Jaipur Vidyut Vitran Nigam Limited
Jodhpur Vidyut Vitran Nigam Limited
Ajmer Vidyut Vitran Nigam Limited
NEWVENDORSPAYMENTPROCESS
(Procedure,Checklist
andFormats)WorksContracts
GUIDELINES FOR EXECUTION, MONITORING AND PAYMENT PROCESS
(Procedure, Check list and Formats)
Works Contracts
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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Table of Contents 1 PREAMBLE ............................................................................................................................................. 4
2 NEW PAYMENT PROCESS ...................................................................................................................... 5
2.1 PAYMENT PROCESS FLOWCHART .................................................................................................. 5
2.2 KEY ENABLERS FOR SUCCESS OF THE NEW PROCESS .................................................................... 6
2.2.1 STRENGTHENING OF PROJECT ORGANIZATION ........................................................................ 6
2.2.2 STRENGHTENING OF ACCOUNTS OFFICE .............................................................................. 6
2.2.3 TIMELY FUND AVAILABILITY .................................................................................................. 7
2.2.4 STRENGHTENING INFRASTRUCTURE ..................................................................................... 7
2.2.5 CAPACITY BUILDING .............................................................................................................. 8
2.2.6 URGENT FILLING UP OF PROJECT VACANCIES ....................................................................... 8
3 NEW PROJECT EXECUTION AND MEASUREMENT PHILOSOPHY ............................................................ 9
3.1 EXECUTIVE ENGINEER IN CHARGE OF OVERALL EXECUTION ......................................................... 9
3.2 DESIGNATED PROJECT MANAGERS ............................................................................................... 9
4 STRENGHTENING PMA’S/TPIA ............................................................................................................... 10
5 DOCUMENTS TO BE ATTACHED WITH THE INVOICE ........................................................................... 11
5.1 JOINT MEASUREMENT SHEET(JMS) ............................................................................................. 11
5.2 AS BUILT DRAWING(ABD)............................................................................................................ 11
5.3 COMPLIANCE OF SITE OBSERVATION REPORT(SoR) .................................................................... 11
5.4 COPYOF APPLICATION TO ELECTRICAL INSPECTOR......................................................................... 11
5.5 HANDING OVER/TAKING OVER REPORT ...................................................................................... 11
5.6 MATERIAL USES REPORT ............................................................................................................. 11
6 SPECIAL NOTES .......................................................................................................................................... 11
APPENDIX:CHECK LIST FOR MEASUREMENT AND BILL VERIFICATION ........................................................ 12
ANNEXUREI:STEP WISE PROCESS IMPERATIVES .............................................................................................. 14
ANNEXURE II ............................................................................................................................................... 17
ANNEXURE III:TYPICAL JOINT MEASUREMENT(JMS) FOR SUPPLY SCHEDULE(13)11 KV NEW LINE WITH
ACSR DOG CONDUCTOR ON 9M,400KG PCC POLE...................................................................................... 20
ANNEXURE IV:TYPICAL JMS FOR MAT FOR 200KVA POLE MOUNTED DSS .................................................. 28
ANNEXURE V:SITE OBSERVATION REPORT(SOR) ............................................................................................. 32
ANNEXURE VI:CHECK LIST (FIELD QUALITY PLAN) ....................................................................................... 35
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ANNEXURE VI-A: QUALITY CHECK LIST FOR 33KV /11KV/LTLINES (FOR ENGINEER-PROJECTS) DURING
CONSTRUCTION....................................................................................................................................... 35
ANNEXURE VI-B:TYPICAL MOBILE APPLICATION FORMAT FOR 33KV/11KV/LT LINES FOR ENGINEER–
PROJECTS) DURING WORK MEASUREMENT ............................................................................................ 38
ANNEXUREVI-C:QUALITY CHECK LIST FOR 11 KV DTC INSTALLATION (FOR AEN-PROJECTS) DURING
CONSTRUCTION ............................................................................................................................................. 40
ANNEXURE VI-D:TYPICAL MOBILE APPLICATION FORMAT OF 11 KV DTCS (FOR AEN) DURING WORK
MEASUREMENT ....................................................................................................................................... 43
ANNEXURE VI-E:QUALITY CHECK LIST FOR 33/11 KV POWER SUB STATION FOR XEN– PROJECTS
DURING CONSTRUCTION .............................................................................................................................. 47
ANNEXURE VI-F:QUALITY CHECK LIST FOR SERVICE WIRE REPLACEMENT AND INSTALLATION OF
ENERGY METERS FOR JEN(PROJECTS) DURING CONSTRUCTION ............................................................ 50
ANNEXURE VI-G:QUALITY CHECK LIST FOR STORE MATERIAL VERIFICATION FOR XEN(PROJECTS)
DURING CONSTRUCTION............................................................................................................................... 52
ANNEXUREVI-H: REGISTERS TO BE MAINTAINED AT PROJECTS OFFICES 53
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1 PREAMBLE In Rajasthan, presently various centrally sectored schemes like R-APDRP and RGGVY (12th plan) are
being run and the new schemes DDUGJY and IPDS have been launched for Rs.6288Cr.. The
dedicated cell for implementing and monitoring of these schemes have been created and now it
becomes imperative to analyze the existing practices and to integrate it with addition of some new
practices to stream line the system with dedicated cell.
Projects of such unprecedented scale to be completed within fixed time frame require changes in
policies, processes and the way contracts are administered and managed. One such critical procedure
requiring immediate review and change is the procedure of e x e c u t i o n , m o n i t o r i n g a n d
payment to the vendors. The payment system in vogue today is time consuming, opaque and is a major
impediment to timely progress of projects being executed. The present document outlines the new
procedure to be adopted for measurement of work done and payment of bills to the vendors in Turn-Key
Contracts and other works and supply related contracts.
The new procedure shall be uniformly applicable to all three Discoms i.e. JVVNL, JdVVNL & AVVNL.
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T0
2 NEW PAYMENT PROCESS
2.1 PAYMENT PROCESS FLOW CHART The new modified payment process is given below. The highlights of the process are as follows:
a) The revised process aims to drastically reduce human intervention, make payment time bound,
make the process transparent, treat contractor as a partner and substantially improve
accountability at every level.
b) The new process has simple four steps and is designed to ensure payment of Contractors invoices
within 30 working days of joint measurement.
c) The responsibility and time lines for every step has been clearly demarcated in Annexure-I of this
document
d) The process ensures that Turnkey contractors (TkCs) are paid 75% of the running bills in 30
working days from the date of submission of the invoice.
e) Distribution of time line with accountability is the key differentiator of the new process.
Payments shall be released by the Sr . Accounts Officer (CPC) on the recommendation of Circ le
Superintending Engineer (O&M) of project area.
f) The process shall substantially improve contractors’ cash-flow during execution which shall have
direct bearing on timely execution and completion of projects.
g) The JMS should be prepared at the time of successful execution of work.
h) Monthly JMS with cumulative work (project area wise) should invariably be sent to SE(DDUGJY)
i) % of bill is % of the payment to be admissible at the stage as per terms and payment conditions
applicable for the scheme.
Figure1: New Payment Process Flowchart
T0+8days Sr.AO (CPC) Balance payment on checking /verification/
Consolidation
stop
Step4BillP
ayment
T0+5days Designated project
Engineer
Designated Project Engineer to certify the bill as
per Joint measurement and send to SE (O&M)#
Step3-
Approval,
Recording &
forwarding
for Payment
T0+5 days TKC
Step2 –
Bill Processing
T0
TKC TKC to self-declare the work completion to
appropriate project engineer for‘ supply and/or
erection work in standard format published by
Discoms
Step1 –
Work
Measurement
Responsibility Working Days
Start
100%Joint measurement and inspection as per
check list (JMS)
TKC to raise invoice as per certified JMS# to
designated Project Engineer
Release of 75% payment through Sr.AO (CPC) SE (O&M)+ Sr. AO (CPC)
T0+15 days
Report of 15% sample check of works shall be sent
to Sr. AO (CPC) for release of balance payments
(25%)
SE (O&M)# T0+7days
T0+5 days
TKC+ Designated
Project Engineer
5 days
Cumulative Days
45 days
37 days
30 days
15 days
10 days
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2.2 KEY ENABLERS FOR SUCCESS OF THE NEW PROCESS
2.2.1 STRENGTHENING OF PROJECT ORGANIZATION
Timely completion of project portfolio of the massive scale worth Rs.6288 Crore requires dedicated
organization exclusively devoted to project execution. Apart from substantially up-scaling the project
execution team, it is also essential to create china-wall between the project team and allot her functions
of Nigam. To ensure the above Superintending Engineers (O&M) along with commensurate other project
engineers are envisaged. At the level of SE (O&M) there will be deliberate effort to ensure that timely
and within cost execution of the Projects remains his sole responsibility. It is also mandated that hence
forth SE (O&M) within their command area shall be responsible for execution of projects under all the
schemes (i.e.-APDRP, RGGVY, DDUGJY, IPDS Projects & Other State Projects etc). This shall require re-
structuring of project management system currently in vogue. SE (O&M) shall be supported by adequate
number of following executives whose sole task shall be project execution:
Executive Engineer (projects) at each Circle headqu arters or suitable locations to do justice to
Project execution responsibility.
AENs/ JENs projects at required works site
PMA or TPIEA staff
Note: In a typical organizational matrix JENs/AENs/XENs report to SE (O&M) in a hierarchical framework.
But the payment framework being proposed here is one where depending upon the nature of the work
these JENs/AENs/XENs are designated as independent Project Engineers presently designated as XEN
(DDUGJY) of newly created dedicated cell. Accordingly they shall have the clear responsibility for
measurement and supervision of such projects.
2.2.2 STRENGHTENING OFDEDICATED CELL OF PROJECTS AND THEIR RESPONSIBILITIES
The new d e di c at e d ce l l o f p ro j ec t s a l so f o c us e s o n v a r io u s r e s po n s i b i l i t ie s o f
p r o je ct e n g i n ee r s .
1. To carry the detailed field survey for execution of the above centrally sponsored schemes. 2. Maintaining item wise details of inventory showing the issue and receipt of each item and its
value. 3. To ensure proper utilization and safety of material issued for the works as per the dispatch
instructions issued by SE (DDUGJY). 4. To periodically inspect the store of the contractor to ensure the proper storing arrangements as
well as proper maintenance of store material account. 5. To maintain the town wise/ village wise details of 33/11 KV/LT network and 33/11 KV sub
stations as per DPR & surveyed quantity. 6. To ensure the correctness of the positions, levels and dimensions of the works according to the
drawings. 7. To maintain project area wise/ village wise (as the case may be) MAS account of the used
material as per measurement book. 8. To complete the requisite formats of work completion and material account as per REC/GOI
requirements at division /sub-division level and arrange to furnish the same to REC/GOI as well as to corporate office as per requirement.
9. To ensure that the work is completed within the stipulated scheduled completion period so that delay in work completion be avoided. Reasons of delay if any be also pin pointed.
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10. To ensure item wise entries of the works in measurement book as per standard norms and practices of REC.
11. To maintain the record of manpower engaged by the contractor along with details of their addresses, qualification (with supporting proof), their ID proof etc. The details of associated machinery, tool and plants are also to be maintained..
12. To inspect the works at any stage of execution and ensure to rectify the defects through the contractor and to maintain the record of the same.
13. To process the payment of the executed works as per standard practices and norms under intimation to corporate office and REC/GOI.
2.2.3 TIMELY FUND AVAILABILITY
The success of new timely payment system shall be incumbent on timely availability of funds under
different schemes. It shall be responsibility of Director (Tech.) and Director (Finance)/Chief Accounts
Officer at headquarter t ensure the timely and sufficient availability of funds as per projected monthly
and quarterly requirement of funds. The concerned SE(O&M) shall intimate the requirement of fund
well in time to CAO (FM-W&M) as well as to SE (DDUGJY) for ensuring timely payment to
vendors.
2.2.4 STRENGHTENING INFRASTRUCTURE
Time is the essence for timely completion of massive program in distribution sector. This requires that
head offices of JVVNL, AVVNL & JdVVNL review and timely provide the necessary infrastructure on w a r
footing for the strengthening of project teams (including field offices, vehicles and other support) have to
be provided on priority.
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2.2.5 CAPACITY BUILDING
To ensure timely completion of projects, it is required that the executives in charge of project execution
are a judicious blend of young and experienced. Moreover the task before this project team is so
homogenous that there is urgent need for capacity building/training programs in project management in
general and new measurement and billing system in particular. Tailor made capacity building programme
has to be completed in focused manner within three months.
2.2.6 URGENT FILLING UP PROJECT VACANCIES
The BOD in its meeting dt. 28.09.2015 has agreed to provide sufficient project staff including CE/SE/XEN/AEN/JEN/Computer Data entry operator as well as staff of accounts wing. Present status of project staff deployment is given in following table:
JVVNL JdVVNL AVVNL
Approved Joined Approved Joined Approved Joined
SE(DDUGJY)
XEN(DDUGJY)
AEN (DDUGJY)
JEN(DDUGJY)
AO
Acctt
There is an urgent need to fill up the vacancies under posts approved/sanctioned. Also there is n e e d
for revising the number required in (Projects), XEN(DDUGJY) and AEN(DDUGJY) based on the sole criteria
of how much work one executive can handle or supervise simultaneously to be completed in two years
o f time.
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3 NEW PROJECT EXECUTIONAND MEASUREMENT PHILOSOPHY
3.1 EXECUTIVE ENGINEER INCHARGE OF OVER ALL EXECUTION XEN (Projects) shall have overall responsibility for all works being executed under his jurisdiction.
Deployment of AEN (project) /JEN (Projects) and PMA staff within the jurisdiction shall be decided by
XEN(projects) based on requirement and progress of various projects being executed concurrently.
3.2 DESIGNATED PROJECT ENGINEERS (SE/XEN/AEN/JEN) The designated Superintending Engineers/ project Engineers shall be responsible for execution,
supervision and control of the project works as below:
SN Work Description Designated Project Engineer
% of work required to check essentially check essentially
1
All works related to 33 kV lines and Substations
XEN
AEN
JEN
50
50
100
2
all works related to11kV lines and Distribution
substations
XEN
AEN
JEN
50
50
100
3
all works related to LT network
XEN
AEN
JEN
20
50
100
Note: T h e s u p e r i n t e n d i n g e n g i n e e r s h a v e t o c h e c k 1 5 % w o r k o f e v e r y r u n n i n g b i l l . T h e p r o j e c t e n g i n e e r s h a v e t o r e c o r d t h e % w o r k c h e c k e d w i t h t h e i r l o c a t i o n s a n d r e c o r d t h e c e r t i f i c a t e i n v a r i a b l y w h i l e c e r t i f y i n g t h e p a y m e n t b i l l s . .
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4 STRENGHTENING PMA/TPIEA At present three distribution companies have appointed PMAs/TPIEA s for certain projects as below.
Project JVVNL JdVVNL AVVNL Remark
RAPDRP –B NO The possibility of
awarding new
PMA/TPIEA Contracts
to cover the schemes or
extending the scope of
the presently deployed
PMA/ TPIEA for the
projects where not
appointed so far.
RGGVY (12th plan) TPIEA-Instrumentation Ltd., Kota
DDUGJY
M/s Delolitte touche tohmatsu India Pvt. Ltd., Gurgaon touche Tomahue
IPDS
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5 DOCUMENTS TO BE ATTACHED WITH THEINVOICE
5.1 JOINT MEASUREMENT SHEET (JMS) It is a sheet prepared in prescribed format and 100% works to be physically checked and verified by
designated project engineer (project manager) and site engineer of the turnkey contractor.
As an outcome of this measurement of erection work, the list of action points in respect of quantity and
quality of the work to be rectified by the TKC before final payment for the concerned running bills to be
prepared and attached with the JMS.
In case of measurement against supply of material, physical verification and acceptance report is to be
attached by the designated project engineer and site engineer of the turnkey contractor.
5.2 AS BUILT DRAWING (ABD) Turnkey Contractor has to submit “As Built Drawing” of the equipment installed as per terms of the
contract. (As per approved vendor approval GTP & Drawing)
5.3 COMPLIANCE OF SITE OBSERVATION REPORT (SoR) During routine inspection by designated project engineer/PMA representative certain discrepancies in
the works under execution are brought out in Site observation Report (SoR). A compliance report
pertaining to the work covered in the invoice is to be prepared and signed by site engineer of the TKC
and attached with the invoice.
5.4 COPY OF APPLICATION TO ELECTRICAL INSPECTOR Copy of application to electrical inspector for seeking permission to energise the equipments covered in
the invoice to be attached along with proof of payment of inspection fees if any.
5.5 HANDING OVER/TAKING OVER REPORT Copy of Handing over Taking over(HO/TO)report of the assets created duly signed by designated project
engineer and site engineer of the TKC in prescribed formats.
5.6 MATERIAL USES REPORT (MAS account) Material usage account indicating in flow and out flow of the equipments covered in the invoice.
6 SPECIAL NOTES The new system will require a robust project monitoring mechanism to ensure that no late
surprises emerge. Part of the solution to this problem will emerge from the new MIS system
being developed.
Though new MIS system will solve part of problems, liberalized payment process has to have
inbuilt checks and balances. Superintending Engineers (O&M) at three stages shall send reports
to head office escalating key issues. One, the early warning system, when 25% of elapsed time of
contract has passed. At this time a report will be sent to the corporate wing of projects i.e.
SE(DDUGJY) indicating physical and
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Financial progress including the reasons for the same along with key observation. Second, amid
term review on the above lines when 50% of elapsed time is gone and third report when 75% of
elapsed time has gone.
Any likely delay in time of project execution and likely increase in cost has to be brought to the
notice of corporate wing of projects i.e. SE (DDUGJY) office at the first instance. Nonetheless,
unless there are extenuating factors these will not be made basis for holding of payment of
contractors bills in normal course
Proposals where variation in cost or time increase is required shall be sent to corporate wing of
projects i.e. SE (DDUGJY) office well in advance. A suitable mechanism is required to be
developed for handling variations and approval of time overrun where must, within reasonable
time frame.
Note:-In all cases SE (DDUGJY) shall analyze the case and put up before corporate level purchase
committee for necessary approval.
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APPENDIX: CHECK LIST FOR MEASUREMENT AND BILL VERIFICATION
A. RESPONSIBILITY OF THE CONTRACTOR
a) Correct description and Quantity of Works/Materials.
b) Purchase Order/Work Order No with amendment if any with date.
c) Agreement number and date executed.
d) Total Value of the Order.
e) Delivery Schedule.
f) Milestone for payment sought for.
g) Details of work executed/material supplied during the period.
h) Total quantity and value supplied/executed so far.
i) Details of receipt of materials/completion of work during the period.
j) Details drawing approval if applicable.
k) Details of the routine test certificate and inspection report as the case may be.
l) Payment already received so far.
B. RESPONSIBILITY OF PROJECT ENGINEER
a) Whether the work/supply is as per the contract/work order.
b) Certification of 100% correctness of quantity executed/material supplied during the mile stone
period.
c) Total quantity and value of the material supplied/work executed during the billing period and up to
date.
d) Whether work done as per scope of the work awarded, as per approved single line diagram (SLD) and
bill of quantities.
e) Payment released so far and value of the bill as per the current joint measurement sheet.
f) Certification of routine test, drawing approval, approval of inspection report approval of type test as
the case may be.
g) Check of associated field quality plan.
h) Field Observation report along with discrepancy, if any?
C. RESPONSIBILITY OF THE SUPERINTENDING ENGINEER (O&M)
a) For release of 75% of the payment Superintending Engineer will not exercise any check over and
above already done by the Project Engineer/ Project Manager in Joint Measurement Sheet.
b) 15% random check for release of 25% payment.
c) At the time of 25 % payment recommendation, review of time slippage if any and levy of (including
the quantum thereof) Liquidated Damage/Stage Penalty.
d) At 25%payment, any other adjustment of contractual deductions, including of advances paid.
e) Any delay in work progress on account of Nigam as the case may be.
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D. RESPONSIBILITY OF ACCOUNTS OFFICER
a) Whether 100% check certificate of Project Engineer is there on the Joint Measurement Sheet.
b) Arithmetical accuracy of bill and its convergence with the JMS.
c) All the statutory deductions like income tax at source, works tax deduction, service tax deduction and
other deductions.
d) Any other deduction as per contract whether recommended or not recommended by
Superintending Engineer (this is to be done at the time of release of 25% payment).
e) Deduction of security deposit/retained amount, if any?
f) Availability of Budget. In case there is no budget to be immediately escalated to Superintending
Engineer (DDUGJY), Director(Fin.) and CAO(FM-W&M).
g) Advance Payment Deduction along with interest if applicable.
E. RESPONSIBILITY OF CAO(FM-W&M) a) The dedicated escrow account to be maintained. b) The scheme wise fund shall be allocated. c) To ensure the fund availability for the timely payments to vendor.
F. RESPONSIBILITY OF SE(DDUGJY):-
a) To ensure the timely completion of project.
b) Handlings of various issues related with schemes and coordinate them between field and corporate level.
c) Monitoring of all schemes as per REC/MOP guidelines.
d) Create awareness among public, BPL families regarding objective of new schemes through his monitoring and execution team.
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ANNEXURE I: STEP WISE PROCESS IMPERATIVES
STEPI: WORK MEASUREMENT
A. Prior to measurement (Concurrent Inspection)
a) Turnk ey contractors’ key stake holders in the ongoing projects have legal, contractual and moral
responsibility to carry out the work as per contract conditions and specifications. They have
contractual rights as well.
b) Project engineers, responsible for specific tasks or having overall responsibility for project execution
have to concurrently perform their duties including site inspection and quality and quantity check of
the works being carried out by turnkey contractors.
c) Record of such filed visits shall be maintained by respective Project Engineers. Discrepancies
observed during inspections shall be provided to TKC for rectification/compliance/redressal within
fixed time period.
d) Post compliance of observations, contractors will prepare the measurement sheet as per prescribed
format which shall be jointly inspected by Contractors Representative and Project
Engineers(JEN/AEN/XEN/SEs as the case may be).
e) Payment terms and mile stones are defined in respective tender documents. Post completion of
specified payment milestone contractor shall declare and self-certify compliance of the entire
requirement for measurement and submission of bills.
f) On receipt of duly filled work measurement sheet (in original and in triplicate) by competent project
manager, 100% check shall be done as per check list apart from routine checks like a)self-
certification b)signature of competent authority and c)completeness of documents.
g) Once Project Engineer/Manager has satisfied himself to the correctness of the milestone and the
measurement, both Contractors Reprehensive and Project Engineers (XEN/AEN/JEN) shall initiate
joint measurement.
B. During Joint Measurement
a) It is mandatory that 100% measurement of the work executed and offered for measurement is jointly
done by Project Engineer and Contractor’s Authorized Representative. Project Engineer apart from
routine checks shall mandatorily do measurement check as per the attached checklist.
b) Standard check shall have full quantity certification and minimum compliance of the field quality plan
(FQP) for each activity.
c) One copy of the joint measurement sheet (computerized) signed by Project Engineer/PMA/TPIEA and
Contractor’s authorized representative shall be retained by Engineer in-charge for his record purpose.
Two sets (in original) shall be retained by contractor for raising the invoice.
d) Project Engineer shall maintain record of up to date measurement, deviations found, compliance of
previous remarks and observations by the contractor.
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e) Superintending Engineer shall review this record and do a random check to ensure that the system is
moving smoothly. Any non-routine deviation/impropriety/act of commission by Project Engineer
shall be promptly investigated.
C. During Post Measurement:
a) Turnkey contractor shall submit the invoice in the predetermined format to Superintending Engineer
( O & M ) for further processing it along with the documents prescribed.
STEP 2: INVOICE PROCESSING
A. Scrutiny of invoice.
a) Two separate orders shall be placed to every contractor for the;
1) Materials Supply (purchase)and;
2) Erection Testing and Commissioning of activities.
b) As per tender condition invoices shall be raised by the contractor only after completion of the work
milestone and its joint measurement sheet (JMS) signed by Contractor’s representative, project
Engineer (XEN/AEN/JEN).
c) Further for Civil Work, applicable if any, Joint Measurement Sheet (JMS) to be signed by the
Contractor’s representative, Concerned Executive Engineer.
d) Above signing Authorities should confirm that the bill raised for the works completed is for useful
section (if applicable as per scope of work). Else certify that Bills have been raised against achieved
milestone as per work order.
e) If executed quantity of the any Schedule of the activity is increased more than the BOQ as mentioned
in the Schedule, the invoice shall be raised only for BOQ and bill for excess quantity shall be raised
separately along with bill stating the reference of earlier invoice (Bill reference no.) feeder name, with
due reasons for excess quantities utilized.
f) Detailed reasons for variation in quantities of items not in proportionate with BOQ. Reasons to be
verified by S.E. (O&M).
g) The contractor shall submit invoices in four copies in prescribed formats for 100% of milestone, for
supply and services in the name of Superintending Engineer (O&M). 100% amount of VAT, Service
Tax, Octroi /LBT/ Entry tax and Electrical Inspection fees/reimbursement charges, if any, shall be
paid/reimbursed at actual with respective milestone payment of ensuing bills /claims.
STEP 3: INVOICE MOVEMENT
A. After joint measurement, the contractor shall submit the bill in four copies to Superintending
Engineer.
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On receipt of invoices, along with joint measurement sheet, the SE(O&M) shall forward one copy of the bill marked for release of 75% payment of due & admissible payment to Sr. Accounts Officer(CPC). SE(O&M) within prescribed time frame shall conduct verification of 15% of work done as per the joint measurement sheet and submit the bill for release of balance 25% of due & admissible payment within the time frame applicable to him.
STEP 4: BILL PAYMENT
Procedure for 75% payment (of due and admissible payment) SE (O&M) will forward one copy of invoice to Sr . Accounts officer (CPC) for the 75% payment. This amount shall be paid immediately after making statutory and contractual deductions. So long as there is conformity with the transparent check list to be followed, there will be minimum chances for return of a bill in case of minor discrepancies. Where ever there is a return of the bill as an exception, on resubmission the bill process should be expedited in such a manner that under no circumstances bill payment takes more than 5 working days than what was intended earlier. Account officer shall disburse the amount equivalent to 75% of invoiced amount immediately within three working days. Procedure for balance 25% payment (of due and admissible payment) a) Post receipt of invoice for payment of 25% duly certified by Superintending Engineer (O&M) after mandatory 15% check at his level. Account office shall pass the bill within the prescribed period.
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ANNEXURE II (SAMPLE)
Name of Feeder:
Invoice No. Name of firm/JVVNL/XXXX /Supply/Dt ------------
Invoice No. Name of firm/JVVNL/XXXX /Erection/Dt ------------
Name of the Project
Name of the
Contractor : Schedule date of Completion:
Contract No :
Name of PMA :
Name of Zone
/Circle :
Scheme Code No : CST No. :
PAN
No : Service. Tax No. :
TIN
No. :
Bank Account
Number :
Bank Name : IFSC No. :
For the Work done from 01.10.2015 to 30.11.2015 (say for example of one Month )
Sr.
No. Descriptions Amount in Rs.
This Interim
Up to previous
IPC Cumulative
(1) (2) (3) (4) (5)
1 Total Amount of Work done as per Invoice
INTERIM PAYMENT CERTIFICATE NO.01
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
18
Of
(i)Material Component
(a) Procured within State
(b)Procured out of State
(ii)Service Component
Total -
2 Extra items
(i)Material Component - - -
(a) Procured within State - - -
(b)Procured out of State - - -
(ii)Service Component - - -
Total - -
3 Incentives
A1 Total -
Deductions
1 Retention Money@---------% -
2 Income Tax (TDS) @-----------(Say--------%) - - -
3 Penalty @%(Interim)/%on total Contract - - -
4 Other Deduction @--------%
A2 Total deductions -
Additions
1 VAT@-----%on Material Procured within the
state of Rajasthan -
2 Service Tax@ ------% on 100% value of
works (-)VAT -
A3 Total Additions -
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
19
Of
A4 Reimbursement Amount (Electrical
Inspection fee and other statutory fees)
Total Payable Amount(A1-A2 +A3+ A4) -
Total Amount payable in this IPC -
For (Name of firm)
Authorized Signatory
XEN/AEN/JEN
(Projects)
1 Enclosures
2 XYZ
3 PQR
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
20
ANNEXUREIII: TYPICAL JOINT MEASUREMENT SHEET (JMS) FOR SUPPLY SCHEDULE (1)11KV NEW LINE
WITH ACSR DOG CONDUCTOR ON 9M, 400 KG PCCPOLE
Name of Contractor- Name of Division-
Name of PMA/TPIEA- Name of Circle-
Name of Feeder-ABC Length of 33kV line (Scope)-350Km
Name of Sub/Div.-XYZ Length of 11kV line(Scope)-871Km
Contract- Length of LT line(Scope)-
250Km (say)
33/11 kV GSS -------Nos
11kV Bays--------Nos
Joint Measurement Sheet Supply Schedule (1) 11kV New Line with ACSR Dog
conductor on 9m,400 kg PCC Pole
S
r.
N
o
.
Item Description
U
Ni
ts
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
21
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
Span Length
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
0.0
6
1
ACSR Dog conductor
K
M
3.
0
9
0
0.1
854
0.1
854
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
0.1
85
4
2.5
95
6
2 Aluminum Jointing sleeve for
ACSR Dog Conductor
N
os
.
3
1
1
2
3 9m,400 kg PCC Pole
N
os
.
2
5
1
1
1
2
2
1
1
1
1
1
12
4 52.5kg Rail Pole,11 Mtr. Painted
with Red oxide and Aluminium
( 2 Coats each)
N
os
.
5
1
1
2
5 11 KV 'V' cross-arms with back
clamps angle type 65x65x6 mm
for PCC pole
N
os
.
2
5
1
1
1
1
1
1
1
1
8
6 11KV 'V' cross-arms with back
clamps angle type65x65x6mm for
Rail pole (with packing piece)
N
os
.
5
0
0
0
1
1
0
0
0
0
0
0
0
2
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
22
Joint Measurement Sheet Supply Schedule(1)11kV New Line with ACSR Dog
conductor on 9m, 400 kg PCC Pole
Sr. No.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
7
11 KV Top Bracket
N
os
.
3
0
1
1
1
1
1
1
1
1
1
1
1
1
12
8
11 kV Pin insulator with pins
N
os
.
9
0
3
3
3
3
3
3
3
3
3
3
3
3
36
9 11kV Disc insulator with H/W
fittings Complete (1Set=3 Nos.)
Se
ts 6
6
6 6 6
24
10 Aluminium PG Clamps for ACSR
Dog
N
os
.
1
2
1
1
1
1
1
1
1
1
1
1
1
1
12
11 Aluminium Tape (0.77X6.4mm)
Kg 5 0.
01
0.0
1
0.0
1
0.0
5
0.0
5
0.0
5
0.0
5
0.0
1
0.0
1
0.0
1
0.0
1
0.0
1
0.2
8
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
23
Joint Measurement Sheet Supply Schedule(1)11kVNew Line with ACSR Dog conductor
on 9m,400 kg PCC Pole
Sr. No
.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
12 Aluminium binding
wire(5mmdia) Kg
1
0
0.
05
0.0
5
0.0
5 1
1 1 1
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
4.4
13 MS Channel 75x50x6mm,2.5
meter length for DP Channel with
Holding Clamps, packing pieces
etc.
Se
t
3
3
3
3
3
12
14 Cross Bracing Made of
50x50x6mm MS Angle with
Holding Clamps, packing pieces
Se
t
3
3
3
3
3
12
15 Support Channel with nuts, bolts,
Packing piece etc for Z Clamp
N
os
.
3
0
2
2
2
2
8
16 Z clamp
N
os
4
0 3 3 3 6
6 6 6
3 3 3 3 3
48
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
24
Joint Measurement Sheet Supply Schedule(1)11 kV New Line with ACSR Dog
conductor on 9m,400 kg PCC Pole
Sr. No.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
.
17
GI Wire(7/16 SWG) for guarding
Kg
4
0
0
1.
5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
1.5
18
18 GI Wire(8SWG) for lacing
Kg 6
0
0.
05
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.0
5
0.6
19 Stay Clamp for PCC pole
Se
t 7
2
2 2 2
8
20 Stay clamp for Rail Pole
Se
t 3 0 0 0 1
1 0 0
0 0 0 0 0
2
21 Stay Set complete(16x1800mm)
with Guy insulator ,back clamps
& turn buckles
N
os
.
1
0
2
2
2
2
8
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
25
Joint Measurement Sheet Supply Schedule(1)11 kV New Line with ACSR Dog
conductor on 9m,400 kg PCC Pole
Sr. No.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
22 Stay Wire(7/8SWG)
Kg
1
0
0
7
7
7
7
28
23
Danger plate with clamps & bolts
N
os
.
1
0
1
1
1
2
2
2
2
1
1
1
1
1
16
24 G.I. Barbed wire for making anti
climbing device Kg
2
0
0.
8 0.8 0.8 2
2 2 2
0.8 0.8 0.8 0.8 0.8
14.
4
25
Coil Earthing
N
os
.
2
5
1
1
1
3
3
3
3
1
1
1
1
1
20
26 G.I. Pipe Earthing complete with
Structure
N
os
.
3
0
0
0
0
0
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
26
Joint Measurement Sheet Supply Schedule(1)11 kV New Line with ACSR Dog
conductor on 9m,400 kg PCC Pole
Sr. No.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
27
Stone Base Plate
N
os
.
3
0
1
1
1
2
2
2
2
1
1
1
1
1
16
28 G.I. Nuts and Bolts assorted size
with Washer Kg
3
0 1 1 1 2
2 2 2
1 1 1 1 1
16
29 Concreting @ 0.44 Cmt. Per
pole (1:4:8)
N
os
.
3
0
1
1
1
2
2
2
2
1
1
1
1
1
16
30 Concreting for support of
[email protected] Cmt(1:4:8)
N
os
.
1
0
2
2
2
2
8
Contractor's Representative Discoms
Representative
PMA`s
Representative
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
27
Joint Measurement Sheet Supply Schedule (13)11 kV New Line with ACSR Dog
conductor on 9m,400 kg PCC Pole
Sr. No.
Item Description
U
nit
s
Lo
c.
N
o.
01
Loc
.
No.
02
Loc
.
No.
03
Loc
.
No.
04
Loc
.
No.
05
Loc
.
No.
06
Loc
.
No.
07
Loc
.
No.
08
Loc
.
No.
09
Loc
.
No.
10
Loc
.
No.
11
Loc
.
No.
12
Loc
.
No.
13
Loc
.
No.
14
Loc
.
No.
29
1
TO
TAL
SP
1
SP
2
SP
3
SP
CP
1
DT
C1
SP
CP
2
DP
1
DP
2
DT
C2
SP4
SP5
SP6
SP7
SP8
DT
C 3
Site Engineer XEN/AEN/JEN(Projects) Site Engineer
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
28
ANNEXURE -IV: TYPICAL JMS FORMAT FOR200 KVA POLE MOUNTED DSS
Name of Contractor-
Name of Division-
Name of PMA/TPIEA-
Name of Feeder-ABC
Name of Sub/Div.-XYZ
Contract no. -
Length of LT line (Scope)-
33/11 kVPSS -4 Nos
11 kV Bays-27 Nos
Joint Measurement Sheet (JMS)
Schedule 20-200 KVA Pole Mounted S/S
Sr. No. Item Description Units Quantity DTC1 DTC2 DTC3 TOTA
L
1 9m,400 kg PCC Pole Nos. 2 2 2 2 6
2 MS Channel 100x50x6mm (2.5meter Long) with Clamps,
Nuts, bolts etc. for Dropping Line, AB Switch, Transformer Sets 4 4 4 4 12
Name of Circle-
Length of 33 kV line (Scope) Km
-
Length of 11 kV line (Scope)
Km
-
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
29
Base and HG fuse sets
3 MS Angle 65x65x6mm for Transformer Belting with Clamps,
Nuts, Bolts etc. Sets 1 1 1 1 3
4 MS Channel 75x40x6mm (2.5meter Long) with Clamps, Nuts
and Bolts for fixing LT Protection Unit Sets 2 2 2 2 6
5 MS Angle 50x50x6mm (1 meter long) with clamps, Nuts and
Bolts for Supporting XLPE Cables Sets 2 2 2 2 6
6 Stay Clamp for 9m,400 kg PCC Sets 4 4 4 4 12
7 11 kV Pin insulator with pins Nos. 3 3 3 3 9
8 Pole mounted 11/0.433 kV,250 kVA DT(3Star rated) Nos. 1 1 1 1 3
9 11 kV HG Fuse Set with 11 KV Pin Insulator 6 Pins sets 1 1 1 1 3
10 11 kV 3-pin type AB Switch(200 A) Nos. 1 1 1 1 3
11a LT 1CX300 SQMM XLPE Armoured Cable(From DTR to
LTDB) Mtr 40 40 40 40 120
11b LT 1CX150SQMM XLPE Armoured Cable (Outgoing
Circuits) Mtr 120 120 120 120 360
12a Al. Crimping lugsfor LT1 CX300 SQ MM XLPE Armoured
Cable Nos. 8 8 8 8 24
12b Al. Crimping lugs for LT 1CX150 SQ MM XLPE Armoured
Cable Nos. 16 16 16 16 48
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
30
13 ACSR Dog Conductor Mtr 10 10 10 10 30
14 DT Meter
(a) AMR Compatible DT meter(-/5A,433V) along with GPRS
Modems in ammeter box with Ring type LT
CT(400/5A)(1set=4 nos of CTs) inside metallic box as per
technical specifications
Nos.
1
1
1
1
3
(b) MS Channel for fabrication of CT and meter fixing frame
(30x30x5mm) Mtr 5 5 5 5 15
(C) MS Flat for fabrication of CT and meter fixing frame
(20x5mm) Mtr 2 2 2 2 6
(d) 1.1 KV PVC Steel armoured 12 Core 2.5 SQ MM Copper
Cable Mtr 3 3 3 3 9
(e) AL Crimping socket+ Connectors for Dog Conductor Nos. 16 16 16 16 48
(f) Copper Lugs for 2.5 SQ MM CopperCable Nos. 24 24 24 24 72
(g) Earthing 8SWG Conductor wire Mtr 15 15 15 15 45
(h) Pin Insulator for proper Jumpering Sets 1 1 1 1 3
15 Stay Set complete(16x1800 mm) with Guy insulator, back
clamps & turn buckles Nos. 4 4 4 4 12
16 Stay wire (7/8SWG) Kg 40 40 40 40 120
17 11 kV lightning arrester Sets 1 1 1 1 3
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
31
18 LT Shackle insulators Nos. 8 8 8 8 24
19 LT Bracket, MS Channel (75x40x6 mm) 1.25 meter length Nos. 2 2 2 2 6
20 LTDB with 1no. Incoming MCCB (4Pole-400 Amps),3P 4W
Busbar+2 circuits using MCCB (1pole-400 Amps) suitable for
200 KVA Transformer along with MS Channel for Fixing the
LTDB
Nos.
1
1
1
1
3
21 Painting number mark with paint Nos. 2 2 2 2 6
22 Danger board barbed wire including jumper Nos. 2 2 2 2 6
23 G.I. Pipe Earthing complete with Structure Nos. 4 4 4 4 12
24 Stone Base Plate Nos. 2 2 2 2 6
25 Concreting @0.44Cmt.Perpole(1:4:8) Nos. 2 2 2 2 6
26 Concreting for support of Stay @0.2 Cmt (1:4:8) Nos. 4 4 4 4 12
Contractor's Representative Discoms
Representative
PMA/TPIEAs
Representative
SiteEngineer XEN/AEN/JEN(Projects) Site Engineer
Guidelines for Execution, Monitoring and Payment process for various on-going and proposed projects of Rajasthan Discoms
Forvariousongoing andproposedprojectsBiharDiscoms
32
ANNEXURE-V: SITE OBSERVATION REPORT (SOR)
Reporting Format 1: Site Observation Report
Date of Visit
Contractors Name
Contractors Representative
(Name and Designation)
Name of Feeder/Store
Name of Village/ Location
Details of work inspected
Observation
Suggestion/Remark
Attachment Single Line Diagram/Pole schedule/Photograph/ MoM
Other details if any
Guidelines for Execution, Monitoring and Payment process for various on-going and proposed projects of Rajasthan Discoms
Forvariousongoing andproposedprojectsBiharDiscoms
33
Name and Signature Name and Signature Name and Signature
Contractors Person Designated Project Engineer PMA
Remark on corrective action taken by contractor:
Name and Signature Name and Signature Name and Signature
Contractors Person Designated Project Engineer PMA
Guidelines for Execution, Monitoring and Payment process for various on-going and proposed projects of Rajasthan Discoms
Forvariousongoing andproposedprojectsBiharDiscoms
34
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
35
ANNEXURE-VI: CHECK LIST (FIELD QUALITY PLAN)
ANNEXURE VI-A: QUALITY CHECK LIST FOR 33KV/11KV/LT LINES DURING CONSTRUCTION
Fieldname Whether Check is
performed Yes/No Loc. No.01 Loc. No.02 Loc. No.03
GPS Coordinate1 GPS Coord.2 GPS Coord3
Name of Location
1
What is the depth of Pole/Earth/Stay Pits?(as
applicable)
Yes/ No
2
Is material used for coil/ pipe earthing as per
Specifications?
Yes/ No
3
Is HT earthing provided in separate earth pit & not
through muffing/concreting of pole?
Yes/ No
4 Is HT/LT stay proper? Yes/ No
5a Is pole vertical?(Tan/DPC/SPC) Yes/ No
5b Is earth pipe above ground<150mm?(Tan/DPC/SPC) Yes/ No
5c Is earth pipe tightly bolted?(Tan/DPC/SPC) Yes/ No
5d Is earth pipe connected to metallic fittings? Yes/ No
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
36
(Tan/DPC/SPC)
5e Is adj. Span length<30/60/70meters?(Tan/DPC/SPC) Yes/ No
5f Is adj. span neither tight no loose?(Tan/DPC/SPC) Yes/ No
5g Are insulators fixed properly?(Tan/DPC/SPC) Yes/ No
5h is barbed wire provided(Tan/DPC/SPC) Yes/ No
5i Is danger board provided?(Tan/DPC/SPC) Yes/ No
5j Is muffing provided for DP Pole structure?(/DPC/SPC) Yes/ No
5k Is thimble provided between stay rod & wire? (DPC/SPC) Yes/ No
5l Are wedge connectors used for jumpers?(DPC) Yes/ No
5m Are there 2 Earthings for DP Structures?(DPC) Yes/ No
6 Is a ground clearance as per standard? Yes/ No
7 Is guarding provided as per requirement? Yes/ No
8
Is Fab. Material as per specification? for Red Oxide
Coating & Aluminium painting before installation for
Yes/ No
9
Is red Oxide Coating & Aluminium painting applied
before installation?
Yes/ No
10 Span length Value
11 Earth resistance value Value
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
37
12 Line Insulation Resistance Value
Photograph1( During construction/ below ground level)
Photograph2 (Measurement /above Ground level)
ANNEXURE -VI-B: TYPICAL MOBILE APPLICATION FORMAT FOR 33KV/11KV/LT LINES DURING WORK
MEASUREMENT FOR ENGINEER PROJECTS. (Supply Schedule (13)11 kV New Line with ACSR Dog conductor on 9m, 400kg PCC Pole)
Item Description Units Loc.No.
01
Loc.
No.02
Loc.
No.03
Loc.
No.04
GPS coordinates
Actual GPS
Coord1
GPS
Coord2
GPS
Coord3
GPS
Coord4
Span length(GPS)
meter Span
length 1
Span
length 2
Span
length 3
Span
length 4
Type of Structure Drop down DPC1 TAN1 TAN2 TAN3
Circuit configuration (3P4W/3P5W/1P2W) Drop down 3P4W 3P4W 3P4W 3P4W
Is it composite (HT+LT) line? Drop down NO NO NO Yes
Special Feature drop down(Along The road/ Road Crossing/ River
Crossing/railway crossing /HTLT line crossing Drop down
ATR RDX RV X
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Name of Location
To be
entered
Span Length 0.06 0.06 0.06
ACSR Dog conductor KM 3.09 0 0.1854 0.1854 0.1854
Aluminium Jointing sleeve for ACSR Dog Conductor 3
9m,400 kg PCC Pole Nos. 25 1 1 1
52.5 kg Rail Pole,11 Mtr. Painted with Red oxide and Aluminium (2 Coats
each) Nos. 5
1
11 kV Disc insulator with H/W fittings Complete (1Set=3Nos.) Sets 6 6
Aluminium PG Clamps for ACSR Dog Nos. 12 1 1 1 1
Aluminium Tape(0.77X6.4mm) Kg 5 0.01 0.01 0.01 0.05
Aluminium binding wire(5 mm dia) Kg 10 0.05 0.05 0.05 1
MS Channel 75x50x6mm,2.5 meter length for DP Channel with Holding
Clamps, packing pieces etc. Set 3 NO NO NO Yes
Cross Bracing Made of 50x50x6mm MS Angle with Holding Clamps, packing
pieces Set 3
ATR RDX RV X
Support Channel with nuts, bolts, Packing piece etc for Z Clamp Nos. 30 2
Z clamp Nos. 40 3 3 3 6
GI Wire(7/16SWG) for guarding Kg 400 1.5 1.5 1.5 1.5
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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GI Wire(8SWG) for lacing Kg 60 0.05 0.05 0.05 0.05
Stay Clamp for PCC pole Set 7 2
Stay clamp for Rail Pole Set 3 0 0 0 1
Stay Set complete(16x1800mm) with Guy insulator, back clamps & turn
buckles Nos. 10
2
Stay Wire(7/8SWG) Kg 100 7
Danger plate with clamps & bolts Nos. 10 1 1 1 2
G.I. Barbed wire for making anti climbing device Kg 20 0.8 0.8 0.8 2
Coil Earthing Nos. 25 1 1 1 3
G.I. Pipe Earthing complete with Structure Nos. 3 0
Stone Base Plate Nos. 30 1 1 1 2
G.I. Nuts and Bolts assorted size with Washer Kg 30 1 1 1 2
[email protected](1:4:8) Nos. 30 1 1 1 2
Concreting for support of [email protected](1:4:8) Nos. 30 2
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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ANNEXURE VI-C: QUALITY CHECK LIST FOR11KV DTC INSTALLATION DURING CONSTRUCTION
SN
Activity
Whether
Check is
performed
Yes/ No
Location1
Location2
Location
3
Location
4
GPS coordinates Actual
GPS
Coord1 GPS Coord2
GPS
Coord3
GPS
Coord4
1 DTC Location name To be entered
2 Structure as per approved drawing Yes/No
3 Test results of DTC, whether available and in order Values
4
Complete outer inspection of distribution trans former, visual
inspection of other transformer accessories like breather oi
level, earthling results of overall DP structure.
Yes/No
5 To check Insulation values of Distribution Transformer Yes/No
6 To check earthling of DTC and DP structure as per standard
method of construction
Yes/No
Oil level Yes/No
Provision of
three,20mmdiaearthpipeswithlessthan150mmlengthabovegrou
nd and located as per standar drawing
Yes/No
Whether transformer tank and neutral are connected to earth
Yes/No
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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through nut bolts and lugs.
Whether AB switch channel, HG fuse channel, top channel and
transformer base channels are properly connected to earthing
pipes through GI wire and nut bolts.
Yes/No
Whether AB Switch handle is earthed properly Yes/No
Whether AB Switch can be properly switched on and off Yes/No
7 To visually check the Lightning Arrestors. Yes/No
8 To check sizes & lengths of cables as per specifications. Yes/No
Whether HV side jumpers are connected with crimped type
connectors
Yes/No
Whether cable entries are through glands and unused cable
entry holes are sealed.
Yes/No
Whether LT cables are entering and going out of box through
glands.
Yes/No
Whether cables are connected to equipments through crimps
type lugs
Yes/No
9 To check provision of DTC metering as per approved drawings. Yes/No
10 To visually check Dist. Boxes, as per approved drawings. Yes/No
Whether distribution box is installed properly and fixed on
structure as per approved drawing
Yes/No
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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Whether distribution box body and earth bus are connected to
earthing pipes through GI wire and proper size nut bolts.
Yes/No
Whether DTC meter box with LTCTs and meter is properly fixed
with clamps and nut bolts to structure
Yes/No
Whether painting of box is proper Yes/No
Whether door handle, door lock, gaskets are proper Yes/No
11
To take and attach photographs of all locations with top
muffing/Feeder
Yes/No
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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ANNEXURE VI-D: TYPICAL MOBILE APPLICATION FORMAT OF11KV DTCs DURING WORK MEASUREMENT Sr.
No. Item Description Units
Loc.
No.
01
Loc.
No.
02
Loc.
No.
03
Loc. No.04 Loc. No.05
GPS coordinate
GPS
Coord1
GPS
Coord2
GPS
Coord3
GPS
Coord4
GPS
Coord5
DTC Location
XYZ
village1
XYZ
village2
XYZ
village3
PQR
village1
PQR
village2
1 9m,400kgPSCPole Nos. 2 2 2 2 6
2 MS Channel 100x50x6mm (2.5 meter Long) with Clamps, Nuts, bolts
etc. for Dropping Line, AB Switch, Transformer base and HG fuse sets Sets 4 4 4 4 12
3 MS Angle 65x65x6mm for Transformer Belting with Clamps, Nuts, Bolts
etc. Sets 1 1 1 1 3
4 MS Channel 75x40x6mm (2.5 meter Long) with Clamps, Nuts and Bolts
for fixing LT Protection Unit Sets 2 2 2 2 6
5 MS Angle 50x50x6mm (1.0 meter long) with clamps, Nuts and Bolts for
Supporting XLPE Cables Sets 2 2 2 2 6
6 Stay Clamp for 9m,400 kg PCC poles Sets 4 4 4 4 12
7 11 kV Pin insulator with pins Nos. 3 3 3 3 9
8 Pole mounted 11/0.433 kV, 200kVA DT (3 Star rated) Nos. 1 1 1 1 3
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9 11 kV HG Fuse Set with11 KV Pin Insulator 6 Pins sets 1 1 1 1 3
10 11 kV 3-pin type AB Switch (200 A) Nos. 1 1 1 1 3
11a LT 1CX300 SQ MM XLPE Armoured Cable (From DTR to LTDB) Mtr 40 40 40 40 120
11b LT 1CX150 SQ MM XLPE Armoured Cable (Outgoing Circuits) Mtr 120 120 120 120 360
12a Al. Crimping lugs for LT 1CX300 SQ MM XLPE Armoured Cable Nos. 8 8 8 8 24
12b Al. Crimping lugs for LT 1CX150 SQ MM XLPE Armoured Cable Nos. 16 16 16 16 48
13 ACSR Dog Conductor Mtr 10 10 10 10 30
14 DT Meter
(a) AMR Compatible DT meter (-/5A, 433V) along with GPRS Modems in a
meter box with Ring type LTCT (400/5A) (1set=4 nos of CTs) in side
metallic box as per technical specifications
Nos.
1
1
1
1
3
(b) MS Channel for fabrication of CT and meter fixing frame (30x30x5 mm) Mtr 5 5 5 5 15
(C) MS Flat for fabrication of CT and meter fixing frame (20x5 mm) Mtr 2 2 2 2 6
(d) 1.1KV PVC Steel armoured 12 Core 2.5 SQ MM Copper Cable Mtr 3 3 3 3 9
(e) AL Crimping socket+ Connectors for Dog Conductor Nos. 16 16 16 16 48
(f) Copper Lugs for2.5 SQ MM Copper Cable Nos. 24 24 24 24 72
(g) Earthing 8 SWG Conductor wire Mtr 15 15 15 15 45
(h) Pin Insulator for proper Jumpering Sets 1 1 1 1 3
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15 Stay Set complete (16x1800 mm) with Guy insulator, back clamps &
turn buckles Nos. 4 4 4 4 12
16 Stay wire (7/8SWG) Kg 40 40 40 40 120
17 11 kV lightning arrester Sets 1 1 1 1 3
18 LT Shackle insulators Nos. 8 8 8 8 24
19 LT Bracket, MS Channel (75x40x6 mm)1.25 meter length Nos. 2 2 2 2 6
20 LTDB with 1no. Incoming MCCB (4Pole-400Amps), 3P4W
Busbar+2circuits using MCCB (1pole-400 Amps) suitable for 200 KVA
Transformer along with MS Channel for Fixing the LTDB
Nos.
1
1
1
1
3
21 Painting number mark with paint Nos. 2 2 2 2 6
22 Danger board barbed wire including jumper Nos. 2 2 2 2 6
23 G.I. Pipe Earthing complete with Structure Nos. 4 4 4 4 12
24 Stone Base Plate Nos. 2 2 2 2 6
25 Concreting @0.44 Cmt. Per pole (1:4:8) Nos. 2 2 2 2 6
26 Concreting for support of [email protected] Cmt (1:4:8) Nos. 4 4 4 4 12
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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ANNEXURE VI-E: QUALITY CHECK LIST FOR 33/11 KV POWER SUB –STATION DURING CONSTRUCTION
SN
Activity
Whether
Check is
performed
Yes/ No
Location1
Location2
GPS Coord1 GPS Coord2
Name of Power Substation XYZ PQR
1 Approval of plan and layout by Electrical Inspector Yes/No
2
Confirming the technical parameter Existing earth mat, soil bearing capacity (as
per electrical code and clearance)
Yes/No
3 Plotting equipment foundation layout as per approved foundation drawings. Yes/No
4
Civil work such as equipment foundation, control room etc. (As per approved
layout)
Yes/No
5 Erection of steel structures Yes/No
6 Erection of equipments ( as per applicability) Yes/No
Current Transformer (CT) Yes/No
Potential Transformer(PT) Yes/No
ISOLATOR(ISO) Yes/No
BREAKER(CB) Yes/No
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DISTRIBUTION KIOSK Yes/No
Control/Relay Panel (C&RP) Yes/No
Control Room Building(CRB) Yes/No
Power Transformer (Po Transformer) Yes/No
Conductor—Jumpering Yes/No
Cable—Power and Control Yes/No
Cable trench Yes/No
Capacitor Bank Yes/No
7 Testing & commissioning Yes/No
8 Testing of all old/faulty equipment ( if applicable) Yes/No
9 Replacing or overhauling the old equipment ( if applicable) Yes/No
10
To remain present at the time of commissioning of feeder emerging from the
Sub-station after getting the clearance from the Electrical Inspector.
Yes/No
11
To check earthing of poles at random locations for earth resistance values (One
loc/5 Km)
Yes/No
12
To carry out random checking of a part of complete constructed line in terms of
all the standard parameters such as fixing of accessories/ span length,
installation of earthing and level of earthing pole. (Overall at least 5 loc per
Feeder)
Yes/No
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13 To check earth resistance values of the sub-station equipments. -100% Yes/No
14 Returning the material to store-Material Return receipt
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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ANNEXUREVI-F: QUALITY CHECK LIST FOR SERVICE WIRE REPLACEMENT AND INSTALLATION OF ENERGY
METERS DURING CONSTRUCTION
SN
Activity
Whether Check
is performed
(Yes/ No)
Location 1
Location 2
Location 3
GPS Coord1 GPS Coord2 GPS Coord3
Name of Consumer AB CD EF
A Installation of service line
1 Fixing of GI wire-Specification/as per approved drawings Yes/ No
2 Tightness of service cable with clamp-As per IE specification Yes/ No
3 Checking ground clearances-Minimum 5.8 meter from ground as
per IE rule. Yes/ No
4 Replacement of old service lines.-IE Rules. Yes/ No
5 Winding of old service lines--- Yes/ No
6 Returning the material to store-Material Return receipt Yes/ No
B Installation of Energy meter
1 Unmetered to metered connection--- Yes/ No
3 Installing meter at proper height-At 5’from ground level/at
doorbell location Yes/ No
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4 Replacement of old electromechanical/ faulty/stop meter. Yes/ No
5 Installation of meter board-Dimension of board 300x 400x28 mm
for 1Ph & 400 x400x 28 mm for 3 Ph connections. Yes/ No
6 Wiring of connection-PVC Cu cable stranded UA 1.5 sq. mm for
1Ph meter & PVC Cu cable stranded UA 4.0 sq. mm for 3 Ph
meter
Yes/ No
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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ANNEXUREVI-G: QUALITY CHECK LIST FOR STORE MATERIAL VERIFICATION FOR ENGINEER PROJECTS
DURING CONSTRUCTION
SN
Activity
Whether
Check is
performed
(Yes/ No)
Details of
Inspection
Remark
1 Location of store. (Within reach from site. Easy movement of material in &
out of store)
2 Material receipt at stores. (Correlation of the lot received with the delivery
challans/ MDCC descriptions)
3 Proper record has been maintained (Quantity received/Quantity
inspected/quantity issued and stock available in store)
4 Visual inspection of material (Drums/pole/insulator sets found damaged
during transit are stacked separately)
5
Storing of Conductor drums, Earth wire (Drums to be stored on hard surface
area. Earth wire to be stored in dry area. 1) Poles shall be stacked in such a
manner that broad side is vertical. 2) Each tier in the stack is supported on
wooden sleepers located 1.2mtr apart, wooden supports aligned in vertical
line. 3) All G.I. components Should be stacked on wooden sleepers and the
storage area shall be free from water logging.
6 Oil drums are placed at protected area & not stored on their side faces (No
leakage)
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7 All instruments such as MOG, PRD, Silica gel, breather, terminal connector,
CT are stored indoor.
8 Flushing of radiators & pipes form issuing blanks with oil and blanking of
pipes and radiator ends
Annexure VII-H:
REGISTERS TOBEMAINTAINEDAT PROJECTS ENGINEERS
For proper maintenance of accounts the Accounts Section shall have to maintain following registers in prescribed format:-
A. Bill Register
Name Of Firm :
LOANo.........................Date.......................................
TotalContractvalue................................................
Sl No. Bill No Date LOAItem NO. Particulars Qty Rate Amount Add:-VAT Add:E.
Tax@8% G. Am.
1 2 3 4 5 6 7 8 9 10 11
Rate@15%
Mob Adv @15%
Mob Adv Paid on
Int. taken Up to
No of Days
Int on Mob Adv
Penalty
Less: Vat Less:E.
Tax@8%
T. dedu.
N. Payable
File Sl
12 13 14 15 16 17 18 19 20 21 22 23
Guidelines for Execution, Monitoring and Payment process for Various on-going and proposed projects of Rajasthan Discoms
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B. Insurance register
Sl No. Name of firm Policy No. Date Validity Remarks
C. Tax deduction Register (tobe maintained for each tax separately)
Sl No Date Name of agency Bill Amount Amount of tax
D. Format of Bank Guarantee register
Sl No Name of Agency Bank Guarantee No &Date Nature ofBG Amount Validity up to
E. Fund availability register (For....Name of scheme)
Fund available on 01.04.20.. Fund received
duringtheyear20..-20..
Available fund Details of Expenditure Balance
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