Administration Manual - B.E.S.T. Undertaking.

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22) Security Pass recovery, if pass is not returned or penalty, if pass is returned late;
23) Retention money in case of water proofing job and pest control job, to be retained
upto Guarantee period.
2.20 RUNNING ACCOUNT OF “ AD HOC” PAYMENT BILLS:
During the progress of work, payments are made intermittently to the Contractors against bills
prepared as running account bills or ‘ad-hoc’ bills. Therefore, when releasing the final bill, the Spot
Auditor and his staff must exercise due care that –
(i) released materials from site of work are lifted from site by the Contractor, if he has
offered rebate; otherwise the material is duly credited back to Stores;
(ii) penalties have been recovered for exceeding the time limit or penalties have been
condoned for valid reasons;
(iii) in the event of non-completion of the work in full or in part as the case may be, by
the Contractor, when tenders are invited at the risk and cost of the defaulting
contractor to carry out the said balance work, it is ensured to effect proper
recoveries and penal action is taken against defaulting contractor with the approval
of competent authority.
2.21 FREQUENCY OF MEASUREMENT CHECKS:
The Spot Auditor and his staff are required to ensure that all measurements
are checked on the spot during progress of work and when this is not possible or feasible, the
measurements are checked in the measurement book on the basis of drawings.
2.22 EXTRA ITEMS:
At times, in the execution of work, items not included in the original
tender are necessitated and such departures are sanctioned by the
competent authority [Asst.General Manager (Civil)]. When such works are
not at all covered in the awarded contract, they are termed “extra items”.
Before the proposal is forwarded to the Asst. General Manager (Civil) for
his approval, the same is routed through the Asst. General Manager