PROJECT MANAGEMENT MANUAL
ISSUE II: APRIL, 2019
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LIST OF ACRONYMS
BOQ
Bill of Quantities
CMT
Contract Management Team
CT
Current Transformer
ERA
Electricity Regulatory Authority
ESMP
Environmental and Social Management Plan
FAT
Factory Acceptance Tests
GPS
Global Positioning System
HSP
Health and Safety Plan
LC
Local Council
LV
Low Voltage
MV
Medium Voltage
NEMA
National Environmental Management Authority
NSSF
National Social Security Fund
PPE
Personal Protective Equipment
PPDA
Public Procurement Disposal of Public Assets Authority
REA
Rural Electrification Agency
UNRA
Uganda National Roads Authority
UWA
Uganda Wildlife Authority
VAT
Value Added Tax
VT
Voltage Transformer
SCC
Special Conditions of the Contract
STDO
Service Territory Development and Operations
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TABLE OF CONTENTS
LIST OF ACRONYMS .......................................................................................................................... i
FOREWORD ..................................................................................................................................... vii
REVISION RECORD ....................................................................................................................... viii
1
Introduction ...............................................................................................................................1
2
About the Project Management Unit .................................................................................3
Operations of Project Development and Management Department .........................3
Brief on Contract Management Team ....................................................................................4
3
Contract Effectiveness ............................................................................................................5
4
Contract Execution Start Documentation ........................................................................6
Project Work Schedules ..............................................................................................................6
Approval of Project Personnel..................................................................................................6
Approval of Manufacturers and Technical Specifications .............................................7
Procurement Plan ..........................................................................................................................7
Approval of Subcontractors for Installation Works .........................................................8
5
Engineering Designs and Surveys ................................................................................... 10
Engineering Design and Survey Report by the contractor ......................................... 10
Engineer’s Review Report ....................................................................................................... 12
Environmental and Social Management Tools (ESMTs) ............................................. 12
Implementation Plan ................................................................................................................. 13
6
Tests and Inspections .......................................................................................................... 15
Factory Acceptance Tests and Inspections of materials ............................................. 15
Factory Acceptance Tests ........................................................................................................ 15
6.2.1
Poles ........................................................................................................................................ 15
6.2.2
Transformers ....................................................................................................................... 16
6.2.3
Conductors ........................................................................................................................... 17
6.2.4
Insulators .............................................................................................................................. 17
6.2.5
Bulk Meters .......................................................................................................................... 19
6.2.6
Metering Unit....................................................................................................................... 19
6.2.7
Circuit breaker (Auto-Recloser)................................................................................... 19
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6.2.8
Air Break Switch ................................................................................................................. 20
6.2.9
Load Break Switch ............................................................................................................. 20
6.2.10
Accessories (LV and MV) ................................................................................................ 21
FAT Report .................................................................................................................................... 21
Inspection upon delivery to site ........................................................................................... 21
7
Considerations for Effective Contract Management ................................................. 23
General Considerations ............................................................................................................ 23
7.1.1
Managing Additional Scope............................................................................................ 23
7.1.2
Managing Payment Certificates .................................................................................... 23
7.1.3
Managing Time Extension .............................................................................................. 26
7.1.4
Managing Performance.................................................................................................... 26
7.1.5
Change Management ........................................................................................................ 27
8
Site Office, Store and Yard Inspection ............................................................................ 28
9
Construction Site Supervision .......................................................................................... 30
Project Supervision by REA Engineer................................................................................. 30
Supervision by Safeguards Team ......................................................................................... 33
9.2.1
Safeguards Monitoring and Implementation Report ........................................... 34
Supervising the consultant ..................................................................................................... 37
Supervision by Wayleaves Officer ........................................................................................ 37
9.4.1
Definitions ............................................................................................................................ 37
9.4.2
Supervision Checkpoints ................................................................................................ 37
Supervision by Outreach Unit ................................................................................................ 39
9.5.1
Definitions ............................................................................................................................ 39
9.5.2
Supervision Checkpoints ................................................................................................ 39
9.5.3
Issues Addressed ............................................................................................................... 40
10 Progress Reporting............................................................................................................... 43
Clerk of Works ............................................................................................................................. 43
Project Engineers Progress Reports ................................................................................... 43
Contractor’s Monthly Progress Reports ............................................................................ 44
Consultant’s Progress Reports .............................................................................................. 45
11 Pre-Commissioning, Commissioning and Project Completion ............................. 47
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Introduction ................................................................................................................................ 47
Pre-commissioning exercise ................................................................................................. 47
11.2.1
Participants and Deliverables ....................................................................................... 47
11.2.2
Final Inspections ................................................................................................................ 48
11.2.3
Network Testing ................................................................................................................. 48
Commissioning and Handover Exercise ........................................................................... 49
Certificate of Practical Completion ..................................................................................... 49
Project Completion Report .................................................................................................... 50
Structure by Structure Audit ................................................................................................ 50
12 Connections ............................................................................................................................. 53
General Guidelines .................................................................................................................... 53
Earthing Kit.................................................................................................................................. 54
13 Defects Liability Period (DLP) .......................................................................................... 55
14 Contract Closure .................................................................................................................... 57
ANNEXES ........................................................................................................................................... 58
ANNEX 1: PROJECT IMPLEMENTATION CYCLE .................................................................... 59
ANNEX 2: STAKEHOLDER ANALYSIS AND PARTICIPATION MATRIX .......................... 60
ANNEX 3: RISK ANALYSIS MATRIX .......................................................................................... 61
ANNEX 4: CONTRACT MANAGEMENT PLAN ......................................................................... 89
ANNEX 5: CHECKLIST FOR ENVIRONMENTAL ASPECTS OF REA PROJECTS .............. 91
ANNEX 6: SURVEY METHODOLOGY AND PRESENTATION ........................................... 107
ANNEX 7A: POLES’ PRE-DISPATCH CHECKLIST (CREOSOTE) ..................................... 111
ANNEX 7B: POLES’ PRE-DISPATCH CHECKLIST (CHROMATED COPPER
ARSENATE) ................................................................................................................................... 113
ANNEX 8: FAT CHECKLIST FOR TRANSFORMERS ............................................................ 115
ANNEX 9.0 REA INSPECTION CHECKLIST FOR MANUFACTURING PLANTS FOR
CONDUCTORS............................................................................................................................... 121
ANNEX 9A: FAT CHECKLIST FOR LV ABC CONDUCTOR, THREE PHASE ................... 128
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ANNEX 9B: FAT CHECKLIST FOR LV ABC CONDUCTOR, SINGLE PHASE ................... 129
ANNEX 10: FAT CHECKLIST FOR TRANSFORMER WIRING AL / PVC CABLE .......... 130
ANNEX 11: FAT CHECKLIST FOR HV BARE CONDUCTOR 50SQMM ........................... 131
ANNEX 12: FAT CHECKLIST FOR HV BARE CONDUCTOR 100 SQMM ........................ 132
ANNEX 13: FAT CHECKLIST FOR GSW 3/2.64 ................................................................... 133
ANNEX 14: FAT CHECKLIST FOR GSW 7/2.64 ................................................................... 134
ANNEX 15: FAT CHECKLIST FOR GSW 7/4.00 ................................................................... 135
ANNEX 16: ROUTINE TEST - COMPOSITE LINE POST INSULATORS .......................... 136
ANNEX 17: ROUTINE TEST - PIN INSULATORS ................................................................. 137
ANNEX 18: ROUTINE TEST - DEAD END STRAIN INSULATORS ................................... 138
ANNEX 19: ASSESSMENT OF MANUFACTURER’S LEGAL AND REGULATORY
COMPLIANCE, CERTIFICATION AND EXPERIENCE .......................................................... 139
ANNEX 20 A: IPC CMT CLEARANCE FORM .......................................................................... 140
ANNEX 20 B: INTERIM PAYMENT CERTIFICATE TEMPLATE ....................................... 141
ANNEX 21: CONTRACT CHANGE ORDER FORM ................................................................ 143
ANNEX 22: SITE INSPECTION CHECKLIST .......................................................................... 144
ANNEX 23: DAILY REPORT TEMPLATE FOR CLERK OF WORKS ................................. 146
ANNEX 24: WEEKLY PROGRESS REPORT ........................................................................... 147
ANNEX 25: SHUT DOWN AND COMMISSIONING LETTER TEMPLATE (GENERAL) 149
ANNEX 26: SHUT DOWN AND COMMISSIONING LETTER TEMPLATE (UMEME) ... 150
ANNEX 27: INVITATION LETTER FOR COMMISSIONING OF BULK METERING UNITS
AND AUTO RECLOSERS (UETCL) ........................................................................................... 151
ANNEX 28: INVITATION LETTER FOR COMMISSIONING (UEDCL) ............................. 153
ANNEX 29: COMMISSIONING REPORT TEMPLATE .......................................................... 154
ANNEX 30: CERTIFICATE OF PRACTICAL COMPLETION ............................................... 159
ANNEX 31: SUB-CONTRACTING CRITERIA ......................................................................... 160
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ANNEX 32: APPROVAL OF MANUFACTURER AND TECHNICAL SPECIFICATIONS . 170
ANNEX 33: LETTER OF INTRODUCTION TO THE DISTRICT ......................................... 179
ANNEX 34: STRUCTURE BY STRUCTURE AUDIT TOOL .................................................. 180
ANNEX 35: CONTRACT CLOSURE CHECKLIST ................................................................... 181
ANNEX 36: NO CLAIM CERTIFICATE ..................................................................................... 183
ANNEX 37: CIRCUIT BREAKER COMMISSIONING FORM ................................................ 184
ANNEX 38: CONTRACT ASSESSMENT TOOL (CONTRACTOR) ...................................... 186
ANNEX 39: CONTRACT ASSESSMENT TOOL (CONSULTANT) ...................................... 199
ANNEX 40: CONTRACT MANAGEMENT PLAN ................................................................... 205
ANNEX 41: PROJECT CHARTER .............................................................................................. 230
ANNEX 42: DESIGN AND CONSTRUCTION TEMPLATE ................................................... 238
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FOREWORD
The Rural Electrification Agency (REA) Project Management Manual is a guideline that
contains procedures, processes, policies, checklist, and parameters needed to enable the
day to day management and supervision of REA projects from the design stage through
to the construction and commissioning stages; including connections in line with
environmental and social safeguards.
Anchored in the dictates of the Rural Electrification Strategy and Plan (RESP 2013-2022)
for REA to adopt technical standards for all construction design, this manual is part of the
Agency efforts towards ensuring a 26% rural electrification access in an effective and
efficient manner by 2022. In this regard, therefore, the manual offers guidance on a range
of key project management aspects including; project documentation and progress
reporting; engineering design and survey; tests and inspections; quality management,
change management, commissioning, performance assessment, risk analysis and
stakeholder engagement.
Templates are provided in the manual to offer practical guidance on how to handle
documentation for the various supervision aspects throughout the project cycle
including; Factory Acceptance Test (FAT) checklists for power line components and
equipment; checklist for legal and regulatory compliance; payment certificates, contract
change order form, site inspection checklist, report templates; shut down and
commissioning documentation templates and sub-contracting criteria.
The Agency acknowledges the efforts that have been put into this process to produce
working documents for better service delivery. This manual has been developed through
a collective effort of a team of Engineers, environmental and Social Safeguards personnel
with vast experience in power line construction and project management. The REA
Project Development and Management team, led by the Department Manager, has
particularly been instrumental in developing this manual.
It is my hope, therefore, that all projects and managed as guided by this manual and all
project management teams at the Agency will adhere to the guidelines here to ensure
effectiveness and efficiency as REA dedicates its work to the socio-economic
transformation, in an equitable and sustainable manner for rural development.
For God and My Country.
GODFREY R. TURYAHIKAYO
EXECUTIVE DIRECTOR
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REVISION RECORD
VERSION
1.0
DATE
30/06/2016 


ORIGINATORS
Twongirwe Caleb
Bisikwa Sarah
Mbekeka Molly
REVIEWED BY












2.0
30/03/2019 


Twongirwe Caleb 
Kenneth Kahuma 
Adella Kyohairwe 













Godfrey Werikhe Eng.
Eng. John A.
Turyagyenda
Eng. Henry I. Aine
Lutwama Charles
Wegulo Byakatonda
Samuel Bishop
Anthony Wamabuya
Fred Asiimwe
Adella Kyohairwe
Onzia Joseph
Kimera Raymond
Kenneth Kahuma
APPROVED BY
Turyahikayo
Godfrey
Eng. John Turyagyenda
Benon Bena
Eng. Henry I. Aine
Grace Birikadde
Richard Muhangi
Wegulo S. Byakatonda
Samuel Bishop
Anthony Wamabuya
Christopher Katende
Fred Asiimwe A
Onzia Joseph
Kimera Raymond
Sarah Bisikwa
Dr.Patricia Litho
Molly Mbekeka
James G. Litta
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ISSUE
For issue to all REA and Accredited Contractors’ or Consultants’ staff involved with the
design, construction and supervision of overhead distribution lines, and is for reference
by field, technical and engineering staff.
Where this Manual is issued as a controlled document replacing an earlier edition,
remove and destroy the superseded document.
DISCLAIMER
REA Manuals are subject to on-going review, the information contained in this document
may be amended by REA at any time. Inconsistencies may exist between standard
documents. In such instances, the most recent Manual shall prevail.
This document has been developed using information available from field and other
sources and is suitable for most situations encountered in Rural Electrification. Particular
conditions, projects or localities may require special or different practices. It is the
responsibility of the Project manager, Engineering supervisor, Contractor, assured
quality controller and the individuals involved to make sure that a safe system of work is
employed and that statutory requirements are met.
REA disclaims any and all liability to any person or persons for any procedure, process or
any other thing done or not done, as a result of this Manual.
INTERPRETATION
In the event that any user of this manual considers that any of its provisions is uncertain,
ambiguous or otherwise in need of interpretation, the user should request REA to clarify
the provision. REA’s interpretation shall then apply as though it was included in the
Manual.
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1
Introduction
Rural Electrification Agency (REA) is a semi-autonomous body created by an Act of
parliament under Ministry of Energy and Mineral Development. REA is mandated to
implement rural electrification programs in Uganda and has a vision of achieving
universal access to electricity by 2035. Since its formation in 1999, Government of
Uganda through Rural Electrification Board and REA has implemented several rural
electrification projects.
To effectively carry out this function on behalf of the Government of Uganda, REA
established the Projects Development and Management Department with a core mandate
of effective Project Management and Supervision.
This manual is designed to guide the project management teams in the day-to-day
management of Rural Electrification projects with a key emphasis placed on ensuring
quality in delivery of the projects as a whole.
This manual issues guidelines, content checks and quality checks on activities,
procedures, practices and documentation used to manage factors affecting project
implementation including Cost Management, Time Management, Quality Management,
Scope Management, Stakeholder Management and Risk Managements.
This manual discusses key areas of project implementation including contract
effectiveness, initial project documentation, Engineering Design and Survey,
Construction Environmental and Social Management Framework and Plan, and
associated work procedures and guidelines, Tests and Inspections of materials and
equipment, considerations for effectively managing the contract, construction
supervision, report formats, pre-commissioning and commissioning guidelines,
connections and project closure.
Engineers, environmentalists and social safeguards staff are however encouraged to read
the following documents in order to effectively use this manual:
i.
EPC Contract’s
ii.
Construction Manual
iii.
Manufacturing manuals, Standards and Specifications of Materials
iv.
Environmental and Social Management Framework and Plan, and associated work
procedures and guidelines
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The scope of work consists of supervising all works including designing, surveying and
line route profiling; pegging and bush clearing; procurement and delivery to site of MV
and LV overhead line construction materials including distribution transformers, bulk
metering equipment and switchgears, overhead bare conductors, treated wooden poles,
line insulators and related hardware accessories and protection device; medium voltage
and low voltage network construction; installation of distribution transformers and
protection equipment and network testing; pre-commissioning and commissioning;
development and submission of as built drawings.
The manual also contains the Project Implementation Cycle (Annex 1) that clearly
highlights the documentation, approvals and stakeholders involved at each stage of
project; Stakeholder Analysis and participation matrix (Annex 2) and Risk Analysis
Matrix (Annex 3).
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2
About the Project Management Unit
The Project Development and Management department (PDM) is the project
implementation unit of REA. The department is staffed with a mix of professionals
ranging from Engineers, Sociologists and Environmental practitioners. This section
therefore briefly discusses the operations of the PDM department and the Contract
Management Team.
Operations of Project Development and Management Department
To date, the operations of the Department are categorized into aspects highlighted below,
i). Project Development: Design Review, including updating technical specification,
preparation of bidding documents and procurement assistance. This activity is core
and is currently handled by the manager with assistance from the Principle and
senior engineers, in addition to overseeing the operations of the whole department.
ii). Construction Supervision. The core activity undertaken is the supervision of
construction works to ensure quality compliance and good workmanship. This
activity is currently undertaken by the Project Engineers, under the supervision of
the respective project coordinators. As a key role, they manage the day-to-day
activities of the projects.
iii). Project Monitoring. Project monitoring and control is a key function conducted at a
senior level and is executed through project monitoring CMTs. Their main role is
project and contract management. The CMT includes a senior engineer, senior
environmentalist and social development officers and the principle community
outreach officer. The main task is to interface with the supervision engineers and
the communities outreach CMTs and interpret information generated for
monitoring and control purposes. The CMT focuses on ensuring compliance to
quality, scope, budget, time and social and environmental requirements of the
project, offering technical support to the operations CMT (assistant project
engineers and assistant community outreach officers)
iv). Overall Project Management. The project management function is overseen at the
principal level. The principal project engineer, senior environmental officers and
the principal community outreach officers oversee the project management
function for projects under implementation and the post construction phase.
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v). Stakeholder Engagement. Project success is fully dependent on the level of
engagement of the targeted beneficiaries. As such, the operations of the department
have been structured in a way that community engagement, mobilization and
involvement is conducted in parallel with construction supervision. This is the
primary role of the community outreach unit, who are the “face of REA” out there.
Brief on Contract Management Team
Upon contract signing, the REA accounting officer nominates a contract manager in
accordance with the PPDA guidelines to oversee the management of the contract.
Thereafter, a Contract Management Team (CMT) is established, through a dully signed
Contract Management Plan (CMP) (Attached in Annex 40) which spells out the roles and
responsibilities of the team members. The CMT consists of professional to manage the
engineering, GIS and operations, communication and community outreach, social and
environmental components of the project. On project kick-off, a Project Management
Charter Annex 41 is signed-off to guide the relationship between the CMT, EPC contractor
and the supervision consultant.
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3
Contract Effectiveness
The Contract manager should ensure the following documents have been filed.
Table 1: Contract Management Documentation and Timelines
NO. DOCUMENT
TIMELINE
1
PP Form 49 (attached in Annex 4) Upon appointment of Contract manager
2
Performance Security
Within specified days as per the contract
3
Advance Payment Guarantee
Within specified days as per the contract
Notes:
a) Advance payment will be made to the Contractor upon presentation of an
unconditional Bank Guarantee of an equivalent amount from a reputable licensed
commercial bank acceptable to the employer. The Advance Payment will be
recovered at an amortisation rate specified in the Contract.
b) Insurance Cover
All Insurance agreements for Construction projects shall be made under the professional
assistance of an Insurance Broker who shall be in possession of a valid operational
license issued by Insurance Regulatory Authority (IRA). The Contractor shall submit
credentials of the Insurance Broker to REA for Approval. To this end, the Insurance
Covers shall be accompanied with notes from the Approved Insurance Broker. The
Contractor shall also submit a receipt from an Insurance Service Provider as proof of
payment for the Insurance Covers.
All insurance covers shall be prepared in accordance with the works Contract. As a
minimum, the Engineer shall ensure that:

The minimum cover for insurance of the Works, Plant and Materials is: Full
replaceable cost/value. The third party shall cover the employer’s personnel.

The minimum cover for insurance of Equipment shall be: Full Replacement Value

The minimum cover for insurance of property is: Full Replacement Value

Workman’s compensation shall include the Contractor’s employees. It shall also
include subcontractors for works where applicable.
c) The standard form of Performance Security acceptable to the Employer shall be an
Unconditional Bank Guarantee in the format presented in the Bidding Documents for
works.
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4
Contract Execution Start Documentation
Project Work Schedules
Upon Contract Signature, a Project Kick-off meeting shall be held within 10 days. This
meeting shall be guided by the Project Management Cycle (attached in Annex 1). After
this meeting, the Contractor shall be required to furnish REA with a Month Zero
implementation plan within 10 days.
The Plan shall clearly show activities the Contractor intends to accomplish in the period
after contract signature and prior to effectiveness or activities to be executed within the
first the first 28days from signature. As a minimum, the plan shall clearly detail the dates
of submission of the following key contract deliverables: Performance Security, Advance
Payment Guarantee, Insurance Covers, Contractor’s Organogram, Subcontractor’s
Profiles, Detailed Technical Specifications and Manufacturer Details,
Project
Procurement Plan, Project Completion Schedule and Schedule of Personnel. This plan
shall be discussed and signed off by the Contractor, Client and Supervision Consultant.
Onwards, the Contractor shall provide an updated work schedule, monthly, as indicated
in the Contractor’s progress report (Section 9.3).
Approval of Project Personnel
The Contractor shall submit the project execution organogram, committing to the
availability of the key personnel. To this, detailed and updated CV’s shall be submitted for
review and prior to acceptance, interviews chaired by the REA shall be conducted to
confirm specific experience of the team. Upon acceptable performance, the REA shall
issue approvals of the organogram and the key personnel, clearing the team for
deployment.
In case the contractor wishes to avail personnel different from those stipulated in the
contract, the contractor shall submit a request for change of project personnel; stating
the justification for this change, their positions and proposed personnel. The contractor
shall attach CVs of the proposed personnel whose qualifications should be equal to or
greater than those of the stipulated personnel as per the contract.
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Approval of Manufacturers and Technical Specifications
The Contractor shall provide details of the manufacturer and their guaranteed technical
specifications supported by technical drawings.
The CMT shall review them to ensure compliance to REA’s requirements for those
materials and shall issue an Approval of the Manufacturer and Technical Specifications
(Annex 4 and 32) when compliance is met.
Submissions and or drawings shall either be approved or rejected with comments.
The Engineer’s approval does not in any way relive the Contractor of his full
responsibility for the correctness of his documentation and the proper functioning,
quality and compliance with the Specifications of all plant and equipment supplied by
him.
Procurement Plan
The procurement plan shall be issued by the contractor and should include the following
items:
a) List of Items to be procured
b) Name and contacts of supplier
c) Location of supplier
d) Approvals of Supplier and Product Specifications issued by REA should be
attached.
e) Expected Date of Placement and Confirmation of Orders
f) Quantities to be supplied
g) Manufacturing period (Start and end dates)
h) Planned dates for Factory Acceptance Tests and/or pre-dispatch inspection
i) Expected date of Delivery to the country/ site
j) Packaging Methodology
k) Methodology of handling, transportation, delivery and storage of materials
l) Company profiles of the Transporter and the Clearing Agents
m) Risk assessment clearly indicating risk mitigation Plan
n) Representative of the contractor
The procurement plan shall be submitted to the Project Manager for review and approval
prior to placement of orders.
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Action by REA
The Engineer shall ensure that the Procurement plan is submitted within 28 days after
contract start date.
The Engineer in consultation with Procurement and Disposal Unit shall review the plan,
prepare an assessment report recommending approval of Clearing Agents, Method of
Packaging, Transporter and Risk management plan. The Engineer shall also confirm
placement of orders.
Approval of Subcontractors for Installation Works
The main contractor shall submit a detailed company profile of the subcontractors for
installation works including the following:
i).
Certificate of Incorporation
ii).
Valid trading license
iii).
Income tax clearance
iv).
Valid VAT registration certificate
v).
Valid PPDA registration certificate
vi).
Articles and Memorandum of Association
vii).
Particulars of the Directors (Company form 7) with copy of identification
(driving permit, national ID or passport) and detailed CVs with passport
photos attached
viii).
Office premises
ix).
Valid NSSF registration certificate
x).
Audited books of accounts for the previous 1 years
xi).
Should not be suspended by PPDA or development partners
xii).
Recommendation from registered Engineer
xiii).
Acceptable code of conduct
Minimum Technical Experience and Capability of the Firm shall be: Proof of existence of
the company for 2 years and proof of two (02) similar works done in the last 2 years
similar in scope, amount and complexity.
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Table 2: Key personnel with the minimum level of qualification and experience
No. Personnel
Minimum
Specific
Qualification/Expertise
Experience
1
Project
Manager/ BSc. Electrical Engineering
2 years
Electrical Engineer
2
Foremen
Ordinary Diploma in Electrical 5 years
Engineering or equivalent
Note: Either the Electrical Engineer and/or the General Foreman shall be a holder of a
valid Class B ERA Certificate.
Action by REA
The Engineer shall review the company profiles (Refer to Annex 31 for the full
subcontracting criteria), prepare and submit an assessment report prior to
recommendation for approval, rejection or modification where applicable.
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5
Engineering Designs and Surveys
The Contractor shall embark on Engineering designs and surveys as agreed in the Project
Completion Schedules after Contract Effectiveness. The surveys and designs shall be done
in conformity with environmental and social standards, requirements and best practices.
The major expected outcomes of this activity shall include the Engineering Design and
Survey report; and Environmental and Social Management Tools. The Contractor shall
also furnish the Project Manager with a Project Implementation Plan prior to
commencement of works.
Engineering Design and Survey Report by the contractor
This report shall be prepared and submitted by the contractor. Survey drawings and
report shall fully be signed by the Contractor’s Project Engineer. Submission shall not be
accepted if not signed by the contractor’s Project Engineer.
The report shall include the following:
Chapter one: Brief description of the general geographical, social and physical
environmental characteristics of the site including soil types, general topography,
vegetation and plantations in the area, swamps, farm lands, rivers, water bodies, social
economic set up of the area, social services, Protected areas etc.
Chapter two: Economic Analysis – economic activities carried out in the area.
Chapter three: Development projects and plans within the project area – such as resorts,
tourist attractions, cultural sites, local council and district development plans especially
concerning water and roads which can be obtained from UNRA and District physical
planners.
Chapter four: General Technical Considerations: This chapter should briefly discuss the
existing power network from which the Tee-off will be; taking into consideration the
following:
i).
ii).
Substation

Installed capacity, protection settings (grading)

Any future expansion plans such as construction of spare bays
General condition of the existing power line

The construction type

The length of the line
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
Details of the primary substation from which the existing line originates

Current voltage profile and load profile of the primary substations (Should be
within the 10% voltage drop tolerance)

Nature of load that the feeder serves - Industrial loads or domestic loads

Voltage at the point of connection (Measured from the nearest Transformer)
Chapter five: Survey methodology – the methodology shall detail the line route survey,
structure spotting, and profiling. The line route survey shall be conducted using high
precision survey equipment that shall be compatible with PLS CAD. The profiling and
network modelling shall be done using PLS CAD. Should describe considerations taken
during the survey activity, Personnel experience and qualification of team executing the
survey activity, Tools used (RTK, GPS). (Refer to Annex 6 for the detailed Survey
Methodology).
Chapter six: Design criteria – describe type of structures used, power line components
sizing, type of construction and their justification (simulations, load flow studies and
calculations done).
Chapter seven: Construction Methodology – should include the construction type,
transition from one construction stage to another, how to ensure quality of works and
how to ensure timely completion among others. Methodology on how to deal with
swamps; managing environmental and social aspects of the project including safety shall
be included as well.
Attachments: The following shall be attached to the report.
a) Survey report, Design and Structural drawings, Pole schedules (structures and
accessories, structure number, pole height, and span length), material list, updated
BoQs; Coordinates of Project Affected Persons (PAPs) and Beneficiaries
b) List of required approvals arising from the power line design for example
approvals from statutory authorities (e.g. NEMA, NFA, UWA etc.), use of Pin /
Light/Flying Angle structures, use of three member structures with a span greater
than 300m, use of guy poles, the format and the notation of the drawings, the initial
sag and tension tables
c) Latest Physical Plan for the District
d) Design and Construction Tool (Template is attached in Annex 42)
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Note: The survey of the low voltage network shall be conducted in a manner that will
record in detail the last mile consumer. The details shall include the full names, contact
details of owner, GPS coordinates of their location (Arc 1960 UTM coordinate system),
nature of structure and status of wiring. This list shall be submitted alongside the low
voltage structure schedules for each distribution transformer and shall be verified by the
project manager prior to approval of the design drawings.
Engineer’s Review Report
The Engineer shall go with the report to the field to verify the information given and write
a report which shall include the following:

Chapter one: Introduction – Contract details

Chapter two: Findings from site inspection and review of Engineering Design and
Survey Report by the contractor

Chapter three: Scope Analysis (Contractual vs As-pegged)

Chapter four: Financial Analysis (Contractual vs As-pegged)

Chapter five: Risks and mitigation Plan

Chapter six: Recommendations and Conclusion
Environmental and Social Management Tools (ESMTs)
The Contractor shall prepare all the necessary ESMTs and these shall include:
a) Construction Environmental and Social Management Plan
b) Community and Communication Engagement Plan
c) Occupational Health and Safety Plan (OHSP)
d) Alcohol Substance Abuse Policy
e) HIV management Program
f) Occupational Health and Safety work procedures
g) Health, safety & Environment (HSE) Policy
h) HIV management Program
i) Alcohol Substance Abuse Policy
j) Occupational Health and Safety (OHS) inspection, testing and monitoring
procedures
k) Incident investigation, management and reporting procedure
l) Waste Management Plan
m) Procedure for Decommissioning Equipment Storage Yard
12 | P a g e
n) Wetland work and restoration procedures
o) Transport Management Plan/Procedure
p) Community Engagement Plan
q) Procedures for materials stores and restoration
r) Labor Management Plan
s) Risk Assessment – Indicate possible risks to the project and mitigation actions
Implementation Plan
Prior to commencement of Construction Works, the Contractor shall provide a detailed
Project Implementation plan. This Plan shall include the following items as a minimum;
Chapter one: Introduction

Brief Project description

Purpose of the Implementation Plan

Assumptions and Constraints made during the development of the plan
Chapter two: Management Overview

Major Tasks – Brief description of major tasks involved in the project
implementation

Updated Project Completion Work Schedule – Use MS Project or equivalent and
present using a Gantt Chart

Risk Management Plan

Quality Control Plan; include considerations to ensure that the method presented
is followed
Chapter three: Implementation Support

Project Organogram showing Role, Name, Contact (Include personnel responsible
for connections)

Deployment Plan – Indicate the number of required personnel, their skill levels,
their respective roles, responsibilities and key deliverables.

Tools and equipment to be used – specify models, versions, ownership status,
licensing and manufacture support (Indicate tools and equipment relevant at each
stage)

Facilities – Site Stores and Offices including location (Refer to Annex 22 for the Site
Inspection Checklist).
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The Project Implementation Plan should be approved and signed by the Contractor’s
Project Manager.
The amount to be withheld for late submission of an updated Program is: 0.2% of the
contract sum.
Action by REA
CMT shall review the Implementation plan, prepare an assessment report and make
recommendation for approval, rejection or modification where applicable. The report
shall entail the following:
Chapter one: Introduction including Brief Project description
Chapter two: Observations from review of the Implementation plan
Chapter three: Recommendations and Conclusion
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6
Tests and Inspections
All materials shall be tested to ensure compliance to REA standards and specifications.
Prior to placement of an order, all manufacturers’ material specifications should have
been reviewed and approved by REA.
Factory Acceptance Tests and Inspections of materials
Factory Acceptance Tests (FAT) will be carried out for major equipment and materials.
Upon substantial completion of manufacturing and production of the equipment or
materials, the manufacturer shall submit specific production line test reports for the
completed products together with the manufacturer’s test procedures and protocols for
review before inviting the client for FATs.
For other materials and accessories, the manufacturer shall submit for review and
approval material specifications and production line/ routine test reports (should
include serial numbers) for REA materials prior to dispatch. For poles, Material Safety
Data Sheets for chemicals used shall also be submitted.
For all imported materials except meters, after FATs and materials are ready for
shipment, a Pre-export Verification for Conformity (PVOC) shall be carried as required by
UNBS and a Certificate of Conformity (CoC) issued prior to shipment.
Action by REA
The Engineer shall review production line test reports and the manufacturer’s test
procedures and protocols in line with respective REA manuals and/or IEC Standards, and
recommend approval for FATs or dispatch.
Factory Acceptance Tests
Below is a list of major equipment and the minimum required tests which shall be carried
out. The tests may vary depending on the Contract.
6.2.1 Poles
The following tests and checks will be carried out in accordance with REA Wooden Pole
Treatment, Transportation, Handling and Erection Manual:
i) Visual inspection
ii) Measure of Pole Lengths
iii) Measure of Pole Top Diameters
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iv) Cantilever test to assess mechanical strength
v) Midpoint test to assess mechanical strength
vi) Retention tests to measure how much treatment chemical has been retained in the
pole
vii) Penetration tests to ascertain how far the chemical has penetrated into the sap
wood
viii) Check manufacturer’s documents relating the chemicals quality and efficiency.
Refer to Annex 7 for the Pole’s Pre-dispatch Checklist.
6.2.2 Transformers
The following tests should be carried out in accordance with REA Transformer
Manufacturing Manual:
i) Insulation resistance test to assess the condition of insulation of all insulated parts
of a transformer
ii) Vector group test to confirm that the vector group is provided
iii) Voltage ratio test to ensure that the turns ratio of the windings is correct and that
the tapping on any of the windings have been made at correct position
iv) DC winding resistance test to measure the DC resistance between lines of all
windings and to detect faulty or poorly made connections. Test results are
important in full load loss measurement
v) Oil dielectric test to confirm the electrical strength of the transformer oil
vi) Separate source voltage withstand test to determine the integrity of the insulation
between windings and earth
vii) Induced over voltage test at high frequency to verify voltage withstand strength
between the windings and Earth, the withstand strength between the phases, and
between turns of a phase under test
viii)
No load test (core loss- hysteresis loss and eddy current loss) to determine the
No Load losses of a transformer. It also checks whether any damages have been
caused to windings and insulation from prior tests
ix) Full load loss test (copper losses) to assess the Full Load Loss (copper loss) and the
impedance voltage of a transformer
x) Zero sequence impedance test to determine the zero sequence impedance of the
transformer
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xi) Sound level test to determine the sound level of the transformer
xii) Temperature rise test to determine the temperature rise of the transformer
xiii)
Measurement of electrical break through voltage of copper wire to assess the
insulation of copper wire
xiv) Dry power frequency voltage withstand test to identify any flashover or punch of
the bushings
xv) Pressure testing to ensure that the finished transformers withstand high pressure
and to detect any leak points
xvi)
Capacity or Rating Test
Refer to Annex 8 for the FAT Checklist for Transformers.
6.2.3 Conductors
The following tests should be carried out in accordance with IEC 61089 and IEC 889;
i) Tensile tests to confirm tensile strength of conductors
ii) Wrapping tests to determine ductility of conductors (how easily it can be wound
and twisted)
iii) Electrical resistance measurements to determine the DC resistance
iv) Conductor grease test to determine the resistance to corrosion and rust
v) Verification of dimensions of cable including measurements for strand diameter
of strand, overall cable diameter, cross sectional area and number of strands.
vi) Visual examination including Surface Condition inspection
vii) Zinc coating thickness test
viii) Lay ratio and Direction of Lay
ix) Breaking Load Test
x) Elongation Test
xi) Tests on XLPE Insulation including measurement of nominal insulation wall
thickness.
Refer to the FAT checklists in Annexes 9-18.
6.2.4 Insulators
Tests are carried out for the different insulators
a) Composite line post insulators tested in accordance with IEC 61952 and IEC 62217
i) Tensile load test
ii) Visual examination
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iii) Verification of dimensions
iv) Tests on interfaces and connections of metal fittings

Thermal-mechanical pre-stressing

Water immersion pre-stressing

Verification tests / visual examination

Steep-front impulse voltage test

Dry power frequency voltage test
v) Test of housing

Accelerated weathering test

Tracking and erosion test

Flammability test
vi) Test for the core material

Dye penetration test

Water diffusion test
vii) Assembled core load tests

Verification of the maximum design cantilever load

Tensile load test
viii)
Dry lightning impulse withstand voltage test
ix) Wet power frequency test
x) Cantilever failing load test
Attached is the checklist for Composite Line Post Insulators in Annex 16.
b) Pin insulators tested in accordance with IEC 60383
i) Power frequency puncture voltage
ii) Mechanical failing load test
iii) Porosity test
iv) Verification of dimensions
v) Visual inspection
Attached is the checklist for Pin Insulators in Annex 17.
c) Dead end strain insulators tested in accordance with IEC 61109
i) Steep front impulse voltage withstand test
ii)Lightning impulse flashover voltage test
iii) Radio interference voltage test
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Attached is the checklist for Dead End Strain Insulators in Annex 18.
6.2.5 Bulk Meters
The following tests shall be carried out during the FAT:
i) Environment Tests
ii) Accuracy Class Test
iii) Voltage and Frequency Variation Test
iv) Burden test and load test under minimum, maximum and average load
v) Mechanical strength test (Degree of protection)
vi) Voltage Withstand
vii) Registers and Energy Flow Direction
viii) Time and Synchronization
ix) Meter Markings
6.2.6 Metering Unit
The following tests shall be carried out during the FAT:
i) Voltage withstand tests
ii) Secondary impedance and voltage withstand. Tests for Secondary VT and CT
winding.
iii) Insulation resistance test
iv) Ration tests for both VT and CT
v) Accuracy class for both VT and CT
vi) Magnetization characteristic and the Burden for the CT and VT
vii) Terminal Markups
viii) Degree of Protection for the Unit
6.2.7 Circuit breaker (Auto-Recloser)
i) Voltage withstand
ii) Contact resistance measurement
iii) Continuity test for voltage and current (Secondary) Circuit
iv) Tripping and closing time
v) Arch resistance test and arc discharge
vi) Auto-Reclosing time/cycle
vii) VT Secondary winding voltage withstand
viii) CT Secondary winding voltage withstand
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ix) Short circuit current withstand
x) Insulation resistance
xi) Winding resistance for VT and CT Secondary
xii) Protection Schemes and characteristics
xiii) Minimum fault pick up levels for each scheme
xiv) External analogue input testing facility for both VT and CT (Shorting facility for
CT and opening facility for the VT)
xv) Communication to Remote operation
xvi) Signaling: Local signaling; Remote Signaling
xvii) Current Loggers; fault invents storage and retrieval
xviii) Communication protocols active
xix) Operation Counters tests
xx) Terminal Marking
xxi) Ingress protection for Control panel
xxii) Controls: Mechanical and Electrical operation; Remote and local operation
6.2.8 Air Break Switch
i) Voltage Withstand
ii) Contact resistance
iii) Insulation Resistance test
iv) Arch resistance measurement
v) Electrical Discharge
vi) Closing and opening time at Nominal load
vii) Rating/Current Rating
6.2.9 Load Break Switch
i) Voltage Withstand
ii) Contact resistance
iii) Insulation Resistance test
iv) Arch resistance measurement
v) Electrical Discharge
vi) Closing and opening time at Nominal load
vii) Rating/Current Rating
viii) Electrical operation and mechanical operation controls
ix) Remote Control and local Control
20 | P a g e
x) Tripping and closing
xi) Signaling to Remote
6.2.10 Accessories (LV and MV)
i) Dimension measurements and quality of workmanship
ii) Tests for thickness of Galvanization (where applicable)
iii) Mechanical Strength tests such as Tensile Strength Test
iv) Visual inspection for conformity with specification
v) Inspection for markings
vi) Confirmation of material composition
vii) Suitability for application for which it is intended
The manufacturer shall avail steel or aluminum quality test reports where applicable.
FAT Report
The Engineer shall submit an FAT report including the following:

Chapter one: Introduction – details of contract, brief of procurement process and
relevant approvals issued, FAT Team composition

Chapter two: Assessment of manufacturer’s Legal and Regulatory Compliance
certification and experience (Checklist is attached in ANNEX 19)

Chapter Three: Factory and Manufacturing Process Assessment

Chapter Four: Methodology (Testing procedures used, sampling methodology)

Chapter Five: Product Tests

Chapter Six: Recommendations and Conclusion

Attachments: Material Test Reports and Checklists
Inspection upon delivery to site
This shall be done for all equipment to assess damage (if any) caused during
transportation and delivery. It will be carried out as part of the monthly site inspections.
Where applicable, the Engineer shall move with the list of materials’ serial numbers
issued by the manufacturer during the FAT and carry out a visual Inspection to confirm
delivered quantities and serial numbers at the site store or yard.
The Engineer shall prepare a report after this exercise which shall at the minimum
include:

Chapter One: Introduction – contract particulars, materials being inspected
21 | P a g e

Chapter Two: Confirmation of manufacturer of materials as per the approval of
manufacturer and material specifications.

Chapter three: Confirmation of quantities as per the FAT report and packaging
lists.

Chapter Four: Observations from physical inspections of materials

Chapter Five: Observations from dimension measurements

Chapter Six: Observations from confirmation of engravings and labels

Chapter Seven: Results from penetration tests for poles. For CCA treated poles,
sample retention tests shall be done using a handheld spectrometer

Chapter Eight: Recommendations and Conclusions

Attachments: Pictorial evidence of activity, copies of delivery notes
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7
Considerations for Effective Contract Management
General Considerations
This section discusses some key considerations to effectively manage contracts. This
includes managing additional scope; managing project cost: payment certificates; project
time management; performance appraisals; and change management.
The Engineer shall be careful to read the Contract under supervision. The Contract shall
either be an Ad-measurement or Lump Sum Contract.
7.1.1 Managing Additional Scope
The Contract manager shall identify the need for additional works, and communicate this
need to the contractor to furnish the agency with the detailed survey drawings and bills
of quantities at the at the same price rates of the original contract. The Consultant shall
write a financial and technical evaluation report to back up the viability of the schemes.
The PMU shall then review the above mentioned documents and submit to Procurement
and Disposal Unit for onward action.
7.1.2 Managing Payment Certificates
The Contractor shall submit to the Project Manager monthly statements of the estimated
value of the work executed less the cumulative amount certified previously. Such
statements shall be submitted monthly prior to the monthly site inspection.
Based on the facts collected from the site, payment assessment and certification shall be
made by Engineer. The certificate shall then be forwarded for payment. The detailed
process through which the Certificate goes is illustrated in Figure 1 below.
The minimum time required for:
a). Donor funded projects is: 66 Days
b). Government of Uganda projects is: 31 Days
The CMT Evaluation shall be done jointly and the Environmental Officer, Wayleaves
Officer, Outreach officer shall sign on IPC CMT Clearance Form (attached in Annex 20A)
after stating clearance or objection to payment of the items claimed for in that Certificate.
23 | P a g e
Figure 1: IPC Processing Stages, Responsible Parties and Timelines
Transporter
Project Funder
Preparatio
n and
Submission
Contractor
ED
REA
(Registry)
Manager
Finance
Ministry of
Finance
registry
Donor Funded Projects
Payment
(e.g. by DHL)
Transportation to Funder
Processing
Approval
Processing
Processing
Processing
15 Days
10 Days
1 Days
3 Day
3 Days
5 Days
1 Days
Consultant
Project
Engineer
Assessmen
Assessmen
t
4 Days
4 Days
Project
Coordinato
Review
Review
Review
Approval
Processing
Processing
Accounts
Departmen
t
Processing
1 Days
1 Day
1 Day
3 Day
3 Days
2 Days
2 Days
MPDM
DED-TO
ED
Manager
Finance
Principal
Accountant
ED
DED-TO
MPDM
Review
Review
2 Day
2 Day
Audit
Review
7 Days
GoU Funded Projects
Payment
3 Days
Note:
 All days are working days
 CMT assessment shall be done by the Project Engineer, Environmental Officer, Wayleaves Officer, Outreach officer
24 | P a g e
Some of the key points the Engineer and the CMT should note include:
a). The certificate shall be developed cumulatively. Refer to Annex 20B for the format of
an Interim Payment Certificate.
b). The proportion of payments retained in percentage is: 10%.
c). The amount to be withheld for late submission of an updated Program is: 0.2% of the
contract sum.
d). Liquidated Damages: If so stated in the Special Conditions of the Contract (SCC), the
Contractor shall pay liquidated damages to the Employer at the rate per day stated in
the SCC for each day that the Completion Date is later than the Intended Completion
Date. The total amount of liquidated damages shall not exceed the amount defined in
the SCC. The Employer may deduct liquidated damages from payments due to the
Contractor. Payment of liquidated damages shall not affect the Contractor’s liabilities.
If the Intended Completion Date is extended after liquidated damages have been paid,
the Project Manager shall correct any overpayment of liquidated damages by the
Contractor by adjusting the next payment certificate. The Contractor shall be paid
interest on the overpayment, calculated from the date of payment to the date of
repayment, at the rates specified in the Contract.
The Certificate should entail the following:

Contract Name and Procurement Reference

Contract Details: Funder, Contractor, Status on insurance covers and securities
(Include expiry dates of Advance Payment Guarantees; Performance Securities;
Insurance Covers) e.t.c

Progress of works

Certification (in table form)

Recommendations

Attachments: Engineer’s Assessment in form of BoQs (where applicable),
Engineer’s Progress Report, Contractor’s claim, Copies of all Delivery Notes, Bill of
Lading, Commercial Invoice, Packaging Lists, Manufacturer’s Warrantee
Certificate, Insurance Certificate, Certificate of Origin, valid Copies of Advance
Payment Guarantees, Performance Securities and Insurance Covers.
The Contractor can employ methods to manage project cost such as Earned Value
Analysis.
25 | P a g e
7.1.3 Managing Time Extension
The Engineer shall monitor the project time using the Project Schedules presented in
the Project Implementation Plan. One recommendable tool that can be used to monitor
time is MS Project using Gantt charts, critical path method.
In case more time is required to complete Project activities, a Change Order shall be
issued.
The contractor shall formally request for time extension with justification. The Engineer
shall review and recommend for time extension if the grounds are acceptable. This shall
be issued through a Change Order. (Attached as Annex 21)
Unjustifiable extension shall be granted subject to enforcement of liquidated damages
Note: In-case there is a cost implication involved, a contract variation shall be initiated by
the Engineer.
7.1.4 Managing Performance
a) Contractor’s Performance Appraisal
The Contract Manager shall appraise the Contractor quarterly in line with the Contract
Assessment Tool (Annex 38). The assessment reports shall form part of the project
closure report. The overall performance from these assessments shall inform the
completion certificate
b) Consultant’s Performance Appraisal
The Consultant shall be appraised quarterly using the Contract Assessment Tool (Annex
39). The assessment reports shall form part of the project closure report. The overall
performance from these assessments shall inform the completion certificate
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7.1.5 Change Management
Table 3: The table showing the Change Management process
RESPONSIBLE PERSON
STAGE
a)
Submission of
Change Request
DETAILS/ PROCESS
Background to the issue
Proposal
No
Contract Contract
Amendment
Amendment
Stakeholder
Stakeholder
Justification/ Benefits
b)
Review and
Assessment
Justification
Engineer
Engineer
Project
Manager
-Contracts
Committee
-PDU
-Accounting Officer
Accounting Officer
Implementation of Change
Project
Manager
Contractor
Supervision and Monitoring
Engineer
Engineer
Post implementation Review
Engineer
Engineer
Cost/ Benefit Analysis
Impact on Cost
Impact on time
Impact on Quality
Impact on stakeholders
Qualification
Assessment of liquidated
damages
Recommendation
c)
Approval
Review
Approval
d)
Implementing
Change Order
Approval subject to
liquidated damages
Communication of Change
Contractor
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8
Site Office, Store and Yard Inspection
The contractor shall have a site office located within the project area. It shall have the
following:
a) The Site Office shall have the following documents:
i). Copy of the Contract
ii). Updated Monthly Implementation Plan and copies of the previous ones
iii). Copies of Approved Technical specifications for all materials including
accessories
iv). Copies of Approved Design and Survey Report (Survey Drawings, Structural
drawings, e.t.c.)
v). Organogram clearly indicating names and roles of employees
vi). ESMP – Environmental and Social Management Plan and associated work
procedures including waste management and restoration plans
vii). Instruction Books – these shall be in Triplicate (self-carbonating) specific to
the project with the project name and contractor’s address printed on every
page. It shall include sections for Instructions, Date and Signature.
viii). Daily Logbook (Should include: Section worked on, Date, Number of Workers
who have worked that day, Actual work done, Weather conditions, Incidents
on site)
ix). Complaints register
x). Visitors’ book
xi).HSE Policies and work procedures
b) The Site Store should have the following:
i). Dedicated Store Manager
ii). Fencing
iii). Security
iv). Fire extinguisher
v). Material receiving forms
vi). Appropriate and adequate sanitation facilities
vii). Material Dispatch book
viii). Delivery Notes from suppliers
ix). Updated Quantities of materials in store (Inventory)
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x). Visitors book
xi). HSE policies and work procedures
xii). CESMP
c) Yard
i). Vegetation growth shall be well maintained
ii). The yard shall be spacious enough to accommodate materials
iii). There is security
iv). The yard shall be accessible to the site in accordance with environmental
management plan
d) Health and Safety Considerations: the following should be existent on site to
ensure the health and safety of the contractor
i). Contractor’s Health and Safety Manual
ii). Personal Protective Equipment – Helmets, gloves, uniform, overalls, safety
boots, sound protectors e.t.c
iii). First Aid Kit
iv). Sign Posts such as “Men at Work”
v). Condoms
vi). Appropriate and adequate sanitation facilities
vii). CESMP
viii). HSE polices and work procedures
Refer to Annex 22 for the Site Store, Office and Yard Inspection checklist
Action by REA
The Engineer shall use the above mentioned checklist to ensure compliance and the
findings shall be included in the monthly progress report.
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9
Construction Site Supervision
Site supervision exercises shall be conducted at least once a month with all relevant
project stakeholders. This shall include REA’s representatives (Project Engineer,
Community Outreach Officer, Environmental Specialist, Way leaves Officer), Consultant’s
personnel, Contractor’s personnel, Service provider and Community Focal persons.
Project Supervision by REA Engineer
The Engineer shall use the Construction Manual as reference on how construction
activities can best be carried out to ensure quality power lines are constructed. The
Engineer shall do a walk-patrol while inspecting works carried out on the power line and
the following minimum checks shall be done at each stage of construction:
a) Pit Excavation
The foreman should fill out the quality control form for all completed pole and stay pits.
This form shall be filled by the contractor’s, signed by the contractor’s engineer,
Consultant and REA’s supervision engineer.
Prior to signing of the quality control form, REA’s engineer, shall take a sample of the pits
indicated in the quality control form and confirm the depth of pits, take note of changes
in the line route and structure type as well as span lengths. Any changes to the approved
design shall be captured in the quality control form.
Check that pole pits have been excavated to the right depths (1/6 of the pole height) and
widths. Ensure that poles are positioned prior to pit excavation. Take note of the type of
soil where each pit has been dug.
After the inspection and verification of all pits, the Engineer or his representative shall
issue an approval prior to pole erection.
b) Pole Erection
Ensure that all poles erected are in a good physical condition as per the REA Pole
Treatment, Handling, Transportation and Erection Manual. Ensure that in swampy areas,
murram is adequately filled. Erected poles must be fitted to be firm, plumb and are
properly aligned with other structures in the line route. Poles should not be interfered
with by cutting to make up for shallow pits. Verify that the poles erected have the
manufacturer’s pole tags.
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Confirm that the wood poles are not tempered with by cutting at the top or butt to makeup for short pole pits or create clearance especially for LV poles. Ensure that the pole
color coding for different pole sizes and ground line distance is marked on the pole.
For construction of lines with overhead continuous earth-wire, ensure that the earthwire is installed on every other pole for both MV and LV. No pole shall be erected without
earth-wire.
After the inspection and verification of erected poles, the Engineer or his representative
shall sign pole erection quality control form and issue an approval prior to dressing.
c) Dressing
Check to ensure that all the required pole hardware and accessories as per the approved
structure drawings have been installed on the respective structure type.
After the inspection and verification of all dressed pole structures, the Engineer or his
representative shall issue an approval prior to conductor stringing.
d) Installation of Stays
Ensure that the required number of stays per structure, as per the approved structural
drawings have been installed. Ensure that stay pits are to the standard depths (1/6 pole
height). Ensure that the required materials for a stay assembly as per the REA structural
drawings are there. Ensure that the stay blocks are concrete or galvanized steel plates.
Wooden stay stabs shall not be used.
After the inspection and verification of all stay assemblies, the Engineer or his
representative shall issue an approval prior to tensioning and sagging.
e) Conductor Stringing
Ensure that stringing is conducted using conductor drums installed on standard drum
jerks. Ensure that conductor is not be rolled on the ground to avoid damage of conductor
surface. Care should be taken while stringing/ running out conductor to avoid kinking,
twisting or abrading the conductor in any manner. Stringing shall be planned in such a
way that terminations are done at section structures.
After the inspection and verification of all stringing works, the Engineer or his
representative shall issue an approval prior to installation of stays.
31 | P a g e
f) Conductor tensioning and Sagging
Check that the conductors have been strung with precision to ensure that the correct
ground clearance and tension is attained.
After the inspection and verification of all tensioning and sagging works, the Engineer or
his representative shall issue an approval prior to Installation of Jumpers.
g) Jumpers for section structures
Check to ensure that jumpers are of proportionate length shall be used to avoid
compromising clearance during windy conditions. Jumpers joining adjacent conductors
having angle of separation greater than 120% shall be supported by a pilot spindles.
Ensure that a pair of adequately sized PG clamps are used in jumper terminations. The
jumper contact resistance shall be tested by the contractor and consultant.
After the inspection and verification of all jumpers, the Engineer or his representative
shall issue an approval prior to earthing of transformers.
h) Earthing of transformers
Ensure that the earthing of transformers is as per the Construction Manual. Ensure that
the earth values do not exceed 5 ohms for both LV and HV. The HV side and LV side of the
transformer shall be earthed separately and the respective earth pits shall be located a
distance not less than 5m apart. The earth wires used/running from the transformer to
the ground shall be neatly stapled on the wooden structure. The earth pits shall be dug
up and earth pits filled with components required for earthing such as charcoal, salt,
water, copper rod among others.
After the inspection and verification of all earthing works, the Engineer or his
representative shall issue an approval prior to installation of surge arresters.
i) Installation of Surge Arrestors
Ensure that surge arrestors have been installed on all transformers, underground cables,
and terminal poles. Ensure that surge arresters have installed every 10 km for lines
without continuous overhead earth-wire.
After the inspection and verification of all surge arresters installation works, the Engineer
or his representative shall issue an approval.
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j) Installation of equipment and switchgear
This includes Transformers, Meters and Metering units, ABS or LBS, Auto-reclosure,
Circuit Breakers, etc.
Ensure the equipment have been installed as per the approved structural drawings.
Inspection of equipment installations shall be carried out along with the Operator…..
Supervision by Safeguards Team
With the commencement of works, day-to-day environmental monitoring will be carried
out by the CSC Site Supervisors, and REA safeguard team shall carry out periodic
monitoring.
To aid this process, the contractors will have to put in place an
Environmental Management System (EMS) in line with the National Environment (Audit)
Regulations, 2006 and ensure that this system is signed off by REA. Under this system,
the contractor will use their Environmental Specialist for coordination and internal selfmonitoring. The work of the Site Supervisors/Clerks of works will also comprise
systematic observation of all site activities, as a check that the contract requirements
relating to environmental matters are being complied with, and that no unforeseen
impacts are occurring. Note that this monitoring will also include cross cutting issues
such as HIV/AIDS awareness and mitigation, and occupational health and safety.
Monitoring will take the form of visual observations, documents checks, and interviews
carried out concurrently with the engineering monitoring activities and will be guided by
periodic advice from the CSC Environmental Specialist as well as REA Safeguards team.
Site inspections will take place with the emphasis on early identification of any
environmental problems and the initiation of suitable remedial action through
instructions to the contractors issued according to standard procedures. Where remedial
actions have been required on the part of the contractors, further checks will need to be
made to ensure that these are actually being implemented to the agreed schedule and in
the required form. As experience of the principal problem areas is gained, attention will
be concentrated on locations and activities which are known to be the most troublesome,
with a lower frequency of inspections at problem-free locations.
The Contractor will make daily environmental reports using conventional report.
Assistance to the developing of these forms will be provided by the CSC Environmental
Specialist. This form should be approved by the REA Environmental team.
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The CSC will decide on the appropriate course of action to be taken in cases where
unsatisfactory reports are received from contractors regarding environmental matters.
In the case of relatively minor matters, verbal advice to the contractor on the need for
remedial action may suffice but, in all serious cases, the CSC should recommend an
appropriate course of action to the Contractor.
The CSC may withhold certificates of works approval or full payment of fees on the basis
of non-compliance with the conditions of the project EIA certificate.
Monthly reports shall be compiled by the Contractor which document environmental and
social performance against the CEMP. This shall be verified and approved by the CSC with
a copy forwarded to REA for review and action. Approval of this report will facilitate
payment of the supporting item in the project BoQ to the Contractor.
Monthly reports prepared by the CSC for the REA will contain a brief section referring to
environmental and social matters, which summarizes the results of CSC daily site
monitoring, remedial actions which have been initiated, and whether or not the resultant
action is having the desired result. The reports will also identify any unforeseen
environmental problems and will recommend suitable additional actions.
9.2.1 Safeguards Monitoring and Implementation Report
The Project Manager shall monitor the implementation of the ESMP and prepare a
safeguards monitoring and implementation report. The report shall be of the following
format;
Logo (optional)
Project Title Name of project
Report No The progress and Monitoring Report number should specify the month
quarter and the year it belongs to.
Reporting Period DD-Month-YYYY to DD-Month-YYYY
Prepared By Individual or entity that prepared the document
Contact Physical address, telephone, email, website
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As a basic minimum, the report shall cover the following key areas
Chapter One: General
Summary Description of the Project: Provide a summary description of the project.
Project Location: Indicate the project location and geographic boundaries.
Project Contractor: Provide contact information and roles/responsibilities for the
Contractor and Sub-contractor in regard to environmental and social management
aspects.
Other Entities Involved in the Project: Provide contact information and
roles/responsibilities for any other entities involved in support of the project. Describe
key technical skills that have been deployed to implement the project successfully and
demonstrate that the implementing team’s human and financial resources have been
adequate to implement the project.
Project Reporting period: Indicate the project reporting period, specifying the month
and year for the start and end dates of the reporting period.
Project Status/ Progress: Use MS Project or a management software to indicate progress
of the Project
Chapter Two: Implementation of Construction Environmental and Social
Management Plan (CESMP)
Using a table format of the CESMP, describe and demonstrate with evidence its
implementation status.
Compliance to component specific management plans/work procedures: Describe
and demonstrate with evidence how the contractors are implementing /complying with
their respective component specific environmental and social management plans/work
procedures
Description of the Project Safeguards strategy: Describe the project activity or
activities (including the technologies or measures employed) and how it/they have
achieved environmental and social management objectives of the project.
Describe how project activities have helped in achieving projects environmental and
social safeguards goals
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Management of Risks to Project Benefits: Describe the implementation of measures in
mitigating environmental and social safeguards risks during the reporting period.
Describe the implementation of measures that maintained and enhanced environmental
and social benefits.
Current Problems & Risks: What environmental and social problems and risks occurred
during this monitoring period? Is there any remedial action taken? Do you have any
proposals to remedy them?
Any kind of bottleneck or obstacle (contractual, administrative, legal, practical and any
other problems) preventing the activities to be realized and progress towards achieving
the project goal should be explained.
Anticipated Problems & Risks: Is there any anticipated problem or risk that may hinder
project progress in the next reporting period? Do you have any proposals to remedy
them? Anticipated problems in terms of environmental and social issues which have a
possibility to endanger the project progress during next reporting period should be
stated. The measures taken, or to be taken or any assistance required should be listed.
HIV/AIDS management: Demonstrate with evidence how the HIV/AIDs management for
the project has been done during the reporting period
Gender aspects of the project: Demonstrate with evidence and figures how gender
aspects of the projects are being implemented
Employment Opportunities and Workers Safety: Describe training provided for the
project’s employees and relevant people from the communities. Describe how people
from the communities have been given equal employment opportunities. Describe the
implementation of measures to inform workers of risks to their safety and to minimize
such risks
Stakeholders: Describe how communities and other stakeholders potentially affected by
the project activities have been involved in project implementation process. List and
describe how conflicts and grievances that may have arisen were handled.
Chapter Three: Legal Status
Compliance to the environmental and social safeguards requirements: Identify and
demonstrate compliance of the project with all and any relevant local, national laws,
statutes and regulatory frameworks as well as funder’s safeguards requirements.
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Include a list of all relevant laws and regulations where relevant, demonstrate with
evidence how compliance was achieved.
Chapter Four: Past Recommendations & Follow up from the previous reporting
Period
If any, the recommendations from the previous monitoring period, and the actions taken
in accordance with these recommendations should be reported here.
Supervising the consultant
The Engineer shall ensure that the Consultant submits a quality control plan.
The Engineer shall ensure that the consultant has deployed the required human resource
as per the contract.
The Engineer shall submit a daily report in the format provided by REA. The consultant
shall also submit monthly and quarterly reports in the format provided below.
The consultant shall certify works and recommend payment by submitting a payment
certificate based on the contractor’s claim. The format shall be in the form of BoQs of
works.
The Consultant shall review and approve all technical specifications, attend FATs, issue
approvals after every stage of installation works through the clerk of works.
Supervision by Wayleaves Officer
9.4.1 Definitions
A wayleave is an easement or right-of-way (RoW) granted by one person to another to
facilitate access or passage of a Utility.
Right of way: The most feasible route that leads to minimal damages. This shall be
checked against the drawings.
9.4.2 Supervision Checkpoints
The Wayleaves Officer shall undertake a patrol while inspecting works carried out on the
power line and the following minimum checks shall be done:
a) Check that the power lines are not routed over people’s buildings or in a way that
affects their land without their consent.
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b) Ensure and emphasize that the cuttings/destructions made are within the
wayleave corridor/trace which is 5 -10metres in trading centers and 10-20metres
in forested areas. While clearing this trace, the contractor must avoid wanton
destruction of project affected persons property.
The measurements given in table 4 constitute the total width of the wayleaves
corridor/trace and depend on the voltage being transmitted as indicated.
Table 4: Widths of Wayleaves Corridor
S/N TYPE OF NETWORK
WIDTH (METERS)
1
LV network
5
2
11/33kV single circuit line
10
3
33kV double circuit line
20
c) Land Entry: Emphasis shall be made concerning negotiation before the contractor
and subcontractor access one’s land
d) Consent: Ensure consent is obtained starting from the local leadership to the
communities.
Further consent shall be obtained from land owners where the transformer
structures are installed. Building a power line without wayleaves consent is
tantamount to building an illegal line, which is bound to be challenged for removal
one time or another. Hence the contractor can only proceed with works after
obtaining consent. In this regard, the Contractor shall be provided with free
wayleaves consent forms. The contractor’s social/wayleaves officer shall move
with the LC chairperson to obtain consent from the locals prior to construction
and the forms kept in a file that the REA wayleaves officer shall review.
The contractor should notify the Wayleaves Unit of any line alterations that may
be needed and can only proceed with construction works after the firm has duly
served notice and obtained consent from would be affected land owners.
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Supervision by Outreach Unit
9.5.1 Definitions
Community outreach is an act or practice of visiting and providing services to people who
might not otherwise have access to those services.
Community outreach unit is under the project development and management
department. It is responsible for engaging communities in REA’s project areas so as to
influence their attitudes and perception to accept and support the project in a given area
or district. Several problems come up as a result of the project in an area and as such
sensitization is one of the key elements.
The community outreach unit’s main objective is to make the people appreciate the
projects in their communities so as to create easy way leaves for the contractors and also
sensitize the rural people on the advantages and benefits of electricity in rural areas.
9.5.2 Supervision Checkpoints
The Community Outreach Officer shall undertake a patrol while inspecting works carried
out on the power line and the following minimum checks shall be done:

Plan and implement community outreach strategies that advance REA’s mission
and goals

Plan and direct rural electrification awareness campaigns in relation with other
relevant government entities by the use of media, workshops and meetings.

Mobilize communities in established service territories to initiate cooperatives to
manage the supply of electricity to themselves.

Assist community groups in identification of productive income generating
activities and educate them on how to benefit from these activities.

In collaboration with the corporate unit and engineering teams, organize and
manage project launching and commissioning events.

Contribute towards the preparation and implementation of project work plans
together with the planning and project development and monitoring teams as well
as the way leaves office.

Prepare quarterly and annual progress reports in the area of community outreach.
The measurements and details given below in the table are tools we use when in the field
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Impact
Capture
Result
the
of

Identifying the problem
stimulate

Analyzing the context
interest

Defining the purpose of raising awareness
Improve public knowledge and

Gathering and exchanging information
understanding

Improving self-understanding of the situation

Building trust in decision making

Empowering stakeholders to break barriers

Developing new ideas

Developing new relationships

Mobilize willingness to act

Gather adequate resources

Foster partnerships

Change social attitudes and behavior

Monitor progress

Evaluate results
communities
attention
and
Enhance social skills
Increase capacity
Implement change
9.5.3 Issues Addressed
a) Entry into Communities prior to construction works

Project acceptance and soliciting community support is done when we are entering
communities whereby we sensitize the rural people on the advantages or benefits of
electricity and how it will have a positive impact in their communities.

Way leaves acquisition is also done when entering a given community whereby we
educate the local people on the procedure of way leaves and give them consent forms
to sign allowing the contractors to start doing their jobs.

Environmental aspects is another key factor we talk about while addressing
communities since they also benefit from the environment and have to protect it from
bad practices like bush burning which ends up polluting water bodies and the air
hence air pollution.

Healthy and safety is also important when addressing a community you have just
entered since people need to take proper precaution when using electricity to prevent
accidents that may be harmful to their health.
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
Orientation of contractors and project areas is also done before and after entering
communities to ensure that the contractors use the proper code of conduct when they
are in the field so as to be on their best behaviors when carrying out their duties to
avoid complaints and conflicts that may slow down the project.

Establishing important networks in the community like local leadership, opinion
leaders and respected elders is also a very important tool when entering communities
because these are the same people who will be helping us in community mobilization
and other related activities.

Information on concession of the network is another important tool which can be
useful in the field when you want to know the rates and tariffs of a given service
provider in determining which electricity rates work in a given service territory.
b) Preparing Communities to consume electricity

Dealing with the attitudes and perception towards the use of electricity whereby
the rural people have to be sensitized about the advantages or benefits of
electricity for instance how it will help them get employment opportunities and
improve on their standards of living.

Readiness to consume: house wiring, procedures for connection, tariffs etc. This is
done when bringing electricity to a given area or district whereby the local people
are educated on the productive use of energy and energy efficiency so as to
identify potential candidates.

Health and safety in relation to electricity use; Electricity can severely injure
people and cause damage to property however simple precautions can be taken
when working with or near electricity to reduce the risk of injury to the people
around it. The main hazards of working with electricity are:


Electric shock and burns from contact with live parts

Injury from exposure, fire from faulty electrical equipment

Explosion caused by unsuitable electrical apparatus
Productive use of energy i.e. investment opportunities in the energy sector;
Productive use of energy is the basis for long term sustainable development
intended by rural electrification programs to help the rural people improve on
their standards of living by accepting electricity which will help them develop in
many aspects of life.
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
Use of electricity to add value in the agro process; This is done by sensitizing the
people about how they will benefit from electricity through building small scale
industries that will help them is processing their crops like maize, beans etc and
also create employment opportunities for others.

Energy efficiency; this refers to using energy well with a goal to reduce on the
amount of energy required to provide goods and services. It also refers to using
less energy to accomplish the same amount of work per unit of the energy which
is often described as a measure of energy intensity.

Promoting community policing against extortion, energy theft and vandalism is
also something that we do when entering communities by creating awareness
through sensitization whereby people are advised to keep their property safe and
not engage in bad acts like bribes so as to get electricity through the right channels.
c) General awareness creation and accountability to the public on RE in Uganda

Policies governing rural electrification

Status update and planned workshops for MPs

Promoting the electricity cooperative model

Investment opportunities in the energy sector

Key partners in the energy sector and the roles the different players play
d) Social responsibility within the communities that REA is operating

Tree planting in conjunction with environmental unit

Support to sports teams in schools and community

Sponsor events
 Incorporating gender mainstreaming into all REA projects processes including
feasibility studies
 Carrying out formative and evaluative monitoring and evaluation during and after
project implementation to establish impact.
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10 Progress Reporting
These will be written by all focal stakeholders as indicated below;
Clerk of Works
This daily report should include specific details of work done in all project areas. It shall
be in the format shown in Annex 23 and be submitted daily through appropriate
communication media before close of business. Hard copies should be filed and kept in a
file at site.
Project Engineers Progress Reports
Upon review of the clerk of works report, the Engineer shall generate a report which shall
be submitted every two weeks. The format is attached as Annex 24.
Also, after every site inspection, the Engineer shall submit a monthly report including:

Chapter one; Introduction, Background, Project Objectives, Contract
particulars

Chapter two; Approvals issued (Include expiry dates of Advance Payment
Guarantees; Performance Securities; Insurance Covers)

Chapter three; Stakeholders engagement – district meetings, site meetings,
interactions with the community, service providers

Chapter four; Findings from the site inspection – stores, yard, office, quality of
workmanship, level of deployment, observations and instructions from the
works
inspection
including
aspects
of;
engineering,
environment
(consideration for forest reserves, wetlands, trees, crops, human settlements,
tourist/cultural sites), social (engagement and participation), health and
safety (accident, use of PPE, safety of people around)

Chapter five; Progress of Works (Actual vs Planned). An S-Curve shall be
developed to compare actual work against the planned work.
The S-Curve shall be developed based on design works, procurement both
local and overseas and installation works and all this shall be based on the
revised project schedule submitted by the contractor and approved by the
consultant and REA.

Chapter Six: Plan for the proceeding works.
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
Chapter Seven: Update on payments, date certificate was submitted, amount
paid and date payment was made

Chapter Eight; Assessment of the consultant’s performance

Chapter Nine; Status of risks identified from previous reporting periods, Risks
identified and recommended mitigations measures

Chapter Ten; Recommendations and Conclusions
Contractor’s Monthly Progress Reports
This report should include in detail, but not be limited to;

Chapter one; Introduction, Background of the project, Project objectives,
Contract particulars

Chapter two; Update on payments; Status of payments, Date certificate was
submitted, amount requested for, amount received and date payment was
received, Planned value of works vs actual value of works claimed. Include
statement of value of works thus far.

Chapter three; List of materials at the site stores to support claims made in
certificate

Chapter four; Resource deployment for the next month, Personnel (details on
sub-contractors if any), Tools and equipment, Materials

Chapter five: Summary of approved construction methodology

Chapter six; Progress of works and actions taken to address instructions given
at previous site inspection including aspects of; engineering, environment.
This should cover planned against actual and reasons for deviation from plan
should be given.

Chapter seven: Implementation of the contractor’s ESMP

Chapter eight; Update on works completed within the previous month

Chapter nine; An updated work schedule for the next month

Chapter ten; An updated procurement schedule

Chapter eleven; Risks identified and recommended mitigations measures

Chapter twelve; Pictorial evidence of major milestones and issues

Appendix; MS Project – tracking of project
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Consultant’s Progress Reports
The consultant will submit both monthly and quarterly progress reports which should
include in detail, but not be limited to;
Monthly report:

Chapter one; Introduction, Background, Project Objectives, Consultant’s
contract details, summary of works contract.

Chapter two; Deployment of Personnel, work done and actual input man
hours and resources (logistics) deployed to facilitate smooth running of the
activities

Chapter three: Assessment of level of compliance to Approved Engineering
Design and Survey Report

Chapter four: Monthly ESMP

Chapter five: Consultant’s Updated Monthly Quality control plan

Chapter six; Update on progress of works (Actual vs Planned monthly works)
This section shall be presented through the updated Project Completion Work
Schedule and shall clearly indicate the following:
i).
Percentage completion, completed schemes, Milestones due, Bar
graphs showing both percentage completion and completed schemes.
ii).
Late tasks
In addition to this, the Consultant shall also prepare progress using an S-Curve.

Chapter seven: Updated works’ monthly implementation plan

Chapter eight; Update on contractor’s payments; update on consultant’s
payments

Chapter nine; Risks identified and recommended mitigations measures;
Status of risks identified

Chapter ten: Statement of performance of contractor

Chapter eleven; Conclusions

Attachments: Pictorial evidence of major mile milestones and issues
Quarterly reporting:
In addition to the content of the monthly report, chapters on the following should be
included in the quarterly report
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
Quarterly supervision work plan

Overall project performance

Analysis of trends and recommendations for improvement
Consultant shall prepare a quarterly presentation to the client.

The presentation shall focus on work progress, financial appraisal, risks identified
and their mitigation measures, quality control measures, challenges met,
environmental & social impact.
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11 Pre-Commissioning, Commissioning and Project Completion
Introduction
The contractor shall schedule and communicate his need for shutdown schedules in time,
2 months prior to the proposed date. The Engineer shall always communicate the
Monthly Shutdown Schedules to the Contractor as and when provided by the Service
Providers.
Upon completion of works, the contractor shall formally communicate to the Consultant
and REA which shall then schedule a Pre-Commissioning date. On successful completion
of this exercise, the commissioning and handover of the power network shall then be
carried out. Procedures for both activities are explained below.
Upon successful commissioning of the power line, the contractor shall request the Project
Manager to issue a Certificate of Practical Completion of works, and the Project Manager
will do so upon deciding that all the works are complete. The employer shall take over the
site and works within seven days of issuing the Certificate of Practical Completion. However,
the Contractor is liable for any defects that may arise during the Structure by Structure
Audit and Defects Liability Period.
Pre-commissioning exercise
11.2.1 Participants and Deliverables
Success of this exercise requires full participation of the Client, Consultant, Contractor,
Poles’ suppliers, Sub-contractors and designated Network Operator (Letters of invitation
for commissioning are Attached in Annexes 25[General], 26 [UMEME], 27 [UETCL], 28
[UEDCL]).
The Contractor shall furnish the Consultant and Client with the following
documentation:
i).
As-built drawings (all LV beneficiaries shall be indicated)
ii).
Pole schedules complete with, but not limited to, Structure Types, Pole Heights,
Span lengths, Chainage, Number of Stays, Angles and GPS coordinates for both
MV and LV structures.
iii).
Warranties for materials
iv).
Operation and maintenance manuals for materials.
v).
Test Certificates/ Reports for materials
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The date by which operating and maintenance manuals are required is: ten (10) days
before commissioning, except otherwise stated in the Contract of Works.
The amount to be withheld for failing to produce “as built” drawings and/or operating
and maintenance manuals by the date required is two percent (2%) of the final contract
price.
11.2.2 Final Inspections
The team shall patrol through the line to ascertain that the works done are to the
required standards of quality. It is at this stage that a snag list, if necessary, shall be
generated and remedies to rectify them shall be agreed upon.
Also, the REA GIS Unit, along with the Consultant and the Contractor, shall review the
As-built drawings for correctness. The approved As-built drawings shall inform the
Project Manager during the preparation of the Contractor’s final (Penultimate) payment
Certificate.
11.2.3 Network Testing
The team shall also carry out No-load tests and On-load tests on the network as listed
below:
a)
No-load testing of the network
The tests carried out include;
i) Pole sounding
ii) Visual inspection of the network for adherence to the Engineering Design and
Survey Report.
iii) Measuring of earth resistances using an Earth Resistance Tester.
b)
On-load tests of the network
The tests carried out shall include;
i) Testing of transformers (refer to Annex 29)
ii) Configuring of bulk energy meters, configuring switch gears
iii) Network protection grading
The expected outcome of this activity is a detailed Pre-Commissioning report from the
Project Engineer/Manager highlighting the following;
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
Chapter one: Contract particulars

Chapter two: Stakeholders present at pre-commissioning exercise

Chapter four: A detailed snag list, corrective remedies and timelines

Chapter three: Summary of the off-load and on-load testing

Chapter five: Recommendations and Conclusions

Chapter six: Pictorial evidence of activity

Attachments: Transformer Commissioning Report (See Annex 29), Metering Unit
Commissioning Report, Auto-reclosure Commissioning Report, Signed attendance list
of all participants
Commissioning and Handover Exercise
The power line shall be commissioned only after all snags have been rectified.
Upon submission of all contractual deliverables and correction of snags identified at the
pre-commissioning, the contractor formally communicates to REA to set a commissioning
date. Success of this exercise requires full participation of the client, consultant,
contractor, designated network operator and the community members.
The activities carried out include;

Confirmation that snags identified at the pre-commissioning have been rectified

Engagement of the local community members by the community outreach team

Handover of power network to operator
The expected outcome of this activity is a detailed commissioning report from the Project
Engineer/Manager highlighting the following;

Chapter one; Contract particulars

Chapter two; Stakeholders present at commissioning exercise

Chapter three: Brief on Commissioning Function

Attachments: Pictorial evidence of activity, Original Copy of the Asset Handover
Instrument
Certificate of Practical Completion
The contractor shall request the project manager to issue a certificate of practical
completion of works, and the project manager will do so upon deciding that the work is
complete. The employer shall take over the site and works within seven days of issuing
49 | P a g e
the certificate of completion. However, the Contractor is liable for any defects that may
arise during the Defects Liability Period.
Refer to Annex 30 for a template of the Certificate of Practical Completion
Project Completion Report
After commissioning, the Engineer shall write a project completion report and it shall
include the following:

Chapter one: Background information including Contract particulars, Objective of the
project, output, Number of Connections

Chapter two: Project performance assessment – Final account of cost, scope, duration
of the project (Contractual vs As-Built). This will be guided by the structure by
structure audit.

Chapter three; Administrative reviews. This will be guided by the overall
performance assessment of the contractor, as guided by the contractor’s performance
assessment tool

Chapter four: Administrative reviews. This will be guided by the overall performance
assessment of the contractor, as guided by the consultant’s performance assessment
tool Chapter five: Lessons learned

Chapter six: Recommendations and Conclusion

Attachments: Certificate of practical completion, commissioning test reports,
Structure by Structure Audit report

Attachments: Pictorial memory lane
Structure by Structure Audit
Upon completion of the project and production of the as-built drawings of the network,
all major stakeholders including the client (planning, GIS, audit, PDM and STDO
representatives), contractor, consultant, service provider, pole suppliers and suppliers of
key network equipment.
The main objectives of this exercise shall be:
i).
To confirm the status of the entire network at the time of completion.
ii).
To ascertain the soundness and/or the integrity of wood poles used on the project
iii).
To confirm Suppliers or manufacturers of poles
iv).
Receive and sign-off warranties for poles and other key network equipment
v).
To inspect and certify the quality of workmanship
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vi).
To facilitate the preparation of the project final account.
Data from this exercise shall be collected through three (3) major techniques:
a) Visual Inspection
This technique shall be used to obtain data regarding span length (a tape measure may
be used if the need arises), mechanical damage, detect missing items or accessories, level
of workmanship, corrosion of hardware, termite attack, insect attack, fungi attack,
presence of a number and danger plates and any other snags that may not be covered by
the audit tool.
b) Pole Sounding
This shall be used to test for hollowness of the poles. An individual shall hit the pole at
least twice and listen for sounding to determine whether the pole is hollow or solid.
c) Ground-line inspection
The team shall take measurements for residual retention for CCA treated poles using a
handheld spectrometer analyzer. Sampling shall be done at a rate agreed upon by the
inspection team.
d) Use of tree caliper
This shall be used to measure the theoretical ground-line for all the poles to determine
whether the pole sizes are adequate. An individual shall hold the tree caliper as close to
the ground as possible on the pole or at the theoretical ground line marking/ painting
placed by the manufacturer and take the reading on the tree caliper. This test shall be
done if requested by the Project Manager or Client.
The expected outcome of this activity is a detailed Structure by Structure Audit report
from the Project Engineer/Manager highlighting the following;

Chapter one; Introduction including Background of the Project, Contract particulars,
Stakeholders present at the inspection.

Chapter Two: Methodology

Chapter Three: Discussion of findings; Quantified results showing locations; include
any other snags and/or issues identified

Chapter Four: Statement on certification of the As Built Infrastructure

Chapter Five: Recommendations and Conclusion
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
Attachments: Pictorial evidence of activity, Structure by Structure Audit reports
(Refer to checklist attached in Annex 34), Drawings used during the audit (drawings
shall have GPS Coordinates)
The report shall be signoff by all the members.
This activity shall be carried out prior to the close of DLP and the report shall form part
of the project completion report.
Note that the success of this exercise requires full participation of the Client, Consultant,
Contractor, Pole suppliers, Sub-contractors and designated Network Operator.
52 | P a g e
12 Connections
General Guidelines
The contractor shall work with the client (REA), the community and the service provider
to bridge the gap between the service provider and the targeted consumer. This shall
include community mobilization to facilitate mass application for electricity service,
facilitate the service provider to enable mass application and connection, provide
technical assistance to the service provider including training on meter calibration and
general end user installation practices.
The Engineer shall ensure that every single phase no-pole service connection entails the
following materials as stipulated by ERA.
SN.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Table 5: Materials for single phase no-pole service connection
QTY. (NO. OF
ITEM DESCRIPTION
UNIT
UNITS)
Single phase meter
Piece
1
Meter box
Piece
1
Circuit breaker (63A)
Piece
1
Key pad (CIU)
Piece
1
Key pad cable
Piece
1
Communication cable
Meter
50
Wall plugs/ Screws (3/2’) for fixing meter
Piece
4
box
Screws (1’) for fixing meter
Piece
4
Seals for meter and meter box
Piece
4
Single core cables (10mm)/meter tail
Meter
0.3
Tower clips
Piece
1
Preformed dead end
Piece
1
Landing/wall bracket
Piece
1
Cable, Solidal 16mmsq
Meter
35
PG Clamp/line tap
Piece
2
Hoop iron/ meter tie/bandit strapping
Piece
2
Connectors
Piece
2
Coach Screw Galv 75X12
Piece
1
Clamp Strain OH-Conc-10-16mmsq
Piece
1
For customers who have been connected using Ready boards, the Engineer shall ensure
that it is installed at least 150cm from the ground level and shall incorporate:

Double pole MCB 20AMPS

2x square pin sockets (BS 1363)
53 | P a g e

Passive base to receive prepaid meter or customer interface unit (CIU)

All mounted on rails

Bulkhead light with bayonet fitting

Light switch 5AMP

Earth bar and neutral bar
The Engineer shall monitor the number of connections made by the contractor, especially
during the DLP period, to ensure the target number of connections is achieved.
Earthing Kit
The earthing shall constitute of the following:
a) A copper bonded earth rod.
Accessories to be supplied together with the rod shall include:

Standard Ground Rod Clamps

High Strength Ground Rod Couplings

Driving Studs

Rod to Tape Clamp

B Bond

U Bolt Rod Clamp

Brass Earth Clip

Domestic Rod Earth Clip Suitable for cables in the range 4-25mm2
b) A complete installation shall also constitute a single core 10 mm2 earth wire
measuring 10 meters
54 | P a g e
13 Defects Liability Period (DLP)
Defects Liability period, 12 Calendar months, shall start on the final day of
commissioning. During this period, site inspections and meetings shall be scheduled on a
quarterly basis or when the need arises.
The purpose of which is to find out the condition of the line, confirm that all snags
identified after commissioning have been corrected by the contractor, get feedback from
the stakeholders, namely but not limited to local leaders, beneficiaries, service providers
among others.
If there are any defects reported by the operator, the contractor shall immediately tasked
to rectify them.
The Contractor shall correct the notified Defect within the length of time specified by the
Project Manager's notice and subsequently submit a defects correction report. If the
Contractor has not corrected a defect within the time specified in the Project Manager's
notice, the Project Manager will assess the cost of having the defect corrected, and the
Contractor will pay this amount.
A DLP Inspection Report shall be issued by the Engineer after every DLP site inspection
and it shall include in detail, but not be limited to.

Chapter one: Contract particulars

Chapter two: Stakeholders present at DLP inspection

Chapter three: Observations, instructions and timelines from the works
inspection including aspects of; engineering, environment (consideration for
forest reserves, wetlands, trees, crops, human settlements, tourist/cultural sites),
social (engagement and participation), health and safety (accident, safety of
people around)

Chapter four: Consider assessment of the performance of the existing line and the
new network as follows;
Under the Existing network, consider the following where applicable;
i).
State of the wood poles, conductor, insulators and bush clearance.
ii).
Protection schemes
iii).
Faults and their respective fault drivers over an agreeable period of time (e.g.
3 months).
55 | P a g e
iv).
Voltages and frequency to measure quality of service
v).
Outages record over an agreeable period of time e.g. 3 months (SAIDI/ SAIFI)
vi).
Performance of equipment such as transformers, autorecloser, metering unit
and switches.
vii).
Safety issues on the networks
viii).
Check MV and LV Voltages to measure quality of service
ix).
Updates on the number of connections made, connections applications that are
pending where applicable.
x).
Cumulative units of energy imported where applicable.
xi).
Energy losses where applicable.
xii).
Snags identified during DLP inspection, Corrective actions and timelines
allocated.

Chapter four: Recommendations and Conclusions
After the final DLP inspection, the Project Manager shall notify the Contractor of the
identified snags. After the Contractor has corrected them, a verification exercise shall be
carried out along with the Service Provider to confirm correction of snags.
The Contractor shall the be issued an Operational Acceptance Certificate. This shall be
issued only after the contractor has achieved the required connections as per the
contract. Following this issuance, the Contractor shall then be at liberty to claim for the
5% Retention.
56 | P a g e
14 Contract Closure
For completeness of contract closure, the certificates indicated in the Annex 35 –
Checklist for Contract Closure) shall be issued by the responsible persons.
The Contractor shall also issue to the Project Manager a No Claim Certificate in the format
indicated in Annex 36.
The Contract Manager/ Project Manager shall prepare a Project Closure report and shall
include details of the following;

Chapter one: Background information including Contract particulars, Objective of
the project, output, Number of Connections and energy imported

Chapter two: Project performance assessment – Final account of cost, scope,
duration of the project (Contractual vs Final), O&M risks identified and mitigation
measures.

Chapter three: Administrative reviews – Contractor’s performance (Level of
compliance to approved design and survey report, compliance to instructions,
conduct)

Chapter four: Administrative reviews - Consultant’s performance (measure against
the expected deliverables)

Chapter five: Lessons learned (include lessons learnt)

Chapter six: Recommendations and Conclusion

Attachments: Certificate for operational acceptance, Quarterly Contract
Assessment Tools

Attachments: Pictorial memory lane
Note:

For the Consultant, the report shall entail a cumulative account of their monthly
reports.

The Environment and Social safeguards shall also write a report in line with
compliance to the project Environment and Social Safeguards requirements.
57 | P a g e
ANNEXES
58 | P a g e
ANNEX 1: PROJECT IMPLEMENTATION CYCLE
59 | P a g e
ANNEX 2: STAKEHOLDER ANALYSIS AND PARTICIPATION MATRIX
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ANNEX 3: RISK ANALYSIS MATRIX
Low
Moderate
High
Key
Likelihood to
Occur
1
2
3
Impact
Risk Rating
1
2
3
1-2
3-4
6-9
A. RAP ASSOCIATED RISKS
NO.
ACTIVITY
HAZARD
ASSOCIATED RISK
LIKELIHOOD
OF
OCCURRENCE
IMPACT
RISK
RATING
MITIGATION MEASURES1
3
i) Involvement of district and
civic leadership to mobilize
and organize community
meetings, use of alternative
media
and
engagement
channels like schools, radio,
churches/mosques
and
market days among others to
engage communities.
Low
or
no Low or no participation of
participation of the the community
community
1
RAP Preparation
1
1
3
Delays caused as a result of negligence of the responsible officers shall be brought to the attention of the Accounting Officer to take appropriate punitive action.
61 | P a g e
Locals refusing to Non Consent from Locals
sign consent forms.
Absenteeism of PAPs
from project area
Inability to access PAPs
1
3
3
1
1
1
i) Conduct an assessment of
reasons for non-consent by
PAPs
ii) Ensure
prior
community
education and sensitization on
project
benefits
and
compensation
procedures
including rights of PAPs.
iii) Provision of compensation
alternatives to PAPs including
forms of additional support
iv) Negotiations with the PAP
v) Diverting the power line route
i) Adopt
commonly
used
channels to trace absentee
PAPs eg through LCs, local
radio
announcements,
publication of names in
relevant newspapers and in
public spaces like sub county
headquarters,
churches/mosques, markets
etc.
ii) Document efforts made with
evidence.
iii)
Using the media to find the
Absentee PAPs
iv)Use of an ESCROW account to
ensure compensation monies
62 | P a g e
are available for absentee
landlords as the search
continues.
Difficulty in
assessment of
property to be
damaged
Delayed Assessment of
property to be damaged
1
3
3
i) Close supervision of the RAP
consultant
and
ensuring
prompt payment of the
consultant's fees
ii) Ensuring proper mobilization
of the PAPs through local
leaders, community gatherings
and publicity on local radios.
iii)
Display at the sub county
level
clear
assessment
schedules with PAPs much
ahead of time specifying dates
and segments to be visited.
iv)
Involvement of district and
civic leadership to mobilize
and organize community
meetings, use of alternative
media
and
engagement
channels like schools, radio,
churches/mosques
and
market days among others to
engage communities
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Poor quality
consultancy reports
Poor quality consultancy
reporting on Project
issues
2
3
6
i) Ensure high quality skilled and
experienced team is in place
ii) An outline of the contents of
the report should be provided
in the TORs.
iii)
Closely supervise the
consultant's team to ensure
compliance with the set TORs
and time schedules within the
contract.
iv)Reviewing consultant’s reports
within a week of submission
and consultant responding to
comments within 7 days.
Delay in REA
Clearance of RAP
report
Increased time allocated
to preparation and
approval of RAP report
1
3
3
i) A team should be constituted
to review the RAP report
timely
9
i) REA should facilitate the CGV's
team for the field visits during
assessment to reduce on the
approval process and the
CGV’s office.
ii) An officer from the CGV's office
should be assigned to handle
REA RAPs
Delay in CGV
Clearance of RAP
report
Increased time allocated
to preparation and
approval of RAP report
3
3
64 | P a g e
2
RAP
Implementation
i) Timelines for addressing
comments should be provided
for in the TORs and REA should
closely
supervise
the
consultant
to
ensure
compliance.
ii) Direct discussions with the
consultant on their reports to
reduce back and forth formal
communications to address
comments which cause delays
in report delivery.
i) REA to reserve funds for the
field exercise
Delays in addressing
comments by the
RAP consultant
Increased time allocated
to preparation and
approval of RAP report
3
3
9
Unavailability
of
timely of resources
for REA teams to
undertake Disclosure
of the RAPs and
obtain
payment
details of the PAPs
Delayed Disclosure of the
RAPs and obtainment of
payment details of the
PAPs
2
4
8
Unavailability
of
Delayed compensation of
adequate funds for
3
PAPs
compensation
3
6
i) REA should reserve sufficient
funds for compensation of
PAPs in every financial year
3
9
i) Timely processing of the funds
by requisitioning immediately
Delays in internal
processing of
Delayed compensation of
PAPs
3
ii) Requisitions for funding will
be made a month prior to the
scheduled field activity to
ensure timely processing and
release to the team going to the
field
65 | P a g e
compensation
monies within REA
after receiving World Bank
approvals of the RAP report
ii) Timely
review
of
the
requisition by the Audit Unit.
iii)
Timely input of PAPs data
into the E- payment system
PAPs not being
familiar with
payments through eplatform
Difficulty in payment of
PAPs through e-platform
Efficiency of epayment platform
Increased processing
time for compensation
funds
2
2
2
2
4
4
i) REA will continuously take the
lead in sensitization about the
mobile money platform during
its monthly field activities.
ii) Messages educating PAPs
about MM services will be
broadcast on Radios, places of
worship and local council
notice boards.
iii) Local mobile money (MTN &
Airtel
money)
service
providers will be identified to
continuous
educate
and
provide support to PAPs.
i) Collaboration with officers
involved within the payment
chain, including MOFPED, BOU
and Stanbic Bank. This shall be
done by obtaining weekly
66 | P a g e
Confirmation of
Delayed receipt of
receipt of payment to confirmation of receipt of 2
the PAPs
payments to the PAPs
Delayed
Compensation of
PAPs
Change in Consent
Position by the PAP
2
3
2
6
4
updates from these officials on
the status of payments.
ii) Meetings shall also be held
with senior official to further
emphasize the urgency of these
payments
towards
the
project’s success.
iii) Institution of a joint tracking
system to assess turnaround
time at each stage at the end of
every month.
i) Obtaining weekly E – Payment
status reports from Stanbic
Bank
on status of PAPs'
payments
i) Continuous sensitization of the
PAPs
ii) Timely payments
iii)
Working closely with the
LCs and community members
to provide accurate details of
the household head or family
member authorized to receive
compensation of behalf of the
family.
iv)Negotiations and emphasis on
project benefits
67 | P a g e
v) Ensuring timely deployment of
the contractor to effect
construction works before
changes in planting seasons
and other new activities on the
land.
Negative Political
Influence
Increased difficulty in
coordination of PAPs and
process of compensation
2
1
2
i) Prior sensitization of political
leaders to solicit their support
for the project may help avert
this to some extent.
ii) Identify project champions for
continuous engagement with
PAPs and other stakeholders
including local leaders
iii) Involving the top district
leadership throughout the
activity
ASSOCIATED RISK
LIKELIHOOD
OF
OCCURRENCE
IMPACT
RISK
RATING
MITIGATION MEASURES2
B. PROCUREMENT RISKS
NO.
ACTIVITY
2
HAZARD
Delays caused as a result of negligence of the responsible officers shall be brought to the attention of the Accounting Officer to take appropriate punitive action.
68 | P a g e
Gaps in Technical
Specifications
Use of unclear Technical
Specifications in bidding
documents
1
3
3
Failure to adhere to Delays in obtaining the
the time lines in the required
procurement
procurement plan
approvals
3
3
9
1
3
3
Procurement
Aspects
Low Bidder Turn-up
Reduced competition
Dedicated REA technical team
shall timely review and confirm
completeness of all technical
specifications.
i) Institute a tracking tool to
assess turnaround time at
each stage and flag delays.
ii) Delays shall be brought to the
attention of the Accounting
Officer to take appropriate
punitive action.
iii) The responsible officers shall
ensure
completeness
of
submissions to reduce the
number of reviews and
comments
i)
The size and scope of
works is sufficient to
attract a good number of
bidders.
ii)
Running the advert in
various media houses both
local and international as
well as REA’s website.
iii)
Timely
payments
on
running
contracts
to
attract bidders for future
jobs
69 | P a g e
i)
Delayed evaluation
process
Increase in delays in
procurement
2
3
6
Low Quality
Evaluation report
Selection of poor quality
Best Evaluated Bidders
1
3
3
Evaluators’ general
ethical conduct
Lack of ethics in
evaluations
1
3
3
The
Evaluation
team
should be constituted early
and timelines have been
set for the evaluation
process
ii)
Pre-engagement training
should be done to equip
evaluation team members
with basics and standard
formats
iii)
Delays in the evaluation
process should be brought
to the attention of the
Accounting Officer to take
appropriate
punitive
action.
i)
Training sessions for
Evaluation teams has
been carried out
ii)
Team selected based
on
experience,
seniority
and
commitment.
i) Ethical conduct should be
one of the criteria for
selection of the members of
the evaluation team.
ii) Punitive
action
and
penalties such as warning
70 | P a g e
Delayed clearance
internally
Delayed internal
approvals
1
Delayed clearance by
Bank
Increase in delays in
procurement
1
Lack of ethics and
fairness in
evaluation.
2
2
3
3
Complaints on the
bidding process
/Administrative review
1
3
3
Delayed clearance by Delayed clearance by SG
SG
1
3
3
letters, suspension and
ultimately expulsion spelt
out in the REA HR Manual
are stringent enough to
discourage
unethical
behaviour
i) Weekly meetings by the
contracts Committee
ii) Timely submissions to the
Contracts Committee.
Engagement with the Bank’s
Operational persons with REA’s
technical persons to reduce the
back and forth during review and
approval process of documents.
i) Adherence to the ethical code
of conduct
ii) The process shall be in a fair
and complete at each stage to
mitigate
occurrence
of
complaints.
iii) Speedy
resolution
of
complaints
and
lessons
drawn to improve future
bidding processes
Working closely with SG through
weekly follow-up interactions and
71 | P a g e
ensuring complete submissions to
avoid unnecessary clarifications.
Failure to secure Delayed approval of
performance security performance security
1
with 28 days
3
3
IMPACT
RISK
RATING
i) Adequate
assessment
of
Bidders’ financial capacity.
ii) Due Diligence on best
evaluated bidders
C. CONTRACT IMPLEMENTATION
NO.
ACTIVITY
Contract
Implementation
HAZARD
Contractors /
Consultants not
delivering on time
LIKELIHOOD
TO OCCUR
ASSOCIATED RISK
Delayed completion of
project
2
3
6
MITIGATION MEASURES
The consultant’s / contractors’
implementation plans shall be
reviewed
monthly.
The
contractor’s performance on the
contract shall be assessed every 3
months using the performance
assessment tools developed by
the CMT. These quarterly and
monthly reviews shall be used to
find solutions to the causes of
delays to project implementation
on either the contractor or the
client’s side.
72 | P a g e
i) Ineffective personnel on
the project shall be
replaced.
ii) The
contractor
and
consultant shall timely
submit claims for payment.
iii) Verification of claims from
the consultant shall be
done jointly by the
consultant and client to
reduce time lags in
payment.
iv) The impact of delays due to
bad weather and other
unscheduled delays shall
be minimized by providing
for contingency allowance
time in the contractor’s
project
implementation
time schedule.
Contractors /
Consultants not
delivering good
quality work
Poor quality deliveries
by Contractors/
Consultants
1
3
3
The consultants / contractors will
be required to submit a contract
specific Quality Assurance Plan.
The plan will be audited quarterly
during implementation to ensure
compliance.
73 | P a g e
i) The CMT will deploy clerksof-work on ground to
enhance supervision and
ensure compliance with
technical specifications and
approved work procedures
on ground.
ii) Any delays due to poor
designs shall be quantified
and contractor penalized. The
performance guarantee shall
cover the designs as well and
contractor shall be made
aware that they stand to lose
if designs are not done
acceptably well.
iii) Consultant and REA shall
ensure
the
design
documentation are reviewed
quickly
and
comments
submitted to ensure that
contractor completes the
designs on time
Internal Delays in
Processing
Payments to
Risk of claim for interests
by Consultants and
1
Contractors
3
3
i) Timely
processing
and
follow-up on payment claims
within REA departments.
ii) Timely feed back to the
Contractor or Consultant on
74 | P a g e
Consultants and
Contractors
quality and status of their
payment claims.
Theft and Vandalism
of the network
Increase in number of
network outages
2
3
6
Change order risk
Delays in project
implementation
2
2
4
Contractor not
complying with
ESMP on site
Implementing a project
which is environmentally 2
and socially uncompliant.
3
6
i) Community policing
ii) Monthly
Community
sensitization drives prior and
during
project
implementation
iii) Insuring all project materials
during
project
implementation
The consultants / contractors
shall undertake design review at
contract commencement. Any
cause of changes will be identified,
reviewed and approved by the
CMT where such change orders
are deemed necessary.
The consultants/ contractors
shall prepare a contract specific
ESMP. Special Attention shall be
paid to environmental and social
safeguard
aspects
during
implementation.
The
environmental and social aspects
shall be addressed in a proactive
manner. There shall be persons
75 | P a g e
specifically for ESMP compliance
on the CMT.
Failure for identified
beneficiaries to wire
their houses for the
connections
Delay in achieving
targeted connections
2
3
6
Failure to achieve project
Failure to achieve the
objectives and hence
targeted number of
3
increased redundancy of
Connections
network assets.
3
9
i) During the preparation of the
contractor’s
engineering
design, a data base of the
targeted consumers shall be
developed. The team shall
profile
the
targeted
beneficiaries and promote
initiatives for readiness to use
the power.
ii) Ready Boards shall also be
offered basing on i) above.
i) Building the capacity of Service
providers through trainings,
increasing the number of their
staff, technical support in their
operations and maintenance
programs.
ii) Connection mobilization drives
spearheaded by REA shall be
carried
in
beneficiary
communities at the project
commissioning stage.
iii) Subsidizing the connections
cost through the connection
policy
D. CONSTRUCTION RISKS
76 | P a g e
NO.
1
ACTIVITY
Material handling
and
transportation
HAZARD
ASSOCIATED RISK
LIKELIHOOD
TO OCCUR
IMPACT
RISK
RATING
MITIGATION MEASURES
• Self-loader/crane should be in
good mechanical condition
• The self- loader/crane should
be operated by licensed operator
• Ensure workers keep a safe
distance from the loading area
• Double check to ensure
materials are firmly fastened
• Passengers should not be
carried in the same cabin as
equipment
• Employ enough manpower to
handle such loads
• Use of mechanised handlers if
possible
• Transportation of materials and
equipment during the dry season
when most roads are passable
• Reasonable loading of vehicles
when delivering to hard to reach
places
Snapping of selfloader hoisting rope/
equipment falling
from crane grip
Accidents resulting in
bodily injuries or loss of
lives.
Equipment damage
1
3
3
Loosely fastened
materials
Road accident resulting
in bodily injuries or loss
of lives
Equipment damage
2
3
6
Heavy manually
handled loads
Bodily injuries
2
2
4
Impassable or bad
roads
Road accidents and
vehicles getting stuck
3
3
9
Poor handling and
transportation of
transformers
Damage of transformer
bushings
2
3
6
• Well-functioning self-loaders
should be used
9
• Fragile materials should be
transported separately.
• Large vehicles with sufficient
space should be used
Loading fragile
materials with nonfragile ones
Damage of materials
3
3
77 | P a g e
Over speeding
Improper
management of
residual wires
Seepage (Leaching)
of chemicals from
poles (stored at site)
during treatment -
Health effects
associated with
chemicals used for
pole treatment
Using short vehicles
to transport poles
2
Line clearance
Thorny plants, trees
stumps etc
Damage of materials
Accidents leading to
body injuries and/or
deaths
Wires can be used as
snares. Injury to children
and animals
Pollution of soil and
water, danger to plants
and amphibians
Long-term exposure,
especially thorough
direct contact with skin
during wood treatment
to low levels of creosote
has resulted in skin
cancer and cancer of the
scrotum
Development of sweeps
on poles
Mechanical damage on
poles
Body scratches
3
3
9
1
2
2
1
3
3
1
3
3
2
2
4
3
1
3
• Drivers should not exceed a
speed limit of 60 Km/hr
Put in place and implement
residual wire management plan
in protected areas
Transporting poles that are
completely dry (Sufficient
chemical fixation time which is
72 hours) …..Poles storage above
the ground covered with saw
dust or sand
Use of appropriate and adequate
PPEs and/or use of mechanised
equipment
• Tracks with a minimum length
equivalent to the height of the
pole should be used
• Workers wear Full Personal
Protection Equipment
78 | P a g e
Attacking Wild
animals
Injuries due to attacks
1
3
3
Falling branches and
trees
Bodily injuries and death
1
3
3
Cutting down
people's vegetation
without prior
authorisation
Using unskilled
personnel to cut
down and ferry trees
Leaving chopped
trees in the area
Using inappropriate
tools
Having a live
network within the
falling distance of the
tree
Community members
halting works
Physical Attacks
3
3
Accidents and bodily
injuries
1
3
Accidents
Spoils esthetics of the
area
Delay of works
Bodily injuries
Live shocks/
Electrocutiion
2
1
2
2
2
3
9
3
2
4
6
• Workers to move in groups
• Workers wear Full Personal
Protection Equipment
• First aid should be on site at all
times
• Vehicle should be present on
site for emergency evacuation
Workers wear Full Personal
Protection Equipment
Ensure workers keep a safe
distance from the area being
cleared
Authorisation using concent
forms should be obtained
Use skilled personnel to cut and
ferry trees
Chopped trees should be
disposed off after as soon as
possible
Contractor should use only
approved tools for clearance
• Trees should be cut gradually
and carefully to avoid contact
with the power line
• Shutdowns should be requested
for in cases where it is impossible
to avoid contact with the live
network
79 | P a g e
3
Pit and cable
trench
excavations
Delays in project
implementation as a
result of community
related issues
Delays in project
completion.
Damaged Client
reputation
Client Law suits
3
3
9
Failing to obtained
the required ground
clearance
Live shocks/
Electrocution
3
2
6
Energised
underground cables
and pressurised
water pipes
Loss of supply
Damaged pipes and
cables
Body injuries and death
from damaged
pressurised pipes and
exposed energised cable
Sharp rough surfaced
Injuries to hands and feet
excavation tools
•Carry out intense community
sensitization prior to
implementation.
•Engage communities during
project implementation
•Proper Grievance Redress
Means
•Use community leaders as the
face of the project
•Use RTK survey technology for
surveying
•Avoid reckless cutting of trees.
Only cut trees that are above
2.5m where you must
•Do not cut any endangered trees
species
The contractor should be careful
adhere to the minimum
clearances provided for in the
construction guidelines
3
3
9
• Seek Utilities layouts and plans
from District Physical Planners
• Take caution when excavating
• Report any damage to the
concerned asset manager
3
3
9
Workers wear Full Personal
Protection Equipment
80 | P a g e
Moving traffic
Open pits and
trenches
Digging shallow pits
especially on rocky
ground
Leaving pits open
after excavation
Poorly excavated pits
on soft ground such
as swamps
Using inappropriate
tools especially for
holes for concrete
poles
4
Pole positioning
Poor handling or
offloading of poles by
throwing them off
the track
Injury due to vehicles
swerving off the road
into working area
Bodily injury to both
humans and animals
The poles will not be
fitted into the pit up to
the theoretical ground
line
Support strength of the
pole reduces
2
3
6
3
3
9
3
3
9
Accidents e.g children or
livestock falling into the
pits
2
3
6
Leaning poles
2
3
6
Wide pits that make
backfilling difficult
2
2
Mechanical damage and
splitting
4
3
3
9
Use of reflective road signs to
alert road users of on-going
works
Open pits and trenches are
barricaded with warning tape
All pits should be inspected and
approved prior to pole erection
Pit excavation should be done
after pole positioning
All unused pits should be covered
as soon as possible
Pits should be inspected and
approved by the Engineer prior
to pole erection
Use pole hole diggers with
appropriate drill bit less than
400mm
• Poles should be offloaded using
cranes
• Poles should be offloaded in the
presence of the pole treatment
plant representative and the
contractor while ensuring no
poles are dropped
81 | P a g e
Dragging and rolling
poles on ground
Phyiscal damage to the
pole and hence reducing
the pole's sap wood
3
3
Positioning
unsuitable pole sizes
Undersized or oversized
poles shall be used on
pole structures
2
2
9
4
5
Pole erection
Poles erected in
shallow pits
Reduced support
strength of poles
Increased posibility of
poles rotting
3
3
9
Insufficient back
filling
Water logging around the
theoretical ground line of
the pole
3
2
6
Leaning poles
Reduced firmness of the
foundation of poles
3
3
9
Placing insufficient
marrum especially
on soft ground
Placing few or no
wounds of earthwire
at the pole butt for
poles with earth wire
Using short poles e.g
when crossing the
road
Poor plumbing of
poles
High resistance
Reduced firmness of the
earthwire
2
Reduced clearance
2
2
Leaning of poles
1
1
2
4
4
1
• Poles should be moved on
rollers or carried using tracks or
cranes
• Poles should be guided using
Crawbars
• The contractor should avail Aspegged drawings to the foremen
• The Clerk of works should
inspect and approve all
positioned poles prior to pole
erection
Erected poles should be
inspected to ensure the marking
on the theoretical ground line is
covered
All poles should be inspected to
ensure proper backfilling by the
Clerk of works, consultant or
Engineer
Marrum should be placed in the
presence of the Engineer
All poles with wounds of
earthwire should be inspected by
the clerk of works prior to
backfilling
12m poles should be used while
crossing roads
The contractor should use proper
plumb bobs
82 | P a g e
Poor ramming
Using inappropriate
tools
Fatigue due to
working long hours
at height
Worn-out climbing
irons and Belt
6
Pole Dressing
Reduced firmness of the
pole's foundation
2
2
Poor quality of works
1
2
4
2
Body injuries and death
due to falling
1
2
Body injuries and death
due to falling
2
3
6
Existing near live line
Body injuries and death
due to electrocution
2
3
6
Falling objects
Head injuries due to
falling objects
2
3
6
Lightning
Lightening shocks
2
3
6
Reduced quality of works
1
3
Reduced quality of works
2
3
Using unskilled
personnel
Poor quality of works
1
3
Using inappropriate
tools
Poor quality of works
Using unsuitable and
unapproved
materials
Incomplete dressing
on each pole
structure
2
3
6
3
1
3
3
Proper rammers should be used
Approved tools should be used
All linesmen must anchor
themselves with tied belts all the
time while working height
Climbing irons should be
replaced if worn out
Minimum clearance must be
observed or live lines deenergised and earthed
• Workers should wear hard hat
helmets at all times
• Linesmen should use tool bags
and avoid throwing tools down
Linesmen to work in
equipotential zones created by
earthed heavy shots
All materials should be inspected
after installation
All pole structures should be
inspected after installation
Personnel should be approved by
the Engineer prior to
commencement of works
Tools should be inspected and
approved by the Engineer and
Clerk of works
83 | P a g e
7
Installation of
stays
Failing to use the
required PPE
Body scratches and
injuries
2
3
6
Using unsuitable
materials e.g wood
stay stubs
Poor quality of works
2
3
6
Digging shallow stay
pits
Installing the wrong
stay type
Poor tensioning of
stays
8
Conductor
drawing and
stringing
Uneven walking
surfaces
Sharpnells on the
conductor surface
Snapping conductor
Failing to use drum
jakes
Reduced firmness of the
stay's foundation and
hence reduced
mechanical strength of
the stay assembly
Reduced support
strength of the stay
assembly
Poor quality of works
Reduced support
strength of the stay
assembly
1
3
3
2
1
2
Contractor should ensure that all
workers have the required PPE
before moving to site
All stay assemblies should be
inspected and approved by the
Clerk of Works during
installation to ensure appropriate
materials such as concrete stay
stubs are used
All stay pits should be inspected
before burying the stay stub and
stay rod
Engineer should inspect all stays
to ensure they are appropriate
for that structure
3
3
9
Engineer should inspect all stay
assemblies to ensure they
properly tensioned
Bodily injuries
3
2
6
To watch walking surfaces
Bruises on fingers
2
1
Bodily injuries
Appearance of kinks
during stringing
Breaking of conductor
2
2
2
4
To wear gloves when laying
conductors
Tensioning conductors cautiously
2
2
4
Drum jakes should be used
during stringing
84 | P a g e
9
Conductor
tensioning and
sagging
11
12
Cable Joining
Transformer
earthing
Transformer
installation
3
3
Use of tension and sagging charts
3
3
9
1
3
2
3
6
2
3
6
Loose jumpers
2
3
6
Obtaining poor earthing
resistance values
3
3
9
Earthing should be done under
supervision by the clerk of works
Increased risk of faults
damaging the network
3
3
9
Dig up more pits and connect
them
Intertwining of
conductor
1
Poor tensioning of
conductor
Reduced clearance
Increased possibility of
line to line faults
1
Using inappropriate
tools
Poor quality of works
Using unskilled
personnel
Poor quality of works
Installing short
jumpers
10
3
Drums of conductor should be
off-loaded using cranes or under
the inspection of the site
supervisor
Dropping drums of
conductor from
tracks
Installing loose
jumpers
Failing to use two
appropriate PG
Clumps
Failing to put all
required components
for earthing
Failing to achieve the
required earth
resistance values
Poor positioning of
the transformer on
the platform
Reduced clearance
between the jumper and
the support structure
Reduced clearance
between the jumper and
the support structure
Imbalance to the
transformer structure
which could lead to
leaning
1
3
3
2
2
Only approved tools should be
used
Personnel should be approved by
the Engineer or Clerk of works
prior to commencement of works
All jumpers should be inspected
by the Engineer and Clerk of
Works
All jumpers should be inspected
by the Engineer and Clerk of
Works
All jumpers should be inspected
by the Engineer and Clerk of
Works
Transformer installation should
be done under the supervision of
the clerk of works
85 | P a g e
13
Connection of
new lines to
existing live Grid
14
Working in
Swampy areas
15
16
Working in dirty
areas
Use of unskilled
personnel and tools
Poor quality of works
2
3
6
Only authorised personnel should
be allowed to install the
transformer
Using oversized
protection
equipment especially
circuit breakers and
fuse-links
Reduced protection on
the line
2
3
6
All protection equipment should
be inspected prior to and after
installation
Live lines
Electrocution
2
3
6
Deep water
Drowning
2
3
6
Contaminated
swampy water
Infection with water
borne diseases
Infection with associated
diseases
2
3
6
2
2
Dirty environment
4
Driving long
distances
Road accidents resulting
in bodily injuries or loss
of lives
3
3
9
Bad driving
Road accidents resulting
in bodily injuries or loss
of lives
2
3
6
Driving to site
• The live lines are isolated,
earthed and a work permit issued
before commencement of works
• All personnel working at the Toff should wear protective gear
such as gloves, overalls, eye
protectors etc
Measure depth of water depths
before commencement of works
Workers wear Gumboots and
rubber gloves
Workers wear Gumboots and
rubber gloves
Drivers are encouraged to limit
journeys to manageable distances
based on their judgement and
capabilities
• Installation of speed governors
to control speed limits
• Ensuring drivers are held
accountable for incidents
resulting from their actions
86 | P a g e
Fire risks due to
extreme weather
17
Environmental
Risks
Lines falling due to
give away of soils
Collapse of network
resulting from pole
failure. Loss of power
supply to consumers
Collapse of network. Loss
of power supply to
consumers
Risks associated with
Compliance with
national
environmental
requirements
Risks resulting from
non-payment of subcontractors
18
Other
management
risks
Contractor's breach
of contractual
obligations
Defects in
workmanship
2
2
2
Delayed implementation
due to striking workers.
Poor workmanship due
to lack of motivation
Implementing the
contract with no
reference to contract
agreement
Poor quality work
3
3
3
6
Ensure that fire retardants are
used during pole treatment
6
•Ensure that pole positioning is
not at the edge of any sharp end
of a hill.
•If it is at the edge of a hill with a
potential of giving away, ensure
that the edges are stabalised.
•Proper compacting should be
done.
6
•Ensure that workers in any
protected areas have permits
•Ensure that protected species
are not interfered with
3
3
9
3
3
9
3
3
9
Contractors given timeframes
within which to pay subcontractors and service
providers.
•REA to undertake assessment of
contractors.
•Contractor to possess contract
agreement at site.
•Check for personnel
qualifications
•Employ experienced personnel
87 | P a g e
Failure to complete
the project in the
timeframe stipulated
in the contract
Extend contract on the
basis of contract nonperformance. Possible
contract termination
3
3
9
•Ensure that the contractor
adheres to the timeframe and
implementation plans
• Monthly review of project
progress
Financial and
reputational risks
associated with
scope variations
Exceeding the contract
price
3
3
9
•Scope variations should be
backed by financial availability
9
•Ensure that works adhere to the
Company's code of ethical
conduct
•Sensitize workers during
toolbox talks
•A
social worker should be fully
deployed at site •Ensure that
workers have uniforms with
numbers and their names for
easy identification
•Engage communities on the
project scope and modalities of
implementation
•Projects maps showing
beneficiary names should be
distributed to all load centres
Extortions from
workers on ground
Breached client
reputation.
Termination of worker’s
contracts
3
3
88 | P a g e
ANNEX 4: CONTRACT MANAGEMENT PLAN
(FORM 49)
Regulation 51(3)
THE PUBLIC PROCUREMENT AND DISPOSAL OF PUBLIC ASSETS ACT, 2003
CONTRACT MANAGEMENT PLAN
WORKS
Procurement Reference Number
Code of Procuring and Disposing
Entity
Works
Financial year Sequence number
Subject of
Procurement
Provider
Contract Value
Contract start date
Contract end date (Start Date + Time for
completion)
Site possession date to contractor
Supervisor or the engineer
Guarantees (Where applicable)
Performance guarantee
Amount :
Latest date for receipt:
(28 DAYS AFTER NOTIFICATION OF CONTRACT
AWARD)
Advance payment guarantee
Amount :
Latest date for receipt:
(48 DAYS FROM CONTRACT SIGNING)
89 | P a g e
Date of release of bid security
Date of release of advance payment
guarantee
Contract Progress
Interim or Stage payments
See attached sheet
Contract Completion
Date of taking over certificate
(Release of % of Retention where applicable)
Extension of time, if any
Delay, if any
Liquidated damages due, if any
Date of performance certificate
(date of taking over certificate + defects notification
period and release of remaining % of retention)
Return of performance security
Final Payment
Amount
Date
Retentions (Where applicable)
The proportion of payments to be retained
…………………………………… [Insert percent] percent.
Defects Liability Period (Where applicable)
Defects liability period
Contractual
Date
of
Performance
Certificate
(contract completion date + defects notification period)
Contract Management Plan prepared by:
Name: …………………………………… Position………………………………
Signature ………………………………… Date …………………………………
90 | P a g e
ANNEX 5: CHECKLIST FOR ENVIRONMENTAL ASPECTS OF REA PROJECTS
ANNEX 5A: CHECKLIST FOR PREPARATION OF CESMP AND ATTENDANT PROTOCOLS
This checklist complements the CESMP by helping the user to cross-check and guarantee that all the environmental aspects of the
project have been considered/ addressed.
CATEGORY
Permits,
certificates
and
explanations
ENVIRONMENTAL ITEM
1. EIA and other permits
MAIN CHECKS
CONFIRMATION OF
ENVIRONMENTAL
CONSIDERATIONS
1. Has EIA been completed?
2. Have EIA reports been approved by NEMA?
3. Have EIA reports been unconditionally approved? If
conditions are imposed on the approval, then an adjusted
EMP must be developed.
2. Explanation to the
public
4. In addition to the above approvals, have other required
environmental permits been obtained from relevant
authorities?
1. Are contents of the project and the potential impacts
adequately explained to the public based on appropriate
procedures, including information disclosure?
2. Are proper responses made to comments from the public
and regulatory authorities?
91 | P a g e
1. Water quality
Mitigation
Measures
1. Is there a possibility that soil runoff from the bare lands
resulting from earthmoving activities, such as cutting and
filling will cause water quality degradation in downstream
water areas? If water quality degradation is anticipated,
are adequate measures considered?
2. Are measures adequately considered to mitigate potential
pollution of cresol from the poles yard
3. Are measures adequately considered to mitigate potential
hydrocarbon pollution from any spillages
2. Protected Areas
4. If the magnitude of potential pollution is big, has DWRM
been fully engaged?
1. Is there a possibility that the project will affect protected
areas?
2. Has UWA been fully engaged in case of Wildlife areas?
3. Has NFA been fully engaged in case of forest reserves?
3. Ecosystem
1. Are adequate measures taken to prevent disruption of
migration routes and habitat fragmentation of wildlife,
and livestock?
2. Is there a possibility that the project may cause impacts,
such as reduction in wetland areas, and disturbance of
ecosystem due to introduction of foreign materials?
92 | P a g e
4.Topography and geology
If significant ecological impacts are anticipated, are adequate
protection measures taken to reduce such impacts on the
ecosystem?
1. Is there a soft ground on the route of power transmission
lines that may cause slope failures or landslides? Are
adequate measures considered to prevent slope failures
or landslides, where needed?
2. Is there a possibility that civil works, such as cutting and
filling will cause slope failures or landslides? Are
adequate measures considered to prevent slope failures
or landslides?
3. Is there a possibility that soil runoff will result from cut
and fill areas, and borrow sites? Are adequate measures
taken to prevent soil runoff
5. Resettlement
/compensation
1. Is involuntary resettlement caused by project
implementation? If involuntary resettlement is caused,
are efforts made to minimize the impacts caused by the
resettlement?
2. Is the resettlement plan, including proper compensation,
restoration of livelihoods and living standards developed
based
on
socioeconomic
studies
on
resettlement/compensation?
3. Are agreements with the affected persons obtained prior
to resettlement/compensation?
93 | P a g e
4. Is a plan developed to monitor the impacts of
resettlement/compensation?
6. Living and livelihood
7. Heritage
8. Ethnic Minorities and
Indigenous People
1. Is there a possibility that the project will adversely affect
the living conditions of inhabitants? Are adequate
measures considered to reduce the impacts, if necessary?
2. Is there a possibility that diseases, including
communicable diseases, such as HIV will be introduced
due to immigration of workers associated with the
project? Are adequate considerations given to public
health, if necessary?
1. Is there a possibility that the project will damage the
local archaeological, historical, cultural, and religious
heritage sites? Are adequate measures considered to
protect these sites?
1. Where ethnic minorities and indigenous peoples are
living in the rights-of-way, are considerations given to
reduce impacts on the culture and lifestyle of ethnic
minorities and indigenous peoples?
94 | P a g e
9. Impacts during
construction
1. Are adequate measures considered to reduce impacts
during construction (e.g. noise, vibrations, turbid water,
dust, exhaust gases, and wastes)?
2. If construction activities adversely affect the natural
environment (ecosystem), are adequate measures
considered to reduce impacts?
3. If construction activities adversely affect the social
environment, are adequate measures considered to
reduce impacts?
10. Monitoring
4. Are health and safety measures in place? is health and
safety education (e.g., traffic safety, public health)
provided for project personnel, including workers?
1. Project specific EMP developed by REA and given to the
Contractor for implementation and supervising firm for
monitoring purposes.
2. Has the contractor developed CEMP?
3. The Contractor and the supervising firm must therefore
have an environmentalist for guiding and monitoring
environmental aspects
95 | P a g e
ANNEX 5B: SAFEGUARDS MONITORING TOOL
A.
No
1
SOCIAL ASPECTS
Area of
intervention
Occupation Safety
Policy and Legal
Framework
The Occupational
Safety and Health Act
(2006).
.
Areas of observation
Indicators
1.
Policy displayed
EHS Policy
2.
Legality of work
place
3.
Training and
awareness
4.
PPEs
4. First Aid Kid
5. Fire safety
Contractor
Supervising
Consultant
Comment
Safety related Work
procedures
Work place registration
Certificate from DOSH
displayed
Training/awareness plan
Training/awareness
reports/attendance lists
Availability of PPEs
Records of issuance with
acknowledgement by
workers
Appropriateness
PPEs in use
Accessibility
Fully equipped
Designated First Aiders
Documented procedure for
1st aid administration
Serviced Fire extinguishers
appropriately located at the
storage sites
Designated Fire assembly
point
96 | P a g e
No
Area of
intervention
Policy and Legal
Framework
Areas of observation
Indicators
6. Drug and alcohol
abuse
Drug and alcohol
abuse Policy
Contractor
Supervising
Consultant
Comment
No of incidents
recorded
2
Gender
The National Gender
Policy 1997.
Equal employment
opportunities
Gender sensitive
employment Policy
Job Adverts encouraging
women to apply
Violence
Complaints Register
Gender sensitivities
Well labelled Separate
sanitary facilities
Gender sensitive PPEs
Training plans
Attendance lists
Training
3
COMMUNITY
HEALTH
OSH Policy, 2006,
Public Health Act
1967, National
HIV/AIDS Management
Plan and other STDs
Proof HIV/AIDS
outreach activities (IEC
material, T-shirts,
Radio talk shows, etc.)
97 | P a g e
No
Area of
intervention
4
Policy and Legal
Framework
HIV/AIDS Policy and
World of Work 2017
Areas of observation
Indicators
Contractor
Supervising
Consultant
Comment
Condoms distribution
accessibility and
availability to workers
HIV/AIDS management
Champion on each crew
Community safety
Awareness and
Sensitization records
Caution signage
No open pits left overnight
5
6
Community
Engagement
Labour
The Local
Governments Act,
1997
National
Environment Act 1995
Gender Policy
Disability Act
The Electricity Act
Employment
Act
(2006), the Workers
Compensation
Act
(2000), Labor Disputes
(Arbitration
and
Settlement) Act, (2006)
and Labor Unions Act,
2006.
Community
Engagement plan
Records of stakeholder
consultation
Radio talk shows
Overall project
acceptance
Functional GRM
PAPs signed consent forms
Age
restrictions
employees
on
local people should be
recruited
Copies should provide
copies of Identity Cards
Work permit for foreign
nationals
Contracts/letters of
engagement signed
98 | P a g e
No
Area of
intervention
Policy and Legal
Framework
Areas of observation
Employment of women
to ensure positive
discrimination
Indicators
Contractor
Supervising
Consultant
Comment
Contractor
Supervising
Consultant
Comment
Code of conduct signed by
all employees
Enforce recruitment of
persons of legal working
age in accordance with the
Labour Act and the
Employment Act.
Prioritize recruitment of
local people especially for
casual labour to reduce on
influx of new workers
B. PHYSICAL ASPECTS
No
Area of
intervention
Policy and Legal
Framework
Areas of observation
7
wetland
wetland coverage in the
The national
project scope
wetland
conservation and
management policy,
wetland restoration
1995 ,
plan
ESMP compliancy
National
Environmental Act
level
1995
Indicators
Approved ESMP
High resolution project
Satellite images submitted
Marram backfilling of pole
pits
SOP/protocols in place &
approval from NEMA for
RoW
Monthly ESMP progress
report
99 | P a g e
No
Area of
intervention
Policy and Legal
Framework
The National
Environment
(Wetland,
Riverbanks and
Lakeshores
Management)
regulations 2000
Areas of observation
Line Design survey
Community
Engagement plan
(awareness and
sensitization activities
8
Forest
The
national Status of Forests in the
forestry and tree project scope
planting act , 2003
National
Environmental Act
1995
SOP /protocols in place
pertaining to works in
forested ecosystems
Line design survey
Indicators
Contractor
Supervising
Consultant
Comment
Number of complaints
registered
Use of horizontal line
configuration
Line diversion
Use of 2/3 member pole
Use of insulated (ABC)
conductors
Stakeholder meeting
minutes
Awareness and
sensitization attendance
sheet
High resolution project
Satellite image submitted
ESMP monthly progress
report
NFA clearance permit
Powerline aligned in the
Road Reserve
Use of insulated (ABC)
overhead conductors for
low voltage
Use of underground cables
for medium voltages
(11/33Kv)
100 | P a g e
No
Area of
intervention
Policy and Legal
Framework
Areas of observation
9
Status of Protected
Game parks and Wildlife policy of
areas in the scope
Game reserves
1999
(Protected Areas)
The wild life Act Cap
Staff training
200 of 2000
Line design survey
ESMP Compliance
monitoring
SOP/Protocols
pertaining to works in
protected area
Indicators
Contractor
Supervising
Consultant
Comment
High resolution project
satellite image submitted
Progress ESMP report
Training certificate, report
or attendance
Powerline aligned in the
road reserve
Insulated conductors (ABC
) used for Low voltage lines
Powerline aligned in the
road reserve
Insulated conductors (ABC
) used for Low voltage lines
Underground cables used
for medium voltages
(11/33Kv)
ESMP monthly progressive
report
Monitoring report
Staff safety /sensitization
and awareness on work
hazard report
UWA approval work
permit
101 | P a g e
No
Area of
intervention
10
Hydrology
constituents of
the community
Policy and Legal
Framework
National Water Policy
1999
Areas of observation
Indicators
Status of Water sources
in the project scope
High resolution
satellite image
submitted
The Water act, cap
152 ,1997
Contractor
Supervising
Consultant
Comment
Approved ESMP
ESMP Compliancy level
SOP/protocols in place
Monthly ESMP progressive
report
11
Endangered
species (Flora &
Fauna)
RED Listed
endangered species
under IUCN
Status of Endangered
species
ESMP compliance level
Clearance certificate for
RoW from directorate of
water
Community awareness and
sensitization attendance
sheet
Approved ESMP report
Stakeholder
engagement plan
SOP in place pertaining to
endangered species
Minutes and meeting
attendance extracts
Staff Training
Training reports
102 | P a g e
No
Area of
intervention
12
Archaeological
objects/environ
ment
13
Dust emissions &
particulate
matters
Policy and Legal
Framework
National
cultural
policy 2006
Areas of observation
Indicators
Status of Archeological
objects /environment
Project Satellite image
submitted & approval from
district for the RoW
SOP/protocol
pertaining to
managemnt and
handling of
Archaeological objects
Staff training on
handling of such
sensitive environment
Community
engagement plan
Monitoring report
ESMP monthly progress
report
SOP in place pertaining
to work related
emissions
Dust monitoring kit
ESMP monthly progress
report
Pollution complaints on file
Staff training reports
Contractor
Supervising
Consultant
Comment
The Historical and
monument
Act,
1967
National
Environmental Act
1995
The public Health
Act, 281, 1964
Training report/ certificate
Meeting Minutes and
sensitization attendance
sheet
Emission Regulation
103 | P a g e
No
Area of
intervention
Policy and Legal
Framework
Areas of observation
Indicators
14
Noise pollution
National
Environmental Act
(Noise standards
and control
regulation 2013)
SOP in place pertaining
to work related noise
Flight management plan in
place and functioning
Community
engagement
Monitoring report
Monthly progressive report
Contractor
Supervising
Consultant
Comment
The public Health
Act, 281, 1964
15
Land use and
Land clearance
for the RoW
The constitution of
Republic of Uganda,
1995
Project satellite image
submitted
Land use in the Row
Land act cap 227 ,
1998
National land policy
2013
Voluntary offer for the
RoW
Community
/stakeholder
Engagement
Consent forms signed by
land owners
Sensitization and awareness
reports
Community meeting
minutes
104 | P a g e
No
Area of
intervention
Policy and Legal
Framework
16
Storage yard
Land act cap 227 , SOP/protocols
pertaining to
1998
National
Environmental Act
1995
17
Camp site
The public Health
Act, 281, 1964
Occupational health
and safety act 2003
Employment act
2003
Areas of observation
Waste
management
National
Environment
(Waste
Management)
regulation of 1999
The public Health
Act, 281, 1964
Contractor
Supervising
Consultant
Comment
Permit/approval from
relevant authorities
management and set up
of storage yard
Health and safety
Training on handling
storage site
Waste storage and
discharge
Health and safety
Waste management
Basic requirement
security
18
Indicators
SOP in place pertaining
to handling and
discharge of wastes
Waste handling
Safety kits in place
Training report
Waste management plan in
place
Health and safety training
reports, incident reports ,
ESMP monthly progressive
reports
Waste management plan in
place and functioning
Clean water , shelter,
Incident reports , fence ,
SOP in place
Discharge/disposal license
Monitoring report and
monthly progressive report
Waste management plan in
place and functioning
105 | P a g e
No
Area of
intervention
Policy and Legal
Framework
Constitution of
Uganda 1995
19
Chemical
Areas of observation
Indicators
Qualified staff to
handle wastes
Training report or
certification ,licenses
Waste disposal
/recycling environment
Discharge permit/ approval
from relevant authorities
SOP/protocols
Water Regulation
( waste discharge pertaining to
regulation of 1997) management and
control of chemicals
staff capacity
National
Environment
(protection
& Handling and
management
of discharge/disposal
solid & hazardous
waste s.1 .15 of
1991)
10
Oil spills
SOP /protocols in place
pertaining management
of and control of oil
spills
Contractor
Supervising
Consultant
Comment
ESMP monthly progressive
reports and monitoring
reports
Training and certifications,
reports and permits
Discharge permit/licenses
from relevant authorities
Discharge permit/licenses,
staff
106 | P a g e
ANNEX 6: SURVEY METHODOLOGY AND PRESENTATION
The line routes of the proposed power distribution project(s) shall be inspected before
commencing the survey(s) with the project manager or their representative(s). The
service provider shall obtain paper and digital maps, as well as geo-referenced Satellite
imagery/aerial ortho photos which shall be not more than one year old, and of
multispectral spatial resolution of 0.6m or better, covering a band of at least 1km wide
(at least 500m on either side of the Indicative line route) based on Uganda’s National
coordinate system, which is currently UTM Arc 1960 Zone 36N with Clarke 1880 as the
ellipsoid of reference. The identified critical locations of proposed medium voltage line
route will thereafter be finalized with the project manager or their representative(s). The
next step will be establishment of survey control points and the final detailed survey,
which shall include line profiling and pegging of the pole structure locations.
Control Establishment Survey
Prior to the final detailed field survey, inter-visible pairs of control points shall be
established along the proposed line route at appropriate intervals to provide ease of
reference for all subsequent surveys. They shall be made of concrete, with a bar or nail in
the center, marking the precise point of co-ordinate measurement. These points shall be
clearly labeled, described and documented by the service provider.
Horizontal Control: Horizontal control survey will be executed using High accuracy and
high precision dual frequency GNSS/GPS receivers. All GPS points shall be established
with an accuracy of at least 5mm+/- 1ppm.
Vertical (Elevation) Control: Vertical control survey will be done using automatic levels
or intelligent total stations, and the heights shall be in reference to known benchmarks
where possible. Assumed heights shall be used in situations where there are no known
height benchmarks in the vicinity of the project area.
Final Detailed Survey
A final detailed survey shall be executed using high accuracy and high precision dual
frequency GNSS/GPS receivers as well as intelligent total stations. Final survey drawings
(as-pegged) and other details will be provided to the project manager or their
representative(s) by the service provider for approval of the construction scope.
107 | P a g e
Power Line Route Profile(s)
Power line route profile surveys shall be done using either intelligent total stations or
Dual frequency GNSS/GPS in RTK mode or a combination of the two. It is however
advisable to record the survey data using string system method as it is easier to use in
generating drawings by an Automated mapping software like PLS CAD.
Line profiling will be achieved by carrying out topographic surveys along the proposed
line route at 20m intervals. However, any significant change of slope occurring in
between the 20m spot heights should also be heighted. Where ground slope across the
line route exceeds 1 in 25 the level of ground left and right of the center line will be
recorded at an offset distance of 10m. Line Profile drawings will be provided together
with the line route and pole schedule.
Drawings
Presentation of Information on the Survey Drawings
The survey drawings should be as detailed as possible so as to enable REA staff carry out
analysis on the built network.
Colour Coding
For clear presentation of information on the drawings, it is required that the drawings
have a uniform colour coding as described below;
a. For the MV lines 33kV or 11kVshall be represented as a Bold black line.
b. LV lines shall be represented as a broken black line, with 1-phase or 3-phase
indicated at the respective sections.
c. Distribution transformers shall be a big black dot.
d. Poles shall be small black dots and shall bear incremental numbers. These pole
numbers shall begin at the connection point, at the start of the project line in
conformity with the project name.
e. The service connection cables shall be light blue.
Legend / Key
108 | P a g e
a. The project title shall include voltage level, name of the major load center(s) and
the District e.g. Proposed 33kV Power supply to …………… TC or Village or sub-county
and environs in …………… District.
b. The legend shall give a description of the symbols in their respective color codes
determined by the voltage levels as described in the section above.
c. The distribution transformer size shall be indicated.
Labeling of Sheets
a. It shall be required that the “to” and “from” is indicated on each sheet.
b. Each sheet shall be numbered clearly, for example Sheet 1 of 12
At the T-off point;
a. Indicate existing line with the color coding as described in the previous section
and at the connection point, the feeder name should be given.
b. Indicate the road directions on each end of the existing line, this gives a more clear
indication of the location of the area.
REA shall review and approve the draft survey drawings before the final drawings are
submitted in soft and hard. The drawings MUST include a page showing the entire power
line route in form of a line diagram.
109 | P a g e
Flow chart of the method statement - Technique Based on Satellite images and GPS
Satellite Images
Horizontal & Vertical
Control
Geo reference the
Images & Plotting the
line Route
Finalize the critical locations
Preliminary Survey
Preparation of Image Drawings
(Scale 1: 2000 & 1: 10000)
Field Check & Finalize the Line Route
Preparation of Final Image Drawings
(Scale 1 : 2000 & 1: 10000)
Profile Survey
Preparation of
Final Profile Drawings
Final Report
Preparation of
1: 10,000 Map
Placement of Angle
Points & Intermediate
Points
110 | P a g e
ANNEX 7A: POLES’ PRE-DISPATCH CHECKLIST (CREOSOTE)
RURAL ELECTRIFICATION AGENCY
Poles’ Pre-dispatch Testing Tool
Supplier Name:
Location:
Date:
Preservative
Creosote
The following documents have been provided and reviewed by the FAT Team:
No.
Documents
1
Documentation under pole receiving
2
Documentation under pole seasoning
3
Documentation under pole treatment
4
A copy of post treatment test report
5
Manufacturers documents relating the chemicals quality
✓/X
Comments
and efficiency
111 | P a g e
Pole Testing
No.
Pole
Length
Pole Top
Diameter
Penetration
>20mm
Retention
>115kg/m3
Mid-point
Mid(Expected Results
point
according to SANS)
Cantilever
(Expected
Results
according to
SANS)
Cantilever
Visual
Inspection
1
2
3
4
5
6
7
8
9
10
11
12
13
Comments:
Name
Date
Signature
REA Representative
Contractor
Treatment Plant Manger
112 | P a g e
ANNEX 7B: POLES’ PRE-DISPATCH CHECKLIST (CHROMATED COPPER ARSENATE)
RURAL ELECTRIFICATION AGENCY
Poles’ Pre-dispatch Testing Tool
Supplier Name:
Location:
Date:
Preservative
CCA
The following documents have been provided and reviewed by the FAT Team
No.
Documents
1
Documentation under pole receiving
2
Documentation under pole seasoning
3
Documentation under pole treatment
4
A copy of post treatment test report
5
Manufacturers documents relating the chemicals quality
and efficiency
✓/X
Comments
113 | P a g e
Pole Testing
No.
Pole
Length
Pole Top
Diameter
Penetration
>20mm
Retention
>115kg/m3
Mid-point
Mid(Expected Results
point
according to SANS)
Cantilever
(Expected
Results
according to
SANS)
Cantilever
Visual
Inspection
1
2
3
4
5
6
7
8
9
10
11
12
Comments:
Name
Date
Signature
REA Representative
Contractor
Treatment Plant Manger
114 | P a g e
ANNEX 8: FAT CHECKLIST FOR TRANSFORMERS
A. TRANSFORMER PLANT INSPECTION TOOL
DOCUMENT TYPE:
DISTRIBUTION TRANSFORMER MANUFACTURING PLANT
INSPECTION TOOL
DOCUMENT NUMBER:
REVISION NUMBER:
1
LAST REVISION DATE:
Mar-19
REFERENCE DOCUMENTS:
DISTRIBUTION TRANSFORMER SPECIFICATION & DISTRIBUTION
TRANSFORMER MANUFACTURING PROCESS MANUAL
PLANT NAME:
INSPECTION DATE:
LOCATION:
YEARS IN OPERATION:
NO.
1.0
1.1
1.2
1.3
1.4
1.4.1
1.4.2
1.4.3
1.5
1.6
1.7
1.8
1.9
2.0
2.1
ASPECT OF INSPECTION
ACCEPTANCE CRITERIA
FINDING
(Yes/No)
REMARKS
Availability of Documentary Evidence for Legal, Statutory & Quality
Valid ISO 9001:2008 or
Quality Management Certification
Equivalent
Enviromental Management
Valid ISO 14001:2004,
Certification
NEMA or Equivalent
Occupation Health and Safety
Valid OHSAS 18001:2007
Management System
or Equivalent
Availability of Health, Safety,
Enviroment & Quality (HSEQ) Policies &
Yes
Manuals
Presence of
Procedure for Enviromental Aspect
Enviromental Aspect
Evaluation
Register
Presence of Hazard
Procedures for Hazard Identification
Register
Procedure for Risk Assessment
Presence of Risk Register
Availability of Manufacturing Processes
Yes
Manual & Procedures
Availability of Manufacturing Processes
Yes
Checklists
Availability of Testing Protocals
Yes
Availability of Valid Type Test
Yes
Certificates
Availability of Valid Equipment
Yes
Calibration Certificates
Production Capacity
Availability of Adequate Structure of
Yes
the Production Team
115 | P a g e
2.2
2.3
2.4
2.5
2.6
2.7
2.8
i
ii
iii
iv
v
vi
vii
viii
3.0
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
i
ii
Adquate Mix of Qualification &
Expereince of the Production Personel
Capacity of Raw Material Storage Area
Capacity of Production Area
Number of Production Lines
Capacity of Finished Transformer
Storage Area
Number of Transformer Per Day/Month
Availability of Key Production Line
Equipment
Crane
Fork Lifts
Loading Bays
Core Cutting Machines with Step Lap
technology
Drying Oven
Testing Labaratory
Vacuum Chamber/Equipment
Winding Machines
Yes
No. of sqm?
No. of sqm?
No.?
No. of sqm?
No.?
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Distribution Transformer Construction Process
Check Availability of Full Fledged Design
Yes
Office (Space, Tools & Personel)
Availability of Procedure for
Identification & Review of Customer
Yes
Requirements
Yes
Is there a Design Action Plan?
Is there a Design Review
Yes
Checklist/Procedure?
Availability of Design Reports Prior to
Yes
Manufacturing
Presence of Job Card
Ability to Trace a Transformer Back up
System or Equivalent
to Raw Materials
Presence of Material List
with Quality Certficatio,
Compliant to Client
Availability of Adquate Raw Materials
Specification
Sourcing System
Check Whether the Core Is Securely
Yes
Clamped
Check Availability of Winding
Yes
Instruction from the Design Report with
Winding Technicians
Check Availability of Drying Oven &
Capacity of the Highest Rated
Yes, 630KVA, No?
Transformer and Number of
Transformers it can Accommodate
Oil filled in Vacuum
Chamber
Check Oil Filling Procedure
Check Conformity to Minimum
Dimensions for Tank Fabrication
3mm for < 400kVA &
6mm for > 400kVA
Minimum Tank Thickness
3mm for < 400kVA &
6mm for > 400kVA
Minimum Base Thickness
116 | P a g e
iii
iv
v
4.0
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
5.0
4mm for < 400kVA &
6mm for > 400kVA
Minimum Cover Plate Thickness
6mm
Minimum Flange Thickness
1.2mm
Minimum Radiator Thickness
Compliance Check to Minimum Technical Characteristics
Armophous or CRGO
Silicon Steel Sheets
Core Material
0.23 +-3%
Core Thickness (mm)
Aluminum
Winding Material
Mineral
Transformer Oil Type
70kV
Transformer Oil BDV
A
Insulation Board Class
Insulation Board Minimum Dielectric
60kV/mm
Strength in oil
5
Off-Load Tap Changer Steps
Off-Load Tap Changer Lockable in Tap
Yes
Position Selected
Presence of Pressure Relief Value,
Yes
Minimum 0.35 bars
Yes
Tank Hermetically Sealed
Mild Steel
Tank materials
Hot Dip Galvanised &
Powder Coated
Tank Coating
>100um (50um + 50um)
Tank Overall Coating Thickness
Tank Comprises of Base, Tank, Flange,
Yes
Top Cover, Lifting Lugs, Earthing Points?
Tank has Provision for Mounting Surge
Yes
Arrestors?
Yes
Bushing have Arcing Horns?
Inspection & Testing
5.1
Check Availability of Full Fledged
Testing Laboratory
5.2
Carry out Routine Tests on Sample
Finished New Distribution Transformer
6.0
6.1
6.2
6.3
Product Handling & Packaging
Presence of Proper Handling Equipment
Transformer to be Securely Packaged in
Palates
Palates to be Labelled as per Client
Specification
Completed with all
equipment necessary to
carry out all Routine Test
as required per IEC
60076
Attach Routine Test
Report in line with IEC
60076
Yes
Yes
Yes
Signed:
…………………………………………………
REA Representative
…………………………………………………
UMEME Representative
…………………………………………..
UEDCL Representative
…………………………………………………
PLANT Representative
117 | P a g e
B. FAT CHECKLIST FOR TRANSFORMERS
PHYSICAL INSPECTION:
Physical Inspection
No.
Aspect of inspection
Methods of inspection
Sampling
Acceptance criteria
Equipment
Hot dip zinc Galvanized,
Use coating
powder coated, ≥ 100µm
thickness
(BS 729)
gauge.
Remarks
rate
1
External
surface
Visual and measurement
10%
coating of tanks
(Elcometer)
2
Internal surface of
Visual
1 per type
tank
3
4
Dimension
Oil resistant paint
& Size
and
Physical
check
and
1 per type
construction
measurement
& Size
(a) Outdoor bushing
(a) Approved as per the
1 per type
Creepage
specification
distance
drawing
and
Approved drawing
Approved drawing
& Size
(b) Phase to phase (b) 40mm/kV
clearance
(c) 800mm
(c) Phase to Earth (d) To be provided with
clearance
hardware
(d) Bi-metallic
crimping
connector
for
conductor.
5
Oil level inside tank
Visual inspection of the oil
1 per type
Should be above active
to be checked
level gauge. Note: Ambient
& Size
part when the Oil gauge is
at minimum.
6
Packing
Physical inspection
Should
be
as
per
specification
118 | P a g e
Routine Test
No.
1
Aspect
of
Applicable
inspection
standard
Insulation
IEC- 60076
Sampling rate
Acceptance criteria
Equipmen
t
10%
≥ 1000 MΩ when 5000V is applied
Insulation
resistance
for 60 seconds for HV & E, HV & LV
resistance
measurement
and 1000V applied for 60 seconds
meter
for LV&E.
(Megger)
– 5kV
2
Separate source
IEC- 60076
100%
Test set should not trip when 70kV
AC
voltage
is applied for 60 seconds for 33kV
Dielectric
withstand.
TX, 28kV for 11kV TX, and 3kV for
Test set
LV windings.
3
Vector relation
IEC - 60076
10%
Vector group displayed to be as per
Transform
specification – Dyn11
er ratio
meter.
4
Transformer
IEC - 60076
10%
ratio
5
Winding
resistance
IEC - 60076
10%
at
Transformer
ratio
as
per
Transform
specification with ±5% tolerance
er ratio
for the respective taps positions.
meter.
All phase resistance values should
Transform
be similar.
er winding
rated tap
resistance
meter
6
No load loss
IEC - 60076
10%
The deviation of no load loss value
AC
should be ≤15% of specified value
analyzer
No load current shall be less than
5% of rated.
119 | P a g e
Remarks
7
Load Loss
IEC - 60076
10%
Deviation of full load losses
corrected to 750 C shall be within
15% of the specified value.
Total losses – deviation of the
AC
analyzer
component losses should be within
15%
while
deviation
of
maintaining
the
total
the
losses
within10% of the specified value
8
9
Induced
Should withstand double the rated
High
voltage at High
voltage at 120 HZ applied to LV
frequency
frequency
windings for 50 seconds.
test set.
Measure the electrical strength of
Oil
TX oil when a layer of oil is placed
Dielectric
between two electrodes, which are
test set
Testing
over
the
electrical
strength
of
transformer oil
IEC - 60076
IEC - 156
100%
Oil sample
placed at 2.5mm apart. Average
breakdown voltage of the oil must
be > 50kV.
120 | P a g e
ANNEX 9.0 REA INSPECTION CHECKLIST FOR MANUFACTURING PLANTS FOR
CONDUCTORS
Documentation
1.1
1.2
1.3
The plant has the following Valid Certification:
✓/X
Quality Management Certificate: ISO 9001:2008
Environmental Management Certificate: ISO
14001:2004
NEMA EIA Certificate or Equivalent
OHSAS Certificate: OHSAS 18001:2007
UNBS Certification or Equivalent
Occupational Health and Safety Certification from
Ministry of gender, Labour and Social Development
or Equivalent
The plant has the following documentation:
✓/X
HSEQ Policies and Manuals
Process Manual
Quality Plans
Manufacturing Procedures
Inspection Instructions
Test Protocols
Test reports
Process Checklists
Type test certificates
Calibration Records
The plant has the following HSEQ Procedures
✓/X
Procedure for Environmental Aspect Evaluation
(Environmental aspect register)
Hazard Identification (hazard register)
Risk Assessment (risk register)
Auditor's Comment
Auditor's Comment
Auditor's Comment
Design Process
2.1
Review of the Design Process for compliance to
specifications & standards; the plant has the ✓/X
following:
Procedure for identification & review of customer
requirements
Design Action Plan
Design review checklist
Design report
Design Software
Auditor's Comment
121 | P a g e
Material Inspection
3.1
3.2
3.3
Aluminum ingots
Aluminum content is atleast 99.5%
Documentation
Test certficate clearly showing the composition of
the tested sample of Al. ingots
Alloying ingots
Silicon content is atleast 99%
Documentation
Test certficate clearly showing the composition of
the tested sample of Silicon
Alloying element Mg. ingots
Mg. content is taleast 99%
Documentation
Test certficate clearly showing the composition of
the tested sample of Mg. ingots
✓/X
Auditor's Comment
✓/X
Auditor's Comment
✓/X
Auditor's Comment
✓/X
Auditor's Comment
✓/X
Auditor's Comment
Aluminuium Alloy Wire Rod
4.1
Chemical Analysis of molten metal
Atleast 2 samples from different locations are taken
The sample complies with ASTMB 398, table 1
Element
Composition,%
Copper max
0.1
Iron max
0.5
silicon
0.050-0.90
Manganese,max
0.0.3
magnesium
0.6-0.9
Zinc,max
0.1
Chromium,max
0.03
Boron ,max
0.06
Other elements, Total ,max 0,03
Other elements, Total ,max 0.1
aluminium
Remainder
Documentation
Chemical analysis report of molten metal
Tools/Apparatus
Spectrometer
4.2
Casting of Alloy bar
Plant has an internal standard for casting alloy bar
and it is implemented
122 | P a g e
4.3
4.4
4.5
Treatment of alloy cast bar by induction furnace
✓/X
Temperature is recorded on an hourly basis
Temperature reanges between 5100c to 5300c (at
entry of roll milling)
Documentation
Temparature records
Rolling of aluminium Alloy Rods followed by
✓/X
quenching and coiling
The plant has an internal plant standard for rolling of
aluminium Alloy Rods, quenching and coiling
Temparature ranges from 400c to 800c (after
quenching)
Documentation
Internal plant standard for rolling of aluminium Alloy
Rods, quenching and coiling
The plant carries out the following tests on the wire
✓/X
rod using caliberated tools
Tests to verify Diameter
Tests to verify Tensile strength
Tests for Elongation
Tests to check for cleanliness and surface
smoothness (visual check): The wire rod should be
smooth and free from pipes laps, cracks
,kinks,twists,scams & other injurious defects within
the limits of good commercial practice
Documentation
Caliberation Certfificates for tools used
Test Reports for all the above tests
Auditor's Comment
Auditor's Comment
Auditor's Comment
Aluminium Alloy Drawn Wire (Before Aging)
5.1
The following tests are carried out on the Aluminium
Alloy Drawn Wire
Test for Diameter according to ASTM 398, clause no.
11.0 and customer specification
Test for Tensile strength; minimum - 27kg/mm2
Test for Resisitivity - Max-34.50Ωmm2 /km at 20
degrees
Documentation
Tests reports/ certificates
List of tools used in drawing the wire
✓/X
Auditor's Comment
123 | P a g e
Aluminuim Alloy Wire Ageing Process
6.1
Aluminum Alloy wire Ageing process time &
temperature during process
Temperature is maintained at 150 ± 5 degrees
centigrade for 4 to 5 hours
Documentation
Aging process documentation/ process manuals
List of tools used in Aging process
✓/X
Auditor's Comment
Aluminium Alloy after Aging Process
7.1
The following tests are carried out after Aging
✓/X
process:
Visual inspection for surface finishing and winding
according to ASTMB 398,clause no.13. The wire
should be smooth and free from all imperfections
not consistent with good commercial practice
Check for Diameter of drawn aluminum alloy wire
according to ASTM 398,cause no.11.0 & customer
specification
Breaking load /tensile test according to ASTMB 398
table -2; Min -315N/mm2/(AVG) and Min 305N/mm2 (Ind)
Test for Resistivity according to ASTMB 398,clause no
9.0;
Max 32.841Ω mm2/km at 200c
Test for elongation according to ASTMB 398,table -2;
Min = 3.0% on 250 mm gauge length
Wrapping test (bending properties) according to
ASTMB 398, clause no,8.0. Eight turns should be
wrapped round a mandrel of diameter equal to the
wire diameter. The wire should not break
Documentation
Test Reports/ certificates
Auditor's Comment
Final Conductor Stringing
8.1
Lay ratio/Direction &compactness
Lay ratio/Direction &compactness is done according
to AST B399, Clause no 7.0:
layer
max
min
Dir
1+6
16
10
RH
Documentation
✓/X
Auditor's Comment
124 | P a g e
8.2
Quality control documents for lay ratio/ direction
and compactness
The following tests are carried out after final
✓/X
conductor stringing
Visual checks for joints according to ASTM B 399,
clause no. 6.0 & Table-4. No joint are permitted in
center wire. Joint are permitted in six wire layers but
such joint shall be no closer than 15m.
Check for Surface cleanliness. After reeling the
conductor, the exposed surface of the outer layer of
conductor is wrapped with water proof plastic sheet
to preserve the conductor from dirt, grit and damaged
during transportation and handling.
Visual checks for Surface smoothness/ scratches
according to ASTM B 399, clause no. 13. The
conductor shall be clean and free of imperfections not
consistent with good commercial practice
Documentation
Test Reports for the above tests
Auditor's Comment
Routine and Accetance Test on Final Conductor
9.1
All tests as per clause 7.0 are carried out on atleast
✓/X
10% of the drums
The tests are according to ASTM B399, ASTM B 399 &
IEC 61089
Documentation
Test Reports
Auditor's Comment
Tests on Finished Conductor
10.1
10.2
Visual inspections for surface smoothness
This is done according to ASTM B 399, clause no. 13.
The conductor should be clean and free of
imperfections not consistent with good commercial
practice
Documentation
Test Report
Measure for conductor diameter
This is done according to Clause no.6.6.3 of IEC
61089
12.78mm +1%
Documentation
Test Report
✓/X
Auditor's Comment
Auditor's Comment
125 | P a g e
10.3
10.4
10.5
10.6
Check for lay ratio
✓/X
One sample for every 10 drums is checked according
to ASTM B 399, clause no. 7.0
LAYER
MIN
MAX
Alloy (6+1)
10
16
Documentation
Test Report
Check for direction of layer
✓/X
One sample for every 10 drums is tested according to
ASTM B, 399, clause no 7.4. Direction of lay of the
outermost layer should be right hand
Documentation
Test Report
Check for Unit weight of conductor
✓/X
This should be done according to Clause no.6.6.3 of
IEC 1089 standard weight of the conductor without
grease=273.8kg/km.
Documentation
Test Report
Visual check for surface finish and winding; One
sample for every 10 drums or part thereof.
According to ASTM B 399, clause no.13: The wire
should be smooth and free from all imperfections not
consistent with good commercial practice.
According to ASTM B 398, CLAUSE NO. 11 & customer
specification; Tolerance: ± 1%
According to ASTM B 399, clause no.14.2Min. 299..25N/mm2 (AV). Min.-289.75N/mm2 (Ind)
According to ASTM B398, CLAUSE NO.9.0.
Max.32.841Ωmm2/km at 200C
According to ASTM B 398, Table-2. Min= 3.0% on
250mm gauge length
According to ASTM B 398, clause no.8.0. Eight turns
shall be wrapped round a mandrel of diameter equal
to the diameter. The wire shall not break.
Documentation
Test Reports
Auditor's Comment
Auditor's Comment
Auditor's Comment
Auditor's Comment
126 | P a g e
Personnel
11.1
The plant has adequate production team:
Minimum
Personnel
Working Experience
Qualification
BSc.
Electrical
Production Engineering
3 years
Manager
/ BSc.
Mechanical
Engineering
BSc.
Electrical
Quality
Engineering
Control
3 years
/ BSc.
Officer
Mechanical
Engineering
Documentation
Structure of the manufacturing facility
✓/X
127 | P a g e
ANNEX 9A: FAT CHECKLIST FOR LV ABC CONDUCTOR, THREE PHASE
Test
standard:
Production Name
ABC cable
Type and size
ABC
Test quantity
3x50+1x54.6mm2
NO.
TEST ITEM
Manufacturer:
Date:
EXPECTED
RESULT
UNIT
1
1.1
1.2
1.3
1.4
Drum No.
Phase conductor
Material
Strands number
Shape
Approximate overall diameter
1.5
Max. DC resistance at 20°C
Ω/km
0.6
2
2.1
2.2
3
3.1
Phase XLPE insulation
Nominal thickness
mm
1.7
3.2
3.3
Strands number
Approximate overall diameter
Nos
mm
Aluminum
alloy
7
9.5
3.4
Max. DC resistance at 20°C
Ω/km
0.596
3.5
Neutral wire breaking load
kN
16.6
4
4.1
5
5.1
Neutral XLPE insulation
Nominal thickness
Complete conductor
Overall diameter of cable
mm
1.7
mm
29
5.2
AC voltage test
Aluminum
7
Circular
30
Nos.
mm
Neutral conductor
Material
NAME
EVALUATION
kV/min
3.5/1 Non
breakdown
TITLE
COMPANY
SIGNATURE
128 | P a g e
ANNEX 9B: FAT CHECKLIST FOR LV ABC CONDUCTOR, SINGLE PHASE
Production
name
Type and size
NO.
1
1.1
1.2
1.3
1.4
1.5
ABC cable
Test standard:
Manufacturer:
ABC
1x50+1x54.6m
m2
Test quantity
Date:
TEST ITEM
Drum No.
Phase conductor
Material
Strands number
Shape
Approximate overall
diameter
Max. DC resistance at 20°C
UNIT
Nos.
mm
EXPECTED
RESULT
Aluminum
7
Circular
8.1
Ω/km
0.6
mm
1.7
Aluminum
alloy
7
9.5
2
2.1
2.2
3
3.1
Phase XLPE insulation
Nominal thickness
3.2
3.3
No
mm
3.4
Strands number
Approximate overall
diameter
Max. DC resistance at 20°C
Ω/km
0.596
3.5
Neutral wire breaking load
kN
16.6
4
4.1
5
5.1
Neutral XLPE insulation
Nominal thickness
Complete conductor
Overall diameter of cable
mm
1.7
mm
29
5.2
AC voltage test
NAME
Neutral conductor
Material
kV/min
EVALUATION
3.5/1 Non
breakdown
TITLE
COMPANY
SIGNATURE
129 | P a g e
ANNEX 10: FAT CHECKLIST FOR TRANSFORMER WIRING AL / PVC CABLE
Production name
Transformer Wiring Al /
PVC Cable
Test standard
Type and size
1X120mm2
Test quantity
NO.
TEST ITEM
1
Conductor
1.1
Material
1.2
Strands number
1.3
Shape
1.4
Approximate overall
diameter
mm
13.1
1.5
Max. DC resistance at
20°C
Ω/km
0.248
2
PVC insulation
2.1
Nominal thickness
mm
1.7
2.2
Approximate overall
diameter
mm
16.4
3
Complete conductor
3.1
AC voltage test
NAME
UNIT
EXPECTED RESULT
IEC 60502
EVALUATION
Aluminum
Nos.
7
Circular
kV/mi
n
TITLE
3.5/1 Non breakdown
COMPANY
SIGNATURE
DATE
130 | P a g e
ANNEX 11: FAT CHECKLIST FOR HV BARE CONDUCTOR 50SQMM
Production
name
All Aluminum Alloy
Conductor
Test standard
Type and size
AAAC- 50mm2
Test quantity
NO. TEST ITEM
UNIT
EXPECTED RESULT
EVALUATION
Smooth in surface,
uniform and tight in
stranding, no corrosion on
surface
1
Appearance
2
Construction
2.1
Number of conductor
Nos.
7
2.2
Diameter of single wire
mm
3.03
2.3
Overall diameter of
conductor
mm
9.07
2.4
Strands direction of
aluminum outmost layer
3
Performance of conductor
3.1
Breaking load
kN
3.2
Calculated DC resistance
at 20°C
Ω/km
NAME
IEC 61089
Right
TITLE
16.205
0.65
COMPANY
SIGNATURE
DATE
131 | P a g e
ANNEX 12: FAT CHECKLIST FOR HV BARE CONDUCTOR 100 SQMM
Production
name
All Aluminum Alloy
Conductor
Test standard
Type and size
AAAC- 100mm2
Test quantity
No.
TEST ITEM
1
Appearance
2
Construction
UNIT
EXPECTED RESULT
Nos.
7
2.2 Diameter of single
wire
mm
4.26
2.3 Overall diameter of
conductor
mm
12.8
2.4 Strands direction of
aluminum outmost
layer
Right
Performance of conductor
3.1 Breaking load
kN
43.47
3.2 Calculated DC
resistance at 20°C
Ω/km
0.28
NAME
EVALUATION
Smooth in surface, uniform
and tight in stranding, no
corrosion on surface
2.1 Number of conductor
3
IEC 61089
TITLE
COMPANY
SIGNATURE
DATE
132 | P a g e
ANNEX 13: FAT CHECKLIST FOR GSW 3/2.64
NO.
TEST ITEM
UNIT
1
EXPECTED RESULT
Smooth in surface, uniform
and tight in stranding, no
corrosion on surface
Appearance
2
Construction
2.1
Number of conductor
Nos.
3
2.2
Diameter of single wire
mm
2.64
2.3
Strands direction of
aluminum outmost
layer
Right
2.4
Weight of Zinc Coating
2.5
Coating type
3
Performance of conductor
3.1
Calculated Tensile
Strength
NAME
EVALUATION
Kg/m2 0.24
Hot dip galvanised
kN
TITLE
19.2
COMPANY
SIGNATURE
DATE
133 | P a g e
ANNEX 14: FAT CHECKLIST FOR GSW 7/2.64
NO. TEST ITEM
1
UNIT
Appearance
EXPECTED RESULT
Smooth in surface,
uniform and tight in
stranding, no corrosion on
surface
2
Construction
2.1
Number of conductor
Nos.
7
2.2
Diameter of single wire
mm
2.64
2.3
Strands direction of
aluminum outmost
layer
2.4
Weight of Zinc Coating
2.5
Coating type
3
Performance of conductor
3.1
Calculated Tensile
Strength
NAME
EVALUATION
Right
Kg/m2
0.24
Hot dip galvanised
kN
TITLE
44
COMPANY
SIGNATURE
DATE
134 | P a g e
ANNEX 15: FAT CHECKLIST FOR GSW 7/4.00
NO.
TEST ITEM
1
Appearance
UNIT
EXPECTED RESULT
EVALUATION
Smooth in surface,
uniform and tight in
stranding, no corrosion
on surface
2
Construction
2.1
Number of conductor
Nos.
7
2.2
Diameter of single
wire
mm
4
2.3
Strands direction of
aluminum outmost
layer
2.4
Weight of Zinc Coating
Right
Kg/m2
0.24
Coating type
Hot dip galvanised
2.5
3
Performance of conductor
3.1
Calculated Tensile
Strength
NAME
kN
TITLE
44
COMPANY
SIGNATURE
DATE
135 | P a g e
ANNEX 16: ROUTINE TEST - COMPOSITE LINE POST INSULATORS
Production name
Composite line post insulators
Type and size
NO.
1
2
3
4
5
6
7
8
9
10
Test standard
IEC 62223/ 61952/62217
Test quantity
ASPECT OF INSPECTION/TEST
UNIT OF
MEASURE
EXPECTED RESULTS
Nominal system Voltage
Visual examination
Verification of dimensions
Nominal Height
Minimum Nominal Creepage distance
Tensile load test (applied 9.4kV for 10s)
kV
33
mm
mm
kV
240
2400
No damage
(deformation/cracking)
seen
kV
ok ( same oC for CT and HT)
kV
kV
No cracks/damage
No cracks
No puncture
>180
>160
Tests on interfaces and connections of metal
fittings:
Thermal-mechanical pre-stressing (4.0kV for
48h)
Water immersion pre-stressing
Verification tests / visual examination
Steep-front impulse voltage test
Dry power frequency voltage test
Min Power Frequency withstand Voltage (Dry)
Test of housing
Accelerated weathering test
Tracking and erosion test
No tracking and no erosion,
no shed punctured
Flammability test
Test for the core material
No drops
Dye penetration test
Water diffusion test
No penetration
No puncture or flash over
(leakage current <1.0mA)
Assembled core load tests
kN
No cracks or permanent
deformation. No dye
penetration
Verification of the maximum design cantilever
load
Tensile load test (15kN)
kN
kV
no pull out or breakage of
end fitting
No flashover
kV
kN
No Flashover
>20
Dry lightning impulse withstand voltage test
(200kV)
Wet power frequency test (95kV)
Cantilever failing load test
NAME
TITLE
TEST RESULTS
COMPANY
SIGNATURE
DATE
136 | P a g e
ANNEX 17: ROUTINE TEST - PIN INSULATORS
Production name
Pin insulators
Test standard
Type and size
ABC 3x50+1x54.6mm2
Test quantity
NO.
ASPECT OF INSPECTION
1
Visual Inspection
2
System Voltage
UNIT
IEC 60502/ IEC 62223
EXPECTED RESULTS TEST RESULTS
Out door
kV
33
Verification of dimensions
3
Nominal Diameter
mm
315 (205±5)
4
Nominal Height
mm
240 (269±5)
Min.
Nominal creepage mm
825 (900±10)
Distance
5
Power frequency puncture kN
voltage
≥ 185
6
Mechanical failing load kN
test(Cantilever Strength)
Proposity test
Freshly broken pieces of
porcelain shall show no
dye penetration after
having been immersed
for 24 hours in an alcoholic
mixture of fushing at a
pressure of 2000 p.s.i
Lightning
withstand kV
voltage (1.2/50ms)
Min. Power frequency kV
Flashover Voltage Wet
≥10
7
8
NAME
TITLE
no dye penetration
170
110
COMPANY
SIGNATURE
DATE
137 | P a g e
ANNEX 18: ROUTINE TEST - DEAD END STRAIN INSULATORS
Production
name
Dead end strain insulators
Type and size
NO.
1
2
3
4
5
6
7
8
9
10
11
NAME
Test standard
IEC 62223/IEC 61109
Test quantity
ASPECT OF INSPECTION/TEST
Nominal Voltage
Steep front impulse voltage
withstand test (1000-1500kV)
Lightning impulse flashover
voltage test
Radio interference voltage test
Dry flashover voltage test
Wet flashover voltage test
Impulse withstand voltage test
(+)
Impulse withstand voltage test
(-)
Minimum tensile failing load
Porosity test
Thermal Test.
Creepage distance
TITLE
UNIT
kV
kV
EXPECTED RESULTS TEST RESULTS
33
No Puncture
kV
kV
kV
kV
<200µV
12
70
200
kV
210
kN
40
no dye penetration
mm
825
COMPANY
SIGNATURE
DATE
138 | P a g e
ANNEX 19: ASSESSMENT OF MANUFACTURER’S LEGAL AND REGULATORY
COMPLIANCE, CERTIFICATION AND EXPERIENCE
NO.
MANUFACTURER
ASSESSMENT
UNIT
1
Name
Name of Supplier
2
Provide detail of legal
status of the company
Copy of Company
Registration
certificate
3
Provide details of the
premises
Copy of Business
trading license
4
Years of existence
Proof of existence
for the past 10
years
5
Reference list of
similar supply
contracts
Detailed list of
clients with full
contacts
addresses
6
Quality Management
System
Copy of ISO
9001:2008
certificate or
equivalent
7
Product type test
reports by an
internationally
recognized electrical
testing laboratory
Copy of Reports.
Those issued
beyond 3 years
should be certified
by issuer.
8
Routine test reports
for each product
Copies of recent
reports should
9
Manufacturer’s
authorization letter.
Original copy,
dully signed and
sealed
10
Manufacturer’s
guaranteed technical
specifications
Original copy,
dully signed and
sealed and
supported the
respective
authorization
letter
REQUIRED
BIDDER’S
MANUFACTURER
SPECIFICATIONS
COMPLIANCE
139 | P a g e
ANNEX 20 A: IPC CMT CLEARANCE FORM
No. Name and Signature
Personnel
Comment
Name:
Environmental
Officer
Signature:
Name:
Sociologist
Signature:
Name:
Outreach
Officer
Signature:
Name:
Wayleaves
Officer
Signature:
Name:
GIS Officer
Signature:
140 | P a g e
ANNEX 20 B: INTERIM PAYMENT CERTIFICATE TEMPLATE
(…insertcompany address…)
To:
Executive Director
Thru:
Deputy Executive Director-TO
Thru:
Manager Project Development and Management
Thru:
Senior Construction Engineer
Date:
(….insert Date…..)
Subject:
(….Insert Project Name as stated in the contract….)
Interim Payment Certificate No (…insert Number…..)
The Government of Uganda represented by the Rural Electrification Board contracted
(…..insert name of contractor…..) for the construction of the aforementioned
electrification project. The contract worth (….…insert total contract price, both in words
and in figures, as stated in the contract, including taxes applicable and contingency……..)
was signed on (….insert date of contract signature……….) and became effective on
(………insert date of contract effectiveness as per the terms of the contract…….). This
contract was varied by (………insert total amount as per the addendum …….) amending the
total contract price to (……..insert total amount as per addendum and addendum no…….)
and the contract duration from (…..original completion date……) to (……amended
completion date….) to allow for implementation of extra scope.
Upon achievement of contract effectiveness, the contractor submitted Advance Payment
Guarantees, Performance Securities and Insurance Covers whose status of validation is
tabulated in the table below.
No.
Particular
1
2
Advance Payment Guarantee
Performance Security
3
Insurance Covers
Date of Expiration
The Contractor thereafter undertook engineering designs and the design report was
approved on (…….insert date of approval of design report. Note that no interim payments
should be made before approval of the engineering design report….).
Upon approval of the design, the contractor commenced works and to-date, the overall
physical progress is summarized below. (…… insert table summarizing progress as
follows…
141 | P a g e
No.
Particular
1
Engineering Design
2
Procurement of Imported materials
3
Procurement of local materials
4
HV installation works
5
LV installation works
6
Equipment commissioning
Progress (%)
………………)
Following receipt of the contractor’s claim, a site meeting preceded by an inspection of
works and material verification, was conducted and I certified progress as tabulated
below;
(……………..
No
Particular
Amount (…Insert currency…)
.
1
Cumulative Value of Works Certified
1a
Imported materials (Tax Exclusive)
1b
Local Supplies (inclusive of VAT)
1c
Design, Transport and Installation(Inclusive of VAT)
1d
Total Value of works certified
2
Less (Deductables)
2a
(… percentage as stated in contract…)Retention
(…percentage as stated in contract…) Advance payment
2b
recovery
2c
Previous Payments
certificate No.1
certificate No.2
……etc,….
2d
Total Deductables
Total Payable under this certificate (Cumulative value –
total deductible) 1d-2d
I hereby recommend payment totaling to (………state total payable both in words and in
figures….) to (….name of the contractor as stated in the contract…..) in this interim payment
certificate no. (….insert no….)
3
Signature:
(…..insert Contract manager’s name….)
142 | P a g e
ANNEX 21: CONTRACT CHANGE ORDER FORM
CONTRACT CHANGE ORDER
Contract Name
Contract Reference No
: (…insert contract name…)
: (…insert Contract reference number…)
Employer
: THE GOVERNMENT OF THE REPUBLIC OF UGANDA
REPRESENTED BY THE RURAL ELECTRIFICATION
BOARD OF THE MINISTRY OF ENERGY AND MINERAL
DEVELOPMENT
Contractor
: (…insert name of the contractor…)
Date
: (…insert current date…)
Pursuant to Regulation 54 of the Public Procurement and disposal of Public Assets
(Contracts) Regulations 2014, titled “Change orders to Contracts, we hereby issue a
change order to the Contract as follows:
1. Subject of Change
: (insert
performance/duration of the Contract)
2. Change Request No
contract e.g. two)
subject
of
change
e.g.
Time
of
: (insert number of times a change is being made to the
3. Other changes to the Contract : (state any other previous changes made to the
contract e.g. Time Extensions)
In accordance with GCC 28.1, the Contract is hereby amended to extend the Intended
Completion Date stipulated under GCC 17.1 of the Special Conditions of Contract from
(…insert current project time scope e.g. twelve (12) calendar months) to (…insert proposed
project time scope e.g. fifteen (15) calendar months) from the Start date.
Authorized on behalf of the Employer: ____________________________
Godfrey Turyahikayo
EXECUTIVE DIRECTOR
Signed for and on behalf of the Contractor: _________________________
Name: ________________________________
143 | P a g e
ANNEX 22: SITE INSPECTION CHECKLIST
The site office has the following documents;
a) Copy of the contract
Updated Monthly Implementation Plan (Previous Plans
b) should also be availed)
Copies of Approved Technical specifications for all
c) materials including accessories
e) Copies of Approved Design and Survey Report
Organogram clearly indicating names and roles of
f) employees
g) Environmental and Social Management Tools
i). CESMP – Construction Environmental and Social
Management Plan and associated work procedures:
ii). HSE Policy
iii). Occupational Health and Safety Management Plan
iv). HIV management Program
v). Alcohol Substance Abuse Policy
vi). Incident investigation, management and reporting
procedure
vii). Waste Management Plan
viii). Procedure for Decommissioning Equipment Storage
Yard
ix). Wetland work and restoration procedures
x). Transport Management Plan/Procedure
xi). Community Engagement Plan
Procedures for materials storage
i) Instruction Books in Triplicate
j) Daily Logbook
k) Visitors book
l) Complaints Register
The site store should have the following:
a) Dedicated Store Manager
b) Fencing
c) Security
d) Fire extinguisher
e) Material receiving forms
f) Material Dispatch Book
g) Updated Quantities of materials in store
h) Delivery Notes from suppliers
i) Visitors' Book
The following are in existence on site to ensure the health and
safety of the contractor:
a) Contractor's Health and Safety Manual
PPE such as gloves, safety shoes, overalls, helmets,
b) climbers
✓/X
Comments
✓/X
Comments
Comments
144 | P a g e
c) First Aid Tool
d) Sign Posts such as “Men at Work”
e) Condoms
f) Clean Toilets
g) Clean and suitable rooms for accommodation
The following considerations for the Yard have been made:
a) Vegetation growth shall be well maintained
b) The yard spacious enough to accommodate materials
c) There is security
The yard is accessible in accordance with environmental
d) management plan
The yard is distant enough from homesteads and other
e) people-congested areas
Comments
145 | P a g e
ANNEX 23: DAILY REPORT TEMPLATE FOR CLERK OF WORKS
RURAL ELECTRIFICATION AGENCY Date
Project Details
Day's Work
Work Duration
Weather Conditions
Personnel Present
DAY WORK LOG
Officers Names
Name
Scope
Section
Scope
Start
Signature
End
Remarks
Good
Bad
Remarks (No. of hours lost)
Name
No.
No.
Project Engineer
Supervisor
Foreman
Linesmen
Mates
Casual laborers
Materials received
Material
Quantity
Materials Rejected
Materials Used
Material
Quantity
Ground
No. of Pits Excavated
Total Work Done
Sandy
Swampy
Rocky
HV
LV
PPE for Workers
Incidents
Normal
Remarks
No. of Poles Erected
No. of Structures Dressed
No. of Structures Strung
No. of Equipment Installed
Others
Instructions Issued
Changes Proposed
Safety Issues
Accidents
146 | P a g e
Challenges Faced
ANNEX 24: WEEKLY PROGRESS REPORT
RURAL ELECTRIFICATION AGENCY
WEEKLY PROGRESS REPORT
DATE
WEEK
Project Details
of
Name
Scope
Work Section
Section
Scope
Overall %
Deployment status
Planned
Actual
% Var
Remarks/Action
Project Engineer
Supervisor
Foreman
Linesmen
Casual Laborers
Cumulative Materials received vs Planned Deliveries
Planned
Actual
% Var
Remarks/Action
Poles
Conductors
Accessories
Transformers
Switchgear
Others
Cumulative Work Done vs Planned Schedule
Planned
HV
Actual
LV
HV
% Variance
LV
HV
Remark
LV
Survey
Pits Excavated
Poles Erected
147 | P a g e
Structures Dressed
Structures Strung
Equipment Installed
Others
Instructions Issued
Proposed Changes
Qualification Statement
Safety
Environmental and Social Safeguards
Community Involvement
Project Administration
Risks and Mitigation Measures
Risks
Mitigation Measures
Project Engineer’s Signature
Name
Signature
148 | P a g e
ANNEX 25: SHUT DOWN AND COMMISSIONING LETTER TEMPLATE (GENERAL)
…insert full address of the service provider, Usually the CTO or MD…)
Request for shut down, Commissioning and Handover of (….insert actual name of the
scheme, indicating the district…..)
The Government of Uganda represented by the Rural Electrification Agency contracted
(….insert name of contractor…) (here in called the contractor) for the implementation of
the (…..insert name of the scheme..) located in (…..insert District..)
The works have been completed and off-load testing of the network successfully
conducted and commissioning and final takeover scheduled from (….insert date…..)
This network falls under (….insert the name of the service territory..) and shall be
operated by (….name of the service provider…) as per the lease agreement signed with
the Rural Electrification Agency.
The scope of works include:- (….insert
No.
Scheme
Name
District Feeder HV LV
(1Phase)
As Built Scope
LV
Transformer
(3Phase) Capacity
……)
This is to request you to;
1. Grant a shut down on the above feeder to enable interconnection
2. Nominate a team that will facilitate the final inspection and commissioning of the
network
3. Thereafter, take over the operation of the network.
Please liaise with (……insert name of the Contract manager …) on behalf of the Agency
and (…..insert name of the project engineer….) on behalf of the contractor, who will
coordinate the above exercise.
Your corporation shall be highly appreciated
For your reference, attached hereto is the as-built drawings and the pre-commissioning
test results
Signature
(….Insert name of MPDM…)
For: Executive Director
C.C.
C.C
C.C
Service Provider Regional Offices
Supervision Consultant
Contractor
149 | P a g e
ANNEX 26: SHUT DOWN AND COMMISSIONING LETTER TEMPLATE (UMEME)
(…insert full address of the service provider, Usually the CTO)
Request for shut down, Commissioning and Handover of (….insert actual name of the
scheme, indicating the district…..)
The Government of Uganda represented by the Rural Electrification Agency contracted
(….insert name of contractor…) (here in called the contractor) for the implementation of
the (…..insert name of the scheme..) located in (…..insert District..)
The works have been completed and off-load testing of the network successfully
conducted and commissioning and final takeover scheduled from (….insert date…..)
This network falls under the UMEME Service Territory and shall be operated as per the
new Electricity Distribution Network Agreement signed with the Rural Electrification
Agency.
The scope of works include:- (….insert
No.
Scheme
Name
District Feeder HV LV
(1Phase)
As Built Scope
LV (3Phase) Transformer
Capacity
……)
This is to request you to;
1. Grant a shut down on the above feeder to enable interconnection
2. Nominate a team that will facilitate the final inspection and commissioning of the
network
3. Thereafter, take over the operation of the network.
Please liaise with (……insert name of project engineer…) on behalf of the Agency and
(…..insert name of the project engineer….) on behalf of the contractor, who will
coordinate the above exercise.
Your corporation shall be highly appreciated.
For your reference, attached hereto is the as-built drawings and the pre-commissioning
test results
Signature
(….Insert name of MPDM…)
For: Executive Director
C.C. Service Provider Regional Offices
C.C
Supervision Consultant
C.C
Contractor
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ANNEX 27: INVITATION LETTER FOR COMMISSIONING OF BULK METERING
UNITS AND AUTO RECLOSERS (UETCL)
(…insert date…)
The Chief Executive Officer,
Uganda Electricity Transmission Company Limited
Plot 10, Hannington Road
P.O. Box 23841, Kampala
(…insert address of the operator of feeder network…)
RE: COMMISSIONING OF BULK METERING UNITS AND AUTO RECLOSERS IN (…insert
district name…)
The Government of Uganda represented by the Rural Electrification Agency contracted
(…insert name of the Contractor…) (herein called the contractor) for the implementation
of construction works from (…insert project details…).
The works have been completed with a metering unit and auto recloser installed at the
start of each tee-off listed in the table below. Off-load testing of the network was
successfully conducted and commissioning and final takeover scheduled for (…insert
date…).
This network falls under the (…insert name of the Service Territory…) and shall be
operated by (…insert name of the Service Provider…) as per the new Electricity
Distribution Network Agreement (this is for UMEME) or lease agreement (other Service
Providers) signed with the Rural Electrification Agency.
The scope of works include:Scheme
No.
Description
Feeder
Name
Distri
ct
TX Capacity MV
Route LV
Route
(kVA)
Length
Length
This is to request you nominate a team that will commission the bulk meters and system
protection switch gears. The key stake holders include; REA (the client), UETCL (systems
operator), (…insert name of operator of feeder network…) (operator of feeder network)
and (…insert name of operator of the newly constructed network…) (operator of newly
constructed network).
Activities will involve energizing the networks, taking initial readings on the meters,
checking protection settings and verification of the functional operation of the interfacing
switch gears.
151 | P a g e
Please liaise with (…insert name and contact of REA representative…) on behalf of the
Agency and (…insert name and contact of the Contractor’s representative…) on behalf of
the contractor, who will coordinate the above exercise.
Your corporation shall be highly appreciated.
(….Insert name of MPDM…)
For: Executive Director
C.C
Operator of the Feeder Network
C.C.
Service Provider Regional Offices
C.C
Supervision Consultant
C.C
Contractor
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ANNEX 28: INVITATION LETTER FOR COMMISSIONING (UEDCL)
(…insert date…)
The Managing Director,
Uganda Electricity Distribution Company Limited (UEDCL)
P.O. Box 7390, KAMPALA – UGANDA.
COMMISSIONING OF (…insert name of the project…)
The Government of Uganda represented by the Rural Electrification Board signed a
contract with (…insert name of the contractor…) to execute (…insert name of the project…).
The works have been completed and off-load testing of the network successfully
conducted. Commissioning and final takeover have been scheduled from (…insert date…).
The line is therefore ready for commissioning and/or eventual takeover.
These networks fall under the (…insert name of service territory…) and will be managed
by UEDCL under the Management and Operations Agreement.
As Built Scope
Scheme
No.
District
Feeder
HV
LV
LV
Transformer
Name
(1Phase) (3Phase)
Capacity
The purpose of this communication is therefore to request you to nominate a team of this
is to request you to;
i. Nominate a team that will facilitate the final inspection and commissioning of the
network.
ii. Thereafter, take over the operation of the network.
Please liaise with (…insert name, phone contact and e-mail of REA representative(s)…) on
behalf of the Agency and (…insert name, phone contact and e-mail of Contractor’s
representative(s)…) on behalf of the Contractor, who will coordinate the above exercise.
Your corporation shall be highly appreciated.
For your reference, attached hereto is the as-built drawings and the pre-commissioning
test results.
Signature
(….Insert name of Project Manager…)
For: Executive Director
Cc:
UEDCL Service Territory Manager
Cc:
Contractor’s Project Manager
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ANNEX 29: COMMISSIONING REPORT TEMPLATE
RURAL ELECTRIFICATION AGENCY
TRANSFORMER COMMISSIONING REPORT
TRANSFORMER PARTICULARS
LOCATION
MAKE
TYPE
RATING (kVA)
SERIAL NUMBER
YEAR OF
MANUFACTURE
% IMPEDANCE
NUMBER
OF
PHASES
RATED VOLTAGE
PRIMARY (kV)
OIL LEVEL
TEST RESULTS
EARTH
RESISTANCE TEST
NO LOAD OUTPUT
VOLTAGE
COMMENTS
SECONDARY (V)
COMMENTS
HV (Ω)
LV (Ω)
PHASE-PHASE (V)
RY
RB
YB
PHASE-NEUTRAL (V)
R-N
Y-N
B-N
FINAL
TAP
POSITION
FUSE RATING (A)
PRIMARY SECONDARY (CCT SECONDARY (CCT
1)
2)
PHASE SEQUENCE
GENERAL
PASS
ASSESSMENT
WITNESSED BY
CONTRACTOR
Name
Designation
Signature
Date
FAIL
REA
CONSULTANT
OPERATOR
154 | P a g e
OVERHEAD STRUCTURE INSPECTION CHECKLIST FOR REA SCHEMES.
SCHEME NAME……………………………………………………………………………………………………….
LOCATION OF THE T-OFF……………………………………………………………………………………
FEEDER NAME……………………………………………………………………………………………………….
SERVICE PROVIDER
DISTRICT……………………………………………………………………………………………………
Observations/Measurements to be
made
Outcome for
TX No 1
Outcome
for
Outcome
for
TX No 2
TX No3
Check for T-off protection(DOFI
installed)
Check for alignment of DOFI
Are conductors jointed with ferrules
No of PG clamps on each HV jumper
No of missing pole caps
No of loose stays
Incomplete stay works
In adequate clearance btn LV pole and
HV conductors
Inadequate clearance between HV
conductors(11&33)
No of sections with missing insulator
supports
Tree(s) under, close or touching HV
line.
Long HV spans(Above 100m)
Clearance of HV conductor from
ground.
Backfilling of HV poles not to required
standard.
155 | P a g e
Leaning Structures (T-off,
Transformer, 3 or 2-members)
No of loose spindles.
Inadequate clearance btn stay and
conductor(LV orHV)
No of broken HV insulators
No of vandalized HV stays
No of substandard
poles(9m,10m,12m,14m)
No of rotten poles(9m,10m,12m,14m
Check HV and LV bushings if lugged
Check Transformer earth tank if
lugged.
Check jumpers to arrestors if
connected using Pg clamps
No of blown arrestors
Check LV breakers, lucy cut-outs if
lugged
Check for clearance between phases of
the breaker(s)
No of faulty breakers
No of LV circuits
LV radius(X-
Y-
No of long LV spans
Missing pole caps on LV poles
No of fallen LV poles.
Conductor firmly bound on insulators
Danger Plates mounted on HV poles
Pole tags available on MV poles
156 | P a g e
Surge arrestors on terminal
structure(s)
No of leaning intermediate poles
Serial number of the transformer
Rating of the transformer
Impedance
Year of manufucture
Make of the transformer
Tap Position
TX GPS X-coordinate
TX GPS Y- coordinate
HV-earth impedance value in Ohoms
LV-earth impedance value in Ohoms
Earth value for surge arrestors
Red and yellow voltage
Red and Blue voltage
Yellow and Blue voltage
Red and Neutral voltage
Yellow and Neutral voltage
Blue and Neutral voltage
157 | P a g e
INITIAL SCHEME HANDOVER (FOR OPERATION) MINUTE FORMAT
CONTRACTOR:
…………………………….
SCHEME NO:
……………………………..
PROJECT NAME: …………………………….
We the undersigned confirm the services described in the Acceptance Certificate and other
attachments herewith have been completed in accordance with the contract
requirements.
We agree the asset can be handed over to [INSERT SERVICE PROVIDER] Engineer of
……………………….………….. [INSERT SERVICE PROVIDER] District who will be responsible
for the operating of the asset from the date given on the Acceptance Certificate while the
Contractor meets the maintenance obligation till the end of Defects Liability Period.
Scope of works:…………………………………………………………………………………..
Name:
Signature:
Date:
1. Contractor Person.
……………………………….
…………………
………………
2. District Official. (Operations Engineer).
……………………………….
…………………
………………
3. Quality Compliance Officer.
……………………………….
…………………
……………
4. System Control /Protection Engineer.
……………………………….
……………………
………………...
5. REA Engineer
………………………………..
……………………
………………….
6. Quality Assurance Manager
………………………………………
……………………..
158 | P a g e
ANNEX 30: CERTIFICATE OF PRACTICAL COMPLETION
CERTIFICATE OF PRACTICAL COMPLETION
EMPLOYER:
RURAL ELECTRIFICATION AGENCY
MINISTRY OF ENERGY AND MINERAL DEVELOPMENT
P.O.BOX 7317, KAMPALA
CONTRACTOR:
(……….name of contractor as stated in contract…..)
(………address of contractor, including country…..)
CONTRACT:
(…..state the name of the contract…………)
CONTRACT NO:
(…….insert procurement reference number as stated in contract…)
PROJECT SCOPE:
ENGINEERING, PROCUREMENT AND CONSTRUCTION OF (insert as-built
MV and LV length...) and the INSTALLATION OF (…insert no..)
DISTRIBUTION TRANSORMERS plus the connection of (…..insert no….)
last mile consumers
Contract Signing Date
:……………
Contract Effectiveness Date
: …………….
Date of Commissioning and Handover
:……………..
End of Defects Liability Period
:………………
We hereby certify that subject to the contractor’s liability to remedy all defects which may
become apparent during the Defects Liability Period, the works under the signed contract
were practically completed on ………… and that in relation to the said works, the said Defects
Liability Period of One calendar Year will end on ………………..
(…insert Name…)
EXECUTIVE DIRECTOR
159 | P a g e
ANNEX 31: SUB-CONTRACTING CRITERIA
Introduction
This criterion only covers subcontracting of construction and installation works of the
projects being implemented by Rural Electrification Agency (REA). Other sub-contractors
for example supplier of materials, manufacturers, transporters, etc. shall be addressed in
the respective REA equipment and process manuals
Main Contractor
a) Definition
A main contractor is a company contracted by REA to carry out design, supply or
construction of 33kV or 11kV lines and associated low voltage networks in rural
electrification projects areas
b) Responsibility of the main contractor
The major responsibility of the main contractor shall include but not limited to
i).
Performance of the contract
ii).
Project management
iii).
Engineering design
iv).
Pre-financing the project implementation
v).
Coordination, supervision and monitoring of all sub-contractors
vi).
Development and implementation of ESMP
vii).
Sub-contractor payment for works completed and certified by the main contractor
shall not be subject to client payment to the main contractor
viii).
From submission of the sub-contractor’s claim, verification and payment shall be
within a period of one month.
c) Scope of the main contractor
The scope of the main contractor shall include but not limited to surveying and line route
profiling, pegging and bush clearing, procurement and delivery to site of MV and LV
overhead line construction materials including distribution transformers, bulk metering
equipment and switchgears, overhead bare conductors, aerial bundled conductors,
treated wooden poles, line insulators and related hardware accessories and protection
160 | P a g e
devices, medium voltage and low voltage network construction, installation of
distribution transformers and protection equipment and network testing, commissioning
and development and submission of as built drawings.
Sub-Contractor
a) Definition
A sub-contractor is a company contracted by the main contractor to undertake specifics
part of the contract.
b) Roles and responsibility of the sub-contractor
The sub-contractor shall be responsible for the following
i).
Construction of works and installation of equipment as per sub-contract
ii).
Ensuring safety of all workers
iii).
Ensure proper handling of equipment and materials
iv).
Ensure security of materials and equipment under his/her custody
v).
Ensure execution of works as per the approved methodology
vi).
Handling sub-contractor staff welfare and payments promptly
vii).
Use of personnel with the required technical qualifications and experience
viii).
Providing the required minimum tools and equipment needed to
implement the works
ix).
Implementation of the works in line with the acceptable code of conduct
c) Scope of the sub-contractor
The scope of the sub-contractor shall be limited to any or all of the following

Surveying, pegging and route clearance

Transportation of materials and equipment from the contractor store to site
at the specified rate

Installation works (i.e pit excavation, erection, dressing, stringing, equipment
installation)

Preparation of as-built drawings for the section of the works implemented
Qualification Requirements
a) Eligibility
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i).
Certificate of Incorporation
ii).
Valid trading license
iii).
Income tax clearance
iv).
Valid VAT registration certificate
v).
Valid PPDA registration certificate
vi).
Articles and Memorandum of Association
vii).
Particulars of the Directors (Company form 7) with copy of
identification(driving permit, national ID or passport) and detailed CVs
with passport photos attached
viii).
Office premises
ix).
Valid NSSF registration certificate
x).
Audited books of accounts for the previous 1 years
i).
Should not be suspended by PPDA or development partners
ii).
Recommendation from registered engineer
iii).
Acceptable code of conduct
b) Organizational Structure of the Sub-Contractor
The staffing of the sub-contractor shall be organized in a way to include the following key
positions with minimum level of qualification and experience.
i).
Engineering
ii).
Finance
iii).
HR
c) Minimum Technical Experience and Capability of the Firm
i).
Proposed construction methodology
ii).
Proof of existence of for 2 year
iii).
Proof of two (02) similar works done in the last 2 years similar in scope,
amount and complexity
iv).
Indicate details of works currently under implementation by the subcontractor indicating scope and amount
162 | P a g e
No.
Table 6: Key personnel with the minimum level of qualification and experience
Personnel
Minimum Qualification/Expertise
Experience
Project Manager/ Electrical Bsc. Electrical Engineering with Class B ERA 2 years
Engineer
certificate
Foremen
Ordinary diploma in electrical or equivalent 5 years
d) Minimum Financial Requirement
i).
Proof of availability of cash or line of credit to fund works to a total of Fifty
Million Shillings (UGX 50,000,000)
ii).
The sub-contractor shall pre-finance works to a total of Fifty Million
shilling (UGX 50,000,000)
iii).
Letter authorizing the main contractor to seek information relating to the
financial capability of the sub-contractor from their bankers
e) Minimum Equipment Owned by the Sub-Contractor
The following are the minimal tools and equipment needed to execute the minimum
amount of work. The quantities for the following tools & equipment shall increase
commensurate to the amount of work to be sub-contracted
i).
Drums jerks – (02)
ii).
Climbing irons – (10)
iii).
Self-loader (boom) truck – (01)
iv).
Service van for workers movements(transportation of workers on the
same vehicles with materials is not encouraged) – (01)
v).
Truck/Lorry for transporting materials – (01)
vi).
Pulley lifts – (03)
vii).
Camlongs – (05)
viii).
Compression tools – (02)
ix).
Turfors – (02)
x).
Pit excavation irons – (30)
xi).
Power saw – (01)
xii).
Earth resistance meter
Guidelines to Sub-Contracting
163 | P a g e
a) Supervision
The main contractor shall be responsible for supervising the sub-contractor. The main
contractor shall assign at all a resident engineer with a minimum of bachelor’s degree in
electrical engineering who will be responsible for supervising the sub-contractor.
b) Approvals
i).
The Main contractor shall seek written approval from the employer prior
to engagement of the sub-contractor.
ii).
A profile of the sub-contractor with all the required information shall be
submitted to the client with a draft sub-contract agreement in line this
criteria. The client’s respective Contract manager shall be a witness on
behalf of the main contractor in the sub-contract agreement.
iii).
The main contract shall retain 10% of the contract sum as security for
performance.
iv).
The sub-contractor shall not be allowed to sub-contractor further.
v).
Joint ventures are allowed and shall be assessed cumulatively.
vi).
In seeking for the above approval, the main contractor shall clearly indicate
the section of the work they intend to subcontract and the level of
engagement in line with line construction i.e surveying, pit excavations,
erection, dressing and stringing.
c) Scope of work to be contracted
The minimum amount of work to be subcontracted shall be 25km of HV and associated
low voltage networks.
The following tasks shall not be sub-contracted and shall remain the responsibility of the
main contractor;
i).
Overall engineering design
ii).
Project reporting and communications
iii).
Materials sourcing and procurement
iv).
Material and equipment safety on site before project closure
v).
Pre-commissioning and commissioning. The main contractor shall first
ascertain that the works have been done satisfactorily by the sub-contractor
164 | P a g e
before communicating to the client for inspection, pre-commissioning and
commissioning.
vi).
Stakeholder engagement
d) REA Image
At all times, REA’s values shall be upheld by the main contractor and the sub-contractor
in the field.
e) Un-condition termination clauses
The under-listed conditions shall form part of the conditions for termination by of the
contract and shall be part of the sub-contract agreement
i).
Extortion of money from project beneficiaries in disguise of extend service
ii).
Breach of the approved methodology
iii).
Breach of the approved code of conductor
iv).
Implementation of works outside the provided scope by the main contractor
v).
Theft and vandalism of project materials and equipment by sub-contractor
f) Sub-contractor Payments
The contractor shall be paid for works completed either per stage or activity as shown in
section (Minimum rates per activity).
Issuance of advance payment shall be at per the terms and conditions of the main
contractor.
Sub-contractor payments for works completed shall not be subject to client’s payment to
main contractor.
165 | P a g e
Minimum Installation rate for Sub-contracting (Wooden Poles)
Unit of
Measure
Quantity
Unit Rate
1
Systems Interface Switchgear
(The Unit Cost shall include the safe storage, appropriate
installation, termination and commissioning. The unit measure
shall also include the installation of accessories and /or auxiliary
equipment required for proper functioning)
33kV Load Break Switches
No.
1
500,000
2
11kV Load Break Switches
No.
1
500,000
3
33kV Bulk Metering Unit complete with a main and check bulk
energy meters
No.
1
550,000
4
11kV Bulk Metering Unit complete with a main and check bulk
energy meters
No.
1
550,000
5
33kV Air Break Switches
No.
1
500,000
6
11kV Air Break switches
No.
1
500,000
7
33kV Auto-Reclosure
No.
1
500,000
8
11kV Auto-Reclosure
No.
1
500,000
9
3 Phase, 33kV, Drop-out Fuse Isolators
No.
1
100,000
10
3 Phase, 11kV, Drop-out Fuse Isolators
No.
1
100,000
B
High Voltage Overhead line Works
Route Survey, Profiling, Line designs and Templating and
Pegging Structure Positions, Bushing clearance at this stage is
not allowed.
Bush Clearance during construction
As-Built Drawings
Treated Wooden pole structures
km
1
300,000
km
km
1
1
150,000
200,000
Per Pole
1
10,000
Normal
Per Pit
1
15,000
Rocky
Per Pit
1
20,000
Swampy
Per Pit
1
20,000
Sandy
Per Pit
1
15,000
Per
Structure
No.
No.
1
1
50,000
70,000
120,000
Item
Description
A
11
12
(Overall unit measure shall consist of pole offloading,
positioning, pole pit excavation, pole erection, dressing and
complete assembly of a structure. Surge arresters at appropriate
structures, structure number and danger plates, circuit labels
and pole hardware accessories to be included in the overall unit
measure.)
Pole Positioning
Excavation
Single Member Structures
13
Intermediate
Erection
Dressing
Total
14
Light Angle
Per
Structure
166 | P a g e
Erection
Dressing
NO.
NO.
1
1
Total
15
Straight Section
Erection
Dressing
Total
16
Angle Section
Erection
Dressing
Total
17
Line Tee-off
Erection
Dressing
Total
18
Terminal
Erection
Dressing
Total
50,000
70,000
120,000
Per
Structure
No.
No.
1
1
50,000
70,000
120,000
Per
Structure
No.
No.
1
1
50,000
70,000
120,000
Per
Structure
No.
No.
1
1
50,000
70,000
120,000
Per
Structure
No.
No.
1
1
50,000
70,000
120,000
Per
Structure
N0.
N0.
1
1
100,000
140,000
240,000
Per
Structure
No.
No.
1
1
100,000
140,000
240,000
Per
Structure
No.
No.
1
1
100,000
140,000
240,000
Per
Structure
No.
No.
1
1
100,000
140,000
Two Member structures
19
Support/Intermediate
Erection
Dressing
Total
20
Straight Section
Erection
Dressing
Total
21
Angle Section
Erection
Dressing
Total
22
Equipment Structure
Erection
Dressing
167 | P a g e
Total
23
Tee-off
Erection
Dressing
Total
24
Terminal
Erection
Dressing
Total
240,000
Per
Structure
No.
No.
1
1
100,000
140,000
240,000
Per
Structure
No.
No.
1
1
100,000
140,000
240,000
Per
Structure
No.
No.
1
1
150,000
210,000
360,000
Per
Structure
No.
No.
1
1
150,000
210,000
360,000
Per
Structure
No.
No.
1
1
150,000
210,000
360,000
Three Member Structures
25
Support/Intermediate
Erection
Dressing
Total
26
Straight Section
Erection
Dressing
Total
27
Angle Section
Erection
Dressing
Total
Stays and Galvanised steel wires
Per Complete
Stay
The unit cost shall include the complete installation 7/4 stay
wire, stay rods, buckles, stay insulators and all the necessary
accessories for a complete stay assembly.
28
Conventional Stay Assembly
No.
1
125,000
29
Flying Stay Assembly
No.
1
150,000
30
Short Stay Assembly
No.
1
135,000
31
Prop (Guy) pole Stay
No.
1
150,000
Conductors Stringing
Per KM
The unit cost shall include the proper handling and storage and
installation on assembled structures. Including stringing,
sagging, connecting jumper and installing all necessary
termination hardware accessories.
32
AAAC100
km
1
900,000
33
AAAC50
km
1
800,000
34
Distribution Substations/Transformer Installation
Per
Transformer
168 | P a g e
35
(The Unit Cost shall include the safe storage, installation and
commissioning, including the proper termination of 70mm 2
copper or 120mm2 cables for LV outgoing circuits, LV cut-out
fuses, surge arresters, and earthing requirements. The cost of the
structure is excluded)
C
Low Voltage Overhead line Works
36
Survey, Bush Clearance, Profiling, Line designs and Pegging
(LV)
37
Conductor Stringing ABC 50mm2
38
No
1
1,000,000
km
1
200,000
Per Km
(The unit cost shall include the proper handling and storage and
installation on assembled structures. Including all necessary
termination hardware accessories required for the low voltage
network. Exclude the cost of assembly of structures which is
measured else were.)
km
1
1,000,000
As-Built Drawing
km
1
150,000
LV distribution network Structures
Per Structure
(Unit measure to include pole offloading, positioning, pit
excavation, erection, dressing and complete assembly of LV
structures, including installation of appropriate insulators,
termination and pole hardware accessories. A minimum span
length of 50m shall be maintained.)
39
ABC T from Strain
No.
1
100,000
40
ABC T from Intermediate
No.
1
100,000
41
ABC Terminal Assembly
No.
1
100,000
42
ABC Intermediate Assembly (0-30)
No.
1
100,000
43
ABC Strain Assembly (30-60)
No.
1
100,000
44
ABC Strain Assembly (60-90)
No.
1
100,000
45
ABC X Intermediate- Intermediate
No.
1
100,000
46
ABC X Intermediate- Strain
No.
1
100,000
47
LV Stays
No.
1
120,000
48
Transport Cost Per KM
km
1
15,000
169 | P a g e
ANNEX 32: APPROVAL OF MANUFACTURER AND TECHNICAL SPECIFICATIONS
Annex 32 A: Transformers
Our Ref:
…….. (Insert date) ….
(Insert Address for the Contractor
Attn: Authorized Signatory as per contract)
Dear Sir/Madam,
(Insert Contract Name)
Approval of Manufacturer and Technical Specifications
Reference is made to yours date (….insert date…), in which you proposed supply of
transformers from (…insert full address of the proposed manufacturer…).
The details of the factory and the transformer specification have been assessed and found
( …complaint or not….) with conditions detailed below.
This is to therefore;
Approve (….full details of the manufacturer…) as the manufacturer of distribution
transformers for the above mentioned
Approve distribution transformer specifications as detailed in the technical assessment
attached subject to the following under listed conditions;
1. A second brass/stainless steel plate similar to the rating plate shall be attached to
one side of the transformers with words of “REA, Voltage/Rating (e.g. REA 33/50)
“stenciled in black ink.
2. No load and Load losses and Noise levels
Size (KVA)
Voltage (V)
25
50
100
200
315
500
No Load Loss (W)
11
33
150
150
175
250
325
430
400
630
510
800
710
1000
Load Loss (W)
11
33
605
480
1305
680
2135
1250
2850
2500
3850
3500
4850
4250
Noise dB (A)
45
48
50
51
55
56
3. The winding should be either copper wire or foil
170 | P a g e
4. The core type should be three limbs stacked made of CRGOSS cut using step-lap
technology
5. The tank should be hermetically sealed, hot dip galvanized & powder coated to
total minimum coating thickness of 100um
6. The tank should be fabricated with the following minimum thickness for
transformers rated less than 400KVA; tank – 3mm, base – 3mm, cover plate –
4mm, flange – 6mm, radiator – 1.2mm while for 400KVA and above tank – 6mm,
base – 6mm, cover plate – 6mm, flange – 6mm, radiator – 1.2mm.
The respective transformers shall be accepted upon passing the Routine Tests that shall
be conducted at the manufacturers premise in accordance to IEC 60076 standard. The
manufacturer’s testing protocols shall be submitted for review and approval by the client
prior to scheduling of factory acceptance tests.
The above withstanding, all the products shall have to conform to Pre-Export Verification
of Conformity (PVoC) as required by Uganda National Bureau of Standards.
The contractor shall facilitate post shipment inspection and testing to confirm
performance characteristics of the respective transformers, which will be conducted at a
testing laboratory designated by REA.
This approval does not rescind you of your contractual obligation.
FOR EXECUTIVE DIRECTOR
Cc: (…..Supervision consultant…)
171 | P a g e
Annex 32 B: Conductor
Ref: ………..
…(Insert date)…..
The Project Manager
…(Insert Contractor’s Name)…
….(Insert Address of Contractor)……
(INSERT CONTRACT NAME)
Approval of Manufacturer and Technical Specifications
Reference is made to yours dated …(Insert date)…, in which you proposed change of
supplier for AAAC conductors from ….(Insert full name and address of the factory of the
proposed manufacturer)….... The details of the factory and the conductor specification
have been assessed and found complaint with conditions detailed below.
This is to therefore;
Approve …..….(Insert full name and address of the factory of the proposed
manufacturer)…, as the manufacturer of AAAC Conductors for the above-mentioned
project
Approve AAAC Conductors specifications as detailed in the technical assessment
attached with emphasis on the following under listed conditions;
1. All drums of AAAC Conductors shall be labeled with words indicating “Client, DC
resistance at 200C, Tensile Strength in kN, Number of stands and Stand diameter”
marked in black ink on the palate.
2. The AAAC Conductors shall meet the following minimum specifications.
Parameter
Unit
Required
Specifications
AAAC 100sqmm Conductor
Number of Strand
Diameter of Strand
Calculated D.C Resistance at 200C
Calculated Tensile Strength
AAAC 50sqmm Conductor
Pcs
mm
Ohms/km
kN
7
4.26
0.3357
30.17
172 | P a g e
Number of Strand
Diameter of Strand
Calculated D.C Resistance at 200C
Calculated Tensile Strength
Pcs
mm
Ohms/km
kN
7
3.02
0.668
15.8
The respective AAAC Conductors shall be accepted upon passing the Routine Tests that
shall be conducted at the manufacturers premise in accordance to IEC 61089 and ASTM
B399 standards. The manufacturer’s testing protocols shall be submitted for review and
approval by the client prior to scheduling of factory acceptance tests.
The above withstanding, all the products shall have to conform to Pre-Export
Verification of Conformity (PVoC) as required by Uganda National Bureau of Standards.
The contractor shall facilitate Post- Shipment Inspection and Testing to confirm
performance characteristics of the respective AAAC Conductors, which will be
conducted at a testing laboratory designated by REA.
This approval does not rescind you of your contractual obligation.
…..(Insert Name of MPDM or DED-TO)….
For: EXECUTIVE DIRECTOR
c.c: Project Manager, ….(Insert name of supervision consultant)…
173 | P a g e
Annex 32 C: ABC Cable
Ref: ………..
…(Insert date)…..
The Project Manager
…(Insert Contractor’s Name)…
….(Insert Address of Contractor)……
(INSERT CONTRACT NAME)
Approval of Manufacturer and Technical Specifications
Reference is made to yours dated …(Insert date)…, in which you proposed change of
supplier for LV Aerial Bundled Cables from ….(Insert full name and address of the factory
of the proposed manufacturer)….... The details of the factory and the LV Aerial Bundled
Cables specification have been assessed and found complaint with conditions detailed
below.
This is to therefore;
Approve …..….(Insert full name and address of the factory of the proposed manufacturer)…,
as the manufacturer of LV Aerial Bundled Cables for the above-mentioned project.
Approve LV Aerial Bundled Cables specifications as detailed in the technical assessment
attached with emphasis on the following under listed conditions;
7. All drums of LV Aerial Bundled Cables shall be labeled with words indicating
“Client, DC Resistance at 200C, Tensile Strength in kN, Number of stands and Stand
diameter” marked in black ink on the palate.
8. The LV Aerial Bundled Cables shall meet the following minimum specifications
Parameter
Unit
Required Specifications
LV Aerial Bundled Cables
Diameter of Conductor per Phase
mm
8.2
0
Calculated D.C Resistance at 20 C
Ohms/km 0.641
Insulation Level
kV
0.65/1.2
Insulating Material
Black weather resistant cross
linked thermosetting polyethylene
(XLPE)
Neutral Messenger
Nominal cross-sectional area
mm2
54.6
Diameter of Core
mm
9.2
174 | P a g e
The respective LV Aerial Bundled Cables shall be accepted upon passing the Routine Tests
that shall be conducted at the manufacturers premise in accordance to IEC 61089 and
SANS 1418 standards. The manufacturer’s testing protocols shall be submitted for review
and approval by the client prior to scheduling of factory acceptance tests.
The above withstanding, all the products shall have to conform to Pre-Export Verification
of Conformity (PVoC) as required by Uganda National Bureau of Standards.
The contractor shall facilitate Post- Shipment Inspection and Testing to confirm
performance characteristics of the respective LV Aerial Bundled Cables, which will be
conducted at a testing laboratory designated by REA.
This approval does not rescind you of your contractual obligation.
…..(Insert Name of MPDM or DED-TO)….
For: EXECUTIVE DIRECTOR
c.c: Project Manager, ….(Insert name of supervision consultant)…
175 | P a g e
Annex 32 D: Galvanized Steel Earth Wires & Galvanized Steel Stay Wire
Ref: ………..
…(Insert date)…..
The Project Manager
…(Insert Contractor’s Name)…
….(Insert Address of Contractor)……
(INSERT CONTRACT NAME)
Approval of Manufacturer and Technical Specifications
Reference is made to yours dated …(Insert date)…, in which you proposed change of
supplier for Galvanized Steel Earth Wires & Galvanized Steel Stay Wire from ….(Insert full
name and address of the factory of the proposed manufacturer)…..... The details of the
factory and the Galvanized Steel Earth Wires & Galvanized Steel Stay Wire specification
have been assessed and found complaint with conditions detailed below.
This is to therefore;
Approve …..….(Insert full name and address of the factory of the proposed manufacturer)…,
as the manufacturer of Galvanized Steel Earth Wires & Galvanized Steel Stay Wire for the
above-mentioned project.
Approve Galvanized Steel Earth Wires & Galvanized Steel Stay Wire specifications as
detailed in the technical assessment attached with emphasis on the following under listed
conditions;
1. All drums of Galvanized Steel Earth Wires & Galvanized Steel Stay Wire shall be
labeled with words indicating “Client, Tensile Strength in kN, Number of stands
and Stand diameter” marked in black ink on the palate.
2. The Galvanized Steel Earth Wires and Galvanized Steel Stay Wires shall meet the
following minimum specifications
Parameter
Galvanised Steel Earth Wire (3/2.64)
Diameter of Strand
Calculated Tensile Strength
Weight of Zinc Coating
Coating Type
Galvanised Steel Stay Wire (7/4.0)
Calculated Tensile Strength
Unit
Required Specifications
mm
kN
Kg/m2
2.64
18
0.24
Hot dip galvanized
kN
101
176 | P a g e
Weight of Zinc Coating
Coating Type
Galvanised Steel Stay Wire (7/2.64)
Calculated Tensile Strength
Strand Diameter
Weight of Zinc Coating
Coating Type
Kg/m2
0.24
Hot dip galvanized
kN
mm
Kg/m2
44
2.64
0.24
Hot dip galvanized
The respective Galvanized Steel Earth Wires and Galvanized Steel Stay Wires shall be
accepted upon passing the Routine Tests that shall be conducted at the manufacturers
premise in accordance to IEC 888 and ASTM A475 standards. The manufacturer’s testing
protocols shall be submitted for review and approval by the client prior to scheduling of
factory acceptance tests.
The above withstanding, all the products shall have to conform to Pre-Export Verification
of Conformity (PVoC) as required by Uganda National Bureau of Standards.
The contractor shall facilitate Post- Shipment Inspection and Testing to confirm
performance characteristics of the respective Galvanized Steel Earth Wires and
Galvanized Steel Stay Wires, which will be conducted at a testing laboratory designated
by REA.
This approval does not rescind you of your contractual obligation.
…..(Insert Name of MPDM or DED-TO)….
For: EXECUTIVE DIRECTOR
c.c: Project Manager, ….(Insert name of supervision consultant)…
177 | P a g e
Annex 32E: Wooden or Concrete Poles
Ref: ………..
…(Insert date)…..
The Project Manager
…(Insert Contractor’s Name)…
….(Insert Address of Contractor)……
(INSERT CONTRACT NAME)
Approval of Manufacturer and Technical Specifications
Reference is made to yours dated …(Insert date)…, in which you proposed change of
supplier for Treated Wooden Poles from ….(Insert full name and address of the factory of
the proposed manufacturer)….... The details of the factory and the Treated Wooden Poles
specification have been assessed and found complaint with conditions detailed below.
This is to therefore;
Approve …..….(Insert full name and address of the factory of the proposed manufacturer)…,
as the manufacturer of Treated Wooden Poles for the above-mentioned project
Approve Treated Wooden Pole specifications as detailed in the technical assessment
attached, on condition that all “conditions for approval” be effected.
The poles shall be accepted upon passing the Pre-dispatch Tests that shall be conducted
at the manufacturers premise in accordance to REA’s pole treatment manual and
reference standards. The manufacturer’s testing protocols shall be submitted for review
and approval by the client prior to scheduling of factory acceptance tests.
The above withstanding, samples of the concentrate and the mixture of the preservative
shall routinely be subjected to chemical composition analysis tests at the contractor’s
cost, which will be conducted at a testing laboratory designated by REA.
This approval does not rescind you of your contractual obligation.
…..(Insert Name of MPDM or DED-TO)….
For: EXECUTIVE DIRECTOR
178 | P a g e
ANNEX 33: LETTER OF INTRODUCTION TO THE DISTRICT
(Insert Date)
Chief Administrative Officer
(Insert District Name)
Dear Sir/Madam
LETTER OF INTRODUCTION
The Government of Uganda represented by the Rural Electrification Board has signed a contract with
(...insert name of Contractor…) for the construction of power networks in (…mention names of
Districts…).
Here in attached are the load centers that will be electrified in (…insert name of District to which this
letter is going…) under this project.
The Contractor is mobilizing and soon will commence the execution of the above construction works
starting with powerline route survey.
The purpose of this communication therefore is to introduce to you (...insert name of Contractor…) the
contractor of the project on behalf of the Agency.
In order to implement the project smoothly, the Agency requests you to nominate a focal person that
will work closely with the Project management team.
The contact person for the contractor shall be (…insert Contractors contact personnel…), and (…REA’s
contact personnel…) shall represent the Rural Electrification Agency
Your kind cooperation will be highly appreciated
(Insert name of MPDM)
FOR: EXECUTIVE DIRECTOR.
cc:
cc:
cc:
cc:
cc:
cc:
cc:
All District MPs
Woman MP
LC V Chairman
District Security Officer
District Environmental Officer
Project Manager, (Contractor’s Name)
Project Manager, (Consultant’s Name)
179 | P a g e
ANNEX 34: STRUCTURE BY STRUCTURE AUDIT TOOL
Name of Project:
Name of Scheme:
Date:
M - Mechanical Damage
W - Poor Workmanship
O - Any Other
H - Hollow Heart
S - Structure Number
Plate
MI - Missing Item(s)
C - Corrosion of hardware
T - Termite Attack
F - Fungi attack
I - Insect Attack
NO
POLE POLE
SPAN
TYPE HEIGHT LENGTH
NO OF
STAYS
MEASUREMENT
TEST
VISUAL OBSERVATION
DIAMETER AT SOUNDING
POLES
ACCESSORIES
EQUIPMENT
GROUNDLINE
OF POLES
H
F T CA W TA S I O M MI W C O M MI W C O
TA - Presence
of
Manufacturer's
Tag
CA - Cracks
REMARKS
180 | P a g e
ANNEX 35: CONTRACT CLOSURE CHECKLIST
Project Name: ………………………………
Start Date: …………………………. End Date: ………………….


NO. 
DESCRIPTION

CC-01
 Certificate of Final 
Amendment of the
Contract
CC-02
 Certificate of “ As 
Built” Drawing
Receipt

CC-03
 Certificate on all 
Miscellaneous
Technical records

CC-04
 Certificate of Scope 
Completion

CC-05
 Certificate on

Liquidated Damages
for Delay


CC-07
 Certificate on

Payment
Reconciliation
CC-08
 Certificate on Labor
Payment





CONTENT OF CERTIFICATION

Certification that all amendments have
been issued: Last Amendment # and
date………..
Certification that contractor has

furnished all as built drawing in soft
copy and in requisite numbers in hard
copies on ………
Certification that all relevant technical 
records (e.g. Operation and
Maintenance Manuals, Wayleaves
forms) (refer paragraph 3.24 of
Procurement Manual for Works) are
available and kept at ………….
Certification that contract has been 
completed as required by the scope of
work
Certification that LD for Delay as per 
contract provision is resolved

Certification that all payments released
to the contractor have been reconciled
and no recoveries are pending
A certification that all labor payment 
including any Provident Fund liabilities
have been complied as per statutory
requirement
CC-09
 Certificate on
 A certification that all scaffoldings,

Removal of all
surplus material, rubbish and malba
Surplus Material and has been removed. This shall be issued
Site Cleared
after a final site inspection by REA with
the contractor
CC-10
 Certification on
 A certificate that contractor has fulfilled
Defect Liability
all its defect liability obligations
Obligation
REFERENCE
DOCUMENT AND
RESPONSIBLE PERSON
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Environment and
Social Personnel
Project Manager
Service Territory
Department
181 | P a g e


CC-11
 Certificate on Return

of all BGs?
Performance
Security and other
Financial
Documents
CC-12
 No Claim Certificate
A certificate that all security deposits, 
BG, hypothecation deed, insurance
policies have been returned
Procurement
A no claim certificate to be obtained as
per attached format and exchanged for
CC-11
Project Manager
182 | P a g e
ANNEX 36: NO CLAIM CERTIFICATE
(On Company Letterhead)
To,
(Contract Executing Officer)
Procuring Entity_______________________
NO CLAIM CERTIFICATE
Contract Name: ……………………………..
Procurement Reference Number: ……………………………………………..
Date: ……………………………………….
We have received the sum of ( ______________________________________only) in full and final
settlement of all the payments due to us for the completion of work of
under the abovementioned contract agreement, between us and the Government of
Uganda through the Rural Electrification Agency. We hereby unconditionally, and
without any reservation whatsoever, certify that with this payment, we shall have no
claim, whatsoever of any description, on any account, against the government, against
aforesaid contract agreement executed by us. We further declare unequivocally, that
with this payment, we have received all the amounts payable to us, and have no
dispute of any description whatsoever, regarding the amounts worked out as payable
to us and received by us, and that we shall continue to be bound by the terms and
conditions of the contract agreement, as regards performance of the contract.
Yours faithfully,
Signatures of Contractor or Officer authorized to sign the Contract Documents
On behalf of the Contractor
(Company Stamp)
Date:
Place:
183 | P a g e
ANNEX 37: CIRCUIT BREAKER COMMISSIONING FORM
RURAL ELECTRIFICATION AGENCY
Commissioning Form/Report for Circuit Breaker (Auto Recloser)
1.General Information
Substation Name
Feeder Name
Scheme/ Project Name
Voltage Level
Commissioning Date
2. Functional Tests Circuit Breaker
Tests
Local operation CB Open/Close
Local operation CB Open/Close
Remote operation CB Open/Close
Remote operation CB Open/Close
Breaker status Open/Close
Selector switch
Local
Remote
Local
Remote
Expected
Results
Pass
Fail
Fail
Pass
3. Relay Trip Test
No.
1
Settings
Overcurrent
Load current
Test current
Reclose time
Set
Remarks
Remarks
4. Relay Auto-recloser Test
Number of trips
Set
to lock out
Actual
Actual
184 | P a g e
Rem
5. Protection Settings
CT – Ratio
CT - Tap(In)
BB Voltage
No.
1
2
3
6
Settings
Overcurrent
Earth fault
S E/F
Ph. Unbalance
I>
t>
I>>
t>> %In
t>
I>>
t>> %In
6. Protection Settings for (Nearest substation)
CT – Ratio
CT - Tap(In)
BB Voltage
No.
1
2
3
6
Settings
Overcurrent
Earth fault
S E/F
Ph. Unbalance
I>
7.Earth Resistance results
8.General remarks
Commissioned by: ……………………………………………………….
Date
: ………………………………………………………
185 | P a g e
ANNEX 38: CONTRACT ASSESSMENT TOOL (CONTRACTOR)
CONTRACT ASSESSMENT GUIDELINE
Stage 1:
Assess Detailed Items based on:
Quality Submission (Adequacy, Completeness, Usefulness)
Timely Submission (Agreed upon timelines)
Non-responsiveness
Stage 2:
Obtain Section Marks in Percentage
Sum up all fraction marks from detailed scores and multiply by
(1/total no. of items scored)
Multiply the total mark by 100%
Stage 3:
Multiply each percentage mark by it's percentage weight
Stage 4:
Grade final score as below
Satisfactory:
Average:
Unsatisfactory:
2
1
0
80 to 100
60 to 80
<60
Contractor Performance Evaluation
CONTRACTOR:
PROJECT
NAME:
DESCRIPTION:
CONTRACT
No.:
CONTRACT
No.:
CONTRACT
VALUE:
DATE:
Ranking:
START DATE:
For definitions refer to Backup
sheets:
COMPLETION
DATE:
A
CONTRACT EFFECTIVENESS
2%
Stage
Mark
0%
B
CONTRACTOR DEPLOYMENT
MANAGEMENT
8%
0%
0.00%
C
TIME MANAGEMENT
5%
0%
0.00%
D
PHYSICAL PROGRESS OF WORKS
20%
0%
0.00%
E
COST MANAGEMENT
8%
0%
0.00%
EVALUATION SECTION
WEIGHT
Weighted
Score
0.00%
186 | P a g e
F
QUALITY CONTROL
10%
0%
0.00%
G
ENGINEERNG DESIGNS
18%
0%
0.00%
H
COMMUNICATION STRATEGY
5%
0%
0.00%
I
COMMUNITY OUTREACH AND
STAKEHOLDER ENGAGEMENT
8%
0%
0.00%
J
ENVIRONMENT, SOCIAL, SAFETY
COMPLIANCE
8%
0%
0.00%
K
PERFORMANCE OF KEY PROJECT
PERSONNEL
8%
0%
0.00%
TOTAL
0.00%
GRADING:
Name:
Signature:
Date:
Contractor:
Consultant:
Project Manager:
Manager:
Director: (required
for Final only)
NOTE: If the contractor disagrees with this evaluation, it is to submit its objections in
writing with supporting evidence within five (5) business days
187 | P a g e
Contractor Performance Evaluation
DELIVERABLES
COMMENTS/ CORRECTIVE
MEASURES
Marks
Q
A
CONTRACT EFFECTIVENESS
1
Performance Security witihin 28 days after notification
of contract award
0
2
Advance Payment Guarantee and Claim witihin 48
days from contract signature
0
3
Comprehensive Insurance Covers witihin 28 days
from Commencement Date?
0
B
CONTRACTOR DEPLOYMENT MANAGEMENT
1
Contractor's Organogram
0
2
Availability of Key Personnel during project execution
0
3
Facilitation of Key Project Personnel and Field Teams
0
4
Adequate updated CVs upon change of Contractor's
personnel and Updated Schedule of Personnel
0
5
Submission for approval of Sub-contractor's profiles
0
Q
T
Stages
T
Stage 1
Stage 1
Stage 2
0%
Stage 2
0%
188 | P a g e
6
Witnessed Sub-contracts by REA representative
0
7
Management of Sub-contractors
0
C
TIME MANAGEMENT
1
Month Zero Implementation Plan
0
2
Submission of Project Completion Schedule
0
3
Project Procurement Plan, sub-sequent updates and
Impementation
0
4
FAT schedules and sub-sequent updates
0
5
Shutdown shedules and Impementation
0
D
PHYSICAL PROGRESS OF WORKS
1
Q
Q
T
T
Stage 1
Stage 2
0%
Stage 1
Stage 2
Performance against the month zero implementation
timelines
0
0%
2
Performance against the monthly timelines
0
3
Compliancy to Contractual Project Completion
Schedules
0
189 | P a g e
4
Performance against the weekly timelines
0
E
COST MANAGEMENT
1
Submission of updated BoQs?
0
2
Submission of Financial report (Statement of value of
works) accompanied by the notes of progress from
the Engineer?
0
3
Submission of copies of invoices or equivalent
documents proving payment for Equipment/
Materials/ Mobilisation?
0
F
QUALITY CONTROL
1
Submission of Quality Control Plans and
Impementation
0
2
Submission and Approval of Detailed Technical
Specifications and Manufacturer Details
0
3
Manufaturer's FAT Test Methodology/ Test Protocols
0
4
FAT Outcomes (Reports, Rejection of materials, etc)
0
5
Risk Management Plan and Impementation
0
Q
Q
T
T
Stage 1
Stage 1
Stage 2
0%
Stage 2
0%
190 | P a g e
6
Updated Risk Management and Mitigation Plan IN
Progress Report
0
7
Application for change of supplier with a clear
justification
0
G
ENGINEERING DESIGNS
1
Approved Engineering Design Report
0
2
Approved As-pegged drawings
0
3
Is the Contrator adhering to engineering designs? Evidenced through Progress reports
0
H
COMMUNICATION STRATEGY
1
Community Engagement Plan and Implementation
0
2
HIV/AIDS sensitisation plan and implemnttaion
0
3
IEC (Information, Education and Communication)
materials for the project
0
4
Gender awareness plan and implemntation
0
5
Daily Progress Report
0
6
Monthly progress reports
0
7
Conflict resolution strategies
0
8
Responses to communications and instructions from
Project Manager
0
Q
Q
T
T
Stage 1
Stage 1
Stage 2
0%
Stage 2
0%
191 | P a g e
9
Incident reporting mechanism
0
10
Defects Correction Reporting
0
11
Requred cost, time and scope variation documents
0
I
1
2
COMMUNITY OUTREACH AND STAKEHOLDER ENGAGEMENT
Q
T
Stakeholder Engagement Plan/ Strategy and
Implementation
Stakeholder Matrix indicating each Stakeholder's
impact on project Community mobilization/
Sensitization plan
Stage 1
0
0
3
Community Sensitization Report
0
4
Inclusion of District leaders in project implementation
- Should appear in Record Books at CAO's office
0
5
Attendance list attached to the Contractor's Monthly
progress report
0
J
ENVIRONMENT, SOCIAL, SAFETY COMPLIANCE
1
Prepared and submitted an acceptable CESMP in line
with EIA certificate and ESMP in the PB
0
2
Prepared and submitted an acceptable Community
Engagement Plan
0
3
Prepared and submitted
Management Plan
0
4
Prepared and submitted an acceptable Health and
Safety Management Plan
an
acceptable
Stage 2
HIV
Q
T
Stage 1
0%
Stage 2
0
192 | P a g e
5
Prepared and submitted an acceptable
Management Plan
6
Prepared and submitted an acceptable wetlands work
procedures
0
7
Prepared and submitted an acceptable storage yard
management and restoration plan
0
8
Prepared and submitted an acceptable
Abuse Policy
0
9
10
11
Waste
Substance
Prepared and submitted an acceptable Incident
Management Plan
Prepared and submitted an acceptable hazardous
materials management plan
Prepared and submitted an acceptable
project
specific Emergency preparedness and Response Plan
0
0
0
0
12
Prepared and submitted an acceptable a Grievance
Management Plan
0
13
Maintains environmental and social management
records
0
14
Availability of a designated personnel in the field for
environmental and social aspects of the project
0
15
Choice of materials storage area appropriate(Not in
sensitive ecosystems)
0
16
First aid / emergency facilities / procedures are in
place.
0
17
Records of HIV Sensitisation and condoms distribution
to workers available
0
0%
193 | P a g e
18
Records of PPE issuance and enforcement in place
0
19
Records of tool box meetings
0
20
Complaints tracking register in place
0
21
Records of compliance with labour laws and policies in
place(Welfare of workers, gender)
0
22
Records of regular environmental monitoring in place
0
23
Submission of monthly Environmental and Social
Monitoring reports detailing compliance with CESMP
and work procedures and plans
0
24
Level of compliance with CESMP
0
25
Level of compliance with work procedures and plans
0
26
27
28
Level of compliance with OHS (Occuation, Health
and Safety) requirements
Level of compliance with Contract obligations on
safeguards
Level of compliance with safeguards requirements in
REA construction guidelines
Name:
0
0
0
Signature:
Date:
Contractor:
Consultant:
Project Manager:
MPDM:
NOTE:
If the contractor disagrees with this evaluation, it is to submit its objections in writing with supporting evidence within five
(5) business days Division
194 | P a g e
PERFORMANCE OF KEY PROJECT PERSONNEL
NO.
1
PERSONNEL
Project Manager
(Name)
KEY
DELIVERABLES
(should be Specific,
CONTRACTUAL
Measurable
RESPONSIBILITIES
Achievable,
Realistic and Timebased)
A completion
certificate upon
successful
implemention of
Ensure perfromance
project (completed
of the contract
in time, within
budget, scope and
with acceptable
quality)
Ensuring timely
submission of
required
documentation
Manage the day to
Timely response to
day administration
formal
communications
regarding the
project
Progress reporting
Progress reports
Schedule and
facilitate top
Signed minutes
Marks
COMMENTS/
CORRECTIVE
MEASURES
Q
T
Stages
Stage 1
Stage 2
0
0
0
0%
0
0
195 | P a g e
management
meetings
Facilitate
stakeholder
involvement
Monthly inspection
reports
0
Q
2
Power System
Engineer (Name)
Development of the
contractors
Engineering design
engineering design
report
report
Development and
enforcement of the
Contractor's Quality
contractors quality
Management Plan
management plan
Oversee
construction
supervision
Ensure adherence
to the approved
construction
methodoloy
Progress Reports
Schedule and
facilitate monthly site
meetings
T
0
0
0
0%
Ensure stakeholder
participation during
implementation
Facilitate FATs,
network
precommisioning,
FAT Reports
0
196 | P a g e
commisioning and
handover
Certify progress of
works
DLP monitoring and
reporting
Statement of value
of works done
DLP monitoring
reporting
0
0
Q
3
Surveyor (Name)
Conduct engineering
Geo-referenced Assurveys inline with
pegged survey
the REA survey
drawings
methodology
Facilitate the
development of the
Engineering design
contractors
report
engineering design
report
Facilitate the
development of the
Geo-referenced Asas-built report and
Built survey report
the commisioning
report
Facilitate monthly
Network inspection
activities, network
Commisioning
final inspection and
Report
precommisioning
activities
0
0
Foreman (Name)
Oversee day to day
site activities
Duly signed Daily
Work Log
0%
0
0
Q
4
T
T
0
0%
197 | P a g e
Report daily
progress
Day-to-day
construction
supervision to
ensure compliance
with the approved
engineering design
report.
Q
Implementation of
the approved ESMP
Monthly Progress
reporting
5
Monthly Progress
Report
0
Q
6
Social/
communications
officer (Name)
T
Preparation of the
contractors Social
management plan
Contractors
Environmental and
Social
management plan
Implementation of
the approved ESMP
Monthly Progress
reporting
Monthly Progress
Report
Average Mark
0%
T
0
0%
0
0%
198 | P a g e
ANNEX 39: CONTRACT ASSESSMENT TOOL (CONSULTANT)
CONSULTANT ASSESSMENT GUIDLINE
Stage 1:
Stage 2:
Stage 3:
Stage 4:
Assess Detailed Items based on:
Quality Submission (Adequcy,
Completeness, Usefulness)
Timely Submission (Agreed upon
timelines)
Non-responsiveness
2
1
0
Obtain Section Marks in Percentage
Sum up all fraction marks from detailed
scores and multiply by (1/total no. of
items scored)
Multiply the total mark by 100%
Multiply each percentage mark by it's
percentage weight
Grade final score as below
GRADE
EXCELLENT
VERY GOOD
GOOD
SATISFACTORY
FAIR
POOR
SCORES
80-100%
70-79%
60-69%
50-59%
40-49%
0-39%
199 | P a g e
Consultant Performance Evaluation
CONSULTANT
PROJECT NAME:
CONTRACT No.:
CONTRACT VALUE:
DATE:
START DATE:
COMPLETION
DATE:
A
Engineering Design and Survey
20%
Stage
Mark
0%
B
Procurement
10%
0%
0%
C
Pit excavation, Pole erection, pole dressing,
conductor stringing, tensioning and sagging
20%
0%
0%
D
Project progress inspection
5%
0%
0%
E
Preparing Variations
10%
0%
0%
F
Pre-commissioning and commissioning
10%
0%
0%
G
DLP inspection
5%
0%
0%
H
Project Closure
5%
0%
0%
I
Environmental and Social activities
15%
0%
0%
EVALUATION SECTION
TOTAL
WEIGHT
Weighted
Score
0%
0%
GRADING:
Name:
Signature:
Date:
Consultant:
Project Manager:
Manager:
Director: (required for
Final only)
NOTE: If the contractor disagrees with this evaluation, it is to submit its objections in
writing with supporting evidence within five (5) business days
200 | P a g e
CONSULTANT ASSESSMENT TOOL
Consultant:
Project Name
Assessment
period
ACTIVITY
CONTRACTUAL
DELIVERABLES
Presence of project
manager in Uganda (project
Area)
Approved updated
contractor's work plan
Presence of surveyor
DESIGN AND
SURVEY
PROCUREMENT
Timely evaluation and
submission approved
contractor's engineering
design and survey report
Timely Submission and
review of Communication
and community mobilization
management plan
Timely submission of
Quality control plan
Timely submission of Risk
management plan
Postshipment inspection
report for transformers,
CONSULTANT's ASSESSMENT
ACTUAL
TIMELINE
COMMENTS
MARK
Q
T
Stage 1
All the time
0
Monthly
0
during the
Engineering Design
0
4 months from
effectiveness
0
Quartely
0
2 months from
effectiveness
2 months from
effectiveness
Upon delivery of
materials
Stage 2
0%
0
0
0
201 | P a g e
AAAC bare conductor ,
ABC conductor, Insulators,
Line accessories
Approved postshipment
Reports by the Distribution
Engineer prior to delivery
and distribution to project
sites
Verification of pole delivery
notes by Clerk of Works &
distribution Engineer
Review of approved
Technical Specifications
Aapproved FAT reports
As and when
material are
delivered to site
stores
0
Upon delivery of
poles
0
1 month from
effectiveness
As and when after
FATs
0%
0
0
IMPLEMENTATION
Deployment and presence
of Distribution Engineer on
site
Deployment and presence
Pit excavation,
of clerk of works
Pole erection, pole
Project progress report
dressing,
(including 3 sets of progress
conductor
photographs, updated
stringing,
approved contractor's
tensioning and
implementation plan, daily
sagging
work logs, updated risk
management report, and
updated progress status
report per scheme, Noice of
All the time
0
All the time
0
Monthly
0
0%
202 | P a g e
early warning, Envionmental
monitoring report, Up-dated
deployment schedule)
Project pogress
inspection
Preparing
Variations
Timely submission of
Shutdown requests
As when a scheme
is complete
0
Signed Minutes of monthly
site inspections and
technical meetings
before 15th of the
the subsequent
Month
0
Variation assessment report
(including change order
instructions)
Project financial appraisal
report
with in 7 days of the
upon receipt of
request
0
Quarterly
0
Pre-commissioning report
Approved As-built drawings
and pole schedules
Precommissioning
and
commissioning
Final Inspection report
as when a scheme
completed
Prior to
commissioning
Before
commissioning
Equipment commissioning
reports and project appraisal At commissioning
report
3 months after
Project completion report
commissioning
Certificate of pactical
After Successful
completion
commissioning
0%
0%
0
0
0
0
0%
0
0
203 | P a g e
DLP inspection
DLP report with proof of
stakeholder participation
Project closure report
Project Closure
Environmental
and Social
activities
Final financial appraisal
report
Deployment and presence
of sociologist on site
Presence of
environmentalist on site
Monitoring and ensuring the
contractor implementats an
approved ESMP
Checklist on environmental
and social requirements
Awareness strategy
HIV/AIDs sensitization plan
Labor management plan
NAME
Quarterly after
commissioning
1 year from
commissioning
3 months after
commissioning
0
0%
0
0%
0
1 Week per month
0
2 Week per month
0
Part of Monthly
reports
0
1 Month after
effectiveness
Quarterly Report
Quarterly Report
Quarterly Report
0%
0
0
0
0
Signature
Date
Consultant
Project Manager
MPDM
204 | P a g e
ANNEX 40: CONTRACT MANAGEMENT PLAN
CONTRACT MANAGEMENT PLAN
FOR IMPLEMEMNTATION OF
(…insert Project Name…)
(insert date of submission: Month, Year)
205 | P a g e
EXECUTIVE SUMMARY
The Contract Management Plan (CMP) outlines the Agency’s commitment to successful
implementation of the project. It details the structure and approach to be adopted during
planning and execution of the (…insert Project Name...).
The CMP appreciates that in order for the project to be successfully implemented, other
project management aspects should be considered and appreciated during the entire
cycle. Emphasis has been put on identification and management of resources needed,
stakeholders involved, associated risks, mode of communication, reporting, information
handling and a commitment of compliance to social and environmental safeguards, in
addition to quality and timely delivery of the project.
As part of the resource identification and management, the CMP identifies appropriate
expertise required, respective skills, techniques and tools needed and has established a
CMT structure that will be dedicated to the successful delivery of the project.
The (…insert Project Name...) CMT shall be responsible for successful implementation of
the project with special emphasis on stakeholder management, risk management,
communication and information management and social and environmental safe guard’s
compliance during contract execution. The team shall support the (…insert activities
under this Project; for example: packaging, design, procurement, contracting,
implementation and defects liability monitoring of the infrastructure projects).
206 | P a g e
TABLE OF CONTENTS
Acronyms
List of Figures
List of Tables
207 | P a g e
1.0
PROJECT BRIEF
1.1
Project Objectives
(…insert project objectives, for example:
i).
The Project Development Objective is to increase access to electricity in rural areas
of Uganda.
ii).
The Global Environmental Objective is to increase access to electricity in rural areas
of Uganda and reduce greenhouse gas emissions.
…)
1.2
Project Scope
(…insert Project Scope. Present the scope in a tabular form; the extent to which it is
possible…)
1.3
Project Schedule
(…Insert Project Timelines. Clearly indicate, in tabular form, the status of all completed, on-going and pending
project activities…)
2.0
RESOURCE PLANNING AND MANAGEMENT
Resource planning has been undertaken benchmarking the objectives of the project and
the adequate technical input to implement the project, establishing a CMT structure. The
respective stages in the project cycle have been analyzed to determine adequate
professional mix and tools required as enablers.
2.1
CMT Mix and Composition
In order to successfully manage the (…insert Project Name…) to ensure compliance with
quality, timelines and social and environmental requirements, the following expertise
shall be required:
(…insert table indicating all required team members and their general responsibilities. The
Table showed below is for illustration purposes…)
Table xxx: CMT Mix and Composition
No.
Team Member
General Responsibility
1.
Project
Will play a coordination role of all the key stakeholders of the
Coordinator
project through the management of adequate and timely
information.
208 | P a g e
2
Contract Manager
Shall be responsible for ensuring implementation of all
Contractual requirements
3
Project Engineer
Shall assume the role of the client’s engineer, responsible for
quality management during design and implementation of
the project.
4
Clerk
of
works/ Will deputize the project engineer at site majorly tasked with
Resident Engineers construction supervision and adherence to approved
construction standards.
5
Social
Will be responsible for monitoring compliance to social
development
safeguards during project development and implementation.
officer
6
Wayleaves officers
Will be responsible for supporting the RAP development and
implementation.
7
8
Environmental
Will be responsible for ensuring environmental compliance
officer
during project development and implementation.
Community
and Will coordinate all marketing and mobilization for
Outreach officer
connections and will work closely with the Electricity Service
Providers to create demand for connections and efficient and
productive use of energy.
(…insert any other points to note regarding team composition for example:
The project shall be managed within REA’s established departments from which, a
dedicated Contract Management Team (CMT) has been structured to oversee the
implementation of Project.
The Service Territory Development and Operation Department shall house the execution of
the last mile connections.
…)
209 | P a g e
2.2
Organizational Structure of the CMT
(…Insert CMT Organizational Structure. A structure is given below for illustration purposes….)
Figure 1: Contract Management Team Structure
Exective
Director
Manager
Project
Development
& Management
Project
Cordinator
Project
Engineer/
Contract
Manager
Environmental
Officer
Community and
Communications
Officer
Wayleaves
Officer
Social
Development
Officer
Others....
Clerks of
Works/
Resident
Engineers
Supervision Consultant
Works Contractor
210 | P a g e
2.3
CMT Staffing Requirements
2.3.1 Proposed Staffing Requirements
The availability of the proposed expert mix and adequate numbers of personnel is illustrated in the table below. The proposed staffing has taken into
consideration the current REA portfolio
(…insert Table indicating CMT Composition. The Table given below is for illustration purposes…)
Table 7: (…insert Project Name…) Contract Management Team Composition
Lot
Scope
(km)
SP/ST
Lot 1
Lot 2
Lot 3
250
130
160
KIL
UMEME
UMEME
Key:
Project
Coordinator
1
Contract
Manager
1
Project Engineer
1
Social
Development
Officer
1
Environmental
Expert
1
Wayleaves
Officers
1
Community and
Outreach Officer
2
Clerks of Works
1
1
1
Already available
Recruitment Process On-Going
Additional Staff Required
211 | P a g e
2.4
Roles of Each Member of the Contract Management Team
(…insert table clearly spelling out the roles of the CMT as illustrated below…)
Member
Project
Coordinator
Roles
1. Undertake preparation and monitoring implementation of the
annual work plan
2. Liaise with the technical Departments within REA to ensure that
Project activities are implemented as per the approved work plan
3. Undertake preparation of monthly project implementation
progress reports to REA’s Management, (…Project Funder...) and
other stakeholders as required.
4. Ensure that project implementation is supervised as required.
5. Ensure that progress and quality of construction works are
properly monitored
6. Ensure that Links with the project beneficiaries are maintained
and their issues are attended to in a timely manner, working with
the officers responsible for public outreach and wayleaves.
7. Participate in contract negotiations when nominated
8. Oversees communication with the funder, including preparing
quarterly progress reports and facilitating the mission visits
9. Prepares the loan disbursement schedule
10. Monitor the loan duration
11. Shall be the contract manager for the consultant where the loan
has more than one lot and common consultant
Contract Manager
Project Engineer
Shall effectively manage the
contract in compliance with PPDA
(Contracts) Regulation, 2014, Part
V – Contract Management, and
specifically;
1. Review
and
approve
i.
Participate in the review
technical
specifications
for
process
for
technical
Contract
all
networks
specification
for
all
Manager/
materials/components prior
networks
to
commencement
of
materials/components
Project Engineer
manufacturing.
ii.
Ensure
that
the
2. Confirm placement of orders
materials/network
and delivery schedules with
components delivered to
suppliers
site and installed conform
to the approved technical
specifications
for
all
networks
materials/components
212 | P a g e
3. Review for completeness
and
recommended
for
approval
detailed
engineering design prior to
commencement of works
iii.
iv.
v.
4. Review and recommend iv.
approval of subcontractor in
line
with
contractual
requirements, REA subcontracting guidelines and
PPDA regulations, including
due-diligence
5. Facilitate monthly site visits
vi.
6. Schedule and facilitate
monthly top-level progress
review meeting with the
project managers at REA vii.
offices
7. Prepare test protocols, viii.
schedule and facilitate
material inspections at
manufacturer’s
premises
and upon delivery including
poles
8. Review and recommend ix.
change orders, contract
amendments
and
or
instructions
to
avoid
compensation events
9. Ensure timely execution of
x.
time
change
orders,
contract amendments and
issue of instructions
10. Review and certify progress xi.
of works and subsequent
payments timely
11. Review and approves test xii.
protocols, schedule and
facilitate
shutdowns,
Participate in the review of
detailed
engineering
designs
prior
to
commencement of works
Ensure that approved
engineering designs are
compiled
to
during
implementation
Ensure adherence to good
engineering practices with
reference to the contract,
manuals, standards and
engineering memorandum
Supervise subcontractors in
line
with
contractual
requirements and REA subcontracting guidelines and
PPDA
regulations,
including due-diligence
Coordinate stakeholders’
meeting
during
implementation of the
project
Ensure
community
participation
during
implementation of the
project
Participate
in
the
preparation test protocols
and material inspections at
manufacturer’s premises
and upon delivery including
poles
Ensure
timely
recommendation of change
orders
and
contract
amendments to mitigate
compensation events
Ensure timely execution of
instructions
Certify progress of works
and
recommend
for
payment
Schedule power shutdowns,
pre-commissioning
and
commissioning activities
213 | P a g e
network pre-commissioning xiii.
and commissioning
12. Facilitate
handover
of
completed networks
13. Schedule
and
conduct
periodic defects liability xiv.
inspections/audits, generate
snags list and follow-up
correction of snags
xv.
14. Schedule and facilitate final
defects liability inspection
with all major stakeholders
xvi.
15. Ensure project cost, quality xvii.
and time control
16. Assess
the
overall xviii.
performance
of
the
contractor & or Consultant
Assess the performance of the
project engineer
17. Monitor environmental and xix.
social
safeguards
compliance
Prepare for review test
protocols,
facilitate
shutdowns and network
pre-commissioning
and
commissioning
Facilitate handover of
completed networks in line
with the set procedures
Participate in periodic
defects
liability
inspections/audits,
generate snags list and
follow-up correction of
snags
Participate in final defects
liability inspection with all
major stakeholders
Develop for approval and
ensure implementation of
the
approved
quality
control plan with a focus on
the key implementation
stages of the project
Jointly participate in the
assessment
of
the
performance
of
the
contractor and consultant
Report environment, social
and safety concerns to
environmental and social
safeguards team for action
xx.
Enforce recommendations
from the environmental
audits
xxi.
Prepare
weekly
and
monthly project progress
reports
Prepare technical project closure
report
18. Ensure timely submission
and filling of progress
reports, programs and key
contractual deliverables
19. Prepare
comprehensive
project closure report
1. Review the contractor’s Social Management Plans for compliance
with the project’s objectives and ensures its implementation.
2. Supervising and coordinating all social related activities of the
project, including the supervision of the contractor and the
consultant’s social activities
3. Coordinating social impact assessment and management during
the preparation, implementation and monitoring of participatory
Resettlement Action Plans (RAPs) and carry out post RAP
214 | P a g e
4.
Social
5.
Development
Officer
6.
7.
8.
9.
1.
2.
Environmental
Officer
3.
implementation and a social audit to ensure that all the social
impacts are addressed in accordance with the social safeguard
instruments in place
Spearheading sensitization and information dissemination on the
project’s objectives within the project areas and develop and
implement appropriate strategies to enhance community
participation during project design and implementation
Coordinating closely with the REA Way Leaves Officer, the
Environmental Specialist and Community Outreach Unit to ensure
that the RAPs and EIA processes capture all the relevant social
aspects
Providing guidelines on relevant social mitigation measures,
including measures pertaining to way leaves acquisition and
resettlement, protection of cultural resources, community &
worker health and safety, child labor, forced labor, HIV/AIDS, and
other issues where relevant, which should be considered during
preparation of bidding documents for rural electrification
projects
Identifying potential sources of grievances, design and implement
appropriate grievance redress mechanisms for the project to
ensure effective and timely resolution of any complaints or
grievances raised by stakeholders
Supporting stakeholders including district and community
members in identification, prioritization and mitigation of social,
equity and gender issues during the project design and
implementation, as well as monitoring and evaluation of social
impacts of the projects
Ensuring relevant government agencies, including Ministry of
Finance, the Chief Government Valuer and partner agencies are
well informed on issues related to the implementation of RAPs and
required support for timely implementation
Ensuring and monitoring compliance of the project activities with
ESMP, ESMF, safeguards requirements, and the national
environmental policy and legal requirements during construction
of subprojects
Reviewing Environmental and Social Impact Assessments,
Environmental and Social Management Plans and Resettlement
Action Plans (RAPs) of Rural Electrification projects and ensure
that social issues are comprehensively addressed.
Ensuring that the findings of Environmental and Social Impact
Assessments (ESIAs) and RAPs including public consultation
input of affected communities and their disaggregation in terms
of gender, different levels of social vulnerability to project risks
and impacts, as well as equitable access to project opportunities
and benefits, are incorporated into project design and
implementation strategies by providing technical input to
requisite Environmental and Social Management Plans (ESMPs)
and RAPs of Rural Electrification projects
215 | P a g e
Wayleaves
Officers
Community
and Outreach
Officer
1. Negotiate Wayleaves for overhead electricity power lines and
underground cables with landowners/occupiers and their
agents/legal representatives
2. Sensitise the public about need for Wayleaves
3. Serve power line construction notices and obtain consents for each
project in a timely manner
4. Compile accurate records of landowners and occupiers for each
project
5. Provide wayleaves support for RAP studies and selection of new
electricity power line routes
6. Secure access arrangements from landowners and occupiers for
overhead/underground line construction work
7. Investigate and assess wayleaves compensation claims by
landowners/occupiers for any losses or damage caused and
negotiate settlement.
8. Act as liaison point between the landowner/occupier, contractor
and project manager with regard to wayleaves issues
9. Attend Grievance Committee meetings and resolve disputes over
Wayleave rights during project implementation
1. To market and mobilise for connections.
2. To promote the productive use of energy
3. To promote energy efficiency
1. Participate and ensure that the proposed line routes are complied
with during implementation
2. Ensure that only the approved line materials are used during
installation
3. Ensure materials are installed according to the approved
construction methodology
Clerks of Works
4. Verification of quantifies of materials received on site and used on
the project by signing on the site delivery notes
5. Ensure proper handling and storage materials on site by the
contractor
6. Submit the daily log sheets reports indicating the day’s work,
weather conditions, compliance to safety, social and environmental
requirements
2.5
CMT Skills Enhancement and Tools
The CMT shall require the following to effectively perform the task assigned
2.5.1 Skills and Knowledge Enhancement
216 | P a g e
(…insert any skills requirement the CMT should have…)
Table 8: Skills and Knowledge Enhancement for CMT
Activity
Technical Orientation
Skills Refresher Training
Facilitator
Who to Attend
REA/HR/PDM/STDO
Entire CMT
Experts in Procurement, Project Entire CMT
Management,
Social
&
Environmental Safeguards, Power
Distribution Systems
2.5.2 Tools
(…insert a list of tools the CMT shall require to successfully deliver the project…)
Table 9: Tools for CMT
No.
1
2
3
4
Item
Minimum
Total No.
Requirement
Required
3
Double 1
Double 4
Cabin
Pick- cabin pick-up
Ups
&1 per
Project
Station
Engineer
Wagon
5 Single Cabin 1 per Clerks of 5
Pick-Ups
Works
Laptops
1 per new 10
member of the
CMT
(excluding
Clerks
of
Works)
PPE (Safety 1 set per new 15
shoes, helmet, member
gloves,
overcoat)
Availability
Action Required
3
(…Funder…)
to
facilitate acquisition
0
(…Funder…)
to
facilitate acquisition
(…Funder…)
to
facilitate acquisition
0
0
(…Funder…)
to
facilitate acquisition
2.6 CMT Responsibilities
The CMT shall be specifically responsible for the successful execution of the project. They
will support the design of the project ensuring timely and quality submission of
documents, reports, studies and consultations. The team will be charged with first
trucking and management of procurement planning, contracting and control. In addition,
the team will be responsible for ensuring quality and timely deliverance of the project.
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Specifically, the CMT shall be responsible for the following:a) Monitor compliance to the plans to ensure zero negative variance
b) Review technical documents for quality, adequacy and acceptance
c) Support contracting through development of adequate and quality TOR’s,
Statement of requirements, EOI’s and RFP’s
d) Facilitate and support internal procurement clearances
e) Support procurement planning, contracting and control
f) Ensure contract effectiveness, schedule site handovers
g) Review and approval of the contractor’s engineering design
h) Supervise and manage consultancy services
i) Monitor project implementation to ensure compliance with quality, timelines,
scope and budget
j) Monitor compliance with social and environmental safeguards
k) Ensure stakeholder participation
l) Review and maintain a risk management plan
m) Manage change during construction
n) Manage project information, communication and reporting
o) Support commissioning and handover of the project
p) Support connections of targeted population
q) Undertake DLP monitoring
2.7
Modulus Operandi
2.7.1
Project Design and Procurement Management
The CMT shall be responsible for supporting the design of the project. Specifically, the
team shall ensure that the project is designed in recognition and compliance to the
minimum technical standards, social and environmental safeguard requirements and full
participation of key stakeholders.
The team shall ensure harmonization of the engineering design process with the RAP
studies, ensuring that all project RAPs are updated as per the final engineering designs.
They will work with the design consultants to review submissions for quality check,
compliance and inclusivity of all project aspects. The responsibility of quality
management of documentation and information management shall sit with advisor,
coordinator and the technical team. The engineer shall ensure designs are updated and
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compliant to the internationally accepted standards while the social safeguard team shall
ensure compliance to Bank safeguard requirements and national policies, laws and
guidelines.
Key deliverables shall be an acceptable engineering design report, updated RAP report.
Upon the clearance of the RAP report, the CMT shall facilitate the implementation of the
RAP report for each line. Together with the internal stakeholders including the Finance
Department and REA management, the CMT shall facilitate the compensation of PAP’s in
a timely manner. The wayleaves officers shall be responsible for the implementation of
the RAP and shall at all times maintain an updated database of PAPs. Reports shall be
prepared on the status of compensation or acquisition of wayleaves and this shall aid the
effectiveness of the contracts.
The social development officer together with the community affairs team shall develop a
grievance redress mechanism specific to each project. A complaints register shall be
maintained at all times and shall be cascaded to the grass root structures of the project.
The Community affairs team will initiate information flow, community sensitization and
publicity of the project at this stage in order to achieve community participation in
reediness for connections.
Procurement planning shall be emphasized and procurement control implemented. The
risk management plan herein shall guide the management of the procurement process
and REA management shall be responsible for delivering the project timelines.
The CMT shall support the contracting process through the review and preparation of
statements of requirements, terms of references for project related services, preparation
of requests for proposals and facilitating the evaluation process. At all stages, the CTM
shall ensure adherence to the procurement plan.
Emphasis shall be put on informal and formal communication amongst the key
stakeholders, creation and maintaining of strategies linkages with key stakeholders,
timely and complete reporting.
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2.7.2
Construction Management
The management of the project shall be handled at two levels, supervision and
monitoring.
Project Supervision
Day to day supervision of the construction works shall be managed by the Assistant
Project Engineers and the Community Affairs Assistants who will be resident at the
project sites. The Assistant Project Engineers and the Community Affairs Assistants shall
manage the day to day activities at the site including the receipt of project materials,
confirmation of compliance to contractual standards, designs. The Assistant Project
Engineers shall report daily to the Project Coordinator on the day’s progress and the
report shall include accountability of the key stakeholders’ involvement in the day’s
works, progress achieved, accidents recorded, materials received, assessment of quality
of materials and the workmanship standards. The Assistant Project Engineers and the
Community Affairs Assistants shall inform the monthly monitoring activities by
identifying and recording key challenges, requests from communities for additional
coverage in terms of scope and other issues that require engineer’s approval. In a bid to
ensure compliance to the approved construction methodology, they will recommend for
approval by the Engineer all stages of the construction.
Project Monitoring
Monitoring of the project shall be executed at the senior management level of the CMT.
The Project Coordinator, Social Development Officer and the Environmental Officer shall
be responsible for execution of contract performance monitoring. The team basing on the
daily information flow from the Assistant Project Engineers and the Community Affairs
Assistants shall track the progress of the project against set timelines and deliverables
and flag variance from the agreed position. They shall ensure that the contractor with
guidance of the consultants prepare the engineering design report, a community
engagement plan and the environmental and social management plans. Upon approval of
the plans, the CMT shall monitor compliance to the set standards, practices and schedules
as stipulated in the plans.
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This CMT shall conduct monthly monitoring activities that will involve visiting the sites
and conducting site meetings. They will ensure key stakeholder participation during the
meetings and handle project arising matters. The team shall also review quality of
workmanship and assess the performance of the Assistant Project Engineers and the
Community Affairs Assistants and the contractor and consultants’ site management team.
This team shall prepare monthly comprehensive reports comprising technical progress
and safeguards management and shall be accountable for the overall project
management.
This team shall also coordinate the pre-commissioning testing of the networks and
eventual commissioning and handover.
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Consumer Connections
As part of the design preparation, the contractor’s designs shall include details of the
targeted last mile connections within a no-pole service range. The Connections Unit will
access the information on last mile connections as per the contractor’s designs and liaise
with the Electricity Service Providers to commence community mobilization, conduct
aggressive marketing for the product to bridge the gap between the consumer and the
service provider. Upon commissioning of the network, the Service Territory Department
together with the Electricity Service Providers shall conduct aggressive connection
drives targeting the identified potential consumers.
The CMT shall work closely with the Service Territory Department and Electricity Service
Providers to profile potential consumers during the construction phase and facilitate
initiatives to accelerate the readiness for connection. Supply of the connection materials
to the Electricity Service Providers shall be done in time to ensure timely implementation
of connections upon completion of construction.
The CMT shall periodically review and assess the performance of the contractor and the
consultant. An assessment tool shall be developed jointly with the key stakeholders and
the same shall be used to determine the level of performance and compliance to
contractual requirements. Results from the performance assessment shall be
communicated to all stakeholders.
2.8
CMT Reporting Structure
Reports shall be prepared on a Daily, Monthly, Quarterly, Annually and at end of major
milestones by responsible persons at different stages for the target stake holders
Table 10: Reporting Requirements per CMT Member
Responsible
Type
Person
Reports
Assistant
Daily
Project
Logs
Engineers
Community
and
of Brief
Description
of Frequency of To Whom
Content
Submission
Work Project area, day’s work, Daily, Adhoc, Project
work duration, weather Monthly
Coordinator
conditions, deployment of
field teams for contractor
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Affairs
& consultant, instructions
Assistants
issued by the engineer,
environmental & social
aspects
handled
and
challenges encountered.
Approvals
issued,
stakeholder engagement
activities, environmental
&
social
safeguard
compliance levels, finding
from site inspection &
meetings, payment status,
update
on
implementation
plan,
assessment of contractor
&
consultant,
risk
identification, movement
& mitigation measures,
recommendations
Social
Progress,
Aspects on project social Monthly, Ad- MPDM
Development
Monitoring
safeguards
Environmental
Progress,
Aspects
Officer
Monitoring
environmental safeguards hoc
Community
Activity
Activities on community As per activity, Principal
Affairs
Reports
engagement
hoc
Officer
Assistants
on
project Monthly, Ad- MPDM
and Monthly, Ad- Connections
sensitization in relation to hoc
Officer
productive use of energy,
awareness,
mobilization,
connections
HIV/AIDS,
etc.
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Wayleaves
Activity
Wayleaves
Officers
Reports
activities
acquisition As per activity, Senior
in
respective Monthly, Ad- Wayleaves
project areas
hoc
Procurement
Procurement Progress on processing Monthly,
Specialist
Progress
various
Reports,
constraints met and any hoc
Financial
other issues that require
Monitoring
Management attention
Officer
HPDU
contracts, Quarterly, Ad-
Reports
Project
Quarterly,
Financial status of the Quarterly, bi- Manager
Accountant
bi-annual
project
which
report., final include,
accounts
cash
payment
could annual report., Finance
and
balances, end of year Administration
status
of report
(MF&A)
suppliers , reconciliation
of accounts
AfDB
Project Status
Coordinator
Reports
Progress
on
project Quarterly, Ad- MPDM
components
hoc
3.0 STAKEHOLDER ENGAGEMENT AND COMMUNICATION PLAN
3.1
Internal Stakeholder
Table 11: Internal Stakeholders Identification and Engagement
Stakeholder
REA Board
REA Management
REA Internal Audit
Finance and Administration
Project Development & Management
Service Territory Development &
Operations
Mode
of
Communication
Reports
Reports
Reports
Frequency
Quarterly
Monthly
Monthly
Reports
Reports
Monthly
Monthly
Reports
Monthly
Responsible
Persons
ED
MPDM, MSTDO
Coordinator
Coordinator
Coordinator,
SPEs
Coordinator,
SPEIntensification,
Marketing and
Mobilisation
Specialists
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Off-grid &
Development
Renewable
Procurement & Disposal Unit
Legal & Board Services
3.2
Energy Reports
Monthly
SPEs
Reports
Monthly
Reports
Monthly
Procurement
Specialist
Wayleave
Officers
External Stakeholder
Table 12: External Stakeholders Identification and Engagement
Mode
of Responsible
Category
of Frequency
of
engagement and Persons
Stakeholder
Communication
communication
Meetings,
PAD,
CMT, Partnership
(…Funder…)
Financiers
Quarterly/Annual Activities, Reports,
ly/ad hoc
Emails, Website
Coordinator
Daily,
Weekly, Reports,
Social SPEs
Construction
Monthly,
Media, Meetings,
Supervision
Consultant
Quarterly,
Workshops
Consultants
Completion
Reports, Meetings,
Workshops (Joint
Mother
Quarterly,
sector reviews),
MEMD
Ministry
Annually
Partnership
activities (energy Coordinator
efficiency weeks)
Environmenta
Reports, Meetings Environmental
Quarterly, Yearly,
NEMA
l Compliance
Experts
Ad hoc
Regulator
Daily,
Weekly, Reports,
Social SPEs
Monthly,
Media, Meetings,
Contractors
Contractors
Quarterly,
Workshops
Completion
Reports, Meetings,
Borrower,
Quarterly,
MoFPED
Workshops (Joint
Monitoring
Annually
sector reviews).
Coordinator
Meeting, Door-toPrimary
Door Visits, Radio Marketing and
Communities
Project
Monthly, Ad hoc
Talk Shows, Road Mobilisation
Beneficiaries
Shows,
Specialists
Exhibitions.
Meetings,
Network
Monthly, Ad hoc,
Concessionaires
Workshop, Media, MSTDO
operators
Completion
Emails, Websites
Stakeholder
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Mode
of
Category
of Frequency
of
Stakeholder
engagement and
Stakeholder
Communication
communication
Meetings,
Beneficiary,
Local
Workshops, Email,
Liaison
Quarterly, Ad hoc
Governments
Media
Contacts
Engagement
Ministry
of
Partnership
Gender, Labor & Regulator of
events,
Quarterly, Ad Hoc
Social
Social Aspects
workshops, email,
Development
Reports, meetings,
workshops, email,
Oversight,
media
Parliament
Quarterly, Ad hoc
Monitoring
engagement, site
handovers
and
commissioning
Face
to
face,
Security, law
meetings,
site
Police
Ad hoc
Enforcement
handovers
and
commissioning
Workshops, press
conferences, press
releases, radio/TV
announcements
and talk shows,
Media
Publicity
Ad hoc
covering events,
print
media
articles
and
supplements,
adverts
Reports, meetings,
workshops, email,
Opinion
media
Local Leaders
Ad hoc
leaders
engagement, site
handovers
and
commissioning
Face to face
Civil
Society
Social issues
Ad hoc
Organization
Chief
Government
Valuer
NFA
UWA
Way leaves/
Ad hoc
right of way
Way
leaves/right of Ad hoc
way
Way
leaves/right of Ad hoc
way
Responsible
Persons
Social
Development
Officer
Social
Development
Officer
ED
Community
Affairs
Assistants
Marketing and
Mobilisation
Specialists
Social
Development
Officer
Social
Development
Officer
Face
to
face, Wayleaves
Reports, meetings, Officer
emails
Face
to
face, Environmental
Reports, meetings, Officer
emails
Face
to
face, Environmental
Reports, meetings, Officer
emails
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Stakeholder
UNRA
URA
PPDA
ERA
Solicitor
General
UETCL
3.2
Mode
of
Category
of Frequency
of
engagement and
Stakeholder
Communication
communication
Way
Face
to
face,
leaves/right of Ad hoc
Reports, meetings,
way
emails
Face
to
face,
Tax clearance Ad hoc
Reports, meetings,
emails
Face
to
face,
Procurement
Monthly, Ad hoc
Reports, meetings,
Compliance
emails
Face
to
face,
Regulatory
Ad hoc
Reports, meetings,
Compliance
emails
Face
to
face,
Contracts
Reports, meetings,
Ad hoc
approvals
emails
Transmission
of power
Monthly, Ad hoc
Responsible
Persons
Wayleaves
Officer
SPEs
Procurement
Officer
Coordinator
Manager Legal
and
Board
Services
Face
to
face,
Reports, meetings, SPEs
emails
Claims and Dispute Management Plan
The CMT shall make every effort to address any claim or dispute that may arise and
endeavor to mitigate and resolve the problem. In the event of a claim or dispute, subject
to the Conditions of the Contract.
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4.0
RISK MANAGEMENT PLAN
The objective of risk analysis in the context of this CMP is to identify, quantify, and mitigate factors that have the potential for
compromising quality, driving up project costs and/or delay the project or its milestones. The main benefits of risk assessment include
confidence in scope control, cost control, schedule and improved quality.
(…insert Risk Management Matrix in the format used in the table below…)
Table 13: Project Management Risk Analysis Matrix
KEY
Low
Moderat
e
High
No.
1
3
Activity
RAP
Preparat
ion
Likelihood
Occur
1
to
2
3
Associated Risk
Low
or
no
participation of
the community
1
Risk
Rating
1-2
2
3
3-5
6-9
Impact
Likelihood of
Impact
occurrence
Risk
Rating
1
3
3
Responsible
party
ii) Involvement of district and civic leadership to Senior Social
mobilize and organize community meetings, Development
use of alternative media and engagement Officer
channels like schools, radio, churches/mosques
and market days among others to engage
communities.
Mitigation Measures3
Delays caused as a result of negligence of the responsible officers shall be brought to the attention of the Accounting Officer to take appropriate punitive action.
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I
the undersigned affirms that I have fully understood my
obligations and responsibilities under the Contract Management Plan and do hereby
append my signature in confirmation of the same.
Signature:
Designation:
Date:
I
the undersigned affirms that I have fully understood my
obligations and responsibilities under the Contract Management Plan and do hereby
append my signature in confirmation of the same.
Signature:
Designation:
Date:
I
the undersigned affirms that I have fully understood my
obligations and responsibilities under the Contract Management Plan and do hereby
append my signature in confirmation of the same.
Signature:
Designation:
Date:
I
the undersigned affirms that I have fully understood my
obligations and responsibilities under the Contract Management Plan and do hereby
append my signature in confirmation of the same.
Signature:
Designation:
Date:
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ANNEX 41: PROJECT CHARTER
PROJECT CHARTER
(this document shall be a living document throughout the project cycle to cater for the
Different mile-stones sign-off dates)
1. General Project Information
Project Name:
Procurement Ref. No.:
Employer:
Consultant:
Contractor:
Sub-Contractor:
District/Scheme:
Impact of project:
2. Project Team (fill-in the project contact persons; add more fields as per requirement)
Name
Department
Telephone
E-mail
Employer
Project Manager
Field Supervisor 1
Field Supervisor 2
Consultant
Project Manager:
Field Supervisor 1
Field Supervisor 2
Contractor
Project Manager:
Field Supervisor 1
Field Supervisor 2
Sub-Contractor
Project
Coordinator:
Foreman
Field Supervisor
3. Stakeholders (e.g., those with a significant interest in or who will be significantly affected by this
project)
Funder
Employer
Consultant
Contractor
Distributor (eg Umeme, UEDCL)
Sub-Contractor
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4. Project Scope Statement
Project Purpose / Business Justification Describe the business need this project addresses (Shall be filled
by Employer)
Objectives (in business terms) Describe the measurable outcomes of the project,
Deliverables
Scope List what the project will and will not address (e.g., this project addresses units that report into the
Office of Executive Vice President. Units that report into the Provosts Office are not included)
Responsibility Matrix List the different role and responsibilities
Employer (REA):
1. Assist contractor to obtain its subcontractor
2. Ensure that all contracts (Contractor – Subcontractor) are in place before project kick-off.
3. Ensure project key personnel are approved in accordance with required qualifications and experience
for both the Contractor and Consultant prior to project kick-off
4. Approve C-ESMP
5. Provide general guidance on implementation of ESMP
6. Provide support in acquisition of licenses and permits
7. Monitor Contractor’s compliance with safeguard measures and attendant protocols and procedures
8. Provide support in implementation of CSR
9. Provide guidance and support on grievance redress, project awareness and community engagement
10. Approve line design, routine profiling and survey drawings of the contractor.
11. Highlight main issues of safety and Environmental concern in the project.
12. Avail material supply schedule for the project from the contractor to sub-contractor.
13. REA should monitor the material supply schedule and take punitive measures
14. REA has to handle arbitration issues between contractor, consultant and sub-contractor
15. Overall supervision on project
16. REA shall seek payment plans of the contractor to the subcontractor on a particular project
17. REA has to ensure that quality of work conforms to regulations.
18. REA should ensure that works are completed within the scheduled time.
19. REA should supervise the testing and commissioning of the completed project and should provide
certificate of completion in that respect.
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Consultant:
1. Prepare and submit to REA a detailed project implementation schedule for each Lot and ensure
adherence to the same.
2. Supervise the implementation of contracts for the project and establish a Project Site Organisation
and ensure compliance of all project deliverables.
3. Provide assistance for the administration of the project in consultation with REA (Contracts
Administration)
4. Monitor and Supervise the implementation of the Occupational Health and Safety Management Plan
(OHSMP) proposed by the contractors.
5. Ensure and monitor compliance of project activities with Environmental and Social Management
Plans (ESMP), ESMF and other safeguard requirements, national environmental policy, legal and
regulatory requirements
6. Review Contractor’s ESMP for compliance with the projects’s objectivies and ensure its
implementation
7. Monitor Contractor’s social activities including gender, labour, health and safety aspects
8. Ensure implementation of community sensitization strategies geared towards accelarated consumer
connections and productive useds of electricity.
9. Confirm availability of key personnel in line with required qualifications and exeperiencePrepare and
submit to REA a detailed social and environmental project implementation schedule
10. Ensure contractor fully implements all relevant mitigation measures and procedures specified in the
ESMP
11. Monitor compliance by contractors during construction and commissioning for applicable legal
requirements of Uganda.
12. Prepare and submit the Project Completion Report that outlines, inter-alia, achievements in meeting
the objectives and target set out for the Implementing/Executing Agency.
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Contractor:
1. Develop site drawing
2. Carry out mapping survey and route profiling
3. Develop and implement approved project specific ESMP and attendance work related protocols and
procedures in line with statutory requirements in force in Uganda, regulatory conditions specified in
the Environmental Impact Assessment approval certificate and the funder’s requirements.
4. Ensure total compliance with contractual obligations
5. Ensure all prerequisite approvals, permits, licenses and consent forms are obtained prior to
commencement of works.
6. Sourcing of sub-contractors and negotiations
7. Develop and operationalize a project implementation schedule
8. A meeting between sub-contractors and contractors
9. A site re-surveying of selected sub-contractors
10. Contract signing between contractor and sub-contractors
11. Avail Approved design and drawings to the sub-contractor and scope of work
12. Develop a work schedule and also share it with the sub-contractor
13. Submission of notices to relevant authorities.
14. Develop and operationalize a project specific GRM
15. Issue quality material to sub-contractors in time
16. Contractor must ensure that sub-contractor workers comply with safety standards required.
17. Contractor should ensure that the line design being constructed conform to standard and regulations
described in the drawing
18. Contractor should ensure that there is continuous flow of supply of materials on project under
construction
19. Contractor should ensure that security/ yard provided by the sub-contractor is adequate i.e. safe
enough.
20. Develop and operationalize a Community Engagement Plan
21. Develop and implement a Stakeholder Engagement Plan and Communication Plan
22. Contractor should fulfill payment plan schedule after receiving certificate of completion from the
sub-contractor as per contract.
23. Contractor should monitor works progress on weekly basis to avoid material wastage and minimize
errors.
24. Where works require specialized machinery and specialized man power contractor should provide it.
25. Should provide transportation of materials to sub-contractors yard/ office
26. Contractor should transport/ carter for transport of poles to sub-contractors’ yard
27. Contractor should clear/ sort out ambiguities on ground/ site amongst sub-contractor, community and
drawing and advise on way forward.
28. Contractor should ensure that all snags are cleared before testing Commissioning of the line.
29. Material reconciliation should be carried out between sub-contractor and contractor before
submission of the final certificate.
30. Contractor should be in charge in DLP
31. The contractor shall provide certificate of completion of works upon commissioning of the line.
32. Contractor shall Ensure the line for DLP period against vandalism
33. Ensure timely submission of monthly progress reports
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Sub-contractor:
1. Sub-contractor should carry out site inspection along with a contractor on drawings
2. Inspect site before signing the contract
3. Establish site office.
4. Sensitization of community in conjunction with employer and contractor.
5. Mobilization of worker’s and tools and their compensation to site
6. Provide welfare of workers
7. Food
8. Accommodation, PPE, Healthy facility
9. Refer/escalate way leaves issues to contractor
10. In agreed terms, transport materials from contractor main store to sub contractor store with exception
of Poles and transformer.
11. Execution of works as per drawing/ contract terms.
12. Sub-contractor to do line clearance responsibly in accordance with the regulation, where issues arise,
it is in contractors to address such issues ASAP
13. Sub-contractor has to be in charge of his workers and if contractor seeks assistance from workers of
subcontractor, the contractor should communicate to the management of sub-contractor
14. When special equipment/tools are required, the contractor should be in position to provide it after
discussion/ negotiation with sub-contractor.
15. Subcontractor shall manage disciplines of his workers with exception of criminality, robbery etc
which are police management issues.
16. It is the responsibility of the subcontractor to pay his workers and negotiate with them their payment
terms. Where strike erupts, as a result of non-payment/ delayed payment of workers, contractor,
employer and sub-contractor management should join efforts to calm the situation at a particular
project.
17. Daily working hours of workers should be 8(eight) hours not exceeding 8pm
18. Sub-contractor shall carry out daily safety/ tool box talks before work commences.
19. Sub- contractor shall advise on contractor on ground of changes required with in the line (project) at
time of execution.
20. Sub- contractor shall advise on contractor on ground of changes required with in the line (project) at
time of execution.
21. Sub-contractor shall produce weekly reports to contractor stipulating works effected
22. Sub-contractor shall clear snags before handling in the line to contractor
23. In cases of disagreement, arbitration shall be headed by a team of not less three (3) REA (employer)
officials, and members of consultants
24. Sub-contractor shall carryout preliminary test and data capture before handing in the project (precommissioning) to contractor
25. Extortion of money from community for power connection from community on a project is a crime,
forwarded to police for handling,
26. Sub-contractor shall request in writing a certificate of completion of works for the project assigned
from the contractor.
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LC/Community Leaderhip
1. The leadership in communities shall mobilise the communities to:
2. Provide conducive environment for execution of the project
3. Community should be sensitized on the proceedings and benefits of the projects
4. Community should be willing to avail land for the project
5. Community should give history of the area/ norms and practices.
6. Community should direct you to the leaders and willing to listen to them
7. Community should share sanitation facilities with workers for the period.
8. Community should provide rentable accommodation to sub contractor
9. Community should understand the progress, and be involved in project implementation process.
10. Community should be willing to allow for line clearance
11. Community should be sensitized about extraction of money by sub contractor workers.
12. The Community leadership shall also ensure:
13. Shall give direction to community as to benefit of the project
14. Guide the survey and mapping teams in the area.
15. Notify security personnel on the presence of project implementation
16. Take part in this sensitization of the community
17. Shall be first arbitrators on issues where line clearance arises
18. Leaders should emphasize that project belongs to community so they should take security
19. Leaders shall identify chaotic individuals and front them to sub-contractor and even identify those
who can work on this project
Project Milestones
Milestone
Line Route Inspection (shall be a fact
Finding mission eg Topology)
Contract Hand shake
(documents like Contract, approved
pricing, approved design and drawing
shall be availed to the Subcontractor by
the contractor prior or at signing)
Kick-off Stakeholder meeting
Field office set-up (mobilisation)
Pole Erection
Stringing
Responsible
Contractor
Sub-Contractor
Consultant
Sign
Date
Contractor
Sub-Contractor
Employer
Consultant
Contractor
Sub-Contractor
Regional Police
Contractor
Sub-Contractor
Contractor
Sub-Contractor
Contractor
Sub-Contractor
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Transfomer Installation
Contractor
Sub-Contractor
Inspection, Testing and Snag Clearance
Contractor
Sub-Contractor
Pre-Commissioning
Employer
Consultant
Contractor
Sub-Contractor
Project Assessment Meeting
Employer
Consultant
Contractor
Sub-Contractor
Distributor (eg Umeme,
UEDCL)
Hand-over (hand-over shall be done from
Consultant
Subcontractor to Contractor if all
Contractor
installation requirements are fully satisfied Sub-Contractor
and a Completion certification shall be
issued to the Subcontractor)
Commissioning (shall be done be between Employer
contractor, Employer, Consultant and the
Consultant
power distribution company)
Contractor
Distributor (eg Umeme,
UEDCL)
Major Known Risks (including significant Assumptions) Identified on project basis by Contractor and
subcontractor
Risk
Risk Rating (Hi, Med, Lo)
Constraints List any conditions that may limit the project team’s options with respect to resources,
personnel, or schedule (e.g., predetermined budget or project end date, limit on number of staff that may
be assigned to the project).
External Dependencies Will project success depend on coordination of efforts between the project team
and one or more other individuals or groups? Has everyone involved agreed to this interaction?
Way leaves
Financing options
5. Communication Strategy (specify how the project managers/members will communicate to the Project
Team members and Stakeholders, e.g., frequency of status reports, frequency of Project Team meetings,
etc.)
236 | P a g e
Communication shall be done by use of:
1. weekly reports
2. Memos
3. Using email, phone calls, text messages or face to face
Meetings shall be held between stake holders
6. Sign-off
Employer
Name
Signature
Date
(MM/DD/
YYYY)
Subcontractor
Contractor
Consultant
Employer
7. Notes
237 | P a g e
ANNEX 42: DESIGN AND CONSTRUCTION TEMPLATE
A. Tool
District
Name
Characteristics of Existing System
of
Scheme Primary
Name of State of feeder
Substation
Feeder
start to Location of S/S, Name of
Feeder loading,
end
distance from
Feeder,
conductor size,
S/S, Capacity of
voltage
network
Power
level
configuration/
tranformer,
construction
protection
type, status of
grading, current
support
loading of S/S
structures
MV
Scope
Line
route
length
(km)
Tee-Off Characteristics
Line
Tee-off
Local
Descripti
on.
Vilage or
town
Proposed
Voltage
Proposed
Bulk
Interconection
Protection
Metering
Type of
calculated
type of
Justification
interconnection, at takeprotection, and ratings
rating
off point justification,
ratings
Tool (cont’d)
Economic
activity
principle
economic
activity of
project area.
E.g cattle
corridor
Load Classification
Load Assessment Study
Calculate
Future
% Load
Present/
developments growth
Actual Load
forecast p.a
Domestic Commercial SME/
Industrial
number of existing loads
load
clasification
multiplied by
average
consumption
per category
information
sourced from
community
leaders
Estimated
Peak
Demand
(Demand
factor)
growth rate,
calculated
considerations
plus
and
forecast
assumptions
Electrical Characteristics
Optimal
Calculated
line
Voltage
current
drop
calculated,
based on
peak
demand
and voltage
profile
Load flow
results at
terminal
238 | P a g e
Tool (cont’d)
Transformer Assessment
MV Conductor
Proposed MV line characteristics
Assessment
Proposed
Protection
Calculated Proposed
Terain
configutration Protection Protection
Future
Transformer
conductor Conductor
Extension
size
size
Type of
Primary
Secondary calculated Type, size Predominant
Type of
equipment
line
Assess the
transformer,
based on
and
nature e.g
construction
and line
protection
posibility of
capacity
loading
justification
Hilly,
and
termianl
scheme.
future line
type and rating of type and
swampy, etc
justification
structure
Earthing or
extension
fuse links, surge
rating of
protection surgearestors
for both
arersters and
the MCB
backborne
arching hornes
and tee-off
Tool (cont’d)
LV Reticulation Network
Tranformer
Location
Line Route Lengh (km)
physical
location of
tranformer
Single phase
Three
phase
Environmental and social
Wayleaves
Risks
Aspects
Circuits Protection
Key
Key Social
Consent from
Major
Environmental characteristics
local
anticipated
Characteristics
communities.
Risks
Number Type and
Aim to
of
rating of
achieve
outgoing
MCB
documented
e.g forests,
e.g culture,
circuits
free right of
water crosings gender
way
Unique
features
Any other
significant
feature
observed e.g
transmision
line crosing,
SGR crosing),
Other
generation
sources
239 | P a g e
B. Transformer Sizing Template
S.no.
1
(…insert name of Loading Center…)
Beneficiary
Categories
No. of
Total
beneficiaries power
in TC
(W)
RATE (W)
(After
Demand Accounting
Factor
for
Demand
factor)
Domestic
6
500
0.6
300
1800
Commercial
8
800
0.8
640
5120
School
0
1500
0.6
900
0
Church
Milling
Machine
Coffee Factory
0
800
0.6
480
0
0
10000
0.8
8000
0
0
60000
0.8
48000
0
Health Center
0
1500
0.8
1200
0
Total load after applying Demand factor
Without
Diversity
factor
Growth
Factor
power
factor
Calculated
kVA
1.2
0.9
9226.67
Total load
after
applying
Demand
factor
6920
Load in
KW
Rq. Xmer
capacity is
25KVA
9.23
240 | P a g e