2 Postal Estate Departmental building Construction Purchase Transfer of ownershipRented buildingHired on rent by the departmentOffered rent free
3 Register of lands and buildings & Maintenance of building Register of lands and buildings, in the form of loose leaf ledgers, form ACG-69All expenditure of new construction, acquisition of land or building and additions, whether capital or revenue will be recorded in the registerMaintained by Circle AccountantAt the end of December, each year, additions and alterations to the cost of land & building will be communicated to the HOC and it will be pated to the pasted to the concerned foliosWhenever a building is sold, abandoned or completely dismantled a note to the effect will be made in the register
4 Subsidiary Register-ACG-69(a) The register will consist of loose sheetsa page being used for each individual buildingIt contains entries onSubsequent alterationsAdditionsExtra cost of restorationSpecial repairs resulting in increase in accommodation or replacement of existing type of work
5 Stages of work to be carried out by Civil Wing Administrative ApprovalTechnical SanctionExpenditure SanctionAudit of EstimatesAppropriation
6 Administrative Approval To execute a specified works at a stated sum to meet the administrative needsIt is issued after the civil wing submits the preliminary estimate
7 Technical SanctionAfter issue of administrative sanction, a proper detailed estimate is preparedThis is issued by the Civil wingThis is to ensure that plans are structurally sound to meet the requirementEstimates are accurately calculated and based on adequate and sufficient data.
8 Expenditure sanctionExpenditure sanction: It is the concurrence of Head of the Department or Head of the circleAppropriation: Allotment of a sum of money from within a unit of appropriation of a particular sum
9 Steps involved for processing building proposal 1.Proposals are initiated and included in the plan2. SOA prepared and sent to Directorate3. Approved SOA sent to Architect for preliminary drawing4. Preliminary drawing sent to competent authority5. Competent authority approves the preliminary drawing on the body of each sheet with an endt. in token of approval
10 Stages of building proposal 6.Approved preliminary drawings sent to Sr. Architect and CE(Civil)7.CE/AE prepares the preliminary estimate8. PE is approved by competent authority(Upto 1 crore by CPMG and by directorate beyond 1 crore)and AA &ES issued.9. Submission of drawings to local body10. CE(Civil) prepares detailed estimate
11 Stages in processing building proposal 11.Technical sanction issued by EE/SE/CE12. Detailed drawing prepared by Civil wing13. Tenders issued by EE14. Tender acceptedupto Rs.6 lakhs by EEupto 60 lakhs by SEupto 2 crores by CEAbove 2 crores by Member,PSB15. EE awards the work
12 Water and other connections As soon as the construction work begins application to be filed for water and electricity connections.Getting the connections of water, electricity and sanitary should synchronise with completion of construction of the building
13 Water harvesting and avoiding water wastage Construction of roof tops of buildings is regulated in a such a manner that it facilitates the process of water harvestingArresting water wastage by rectifying the defects, such replacing broken pipes, rectifying overflowing tanks to be undertaken immediately.
14 Taking over of buildings While taking over building the following documents to be handed over by the civil wingSite lay out plan, floor plan, elevation of the buildingSchedule of sanitary fittings and other fixturesThe soil bearing capacity with a copy of the test report, if any investigations conducted
15 Taking over of buildings contd.. The loadings for which the different floors and roof slabs are designedThe scope of future vertical and lateral extension for which provision has been made in the foundation and other parts of the structures
16 Civil wing contdThe executive engineer should submit within six months from the date of occupation the following complete drawing in a bound or stitched volume along with a certificate that work has been completed satisfactorily, as per specificationsSite lay out, floor plan, elevation and sections of the buildingOriginal tracing of all Structural drawings of foundation and architectural mattersLayout of water supply lines and water tapsLayout of drainage lines and sanitary arrangementsSchedule of sanitary fittings and other fixturesOriginal and attested copies of all calculations pertaining to the design structures
17 From Electrical wing Schedule of fittings of each room The layout plan of electrical fittings and position of distribution boards with details of electrical boards for whole wiring has been designedCircuit diagram of electrical installationsTest results of electrical installationsLay-out plan of sub-station equipment and cables showing sketch and type of switch gear and mainsCable layout drawing for HT and LT panels including that supply companyDetailed circuit diagram of HT/LT panels
18 From electrical wing cont.. Technical details of transformersMaintenance instructions for all sub station equipmentTest results of sub station equipment including transformer oil test report
19 Rented buildingsRevision of rent shall be allowed only once in five yearsThe date of receipt of a request from the landlord for revision of rent or the date from which such revision is due i.e after 5 years whichever is later, will be the date from which the revision is to be allowed.Revision of rent is allowed only if necessary repairs, special repairs and maintenance of rented building have been carried out by the landlord to the satisfaction of the dept, and landlord agrees to execute a fresh lease agreement after revision of rentSource: MOC letter no /89-bldg dated 25/2/1992
20 Rented buildingWhenever new commercial/residential premises are to be acquired on lease/rent, an advt. in the local and national newspapers with maximum circulation must be given.
21 Rented buildings Registration of lease deed is compulsory Exemption can be provided where the building is owned by a Trust, Society etc. with the approval of PMGThe cost to be borne for registration may also be considered while fixing rent.If the rent proposed is within the financial powers of SSPo/SPO, there is no need to hold FRAC.
22 Rented buildings contd The increase of rent of central Govt./Central Public sector undertaking owned buildings should be covered by FR 45(B). Same logic should be applicable to the State govt./State public sector buildingsSource: DG. Letter no /78-bldg. vol.II dated 18/3/1994.
23 Constitution of FRAC 1st level FRAC Class of cityRent-slabXYZComposition of FRAC5000 to 150005000 to 100004000 to 100003000 to 8000Divisional head, Asst. Engineer(civil),A.O for class-I dn, A.A.O for class-II dn
24 2nd level FRAC Class of city Rent slab X Y Z Composition of FRAC 15,000 to 40,00010,000 to 20,0008,000 to 12,000Divisional headA.E (Civil)Sr. A.O/A.O
25 3rd level FRAC Class of city Rent -slab X Y Z Composition of FRAC 40,000 to 1,00,00020,000 to 50,00020,000 to 40,00020,000 to 30,00012,000 to 20,000Director of Postal ServicesDy. Director of A/cs(P)Executive engineer (Civil)
26 Dismantlement of buildings When a building is found to be not repairable or for any reason be no longer required for use of the dept it can be dismantled under the orders HOCBefore dismantlement is undertaken, an estimate is prepared and sanction is accorded by the Head of the circleThe capital value of the building will be ascertained from the register of land and buildings for preparation of estimate.If it is not possible to ascertain from the register, it will be decided on the basis of plinth or floor area.
27 Asset Register It comprises of two types: a) Movable assets Computers & hardwareFurniture & fixturePlant & MachineryElectrical equipmentsOffice equipments and vehiclesb)Immovable assets i.e. land & buildings
28 Asset Register Assets of value exceedingRs.5000/ to be included As on 31.3 to be updated every yearAccount code, name & type of asset. Date of purchase, rate of purchase, depreciation etc. prescribedAssets acquired on capital outlay are to be recorded.Depreciation at the prescribed rate and straight line provided
30 Project Arrow-Look and feel infrastructure Exterior1.Colour scheme of wallsWhite background with red coloured highlighted edgesInterior1.Colour scheme for walls and floorsWalls-whiteFloors-suede colour2.Information boards & signage3.Customer service countersInterior branding signage on the top of the counter4.Customer writing ledgesRed and steel grey in colourWall facing writing ledge is yellow5.Storages cupboardsRed and steel greyAccessories1.Customer waiting benchesSteel and steel grey colour2.Counter staff chairsChairs are grey3.Hall and counter lightsBright white fibre lights
31 Other important building related work Monitoring of ongoing projectsBuilding co-ordination meeting with civil wing and electrical wingCMC meeting-funds utilisation, next year plan etc