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Colony Maintenance

Colony Maintenance. Presented on 28.7.2006 during CGE seminar at Pune RP Saxena CEG/WR. Colony Maintenance. Condition of maintenance of works assets in general & colonies in particular are unsatisfactory What are the reason Lack of supervision or Lack of funds or

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Colony Maintenance

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  1. Colony Maintenance • Presented on 28.7.2006 during CGE seminar at Pune • RP Saxena CEG/WR

  2. Colony Maintenance • Condition of maintenance of works assets in general & colonies in particular are unsatisfactory • What are the reason • Lack of supervision or • Lack of funds or • Wrong system of maintenance or • Lack of concern by engg officer

  3. Supervision • Basic supervision for maintenance work are done by IOW • Do we have sufficient IOW • Do IOW have sufficient time to do their duty assigned by work manual • Does he has enough resources to carry out assign work

  4. Duties of SSE/W • PRIMARY DUTIES OF SSE/W (PARA 116 OF IRWM) . Inspection & maintenance of • Service bldg ,staff quarter & other structures • Approach roads,water supply,drainage,& sewerage system • Bridge • Execution of all new works except P Way • Maintenance of land boundary & removal of encroachments

  5. Other Duties • Daily booking of staff for departmental maintenance • Plantation and maintenance of gardens. • Accountal of stores, preparation of requisitions. • Verification and maintenance of land boundary. Removal of encroachments persuing eviction cases. • Examining tools & plant of artisans every month.

  6. Inspection schedule of SSE/W • Para 119 & 224 • Inspect once in a year all buildings,structures,water supply installations,sewerage & drainage and record details of inspection in inspection register • Inspection register will have one page for each bldg & structure.details of inspn & repair carried out is to be recorded

  7. Inspection schedule of SSE/W • Inspect bridge foundation & sub structure once in a year & organize repairs (Para 117br) • inspect Water supply installation including yield of tube wells & other sources of water in co ordination with electrical deptt once in a year in summer • Cleaning of storage tanks once in 3months-WR • Sewerage & drainage system once in a year

  8. Inspection schedule of SSE/W Accompany important inspections (about 8 days in a month) • Prepare monthly reports of all sanctioned works (2 days) • Witness payment to staff (once in a month) • Updating of service sheets of staff (1 day)

  9. What SSE actually does every month • Daily booking of staff for departmental work (daily ½ day) • Accompany higher officials inspection(2-3 days) • Organise all misc. Rly functions(2-3 days) • Prepare work orders, take measurements & prepare bills (1 or 2 contract per day )15-20 days • Prepare details for plan & estimates for future contracts (3-4 days) • Accompany all station committee, quarter committee, colony committee • He neither does any inspection & maintenance nor supervise execution of contractor or departmental work

  10. What are SSE’s problems • He has no time for doing his own inspections & all duties prescribed in manual • He does not have sufficient time even to supervise the departmental or contractor work • There is an urgent need for strengthening the organization of IOW as good quality comes with good supervision only

  11. IOW work load on western Railway • 62 IOW units carrying out 5183 contracts ie 84 contract per IOW ( mar 2005-06) • The cost of these work is 358 cr ie Rs 5.77 cr per IOW on an average • No work charge establishment for Revenue work • IOW strength is extremely inadequate for proper supervision & contract management

  12. With the large number of contracts handled by SSE , most of the time is spent in taking measurements and preparation of bills. As a result, other duties get neglected. Infrastructure needs to be strengthened for carrying out these duties.

  13. Present status of works staff • It has been observed that many new assets are added in system in last few decade but there is hardly any increase in departmental staff for maintenance (rajkot 1956). Over and above, there has been indiscriminate surrender of post of IOW staff. Rly board letter no E(MPP)2002/1/83/Vol II dt 10.4.2006 on right sizing of railways has identified staff of section engineer works for surrender • First you don’t fill post & then surrender

  14. What are future • This means that slowly Railway is drifting toward maintenance on contract. This is also amply clear in increase of contract payment in B-400,B-500& J-500 in recent past on this account. So it is presumed that in future all maintenance will be done on contract except essential & emergency service such as water supply etc

  15. Availability of fund • Railway spemd Rs 15000 to 18000 every year on one Qr excluding store cost • This include Rs 9000 per qr as staff cost & Rs 6000 to 9000 as contract payment • Above figures are on the basis of expenditure in western Railway in Mumbai & Bhavnagar division as well as overall on WR

  16. Mumabi divn • Mumbai division is busiest division of IR • It has 62 km of suburban section with peak time train frequency of every three minutes • It has 637 km of Route km • It has 117 stations & 12625 staff qrs maintained by 14 SSE(W) units

  17. Maintenance system • Maint system- in suburban section, building works & track work are maintained by separate AEN & Sr DEN • Entire suburban section can be covered in less than 2 hrs by local train-better mobility • Suburban set up- one Sr DEN Estate,one DEN (for encroachments)& three AEN with six SSE(W) • Division set up- Total eight AEN Maintenance units incl above three &14 IOW Units for Qrs

  18. Staff Qrs in Mumbai Division • Type I 8467 • Type II 3360 • Type III 141 • Type IV 556 • Type V 101 TOTAL 12625

  19. Expenditure for 12625 Qrsin Mumabi (fig in cr)

  20. Economy of Maintenance • How much Railway spent on each Qr • in year 2005-6,Railway spent Rs 14.61cr(Feb) (16cr per yr)on contract payment & 15 cr on staff salary of IOW for maintenance of 12625 Qrs • Even if only 9cr of salary is apportioned for maintenance of staff Qr(balance for service bldg),total cost is 25 cr on 12625 Qr for a year • Average cost Rly spends- more than Rs 20000 per Qr per yr in mumbai

  21. Bhavnager colony (Div Hq) • Bhavnagar colony has 1207 Qr including 35 bunglow .200 Qr are vacant • The colony is maintained by a unit of IOW having 4 supervisors • The contract payment in j-500.32 was79 lac & for service bldg B-400.32,b-500.32 was 32 lac in 05-06 • Staff payment was 102 lac in 05-06 • Av cost per Qr Rs 15 to 18000 /year ie(79+70) 149 lakh for 1000 Qr

  22. Expenditure on WR on contract payment J-500.32

  23. Expenditure on contract paymenton Western Railway(in Cr) • Western railway has 50657Qr & spends 35 cr per on contract payments on colony maintenance • Av cost 7000 per year/Qr on contract . • add iow staff cost ,8 to 10000 perQr/Yr • Total cost is between Rs 15 to 20000/Qr/yr

  24. What a Qr cost to employee • Average basic pay of employee staying in ty I & II Qr is 5000 pm • house rent deducted from employee staying in Ty I & II varies between Rs 74 to 118 per month ie Rs 100 pm a.Railway also save HRA RS 18000 per yr (in mumbai(30%) 9000 at other place(15%) b.Railway get House Rent 1200 per yr Total cost to an average employee Rs 19200 per year in mumbai

  25. Present system of maintenance • The system of maintenance in Railway for staff quarter, service building is a balance between departmental and contractual. Normally emergency and petty repair works are done by departmental labour and planned works are done on contract either by zonal contract or special revenue contract

  26. problem in maintenance • How to maintain • a. Departmentally- i)No yardstick for creation of staff even for new asset ii)Out put of permanent staff is poor & expenditure is for attendance rather than work iii)Old asset need more effort so more staff is required but vacancies are surrenderd indiscriminately

  27. problem in maintenance On contract- No criteria for creating supervisory staff for revenue work . who will supervise the contract work? • Mumbai suburban has 310 contract with only 6 IOW. Absolute no control on quality • No infrastructure in IOW office for contract management. only one clerk in office

  28. IOW work load on western Railway • 62 IOW units carrying out 5183 contracts ie 84 contract per IOW . • The cost of these work is 358 cr ie Rs 5.77 cr per IOW • No work charge establishment for Revenue work • IOW strength is extremely inadequate for proper supervision & contract management

  29. Infrastructure in Sr DEN office for contact management • Sr DEN Office. • Sr DEN Estate handles about 300 tenders & contract every year • Onlytwo clerk -one each for bills & one for tender • Same staff monitors contract & prepares reply for old arbitration cases • Extremely inadequate infrastructure for contract management

  30. What are AlternatesAlternate 1 • Change in contract system-instead zonal work contract ,fix rate contract for a year. This will give flexibility to choose number of contractors at same rate .Reduces numbers of tenders • Re-tendering will be eliminated & time will be saved .Less burden on office staff • Above system is already in force in UPPWD

  31. Alternate 2 • Maintenance by owner-Assign maintenance of Qr to owner subject to maximum amount equivalent to HRA (not paid)+House rent recovered ie about Rs 10 to 20000 per year • work will be as per owner’s satisfaction • IOW Unit can concentrate on service buildings ,water supply &roads etc • Reduction in tenders & bill work in office

  32. Alternate 3 • Supervision by owner &payment by railway supervisors on the basis of certificate by house owner subject to maximum amount equivalent to HRA (not paid)+House rent recovered ie 10 to 20 thousand per year • Quality of work ensured by owner • System is in force in TISCO Colony Jamshedpur • This may not control the expenditure but ensures owner’s satisfaction

  33. If Alternate mentioned can not be implemented then • Create enough infrastructure • Create enough supervisors for revenue works or give contract management contracts • No new construction of Qr & phasing out of old Qr systematically • Do something more innovative within present frame work of rules

  34. Innovative scheme of WR • Spend 80% of fund inside the Qr • First take up those Qr where repair is costin about Rs 5000 • Do repair as per owner choice with sealing on expenditur between Rs 5 to 10000

  35. Improved system of maintenance on WR • Spend Rs 5000 per Qr scheme as per owner requirement • WR budget is about 36 cr for j-500.32 • 80% of j-500.32 spent inside the Qr • 20% of j.500.32 out side the Qr • Spend Rs 5000 on a Qr scheme covers 15 to 20 thousand Qr costing about 9 to 10 cr • This covers changing of back yd doors, drains, window glass,plaster,flooring etc

  36. Improved system of maintenance • Spend Rs 5000 per Qr scheme as per owner requirement • Majorty of staff requires very small items but we are not able to satisfy them because no systematic assessment of requirement of residents • Priorty 1-Spend Rs 5000 per Qr through zonal contract (40% of j 500.32 budget) • Priorty II if owner requirement is more than Rs 5000 per year, take repair under spl revenue contract (40 % of j 500.32 budget) • Thus 80 % of Budget is spent inside the Qrs

  37. suggestion • Maintenance of important service bldg should be segregated from staff Qrs at Major stations • Separate unit for water supply ,drainage , roads & other infrastructures • System of maintenance need to be changed with continuous surrender of IOW staff • Maintain only essential services departmentally

  38. suggestion • Fund is not a problem • Strengthen supervisory units • Improve system of maintenance • Our suggestion for above are

  39. Proposed yard stick for IOW staff • System of maint (Departmental) • A supervisor with gang of 4 multiskilled person & helper for each 500 ty 1 Qr or equivalent area in service bldg • Creation of supervisor (Rs 2.4 lac/yr) for revenue work at same scale(@ the rate of 5.95% of cost of work as per Rly Bd letter no 2000/E&R/400/2dated 20.12.2001 ) as for demand 16 work • Segregate maintenance unit of service bldg from staff qr at divisional hq or at major colony having more than 2000 qr • use fund on maint. rather than attendance (owner )

  40. Proposed yardstick for IOW staff • System of maint (Contractual) • Systematic scheduled directed maintenance under close supervision (DBM) • Department shall maintain only emergency services such as water supply & sewerage • Small value maintenance by owner • One supervisor for each Rs 50 lac contracts

  41. Proposed organization of a unit • SSE/ Incharge • IOW/maint –JE I or II for staff booking & supervision of departmental work-one for 500 ty I qrs or equivalent area(suggestions invited) • IOW/Infrastructure-w/supply,drainage & road etc • IOW/planning--JE field survey, drawing, estimate, sanction for new works one unit for 2000qr or more • IOW/execution-demand 16 -SE)law book, pink book-on contract as per work charge norms • IOW/execution—SE)revenue works on contract –norm need to be fixed (same as demand 16)

  42. Cost of supervisor • Cost per supervisor per annum varies from 2.6 lac to 2.8 lac .Number of supervisors in a unit can be planned on the basis of work load • 0n an average for each Rs 50 lakh work on field supervisor can be created as per present norm(5.95%).Follow same norm for revenue contracts • Good quality come from good supervision

  43. suggestion • We must have proper system as present system has failed in present time & should not avoid it • Either strengthen present system or change it as per requirement • In case none of alternates are agreed due to Railways rules & Regulation, • Then You are welcome to give suggestions which can be implemented for satisfaction of staff within current framework of rules

  44. Your suggestions • Your suggestions are most welcome on the proposed Organization & yardstick for supervisory/maintenance unit • You may also send your suggestion to committee of CE (works) nominated for this purpose by 2nd WSC • (CE/W WR.SR.NWR)

  45. Thank you

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