PPt - Contribution for 7th IRF Conference in INDIA OK2 [Mode de compatibilité]
SARF-IRF 2014 EXPOSE Chief TAMBE OK2 [Mode de compatibilité]
1. ‘‘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 for
Other Infrastructural WorksOther Infrastructural Works
(Formerly, Regional Sub(Formerly, Regional Sub--Director of Roads)Director of Roads)
Public Works Department, SWRPublic Works Department, SWR -- LIMBELIMBE
3. DESCRIPTION
LENGTH
(km)
PERCENTAGE
PAVED
Classified Roads
National 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)
101 028
From this Study:
(Approx. 7 % of Total)
4. 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”.
5. LEARNING OBJECTIVESLEARNING OBJECTIVES
OBJECTIVE 2:
The Operational Actors of this “Triangle”
are identified by three (03) Stakeholders
who constitute the Project Team.
They are:
OBJECTIVE 2:
The Operational Actors of this “Triangle”
are identified by three (03) Stakeholders
who 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).
6. LEARNING OBJECTIVESLEARNING OBJECTIVES
OBJECTIVE 3:
The exhaustive diagnosis of a catalogue of both
Administrative and Technical Indicators during
the Implementation or Control phases of Road
Infrastructure Projects;
OBJECTIVE 3:
The exhaustive diagnosis of a catalogue of both
Administrative and Technical Indicators during
the Implementation or Control phases of Road
Infrastructure Projects;
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Infrastructure Projects;
OBJECTIVE 4:
Effective Monitoring and Reporting is a regular
and continuous process.
Infrastructure Projects;
OBJECTIVE 4:
Effective Monitoring and Reporting is a regular
and continuous process.
7. CONTEXT AND PROBLEMCONTEXT AND PROBLEM
• In the early 1980’s in Cameroon, the road network was
partly maintained by the State through the Ministry of
Public Works, the Ministry of Agriculture and some
Development Corporations like the CDC, MIDENO,
UNVDA, SOWEDA, SODECAO, SODECOTON, etc.,
whose joint action enabled the extension and
maintenance of the national road network.maintenance of the national road network.
• Unfortunately, the economic crisis set in between 1985
and 1995, seriously undermining Cameroon’s capacity to
finance road rehabilitation and maintenance activities.
This, therefore, brought many previously opened roads
into the poor state in which they are found today.
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8. CONTEXT AND PROBLEMCONTEXT AND PROBLEM
• However, with the Government’s vision of attaining an
Emergent State by the year 2035, there is an eminent
boom within the Road sub-sector, hence, the growing
diversity of road construction and maintenance activities
in Cameroon, making complex the quality control of the
implementation of these road infrastructure projects byimplementation of these road infrastructure projects by
the various Stakeholders concerned.
• This shall constitute the central focus of this exposé.
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9. 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
10. SOME KEY DEFINITIONSSOME KEY DEFINITIONS
• Project Owner: The head of a Ministerial Department, the head of the
Executive of a Regional or Local authority, or the Director General of a
Public or Semi-Public Establishment, representing the beneficiary of the
services provided for in the contract. The Project Owner (sometimes called
the Contracting Authority) is represented on the field by his Central and
External technical services, i.e., the Contract Manager and the Contract
Engineer respectively.
Contract Manager:– Contract Manager: The natural person accredited by the Project
Owner for the general management of the Administrative, Financial and
Technical aspects at the definition, preparation, execution and
acceptance stages of the services forming the subject of the contract.
– Contract Engineer: The natural or corporate person governed by
Public Law and accredited by the Project Owner for the Technical and
Financial follow-up of the execution of the contract. He reports to the
Contract Manager.
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11. 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/her
interests at the definition, preparation, execution and acceptance stages of
the services forming the subject of the contract.
• Administration’s Contracting Partner (Contractor): Any natural or
corporate person party to the contract, responsible for the execution of the
services 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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12. OTHER STAKEHOLDERSOTHER STAKEHOLDERS
Other Stakeholders also intervene in the Realization of
Infrastructural Projects.
In effect, these Stakeholders are either situated outside the Triangle of
Action or are attached to one of the three Components of the Triangle.
They include:
International Funding Agencies (WB, EU, AfDB, etc)
Ministerial Technical Assistance Units
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Ministerial Technical Assistance Units
Liquidating Agencies (ROAD FUND, etc)
External Audit Structures (MINCONSUP, CONAC, etc)
Public Contracts Regulatory Bodies (ARMP, MINMAP, etc)
Public Contracts Commissions
Administrative Supervisory Structures
Independent Observers
Bank Managers
13. CONCEPTION AND THE PROJECTCONCEPTION AND THE PROJECT
OWNEROWNER
• In the context of the Implementation of Road
Infrastructure Projects, the Conception of the
Project is carried out by the Project Owner,
through his specialised Technical Services
(Central and External Services, represented by(Central and External Services, represented by
the Contract Manager and the Contract
Engineer respectively) and sometimes assisted
by the Technical Consulting Firms who had
already been awarded an earlier phase of the
technical Supervision contracts over one or
more Construction Companies.
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14. CONCEPTION AND THE PROJECTCONCEPTION AND THE PROJECT
OWNEROWNER
• These Technical Services of the Project
Owner exploit the Inventory of Road Defects
for each road segment, defining the Bill of
Quantities and the Cost Estimates for worksQuantities and the Cost Estimates for works
to be executed within a specific timeframe
and in accordance with the budgetary
constraints, in order to attain the objectives
set aside by the Project Owner. This is the
Conception phase of the Project.
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15. CONCEPTION AND THE PROJECTCONCEPTION AND THE PROJECT
OWNEROWNER
• However, there is usually a very long gap
between the time that the Inventory of Road
Defects that served as a basis for the
Programming is established and the actual
starting time for the implementation of works onstarting time for the implementation of works on
the field, with the following consequences:
– The evolution through aggravation of road defects
due to traffic and rainwater;
– Unforeseen circumstances like the collapse of a
bridge or a sporadic landslide.
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16. EXECUTION AND THE CONSTRUCTIONEXECUTION AND THE CONSTRUCTION
COMPANYCOMPANY
• The major difficulty in the implementation phase
of the contract is to ensure that the
Construction Company executes the works
according 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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17. EXECUTION AND THE CONSTRUCTIONEXECUTION AND THE CONSTRUCTION
COMPANYCOMPANY
• 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 Mastery
of the global Progress of Work).
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18. EXECUTION AND THE CONSTRUCTIONEXECUTION AND THE CONSTRUCTION
COMPANYCOMPANY
• 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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19. CONTROL AND THE PROJECTCONTROL AND THE PROJECT
MANAGERMANAGER
• The Project Manager (often referred to as the
Control Mission) is in-charge of the technical
supervision of the implementation of works under
execution by the set of Construction Companies
under its charge. There is usually a separate
contract that binds him with the Project Owner. Thecontract that binds him with the Project Owner. The
Project Manager is therefore considered as the
“eyes of the Administration”, pertaining to the
Project Owner, the Contract Manager and the
Contract Engineer, representing both the Central
and the External Services of the Ministry of Public
Works.
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21. THE PROJECT TEAMTHE PROJECT TEAM
– Fresh Inventory of Road Defects just before the start of
implementation of works;
– The Re-definition of works to be executed by the Construction
Company, in accordance with the budgetary constraints;
– The eventual request for supplementary funding with respect to
a 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 eventual
validation;
– The Project Team must define the activities which the
Contractor can execute while waiting for the approval of his
Project Execution Documents;
– The Minutes of the Definition of Quantities are drawn up and
signed on the spot by all the members present, and copies
distributed to each party involved.
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22. MONITORING AND REPORTINGMONITORING AND REPORTING
• During the whole duration of the execution
of the Contract, the Government Officer in-
charge of Monitoring should take all the
necessary measures in order to achieve
maximum respect of the Contractualmaximum respect of the Contractual
Clauses during implementation of works
on the field by the Contractor, and also
ensure a smooth Technical supervision by
the Control Mission.
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24. 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
3
Administrative 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 Policies
15 days after the notification of the
Administrative Order to start execution and
before works begin
25. N° ACTIONS PERIOD/DATE
6
Designation of the Contractor’s
Representative
15 days after the notification of the Contract
7
Election of Domicile of the
Enterprise
15 days after the notification of the Contract
8 Installation of Site
As soon as possible, the Base Camp(s) must
be designated
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9 Payment of Start-off advance
Before or during the start of the execution of
works
10
Pasting of the Internal
Regulations of the Company
At all the Base Camps
11 Sub-Contracting Before the start of manual works
26. N° ACTIONS PERIOD/DATE
12
Convocations for Pre-
Receptions and Receptions
When 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
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Supervisory Personnel of the
Project Manager
As soon as possible
28. N° ACTIONS PERIOD/DATE
1 Definition of Quantities 2 days per Enterprise
2 Project Execution Documents
30 days after Notification of the
Administrative Order to start work
3 Weekly Site Meetings Once a week for each Enterprise
4 Site Logbook
To be filled every working day, and on the
site
5
Technical Administrative Orders
As soon as need arises5
Technical Administrative Orders
and Letters
As soon as need arises
6
Project Execution Plans and
Drawings
To be submitted at least 14 days before
commencement of execution
7
Projected Weekly Graphic
Schedule
To be submitted by the Contractor during Site
meetings
8 Geotechnical Control During the execution
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29. N° ACTIONS PERIOD/DATE
9 Monthly Payment Bills
Latest 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 Drawings
30 days after the Provisional Acceptance
Report
13 Provisional Acceptance
When 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 Acceptance
1 year after the date of the Provisional
Acceptance
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32. THE “KUMBATHE “KUMBA--EKONDO TITIEKONDO TITI--
MUNDEMBA” SPECIAL ROAD PROJECTMUNDEMBA” SPECIAL ROAD PROJECT
• In December 2011, the Head of State, His Excellency
President Paul BIYA, ordered for the putting in place of a
Special Programme for the Construction and the
Rehabilitation of some major road axes to be funded by the
Road 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 acting
accordingly, the Prime Minister, Head of Government, and
Public Contracts Authority gave an authorisation following
letter N°B70/d-28/SG/PM of 16 th January 2012, for the award
of these contracts to some road construction companies
through the procedures of Mutual Agreement.
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33. THE “KUMBATHE “KUMBA--EKONDO TITIEKONDO TITI--
MUNDEMBA” SPECIAL ROAD PROJECTMUNDEMBA” SPECIAL ROAD PROJECT
• That was how the execution of the rehabilitation works
on the KUMBA-EKONDO TITI-MUNDEMBA road (112
km) of the National Road N° 16 was awarded to the
construction company SUPER CONFORT through
Contract Nº 312/M/MINTP/CPM-ERRP/2012. The
Project is in the South-West Region of CAMEROON andProject is in the South-West Region of CAMEROON and
the road links two Divisions (NDIAN and MEME). The
meteorological situation of the project zone is
characterised by a Dry Season of about three (03)
months running from January to March, and a Rainy
Season of about nine (09) months running from April to
December.
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37. THE “KUMBATHE “KUMBA--EKONDO TITIEKONDO TITI--
MUNDEMBA” SPECIAL ROAD PROJECTMUNDEMBA” SPECIAL ROAD PROJECT
• The Technical Supervision of the execution of these rehabilitation
works is carried out conjointly by the Administrative Control Mission
put in place by the Ministry of Public Works and the National Civil
Engineering Laboratory (LABOGENIE), in accordance with the
authorisation letter N° B70/d-28/SG/PM of 14 th February 2012 from
the Prime Ministry.
• In this situation of urgency, the contract for the enterprise was
hastily drawn up on the basis of the quantities derived from a
previous preliminary study of the total road length; meanwhile,
detailed technical studies were expected to be carried out in-situ
during the execution phase of the project, conjointly by the road
construction company SUPER CONFORT and the Administrative
Control Mission including LABOGENIE.
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38. THE “KUMBATHE “KUMBA--EKONDO TITIEKONDO TITI--
MUNDEMBA” SPECIAL ROAD PROJECTMUNDEMBA” SPECIAL ROAD PROJECT
• Owing to government’s efforts in the search for donor funding
for the imminent tarring of the LOUM-KUMBA-MUNDEMBA-
ISANGELE-AKWA-Limit NIGERIA road, the Minister of
Public Works instructed the Project Team, through Note of
Service N° 1840/N/MINTP/SG/DEPPR/SD-ERRO/SR of 14 th
March 2013, to make efforts to reduce to maximum the
construction of major Engineering structures, which
could either be destroyed by the new project or
abandoned because the new road design for the tarring
may 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 on
the said road, while awaiting the commencement of the
road construction works still in the pipeline.
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39. CONTRACT DATA (KUMBACONTRACT DATA (KUMBA--EKONDOEKONDO
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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61. OBSERVATIONSOBSERVATIONS
• Concerning the specific case of the KUMBA-
EKONDO TITI-MUNDEMBA road project:
1. The Progress of Work was 55.87 % for Time
Consumption 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 the
supervision and technical control of the implementation
of the rehabilitation works under execution by the
Administrative Control Mission, notably:
Lack of seriousness in the formalisation of the operations
of the monitoring (e.g. some control operations were not
often mentioned inside the Site Logbook);
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62. 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 were
supposed to have been filed were nowhere to be found in the
office);office);
Inadequate Traffic Sign Posts (e.g. Deviations, c/f Accidents).
3. The relative lateness with which both the material and
financial logistics were supplied to the Administrative
Control Mission Team contributed to a very large extent
to the shortcomings observed during the follow-up of
the execution of the first phase of this pilot project.
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66. FOR MORE INFORMATIONFOR MORE INFORMATION
CONTACT
HRH Chief TAMBE John BITA
Mobile:Mobile:
+(237) 699 98 62 56
E-mail:
btambe2002@yahoo.co.uk
REPUBLIC OF CAMEROON
