SARF-IRF 2014 EXPOSE Chief TAMBE OK2 [Mode de compatibilité]

‘‘ADMINISTRATIVE & TECHNICAL ‘‘ADMINISTRATIVE & TECHNICAL MONITORINGMONITORING

OF PUBLIC WORKS CONTRACTS’’OF PUBLIC WORKS CONTRACTS’’

Case StudyCase Study : Road Rehabilitation: Road Rehabilitation

SARF/IRF 2014 | 2-4 September, South Africa

Contracts in CAMEROONContracts in CAMEROON

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

Regional SubRegional Sub--Director forDirector forOther Infrastructural WorksOther Infrastructural Works

(Formerly, Regional Sub(Formerly, Regional Sub--Director of Roads)Director of Roads)Public Works Department, SWR Public Works Department, SWR -- LIMBELIMBE

ROADMAP

REPUBLIC

OF

22

MAPOF

CAMEROON

DESCRIPTIONLENGTH

(km)PERCENTAGE

PAVED

Classified RoadsNational Roads 7 055 50 %

Regional Roads 5 717 15 %

Divisional Roads 7 662 7 %

Roads pending Up-grading 295 44 %

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

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

Rural Roads 80 299

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

TOTAL(CLASSIFIED + RURAL)

101 028From this Study :

(Approx. 7 % of Total)

LEARNING OBJECTIVESLEARNING OBJECTIVES

OBJECTIVE 1 :

A «SUCCESSFUL» INFRASTRUCTURAL PROJECT

IS THE RESULT OF:

� A GOOD CONCEPTION (OR DESIGN),

OBJECTIVE 1 :

A «SUCCESSFUL» INFRASTRUCTURAL PROJECT

IS THE RESULT OF:

� A GOOD CONCEPTION (OR DESIGN),

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EXECUTED BY:

� A COMPETENT CONSTRUCTION COMPANY,

AND WELL-CONTROLLED BY:

� AN EXPERIENCED CONSULTING FIRM.

Hence the Notion of the “ Triangle of Action ”.

EXECUTED BY:

� A COMPETENT CONSTRUCTION COMPANY,

AND WELL-CONTROLLED BY:

� AN EXPERIENCED CONSULTING FIRM.

Hence the Notion of the “ Triangle of Action ”.


OBJECTIVE 2 :

The Operational Actors of this “Triangle”are identified by three (03) Stakeholderswho constitute the Project Team .

They are:

OBJECTIVE 2 :

The Operational Actors of this “Triangle”are identified by three (03) Stakeholderswho constitute the Project Team .

They are:

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They are:

� The Project Owner (Conception),� The Construction Company (Execution),� The Project Manager (Technical Control).

They are:

� The Project Owner (Conception),� The Construction Company (Execution),� The Project Manager (Technical Control).


OBJECTIVE 3 :

The exhaustive diagnosis of a catalogue of bothAdministrative and Technical Indicators duringthe Implementation or Control phases of RoadInfrastructure Projects;

OBJECTIVE 3 :

The exhaustive diagnosis of a catalogue of bothAdministrative and Technical Indicators duringthe Implementation or Control phases of RoadInfrastructure Projects;

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Infrastructure Projects;

OBJECTIVE 4 :

Effective Monitoring and Reporting is a regularand continuous process.

Infrastructure Projects;

OBJECTIVE 4 :

Effective Monitoring and Reporting is a regularand continuous process.

CONTEXT AND PROBLEMCONTEXT AND PROBLEM• In the early 1980’s in Cameroon, the road network was

partly maintained by the State through the Ministry ofPublic Works, the Ministry of Agriculture and someDevelopment Corporations like the CDC, MIDENO,UNVDA, SOWEDA, SODECAO, SODECOTON, etc.,whose joint action enabled the extension andmaintenance of the national road network.maintenance of the national road network.

• Unfortunately, the economic crisis set in between 1985and 1995, seriously undermining Cameroon’s capacity tofinance road rehabilitation and maintenance activities.This, therefore, brought many previously opened roadsinto the poor state in which they are found today.

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CONTEXT AND PROBLEMCONTEXT AND PROBLEM

• However, with the Government’s vision of attaining anEmergent State by the year 2035, there is an eminentboom within the Road sub-sector, hence, the growingdiversity of road construction and maintenance activitiesin Cameroon, making complex the quality control of theimplementation of these road infrastructure projects byimplementation of these road infrastructure projects bythe various Stakeholders concerned.

• This shall constitute the central focus of this exposé.

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CONCEPTION

PROJECT OWNER+ CONTRACT MANAGER (OD)+ CONTRACT ENGINEER (RD)

= (ADMINISTRATION )

THE TRIANGLE OF ACTIONTHE TRIANGLE OF ACTION

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CONTROL

PROJECT MANAGER

(CONTROL MISSION)

EXECUTION

CONSTRUCTION COMPANY

(ENTERPRISE)

INFRASTRUCTURAL

PROJECT

SOME KEY DEFINITIONSSOME KEY DEFINITIONS

• Project Owner : The head of a Ministerial Department, the head of theExecutive of a Regional or Local authority, or the Director General of aPublic or Semi-Public Establishment, representing the beneficiary of theservices provided for in the contract. The Project Owner (sometimes calledthe Contracting Authority ) is represented on the field by his Central andExternal technical services, i.e., the Contract Manager and the ContractEngineer respectively.

Contract Manager :– Contract Manager : The natural person accredited by the ProjectOwner for the general management of the Administrative, Financial andTechnical aspects at the definition, preparation, execution andacceptance stages of the services forming the subject of the contract.

– Contract Engineer : The natural or corporate person governed byPublic Law and accredited by the Project Owner for the Technical andFinancial follow-up of the execution of the contract. He reports to theContract Manager.

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SOME KEY DEFINITIONSSOME KEY DEFINITIONS• Project Manager : The natural or corporate person governed by Public or

Private Law engaged by the Project Owner to ensure the defence of his/herinterests at the definition, preparation, execution and acceptance stages ofthe services forming the subject of the contract.

• Administration’s Contracting Partner (Contractor) : Any natural orcorporate person party to the contract, responsible for the execution of theservices provided for in the contract.

• Project Team : Comprises of Administration & Project Manager &Contractor.– Administration: Representative of the:

• Project Owner (Minister of Public Works);• Contract Manager (Operational Director);• Contract Engineer (Regional Delegate).

– Project Manager: (Head of Control Mission + Follow-up Engineers)– Contractor: (Works Supervisor + Site Foremen)

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OTHER STAKEHOLDERSOTHER STAKEHOLDERSOther Stakeholders also intervene in the Realization ofInfrastructural Projects.

In effect, these Stakeholders are either situated outside the Triangle ofAction or are attached to one of the three Components of the Triangle.

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

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

CONCEPTION AND THE PROJECT CONCEPTION AND THE PROJECT OWNEROWNER

• In the context of the Implementation of RoadInfrastructure Projects, the Conception of theProject is carried out by the Project Owner ,through his specialised Technical Services(Central and External Services, represented by(Central and External Services, represented bythe Contract Manager and the ContractEngineer respectively) and sometimes assistedby the Technical Consulting Firms who hadalready been awarded an earlier phase of thetechnical Supervision contracts over one ormore Construction Companies.

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• These Technical Services of the ProjectOwner exploit the Inventory of Road Defectsfor each road segment, defining the Bill ofQuantities and the Cost Estimates for worksQuantities and the Cost Estimates for worksto be executed within a specific timeframeand in accordance with the budgetaryconstraints, in order to attain the objectivesset aside by the Project Owner. This is theConception phase of the Project.

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• However, there is usually a very long gapbetween the time that the Inventory of RoadDefects that served as a basis for theProgramming is established and the actualstarting time for the implementation of works onstarting time for the implementation of works onthe field, with the following consequences:

– The evolution through aggravation of road defectsdue to traffic and rainwater;

– Unforeseen circumstances like the collapse of abridge or a sporadic landslide.

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EXECUTION AND THE CONSTRUCTION EXECUTION AND THE CONSTRUCTION COMPANYCOMPANY

• The major difficulty in the implementation phaseof the contract is to ensure that theConstruction Company executes the worksaccording to the technical specifications in force,while respecting the following criteria:while respecting the following criteria:

• On the Administrative Plane:– Production of Contractual documents:

• Cautions;• Insurance Policies;• Domiciliation;• Representation.

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• On the Technical Plane:– Recruitment of competent human resources;– Mobilisation of appropriate equipment and machinery;– Establishment of the Project Execution Documents &

Drawings;Drawings;– Respect of Project Quality (Assurance and Quality

Control);– Respect of Project Cost (Mastery of Quantities);– Respect of Project Timeframe (Verification of

Projected Weekly Graphic Schedule and the Masteryof the global Progress of Work).

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• On the Ethical Plane:– Work Safety Plan to protect the workers;– Occupational Health Plan (prevention of the– Occupational Health Plan (prevention of the

spread of STD’s and HIV-AIDS);– Environmental Management Plan;– Workers’ Remunerations and Incentives.

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CONTROL AND THE PROJECT CONTROL AND THE PROJECT MANAGERMANAGER

• The Project Manager (often referred to as theControl Mission ) is in-charge of the technicalsupervision of the implementation of works underexecution by the set of Construction Companiesunder its charge. There is usually a separatecontract that binds him with the Project Owner. Thecontract that binds him with the Project Owner. TheProject Manager is therefore considered as the“eyes of the Administration ”, pertaining to theProject Owner, the Contract Manager and theContract Engineer, representing both the Centraland the External Services of the Ministry of PublicWorks.

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PROJECT OWNER

(Rpr Contract Manager)

PROJECT MANAGER

(Chief of Control Mission)

(Monitoring Engineers)ENTERPRISE

(Works Supervisor)(Site Foremen)

2020

PROJECT

TEAM

(Rpr Contract Manager)(Rpr Contract Engineer) (Site Foremen)

THE PROJECT TEAMTHE PROJECT TEAM

– Fresh Inventory of Road Defects just before the start ofimplementation of works;

– The Re-definition of works to be executed by the ConstructionCompany, in accordance with the budgetary constraints;

– The eventual request for supplementary funding with respect toa more critical road condition on the ground;

– New Prices to be proposed (if any) by the Contractor for eventual– New Prices to be proposed (if any) by the Contractor for eventualvalidation;

– The Project Team must define the activities which theContractor can execute while waiting for the approval of hisProject Execution Documents;

– The Minutes of the Definition of Quantities are drawn up andsigned on the spot by all the members present, and copiesdistributed to each party involved.

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MONITORING AND REPORTINGMONITORING AND REPORTING

• During the whole duration of the executionof the Contract, the Government Officer in-charge of Monitoring should take all thenecessary measures in order to achievemaximum respect of the Contractualmaximum respect of the ContractualClauses during implementation of workson the field by the Contractor, and alsoensure a smooth Technical supervision bythe Control Mission.

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ADMINISTRATIVE INDICATORSADMINISTRATIVE INDICATORSADMINISTRATIVE INDICATORSADMINISTRATIVE INDICATORS

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N° ACTIONS PERIOD/DATE

1 Notification of the Contract 5 days after the signature of the Contract

2 Registration of the Contract 15 days after the notification of the Contract

3Administrative Order to start

execution

No specific deadline, but depending on the Project Manager or the Contract Manager

after approval of the latter- Caution for the Final Bond (3

% of Tax inclusive amount)- Caution for the Start-off

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4

- Caution for the Start-off advanced payment (100 % of

amount)- Caution for the Guarantee

Retention (10 % of the Contract amount)

20 days after the notification of the Contract

5 Insurance Policies15 days after the notification of the

Administrative Order to start execution and before works begin


6Designation of the Contractor’s

Representative15 days after the notification of the Contract

7Election of Domicile of the

Enterprise15 days after the notification of the Contract

8 Installation of SiteAs soon as possible, the Base Camp(s) must

be designated

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9 Payment of Start-off advanceBefore or during the start of the execution of

works

10Pasting of the Internal

Regulations of the CompanyAt all the Base Camps

11 Sub-Contracting Before the start of manual works


12Convocations for Pre-

Receptions and ReceptionsWhen the Contractor issues a written request

to the Project Manager

13 Penalties

- When there is replacement of any technical supervisory staff

- When there is lateness in any contractual assignment (e.g. Production of Monthly

Reports, exceeding the Project timeframe)

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14 Release of Bonds

- After the Final Acceptance for the Guarantee Retention

- After the Provisional Acceptance for the Final Bond

15Supervisory Personnel of the

Project ManagerAs soon as possible

TECHNICAL INDICATORSTECHNICAL INDICATORSTECHNICAL INDICATORSTECHNICAL INDICATORS

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1 Definition of Quantities 2 days per Enterprise

2 Project Execution Documents30 days after Notification of the

Administrative Order to start work

3 Weekly Site Meetings Once a week for each Enterprise

4 Site LogbookTo be filled every working day, and on the

site

5Technical Administrative Orders

As soon as need arises5Technical Administrative Orders

and LettersAs soon as need arises

6Project Execution Plans and

DrawingsTo be submitted at least 14 days before

commencement of execution

7Projected Weekly Graphic

ScheduleTo be submitted by the Contractor during Site

meetings

8 Geotechnical Control During the execution

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9 Monthly Payment BillsLatest on the 6th day of the month following

the month in which the works were executed

10 Monthly Reports Latest on the 10th day of the following month

11 Monthly Coordination Meetings Once every month

12 As-built Drawings30 days after the Provisional Acceptance

Report

13 Provisional AcceptanceWhen the job description is completed and all

reserves uplifted

14 Reconditioning of the worksites- During Provisional Acceptance- Or before validation of Final Bill

15 Final Acceptance1 year after the date of the Provisional

Acceptance

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THE THE “KUMBA“KUMBA--EKONDO TITIEKONDO TITI--MUNDEMBA”MUNDEMBA”

SPECIAL ROAD REHABILITATIONSPECIAL ROAD REHABILITATIONSPECIAL ROAD REHABILITATIONSPECIAL ROAD REHABILITATIONPROJECTPROJECT

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PK 0+000KUMBA

THE “KUMBATHE “KUMBA--EKONDO TITIEKONDO TITI--MUNDEMBA” SPECIAL ROAD PROJECTMUNDEMBA” SPECIAL ROAD PROJECT

• In December 2011, the Head of State, His ExcellencyPresident Paul BIYA, ordered for the putting in place of aSpecial Programme for the Construction and theRehabilitation of some major road axes to be funded by theRoad Fund, in three pilot regions of the country.

• Because of the urgent nature of the presidential instruction,and at the request of the Minister of Public Works actingaccordingly, the Prime Minister, Head of Government, andPublic Contracts Authority gave an authorisation followingletter N°B70/d-28/SG/PM of 16 th January 2012, for the awardof these contracts to some road construction companiesthrough the procedures of Mutual Agreement.

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• That was how the execution of the rehabilitation workson the KUMBA-EKONDO TITI-MUNDEMBA road (112km) of the National Road N° 16 was awarded to theconstruction company SUPER CONFORT throughContract Nº 312/M/MINTP/CPM-ERRP/2012. TheProject is in the South-West Region of CAMEROON andProject is in the South-West Region of CAMEROON andthe road links two Divisions (NDIAN and MEME). Themeteorological situation of the project zone ischaracterised by a Dry Season of about three (03)months running from January to March, and a RainySeason of about nine (09) months running from April toDecember.

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SPECIAL ROAD REHABILITATIONSPECIAL ROAD REHABILITATIONPROJECTPROJECT

PHOTOGRAPHSPHOTOGRAPHSJUST BEFORE CONTRACT

EXECUTION

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SARF/IRF 2014 | 2-4 September, South Africa 3535



• The Technical Supervision of the execution of these rehabilitationworks is carried out conjointly by the Administrative Control Missionput in place by the Ministry of Public Works and the National CivilEngineering Laboratory (LABOGENIE ), in accordance with theauthorisation letter N° B70/d-28/SG/PM of 14 th February 2012 fromthe Prime Ministry.

• In this situation of urgency, the contract for the enterprise washastily drawn up on the basis of the quantities derived from aprevious preliminary study of the total road length; meanwhile,detailed technical studies were expected to be carried out in-situduring the execution phase of the project, conjointly by the roadconstruction company SUPER CONFORT and the AdministrativeControl Mission including LABOGENIE.

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• Owing to government’s efforts in the search for donor fundingfor the imminent tarring of the LOUM-KUMBA-MUNDEMBA-ISANGELE-AKWA-Limit NIGERIA road , the Minister ofPublic Works instructed the Project Team, through Note ofService N° 1840/N/MINTP/SG/DEPPR/SD-ERRO/SR of 14 th

March 2013, to make efforts to reduce to maximum theconstruction of major Engineering structures, whichcould either be destroyed by the new project orabandoned because the new road design for the tarringmay not exactly follow the existing road layout.– By so doing, the extra finances recovered could be used to

carry out Post-rehabilitation Current maintenance works onthe said road, while awaiting the commencement of theroad construction works still in the pipeline.

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CONTRACT DATA (KUMBACONTRACT DATA (KUMBA--EKONDO EKONDO TITITITI--MUNDEMBA ROAD PROJECT)MUNDEMBA ROAD PROJECT)

• Contract Amount (Tax Incl.) 4 769 999 970 FCFA• Contract Amount (Tax Excl.) 3 999 999 975 FCFA• Date of Signature 09 July 2012• Date of Notification 16 July 2012• Date of Registration 02 August 2012• Date of Registration 02 August 2012• Project Timeframe Twenty four (24) months• Source of Funding Road Fund 2012

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PHOTOGRAPHSPHOTOGRAPHSTREATMENT OF BAD SPOTS

WITH POUZZOLANE(Volcanic Ash )

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4141

4242

4343

4444

4545

4646



PHOTOGRAPHSPHOTOGRAPHSEXECUTION PHASE

4747

4848

4949



5252

5353



PHOTOGRAPHSPHOTOGRAPHSMONITORING & REPORTING

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PHOTOGRAPHSPHOTOGRAPHSROAD SAFETY CONCERNS

(Accident Cases )

5757

5858

5959

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OBSERVATIONSOBSERVATIONS

• Concerning the specific case of the KUMBA-EKONDO TITI-MUNDEMBA road project:

1. The Progress of Work was 55.87 % for TimeConsumption of 70.13 % as of 30th November 2013(Date of the mid-term evaluation).(Date of the mid-term evaluation).

2. There were many lapses in the follow-up of thesupervision and technical control of the implementationof the rehabilitation works under execution by theAdministrative Control Mission, notably:

� Lack of seriousness in the formalisation of the operationsof the monitoring (e.g. some control operations were notoften mentioned inside the Site Logbook);

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OBSERVATIONSOBSERVATIONS�The absence of Technical Administrative Orders prescribing

certain “corrections” on poorly executed tasks;�Frequent delays in the establishment and/or transmission of

some project related documents (ex. work evaluation sheets,minutes of site meetings);

� Inadequate filing system (some documents that weresupposed to have been filed were nowhere to be found in theoffice);office);

� Inadequate Traffic Sign Posts (e.g. Deviations, c/f Accidents).

3. The relative lateness with which both the material andfinancial logistics were supplied to the AdministrativeControl Mission Team contributed to a very large extentto the shortcomings observed during the follow-up ofthe execution of the first phase of this pilot project.

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OUR OUR ULTIMATE ULTIMATE ULTIMATE ULTIMATE

DREAMDREAM

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6464

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FOR MORE INFORMATIONFOR MORE INFORMATION

CONTACT

HRH Chief TAMBE John BITA

Mobile:Mobile:

+(237) 699 98 62 56

E-mail:

[email protected]

REPUBLIC OF CAMEROON

THANK YOUFOR YOUR

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SARF/IRF 2014 | 2-4 September, South Africa

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ATTENTION !!!