Instructions have been under Government (PW) Circular No. BPL-1288/CR-488/Bldg-1, dated 12^th December 1988 for establishment of Co-ordination Committees at each district headquarter, comprising the highest department heads of various administrative departments at district level, Superintending Engineer and concerned Executive Engineer of Public Works Department. These Committees are to priorities the repair works of buildings occupies by the respective departments for which purpose the programme for repairs for the year is to the finalised in a meeting to be held in April or May a 2^nd meeting to be held during October or November to review the progress on the planned progamme.

( i ) Quarterly meetings, with all the departments occupying Government premises should be held at each district at Superintending Engineer’s level wherein the highest officer in the district of each concerned department should be invited. The meeting should be held on 10^th April/July/October/January. If 10^th of these months falls on a holiday, it should be held on the next working day. The highest officer of the electrical wing of Public Works Department if available at the headquarters of the district, should also attend such meetings.

( ii ) Such meetings to be held on 10^th April every year should broadly discuss the programme of repairs for the next year with particular reference to the needs projected by the concerned departmental heads in respect of buildings used by his department. These should be given due attention while preparing the repair programme. The remaining three quarterly meeting in the year will be for reviewing the progress and taking note of any difficulties or new points raised by the concerned departmental heads, for issuing necessary instructions and guidance.

( iv ) In order to ascertain generally the requirement of repairs in residential buildings, apart from the survey to be undertaken at the level of Junior Engineer and below, it is necessary to obtain feed-back from the occupants in a form given in Annexure ‘ A ’ attached herewith. Sometime during March every year, a blank Annexure ‘ A ’ should be supplied by the concerned Sub Divisional Officer (PW) Sub-Division to the occupants of each of the Government quarters and it should be collected back from them by end of March, allowing them a period of 3 days each. The information from Annexure ‘ A ’ thus collected from various occupants should be compiled in the form given in Annexure ‘ B ’ attached herewith, which will indicated the need of items of repairs and their nature to the carried out in the various residential buildings as per the requirements of the occupants. To this, should be added the requirements as ascertained through inspections by Junior Engineers/Deputy Engineers/Executive Engineers as per the inspection system separately prescribed so as to formulate a composite repairs programme for the following year.

( v ) Presently there are small P.W.D. Chowkies/repair offices located in large Government colonies and office complexes for attending to the day-to-day complaints concerning repairs and maintenance of building – both residential and administrative. The nomenclature of these small units is not uniform, hence it is decided to cal these as "Public Works Department Service Centres " instead of Public Works Department Chowkies " etc.

( vi ) In addition to above the concerned Deputy Engineer ( preferable Executive Engineer if possible ) in-charge of large colonies of Government residential quarters should convene as Annual Meeting, preferable in February or March with the representative of the residents’ Association, if any, so as to ascertain their requirements/complaints and to apprise them of the programme of work as well as to sort out mutual difficulties.

3. Guidelines regarding works to be undertaken under current repairs, special repairs and specified have been issued under Government Memorandum No. P-69/CR-223/BUD-2, dated 21^st July 1989. A list of item of normal maintenance and repairs nature which can be classified as current repairs, special repairs or specified repairs is given in Annexure ‘D’ attached herewith. While making the programme of repairs and maintenance for building for any given year based on the above mentioned feed-back from the occupants in respect of both administrative and residential buildings, it is necessary that the Public Works Department Officers (Junior Engineers/Deputy Engineers/Executive Engineers) should classify these items into these 3 categories and prepare and process the repairs estimates accordingly.

4. During the above mentioned quarterly meetings, in respect of administrative building and annual meeting in respects of residential buildings opportunity should be taken to apprise the occupants representatives about the work being done by the Public Works Department within the given constaints and the system adopted by the Public Work Department as well as the item under special repairs and specified repairs being undertaken from the available grants, with a view to create a better understanding of Public Works Department’s role and performance. Reasonable suggestions for change or modification, if any, should be accepted with a view to achieve better occupants-satisfaction. If, however, any suggestion involves any departure from the normal guidelines or results into any unsafe or unhygienic situation, the same should not be adopted before first obtaining permission of the concerned Superintending Engineer/Chief Engineer.

The occupants are requested to list out the repairs necessary in the premises occupied by them and return this form to P.W.D. representative who will collect it within 3 days.

Particulars of Building ............................................................ PW.Dn. ........................................

Flat No. ...................................... Floor .................................... P.W.Sub-Dn. ..............................

______________________________________________________________________________

Prioritywise repairs desired by the occupant Remarks of the Inspecting Officer

Category of repairs Action proposed

(CR/SR/SDR/OW)

______________________________________________________________________________

ANNEXURE ‘ D ’

Current repairs are those which are carried out as a matter of routine either annually or periodically. The petty repairs items are normally covered in such type of repairs. Items are as under :

CR-1. Repairs to fixtures and fastenings of doors and windows.

CR-2.Repairs to frames and shutters of doors and windows.

CR-3.Repairs to sanitary and water supply fittings.

CR-4 Colour washing, distempering and patch painting of walls and doors and windows.

CR-5.Repairs to floors.

CR-6.Repairs to plaster, pointing.

CR-7.Repairs to roof such as turning tiles, replacement of tiles attending to leakages, water proofing course etc.

CR-8 Monsoon protection such as Bamboo matting etc.

CR-9.Maintenance of Electrical fittings and fixtures.

CR-10 Miscellaneous items of similar nature.

These are repairs other than current repairs which are required at long intervals and become necessary from time to time. Such repairs are as under :

SLR-1. Partial Recording.

SLR-2. Distempering and colouring.

SLR-3. Replacement of water supply and sanitary pipes.

SLR-4. Periodical oil painting.

SLR-5. Replacement of electrical wiring.

SLR-6. Plaster to walls.

SLR-7. Miscellaneous items of special repair in case of any damage etc.

This category of repairs includes major repairs with a view to structurally strengthen the building, prolong its life, improve the hygienic conditions and improve safety of the building. The items of repairs are as under :

SDR-1. Renewal of old dilapidated roof with M. Tiles, A. C. Sheet etc.

SDR-2. Renewal of decayed doors and windows.

SDR-3. Replumbing to reduce leakages from water pipes and sown take pipes.

SDR-4. Guniting and corrosion protection.

SDR-5. Renewal of electric wiring which has outlived its life. (Wherever guniting is done, necessary renewal of electrical wiring should be considered).

SDR-6. Where external walls are wet due to leakags etc., the replastering work can be undertaken, if that is the cause of leakage.

SDR-7. Water proofing to stop leakage and dampness.

SDR-8. Plinth protection work, if the building is situated on B. C. Soil strats.

SDR-9. Drainage improvements including provision of gutters around the plinth where required.

SDR-10. Reconstruction of old cracked/decayed brick pillars/Walls.

SDR-11. Work of replacement of weather sheds.