Highway Operation and Maintenance Manual Letter

To

The Concessionaire

Subject: Remained the concession for submitting a revised and updated maintenance manual. According to Clause 17.3 of the Concession Agreement for the Period from 2024 to 2027-Reg

Reference:

1. Earlier submission maintenance manual dated:XX.XX.2020
2. According to clause 17.3 of the concession agreement

Dear sir,

With regard to the above-mentioned matter and references cited. The concessionaire has submitted the O&M Manual, dated XX-XX-2020, to IE for review. The same is in force for a period of three years, i.e., from 2020 to 2023. Now, it is approaching its fourth year.

According to clause 17.3 of the CA, “The Maintenance Manual must be revised and updated. Once every three (3) years, and the provisions of clause 17.3 must apply, mutatis mutandis, to such revision.”

We are hereby informing you to submit the revised and updated maintenance manual. To follow clause 17.4 of the concession agreement for review at the earliest.

Thanking you and ensuring our best services at all times.

[Yours,]

[Insert the name of the authorized person].

To

The Authority/IE/AE/PMC,

Subject: Submission of the Operation and Maintenance Manual—Reg.

Dear sir,

We are submitting the Operation & Maintenance Manual (two copies) for your review. The submission is under clause 17.3 of the concession agreement.

Contractual Provisions about the Operation and Maintenance (O&M) Manual

Clause 17.3 of the Concession Agreement stipulates that, as follows:

Not later than 180 (one hundred and eighty) days before the scheduled four-laning or six-laning date, the concessionaire must, in consultation with the independent engineer, evolve a repair and maintenance manual for the regular and preventive upkeep of the project highway.

The authority must receive five copies of the maintenance manual, two copies must go to the independent engineer, and it must adhere to the maintenance requirements, safety requirements, and good industry practices.

Every three years, the maintenance manual will undergo revisions and updates, with the provisions of clause 17.3 still applicable.

Accordingly, we are submitting the “operation and maintenance manual” document. For review and approval by an independent engineer. It should be incorporated into the project’s highway maintenance and operation requirements.

[Yours,]

[Insert the name of the authorized person]

To

The Concessionaire,

Subject: Review comments and observations on the Operation and Maintenance (O&M) manual. Submitted by concessionaire for adoption for the years 2024–2026.

Dear sir,

The concessionaire submitted the “Operation and Maintenance Manual” for IE’s review. Also, acceptance of the adoption of project highway maintenance and operation requirements.

The review revealed the following observations:

Review of Observations and Comments

As per clause 17.3 of the CA, the concessionaire has submitted the O&M manual. The operating and maintenance manual, with adoptions tailored to ground requirements. The manual will be in vogue for the years 2024–2026. We reviewed the submission, taking into account

1. The modern requirements for maintaining the project highway stretch.
2. And the sustainable serviceability requirements.
3. In addition, the concession agreement, Schedule K, is also applicable.
4. And Annexure-1 outlines the general conditions for the distress-triggering criteria.

5. Apart from wear and tear, the cross items should be repaired.

6. The repair is within the time frames established by good practices. Prepare according to the O&M manual’s schedules.

7. Furthermore, the project stretch maneuvers are required to meet the challenging aspect.
8. For example, providing the project facility with sustainable serviceability.
9. Given the evolving practices and the importance of this project,

As a result, new adoptions will be made that meet modern-day requirements. The adoptions will be within the framework of CA guidelines and will be implemented.

Analysis of the Maintenance

1. Chronic or regular maintenance activities are considered good industry practice.
2. The project involves highway items that are prone to wear and tear during regular usage.
3. The availability of such preparedness in the least possible time must be perennial.
4. Also, facilities for restoration, as per industry practice.
5. Apart from wear and tear, the cross items should be repaired within the time frames established by good practices. Prepare according to the O&M manual’s schedules.
6. Maintaining resources throughout the concession period is necessary and warranted. Such as people, machinery, plants, and inventory. The inventories must match the requirements arising out of the stretch. A special plan for mitigating emergencies is in place. We must qualify it beforehand.
7. The O&M manual should also present the preparation parameters. Such as available resources and inventory, etc. Along with deployment schedules, trigger parameters, and target-set time limits,
8. Also, provide a detailed note outlining the following in the O&M manual:

• The deployable functionaries, their jobs,
• How much power do they have to assist with the project?
• Any issues that arise, as well as their capacity to resolve issues that meet the trigger criteria.
• Besides that, I marked a copy for highway authority/engineer records.

A Review of Operations

1. Operations are primarily focused on the running carriageway. i.e.,
2. The carriageway and earthen shoulder of both sides of the highway are intact to standards. The carriageway and earthen shoulder are available for moving traffic, complete with all necessary accessories. Also, furniture and facilities are available through good practices, aiding the moving traffic.
3. To ensure that there are no occupations or intrusions on Highway ROW.
4. Furthermore, there are no running traffic breaking points that force traffic to detour from the highway. Interventions need to be matched.
5. Sustainable measures are in place with constant vigilance. And all efforts and resources made should be available and utilized to maintain them.

Observations on the Inspections

1. The inspection SOPs and reporting procedure formats must adhere to the customized evolutions at the time. That suits this project’s requirements and achieves industry-practiced standard outcomes. We will address this issue through collaborative consultation when the situation demands it.
2. With ample inventory, make available men’s expertise, machinery, and material resources.
3. Also, the details of such, at periodic intervals, are to be made available for records.
4. Moreover, as far as possible, the inspections are to be carried out on time. To ward off any misbehavior or underbehavior of highway elements.
5. Preventive assessments of needs and restoration measures are in place. The highway’s primary elements need obligatory maintenance.

Evaluation of the Inventory

1. Supervisors must be satisfied with maintaining an inventory of all essential components. And the availability of application expertise.
2. To guarantee the project highway’s serviceability, safety, and operation. It is crucial that they are not compromised.
3. To ensure that, the operations team incorporates the evolving practices of good industry standards. Thereby enhancing operational efficiency.

Review Observations of the Materials

1. The materials required for restoration or new work on the operations front have effective working characteristics that align with industry-accepted standards. As stipulated by the respective codes and guides.
2. One can view a copy of the tests conducted, the results obtained using the purchased materials, the processes at each level, the frequency required, and the test results that meet the standard criteria.
3. As a result, a copy is available for records and inspection.

Conclusion

The operation and maintenance manuals need to be enhanced. By incorporating important aspects as notified and submitting the “operation and maintenance manual” with modifications appropriate for preserving the highway’s sustainability in its original condition, We need to expedite this process.

[Yours,]

[Insert the name of the authorized person].

To

The Concessionaire,

Subject: Observations on the submitted Operation and Maintenance Manual. The request is for a resubmission that includes the notified observation-reg.

Dear Sir,

In relation to the subject, you have submitted the Operation and Maintenance Manual. Upon review, it is clear that the submission needs to incorporate the following crucial elements:

1. Content (index) with page numbers
2. Elaborated organizational structure. Along with the staff’s roles and responsibilities, Those who are involved in the project maintenance.
3. Methodologies for all maintenance, including road and structural work.
4. Grouping of defects identified. As a result of visual or detailed inspections, i.e., immediate, routine, and periodic/major defects.
5. Inspection and Test Plan as per MoRTH specification, concession agreement, and QA-QC Manual.
6. Checklist and Formats for All Works
7. Plans for the removal of encroachment on ROW, which will be an obstacle for road users.
8. About the functional requirements of the facilities. The concessionaire must review the proposed facilities at regular intervals of five years. And, provide more facilities with the necessary approval of independent consultants till the end of the concession period. (as per the agreement, Schedule C)
9. A detailed Summary of pavement defects or distress and maintenance measures proposed.
10. And, a monthly maintenance plan.

Please incorporate the afore-mentioned aspects and resubmit as soon as possible. Thanking you while ensuring you our best services.

[Yours ,]

[Insert the name of the authorised person].

To

The Concessionaire,

Subject: Reminder request for submission of a modified maintenance manual, including notified observations-reg

Dear Sir,

With reference to the above-referred letters. We regret to note and inform you that, till date, we have not received the revised O&M Manual. with the incorporation of notified important aspects by the independent engineer via the letter referenced 2 above.

We remind you once more to submit the updated O&M manual that includes these changes.

Thank you, and we will always provide the best service.

Or

Dear Sir,

Please refer to our letter under reference 3A cited, wherein the IE has furnished the observations on the “Operation and Maintenance Manual” for your compliance. And resubmission of the same.

But, till date, we have not received. The said maintenance manual from your end, despite the IE’s observations.

So, once again, we are informing you to submit the same by attending the IE’s observations. Please treat this as “most urgent.”. Thanking you while ensuring you our best services.

[Yours ,]

[Insert the name of the authorised person].