Pre Monsoon Inspection of Highway

To

The Concessionaire,

Subject: Submit an inspection report of Pre Monsoon activities. As for the objects mentioned in Table L1 of CA-Reg,.

Dear sir,

We draw your attention to Clause 3.8 of Schedule L. Table L-1 indicates the inspection frequency of various items on the project highway.

Inspection Frequency of Various Highway Items

LEGEND

Visual inspection

++ Close inspection

• Thorough inspection

inspections during the rainy season

• The monsoon is fast approaching. On the contrary, we request that you conduct a pre-monsoon inspection.
• And make all necessary arrangements to address any maintenance needs, ensuring the highway remains in good traffic-worthy condition.
• The concessionaire should plan an inspection program for project facilities to ensure smooth operations.
• The concessionaire must carry out ‘Visual’, ‘Close’, and ‘Thorough’ inspections. It must cover all aspects of the highway project, as per the prescribed checklist.
• Pre-monsoon inspection of highway check lists and documents
• Furthermore, one must meticulously prepare a comprehensive checklist well in advance of such inspections.
• Also, it’s essential to prepare a list of items, like materials and structure condition, before inspections.
• Thus, we request that you provide the checklists you have been using for close and thorough inspections. So that the independent engineer can track compliance with the O&M obligations of the concessionaire.
• These checklists are required to ensure a method to make inspection quick, responsive, informative, effective, and well-documented.

Pre Monsoon Inspection of Highway request letter :conclusion

Above all, we direct you to submit an inspection report of pre-monsoon activities for the objects listed in Table L1. Please give this top priority.

Thank you while ensuring our best services.
[Yours Sincerely,] [Insert the name of the authorized person].

To
The Concessionaire,
Subject: Advance preparation for proper maintenance on the project highway. Follow the contract terms in clause 3.8 of the CA. —Reg.

Subject: Advance preparation for proper maintenance on the project highway. Follow the contract terms in clause 3.8 of the CA. —Reg.

Dear Sir,

We mentioned this in our last letter (Letter 1: Instruct to Carry Out the Pre-Monsoon Inspection on Highway).

• The monsoon season is near. You’ll need a detailed checklist for materials, structure, situation, and conditions. Prepare for these inspections properly.
• We asked for your checklists for regular, detailed inspections. These lists are needed to keep inspections swift, sensitive, helpful, efficient, and well-recorded.
• But you’ve ignored this vital issue. You are told to plan for any maintenance needs. The goal is to keep the highway in good condition for driving. So far, you haven’t taken any steps to preserve the highway structures.

The operation and maintenance obligations of the concessionaire are well defined in Chapter IV, Article XVIII, and Schedule L.

• Clause 18.4 envisages that “maintenance shall include replacement and upkeep of all project assets in good order and working condition.”.
• Clause 18.5 provides for “the clean, tidy, and orderly conditions of project assets.”.
• According to Section 2 of Schedule-L, the concessionaire is required to conduct periodic inspections, routine maintenance, rehabilitation, and expansion planning for the management of newly created facilities and assets.
• Clause 4.1.1 of Schedule L states that the concessionaire needs to preserve the project’s highway and facilities for usage during the concession period and any extensions granted by the concession agreement.
• This includes regular and preventive maintenance on various parts of the project highway. Creating, operating, and maintaining the project’s facilities is part of the concessionaire’s duties as per the agreement.
• As per the requirements of Schedule L of the CA, it is obligatory for you to prepare the site by attending the “Pre-Monsoon Preparatory Works” for the proper upkeep of the structures.

The IE’s Bridge/Structural Engineer conducted a primary inspection of the structures and made the following observations:

• Silt has piled over the raft of the box culverts, box-type minor bridges, and inside pipes of Hume Pipe Culverts. Cleaning is required to ensure rainwater flow efficiently.
• Within the ROW limits, you must remove the vegetation in and around the structures.
• All major structures, such as VUP, ROB, and MNB, need the removal of silt and grass from their deck slabs, along with the clearing of drainage spouts.
• The accumulated mud over all structure aprons, both U/S and D/S, needs cleaning.
• It is necessary to clean the silt and external material visible over the stone pitching of the structures on the slopes.
• The high embankments’ drainage channels need cleaning.
• All the existing RCC drains should be cleared for the efficient flow of rainwater.
• Further, it is necessary to clean any unwanted material on either side of the highway within the ROW for the quick and efficient flow of rainwater.
• There should not be any stagnation of rainwater on the U/s as well as on the D/s of all the structures.

A joint visual and thorough pre-monsoon inspection of the structures is currently underway. We will update you on any further inspection findings in due course.

We will appreciate your prodigious and cumulative efforts over the cited observations.

Thank you while ensuring our best services.

[Yours,]

[Insert the name of the authorized person].

To

The Concessionaire,

Subject: Pre-monsoon inspection of highway preparatory works and maintenance to fix the structures—Reg.

Dear Sir,

The independent engineer’s bridge engineer, along with your representative, conducted a visual and detailed inspection of all the structures in the project corridor.

In addition to the primary observations cited in the letter under reference, we’re herewith forwarding the detailed inspection observations of all structures.” The report focuses on maintenance needs and preparations for the upcoming monsoon season.

As per Clause 19.2 of the agreement, you’re asked to arrange the required workforce and machinery to address the defects pointed out.

Kindly confirm that you’ve completed these tasks within the next month, before the monsoon season arrives.

Thank you while ensuring our best services.

[Yours ,]

[Insert the name of the authorized person].

To

The Concessionaire,

Subject: Precautionary measures for the forthcoming monsoon-reg

Dear Sir,

In view of the forthcoming monsoon, We hereby instruct the concessionaire to conduct a thorough inspection of the project highway, following the guidelines of IRC SP 18: Manual for Highway Bridge Inspection, for all structures, and to implement the necessary precautionary measures.

• Clear all the waterways to ensure a free flow of water.
• Drains must be clear and unblocked.
• There should be no standing water on the road.
• There is no stagnant water on the ROW.
• For surface water to flow freely, the median chutes must be clear and sloped.
• To prevent rain cuts, earthen shoulders must be compacted.

About this, please submit your plan for preparation for the upcoming rainy season.

We are also requesting that you submit a detailed inspection report once you have completed the inspection for all structures.

Thanking you and ensuring our best service at all times.

[Yours ,]

[Insert the name of the authorized person].

To

The Concessionaire,

Subject: Request for submission of Mitigation Plan for the Monsoon related problems-reg.

Dear Sir,

Since the Monsoon has been set in, so please submit details of Mitigation Plan related to flood like situations (if any). The plan must cover the followings:-

1. Assuring the steady movements of traffic.
2. Draining out of accumulated water.
3. Formation of team to deal with the flooding like situations.
4. Special safety measures to protect both the traffic and pedestrians, where trenches are being open.

Please take it as serious and submit the mitigation plan, for our review, earliest.

Thanking you,

[Yours ,]

[Insert the name of the authorized person].