MINOR WORKS - IDSE

CONTENTS
Chapter
No.
Subject
From
Page
To
1. Glossary of MES Terms 1 6
2. Minor Wks, Revenue Wks & Low Budgeted Wks 7 9
3. Capital Wks 10 12
4. Spl Items of Wks 13 13
5. Maint of Bldgs 14 15
6. Maint of Rds 16 16
7. Furniture 17 18
8. Summer and Winter Appliances 19 20
9. Dem of Bldgs 21 22
10. Arboriculture 23 24
11. Financial Control 25 27
12. Electricity/Water Saving Measures 28 31
13. Improvements to OTM Accn 32 35
14. Mod Line Plans – Md Accn 36 36
15. Zonal Plan/Master Plan/Civic Amenities/ Facilities 37 41
16. Md Accn Proj 42 54

Appx
No
A
Subject
Power to sanction Capital Wks and Preparation cum
scrutiny of rough cost and AEs
Page
From To
55 55
B Auth of Funds for Maint & Spl Repairs – Bldgs 56 56
C Auth of Funds for Maint & Spl Repairs – Rds 57 57
D Life of Furniture & Auth of Maint Fund 58 58
E Auth of Summer and Winter Appliances 59 60
F Power to Sanction Dem of Bldgs 61 61
P Drg No CESC/SK 479 Sh No 1/2 62 62
Q Drg No CESC/SK 479 Sh No 2/2) 63 63
R Drg No CESC/SK/481/2003 Sh No 1/2) 64 64
S Drg No CESC/SK/481/2003 Sh No 2/2) 65 65
T Drg No CESC/SK/473/MAP/2004(R) 66 66
U Drg No CESC/SK/474/MAP/2004(R) 67 67
V Drg No CESC/SK/492/2003 68 68
W Drg No CESC/SK/493/MAP/2003 69 69

Chapter 1 : GLOSSARY OF MES TERMS
1. Accn Statement Part I. It contains statement of auth (category-wise) for
manpower, vehs, arms, eqpt of a unit/sub-unit or fmn as laid out in WE/PE, WET/
PET or through separate Govt orders. Preparation of this statement is Staff resp.
2. Accn Statement Part II. It contains statement showing accn auth for pers,
wpn, eqpt and veh based on str given in Accn Statement Part I, accn held against
auth and balance accn to be constr. The statement is prepared jointly by Staff and
the MES.
3. Adm Approval. Adm Approval means sanction by the CFA to the exec of
original wk at a stated cost. Adm Approval will be conveyed by a letter specifying the
source from which funds will be provided, whether the wk is auth or spl, quoting
specific auth or reasons for approving spl wks.
4. Allotment of Funds. Amt which can be physically spend during the FY on
the wk services.
5. Approx Estimate. Estimate of cost of wks and services incl in the BPs
prepared by Competent Engineer Authorities (CEA) based on the approved scales,
specifications and priced on Std Schedule of Rates (SSR) brought upto date taking
into acct the escalation, market variation and difference in cost of stores (MV and
DCS).
6. Agency Wk. Wk executed by MES for other users (who wk primarily for Def
Services) like Kendriya Vidyalaya Sangathan, CDA, CSD Department etc with
consent of the CFA without payment of departmental charges and without increase of
sanctioned est.
7. Arbitration. Disputes arising out of the contract which can not be resolved
between the department and the contractor are referred to arbitration during the
currency or after completion of wk for decision. Arbitrator as per arbitration
agreement is an offr of the department who gives award after hearing both the
parties.
8. Auth Wks. Services auth by the Govt in regulations or by separate orders
of gen or specific nature as laid down in Scale of Accn for Def Services 1983 or any
other auth issued by the GOI are auth wks.
9. Bd Proceedings. Document outlining justification and details of wk
services proposed to be constructed incl Accn Statements Part I and Part II , rough
costing, engr appre and site plan, based on the terms of ref set out by the CFA to
enable engrs to prepare detailed estimate which forms part of sanction of wk.
10. Carry Over Liability. Value of wk which is to be paid after end of the FY, is
termed as carry over liability. This liability is to be catered for first, while working out
fund reqmts of the ensuing FY.

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11. Cabinet Committee on Political Affairs (CCPA)/Cabinet Committee on
Security (CCS) Projs. All projs costing more than Rs. 50 crore need approval of
CCPA/CCS for accepting the liability of the expdr. CCPA/CCS paper contains a
Detailed Proj Report (DPR) which gives details of total accn required, No of phases to
be constr yr-wise along with the cash flow, details of spl items incl the reqmt of
sanction in normal way as per approved phases.
12. Ceiling. This is the financial limit up to which the Govt accepts the liability to
commit expdr on wk services. This should not be mixed up with allotment of funds,
which is different.
13. Competent Financial Auth (CFA). Offrs vested with Financial Powers
under Govt orders for activities connected with wk services are called CFAs. The
resp of CFA incl sanction /release of wks, sanction of re-appropriation /dem,
regularization of losses of MES, purchase /sale of stores etc.
14. Competent Engineer Auth (CEA). Offr in MES vested with powers as laid
down by Govt, to give tech advice to CFAs, to plan, issue tech sanctions and to
finalize contracts for various wks services, is called CEA.
15. Corrigendum. Following the Financial Concurrence, the revised Adm
Approval is accorded by the CFA covering the part affected by the tender in the
shape of a corrigendum. The corrigendum is not based on completion cost as such
the provision with regard to tolerance limit i.e. 10% is still applicable.
16. Def Civ Accn. Civs paid from def estimates are auth md accn of 15% of their
str in various categories at selected stns. The list of these stns is given by Govt of
India, Min of Def.
17. Deposit Wk. Wk executed by MES for other users like Central /State Govt
etc on payment of departmental charges after gen/specific consent of the CFA.
These also incl wks which are undertaken by other agencies like Electricity Bds, Jal
Nigam etc for Def Wks on their terms as accepted.
18. Deviation Orders (DOs). Any variation in the contract during exec of a wk
is covered by ordering a DOs by engrs on the contractor. These variations are at
times necessary due to site conditions or tech reqmts. These may have plus or
minus financial affect.
19. Def Wks Procedure (DWP-1986). In Jun 86, MOD had laid down
procedure for def wks in supersession to revised Wks Procedure. This procedure is
called DWP-1986, commonly referred to as DWP-86.
20. Escalation Clause. It is the reimbursement to the contractor due to variation
in prices of wages of labour, materials & fuel since the time of receipt of tender. This
reimbursement is worked out quarterly on the basis of Escalation formul approved by
Govt. All contracts harming period of completion more than six months are required
to have provision of escalation.
21. Financial Concurrence (FC). It means the acceptance of the CFA to incur
expdr more than catered for in Adm Approval based on the reasonable rates quoted
by the lowest tenderer to avoid time and cost over-run of the full or part of the proj.

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22. Funds. Money allotted by the CFA, based on demand of engrs to be
physically spent during the FY against various heads of accts separately.
23. Fast Track Proj (FTP). This is a compact procedure adopted selectively for
faster completion of selected md accn projs by giving go-ahead by CFA and
submitting estimates on receipt of tenders for approval of CFAs.
24. Interim Location Plan (ILP). Incls list of fmn, units, sub units though not
listed in KLP of the stn but are physically located due to adm/op reasons for short
durations. No permt accn can be constr /services provided for such units in the stn.
25. Key Location Plan (KLP). Gives out a list of fmn, units, sub units, dets to be
loc in a stn on permt basis. This is issued by SD Branch on the auth of Govt and
forms basis of acquisition of land for such units. Permt accn for KLP units only can
be constr in a stn.
26. Maj Wks Programme. A list of Capital Wks indicating the scope of wks with
rough cost proposed to be sanctioned /released during a particular FY. The wks are
put in separate lists of OTM, Centrally Funded Wks, CCPA/CCS wks. OTM wks are
further listed based on their intended value under Higher CFA/Lower CFA (Comd and
below). Md accn is being separately sanctioned under MAP procedure.
27. Master Plan. Total devp of zones incl in Zonal Plan of mil stn to incl
orientation of bldgs, open area, layout of rds, external services is called Master plan.
28. Market Variation. The amt by which the basic cost of wk service, priced on
SSR/ED rates, is enhanced to bring the cost at par with the current market rates while
submitting the estimates. The addl percentage to be applied is based on accepted
rate of contracts by Zonal CEs.
29. MES Key Pers Accn. The Md accn in a stn is meant for those staff of MES
whose presence near to their duty pt is considered necessary to maint and op
essential services. These pers are called MES Key Pers and are auth accn based on
the Quantification Bd done by Stn HQ.
30. Maint & Operation Estimates (M&O). All expdr in connection with M&O of
E/M services is incl in M & O Estimates. These estimates incl water sup, electric sup,
refrigeration /air-conditioning, misc (Boilers, Mechanical laundries, Geysers etc) and
wages for industrial staff resp to run and maint the instln.
31. Original Date of Completion (ODC). While issuing the Adm Approval, CFA
specifies the period required to complete the wk services from the date of release of
wk. The date by which a proj is to be completed is called ODC.
32. Oral Inquiry. Oral inquiry is ordered to give full opportunity to the charged
Govt servant to cross-examine the docu and witnesses related to charges framed
against him.
33. Original Wks. Original wks comprises constr of bldg and def wks, their
internal fixtures together with necessary services such as rds, E/M services, water
sup, furniture, drainage, ranges etc.

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34. Para 10 of DWP. If for urgent mil reasons, delay in issue of Adm Approval
based on approx estimate (AEs) can not be accepted, the CFA is empowered to
order commencement of wk on essential item of accn prior to issue of Adm Approval.
CFA (Lower than Govt of India) under this para may accord `go-ahead sanction’
restricted to collection of proj, piling and reclamation, temp accn for constructional
staff etc. This will not exceed 20% of rough cost of proj.
35. Para 11 of DWP. Wk required for op mil necessity or urgent medical grnds
when ref to appropriate CFA may entail dangerous delay, any cdr may order
commencement of wk by furnishing an order in writing to engr offr concerned. He
will, however, imdt report this at the earliest possible moment to appropriate CFA
informing imdt cdr concerned at the same time, with copies to CDA. At present,
these wks in most of the Comds are sanctioned after obtaining approval of the GOCin-C
Comd.
36. Para 12 of DWP. In case of imminent danger to bldg or of a breakdown of a
sup from instlns, when delay would be seriously detrimental to public service, the
local MES offr will take steps to protect Govt property or the inhabitant. He must at
once report the facts to Superior Engr Auth, local MES Cdr and CDA stating the
liability he is incurring.
37. Plinth Area Rates (PA Rates). Are worked out on applicable SSR based on
std specifications laid out by the E-in-C to enable Wks Offrs to make approx
estimates (AEs) by adding MV of relevant quarter and CFA to scrutinize before
sanction of wk.
38. Probable Date of Completion (PDC). Of the proj as a whole, after the wk
has been released for exec, norms for these have been laid out by the Govt. The
extension of PDC has to be approved by the CFA who sanctioned the wk.
39. Periodical Services Contract. Contract concluded by GE for annual whitewashing
/colour-washing /distemper /paintings of bldgs on his charge as per the
periodicity fixed in the MES Regulations. The expdr is debited to Maint Grants.
40. Qrly Prog Report (QPR). It is a document which contains physical and
financial prog of all wks sanctioned on the MES up to that qr. Copies of the QPR are
fwd to all Fmn HQs (CFA) for ease of monitoring the prog of wks. The report is sent
for QE Mar, Jun, Sep and Dec by 10 th of next month.
41. Revised Approx Estimate (RAE). It is prepared by the CEA, if there is
change in scope or change in cost of the wk services. Based on the RAE, Revised
Adm Approvals are accorded by the CFA.
42. Rate Contract. Contract concluded by the DGS&D with the manufacturers
for bulk purchase of stores, by the Govt Departments at rates fixed with mutual
consent for a duration of one yr. These items incl cement, fans, bulbs, refrigerator,
air-conditioners, water coolers, pumps etc.
43. Re-appropriation of Bldgs. This means the use of group of bldgs, a bldg or
portion thereof for any purpose other than for which it was originally constructed. Re-

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appropriation may be temp or permt and without cost or with cost when alterations
are necessary. The complete procedure is laid down in para 15(v) of DWP-86.
44. Release of Wk. Release of wks for which Adm Approval has been accorded,
constitutes auth of the CFA accepting financial liability to the extent of amt of Adm
Approval. Wk can only commence after being released by the CFA. No release for
wks ordered invoking Paras 10,11& 12 of DWP. 86 is required.
45. Repairs. This comprise of all maint and periodical services, renewal and
replacement as well as alterations necessitated by tech or engg reasons, wk required
to make good damage to bldgs, rds, instlns and services due to extraordinary causes
but which are still usable are classified as ordinary repairs. Repairs costing more
than Rs 50,000/- are termed as ‘Spl Repairs’.
46. Revised Adm Approval (RAA). It is the revised sanction by the CFA of the
same wk necessitated due to change of scope of wk/cost of service/due to escalation
/change of rates or for other reason.
47. Rough Cost. The cost of a wk given by engrs, on not exceeding basis, for
the proposed reqmts and as per selected site. This is done with a view to determine
the CFA for the wk.
48. Scale of Accn. During the yr 1983, Govt of India, Min of Def had laid down
scale of OTM as well as md accn for all three wings of def services. The scales are
laid down in terms of floor areas /plinth areas for all types of accns for various units.
These scales are known as Scales of Accn –1983. All the wks covered in the scales
are auth wks and wks not covered in the scales are spl wks. These scales are under
revision keeping in mind the latest technology introduced over the yrs.
49. Specification. Detailed description of items of wks to be executed as per std
engg practice laid out in a relevant Indian Std.
50. Std Line Plan. Std layout of bldgs approved by the QMG for md and OTM
are to be adopted for constr.
51. Supplementary Wk. If additions to a sanctioned wk become
necessary through revision of scales or est or for any other adm reasons, a
supplementary estimate will be prepared and Adm Approval obtained from CFA
competent to accord Adm Approval for entire wk, incl both original and supplementary
wk. The supplementary wk may be sanctioned based on the statement of case
justifying the necessity and stating reasons for its non-inclusion in the main wk.
52. Supply & Fix Contract. Contract concluded by CEA only for supplying and
fixing of fitments, plants and machinery.
53. Term Contract (TC). It is a contract concluded by engrs for carrying out
repair wks of stn through wk orders placed on the contractor. TC is valid for a fixed
period (generally one yr) and at uniform % age on SSR. Services can not be done by
TC for which separate contract has to be concluded. Minor wks could be exec by the
TC. Expdr of TC is debited of Maint Grant /Minor Wks Grant, as the case may be.

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54. Tolerance Limit. Final cost of a wk may vary within 10% above or below the
amt of Adm Approval for which prior sanction of CFA is not required.
55. Wk Load. It is computed wk load of GE incl Capital, Revenue, Spl Repairs,
Minor Wks and the Maint load (incl tariff) in a given ratio. This is the basis for
sanctioning the est of a wk unit.
56. Zonal Plan. It is a plan showing space allocation for various KLP units (incl
future expansion), amenities, town centres, external services. Proposal should
indicate total conceptual devp plan of the mil stn. Zonal plan (incl its amendment) of
mil str upto 5000 is appd by GOC-in-C and for str more than 10,000 is appd by QMG
except in case of HQ NC.

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Chapter 2 : MINOR WKS, REVENUE WKS AND
LOW BUDGET WKS (LBW)
Minor Wks
1. These are original auth/spl wks costing up to Rs 1 lakh.
2. Allotments for minor wks are made in bulk to respective Stn HQs.
3. These wks are sanctioned by Stn HQs and completed during the same FY.
4. No Bd of Offrs is to be convened for these wks.
5. No Approx Estimates (AE) are required for wks costing up to Rs
10,000/-
6. Approx Estimate Part I and Part II are required for the wks costing above Rs
10,000/-
7. Dos.
(a) Stn Cdr must ensure that all units submit their respective demands for
minor wks duly prioritized by Jan/Feb of the previous FY.
(b) Obtain rough indication of cost for wks up to Rs 10,000/- and for wks
above Rs 10,000/- obtain AE Part I and Part II from GE by 30 May of the FY.
(c) Stn HQs must prepare a list of the wks priority-wise, based on total
funds made available in the previous FY.
(d)
Stn HQs should take advice of the GEs before finalizing the list.
(e) Imdt on receipt of bulk allotment, Stn HQs should sanction and
simultaneously allot full funds for the minor wks based on the list already
prepared priority-wise.
(f) Some amt may be kept as res. However, this res must be released for
exec well in time by 31 Dec latest, to enable the GE to exec the wk before the
end of the FY and also spend the full amt.
(g)
GEs.
Stn Cdrs should monitor the prog of these wks periodically with their
(h) The wks should be sanctioned in a progressive manner rather than all in
one-go and that too at the earliest opportunity after receipt of funds.
8. DONTs.
(a)
Do not keep funds as res beyond 31 Dec of the FY.

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(b) Do not expect GE to utilise the funds for wks released towards the end
of FY, as he has to go through a No of mandatory steps, which requires a
definite time frame to utilize the funds and to exec the wk.
(c)
Do not sanction /release unauth items of wk.
(d) The wks on CFA’s office and residence has to be sanctioned by next
higher CFA.
(e) Do not insist for imdt completion as specified procedure for procurement
and tender action is to be followed irrespective of the cost of the wk. Hence,
sufficient time is essential to complete the wk.
Revenue Wks
9. These are original auth/spl wks costing more than Rs one lakh and up to
Rs two lakh.
10. Bulk allotment for these wks as for Minor Wks are recd from Comd HQ/ Area
HQ/Corps HQ, as the case may be.
11. These wks, unlike Minor Wks, can be carried over to subsequent FY, if not
completed within the same FY.
12. BOO is a must for each wk.
13. AE Part I and Part II are essential documents to sanction the Revenue Wks.
14. Dos.
(a)
(b)
FY.
Convene BOO for each wk planned as ‘Revenue Wks’.
Convene BOO for a max of addl 10% allotment of funds of the previous
(c) BPs for all likely wks which you wish to exec in the FY should be
completed in all respects by 30 Apr. The wks thereafter be sanctioned and
kept ready for release.
(d)
(e)
Release the wks imdt on receipt of funds.
Monitor the prog of these wks periodically through the GE.
15. DONTs.
(a) Do not convene too many BOO. This not only leads to infructuous wk
but also raises undue expectations.
(b) Do not allot excessive funds for wks released close to or at the end of
the FY, as it would not be feasible for the GE to utilize the funds.

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(c) Do not sanction wks which are not permitted in ‘Scales of Accn 1983’.
(d) Do not sanction ‘Spl Wks’ as a routine to avoid audit objns unless
inescapable.
(e) Do not insist for imdt completion as specified procedure for tender etc
need definite time irrespective of cost.
Low Budget Wks (LBW)
16. These are wks costing more than Rs 2 lakh and upto Rs 10 lakh.
17. Wks can be sanctioned by any CFA within their power.
18. These wks can be carried over to the subsequent FY as carry over wks, if not
completed within the current FY.
19. Wks that can be sanctioned under LBW, in gen, are :-
(a)
(b)
(c)
(d)
(e)
(f)
Wks pertaining to op efficiency and security.
Welfare of tps.
Improvement to essential services.
Improvement of functional efficiency in offices.
Prevention of outbreak of fire and health hazard.
Original furniture deficiencies in respect of offrs, JCOs & OR accn.
20. Dos.
(a) Ensure all units submit proposals duly prioritized with statement of
cases and rough cost by Sep for next FY.
(b)
area.
(c)
Convene BOO for wks within the ceiling laid down by Comd HQ for your
Sanction the wks and recommend them for release as per priority.
(d) Monitor prog of the wks periodically with GE and CWE after the release
and during their exec.
21. DONTs.
(a)
Do not have too huge list of wks sanctioned but not released.
(b) Do not recommend release of wks which have been sanctioned more
than two yrs ago before reviewing the same.

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Chapter 3 : CAPITAL WKS
1. These are wks costing above Rs 10 lakh and are processed by QMG, AHQ as
per Maj Wks Programme (MWP) drawn up each yr based on the ceiling allotted for
that particular yr and approved by MOD in MWP.
2. The financial powers of various Cdrs to sanction these wks and the resp for
preparation and scrutiny of engr docu is given at Appx ‘A’.
3. Pre Adm Approval (sanction) of a wk basically incls the following two stgs :-
(a) First Stg (Recce-cum-Costing Bd). This stg takes place even before
the Acceptance of Necessity (AON). During this stg, the BOO determines
broadly the scope of wk, prepares accn statement, checks siting wrt to zonal
plan and wks out the rough cost, basically to determine the CFA.
(b) Sec Stg (Siting Bds leading to Adm Approval). This stg is done after
the AON is issued, to determine the detailed siting of each bldg, draw up a
detailed lay out plan on the basis of which AEs incl external services are
worked out by MES.
4. Before a wk is initiated for inclusion in MWP, following aspects should be
checked :-
(a)
(b)
(c)
Def land is available.
Unit for which accn is planned , is a KLP unit.
Deficiencies for unit are correctly worked out.
(d) Wk is not split merely to bring it within powers of any CFA lower than
the appropriate CFA.
5. In addition to the above, before the BOO starts its deliberations, the following
should be checked:-
(a)
Accn sited is in appropriate zone of approved zonal plan.
(b) Items catered for are as per ‘Scales of Accn 1983’. If not, every spl item
should be supported with statement of case justifying each item.
(c) Wk is planned in entirety, even if phasing is resorted to. The phasing
should not lower the CFA. Phasing should be avoided as far as possible. Any
wk costing less than Rs 20 Crore should preferably be exec in single phase.
(d) All problems pertaining to site conditions, functional reqmts incl lay out,
air-conditioning, humidity control, stand by power arrangement and any other
spl reqmts are considered in detail and proceedings finalized.
(e) Composn of the BOO is correctly constituted. Members of railways, fire
advisor, state electricity bds etc wherever applicable should be incl by the
convening auth.

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6. To achieve the above, every Stn HQ must have the following documents :-
(a)
(b)
(c)
(d)
Approved KLP of the stn.
Approved Zonal Plan.
Approved master plan of the zones within the stn.
GLR map showing the status of the land.
(e) Accn statement Part I, based on updated PE/WE of the units (in
approved KLP).
(f) Accn statement Part II (This gives the accn auth for each unit, accn held
and balance yet to be constructed).
DOs
7. (a) Ensure availability of approved KLP of the stn.
(b)
(c)
(d)
(e)
Ensure availability of zonal plan.
Ensure availability of master plan
Ensure availability of GLR map
Ensure accn statement Part I is correctly prepared.
(f) Ensure availability of def land before initiating a case for inclusion of
wk in MWP.
(g)
Ensure only wks auth in ‘ Scales of Accn 1983’ are incl.
(h) Ensure spl items of wks are supported by ‘Statement of Case’ and prior
approval of user directorate is obtained, wherever feasible.
(j)
Ensure correct composn of the Bd of Offrs.
(k) Ensure that all aspects pertaining to site conditions and functional
reqmts are considered in detail.
(l) Ensure senior offrs, who can present the case with precision and auth
are only detailed as Presiding Offrs of the Bd of Offrs.
(m)
Ensure that enough time is devoted at the bd stg.
(n) Ensure NOC is obtained from Civil auth /AAI /IAF auth, Municipal
Corporation and other mandatory bodies, as the case may be, before
progressing any further.

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DONTs
(o) All items not auth but essentially required should be incl in BPs and AEs
as spl items.
8. (a) Do not detail junior offrs as Presiding Offrs or as reps of staff/users, as
they will not be able to present their case correctly.
(b) Do not ask for indication of rough cost from GE/CWE when they are not
the CEA.
(c) Do not ask for indication of rough cost from MES without convening a
BOO for the purpose.
(d) Do not proj the cost based on earlier wks on your own without consent
of CEA.
(e) Do not indicate less cost to incl more wks in MWP as ultimately the
same will have to be dropped due to ceiling constraints.
(f)
After sanction of wks, do not re-site or ask for maj changes on grnd.
(g) Do not forget to get a presentation from the Presiding Offr before giving
your own recommendations.
(h) Do not make any changes to the BOO once it is finalized and approved.
This will only result in unnecessary hold ups and delays in Plg / exec.
(j)
Do not call for AEs for wks not incl in MWP.

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Chapter 4 : SPL ITEMS OF WKS
1. Any item of wk not covered by ‘Scales of Accn- 1983’ / not falling within auth
wks, is a ‘spl item’ of wk. These may only be appd when exceptional local conditions
justify the necessity as an imp experimental measure. Spl Wks should not be appd if
the effect would be to intro a new practice or change of scale. When no scales have
been laid down and there are no orders prohibiting the undertaking of those wks, the
CFAs may, within their competence, sanction wk, if it is customary or technicaly
essential to provide the same.
2. A guiding principle is that sanction of a ‘Spl Items’ wks should not set up a new
practice or a precedence.
3. Power of various CFAs for sanction of ‘Spl items’ wks are as under :-
Ser Competent Financial Without IFAs With IFAs
No Auth concurrence concurrence
(Rs Lakh)
(Rs Lakh)
(a) COAS 20.00 75.00
(b) GOC-IN-C 7.00 30.00
(c) Corps Cdr 3.75 15.00
(d) Area Cdr 0.75 8.00
(e) Sub Area Cdr 0.15 2.00
(f) Stn Cdr 0.05 -
(g) QMG - 2.00 * in r/o Army
HQ officers
4. CFAs have to exhaust their wk sanctioning powers with IFA before projecting it
to the next higher CFA.
5. If the CFA for spl item of wk is higher than the CFA for total cost of the job,
then the wk will be sanctioned by the higher CFA.

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Chapter 5 : MAINT OF BLDGS
1. For auth of Maint funds to various types of bldgs, ref to Appx ‘B’.
2. Auth of maint funds have been recently enhanced by approx 35%.
3. Maint is a stn matter and is to be planned through annual maint programme
(AMP) duly appd by the Stn Cdr.
4. CWE is the final tech auth for all maint services in stn.
5. Maint of stn assets is carried out by MES through :-
(a)
(b)
(c)
(d)
(e)
DEL (Departmentally Employed Labour)
Term Contracts
Piece Job Wks
Job Orders
Maint Contracts
6. Due to limited availability of maint funds, based on the life of the bldg, wks can
be sanctioned and exec under ‘Spl Repairs’.
7. For authorization of funds, which can be utilized for ‘Spl Repairs’, refer to
Appx ‘B’.
8. Funds for ‘Spl Repairs’ of bldgs, unlike maint funds, are allotted only after wks
are sanctioned and released.
9. ‘Spl Repair’ wks have to be processed for sanction and release to the
appropriate CFA as per powers laid down for original wks subject to availability of
funds.
10. All repairs costing more than Rs 50,000/- each in a bldg or group of bldgs are
to be treated as ‘Spl Repairs’.
11. GE is the competent auth for grouping of bldgs for the purpose of ‘Spl
Repairs’.
DOs
12. (a) Ensure AMP of stn is drawn up by Sep for next FY jointly by Stn HQ &
MES, through unit reps.
(b)
Ensure that AMP for next FY is appd by Dec.
(c) Ensure that priority is allotted to various items incl in the AMP as per
user units’ reqmt and engr appre of GE.

15
(d) Ensure that the AMPs are drawn sub-division wise (of MES) in a stn for
the convenience of exec and monitoring.
(e)
Ensure that the cost of repairs is indicated in the AMP.
(f) The anticipated cost of wks in the AMP should generally be kept in the
range of 5% (plus) of the previous yr’s total cost.
(g) Ensure where individual item of repair in a bldg or group of bldgs
exceeds Rs 50,000/- the same is processed separately as ‘Spl Repairs’ to
avoid undue taxing of scarce maint resources.
(h)
(j)
Ensure AMP is reviewed once every qr.
Min changes should be made in the AMP.
DONTs
(k) Do involve unit reps / stn reps for verification of implementation of the
maint programme through docu for accountability /user satisfaction.
(l) Users should be advised to replace lost /damaged item on their own
rather than accepting Bk Damages (BD) as the BD amt recovered goes to
‘Revenue Head’ with no benefit to ‘Maint-Head’ and causes inconvenience to
next occupants /users.
13. (a) Do not make AMP disproportionate to the funds allotted in various
heads in the previous FY.
(b) Do not give priority to periodical services, beautification wks etc over
sanitation and hygiene if allotment does not permit the same.
(c)
Do not deviate from AMP until and unless it is absolutely necessary.

16
Chapter 6 : MAINT OF RDS
1. For auth of funds to maint various types of rds, ref to Appx ‘C’.
2. Approx 80-90% of funds auth for maint of rds are only allotted every yr.
3. As these funds are not sufficient for rds which need extensive repairs, wks can
be sanctioned and exec under ‘Spl Repairs to Rds’ after due identification by a BOO.
4. Resurfacing, filling of potholes and repairs to berms of rds can be carried out
through funds allotted under normal repairs.
5. Spl Repairs should be initiated for rds excessively damaged.
6. For auth of funds under ‘Spl Repairs-Rds’ ref to Appx ‘C’.
7. Funds for ‘Spl Repairs-Rds’ are not allotted like maint funds for rds but for
these, wks have to be sanctioned and released.
DOs
8. (a) Ensure that AMP is drawn up to the extent of funds allotted in the
previous yrs.
(b)
(c)
(d)
Ensure that a part of the grant is reserved for petty repairs of rds.
Ensure that a five-yr renewal / resurfacing programme is drawn up.
Ensure that resurfacing under normal maint is carried out as per AMP.
(e) Ensure that spl repairs are sanctioned for other rds as per three-yr plan
by Jun / Jul so that GE can commence wk imdt after monsoons.
(f)
Utilise the conservancy manpower to maint the berms and the drains.
(g) After monsoons, convene a BOO with AGE as rep to identify low-lying
patches where water stagnates for imdt repairs.
DONTs
9. (a) Do not insist on GE to exec bituminous wks in monsoons .
(b)
Do not direct GE to repair rds in small patches.
(c) Do not allow any agency to cut the rds for laying cables / pipes etc
without recommendation of GE.

17
Chapter 7 : FURNITURE
Gen
1. Furniture can be broadly divided into the following categories :-
(a)
(b)
(c)
Built in furniture.
Steel furniture.
Wooden furniture.
Auth of Furniture
2. Auth of furniture of different categories is as under :-
(a) For all types of accn less MH ref to ‘Scales of Furniture for Def Services
- 1989’.
(b) For MH, ref to ‘Scales of Furniture for Armed Forces Hospital - 2001’.
Life of Furniture
3. The normal life of wooden and steel furniture is as given at Appx ‘D’.
Maint Grant
4. Maint grant for repair of furniture is auth based on the present value of
furniture as given in Appx ‘D’.
5. Approxly only 80 to 90% of auth Maint grant is normally allotted each yr.
Maint Programme
6. The maint / repair programme for repair of furniture is prepared on the basis of
the following inspections :-
(a)
(b)
(c)
(d)
(d)
Half yrly insp of furniture.
Annual furniture stock taking by Stn BOO.
Routine insp of the GE and CWE.
Annual joint insp by medical auth and MES Reps in hospitals.
Senior offrs’ visits cum insps.
7. Ensure maint programme is drawn up (by Stn HQ and MES) and is finalized by
Dec of proceeding yr for the next FY.

18
Utilisation of Funds
8. The funds allotted are utilized based on the following priorities :-
(a) First Repair and re-taping of charpoys GI Pipe /Newars /Beds.
(b) Sec Repair to wooden furniture for md accn JCOs and OR.
(c) Third Re-caning of chairs.
(d) Fourth Repairs to furniture for OTM accn.
(e) Fifth Repairs to sofa-sets and other furniture of offrs.
(f) Sixth Renewal against condemned articles of furniture.
Renewal of Furniture
9. Renewal of condemned articles of furniture are carried out as follows :-
(a)
(b)
Out of auth maint grant
By exec ‘Spl Repair’ wks.
DOs
10. (a) Stn HQ should take imdt action to convene BOO for sanction of wk for
the renewal of furniture under ‘Spl Repair’.
(b) Stn HQ should advise units /occupant offrs to deposit furniture imdt
whenever the items require petty repairs.
(c) Offrs should be advised not to insist for new furniture at all the time, as
the same is not feasible.
(d) Stn HQ should earmark separate funds for ‘Spl Repairs’ for replacement
of essential furniture.
(e)
Replacement of furniture items up to Rs 50,000/- per GE per Stn out of
maint grant is permitted. Stn HQ should avail of this provision each yr
for essential items.
DONTs
11. (a) Furniture should not be misused by the users.
(b)
Furniture should not be kept in open, exposed to sun and rain.
(c) If furniture is not required by the offr, the same may be returned to the
furniture yard.

19
Chapter 8 : SUMMER AND WINTER APPLIANCES
Types
1. Summer appliances auth to various types of md and OTM accn are as
follows :-
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Ceiling Fans.
Pedestal / Wall mounted fans.
Exhaust fans.
Desert Coolers.
Water Coolers.
Refrigerators.
Air Conditioners.
2. Winter appliances auth to various types of accn is geysers only.
3. Please note that no room heaters or blowers are auth for any type of accn.
Auth of Appliances
4. Summer and winter appliances auth is given in detail in the ‘Scale of Accn –
1983’ which is also given at Appx ‘E’.
Sanction of Appliances
5. Summer and winter appliances are sanctioned along with the bldgs.
6. Original deficiencies wherever existing can be sanctioned as auth wk.
Serviceability and Replacement
7. All summer appliances after their usage are insp by a BOO convened by the
CE Zone every yr in Sep /Oct. The BOO after physically checking all the appliances,
sub divides them into three categories as follows :-
(a) Fit. Those which are only to be maint and do not require any repairs.
(b) Repairable. Those which need to be repaired. The exact nature of
repairs incl cost of repairs is indicated.
(c) Beyond Economical Repairs (BER). Those items which have
outlived their laid down life span and are uneconomical to repair.

20
8. The items declared repairable are then repaired by the GE.
9. As regards deficiencies arising out of appliances declared BER by the BOO,
the same are made good by exec ‘Spl Repair’ wks viz. Renewal and Replacement of
summer /winter appliances. For these, the GE apch the Stn HQ to convene BOO.
DOs
10. (a) Monitor periodically with GE the state of serviceability of summer and
winter appliances in winter and summer respectively each yr under normal
maint and to iden those needing replacements and repairs.
DONTs
(b) Promptly convene BOO for ‘Spl Repairs’ for replacement of appliances
declared BER, and get the wk sanctioned and released. This must be done
well before the onset of summer as GE would require approx three months for
procurement of items on rate contract through DGS&D.
(c) Instruct user (individuals / units) to handle and use appliances with care.
For this, obtain DOs and DONTs for each appliance from the GE and ensure
its implementation at user level.
11. (a) Do not permit any user to indulge in meddling or shifting an appliance
from its auth place /loc.
(b)
Do not allow temp instln of appliances.
(c) Do not insist on instln of regt property appliances without tech
assessment.
(d) Do not allow instln of air conditioners without written approval of Stn HQ
after tech feasibility is given by GEs.
(e) Do not allow use of any unauth / private power appliances without due
clearance from the GE.

21
Chapter 9 : DEM OF BLDGS
1. Dem can be ordered for part or complete structure as necessary.
2. Dem of complete bldg may be on acct of the following :-
(a)
(b)
(c)
Having outlived its life.
Fouling with KLP accn which cannot be utilized.
Have become surplus.
(d) When land is hired/ requisitioned for a specific period and is to be
released.
(e) When the structure has been rendered completely unserviceable due to
natural calamities e.g. floods, fire or storm.
3. Dem of part of bldg may become necessary due to :-
(a) Partial deterioration of a structure requiring repairs, renewals or
replacements.
(b)
(c)
Additions, alterations and improvements.
Natural calamities e. g. storm, fire, floods.
4. No separate sanction is necessary for dem falling under Para 2(b), 3(a) and
3(b) provided approval accorded to new proj incls dem also.
5. Cases falling in Para 2 (c) and (e) shall be dealt with after finalization of Court
of Inquiry / Bd of Offrs.
6. Powers to sanction dem are vested with adm authorities.
7. Powers for sanctioning dems are as given at Appx ‘F’.
8. To decide the CFA, the capital cost of individual bldg and not the total cost of
all bldgs in a dem statement is to be taken into acct.
DOs
9. (a) Critically analyze the dem. Carry out dem only if inescapable.
(b)
(c)
Dem should be imdt to avoid misuse and ugly appearance in the area.
Stn HQ should periodically monitor prog of dem of each case.

22
DONTs
10. (a) Do not sanction dem of bldg until the laid down procedure has been
followed.
(b) Do not approve dem of bldgs, which can be repaired keeping in view
the high cost of new Constr.

23
Chapter 10 : ARBORICULTURE
Auth
1. Arboricultural wks covering plg & maint of trees, hedges and gen landscaping
is auth as per ‘Scales of Accn- 1983’. The amt auth as on date is Rs 1000 per acre.
Detailed Scheme
2. Detailed Scheme of plantation is prepared taking into acct the local conditions
in conslt with forest deptt/ State Horticulture Department or Agricultural College, if
available. Approval of the scheme is to be obtained from appropriate auth based on
the detailed estimates.
Sanction
3. Separate wk to be sanctioned by appropriate CFA based on the actual detailed
estimates or else on an amt worked out at the rate of Rs 1000 per acre of the land
area occupied.
Exec & Maint
4. Exec and maint is at the discretion of the Army Cdr keeping in view the local
conditions. It could be MES or any other agency as decided by Army Cdr. Maint of
plants, after wks are completed, shall be carried out by units / fmn and Stn HQs.
Imp Policy letter
5. Detailed instrs on arboriculture have been issued by Army HQ, QMG’s Branch
vide their letter No B/22333/Q3W (Policy) in Jan 92.
DOs
6. (a) Ensure regular cutting of tree branches which are touching / likely to
touch the Over Head lines, reaching over roof tops of bldgs.
(b) Ensure regular clearing of rdside drains as tree leaves block drains
during rains.
(c)
Feasibility of using raw water for arboriculture be explored.
DONTs
7. (a) Do not plant trees very near to bldgs, structures, water sup / sewage
lines and boundary walls.
(b) Do not plant trees over under grnd (UG) cables (see cable route
indicator) or below the overhead lines.
(c) GE should be consulted before tree plantation is carried out on a large
scale.

24
(d)
Do not permit use of potable water for arboriculture.
(e) Do not permit haphazard devp of kitchen gardens in md accn. It should
be limited to auth fenced area or area defined by Stn HQ.

25
Chapter 11 : FINANCIAL CONTROL OF MES WKS SERVICES
Intro
1. Even though the best method of fnancial control consists in evaluation of
physical achievements against resource inputs, but in the Army, it is not always
possible to quantify the outputs. Therefore, it becomes necessary to use combination
of physical and financial evaluation as an instrument of control. In the Army, financial
control is exercised in financial terms only.
2. The method of control and system of accounting for plg and exec of Engr
Services in MES is designed to ensure full adm, financial and tech control, to enable
financial authorities to submit the accts of expdr in the form desired by Govt and to
enable expdr to be compared with Adm Approvals and with allotment of funds. The
adm control is exercised by CFAs but the resp to render engr advice to CFAs rests
with CEAs. Resp for financial and tech control of Engineer Services devolves fully on
the CEAs. These are in three phases namely Financial Control, Constr Accts and
Mechanics of Budgeting.
Financial Control
3. Financial Control ensures that : -
(a)
limits.
Total estimate for each service is not exceeded beyond permissible
(b) No expdr or liability is incurred until funds to meet it are available except
as indicated in Para 183 of RMES regarding incurring liabilities.
(c) The funds are expended on those duly auth services for which funds
are allotted and not on others.
(d) The funds allotted in any yr and available under any Head or Sub
division of that Head are not exceeded.
4. The essential ingredients to ensure effective financial control are : -
(a)
(b)
(c)
Correct maint of wks accts.
Budget formulation and its periodic review.
Expenditure monitoring and reporting.
Maint of Constr Accts
5. To exercise effective financial control, it is essential that correct and
meticulous acct of the expdr and the liabilities are maintained. RMES lays down
detailed guidelines on the maint of constr acct. The constr acct is the basic docu
which would help in arriving at the correct assessment of the budget reqmts, and
control of expdr. Detailed instrs on maint of constr accts have been issued vide E-in-
C’s Branch letter No A/00358/ POL/E2(WPC) dt 10 May 93.

26
Budget Formulation and its Periodic Review
6. Correct budget formulation and its periodic review enables the engrs to carry
out various constr and maint activities planned for exec during the yr. Wks budget
comprises of Capital Wks as well as Revenue / Maint Wks.
7. Capital Wks budget consists of two elements viz. Carry Over Wks and New
Wk. Assessment of the reqmt of funds for carry over wks is carried out on the actual
reqmt basis depending on the proj profile (time frame) and funding pattern. The reqmt
for New Wks is assessed at 5 to 10% of the ceiling approved by the Ministry.
8. For low budgeted wks, a time frame of one and half to two yrs is envisaged.
For proj costing Rs 2 Crores, it is 3 to 4 yrs and those above Rs 2 Crores is 4 to 5 yrs.
In the case of CCPA projs, a time frame is specially incl in the CCPA approval. The
ideal funding pattern in respect of low budgeted wks is 20-70-10. In case of wks upto
Rs 2 Crores funding pattern is 10-40-40-10 and it is 5-20-30-30-10-5 for wks over Rs
5 Crores.
9. Keeping the proj profile and the funding patterns as indicated above, an
assessment of the carry over liabilities are to be carried out depending upon the
phasing of the proj, contract packages, delays if any anticipated in the exec as also
the incidence of FCs /RAEs and the sanction /release of the matching services.
Before the budgetary projections for Capital Wks is made, it is essential to determine
the planned prog of each of those contracts along with the reqmt of the Schedule ‘B’
and other stores required.
10. To wk out the reqmt of funds as also to assess the carry over liabilities, info on
the proforma attached at Appendix ‘A’ to E-in-C’s Branch letter No 03364/ 92-93/E5
dt 22 Jun 93 will be maintained by the Zonal CEs /CsWE/ GEs. This info will be
updated each qr. In addition, a financial stock taking statement will be prepared on
the proforma attached at Appx ‘B’ of the same policy letter of E-in-C’s Branch and will
be maintained by the Zonal CEs / CsWE / GEs and updated each qr.
11. If the allocation recd is less than the reqmt projected in Forecast Estimate /
Budget Estimate, a detailed analysis should be carried out to prioritise the various
items of expdr with a view to keep the expdr for the yr within the allocations made.
Revenue and Maint Budget
12. Experience over the last few yrs indicates that the expdr has exceeded the
budget allotments as the allocation against the revenue budget were short of the
reqmts. It is essential that a detailed analysis is carried out imdt on receipt of
allotments to prioritize various items of expdr against the revenue wks budget. The
first change on revenue budget is age element against each Sub-Head. Next in the
order of priority will be the obligatory tariff payments for electricity /water. Expdr on
other items should be incurred only if funds are available as the Govt is committed to
restrict the revenue expdr within certain specified limits. Excess expdr against
revenue budget is viewed seriously by the Ministry and would invite discp action
against the offrs resp. Local Fmn Cdr and the Users should be apprised of the funds
posn at the beginning of the yr and the maint programme drawn up for each stn
should match the availability of funds and no liabilities in excess of the allotments
should be incurred.

27
Expenditure
13. A revised format for Monthly Expenditure Return (MER) has been laid down
vide E-in-C’s Branch letter No A/022500/ POL/E5(Army) dated 16 Apr 93. It should be
ensured that all colns of MER are invariably filled in and the figures indicated should
reflect the correct posn with regard to the liabilities. Expdr should be monitored every
month in comparison to predetermined yard sticks and corrective action should be
taken in all cases where excesses are likely to occur. It should also be ensured that
the MERs are submitted on time to enable higher HQ to compare the same with the
EDP compilation and reconciled in conslt with CGDA /CDA.

28
Chapter 12 : ELECTRICITY AND WATER SAVING MEASURES
Electricity Saving Measures
1. The industrial and agriculture growth in India has enhanced the energy
demand manifolds, but there has not been a proportionate incr in the power
generation. Due to this, gap between demand and sup is rising daily. As MES does
not generate electricity and is totally dependent upon the State Electricity Bds (SEB),
the total energy available to MES also gets affected due to this overall shortage.
2. Along with the over all shortage of power, the tariff for energy is being raised
by the SEBs exponentially every yr. The revenue that is collected from the
consumers is only a meager percentage of the tariff we pay. Due to high tariff, the
total funds available for maint of bldgs reduces correspondingly. Tremendous
savings in tariff can be made by avoiding wasteful use of electricity.
3. A few tips to help you to conserve electricity are given below : -
(a)
Street Lights.
(i) Ensure that the street lights are switched on only after last lt and
these are switched off at first lt.
(ii) Whenever the lights are found switched on after first lt, the same
should be brought to the notice of the GE.
(iii) Use only alternate lights on max rds in the stn. Decision on
which rds alternate street lights are to be switched on should be taken
by the Stn Cdr.
(iv) Ensure that no unauth connections /tapings are taken from the
street lt feeder. The Stn Cdr should direct the GE to carry out surprise
checks and report defaulters.
(b)
OTM Accn.
(i) The OR should be taught to switch off all lights after sunrise or
when ever the same are not required.
(ii) The OR should be taught to make max use of natural lt during
day time.
(iii) Window panes and ventilators should be kept clean to allow
access of natural lt during day.
(iv) Low wattage Compact Flourescent Lamps (CFL) should be used
where precision wk like writing etc is not done. Examples are corridors,
bathrooms, veh parking areas etc.
(v) Unauthorised electric gadgets like heaters, immersion rods etc
should not be permitted under any circumstances. Raids should be

29
conducted by the COs and Stn Cdrs and discp action initiated against
defaulters, if any.
(vi) All lights should be switched off when lt out is announced and
same should be ensured through the Duty NCO /ni sentry.
(vii)
Lt should be switched off while going out for PT in the morning.
(viii) Lights of cook houses and dinning halls should be switched off
after dinner timings.
(ix) Security lts should be switched on at last lt and switched off at
first lt.
(x) Main switch should be switched off if it is connected to a large No
of lights, which are not reqd at a particular time instead of resorting to
switching off the individual lts.
(c)
OR Md Accn.
(i) Do not permit anyone to use the heaters /improvised immersion
rods etc. Surprise raids /checks should be carried out and discp action
initiated against defaulters, if any.
(ii)
Users should be educated of the need to save energy.
(iii) All the relevant pts enumerated under OTM accn should be
implemented.
(d)
Offices.
(i) Max use of natural lt should be encouraged and therefore barest
min No of lights should be used during day time.
(ii) In the mornings, the sweepers and the duty JCO be directed to
switch off the electric pts in the offices imdt after the rooms have been
swept/cleaned.
(iii) Suitable checks be initiated and implemented to ensure that no
electric gadget is kept switched on inadvertently after office hrs.
(iv) All offrs and clerks be directed to switch off their respective
rooms electric lts and appliances as and when they leave their
respective offices (even for short duration).
(v) To reduce the peak load, the No of air conditioners switched on
at any one time be restricted by staggering their use.
(vi) Offices where sufficient sunlight is available be advised not to
use lt pts unnecessarily.

30
Water Saving Measures
(vii) All lights of an office room should be switched off whenever the
occupant leaves the office for discussions, mtgs and confs etc or any
other purpose requiring his absence for more than a min or so.
(viii) Lights of corridors, conf rooms, stores, libraries etc should be
used only when required.
(ix) Low wattage CFL should be used in bathrooms, canteens,
waiting rooms etc or the places where precision wk like writing and
reading is not undertaken.
(x) All lights, fans and other appliances should be switched off
before leaving the office.
4. India receives the sec highest annual rainfall in the World. Yet there is chronic
shortage of water. Water conservation has thus become the urgent need of the day if
we are to solve the problem, which has, today, assumed alarming proportions. Water
conservation really commences at the individual level. For this, there are many
simple, cost-effective measures we can adopt in our daily activities, measures, which
do not call for a drastic change in our lifestyles. A few tips to help you are given
below : -
(a)
(b)
Close taps tightly.
Report about leaking taps imdt to the GE and get them repaired.
(c)
(d)
Do not remove overhead tank float valves.
Report about overhead tank overflow to the GE and get them repaired.
(e) Regularly check faucets, pipes and the base of your toilet for leaks and
get them repaired promptly.
(f) Check for leaks in your flushing cistern tank by putting a little colouring
in the cistern. If the colour begins to appear in the bowl without flushing, you
have a leak that should be repaired at once.
(g) When cleaning your teeth, shaving or washing your hands, never leave
your tap running. Fill a mug or bowl with water for mouth rinsing, shaving or
brushing.
(h)
bath.
To save water do not use the shower. A bucket of water suffices for a
(j) Wash vegetables, fruit and meat in a bowl of water, washing the
cleanest ones first. Use this water for your plants.

31
(k) Use water from cooked vegetables in dal or rice cooking. Not only you
will save water, you benefit as well, as it is full of nutritious vitamins and
minerals.
(l) In times of acute water shortage use a bucket to water in your garden
rather than a hose.
(m) Wash your vehs with bucket and sponge instead of a hose. By using
the hose for washing a car over 400 litres of water is utilised. By using a
bucket upto 300 litres of water can be saved.
(n) Never use a hose to clean your driveway. Use broom instead. If you
feel the driveway really needs a rinse, start by washing the car there.
(o) Water the garden early in the morning, as watering during the heat of
the day results in evaporation.
(p) Resort to water saving techniques like mulching. Grass clippings from
the lawn can be used to cover garden beds and thus retain moisture.
(q)
(r)
(s)
Waste water from the kitchen can be used to water the garden.
The size of kitchen garden should be kept to the very min.
Catch rain water in large tubs or cans and use it to water your plants.
(t) Lawns need only 2 to 3 cms of water and can be watered only 3 to 5
days a week, less if it rains. When you water, give it a thorough soaking. This
will produce a deep root system and stronger grass. Daily watering results in
shallow roots and weaker grass.
(u) In drought prone areas, using drought resistant plants in your garden
like cacti etc, are good options. Your local nursery owner can advise you.
(v) During a drought, you can skip watering the lawn. It may turn brown,
but it will revive when it rains.
(w) Do not cut your grass too short. Taller grass holds water better and
actually looks richer.
(x) Avoid using pesticides, fungicides and herbicides in your garden for
they leach into the grnd and pollute grndwater. Instead, resort to organic
gardening. Repel insects and wks by planting friendly flowers such as
marigolds, pull up weeds by hand and introduce carnivorous insects to kill
pests. A good text on organic gardening can help.

32
Chapter 13 : IMPROVEMENTS TO OTM ACCN
1. Dining Hall Dining hall requires enormous ventilation with fly proofing. The
incumbents enter the Dining hall for lunch directly after their routine exercise. At this
hour they are sweating profusely. The stench of the sweat is trapped in dining hall, in
absence of adequate ventilation. The ventilation to the dining hall therefore should be
in the form of very large windows and continuous horizontal fixed mosquito proof
openings underneath the roof beam alround the dining hall.
4. Plate Wash. Guidliness for the design of plate are as follows :-
(a)
There is a need to cater for two sets of plate washes for the Dining hall.
(b) After taking food in the dining hall, the incumbent has to go out and
wash the plate himself. Traditional trough type wash basin is not suitable for
washing the plates. The food particles clog the outlet of wash basin and the
present width of the wash basin is inadequate for washing the plates.
(c) It is therefore necessary to provide wider trough type wash basin at low
level with saucer drain for effective cleaning of the plates. Max No of taps
should be provided to reduce long queue. The plate wash should have a
garbage bin outside but accessible through the hatch with collapsible flap. The
plate wash should have the water pt for drinking water in a segregated fashion.
(d) It is possible to derive the area of the plate wash from the plinth area of
the dining hall.
5. Servery. Guidelines to be followed while designing servery are as follows :-
(a) The present length of servery is grossly inadequate. Only two persons
at a time can get the food served resulting in long queue and delay. It also
results in crowding in front of the servery. To avoid this situation, it is
necessary to increase the length of the service counter. It may be possible to
achieve this by utilizing the total plinth area auth.
6. Cook House. Guidelines to be followed while designing Cook House are as
follows :-
(a) The clear height of the cook house should be at least 4.2 mtrs There
should be a covered hatch in the roof slab of the kitchen which will take care of
ventilating the heat and smoke which accumulates under the roof slab. In
addition to this continuous roof ventilator under the roof beam with fly proofing
should be provided for the entire length of the wall. Ample amount of exhaust
fans should ne provided.
(b) The kitchen layout should be divided into two types of cooking. On one
side proper arrangement for the Steam Cooking with a raised platform (200
mm height) and saucer drain in the center with provision of water taps for
washing the container at this platform itself, should be provided. On another
side in the kitchen, place for dough kneader, chapathi stand and hot plate for
chapathi in an assembly like fashion should be provided. The chapathi table

33
should be in the form of a wk table having a size of 2.5 x 1.2 mtr with a granite
top. At a time 4 to 5 persons are making chapattis. Thus, there is a need to
leave clearance around this wk table.
(c) Provision for housing the kitchen equipments like wet grinder, potato
peeler, mixer, deep freezer etc should be made in the preparation room
adjoining to the kitchen.
(d) The LPG gas cylinder should be housed outdoor which should be
placed outside the kitchen wall on a two tier platform with a chajja and grill
doors. This arrangement can be below the level of the windows of the
kitchen.
7. Boiler Room. There is a need to provide a separate boiler room. The min
size required is 3x3 mtrs. The boiler room should be in the form of a shade with roof,
to be provided outside the kitchen.
8. Fresh Store. The vegetables are stored in this store. This room requires 3
tiers shelving all-round with glazed tile dado. Polished Kotah flooring with a Nahni
trap also to be provided with proper slopes, so that this store can be washed. There
has to be provision of extensive ventilation and provision of a fan.
9. Dry Store. The Dry Store should have only a platform 60 cm high from the
grnd level so that the gunny bags and storage bins can be kept on this platform.
Provision of 3 tier shelving is not reqd in the dry store. The dry store should also
have provn of ventilation and provn of a fan.
10. Meat Preparation Store. The meat prepration store must have extensive
ventilation and a ceiling fan. Since the dressing of the meat is done by squatting on
the floor rather thatn on the platform, it is preferable to provide polished Kotah stone
flooring.
11. Pan Wash. The Pan wash is meant for washing big containers. There is a
need to provide low level platform on one side to keep the container after they are
washed. For washing, there should be min 3 taps with a saucer drain. The pan wash
also should have extensive light and ventilation. This ventilation should be in the
form of a fixed fly proof frame for the entire length of the wall commencing from cill to
bottom of roof beam.
12. Gen Pts. The flooring of Dining hall, Plate wash, Cook house, Fresh store,
Dry store and Pan wash should be of polished kota stone.

34
Chapter 15 : ZONAL PLAN/ MASTER PLAN/ CIVIC
AMENITIES/ FACILITIES
Zonal Plan
1. Zonal Plan is the docu in the form of a map indicating the zone allotted to each
KLP unit based on the density norms and functional basis. It aims at a long term plg
towards functional efficiency, security and safety. It encompasses OTM areas for the
fmns/units, md accn for all ranks, civic amenities, town centre facilities, play grnds,
buffer zones, trg areas, rgs, eco parks, green belt, danger zone etc.
Master Plan
2. After the Zonal Plan has been appd by concerned authorities, Master Plan of
the Mil Stn/Cantt is drawn up. The Master Plan gives the detailed picture of the
proposed Mil Stn/ Cantt and indicate the siting of each bldg, open spaces, training
and recreational areas, layout of rds and services etc. It incorporates modern
concepts of town Plg and takes max advantage of the topography of the land. Every
effort is made in this plan to harmonize the natural landscape and panorama with the
bldg activity to result into a healthy and conducive urban environment.
3. Need to Formulate Zonal Plan/ Master Plan.
(a) To achieve a systematic, planned secured environment and well
integrated devp as a whole.
(b)
As a ready reckner to the siting bds.
(c) Facilitates plg of services viz sewage, water sup, electrification,
drainage, communication sys etc in an economical and integral manner.
(d)
Results in overall economy in developing the Mil stn/Cantts.
(e) Fulfills the socio-psychological needs, due to the organized habitable
working spaces.
Land Norms
4. Classification of Lands in Cantts.
(a)
(b)
(a)
(b)
(c)
(d)
(e)
A -1 Under active occupation of Armed Forces for def units.
A - 2 Under the Management of DEO, but kept reserved for Mil use.
B -1 Occupied by Central Govt Deptt other than Ministry of Def.
B - 2 Under the occupation by the State Govt.
B - 3 Leased to private party to be returned after expiry of lease period.
B - 4 Vacant land under the management of DEO
C - Cantt Bd lands for municipal or other public use.

35
5. Central Amenities. 18 acre per 1000 Tps Str. (for existing
stations) 9.0 acre/ 1000 mil population.
(a) Offrs Institute On Stn basis (For not less than 100
Offrs)
100 to 200 Offrs – 232 SM
201 to 1000 Offrs – 232 sm + 1 SM/
Offr Subject to 700 SM (Max)
(b) Community hall cum On Stn basis Area 0.75 SM/
Recreational Centre Civ Str not exceeding 350 SM
(c) Auditorium cum On Stn basis
Cinema hall 3000 – 5000 Str 400 Seats
5001 – 7500 Str 600 –do-
7501 – 10000 Str 900 –do-
100001- 15000 Str 1200-do-
Addl Hall can be planned above 150000 Str.
(d) Health centre/ On Stn basis
Gymnasium
1000-2500 Tps Cl II
2501-5000 Tps CL I
For over 5000 one one more
(e) Swimming Pool On Stn basis
Size 25x13.5 M – Small
50x21 M – large
1000-5000 Str (1 small)
5001-8000 Str (1 large)
8001-14000 Str (1 small & 1 large)
(f) Sports Stadium 1 No for 3000 or more
(g) Tennis Court 30 Offrs – 1 No
31-100 Offrs – 2 Nos
Addl 1 No for 50 Offrs
Subject to 4 Nos (Max)
(h) Badminton Court 50 Offrs – 1 No
100 Offrs – 2 Nos
(j) Squash Court 50 Offrs or 1000 Tps 1 No
100 Offrs or 2500 Tps 2 Nos or more
(k) ORs Institute Up to 500 Men 7 SM/25 Men
501 to 750 Men 180 Men
751 to 1000 Men – 240 SM
Above 1000 men – 240 SM + 3.5 SM PER
25 men over 1000.

36
(l) Family Welfare Centre 100 SM for large unit.
Area 0.75 SM/Person on the auth Md Accn
max size 350 SM.
(m) Religious Bldg On Stn basis at the discretion of GOC-in-C
or eqvt 0.5 SM/Person, 250 SM (Max) and
75 SM (Min).
(n) School At the discretion of GOC area or equivalent
floor area 2.37 SM/Student.
(o) MES IB For the use of Offrs and subordinates of the
MES. The opening of IB is subject to prior
approval of the Engineer -in –Chief, Army
Headqrs.
(p) Burial/cremation grnd.
Note : Above amenities may be grouped while zoning as offrs amenities, common
amenities, JCO’s/ORs Amenities.
6. Town Centre Facilities. 2 AC per 1000 population. (for existing
station) 0.75 acer/1000 population (for new
stations)
(a) Shopping centre At discretion of GOC Area or equivalent.
1000-3000 Tps – 408 SM
3001-5000 Tps – 552 SM
5001-10000 Tps – 720 SM
Above 10000 Tps – 720+72 SM
(b) Post and Telegraph At the discretion of GOC area or EQVT
Office
Floor area 67 SM (Max)
(c) Telephone Exchange Accn as per tech reqmt of the
exchange eqpt.
(d)
(e)
(f)
Cantt Bd Office
DEO Office
LAO Office
(g) Bank At the discretion of GOC area or eqvt.
Floor area 150 SM (Max)
(h) Cinema hall (Civil)
(j)
(k)
(l)
Police Stn
Living Accn for civ
Bus stand/Taxi stand.

37
Note : Each item will be analysed individually and provided based on actual reqmt in
case of Mil Stn no living area for civ be catered.
7. Norms for Rds. Carriage way
(a) RD 1 40 M right of way 7.5 M x2
(with divider/Median)
(b) RD2 30 M right of way 10 M x1
(c) RD3 20 M right of way 7 M x1
(d) RD4 1O M right of way 3.5 M x1
RD1 All arterial rds off from NH/SH to Div HQ or above fmn
RD2 Sub arterial rds at Bde HQ level
RD3 Approach to units/div zones.
RD4 Within units/ leading to houses.
8. Norms for Ranges.
(a) Classification Ranges.
No of Ranges Mil Str Acres
(i) 1 4000 335
(ii) 2 4000-7999 474
(iii) 3 8000-11999 613
(iv) 4 12000-15999 752
(v) 5 16000-19999 891
(vi) 6 20000- 23000 1030
(b)
Grenade Ranges.
(i) 1 6000 100
(ii) 2 6000-11999 200
(iii) 3 12000-17999 300
(iv) 4 18000-24000 400
(c)
Baffle Range.
9. Norms for Store Holding.
(a) S & T Depots and Bulks storage 100 Tons/acre
(b) POL Depots 250 -do-
(c) Engineer Depots and parks 300 -do-
(d) Ordnance Depots 300 -do-
(e) Ammunition Depots 15 -do-
10. Norms for Play Grnds.

38
(a) Foot ball 110m x 75 m
(b) Hockey 90m x 60m
(c) Basket ball 13.5m x 6m
(d) Volley ball 13.5m x 6m
(e) Tennis Court 24m x 11m
(f) Squash Court 6.5m x 9.5m
(g) Parade Grnd 73m x 73m for Coy/Bty
11. Approx Distribution of Trg Area for Inf Bn.
137m x 91m or Bn/Regt
(a) Parade grnd 1 No 4.65 acres (150m x 100m)
(b) Recreation grnd 3 Nos 9.00 acres
(c) 30 Yds range 1 No 1.6 acres
(d) Individual 1 No 15 acres
mixed trg area --------------
12. Utilisation Of Land For – Inf Bn.
30 Acres
--------------
(a) Bldg 17 Acres 26.16%
(b) Rds 2 Acres 3.07%
(c) Parade grnd 3 Acres 4.615
(d) Play Fields 5 Acres 7.70%
(e) Open spaces 11 Acres 16.925
(f) Trg area 27 Acres 41.54%
65 Acres
13. Revised norms in case of assessments of land required for a station are as
follows :-
(a) KLP requirements 122.10 acres/1000 Military population
(b)
Other requirements
(i) Md accn for Def Civ
(ii) Separated family
(iii) Storage of first line &
Trg Amn
2 acres/ 1000 Def Civilians
0.2 acres/1000 Military population
7.33 acres/ 1000 Military population

39
(iv) MES installations
3.09% of total space
(v) MES Key Personnel 0.34 acres/ 1000 total population
(vi) Civic Town 0.75 acres/1000 total population
(vii) Open Spaces & play fields 4.86 acres/1000 total population
(viii) (aa) Central Amenities
(bb) Arterial roads
9.00 acres/1000 Military population
9.95% of total space
(cc) Extra requirement for 2.5% of total space
Kendriya Vidyalaya Sewage
disposal or unbuildability
factor, in case such
requirement is justified.
14. Revised norms for assessments of land requirement in an existing station on
the basis of 41.8% cut from 1947 Handbook Norms (Model) are :-
1. Total Military Strength 2000
2. Total population (4 x Military Strength) 8000
3. Land requirement as per 1947 Handbook Norms (In acres)
(i) Area required for KLP units and other requirements 5162.00
@ 258.10 acres/1000 of Military strength
(ii) Civic Town Centre @ 2 acres/ 1000 of Total
population
160.00
(iii) Total spaces @7 acres/1000 of Total population 560.00
(iv) Playing Fields @ 6 acres/1000 of total population 480.00
(v) Amenities @ 18 acres/1000 of Military Strength 360.00
6722.00
4. Total of KLP requirement as per 1947 Handbook
5. Less Defence land acquired prior to 1972 500.00
6. Balance (Sl No. 4 minus Sl No. 5) 6222.00
7. Less 41.8% cur from S. No. 6 above 2600.00
8. Balance (Sl No. 6 minus Sl. No.7) 3621.00
9. Less Defence land acquired after 1972 1000.00
10. Deficency (-)/Surplus (+)excluding ranges (-) 2621.00

40
11. Land Required for Ranges
(a) Land requirement for classification Ranges 1030.00
(b) Land requirement for grenade ranges 400.00
(c) Existing Land holding for ranges 300.00
12. Deficiency (-)/Surplus (+) for Ranges
(Sl No. 11(a) & (b) minus Sl No. 11(c)
(-)1130.00
13. Special requirement for AD Nil
14. Special requirements for OD 5.00
15. Special requirement for WES 2.00
16. Net Deficiency (-)/ Surplus (+) of Station, Land
requirement (Sl No. 10+12+13+14+15+)
(-) 3758.00

41
Chapter 16 : MAP WKS PROCEDURE – 2003
Scales of Accn
1. The revised scales of accn issued by GOI MOD letter No 35105/79/ Q3W
(Pol)/ 379/US/D (Wks-I) dated 30 Aug 1983 along with amdts thereto and as mod by
GOI MOD letter No 1(1)/2001/D (Wks) Vol III, Annx II dated 29 May 2002 will be
applicable to the MAP Wks. The brief specifications as appd by Govt for MAP wks are
given as under :-
(a)
Offrs.
(i) External finish. Resin based paint in lieu of cement based paint.
(ii) Internal Finish. Oil bound and dry distemper in lieu of oil bound
distemper and color wash.
(iii) Provision for AC connection in master bed room.
(iv) Terazzo with white cement in flooring.
(v) Non skid tiles in toilets.
(vi) Plaster of Paris (POP) finish for ceiling in drawing and dining
rooms.
(vii) Increase in No of lt pts and plug pts.
(b)
JCOs/ORs.
(i) Increase in auth plinth area 12.22% for OR and 23.14% for
JCOs.
(ii) Provision of 25 liters geyser and exhaust fan in kitchen.
(iii) Scooter shed in lieu of cycle shed for OR and 25% garages and
75% scooter shed in lieu of 100% scooter sheds for JCOs.
(iv) Flooring in main room changed from PCC to terrazzo with grey
cement.
(v) Kota stone flooring for toilets.
(vi) Provision for fixing desert cooler with electrical connection in bed
room and living room.
(c)
Misc (All Cat).
(i) Line plan as per users’ reqmt.
(ii) Usage of solar energy and provision of rain water harvesting,
arboriculture and land scaping.
(iii) Provision for telephone and cable connections.
Initiation of Wks and Acceptances of Necessity
2. The Service HQ will proj the ph wise reqmt of dwelling units to be constr in
each stn along with the rough cost to DG MAP, for approval by the ASC.
Allocation of Wk

42
3. The ASC may accept the necessity of wk and entrust wks to various agencies
viz Govt Departments, PSUs and others under the overall control OF DG MAP.
Land
4. The Stn cdr shall decide the availability and location of land for constr of the
deficient md accn in the stn. The land shall be freed from litigation, encroachment or
any other encumbrances.
Stn Cdrs
5. In the exec of MAP Wks, Stn Cdrs have to perform a key role. The deficiency
of the stn must be correctly computed, appropriate land iden and housing planned in
a holistic manner with a long term perspective. The Zonal Plans may be reviewed in
conslt with HQ Comds to cater for schools, shopping complex and other amenities.
Optimal utilisation of land must be ensured by the stn cdrs while plg MAP wks. The
stn cdrs will closely associate themselves in the plg, exec and taking over of MAP
wks.
Concept Proj Report (CPR)
6. CPR will be prepared by the executing agency/ conslt in conslt with the Stn
Cdr based on the acceptance of necessity. Suitable instrs have been issued to the
Stn Cdrs regarding preparation of CPRs. CPR of the stn will cover the planed
services and infrastructure devp like rain-water harvesting/ water conservation
/recycling, energy saving devices and arboriculture for all the phases of MAP wks.
(a)
Cdr.
A min of four copies of Stn CPR will be prepared in conslt with the Stn
(b) CPR duly recommended by the Stn Cdr will be simultaneously fwd to
the Comd HQ, Service HQ and the DG MAP.
(c) Comd HQ and Service HQ will scrutinize the CPR and fwd comments if
any, direct to DG MAP within two weeks from the date of receipt of CPR. In
case no comments are recd, it will be deemed to have the approval of Comd
and Service HQ. The DG MAP will examine and put up the CPR to ASC for
approval within three weeks from receipt CPR.
(d) Approval of the CPR by the ASC will be communicated by DG MAP to
all concerned.
Detailed Proj Report (DPR)
7. DPR shall be prepared by concerned exec agency/ conslt based on the appd
CPR. DPR will be prepared for each ph, with full details of the accn to be constr in
the concerned ph. It will incl site plans, working drawings, design calculations, details
of services, details of rain-water harvesting/ water conservation, energy saving
devices, arboriculture plans, bill of quantities, tender documents, pre-qualification
criteria for proposed contractors to be deployed etc. DPR will be proceeded as given
below :-

43
(a) The stn Cdr will finalise the DPR in conslt with the Proj Manager/ Tech
Advisor.
(b) The DPR for Comd MAP wks, costing less than Rs. 20.00 crores, will be
submitted to the respective Comd Committees for approval.
(c) DPR for wks costing more than Rs. 20.00 Crores will be submitted to
DG MAP for scrutiny and approval by ASC/VCC. The copy of DPRs will also
be fwd to respective comd HQ/ Comd MAP (CE) and Service HQ to keep
these HQ info about the details contained in the DPRs. May be projected by
Comd HQ to Service HQ and DG MAP within two weeks.
(d) DPR for wks to be exec by CPWD/ PSUs (even those costing less than
Rs. 20.00 crores) will be approved by VCC.
Adm Approval
8. Powers for Sanctioning Wks. The DPR prepared by different agencies
are to be approved by the following Standing Committees : -
(a)
(b)
ASC. Wks exceeding Rs 50.00 crores for each proj.
VCC.
(i)
proj.
Wks above Rs 20.00 Crores but below Rs 50.00 Crores of each
(ii) Wks allotted to CPWD and PSUs even if they are below Rs
20.00 Crores.
(c) CC. Wks undertaken by DG MAP/ Comd MAP upto Rs 20.00 Crores
for each proj.
9. Adm Approval will be accorded by the competent committee for exec of wk at
the cost indicated in the DPR. The powers of adm authorities for issue of Adm
Approval for MAP wks are laid down in Table 1. The issue of Adm Approval will be
conveyed to the exec agency by DG MAP/Comd MAP (CE) through a letter
specifying the Head of Acct from which funds will be provided. Ink signed copies of
the letter according Adm Approval along with a copy of the appd DPR will be sent to
the CDA and all concerned. The completion cost of the wk shall not exceed the adm
Approval amt by more than 5%.
Exec of Wks
10. Supervision. Constr management will be carried out departmentally through
Proj Managers (PM). The PM shall be resp for exec of wks as per drawings and
specifications as well as for quality control, tech check of bills for payments and for
maint of site docu. The decision of DG MAP/Comd MAP (CE) regarding the
meaning, scope and intention of an item of wk/ claim/ condition/ specification as
mentioned in the contract agreement shall be final and binding on the contractor.

44
11. Monitoring of Prog. The Stn Cdr will initiate regular prog reports to keep
the concerned Comd, Service HQ, DG MAP/Comd MAP (CE) info about the prog of
wk and hold ups, if any. The PM will initiate separate prog reports in addition, to keep
DG MAP/Comd MAP (CE) informed about the prog.
12. Measurements. Measurements for the wks carried out by the contractors
shall be jointly recorded by the departmental Junior Engineers (JEs) and the auth
engineers of the contractors. The JEs will be resp for correctness of all the
measurements. The JEs will be assisted by the conslts in recording measurements.
The Proj Manager shall ensure correct measurement of the wk.
13. Payments. Payment to contractors shall be made by the concerned CDA
after tech check of the bills by PM incl supply and job wk orders. The bills will be
authenticated by the Stn Cdrs and recommended for payment by the concerned
Regional CDA. Tech check of final bills shall be carried out in the office of DG MAP/
Comd MAP (CE). Payment to outstation contractors may be sent through Demand
Draft and the charges, if any for the DDs, will be recovered from the payments due to
the contractors. The CDA will make payment within ten working days.
14. Quality Check. Quality assurance of all wks is to be done by the PM and
the Contractor. The PM and the Stn Cdr are to monitor the quality of wk being exec
at the site. In addn, quality check of wks shall be carried out by the offr(s) appointed
for the purpose by DG MAP. The cost of defective wks and mtrl not conforming to
contract specifications shall be recovered from the contractors, only if it cannot be
rectified but techly acceptable.
15. Handing Over of Assets. MES will take over bldgs with inventory on
completion of proj from exec agency through Stn BOO for revenue matter. Exec
agency will prepare PSMBs, RPMBs, rd registers, record drawings, layout showing
bldgs incl all external services, plant record books and any other docu as and when
required by MES.
Allotment of Funds
16. The allotment of funds shall be made by respective Service HQ to DG MAP.
DG MAP will sub-allot funds to Comd HQ, Stn HQ and PM etc as the case may be.
The allotment of funds shall be communicated to the concerned CDAs.
Hiring of Tpt
17. DG MAP and PM are auth to hire tpt for official use as per powers given in
Table II.
Role and Responsibilities of Stn Cdr
18. Time being essence in handling such large projs, stn cdrs have a very imp
role to play in successful and timely completion of MAP besides ensuring quality of
the end product .To this effect, all stns cdrs should take measures as enumerated
in succeeding paras.

45
Plg Stg
19. Stn Cdr has a maj role to play during plg stg so that user’s aspirations are
met. He is required to ensure the followings :-
(a) To wk out net defi state of md accn in the stn by casting Accn
Statement Part I meticulously and cross check the same with the earlier
projections made by Comds in respect of all the phases of MAP strictly in
terms of existing orders on the subject.
(b) Make available corresponding A -1 def land for all the phases of AP
and have them earmarked/ reserved for the stated purpose. In case of defi in
land holding, ensure initiation of case for procurement /acquisition of land as
per laid down procedure.
(c) Ensure all earmarked A -1 Def land for MAP is free from all
encroachments and no litigation cases are pending.
(d) Liaise with forest department and obtain their clearance for cutting
trees, if applicable.
(e) Initiate action for removal/ diversion /shifting of existing tele/ power
lines. U/G cables sewer lines etc if they are passing/ crossing through the
earmarked A -1 def land for MAP.
(f) Initiate action for dem of existing dilapidated/ BER bldg/ structures and wk
out financial implication, if any for its dovetailing in DPR /CPR.
(g) Ensure proper segregation of accn (Offrs/PBOR) while earmarking A-1
def land for MAP.
(h) To revise Zonal Plan for the purpose of all phases of MAP in accordance
with AHQ QMGs Br letters No. C/01793 /Q3 (Plg) dated 18 Mar 02 and 01 Apr
02 addressed to all Comd HQs.
(j) To assist and furnish following details/info to various agencies entrusted
with MAP for prep of DPR/CPR.
(i)
(ii)
(iii)
Functional and inter se relationship of various rooms in a DU.
Norms for security reqmts in the mil stns/cantt.
Specific/peculiar reqmts of service pers in a DU.
(iv) Keeping in mind FSI restrictions, cantt bylaws and local aesthetics
indicate choice/preference for double /multi storeyed constr.
(v) Indicate location of site office/stores /service centre keeping in
mind the entire layout of the stn on completion of MAP vis-a-viz their
functional use thereafter (during maint liability period).

46
(vi) Keeping in mind local aesthetics and surroundings proj
architectural reqmts/preference for MAP.
(vii) Reqmt of rain water harvesting landscaping arboriculture space
mgt etc.
(k) Ensure application of auth scales & specifications with proposed
improvement in scales and specification for PBOR and specifications for offrs
in prep of DPR/CPR.
(l) Ensure holistic plg of water sup, electricity reqmt and sewage disposal
for all the phases of MAP in the first ph itself and assist the agency entrusted
with the exec of MAP in the stn to get approval of local municipality/auth.
(m)
Ensure meticulous working out of furniture reqmt as per auth scale.
(n) Ensure reqmt of rd netwk is meticulously wked out and projed in
DPR/CPR.
(o) Assist other govt agency(s) engaged for conduct of survey investigation
of geotech/petrology/rockmechanics, grnd water etc test/examination.
(p) Ensure DPR incls on y rough bldg cost for DUs only and they do not incl
constr cost of schools, markets and other community facilities in the adjacent
areas. On the other hand, a CPR would depict entire layout incl details of
DUs.
(q)
Proj and identify the reqmt of sample qtr incl all finishes.
(r) Ensure layout plans in DPR/CPR are prepared after physical siting the
bldgs/services on grnds.
(s) Check and approve block devp plan and site plan with the assistance of
nominated PM/GE (Maint).
(t)
PM.
To check and approve arch drawings and elevation of bldgs through
Exec Stg
(u) To ensure timely prep of CPR/CPR through PM strictly in terms of
instrs/guidelines as laid down by DG MAP.
(v) To ensure time processing of CPR/DPR for its sanctioning by
appropriate committees strictly in terms of approved fin power vested with
them.
(w) To act as nodal agency in the stn for furtherance of MAP plg
incorporating various Govt/PSUs agency(s) engaged for the stated purpose.
20. PSUs/Other Govt Agencies Wks.

47
(a)
Render assistance to officials/resident engineers of the agency (s).
(b) Ensure wk is executed/ progressed as per approved design and
specification through TA.
(c) Ensure no deviation from approved scope of projs as no auth other than
the authorities which approved the initial proj can change the scope of proj.
(d) Ensure strict monitoring of MAP projs and timely initiation of physical
and financial prog as per frequency stipulated by DG MAP.
(e) Ensure timely release of payments as per the stipulated guidelines
(keeping in mind that bills for payments if pended without justification it stinks).
(f)
MAP.
Ensure timely approval of sample qtr and its use during the prog of
(g) Detail stn bd of offrs for taking over MAP assets on completion of proj in
the stn.
(h) Ensure rectification of defect are undertaken and completed by the
Constr agency prior to taking over by the users.
21. DG MAP/CC MAP Wks.
(a)
Ensure MAP wk is progressed properly by PM.
(b) Ensure no deviation and wk is executed strictly in terms of Contract
Agreement.
(c) Ensure strict monitoring of proj and timely submission of MPR/MER by
the PM.
(d) Ensure timely release of payment for the wk done by the PM/GE (P) to
the agency.
(e)
MAP.
Ensure timely approval of sample qtr and its use during the prog of
(f) Detail stn bd of offrs for taking over of MAP assets on completion of proj
in the stn.
(g) Ensure rectification of defect are undertaken and completed by the
Constr agency prior to taking over by the users.
After Exec
22. Stn Cdr will have to ensure :-
(a)
Judicious utilization of constructed accn.

48
(b) Defects noticed during defect liability period are recorded and rectified
properly by the agency/contractor through GE (Maint)/Local MES auth.
(c)
Proper Accting of all assets created out of MAP by GE (Maint).
(c) Smooth transfer of assets to local MES auth imdt on completion through a
Stn BOO.
Assistance to PM
23. Stn Cdr will ensure that following assistance is provided to PM nominated for
MAP in his stn :-
(a)
(b)
(c)
MAP.
(d)
Provisioning of out of turn office and residential accn in the stn.
Provisioning of communication i.e. telephone connection.
Accept him as an asset in the form of engr adviser for all activities of
Ensure PM is granted free and easy accessibility.
Role and Duties of PM
24. Role. The role is as follows : -
(a) PM shall be resp for progressing the proj from its inception to its
completion incl the defect liability and essential maint period.
(b) PM shall be the Engineer-in-Charge of the wk, for projs to be exec
under DP MAP/Comd MAP (CE). He will administer the contract as per
conditions of the Contract Agreement (CA).
(c) PM shall ensure that the conslt appointed supervises the wk as per
provision of the CA. For doing so, the conslt should employ adequate No of
qualified engrs and other supervisory staff.
(d) PM shall be overall resp for quality control and quality assurance,
correctness of quantity (correctness of measurements), timely completion and
financial management of the proj.
25. Resp for Preparation of CPR/DPR. The resp are as follows : -
(a) Ensure that suitable A -1 def land is earmarked by the stn. Its size and
loc should cater for the DUs to be constr in the various phases.
(b)
Ensure optimal utilization of land in conformity with the Zonal Plan.
(c) Identify Offrs, JCOs and OR md accn planned in the four Phases.
Interact with the conslt to prepare suitable Master Plans in conslt with the Stn
Cdr for various types of accn as per the Zonal Plan.

49
(d) Identify flood prone/ low lying/ un-buildable are and ensure that bldgs
are not sited in such areas.
(e) Advise Stn Cdr where tree cutting is involved and ensure initiation of
action for tree cutting, well in time.
(f) Advise Stn Cdr to initiate action for dem of existing assets/ bldgs, if
required. Cost of dem/ credit must be incl in the CPR/DPR.
(g) Iden electric OH lines/UG cables, telephone lines, water and sewage
pipe lines which interfere with the site. Ensure that cost of diversion has been
incl in the CPR/DPR and timely action initiated where required.
(h) Ensure that the CPR/DPR is prepared according to the Scale of Accn
and auth specifications as revised from time to time.
(j) Examine and ensure that integration of the proposed essential services
with the existing services does not over load the sys. Proper augmentation of
the essential services must be planned by the conslt, where required. The
Master Plan of the stn should not be violated.
(k) Ensure that elect and water sup are planned as per auth scale. Assist
conslt in getting approval from local authorities in conslt with the Stn Cdr i.e.
SEB and PHED etc for getting bulk sup and disposal of sewage.
(l) Ensure that the conslt gets the survey/ investigation done by suitable
Govt Dept/ Agency (i.e. CGWB for availability of grnd water, where water sup
is planned on bore-wells).
(m)
Ensure correct computation of furniture reqmts as per auth scales.
(n) Ensure that the layout plans, detailed estimates and BOO in DPR, are
prepared after physical layout of the bldgs and services on grnd.
(o) Identify the sample qr and floor in each category of accn in DPR and
indicate time schedule for completion of various stgs of constr.
(p) Ensure that the CPR/DPR is prepared by the conslt in accordance with
the guidelines of time schedule and instr laid down by DG MAP/Comd MAP
(CE).
26. Resp during Exec Stg. These are as follows : -
(a) Ensure that the wks are exec in accordance with the CA through the
Conslt.
(b) Ensure proper supervision and quality assurance of the executed wks
through the Conslt.
(c) Ensure maint of site docu e.g. wks diary, stg passing register, MBs, site
order book, test registers etc as per existing norms.
(d)
Progressing of bills to ensure timely payment of dues.

50
(e) Monitor physical and financial prog of wks and report to Stn Cdr, Comd
MAP and DG MAP.
(f) Ensure that sample qrs are constructed in each category and approved
samples of all materials and wkmanship of various items of wk is incorporated
in the sample qr. Ensure that the same std is reproduced in other qrs.
27. The PM will check and sign along with the conslt, the following docu as per
schedule given below :-
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
wk.
Wk Diary – Daily.
Material Testing and Approval Register – After every Test/ Approval.
Stg Passing Register – After every stg.
Supply Order Documents eg quotation calling and comparative
statement register – For every supply/job order, if any.
Sample Testing and Approval Register – After every Approval.
Register for issue of Schedule ‘B’ stores if any – On occurrence.
Shadow Constr Acct – After every 15 days.
Maint all the approved samples duly signed/authenticated at the site of
28. He will check and update CPM chart on weekly basis.
29. Any other duty assigned by DP MAP and Comd MAP.
30. Advise Stn Cdr to organize handing over of assets to MES along with
completion docu i.e. RPMB, PSMB, completion drawings, rd registers etc.
31. Financial Resp. These are as follows : -
(a) The PM will check and techly certify all bills for payments and ensure
that all relevant docu are att with the bills, before the bill is sent to CDA for
release of payment. Recovery if any must be made at the earliest. At no stg
should an over payment be permitted.
(b) The following certificates is to be rendered with the bills :-
“It is certified that the Bill No………………….Rs ……………..(in figs and
words) is towards wk done upto …………….Stg in Proj…….and as pr details
enclosed. It is also certified that wk done on grnd corresponds to the wk done
reported in the bill. The said amt is in order and due for payment”.
Signed ………………………………………………………..
(Conslt)
(Proj Manager)

51
Stn Cdr
Role and Duties of Tech Advisor (TA) to the Stn Cdr
32. Role. The role is as follows : -
(a)
TA shall advise the Stn Cdrs regarding Plg and exec of MAP Wks.
(b) The TA shall assist the constr agency in obtaining the required info/data
for preparation of CPR/DPR.
(c) The TA is the rep of the DP MAP/ Comd MAP(CE) for monitoring of the
projs being exec by DRDO, CPWD and PSUs or any other agency.
(d) TA will monitor the quality and prog of the proj to advise the Stn Cdrs
and keep DG MAP/Comd MAP (CE) informed.
33. Resp for Preparation of CPR/DPR. These are as follows : -
(a) Ensure that suitable A-1 def land is earmarked by the Stn. Its size and
location should cater for the DUs to be constructed in the various phases.
(b)
Ensure optimal utilisation of land in conformity with the Zonal Plan.
(c) Identify Offrs, JCOs and OR md accn planned in the four Phases.
Interact with the Constr agency to prepare suitable Master Plan in conslt with
the Stn Cdr for various types of accn as per the Zonal Plan.
(d) Identify flood prone/ low lying/ un-buildable area and ensure that bldgs
are not sited in such cases.
(e) Advise Stn Cdr where tree cutting is involved and ensure initiation of
action for tree cutting, well in time.
(f) Advise Stn Cdr to initiate action for dem of existing assets/bldgs, if
required. Cost of dem/credit must be incl in the CPR/DPR.
(g) Iden electric OH lines/UG cables, telephone lines, water and sewage
pipe lines which interfere with the site. Ensure that cost of diversion has been
incl in the CPR/DPR and timely action initiated where required.
(h) Ensure that the CPR/DPR is prepared according to the Scale of Accn
and auth specifications as revised from time to time.
(j) Examine and ensure that integration of the proposed essential services
with the existing serves doe not over load the sys. Proper augmentation of the
essential services must be planned by the conslt, where required. The Master
Plan of the Stn should not be violated.

52
(k) Ensure that elect and water sup are planned as per auth scale. Assist
Conslt in getting approval from local authorities in conslt with the Stn Cdr i.e.
State Electricity Bd and PHED etc for getting bulk sup and disposal of sewage.
(l) Ensure that the Conslt gets the survey/investigation done by suitable
Govt Dept/Agency (i.e. CGWB for availability of grnd water, where water sup is
planned on bore-wells).
(m)
Ensure correct computation of furniture reqmts as per auth scales.
(n) Ensure that the layout plans, detailed estimates and BOO in DPR, are
prepared after physical layout of the bldgs and services on grnd.
(o) Identify the sample qr and floor in each category of accn in DPR and
indicate time schedule for completion of various stgs of constr.
(p) Ensure that the CPR/DPR is prepared by the Conslt in accordance with
the guidelines of time schedule and instr laid down by DG MAP/Comd MAP
(CE).
34. Resp during Exec Stg. These are as follows : -
(a) Maint close liaison with the executing agency and have access to
essential documents, reports and returns, to monitor physical and financial
prog as planned.
(b) Report physical and financial prog of wks to Stn Cdr, DG MAP and
Comd MAP.
(c) Check sample qr constructed in each category and ensure that
acceptable material and wkmanship is incorporated by the constr agency for
various items of wk in the sample qr. Assist Stn Cdr in approval of sample qrs.
Assist Stn Cdr to ensure that the same std is reproduced in other DUs.
(d) In case of any shortfall in stds are noticed or difficulty faced on Acct of
the staff of the constr agency, bring the same should be brought to the notice
of higher officials of the contr agency, Stn Cdr, Comd MAP and DG MAP.
(e) The TA will guide and assist the constr agency in maintaining the
following documents as per schedule given below :-
(i)
Wk Diary – Daily
(ii) Material Testing and Approval Register – After every
Test/Approval.
(iii)
Stg Passing Register – After every stg
(iv) Supply Order Documents eg quotation calling and comparative
statement register – For every supply/job order, if any.
(v)
Sample Testing and Approval Register – After every Approval.

53
(vi)
(vii)
Register for issue of Schedule ‘B’ stores if any – On occurrence.
Shadow Constr Acct – After every 15 days.
(viii) Maint all the approved samples duly signed/authenticated at the
site of wk.
(f)
Any other duty assigned by DP MAP and Comd MAP.
(g) Advise Stn Cdr to organize handing over of assets to MES along with
completion docu i.e. RPMB, PSMB, completion drawings, rd registers etc.
35. Financial Resp. These are as follows :-
(a) The TA will check and techly certify all bills for payments (where
applicable) mentioning the stg completion as per yard sticks laid sown and
ensure that all relevant documents are attached with the bills before the bills
are sent to CDA for payment.
(b) The following certificates is proposed to be rendered with the bills :-
“It is certified that the Bill No…………………for Rs ……………..(in figs and
words) is towards wk done upto …………….Stg in Proj…….and as pr details
enclosed. It is also certified that wk done on grnd corresponds to the wk done
reported in the bill. The said amt is in order and due for payment”.
Signed ………………………………………………………..
(Conslt)
(Proj Manager)
Stn Cdr

54
Appx ‘A’
(Refers to Para 2 of Chapter 3
of AIDE MEMOIRE )
POWER TO SANCTION CAPITAL WKS AND
PREPARATION CUM SCRUTINY OF ROUGH COST AND AEs
Ser
No
1
2
3
CFA
Govt of
India
COAS/CN
S/CAS
GOC-in-C/
equiv/
Navy & AF
W/o IFAs
Concurrence
Auth Spl
Wks Wks
(Rs (Rs
lakh) lakh)
With IFAs
Concurrence
Auth Spl
Wks Wks
(Rs lakh) (Rs
lakh)
FP FP FP FP
120.00 20.00 1500.00 75.00
75.00 7.00 500.00 30.00
4 Corps Cdr 37.00 3.75 300.00 15.00
5
6
7
Cdr of an
Area/ Indep
Sub Area/
Indep Bde
Gp/equiv in
Navy/AF
Cdr of a
Sub Area /
Bde
Gp/equiv in
Navy/AF
Stn Cdr of
all Ranks in
Army/Navy/
AF
22.00 0.75 200.00 8.00
15.00 0.50 100.00 2.00
5.00 0.50 - -
Rough Cost
Zonal
CE
Zonal
CE
Zonal
CE
(a) GE
(b)
CWE
(a) GE
(b)
CWE
(a)
AGE
(b) GE
(c)
CWE
JE
AGE
DGW
DGW
Comd
CE
CWE
Zonal
CE
CWE
Zonal
CE
GE
CWE
Zonal
CE
AGE (I)
GE
Preparation
Zonal
CE
Zonal
CE
Zonal
CE
GE
CWE
GE
CWE
AGE
GE
CWE
JE
AGE
Approx
estimate
Preparation
Scrutiny
Scrutiny
DGW
DGW
Comd
CE
CWE
Zonal
CE
CWE
Zonal
CE
GE
CWE
Zonal
CE
AGE(I)
GE
Engine
er
Appreciation
Zonal
CE
Zonal
CE
Zonal
CE
CWE
Zonal
CE
CWE
Zonal
CE
GE
CWE
Zonal
CE
AGE (I)
GE
Remarks
(a) upto
50 lakh
(b) above
50 lakh
(a) upto
50 lakh
(b) above
50 lakh
(a) upto
15 lakh
(b) for 15
–50 lakh
(c) above
50 lakh
(a) upto
2.5 lakh
(b) upto
5.0 lakh
Note :-
1. Tech Scrutiny of E/M Projs will be carried out as per Section 10 of MES
Standing Orders 1995.
Auth
GOI, MOD letter No A/89591/FP-1/693/2002/D(GS-1) dt 22 Apr 2002 and Appendix A
to E-in-C Branch letter No 95533/Pol/E2W (PPC) dated 01 Nov 2002 & GOI, MD
letter No A/89591/FP-1/1974/2006/ D (GS-1) dt 26 Jul 06.

55
AUTH OF MAINT FUNDS – BLDGS
Appx ‘B’
(Refers to Para 1&7 of
Chapter 5 of AIDE MEMOIRE)
Ser
Category of Bldgs
Rates (Rs/Sq m of PA)
No
B/R E/M TOTAL
Residential Bldgs
1 Single/Md JCO/OR Qtrs 48.26 15.43 43.10
2 Single/Md Offrs Qtrs Other than residence 48.26 19.02 45.80
of GOC
3 JCOs/ORs Messes 72.74 25.14 59.85
4 Offrs Messes IBs, Institutes, residence of 55.48 25.14 68.20
GOC
OTM
5 Office bldgs & Tech accn 55.13 21.95 52.50
6 Adm block of Fmn HQ up to Sub Area 75.48 25.14 68.20
7 Hospitals 137.96 50.27 127.90
AUTH OF SPL REPAIRS – BLDGS
Ser
No
Category of Bldgs
Residential Bldgs
0-20
Yrs
Rates (Rs/Sq m)
Age
20-40 40 Above Yrs
Yrs
1 Single/Md JCO/OR Qtrs 12.10 20.08 27.20
2 Single/Md Offrs Qtrs less GOC’s 12.10 20.08 27.20
residence
3 JCOs/ORs Messes 12.10 20.08 27.20
4 Offrs Messes IBs, Institutes, 12.57 20.95 28.53
GOC’s residence
OTM
5 Office bldgs & Tech accn 20.95 34.71 48.61
6 Adm block of Fmn HQ up to Sub 13.23 20.95 29.53
Area
7 Hospitals 32.19 53.60 74.95
Auth
G of I, M of D letter No 87966/E-2W(PPC)/1056/DO II/D (W-1) dt 02 Jul 04.

56
AUTH OF MAINT FUNDS – RDS
Appx ‘C’
(Refers to Para 1& 6 of
Chapter 6 of AIDE MEMOIRE)
Ser
No
Category of Rd Paved
Width
Normal Repairs
(Rs/Sqm of Paved Width)
(Mtr)
Till
31 Mar 99
From
01 Apr 99
1 RD-1 7.30 2.20 6.40
2 RD-2 5.50 2.20 6.23
3 RD-3 3.65 2.20 5.45
4 RD-4 2.75 2.20 5.95
AUTH OF SPL REPAIRS – RDS
Ser Category of Rd Width (Mtr) Spl Repairs (Rs/Sqm)
No
1 RD-1 7.30 8.35
2 RD-2 5.50 8.12
3 RD-3 3.65 7.10
4 RD-4 2.75 7.75
Auth
G of I, M of D letter No 87966/1/E-2/(PPC)/Vol-IV/278/DO II (W-1) dt 15 Mar 99.

57
Appx ‘D’
(Refers to Para 3 & 4 of
Chapter 7 of AIDE MEMOIRE )
LIFE OF FURNITURE
Ser No Category of Furniture Life (Yrs)
1 Buckets for Receptacle 2
2 Charpoys Wooden 10
3 Receptacle (Body) 7
4 Wooden Furniture 16
5 Steel Furniture 40
AUTH OF MAINT FUNDS - FURNITURE
Ser No Category of Furniture Percentage
of Book
value
Wooden Furniture
1 Manufactured on or after 01 Jan 69 6.5
2 Manufactured prior to 01 Jan 69 8.5
Steel Furniture
3 Manufactured prior to 01 Apr 46 10.0
4 Manufactured on or after 01 Apr 46 6.5
5 Bed iron folding 5.0
6 Charpoy iron 2.0
7 Surplus and obsolete (both wooden and 5.0
steel furniture manufactured on after 01
Apr 46)
8 Ditto (but manufactured prior to 01 Apr
46)
7.5
Auth
Note 1 of Form B-III of Appendix B of RMES.

58
1. Ceiling Fans.
AUTH OF SUMMER AND WINTER APPLIANCES
Appx ‘E’
(Refers to Para 4 of Chapter 8
of AIDE MEMOIRE )
(a)
Md Accn
(i) Lt Col to Brig - 6 Nos
(ii) Capt & Maj - 5 Nos
(iii) Lt - 4 Nos
(iv) JCOs - 3 Nos
(v) OR - 2 Nos
(b) SM Bk. 1 No for 25 sqm area.
(c) OTM. 1 No for 18.5 sqm area.
2. Pedestal/Wall Mounted Fans. Auth only to wksps.
3. Exhaust Fans. Auth to OTM accn viz cook houses, wkshops, toilets,
lecture cum cinema halls and tech accn. These are also auth to md offrs accn
(kitchen only) and not to toilets/baths.
4. Desert Coolers.
(a)
OTM.
(i) Lt Col to Brig (Offices) 1 No
(ii) Maj (Offices) 1 No between two Majs
(b) Md Accn. Desert Coolers are not auth to any md accn.
5. Water Coolers. Auth to adm and tech bldgs, dining halls, messes,
JCOs/ORs institutes etc. Capacity and Nos are dependent upon the str of the users
who will utilize the facility.
6. Refrigerators. Auth to offrs, JCOs and OR messes, MI Rooms, MES IBs,
dental units, hospitals etc.
7. Deep Freezers. Auth to OR messes having a str of 151 Nos and above
and to offr and JCOs messes which have a str of 51 Nos and above.
8. Air Conditioners.
(a) OTM. Offices of the rank of Maj Gens and above, tele exchange,
tech bldg, spl eqpt accn etc.
(b) Md Accn. No air conditioners are auth to md accn.

59
9. Geysers.
(a)
Md Accn.
(i) Offrs 1 No
(ii) JCOs/OR NIL
(iii) JCOs (Single accn) Can be provided with central
hot water system.
(b)
OTM.
(i) Offrs, JCOs and OR Messes 1 No
(ii) MES IB 1 No
(iii) Guest Rooms 1 No
(iv) Single Offr’s living 1 No
Auth
Scale of Accn 1983.

60
Appx ‘F’
(Refers to Para 7 of Chapter 9
of AIDE MEMOIRE )
POWER TO SANCTION DEM OF BLDGS
Ser No CFA Amt
(Rs Lakh)
1 Govt of India Full
2 COAS 50.00
3 GOC-in-C 25.00
4 Corps Cdr 05.00
5 Area Cdr 01.50
6 Sub Area Cdr 0.30
7 Stn Cdr 0.10
Auth
G of I, M of D letter No 3(7)/93/D(Wks) dt 27 Aug 98 and GOI, MOD letter
No A/89591/FP-1/693/2002/D(GS-1) dt 22 Apr 2002. GOI, MD letter No
A/89591/FP-1/1974/2006/ DCGS – I) dt 26 Jul 06.