Completion Reports and Work Closure

Podcast Beta

Play an AI-generated podcast conversation about this lesson

Questions and Answers

According to the Indian Railway Code, which chapters contain the rules and procedure for calling tenders and entering into contracts for the Engineering Department?

Chapters III, IV and VII (correct)

Chapters I, II and III

Chapters V, VI and VIII

Chapters IX, X and XI

What is the primary consideration while preparing tender schedules?

Existing infrastructure and site survey (correct)

Timeline for project completion

Equipment uniformity in a section or division

Available budget for the project

Which of the following documents is NOT part of the contract?

Instructions to parties tendering

Scope of the work

Site survey report (correct)

Tender form

Who should possess copies of the instructions to parties tendering, tender form, and other contract documents?

Both the Sr Divisional Signal and Telecommunication Engineer and SSE/JE (Signal) Signup and view all the answers

What is the primary objective of ensuring that contract documents are comprehensive and explicit?

To avoid conflicting interpretations of contract intentions Signup and view all the answers

Which department's code contains the procedure and rules for calling tenders and entering into contracts for the supply of materials?

Stores Department Signup and view all the answers

What is the purpose of dovetailing works, as mentioned in the content?

To minimize expenditure and ensure efficient resource allocation Signup and view all the answers

What is included in the scope of work documentation, according to the content?

Both equipment details for annual maintenance contracts and location particulars of the work Signup and view all the answers

What should be ensured to avoid disputes with contractors?

All of the above Signup and view all the answers

What document should be obtained from the contractor after completing every work?

No claims certificate Signup and view all the answers

What should be done if there is a likelihood of a dispute with a contractor?

Collect and store all documents and measurements in a safe custody Signup and view all the answers

What should be instructed to the contractor to submit in case of a dispute?

Complete details of claims in writing with a certificate Signup and view all the answers

What should be done if the contractor refuses to sign the final contract certificate?

Forward the final contract certificate to the Accounts Officer Signup and view all the answers

How should disputes arising out of a contract be referred?

To the relevant clause in the General Conditions of Contract Signup and view all the answers

What should be kept up to date and complete with reference to agreements?

The Register Signup and view all the answers

What should be done every month or when 'on account' bills are made out?

Instruct the contractor to submit a list of outstanding claims Signup and view all the answers

If a tenderer fails to execute the contract documents within the stipulated time, what will be the consequence?

The earnest money accompanying the tender will be forfeited. Signup and view all the answers

What is the requirement for the contract agreement required to be executed by the successful tenderer?

It shall be in the form prescribed by the Administration. Signup and view all the answers

Who shall vet the draft of the contract agreement?

The Accounts Department Signup and view all the answers

What is the purpose of supplying a copy of the contract documents to the inspecting agency?

To facilitate the inspection of materials. Signup and view all the answers

What is the consequence if a tenderer refuses to execute the contract documents?

The authority may determine that the tenderer has abandoned the contract. Signup and view all the answers

Where shall the sufficient number of copies of the contract documents be available?

In the offices of the Sr Divisional Signal and Telecommunication Engineer/Dy.Chief Signal and Telecommunication Engineer. Signup and view all the answers

What is the requirement for every contract?

It shall be complete in respect of the documents it constitutes. Signup and view all the answers

Who shall appear at the office of the concerned Chief Signal and Telecommunication Engineer/Construction/Projects or Sr.Divisional Signal and Telecommunication Engineer/Dy.Chief Signal and Telecommunication Engineer?

The tenderer whose tender is accepted. Signup and view all the answers

What is the primary responsibility of the officer/incharge and supervisor/incharge of the work?

To ensure that no item of work that is not included in the contract is carried out without the sanction of the competent authority Signup and view all the answers

What is the requirement for modifying contract provisions after the contract documents have been signed?

Modifications must be made in writing and signed by the Railway and the contractor Signup and view all the answers

What happens if a verbal or written arrangement is made to abandon, modify, extend, reduce, or supplement the contract or any of its terms?

It is conditional and not binding on the Railway until incorporated into a formal instrument Signup and view all the answers

Who is responsible for ensuring that the contract documents are thoroughly studied?

The executive officers and incharge supervisors Signup and view all the answers

What is the requirement for executing items of work not included in the contract documents?

Such items can be executed only after the sanction of the competent authority Signup and view all the answers

What is the consequence of not adhering to the provisions contained in the contract documents?

The Railway may repudiate the arrangement Signup and view all the answers

What is the purpose of the contract documents?

To provide a binding agreement between the Railway and the contractor Signup and view all the answers

Who has the authority to sanction deviations in the contract documents?

The competent authority Signup and view all the answers

Who is responsible for drawing the Completion Report after the work is completed?

Sr.DSTE/Dy.CSTE incharge of the work Signup and view all the answers

What is the primary purpose of obtaining finance concurrence of the Completion Estimate?

To obtain sanction from the competent authority Signup and view all the answers

What is the significance of the measurement book in contract management?

It is the basis of all accounts of quantities of work done by contract Signup and view all the answers

What should be done if a mistake is made in the measurement book?

The wrong wordings or figures should be neatly scored out and correct entries made Signup and view all the answers

What should be included in the description of work in the measurement book?

A lucid description to admit of easy identification and check Signup and view all the answers

What is the purpose of crossing the entry of the number and page of measurements affected with red ink diagonally?

To indicate that the bill has been prepared and the measurement affected Signup and view all the answers

What should be done after the completion of the work and the submission of the Completion Report?

The work should be deleted from the list of works and intimated to PCSTE/CSTE(C) Signup and view all the answers

What is the significance of Annexure 10-A1 in the context of measurement recordkeeping?

It provides instructions for recording measurements Signup and view all the answers

What is the primary purpose of having a comprehensive and explicit contract document?

To avoid disputes with contractors Signup and view all the answers

What should be done to ensure uniformity of equipment in a section or division?

Dovetailing of works Signup and view all the answers

Who should be familiar with the provisions of the contract documents?

Both the Sr Divisional Signal and Telecommunication Engineer and the SSE/JE (Signal) Signup and view all the answers

What is the purpose of including the scope of work and time scales in the contract documents?

To ensure timely completion of the project Signup and view all the answers

What is the consequence of not having a comprehensive and explicit contract document?

Disputes with contractors may arise Signup and view all the answers

What should be done before preparing tender schedules?

Conduct a site survey Signup and view all the answers

What is the primary purpose of including the location particulars of the work in the contract documents?

To provide information about the work site Signup and view all the answers

What should be ensured while preparing tender schedules?

That the work is dovetailed to avoid infructuous expenditure Signup and view all the answers

What is the primary objective of ensuring that all necessary documents are collected and stored in safe custody during a dispute with a contractor?

To ensure that all necessary evidence is available for arbitration Signup and view all the answers

What should the contractor be instructed to submit with a certificate, if a dispute arises?

Complete details of his claims in writing with a certificate stating that they are final Signup and view all the answers

What should be done if a contractor refuses to sign the final contract certificate?

The Accounts Officer should be instructed to make payment Signup and view all the answers

What should be kept up to date and complete with reference to agreements, work orders, abstracts in measurement books, and amounts?

The Register Signup and view all the answers

What should be commenced with a headline 'without prejudice' in all correspondence with the contractor, in case of a dispute?

All correspondence Signup and view all the answers

What should be obtained from the contractor after completing every work?

A 'no claims certificate' Signup and view all the answers

Where should all necessary documents be stored, in case of a dispute with a contractor?

With the officer responsible for the case Signup and view all the answers

How should disputes arising out of a contract be referred?

Through arbitration, in accordance with the relevant clause in the General Conditions of Contract Signup and view all the answers

Who is responsible for ensuring that the measurements are made in a timely manner and recorded by the SSE/JE(Signal)/incharge of the work?

Assistant/Divisional Signal and Telecommunication Engineer Signup and view all the answers

What should be done after the quantities are computed in the measurement book?

The abstract should be prepared in the measurement book Signup and view all the answers

What should be headed in the abstract prepared in the measurement book?

Abstract of pages............to........... Signup and view all the answers

What should be ensured by the official in charge before recording the certificate in the measurement book?

That not less than the quantity of work paid for has actually been done Signup and view all the answers

Who should do the test check of works as per extant norms?

ASTE/DSTE Signup and view all the answers

Where should the abstract be prepared in the measurement book?

In the office of the Sr.Divisional Signal and Telecommunication Engineer/Dy Chief Signal and Telecommunication Engineer Signup and view all the answers

What is the consequence of executing items of work not included in the contract documents without the sanction of the competent authority?

The Railway has the right to repudiate the arrangement. Signup and view all the answers

What should be shown in the abstract prepared in the measurement book?

The correct description of the item, total quantity done up-to-date, rate, and the total value for each item measured/checked Signup and view all the answers

Who is responsible for ensuring that no item of work not included in the contract is carried out without the sanction of the competent authority?

The Officer/incharge and supervisor/incharge of the work Signup and view all the answers

What is the requirement for modifying contract provisions after the contract documents have been signed?

The modifications can be made in writing and signed by the Railway and the contractor. Signup and view all the answers

What should be done after the quantities are computed and entered in the 'contents' column of the measurement book?

The abstract should be prepared in the measurement book Signup and view all the answers

What is the consequence of not adhering to the provisions contained in the contract documents?

The Railway has the right to repudiate the arrangement. Signup and view all the answers

Who has the authority to sanction deviations in the contract documents?

The competent authority Signup and view all the answers

What is the purpose of executing items of work not included in the contract documents?

To execute the work at the rates mutually agreed on by the contracting parties. Signup and view all the answers

What is the requirement for the contract agreement?

It must be executed by the Railway and the contractor. Signup and view all the answers

What is the consequence of making a verbal or written arrangement to abandon, modify, extend, reduce, or supplement the contract or any of its terms?

The arrangement is conditional and not binding on the Railway unless incorporated in a formal instrument. Signup and view all the answers

What is the primary purpose of maintaining a separate measurement book for large works?

To keep a separate record of each kind of work done for which certificates have been granted Signup and view all the answers

What information should be given at the top of the first page of measurements relating to a work?

All of the above Signup and view all the answers

Who should carefully check the measurements book to ensure that they are kept up as complete records?

Engineer-in-charge Signup and view all the answers

What should be done whenever progress on a work is reported in lump sum quantities under sub-heads of works?

The number and page of the measurement books should be quoted Signup and view all the answers

Why should the measurements relating to one work be kept together?

To effect the recording of the measurements consecutively Signup and view all the answers

What should be done when an Divisional/Assistant Signal and Telecommunication Engineer is required to submit his measurement book?

A second book should be provided for his use Signup and view all the answers

What should be estimated and set apart for the purpose of recording the measurements consecutively?

The number of pages likely to be wanted for a work Signup and view all the answers

Where should the measurement books be eventually returned to?

Both Sr Divisional Signal and Telecommunication Engineer's Office and Dy.Chief signal and Telecom Engineer's office Signup and view all the answers

Study Notes

Register of Contracts and Agreements

The Register shall be kept up to date and complete with information on agreements, work orders, abstracts in measurement books, and amounts.

Dispute Resolution with Contractors

Efforts should be made to avoid disputes with contractors by ensuring supply of drawings, handing over of site, deputing of staff for supervision, materials, budget for work, and timely payments to contractors.

Contract Dispute Resolution Process

On completion of work, a 'No claims certificate' shall be obtained from the contractor according to the relevant clause or clauses in the condition of contract.
The contractor shall submit a list of outstanding claims, if any, every month or when 'on account' bills are made out.
If a dispute arises, all documents, measurements, and letters related to the case shall be collected and stored safely with the officer responsible for the case.
Correspondence with the contractor shall commence with the headline 'without prejudice'.
The contractor shall submit complete details of claims in writing with a certificate to the effect that these are final.

Arbitration

Disputes arising out of the contract for a work between the contractor and the Railway Administration shall be referred for arbitration in accordance with the relevant clause in the General Conditions of Contract.

Contracts for Works

General

The procedure and rules for calling for tenders and entering into contracts for execution of works and supply of materials are contained in Chapter XII of the Indian Railway Code for the Engineering Department and Chapters III, IV, and VII of the Indian Railway Code for the Stores Department.

Tender Schedules and Contract Documents

Tender schedules shall be prepared keeping in view scope of work, tentative drawings issued, existing installation, and after a careful site survey.
The documents which form a contract include instructions to parties tendering, tender form, specifications, schedule of items and quantities, rates, conditions of contract, agreement form, scope of work, time scales, location particulars of the work, and equipment details.
Each Sr Divisional Signal and Telecommunication Engineer shall be in possession of copies of these documents and acquaint himself with the provisions contained therein.

Items of Works Not Included in Contract Documents

Officers and supervisors shall ensure that no item of work not included in the contract is carried out without the sanction of the competent authority.
Items of work not included in a contract may be executed under the contract at mutually agreed rates.

Modifications to Contract

Modifications to the contract shall be made in writing and signed by the Railway and the contractor, and no work shall proceed under such modifications until this has been done.

Execution of Contract Documents

The tenderer whose tender is accepted shall execute the contract documents within the stipulated time period.
Failure to do so shall constitute a breach of the agreement, and the earnest money accompanying the tender may be forfeited.

Form of Contract Documents

Every contract shall be complete in respect of the documents it constitutes.
The contract agreement shall be in the form prescribed by the Administration for the purpose.

Copies of Contract Documents

Sufficient number of copies of the contract documents shall be available for use in the offices of the Sr Divisional Signal and Telecommunication Engineer/Dy. Chief Signal and Telecommunication Engineer and the SSE/JE (Signal)/incharge.

Completion Reports

After completion of a work, a completion report shall be drawn up by the Sr. DSTE/Dy. CSTE incharge of the work.
All expenditures like stores, contract, adjustment memos, workshop debits, D&G charges, etc., shall be properly accounted.
Finance concurrence of the completion estimate shall be obtained from the associated finance and sanction from the competent authority.

Instructions for Recording Measurements

The measurement book is the basis of all accounts of quantities of work done by contract and shall be kept so that the transactions may be readily traceable into the accounts.
All measurements are to be taken down in ink in this book, and the description of work must be lucid to admit easy identification and check.
No erasures are allowed; mistakes shall be neatly scored out, and correct entries made, and every correction shall be initialled.

Code References for Contracts

The procedure and rules for calling for tenders and entering into contracts for execution of works and supply of materials are contained in Chapter XII of the Indian Railway Code for the Engineering Department and Chapters III, IV, and VII of the Indian Railway Code for the Stores Department.

Basis for Inviting Tenders and Entering into Contracts

Tender schedules shall be prepared considering scope of work, tentative drawing issued, existing installation, and after careful site survey.
Documents that form a contract include:
- Instructions to parties tendering
- Tender form
- Specifications (standard and special)
- Schedule of items and quantities, rates, etc.
- Conditions of contract (general and special)
- Agreement Form
- Scope of the work
- Time scales
- Location particulars of the work
- Equipment details (in case of Annual maintenance contract)
Each Sr Divisional Signal and Telecommunication Engineer shall be in possession of copies of the above-mentioned documents and acquaint himself with the provisions contained therein.

Executing Contracts

Officer/incharge & supervisor/incharge of the work shall ensure that no item of work not included in the contract is carried out without the sanction of the competent authority.
Items of work not included in a contract may be executed under the contract at mutually agreed rates.

Modifying Contracts

Modifications to contract shall be made in writing and signed by the Railway and the contractor.
No work shall proceed under such modifications until they are incorporated in a formal instrument signed by the Railway and the contractor.

Measurements and Computation of Quantities

The Assistant/Divisional Signal and Telecommunication Engineer shall be responsible for the correctness of the measurements, quantity, and adherence to clauses and specifications laid down in the contract.
Measurements shall be recorded in the measurement book and computations of quantities shall be done timely and in the specified manner.
Abstracts shall be prepared in the measurement book, showing the correct description of the item, total quantity done up-to-date, rate, and total value for each item measured/checked.

Disputes with Contractors

Every effort must be made to ensure supply of drawings, handing over of site, deputing of staff for supervision, materials (if any), budget for work, and timely payments to contractor, to avoid disputes with the contractor.
On completion of every work, a 'No claims certificate' shall be obtained from the contractor according to the relevant clause or clauses in the condition of contract.
In case of disputes, all documents, measurements, and letters bearing on the case shall be collected and stored in safe custody with the officer responsible for the case.

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

Description

This quiz covers the procedures and guidelines for preparing completion reports after finishing a project, including accounting for expenditures and obtaining necessary concurrences and sanctions.