.

SIGNED, sealed and delivered by the above named in the presence of SIGNED, sealed and delivered by the above named in the presence of SIGNED, sealed and delivered by the above named in the presence of

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