After the project proposals have been cleared by the Ministry, the Executing Agency would invite tenders and commence work on the projects. The well-established procedure for tendering, through competitive bidding, would be followed for all projects. All the projects scrutinised by the STA and cleared by the Ministry, will be tendered as such, and no changes shall be made in the work. The States will follow the Standard Bidding Document, prescribed by the Ministry of Rural Development, for all the tenders. All State level formalities relating to issue of tender notice, finalisation of tender and award of works should be completed within 120 days of clearance of the project proposals failing which it will be deemed that the works in question have been cancelled. A report on the circumstances in which the work could not be awarded must be sent to the National Rural Roads Development Agency (NRRDA). The State Government would also stand to lose that amount.
In case the value of tenders received is above the estimate that has been cleared by the Ministry, the difference (tender premium) will be borne by the State Government.
The tendering work is to be done through the established procedure of competitive bidding. The standard bidding document (SBD) for PMGSY (approved by NRRDA) has to be adopted for all the tenders. PMGSY places high emphasis on time and quality. The tendering and contracting process and the time period has to be strictly followed as per the relevant clauses of SBD. Bidding is done in two packet system. To attract right contractors and for healthy competition, packaging of two or more road projects is allowed. Excess / deficit in tendered amount has to be adjusted at the district level under intimation to the NRRDA provided that in any particular package the excess / deficit does not exceed 10% If the excess / deficient in tendered amount is not adjusted within the district, the same can be adjusted at the State level at BRRDA under intimation to NRRDA. In case the value of tenders received is above the estimate that has been cleared by the Ministry, the difference (tender premium) pooled for the entire State has be borne by the State Government Latest Tenders: 1)Executive Engineer, PWD(R&B), Santirbazar Division, Santirbazar,South Tripura Estimated Cost of Construction Rs. 3,44,59,000 ,Estimated Cost of Maintenance Rs. 43,28,000 and time Allowed for completion (in months) is 12 monthd. 2)Chief Engineer PWD Rajasthan, Jaipur invites on behalf of Chief Engineer PWD Rajasthan, Jaipur sealed percentage Rate tenders from approved and eligible Contractors registered Estimated Cost of Construction Rs. 1,43,50,000 and it is completed in 9 months. 3)Superintending Engineer, PMGSY Circle, PWD, Meerut on behalf of Governor of UP sealed percentage Rate tenders from approved and eligible Contractors registered with UP PWD, UP RES, class A, or equivalent category up to 05:00 hours on 30-06-2010 for construction of maintenance for five years after construction. ORGANISATION OF PROJECT TEAM: Organizations can be defined as groups of people who must coordinate their activities in order to meet organizational objectives. In order to ensure efficient and streamlined execution of works under PMGSY, various capacity enhancement measures have been suggested as an adjunct to the programme. These are required to be put in place for effective management. Generally, even though PMGSY is primarily aimed at providing new connectivity, at the sectoral level it seeks the development and strengthening of the rural roads sector through systematic planning and management of the entire network, and the institutional strengthening and capacity enhancement is in furtherance of these broader sectoral objectives as well. 1. STATE LEVEL AGENCIESSetting up and operationalisation of an effective state level agency with responsibility to PMGSY specifically, and for the rural roads network generally is a key component to institutional development. 1.1 Executing Agencies: State Government identifies a suitable agency having a presence in all the districts and having established competence in executing time-bound road construction work. These agencies shall be designated as Executing Agencies. These could be the Public Works Department/Rural Engineering Services/Rural Engineering Organisation/Rural Works Department/ Zilla Parishads/ Panchayati Raj Institutions. 1.2 Nodal Department: Each State Government nominate a Department as the Nodal Department. The Nodal Department have overall responsibility for the implementation of PMGSY in the State. All communication between the MoRD and the State Government done through the Nodal Department/State level Agency. The Nodal Department shall normally be the State Department responsible for rural roads. 1.3 Chief Executive Officer : The Chief Executive Officer of the Agency needs Senior Officer of the Nodal/ Executing Department preferably with a presence in the State Secretariat hierarchy. 1.4 Financial Controller: The Agency appoint a Financial Controller, to oversee the operationalisation of the rural roads accounting system. The Agency maintain centralized accounts, which is accessed by the Programme Implementing Units (PIU) and the Financial Controller’s primary responsibility is to enforcement of accounting standards and arranging the auditing thereof. 1.5 Empowered Officer : The Agency has an Empowered Officer .The officer is responsible for operational management of the project funds and need to be a senior officer (generally of the rank of Chief Engineer), familiar with Project Management of PMGSY. 1.6 IT Nodal officer : The Agency has a State IT Nodal officer in order to oversee the regularity and accuracy of the data being furnished by the Programme Implementation Units (PIU) and will be responsible to oversee the upkeep of the hardware and software as well as the IT training requirements of the personnel dealing with the PMGSY. 1.7 State Quality Coordinator (SQC) :The Agency has a senior Engineer to function as State Quality Coordinator (SQC) at the state level. His function is to oversee the satisfactory functioning of Quality Management mechanism within the State. 2 .PROGRAMME IMPLEMENTATION UNIT (PIU)The Programme Implementation Units (PIU) are the basic units for project planning, execution and accounting. A PIU consist of one or more Engineering Divisions, appropriately headed by an Executive Engineer or Superintending Engineer. The PIU is directly responsible for contracting implementation and Quality Management of PMGSY works. The PIU also be the financial and accounting centre at the field level. 3. STATE LEVEL STANDING COMMITTEEA State Level Standing Committee (SLSC) set up preferably under the chairmanship of the Chief Secretary will be responsible for close and effective monitoring of the programme and to oversee the timely and proper execution of works .The SLSC needs to comprise all the main stakeholders in the programme, including: Secretaries of the Programme Departments (Rural Development and PWD). Secretaries of the Transport, Finance, Forests & Environment and IT Departments. State Informatics Officer (NIC) and State Technical Agencies (STAs). Since the primary purpose of PMGSY is to enable basic access to the rural hinterland and thus increase the tempo of economic activity and reach of social services, the SLSC’s role is crucial to exploiting the development potential created by the new assets. 4. STATE TECHNICAL AGENCIESWhile States are primarily responsible for the programme, in view of the need to enhance technical inputs for design and techno-economic innovation, State Technical Agencies have been appointed by NRRDA to assist the States. The main functions of the Agencies are: Verification of the District Rural Roads Plan prepared by the district Programme Implementation Unit (PIU). Post-Scrutiny of Core Network. Scrutiny of the Detailed Project Reports for road works prepared by the District PIU. Providing requisite technical support to the PIUs in design, particularly in CD works. Undertaking normal tests of parameters for road design and Quality Control tests for District Programme Implementation Units and State Quality Control Mechanism. Training and R&D Monitoring. The Agencies will be selected for appointment on the basis of recommendation of the State Government. In order to qualify. Members of STA should have a Civil engineering background and qualifications including one or more with specialization in Traffic/ Transportation/Highway Engineering. The Agency should have a well established laboratory with adequate testing facilities; and The Agency should have the infrastructure/facility necessary for organising training programmes. 5 .MANAGEMENT AND MONITORING SYSTEMBecause PMGSY depends on clear and detailed procedures, with inbuilt time and quality parameters, monitoring and management of the programme is not only systematic but also highly amenable to computerization. PROJECT SCHUDLING: The scheduling of activities is one of the major requirements of the program office after a program go-ahead. There are certain guidelines that should be followed in the preparation of the schedule:
All major events and dates must be clearly defined
The exact sequence of work should be defined through a networking which interrelationship between events can be identified.
Schedules should be directly relatable to the work breakdown structure. The minimum requirement should be to show where and when all tasks start and finish.
All schedules must identify the time constraints and, if possible should identify those resources required for each event.