Preconstruction Activity

1. PRE-CONSTRUCTION ACTIVITY IN EPC WORKS

2. SEQUENCE OF PRESENTATION
 DPR Preparation.
 Land Acquisition.
 Forest Clearance.
 Shifting of utility.

3. PRE-CONSTRUCTION ACTIVITY IN EPC WORKS
DPR PREPARATION

4. DPR PREPARATION
.Finalization of alignment and approval of DPR is the first step in pre-construction activity of
EPC work.
 DPR preparation in EPC works is outsourced through DPR consultant who is responsible for
carrying out feasibility study, preparation of DPR and providing all the pre-construction services
required for road construction works.
 Project preparation activities are split into three stages as under with preliminary design work
to be commenced without waiting for feasibility study to be completed :-
(a) Stage 1 : Inception report
(b) Stage 2 : Feasibility report
(c) Stage 3 : Detailed project report
 The details of document to be submitted by Consultant in the three stages is as under :-
Stage 1 : Inception report
Srl Name of document Brief description
(a) Quality Assurance Plan
(QAP)
Immediately upon the award of Contract, the
consultants shall submit four copies of QAP
covering all aspects of field studies, investigations
design and economic financial analysis. The field
and design activities shall start after QAP is
approved by Department.

5. DPR PREPARATION
Srl Name of document Brief description
(b) Inception report (IR) The inception report shall cover all the major
aspects of project such as project appreciation, task
assignment and manning schedule, work
programme, design standards, key plan, linear plan
etc. and same is to be approved by Department.
Stage 2 : Feasibility report
(a) Feasibility report The consultant should commence feasibility study
after approval of IR. The feasibility study should
cover executive summary, project description
including alignment details, socio-economic
profiles, indicative design standards, traffic survey
and analysis, environmental and social assessment
report alongwith cost estimate, economic and
financial analysis and recommendation/ conclusion.
(b) Strip plan and
clearances
Consultant shall submit details of centre line of
proposed road, information concerning the area for
land acquisition, position of existing utilities and
services with relocation points in consultation with
local authorities, details of environmental and forest
clearances required, utility shifting plan, land
acquisition plan etc.

6. DPR PREPARATION
Srl Name of document Brief description
(c) Land Acquisition report The land acquisition report for the entire stretch
shall include detailed schedule about acquisition of
land holdings as per revenue records and their
locations on a strip plan and also the cost as per
district authorities alongwith resettlement plans and
plans for compensatory afforestation.
Stage 3 : Detailed project report
(a) Draft Detailed Project
report
The draft DPR submission shall consist of package
wise main report, design report, materials report,
drainage design report, economic and financial
analysis report, environmental assessment report
including resettlement action plan (RAP), package-
wise bid documents and drawings.
(b) Final Detailed Project
report
The final package wise DPR consisting of main
report, design report, drainage design report and
material report incorporating all revisions deemed
relevant following receipt of comments from the
Department on the draft DPR.

7. PRE-CONSTRUCTION ACTIVITY IN EPC WORKS
LAND ACQUISITION

8.  All activity related to EPC before award of contract
 Land Acquisition which includes gazette publication of 3a, 3A and 3D and its
timely publication in two local news papers at least one in vernacular language.
 Completion of 3C within stipulated time.
 3G Award for compensation and its timely disbursement to affected pers.
 Forest, Environmental and wild life clearance
 Estimate for shifting of utilities and its sanction by CFA
LAND ACQUISITION

9. Its essential so that 90 % RoW can be handed over to contractor on appointed
date. It is a time consuming activity which involves many State Govt agencies
like Revenue, PWD, horticulture, electricity department, Jal Sansadhan
Department etc.
It is a time consuming activity which involves many State Govt agencies like
Revenue, PWD, horticulture, electricity department, Jal Sansadhan Department
etc.
 Its essential so that 90 % RoW can be handed over to contractor on
appointed date.
 Shall be started immediately after approval of alignment.
LAND ACQUISITION

10. EPC Contract Provisions
 RFP Clauses
 Performance Security : Contractor has to submit performance security
within 30 days of receipt of LoA.
 EPC Contract Provisions
 Agreement to be signed within 10 days of receipt of performance
security.
 Appointed date to be given within 90 days of signing of contract
agrrement.
 On appointed date at least 90% of RoW to be handed over to contractor
which shall be in contiguous stretches of not less than 5 Km.
LAND ACQUISITION

11. EPC Contract Provisions
 Appointed Date does not occur, for any reason whatsoever, within 90
days of signing of the Agreement and submission of the full Performance
Security by the Contractor, the Agreement shall be deemed to have been
terminated. The Authority shall pay damages to the Contractor equivalent
to 1% of the Contract Price (3% in case of standalone bridge projects).
 There are penalty and reward provisions for contractor for completion of
work within contract period.
 Therefore to avoid penalty on Authority, it is essential to complete
preconstruction activities in a time bound manner before award of LoA.
 Once LoA issued the time line are fixed and Authority has to handover 90 %
RoW on appointed date.
LAND ACQUISITION

12. The details of land acquisition proceedings is as under :-
LAND ACQUISITION
Srl Activity Scope of work Agency bearing/ sharing the cost
(a) Section 3(a)
of the NH
Act, 1956
Notification of Competent Authority for
LA (CALA) by the Ministry on the
recommendations of State concerned
Involves no administrative cost. Invariably, CALA
are full-time serving officers who look after this
work in addition to their own office work.
(b) Section 3-A
of the NH
Act, 1956
Preparation of the notification and
issue of initial notification containing
brief description of land
Basic ground work done by the LA Supporting
Unit (comprising a team of contract/ retired
revenue officials) engaged by NHAI/ NHIDCL
and cost met by the acquiring agency.
Vetting and issue of Notification by
CALA
The time and effort put in by CALA and his
supporting staff of one or two employees is very
limited.
Publication in the newspapers Cost of publication in the newspapers is borne
by MoRTH or its agency e.g. NHAI, NHIDCL etc.
(c) Action under
Section 3-B
of the NH
Act, 1956
Survey and investigation of the land Action by CALA duly supported by the DPR
consultant and the Land Acquisition Supporting
unit of NHAI/NHIDCL
(d) Section 3-C
of the NH
Act, 1956
Invitation, examination and settlement
of Objections received/ filed by the
landowners/ interested persons
This is a substantive work but the inputs are
provided by the DPR consultants/ Land
Acquisition supporting unit

13. LAND ACQUISITION
Srl Activity Scope of work Agency bearing/ sharing the cost
(e) Section 3-D
of the NH
Act, 1956
Declaration of acquisition The basic ground work and details under this
sub-section are prepared by the DPR
consultants and the Land Acquisition Supporting
units, of course with due involvement/
association of the revenue officials of the
jurisdiction. The actual expenditure on issue/
publication of Notices in the local newspaper is
in any case borne by the land acquiring agency.
(f) Section 3-E
of the NH
Act, 1956
Power to take possession
(g) Section 3-F
of the NH
Act, 1956
Entering upon the land vesting in the
Central Government
(h) Section 3-G
of the NH
Act, 1956
Determination of amount payable as
compensation
The details under this sub-section are prepared
by the DPR Consultants and the Land
Acquisition Supporting units, of course with
association of the revenue officials of the
jurisdiction. The actual expenditure on issue/
publication of Notices in the local newspapers is
borne by the land acquiring agency.
(i) Section 3-H
of the NH
Act, 1956
Deposit and payment of amount

14. PRE-CONSTRUCTION ACTIVITY IN EPC WORKS
FOREST CLEARANCE

15.  Forest clearance is a very crucial process and it takes time because every aspect of the
project is carefully studied and after scrutinizing all the documents the MoEF grants
permission or reject the proposal.
Project proposals are classified based on the area of forest land required for diversion
for non-forest purposes as under :-
(a) Upto 05 hectares : Clearance granted by Regional Chief Conservator of
Forest (RCCF)
(b) 5 to 40 hectares : Clearance granted by RCCF in consultation with
State Advisory Group formed by RO of MoEF.
(c) Above 40 hectares : Forest Advisory Committee formed by MoEF.
 Project details are submitted to Nodal Officer online in form of Form A (grant of fresh
forest land), Form B (for extension of lease) or Form C (require approval of inspection of
minerals.
 Nodal officer scrutinizes the user agency proposal and sends acceptance letter to user
agency if all relevant documents are uploaded properly by user agency or may ask for
uploading of missing information. After forwarding acceptance letter to project proponent,
the proposal details are automatically forwarded to concerned DFOs and DCs.
FOREST CLEARANCE

16.  When DFO uploads his/ her comment and site inspection reports, the proposal details
are automatically forwarded to concerned CF/ CCF.
 Then CF/ CCF uploads his/ her comment and site inspection report on the portal, the
proposal details are automatically forwarded to concerned Nodal Officer who can view the
proposal and comments of DFO and CF/CCF.
 Nodal officer conveys his/ her comment and site inspection reports, proposal details are
automatically forwarded to concerned State Secretary.
 State Secretary views the whole proposal and comments of Nodal Officer, DFO and
CF/CCF and then processes the proposal alongwith his comments to Regional Officer or
Head Office.
 The permission is then granted by Regional Office/ Head Office.
 According to FC rules, prior approval of Central Government is given in two stages. In
1st stage, the proposal is agreed to in-principle. Conditions relating to transfer, mutation
and declaration of a Reserved Forest/ Protected Forest under the Indian Forest Act, 1927
of equivalent non-forest land for compensatory afforestation (CA) and funds for raising CA
are stipulated after 1st stage approval. After receipt of report from State Government
regarding compliance with stipulated conditions, formal approval (2nd stage approval or
final clearance) under the Act is issued.
FOREST CLEARANCE

17.  DFO/ Nodal Officer will coordinate and raise the demand note on portal after 1st stage of
clearance. The Nodal Officer will check/ approve the demand note and submit it to user
agency to proceed for payment. Nodal Officer can also send the demand note back to
DFO for correction before submitting it to user agency for payment.
 The user agency will perform the payment (out of the portal) and once completed will fill
the payment details on portal and submit.
 The CAMPA will then login into portal and confirm the payment details. The payment
details are also verified by Bank users.
 Once verification is done by CAMPA and Bank user, the proposal is processed for 2nd
stage of clearance.
FOREST CLEARANCE

18. PRE-CONSTRUCTION ACTIVITY IN EPC WORKS
SHIFTING OF UTILITY

19.  Delays in utility shifting is one of the major reasons affecting timely completion of the
project.
 Utilities (both under-ground and over-ground) that are required to be shifted for a
Project should be clearly assessed by DPR consultant during Project Preparation stage.
The scope of work and estimated cost of shifting of utilities (excluding the supervision
charges and without credit of dismantled scrape material) should be included in bids under
civil construction cost as per detailed estimates duly reviewed/ verified by the DPR
consultant and sanctioned by utility agencies at the appropriate level.
 Utility shifting plan should show existing utilities to be shifted and proposed utilities with
offset, development plan of project highway duly dimensioned and proposed right of way.
 There should be no variation in quantum of existing utilities to be shifted and new
facilities to be provided except where the variation is technically explained and justified
and acceptable to executing agencies. A comparative statement of existing utilities and
proposed provision should be prepared and included in the estimate.
 There should not be any up-gradation/ augmentation of facilities except where the
corresponding technologies/ codal provisions are obsolete. In case, up-gradation/
augmentation insisted upon by utility owning agencies, then the difference in the cost of
such up-gradation/ augmentation shall be borne by the utility owning agencies.
SHIFTING OF UTILITY

20.  Reference/code No. of SOR items shall invariably be given in the estimates and no
centages/ contingency shall be allowed on percentage basis unless the same are
provisioned in the applicable SORhaving reference/code no.
 Market rate of non-scheduled items shall be supported with variable documentary
evidence verified by concerned Executing Agency.
 Credit of dismantled material shall be given on realistic basis with detailed
calculation/quantities and rates instead of lump-sum/percentage basis.
 As the credit of dismantled material is already accounted for in the cost estimates, the
dismantled material/scrap of existing utility to be shifted/dismantled shall belong to the
contractor/concessionaire who would be free to dispose of the dismantled material as
deemed fit.
 The details of utility shifting should be a part of EPC agreement and be included in
Schedules of Agreement.
SHIFTING OF UTILITY