Development Assistance to Colleges for Construction of Buildings
Introduction |
Objective |
Target Group & Eligibility |
Nature of Assistance Available under the Scheme |
Procedure for Preparation of Plans and Estimates for Various Building Projects |
Procedure for Approval for by UGC |
Procedure for Release of Grants by UGC |
Procedure for monitoring the Progress of the Scheme |
Proforma for applying under scheme, submitting Utilisation Certificate, submitting progress reports etc. |
Annexures |
1. Introduction
The quality of education in any institution depJnds to a large extent on availability of secondary infrastructure, including buildings. With limited resources, the Colleges find it difficult to add new buildings or renovate the existing ones. In order to help the Colleges in the construction of various types of buildings, the UGC provides grant to the Colleges in every plan period as a part of the Development Assistance. The Colleges can seek assistance upto 50% of the total grants allocated under development assistance in a plan period for construction of buildings.
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2. Objectives
The objective of the scheme is to provide financial assistance to Colleges for construction/renovation/extension of existing buildings viz. class rooms, library, laboratories, administrative block, staff quarters, hostels etc. under the scheme of 'Development Assistance' to the Colleges. The aim is to help Colleges in consolidation and expansion of infrastructure.
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3. Target/Eligibility
Those Colleges, which are included in the list of Colleges maintained by the UGC under Section 2(f) and 12 (B) of the UGC Act, 1956 are eligible for this grant.
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4. Nature of Assistance Available Under the Scheme<
The UGC will provide financial assistance for construction/renovation/extension of existing buildings of building project on 100% basis within the approved ceiling.
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5. Procedure for Applying under the Scheme
| 5.1 | Building Committee and its Composition: Before applying for assistance for the building project, the College should constitute a Building Committee comprising of the following members : -
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The Principal of the College
The Vice-Principal,
A representative of the affiliating University.
A representative of the CPWD/PWD not below the rank of Assistant Engineer.
Two representatives of the Teachers of the College. In case of Staff quarters, a representative of non-teaching staff should also be included.
A representative from user teaching department.
A representative each from Administration and Accounts Division.
The Architect engaged by the College.
| 5.2 | The composition of the Building Committee should be intimated to the University Grants Commission immediately after it is constituted.
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| 5.3 | The Building Committee should be responsible for finalizing the plans and estimates of the various building projects proposed by the College and also for ensuring the completion of the construction of buildings in accordance with the approved plans and estimates. Besides it will also be responsible for proper utilisation of the funds received from UGC, the Government, and from the College out of its own resources.
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| 5.4 | After the Building Committee has resolved to take up the building project with UGC assistance, the College should submit the following information to the UGC for final approval:
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| 5.4.1 | Resolution of the Building Committee indicating type of building (library, laboratory, class room, hostel, staff quarters etc.), area covered in sq. mtrs., estimated cost sq. mtr., basis of estimates, latest schedule of rates, period for completion of the project and likely date of starting the construction. The resolution of the Building Committee shall bear the signatures of the members present in the meeting of the Committee and shall be duly verified by the Principal of the College.
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| 5.4.2 | A copy of resolution and detailed estimates and plan (in duplicate) duly signed by the PWD Engineer/Architect and Principal, may be sent to the concerned Regional Office of the UGC.
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| 5.4.3 | Land Ownership Certificate: stating that the land on which the building is to be constructed is under the undisputed possession of the College or College management. The certificate should be signed by the Principal of the College and Secretary of the Management Committee (in case of Government College only the signature of Principal is required).
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| 5.4.4 | Load Bearing Certificate: In case the extension of a building is proposed on 1st Floor or above, a Load Bearing Certificate from Supervising Engineer and Architect, to the effect that the existing building is structurally sound to bear the load of proposed construction, is to be submitted.
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| 5.5 | The College will engage only an Architect registered with the Council of Architecture.
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| 5.6 | The construction should be started by the College only after receiving final plan approval from the Commission.
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6. Procedure for Preparation of Plans and Estimates for Various Building Projects
The following are the revised norms and procedures, for preparation of plans and estimates during X Plan.
| 6.1 | The estimates of the building projects should conform to the norms laid down by the PWD, or CPWD or the local municipal authority, or similar construction agencies recognized by the Government. Provision for ramps and toilets on the ground floor may be made in the buildings, to enable the use of the building for the differently abled (physically handicapped) persons.
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| 6.2 | Provision for services*(internal water supply and sanitary installation, internal electrification and external services), contingency, Architect fees, Structural Engineer/Consultant fees, may be made in the estimates as per the norms laid down by the PWD or CPWD or the Council of Architecture for the various types of buildings.
(*Internal water supply and sanitary installation will not be provided for rooms and any other facilities).
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| 6.3 | While sending the proposal for the building project, the institution should give a certificate that the plans and estimates are in conformity with the norms as suggested by the Commission in para 6.1 and
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| 6.4 | The College may adopt one of the following alternatives for undertaking the building projects approved by the Commission including their planning, architectural design, structural design, preparation of estimates and construction work, but it may be ensured that not more than two agencies are involved in the Planning and execution of the work.
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| a | The work relating to planning, architectural design, structural design, preparation of estimates and execution of construction work may be assigned to the CPWD or the State PWD as the case may be as a deposit work, in toto.
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| | OR
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| b | The College architects (registered with Council of Architecture) may prepare the architectural design, and the rest of the work, viz., structural design, preparation of estimates and execution of the work may be entrusted to the CPWD or the State PWD or a State or Central Public Sector Undertaking or the work may be undertaken at a department level by the College.
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| | OR
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| c | The work relating to planning, architectural design, structural design and preparation of estimates may be entrusted to a firm of architects (registered with Council of Architecture) or other Government or Semi-government agencies, and the execution of work may be entrusted to the College if it has the necessary Engineering Department for maintenance of the College premises. The services of a firm of architects or other Government or Semi-government agencies may be utilised for planning architectural design, structural design, preparation of estimates and supervision of the construction work.
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| 6.5 | Tender information may be given in National Dailies for initiating the construction project by the College. Generally the lowest one would be allowed and if the lowest tender is not agreed to, the reason thereof may be explained by the College
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| 6.6 | The certificate in respect of Border Area and Rural Area has to be certified by the competent authority appointed by the State Government for the purpose.
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| 6.7 | Settlement of Accounts of the earlier Plan project: The College has to submit a certificate stating that the accounts of the 9th Plan / earlier building plan projects have been finalized by the University Grants Commission.
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7. Procedure for Approval by UGC
| 7.1 | On the basis of the above documents, the UGC will process the proposal and convey its approval or otherwise, to the institution.
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| 7.2 | On the receipt of the approval from the UGC, the College may invite tenders on item-rate basis. The College will invite tender from interested parties through notice published in at least one national daily newspaper and two local dailies. The information may be sent to the Commission within six months of the award of the work for record and it should contain the following:
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| 7.2.1 | Value of the estimates for which tenders were invited.
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| 7.2.2 | Number of tenders received
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| 7.2.3 | Value of the lowest tender
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| 7.2.4 | Value of the tender accepted and
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| 7.2.5 | Specific reasons if the lowest has not been accepted.
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| 7.3 | Tender information is not required in case the construction work is undertaken by the CPWD or PWD as deposit work. The detailed estimates and the acceptance of tender may be finalized with the approval of the Building Committee in the meeting where at least two representatives with Engineering and Architectural background should invariably be present. This should also be certified by the Head of the concerned institution.
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8. Procedure for Release of Grants by UGC
| 8.1 | 50% of the approved grant will be released while conveying UGC's approval to Plans and Estimates.
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| 8.2 | 40% of the approved grant will be released on receipt of the audited Utilisation Certificate and statement of expenditure along with progress report of the first instalment indicating the stage of construction ( Annexure I & Annexure II).
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| 8.3 | Remaining 10% of the grant will be released on receipt of completion documents. Completion documents include the following:
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| 8.3.1 | Revised estimates reflecting the final cost; if any,
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| 8.3.2 | Utilisation certificate for the total cost; Annexure II.
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| 8.3.3 | Audited Income & Expenditure Statement Annexure II.
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| 8.3.4 | Audited Assets Certificate; and Annexure III.
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| 8.3.5 | Audited progress reports Annexure I.
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| 8.3.6 | Completion Certificate/Documents signed by the Principal or Vice-Principal and Engineer and/or Architect should be counter signed by Registrar of the affiliating University Annexure III.
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| 8.3.7 | A completion certificate in the required format duly signed by the agency which prepared the plans and estimates and supervised the construction work, or the CPWD or PWD or Public Sector Undertakings, as the case may be, duly countersigned by the Principal (These rules also apply to the deposit work of the CPWD or PWD).
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| 8.4 | After receiving completion documents of the Building Project, in proper order, the UGC will issue the Accounts Clearance Certificate against Building grant paid to the College;
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| 8.5 | In case the construction of the project is not started within the stipulated period or within six months from the date of approval by the UGC, whichever is later and in case of any change in plans, the matter may be placed before Building Committee for approval under intimation to UGC.
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| 8.6 | Acknowledgement of Receipt of Demand Draft
The Colleges should send the receipt with revenue stamp against the amount received through Demand Drafts from the University Grants Commission.
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9. Procedure for Monitoring the Progress of the Scheme
| 9.1 | Utilisation Certificate
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| | The Government Colleges should initially submit utilisation certificate (Annexure-II) audited by the registered Chartered Accountant, and Progress Report one month before the closing of financial year. Subsequently, the same utilisation certificate and progress report should be submitted to the UGC duly audited by Govt. Agencies at a later stage. In case of other categories of Colleges the utilisation certificate duly audited by a registered Chartered Accountant, has to be submitted.
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| 9.2 | Inspection
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| | The Commission may arrange an inspection in a manner, as it may consider appropriate for the construction process and constructed buildings.
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10. Proforma for applying under scheme, submitting Utilisation Certificate, submitting progress reports etc.
Points to be checked before sending proposal.
Proposal should be sent in the prescribed proformas; complete in all respects.
Five copies of proposal, with all supporting documents should be sent to the respective Regional Office of the UGC.
All documents should also be submitted on a computer floppy (1.44 MB), the text in MS-Word].
The Colleges should ensure that not a single column in the proforma is left blank.
The proposal must be routed through the concerned affiliating University.
The College must enclose the certified copy of the NOC 9th Plan.
11. Annexures
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Financial Support
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