UGANDA INSTITUTION OF ENGINEERS

AND
PROFESSIONAL ENGINEERS REGISTRATION BOARD

TECHNICAL REPORT
DESIGN REVIEW ANALYSIS AND CONTRACT
MANAGEMENT OF OGUTI 1 ROAD (0.517KM) AND MVULE
ROAD (0.164KM) IN TORORO MUNICIPAL COUNCIL

Submitted by:

OKEMA FRANCIS
(GM/1945)

IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR

ADMISSION TO CORPORATE MEMBERSHIP OF UGANDA INSTITUTE
OF PROFESSIONAL ENGINEERS (UIPE) AND REGISTRATION WITH
ENGINEERS REGISTRATION BOARD (ERB)

NOVEMBER 2022

1
 EXECUTIVE SUMMARY
Developments of urban infrastructures have not kept pace with the rapidly increasing
demographic and economic growth of urban centers.
In Uganda, new materials developments, planning and design concepts together with radically
distinctive construction practices are emerging as road users demand high quality roads.

In light of the above conditions, the Government of Uganda represented by the Ministry of
Lands, Housing and Urban Development (MLHUD) conceived the program for infrastructure
development and has over the last 5 years from April 2013 to December 2018 been
implementing the Uganda Support to Municipal Infrastructure Development (USMID)
Program with Financing from the World Bank (IDA).

In FY 2019/2020, Tororo Municipal Council approved the plan to rehabilitate Mvule road
(0.164km) and Oguti 1 road (0.517km) under USMID Batch II infrastructure investment
program. The works contract was awarded to Dott Services Ltd at a contract sum of UGX
6,734,613,915 and The Design Review and Supervision Contract was awarded to UB
Consulting Engineers Ltd at a contract sum of UGX 573,008,000. The site was handed over to
the contractor and the consultant on the 23rd November 2020 and works were completed on
the 15th February 2022.
The project has a defects liability period of 12 months from 15th February 2022 to 15th
February 2023.

I was appointed on the evaluation team and participated in evaluating all bids submitted for
Design Review and Supervision consultancy services for Oguti 1 road (0.517km) and Mvule
road (0.164km) in which UB Consulting Engineers Ltd was the best evaluated bidder.

On this project, I was appointed the Contracts Manager to oversee the implementation of the
program on behalf of Tororo Municipal Council.

When the Design review and supervision consultant submitted their draft reports to Tororo
Municipal Council (TMC) for approval, I participated in scrutinizing and analyzing
information provided by the Design Consultant and the draft design review reports by UB
Consulting Engineers Ltd to verify their correctness, sizing and provision of alternatives that
could be more economical before the final designs and Bills of Quantities were produced to
for approval.

i
 CERTIFICATION
I, Okema Francis hereby certify to the best of my knowledge that what is presented in this
technical report is a true record of what I participated in doing on the project of rehabilitating
Oguti 1 road (0.517km) and Mvule road (0.164km), skills attained and experiences acquired
during the pupillage trainings and participation in civil Engineering projects. This is by no
means a duplication of someone else’s work or forgery.

Signed: …………………………………. Date: ………………………….

ii
 TABLE OF CONTENTS
EXECUTIVE SUMMARY ................................................................................................................................................ i
CERTIFICATION ............................................................................................................................................................. ii
LIST OF TABLES............................................................................................................................................................. v
LIST OF FIGURES ........................................................................................................................................................... v
ABBREVIATIONS AND ACRONYMS ......................................................................................................................... vi
CHAPTER ONE: INTRODUCTION ................................................................................................................................ 1
1.1. Background............................................................................................................................................................ 1
1.2. Objectives of the project .................................................................................................................................... 1
1.3. Project Details........................................................................................................................................................ 2
Table 1-1: Works Contract Details .................................................................................................................................... 2
1.4. Project Area Description........................................................................................................................................ 2
Figure 1: Project Location Map ......................................................................................................................................... 3
1.5. Scope of Works ..................................................................................................................................................... 3
1.6. My Participation .................................................................................................................................................... 3
1.7 Justification for the project .......................................................................................................................................... 4
1.8 Outline of the Report ................................................................................................................................................... 5
CHAPTER TWO: DESIGN REVIEW ANALYSIS ..................................................................................................... 6
2.1 The purpose for the design review ........................................................................................................................... 6
2.2 Design review Organogram ..................................................................................................................................... 6
2.3 Designs Review Analysis ............................................................................................................................................ 7
Table 2-1: Shows different draft geometric and pavement parameters reviewed and Supervising Consultant proposed
adjustments. ....................................................................................................................................................................... 7
2.3.1 The geometric design analysis ............................................................................................................................... 8
Table 2-2: Shows different geometric parameter reviewed and my proposed adjustments that were approved. .............. 9
2.3.2 Pavement Design Analysis .................................................................................................................................... 9
2.3.2.1 Overview of the Design review Process ............................................................................................................ 10
2.3.2.2 Traffic Assessments ............................................................................................................................................. 10
Table 2-3: Two-Way Traffic Volume at Mvule Road Average of 7days count (in vehicles/day) ............ 10
Table 2-4: GDP Growth rate of Uganda .......................................................................................................................... 11
Table 2-6: Results for computation of T .......................................................................................................................... 14
2.3.3 Design Subgrade CBR ..................................................................................................................................... 14
Table 2-7: Design CBR of Mvule road. ........................................................................................................................... 14
2.3.4 Pavement Thickness ............................................................................................................................................... 14
2.3.5 Selection of Pavement Materials ............................................................................................................................ 15
Table 2-8: Properties of Unbound Materials .................................................................................................................... 15
2.3.6 Drainage Structures ............................................................................................................................................. 16

iii
2.3.6.1 Computation for Culvert size for Mvule Road side drain on the LHS. ......................................................... 16
2.3.6.2 Designs analysis for the open Drain on the RHS of Oguti 1 road. ...................................................................... 17
2.3.7 Financial Implications of the design review. .......................................................................................................... 26
2.3.8 Conclusion on the design review analysis .......................................................................................................... 29
CHAPTER THREE: CONTRACT MANAGEMENT AT IMPLEMENTATION OF THE PROJECT .............. 30
3.1 Tender ........................................................................................................................................................................ 30
3.2 Pre-bid meeting.......................................................................................................................................................... 30
3.2 Evaluation .................................................................................................................................................................. 30
3.3 CONTRACT MANAGEMENT AT IMPLEMENTATION STAGE OF THE PROJECT.................. 31
3.3.2 CONTRACTUAL ISSUES .................................................................................................................................... 31
3.3.2.1 Contract signing for Design Review and Supervision Consultancy .................................................................... 31
3.3.2.2 Issuance of Commencement Instruction to the Consultant .................................................................................. 31
3.3.2.3 Issuance of Commencement Order to the Contractor .......................................................................................... 31
3.3.2.4 Securities ............................................................................................................................................................. 31
3.3.2.5 Handover of site to the contractor........................................................................................................................ 33
3.3.3 Project Organogram ............................................................................................................................................ 33
3.3.3.1 Appointment of Contract Managers .................................................................................................................... 34
3.3.3.2 Formulation and Implementation of Contract Management Plan (CMP) ............................................................ 34
3.3.3.3 Records Keeping.................................................................................................................................................. 34
Table 3-1: Shows location of various documents used in the project .............................................................................. 35
3.3.3.4 Purpose and Objectives of the Contract Management Plan (CMP) ..................................................................... 35
Table 3-2: Showing breakdown of the various elements of the contract management plan implementation................... 37
CHAPTER FOUR: CROSS-CUTTING ISSUES ............................................................................................................ 49
4.1 Environmental and Social Mitigation ........................................................................................................................ 49
4.2 Occupational Health and Safety ................................................................................................................................ 50
4.2.1 HIV/AIDS Counseling and Testing ........................................................................................................................ 50
4.2.2 COVID-19 Prevention Strategies on Site. .............................................................................................................. 50
CHAPTER FIVE: CHALLENGES ENCOUNTERED AND HOW THEY WERE SOLVED ...................................... 51
5.2 COVID-19 Pandemic .............................................................................................................................................. 51
5.3 Inclement weather ................................................................................................................................................... 51
CHAPTER SIX: ANCILLIARY WORKS ...................................................................................................................... 52
CHAPTER SEVEN: CONCLUSION ............................................................................................................................. 53
REFERENCES ................................................................................................................................................................ 54
3 ANNEXES ........................................................................................................................................................ 55

iv
 LIST OF TABLES

Table 1-1: Works Contract Details ..................................................................................................... 2

Table 2-1: Shows different pavement parameter reviewed and proposed adjustments that were to be
approved. ............................................................................................................................................ 9

Table 2-2 below shows the design pavement thicknesses provided for by the design consultant and
the supervising consultant. ................................................................................................................. 9

Table 2-3: Two-Way Traffic Volume at Mvule Road Average of 7days count (in
vehicles/day) ..................................................................................................................................... 10

Table 2-4: GDP Growth rate of Uganda ........................................................................................... 11

Table 2-5: Axle Weights (in tons) .................................................................................................... 11

Table 2-6: Results for computation of T .......................................................................................... 14

Table 2-7: Design CBR of the roads ................................................................................................ 14

Table 2-8: Properties of Unbound Materials ......................................Error! Bookmark not defined.

Table 3-1: Shows location of various documents used in the project .............................................. 35

Table 3-2: Showing breakdown of the various elements of the contract management plan
implementation. ................................................................................................................................ 37

LIST OF FIGURES

Figure 1: Project Location Map .......................................................................................................... 3

v
 ABBREVIATIONS AND ACRONYMS
AASHTO American Association for State Highways and Transportation Officials.
BoQ Bills of Quantities
CBR California Bearing Ratio
CMP Contract Management Plan
CRR Crusher Run Rock
DRC District Roads Committee
EIA Environment Impact Assessment
EMP Environment Management Plan
GCC General Conditions of Contract
GDP Gross Domestic Product
GIS Geographical Information System.
GPS Global Positioning System
IDA International Development Agency
IPC Interim Payment Certificates
MDF Municipal Development Forum
MLHUD Ministry of Lands, Housing and Urban Development
MoWT Ministry of Works and Transport
NEMA National Environmental Management Authority
PAP Project Affected Persons
PCU Passenger Car Unit
PST Project Support Team
PLC Public Limited Company.
SCC Special Conditions of Contract
SoR Statement of Requirement
SPO Senior Procurement officer
TMC Tororo Municipal Council
ToR Terms of Reference
USMID Uganda Support to Municipal Infrastructure Development

vi
 CHAPTER ONE: INTRODUCTION

1.1. Background
Developments of urban infrastructures have not kept pace with the rapidly increasing
demographic and economic growth of urban centers.
In Uganda, new materials developments, planning and design concepts together with radically
distinctive construction practices are emerging as road users demand high quality roads.

In light of the above conditions, the Government of Uganda represented by the Ministry of
Lands, Housing and Urban Development (MLHUD) conceived the program for infrastructure
development and has over the last 5 years from April 2013 to December 2018 been implementing
the Uganda Support to Municipal Infrastructure Development (USMID) Program with Financing
from the World Bank (IDA).
Tororo Municipal Council approved rehabilitation of Mvule road (0.164km) and Oguti 1 road
(0.517km) under USMID Batch II infrastructure investment program because of it’s location
within the central business area and its accessibility to the main market.

1.2. Objectives of the project

The overall objective of the USMID project was to enhance the institutional capacity of
participating Municipalities to address urban services delivery gaps by improving Municipality
infrastructure by;

i) Ensuring t h a t the roads were constructed in accordance with the Technical

Specification, Engineering Drawings or any amendments thereto met the standard
quality of the product.

ii) Optimize the use of available material resources to minimize costs to the Employer,
to maximize the quality of the works, expedite construction and optimize the use of
natural resources and ensure environmentally as well as socially sustainable
construction.

1
 iii) Ensure the roads were constructed within the contract price and the time
for completion allowed under the contract or any agreed amendments.

1.3. Project Details

The project details are shown in Table 1-1

Table 1-1: Works Contract Details

Project Name Rehabilitation of Oguti 1 road (0.517 Km) and Mvule road
(0.164km) in
Tororo Municipality.
Project Funding The World Bank through the Ministry of Lands, Housing and
Urban
Development.
Contractor Dott Services Ltd, Bombo Road, Plot 349, Kampala, P.O Box 20005
Contract Sum UGX 6,734,613,915
Site handover date 23rd November 2020
Project Manager The Municipal Engineer, Tororo Municipal Council
Project Manager’s UB Consulting Engineers Ltd. P. O. Box 22509 Kampala,
Representative 3 Nassuna Lane, Masanafu, Lubaga Division
Contract sum UGX 573,008,000
Commencement date 11th June 2022
Completion date 15th February 2022
Project Duration Twelve (15) Months
Amount of retention money 10% of value of work
Amount of Liquidated damages 0.05% of the final contract price per day
Limit of Liquidated damages 5% of the final contract price

1.4. Project Area Description

Tororo Municipality is located in Eastern Uganda and is the main administrative and
commercial center of Tororo District. It comprised of two division; the Eastern division and
the Western division with a total estimated population of 41,906 as per the 2014
2
 national census. The Municipality lied approximately 212km from Kampala, the Capital
City of Uganda and covered an area of about 32.37km2.

Figure 1: Project Location Map

1.5. Scope of Works

The scope of works for the project included;

i. Drainage works

ii. Earthworks

iii. Sub-base construction

iv. Crushed rock road base construction.

v. Asphalt concrete wearing surface laying
vi. Ancillary works including road marking, street lighting, installations of roads signages
grass and tree planting.

1.6. My Participation
On this project, I was appointed by the Town Clerk of Tororo Municipal Council as the Contract
Manager on the 23rd November 2020.

3
 My Roles and responsibilities included but not limited to the following:
i) To manage the obligations and duties of Tororo Municipal Council specified in the
contract.
ii) To ensure that the contractor performed the contract in accordance with the terms and
conditions specified in the contract and Tororo Municipal Council’s requirements.
iii) To provide full details of a required contract amendment to the procurement and
disposal unit and to obtain a contracts committee approval prior to issue of any
amendment.
iv) To issue any required variations or change orders, in accordance with the terms and
conditions of the contract.
v) To manage handovers or acceptance procedures.
vi) To provide full details of any proposed termination of the contract to the procurement
and disposal unit and to obtain the approval of the contract committee prior to
termination and disposal.
vii) To submit to the Town Clerk reports on the progress or completion of the contract as
required and copies to the Procurement and disposal units and internal audits for
monitoring purposes.

1.7 Justification for the project

Oguti 1 road (0.517km) and Mvule road (0.164km) in their original state, were gravel roads with
no existing functional side drains characterized by potholes and gullies in some sections of the
carriageway.

The road was a single carriageway road with a carriage width of approximately 5-6m. There
were no clear distinction between the motor way and the road shoulders hence motorist and
pedestrians shared the same space which increased accident risks.

4
1.8 Outline of the Report
Chapter 1: Introduction
Chapter 2: Design review analysis
Chapter 3: Contract Management
Chapter 4: Cross-cutting issues
Chapter 5: Challenges and how they were mitigated
Chapter 6: Ancillary works

Chapter 7: Conclusion

5
 CHAPTER TWO: DESIGN REVIEW ANALYSIS

2.1 The purpose for the design review

The initial designs for Oguti 1 road (0.517km) and Mvule road (0.164km) were produced by M/S
Sileshi Consults in joint venture with M/S Saba Engineering PLC contracted by Ministry of Lands,
Housing and Urban development (MOLHUD) in the year 2016. Upon signing the contract for
design review and supervision contract for the rehabilitation of these roads, the consultant M/S UB
Consulting Engineers Ltd carried out a design review because it was expected that some design
parameters such as the volume of traffic per day had increased over the years which would
necessitated increasing the road wide and pavement thicknesses. The design review organogram
was as shown below.

2.2 Design review Organogram

Project Support Team (PST), Ministry of Lands,

Housing and Urban development
Project Engineer: Eng. Denis B. Mwebaze

Employer: Tororo Municipal Council

A.g Municipal Engineer: Okema Francis

Resident Engineer:
Eng. Dr. Godfrey Mwesige

Measurement Materials Hydrologist: Environmental Electrical Sociologist: Lands

Engineer: Engineer: Eng. Dr. Alex Specialist: Mr. Engineer: Mr. Surveyor:
Eng. H. M Eng. S.D Katukiza Happy Peter Eng. J.B Sebastian Mr.
Were Mwesigwa Murwanyi Kirabira Bull Kizito Baguma
Brian

Clerk of Works: Laboratory Environment Officer: Survey Assistant:

Mr. Zziwa James Technicians: Mr. Munubi Abdallah 1. Ms. Makomiku Claudia
1. Mr. Akoya Ivan 2. Mr. Kyobe Samuel
2. Mr. Kutosi Allan

6
2.3 Designs Review Analysis

Once the design review and supervision consultant completed with the design reviews, they
submitted their draft reports to Tororo Municipal Council for approval. Below was the detail of
their design review report.

Table 2-1: Shows different draft geometric and pavement parameters reviewed and
Supervising Consultant proposed adjustments.

Road Names Parameters Design Consultant (DC) Supervising Consultant

(M/S Sileshi Consults & (SC), (M/S UB Consulting

Saba Engineering PLC) Engineers Ltd)

Carriageway width in one 3.0m 6.0m

direction.

Parking Lane (m) 2.5m 0m

1.Mvule
Road(0.164km) Median (m) 0m 2.0m

Gutter 0m 0.5m

2.Oguti1 Walkway (m) 2.5m 2.0m

road(0.517km)
Overall width (m) 16m 19m

Pavement thickness

Wearing/Surfacing course 50mm AC20 50mm AC20

Base Course 175mm CRR 175mm AC20

Sub-base course 150mm G30 150mm G30

7
I analyzed the information provided by the design consultant and the draft designs presented by the
supervising consultant with guidance from Eng. Denis B Mwebaze of the Project Support Team at
Ministry of Lands, Housing and Urban Development (USMID Secretariat) to ascertain the
suitability of the design reviews parameters and produce designs that were more economical to the
employer.
In my analysis I considered;

i) The geometric designs

ii) The pavement designs

iii)Thedrainage systems.

iv)Financial Implications of the design review.

2.3.1 The geometric design analysis

I measured the available road reserves of Oguti 1 road (0.517km) and found it to be 28m. I
measured Mvule road (0.164km) road reserve and found it to be 29m. These road reserve widths
were sufficient for road widening. I proposed that the drive lane should be increased from 3.0m to
3.5m giving a total of 7m as the carriageways in one direction to avoid accidents as vehicle
overtake.

8
Table 2-2: Shows different geometric parameter reviewed and my proposed adjustments that
were approved.

Road Names Parameter Design Supervising My proposals

Consultant Consultant (SC)
(DC)

1.Mvule Carriageway width in one 3.0m 6.0m 7.0m

Road(0.164km) direction.

2.Oguti1 Parking Lane (m) 2.5m 0m 0m

road(0.517km)
Median (m) 0m 2.0m 2.0m

Gutter (m) 0m 0.5m 0.5m

Walkway (m) 2.5m 2.0m 2.0m

Overall width (m) 16m 19m 21m

The reasons to support my geometric designs were as follows;

i) The width of the road reserves for Oguti 1 road (0.517km) was 28m and that of Mvule road
(0.164km) was 29m. Therefore, there was sufficient space for road widening from 19m as
proposed by the design reviews to 21m this would discourage erection of temporally business
containers along the roads.

ii)Within the 15 years design life of the road, traffic on Mvule road (0.164km) was expected
to reach 18,706 for vehicles and motorbikes per day and traffic on Oguti 1 road (0.517km) was
expected to reach 2,356 for vehicles and motorcycles per day therefore widening the carriageway
was inevitable. Providing 3.5m for each lane would reduce accident resulting from overtaking.

2.3.2 Pavement Design Analysis

Before I could recommend the pavement thicknesses provided by the design review and
supervision consultant for approval, I carried out analysis with the guidance from Eng. Denis B.
Mwebaze using data provided by the previous design consultant.

9
2.3.2.1 Overview of the Design review Process

I followed the three major steps involved in pavement design which included:

a) Traffic Assessment; this involved estimation of the amount of traffic and the
cumulative number of equivalent standard axles that would use the road over the selected
design life;

b) Subgrade strength assessment; this entailed assessing the strength of the subgrade soil over
which the roads were to be built;

c) Material selection; this involved the selection of the most economical combination of
pavement materials and layer thicknesses that would provide satisfactory service over the
design life of the pavement. [TRL, 1993].

2.3.2.2 Traffic Assessments

Table 2-3: Two-Way Traffic Volume at Mvule Road Average of 7days count (in
vehicles/day)

VEHICLE CLASS STATIONS ESTIMATED

A B GROWTH RATE

Minibuses 56 40 6.0%

Pick-Ups 125 100 6.0%

2-Axle Trucks 180 120 5.0%

3-Axle Trucks 30 10 4.0%

Total 391 270

0) Projected Traffic (Fp)

Factors considered included economic growth, vehicle growth and land use development from
UBOS 2019. A constant growth rate formula shown below were used to project the traffic to
the design year. 10
Table 2-4: GDP Growth rate of Uganda
Year 2016/17 2017/18 2018/19
GDP
3.9 6.2 6.5
Growth Rate (%)
Source: UBOS 2019

Fp = Fo(1 + r)n

Where,

Fp = Cumulative number of commercial vehicles after ‘n

years,
Fo = Present number of vehicles after the traffic survey,

r = Growth rate of commercial vehicles;

n = Number of years of projection.

b) Axle Loading (W)

W= (Axle Load, in tons/8.16) 4.5 in e.s.a

Table 2-5: Axle Weights (in tons)

Description Mini Buses Pick-Ups Cars 2-AxleTrucks 3-AxleTrucks

Gross Weight (t) 3.00 3.00 12.00 20.00

Front Axle Load (t) 1.00 1.00 4.00 4.00

Rear Axle Load 1 (t) 2.00 2.00 8.00 8.00

Rear Axle Load 2 (t) - - - 8.00

11
c) Growth Factor (G)
G = (1 + r)0.5n

Where;
G = the growth factor;
r = the growth rate;
n = the design period

d) Design Life
(Y)
I adopted a pavement design life of 15 years for the pavement designs of Oguti 1 road
(0.517km) and Mvule road (0.164km) to reduce the problem of forecasting uncertain traffic
trends for long periods into the future as recommended by the Ministry of Works and
Transport, Pavement Design Manual (2005).

e) Determination of Cumulative Standard Axles (T) T = Σ Ti

i
And;

Ti = 365 FWGY (10–6) in msa

I = vehicle class

f) Determination of the traffic classes for the pavement designs of Mvule Road
(0.164km).
Using data obtained from the traffic counts and Axle loads for the various classes of
Vehicle.

Solutio
n
A. Design
Information
(a) Traffic growth rate, r = 4.0% -
6.0%%
(b) Design life, Y = 15 yrs
c) Construction Period, n = 1 yrs. (2020 – 2021) 12
Determination of cumulative design traffic, T
T=∑T
i

Where Ti =365 FWGY (10-6) in

msa

i) Unidirectional traffic Flow, F Assuming a 1:2 directional traffic split,

then; F=2/3 of the traffic volume for each vehicle class.

For the Mini bus at

station A Fo = 2/3 x
56
Fo = 38 Veh/day

Projected traffic Fp = (1+r)n

Fp = 38(1+0.06)1
Fp = 41 veh/day

i) Wear Factor, W

W= [Axle Load, in tons/8.16]4.5

W=[1/8.16]4.5 +[2/8.16]4.5
= 0.0008 +0.0018
= 0.0026

From Ti = 365 FWGY (10–6) in msa

ii) Growth Factor, G

G= (1+r)0.5n
= (1+ 0.06)0.5*15
= (1+0.06)0.5*15
= 1.5481

The computation processes were repeated for the different class of vehicle at the station
with the highest traffic. Results were then tabulated as shown below.
13
Table 2-6: Results for computation of T

Vehicle W F
class Front Rear 1 Rear 2 Rate, r Fo Fp W G Y Ti
Axle
(esa) (esa) (esa) % Veh/ Veh/d (esa) yrs msa
day ay
Minibus 0.0008 0.0018 6.0 38 41 0.0026 1.5481 15 0.0009
Pick-ups 0.0008 0.0018 6.0 84 90 0.0026 1.5481 15 0.0020
2 Axle 0.0404 0.9147 5.0 120 126 0.9551 1.4418 15 0.9500
trucks
3 Axle 0.0404 0.9147 0.9147 4.0 20 21 1.8698 1.3420 15 0.2885
trucks

Cumulative Design Traffic, T (in msa) 1.2414

From table 2-6 cumulative design traffic of 1.2414 msa corresponds to traffic
Class of T3 i.e. T<1.2414 (in msa) <
1.5.

2.3.3 Design Subgrade CBR

For road design purposes, CBR was the most frequently used parameter to assess the strength
of the sub grade. The respective design CBR and sub grade class of each road were selected as
shown in Table 2-7. From tests that were carried out by M/S Sileshi Consults and Saba
Engineering PLC.

Table 2-7: Design CBR of Mvule road.

Road Name Design CBR, % Subgrade Class as per TRRL

Mvule road (0.164km) 3.2 S2
Oguti I road (0.517km) 3.5 S2

2.3.4 Pavement Thickness

From the estimated traffic class, T3 and Subgrade class, S2, I checked from the design
structural catalogue and found that the recommended pavement thickness was, 50mm AC20
14
 for the wearing course, 200mm thick CRR for the road base, 175mm thick G30 for the sub-
base layer and 200mm thick G15 improved sub-grade layer. TRL,1993.
I recommended to the Town Clerk that given exponential traffic growth expected, thicker
pavement layers were preferred to accommodate the expected traffic volume on these roads
once the construction were completed.

2.3.5 Selection of Pavement Materials

Table 2-8: Properties of Unbound Materials

Code Description Summary of Specification

GB1,A Fresh, crushed natural rocks Dense graded un-weathered crushed stones
Non-plastic parent fines.
GS Natural gravel CBR after soaking >30
GC Gravel or gravel-soil Dense graded, CBR after soaking >15
Source: TRL (1993)

Note:

GB = Granular road-base, GS = granular sub-base, GC = granular capping layer.

The necessary laboratory tests on aggregates were to be:

Strength; the strength tests to include;

i) Aggregate impact value (AIV);
ii) A g g r e g a t e crushing value ACV)
iii) Ten Percent Fines value (TFV)
iv) Los Angeles Abrasion value (LAAV)

15
2.3.6 Drainage Structures

I carried out a sample analysis on the sizing of culverts provided on the LHS of Mvule road
and U drain on the LHS on Oguti 1 road (0.517km) as follows;

2.3.6.1 Computation for Culvert size for Mvule Road side drain on the LHS.

In analyzing the required size of culverts to be used on the LHS of Mvule road,
i) I assumed a catchment area of 0.8km2
A = 0.8km2= 800,000m2

ii) I also assumed rainfall intensity (I) of 87.5mm/h

I=87.5mm/h = 0.000243m/s

C = Cs + Cv + Ck

= 0.08+ 0.16 +0.11

= 0.35

iii) Using rational methods

Q= (C.I.A/3.6) m3/s

Q = (0.35 x 0.000243 x 800,000)/3.6

Q= 18.9m3/s

iv) From Manning’s formula,

Q= AV

Let’s assume a velocity of 3.5m/s

18.9 = 3.5A

A =18.9/3.5

A = 5.4m2

v) For a circular pipe,

A = πR
16
 R= (A/π)0.5

= (5.4/π)0.5

R= 0.418m

D = 2R

D= 2 x 0.418

D= 0.836m= 836mm,

Therefore Culvert size of 900mm diameter was sufficient.

2.3.6.2 Designs analysis for the open Drain on the RHS of Oguti 1 road.
In the designs analysis of the open drain on Oguti 1 road (0.517km), active and passive earth
pressure surcharge loads and water pressure were considered.
The proposed rectangular drain shown below was backfilled with a typical cohesion less granular
material having a unit weight of (y) of 18KN/m3, zero cohesion ( c ). The allowable bearing
pressure of the soil was assumed to be 150KN/m2, the coefficient of friction (u) was taken as 0.5,
the unit weight of reinforcement of concrete was 30KN/m3 and surcharge loads of 15KN/m2 and
5KN/m2 on both sides of the drain. The drain was designed to cater for an average flow of 400mm
depth and the unit weight of water Yw was taken as 9.8KN/m3.

17
 1. Geotechnical Design.
a) Wall pressure Calculations
Ka = (1-sinΦ)/ (1+sinΦ)
Ka = (1- sin300)/ (1+sin300)
Ka= 0.333

i) Wall 1
Active Pressure at the top of the drain wall
qka =15x0.33
= 4.95KN/m2
Active pressure at the base of the drain wall
qka + KaYZ
4.95 + (0.33 x 18 x0.9)
4.95 + 5.346
10.296 KN/m2
Passive pressure at the top of the drain wall=0
Passive Pressure at the base of the wall, YwZ = 9.8 x0.50= 4.9KN/m2
Net Pressure at the base of the wall = 10.296 – 4.9= 5.396KN/m2

ii) Wall 2
Active pressure at the top of the drain wall
qka= 5x 0.333
=1.65KN/m2
Actives pressure at the top of the drain wall,
Qka +kaYZ = 1.65 + (0.33 x18x0.9)
=1.65+5.346
=6.996KN/m2
Passive pressure at the top of the drain wall=0
Passive pressure at the base of the wall
YwZ = 9.8 x 0.50 = 4.9KN/m2
Net Pressure at the base of the wall = 6.996 – 4.9= 2.096KN/m2 18
 iii) Total vertical load, N
Wall (Ww) =2(0.1 x 0.8 x 30)
= 4.8 KN/m.
Base (Wb) = 1.0 x 0.1 x 30
= 3.0KN/m
Water (Ww) = 0.4 x 08 x 9.8 = 3.136KN/m
Total vertical load (N) Ws + Wb + Ww = 4.8 + 3.0 + 3.136 = 10.936KN/m

iv) Horizontal forces on drain walls due to surcharge load and backfill.
Wall 1 = qkaZ + (0.5 x kaYZ xZ) – (0.5x YwZx Z)
= (15 x 0.333 x 0.9) + (0.5 x 5.346 x 0.9) – (0.5 x 4.9x 0.9)
= 4.455 + 2.4057 – 2.205
= 4.6557 KN/m
Wall 2 = qkaZ + (0.5 x KaZ xZ) – (0.5 x YwZ xZ)
= (5x0.33 x 0.9) + (0.5 x 5.346 x 0.9) – (0.5 x 4.9 x 0.9).
= 1.485 + 2.4057 -2.205.
= 1.6857 KN/m
Net Horizontal Force (Pa) = 4.6557 – 1.6857 = 2.97KN/m

b) Resistance to Sliding
Frictional Force (Ff) = µN = 0.5 x 10.936 = 5.468KN/m
FOS = Ff/Pa = 5.468/2.97
= 1.841
The factor of safety 1.841 > 1.5, Therefore the drain is very safe from sliding.

c) Resistance to overturning
Taking moment about wall 1
Sum of overturning moments (Mo)
=4.6557 – 1.6857 x 0.9/3
= 0.891KNm per m

19
Sum of restoring moments
(MR)= (w1 x 0.075) + (ww x 0.55) + (w2 x 1.025) + (wb x 0.55)
= (2.4 x 0.05) + (3.136 x 0.5) + (2.4 x 0.95) + (3.0 x 05)
= 0.12 + 1.568 + 2.28 + 1.5
= 5.468 KNm/m

FOS = MR/Mo
= 5.468/0.891
= 6.137
The factor of safety, 6.137 > 2. Therefore the drain is very safe from overturning.

d) Bearing capacity check.

i) Bending moments about the centreline of the base
M = (w2 x 0.45m) + (4.6557 x 0.9/3) – (w1 x 0.45m) – (1.6857 x 0.9/3)
= (2.4 x 0.45) + (4.6557 x 0.9/3) – (2.4x 0.45) – (1.6857 x 0.9/3)
= 1.08 + 1.3965 -1.08 -0.50571
= 0.89079 KNm/m
Total vertical load (N) = 10.936KN/m
ii) Eccentricity € = M/N
= 0.89079/10.936
= 0.0815m
iii) Check: D/6 = 1.0/6
= 1.0/6
= 0.1667m
Since e < D/6 there is no tension in the drain base.

e) Maximum pressure in the drain base.

i) qmax = P/B (1+6e/b)
= 10.936/1.0 (1+6 x 0.0815/1.0
= 16.2837 KN/m2

20
 ii) Minimum pressure in the drain base (qmin)
= P/B (1-6e/B)
= 10.936/1.0 (1- (6 x 0.0815/1.0)
= 5.588KN/m2

Since qmin and qmax are lower than the allowable bearing pressure of the soil, 150KN/m2, the
bearing capacity check is satisfied.

2. Structural Designs.
a) Designs of the walls
Since the horizontal force due to surcharge load and backfill on w1 > wall 2, we adopt wall 1
parameters for designs.
i) Using the centroid formula of parallelogram for the pressure diagram of wall 1 to
determine the distance (x) from the centroid of the top of the wall.
X= 0.9[((5.396 + (2x4.95))/ (3(5.396 +4.59))]
= 0.4435m
Thus, y = 0.9-0.44 = 0.46m

21
 ii) Taking moment at the top of the drain wall due to the active forces,
M= 4.6557 x 0.46
= 2.142KN/m
iii) Taking Moment at the base of the drains wall due to the active force.
M= 4.6557 x 0.44
= 2.049KN/m
Since the moment at the base of the drain wall is less than at the top, we adopt the moment at the
top for the design.

b) At Ultimate Limit State,

M= 1.6 x 2.142
= 3.278KNm/m

i) Flexural Design
Given; thickness of wall (h) =100mm, cover = 30mm, fcu=20N/mm2 fy= 460N/mm2, Rebars= 6mm
Effective depth (d) = 100-30-(6/2) =67mm
K=M/(fcubd)
= (3.278 x 106)/ (20x1000 x 672)
= 0.0365(k<0.156)
La= 0.5+ (0.25-K/0.9)0.5
= 0.5 + (0.25-0.0365/0.9)0.5
= 0.953
Since 0.953 > 0.95, la=0.95
As req = M/0.95fy.la.d
= (3.278 x 106 )/ (0.95x460x 0.95x 67) = 117.85mm2/m
Asmin = (0.13bh)/100
= 0.13x1000 x 100/100
= 130mm2
Provide Y6 @ 200mm c/c (As prov = 142mm2/m

22
ii) Steel ratio check
4.0 > (100Asprov/bh) > 0.13
0.4> (100 x 142) / (1000 x 100) > 0.13
4.0 > 0.142 > 0.13 (steel ratio is satisfied).
iii)Shear check,
Ultimate design shear force on drain wall
V = (1.6 x 4.6557)
= 7.449 KN/m
Shear stress (v) = V/bd
= (7.449 x 1000)/ (1000 x 67)
= 0.111N/mm2
Shear strength (Vc) = 0.632 x (100As/bd)1/3 x (400/d)1/4 x (fcu/25)1/3
Vc = 0.632 x [(100x260/(1000x 105)]1/3 x (400/67)1/4 x (20/25)1/3
= 0.632 x 0.5966 x 1.5631 x 0.9284
= 0.547N/mm2

Since v < Vc, no shear reinforcements required.

b)Design of the base.

The pressure distribution diagram on the base of serviceability limit state is shown below
qmin = 5.588KN/m2
qmax = 16.2837KN/m2
i) At the ultimate limit state;
qmin =5.59 x 1.6 = 8.944KN/m2
qmax = 16.28 x1.6= 26.048KN/m2
On investigating the maximum design moment at Point A,
Water = 1.6 x (9.8 x 0.4x 0.8 x (0.8/2 +0.10) = 2.509KN/m
Base = 1.6 x (30 x 0.1 x 0.8 x (0.8/2 +0.10) = 1.92KN/m
Earth pressure = [(8.944 x 1.0 x (1.0/2)] + [(26.048 – 8.944) – (1.0 x 0.5 x (1.0/3)]
= 4.472 +1.22KNm/m
= 5.692KNm/m
23
Net moment = 5.692 – 2.509 – 1.92
= 1.263KNm/m.
On investigating the maximum design moment at point B.
Water = 2.509KNm/m.
Base = 1.92 KNm/m
Earth Pressure = [8.944 x 1.0 x (1.0/2)] + [(26.048 – 8.944) x (1.0 x 0.5 x (2x 1.0/3)]
= 4.472 + 5.701
= 10.173 KNm/m
Net moment = 10.173-2.509-1.92
= 5.744KNm/m
Since net moment at B > moment at A, We adopt 5.744KNm/m

ii) Flexural Design (Bending)

Given Thickness of base (h) = 100mm,
Cover = 30mm, fcu =20N/mm2, fy= 460Nmm2 size of rebars =6mm
Effective depth (d) = 100-30- (6/2) = 67mm
K= M/(fcubd2) = (5.744 x 106) / (20x1000x 672 )
= 0.064(k<0.156)
La = 0.5 + (0.25-K/0.9)0.5
= 0.5 + (0.25 – 0.064/0.9)0.5
= 0.923
Since 0.923 < 0.95 la = 0.923
As req = M/( 0.95Fy.la.d) = (5.744 x 106)/ (0.95x 460 x 0.923x 67)
= 21.25 mm2/m
Asmin = (0.13bh)/100 = (0.13x1000x 100)/100 = 130mm2
Provide y6 @ 200mm c/c (As prov =142mm2/m)

iii) Shear Check:

Calculating the maximum shear force at any section of the drain base.
Water= 1.6 x (9.8 x 0.4 x 0.8) = 5.0176KN/m
Base = 1.6 x (30 x0.10 x 0.8) = 3.84 KN/m
24
Earth Pressure = 0.5 x (26.048 + 8.944) x 0.8
= 13. 997KN/m
Net Shear force = 13.997 – 5.0176 – 3.84
= 5.1394KN/m
Shear stress (v) =V/bd = 5.1394 x 1000)/1000x 67
= 0.0767N/mm2
Shear strength (Vc) = 0.632 x (100As/bd)1/3 x (400/d)1/4 x (fcu/25)1/3
= 0.632 x (100 x 142)/ (1000 x 67)1/3 x (400/67)1/4 x (20/25)1/3
= 0.632 x 0.5965 x 1.563 x 0.9283
= 0.5470N/mm2
Since v < vc no shear reinforcement is required.

25
Table 2-9: Location and size of longitudinal drains proposed by the Design Consultant and
Supervising Consultant

Road Chainage Length (m) Side Drain size

Name

From To DC SC DC SC

Mvule 0+000 0+157 157 RHS RHS 0.8m*0.8m 600mm dia. RC

Road Culverts

0+000 0+157 157 LHS LHS 0.8m*0.8m 900mm dia. RC

Culverts

Oguti 1 0+000 0+520 520 LHS LHS 0.8*0.8 0.8*0.8

road (internal dim.)

Based on my analysis of the sampled drainage structures, I recommended to

Town Clerk that the drainage system provided by the supervising consultant was
adequate to safely drain out the surface water from the roads and therefore
recommended for approval.

2.3.7 Financial Implications of the design review.

As stated in the Terms of Reference for the supervising consultant, design review
was inevitable as part of their contract. This was because if the contract was
poorly phrased, it posed a high financial risk to Tororo Municipal Council and
therefore the need to ensure that such simple technicalities were corrected and the
right sizes and quantities of the materials were used in the contract before
commencement of works.
In accordance with the design consultant, UGX 6,746,631,915 was estimated for use in
the rehabilitation of 16m wide Oguti 1 road (0.517km) and Mvule road (0.164km)

26
roads. Out of the above sum, UGX 5,717,484,674 was estimated for works and UGX
1,029,147,241 was the VAT component.
For World Bank development project funding, VAT components are deemed paid by
government therefore the VAT components was available for the road investment.

I advised the employer to utilize this VAT component to widen the road from 16m to
21m considering the fact that traffic is exponentially increasing. Therefore to
prevent challenges of increased accident rates due to narrow roads in the future,
the employer could use these funds to widen the roads at this stage of rehabilitation.
From the analysis, a sum of UGX 6,740,137,063 only was required. Therefore
value for money would be realized.

27
The table 2-10: Below shows the summary of revised cost estimates for the project
as compared to the design consultants cost estimates.

SN DESCRIPTION ROAD ORIGINAL DESIGN REVIEW MY PROPOSED

AMOUNTS (UGX) AMOUNTS FINANCIAL
REVIEW

1 PRELIMINARIES ALL 1,275,000,00 1,350,000,000 1,440,000,000

2 DRAINAGE MVULE 656,945,810 153,577,193 153,577,193
OGUTI 1,830,485,000 2,660,213,142 2,660,213,142
3 EARTHWORKS AND MVULE 144,121,615 174,857,695 224,098,112
PAVEMENT LAYER OF
GRAVEL OR CRUSHED OGUTI 1 291,290,000 353,412,169 645,344,560
STONE

4 ASPHALT PAVEMENTS MVULE 64,512,050 80,181,879 189,006,720

AND SEALS
OGUTI 1 176,317,200 212,880,135 291,947,880

5 ANCILLARY MVULE 119,272,790 103,006,368 103,006,368

ROADWORKS
OGUTI 1 523,362,000 285,547,288 285,547,288
6 TOLERENCE, 62,500,000 62,500,000 52,500,000
TESTING AND
QUALITY CONTROL
DAY WORKS (8,9&10) 53,906,875 62,500,000 53,906,875
TOTAL 5,197,713,340 6,585,046,050
ADD: CONTIGENCIES 519,771,334 374,680,321 155,091,013

SUB-TOTAL 2 5,717,484,674 6,740,137,063

ADD: VAT (18%) 1,029,147,241
GRAND-TOTAL 6,746,631,915 6,740,137,063 6,740,137,063

28
2.3.8 Conclusion on the design review analysis

I carried out design analysis with guidance from Eng. Denis B. Mwebaze, overall
project Engineer from the Project Support Team (USMID Secretariat) on the different
parameters presented by the Design Consultant and Design review and supervision
consultant and concluded that by widening the road of Oguti 1 road (0.517km) and
Mvule road (0.164km) to 21m at the cost of UGX 6,740,137,063 would make the
employer realize value for money.

29
 CHAPTER THREE: CONTRACT MANAGEMENT AT IMPLEMENTATION OF THE
PROJECT

3.1 Tender
Procurement of works contractor and supervision consultant were done at once for all the
Municipalities and/or Cities that belonged to the given cluster. Soroti City, Mbale City and
Tororo Municipal Council belonged to Cluster 2. Mbale city was selected as the lead council
from where bidders procured bid documents for both the works contract and consultancy
services.
I participated in the selection of the project roads given their location within the central
business area, number of traffic using them and their motorable conditions.

3.2 Pre-bid meeting

I attended pre-bid meetings and showed the bidders the project roads so that they built their unit
rates from an informed point of view of the conditions of the project they were going to
undertake.

3.2 Evaluation
I participated in the evaluation of bids for the design review and supervision consultancy
services which took place from Mbale City and UB Consulting Engineers Ltd emerged the best
evaluated bidder However, evaluation for the works contractor was done from the Ministry of
Lands, Housing and Urban Development from which Dott Services Ltd emerged the best
evaluated bidder.

30
 3.3 CONTRACT MANAGEMENT AT IMPLEMENTATION STAGE OF THE
PROJECT.

3.3.2 CONTRACTUAL ISSUES

3.3.2.1 Contract signing for Design Review and Supervision Consultancy
I ensured that contracts between the Employer and UB Consulting Engineers Ltd for
rehabilitation of Oguti 1 road (0.517km) and Mvule road (0.164km) under USMID- AF
were signed by persons authorized by the powers of Attorney for the consultant and
appointed Town Clerk and copies distributed to the concerned parties and for the employer,
copies were filed.

3.3.2.2 Issuance of Commencement Instruction to the Consultant

I ensured that the Design review and supervision consultant was issued with the commencement
letter so as to commence design review. I made sure copies of the signed and received
commencement orders were filed.

3.3.2.3 Issuance of Commencement Order to the Contractor

The contractor was issued a commencement Order on the 19th November, 2020 vide letter ref.
UB/TORORO-USMID-AF/November2020-21 by the Project Manager.
I participated in ensuring that the contracts were signed with the person who had the powers of
attorney from the contractor. This was to ensure that the employer was entering into agreement
with the right representatives of the contractor. I ensured the copies of the contractor’s
commencement orders were filed.

3.3.2.4 Securities
i) Advance Payment Guarantee
In accordance with the General Conditions of Contract (GCC) clause 51.1 and Special
Conditions of Contract (SCC) clause 51.1, the contractor submitted an Advance Payment
Security Guarantee Ref No. 561/20 issued by Absa Bank Uganda Limited, Kampala Road
Branch amounting to UGX 1,686,657,978 (One billion, six hundred eighty six million, six
hundred fifty seven thousand, nine hundred seventy eight shillings only) equivalent to 25% of
31
 the contract sum (VAT inclusive) in a letter ref. DOTT/ USMID-AF/CON-2020/11-004/KHO
dated 10th September 2020. The Advance payment Guarantee was valid up to 02nd/February
2023. The Employer, TMC received the guarantee on the 10th November 2020.

I ensured that advance payment guarantee were authentic and valid for the
amounts and period stated therein and copies of the documents filed.
Periodically I reviewed this document and informed the Town Clerk of
pending renewals which were done promptly.

ii) Performance Security

Pursuant to clause GCC 52.1 of the Special Conditions of the Contract, the contractor submitted to
the Project Manager a copy of the performance security Guarantee by the letter ref.
DOTT/USMID-AF/CON2020/11-003/KHO dated 10th September 2020.
The performance bond details were as follows:
Ref No. No. 558/20
Date of Issue: 05th November 2020 from Absa Bank Uganda Limited
Date of Expiry 30th July 2021.
Amount: UGX 674,663,192 (Six hundred seventy four million, six hundred
Sixty three thousand, one hundred ninety two shillings only)
Representing 10% of the contract sum (VAT Inclusive)

I ensured that the performance security was issued by the right financial institution and valid for
the contract period. Periodically I reviewed this document and informed the Town Clerk of
pending renewals which were done promptly.

iii) Insurance Covers

In accordance with Clause 13.1 of the General Conditions of Contract, the Contractor submitted
Insurance policy covers vide letter DOTT/USMID/CL2/TOR/CON-2020/12-001 dated 28th
December 2020.
As a contracts manager, I participated in verifying the authenticity of the insurance covers to
protect the employer from financial risks associated with falsifications of documents.

32
3.3.2.5 Handover of site to the contractor
The site was handed over to the Contractor officially on the 23rd November 2020.

I participated in the site handover to the contractor and the consultant in the presence of the Town
Clerk, Supervision consultant, the Mayor Tororo Municipal Council and his executive
committee, the Municipal Development forum members (MDF) the Resident District
Commissioner (RDC), Tororo district Local government, the area LC1 and the community of the
area.
During the handover, I explained basic information about the contract such as the contract, the
contractor, the supervision consultant, the contract amounts, the intended completion dated and
the scope of works of the contract and the planned schedules of how the project will be executed.
Following the death of Dr. Eng. Godfrey Mwesige who was the Resident Engineer for this project,
he was replaced by Eng. Happy Moses Were from the stage of earthworks until the project
completion.

3.3.3 Project Organogram

Project Support Team (PST), Ministry of Lands,

Housing and Urban development
Project Engineer: Eng. Denis B. Mwebaze

Employer: Tororo Municipal Council

A.g Municipal Engineer: Okema Francis

Resident Engineer:
Eng. Happy Moses Were

Measurement Materials Hydrologist: Environmental Electrical Sociologist: Lands

Engineer: Engineer: Eng. Dr. Alex Specialist: Mr. Engineer: Mr. Surveyor:
Eng. Patrick Eng. S.D Katukiza Happy Peter Eng. J.B Sebastian Mr.
Kalule Mwesigwa Murwanyi Kirabira Bull Kizito Baguma
Brian

Clerk of Works: Laboratory Environment Officer: Survey Assistant:

Mr. Zziwa James Technicians: Mr. Munubi Abdallah 1. Ms. Makomiku Claudia
1. Mr. Akoya Ivan 33
2. Mr. Kyobe Samuel
2. Mr. Kutosi Allan
3.3.3.1 Appointment of Contract Managers
In accordance to the terms of reference for the USMID-AF, Each implementing entity were
supposed to appoint three contract managers ie, the Municipal Engineer in-charge of all the technical
aspects of the contract, the Senior Environment Officer, who was in-charge of all the environmental
aspect of the contract and the Senor Community Development Officer in-charge of all the social
aspects of the contract. I was duly appointed by the Town Clerk and executed my duties as stated in
the appointment letter.

3.3.3.2 Formulation and Implementation of Contract Management Plan (CMP)

I participated in the formulation of the Contract Management Plans (CMP) for the rehabilitation of
Oguti 1 road (0517km) and Mvule road (0.164km) which had an important function in guiding
Tororo Municipal Council on contract management processes.

i) CMP was an important risk management tool for ensuring that the contract manager
identified and addressed all relevant issues throughout the life of the contract;
ii) Provided a critical source of knowledge transfer in the event of a change in contract
manager; and
iii) Informed the Town Clerk, the Mayor, Procurement and Disposal Unit and Senior
Management of contract administration process, performance management requirements
and processes, and any relevant risks associated with the contract.

3.3.3.3 Records Keeping

I participated in Records Management as a necessary tool for effective contract management and
administration, knowledge transfer, and for audit purposes.

34
Table 3-1: Shows location of various documents used in the project

Documents Document Location

Sourcing/Tender Documents
Procurement Plan
Tender Documentation This contract’s sourcing-related documents
were held by Tororo Municipal Council’s
Evaluation Reports
Procurement and Disposal Unit.
Contract Committee Approvals

Policies / Guidelines
Contract Management and Performance
Management Policies & Guidelines are held
by the (for example):
- Central Registry- USMID-AF Project
Performance Management Guideline Implementation Files.
And copy in contract manager’s filing
cabinet.

Documents Document Location

Contract & Contract Management Documents
Executed Contract (and any Variations) Documents were held by
Risk Assessments and Contract Complexity - Procurement and Disposal Unit,
Assessments - Copy in the contract management file of
the contract manager’s filing cabinet
Contract / Performance Review - Central Registry – USMID-AF project
documentation Implementation files.
Contract Manager’s performance monitoring These documents are found in the Contract
notes/communication manager’s Office, Town Clerk’s office and
Contract Management Reports / Review Procurement and disposal unit and central
documents registry.

3.3.3.4 Purpose and Objectives of the Contract Management Plan (CMP)

The Contract Management Plan outlined how the objectives and outcomes of the contract were to
be achieved and how the contract was to be managed. The Contract Management Plan
identified what needed to be done, by whom and when, and the obligations of each party to

35
the contract. This plan addressed the steps necessary to minimize risk of contract
failure as shown in the table below.

36
Table 3-2: Showing breakdown of the various elements of the contract management plan implementation.

S/N What needed to Responsible Time Obligations of each party to the contract.
be done persons frame Employer Design review and Contractor
(Roles I played on behalf supervision consultant
of the Employer)

1 Contract Town Clerk, Year 2016- i) I Proposed roads to be

formulation A.g ME, PDU, 2019 prioritized for rehabilitation
Council
2 Pre-bid site visits Town Clerk, FY 2019/20 I showed bidders the project
A.g ME, PDU, roads to enable them build unit
Council rates based on an informed point
of view.
3 Evaluation Town Clerk, FY 2019/ i) I Participated in evaluation of
A.g ME, PDU, 2020 bids for design review and
Council supervision consultant
4 Site hand Town Clerk, November I participated in site handed over Commenced mobilization Commenced the
Over Contract 2020 to the contractor and the and supervision of mobilization for
manager, Consultant for project execution the project project execution
PDU,
stakeholders

37
5 Project Contractor, November i) I monitored contractor’s i) Mobilized adequate
2020 to performance to ensure the contract Supervised on-going equipment and
execution Design review
and November outcomes are achieved; works to ensure quality of personnel to execute
2021 ii)I addressed issues and conflicts work meets the required
supervision the works in
that arose during the contract spec,
consultant, accordance to the
term; works are done within the required
contract
Manager, approved scheduled time specifications.
iii) I provided reports to internal and within cost estimates.
Internal Audit, stakeholders as required (e.g.
PST and Performance Reports, regular
Stakeholders contract reports, etc);

iv) I assessed and sought approval

for variations of solar batteries ii)Scheduled regular
from Gel to Lithium batteries and contract management
approval for time extension of meetings;
contract following COVID-19
outbreak; ii) Provided monthly
and quarterly progress
v) I ensured all performance reports
measuring tools i.e. documentation
etc. were kept as per records
management and internal audit
requirements;

38
6 Payment Town Clerk, Within 30 i) I scrutinized the IPCs for any Carried out joint Carried out joint
terms Contract days from arithmetic errors, analyzed the measurements of measurements of
manager, when an quantities of items being paid for, completed works with completed works with
verified to see that the rates in the
Head Finance, IPC, BoQs is what was used to price for the contractor and the consultant to be
SPO Invoice is the work, confirmed that the confirm quantify works paid for
submitted materials met the required quality to be paid for
to TMC for specifications and recommended
the IPC to be paid. ii) Raised a requisition
payment
for payment of
ii)I scrutinized the consultants completed works.
invoices to ensure TMC was iii) Submitted invoices to
paying for the items in the contract
TMC for payment
and checked for errors to prevent
over payment. of professional
fees.
iii) I followed up with the
other officers responsible for
payment to ensure payments
were made within 30 days
from date of submission.

39
7 Contract Town Clerk, November i) I received
recommendations i) Analyzed contractor’s i)Identified Items to be
variation and 2020 to from the consultant and analyzed suggestion for variation varied and gives details
Contracts
extensions November them to ensure they didn’t pose and recommends to the
Manager, any financial risks to the employer ii) Requested for
2021 employer for approval time extension
Head PDU, and the result of such approval
would result in the employer or rejects the requests stating reasons
Contracts getting value for money in the and suggests
Committee, executed works. alternatives.
Contractor, ii)Analyzed contractor’s
supervision request for time
Consultant extension and
and recommends to the
Solicitor employer for approval
General

40
8 Key Contractor, November i) I ensured the contractor i)Monthly progress i)Physical progress
Deliverables 2020 to delivered the project as per the reports, such as
Design
November signed contract and any variations Drainage works,
Review and were approved prior to execution. ii)Quarterly
supervision 2021 progress reports sub-base, crushed
I ensured signed contracts were on
Consultant file iii)Minutes of site stone base,
Asphalt Concrete
ii) I ensured the supervision meetings wearing course,
consultant had the qualified
technical team as stated in the Auxiliary works
contract and any changes were including street
replaced by someone with equal or lights, road marking,
better qualification.
grass and tree
planted
iii)I ensured stakeholders
such as DRC, Council
received Progress reports.
iii) I ensured that Contracts
Committee
approved variations and time
extension.
iv)vouchers/receipts are on
file.

41
9 Key Town Clerk, November i) Signed contracts i)Signed contract i)Signed
performance Contract 2020 to contract
ii)I ensured project ii)Inception reports
indicators and Manager, November deliverables such as ii)Physical progress
strategic Head PDU, 2021 ii) Project deliverables such as
earthworks, Drainage,
outcomes such as earthworks, Drainage
Contractor sub-base, crushed stone
works,
and base, asphalt concrete Drainage, sub-base,
wearing course and sub-base, crushed
Design crushed stone base,
ancillary works such as stone base,
review and asphalt concrete
road marking, road Asphalt Concrete
Supervision
signages, grass and tree wearing course and wearing course,
Consultants
planting was done. ancillary works such as Ancillary works
road marking, road including street
lights, road marking,
signages, grass and tree
grass and tree
planting was done. planted
10 Mandatory Town Clerk, November I ensured that monthly Progress iii)Monthly progress
Monthly progress reports, Monthly progress
reporting and 2020 to reports to PST were delivered, reports reports,
Contract Quarterly progress reports
contract I ensured that Monthly Progress test results, weather
manager, November reports to Tororo Municipal iv)Quarterly reports
compliance 2021 progress reports.
Design Council were received; I ensured
requirements that District Roads Committee v) Materials test
review and were informed of the project results
supervision quarterly progress.
consultant

42
11 Roles,
responsibilities
and stakeholders

Contract/ Project November I kept the PST posted on the Furnished the employer Implemented the
project Support Team 2020 to progress of the project, with timely project in
governance (PST), Tororo November monthly progress accordance to the
I updated stakeholders on the
Municipal 2021 reports required
project progress
Council, specifications.

Municipal
Development
Forum
(MDF)

Contract Contract November i)I communicated with i)Maintained good Maintained good
Managers Manager 2020 to stakeholders; relationships with relationships with the
responsibilities November ii)I monitored performance to the Consultant, Contractor
2021 ensure the contract outcomes
ii)Addressed issues and ii)Addressed issues and
were achieved;
conflicts that may arise conflicts that may arise
iii) I ensured all performance during the contract
during the contract
measuring tools i.e. documentation term;
term;
etc. were kept as per records
management and internal audit
requirements;

43
 Stakeholders PST,TMC,M November Attended monthly site Inspect works and
DF, DRC, 2020 to meeting to get provide
i) Oversight and Management of
November clarification on issues oversight
this contract.
2021 management of
pertaining to the contract
this contract.
12 Complexity Town Clerk, November i) I continuously reassessed the i) Continuously reassessed i) Adherenced to
assessments 2020 to performance of the contractor and to ensure quality, achieve set
Contract consultant to
November value and monitor targets,
(complexity of the Manager, ensure quality, value and
contract was 2021 risk effectively. ii) Implementation
PDU, monitored risk effectively.
regularly of quality control
reassessed Design ii) I assessed risks to and quality
throughout the life review and Employer/end user should the assurance.
of the contract e.g Supervision contract fail,
monthly, quarterly, Consultant iii) I assessed political
when there was
and context/media risk to
need for variations
and when contract Contractor the project.
extensions were
required)

13 Performance
& Risk
management
Contract Town Clerk, November i) I ensured monthly site meetings
Management Contract 2020 to

44
Meetings Manager, November were held,
Design review 2021 ii) I used the opportunity of the
and meetings to discuss physical and
supervision financial progress of the project,
Consultant,
Contractor iii)I used the opportunity of
and the meetings to sensitize
stakeholders stakeholders on matters
concerning the project.

Performance Contract November i)I monitored the performance of the Supervised works to Provided regular
management Manager 2020 to contractor in delivering contract ensure deliverables are data/evidence to inform
November deliverables as the core function of achieved on time and discussions, and
2021 contract management. of the quality in the continuous
ii)I monitored the performances of specification. improvement.
the consultant to ensure he delivers
on his mandates.
Performance Contract November The outbreak of COVID-19 Monthly site meetings Contractor maintained
escalations Manager, 2020 to posed a great risk to the were suspended during the
Town Clerk, Feb 2022 contract and therefore the lockdown, resident staffs to
I sought the advice and support of carryout works and
PST Movements of staffs
Town Clerk and PST in used other means to
from the site to other
determining an appropriate risk communicate and
district were restricted.
management approach. Mitigation coordinate works
measures included banning site
Emails, phone calls and
other than movement
meeting during lockdown; zoom meetings were the
from one site to
communications were by Email, new means of
another
phone calls and zoom meetings. communication.

45
 Risk Town Clerk, November i) Identified and managed
management Contract 2020 to risks during the contract e.g
Manager, November where the contractors
PDU, 2021 performances were behind
Finance schedules.
Dept. ii)I avoided delays by
Contractor, expediting approvals and
Consultant. payment of IPCs and the
Invoices.
14 Dispute
resolution and
termination

Dispute Town Clerk, November I developed effective working Developed effective Developed effective
resolution Contract 2020 to Relationships with the working relationships working relationships
Manager, November Contractor and the consultant to with the Contractor to with the Contractor to
PDU, 2021 ensure that any issues or risks ensure that any issues or ensure that any issues
Finance that arose did not progress to a risks that arose did not or risks that arose did
Dept. formal dispute. progress to a formal not progress to a
Contractor, dispute. formal dispute.
Consultant.
Termination Town Clerk, November Through an effective contract The contract were not The contract were not
Contract 2020 to management, I ensured the breached and so breached and so
contracts were not
Manager, November therefore, it was not therefore, it was not
breached and so therefore, they
PDU, 2021 terminated. terminated.
were not terminated.
Finance

46
 Dept.
Contractor,
Consultant.
15 Contract
finalization
Contract Town Clerk, November i)I have ensured that the The project is under The project is under
transition/ Contract 2020 to supervising consultant prepares a the the
snag lists which shall be used to defects Liability defects Liability
Defects Liability Manager, November
monitor the project during the
Period (DLP) PDU, 2021 defects liability period. period and its period and its
Finance performances is being performances is
Dept. monitored. being monitored.
Contractor,
Consultant.
Contract Town Clerk, November I shall prepare a contract i) The Consultant i)Requests for
Review and Contract 2020 to closure report which will shall prepare the payment of the
Closure/ Manager, November detail: contract completion retention money
completion PDU, Finance 2021 reports. ii)Restores
i)Effectiveness of
Dept.
deliverables; ii)Final borrow pits iii)
Contractor,
Accounts
Consultant. ii)The extent to which Fully
preparation
performance outcomes were demobilizes.
iii) Fully demobilizes
achieved (overall performance of
from site.
the supplier). This should
be supported by
evidence/data;

47
iii)The total spend under the
current contract and whether
the contract achieved value for
money;

iv)Any issues or risks identified

during the contract, the
effectiveness of the
performance/risk management
strategies implemented, and how
these can be avoided or mitigated
in future;

48
 CHAPTER FOUR: CROSS-CUTTING ISSUES

4.1 Environmental and Social Mitigation

The major cross cutting issues included environmental protection and waste disposal,
occupational Health and Safety, and social aspects of the project. Prior to commencement of
works and possession of site, the Contractor submitted an Environment and Social Management
Plan to the client through the supervising consultant for approval. The plan provided a
framework of safety systems for the works including environmental safe guards that would be
used by all management, supervisory staff and workforce for improving and maintaining the
Health and Safety of employees and the general public during project execution.
I ensured that the issues such as environmental protection such as oil spills, noise pollution,
dust suppression identified in the environment and social management plans are implemented.

Workers were issued with Personal Protective Equipment (PPE) suitable for the activities being
undertaken. Weekly review meetings were conducted by the safety officer and the foremen for
the workforce. I ensured that construction workers were issued with protective gears before
getting engaged in any part of the works.
A number of safety measures were put in place to ensure safety at site that included;

i. A fire extinguisher was installed at site;

ii. A fire assembly point was demarcated.

I ensured that safety measures such as use of fire extinguishers were enforced by have working
fire extinguishers installed at positions that are accessible in case of any fire outbreak. I ensured
that workers were trained on how to use the fire extinguishers

In order to foster reliability and response measures in case of emergency, the contactor signed a
memorandum of understanding with a local clinic (Peoples Clinic) to offer medical services to
the workers who might fall sick or get injured during work. I ensured that the Memorandum of
understanding signed between the contractor and Peoples Clinic were valid and covered the
period of the contract.

49
4.2 Occupational Health and Safety
4.2.1 HIV/AIDS Counseling and Testing
Monthly HIV/AIDS counseling and testing sensitization sessions were organized by the
contractor for both the community and workers. These sessions also involved briefing the
community on the progress of works. I ensured the meeting was attended by both the contractor
and consultant’s team on a monthly basis and reports produced stating the number of people
who attended by gender, issues discussed and resolutions made.
The contractor worked hand in hand with the Municipal Development Forum through the senior
Community Development Officer.
As part of the decommissioning plan, trees and grass were planted to conserve the environment.
I ensured there was plans in place to protect the trees and grass planted from destruction by
stray animals and careless people crossing the grass anyhow without using the designated
points for crossing the road. This was to be done through community sensitizations.

4.2.2 COVID-19 Prevention Strategies on Site.

Standard Operating Procedures for COVID-19 prevention were implemented on both campsite
and office premises during the project implementation period. These included;

i) Maintenance of hand washing facilities on the campsite and office premises for everyone
to wash hands before entering,
ii) Enforcing social distancing among the project workers,
iii) Provision and use of hand sanitizers in all offices and campsite.

I participated in ensuring the standard Operating Procedures of social distancing,

hand washing with clean water and soap for 20 minutes, wearing of masks and use of sanitizer
to prevent spread of COVID-19 was in place.

50
CHAPTER FIVE: CHALLENGES ENCOUNTERED AND HOW THEY WERE SOLVED
5.1 Design Review
Mvule road (0.164km) was designed over four year ago from the time the contract for
rehabilitation was signed to have 16m road way. I expected that some parameters used to design
these roads such as traffic volumes had changed therefore there was need to carry out a design
review with the mind of widening the road. This required time to make the adjustments. I
ensured that a new design was produced which was economical and would ensure the
employer realize value for money was done within 3month by the design review and
supervision consultant.

5.2 COVID-19 Pandemic

During the construction phase, the effects of COVID-19 affected the overall time progress of the
works. The lockdown affected the time for closing works as there was strict adherence to curfew
from 7:00pm. The restriction of the travel movements from one district to another affected the
supervision of other off site activities. I ensured that there was no spread of COVID-19 on
site by ensuring that workers adhered to Standard Operating Procedures issued by Ministry of
Health.

5.3 Inclement weather

Heavy rains affected the project especially during earthworks and hence the extension of the
intended project completion period. I ensured an extension of contract time of 2.5months
were made in accordance with Clause 1229 of the General Specifications for Road and Bridge
works, 2005.

51
 CHAPTER SIX: ANCILLIARY WORKS

This involved;

i. ) Installation of road signs, I ensured these were done in accordance to the drawing.
ii) Road marking, I ensured the roads were marked using thermoplastic road paint as indicated in
the drawings.
iii) Planting of grass and trees, I ensured that grass and trees as specified in the Bills of Quantities
were planted and protected until when they were handed over to the employer.
iv)Street Lighting, I ensured that Lithium batteries were used in this solar street lights as was
approved in the variations and other elements as indicated in the drawings.

52
 CHAPTER SEVEN: CONCLUSION
The Contract has been successfully managed to its logical conclusion. There were no contract
termination and the quality of all the contract deliverables was acceptable in accordance to the
general specification for roads and bridges. The Employer realized value for money by using
UGX 6,746,631,915 that was initially estimated to be used for constructing a 16m road width to
construct a 21m road width following a design review. Time extension of 2.5months was
approved due to the effects of COVID-19 Pandemic.
The project is under defects liability period and being monitored for any defects.

53
REFERENCES
Ministry of Works and Transport. (2010). Road Design Manual (Vol. III). Entebbe, Uganda.

Ministry of Works, Housing and Communications. (2005). General Specifications for Road and
Bridge Works. Entebbe, Uganda.

Prome Consultants Limited. (2013). Uganda Support to Municipal Infrastructure Development

Project (USMID). Tororo: Ministry of Lands, Housing, and Urban Development.

Transport Research Laboratory. (1993). Overseas Road Note 31: A guide to the structural design
of bitumen-surfaced roads in tropical and sub-tropical countries. Crowthorne, Berkshire,
United Kingdom.

Uganda Bureau of Statistics. (2012). Statistical Abstract. Kampala.

54
3 ANNEXES

55