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RHD Operational Procedure Zonal Operation Wing
 
Zonal Operations
 
OP/ZF/3.1 - Project Implementation
 
Purpose and Scope :

This procedure describes the process of project implementation by Field Divisional EE of RHD.
 
Definitions :

RHDCoP - is the committee on procurement of RHD. This committee scrutinizes all procurement proposals of RHD, which needs approval of CE and or the Ministry of Communications.
 
Responsibility :

The EE-field is responsible for implementation of projects under the Field Division.

SE-field is responsible for approving Engineer's estimate/tender documents/award, which are beyond EE's financial powers.

ACE-field is responsible for approving Engineer's estimate/tender documents/award beyond SE's financial powers.

CE is responsible for approving Engineer's estimate/tender documents/award beyond ACE's financial powers.

The Ministry of Communications is responsible for approving Engineer's estimate/tender documents/award beyond financial powers of CE.
 
Method :

The EE carries out project implementation of his Division as follows:

The EE receives guidance and instruction from his SE and reports to him on Divisional matters as and when required.

He receives annual approved programme and budget allocations through his SE

He obtains BoQ of works to be done under the annual work programme and budget allocations from his SDEs. He visits field with SDEs and decides finally on BoQ, for works to be done. He takes guidance from New RHD Tender Documents, RHD's Pavement Design Standards, RHD's Geometric Design Standards, Traffic Signs Standards, Traffic Survey Data, Road Condition Survey and Bridge Condition Survey Data.

He prepares tender documents and Engineer's estimate and obtains approval of tender documents, through SE, if it is beyond his financial powers. The SE approves the tender documents if it is within his financial powers and returns to EE. If however, it is beyond his financial powers, he obtains approval of appropriate authority having financial powers according to financial rules of Govt. (see RHD Management Manual - Volume-1).

The EE floats tender, on receiving the approved tender documents, receives tenders, evaluates them and forwards to SE for approval of the award.

The SE approves the award if it is within his financial powers or processes it through appropriate authority for getting approval. He may not approve/process for approval in case he does not agree with the recommendations of EE. In such case he returns the papers to EE with instructions to resubmit after doing the needful as per instructions. If the tender price is beyond his powers, he sends it to ACE for approval. The ACE may approve it, if it is within his financial powers or he may forward it to RHD's Cop for approval by CE or the MoC according to financial powers.

EE receives approval for awarding contract, issues 'letter of acceptance' and the contractor signs the Agreement after depositing performance guarantee. Then, EE issues 'Notice to Commence', hands over site and asks the contractor to submit programme. If it is acceptable, he approves it, if not, asks for resubmission. The EE returns the tender security of the successful tenderer and those of unsuccessful tenderers. In these respects, EE takes guidance from New RHD Tender Documents.

EE holds start-up meeting with the contractor along with SDEs. He reaches agreement with the contractor such that he submits daily programme to SDE/SAE and W/A with copy to EE to enable them to attend site to supervise work, field tests, laboratory tests and make joint measurements of accepted works for payment.

EE and/or his SDE/SAE & W/A attends site to supervise works, field tests, laboratory tests, while these are performed by the contractor and jointly records measurement, of works, if they are according to the quality control requirements of the specifications and if the test results conform to the requirements. These jointly measured works are then accepted for making payments to contractor, if the payment certificate is supported by the relevant test reports.

EE pays Field visits very off and on to supervise works in the field and to check and ensure that contractor works as per specification and his staff attend site and supervise works daily to ensure quality of works. The EE ensures that field tests are done as per requirements and works are accepted on the basis of satisfactory test results. He also satisfies himself that materials are tested and accepted according to the specifications and the working methods of the contractor are also according to the requirements of the specifications.

EE holds periodic meetings with contractor along with SDEs, monitors progress of works against target, identifies problems, if any, and lagging in progress. He discusses problems and lagging with the contractor and spells out remedial measure. If necessary, asks contractor to revise programme of work to keep pace with the specified time or agrees for allowing time extension on genuine grounds, if contractor applies in time, asking for such extension of time.

EE holds monthly meeting with SDEs and reviews progress of works and field activities to enforce project implementation and to take any measure required towards solving any problem.

EE pays interim certificates to contractor regularly, duly approved him/SE/ACE as the case may be and certified by EE/SDE and SAE supported by reports of all tests done, within specified time. If EE is the 'Engineer' of the project, he approves the payment certificate, whereas, if SE is the 'Engineer', SE approves the payment certificate (EE is the 'Engineer' for contracts upto Tk. 3 crore and SE is the 'Engineer' for contracts above Tk. 3 crore).

When works are completed, the contractor asks for issuing completion certificate. The EE verifies, asks contractor to submit as-built drawings and jointly inspects works, making a list of any minor works remaining to be done. Then, EE issues substantial completion certificate, asking the contractor to complete minor items of works and to remedy defects, if any, during the Defects Liability Period. On substantial completion of work and issuing of substantial completion certificate, the Employer takes over the work and 50% of Retention Money is refunded to the contractor.

EE issues Defects Liability certificate and delivers it to the Employer with a copy to contractor, within 28 days of satisfactorily remedying of all defects by the contractor. Any Final payment certificate that might have been submitted during the Defects Liability Period is paid after the issue of Defects Liability certificate and the remaining retention money is refunded. On completion of the project, the project account is closed by EE promptly.
 
References :

RHD Management Plan - Volume 1

New RHD Contract Documents

RHD Pavement Design Standards

RHD Zonal Schedule of Rates

RHD Geometric Design Standards

RHD Road Condition Survey Manual

RHD Bridge Condition Survey Manual

Standard Traffic Signs Manual

Annual Development Programme (ADP)

PP/PCP (Project Proforma/Project Concept Paper)
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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