Mana Badi Nadu Nedu – Further Guidelines on working Estimates

 Circular no: 1333431/MBNN/2021, Date:29-1-2021

Sub: Mana Badi Nadu Nedu – Further Guidelines on working Estimates –
regarding.

Government has taken up Mana badi Nadu-Nedu Program to improve the
infrastructure in schools. In the 1st Phase 15,715 schools are taken up and
the works are nearing completion. 

2. The following instructions are issued to guide the implementing agencies,
PCs and Head Masters for completion and closure of works. 

3. Preparation of working Estimates:-

a. Task wise completion details under each component is known. 

b. No new tasks to be started now and focus should be on completing the
ongoing tasks. 

c. Working estimates should be prepared for each component and all components
should be covered at one go. 

d. Measurements of painting to be done for the purpose of preparation of
working estimate for painting work. This shall be included in the working
estimate even if it is not included in the original estimate. Engg Assts shall
be involved in taking detailed measurements for the painting work. The same
measurements shall be shared with Painting Companies (M/s. Berger paints &
M/s. Asian Paints). e. The EEs shall Identify the schools for which one coat
of painting is sufficient and hand over the same list to the painting
companies 

f. 3.5 % towards PS &QC charges shall be added in the working estimates in
case of projects in the mandals of APEWIDC and 3.0% towards APSS. 

g. Use the information collected in the formats 2 & 3 (given in the
circular dated 21st Dec 2020) in preparing working estimates. 

h. The engineers and the MEOs shall ensure that no new items are added. The
essential items like leakage of roof, painting and repairs of old furniture
etc) which can be executed in a week (ending with 14th Feb) only shall be
taken up in working estimates. 

4. Adoption of Rates for working estimates:-

a. SSR rates indicated in the STMS are to be adopted. 

b. For granite – the rate provided in STMS should be taken (not the procured
rate)

c. For the materials for which the rates are not given in SSR, Market rates
approved by the technical sanctioning authority should be adopted Ex: –
parking tiles and interlocking tiles.

d. For the central procurement materials, the rates may be adopted as per the
finalized tender rate of suppliers – see invoice/ or see the agreement rates
given in STMS website.

5. Administrative sanction: 

a. The Technical sanction authority shall restrict the amount to
administrative sanction if the total expected expenditure is less than admin
sanction. Here you need not consider the expenditure shown in STMS, as there
are some bills which have been entered twice or more than twice or wrongly
entered. 

b. While according tech sanction for working estimate for a school, it is
presumed that the tech sanction authority is according Tech sanction for each
component not for total project. This is because estimate was prepared and
technical sanction was accorded for each component earlier. 

c. If the expected expenditure crosses the administrative sanction as per the
revised administrative sanction must be obtained for working estimate
amount.The JC development is empowered to sanction upto 10 % over original
administrative sanction . If it exceeds 10 %. The proposal should be sent to
District Collector for approval. 

d. Once the revised admin sanction is accorded, the DEO shall enter the
sanction orders in STMS and they shall start execution of balance work and
finish the works by end of February 2021. 

6. Recording, Documentation and Maintenance of Records:-

a. The HM and PC and mandal engineer and MEO shall prepare THE EXPENDITURE
STATEMENT in which all the bills and vouchers and invoices shall be recorded
once all the works and all the components are executed and completed. The same
details shall be entered in STMS. Once the expenditure statement is entered in
STMS no further expenditure is permitted by the PC. The details shall be
collected in the following format.

1)Name & Signature of HM 2) Name & Signature of PC chair person 3)
Name & Signature of PC member 4) Name & Signature of Mandal engineer
5) Name & Signature of MEO

b. The above statement of expenditure should be produced to Social Audit and
Accounts Audit teams whenever they come for auditing. The Expenditure
statement along with signed bills, vouchers, invoices, books of accounts
including stock register shall be kept in the school under the custody of the
HM for three years after completion of the works

c. In case any funds are transferred from one school to other schools using
the Transfer Entry System (TEO) fo funds , The same should be reflected in the
statement in the last rows. The TEO amount shall be added or deducted
depending on the (transferring / receiving the fund) in the expenditure
statement. 

7. Once the working estimate is approved, M book shall be recorded by the
Mandal Engineer and get it check measured by DEE and assess the value of work
done for each component. The rates shall be taken in M book as approved in the
working estimate to assess the value of work done. All tasks and works shall
be taken into account to record in the M Book ( except the works did by
donors). The M book details component wise shall be entered in STMS by Mandal
Engineers.

8. Then only the completion of the school project is considered. 

9. Abstract Memo of payments shall be displayed in STMS for each school in the
following format  

Abstract Memo of Payments: 

Name of the schools: UDISE No: STMS assigned No: Date: 

1. Original Admin sanction amount:

2. Original Technical sanction amount:

3.
Revised admin sanction amount (if any):

4.Revised technical sanction amount/
Working estimate sanctioned amount:

5. Value of work done (as per M book):

6.
Expenditure as per expenditure statement:

7. Savings (5-6) : Rs

8. Percentage
of savings over value of work done:

10. This abstract Memo of the payment shall be downloaded by the HM
and keep it in the records (by pasting this statement in minutes book and
cash book) , for record and future reference.

11. All Engineers shall follow the above guidelines and ensure
completion of works in a systematic manner. 

12. All the Joint Collectors (Development) shall review and ensure that
the Engineers and Head Masters shall follow the above guidelines. 

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