307. (a) The system of lump-sum contracts based on competitive tendering will be adopted as far as possible for the execution of all repairs and petty works, but repairs and works may be carried out with departmental labour when suitable contractors are not obtainable. Three forms are prescribed for lump-sum contracts :
Form no. 30-AThis form includes a notice calling for tenders and a printed schedule of work to be done. It is to be used when giving out contracts for annual repairs to buildings. Before calling for tenders the local officer will strike from the schedule those items of works which are not to be done. Contractors will then submit sealed tenders for lump-sum amounts on copies of the same form. The tenders received shall be compared on Form no. 30-D and the tender of the successful contractor on bing signed by the local head in token of acceptance will become the contract bond for the work.
Form no. 30-BThis form differs from Form no. 30-A only in that instead of a printed schedule of work there is a blank page on which will be detailed the work to be done. Form no. 30-B will be used for all repairs (other than annual repairs) and for petty works for which plans and drawings are not required.
Form no. 30-CThis form will be used when detailed estimates and plans have been prepared. A bill of quantities of work to be executed will be entered on the blank page, but rates, provision for work establishment, and contingencies will not be entered.
ExceptionThe Inspector General of Police is authorised to execute without inviting tenders, petty works and special repairs up to the limit of Rs. 20,000 through the agency of social service squads on a self-help basis, subject to the conditions noted below:
(a) Expert artisans employed on the work should not be paid more than the sanctioned rates laid down in the Public Works Department Schedule for the class of artisans pertaining to the district.
(b) Building materials valued at less than Rs. 1,000 may be purchased without calling for tenders provided there is no relaxation of the Stores Purchase Rules.
(c) Prior approval of the Chief Engineer, Public Works Department, must be obtained in respect of all additions and alterations to the Kotwali and other Police buildings of architectural importance. For petty additions and alterations costing up to Rs. 1,000 each in a year, which do not affect the architecture of the buildings, approval of the Executive Engineer to such additions and alterations should be obtained.
(b) No alteration unless quite unavoidable shall be made in a lump-sum contract. If a change of site is out of the question and it is found necessary to redesign the foundations of a building under construction the consequent alteration in the lump-sum contract is unavoidable. The local officer may, therefore, in these circumstances permit the necessary alteration in the design. If the contract is for a petty work sketches for the new design and the bill of quantities will be supplied by the contractor. The local officer will submit the sketches and bill of quantities together will the sanctioned estimate and plans to the divisional engineer for scrutiny before permitting the work to proceed. (See paragraph 295).
(c) No other alteration in a lump-sum contract shall be permitted without the sanction of the Head of the Department who shall satisfy himself that the alteration is unavoidable. If an alteration other than that to the foundations of a building is to be made the local officer will obtain from the contractor and submit to the Head of the Department a quotation in lump-sum of the net amount to be added to or deducted from the contract sum. The contractor will submit in support of his quotation a bill of quantities and, where necessary, sketch plans showing the alterations proposed and will price the bill of quantities with the rates quoted in paragraph 2 of his tender. The Head of the Department may before he accepts the quotation send it to the Divisional Engineer for scrutiny. If the exercises this option he should send with the quotation the sanctioned estimate and plans as well as a justification for the proposed alteration.
NOTES(1) If a work is stopped under the orders of the Government the work actually executed will be measured by the Divisional Engineer.
(2) When entering into contracts the general principles contained in, Appendix XIX and other rules of procedure laid down in Appendix XIX-A should be followed.