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2.1.1 The Measurement Book/Abstract Book must be looked upon as the most important record since it is the basis of all ac-counts of quantities, work done by daily labour, by the piece worker or contractor or of materials received, which have to be counted or measured. The description of the works must be such as to admit the easy identification and check.
Before the book is brought into use, the pages should be examined and any serious defects such as tearing off or the substitution of pages brought to notice at once.
2.1.2 All entries in Measurement Book/Abstract Book should be made in ink/dot pen.
2.1.3 As all payments of works or supplies must be based on the quantities recorded in the Measurement Book, it is incumbent upon the person taking the measurement to record the quantities clearly and accurately. If the measurements are taken in connection with a running contract on which work has been previously measured. He is further responsible (1) that a reference to the last set of measurement is recorded (2) that if entries for job or contract have been completed the fact is recorded prominently just above his initials.
2.1.4 Entries should be recorded continuously in the Measurement Books/Abstract Book. No blank page may be left and no page torn out. Any page left blank inadvertently must be canceled by diagonal lines, the cancellation being attested. No, entry should be crossed, or effected so as to be legible. If a mistake is made, it should be corrected by crossing out the incorrect words or figures and rewriting in the words or figures and the correction thus made should be initialed and dated by the officer making it. When any measurements are cancelled, the cancellation must be supported by the dated initials of the officer ordering the cancellation or by a reference to his orders by the officer who made the measurements. In either case, the reason for cancellation should be recorded. A reliable record is the object to be aimed at as it may have to be produced as an evidence in court of law.
2.1.5 No lines may be left blank. The lines not required should be carefully crossed out in ink in order to prevent additional entries being made afterwards. The total carried forward from the previous page of a measurement book should be entered above the top line, similarly the total at the foot of each page should be entered below the bottom line.
2.1.6 Each Measurement Book should be provided with an index which should be posted upto date as measurements are recorded in the book.
2.1.7 The signature of the contractor or his agent should be obtained in measurement book after such set of measurements with the addition, I accept all measurements. In the case of illiterate men their thumb impression may be taken.
2.1.8 Construction Engineers are responsible for the correctness of the entries in Measurement Book.
2.1.9 Check-measurements should be noted in Measurement Books, the items actually check measured being distinguished by the initials of checking officer.
2.2. Guidelines for filling up of Material Reconciliation Statement (MRS, Annex.-Va & Vb)
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2.2.1 Itemwise proforma at Annexure-Va for receipt of various materials is to be submitted alongwith every IIIrd RA bill as well as the final bill by the erection contractor or his authorised representative and POWERGRID official recording the bill.
2.2.2 Items received datewise in various consignments in the period since the last MRS should be indicated in columns no.
1 to 14.
2.2.3 For supplies from the manufacturers, name of manufacturer should be filled up in column no.3. However, for supplies diverted from other regions, name of region should also be entered in this column. Possibly the make/manufacturer's name should also be mentioned.
2.2.4 MRHOV/TOC No. should be indicated for materials from suppliers in column no.8. MTV should also be filled up in this column if the supplies are diverted from other regions /other packages at the same site.
2.2.5 Itemwise opening balance from the last such Reconciliation statement for good/complete and damage/incomplete material should be entered in column No. 5&6. These entries have to be taken from Column (9&10) of Annexure-Vb submitted with the last MRS.
2.2.6 For material transferred out to other sites/regions, entries should be filled up in column no. 15 & 16. (Name of the site/region should also be filled up in Column No.3 along with all details of MTV No., make & date etc.)
2.2.7 Net receipt entries of Column No. 17 & 18 in Annexure-Va should be reproduced in column no. 2 & 3 of Annexure-Vb.
2.2.8 Material reconciliation statement for consumption (at Annexure-Vb) should be filled while preparing every IIIrd RA as well as the final bill by the erection contractor or his authorised representative and POWERGRID official recording the bill.
2.2.9 For control purpose RAB No. and receipt/consumption statement No. should be the same.
2.2.10 Material consumed since last reconciliation should be entered in Column No. 4 of Consumption Statement (Annex.-Vb).
2.2.11 All the columns in the Annexure are self explanatory and should be filled up accordingly.