case vftarst sit comrf water) Wa Fax gt-1t-25093507 25099514 National Highways Authority of India (Ministry of Road Transport and Highways) ‘Fi-5 UH 6, Baet-10, TH, FE Ree-110075, 6-5 & 6, Sector-10, Dwarka, New Delhi-110075 No.11041/218/2007-Admn, Date! 19.09.2016 Policy Mat [Decision taken on file No. “Technical (215/2016) HAVCGM(TechY Planning/2016] Sub: Procedure for processing of cases of Utility Shifting. NHAI has to award and construct a large number of projects in the current and upcoming years to meet targets, It has been observed that there are delays in requisition and preparation of utility shifting estimates, and subsequent review and approval by the implementation agencies, which delays both the award and the construction process. In order to speed up the overall process, modifications are being made to the process, Preparation of estimates. 2. The delegation of powers and procedure to be followed in matters relating to Utility Shifting work have been circulated vide following policy circulars Policy Matters“Technical (148/2014) dated 27.01.2014 ii) Policy Matters-Technical (17/2014) dated 30.12.2014 iii) Policy Matters-Technical (127/2013) dated 07.03.2013 iv) Policy Matters-Technical (14/2012) dated 05.10.2012 v) Policy Matters-Technical (109/2012) dated 18.07.2012 vi) Policy Matters-Technical (108/2012) dated 09.07.2012 vii) Policy Matters-Technical (34/2009) dated 27.07.2009 viii) Policy Matters-Technical (28/2008) dated 19.02.2008 ix) Policy Matters-Technical (07/2007) dated 29.01.2007 x) Policy Matters-Technical (62/2006) dated 10.01.2006 xi) Policy Matters-Technical (87/2004) dated 12.07.2004 3. _ In supersession of earlier instructions issued by NHAI for preparation of utility estimates for shifting of utilities, following guidelines are hereby laid down’ It is the responsibility of DPR consultant to procure utility shifting estimates from the concerned utility agencies. The estimate shall be prepared with engineering map detailing existing utilities and proposed utility shifting along with offsets in the entire stretch, certifying the essentiality of shifting for development of Project Highway. il) The DPR consultant shall verify the estimates received from the utility agency based on current applicable Schedule of Rates of the agency and market rates for items not present in the Schedule of Rates. A certification of verification from the DPR consultant shall be included with remarks on variations if any when the utility estimate is submitted to NHAI HQIRO for approval {ii) Cost of utility estimates of DPR shall be included in the cost of project at the time of approval. Any change in the project cost on approval of estimate along with reasons of variations shall be informed to HQ. iv) For proper assessment of utility estimates, DPR consultant shall appoint an utility expert at a sub-professional level for 3 months, with relevant technical expertise in utilities shifting 4process. Suitable retired officials of Utility in State Govt. may also be deployed. In future these provisions shall be included in DPR RFP. v) In case any utility infrastructure is identified during execution phase of the project which was not included in the Detailed Project Report. the estimate shall be verified by PD/RO and the IE/ AE following the same procedure as above. Upgradation of utility infrastructure 4. Currently, a no upgradation undertaking is required to be submitted by the utility agency and vetted by the PD/RO andIB/AE if appointed. It is noted that there are cases when technical specification of the existing utility infrastructure is deemed obsolete as per current notified technical standard specification of the utility agency. In these cases, the agency may propose utility infrastructure in accordance with latest technical specification standards of the utility agency. Such a change may not be categorized as upgrdation of utility infrastructure. Also, cases such as increase in height of poles, requirement of laying underground cables, casing of pipelines, etc. that are deemed necessary as per technical standard specifications of the utility ageney, PD and DPR consultant /IB/AE may not categorize it as upgradatioin of infrastructure. In such cases the DPR consultant/PD/IBIAE shall verify and RO/CGM (Tech) shall ensure that the changes are necessary as per the latest standards of the utility agency and State. Completeness of documents for approval 5 __ It has been observed that certain documents such as undertaking for essentiality of utility shifting in development of highway: no up gradation; strip plan mapping utilities duly signed by utility agency, all consultants, DPR/E/AE, Concessionaire, PD, ete. are not being submitted along with estimates, hence leading to resubmissions of these estimates. To reduce estimates resubmission due to missing or incomplete documents and ensure collection of all documents, a checklist has been developed. This checklist shall be duly filled by the DPR consultant or IB/AE, verified by the PIU and submitted along with all the supporting documents to the RO. The format for the checklist is enclosed herewith in Annexure-1.Approval of Estimates 6__It has been decided to delegate additional powers for approval of utility estimates to Regional officers, with verification of site conditions and bill of quantities in the estimate. In additional, rates are in most cases as per the standard rate card of the agency, and hence can be verified at field level. In modification of Policy Circular (Tech) No. 14/2012 dated 05.10.2012 and Policy Circular (Tech) No. 172/2014 dated 30.12.2014, ROs and CGMs will henceforth have the following powers of approval: SI. Particular ‘To whom delegated | Extent of Delegation No. (Cumulative) @ | Transmission line/electric line | Regional Officer Rs 15 crore for each shifting concerned division for user agency CGM = (Tech)-HQ] Rs 30 crore for each jointly with | concerned division for user | concerned Regional | agency _ Officer _ [Water pipelines and other [Regional Officer | Rs. 10 crore for each | utilities other than electric concerned division of user lines agency | CGM Cech) jointly | Rs. 20 crore for each | with concerned | concerned division of user | Regional Officer | agen ‘The estimates of higher value would be processed and sanctioned as per existing procedures, Ww7. Regional Officers shall ensure inspection and verification of submitted estimates and provide their approval within 10 days. Approval of higher estimates shall similarly be accorded within 2 weeks of receipt of estimate in HQ after joint inspection and approval of RO and CGM (Tech) H@. It shall be ensured that detailed onsite verification is carried out before approval in accorded. 8. _A copy of letter of sanction of estimate along with entire utility map and estimate details shall invariably be sent to HQ, 9. This issues with the approval of Competent Authority. ud (A.K"Sadhu) CGM (Coord.) To: All Officers & Employees of HQ/ROs/ PIUs/ CMUs/ Site OfficesAnnexure 1: Check-lists for Utility Shifting Estimate submission Utility Agency Name | Division Name Work details PIU cary SECTION OF THE CHECKLIST YES/NO/NA See 5 14 | Schedule of Rates Yes NoO NAG NA t SoR for all relevant items in the utility | 1-1 | estimates has been attached eee oiNG ENE NA 4,2. | SOR has approval of the competent | Yes 1 No 0) NAO NA i 2 | authority of agency 1.3 | Year of SoR : | 1.4. | SoR is for the current year Yes 0 NoO NAG NA 2 | No upgradation Yes NoO NAG NA | Undertaking submitted in format Yes ONoO NAQ 2.1. | specified in Circular No. 127/2013 NA dated 7.3.2013 by utility agency | No upgradation undertaking has been | Yes (No O NAQ 2.2 | Signed by PD or a separate een | 2 | undertaking has been submitted by PD for no upgradation 3._| Utility Strip Plan Yes .NoO NAQ NA 3.1. | Strip plan is attached Yes CNoO NAQ NA | 3.2. | Strip plan shows details of all existing | Yes 7. No. NAO | | 32 | utilities with chainage and offsets |Ey SECTION OF THE CHECKLIST Strip plan shows details of proposed utilities with chainage and offsets Estimates mapped with locations for utility shifting in strip plan and verified by Utility owner, PD, IE/AE, Concessionaire/Executing Agency during site inspection Yes ONoG Yes O NoO NAO NAG NA NA Estimate verification Essentiality Certificate based on SI.No.3 by PD, IE Certificate signed by PD Yes ONoO. Yes ONoO NAg NAG NA NA 42 Estimates verified by PD/IE as per Plan S.No.3 against latest SoR of the agency where available. Yes O NoO NAO NA Estimates verified against market values in cases where SoR is not applicable Yes ONoO NAg. NA 44 Joint on-site verification of quantities has been done by DPR Consultant, utility agency and PD, IE/AE of the PIU Yes 0 NoO NAG NA 45 46 47 Only existing utilities within project ROW have been included in estimate Estimates submitted division wise with relevant chainage details in each division No splitting of Scope Division wise is caused Yes ONoO Yes NoO. NAO NAQ NA NA 48 Estimated time for completing utility shifting is mentioned and verified by the PD Yes ONoO. NAGRAs) [e]NLN FS.No_ SECTION OF THE CHECKLIST | If any utility is to be dismantled, YesONoO NAD 49 | salvage value for dismantled utility NA attached and verified in the estimate | _| | All items along with their relevant YesCNoC)} NAD | 4.10 | technical specifications to be shifted NA | listed in the estimates 4.11 | Unit rates for items mentioned inthe | Yes No NAD) - | = estimates Quantities for items mentioned in the | Yes No NAQ fl 412 | estimates Ls Items along with their unit rates, Yes NoO NAD 4.43. | quantities and amount are given in nA 13 | tabular format, including relevant category subtotals and totals Supervision charges mentioned in | Yes ONoO) NAO) 444 NA Z estimates 44g | Ovethead charges if necessary are | Yes Not] NAO 7 “15 | included in estimates Security deposit if necessary is Yes ONoO NAO) 416 NA 18 | included in estimates 4.17 | Allthe relevant taxes are included | YesONOO NAC) | NA 4.tg_| Contingency charges if necessary are | Yes 0. No NACI NA | *"° | included Work will be executed by utility Agency 0 | 4.19 | agency / concessionaire /specialized | Concessionaire 0 NA | agency Specialized agency 0 | Designated Signatory PD/Concessionaire/DPR ConsultanvAE/IE,