zPPt - Seminar NEF OK6

Seminar on theSeminar on theTHEMETHEME::

“Quality Services for“Quality Services forBetter Employment in theBetter Employment in the

Public Works Sector”Public Works Sector”

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Public Works Sector”Public Works Sector”Organised by:Organised by:

THETHE

NATIONAL EMPLOYMENT FUNDNATIONAL EMPLOYMENT FUND

LIMBE, 19 December 2013LIMBE, 19 December 2013

CASE STUDYCASE STUDY

‘‘Administrative and Technical ‘‘Administrative and Technical MonitoringMonitoring

of Public Works Contracts’’of Public Works Contracts’’

Presented by:Presented by:HRH Chief TAMBE John BITAHRH Chief TAMBE John BITA

Regional SubRegional Sub--Director of ROADSDirector of ROADS(SOUTH(SOUTH--WEST REGION)WEST REGION)

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MINISTRY OF PUBLIC WORKSMINISTRY OF PUBLIC WORKS(NEW ORGANISATIONAL CHART)(NEW ORGANISATIONAL CHART)Decree NDecree N00 2013/334 of 132013/334 of 13thth September 2013September 2013

� [OLD ATTRIBUTIONS]: Construction and Maintenance of:� ROADS (Highways & Rural Roads)� BRIDGES & FLY-OVERS� PUBLIC BUILDINGS ( CONSTRUCTION, NOT RENOVATION)� FERRIES

� [ADDITIONAL ATTRIBUTIONS]: Construction and Maintenance:� RAILWAYS� AIRPORTS� SEAPORTS� URBAN ROADS� HYDRO-ELECTRIC DAMS� ENVIRONMENTAL PLANTS

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IN ALL CASES,

� A GOOD INFRASTRUCTURAL PROJECT

IS THE RESULT OF

� A GOOD CONCEPTION OR DESIGN

IN ALL CASES,

� A GOOD INFRASTRUCTURAL PROJECT

IS THE RESULT OF


INFRASTRUCTURAL PROJECTSINFRASTRUCTURAL PROJECTS


EXECUTED BY

� A COMPETENT ENTREPRISE

� AND WELL CONTROLLED.


EXECUTED BY

� A COMPETENT ENTREPRISE

� AND WELL CONTROLLED.

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CONCEPTION

PROJECT OWNERCONTRACT MANAGERCONTRACT ENGINEER

(ADMINISTRATION )

THE TRIANGLE OF ACTIONTHE TRIANGLE OF ACTION

CONTROL

PROJECT MANAGER(CONTROL MISSION)

EXECUTION

ENTERPRISE(CONSTRUCTION COMPANY)

INFRASTRUCTURAL

PROJECT

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OTHER STAKEHOLDERSOTHER STAKEHOLDERSOther Stakeholders also intervene in the Realization of Infrastructural Projects.In effect, these Stakeholders are either situated outside the Triangle of Action or are attached to one of the three Components of the Triangle.

They include:� International Funding Agencies (WB, EU, AfDB, etc)�Ministerial Technical Assistance Units

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�Ministerial Technical Assistance Units� Liquidating Agencies (ROAD FUND, etc)�External Audit Structures (MINCONSUP, CONAC, etc)�Public Contracts Regulatory Bodies (ARMP, MINMAP, etc)�Public Contracts Commissions�Administrative Supervisory Structures� Independent Observers�Bank Managers

A SUCCESSFUL INFRASTRUCTURAL A SUCCESSFUL INFRASTRUCTURAL PROJECT HAS PROJECT HAS 03 IMPERATIVES03 IMPERATIVES

RESPECT OF:

PROJECT PROJECT QUALITYQUALITY

RESPECT OF:

PROJECT PROJECT COSTCOST

RESPECT OF:

PROJECT PROJECT TIMETIME--FRAMEFRAME

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INFRASTRUCTURAL

PROJECT

DESCRIPTIONLENGTH

(km)PERCENTAGE

PAVED

Classified Roads

National Roads 7 055 50 %

Provincial Roads 5 717 15 %

Divisional Roads 7 662 7 %

Roads pending Up-grading 295 44 %

Sub TOTAL: CR 20 729(Approx. 25 % of Classified Roads)

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Sub TOTAL: CR 20 729Classified Roads)

Rural Roads 80 299

Sub TOTAL: RR 80 299(Less than 2 % of

Rural Roads)

Grand TOTAL 101 028From this Study :

(Approx. 7 % of All Roads)

Rehabilitation7 – 15

million/km

Maintenance1 – 2

million/km

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FOUR (04) PROJECT PHASESFOUR (04) PROJECT PHASES

1. Project Start-up Phase

2. Project Implementation Phase2. Project Implementation Phase

3. Project Completion Phase

4. Post-Project Completion Phase (Guaranty Period)

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PROJECT STARTPROJECT START--UP PHASEUP PHASE(#01)(#01)

�ADMINISTRATIVE (CCAP):

� Notification of the Contract (First Contract document)� Administrative Order to start work� Registration of the Contract (Tax Code; 30d after N.M.)� Cautions (Final + Start off)� Cautions (Final + Start off)� Insurance (RC + TRC)� Election of Domiciliation of Enterprise (Art. 22 of CCAP; 30d

after N.M.)� Representation of the Contractor (Art. 23.1 of CCAP; 15d after

OS De.)� Effective Presence of Representative of the Contractor (Art. 23.2

CCAP)

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PROJECT STARTPROJECT START--UP PHASEUP PHASE(#01)(#01)

�TECHNICAL (CCTP):

�Mobilisation of Human & Material resources�Production of Project Execution Documents�Production of Project Execution Documents�Project Site boards�Planning Charts for Supply of Materials�Environmental Management Plan�Work Safety Plan

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PROJECT IMPLEMENTATION PHASE PROJECT IMPLEMENTATION PHASE (#02) (#02)

�Site Logbook�Site Minutes book�Minutes of Weekly meetings�Minutes of Site visits�Minutes of Site visits�Technical Reports of Site visits�Monthly Reports�Monthly Payment vouchers�Respect of Time-frames (Planning Charts)

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PROJECT COMPLETION PHASEPROJECT COMPLETION PHASE(#03)(#03)

�Minutes of the Technical Pre-Reception Site visit�Minutes of the Up-lifting of Reserves�As-Built Plans of the Project�Minutes of the Provisional Acceptance Report�Minutes of the Provisional Acceptance Report�Final Project Report

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POSTPOST--PROJECT COMPLETION PHASEPROJECT COMPLETION PHASE(#04) (#04)

�Minutes of the Technical Pre-Reception Site visit�Minutes of the Up-lifting of Reserves�As-Built Plans of the Project�As-Built Plans of the Project�Minutes of the Final Acceptance Report�General & Final Payment voucher (Last Contract

document)

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THREE (03) SHOCKING OBSERVATIONSTHREE (03) SHOCKING OBSERVATIONS

1. POOR TIMING for awarding Public Works Contracts� Formerly: Fiscal Year: 1st July 2000 – 30th June 2001� Today: Fiscal Year: 1st January 2014 – 31st December 2014

2. PUBLIC CONTRACTS CODE� “Lowest Bidder” instead of “Best Offer”� “Lowest Bidder” instead of “Best Offer”� This is the origin of many failures in Public Works Contracts.

3. STATISTICS� About 50 % of Road Construction Companies that operated 10

years ago are no longer in the Road sub-sector.� WHY ? Simply because they could no longer manage it.

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PROBLEMS ENCOUNTEREDPROBLEMS ENCOUNTERED

See 2nd Presentation

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THE WAY FORWARDTHE WAY FORWARD

While DREAMING for a massive TARRING Programme to Up-grade the Service State of our

EARTH ROADS,

The MINISTRY OF PUBLIC WORKS has come The MINISTRY OF PUBLIC WORKS has come out with the “Rural Roads Maintenance and

Rehabilitation Strategy”

that shall accompany the Process of DECENTRALISATION within the MUNICIPAL

COUNCILS

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PLANNING FOR SUSTAINABLEPLANNING FOR SUSTAINABLERURAL ROADS MAINTENANCE:RURAL ROADS MAINTENANCE:

� The management of rural road projectsby the Rural Roads Maintenance andRehabilitation Strategy (RRMRS) rotatesaround the following three (03) phases:around the following three (03) phases:

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PLANNING FOR SUSTAINABLEPLANNING FOR SUSTAINABLERURAL ROADS MAINTENANCE:RURAL ROADS MAINTENANCE:

Phase 1MBT

• Execution of Rehabilitation works by Contracting Enterprises (SME)

• Sensitisation, training and animation of the

Phase 2Training

and animation of the beneficiary populations during execution of works (NGOs)

Phase 3LBT

• Post-rehabilitation Current Maintenance by Road Maintenance Committees (RMC)

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CONTACT INFORMATION:CONTACT INFORMATION:

FOR MORE INFORMATION

Contact:Contact:Tel: + (237) 699 98 62 56

E-mail: [email protected]

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THANK YOUFOR YOURFOR YOUR

KIND

ATTENTION

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zPPt - Seminar NEF OK6

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