Works Manual

Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Ltd.

Version- 1.0/August-2014

Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited

Works Manual

Doc No: MPMKVVCL/Works/ Version: v 1.0 Date: Aug 2014 Page 1 of 103

Document revision history

Version Date Purpose Reviewed by

Summary of amendments

Original Version/Clause

Details Amended clause Reviewed/Approved by


Works Manual


FOREWORD

It is the endeavour of Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited to lay down fair and transparent policies to meet the organizational objectives and facilitating effective decision making.

The purpose of this Manual is to explain and facilitate understanding of the policies and procedures with respect to the execution of Works Function within the Company. This document is expected to provide guidelines and information to all stakeholders who are engaged in carrying out any kind of activities relating to the execution of works function. This document is not a substitute of the Procurement manual adopted by the Company.

It is critical to ensure that each functional process forms a part of the integral approach towards delivery of the Company’s services. To this end, these policies and procedures have been framed with adoption of sound management strategies in the business operations.

All employees are required to adhere to the policies and procedures laid down in this Manual. However, as part of our endeavour for continual improvement, each reader and follower of this Manual is encouraged to identify improvement opportunities and bring them to the attention of the Competent Authority for evaluation and incorporation in the Manual.

From the desk of:

Managing Director

MPMKVVCL

Bhopal, Madhya Pradesh.


Works Manual


TABLE OF CONTENTS

FOREWORD ...................................................................................................................................................... 2

ABBREVIATIONS ........................................................................................................................................... 8

DEFINITIONS ................................................................................................................................................... 9

1. INTRODUCTION ......................................................................................................................... 11

1.1. Company Profile .......................................................................................................................... 11

1.2. Purpose and Scope ..................................................................................................................... 11

1.3. Revision and Version Control ................................................................................................ 12

1.4. Layout of this Manual ................................................................................................................ 13

1.5. Legal & Institutional Framework ......................................................................................... 13

2. CLASSIFICATION AND NATURE OF WORKS................................................................. 14

2.1. Introduction .................................................................................................................................. 14

2.2. Capital Works ............................................................................................................................... 14

2.3. Revenue Works for New Connection .................................................................................. 14

2.3.1. Online Connection ...................................................................................................................... 14

2.3.2. Extension Works ......................................................................................................................... 17

2.3.2.1. Single Point Connection ........................................................................................................... 17

2.3.2.2. LT Supply to housing colonies ............................................................................................... 17

2.4. Deposit & other works .............................................................................................................. 18

2.4.1. Depository Works ....................................................................................................................... 18

2.4.2. Supervision Charges for Capital Works (SCCW - Contributory Works)............... 19

2.5. Works under GoMP schemes ................................................................................................. 19

2.5.1. Anudan Yojana ............................................................................................................................. 19

2.5.2. Own Your Transformer Scheme (OYT) .............................................................................. 19

2.5.3. Other GoMP Schemes introduced from time to time ................................................... 19

3. INSTITUTIONAL FRAMEWORK OF WORKS AND PLANNING SECTION .......... 20

3.1. Introduction .................................................................................................................................. 20

3.2. Organisation structure – Corporate Office ...................................................................... 20

3.2.1. Functions of Works Sub-section ........................................................................................... 20

3.2.2. Functions of Planning & Design Sub-section ................................................................... 21

3.3. Organisation Structure - Regional office ........................................................................... 22

3.4. Organisation structure-Circle Office ................................................................................... 23

4. PLANNING OF WORKS ............................................................................................................ 24

4.1. Annual Works Plan .................................................................................................................... 24

4.1.1. Key Components of Annual Works Plan ............................................................................ 25

4.1.1.1. Conductor specifications ......................................................................................................... 25

4.1.1.2. XLPE cable specification .......................................................................................................... 25


Works Manual


4.1.1.3. Safety Clearance Provisions as per IS Standards ........................................................... 25

4.1.1.4. Voltage Regulation (VR) ........................................................................................................... 25

4.1.1.5. 33 kV Bay ........................................................................................................................................ 26

4.1.1.6. Earthing .......................................................................................................................................... 26

4.1.1.7. Detailed Field Surveys and Preparation of Route Maps .............................................. 27

4.1.1.8. Schedule of Rate (SOR) ............................................................................................................ 28

4.2. Estimation of Works .................................................................................................................. 28

4.2.1. Procedure ....................................................................................................................................... 28

4.2.2. General instructions for preparation of Estimates ....................................................... 28

4.2.3. Structure of Estimate ................................................................................................................ 32

4.2.4. Documentation of Estimate .................................................................................................... 33

4.3. Approval of Estimates ............................................................................................................... 34

4.3.1. Administrative Approval .......................................................................................................... 34

4.3.2. Technical Sanction ..................................................................................................................... 34

4.4. Consumer Agreements ............................................................................................................. 34

4.5. Work Order ................................................................................................................................... 34

4.6. Bill of Material (BOM)............................................................................................................... 35

4.7. Bill of Quantity (BOQ) ............................................................................................................... 35

4.8. Revision of Estimates ................................................................................................................ 36

4.9. Supplementary Estimate .......................................................................................................... 36

4.10. Currency Period of Estimate .................................................................................................. 36

4.11. Land Acquisition ......................................................................................................................... 36

5. REGISTRATION/ENLISTMENT OF THE CONTRACTORS ......................................... 37

5.1. Objective ......................................................................................................................................... 37

5.2. Policy ................................................................................................................................................ 37

5.3. Registration Procedure ............................................................................................................ 37

5.4. Eligibility criteria for Registration ...................................................................................... 39

5.4.1. Conditions of eligibility ............................................................................................................ 39

5.4.2. Conditions of ineligibility ........................................................................................................ 39

5.4.3. Qualification Criteria for Registration ............................................................................... 40

5.4.3.1. Technical Capability ................................................................................................................... 41

5.4.3.2. Financial Capability ................................................................................................................... 41

6. MODES OF WORK CONTRACTS AND SELECTION METHOD ................................. 42

6.1. Classification based on provisions of Materials ............................................................. 42

6.2. Selection based on Contract Value ....................................................................................... 42

7. BID ISSUANCE AND OPENING - GENERAL GUIDELINES ....................................... 44

7.1. Contract Value .............................................................................................................................. 44


Works Manual


7.2. Standard Bidding Documents ................................................................................................ 44

7.3. General conditions to be incorporated in the Bidding documents ......................... 45

7.3.1. Eligibility and Qualification criteria for bidders ............................................................ 45

7.3.1.1. Technical Criteria ....................................................................................................................... 45

7.3.1.2. Financial Criteria ........................................................................................................................ 45

7.3.2. Cost of Bid document ................................................................................................................ 45

7.3.3. Bid Validity .................................................................................................................................... 45

7.3.4. Earnest Money Deposit (EMD) .............................................................................................. 46

7.3.5. Execution Period ......................................................................................................................... 46

7.3.6. Security Deposit (SD) ................................................................................................................ 46

7.3.7. Insurance and Transportation .............................................................................................. 46

7.3.8. Force Majeure .............................................................................................................................. 47

7.3.9. Liquidated Damages (LD) ........................................................................................................ 47

7.3.10. Arbitration/ Dispute Resolution ........................................................................................... 47

7.3.11. Terms of Payment to Contractors ........................................................................................ 48

7.3.12. Clarification on Bidding documents ................................................................................... 48

7.3.13. Sale of bidding documents ...................................................................................................... 48

7.3.14. Bid/Quotation Opening Date .................................................................................................. 48

7.3.15. Extension of Bid Opening Date .............................................................................................. 49

7.3.16. Pre-bid Meeting ........................................................................................................................... 49

7.3.17. Mobilisation of Advances in Contracts ............................................................................... 49

7.3.18. Currency of Bid ............................................................................................................................ 49

7.3.19. Bid Form, Price Schedule and Price Bid ............................................................................ 49

7.3.20. Price Variation ............................................................................................................................. 50

7.4. Essential conditions in Bid documents for Tenders ..................................................... 50

7.4.1. Issuance of NIT ............................................................................................................................ 50

7.4.2. Issuance of amendments/clarifications/corrigenda/addenda to the NIT ........... 50

7.4.3. Tender Evaluation Committee (TEC) .................................................................................. 50

7.4.4. Bid Evaluation and TEC Recommendation ...................................................................... 50

7.5. Essential conditions in the bidding documents for Enquiry ..................................... 51

7.5.1. Notice Inviting Quotation (NIQ) ........................................................................................... 51

7.5.2. Quotation ....................................................................................................................................... 51

7.5.3. Enquiry Evaluation Committee (EEC) ................................................................................ 51

7.5.4. Quotation evaluation and EEC recommendation .......................................................... 52

7.6. Essential conditions in the bidding documents for Labour Award ........................ 52

7.6.1. Proposal preparation ................................................................................................................ 52

7.6.2. Contractor’s consent .................................................................................................................. 52


Works Manual


7.6.3. Additional conditions for Labour Award .......................................................................... 53

7.6.4. Contract Award & Administration ....................................................................................... 53

8. WORKS EXECUTION ................................................................................................................ 54

8.1. Shutdown for execution of works......................................................................................... 54

8.2. Monitoring of the works ........................................................................................................... 54

8.3. Works completion ...................................................................................................................... 54

8.4. Charging permission ................................................................................................................. 54

8.5. Physical charging and hand over to O&M ......................................................................... 55

8.6. Pole schedule ................................................................................................................................ 56

8.7. Accounting of the material ...................................................................................................... 56

8.8. Contractor bill .............................................................................................................................. 57

8.9. Measurements Books ................................................................................................................ 58

8.10. Terms of payment ....................................................................................................................... 58

8.11. Completion report ...................................................................................................................... 58

8.12. Asset creation ............................................................................................................................... 58

8.13. Management records ................................................................................................................. 59

9. ANNEXURE: .................................................................................................................................. 60

9.1. Format for Works Master Register ...................................................................................... 60

9.2. Format for NIT Issue Register ............................................................................................... 61

9.3. Format for NIT Sale Register ................................................................................................. 62

9.4. Format for EMD Deposit and Release Register .............................................................. 63

9.5. Format for Security Deposit and Release Register ....................................................... 64

9.6. Format for Bill Register ........................................................................................................... 65

9.7. Format for MAS Register ......................................................................................................... 66

9.8. Format of Work Order by DGM (STC) to MANAGER (STC) ...................................... 67

9.9. Bifurcation of materials supplied by Company & Contractors ................................. 69

9.10. Computation of Contract Value for Semi–Turnkey and Labour Contracts ......... 70

9.11. Comparative Statement (CS) .................................................................................................. 71

9.12. Pole schedule ................................................................................................................................ 72

9.13. Detailed Joint Inspection Report. ........................................................................................ 73

9.14. Format for issue of LOI to Contractor. ............................................................................... 74

9.15. Format of Hand Over Report. ................................................................................................ 75

9.16. Proposal for Labour Contract Award ................................................................................. 76

9.17. Vendor Registration Application Form ............................................................................. 77

9.18. Format for Electrification of Colony ................................................................................... 81

9.19. Charging Permission ................................................................................................................. 83

9.20. Planning element/Conductor Specifications/XLPE cable specification ............... 87


Works Manual


9.21. New Industrial Area-Rule 2014. ............................................................................................ 89

9.22. Procedure to execute the work under NDF schemes. ................................................... 91

9.23. Circular related to Safety clearance. ................................................................................... 94


Works Manual


ABBREVIATIONS

ABBREVIATION DESCRIPTION

BC Banker’s Cheque

BG Bank Guarantee

BOD Board of Directors

BOQ Bill of Quantity

CAPEX Capital Expenditure

CGM Chief General Manager

CS Comparative Statement

CVC Central Vigilance Commission

DD Demand Draft

DGM Deputy General Manager

DOP Delegation of Power

EMD Earnest Money Deposit

Fax Facsimile

FY Financial Year GM General Manager

GoI Government of India

GoMP Government of Madhya Pradesh

IT Information Technology

LD Liquidated Damages

LT Low Tension

LoA Letter of Award

MD Managing Director

MP Madhya Pradesh

MM Materials Management

MPMKVVCL Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited

MPPMCL Madhya Pradesh Power Management Company Limited

NIT Notice Inviting Tenders

O&M Operation and Maintenance

PO Purchase Order

QR Qualifying Requirement RAO Regional Accounts Office

SBD Standard Bidding Document

SD Security Deposit

TEC Tender Evaluation Committee

UNCITRAL United Nations Commission on International Trade Law

WO Work Order


Works Manual


DEFINITIONS

DEFINITION DESCRIPTION

Applicant/Contractor Person applies for work including turnkey & semi turnkey contracts and services.

Approving/Competent Authority

Authority for approving the works under the scope of the Works Manual at Corporate office/Field office, as per DOP

Area Store Store for issue and receipt of materials at Corporate office/Field office.

Bid Bid refer to Techno-Commercial Bid and Price Bid for execution of the Works under the scope of the Works Manual.

Circle Office Circle Office operates for O&M of area(s) under Region Office

Company Hereinafter shall mean Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited

Corporate Office Company headquarter located in Bhopal

Distribution Conveyance and supply of electricity by means of Distribution System Distribution Assets Assets for Distribution of electricity including 33kV, 11kV and LT lines

(both overhead and underground), 33/11kV substations, control rooms, control switch gears, meters having design voltage of 33kV and below, service lines and other similar assets at the consumer end and other assets created by the Company for Distribution of electricity in its areas including the buildings constructed for complaint centres, billing centres, IT centres, collection centres, transformer repair workshops, division/sub-division/distribution centre offices together with furniture and fixtures, Area Stores, IT hardware, software and communication equipment. It shall also include residential buildings, community halls, other offices and open land.

Distribution facilities Distribution Assets of the Company including civil infrastructure and vehicles

Distribution System The system of wires and Distribution facilities for distribution of electricity in areas of the Company owned by the Company

Division Office Division Office operates for O&M of area(s) under Circle Office

ERP Integrated software solution for all business functions of entities.

Field Office Field Office refers to Region Office, Circle Office and Division Office

Governing departments Departments such as GoMP, MPERC, Company or any other authority which issues notifications/circulars/ directives which shall be binding on the Company to follow the orders.

Government Government refers to Central and State Government

In-Charge In-Charge of the concerned Section of the Company as applicable. Labour Bureau Labour Bureau, Shimla issues indices (labour index) used for calculation

of Price Variation.

MAS Master Area Store

MRA Advice issued from the Area Stores to confirm receipt of material(s) in the Area Stores.

Price Bid Financial proposal submitted by bidder

Procurement Section Section handling the procurement activities for Goods, Services at Corporate Office of the Company

Procuring Authority Authority for procurement of goods, works (including turnkey contracts) and services at Corporate Office/Field Office

Purchaser Purchaser refers to Company

Quality section Quality section responsible for ensuring quality and standards

Region Office Region Office operates for O&M of entire operational area of the Company

Repeat Order Repeat Order refers to Extension Order

SBD Standard Bidding Documents for semi-turnkey and turnkey contracts


Works Manual


DEFINITION DESCRIPTION

issued by the Company.

Technical Committee This Committee comprises of members at the levels of CGM formed at the Corporate Office level to validate the technical design and specifications related to Works under the scope of this Manual.

Techno-Commercial Bid Technical and Commercial proposal submitted by bidder

Tender Accepting Authority

Tender Accepting Authority appoints of members of tender evaluation committee for works & service.

Tender Committee Tender Committee is an interdepartmental committee formed by the representatives from User department, Finance & Accounts department and representative of procuring authority

Tender issuing Authority Authority for issuing the tender and responsible for completion the procedure regarding tender in time frame.

User department(s) Indenting department/ execution department as applicable

Works/Planning Section Section handling Works, Planning and Design activities for Works including turnkey & Semi turnkey contracts and services at Corporate Office of the Company


Works Manual


1. INTRODUCTION

1.1. Company Profile

(a) Madhya Pradesh Madhya Kshetra Vidyut Vitaran Company Limited (MPMKVVCL) was incorporated as a wholly owned Government Company on 31st May 2002, under the Companies Act 1956, the same has been notified vide order No. 5555/RS/4/13/2001 dated 1st July, 2002 of the Government of Madhya Pradesh. The Company undertakes the activities of distribution and retail supply in the areas covered by the Commissionaires of Bhopal, Hoshangabad, Gwalior and Chambal. The Company obtained certificate of commencement of business on 16th July 2002 from Registrar of Companies, Madhya Pradesh and Chhattisgarh, Gwalior. Subsequently vide Government of Madhya Pradesh notification No. 3679/FRS/18/13/2002 dated 31.05.2005, the Company has been provided functional autonomy with effect from 01.06.2005. The Government of Madhya Pradesh vide its order no. 2671/12/13 dated 29th March, 2012 had transferred all the shares of the Company to M. P. Power Management Company Limited and subsequently our Company is now a subsidiary of M. P. Power Management Company Limited, Jabalpur.

(b) The Company is incorporated under the Companies Act, 1956 and has its registered office at Nishtha Parisar Govindpura, Bhopal. The Company has been vested with the function of power distribution by GoMP in the regions of Bhopal and Gwalior.

(c) Its business scope includes:

Distribution of electricity to retail consumers;

O&M of distribution facilities;

Collection of tariff from retail consumers; and

Investing in capital works related to improvement of distribution facilities.

(d) This Manual is expected to facilitate the following objectives of the Company:

Economy and efficiency in execution of departmental works including turnkey & semi turnkey contracts and services;

Standard user guidelines for departmental works including turnkey & semi-turnkey contracts and services across the Company.

Ensuring availability of right item at right time, right price and right quantity & quality for timely completion of various projects;

1.2. Purpose and Scope

(a) This Works Manual (hereinafter shall be referred as the “Manual”) contains policies, general instructions, guidelines, processes and procedures to be followed for procurement and implementation of Works1 by the Company.

(b) The document shall be in supersession of various circulars, and notifications issued in the past including various circulars issued by erstwhile MPEB/MPSEB/Company relevant to the Works under this Manual except those annexed in this Manual. The notifications/circulars/directives

1 Refer Section2


Works Manual


to be issued by Governing Departments in the future shall supersede this Manual. This Manual shall also be available on the website of the Company.

(c) The policies and procedures covered in this Manual shall be applicable for planning, estimation and execution of Works including turnkey & semi-turnkey contracts and services. This Manual shall supplement Procurement Manual, Standard Bidding Documents for turnkey and semi turnkey contracts for implementation of works under scope of this Manual, wherever applicable.

(d) However, in case of any discrepancy between the provisions of this manual and procurement manual and/or SBDs, the provisions of this manual shall be applicable.

1.3. Revision and Version Control

(a) The Manual is subject to changes and will be revised as and when required to address the changing needs of business. The Manual shall be reviewed once in three (3) years in totality or as required (whenever there is a change in the policy and procedure of the Company) to ensure its appropriateness.

(b) Modifications/ additions to the policy aspects of this Manual, before or after the review, shall be incorporated with the prior approval of the BOD. However, modifications/ additions to any procedural aspects may be approved by the MD.

(c) A recommendation committee comprising of In-charge of sub-section of Works section, Works & Planning, Projects Urban/Rural and Regions after taking prior consultation by their respective head of the sections/departments shall be constituted for compiling of proposals with justified reasons and submit consolidated proposal to In-charge (Works/Planning section).

(d) Consolidated proposals in this regard shall be forwarded by In-charge (Works/Planning section) for obtaining approval of the MD/ BOD as applicable. An updated version, incorporating all amendments to the Manual, shall be compiled by the In-charge (Works/Planning section) and circulated after completion of the review as per clause 1.5(a).

(e) In-charge (Works/Planning section) in consultation with In-charge (Finance & Accounts) shall be the primary level of authority with regard to interpretation of any provisions of this Manual. In case of any unresolved issues, the same will be referred to the MD first and then to the BOD, as applicable.

(f) In respect of matters not covered in the Manual and requiring decision or interpretation, the MD shall be the competent authority for this purpose. MD shall further be authorized to issue any procedural guideline for implementation of the provisions of the Manual subject to the submission of the same for the information of the BOD.

(g) The summary of changes made will be recorded in the “Revision History” page of this document. Changes shall be reviewed and approved by the same authorities responsible for the initial review and approval of this document.

(h) The version number and the effective date of the document (which is at the header of all pages of this manual) shall be changed as follows;

Version Number: The first issue of the document will bear the Version Number as v1. In case of a change* (See end of section) in the system wherein the entire procedure needs to be re-written and re-issued, the new issue will be released with version number v2, v3, v4 etc.


Works Manual


Effective Date: This is the date from which the document is effective and this is the date from which implementation and compliance to the document is expected.

Note:

* Major Change: A substantial change effecting more than 50% of the number of pages, when it is prudent to reissue the entire document with version number v2, v3, v4 etc.

** Minor Change: An insignificant change affecting few pages of the manual, when only those pages are updated. e.g.: A change in the designation of a specific authority in the manual. E.g. Grammatical change and change with respect to spelling and structure of the sentences. These changes shall be issued as v1.1, v1.2 respectively.

1.4. Layout of this Manual

The Works Manual is being issued as a single (1) volume including Annexure.

1.5. Legal & Institutional Framework

The provisions in the Manual would be largely guided by the following:

Indian Contracts Act, 1872 as amended;

Sale of Goods Act, 1930 as amended;

Standing Instructions regarding procurement of goods, works (including turnkey contracts) & services for utilities under the Energy department, GoMP as amended;

Notifications/ Circulars/ Directives issued by Finance department from time to time;

Directives of Central/ State Electricity Regulatory Commission;

Central Vigilance Commission (CVC) recommendations related to public procurement;

Madhya Pradesh Madhyasthata Adhikaran Adhiniyam as amended;

Indian Arbitration and Conciliation Act, 1996 as amended;

UNCITRAL Arbitration Rules;

Work Contract Act 1996 as amended;

Labour Law as amended; and

CPWD Manual for civil works as amended.

Employee Provident Fund Rules, 1972 as amended from time to time;

Income Tax Rules, 1962 as amended from time to time;

MP Licensing Board (Electricity) Regulations, 1960 as amended from time to time;

Service Tax Rules, as applicable, as amended from time to time.

Apart from the above, other laws as amended from time to time may be applicable.


Works Manual


2. CLASSIFICATION AND NATURE OF WORKS

2.1. Introduction

This section details the various kinds of works and the nature of activities within the works function.

2.2. Capital Works

These include works related to system strengthening for installation of new & additional

infrastructure and augmentation of existing infrastructure, including but not limited to installation of

33 kV lines, 33/11 kV substations, 11 kV lines, distribution transformers, LT lines, etc.

2.3. Revenue Works for New Connection

(a) Company shall, on an application, by the owner or occupier of any premises located in his area of supply, give supply electricity to such premises within the time specified in MPERC supply code 2013, provided:

The supply of power is technically feasible,

The consumer has observed the procedure specified in MPERC supply code, 2013,

The consumer agrees to bear the cost of supply and services as specified.

(b) On receipt of an application for New Service Connection (NSC), the works to be carried out for arranging power supply as per the provisions of MPERC Supply Code, 2013 and MPERC Recovery of Expenses and other Charges for providing Electric Line or Plant used for the purpose of giving Supply Regulations (Revision-I), 2009 and its amendment issued from time to time. In response to the applications received for NSC, power supply maybe arranged in the following ways:-

Online Connection: If the existing Distribution System is having the bandwidth of meeting load, the electricity supply is provided from the existing Distribution System after deposition of applicable charges by the Applicant as per applicable MPERC regulations.

Extension Works: If the existing Distribution System is incapable of meeting additional load requirements, augmentation of Distribution System is planned for the release of new connections.

2.3.1. Online Connection

(a) Process diagram

The process flow chart for extending supply for online connection is illustrated in the diagram below:


Works Manual


Start

Registration of

application

though phone

or online by

consumer

Site survey &

collection of

document

Site survey by different

agencies for different

schemes in different

region

Consumer file

submission at office

for verification of

previous dues

Estimate preparation for

distribution augmentation or

additional DTR with extension

of line for 5% supervision

charges

Connection to be

released in existing

main ?

Yes No

Issue notice to

applicant for

clearance of

dues.

Dues In

Premises ?

Issue of

demand note

Dues

cleared

?Yes

Reject the

application

No

Yes

Money deposit

Work order for

AE/JE(City/ O&M)

generation after

depositing

money

Allocation of

contractor for

work execution

Issue meter &

accessories

from Area

store

Installation of

meter

Charging

permission

along with test

report &

Connection

serve

Detail enters in

to R-3

Billing Stop

Issue of demand

note

Work is to be

executed by

private A-class

listed contractor

by consumer after

depositing 5%

supervision

charges

Work is executed

through

departmental

staff.

Estimate

sanction

Survey within 5 days in

urban areas & 10

working days in rural

areas.

Load up to 10 KW , inspection, Work

execution is to be done by Listed

contractors in case of existing network. In

extension of line survey & work execution

is to be done departmental staff. Load

above 10 KW inspection & work

execution is done by departmental staff.

Within 7 days of

inspection

Within 15 days

of inspection in

urban areas &

30 days of

inspection in

rural areas.

LT-Within 60 days of

receipt of application

except agriculture, HT-

within 90 days , EHT-

180 days

Fig-1: Online Connection Process


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(b) Procedure

Survey: Consumer applies for new connection/extension of load through phone and online application (Presently applicable to Bhopal City). On receipt of application of NSC, the surveyor goes for inspection to consumer premises within 5 working days in urban areas & 10 working days at rural areas according to MPERC, 2013. After inspection of site, surveyor collects necessary documents from the consumers. Surveyor checks the technical feasibility of the site & then fills up the field survey report before submitting the same at office. At office dues are checked for premises. If dues are receivable, then a notice is issued to consumer for clearing the same. In the event of non-receipt of within the prescribed time limit then application gets cancelled.

Estimation sanction: For every application estimation is prepared. The estimate is a document which consists of a report, plans, specifications and the detail statement of quantities and rates; with an abstract showing the total estimated cost of each item and shall be prepared only after detailed site survey. Estimate is to be selected by selecting appropriate scheme and administrative approval reference. As per MPERC, 2013, 45 m cable can be provided for connection. Beyond 45 m, consumer has to pay extra money.

Issue of demand note: The demand note is issued to consumer detailing of money and applicable time of deposit after dues clearance.

Work order: Work order is given to AE/JE of Zone/DC for further work. Work is allocated to contractor for work execution. Meter is issued from the area store. After execution of the work meter installation process is carried out. In city area work is delegated to registered contractors. In rural area, the work is carried out by own departmental staff.

Meter installation & billing: Meter is issued from area store by JE/AE. Meter is installed by the line staff and meter seal certificate is provided to consumers.

Charging permission: After meter installation the charging permission should be taken from competent authority along with the test report. After getting charging permission, connection will be served to consumer.

History generation: At back office, history of the connection is generated. Each consumer record is populated with details like consumer name, consumer address, existing pole no. etc. Meter related details like meter number, meter make, meter category are also recorded against consumer/connection number.

Company’s Obligation to extend the distribution line and consumer’s share in the cost: In case of the extension of distribution line or augmentation of DTR for supplying to consumer, the Company will forward estimate containing the charges of extension of distribution main, laying the service line, the amount of security deposit, any other charges as applicable to the consumer, within 15 days in urban areas and within 30 days in rural areas. Consumer can get the work executed through the Company’s listed contractors in line with the provisions of MPERC 2013. However the consumer shall have to deposit 5% of the supervision charges with the Company for the work. Consumer can procure the materials as per MPERC, 2013. If consumer fails to get the work done within the stipulated timeframe, the Company may, on giving fifteen days’ notice treat the requisition for supply as cancelled & the consumer has to apply afresh. On completion of the work by the consumer’s contractor, consumer will intimate the completion of the work. Utility will intimate to consumers for testing of installation within 3 days, the date of testing of installation. Upon satisfactory testing of the installations, the STC department shall arrange for the meter & accessories. If Company is not satisfied with


Works Manual


wiring of the installation then applicant shall be required to get the defects rectified. Contractor should get the charging permission as per the provisions of Section 8.4.

2.3.2. Extension Works

(a) Supply to domestic consumers located in multi-users complex or new residential colonies: There are two ways to provide supply to domestic consumers located in multi-users complex or new residential colonies.

Single point connection

Individual connection to consumers.

2.3.2.1. Single Point Connection

(a) In single point connection, utilities provide supply up to particular points as agreed with coloniser. The builder/developer develops own arrangement by listed contractor for giving supplying to individual. The owner/coloniser of society/colony shall bear the cost of extension as specified in MPERC, 2009.

(b) The owner/builder includes any agency whether government, local body or private that constructs the building/colony.

(c) Procedures:

On receipt of requisition from builder/developer for supply of electricity to multi-consumer or society, the utility shall take action for extending the supply as below procedure.

For the purpose of development of infrastructure for extension of distribution mains, the load of the multi-consumer complex shall be calculated as per MPERC guidelines.

Field officer will go for the feasibility study for the colony/society, place where single point connection is to be provided. Field officer checks the all the possibilities like site for network development & transformer set up. All safety measure should be checked according to the rules & regulation.

Estimation is prepared by the field officers and forwards it to the competent authority for approval. After approval demand notice is issued.

The builder/developer submits 5% supervision charge of estimation. The builder/developer gets the work done by listed contractors. After completion of the work the builder/developer will intimate the completion of work to utility. Utility will intimate the date of testing of the installation. After satisfaction, STM department arrange for the meter & its accessories for installation at single point connection as decided earlier.

Contractor applies for the charging permission as per the provisions of Section 8.4. After charging permission connection will be served and punched in billing database for billing.

Time taken for completion of the work shall be as per MPERC guidelines.

2.3.2.2. LT Supply to housing colonies

(a) In individual connection, utilities provide supply to individual consumer as agreed. The Owner/coloniser develops own arrangement by listed contractor for giving supplying to


Works Manual


individual. The owner/coloniser of society/colony shall bear the cost of extension as specified in MPERC, 2009.

(b) Procedures:

On receipt of requisition from builder for supply of electricity to multi-consumer or society, the utility shall take action for extending the supply as below procedure.

For the purpose of development of infrastructure for extension of distribution mains, the load of the multi-consumer complex shall be calculated as per MPERC guidelines.

Field officer will go for the feasibility study for the colony/society. Field officer checks the all the possibilities like site for network development & transformer set up. All safety measure should be checked according to the rules & regulations. Meters shall be provided by utility at ground floor of the colony/society.

Estimation is prepared by the field officers and forwarded to the competent authority for approval. Post approval, the demand notice is issued.

The builder/developer submits 5% supervision charges of estimation. The builder/developer gets the work done by listed contractors.

After completion of the work the builder/developer will intimate the completion of work to utility. Utility will intimate the date of testing of the installation.

STM department will arrange for the meters & its accessories for installation at specified place.

Contractor applies for the charging permission as per the provisions of Section 8.4. After charging permission connection will be served and punched in billing database for billing.

Time taken for completion of the work is as per MPERC guidelines.

2.4. Deposit & other works

2.4.1. Depository Works

The Depository Works are the works including but not limited to shifting of lines & substations from

one location to another locations, electrification of colonies, providing new service connection as per

provisions of MPERC (Recovery of Expenses and other Charges for providing Electric Line or Plant

used for the purpose of giving Supply) Regulations (Revision-I), 2009 and MPERC Supply Code, 2013

amended from time to time. Such works shall be classified in following categories:-

The actual cost of such works is to be borne by the consumers and deposit 100% of such cost to the Company;

The cases where 100% cost of works is met through local Member of Parliament (MP)/ Member of Legislative Assembly (MLA) funds and/or by district collectors;

The cases where 100% costs of works are met by GoMP allotted funds to the District Collector through Adim Jati Kalyan Vibhag for development of Tribal Sub Plan/Schedule Caste Sub Plan areas.


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2.4.2. Supervision Charges for Capital Works (SCCW - Contributory Works)

The SCCW Works are the works including but not limited to shifting of lines & substations from one

location to another locations, electrification of colonies, providing new service connection, etc. For

such works, the consumer can get the work executed through a licensed contractor/agency on

payment of 5% of the cost of work as supervision charges to Company as per provisions of MPERC

(Recovery of Expenses and other Charges for providing Electric Line or Plant used for the purpose of

giving Supply) Regulations (Revision-I), 2009 and MPERC Supply Code, 2013, amended from time to

time. After completion of the work, the lines and transformers shall be handed over to the Company

which shall become the property of the Company. Any defect in workmanship and/or equipment

within the guarantee period for completion of such works shall be attended by the concerned

Applicant/ Contractor.

2.5. Works under GoMP schemes

In addition to the works mentioned above in preceding sections, the works carried out by the Discom

shall also include works for development of land, construction of buildings or structures, civil,

structural & mechanical fabrication, foundation construction, transportation, loading & unloading,

erection, installation and commissioning of distribution facilities and/or any other work required for

renovation & modernization and repair & maintenance of existing distribution facilities, including but

not limited to following schemes amended from time to time with all circulars, orders and

notifications issued by the Discom and any other new scheme launched as per directives of GoMP.

2.5.1. Anudan Yojana

With a vision to make agriculture a profitable business GoMP has introduced a scheme from 6th May,

2011 vide its notification no. 4079/13/2011, for providing electricity to new agricultural permanent

pump connection at lower cost to the farmer. In this scheme, for the financial year FY 15 Seemant

Krishak (having land holding upto 2 hectare) has to deposit Rs. 6000/- per HP per pump and other

cultivator (having land holding more than 2 hectare) has to deposit Rs. 9600/- per HP per pump. The

remaining amount is provided as grant by the GoMP against estimated cost upto Rs. 1.50 Lakh. Any

cost incurred above Rs. 1.50 Lakh per pump is to be borne by the cultivator. However, the scheme also

provides for an annual increase of 10% in cultivator share.

2.5.2. Own Your Transformer Scheme (OYT)

This scheme has been introduced by the GoMP from 4th May, 2011 vide its notification no. 3970 for

providing new agricultural permanent pump connection by installing Distribution Transformer (DTR)

with necessary 11 kV and LT Line at consumer cost. The maintenance of 11 kV line is done by

Company and maintenance of DTR and LT lines is to be done by the consumer. Few modifications in

the provisions of this scheme have been approved vide circular no. MD/MK/W&P/5040 dated 2nd

March, 2013 and vide circular no. MD/MK/W&P/243 dated 1st June, 2013.

2.5.3. Other GoMP Schemes introduced from time to time

Any other scheme as and when introduced by GoMP shall be adopted by the Company.


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3. INSTITUTIONAL FRAMEWORK OF WORKS AND PLANNING SECTION

3.1. Introduction

(a) The Works and Planning Section of the Company comprises of corporate office, regional office(s) and circle office(s).

(b) For execution of works under this Manual, determination of material requirement received from regional offices & other user department and guidance to field officers for correct working, In-charge (Works & Planning section) at the corporate office shall be responsible. In-charge (Finance & Accounts) shall be responsible for fund allocation for the above mentioned requirements. The execution and monitoring work shall be done by the respective Engineer-In-Charge of the User/Indenting departments.

(c) All the above responsibilities shall be executed with reference to DOP.

3.2. Organisation Structure – Corporate Office

(a) The organogram of the Works & Planning function at the corporate office is given below:

Figure 1: Organisation Structure-Corporate office

(b) The Works and Planning Section have two Sub-sections i.e. Works; and Planning & Design.

3.2.1. Functions of Works Sub-section

(a) Control and liaisioning with Sub Transmission Construction (STC) Divisions, monitoring of all

works;

(b) Preparation and updating of Schedule of Rates (SOR) (including Maintenance Schedule and

Labour Schedule);

CGM (Works & Planning)

GM (Works & Planning)

Dy. GM - I (Works

subsection)

Manager - III and Assistant

Manager

Dy. GM- II(Planning & Design subsection)

Manager - I and II

System Analyst


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(c) Execution of State Govt’s schemes like SSTD, Anudan Yojana, Own Your Transformer (OYT)

Yojana;

(d) Land and other statutory approval related to the Project, coordination with the District

Administration and other statutory agencies like railway and forest department;

(e) Maintaining records with respect to the completed and ongoing works;

(f) Sanctioning/administrative approval of estimates received from the field.

(g) External electrification of colonies and urban growth area;

(h) Development of electrical network under the New Development Scheme;

(i) Ensure compliance to policies in line with the Works Manual and standardisation of practices

within the Company.

(j) Maintain the Asset Register and its updating.

(k) Facilitate the IT team in provision of ERP related data website content with respect to works in

liaison with sections/subsections.

(l) Coordination with all sections of the Company for meetings related to Energy Department,

Hon’ble Energy Minister, Hon’ble Chief Minister;

(m) Record keeping, monitoring and compliance on Hon’ble Chief Minister declaration (Mananiya

Mukhyamantri Ghoshna);

3.2.2. Functions of Planning & Design Sub-section

(a) Preparation of annual Works Plan;

(b) Network planning group, Network planning through CYMDIST software or relevant software;

(c) Census data analysis, data on electrification, data on un-electrified villages;

(d) Coordination with Supply Management & Operation Section to identify works related to system

strengthening and better network operations;

(e) Identifying critical requirement of new Substations, augmentation of additional Power

Transformer/Distribution Transformer capacity and HT Lines;

(f) Design specification and standardisation – Policy related issues on the subject, Liaising with

Central Electricity Authority (CEA) on this matter and all regulations framed by CEA;

(g) Provide support to the Technical Committee for validating the technical specifications and its

proceedings;

(h) Preparation of Annual Budget for CAPEX for State Govt. funded schemes except Rural Projects

and Urban Projects.

(i) Provide support to the State Planning Commission in preparation of five year plan ;


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(j) Annual material requirement planning for Capital Works including the requirements from

Maintenance and Breakdown Management (M&BM) Section;

(k) Planning for EHV infrastructure in coordination with the Power Load Management Section,

including proposal for augmentation of existing EHV substations and addition of new EHV

substations;

(l) Monitoring progress of new EHV substation(s) construction and appropriately sanction and

monitor the progress of power evacuation circuits;

The list of activities shall not be considered restrictive to the extent specified herein.

3.3. Organisation Structure - Regional office

(a) The organisation chart at regional office level is given below:

Figure 2: Organisational Structure-Regional office

CGM - Region

GM/DGM – Area Stores

Works

GM - Works

DGM - Works

Vigilance Commercial RAO Projects HR & Admin Civil

Field Office

GM Purchase

(b) The Works and Planning Section of regional offices shall be responsible for:-

Managing timely execution of works.

Support the W&P section in collecting and compilation data related to annual plan, material requirements and monthly progress reports, etc.

Procurement of non-central purchase materials in tune with work sanction under annual plan and other schemes.

Release of materials, resolution of procedural problems shall be done by regional CGM.

Scrutiny of the cases submitted for administrative approval


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The approval for technical sanction of Works shall be given by Competent Authority as per

DOP.

Region Office(s) shall be responsible for invitation of tender, bid process management and award of works for contracts with contract value of as per provisions of DOP.

3.4. Organisation Structure-Circle Office

(a) The functional organisation chart at circle office(s) is given below:

Figure 3: Organisational Structure-Circle office

GM - Circle

Sub-transmission Construction (STC)

O&M

DGM

Manager/Asst. Manager

IT

Commercial

Legal

Accounts HR & Admin Project Monitoring

Sub-Transmmission Maintenance (STM)Vigilance

(b) Circle Office(s) shall be responsible for invitation of tender, bid process management and award

of works for contracts with contract value of as per provisions of DOP.

(c) GM (O&M/City) is the key officer for coordination between DGM (STC)/ DGM (O&M)/DGM

(STM) and DGM (Works) for planning of works, ROW problems, contractor problems,

commissioning of works, liaising with Govt. officials, etc.

(d) The Sub Transmission Construction (STC) department shall be responsible for the execution of

works in the jurisdiction of the Circle. This department shall be responsible for the coordination

& MM of contractors for execution of works in the divisions. The approval for

registration/tenders shall be given by contract accepting Competent Authority as per DOP.


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4. PLANNING OF WORKS

Planning of works under various categories discussed in Section 2 is an essential condition for

ensuring timely execution of works with minimum cost overruns. However, to ensure timely execution

of the works following key steps need to be undertaken.

Figure 4: Planning of Works

CYMDIST analysis results

Actual field survey & load analysis

Administrative approval

Annual work Plan

Estimate Preparation

Technical Sanction

Work order to STC divisions

Handing over to O&M

Execution of works

Data & Input from power load management section

Proposal submitted by GM & CGM to W&P section

Charging of works

Asset creation

Deposit, ND, SCCW scheme work

Works under Govt scheme.

4.1. Annual Works Plan

Normal load growth in the Distribution System due to addition of new Consumers including the

connections provided under various schemes in the Company area has made it necessary to study the

system behaviour on an annual basis. On the basis of such studies, various systems strengthening

programme(s) are formulated to cater future load growth in the area as well as to ensure quality power

supply to the Consumers. Such system strengthening programmes need to be considered while

preparing the Annual Works Plan based on following process:-

(a) Proposal submitted by the GM(O&M & City) & CGM(BR & GR) to the Works & Planning Section

based on preliminary survey of the field for analysing load profile & loading conditions of the

Distribution System of the area;


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(b) Software based analysis through software such as CYMDIST, etc., of the loading profile based on

inputs from the power load management section of the Company and inputs from preliminary

field survey mentioned in the Section 4.1(a) above;

Such Annual Works Plan for each financial year shall be prepared by Planning sub-section of Works &

Planning Section and approved by the Board of Directors of the Company as per provision of the

Delegation of Power (DOP) and its amendments. Such Annual Works Plan may be revised in urgent

cases only on submission of sufficient justification and its approval by Competent Authority on

recommendation of Regional CGM as per provision of the DOP. It must be ensured that the Annual

Works Plan is prepared and finalised considering the following key components mentioned below.

4.1.1. Key Components of Annual Works Plan

Planning element(s) are the limits for major components of the Distribution System and proposed

actions to be undertaken in case such limits are exceeded beyond prescribed limits. Planning

element(s) which shall be taken into account while preparation of The Annual Works Plan is as

annexed (Annexure 9.20)

4.1.1.1. Conductor specifications

Ensure that the Aluminium Alloy Stranded Conductors shall be considered with specifications (as per

IS 398 (part IV) 1994 as amended from time to time). (Annexure 9.20)

4.1.1.2. XLPE cable specification

Ensured that cables at 11 kV and 33 kV voltages levels shall be considered with following specifications

as per IS 7098 Part-2/1985 and IS: 7098 Part-2/1985, respectively, as amended from time to time.

(Annexure 9.20)

4.1.1.3. Safety Clearance Provisions as per IS Standards

(a) Appropriate safety clearances from buildings/roads/ railway or others has to be ensured during

construction and need to be factored in while preparing the Estimates for execution of Works.

Adequate clearances at uneven surfaces, extra support required for maintaining proper

clearances will have to be included in the Estimate. The SOR has been prepared considering

normal working conditions at field. However, wherever there is deviation from such normal

working condition, the Estimate shall be prepared accordingly.

(b) In order to avoid induction in telephone system, special care shall be taken to ensure that

telephone lines do not run parallel to proposed lines for long distances.

(c) At river crossings, support pole design, height and number shall be decided as per crossing

location condition and High Flood Level of river. Preferably double pole structure in 13 Meter

H-beam/Rail pole with double stay or stud shall be taken above 100 meter span. If span is more

than 125 meter three pole H-beam (in alignment) shall be considered. For further span specially

fabricated structures may be used. However, it must always be ensured that crossing angle

should be at least 60 degrees and not more than 90 degrees.

4.1.1.4. Voltage Regulation (VR)

The conductor material and its span must be so chosen so that the voltage drop is within permissible

limits prescribed by the India Electricity Rules, 1956 as amended from time to time. As the India


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Electricity Rules, 1956, the voltage drop at tail end of the line at different voltage levels shall be

maintained as follows:-

Table 1: Permissible voltage

Sr. No. Voltage level Permissible voltage drop 1. 33 kV ±9% 2. 11 kV ±9% 3 LT – 440 V ±6%

For VR calculation following conductor constants shall be used:-

Table 2: Conductor capacity

Voltage level

Name of Conductor Condutor capacity at 0.8 power factor (kVA / km)

L.T.(400 volts) Weasel 1.76 Rabbit 2.33

Raccoon 2.73

11 kV

Weasel 1084 Rabbit 1578

Raccoon 2088 Dog 2414

33 kV Raccoon 18546

Dog 21724 Panther 25731

4.1.1.5. 33 kV Bay

(a) Clearly indicate requirements of 33 kV bay at concerned EHV substation for power evacuation

of 33 kV feeders from the EHV substation. The availability of such 33 kV bay shall be ensured by

GM (O&M/City). MPPTCL shall also be contacted for ensuring the availability of the space for

bay with MPPTCL and if found available, it should be reserved for the concerned work and

should be appropriately in the Plan. If it is found that the bay is not available then accordingly

requirement of such 33 kV bay shall be built in the Plan and shall be sent for approval from

MPPTCL, Jabalpur.

(b) For avoiding duplicity of requirement for 33 kV bay under works not in the scope of this

Manual, GM (O&M/City) in consultation with concerned officers, shall be responsible for

completion of applicable checks.

(c) All correspondence and deposition of charges for additional 33 kV bay to Chief Engineer

(Planning), MPPTCL for Works under this Manual, shall be done through the Works & Planning

Section as nodal section.

4.1.1.6. Earthing

It is extremely important to earth the line and electrical equipment in the substation for protecting

equipment and human beings/animals, connected/ in the vicinity of such equipment from electrical

shock. Minimum earthing requirements to be ensured has been mentioned as under:-


Works Manual


(a) Mesh earthing for black cotton soil shall be ensured for 33/11 kV S/S with following minimum

specification:-

Twenty earthing rods (3m long*25mm dia);

Three pits with each having four GI pipe 3m in length and 40mm in diameter;

50*6 mm MS flat for main mesh, neutral earthing & earthing of Power transformer and 50*6 mm MS flat for structure earthing connections. It shall be ensured that total maximum permissible weight for such MS flats is 525 kgs.

Neutral & body earthing of the transformer and lightning arresters shall be double earthed, that is each earthing point should be connected to separate earth pits with no other connections being provided on such earthing.

The earth value of the mesh should be maximum 1 Ohm.

(b) Special Chemrod mesh earthing for 33/11kV sub-station/Additional PTR/Aug. of PTR shall be

undertaken for sub-stations with murram soil/hard rock with a guarantee of earthing value less

than 1 Ohm.

(c) Three pipe earthing at distribution transformers shall be earthed with earth value less than 1

Ohms.

(d) 33 kV line shall be earthed on every pole using coil earth.

(e) 11 kV line shall be earthed on every pole using coil earth.

(f) LT line shall be earthed on every 5th pole using coil earth.

4.1.1.7. Detailed Field Surveys and Preparation of Route Maps

(a) Field survey is the most important factor in understanding, determining and finalising

Estimates based on actual site conditions. The order of the SOR, 2013, iterates the same

emphasising on necessity of field surveys reflective of actual site conditions as close as possible,

which was neglected in the past.

(b) The schedules in the SOR are to be referred as guidelines for preparation of Estimates, whereas

quantities of material shall be taken strictly as per actual site conditions identified during field

surveys in order to avoid delay of work due to revision of Estimates. For works to be executed

departmentally or through STC Divisions and contractors, responsibility is given to G.M.

(O&M/City) to ensure that Estimates are prepared after proper survey of sites.

(c) After field surveys detailed Route Maps must be developed so that each requirement of the

material is suitably justified. Such Route Maps should contain details of route of lines to be

erected and/or extended with details of prominent landmarks, line/river/road/railway

crossings, etc.

(d) Every care must be taken for capturing every information for preparation of the Estimates. In

addition to above, the following points should also be referred during the field survey:

Effective maintenance of the line and easy accessibility in emergency conditions;

Accessibility of switching points;

Proximity of future potential loads;

Minimum compensation for future extensions;

Maximum overall economy of route;


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While carrying out survey for overhead lines, provision of proper number of supports height

and stay should be considered.

An equitable balance of the above conditions.

(e) It must be noted that once finalised any revision in the Estimate requiring additional field

survey shall be allowed only after sufficient justification.

4.1.1.8. Schedule of Rate (SOR)

(a) The Company publishes SOR every year with applicable rates and schedules for the various

types of works to be referred by all officers for guidance in preparing the estimates. A minor

deviation in the quantity of individual items from corresponding schedule in the SOR can be

allowed as per actual site conditions.

(b) The SOR is prepared for framing the Estimate for various works and is limited for departmental

use only. The SOR for a financial year is updated on annual basis and shall be considered for

preparation of Estimates for corresponding financial year.

(c) The SOR can be revised on essential requirement basis by Competent Authority as per

provisions of the DOP. However, for such revision of the SOR requisition shall be made to the

Works & Planning section and then it shall be sent to the Competent Authority for approval as

per provisions of the DOP.

4.2. Estimation of Works

The Estimate is a document showing the total estimated cost of each item proposed for the Works

under this Manual. Such an Estimate consists of a report, plans specification and a detailed statement

of quantities and rates, with an abstract and shall be prepared only after detailed site survey as

discussed in Section 4.1.1.7. Estimates are to be prepared in ERP by selecting appropriate scheme.

4.2.1. Procedure

For the Works in scope of this Manual, following procedure should be adopted:

(a) The field check off all Estimates should be carried out by Asst. Manager, Manager as the case

may be according to the importance of the land and the extension scheme;

(b) The DGM(O&M/City) should finally ensure the correctness of the Estimate;

(c) Estimates shall then be submitted for Administrative Approval. As per Administrative Approval

subsequently the Estimate shall be submitted for Technical Sanction.

4.2.2. General instructions for preparation of Estimates

The following general instructions should be observed in preparing Estimates in addition to the

technical points detailed above:-

(a) Clearly indicate the cost of labour, materials and service tax separately irrespective of work

being executed by either contractor or departmental agency;


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(b) When an extra percentage in material is allowed on account of special local conditions it should

be so stated, in history & scope as per provisions of section 4.2.3(a)and this extra percentage

should not be described as contractor’s profit;

(c) It must be ensured that the works proposed are for long term ensuring sustainable benefits

intended to cater to load requirements for at least one year in the area under consideration;

(d) Time Schedule for providing HT services and LT services shall be applicable as per provisions of

MPERC Supply Code, 2013 amended from time to time;

(e) No item showing a lump sum provision should be made in the Estimate irrespective of the cost

and therefore, complete details must be worked out and shown in the Estimate. It is important

that extensions should not be under estimated as it distorts revenue projections and leads to

wastage of time for revision of Estimates. On the other hand over-estimating will tend to restrict

development due to blockage of funds;

(f) No connection should be released without installation of meter. The meter must be installed on

the outside of front wall of the building properly fixed at a height between 5' to 6' for proper

approach/ meter reading;

(g) As all use of energy whether for sale or use on works should be measured to arrive at correct line

losses and other statistics, sub-station transformers should be provided for station yard lighting

including lighting and energy for drying, filtering, demonstration or watering garden purposes.

Such sub-station transformers at 33/11 kV Sub-stations shall be three phase transformers with

capacity of 100 kVA;

(h) For civil works for new Substations, provisions of Company’s Circular No. 4638-39 dated 15th

December, 2012 amended from time to time shall be applicable;

(i) As per Section 55 of Electricity Act 2003, proper accounting and audit of Distribution System is

essential. The installation of energy meters for energy audit/account purpose must be ensured

at 33/11kV S/s, 11/0.4kV distribution transformer and on new 33kV & 11 kV feeders. Without

installation of energy measurement system, the commissioning/charging the S/s, line and new

DTR in urban area should not be allowed as per provisions of Circular no.

MD/MK/works/Circular 4834 dated 5th January 2013.

(j) Provision should be made for expandable to 2x5 MVA transformers capacity in 33/11 kV S/s

proposed.

(k) Provision for separate VCB for each power transformer on 33 kV & 11 kV side & feeders (33 kV

& 11 kV) should be made for protection of equipment and control of power flow.

(l) Use of 3.15 MVA and 5 MVA transformers should be considered for installation of additional

transformers where only one transformer is there in S/S, instead of augmentation to higher

capacity, as two transformers of same capacity are better for management of load in case of

failure of power transformer.

(m) The Estimates for line extensions should be in the format as prescribed in the ERP. The

quantities shall be fixed as per actual site requirements whereas rates of the items shall be

automatically taken from the ERP;

(n) It is mandatory to lay 0.5 km Double Circuit Single Stringing (DCSS) line for all new 33kV &

11kV lines emanating from 132 kV EHV s/s & 33/11kV sub-station respectively, such that it can


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be converted to double circuit double stringing (DCDS) without ROW problem as per future

load requirement .

(o) It is mandatory to lay all new 33kV & 11kV lines double circuit single stringing (DCSS) in Nagar

Nigam/Nagar Palika/Nagar Panchayat area. In exceptional cases GM (O&M/city) may give

exemption from this ruling on giving justification on writing.

(p) For roads/lines/river crossing, relevant schedules as per provisions of SOR, shall be

supplemented with 33 kV lines / 11 kV lines respectively, as per actual site requirement;

(q) Old practice of making welding joints/using of extension pieces to increase height of 13m pole

should be discarded. In such cases, only 15 meter long 152 mm x 152 mm H-Beam has been

prescribed to be used for safe clearance in crossing lines/ roads.

(r) The storm guys are to be provided with poles and structures at wind prone area to all HT lines

and LT lines to have proper protection and stability to poles and structures from storms and

cyclones;

(s) Proper carpet guarding, diamond guarding and horizontal guarding should be made at all the

crossing of LT lines, telephone lines, river, road and heavy populated areas to avoid accidents;

(t) The rates of railway crossing work and way leave charges wherever applicable may be included

in the Estimate based on site requirement/Railway rules.

(u) Rail pole is a costly material , hence it should be precisely used only where the physical loading

is high as per Circular No. 4438 dated 5th December, 2012 as amended from time to time and

any subsequent circulars issued in this regard;

(v) The RS Joist 175X85 mm will only be used at limited locations in LT works & 33/11 kV S/s yard

lighting.

(w) For erection of 11 kV line in rural areas, the PCC poles with length of 8 mts and load bearing

capacity of 140 kgs shall be used in normal condition. However in urban areas and semi urban

areas, H beam 152 mm x 152 mm with a weight of 37.1 Kg per meter should normally be used.

(x) For erection of 33 kV lines poles with a length of 9.1 mts. and load bearing capacity of 290 kgs

should be used in rural areas and H beam 152 mm x 152 mm with weight of 37.1 Kg per meter

should be used in urban area with Dog conductor.

(y) Looking to the load density, the sizes of conductor have been increased. Therefore the

maximum span in rural area should be 100 meters in 33 kV lines and 85 meters in 11 kV lines

and 50 meters in LT lines.

(z) MS channels and poles of bus bars at 33 kV and 11 kV side should be of same dimensions to

maintain uniformity of structures in substations, as per typical drawing enclosed with SOR;

(aa) In order to reduce line loss in Distribution System, shifting of distribution transformers to load

centre should be taken up such that length of LT line per circuit is reduced and no. of LT circuits

per transformer are increased.

(bb) Two distribution transformers shall not be kept on same DP structure.


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(cc) All LT Line shall be laid by using insulated cables or AB Cable. LT line extension is not

permitted on bare conductor. In any case, length of LT line in new distribution system shall not

be more than 0.3 km of LT line for a distribution transformer.

(dd) The barbed wires on the stay set should be provided to HT and LT lines to avoid interference

and fouling by animals. The LT stay insulators should invariably be provided to LT PCC poles

and other such type of supports

(ee) The bimetallic connection and loose connections have been noticed frequently in existing

system. Therefore at the bimetallic junction, bimetallic clamps should be used to avoid pitting

and burnings at contact surfaces. For having tight connections, proper length of binding is also

necessary to avoid loose connections. The old materials removed or scrap received from

dismantling of the old line should be returned to Area Stores (as per provisions in estimate)

strictly observing store accounting procedure.

(ff) Cost against dismantling should be taken as 50% of the cost incurred in the erection work.

(gg) In preparing Estimates for Agricultural Consumers, following conditions must be ensured to be

fulfilled:-

That the Estimates are not taken for wrong wells/tube wells. Correct owners of wells/tube wells or tenants correct S.F. numbers of the land on which the wells are situated should be ascertained, if necessary, in consultation with revenue officials;

That the capacity of motor is suitable and the highest necessary with reference to requirements of irrigation. Capacity of pump should be adequate to irrigate land.

That in the event of there being partners to the well, there will not be any objection from other partners for pumping water;

Certificate along with the Estimates, needs to be furnished in confirming that the capacity of the motor mentioned in the agreement is in conformity with the normal requirements, taking into consideration the condition of the well and the area to be irrigated;

(hh) In the case of new factories, care should be taken to see that various licenses/approvals have

been or will be issued by the local authority and in the case of an existing factory that the license

is current and will remain in force for a reasonable period.

(ii) SCCW - Contributory Works and deposit works: In addition to above guidelines for

Estimate, following additional care shall be taken in preparing Estimates for SCCW works.

Details as under:-

The supervision charges for execution of works under SCCW – Contributory Works shall be determined vide Circular No. MD/MK/WP/2013-14/580 dated 23rd August, 2013 as amended from time to time.

Detailed technical information of the existing & proposed system should be submitted along with Estimates for colony electrification & multi storied building in the prescribed format as per Annexure 9.18.

During shifting as well as erection on new 33 kV line & 11 kV lines, not less than 13 Mtr. long H-Beam should be used while crossing National or State highways as per provisions of Circular No. 2990 dated 23rd August, 2012 amended from time to time and/or any


Works Manual


subsequent circulars issued by the Company in this regard. No Estimate should be framed for crossing the National highway/State highway with L.T. line.

The MPERC Recovery of Expenses and Other charges for providing electric line or plant used for the purpose of giving supply) Regulations (Revision-I), 2009 as amended from time to time should be kept in view in estimation of load and directions given there-in, while preparing the Estimate of electrification of colonies, the documents & papers of colony for their legality should be checked.

4.2.3. Structure of Estimate

(a) The Estimate shall contain the following details:-

Overview of Estimate: A brief overview of works to be undertaken shall be mentioned.

Amount of Estimate: Cost of work, allocation of charge under departmental account heads detailing provision/grant for estimated expenditure.

History & Scope: A brief review of the circumstances leading to the necessity for undertaking the work shall be given. Detailed scope enumerating the extent of the work involved such as erection of a “11 kV line with a railway crossing, transformer structure and 430 volt feeder lines, etc.” or a “430 volt 3 phase distribution and installation of a DTR” or “extension of 33 kV lines”, etc. This should be fully explained showing also the take-off or tapping arrangements.

Loading capacity of equipment, feeder or transformer, existing load, additional load expected, regulation of voltage and other details should also be mentioned with detailed calculation sheets enclosed.

Technical specification and drawings highlighting details of quantity of work, rating and other technical specifications of the materials required supported with detailed Route Maps.

Other technical particulars such as section of the conductor, railway crossings, any special material, tree compensation, land acquisition, telephone lines, line/river/road/railway crossings, etc.

Revenue: Expected revenue from the project, wherever applicable.

Estimated payback period shall be mentioned for justification of feasibility of expenditure. This is return to the Company by way of line loss reduction against the investment done in capital works.

Abstract: Clear description should be made in abstract of the Estimate mentioning following particulars:-

Issue of the materials: Gross Expenditure

Table 3: Issue of materials-Gross expenditure

Sr. No.

Name of the schedule

Schedule no Quantity Unit Amount (Rs)

1. 2. 3.

Total


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Return of the materials: Credit

Table 4: Return of materials: Credits

Sr. No.

Name of the schedule

Schedule no Quantity Unit Amount (Rs)

1. 2. 3.

Total

Net cost of Estimate: = (A) - (B) = Rs_________ (in figures and words)

Cost schedule:- Different schedule prepared using SOR as guidelines as per provisions of Section 4.1.1.8 shall be applicable.

Depreciation: Provision for depreciation of various materials shall be worked out at the prescribed rates notified by SOR as amended from time to time. The depreciation of an asset for preparation of the Estimate may be determined based on sample illustration of 100 KVA DTR having 10 year of period of service completed shown below:-

Table 5: Sample Depreciation calculation

Sr. No.

Particulars Value (Rs.)

A Cost of 100 kVA transformer 50900

B 10% irreducible cost 5090

C Cost of transformer after less 10% irreducible cost 45810

D Less depreciation charges for say 10 years of life @4% 18324

E Depreciated value of the transformer at the end of 10 years (E=C-D)

27486

F Add 10% irreducible cost 5090

G Cost of old transformer assuming 25 years of life and 10 years in service (G=E+F)

32576

4.2.4. Documentation of Estimate

Further, following details shall also be attached in ERP with the Estimates prepared:-

(a) Sketch showing the take-off arrangements, details of the distribution lay-out, the street lights,

etc.;

(b) Statements of anticipated revenue and, if applicable then guaranteed revenue;

(c) Payback period;

(d) Any other document(s) to be attached with the Estimate to meet requirements of ERP.


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The report should state clearly the purpose of the work estimated and explain any peculiarities

requiring elucidation, including the reasons for the adoption of the Estimate project, wherever

necessary or design in preference to others. In the case of a project consisting of several works, the

report may be a single document for all works and likewise the specification. However, details of

measurements and abstracts shall be prepared for each work. The report for the project consisting of

several works shall be supplemented by a general abstract for the project.

4.3. Approval of Estimates

4.3.1. Administrative Approval

Administrative Approval is an order to execute a certain specified work at a stated cost. When a work

is required to be undertaken, the Administrative Approval shall be obtained from Competent

Authority as prescribed in the DOP. However, no separate Administrative Approval is required for

Works included in the approved Annual Work Plan and State/Central Govt. schemes.

4.3.2. Technical Sanction

For each individual Work to be carried out after obtaining administrative approval, the Estimate

along-with necessary documents shall be submitted for Technical Sanction of Appropriate Authority

in the Company as prescribed in the DOP. This sanction through ERP is known as the Technical

Sanction and must be obtained before the execution of the work is commenced. As its name indicates,

it amounts to a guarantee that the proposals are technically sound and that the Estimates are

accurately calculated and based on adequate data.

4.4. Consumer Agreements

Signing Consumer Agreements related to revenue works is essential prior to issue of Work Order and

it must be undertaken with respect to provisions of the MPERC Supply Code, 2013.

4.5. Work Order

Estimates sanctioned by Approving Authority as prescribed in the DOP, shall be forwarded to DGM

(O&M) of the area under consideration for issue of Work Order. Further process (shown below) shall

be followed upon for initiating bid process for award of the contracts:-


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Figure 5: Process flow diagram of Work Order

Issue of Work Order by DGM (O&M) and sent to DGM (STC) for execution of works

Reissue of Work Order by DGM (STC) to Manager (STC) of Sub-Division

Verification of estimate provisions through actual site

surveys by manager(STC)

Work Order to be returned to DGM (STC)

Work order returned by DGM (STC) to DGM (O&M) for revision

and subsequent re-approvals.

Asst.manager(STC) Prepare Bill of Quantity (BoQ), proposal for the works, services and submit to

DGM(STC)

Asst. manager(STC) to Prepare Bill of Materials(BOM) and submission to Area stores

through Manager (STC)

Asst.manager(STC) to draw required materials by placing Issue Indents in Area Stores

Correct

Mode of execution of works for selection of contractor

Correct

Incorrect

Format for issue of work order by DGM (STC) to Manager (STC) has been provided in Annexure

9.8.

4.6. Bill of Material (BOM)

In case of semi-turnkey Works and Labour Contracts as detailed in Section 6.1, BOM shall be

prepared for issue of material from Area Store to the Contractor. During preparation of the BOM, the

status of the materials available in the Area Store shall be checked. Manager (STC) shall be

responsible for preparation of the BOM. The BOM shall be finally approved by the DGM (STC) & then

submitted to the area store. The value of BOM shall be determined as per format provided in

Annexure 9.9.

4.7. Bill of Quantity (BOQ)

BOQ is the statement giving details of materials to be supplied by the Contractor for Turnkey

Works/Semi turnkey Works/Labour contracts as detailed in Section 6.1. Before issue of NIT/NIQ,

Manager STC of the subdivision shall be responsible for preparation of BOQ determining the material

to be supplied by the Company as per materials available in Area store. Such BOQ shall also take the

material supplied by the Company into consideration for erection along-with transportation of

materials for works to be executed by the Contractor. The value of BOQ shall be determined as per

format provided in Annexure 9.9

The BOQ prepared by Manager (STC) shall be sent for approval of DGM (STC) or higher Competent

Authority as per provisions of the DOP amended from time to time.


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4.8. Revision of Estimates

If at initial stage when work has not been started, it is found necessary to make any important

deviation from the Estimate which has been administratively approved or if the cost is likely to exceed

by more than 10 per cent of estimated cost which has been technically sanctioned, revised

Administrative Approval must be obtained and subsequently revised Technical Sanction.

While submitting a Revised Estimate, it is necessary that a CS indicating and explaining fully the

reasons for the difference in cost of each sub-item of work between the Revised Estimate and the

sanctioned Estimate, is also furnished.

4.9. Supplementary Estimate

If after appointment of contractor, issue of material from area store and execution of work has been

started, a fresh item of work needs to be added to originally contemplated works for execution, then

this additional work shall be covered by a Supplementary Estimate accompanied by a full report

explaining the circumstances which the work to be executed. The report accompanying the

Supplementary Estimate should be comprehensive and contain following details:-

(a) The amount of the original Estimate;

(b) The total amount including the amount of the Supplementary Estimate for which sanction is

sought and also Supplementary Estimate, if any, sanctioned previously. If the total amount so

arrived at exceeds 10 percent of the administratively sanctioned provision for that work, a

proposal indicating where from the additional amount required can be met, should invariably

be submitted for Administrative Approval.

4.10. Currency Period of Estimate

Currency period is the time permitted to operate and execute works under particular technically

sanctioned estimates in various schemes. The currency period has been notified vide Circular No.

MD/MK/Works/12-13/5154 dated 30th March, 2013 and shall include any revisions, modifications

vide applicable circulars, notifications, etc. as amended from time to time.

4.11. Land Acquisition

Revenue department, GOMP shall provide land on lease to power generation/distribution companies

as per its circular no. 5070 dated 25th August, 2010. Based on requirements of land projected in the

Annual Works Plan and after obtaining its Administrative Approval and Technical Sanction, land

selection & acquisition shall be initiated.


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5. REGISTRATION/ENLISTMENT OF THE CONTRACTORS

The registration of Contractors is a system to form a group of Contractors having prequalification

signifying the capability of a bidder to handle a particular type of contract and its volume.

5.1. Objective

(a) The aim of registration process is to facilitate timely execution of the Works by the Contractors

and to reduce time and cost overruns in submission of same documents repeatedly by the

Contractors. This process can be adopted for all the works mentioned in this Works Manual,

which may be prescribed by the Company from time to time;

(b) To facilitate participation by new Contractors inclusive of contractors coming through ”Yuva

Contractor Yojana” in execution of Works under this Manual;

5.2. Policy

(a) The process of registration shall be applicable only to domestic bidders;

(b) For purpose of evaluation of the application(s) for registration of the contractors for works upto

a contract value of Rs. 20 Lakhs, the GM (O&M/ City) shall be responsible for appointment of a

Screening Committee (SC). Such SC shall comprise of :-

DGM (Works) in the O/o of GM (O&M/ City );

Representative of STC department, not below the rank of Manager;

Accounts Officer or his representative from Finance & Accounts department of the circle.

(c) However, it must be noted that for works with contract value more than Rs. 20 Lakhs, the SC

shall be appointed as per provisions of the Procurement Manual.

(d) Bidders who are not registered in accordance with the procedures set out in this section will be

required to submit complete documents for technical, financial qualifications and other

essential QR along with their tender/Enquiry to the GM (O&M/City)/DGM (STC) while

participating in any Enquiries/Tenders/Labour Award as per provisions of this Manual.

(e) The registered contractors shall be exempted to submit separate documentary evidences

confirming their registration as part of their quotations/Bids for value and type of works

specified in their Registration Certificate. Only single self-attested copy of the Registration

Certificate shall be enclosed with their quotations/Bids.

(f) It shall be made clear to Contractors that registration by itself does not guarantee that the

contracts for works including turnkey & semi turnkey contracts & services shall be awarded to

the registered contractors;

(g) The Company shall have the right to de-list any of the contractors based on its performance in

respect of contracts awarded.

5.3. Registration Procedure

The mode of the registration process may be Offline/Online. New contractors get registered

themselves Offline/Online once for participating in the tender process. The procedures for the

Offline/Online registration are as following.


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(a) The intending contractors shall be offered an opportunity to apply Offline/Online. “Application

format” (Annexure 9.17) is prescribed in the system.

(b) A nominal registration fees can be levied for contractor registration as per the sole discretion of

the DISCOM’s officer.

(c) Offline/Online, the contractors shall submit application in the prescribed format at any time

(d) The following documents are required for the online registration

Address proof

Copy of self-attested PAN card

Copy of self-attested registration certificate of service tax no.

Cancelled bank Cheque

Self-attested copy of year of establishment of firm.

Details of provident fund registration

Self-attested copy of audited balance sheet & profit loss account for experienced contractors.

Experienced certificate in case experienced contractors.

(e) The documents submitted including any additional information shall be evaluated by the

Screening Committee (SC). The written application may be followed by further clarifications/

discussions between the applicants and the SC to clarify and/or supplement the information

contained in the original application.

(f) After evaluation of the documents, the registration certificate should be issued.

(g) The registration process flow chart is given in the diagram below


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Figure 6: Flow chart-Registration process

Rejection of application

Check if further clarification/information

required?

Evaluation of application by the SC.

Receipt of application with necessary

information & supporting documents by the office of

GM(O&M/ City) for Registration/Renewal

Registration/Renewal

Evaluate applications for satisfaction of eligibility and qualification criteria

No

Seek further clarification/conduct discussions with

applicants

Issue of Registration Certificate by GM (O&M/

City)

Yes

Recommend shortlisted contractors for approval

by GM(O&M/City)

Appointment of SC by GM (O&M/City)

Satisfactory

Update Register

Not Satisfactory

5.4. Eligibility criteria for Registration

5.4.1. Conditions of eligibility

(a) The Contractor shall be eligible to get registered if it meets the eligibility criterion and

Qualification Criterion as detailed in the subsequent sections.

(b) The Applicant may be required to furnish evidence by whatever means that is considered

appropriate to establish that the Contractor is a legal entity.

(c) The Company may deny the registration of a contractor for reasons directly related to its

capability and availability of resources to successfully perform the contract.

5.4.2. Conditions of ineligibility

Contractor shall be ineligible for registration, if:-

(a) It is debarred from participation in any public procurement by any competent authority as per

law;


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(b) It is insolvent or is in receivership or is bankrupt or is in the process of being wound up, or have

entered into an arrangement with creditors;

(c) Its affairs are being administered by a court, judicial officer or by an appointed liquidator;

(d) It has suspended business or is in any analogous situation arising from similar procedures

under the laws and regulations of India;

(e) It has been found guilty of professional misconduct by a recognized tribunal or professional

body or any Government authority or judiciary; and,

(f) It has not fulfilled obligations with regard to the payments of taxes, duties or other payments

due in accordance with the laws of India;

(g) A firm which has been engaged by the Company to provide consulting services for the

preparation or implementation of a project, and any of its affiliates, resulting from or directly

related to the firm’s consulting services for such preparation or implementation.

Note: The criteria for ineligibility may include but not limited to the above specified which shall

be decided by the GM (O&M/ city).

5.4.3. Qualification Criteria for Registration

(a) All contractors shall be given equal opportunity of submitting application for registration.

(b) It shall be ensured that only those contractors having technical and financial capabilities as

mentioned in Section 5.4.3(d)will be registered for the corresponding Slab of works.

(c) All new contractors shall be eligible to participate in execution of the works prescribed in this

Manual as per provisions of Section 5.4.3(d) detailed below.

(d) The different qualification criteria may be prescribed for registration of contractors for different

items of works including turnkey and semi-turnkey Works & Labour services keeping in view its

nature. In addition to Section 5.4.3, the qualification criterion shall be including but not

limited to the following;

Technical and Financial Capacity: The contractors shall be evaluated on the basis of following technical and financial QR as prescribed in the table given below:-


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Table 6: Slab wise Technical capability

Slab No.

Contract Value

Mode Min technical requirement of overhead electrical works successfully completed

Min financial requirement

Slab I Upto Rs. 3 Lakhs

Enquiry/Labour Award

Nil Nil

Slab II

Upto Rs. 3 Lakhs

Enquiry/ Labour Award

Equal to an aggregate contract value of Rs. 10 Lakhs in last three (3) years from the year of Bid submission date.

Nil

Slab III

Rs. 3 Lakhs-Rs. 5 Lakhs

Tender Equal to an aggregate contract value of Rs. 15 lakhs in last three (3) years from the year of Bid submission date.

Average annual Turnover of at least Rs. 10 Lakhs in last three years from the year of Bid submission date.

Slab IV

Rs 5 Lakhs-Rs 20 Lakhs

Tender Equal to an aggregate contract value of Rs. 40 lakhs in last three (3) years from the year of Bid submission date.

Average annual Turnover of at least Rs. 30 Lakhs in last three years from the year of Bid submission date.

5.4.3.1. Technical Capability

(a) A description of the contractors technical facilities, including the details of tools, items and

technical equipment available;

(b) For ensuring satisfactory performance by the contractor, the bidders shall be required to furnish

copy of performance certificate from the DGM of the discoms or any officer not below the rank

of DGM/Executive Engineer working in any other Government/Govt. undertaking organisation,

for the type of contract and its value as prescribed above.

5.4.3.2. Financial Capability

(a) The balance sheets, profit & loss accounts and a certified statement of the overall turnover and

turnover in respect of contracts executed for meeting financial requirement as prescribed above

by a recognized accounting firm or statutory auditors with income tax return duly acknowledged

by tax authority;

(b) Proof of tax registration and tax clearance certificate from the tax authorities.

The above registration shall be valid for the concerned circle only in which registration has been done.

A contractor registered in a particular slab is authorised to work for all lower slabs upto registered slab.


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6. MODES OF WORK CONTRACTS AND SELECTION METHOD

6.1. Classification based on provisions of Materials

The works proposed in Section 2 shall be classified on the basis of materials provided by the

Company and shall be in the following categories:-

(a) Turnkey Works: All the material for execution of the works is fully supplied by the Contractor

from approved vendors of the Company along-with erection work;

(b) Semi – Turnkey Works: In this type of works most of the materials are supplied by the

Company. Any remaining material is supplied by the Contractor along-with erection work;

(c) Labour Contracts: The material requirements for execution of the works are supplied by the

Company whereas the contractor provides Labour services for completion of the works. Labour

contracts shall be for labour services provided for construction and maintenance of 33kV line,

33/11kV Sub-Station, 11kV line, Distribution Transformer and LT lines. The consolidated labour

rates have been circulated vide T.O. letter No. MD/MK/Works/12-13 /2477 dated 19.07.12. In

the SOR, these labour rates have been reviewed in context of increase in present labour wages

w.e.f. 01.04.13 circulated by Labour Commissioner, Indore. Accordingly the revised labour rates

for construction of lines and S/s and labour rates for maintenance of lines & S/s have been

prescribed in the Schedule of Rates FY 2013-14 (SOR) issued by the Company. However, such

labour rates shall be applicable as prescribed in the SOR as amended from time to time.

However, it must be noted that the above works shall be executed as per contract monetary value as

prescribed in QR in Section 5.4.3(d) through Enquiry, Tender or Labour Award.

6.2. Selection based on Contract Value

The Company shall follow the modes for execution of works depending on the value of contracts.

However, any new contractors coming under “Yuva Contractor Yojana” shall also be eligible to

participate in any modes of Contractor selection on fulfilment of QR as per provisions of Section

5.4.3 Such modes of selection of Contractor shall be finalised after classification of the Works as per

provisions of Section 6.1 above.

(a) Tender

For works with contract value estimated above Rs. 3 Lakh and upto Rs. 20 Lakhs, Tender shall be

initiated as prescribed in this Manual. However, for works with contract value above Rs. 20

Lakhs e-tendering shall be done as provisions of Procurement Manual and Standard Bidding

Documents shall be applicable. The minimum and maximum limit of Rs. 3 Lakhs and Rs. 20 Lakhs,

respectively, shall be applicable as per amendments issued by the Company from time to time.

(b) Enquiry

In order to speed up execution of the Works Enquiry based limited bidding shall be invited for Works

under this Manual with contract value upto Rs. 3 Lakhs. The execution of works prescribed in

this Manual shall be awarded only on receipt of Quotations from a minimum of 3 (three) parties. The


Works Manual


maximum limit of Rs. 3 Lakhs shall be applicable as per amendments issued by the Company from

time to time. Only Registered Contractors shall be eligible for submitting their Quotations in response

to Enquiry raised by the Company.

(c) Labour Award

The Labour contracts with estimated value of Rs. 3 Lakh or less shall be awarded to Registered

Contractors only through Labour Award i.e. without running any Enquiry or Tender process. The

Competent Authority for Labour Award shall be as per corresponding provisions of the DOP.

Labour contracts with estimated value above Rs. 3 Lakh shall be awarded through Tender as per

provisions of Section 6.2(a).


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7. BID ISSUANCE AND OPENING - GENERAL GUIDELINES

7.1. Contract Value

Contract value is the cost of the contract value shall be determined considering availability of material

in the Area Store and material to be issued against approved purchase orders. It shall be clearly

mentioned that the material supplied by the Company shall be transported from Discom to the

subdivision and/or subdivision to site by the Contractor. Accordingly, transportation cost shall be

borne by the Contractor. Sample Format (Annexure 9.10) has been annexed for calculation of

contract value.

(a) DGM (STC) shall initiate a proposal for calling of Enquiry/Tenders for the work orders along-

with Technically Sanctioned Estimates received from DGM (O&M).

(b) DGM (STC) shall be responsible for selection of process for execution of works with reasons for

the selection, from the following:

Classification of works as per Section 6.1 and

Modes of execution of works as per Section 6.2.

(c) In general the selection of classification of works and mode of execution would depend upon the

following:

The estimated contract value of works determined based on availability of material in area stores and approved Work Order as per provisions of Section 4.5;

Threshold values prescribed in the Manual;

Contractor enlistment or source standardisation for the relevant works finalised, as per the prescribed procedures and, if so, the execution will be made accordingly;

Number of known sources available;

Urgency of requirement in writing.

(d) Once the classification of works and modes of execution are initiated by DGM (STC), it shall be

finalized by the competent Tender Inviting Authority as per provisions of the DOP.

(e) After finalisation of mode for execution of works, the process for selection of Contractors shall

be initiated in accordance to bidding requirements detailed in Sections below.

7.2. Standard Bidding Documents

(a) The purpose of bidding documents is to facilitate the bidders in arriving at an informed decision

on whether or not to submit a bid, also at working out their rates for the works & services for a

competitive bidding and to enable bidders to prepare responsive bids.

(b) The SBDs issued by the Company vide circular no. MD/MK/Works/4660 dated 17th December,

2012 shall be considered for selection of contractors for execution of works prescribed in this

Manual.

(c) However, in case of any mismatch in terms and conditions of the SBDs and this Manual, the

provisions of this Manual shall be applicable. For inviting bids for works under this Manual, any

amendment(s) in the SBDs, if required, shall be approved by the Competent Authority as per


Works Manual


DOP. Any other condition applicable for execution of the works shall be same as prescribed in

the Procurement Manual and SBD.

7.3. General conditions to be incorporated in the Bidding documents

7.3.1. Eligibility and Qualification criteria for bidders

Eligibility and qualification criteria for bidders shall be specified in the bidding documents. Broadly

the criteria shall be in line with the eligibility and qualification criteria of contractors as mentioned in

Section 5.4.3.

7.3.1.1. Technical Criteria

Technical criteria specified in the bidding documents shall promote competition, while assuring the

critical performance or other requirements for the works under this Manual considering the

provisions of Section 5.4.3.

7.3.1.2. Financial Criteria

For preparing financial criteria for selection of Contractors, the bidding documents including

necessary correspondences to be made with respect to bidding documents, DGM (STC) at Division

office or DGM (Works) at Circle office or GM (Purchase) at Region office, as the case may be, shall be

responsible. In addition to the above, any other condition for such financial criteria shall be applicable

as per provisions of the Section 5.4.3 and the SBDs.

7.3.2. Cost of Bid document

(a) The Cost of Bid document for selection of contractor for execution of works under this Manual

shall be limited to 0.1% (zero point one percent)of the contract value of the proposed works,

rounded up to nearest multiples of hundred.

(b) The Cost of Bid document shall be submitted in the form of Crossed Bank Demand Draft (DD) /

Pay Orders / Banker’s Cheque (BC) issued from a scheduled commercial bank/ nationalised

bank as mentioned in the bidding document drawn in favour of the Tender Issuing Authority.

(c) For bidding documents downloaded from the Company website, the Cost of Bid Document shall

be submitted in the EMD envelope along with the bid, if not paid already before bid submission.

(d) Any Enquiry and/or Labour Awards shall be exempted from submission of Cost of Bid

Document.

7.3.3. Bid Validity

(a) Validity period (90 days) of the bid shall be specified in the bidding documents. Bidders shall be

required to submit bid valid for the period specified in the bidding documents which shall be

sufficient to enable the Company to complete the comparison and evaluation of bids, and obtain

all necessary approvals from the Competent Authority so that contract can be awarded within

that period.


Works Manual


(b) If the Company sees that it is not possible to complete the bid evaluation and award of contract

within given period of validity due to reasons beyond its reasonable control, it may solicit

bidders consent for extending bid validity period by maximum of 90 days. Any such

modification(s) shall be undertaken as per provisions of the Procurement Manual.

7.3.4. Earnest Money Deposit (EMD)

The requirement of submission of EMD will be specified in the bid documents and where so specified,

it shall be submitted by the bidders along with the bids. Bids received without EMD, where required

to be submitted as per bid documents, shall not be opened. The EMD will not be entitled for any

interest thereon. EMD shall be as per provisions of the Procurement manual.

7.3.5. Execution Period

(a) One of the objectives of the Tender Issuing Authority is to ensure completion of the works in

this Manual within prescribed timeframe.

(b) The Execution Period shall be dependent upon the last materials drawn from the Area store.

The applicable timeframe for the Execution Period shall be as under:-

Table 7: Execution Period

Sr. No. Contract Value Execution Period (days) from the date of issue of Award.

1 Upto Rs. 3.0 Lakhs 60

2 Above Rs. 3 Lakhs – Rs. 5 Lakhs 90

3 Above Rs. 5 Lakhs – Rs. 20 Lakhs 180

Note: The limit shown above is the maximum limit in execution period.

(c) Details of schedule for designing, inspection, supply and transportation will be developed by the

successful bidder as a necessary requirement of each contract and mutually agreed between the

Company and contractors, before the award of the Contract.

7.3.6. Security Deposit (SD)

SD shall be submitted either in form of DD/Bank Cheque/Pay order/BG issued from a scheduled

commercial bank/nationalised bank as mentioned in the Procurement manual & Standard Bidding

Document(SBD) drawn in favour of the A.O. (Accounting unit) of the concerned circle.

7.3.7. Insurance and Transportation

(a) Bidding documents shall permit Contractors to arrange transportation and insurance from any

eligible source on his own expenses. However, expenses incurred by the Contractor for transit of

Power Transformers from the Area Stores to site of the works shall be payable by the Company

on the basis of submission of documentary evidence for the same.

(b) Custodian of Power transformer & Drawer of the Power Transformer from Area Store to work

site is responsible for the Insurance & transportation.


Works Manual


(c) For such insurance and transportation the provisions of the Procurement Manual and SBD shall

be applicable.

7.3.8. Force Majeure

The bidding documents shall clearly state the force majeure clause, that, in the event, contractor

delays in performing their obligations under the contract, and such delay is caused by force majeure,

including but not limited to war, civil insurrection, fire, floods, epidemics, earthquakes, quarantine

restrictions and freight embargoes, such delay may be excused and the period of such delay may be

added to the time of performance of obligation delayed. If a force majeure situation arises, the

contractor shall notify the Engineer-in-Charge (User department) in writing of such conditions and

the cause thereof along with documentary or pictorial evidence acceptable to the User department.

Unless otherwise directed by the Tender Issuing Authority in writing, the contractor shall continue to

perform its obligations.

7.3.9. Liquidated Damages (LD)

(a) All contracts shall provide for a clause on LD for delay in supply or completion of work by the

supplier/contractor/vendors except where it is considered appropriate with the approval of the

Competent Authority as per DOP not to include such a clause. The amount of LD shall be equal

to half percent (½%) per week of delay subject to a maximum of five percent (5%) of the value

of the contract.

(b) Provision for LD, due to shortfall in performance, in an appropriate amount shall be included in

the conditions for execution of works prescribed in this Manual when such works fail to meet

the performance requirements and would result in extra cost, or loss of revenue or loss of other

benefits to the Company.

(c) Provision may also be made for a bonus to be paid to suppliers or contractors for completion of

works as specified in the contract when such earlier completion or delivery would be of benefit

to the Company. The amount of bonus should be equivalent to the rates of the LOA due to delay. However, this may be applicable as per the terms and conditions mentioned in the tender

document.

(d) Provision may also be made for recovery of LD from other Discoms with approval from

Competent Authority as per DOP.

7.3.10. Arbitration/ Dispute Resolution

(a) All contracts shall include a suitable arbitration clause in line with prevailing rulings, laws and

regulations.

(b) For any disputes during execution of works, the officer of next higher rank to the

Tender/Enquiry approving authority of the works shall be responsible for its speedy resolution.

(c) In case above dispute is not resolved, the mechanisms for dispute resolution, intended to

regulate events following the breach of a contract by one of the parties, shall be applicable as per

provisions of the Procurement Manual.


Works Manual


7.3.11. Terms of Payment to Contractors

Payment terms applicable to the works prescribed in this Manual shall be based on the provisions of

the Procurement Manual.

7.3.12. Clarification on Bidding documents

The Invitation for Bid shall mention that if bidder requires further bid clarification, the same shall be

submitted in writing before the last date of bid clarification submission. The Tender Issuing Authority

will respond to all the bidders who have acquired the bidding documents, including a description of

the enquiry without identifying the source, as an amendment to the bidding document. Any bid

clarification inquiry received after the last date of bid clarification will not be responded.

7.3.13. Sale of bidding documents

(a) Bidders’ representative will be required to collect duly signed original Tender from the

concerned office of the Company during the period as specified in the notification which shall be

used for final submission of bids.

(b) Bidder(s) who has/have been debarred from participation in Tender during the relevant period

shall not be issued bidding document.

7.3.14. Bid/Quotation Opening Date

(a) Generally, the last date for submission of Bids/Quotations and date of opening of the

Bids/Quotations should be kept same, with a time lag of sixty (60) minutes between submission

and opening of Bids/Quotations. The timings for submission of Bids/Quotations would

normally be 15:00 hours and opening of Bids/Quotations would be at 16:00 hours on the same

day and accordingly specified in the bidding document. In some exceptional cases, as decided by

the Tender Issuing Authority, Bids/Quotations shall be opened next day and that timeline needs

to be incorporated in bidding document.

(b) The Bids/Quotations submitted by the Bidders shall be opened as per provisions of this section

only in the presence of the Company’s officers as per provisions of the DOP.

(c) For fixing the bid-opening date, time periods given in the following table may be allowed:

Table 8: Bid Opening Date timelines

Mode of Tender

No. of days between issue of NIT/NIQ and end of sale of bidding document

No. of days between end of Sale of bidding document and submission of Bid/Quotation

Maximum Minimum Maximum Minimum Labour Award Nil Nil NA NA Enquiry Ten (10) days Five (5) days NA NA Tender Fourteen (14) days Seven (7) days One day 1 hour

(d) It may further be specified in the bidding documents that in cases where any of the dates, as

given above, are declared holidays, the next working day will be considered. Such postponement

of date will not have any impact on the other dates specified in the bidding documents.


Works Manual


7.3.15. Extension of Bid Opening Date

(a) Need for extension of closing date for sale of bidding documents, or date and time for

submission & opening of Bids/Quotations may arise due to reasons within the Company or on

the request of the prospective bidders. Such extension could be granted on merits with the

approval of Tender Issuing Authority. However the extension of validity period of EMD shall

not be required in cases where Bid Opening Date is extended for not more than fourteen (14)

days in aggregate of all extensions.

(b) The notice of Extension of Bid Opening Date shall specify the following:

“The bidders who have already submitted their Bids/Quotations within the original date of

submission shall have the option to submit their revised Bid/Quotation in substitution either in

full or in part of earlier Bid/Quotation. In the absence of a revised Bid/Quotation, the original

Bid/Quotation shall be considered for opening and subsequent evaluation.”

(c) The Bids/Quotations already received, as per the original scheduled date, shall be considered

for opening on extended date in case no revised Bid/Quotation is submitted. Wherever, the

bidder has submitted revised Bid/Quotation in modification of earlier Bid/Quotation, the

earlier Bid/Quotation shall not be opened and shall be returned to the bidder, if required.

(d) The Tender Issuing Authority shall intimate the bidders who have already submitted their

Bids/Quotations three (3) days prior to Bid Opening Date. For NIT, the extension of Bid

Opening Date shall be posted on the Company’s website whereas for NIQ such extension shall

be sent through registered post to the bidders.

7.3.16. Pre-bid Meeting

No Pre-bid meeting shall be held for the execution of works prescribed in this Manual. However in E-

tendering pre-bid meeting may be conducted.

7.3.17. Mobilisation of Advances in Contracts

(a) For execution of works prescribed in this Manual, no advance shall be payable to the

Contractor.

(b) For works with contract value above Rs. 20 Lakhs, the provisions of the Procurement Manual

shall be applicable.

7.3.18. Currency of Bid

The bidding documents shall state clearly that Indian currency shall be applicable to the bidder for

stating their prices and in which the contract price will be paid.

7.3.19. Bid Form, Price Schedule and Price Bid

The bid form shall be a letter addressed to the Tender Issuing Authority with the bidder’s commitment

to accept and comply with the provisions of bidding documents/ contracts, which are binding on


Works Manual


them, and abide by the bid validity date and provide performance guarantees. Procurement Manual &

SBD can be referred for Bid form, price schedule & price bid.

7.3.20. Price Variation

No price variation shall be applicable for the works under this Manual.

7.4. Essential conditions in Bid documents for Tenders

7.4.1. Issuance of NIT

(a) Competent Authority as per DOP or officer one rank lower than the Competent Authority shall

be responsible for issuance of the NIT to the bidders. The issuance of the NIT shall be

undertaken as per provisions of the Procurement Manual.

(b) In addition to the above, the Competent Authority shall also be responsible for issuing the

approved NIT considering following points:-

For Works with contract value above Rs 2o lakhs: e-tendering process shall be followed with

detailed NIT & bid document uploaded on Company’s website as per provisions of the

Procurement Manual.

Under semi turnkey works in all (STC/O&M/city) division/circle, NIT should include

separate rates for supply and erection for individual materials, as per this office circular no.

4660 dt. 17.12.12.

7.4.2. Issuance of amendments/clarifications/corrigenda/addenda to the NIT

All amendments/clarifications/corrigenda/addenda to the NIT, shall be issued as per provisions of


7.4.3. Tender Evaluation Committee (TEC)

TEC shall be responsible for evaluation of bids submitted by the Bidders by applicable provisions of

the Procurement Manual for such bid evaluation.

7.4.4. Bid Evaluation and TEC Recommendation

(a) Based on bid evaluation, the TEC shall be responsible for submission of an Evaluation Report as

per provisions of the Procurement Manual.

(b) In addition to the provisions of the Procurement Manual for bid evaluation, it must be ensured

that in normal circumstances the Price Bids submitted by the Contractor shall be within the

contract value as prescribed in the NIT. However, in case the price quoted in the lowest Price

Bid is higher than the contract value, then such quoted price shall be forwarded to officer with

next higher rank to the officer approving the Evaluation Report as per provisions of Section

7.4.4(b), with sufficient justification.


Works Manual


(c) The Evaluation Report shall be submitted for approval by GM (O&M/City)/DGM(STC) as per

provision of Procurement and DOP.

7.5. Essential conditions in the bidding documents for Enquiry

7.5.1. Notice Inviting Quotation (NIQ)

(a) In case of Enquiry, Manager (STC) shall be responsible for preparation, initialisation and

finalisation of NIQ. The finalised NIQ shall be then submitted to the DGM (STC) for his

approval.

(b) Post approval, detailed NIQ with terms and conditions for selection of Contractor for execution

of the Works and BOQ format shall be sent by registered post to minimum fifteen (15) no. of

Registered Contractors.

(c) In case of priority works, Enquiry (ies) may be sent through a messenger subject to submission

of documentary evidence for receipt of the same. However, the Company shall not be

responsible for its timely delivery.

(d) For NIQ all amendments/clarifications/corrigenda shall be sent to the bidders through

registered post.

7.5.2. Quotation

(a) In response to the NIQ, the bidders shall be responsible for submitting their Quotations for

opening as per provisions of Section 7.3.14 & 7.3.15.

(b) The Quotations shall be submitted by the bidders in the original BOQ formats as per provisions

of the NIQ;

(c) All documents submitted as part of the Quotation shall be ensured to be signed on every page by

the bidder(s) submitting the bid.

7.5.3. Enquiry Evaluation Committee (EEC)

(a) For evaluation of Quotations for the Works prescribed in this Manual, DGM (STC) shall be

responsible for appointment of EEC. The EEC shall have following as its members:-

Officer of STC not below the rank of Manager;

Manager (O&M/STC);

Office Assistant of STC not below the rank of Office Assistant – Grade II.

(b) The members of the EEC may be required to give an undertaking that none of them has any

personal interest in the bidders participating in the tender process at any time during the

process of bid evaluation. Any Member having interest in any bidder should refrain from

participating in the EEC.


Works Manual


(c) Due to any exigencies or reason(s) thereof, if change of any EEC member is necessitated, the

same shall be done with the approval of DGM (STC).

(d) Post evaluation of the Quotations submitted in response to the NIQ, the evaluation results

along-with recommendations of the EEC shall be sent for approval of DGM (STC) as per

provisions of the DOP. If the recommendations of the EEC are not acceptable to the DGM

(STC), the reasons for non-acceptance thereof shall be recorded in writing.

(e) In case of any exigencies due to any reason(s) thereof, if any change of EEC member is felt

necessary, such change shall be undertaken only after its approval from DGM (STC).

7.5.4. Quotation evaluation and EEC recommendation

(a) Based on bid evaluation, the EEC shall be responsible for preparation of an Evaluation Report

as per provisions of the Procurement Manual.

(b) In addition to the provisions of the Procurement Manual for bid evaluation, it must be ensured

that in normal circumstances the Bids submitted by the Contractor shall be within the contract

value as prescribed in the NIT. However, in case if the price quoted in the lowest price bid is

higher than the contract value, then such quoted price shall be forwarded to officer with next

higher rank to DGM (STC) with sufficient justification.

(c) The Evaluation Report shall be submitted for approval to DGM (STC) as per provision of DOP.

If the recommendations of the EEC are not acceptable to the DGM (STC), the reasons for non-

acceptance thereof shall be recorded in writing.

7.6. Essential conditions in the bidding documents for Labour Award

It is reiterated here that the Labour contracts with estimated contract value of Rs. 3 Lakh or less shall

be awarded to the Registered Contractors only through Labour Award i.e. without running any

Enquiry/Tender process, as per provisions of Section 6.2(c).

7.6.1. Proposal preparation

Manager (STC/O&M) shall be responsible for preparation, initialisation and finalisation of proposal

for Labour Award as per format provided in Annexure 9.16 . The finalised proposal shall then be

submitted to the EEC for its evaluation based on the applicable rates as per SOR. The

recommendations of the EEC shall then be submitted to DGM (STC/O&M) for his approval.

7.6.2. Contractor’s consent

(a) Interested Registered Contractors shall give consent to provide services on the applicable labour

rates prescribed in the SOR.

(b) If more than one Contractor submits their consent for providing services, then their Quotations

shall be invited as per provisions of Section 7.5.2.

(c) The EEC formed as per provisions of Section 7.5.3 shall be responsible for evaluation of the

Quotations submitted. However, as per provisions of Section 7.5.4, EEC recommendations

shall be submitted for further approval.


Works Manual


7.6.3. Additional conditions for Labour Award

(a) All major/minor material is being purchased departmentally and Company intends to increase

more work execution on Labour Awards. In the cases where works are taken up on Labour

Awards, it has been observed that works are held up/delayed due to non-availability of minor

material such as nut bolts GI wire, GI pipe, 33 kV/ 11 kV hardware, etc. As it is very difficult to

maintain inventory of such minor materials, timely execution of the works gets affected. To

overcome this situation, Labour Awards shall be permitted to include minor material(s)

mentioned below:-

Table 9: Minor materials

Sr. No. Contract Value TEC Members

1 Nut Bolt As per applicable rate and quantity mentioned in the SOR

2 G.I. Wire Upto a value of 2% of the total contract value of the Labour Award or as per applicable rate and quantity mentioned in the SOR

3 G.I. Pipe

4 11kV/33kV hardware

(b) To avail this facility concerned DGM shall be responsible for enclosing a copy of issue indent

rejected by area store due to non-availability of material.

(c) In case, a particular work is essential and its rates are not mentioned in the corresponding

schedule, then the rates may be taken from the other labour schedule for the same work.

7.6.4. Contract Award & Administration

(a) The contract shall be awarded to the bidder (L1) who has offered lowest rate for execution of the

works. However, such offered rate shall be lower than the contract value of the works.

(b) After determination of final selected bidder, Competent Authority as per DOP will issue Letter

of Intent (LoI) as annexed to the selected bidder with draft Agreement;

(c) On acceptance of LoI, the selected bidder shall be required to submit the SD as per provisions of

Section 7.3.6 of the Manual;

(d) On receipt of SD the Agreement shall be signed by both the parties and LoA shall be issued to

the Contractor.


Works Manual


8. WORKS EXECUTION

8.1. Shutdown for execution of works

(a) For ensuring safe operations during erection of new lines, crossings of other lines, etc. it shall be

ensured that execution of works is undertaken with proper shutdown of the system. However,

such shutdown shall be planned at least 2 or 3 days prior to execution of the works.

(b) In the interests of the Consumers getting affected by such shutdown, the period for such

shutdown must be adequately communicated to the Consumers through appropriate channels

of mass information at least one day prior to the date of such shutdown.

(c) During the execution of works, officers of O&M department shall be responsible for working in

close coordination with the STC department. Any necessity of rectification work cropping up at

any time during execution of the works shall be ensured to be completed before commissioning

of the works. However, it must also be ensured that the execution of works at the site is carried

under supervision of representatives of the O&M department.

(d) In execution of works, every care should be taken so that safety and convenience of the public

are duly attended to and that all operations are carried out in such a manner as to interfere as

little as possible with the traffic or ordinary pursuits of the people.

8.2. Monitoring of the works

Manager (STC) shall be responsible for overall monitoring and ensuring timely execution of the works

without affecting the quality of the works. For ensuring effective implementation of the works

Manager (STC) shall be responsible for appointment of at least one line staff of concerned STC for

regular monitoring of the work being executed through the Contractors. The line staff shall be

responsible for submission of monthly report on progress of execution of works to the Manager (STC).

Such report shall be submitted to the DGM (STC) for his approval. If the progress of execution of

works is unsatisfactory, then the Contractor shall be liable to pay penalty for such non-performance as

per provisions of the Procurement Manual and SBDs.

8.3. Works completion

Contractor shall be responsible for intimating completion of execution of the works to the DGM

(STC)/ Manager (STC) at a date after physical completion of the works or at a date nearing completion

of the works subject to the condition that such date shall not be earlier than fifteen (15) days from the

date of physical completion. Immediately upon receipt of such intimation in form of a written

communication from the Contractor, DGM (STC) shall initiate further necessary action for taking

over.

8.4. Charging permission

(a) After completion of the works, charging shall be undertaken in supervision of DGM

(STC)/Manager (STC). Prior to charging of any new lines and substations, necessary permissions

shall need to be taken in compliance to the provisions of the Indian Electricity Rules, 1956

amended from time to time with submission of required information such as maps, drawings and

other relevant information including the payment of any fees if any for the same.


Works Manual


(b) In case of SCCW - Contributory Works, the applicant and his A-class electrical contractor shall be

responsible for getting charging permission of the works and submission of required documents

and deposit of fee(s) as per provisions of Section 8.4(a) above.

8.5. Physical charging and hand over to O&M

(a) The physical charging & handover process shall be initiated post the receipt of necessary

permission in compliance to the provisions of the Indian Electricity Rules, 1956 and its

amendment(s) if any.

(b) Information on charging such as charging of new 33 kV lines, new substations, 11 kV lines,

charging of new power transformers, etc. shall be communicated through various modes of

mass media for public information.

(c) If any minor rectification work other than the rectification works completed as per provisions of

Section 8.1(c) is felt necessary, then such works shall be allowed only after submission of

sufficient justification. However, the works completed shall be charged with loading the system

for supply of electricity, independent of completion of such rectification works. Further, such

rectification works shall be intimated to STC wing in writing within one week of receipt of

Handing over Note.

(d) Any line being charged for commissioning shall be thoroughly inspected jointly by

representatives from O&M department & STC department and Contractor’s representative.

Such joint inspection shall be carried out for ensuring fulfilment of following conditions:-

Line is erected with safe clearance at all places & guarding.

Connections at every pole and D.P. jumpers should be checked.

Stay should be checked for proper tension.

Earthing of poles, danger board & anti-climbing devices should be checked

Safe gap from tree branches.

Insulation resistance from phase to phase and phase to earth should be checked with

meggar.

(e) After completion of the pre commissioning check of work as mentioned in section 8.5(d), the

commissioning of the works shall be done only in the presence of following officers:

Table 10: Officers responsible

Sr. No. Voltage level Components of Works Officers responsible

1 33 kV

Substation, New/Additional/Augmentation Power Transformer

DGM (STC), DGM (STM) & DGM (O&M)

2 Lines DGM (STC) & DGM (O&M)

3 11 kV Lines Manager (O&M) & Manager (STC)


Works Manual


Sr. No. Voltage level Components of Works Officers responsible

4 LT or below Distribution Transformers and LT Lines or below

Manager (STC) & Assistant Manager (O&M)

(f) The installed Distribution Assets after commissioning shall be handed over to O&M department

by submitting Handing over Note in the format and covering memo as per Annexure 9.15 to

the officers mentioned in the above table. However Manager (STC) shall be responsible for

preparation of such Handing over Note.

(g) In case of unavailability of the designated officer(s) listed in Section 8.5(e), one rank below

but now below the rank of Asst. Manager can take handover of the work.

(h) In addition, monthly progress report of works completed shall be submitted by DGM (STC) to

GM (O&M/City) with its copy being submitted to DGM (O&M) of the concerned circle as a

counter check for handing over of works. However, DGM (O&M) shall also be responsible for

ensuring that no work is left uncharged and/or unutilised.

8.6. Pole schedule

(a) Pole Schedule is a statement recording no. of equipment installed on each pole which is

required for finalising quantity of works completed and quantum of materials utilised.

(b) Assistant Manager (STC), In-Charge STC Line staff of the area appointed as per provisions of

Section 8.2 and the Contractor’s representatives shall be jointly responsible for preparation of

the Pole Schedule within a week of completion of the works in the format as per Annexure

9.12.

(c) In case of works involving large quantities of materials, efforts must be made to initiate

preparation of the Pole Schedule immediately after erection of a pole during the execution of

works so that availability of final Pole Schedule is ensured within the time limits mentioned in

Section 8.6(b)Accounting of the material.

8.7. Accounting of the material

Accounting of the materials shall be done before passing of the bills by the officers responsible for

such accounting as detailed below:-.

(a) Considering material utilisation ascertained in the Pole Schedule, Manager (STC) shall check its

utilisation against the materials issued to the Contractor by him. If there is any mismatch in the

quantity of materials issued to the Contractor and materials utilised as per Pole Schedule, the

balance quality shall be returned back to the concerned department by the Contractor. Manager

(STC) shall record the details of the materials received from the Contractor in the MAS Register.

(b) After checking the quantity of materials as per Section 8.7(c)(a), Manager (STC) shall then

check materials issued as per Issue Indent from Area Stores and quantity of materials installed

as per Pole Schedule. If there is any mismatch in the quantity of materials, then the excess/short

drawl in quantity of material shall be returned to /adjusted in the Area Stores accounts through

the Return/ Issue Indent as detailed in Section 8.7(c). Such conciliation of account of


Works Manual


materials shall be ensured to be completed before passing of Contractor’s bill(s). Manager (STC)

shall also be responsible for recording the Return Indent in the MAS Register.

(c) If the material issued from the Area Stores for a particular Estimate is utilised in other

Estimate(s) following procedure shall be adopted:-

Submission in Area Stores: Issue indent for material utilised with respect to Estimate in

which works have been executed, shall be accompanied with Return indent of the material

with respect to the Estimate in which material has been drawn from the Area Store and such

indents shall be submitted to the Area Stores.

In-Charge – Area Stores shall scrutinise the documents and issue Material Receipt Advise

(MRA) against receipt of materials.

Physical return of material in such case may not be required.

(d) After completion of accounting of materials as discussed above, Manager (STC) shall be

responsible for complete documentation with respect to all adjustments against Return

Indent/Issue Indent only on approval by DGM (STC) through ERP.

(e) Power transformer and distribution transformer removed during Distribution System

augmentation works shall be returned back to Area Stores as per procedure given in circular

MD/MK/Works/Circular/12-13/3878 date 25/10/2012 within one month and 15 days

respectively, from the date of completion of such works.

(f) DGM (STC)/Manager (STC) should ensure that those Estimates in which works are likely to be

completed, all necessary material shall be drawn from the Area Stores.

(g) Materials issued on loan from one department to other department within the

Discom: Although in normal course, such a practice of giving materials on loan should be

avoided. However, in case of exigencies, requirement of materials on loan shall be entertained

only when such requirement is initiated from DGM (O&M).

8.8. Contractor bill

(a) The Contractors shall be responsible to submit their bills to the Manager (STC) for completed

works. The Bills shall be submitted with Pole Schedule and other relevant supporting

documents, in at least two copies. The bill shall only be passed for payment after completion of

specification work w.r.t provision of Section 8.5(c).

(b) Besides, the Contractor shall be liable towards necessary deposition of EPF of labour, Service

Tax and ESIC etc. as per applicable rates. If at any stage, objection is raised by concerning

department towards failure / short deposition of taxes, the amount shall be deducted from next

bill or security deposit.

(c) The Contractor bill shall accompany a declaration that he has actually paid the amount towards

EPF, Service Tax and ESIC.

(d) The contractor shall be responsible for submitting copy of EPF challan, deposited for the month,

along with bill for claiming payment towards EPF charges.


Works Manual


8.9. Measurements Books

(a) Measurement Book (MB) is a master record of works physically completed and is the basis of all

accounts of quantities of works executed. It is the most important record for accounting of the

materials. Every entry in the MB must be carefully made for updating of the same.

(b) The descriptions of the work must be lucid so as to admit of easy identification and check. Since

prompt settlement of claims is obviously in the interest of economy, measurements should be

promptly taken and delay in recording measurements should be avoided. Responsibilities

matrix for checking measurement is as following.

Table 11: Responsibility Matrix

Sr. No. Designation % of quantity work

1 AM 100%

2 Manager 50%

Note: % of quantity work shown above is total work done in a month

8.10. Terms of payment

Payment terms applicable to the works prescribed in this Manual shall be based on the provisions of


8.11. Completion report

(a) The details of the materials issued and Bills passed are available in the ERP. DGM (STC) shall

be responsible for checking the expenditure incurred against issued materials and passed bills.

(b) Once the expenditure is checked and finalised, the Completion Report shall be prepared by

DGM (STC) in the relevant format available in the ERP. The Report shall be then be submitted

to the Accounts Officer (Circle) for adding overhead charges as applicable.

(c) The Accounts Officer shall be responsible for reconciling the Report for validation of excess

expenditure, if any, and finalising the Completion Report.

(d) The finalised Completion Report shall be forwarded through ERP to the Finance and Accounts

Department of the Company’s Corporate Office.

(e) A Ceiling limit of 25% variation in individual quantity of materials shall be allowed to be issued

from Area Store as per provisions of the SBDs.

8.12. Asset creation

After finalisation of the Completion Report, the physical quantity of works completed and its financial

value shall be forwarded to DGM (O&M) through ERP. DGM (O&M) will check the data & submit for


Works Manual


entry in Asset Register. The Asset Register shall be updated by the DGM (O&M) of the area with the

details of such assets added.

8.13. Management records

(a) Standardisation of documentation for processes is an essential part for controlling field

activities and helps in uniform preparation of the documents required for specific purpose at

shortest possible time. Standardisation of documentation leads to improvement in quality and

quantity of the work. Documented guidelines help to avoid cost & time overrun.

(b) There are various records are maintained for standardization of documentation. The records are

as following

Records maintained at STC division level: Records maintained at STC sub-division

level:

Works order register

NIT issue register

Tender sale register

EMD register

SD register

Bill register

Work order register

Master MAS register

Estimate wise MAS register

Gate pass register

MB movement register

Contract proposal register


Works Manual


9. ANNEXURE:

9.1. Format for Works Master Register

S.

N

o.

Work

Order

No. &

Date

W/

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Li

ne

11

K

V

Li

ne

L

T

Li

ne

K

m

Di

stn

.

X-

me

r

No

s

PT

R

cap

acit

y

Lette

r of

Awa

rdNo

. &

Dt.

Nam

e of

Cont

racto

r

Val

ue

of

con

trac

t

n

o.

&

D

at

e

Am

oun

t

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


Works Manual


9.2. Format for NIT Issue Register

S. No.

NIT Details Name of Work

Village Estimate No. DT STC w.o.

No./DT.

Actual NIT opened Dt.

Sign of Office

Assistant

Sign of AE (O)

Sign of EE No. &

Issue date

Amt.

Proposed opening

Dt.


Works Manual


9.3. Format for NIT Sale Register

S.NO. NIT No. & Dt. Name of Contractor Cost of NIT DD No. & Dt. Receipt of

Contractor / Representative

Sign of Office

Assistant

Sign of AE (O)


Works Manual


9.4. Format for EMD Deposit and Release Register

S.NO. NIT No.

Name of

Contractor

Estimate No. & dt.

EMD Amou

nt

DD No. &

Dt.

R-11 No. &

Dt.

Remittances

to RAO vide CRA no. &

dt.

Final Award No. &

Dt.

Sign of Office

Assistant

Sign of AE (O)

Details of

release of

EMD letter No. &

Dt.

Sign of Office

Assistant

Sign of EE


Works Manual


9.5. Format for Security Deposit and Release Register

S.NO. NIT No.

Name of

Contractor

Estimate No. & dt.

SD Amou

nt

DD No. &

Dt.

R-11 No. &

Dt.

Remittances

to RAO vide CRA no. &

dt.

Final Award No. &

Dt.

Sign of Office

Assistant

Sign of AE (O)

Details of

release of SD letter No. &

Dt.

Sign of Office

Assistant

Sign of EE


Works Manual


9.6. Format for Bill Register

Name

of the

work

Village Estimate

no. &

Date

Amt Value of

contract

Date

of W/c

Handi

ng

over

to

O&M

No. &

Date

MB

no. &

Date

Bill

no. &

Date

Amount of

bill received

Gross

bill

passed

Deductions Amt of

bill

passed

Sign

of

OA

Sig

n of

AE

Sign of

EE

Ref no. &

Date

submission of

bill no. AO

SD I.

Tax

Vat

Tax

Service

tax


Works Manual


9.7. Format for MAS Register

Store

Keeper

Manager/ Asst.

managerStore

Keeper

Manager/ Asst.

manager

Note:- Excess material issued to contractor/agency shall be received through return gate pass and entry to be done in receipt side

M A S REGISTER

Sign. Sign.Sl.

No.

Source of

material

received &

Gate pass

No. & Dt.

Quantity Page No.

of Gate

passs

register

Description

of works (in

short)

Estimate

No. &

Dt.

Gate

pass No.

& Dt.

Name of

Contractor/A

gency

Quantity Balance

quantity of

materail after

issue

Vehicle

No. vide

which

material

sent

Details of material issuedDetails of material received


Works Manual


9.8. Format of Work Order by DGM (STC) to MANAGER (STC)

O/O DGM(STC) Dn. M.P.M.K.V.V.Co.Ltd. _______________

Work Order

No. -6200/Work/

Dt. ……….

Work Order No.

Shri ,_____________________Manager (S.T.C.) subdivision ____________ is here

by authorized to operate upon the following estimate immediately. A copy of estimate

is enclosed.

1. Name of the work :

2.

Estt.Sanction No. &

date :

(a)

Sanction Amount

Rs : /- (b) Allocation No. :

3 Name of Scheme :

4

W/O no.&dt of

E.E.(O&M) :

5

Date of receipt of

W/O :

6

Priority

ref./Approval No. : S/n

.

Name & Father’s name Village Load Purp. Land cat.

1

2

3

NOTE:-

a)

Completion report of the work shall be submitted within 15 days of completion of work.

b)

If provision exceed by 5 % the revised estimated may be submitted to the E.E.(O& M )

c)

Maintenance of MAS account register should be ensured.

d)

Line and S/S may be charged as per I.E. Rules applicable.

e) Ensure handing over of work to the E.E./A.E./J.E.(O&M)under intimation to this office.

f)

None of tree of should be cut down without obtaining proper permission from the

competent authority.


Works Manual


DGM (STC)

M.P.M.K.V.V.C

o.Ltd. Ltd. _______________

No. -

Dt. ………

Copy to:-

1. The GM/Dy. G.M. (Store)

M.P.M.K.V.V.Co.Ltd. Ltd.

Bhopal/Guna/Gwalior.

2. The Dy. G.M.(O&M) M.P.M.K.V.V.Co.Ltd.

Ltd._____________________

DGM (STC)

M.P.M.K.V.V.C

o.Ltd. Ltd.

_______________


Works Manual


9.9. Bifurcation of materials supplied by Company & Contractors

Name of work :

Estimate No.

No. Particulars Unit

Quantity of Material supply by BOM BOQ

11 KV line 11 KV DP DTR LT Line TOTAL

co. cont co. cont co. cont co. cont co. cont

1

2

3

4

5

6

7

8

9

Manager

Manager (STC) S.Dn.

O/o DGM STC Dn. MKMKVV Co.LTD, Bhopal

MKMKVV Co.LTD, Bhopal

Approved by

Dy. General Manager (STC) Dn.

MPMKVVCo LTD, Bhopal Note: Similar structure of format can be used for 33 KV lines & 33/11 KV S/S box.


Works Manual


9.10. Computation of Contract Value for Semi–Turnkey and Labour Contracts

1 (i) Name of estimate

(ii) Estimate No. & Date

(iii) Scheme

(iv) STC W/O No. & Date

S.No. Material to be supplied from Company side Cost Qty. Amount

1

2

3 (a) Total

(b) 11.75% estimated cost of material supplied by company side*

(c) Proportionate transportation charge for material to be transported by company vehicle from area store to sub division & pole transportation to site.

(d) Total cost from Company side (a+b+c)

(e) Total cost of sanction estimate

(f) Net contract value(e-d)

Office Assistant AE(O) AE (STC)

DGM (STC)

O/o DGM (STC) O/o DGM (STC) S.Dn…………… …………….

Note: Centages @2.5% will be applicable for Works in Anudan Yojana.


Works Manual


9.11. Comparative Statement (CS)

M.P. MADHYA KSHETRA VIDYUT VITRAN CO.LTD. STC Division__________

Comparative Statement after opening of BIDs

Name of work :

Estimate No.

NIT/NIQ No.

No. Particulars Unit

Quantity of Material supply by

11 KV line

11 KV DP

DTR LT Line TOTAL

co.

cont

co. cont

co. cont

co.

cont

co. cont Rate Amount Rate Amount Rate Amount

1

2

3

4

5

6

Total

L&T Charges

GRAND TOTAL

Note: Similar consolidated statement shall be used for 33 KV line & 33/11 KV S?S works

Divisional Accountant

Manager(STC) S.Dn.

Manager

Dy. General Manager (STC) Dn.

O/o DGM STC Dn. MKMKVV Co.LTD

MKMKVV Co.LTD

O/o DGM STC Dn. MKMKVV Co.LTD MPMKVVCo LTD


Works Manual


9.12. Pole schedule

Office of the - Manager STC sub Dn. MPMKVV. Co. Ltd-Bhopal

Work-

Gate no. & Date-

POLE

SCHEDULE

DTR X-MER

(kVA)

Pole no.

Transformer

PCC pole

140 kg

DC 8 center

D.O Chan

nel Stay set

Concreting

Anti-climbing devices

Danger

board

Red oxide paint

Alu. Paint

Nut bolts

T.M. channel

Earthing

point

PVC cable

meter

Robort

fuse

Meter

box

V LINE DIP

DC 4

center Disc H.W.

Pin insulat

or

Horizontal

bracing

Stay set

Concreting

Earthing Red oxide paint Alu.

Paint

Anti climbi

ng device

s

Danger

board

MS Nut bolts

VX-arm

Top clamp

Cut point channel

-- -- --


Works Manual


9.13. Detailed Joint Inspection Report.

NAME OF WORK :

ESTIMATE NO. / DATE :

S.

No.

33 KV Line 33/11 KV S/S

New/ Addl/ Aug.

11 KV

Line

L.T. Line DTR

1 Yes / No. NA Yes / No. Yes / No. Yes / No.

2 Yes / No. Yes / No. Yes / No. Yes / No. Yes / No.





7 Yes / No. Yes / No. Yes / No. Yes / No. NA






13 Yes / No. Yes / No. Yes / No. NA Yes / No.


15 NA Yes / No. NA NA Yes / No.










HANDED OVER TAKEN OVER

SHRI SHRI SHRI

CONTRACTOR REPRESENTATIVE MANAGER (STC) MANAGER (O&M)

M.P.M.K.V.V.CO.LTD M.P.M.K.V.V. CO.LTD

Whether IR value of X-mer binding & die- electric strength of X-mer Oil are found satisfactory ?

Whether proper muffng done at base of the D.P. ?

Any other remarks ?

Particular

OFFICE- OF THE. MANAGER. (STC).SUB DN. M.P.M.K.V.V. CO. LTD

DETAILED JOINT INSPECTION REPORT

Whether Ground clearance from H.T. Bushing & phase to phase clearance of jumper is adequate

Whether size of Distn.Box, main cable to the Distn. Box & feeder cable is adequate is adequate

are as per provisions in estimates Whether double erthing for X-mer netrual & body provided

Whether pole schedule enclosed with this proforma ?

Whether earthing used is of adequate size as per provisions in estimates ?

Whether cross bracingat DP/ DTR - belting / clamping done as per provisions in estimates

Whether other theft preventing mansures taken such as punching of bolts done?

Whether anticlimbing clamps below channels provided ?

Whether Stay Insulator has been provided (in case of PCC Poles only)

Whether A-B switch has properly been earthed and adequate looking Arrangement provided ?

Whether ground clearance as per IE rules have been maintained through the line length ?

Whether stay / Storm buys hasn provided at suitable location ?

Whether adequate tree cutting on both sides of the line as been done ?

Whether all metallic fixtures/ supports & Equipments at every location have properly secured &

earthed? (If not give details)

Whether values of earth resistance measures at two defferent location is satisfactory ?

Whether span & sag of conductorat any location is reasonable ?

Whether any tilting of poles cross arm, top clamp , pin insulatornoticed ? ( If yes location No.)

Whether any pin / Disc Insulator found damaged ?

Length of line actually laid is as per provisions in estimates ?

Whether alignment of poles is correct?

Whether guarding arrangements at Rly./Road/EHT/HT/LT linesOut Crossings are as per

provisions in estimates& gapof guardingand phase wires satisfactory? (If not give details)


Works Manual


9.14. Format for issue of LOI to Contractor.

No. DGM/STC/ Dn./Bill/Turnkey/ dt:-______

To,

M/s__________________,

“A” Class Contractor,

_____________________

_____________________

Sub:- Issue of LOI & Completion of formalities .

Ref:- This office enquiry No. ______________ dt. _________.

Dear Sir,

We are pleased to inform you that the rates quoted against enquiry under reference has been found lowest and accepted. The details of works are as follows:-

a. Name of work-

b. Name of Village-

c. Name of Distribution Centre-

d. Name of O&M Division

You are requested to complete the formalities as detailed below within 7 days:-

i. ________% amount of cost of enquiry as Security Deposit

ii. Agreement of non-judicial stamp of Rs. 100/-

Dy. General Manager (STC)


Works Manual


9.15. Format of Hand Over Report.

OFFICE- OF THE. MANAGER (STC).SUB DN. M.P.M.K.V.V. CO. LTD--___________

No. MANAGER/STC/SUB DN/13-14/ Dt- …………………

To,

Manager, (O&M)

M.P.M.K.V.V. CO. LTD-

Sub :- Handing over report for 33 kV line , 11 kV line , LT line , Distn. X-mer ,

Power Transformer and other works.

Please find enclosed herewith the prescribed format for handing over and taken over for completion of the following works. You are requested to intimate date for Joint Inspection within 07 days otherwise that will be presumed the works done are in order and no joint inspection is required .

01- Name of work :- --------------------------------------------------------------------

02- Estimate No./date :- ---------------------------------------------------------------------

03- Name of Consumer: - ---------------------------------------------------------------------

04- O&M (W/o)No. / date :- ---------------------------------date ------------------------------

05- STC (W/o) No./date :- ----------------- ----------------date ------------------------------

06- Work Achievement :- (a) 33 kV Line ----------------(b) 11 kV Line-----------------

(c) L.T.line -------------------(d) Distn.X-mer---------------- (d) Power Transformer------------------------------------------ (e) X-mer Make -----------------------S.No--------------------

07- Date of work completed: - -------------------------------------------------------------------

Encl :- As above. Manager (STC)Sub. Dn.

MPMKVVCL

No. MANAGER/STC/SUB DN/13-14/ Bhopal, Dt

Copy to- 1/ The D.G.M. (O&M) /(STC) Dn. M.P.M.K.V.V.Co.Ltd __________________ . 2/ The Manager ,M.P.M.K.V.V.Co.Ltd- ________________ 3/ The Asst. Manager (O&M) , M.P.M.K.V.V.Co.Ltd _______________

Manager (STC) Sub. Dn. MPMKVVCL-Bhopal


Works Manual


9.16. Proposal for Labour Contract Award

No. M/STC/W/ Dt. …………….To,

The D.G.M. (STC),

M.P.M.K.V.V.Co.Ltd.

Sub.:-

Ref. :-

No. Particulars of work Unit Rate Qty. Amount

Pole Pit Digging

(i) Normal Soil No.

(ii) Hard Soil/Soft rock No.

Transportation of poles from road side to pole pit

(i) Upto 1 Km. No. (ii) Upto 2 Km. No.

(iii) Upto 3 Km. No.

3 PCC Pole erection including earthing and back filling with boulders

to be supplied by the contractor.

No.

4 Fixing of V cross arm with top clamp Set

5 Fixing of LT cross arm/through bolts/U clamps (with insu ) Set

Stay Digging –

(i) Normal Soil No.

(iI) Hard soil/ No.

7 (i)Stay erection complete in all respcer : No.

(ii)concreting for Stay erection complete with material no.

8 11 KV Pin Insulator fixing along with G.I. Pin No.

9 Fixing of Danger Board No.

Digging of pit foundation for VCB in Black cotton soil per

(i) Cost of concreting foundation for VCB with material 1:3:6 1.92 Per

DP

(i) Labour charge of concreting foundation for VCB Per

DP

(i) Masonery work Cost of foundation for VCB with material Per

DP

(i) Plastering work Cost of foundation for VCB with material Per

DP

(ii) Labour charges for Handeling & Installation of VCB Per

DP

Name of AE In charge – …Sh. D.K. Chaurey………………………… ……………………….

No. Name of work STC W/O

No. & Dt.

Total

Lab

1

Manager (STC)

M.P.M.K.V.V.Co.Ltd. __________

2

6

10

Total

Estimate No.

& Dt.

O/O Manager (STC) S/Dn. M.P.M.K.V.V.Co.Ltd., ________________

Execution of works under Labour Contract Award

Consent given by M/s ________________________ A” Class electrical contractor.

The Particulars of work & quantity in as given below –

1


Works Manual


9.17. Vendor Registration Application Form

OFFICE OF THE GM

M.P. MADHYA KSHETRA VIDYUT VITARAN COMPANY LTD.,

( Government of M.P. Undertaking)

Nishtha Parisar, Bijalee Nagar, Govindpura, Bhopal — 462023 (0755-2602033- 36; Fax: 2589821 Website: madhyavitaran.nic.in)

Registration for SLAB applied for:

(a) S L A B – I C o n t r a c t o r s h i p

(b) S L A B – I I C o n t r a c t o r s h i p

( c) S L A B – I I I C o n t r a c t o r s h i p

(d) S L A B – I V C o n t r a c t o r s h i p

1. Name of firm/Company/Contractor :

2. Address of the firm with city, Dist & Pin Code no. : : :

3. “A Class license no.” :......................... valid up to…………….

4. TIN no. :.......................... valid up to..................

5. Labour registration no. :........................... valid up to..................

6. Service tax no. :........................... valid up to................

7. EPF registration no. :........................... valid up to................

8. ESIC registration no. :............................ valid up to...............

9. a) Phone no. :……………………………………………………..

b) Fax no. :…………………………………………………….

c) E-mail ID. :…………………………………………………….

d) Mobile no. :……………………………………………………..

10. Year of establishment of firm/Company :………………………………………………………….. (Attach attested copy in proof)

11. Nature of ownership :………………………………………………………….. (Enclosed attested copy of documents in proof)

o Proprietorship

http://madhyavitaran.nic.in/


Works Manual


o Partnership (Enclose Attested copy of partnership deed & power of attorney)

o Private limited (enclose copy of article of memorandum / article of

association/resolution of B.O.D. authorizing officials/person for singing the document & Affixing common seal & Company seal power of attorney)

12. Pre- Qualifying requirement:

(A) “A” class overhead electrical contractor License:

a) License no. & date

(Enclose attested copy) :…………………………………………....

b) Issuing authority :…………………………………………….

c) Issued in favour of :.........................................................

d) Valid upto :...........................................................

e) Service tax no. :...........................................................

f) PAN no.(Enclose attested copy) :........................................................

g) Registration Certificate from Labour Commissioner under :..........................................................

(B) Details of EPF registration (Attested copy of registration certificate is enclosed)

a) No. & Date :………………………............................

b) Issuing authority :……………………….............................

c) Issued in favour of :…………………………..........................

(C) Annual turnover of last two consecutive years (It shall be supported by attested copy of audited Balance sheet and profit & loss account)

20-------:--------:..............................................

20-------:--------:..............................................

13. Technical Qualification: Works completed in last 3 year

a) 33 KV Line KM :-.......................................................................

b) 33/11 KV S/S No. :-.......................................................................


Works Manual


c) Additional PTR No. :-.......................................................................

d) Aug. Of PTR No. :-.......................................................................

e) 11 KV Line KM. :-.......................................................................

f) Additional DTR No. :-.......................................................................

g) LT line KM. :-........................................................................

14. Other information :-.........................................................................

PERFORMA OF LETTER OF UNDERTAKING

(To be submitted along with application for registration)

(To be executed on non-judicial stamp paper worth Rs.100/- with a revenue stamp of Re.1/- affixing on it)

To,

GM (O & M/City)

MPMKVVCL-Bhopal

Dear Sir,

1. I/we have read and examined your terms & conditions relating to registration as

contractor for construction of 11 KV line, LT line & pole mounted 11/0.4 KV

Substation, 33 KV on PCC pole/Rail pole/H.beam, 33/11 KV Substation & 33/11 KV

additional bays.

2. I/we hereby submit our undertaking to keep our offer valid (acceptance of rate) for a

period up to one year from the date of execution of agreement of the order for

contract.

We hereby further undertake that during the above said period, I/we shall not refuse/leave the work if any

allotted to me /us. MPMKVVCL shall have full liberty to debar me/us from MPMKVVCL, if any of the

allotted work is refused by us against previous tenders of MPMKVVCL for turnkey, semi-turnkey and labour

contract award orders.

Signature along with seal of firm/Company

(Duly authorized to sign the application on the behalf of the contractor)

Name.................................................

Designation......................................

Name of the firm..............................

(In block letter)

WITNESS: Date & postal address


Works Manual


Signature....................................... .........................................................

Date............................................... .........................................................

Name & Address........................... Cell/telephone no.............................

........................................................ Fax no................................................


Works Manual


9.18. Format for Electrification of Colony

TECHNICAL PARTICULARS TO BE SUBMITTED ALONGWITH ESTIMATE FOR EXTERNAL ELECTRIFICATION OF COLONY/MULTISTORIED

Sub- ERP No. Sl.No. Particulars Unit Details

A Name of 220/132/33 KV S/s

B 33KV FEEDER 1 Name 2 Size of conductor 3 Capacity of Conductor (MVA/AMP) 4 Connected load on feeder (MVA/AMP) 5 Length of feeder (Km) 6 Actual Voltage regulation at tail end (%) C. DETAILS OF EXISTING 33/11 KV SUB-STATION 1 Name 2 Capacity of Transformer (MVA/AMP) 3 Connected load on Transformer (MVA/AMP) 4 Load Sectioned but to be connected (MVA) 5 11 KV Feeder wise connected load (MVA/AMP) Feeder –I Feeder –II Feeder –III

D 11 KV FEEDER FROM WHICH CONNECTED LOAD IS PROPOSED

1 Name 2 Size of conductor 3 Capacity of Conductor (MVA/AMP)

4 Connected load on feeder (MVA/AMP) 5 Load Sectioned but to be connected 6 Length of feeder (Km) 7 Actual Voltage regulation at tail end (%) (Inclusive of proposed load ) E 11/0.4 KV DISTRIBUTION x-mer 1 Capacity of Transformer (MVA/AMP) 2 Existing connected load on Transformer (MVA/AMP) 3 Proposed load (Total) (MVA/AMP)

4 Connected load on each proposed X-Mer along with feeder wise connected load

F L.T LINE DETAILS IF ANY (Should not be more that 0.3 Km. per DTR)

1 Type of line 2 Size of conductor/Cable 3 Capacity of conductor/Cable (MVA/AMP) 4 Load on LT line (MVA/AMP) 5 Length of LT line (Km)

6 Voltage regulation at tail end (%) G ADDITIONAL WORKS INVOLVED IF ANY


Works Manual


I The details of works required for improvement of the

voltage within permissible limit or to augment the capacity of existing x-mer/feeder to bring the loading within permissible limit.

Other Particulars if Any

Remark- Please give details of any work already sanctioned to improve the system prior to subject estimate.

Recommendation

Sign Sign Sign.

GM(City/O&M) DGM(City/O&M) Manager


Works Manual


9.19. Charging Permission


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9.20. Planning element/Conductor Specifications/XLPE cable specification

Table 12: Planning element

2 Sr. No. 3 Particulars 4 Normal Limits 5 Proposed Actions

1. 33 kV feeder Loading Limit – maximum of 200 Amps

(i) If load on the feeder is exceeding the normal limit, new feeder shall be proposed.

(ii) In case where additional feeder does not solve overloading problem, proposal of new EHV S/S will be made.

2. 11 kV feeder Loading Limit – maximum of 150 Amps

(i) If load on the feeder is exceeding the normal limit, feeder bifurcation shall be proposed.

(ii) In case where additional feeder does not solve overloading problem, proposal of new 33/11 kV S/S will be made.

3.

Power Transformer with capacity of 8 MVA and above

11 kV feeders – minimum of 4 Nos.

In case of less 11 kV feeders the number shall be increased as per normal limits

4.

Power Transformer with capacity of 5 MVA


5.

Power Transformer with capacity of 3.15 MVA or below


6. 33/11 kV S/S capacity

Max. capacity of 16 MVA. i.e. 3*5 MVA or 2*8 MVA

If load requirement is increasing above this limit, new 33/11 kV S/S should be proposed. Exceptions: if the 33/11 kV S/S is fed through 2 no. 33 kV feeders then 1*8 MVA additional PTR may be considered.

Table 13: Conductor specification

Sr. No.

Area (sq. mm.)

Name of conductor

Approx. Mass (kg per km)

Current carrying capacity at temp 75° C (Amps)

Remarks

1. 34 Weasel AAAC 94 121 Obsolete, not to be used 2. 55 Rabbit AAAC 149.20 160 Tapping line works of 11 kV 3. 80 Raccoon AAAC 218.26 202 Trunk line works of 11 kV

4. 100 Dog AAAC 272.86 232 Trunk line works of 33 kV/gantry work of 33/11 kV S/S


Works Manual


Sr. No.

Area (sq. mm.)

Name of conductor

Approx. Mass (kg per km)

Current carrying capacity at temp 75° C (Amps)

Remarks

5. 232 Panther ACSR 636.67 387 Gantry works of 33/11 kV substation and in special cases trunk line 33 kV works

Table 14: Specifications of 11 kV cable

Nominal size of conductor (sq. mm.)

Approx. Weight (kg/km)

Current carrying capacity (Amps) In ground at 30° C In duct at 30° C In air at 40° C

95 5250 190 165 200 120 5850 215 190 230 150 6450 240 210 265

Table 15: Specifications of 33 kV cable

Nominal size of conductor (sq. mm.)

Approx. Weight (kg/km)

Current carrying capacity (Amps)

In ground at 30° C In air at 40° C

150 12800 240 265 185 13900 270 310

240 15150 315 345 300 16450 355 396


Works Manual


9.21. New Industrial Area-Rule 2014.


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9.22. Procedure to execute the work under NDF schemes.


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9.23. Circular related to Safety clearance.


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