(PROJECT MANAGEMENT)

Project Management is the application of processes, methods, skills, knowledge and

experience to achieve specific project objectives according to the project acceptance criteria within
agreed parameters. In simple terms project management means a process of leading a team to hit
goals or complete deliverables within a set timeframe.

PROJECT MANAGEMENT CYCLE

Initiation

Closing Planning

Monitoring
and Execution
control

18. WORK ORDER

1. All order to contractors will be in writing and signed either by the GE, an AGE or SDO in-
charge of the work. Each order specifies the service to which it refers and date by which the
work or each portion of is to be completed.
2. Contractors will be warned that claim for additional work which is not supported by a written
order will not be recognized.
3. In case of term contract order on contractor for work will be given on PAFW - 1823 or
PAFW -1823 – A (Para MES REG 322)
4. First one contains details of works required and the Sch item (Sch ‘A’ of CA).
5. Second one will be used (when the detail or) when the work is to be executed in
accordance with plans and specifications: a copy of these documents will accompany the
order, on which it will be sufficient to insert that work is to be performed in accordance with

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 the accompanying details or plans and specification as the case may be. Carbon copies of
the order will be taken on PAFW – 2160 and noted in the construction account as a liability.
6. Instructions and necessary documents will be fwd to the Engr-in-Charge of the work, who
will then communicate with the contractor to hand over the site for commencing the work.

19. PROJECT MONITORING TEAM (Para – 323 MES REG)

 E-in-C (DI&E)
 DW&CE
 ACE
 CMES
 GE
 SDO B&R, SDO E&M, Casual Staff
20. SITE HANDOVER PROCEDURE (PARA 294-297 Section 22 of MES Reg)

1. Where barracks or other buildings are to be taken over by the MES for
reconstruction or repairs, the GE will arrange a meeting with the CC Unit or other occupant
affected, and will, if necessary, take nec steps to arrange other suitable temporary
accommodation.
2. When a building is handed over to a contractor he will be required to give a written
receipt for the fixtures and glass.
3. When carrying out a work inside the enclosures of Pakistan Ordnance Factories or
Ordnance Depots, etc. the MES must comply with the rules laid down for persons admitted
into such enclosures.
4. In contracts for large services, a site plan showing the grounds to be handed over to
the contractor will be prepared and the contractor restricted to the area as shown therein.

20.1 Site Clearance: For Building work

Para 1.1.17 MES Sch of Rates
1. No extra measurement or allowance shall be made cleaning the site of grass;
shrubs brush wood, under growth, roots and small trees not exc 225mm girth at 60
cm from the ground. The realized material except trees exc 225 mm girth shall
become the property of contractor, if not otherwise specified elsewhere in the
contract tree exc 225 mm girth.
2. Shall be cut and disposed off by the concerned agency.

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 Para 1.1.18 MES Sch of Rates
No extra measurement or allowance will be made for work intercepted by
roots.
20.2 Road Work: Cleaning and Grubbing (Para 1.2.3 MES Sch of Rates)
1. It includes removal of upto 30 cm depth of stumps, roots, bushes and trees
with less than 225 mm girth, vegetation and other objectionable material and deposal
of all surface objects as and where directed as and where directed by the Engr-in-
Charge.
2. Operation of clearing and grubbing shall in no way be deemed to effect any
level or volume change of the area.

20.3 Measurement for Clearing and Grubbing

PARA 1.2.16.1 MES Sch of Rates

This item shall be paid as per relevant item of schedule at the location where
required and approved for such purpose by the Engr-in-Charge.

PARA 1.2.16.2 MES Sch of Rates

It shall not be measured for payment of work carried out by contractor in cut area of
roadway and borrow pits.
21. SITE ORDER BOOK (Ref: MI No. 615/21)

1. All order, instructions and/or notices to contractor must be given/ confirmed in writing.
2. Order etc by CMES/ GE will be given in a formal letter, sent to the contractor under a
registered acknowledgement due post. Order etc are issued by CMES under general
conditions of the contract e.g. clauses 3, 5, 10, 13, 19, 20, 24, 26, 36, 37, 50, 52, 54, 56,
57, 58, 59 and 62 of PAFW-2249.
3. Orders etc by the Engr-in-Charge will normally be recorded in work site Order book
PAFW-2160 but may be given in letter form. Orders etc issued by the Engr-in-Charge under
PAFW-2249 Clauses 9, 13, 17, 18, 24, 29, 30, 31, 33, 35, 36, 37, 39, 43, 44, 45, 46, 47 and
61 fall under this category.

21.1 Fol points will be observed in this respect

1. A work site order book will be opened for all Measurement, Lump Sum and
Term Contracts etc.

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 2. The work site order book will remain at site during working hours under the
custody of SDO / Sub Engr B&R responsible for supervising the work.
3. The work site order book will be removed form site and safely locked each day
after working hours in the nearest SDO or GE office.
4. All entries in the work site order book will be neatly made dated by the office
giving the order and by the contractor noting the instructions.
5. On completion of the work, the work Site Order Book will be filed with the
contract documents in the GE office.
6. Since no order issued on a contractor in the work site order book has any
legal ramification unless it is signed or subsequently confirmed in writing by
the Engr-in-Charge, no order will be issued to the contractor on the folio of the
work site order book unless it is signed by the Engr-in-Charge.
7. Where a work under a contract is being supervised by are Sub Engineer B/R
Gde-II, or Sub Engineer B&R Gde-I, or an A/XEN, who is not Engr-in- Charge,
he may, where necessary, prepare an order on the contractor on a folio of the
work site order book and sign it as officer issuing orders at end of the folio. He
will however, not actually issue the order without getting it countersigned by
the Engr-in-Charge. The latter, in token of his concurrence with the order, will
countersign it in the space on the printed form between the contractor’s
signatures and the signature of the officer issuing order.
21.2 Work Diary

Daily activities of every work executed under contract is noted in work diary. It
also contains the fol information:-

1. Total (skilled and unskilled) labor incorporated for each activity is noted.

2. Daily weather conditions.

3. Engineers and Supervisors employed by contractor against work.

4. Detail of daily store received / consumed like cement and steel i.e issued
against contract as per Sch ‘B’ through central stock.

5. GE / SDO/ Sub Engr/Contractor will check the daily labor employed against
work and sign the work diary.

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 21.3 MAS (Material at Site) Account (Para-639 of MES Reg)
An account of material which is opened to maintain the record of store required for a
Specific Project is called Material at site account.
21.4 Sanction for opening of MAS is obtained as under
1. CMES upto Rs. 0.9(M)
2. DW&CE upto Rs. 2.7(M)
3. E-in-C above Rs. 2.7(M)

The case of opening MAS is initiated by SDO B/R and after approval, it is maintained
by SDO Central / Div Stock.
22. DOCUMENTS, ARTICLES, RECORD etc REQUIRED TO BE KEPT AT SITE OF WORK

Fol documents, articles, record etc should invariably be kept at site:-

a. Copy of Contract Agreement.

b. Complete set of drawings.

c. Set of Information Sheets.

d. MES Schedule of Rates.

e. Work Diary.

f. Site Order Book.

g. Time and Progress Chart.

h. Register for recording all field and laboratory test and results thereof.

i. MES check sheet.

j. Sample board of all articles, stores, materials etc required to be supplied by

the contractor duly approved by the Engr-in-Charge / GE.

k. Store Register.

22.1. Tools Required at Site

Fol should invariably be available at site

1. Cone with platform and other accessories for slump tests.

2. Moulds with platform and other accessories for cubes.

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3. Graduated glass cylinder or at least a glass tumbler to test impurities in
aggregates and sand.

4. Straight edges (off sizes).

5. Hand level.

6. Plumb bob.

7. Knife.

8. Metal trough and weighing scale for soakage test.

9. Thermometer.

10. Moisture content meter for timber.

11. Measuring tape.

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23. SITE MEASUREMENT (PARA 330 to 334 of MES Reg)

1. Important services carried out by Measurement Contract should be measured by an officer

of considerable technical experience. In taking measurements, the CMES will, when possible,
arrange for the measurements of such services to be taken by AQS. Measurements of other
services should, as far as possible, be made by the SDO himself and not by his subordinates.
2. SDOs are personally responsible for the accuracy of measurements taken by themselves or
by their subordinates. For their own protection they should ensure that there is no delay in taking
measurements and will check on the site a proportion of any measurements taken by
subordinates. The GE or AGE will check a proportion of all measurements taken in his division and
test checks will be carried out from time to time by the AQS detailed by DW&CE/CMES.
3. Detailed rules are printed in Measurement Book (PAFW-2261), and the various forms of
contract contain provisions regarding the procedure if and when the contractor objects to any
measurement.
4. The measurement book will provide a complete record of works performed under a contract
and will, therefore, include all items having a financial value, so that full support is given to the
amount of the final sum due to the Contractor. It is the basis of all accounts of measured work and
of materials received which have to be counted as measured work. In any case in which extensive
services such as road-work, pipe laying or electric wiring are carried out by directly employed
labour, vide para 303 b of MES Reg, measurement will be recorded in a measurement book.
5. A measurement book may have to be produced as evidence in a court of law. Entries
therein must be indelibly recorded, properly described, agreed and signed by the parties
concerned. On site at the completion of each day's measurements, the state of the works when
these are handed over to the MES should also be recorded, agreed and signed by the
parties concerned.
6. A register of Measurement Books will be maintained in the office of every GE.
24. SPECIMEN OF MB (PAFW-2261)
Name of work…………………………… Name of contractor……………..…………………
Name of MES measurer………………… Situation of work. ……………..…………………
Exact locality……………………………… Agency…………………………………………….
Agreement or work order no……………. Date of commencement of work….…………….
Date of completion of work……………… Date of measurement…………………………….
Abstract no ……………………………… Date…………………………………………….. .
Payment on running account……………………………………………………………………

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 For previous measurements see MB No…………Pages……….……………………………
These lines should be repeated at the commencement of measurements relating to each
work
No Dimension Contents Particulars

1. The measurement book is a most important record being the basis of all accounts of
quantities whether of work done by daily labour or by contract or of materials received which
have to be counted or measured. The description of the work must be lucid so as to allow easy
identification and check.
2. The fol instructions will be observed in booking measurements
a. Dimensions are to be entered in feet and inches, meters and millimeters in the
centre column.
b. Where two dimensions are required to give areas or three dimensions to give
contents these are to be entered one under the other in the fol order:
1) Length.
2) Breadth or thickness.
3) Height or depth & a line drawn underneath each set of two or three
dimensions.
c. Where several sets of dimensions are booked against one item of work a vertical line
must be drawn over the right hand side of the contents column.
d. When dimensions are to be multiplied the multiplier must be written in the left hand
column and vertical line drawn between it and the dimension.
e. All calculations necessary to find a dimension may be entered on the right hand side
of the book.
f. When entering the areas or contents found by multiplying dimensions together in the
contents column the result are all to be worked out and written down to the nearest
twelfth of a foot upto 3rd place of decimal of square / cubic meter.
3. For large works a separate measurement book may be set apart, or, if found convenient,
two or more books may be set apart for different classes of works.
4. For important services the CMES may order measurements to be carried out by his AQS.
Failing such orders measurements should, as far as possible be taken by SDOs and not by
their subordinates. When measurements are taken by subordinates their accuracy should
invariably be tested by comparison with sanctioned plans and specifications and also be actual
measurements of a proportion on the site by SDOs.

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5. GEs are personally responsible for all measurements made by their subordinates and it is
their duty both to take sufficient test measurement on site to satisfy themselves of the accuracy
of the measuring and by periodical examination of measurement books to ensure that the rules
are being complied with.
6. Whenever possible a certificate of acceptance by contractors of all measurements
pertaining to their accounts should be obtained.
7. Each act of measurement should commence with entries stating:-
a. In case of bills for Work Done
1) Full name of work, as given in estimates.
2) Situation of work, exact locality.
3) Name of MES representative taking measurements.
4) Name of contractor.
5) Number and date of his agreement or work order.
6) Date of Measurement along with dated signatures of both parties on
each measurement
b. In the case of bills for Supply of Materials
1) Name of supplier.
2) Number and date of his agreement or order.
3) For purpose of supplies, one of the fol forms applicable to the case
a) "Stock" for all supplies for stock purposes.
b) “Purchase" for direct issue to (here enter full name of work as
given in estimate)…………………………………..
c) “Purchase” for (here enter full name of work as given in
estimate)… for use by contractor… .………………On…………
4) Date of Measurement along with dated signatures of both parties on
each measurement.
8. An abstract of measurements will then be prepared in duplicate on PAFW-2264 by the SDO
or the AQS concerned. It will collect, in the case of measurements for work done, the total
quantities of each distinct item of work. Schedule items will be arranged in numerical order.
This will be checked with the sanctioned plans and specifications before the original copy is
supplied to the contractor to enable him to prepare his bill.
9. No page should on any account be torn out of a book nor should any entry be erased or
disfigured so as to be illegible. If a mistake be made, it should be corrected by cancelling the

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incorrect words or figures with a single stroke of the pen or pencil and by writing the correct
words or figures separately. The correction thus made should be initialed and dated. All
signatures and initials made in the measurement book should be dated.
10. All measurements must be neatly recorded in the authorized form of measurement book.
The entries should be made, if possible, in ink but when this is not possible and entries have to
be made in indelible pencil, the pencil entries should not be inked over but left untouched.
The entries in the "Contents" column should, however, be made in ink in the first instance and
not inked over.
11. As all payments for work or supplies for which a measurement book is required to used, are
based on the quantities recorded, it is incumbent upon person taking the measurements to
record the quantities clearly and accurately. If the measurements are taken in connection with a
running contract account on which work has been previously measured, he is further
responsible that a reference to the last set of measurements be recorded and if the entire job or
contract has been completed, the fact is recorded prominently just above his initials. If the
measurements taken are the first set of measurements of a running account or the first and
final measurements, this fact should be suitably noted against the entries in the measurement
book.
12. Entries should be recorded continuously in the measurement book and no blank pages
should be left. Any pages left blank inadvertently must be cancelled by diagonal line, the
cancellation being attested.
13. When any measurements are cancelled, the cancellation must be supported by the dated
initials of the officer ordering the cancellation or by a reference to his orders initialed by the
officer who made the measurements. In either case the reason for cancellation be
recorded.
14. Each measurement book is provided with an index which should be kept up to date. The
clerk detailed by the Unit Accountant is responsible for the arithmetical check of all calculations
entered in a measurement book and he must initial (with date) each account in the book, in
token of having so checked it.
15. The sub-divisional officer or the subordinate making the measurements may have the
“Contents" column of the measurement book completed in ink by a clerk but he must abstract
the rest himself.
16. When an officer or subordinate is required to submit his measurement book, with his
accounts to the divisional officer, he should comply.

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17. From the measurement book all quantities should be clearly traceable to the documents on
which payments are made.
18. When an abstract is made out for work measured, every page of the book recording the
measurements must invariably be lined off with a continuous vertical line by the officer or
subordinate making the abstract and a reference must be made at the beginning of each set of
dimensions to the number and date of the abstract made. The officer or subordinate who
checks the abstracting will also line off all the measurements with a line parallel to the
abstractor's line but in brown ink and he will also check the reference given.
19. When the bill is made out for the work, the reference number of the bill must be written on
the abstract and the abstract number (or numbers) must be written on the bill together with the
number and date of order.
20. The unit accountant before passing the bill will make and sign the fol endorsement below
the above entries:-

Checked with the Abstract No…….dated…and bill passed and sent to CMA…..On…

21. On the occasion of transfer, it will be the special duty of GE to see that the measurement
books in the possession of the relieved officer at the time are recorded in the transfer papers by
the numbers they bear, and are acknowledged by the relieving officer and that necessary
corrections are made in the name of officer on the fly leaves of the measurement books.
22. In case a measurement book is lost an immediate report should be made of the facts of the
case and this report must be promptly forwarded to the DW & CE together with the explanation
of all parties concerned or responsible for the loss.
23. On the completion of each book the Unit Accountant will sign the fol certificate:-

Certified that Book No….…has been checked and it is found that:-

a. No page is torn out and missing and blank pages have not been left
un-cancelled.
b. Corrections are properly made and initialed by responsible person.
c. Original pencil entries are not inked over and column "Contents has been
Entered in ink”.
d. The number and date of each abstract in which the quantities are entered for
payments are noted.
e. The entries are lined off.

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 f. In the case of cancelled measurements, the reason for cancellation has been
given and the cancellation signed by the person who made the
measurements and the GE.
g. The index is complete.
h. Each set of measurements is signed by the officer by whom they were actually
made.
i. Each set of measurements bears, in addition to the signature of the officer or
the subordinate who made the measurements, the initials of the clerk who
checked the calculations and the signature of the Officer who passed the
measurements or paid the bill.
25. A MEASUREMENT BOOK NEEDS NOT TO BE USED FOR:-
1. Work executed by casual personnel that will be recorded on the muster roll or casual
labour roll. If the work cannot be measured, progress only need be recorded in these rolls
but an explanation will be given with the reason as to why the work could not be measured.

2. Periodical services where reference can be made to the measurements, entered in a

Periodical Services Measurement Book.

3. Requisitions up to any amount for repairs to buildings and up to Rs.45,000/- for all
other works. In both these cases, the detailed measurements will be recorded on the
requisition. Stores received when such stores are entered in detail in supplier's bills or
invoices. The bills pertaining to such supplies will be endorsed, "Stores received and found
correct". An exception to this rule is in the case of supplies of timber, etc, where actual
measurements have to be taken at the time of receipt in which case the Measurement book
will be used.
25.1 Periodical Services Measurement Books (PSMB) MI No. 205/21
1. Periodical repair services of which measurements are to be recorded in
Periodical Services Measurement Book are:-

a. White washing (both internal and external)

b. Colour washing (both internal and external)
c. Painting (both internal and external)
d. Oiling (both internal and external)
e. Tarring and tar-varnishing (both internal and external)
f. Earthen Floors (periodical renewal of)

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 g. Re-plastering and leaping of mud roofs, Hand dressing
h. Sweeping of chimneys
i. Distempering
2. Periodical Services Measurement Books (PSMB) for all buildings referred to
in para 335 MES Reg, will be prepared in accordance with the standard method of
measurements, all entries in the books will be made in ink. A register of these books
will be maintained.

3. Assistant Quantity Surveyor (AQS) will check the books to ensure that these
are corrected up-to-date. When prepared, not less than 5% of the measurements will
be checked by an officer and a certificate to this effect will be entered in the book. All
corrections will be checked and initialed by an officer.

4. The PSMB is prepared as under:-

a. The sequence of buildings in the measurement books will follow that in

the Register of Buildings

b. Under the name of the building in the heading, an outline plan of the
building will be given. This needs not be to scale but should show North
point. If the building consists of more than one room, the rooms,
verandahs, passages, etc. will be lettered A, B, C, D, etc. on the plan,
and will be referred to in the measurements under these letters.

c. Each room, verandah, passage and the outer side of the building will
be dealt with separately and in its entirety under the separate heading
for each class of work, i.e. for white washing, painting, etc. deductions,
if any, will follow the measurements of the rooms or other parts of the
buildings to which they refer. It should be borne in mind that in the case
of a door or window opening from a room into a verandah, one side of
the door or window will come under the measurements for the room.
The other side will come under the measurements for verandah. In the
case of window on the outside wall, one side comes under the
measurements for the room, the other side under the measurements
for exterior work of the building.

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d. It is essential that every item of measurement should be clearly located
and explained, hand sketches should be freely employed for the
purpose and notes should be made against measurements, where
necessary. For instance, in the case of an irregularly shaped painted
iron roof, the roof might be divided into sections clearly lettered on an
outline plan of the roof.

e. "All round" measurements for white or colour washing should be

avoided and each wall should be separately measured.

f. Where there are two or more rooms, etc., for which the measurements
are the same, one room should be measured up entirely under the item
of work under consideration, say room A for white-washing. Then under
the headings room B, room, etc., for white-washing should be entered
"as for room A" and then summed up. Each separate measurement
should not be multiplied by the number of similar rooms.

g. All headings must be written clearly on separate lines and must be

underlined.

h. At the end of the measurements for each building an abstract will be

made showing the quantity or work in each room under different
categories and similarly for the quantity of each type of external work.

i. A general abstract for each set of lines, or group of buildings will be

recorded in a separate book and kept updated for each sub division for
use as a Standard Estimate.

j. The preparation of books must never be left entirely to a Sub

Engineer. If a Sub Engineer takes measurements, at least 10
percent must be checked by the SDO, who will also closely
supervise the preparation of books in general.

k. On completion of any additions or alterations to a building affecting the

recorded measurements of the buildings, the SDO will arrange for the
relevant book to be corrected immediately on completion of the work. It
will then be submitted to the GE/AGE for his signature to the correction.

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26. MAINTENANCE AND ANNUAL EXCHANGE OF REGISTERS, GAZETTEERS AND
PLANS (MI NO. 802/21)

1. Attention of all concerned is drawn to Paragraphs 342 to 345 of MES Reg. Fol
records will be maintained in the offices of DsW&CEs, CsMES and GEs/ AGEs.
2. These will be kept updated for annual exchange. GEs/ AGEs will update and endorse
certificates on the copies meant for E-in-C and other offices up-to-date given alongside and
should reach them by the dates given below in brackets.
3. In case where no change has occurred throughout the relevant years, exchange of
document will not be made but a NO CHANGE CERTIFICATE shall be sent on due dates

a. Register of buildings 30 June (1 Nov) upto DW&CE

b. Cantonments and airfields gazetteers 30 June (1 Sep) upto DW&CE
c. Road communication plans 30 Sep (1 Dec) upto DW&CE
Cantonments plans (including airfield and
d. 30 Sep (1 Dec) upto DW&CE
runway plans)
e. Electricity distribution plans (external) 30 Sep (1 Dec) upto DW&CE
f. Water distribution plans (external) 30 Sep (1 Dec) upto DW&CE
Cantonment plan showing Sewerage layout
g. 30 Sep (1 Dec) upto DW&CE
controlled by central sewerage plants
Cantonments plan showing irrigation
h. 30 Sep (1 Dec) upto DW&CE
/ water supply
i. Standard Cantonment plans for staff use 30 Sep (1 Dec) upto DW&CE

26.1 Register of Buildings

1. This is maintained in PAFW-2167 and PAFW-2168 where printed copies are not available,
manuscript through typing will be used.
2. In addition to completing the data PAFW-2168, a running total of values from year to year
will also be complied on a proforma. This proforma will be fixed to the inside of the cover viz
PAFW-2167.
3. The GE / AGE in their respective charges will furnish annually by the date specified in table
above a corrected copy of each office concerned, receiving the old copy in return. Remarks
columns of PAFW – 2167 will be utilized to give additional information like addition / alterations etc
in the building with the authority approving the work.

26.2 Cantonment and Airfield Gazetteers

1. These will be maintained on loose sheets bound in a file cover. Proforma will be manuscript
according to the instructions issued by the E-in-C from time to time.

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2. The Gazetteers will contain all the information which may represent a true picture of the
Cantonment and the Airfield.
3. North point will be marked and scale shown.
4. Pictorial view of each building entered in register of building be maintained on loose
leaflets bounded in a folder with brief history along with building number on the same sheet where
pictures are pasted.

26.3 Road Communication Plans

1. These plans will cover roads which are outside cantonments and are maintained by the
MES. Roads within cantonments are covered by Cantonment plans.
2. The plan will give for each road fol information and will be to a scale of 6 cm to a km:-
a. Width of road.
b. Type of surface
c. Spans of bridges of 9 m and above with brief particulars of the type of construction like
length, clear road width, load classification etc.
d. Metaled / carpeted black top roads will be shown in continuous firm double lines and un-
metaled roads will be shown in dotted lines. The plan will be folded and placed loose in
foolscap file cover on which the name of the area will be shown.
e. North point will be marked and scale shown.

26.4 Cantonment Plans

1. The plans will be maintained on Survey of Pakistan cloth backed maps, to a scale of
1:5000. The plan will be folded foolscap size with stiff and boards. Cantonment plans
(which term also means airfield runway plans and plans for other self-contained projects) will
show the roads and buildings in the fol distinguishing colours:-
a. Military Red
b. Civil Blue
c. Cantonment Green
d. Civil Roads of military importance Yellow
2. Roads will be shown as mentioned above in Para 26.3, 2 (d).
3. Where no suitable Survey of Pakistan map exists, prints of Cantonment Plans of as near
to the required scale as possible will be used as a temporary arrangement only.
4. Whenever a new road has been completed, a corrected plan of it will be sent by the
respective CMES to Survey of Pakistan.

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5. The coloring of buildings and roads on new cantonment plans issued by Survey of
Pakistan will be carried out departmentally. The distinguishing colours given above will be used.
The Survey department will send copies of maps direct to the respective GE / AGE who will colour
these and send a copy to the DW&CE.
6. North point will be marked and scale shown.

27. TEST REPORTS REQUIRED FOR BILLING

Ser Description Type of Test
a. Cube test (not in practice)
1. Concrete compressive strength test
b. Cylinder test
2. Steel reinforcement Gd. 40, 60 tensile test a. Steel compressive / tensile test
a. Moisture content test
3. First class wood
b. Wood seasoning test
4. Termite proofing certificate 5 x years warranty
a. Water absorption test
5. Bricks compressive strength test
b. Compressive strength test
a. Sieve analysis for fine aggregate
6. Crush Gradation test (Sieve analysis test) b. Sieve analysis for course aggregate
c. Maximum dry density for compaction
a. Short Circuit test
b. Wiring insulation test
7. Wiring test report c. Continuity Test
d. Polarity Test
e. Earthing
8. Pressure test of water supply lines a. Hydrostatic test
b. Pneumatic test
c. Visual Inspection Test
d. Service Leak Test
9. Sewerage test a. Straightness test
b. Mirror Test
c. Smoke Test

28. PROGRESS MONITORING TECHNIQUES

28.1 Possible causes of delay in completion of work (MES MI No.628/21)

Fol can be possible causes of delay in the completion of work:-

1. Non-availability of site
2. Delay in site investigation / soil analysis.
3. Non availability of stores to be issued under Sch B and C of contract
agreements.
4. Deviations orders.
5. Amendments to contract Agreements.

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 6. Paucity of funds.
7. Poor performance and slow progress by contractor.
8. Changes made in siting, specifications, lay-out design, scope etc.
9. Faulty contracts.
10. Delay in completion of external services and furniture although the building
are completed.
11. Delayed import of stores / machinery / plant from abroad
12. Non availability of stores from the market, which is the responsibility of the
contractor.
13. Bad weather.
14. Revision of administrative sanctions.
15. Law and order situations in the area.
28.2 How to overcome these delays
To achieve this object, fol measures should be taken:-

1. Ensure availability of site.

2. GE concerned to associate new commander with the works / projects at the

earliest.

3. Site investigation / soil analysis well in time.

4. GE should ensure that stores to be issued under Sch B and C are available
before the contract agreement is concluded.

5. Avoid Deviations orders as far as possible.

6. Avoid Amendments to Contract Agreements.

7. Availability of funds.

8. Avoid changes made in siting, specifications, layout design, scope etc. at

later stage.

9. Store required to be imported from abroad must be made available to the

contractor well in time.

10. While fixing time for completion of the work in a contract agreement, bad
weather and seasonal limitation likely to affect smooth progress of the work
should be catered for.

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29. PAYMENT TO CONTRACTOR

Procedure for payment to contractor is described as under:-

29.1 Secured Advances (Para 410 of MES Reg & clause 64 of PAFW-2249)

1. Secured advances to a contractor may be sanctioned for imperishable material and

timber collected for use on work, in cases in which the contract is for finished work.
2. The amount of advances will not exceed 75 percent of the value of material and
timber as assessed by the GE and should be sanctioned by CMES.
3. It must be booked in construction accounts and in the contractor’s ledgers for
effecting recoveries promptly.

29.2 Running Account Receipt (MI No. 623/21)

Fol points should be taken into consideration

1. Clause 60 of PAFW-2249 allows monthly payments at 90% of the value of work done.
2. Fol recoveries are to be made
a. Cost of store issued.
b. Hire charges for tool and plants.
c. Water charges
d. Deduction of 10% retention money at all stages where reduction in retention
money has been sanctioned by the DW&CE concerned under Govt. of Pakistan ltr no.
2017/10/E-2/F.3 (345)/D3(A-III)/84 dated 4th October 1984.
3. Where RARs are called for check by CsMES, the check will be physical and not
merely an office arithmetical check.
4. In no case will the limit of 90% payment be exceeded. This percentage applies to the
value of work accepted and passed by the GE / Engr-in charge and not to the value of
work done.
5. No payment is to be allowed for work not executed according to contract
specifications / conditions.
6. To avoid overpayments and to assess the value of work done as accurately as
possible, payment shall be made according to accepted work done after pricing BQ of CA.
29.2 Points to be remembered before Final Bill

1. All works listed in Sch – A, PLS and DO be entered in MB.

2. Record Plate Certificate.

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3. Handing / Taking over Board with NIL defects.
4. Completion certificate of GE.
5. Certificate for own arrangement of Water by Contractor.
6. Certificate of GE for Local Audit, Test Audit / DI&E Objections
7. Approved Store statement of CA.
8. Copy of work orders / extension, suspension and resumption letter.
9. Store issued / consumption and comparative statement.
10. Cylinder test report for RCC Works.
11. Test report of PCC Blocks.
12. Electric wiring test reports.
13. Wood seasoning certificate and first class soft wood used in contract.
14. Termite proofing certificate
15. Steel, cement NA letter (if applicable).
16. Earth work (if any), leads approved by concerned GE.
17. Crush and sand test report.
18. MES Check sheet photocopy.
19. Contractor Application for request of Final Bill
20. Rates as per Sch items / approved.

29.4 Final Bill (MI No. 623/21)

1. As soon as possible after completion of the work to the satisfaction of the GE, the
contractor will submit final bill on PAFW-2262 in triplicate whether lump sum or
measurement contracts.
2. Final bills (along with the relevant documents) shall only be paid to contractor after
recommendation of controlling officer and concurrence of accepting officer.
3. Final bill which fall short of prescribed retention money call for disciplinary action.
Such cases will be reported to HQ along with statements of the SDO / Engr-in-Charge /
Controlling officer giving reasons for the irregularity.

29.5 Hand Receipt (Para-402 of MES Reg)

Hand Receipt (PAFW-2260) is used for making payment or secured advances to contractor.

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 29.6 Requisition

A requisition (PAFW– 1833) is detailed order for minor and repair work on a
contractor and will fully specify the work required to be done describing in detail, where
required, sizes, area and sketches, etc so that the extent of work and its exact nature can
readily be understood and identified. The work can be supervised and checked property if a
requisition is placed on the contractor in a correct manner.

29.7 Issue of store to contractor

Fol points should be taken into consideration:-

1. Ensure that store are issued to contractor in small quantities commensurate

with their consumption

2. Work diary will be used to show every day receipts, consumption and balance
of Schedule B Stores. Item accounted for by weight may be entered
approximately

3. Contractor will be asked to maintain proper ledger for stores issued to them to
show daily receipts/ issues.

4. Cost of all stores issued previous to preparation of running account receipts

must be recovered in each running account receipt.
30. DEVALUATION OF WORK

Fol points to be noted:-

1. Occasions for devaluing work should not normally arise and provisions of Clause 37/50
of PAFW-2249 should be strictly enforced.
2. Where, however, devaluation is unavoidable and work executed below specification or
sub-standard:- does not materially, structurally and functionally affect the completed
structure, devaluation may be resorted to under orders of a competent authority with the fol
provisions:-
a. In case of material discrepancy, the cost of material, labour and fixing charges etc.
will be computed proportionately and deducted accordingly.
b. In case of functional discrepancy, its degree will be assessed by the Engr-in-Charge
and approved by next Engineer authority and deduction made accordingly.

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 c. In case of both material and functional discrepancy, deduction for less material
incorporated will be made in accordance with sub paragraph (above and then
deduction computed for functional discrepancy will be added over and above the
cost of material and labour etc.
d. In case of structural defects, the work, will be rejected outright except for defects of a
minor nature like hair cracks etc. which may be rectified / repaired.

30.1 Powers of Devaluation of Work

For purpose of devaluation, the competent authorities are as under:

For contracts concluded by GE/ AGE - CMES

For contracts by concluded by CMES - DW&CE

For contracts by DW&CE - E-in-C

30.2 Payment Recovery (MI no. 623/21)

Fol points to be noted:-

1. Cases may arise where a work for which payment has been released may be
devalued by inspection teams necessitating recovery from the contractor. In
such cases, if a contractor disputes the recovery or does not answer notices
for refunding the amount over paid, concerned executive should:-
a. Circulate the information in all wings to affect the recovery.
b. Initiate or refer the case of suspension of contractor to enlisting authority.

2. Irrecoverable overpayments have to be written off under sanction of the

CFA. A loss statement together with a detailed statement of each case
should be sent to the CFA for sanction. Where a C of I is necessary, and is
held, copies of its proceeding should also accompany the Loss Statement.
31. DOCUMENT REQUIRED AT SITE FOR DI&E TEAM (Anx C to MI no.702/21)

1. Complete set of Contract Agreement including all referred drawing, BQs and
specification etc.
2. Qualification record of supervisory staff detailed by the contractor as per clause 27 &
29 of Pakistan Engineering Council Act 1976 as stated in MI 604/21.
3. Work diary.
4. Site order book.

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 5. Check sheet.
6. Time and progress chart.
7. Measurement books.
8. MES Schedule of Rates (latest version) and code of practices.
9. Test report of cement, sand, crush, steel, PCC blocks, burnt bricks, timber etc and
soil bearing capacity.
10. Register for recording all field and laboratory tests and result thereof.
11. All invoices/ Test reports and plants record books of transformer/ cable/ tube well etc.
12. Material register showing the detail of material required/ received/ consumed.
13. Approve sample of all material / fitting / fixtures etc.
31.1 Inspection of MES Work by DI&E (MI No.702/21)

The Directorate of Inspection & Evaluation of E-in-C's Branch inspects MES Works progress,
completed, E&M installations and stores on 18 months basis, with the fol mandate:-

a. Check and evaluate MES works.

b. Suggest ways and means to improve the standard of construction and workmanship.
c. Locate problem areas and recommend corrective measures for guidance of the field
executives.
d. Carry out technical scrutiny of paid vouchers and contract documents.
e. Detect/ notice the tendency of acceptance of defective / sub-standard works
overpayments and suggest remedial measures.
f. Examine structural failures and irregularities reported by the user, with necessary
assistance of DD&C, where required.
g. Check maintenance standard, functioning and repairs record of E&M installations.
h. Check sub-head C expenditures for ensuring that rationalized amounts are being spent
to strike balance between quality maintenance viz-a-viz funds being made available.
i. Verify / arrange field / laboratory tests of materials used in construction, with necessary
assistance of DD&C, where required.
j. Carry out scrutiny of utility bills and recovery from entitled / non-entitled consumers.
k. Carry out inspection/ stocktaking of all kinds of stores. Representative from DP&W (log
Sec) be incorporated, if necessary.
l. Inspection of central stock on as and when required basis by incorporating GSO-1 (Log)
from DP&W with the inspection team.
m. Verification of confirmation given by GE after removal of defects/ recoveries.

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 n. Carry out surprise checks/ spot inspections on as and when required basis.
o. Inspection of office documentation.
p. Carry out technical scrutiny of furniture contracts and evaluate standard of
manufacturing and workmanship viz-a-viz payments made.
q. Checking of MER (monthly expenditure return) for accurate payment.

32. HANDING/TAKING OVER BOARD OF OFFICER (Para 11 of Appx E MES Reg)

When the work has been completed, it will be handed over to MES who will enter it in
their Register of Military Buildings at the total sanctioned cost. The actual cost as per
construction will also be indicated in the Register for comparison purposes.

33. MES CHECK SHEETS

1. Check sheet will be filled for each separate building.
2. Check Sheet is NOT definitive. Further checks where necessary will be carried out.
3. Check sheet will be kept at site under the custody of SDO / Sub Engineer Gde-II and
will be shown to the inspecting Officer. SDO / Sub Engineer Gde-II will be responsible
for all detailed checking of specifications, measurements etc. He will check each stage
of the project.
4. Check sheet on physical completion of the building will be finally recorded in the office of
the GE and retained for a period of five years after completion.

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