Technical Proposals | 227

CHAPTER 19:TECHNICAL PROPOSALS

Sample Proposal 1
Sample Proposal 2
Sample Proposal 3 (with Covering Letter)

SAMPLE PROPOSAL 1

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A Project Proposal on

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Controlled Curing for Quality Concrete

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Submitted by

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Dr. Rajiv Gupta
HT ITY
Associate Professor, Civil Engineering
IG RS
and
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Mr. M.K. Bhatt

Assistant Lecturer, Civil Engineering
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Submitted to
Secretary
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Ministry of Transport and Rural development

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Government of Rajasthan
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Birla Institute of Technology & Science

BITS, Pilani (Raj.) 333 031
October 2010
228 | Technical Communication

DRAFT CONTRACT

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Project Title: CONTROLLED CURING FOR QUALITY CONCRETE

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Broad Subject: Civil Engineering
Sub Area: Concrete Technology
Duration: 2 yr.

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Total Cost: Rs. 2,53,200
Principal Inv.: Dr. R.Gupta

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Designation: Assoc. Professor
Department: HT ITY
Civil Engineering
Inst. Name: Birla Institute of Technology and Science, Pilani (Rajasthan)
IG RS
Address: Group Leader, Civil Engg. Group, BITS, Pilani (Raj.) 333
031
L R VE

email: [email protected]
Date of Birth: 31.05.1963
AL UNI

Telephone: Off. 01596-45073*277 Res. 01596-42252/45030

Sex: M
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Co-Investigator: Mr M.K. Bhatt

Designation: Asst. Lecturer
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Department: Civil Engineering

Inst. Name: Birla Institute of Technology and Science, Pilani,
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(Rajasthan)
Address: Civil Engg Group, BITS, Pilani (Raj) 333 031
email: [email protected]
Sex: M
Date of Birth: 23.04.1969
Telephone: Off. 01596-45073*254

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 Introduction to Communication | 229

EXECUTIVE SUMMARY
A large number of sealing compounds have been developed in recent years. The idea is to
obtain continuous seal over the concrete surface by means of firm impervious film to prevent

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moisture in concrete from escaping by evaporation. These films have been produced or used

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at the interface of the ground and concrete to prevent the absorption of water by the ground
from the concrete. Materials like bituminous compounds, polythene, waterproofing paper,

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and rubber compounds can be used. Bituminous compounds, being black in colour, absorb
heat when applied to the top surface of the concrete, resulting in increase in temperature of
the body of concrete, which is undesirable. For this reason, the experimental procedure uses

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polythene compounds like coloured plastics so as to reduce the above effect.

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For the proposed project, different light, impervious coloured polythene films will be
used for the concrete curing in different, extreme, environmental conditions. The coloured
polythene films will reflect/refract/absorb a particular fraction of light rays. This different

SR P
light fraction will have different energy. The objective of the proposed project is to obtain the
coloured films which are best suited in different existing conditions. The initial tests will be
HT ITY
conducted for the number of permutations and combinations (like, red, green, blue, violet,
and their combinations). From the initial observations, some combinations will be chosen for
detailed experimental studies.
IG RS

The outcome of the project is envisaged in terms of the reduction of quantity of water used
in curing and re-use of polythene films/bags for the production of quality concrete.
L R VE

Keywords (Max-six): Quality, Concrete, Curing, Polythene films, Reuse.

AL UNI
RD
FO
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230 | Technical Communication

BODY OF THE PROPOSAL

a. Origin of the proposal
Curing means creation of an environment which is favourable to the setting and

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hardening of the concrete. The desirable conditions are: a suitable temperature as

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it governs the rate of chemical reaction or action involving setting and hardening, a
provision of sufficient moisture or the prevention of loss of moisture, and the avoidance

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of premature stressing or disturbance. Curing has pronounced effect upon the strength
of concrete.
The methods of curing normally used nowadays are:

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1. Water curing

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a. Immersion
b. Ponding
c. Spraying

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d. Wet covering
2. Membrane curing
3. Application of heat
HT ITY
a. Steam curing at ordinary pressure
IG RS
b. Steam curing at high pressure
c. Curing by infra-red radiation
L R VE

d. Electrical curing
4. Chemical curing (calcium chloride)
AL UNI

In the normal curing methods like water curing, a large amount of water is
required, and wastage of water is unavoidable. In Rajasthan, where the temperature
varies to both extremes, and where there is scarcity of water in most places, we need
a method of curing that can be used during both the extreme climatic seasons without
RD

using much of water and wasting much of heat energy. So we would like to find a medium
other than water which can be used as a curing material and give the concrete the same
FO

properties like reducing shrinkage, accelerating strength gain, minimizing creep, and
improving properties like abrasion resistance, impermeability, etc. We know that the
quantity of water normally mixed for making concrete is more than sufficient to hydrate
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the cement, provided this water is not allowed to go out from the body of concrete. For
this reason, concrete could be covered with a membrane which will effectively seal off
the concrete. For a membrane we can provide polythene or coloured polythene as it does
a good job for the above purpose and is also reusable.
b. Statement of the Problem
Curing can be described as keeping the concrete moist and warm enough so that
hydration of cement can continue. More elaborately, it can be described as the process
of maintaining satisfactory moisture content and a favourable temperature in concrete
during the period immediately following placement, so that hydration of cement
may continue until the desired properties are developed to a sufficient degree to meet the
requirement of service.
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 Technical Proposals | 231

In hot places or extreme climates as in Rajasthan, the quick surface drying of concrete
results in the movement of moisture from the interior to the surface. This steep moisture
gradient causes high internal stresses which are responsible for internal microcracks in

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the semi-plastic concrete.

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Concrete, while hydrating, releases high heat of hydration. This heat is harmful from the
point of view of volume stability. If the heat generated is removed by some means, the

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adverse effect due to the generation of heat can be reduced. This can also be done by
membrane curing.
Sometimes, concrete is placed in some inaccessible, difficult, or far-off place. The
curing of concrete placed over cannot be properly supervised. The curing is entirely

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left to workers, who do not quite understand the importance of regular un-interrupted

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curing. In such cases, it is much safer to adopt membrane curing rather than to leave the
responsibility of curing to workers.
Compounds used for membrane curing:

SR P
1. bituminous compounds
HT ITY
2. polythene or polyester film
3. waterproof paper
IG RS
4. rubber compounds
5. wax
L R VE

6. combination of wax and resin

We would like to specifically go into the polythene or polyester filming of the concrete
AL UNI

surface by taking into account heat, radiation, humidity, and all other atmospheric and
natural factors that could affect curing of the specimen. Over the years, researchers have
used white pigment or colourless paper (polythene) as a curing medium but we would
like to introduce coloured polythene/paper, such as red, green, and blue, as a curing
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compound.
c. Objectives
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• Comparison of the strength of concrete adopting curing by normal methods

• Reduction in quantity of water for curing
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• Reuse of polythene films/bags

• Production of quality concrete in prevailing environmental conditions
d. Work-plan
Initially a literature survey will be carried out. Simultaneously, the required material will
be procured. Cubes, beams, and cylinders will be cast during the year at different climatic
conditions. The different curing conditions will be imposed. After a specific period of
time, destructive and non-destructive testing of cubes, beams, and cylinders will be
conducted. Based on observations and analysis, results and conclusions will be
drawn.

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232 | Technical Communication

e. Methodology
We would like to cast concrete cubes and beams for all different grades of concrete (M20,
M25, M30) and for beams taking mild steel and tor steel and curing by all methods

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presently used today and also by the present method of study, after which we would like

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to test the beams and cubes for flexure and compression.
Tests on the specimen Curing procedures

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1. Compression testing 1. Ponding
2. Flexure testing 2. Water spraying
3. Non-destructive testing 3. Wet hessian curing

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4. Resonance method 4. Covering with colourless polythene sheets

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5. Pulse Technique method 5. Covering with coloured polythene
sheets (red, blue, green, violet,
red + violet, etc.)
f. Time schedule

SR P
A. Literature survey 60 days
B. Procurement of material HT ITY 30 days
C. Casting of cubes (800 in no.) 365 days
D. Casting of beams (400 in no.) 365 days
IG RS

E. Casting of cylinders (400 in no.) 365 days

F. Testing of cubes and beams 500 days
L R VE

G. Observation, results, and analysis 60 days

H. Preparation of reports 90 days
AL UNI

Total duration 2 years

g. Suggested plan of action for utilization of research outcome
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The outcome of the project is envisaged in terms of the reduction of quantity of water for
curing purpose and reuse of polythene films/bags for the production of quality concrete.
FO

Seminars at national level will be conducted for practising professionals to impart the
knowledge. The outcome of the project will also be brought out in printed form.
OX

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 Technical Proposals | 233

TOTAL BUDGET ESTIMATES: SUMMARY

(In Rupees)

1
Items Budget

01
1st Yr. 2nd Yr. Total
Recurring
1. Salaries/Wages 54,000 54,000 1,08,000

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2. Consumables* 40,000 25,000 65,000
3. Travel 15,000 25,000 40,000
4. Other costs 20,000 20,000 40,000

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Total 1,29,000 1,24,000 2,53,000

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* Please refer to Appendix C

BUDGET FOR SALARIES/WAGES

SR P
(in Rupees)
Designation Monthly
HT ITY Budget
(number of persons) Emoluments 1st Yr. 2nd Yr. Total
JRF (1) Full-time 2000/2100 24,000 24,000 48,000
IG RS
(1)Semi-skilled, full-time 1500 18,000 18,000 36,000
(1)Unskilled, full-time 1000 12,000 12,000 24,000
L R VE

Total 4,500 54,000 54,000 1,08,000

The wages will be revised as per the norms of Rajasthan Govt.
AL UNI

1. JRF: The person will supervise all the laboratory tests.

2. Semi-skilled: The person will be fabricating cubes, cylinders, and beams and helping in
testing.
3. Unskilled: The person will be helping in transporting materials and in fabricating cubes,
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cylinders, and beams.

Budget For Consumable Materials/Equipment
FO

(in Rupees)
Budget
OX

Head 1st Yr. 2nd Yr. Total

1. Material* Q
B 40,000 25,000 65,000
Total 40,000 25,000 65,000
* Please refer to Appendix C
Q—Quantity/number B—Budget

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234 | Technical Communication

Budget For Travel

(in Rupees)

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Budget

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Item 1st Yr. 2nd Yr. Total
1. Collection of literature 5,000 5,000 10,000

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2. Attending conferences, 10,000 20,000 30,000
seminars,
symposium, workshop, etc.
Total 15,000 25,000 40,000

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• The Institute has adequate library facilities. Most recent journals and books are also available.
However, to update the knowledge/information, some recent literature is needed.
• For updating the knowledge, gathering the latest information, presenting papers to impart the
knowledge, and sharing the views with other experts in the field, authors will attend various

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seminars and conferences.
Budget For Other Costs HT ITY
IG RS
(in Rupees)
Budget
Item 1st Yr. 2nd Yr. Total
L R VE

a. Contingencies 10,000 10,000 20,000

b. others (typing reports, papers, 10,000 10,000 20,000
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etc.)
Total 20,000 20,000 40,000
• In such work, inflation of material cost, labour cost, and other contingency have to be taken into
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account.
• Reports and other printed material are needed for others to refer to the work in future.
FO

Time Schedule Activities Bar Diagram

A. Literature survey 60 days
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B. Procurement of material 30 days

C. Casting of cubes (800 in no.) 365 days
D. Casting of beams (400 in no.) 365 days
E. Casting of cylinders (400 in nos.) 365 days
F. Testing of cubes and beams 500 days
G. Observation, results and analysis 60 days
H. Preparation of reports 90 days
Total duration 2 years

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 Technical Proposals | 235

List of facilities that will be extended to the investigator(s) by the implementing institution for the
project
Infrastructure Facilities (Tick The Appropriate Box)

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H
G
F

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E

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D
C

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B
A
HT ITY
IG RS

Item Yes No. NR

L R VE

a. Workshop facilities
b. Water & electricity
AL UNI

c. Standby power
d. Laboratory space & furniture
e. Air-conditioned room for equipment
f. Telecommunication
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g. Transportation
h. Administrative & secretarial support
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i. Library facilities
j. Computational facilities
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k. Animal
l. Any other
NR: Not required

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236 | Technical Communication

Available Equipment And Accessories To Be Utilized For The Project

Availability Sr. No. Name of equipment Model &

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Remarks and accessories make

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a. Available within 1 Testing equipment Aimil
investigation (compression, flexural,

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group etc.,
non-destructive testing
m/c,

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vibrators, moulds, mixer,

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etc.)
b. Available in the 2 N.A. – –
investigator’s

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dept.
c. Available
elsewhere
3 HT ITY
Library – –

in the Institution
IG RS
or
in the region
L R VE

4 Workshop facilities – –
5 Local conveyance – –
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6 Computing facilities – –
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 Technical Proposals | 237

APPENDIX A
Biodata Of Investigator(S)

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Principal Investigator
(i) Name Rajiv Gupta

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(ii) Date of Birth 31.05.1963
(iii) Institution Birla Institute of Technology and Science, Pilani
(iv) Whether belongs to SC/ST No

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(v) Academic (MSc or BE onwards and professional career degree)

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Sr. Degree University/Institute Year Specialisation
No (passed)

SR P
1. B.E. (Hons) Birla Institute of Technology 1983 Civil Engineering
& Science, Pilani
2. M.E
HT ITY
Birla Institute of Technology 1989 Civil Engineering
& Science, Pilani
IG RS
3. Ph.D. Birla Institute of Technology 1995 Fluid-Structure
& Science, Pilani Interaction
L R VE

(vi) Publications (Number only)—Books, research papers, reports, general articles, patents,
AL UNI

others: around 30
The investigator has guided around 100 students at graduate and undergraduate level for
different projects.
(vii) List of Publications: Refer to Appendix B
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Co-investigator
(i) Name M.K. Bhatt
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(ii) Date of Birth 23.04.1969

(iii) Institution Birla Institute of Technology and Science, Pilani
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(iv) Whether belongs to SC/ST No

(v) Academic (MSc or BE onwards and professional career degree)

Sr. No. Degree University/Institute Year Specialisation

(passed)
1. B.Tech. Pantnagar University, UP 1991 Civil Engineering
2. M.E. University of Roorkee, 1996 Concrete
Roorkee

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238 | Technical Communication

Technology
(vi) Publication (Number only)—Books, research papers, reports, general articles patents,
others: one

1
The investigator has guided 2 students at graduate and undergraduate level for different

01
projects.
(vii) List of Publications: Refer to Appendix B

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RESEARCH PROJECT(S) (INCLUDING DST PROJECTS)
WITH THE INVESTIGATORS (use separate sheet for each project): Nil

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Any Other Relevant Matter Not Discussed Elsewhere: Nil

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SR P
HT ITY
IG RS
L R VE
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 Technical Proposals | 239

APPENDIX B

Sr. No. Title of paper/book Author(s) Name & Vol. of Journal & year Page No.

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1. Construction,Planning Gupta, R. CBS Publishers, 1994

01
and Technology
2. Detrimental Effects Gupta, R., & Civil Engineering &
of Admixtures Murlikrishna, R Construction Review May, 1997

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3. Structural Evaluation Bhandari, N.M., Proceedings of the workshop 181–198
of Concrete Masonry Kumar,V., and on recent advances in Masonry
Composite Columns Bhatt, M.K. Construction, Institution

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of Engineers, Roorkee, 1998

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4. Construction Quality Gupta, R., & Third National Conference on

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Management through Debas Construction—Globalization
Systems Approach Challenges for the INDIAN
CONSTRUCTION

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INDUSTRY, 10–11
Feb. 2000 (Accepted)
5. A Laboratory Manual
for Civil Engineering
HT ITY
Moondra, H.S.,
Gupta, R.
CBS Publishers,
New Delhi, 1992
IG RS
6. Building Materials P.N. Rao, DLPD notes
Technology Gupta, R.
L R VE

7. Human Settlement Gupta, R. DLPD notes

Studies & Habitat
8. Direct shear and Ravi Prakash, Indian Geotechnical
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Ultrasonic testing S. Ghoshal, Journal (Submitted and

of Pilani soil Kamlesh Kumar, under review)
Gupta, R.
9. System Approach for Gupta, R., Passive Solar Architecture.
RD

Passive Solar Mukerjee, A. One day workshop at BITS,

Architecture Design Pilani, 23.2.1999.
10. Extended Use of Linear Rajiv Gupta, Journal of Hydraulics Division,
FO

Graph Theory for Pipe T. Devi Prasad ASCE. (Accepted for

Network Analysis publication)
11. Determination of T.D. Prasad, Published as technical 81–83
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Optimal Loss Rate Gupta, R., note in Journal of Hydrologic

Parameters and S.P. Agarwal Engineering Division, ASCE.
Unit Hydrograph
12. Design of a Water T. Devi Prasad, J. of Institution of Engineers, 12–15
Distribution Network Gupta, R. Calcutta,Vol. 80, Aug., 1999
with Rider of a Single
Diameter Pipe in a Line
13. Extended Linear Murlikrishna R., Journal of Institution of
Graph Theory in Gupta, R. Engineers,Calcutta, 1994
Structural Engg.

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240 | Technical Communication

14. Fuzzy Linear R.K. Singh, Was accepted for 18th Intl. conf.
Programming Based Gupta, R., on S&T, Alena chemicals,
Optimization of Water Shiv Prasad Canada, 1995

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Distribution System

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15. Study of Hydrodynamic Gupta, R. ISTAM,Vishakapatnam,
Coeffs for Rough Dec. 1994

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Inclined Cylinder
16. Introduction to System I.J. Nagrath, DLPD & EDD notes
Gupta, R. (Text material for
on-campus course)

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17. Total Quality Control V.K. Deshpande Total Quality Mgt in Tech. Edu.,

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of Instruction Through & Gupta, R. Varnanagar
Computer Aided
Instruction
18. End Effects on Hydro- Ghoshal, S. IRSC, Pune

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dynamic Coeffs for
Rough and Inclined
Cylinders HT ITY
19. Charateristics of North Ghoshal, S., JNTU, Hyderabad
Eastern Rajasthan Soil Moondra, H.S.,
IG RS
Gupta, R.,
S. Apurva
L R VE

20. Measurement K.E. Raman EDD notes (Text material

Techniques II et al. for on-campus course)
21. Applications of Ghoshal, S., Conference at BITS, Pilani
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Micro-processor Gurunarayana,
in Civil Engg. S., Gupta, R.
22. Linear Theory Gupta, R. UGC sponsored Seminar at
BITS, Pilani
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23. Waste Water Treatment Gupta, R., & National Seminar and Intensive 301–357
and Disposal Singh, A.P. Course on Environmental
Pollution and its Control,
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March, 99, BITS, Pilani

24. GIS and its Application Gupta, R., & National Seminar and Intensive 358–378
OX

Gupta, C.P. Course on

Environmental
Pollution and its Control,
March, 99, BITS, Pilani
25. Computing Aspects Gupta, R., & EDD Notes (Text material
of GIS Rohil, M.K. for on-campus course)

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 Technical Proposals | 241

APPENDIX C
Parameters:
Concrete Mix—M20, M25, M30

1
Environmental Condition—extreme summer, extreme winter

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Types of Curing—ponding, water spray, wet hessian, colourless polythelene sheets, covering
with coloured polythelene sheets (red, blue, green, violet, red+violet, etc.)

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Strength—1, 3, 7, 28, 60, 90, 180 days
Testing—Destructive & Non-destructive

Total Quantities of Materials required:

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Quantity of

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Sr. No. Element Dimensions (mm ) Total number concrete
(m3)
1 Cubes 150*150*150 800 2.7

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2 Cylinders f 150 *300 400 2.12
3 Beams
HT ITY
150*150*700 400 6.3
IG RS
Total quantity of concrete = 11.12 m3
Taking 10% wastage, total quantity of concrete = 12.23 m3
Total quantity of steel = 0.02*6.3*7850 = 900 Kgs
L R VE

Polythelene sheets (coloured) = {0.15*0.15*6*685} + {3.14*.15*.3*350}

+{.6*.7*350) =288.95 m2
AL UNI

Concrete cost = 2700*12.23 = Rs. 33021

Steel cost = 19* 900 = Rs. 17100
Polythene sheet = 10*288.95 = Rs. 2889.5
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Transportation charges = Rs. 10,000

Total = Rs. 63,010
FO
OX

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242 | Technical Communication

APPENDIX D
Names and addresses of experts/institutions who may be interested in the subject/outcome
of the project

1
01
1. Central Building Research Institute, Roorkee

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2. HUDCO, New Delhi
3. Structural Engineering Research Institute, Ghaziabad
4. Structural Engineering Research Institute, Chennai
5. BARC, Bombay

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Exhibit 15.3 shows a short project proposal submitted by students to a government

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organization:

SR P
HT ITY
IG RS
L R VE
AL UNI
RD
FO
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 Technical Proposals | 243

SAMPLE PROPOSAL 2

Project Proposal

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On

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DEVELOPING MULTIMEDIA STRATEGIES
FOR EFFECTIVE COMMUNICATION
Submitted to

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D
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DEPARTMENT OF SCIENCE AND TECHNOLOGY
Rajasthan
By

SR P
T. Krantikiran 1997B4A3920 V. Ravindra 1998A6C6489
Bina Shetty
HT ITY
1998A2PS401 C. Srividya 1998A2PS822
IG RS

Under the guidance of

L R VE

Dr. MEENAKSHI RAMAN

AL UNI

Languages Group
RD
FO
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Birla Institute of Technology & Science

Pilani
August, 2001
244 | Technical Communication

STUDENT PROJECT PROGRAMME

1
1. Title of the project: Developing Multimedia Strategies for Effective

01
Communication
2. Name of the students: Name ID No.

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(i) T. Krantikiran 1997B4A3920
(ii) V. Ravindra 1998A6C6489
(iii) Bina Shetty 1998A2PS401
(iv) C. Srividya 1998A2PS822

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3. Class/Year of the students: (i) 4th year.

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(ii), (iii), (iv) 3rd year.
4. a. Name of the Project Guide Dr. Meenaskhi Raman, Assistant Professor
b. Experience of the Guide: Teaching at various levels for the past 14 years;

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taken up projects in multimedia courseware
development
c. Address of the Guide: HT ITY Dr. Meenakshi Raman
Languages Group
IG RS
Faculty Division I
BITS, Pilani-333031
Telephone:
L R VE

Office: 45073-Extn. 307

Residence: 42238/44736
AL UNI

d. Broad Area/Field of the Guide: Communication.

5. a. Name of the institution: Birla Institute of Technology and Science
b. Address of the institution: BITS, Pilani
Rajasthan - 333031
RD

Ph. 45073 - 307

6. a. Project Summary
FO

This project aims at developing through multimedia certain strategies for effective
communication, which is vital for the growth of an individual as well as the society.
OX

Effective communication strategies, if developed through multimedia, can be easily

grasped even by the lower strata of the society. Moreover, these strategies may prove to
be indispensable for education institutions and professional organizations of any kind.
This multimedia package would incorporate strategies for both verbal and non-
verbal communication. The main focus would be on the significant aspects of oral
communication such as body language, voice modulation and audience awareness, and
the illustrative aspect of written communication namely, graphic aids.
The package would not only be user-friendly but also be informative, thus enabling the
users to develop better communication skills.

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 Technical Proposals | 245

b. Technical details of the project

Since effective communication is indispensable for the progress of any society, the project will focus on
developing strategies for the same. Though the Internet and other audio-visual aids like audio and video
cassettes, etc. throw some light on techniques for developing language skills, they do not deal in detail
with the various aspects of communication.

1
Even though there are many aspects of communication, the project would limit itself only to certain

01
aspects of oral and written communication. The project would require the following:

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Software Requirements
• Multimedia development kit
• Adobe Photoshop

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Hardware Requirements
• A personal computer with Pentium II processor
• Multimedia kit (speakers, sound care, floppy, CD-ROM drive)

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• 32 MB RAM
• HT ITY
Internet connection (preferable for research and analysis of the existing products and to download
latest software to compress audio and video files, e.g. MP3 format)
• Recent publications (literature) on multimedia
IG RS

7. Introduction of the project

a & b. Definition and origin of the proposal
L R VE

The development of any society largely depends on the interaction among its people. This interaction
is essential for the ideas, facts, feelings, and courses of action to be transmitted and interchanged. But
AL UNI

without adequate communication skills, it would be difficult for the people to interact effectively.
In a country like ours where illiteracy is still prevalent among the lower strata of many societies, oral
and visual communication can greatly help the flow of interaction in a society. To achieve effectiveness
in communication, people need to follow certain strategies. There is no doubt that these strategies can
RD

be developed in various ways.

We feel that multimedia is the most effective of all and hence designing effective communication
FO

strategies through this medium would be of great help to the students, professionals, and laymen. For
example, strategies for effectively using the various means of body language such as posture, gesture,
OX

eye contact, etc. would certainly prove to be of immense help for all these categories of people. They
can use each of these means of non-verbal communication according to the situation in which they
communicate. For instance, people working in an organization may have to deliver many short or long
presentations or participate in meetings, etc. during their professional career; students may have to
give several presentations such as seminars and talks, or participate in group discussions and interviews
during their academic career; laymen need to communicate their ideas, decisions, etc. to others. Hence
developing effective communication strategies is vital for the overall progress of any society.
c. Objective
This project aims at developing multimedia strategies for effective communication (both verbal and non-
verbal). It would mainly focus on:
1. All aspects of body language, voice modulation, and audience awareness pertaining to non-verbal
communication

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246 | Technical Communication

2. Graphic aids, which are vital for both oral and written communication
d. Work plan
For effective scheduling of time among students and for convenience, the project will be split into two

1
broad phases of four months each. In the first phase, the package development will focus on the written

01
form of verbal communication, and certain aspects of non-verbal communication such as personal
appearance and posture, gestures. The various patterns of communication within an organization will

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also be dealt with.
In the second phase, the oral aspect of verbal communication, facial expression, eye contact, and
space distancing of non-verbal communication will be developed. Management of information within
the organization, audio-visual aids on business correspondence, reports, group discussion, meetings,

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seminars, and conferences will also be dealt with.

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e. Methodology
• Literature survey

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• Collection of materials
• Scripting
• Developing strategies
HT ITY
• Designing strategies through multimedia
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f. & g. Organization of work element and time schedule
Phase I 4 months (approximately)
Phase II 4 months (approximately)
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as per work plan

8. Details of facilities to be provided by the institution
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• Library
• Computer hardware
• Software for the use of multimedia
• Recording
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• Internet access
9. Budget Estimate:
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I. Minor Equipment
1. Consumables Rs. 8,000.00
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2. Report writing Rs. 1,000.00

3. Contingency & other costs Rs. 1,000.00
Total Rs. 10,000.00
10. Utilization of the outcome of the project
The multimedia package developed in this project will be informative as well as user-friendly. It will not
only create an awareness among the public about the various aspects of effective communication, but
also enable them to modify and develop their communication strategies. This in turn will prove to be
beneficial for the progress of the society at large.

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 Technical Proposals | 247

SAMPLE PROPOSAL 3 (WITH COVERING LETTER)

Multi-modal Gymnasium
Varanasi-221004

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01
March 14, 2002

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Mr Anuj Sharma
Chairman
Diesel Locomotive Works

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D
Varanasi-221004

ES RES
Re: Project proposal for setting up of a multi-modal gymnasium in DLW

Dear sir

SR P
HT ITY
The attached document, ‘Proposal for Setting Up of a Multi-modal Gymnasium in DLW Institute’,
outlines our project for a modern gym. Reduced man-days and associated costs due to medical
problems of the DLW staff and officers has been a long-standing issue. Our proposal aims to suggest
IG RS
a remedy for these problems. The project is also expected to satisfy the long-pending demand of
DLW staff for setting up of a gymnasium with multifarious facilities.
L R VE

This proposal provides you with an overview of the proposed plan, an outline of the work plan
along with the cost estimate, and the suggested plan of action for utilization.
AL UNI

This proposal also explores the alternative facilities provided and the utility of each.

The authenticity of the proposal is supported by the fact that many leading organizations in the
RD

world including Intel, IBM, GE,TATA, and others have implemented this concept successfully. If you
have any questions or concern about our proposal, please feel free to contact me over my mobile
9830038796 or by e-mail at [email protected].
FO

Yours truly
OX

Anirudh Gautam
Dy Chief Personnel Officer
DLW

Enclosure: proposal for multi-modal gymnasium

248 | Technical Communication

PROJECT PROPOSAL

ON

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01
SETTING UP OF A MULTI-MODAL GYMNASIUM IN DLW

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SUBMITTED TO

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ES RES
CHAIRMAN
DLW

SR P
HT ITY
IG RS
BY
L R VE

ANIRUDH GAUTAM
DY CHIEF PERSONNEL OFFICER/G
AL UNI
RD
FO

DIESEL LOCOMOTIVE WORKS

VARANASI 221004 (UP)
OX

March 2002
 Technical Proposals | 249

STAFF WELFARE PROGRAM

Draft Contract

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Project Title SETTING UP OF A MULTI-

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MODAL GYMNASIUM IN
DLW INSTITUTE

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Name & designation of Anirudh Gautam, Dy Chief

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proposer Officer Personnel

Postal address of the DLW, Manuadih,Varanasi

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proposer

Name of the institute in

HT ITY North DLW Institute
which the gymnasium is
IG RS

proposed to be set up
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Time required for 6 months

commencement of the
AL UNI

project on receipt of
approval

Duration of the project 6 months

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Amount of money required One-time Cost: Rs 9 million

FO

approximately
OX

Recurring Expenses: Rs 2.2 Expected Annual Income: Rs

million 2.0 million

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250 | Technical Communication

EXECUTIVE SUMMARY

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This proposal is about setting up of a multi-modal gymnasium in DLW. Last year

01
DLW Hospital registered about 150 heart ailment cases. This year, the figure has
risen to 200. Similarly, there has been phenomenal increase in the high blood

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pressure, depression, and anxiety cases. In addition, other stress-related medical
problems have shown a rising trend, notably that of the cardio-vascular systems,
digestive, and the nervous systems. Total cost incurred by DLW due to lost working

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D
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days and also due to the cost of medical treatment was calculated to be Rs 57 lakh
for last year alone. This year, the figure is expected to be at least double that of the
previous year.

SR P
In order to arrest these alarming trends through preventive means, it is proposed
to set up a multi-modal gymnasium at DLW for use by staff and officers, and their
HT ITY
families. Contrary to popular belief, a multi-modal gymnasium offers varied health
and fitness programmes, ranging from iron-pumping machines to Yoga therapy and
IG RS
Chinese acupuncture. This technical proposal enumerates the suggested outline
of the proposed gymnasium, conventional and non-conventional programmes
L R VE

proposed to be offered, and the consequent benefits due to the same. The proposal
also brings out the estimated time schedules for completion and the cost likely to
AL UNI

be incurred.
The outcome of this project is envisaged in terms of reduction in lost working
days and associated costs due to medical problems of DLW staff and officers. Also,
RD

the project is expected to fulfil a long-pending demand of DLW staff for setting up
of a multifarious gymnasium in DLW.
FO
OX

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 Technical Proposals | 251

TECHNICAL DETAILS OF THE PROJECT

A conventional gymnasium conjures images of weight benches, trestles, parallel bars,

1
01
balance beams, tread mills, and weight machines. This was true about gymnasiums
about 20 years ago. The modern gymnasium offers a wide range of fitness regimens,

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ranging from the conventional ones to alternative therapies based on traditional
health-care systems. Gold’s Gym, a world leader in health and fitness facilities, offers
a wide variety of programmes, including injury prevention and care, nutrition and
supplementation, weight loss and gain, and anti-aging and senior health, amongst

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others. The traditional ‘dhyan’ yoga, acupuncture, ‘pranayam’, reiki, and other

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programmes are all offered under one roof.
The current proposal for setting up a multi-modal gymnasium in DLW visualizes
provision of a wide variety of health and fitness programmes as mentioned above. It is

SR P
proposed to set up modern cardio-vascular fitness machines such as treadmills, stair-
HT ITY
climbers, elliptical gliders, upright and recumbent bicycles, and rowing machines.
Concurrently, setting up of an ambient Yoga Centre with the help of local expertise
is also proposed. Upgrading the existing badminton, squash, tennis, and swimming
IG RS

facilities are also planned.

L R VE
AL UNI
RD
FO
OX

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252 | Technical Communication

BACKGROUND
In the year 1962, when DLW was set up with American collaboration, the stadium,

1
the golf course, the indoor badminton courts, the squash courts, the tennis courts,

01
and the basketball courts were constructed with the aim of making the fitness facilities
available to the DLW employees. It can be said with some pride that DLW employees

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and their children have excelled in a number of sports and some of them have even
found place in the national teams. Availability of adequate and wide variety of
sporting facilities has been primarily responsible for a healthy atmosphere in DLW

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as the number of lost working days due to sickness have been low compared to other
production units of Indian Railways and also IR as a whole.
The recent years have, however, seen a rise in the working pressures as DLW has

SR P
strived to compete with the global market. There have been demands on DLW system
HT ITY
to bring out new designs of locomotives in less cycle times and at reduced costs. The
competition from Chinese and other Asian suppliers have had a telling influence on
DLW’s operating ratios. Amidst the rumours of possible privatization and a reducing
IG RS

budget from the Railway Board, DLW has not only been able to survive but has
L R VE

made a place for itself in the Mid-east, South East, and African markets. Exports to
countries like Bangladesh, Tanzania, Jordan, Sri Lanka, Vietnam, and Malaysia have
AL UNI

been successfully executed.

Uncertainty and diversity of production have had a detrimental effect on the
mental and physical health of its employees. The number of cases of cardiovascular
RD

diseases has almost doubled in the last three years. The number of lost working days
due to sickness has also significantly increased in the past few years. There has also
been a general increase in grievance levels of the employees with regard to their
FO

future, especially when they compare themselves with other government departments,
OX

which are still insulated from the market economies. The Staff Welfare Committee
during its last meeting with the Chairman, DLW, had recommended certain steps to
alleviate the troubles of employees. Setting up of a multifarious gymnasium figured
as one of the recommendations. On this basis the Chairman had asked the Personnel
Department to put up a proposal for setting up of a multifarious gymnasium in
DLW.

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 Technical Proposals | 253

STATEMENT OF THE PROBLEM

Figure 1 shows a year-wise break-up of sickness cases registered by DLW hospital.

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01
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SR P
HT ITY
Figure 1 Year-wise break-up of registered sick cases in DLW hospital
IG RS
As can be seen, there has been a gradual increase in the number of registered cases
over the past ten years. Year 2000 shows a slight reversal in the number of cases, mainly
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because of a large number of retirements during that year. The above figure only refers
to the in-patients department cases. If the out-patients reporting is also added, then the
problem assumes larger proportions. The trend, however, remains the same.
AL UNI

Given in Figure 2 is the break-up of the cases in 1991. The corresponding position
in year 2001 is given in Figure 3.
RD
FO
OX

Figure 2 Break-up of registered cases in Year 1991

Figure 3: Break-up of registered cases in the Year 2001.
Figure 4 shows the working days lost in the last year due to medical problems
and the associated total costs. This is compared with the projections for the year
2002.

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254 | Technical Communication

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SR P
Figure 4 Working days lost and total cost incurred due to medical problems
HT ITY
IG RS
As can be seen, the associated total costs on account of sickness are projected
to double in the current year. The actual expenditure due to lost working days
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and due to medical treatment is expected to touch Rs 120 million in the current
year. The share of cardiovascular diseases has increased significantly. More
AL UNI

significantly, this has had an adverse effect on the morale of the employees.
Objectives
The main objective of setting up the gymnasium is to ensure fitness for the
RD

employees through sports, exercises, healthy food habits, relaxed life style,
and meditation. A multi-modal gymnasium will act as a counselling centre for
FO

employees with tailor-made fitness programmes.

It is also proposed to maintain a health database of the employees in association
OX

with the DLW central hospital. The bottom line is to have more satisfied and
healthy employees with consequent reduction in lost working days and medical
expenditure.

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 Technical Proposals | 255

WORK PLAN

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Phases

01
For scheduling purposes it is proposed to split up the project into three phases. In

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the first phase, it is envisaged to set up the cardio-fitness centre. The second phase
is aimed at establishing the Cybex circuit weight-training area. In the final phase,
the meditation hall and upgrading of the tennis courts and the swimming pool are

ER S
planned.

D
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Coordinator
As a first step, a full-time coordinator needs to be selected. The minimum

SR P
qualifications and the work experience of the Gymnasium Coordinator have to
be determined and the emoluments which can be offered have to be decided.
HT ITY
The coordinator shall be responsible for looking after the management of assets
worth Rs 10 million and shall also be responsible for effective management of
IG RS
the gymnasium. Therefore, selection criteria are required to be approved by the
Chairman.
L R VE

Location
AL UNI

It is proposed to locate the cardio-centre and the weight centre of the gymnasium
in the North Institute of DLW. The Yoga and meditation centre is intended to be
put up at the Officers’ Club. The location of the courts and the swimming pool
RD

remains the same but the skirting area around these is planned to be concreted
and tiled.
FO

Area
The cardio-centre and the weight-training centre require an area of about 20,000
OX

square feet. The area has already been surveyed and the vacant stretch in front of
the basketball court in the North Institute premises can be used for construction
of the building. For the Yoga centre, the space near the Officers’ Club is proposed
for building the main hall and the annexe. The area in front of the swimming pool
is planned to be utilized for construction of wash rooms.

Types of Equipment
The cardio-centre is envisaged with the following equipment:
a. Treadmills

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256 | Technical Communication

b. Stair Climbers
c. Elliptical gliders

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d. Upright & recumbent bicycles

01
e. Rowing machines
The weight-training centre is proposed to be equipped with the following

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equipment:
a. Weight benches
b. Wall bars

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D
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c. Parallel bars
d. Incline boards
e. Balance beams

SR P
f. Trestles
g. Weight machine centre
HT ITY
The Yoga centre needs no specific equipment, but requires a hall with proper
IG RS
ventilation. There are plans to have a tie-up with the Art of Living Foundation
for meditation courses.
L R VE

Human Resource
AL UNI

It is estimated that a skeletal staff of about five shall be required for proper
administration. For this purpose no additional staff is planned to be recruited,
rather volunteers from the existing class ‘C’ and ‘D’ categories shall be
RD

screened.
Charges
FO

For DLW staff and officers, the charges shall be deducted from the salary at a flat
rate of Rs 500/- per month. For external members the fee shall be Rs 2000/- per
OX

month.
Timings
On Saturday and Sunday the gymnasium is proposed to remain open from 7:30
hrs to 17:30 hrs. On working days the timings need to be decided in consultation
with the staff council and the officers’ association. However a timing of 6:30 to 8:30
in the morning and 16:00 to 19:00 in the evening appears to be convenient.

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 Technical Proposals | 257

Methodology
For civil construction works, it is first proposed to draw up the detailed layouts in
association with DLW’s civil engineering wing. The specifications of the buildings

1
also need to be firmed up. Thereafter, potential supplier assessment of reputed

01
civil contractors will be done after floating limited tenders. Electrical works shall

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be clubbed with the civil works.
For purchase of the equipment, it is intended to buy these on single tender basis
from Gold’s Gym who are the leading manufacturers of gymnasium equipment.

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Organization of work elements and time schedule
Given below in Table 1 is the list of activities and the expected durations for each.
The detailed Gantt chart shall be worked out after the approval of the proposal.

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The expected completion time after paralleling of activities has been worked out
HT ITY
to be about six months from the date of commencement of work.

TABLE 1: List of Activities and Expected Durations

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ACTIVITY DURATION
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Getting approval for the technical proposal 10 days

Discussion with staff council & officers’ association 5 days
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Nomination of core group 3 days

ACTIVITY DURATION
Briefing of the core group 5 days
Budget approval 15 days
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Forming of specification for civil work 10 days

Forming of specification for equipment 10 days
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Freezing criteria for co-ordinator selection 5 days

Civil contractor survey 15 days
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Discussions with Gold’s Gym regarding equipment 10 days

Calling of volunteers from staff 10 days
Tender for civil works 30 days
Single tender for equipment 25 days
Selection of coordinator 30 days
Selection of other staff 25 days
Completion of civil works 90 days
Installation of equipment 90 days
Tie-ups for Yoga centre 30 days
Suggested plan of action for utilization

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258 | Technical Communication

There is a requirement to increase fitness and health awareness amongst DLW’s

employees. DLW’s internal cable TV shall be used to promote the gymnasium.
Schools and colleges shall be given sets of fliers for distribution. It is proposed to

1
organize weight-lifting and body building competitions for children as well as for

01
adults to attract interest of DLW’s employees.
In association with the DLW hospital, dedicational and physical therapies shall

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be worked out for some volunteers. This shall give an impetus to popularizing the
concept of fitness. It is expected that the full capacity of the gymnasium will be
on the lines similar to that of the DLW golf course.

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It is proposed to have separate timings for family members. This shall ensure

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active participation by ladies and children. This experiment has already been
successfully tried out with the swimming pool.

SR P
It is expected that a few success stories in terms of improved fitness levels
among the staff shall impart momentum to the whole concept of gymnasium.
HT ITY
Budget Estimate
IG RS
Given below in Table 2 is an estimate of cost likely to be incurred in setting up
the gym facilities. The recurring costs shall be additional to this estimate and have
L R VE

been worked out separately. Also indicated are the expected earnings/support
annually.
AL UNI

TABLE 2: Expected Expenditure and Earnings for the Gymnasium

S no. Category of Expenditure Cost in Rs
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million
One-time cost 9.0
FO

1 Civil Construction 2.5

2 Electrical Works 0.5
3 Equipment 3.0
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4 Selection process 0.5

5 Core team expenses 0.5
6 Travel expenses 0.5
7 Misc expenses 1.5
Recurring Expenses/Year 2.2
1 Salaries and wages 0.5
2 Maintenance 0.7
3 Contingencies 1.0

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 Research Paper, Dissertation, and Thesis | 259

Expected Income/Year 2.0

1 DLW members 0.5

1
2 Non-DLW members 1.5

01
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It is anticipated that with the setting up of systematic fitness facilities such as
a gymnasium, the overall health levels of the employees and their families shall
improve. This is supported by the fact that many leading organizations in the

ER S
world including Intel, IBM, GE, TATA, and others have successfully tried and

D
ES RES
implemented this concept.
The Chairman is therefore requested to accord approval to the setting up of
a multifarious gymnasium at DLW.

SR P
HT ITY
IG RS
L R VE
AL UNI
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FO
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