Extra, Excess & Saving Proposals in Civil Engineering Projects – Practical Uses and Importance
In civil engineering projects, construction rarely progresses exactly as per the original Bill of Quantities (BOQ). Site conditions, design modifications, statutory requirements, and unforeseen ground realities often lead to changes in quantities or scope of work. To manage these variations in a controlled, contractual, and transparent manner, Extra, Excess, and Saving proposals are used.
These proposals are not merely accounting tools; they play a vital role in cost control, contract compliance, audit justification, and dispute prevention. This article explains the meaning, uses, procedures, and best practices of Extra, Excess, and Saving proposals in civil engineering projects, based on real project execution experience.
1. Understanding Extra, Excess and Saving in Construction Contracts
1.1 Extra Item
An Extra Item refers to a work item that is not included in the original BOQ but becomes necessary for the successful completion of the project. Such items arise due to design changes, unforeseen site conditions, or statutory instructions from authorities.
Examples:
- Providing additional RCC beams not shown in tender drawings
- Extra soil stabilization due to weak subgrade
- Additional drainage works required by local authorities
1.2 Excess Quantity
An Excess occurs when the executed quantity of an existing BOQ item exceeds the tendered quantity beyond the permissible limit specified in the contract (often ±25%).
Examples:
- Earthwork excavation exceeding BOQ due to deeper foundation levels
- Increase in concrete quantity due to revised structural design
1.3 Saving
Saving represents the reduction in quantity or elimination of BOQ items compared to the original contract provisions. Savings reduce the overall project cost and must be properly documented to maintain financial transparency.
Examples:
- Reduction in pavement thickness after design optimization
- Omission of a proposed retaining wall due to stable soil conditions
2. Why Extra, Excess & Saving Proposals Are Essential
Their importance includes:
- Ensuring compliance with contract clauses and CPWD/State PWD procedures
- Providing justification for payment beyond tender value
- Preventing disputes between contractor and department
- Supporting audit, vigilance, and financial scrutiny
- Maintaining transparency in public-funded projects
3. Uses of Extra Item Proposals
Extra item proposals are primarily used to regularize additional works that are technically unavoidable. Without approval of extra items, payments can be objected to during audit or vigilance inspections.
3.1 Technical Uses
- Addressing unforeseen ground or site conditions
- Implementing revised drawings issued by the Engineer-in-Charge
- Ensuring structural safety and serviceability
3.2 Financial Uses
- Fixing fair and justified rates for non-BOQ items
- Preventing arbitrary or inflated payments
- Maintaining cost accountability
4. Uses of Excess Quantity Proposals
Excess proposals are used when executed quantities exceed contractual limits. They safeguard both the contractor’s payment rights and the department’s financial control.
4.1 Contractual Uses
- Approval of quantities beyond permissible variation limits
- Rate justification if excess crosses contract thresholds
- Avoidance of contract violations
4.2 Administrative Uses
- Obtaining sanction from competent authority
- Maintaining records for final bill and completion accounts
5. Uses of Saving Proposals
Saving proposals demonstrate efficient project management and responsible use of public funds. They are equally important as extra or excess proposals.
- Reduction of sanctioned project cost
- Justification for revised scope of work
- Supporting revised administrative approval
6. Typical Contents of an Extra/Excess/Saving Proposal
| Section | Description |
|---|---|
| Background | Reason for variation with site justification |
| Technical Details | Drawings, specifications, and necessity |
| Quantity Statement | BOQ vs actual quantities |
| Rate Analysis | Based on DSR/SSR or market rates |
| Financial Impact | Net effect of extra, excess, and savings |
| Recommendation | Approval by Engineer-in-Charge |
7. Approval Authority and Sanction
Approval of proposals depends on the financial limits prescribed by the department. Typically:
- Junior Engineer prepares the proposal
- Assistant Engineer verifies quantities
- Executive Engineer recommends
- Superintending Engineer / Chief Engineer sanctions based on value
8. Best Practices for Engineers
- Record site instructions in writing
- Prepare proposals immediately after deviation is observed
- Attach sketches, photographs, and revised drawings
- Use standard schedule of rates wherever possible
- Maintain transparency and proper documentation
9. Common Mistakes to Avoid
- Delayed submission of proposals
- Vague technical justification
- Improper rate analysis
- Ignoring savings while highlighting extras
10. Conclusion
Extra, Excess, and Saving proposals are indispensable tools in civil engineering project management. When prepared correctly, they protect engineers, contractors, and departments from financial irregularities and contractual disputes.
A well-documented proposal reflects professional competence, ethical responsibility, and sound engineering judgment. For every civil engineer involved in execution, billing, or contract management, mastering these proposals is not optional—it is essential.
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