Minutes of Contract Management Meeting

Jamujhadi-Basudevpur-Dhamara road Project

The project corridor was jointly inspected by the CE, DPI & R in presence of field officials and
contract personnel. A meeting was also held in Dhamara Port premises in presence of CEO,
DPCL and Chief Project Manager Construction besides Vice-President Security In-charge. A
contract management meeting for contractor personnel was also held in BD, PWD IB. Following
are the observations and decisions taken after the inspection and meeting.
1. The project commencement date was 1st March, 2019. However, even after a lapse of six
months no visible work at site has been done by the contractor.
2. The work programme submitted by the contractor during signing of the Agreement has not
at all been adhered to.
3. The dry working period from March to June during which the contractor is supposed to do
the CD structure work and other miscellaneous activities has not yet been started. The
contractor during interaction informed that, they have submitted revised work programme
to the field officials during June, 2019. The field officials have been advised to examine
the ground reality of revised work programme as per actual deployment of men,
machineries and materials at site.
4. The deployment of machineries and man power Vis - a – vis work done at site from March
to August as furnished by the contractor is at Annex-I which is self explanatory on the
delay in the work by the agency.
5. The Port Authority informed that 3.5 lakh cum of dredged sand is already been dumped in
the port area. The modality of transportation of dredge sand including arrangement for
security passes to takeout the material out of port premises has been finalized and the
contractor has started lifting the sand from 8th September, 2019 onwards. However, at
present the contractor has only deployed about 15 trucks and sofar only 70 trips (1000
Cum) so far. As per the contract stipulation about 5.92 lakh cum of sand is required between
30/000 km to 60/000 km. with the above pace of sand lifting by the contractor project will
be inordinately delayed. Therefore, the contractor has been advised to deploy more no. of
trucks, so that at least 200 to 300 trips per day can be lifted.
6. The work for execution of 4.5 km length of rigid payment has not started yet. The same
has no bearing with respect to either flyash or dredge sand. The contractor has been
instructed to immediately do ground survey and submit work plan within a week time. For
this batch mix plant needs to be erected and calibration of same must be completed within
7 days. The source for OPC grade cement needs to be informed to the department with
proper test report. Similarly, the source for supply of dowel bar and other reinforced bars
to be submitted for testing of Government / Government Approved Laboratories.
7. The present work zone available without any hindrances is greater than 30 Km for Road
work and entire 60 Km stretch for CD and other structural work. Accordingly, the
Contractor has been advised to deploy man power for survey and execution purpose. It was
noted that, joint OGL survey has not been done by the Contractor from 45/000 Km to
60/000 Km even after a lapse of 6 months.
8. Executive Engineer, Bhadrak (R&B) Division has been advised to assign chainage wise
responsibility to the field staffs for road work, CD work, tree cutting and other utility
shifting work and report to this office their contact nos. The contractor has also been
advised to inform their counterpart personnel alongwith their contact no for proper
coordination and monitoring of activities. The contractor has been asked to raise RFI
through online mode and for monitoring of the same a Whatsapp group has to be created.
9. Site Camp and Lab Premises etc were inspected which are not completed to full extent.
Agency has been advised to deploy qualified and experienced personnel for lab and all
other works at site.
10. Field officials were instructed to coordinate with NESCO and OFDC for shifting of all
electrical utilities and cutting of trees.
11. Proposed 4 cell Box culvert at Chainage 17/250 Km was examined at site. It is observed
that existing 4 span each 8m long minor bridges are adequate for hydraulic discharge and
appears structurally sound at present. The contractor and field officials were advised to
examine options for widening of existing two lane bridge without dismantling the existing
bridge. Similar observation is also applicable for 2 span minor bridge at Chainage----.
12. It is noted that there are no provisions for Bus Lay bye / Truck Lay Bye in entire 60 Km
corridor. The field officials and the Contractor’s team have been advised to find suitable
places in the corridor for the above purpose and submit proposal.
13. Similarly, proposal for junction development at the end of the project near Dhamara may
also be examined.
14. The field officials have been also advised to take up random traffic survey to adequacy of
the crust thickness and decision on overlay from Chainage 18/800 Km to 22/700 Km.
15. All the cross roads meeting to the project corridor need proper integration with Road Safety
Features to field officials and contractor personnel to jointly check ground status and
proposal for work programme for execution of the same, considering the provision in the
Agreement.
16. Proper Traffic Management Plan to be furnished by the contractor in consultation with
field officials while executing the road work from Chainage 22/700 Km to 60/000 Km
where single lane road at present exist. Thus sand filling / flyash filling in the core of new
embankment with proper rolling and compaction besides soil cover on the top be made to
ensure movement of trucks during the work.
17. Attempts should be made to re-use the scarified bituminous material during dismantling
before laying of 500mm thick subgrade above it.
18. Methodology and source of material for nano technology based cement stabilization be
furnished within next 15 days time to assess its implementation at site.
 Review Meeting at Balimunda I.B. on Jamujhadi-Basudevpur-Dhamra Road by
C.E (DPI & Roads) & S.E (Dr. N. C. Pal) on 09.09.2019
Work Programme by UMSL as stated on 09.09.2019 meeting.
 Structure work planning for coming two months
 Rigid pavement from 6/2 to 6/8 km - Existing drain not to be dismantled scarifying in
carriage way
 Let them submit 3 nos work programme
a) flexible pavement
b) Rigid Pavement
c) Structures
 OGL should be submit soon
 The Batch mix plant will start within 10days for structural works
 H.P. culvert may be started immediately.
 Hume pipe NP-4 sources
(i) Chandikhol
(ii) Bhadrak
(iii)Own production (With certification as necessary)
 Shuttering materials available – Camp at 26/000km
 Source of materials has not been finalized contractor committed to this is finalized within
7 days.
 Work done after next 15 days
a) HPC-7/8 nos
b) Concrete works – 3.5 crore may be done
c) PQC+shoulder
 Focus for this package
a) 0/00 km TO 16/00km
b) 35/00km to 60/00km
c) 45/00km to 60/470km
 RFI should be submitted on online
 Submitted the good for construction drawings to the dept. (Preferable to C.E & S.E)
 Aggregate sources for concreting
(i) Bagudi
(ii) Kupari
 Hot Mix Plant will installed near 26th km of IBD road
 Give the work programme
(i) Plant
(ii) CD work planning should match with your plant and machineries and sources of
aggregates
 Bus Bay and Truck Bay may be suggested.
 Suggestion should submit with drawing and work programme for Bus Bay and Truck
Bay
  Bus Bay in flexible Pavement and Truck Bay with concreting
 Cross road profile with proper gradients preferable with C.C Pavements
 What is the planning for Traffic Management Process is single road portion i.e. from
27/100km to 60/470km its methodology should be submitted.
 During construction safety measures should be taken specially in single road keeping in
view that the daily playing vehicle should pass safely.
Sand Mobilization
 Today (09.09.2019) 14 tippers engaged.
 Steel, Cement, HP & all material sources approved within 7 days
 Steel:- Chemical test must be done (i.e. other than SAIL) from Bhubaneswar R.R. Lab
 Cement:- J.K. Laxmi
JSW
 Forget about Ram Co. (Tested & failed).
 Please give in writing in chainage wise of your Engineering person engaged.
 All RFI should be submitted
 Recoding of OGL should be done & it should be verified by the competent authority.
 Fixation of FRL.
 Randomly check the FRL & finalized
 Road maintenance is imported.