Memo.No.42243/Estt.I(1)/99-2,                                     Dated:9-1-2000.


Sub: Panchayat Raj Engineering Department –

        Recom-mendations of Advisor (Q.C.), G.A.

        Department on road works - Instructions

        - Remarks called for – Regarding.

             Ref:    1. From the Advisor, G.A. (Q.C.) Department

                      C.No.232/ADV.(QC)/99, Dated:23-11-1999.

         2  From the Engineer-in-Chief (PR), Hyderabad

         Letter. No.T1/25561/99, Dated:4-2-2000.


The Advisor to Government, General Administration(Quality Control) Department during his inspection on road works relating to variousEngineering Departments, noticed that different Engineering Departments are followingdifferent standards. He therefore recommended certain guidelines to be followed by allEngineering Departments in order to achieve uniform standards and procedure. TheGovernment accepted the recommendations made by the Advisor to Government, GeneralAdministration (Quality Control) Department in consultation with the Engineer-in-Chief(PR), Hyderabad. The procedure and standards to be followed in respect of P.R. EngineeringDepartment are annexed to this Memo. in the form of instructions which shall be followedscrupulously in P.R. Engineering Department failing which stern disciplinary action willbe taken against those who violate and contravene the said instructions.

The Engineer-in-Chief (PR), Hyderabad is directedto ensure that the instructions are taken to the notice of all Engineering personnel inP.R. Engineering Department and ensure proper and strict implementation of the saidinstructions, in order to maintain quality of works.





The Engineer-in-Chief (PR), Hyderabad.

All the Chief Engineers in P.R. EngineeringDepartment.

Copy to:

  1. The Chief Secretary to Government.
  2. The Advisor (Quality Control), General Administration (Q.C) Department.
  3. The Special Chief Secretary to Government / Principal Secretary to Government (RD) / Secretary to Government (PR), Panchayat Raj and Rural Development Department.
  4. The Vigilance Commissioner, Andhra Pradesh Vigilance Commission, Hyderabad.
  5. The Director General, Anti Corruption Bureau, Hyderabad.
  6. TR&B Department.
  7. I&CAD Department.
  8. MA&UD Department.
  9. Social Welfare Department.

10.Health, Medical & Family Welfare Department.

11.Home Department.

12.Revenue (Endowments) Department.

13.The General Administration (Vigilance and Enforcement)


14.The District Collectors of all districts.

15.The Chief Executive Officers of all Zilla Parishads.








ANNEXURE TO GOVT. MEMO.NO.42243/Estt.I(1)/99-2,



1. Specifications:

"The Ministry of Surface Transport"specifications followed by T.R. & B Department shall be followed for all road works inP.R. Engineering Department.

2. Quality Control mechanism to test the quantityof metal inside compacted area:

  1. An area of m x m of full depth of the road shall be cut open so as to assess not only the thickness of each layer but also the quantity of metal available in each layer.
  2. This would give a rough idea of whether the loose stacked granite metal has gone into the compacted layer so as to assess the density, as required in the MOST specification clause Nos.903.2.2 and 903.2.4.
  3. Payments are being released based on compacted thickness of each layer. For example: Water bound Macdam layer Grade.III consists of compacting 100% loose metal (Quantity required for 100 mm thick) using 25% gravel as blindage compacting to 75mm thickness. This thickness of 75mm may consist of totally gravely material or combined with very little quantity of metal (without specified quantity). This has been noticed by the Advisor, Quality Control during surprise checks, when he made arrangements to cut open the road, to verify whether the full quantity of metal has not into the compacted layer. Therefore the P.R. Engineering Department should not make payments based on thickness alone, disregarding the metal component which would determine the durability of the structure.


3. Recoveries in respect of over size metal

  1. The instructions issued by the Chief Engineer (R&B) and Administration in Circular Memo. No.711/QC/D2/84, Dated:2-3-1984 wherein instructions were issued to reduce the tender rates of the Contractor in case the Superintending Engineer decides to allow the over sized metals and clause 27 (c) of APSS shall be followed scrupulously in P.R. Engineering Department also and these instructions shall also be applicable to graded metal as well.

4. Rejection

In respect of new works to be executed hereafter,the specified thickness and quality shall be followed strictly. A maximum of 10% variationwill only be allowed in respect of less thickness and less quantity of bituminous layers.In respect of less thickness and less quantity in gravel base & WBM layers, a maximumtolerance of 20% shall be allowed and anything beyond that must be rejected as is beingfollowed at present in R & B Department. In respect of recoveries upto 10%, estimatecost is to be recovered and from 11% to 20%, one and half times of estimate value may berecovered. The instructions issued by the Chief Engineer (R&B) and Administration inCircular Memo. No.711/QC/D2/84, Dated:2-3-1984 shall be followed).


5. Inspection by ENC/CE/SEs.

  1. The authority who accords technical sanction to a work shall inspect the work, before according technical sanction and this fact shall be prominently noted in the check slip of the sanctioned estimate. (As ordered in G.O.Ms.No.492, Public Works (X) Department, Dated:14-5-1973.
  2. The Superintending Engineers shall inspect all the works costing more than Rs.10.00 lakhs before according technical sanction to the estimate. For special repair works such as bridges etc. costing more than Rs.100.00 lakhs, the Chief Engineers concerned shall inspect before according technical sanction. The officers concerned shall invariably enclose the inspection reports to the sanctioned estimates.
  3. The Engineer-in-Chief (PR), Hyderabad, Chief Engineers and Superintending Engineers should issue inspection notes on any work inspected by them. The inspection notes shall contain about the men, machinery and material available at the work spot including the progress of work, physical and financial outlays and backlog etc. The quality control tests shall be conducted and recorded in the inspection notes as well as in site registers.
  4. The Engineer-in-Chief and Chief Engineers shall inspect atleast (10) works in a month and the Superintending Engineers shall inspect (20) works every month.


6. Metal Spreading Permission

The Superintending Engineers shall accordpermission for spreading metal for road works costing more than Rs.10.00 lakhs and

while the Executive Engineers are empowered toaccord permission in respect of the works costing less than Rs.10.00 lakhs after takingpre-measurement of stacks. Full quantity of material as per MOST standard and relevantcodes shall be stacked by the side of roads and after check-measurement by SuperintendingEngineers / Executive Engineers, permission shall be accorded.

7. Check measurement of works

    1. The Superintending Engineers shall invariably check measure all the works costing Rs.50.00 lakhs and above at 1/3, 2/3 stage of work and before final measurement, and his check measurement shall cover not less than (30%) of the total expenditure incurred each time.
    2. The Executive Engineers shall invariably check measure all the works costing Rs.5.00 lakhs and above and his check measurement shall cover all the major items not less than (30%) of the total expenditure incurred each time.
    3. A certificate to the extent that check measurements have been carried out by the Superintending Engineers / Executive Engineers shall invariably be recorded at the time of making payment duly giving reference to the M.Book.

8. Quality of works

  1. All the inspecting officers viz., Engineer-in-Chief, Chief Engineers, Superintending Engineers, Executive Engineers, Deputy Executive Engineers, Assistant Executive Engineers and Assistant Engineers shall invariably be sign in the connected registers being maintained at the work site.
  2. All Executive Engineers in-charge of Quality Control operations shall ensure establishment of laboratories with minimum equipment at work sites of all the major works.
  3. The Superintending Engineers and Executive Engineers of Quality Control shall be held personally responsible in ensuring correct quality of works as per G.O.Ms.No.23, Dated:5-3-1999.

9. Strengthening Quality Control Wings

  1. The officers posted to the Quality Control work shall be on selection basis, based on reputation and integrity. They should possess sufficient work experience and knowledge of the quality aspects of works. They have to be provided with the latest testing equipment and inspection vehicles, atleast one to each sub-division. They must be initially trained and supplied with relevant quality control manuals.
  2. The bench marks at project sites and other important structures are to be installed properly and they shall be checked and certified by the quality control staff periodically.
  3. All the works taken up under World Bank Assistance, NABARD, RDC etc. shall invariably be checked by quality control wing and after receipt of quality control report only, final bills shall be paid duly effecting necessary recoveries towards deficiencies, observed if any.
  4. Production of records during Quality Control inspections / any other inspections:
    1. Measurement Books.
    2. D.L.Rs.
    3. C.S./L.S. of earth work or any other items of work,
    4. L.F. Books
    5. Permission letter for using private roller
    6. Permission letter of SE/EE for spreading the metal / materials
    7. 7F major accounts
    8. RM Accounts
    9. Stores accounts
    10. T.E.O’s register etc.
  5. Furnishing of records to the Quality Control wing:
  6. The SE/EE/Dy.Executive Engineer (PR). Shall furnish the following records to the Quality control wing:

    1. Monthly progress reports with correct physical stage
    2. Copies of the Technically sanctioned estimates
    3. Copies of the agreements etc.




10. Widening of culverts etc.

On most of the roads widening of carriage way isnot simultaneously followed by widening of culverts and minor bridges. This is leading toserious accidents on R&V roads in general and National Highways in particular.Widening of culverts / Minor bridges and providing traffic signals are mandatory whereverwidening of carriage way is contemplated. Hydrology aspect at the culvert / bridge siteshall be studied in detail. Side drains and berms shall be maintained properly.Encroachments shall be checked and got vacated. While forming new roads, provision ofconduits shall be made in the town limits to facilitate laying of telephone lines, watersupply lines and Electrical lines etc. and to avoid indiscriminate cutting of the road. Inthe town limits provision of speed breaker shall be made judiciously and scientificallyand road signs shall be displayed prominently.

11. Splitting up of works

Splitting up of works into slices and piecesshall be avoided. Bids shall be invited by preparing convenient packages to discouragepetty contractors and to ensure quality of work by entrusting the works to the qualifiedcontractors who are in possession of the required machinery. The rules and codes currentlyin force shall be followed scrupulously.

12. Long term planning

  1. It shall be properly planned for preparation of estimates, bid documents etc. to be completed well in advance to take up the works during non-monsoon period to ensure better quality.
  2. W.B.M. road works shall be carried out during the rainy season and not during summer, since a new W.B.M. Surface would be allowed to undergo settlement during rainy season. The execution of W.B.M. roads shall be avoided during summer to the extent possible.

13. Maintenance of History Books

  1. History books shall be maintained for any road, building, bridge, canal, tank etc. and the repairs improvements etc. carried out shall be noted down to avoid duplication of work. The details of earlier repairs duly noting down the reaches and expenditure incurred shall be noted.
  2. The Chief Engineers, Superintending Engineers whenever they inspect any work shall record their remarks in these history books also.

14. Video

For all important works, before preparation ofestimates and after completion of works and at important critical stages such as bottom offoundations, 1/3, 2/3 levels of works, video-graph shall be taken.





15. Road works taken up under A.P. HazardMitigation Project

  1. It was observed that many estimates were sanctioned without keeping in view surface condition of the existing road, type of soils available etc. in respect of the works taken up under "A.P. Hazard mitigation and Emergency Cyclone Recovery Project". In several stretches gravel base was proposed in widening portion through the road stretches were passing through hard gravely soils. This would not only result in the extra financial commitment to the state exchequer but also weaken the embankment due to excavation of well compacted sub base and providing new sub base with similar soils.
  2. Another common complaint received from both the contractors and field engineers was about picking the existing B.T. surface of central carriage way and providing one or two layers of W.B.M. crust. Due to picking of existing well set black top surface, the WBM layers immediately below, get disturbed and weaken the existing well compacted carriage way. Instead of providing WBM layers it is desirable to provide Bitiminous Macadam 50 mm or 75 mm thick depending upon the requirement of crust on the existing BT surface. This will also facilitate free flow of traffic apart from safe guarding the strength of the existing carriage.
  3. As such the provisions in the road widening works taken up under Hazard Mitigation Project shall be reconsidered.

16. Action on complaints

If any complaint or allegation is received inwriting or seen through media, it shall invariably be enquired by the SuperintendingEngineer concerned.


17. Disciplinary actions

Disciplinary actions shall be initiated againstthe erring officers and the enquiry shall be completed within six months and the erringofficers shall be punished severely.

18. Training

The Assistant Engineers / Assistant ExecutiveEngineers / Deputy Executive Engineers shall be imparted one week training through anyreputed training institutes in respect of formation of bitumen roads.


19. Meetings

The Senior Technical Officers of the Departmentshall keep the schedule of meetings on a fixed date every month. The SuperintendingEngineers and Executive Engineers may attend the meetings in Hyderabad on 11thand 12th of every month to discuss with the concerned Chief Engineers on 11thand the Secretary / Minister on 12th. They shall collect the requiredparticulars of previous month in the 1st week of the next month and shallattend the meetings with full particulars on 11th and 12th atHyderabad.


20. Surprise checks by the Advisor (QualityControl)

The Advisor (Quality Control) shall conductsurprise checks of works being executed and if any deficiencies, irregularities arenoticed, serious disciplinary action may be initiated against the erring officers by thecompetent authority.


21. Drafting of personnel to inspect the works bythe Advisor (Quality Control)

The Advisor (Quality Control) is empowered todraft the services of any Engineer to inspect the works of the respective Departments orany other Departments on specific requisition from the Advisor (Quality Control) tofacilitate free, fair and effective inspection of the fraudulent works.



                               SPECIAL CHIEF SECRETARY TO GOVERNMENT