Using PRICE software in KSEBL

The Kerala PWD, Irrigation, LSGD and other departments have started using PRICE software to prepare estimate, transmit it to higher offices, sanction the estimates online, prepare schedule online and track files online. PRICE stands for Project Information and Cost Estimation. Details of this online software is available at the website www.price.kerala.gov.in .

The benefits of using PRICE, as listed in the above website, are :

• SoR, Cost Index and LMR SoR can be edited only by the Administrator and automatic re calculation of estimates to new SoR and Cost Index at any level without forwarding to section office.
• Details of officers handling a file including their Permanent Employee Number (PEN) and action initiated by each officer can be viewed in the file history of each estimate.
• Management Information System (MIS) reports can be generated
• Transparency in estimate preparation and file movement
• Possibility of manipulation in a detailed estimate or Local Market Rate Justification estimate eliminated.
• Speedy approval of estimates which reduces delay in issue of AS & TS, tendering, preparation of LMR Justification estimate and tender approval.
• Centralised user management system.
• Paper less movement of files.

The features of the PRICE software as listed in the said website are:

• Digitisation of SOR and dynamic generation of data book
• Online preparation of estimates
• Observed data preparation, if necessary
• Online submission of estimates to higher offices
• View of estimate by higher officers and editing
• Returning estimates for correction/modification
• Noting observations by subordinate technical staff
• Automatic generation of A.S. and T.S. slips while issuing sanction
• Automatic transfer of details to AS and TS register along with issue of sanctions
• Automatic generation of BOQ which can be exported to the e-tender portal.
• Automatic generation of LMR justification estimates
• View of current status of an estimate by all officers
• Display of latest Government orders and department news

There is no reason why KSEBL should hesitate to adopt this online system of estimation and monitoring, as it is found to be successful in the agencies where it is implemented. There is substantial saving of time and engineering man-hours in the process of estimate preparation upto tendering when this system is adopted. Adoption of this system requires providing computer with internet connection to officers. Irrigation and PWD has provided laptops to all officers upto Asst. Engineers.

കെട്ടിടം, ഭൂമി, മണ്ണ് ഇവ കൈമാറ്റം ചെയ്യുമ്പോൾ MRCI കൊടുക്കണോ?

പല ഓഫീസർമാർക്കും അറിയില്ല എന്ത് ചെയ്യണം എന്ന്. ഇവിടെ ഒരു വകുപ്പിൽ തന്നെ ഉള്ള ഒരു ഓഫീസറുടെ കസ്റ്റഡിയിൽ ഉണ്ടായിരുന്ന ഒരു ഭൂമി അതെ വകുപ്പിൽ മറ്റൊരു ഓഫീസർക്ക് കൈമാറ്റം ചെയ്യേണ്ടി വന്നപ്പോൾ MRCI കൊടുക്കണം എന്ന് നിർബന്ധിച്ചു. അതുപോലെ തന്നെ ഒരു ഓഫീസറുടെ കസ്റ്റഡിയിൽ ഉള്ള ഭൂമിയിൽ നിന്നും മണ്ണെടുത്ത് മറ്റൊരിടത്ത് കൊണ്ടിട്ടു ഭൂമി നികത്താൻ പോകുമ്പോൾ മണ്ണെടുക്കുന്ന സ്ഥലത്തിന്റെ കസ്റ്റോഡിയൻ ഓഫീസർ എടുക്കുന്ന ഓഫീസറോട് MRCI ആവശ്യപ്പെട്ടു.

ഇങ്ങനെ ഉള്ള സാഹചര്യങ്ങളിൽ MRCI കൊടുക്കുന്നതിൽ അർത്ഥമുണ്ടോ? അതോ ഹാൻഡ് റെസീപ്റ്റ് കൊടുത്താൽ പോരെ?

Total Station has made other instruments primitive

Times are changing... and changing too fast ... often shocking changes come up.. Advent of total station for surveying has made the age old surveying instruments look primitive. You can record three co-ordinates of any point (may be four co-ordinates too, time included) on the ground and even get the levels plotted for calculating quantity of earth and other. Dumpy level levelling works is very cumbersome, requiring many times more man hours and effort. It is better to use total station even for levelling works of larger nature.

Total Station used in government works

Total Station instruments are capable of automatic recording of readings, unlike in the dumpy level / theodolite surveying. Yet, in departmental works the coordinates and elevations are to be recorded in level field books... This is to prevent corruption.

Government earth works require the departmental engineers to follow certain procedures. The initial level of the land is to be taken using a dumpy level and recorded in the level field books. Level field books contains columns to record, back site, intermediate site, foresight, height of collimation and instrument locations. Levels of bench marks and change points need to be recorded in the field book. After recording initial levels and recording check levels,   it should be reported to vigilance and chief technical examiner. Vigilance or the CTE could visit the sites and check the levels. After the site levelling works are completed the final levels are to be taken and recorded in level field books. This also is to be reported to the CTE.
This system is to ensure that corruption does not take place.
Now that if we use total station instrument, instead of dumpy levels, what the recordings in the level field book is different. However the Chief Technical Examiner has clarified that the coordinates and elevations are still to be recorded in the field book as usual. 

Kerala Public Works Issue of Work Order Letter of Acceptance and Award of Contract

The correct procedure to be followed while tendering public works should be:-

Tender Opening
Issue Letter of Acceptance to the lowest bidder
   -The bidder furnish performance security and executed agreement in stamp paper
Issue Letter of Award of contract (Work Order)

Problem with this Letter of Acceptance is that it assumes that the bidder of the accepted bid would execute agreement and furnish performance security within 20 days and therefore he shall be permitted to start the works straight away (see the last sentence). Suppose if the bidder who quoted at a low rate changes his mind and thinks that it is better to forego the EMD than take up the work and suffer losses, then the departmental officers would land up in trouble.
Therefore in my opinion, there should be two letters sent to the bidder 1) Letter of Acceptance and 2) Letter of Award of Contract.

The first letter should be Letter of Acceptance to inform the contractor that his bid is accepted at the quoted rate. This letter should contain all details that the bidder should do, such as executing an agreement in the stamp paper worth Rs.200/-, remitting performance security in the KSEB accepted forms, the details of DD and Bank Guarantee that he should furnish, if he chooses these modes for remittance, and other papers he should furnish.

I have designed a Model Letter of Acceptance as given below:

The department encloses the following formats/ forms along with Letter of Acceptance
1. Agreement form
2. Bank Mandate form for e-payment
3. Format for bank guarantee

This format of Letter of acceptance eliminates much ambiguities regarding the details to be furnished to the department.

After the agreement is signed by both parties and the bidder remits performance security in an acceptable manner, a Letter of Award of work might be issued as given below: