The Authority/IE/AE/PMC,

Subject: Submission of the highway annual maintenance program (Reg.

Dear sir,

We are submitting the annual maintenance program for the project highway. This submission is in line with the provisions of CA. The program also incorporates the following items in addition to those specified by CA, such as

1. Work zone safety and incident management plans are in place. This is in accordance with the IRC SP:55 Guidelines on Traffic Management in Work Zones and the IRC SP:84 Manual for Specifications and Standards for Four Lanings of Highways.
2. The environmental plan for environmental monitoring.
3. Also, rectification procedures for each defect are in line with MoRT&H and IRC specifications. The attached document, Annexure-A, contains the rectification procedures for each defect.

This is for your perusal and approval, please.

The Concessionaire,

Subject: Review observations on the submission of the highway annual maintenance program—Reg.

we have thoroughly examined the annual maintenance program you have submitted. We have reviewed the program and made the following observations:

Highway annual maintenance program: review observations

1. 1. According to Clause 17.3 of the CA, not later than forty-five (45) days before the start of each accounting year, the concessionaire shall, in consultation with the independent consultant, prepare and provide it to the authority. (This contractual aspect is as per the CA provision of the BOT Annuity Highway Project.)
   2. The proposed program for preventive and other scheduled maintenance of the Project Highway is subject to the minimum maintenance requirements outlined in the maintenance manual and in Schedule L, which are necessary to maintain the Project Highway at all times in compliance with the specifications and standards (the “Maintenance Program”).
   3. The maintenance program should encompass the following elements, without any limitations:
      • Intervals and procedures for the carrying out of the inspection of all the project highways;
      • Adopt the following criteria to determine maintenance needs:
      • Preventive maintenance schedule;
      • Intervals at which the concessionaire or contractor shall carry out periodic maintenance;
      • Major maintenance intervals and the scope thereof
      • And Lane closure schedules for each type of maintenance (length and time)

The image displays the annual maintenance inspection schedule for the project highway.

AMC page-5

2. But the annual maintenance program submission lacks a systematic and proper planning process. The program needs a fast timeline and resubmission.
3. Also, the annual O&M plan should trickle down into quarterly and monthly tasks, listing every maintenance job.
4. Beside, all maintenance tasks need to get done in line with the contract’s rules and within the agreed-upon timeline.

conclusion

Contrary to the conditions mentioned above, the annual maintenance program requires revision.Afterward, it was resubmitted as per a sample of the typical maintenance calendar. A typical inspection schedule for a calendar month is enclosed herewith for ready reference.

Therefore, please revise the program and submit it for approval.

Thank you while ensuring our best services.

[Insert the name of the authorized person].

The Concessionaire,

Subject: Independent Engineer Comments on Highway Annual Maintenance Program—Reg.

Dear Sir,

The document we received about the maintenance program for the years 2023–24. Along with frequency and time frame schedule, got looked over. The following are IE comments:

• The maintenance requirements criteria are adopted from Schedule K Annexure 1 of CA.
• It is understood that the maintenance requirement criteria are collected from Schedule K Annexure 1 of CA. And the remedial action stipulations and procedures presented henceforth are to be followed.
• It’s important to study and check out the current project’s facilities and features. And figure out if anything else is needed for safety. Any plans for this need to be added.
• Routine inspections are planned based on early findings and what’s needed on site. And schedule long-term or thorough inspections based on the routine audit findings. This should be coordinated in accordance with the site requirements.
• You have not yet received the program for environmental mitigation measures. As per the provisions of CA that will be put in place during the operation stage, The Environmental Management Plan of the CA should incorporate these provisions. Please verify this information in Schedule-D and Attachment-D1.
• We have attached a time-bound program for the assessment of environmental parameters. These are at critical locations and at critical times on the project highway.
• Report a progress status on the daily, weekly, and monthly progress of scheduled maintenance. Reporting format template preparation and customization are a must in consultation with IE.
• Inventory and maintenance requirements are included in the yearly maintenance plan.
• Highway incidents, feasibility, and probability events logs are maintained. Audit conducted, action taken, and report for the same. Any actions taken are listed too.
• You need to check the maintenance plan to make sure everything is good until the next checkup. There are measures in place to check that everything’s working. Regular updates are needed too.
• Also, maintenance activities shouldn’t mess with traffic.
• Throughout the project, normal maintenance occurs along with road work. Local stuff, managing intersections, and managing construction time require planning.
• You need a guide for the processes you’re going to use.
• Safety is essential, and plans will help with that.
• Your fixes should follow MORTH and IRC specs.
• Before starting big maintenance jobs, you need to get approval for your detailed plans.

In light of the above, the concessionaire must modify the program and submit it for our review.

Thank you while ensuring our best services.