Consultancy for Engineering Design of Climate Resilient Community Access Roads in the

Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

DESIGN PRESENTATION RESOLUTIONS (25th - 27th July, 2018)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
1 Stabilization  The consultant should specify sections  Based on the current high  Consultant
with probase that require the use of probase; expected costs for the road
and other  The consultant shall prepare a cost construction projects and the
alternatives comparison between the use of probase bad experience with stabilizing
and use of lime; agents from UNRA, the item for
 The consultant should review the recent stabilization should be left out.
studies done by DFID
 PMU PRELNOR can liaise with Ministry
of Works that is currently piloting
stabilization with ‘Probase’
 Trials by UNRA of stabilizing agent ‘land
lock’ was not successful

2 Road  The consultant should maintain the road  As agreed, all points stated  Consultant
Pavement width as 4.9m as earlier agreed for all should be incorporated for both
the Project roads, except roads that are design reports (lot 1 &2)
originally of a higher Road class than
specified in the Project Design Manual
 The consultant should standardize the
gravel thickness to 100mm for all the
project roads;
 The consultant to explore the cost of
blasting instead of casting concrete to
reduce the 15% slope on the rock
outcrop, on Lupara – Olangang – Wiliwili
– Lanyacila Road in Latanya Sub –
County Pader. This 15% slope may be
too step for vehicles transporting
produce (Lot 2)
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
 There no quantities for bill item 3.2.1 on
some roads e.g. Ocim Corner – Agula –
Malaba Road. Quantities for all roads
items should be checked therefore.
3 Hydrological  Flood return period to be used should  As agreed, all points stated  Consultant
Design be in line with that specified in the should be incorporated for both
MoWT Drainage design manual for the design reports (lot 1 &2)
respective structures;
 Along Adigesi-Pagirinya-Latodo-Adidi-
Pawinyo-Obbu, there is a stream along
Link III whose type hydraulic structure
for intervention requires to be revisited.
 Alternative design criteria other than
TRRL East African Flood Model should
be considered e.g. kinematic theory or
Gumbel distribution that uses real data
analysis from 1st principles. Experience
from infrastructure project managers
shows that the TRRL method leads to
an over design similar to what is being
experienced in this design. (Lot 2)
 Review of bridge and Culvert designs
for all major cross drainage structures
and share with the PMU team as well as
all the Infrastructure Project Managers,
before submission of the Final Designs
on 8th August 2018 (Lot 2)
 All option analysis for choosing and
sizing of drainage structures should be
included in the Final Design report. (Lot
2)
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
 Bridge C018 does not exist in Kitgum
and one bridge on Alele East –
Adjumani road is missing (Lot 2)
 No bridge is required on Moruku –
Morulem – Akilok south road (Lot 2)
 Odek river in Omoro is crossed twice by
the project road but only one major
drainage structure has been provided
therefore the consultants should ensure
that all bridges are captured on the
corresponding roads to avoid costly
variation orders during implementation
(Lot 2)
4 Bridge &  The Consultant should consider use of  As agreed, all points stated  Consultant
Culvert reinforced concrete beams other than should be incorporated for both
Designs Universal Beams design reports (lot 1 &2)
 The consultant should modify the  There are no Design drawings
existing drawing for the culvert end for all Bridges in Lot 2. On
structure to include the apron and the Roads that have bridges, the
toe as per specifications for elimination design drawings only indicate
of scouring below the aprons (Lot 2) Box culverts. This should be
 A free board should be considered for rectified.
culvert designs as per specifications
(Lot 2)
5 Cost Estimates  The client shall avail the consultant with  As agreed, all points stated  PMU PRELNOR
the prevailing units rates used in the should be incorporated for both  Consultant
project districts; design reports (lot 1 &2)
 The consultant should cross check all  Follow the specifications for Bill
the unit rates and compare them with item 4.10
the rates for the respective districts;
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
 The consultant should review overall
cost of the roads and revise them
accordingly without hampering with the
quality of the design.
 The consultant to include a provisional
sum for materials testing and quality
control in the bills of Quantities (Lot 2)
 Bills of Quantities for items such as 4.8
Formwork for Bridges and Culverts
should be provided (Lot 2)
 Bill item 4.10 should allow for 100mm
gravel bedding on top of hardcore (Lot
2)

6 Rainwater  Review the number of cross culverts in  As agreed, all points stated  Consultant
harvesting low spots or swamps and revise them should be incorporated for both
accordingly; design reports (lot 1 &2)
 Additionally, the consultant should
recommend raising of culverts to a
designed height above the water
channel invert level to enable retaining
of water in the upstream; (Lot 1 & 2)
 Borrow pits shall be restored or modified
as requested by the community;
 Borrow pits and other Rain water  Infrastructure Project Managers
harvesting facilities shall be managed
through a separate committee other
than the Road Management Committee;
 Consent forms should be obtained for
sections where soak pits and offshoots
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
extend beyond the right of way (road
reserves) before construction (lot 2)
 The risk of children swimming in the
soak pits and drowning should be
mitigated through community education.
(Lot 2)
 Overtopping of the soak pits has been
designed to occur once every 5 years if
the soak pit is properly maintained (Lot
2)
7 Slope  The consultant should recommend  As agreed, all points stated  Consultant
protection at planting of vertiver grass on high should be incorporated for both
high embankment slopes design reports (lot 1 &2)
embankments
8 Road  The respective districts should write to  As agreed, all points stated  Infrastructure project Managers
replacements the PMU a confirmation letter stating the should be incorporated for both
road replacements done. design reports (lot 1 &2)

9 Spelling of  The consultant should adjust the road  As agreed, all points stated  Consultant
road names names of Kidimon – Apetoc to “Kidimon should be incorporated for both
– Apeto C”; Cwero – Wilal should be design reports (lot 1 &2)
changed to Cwero – Wilul; The
consultant should adjust the road Links
of Adigesi-Pagirinya-Latodo-Pawinyo-
Obbu road to Adigesi - Latodo (Link I),
Adigesi - Logoangwa (Link II), and
Pawinyo - Obbu (Link III)
 Consultant to ensure that the final report
is free of typographical errors (Lot 2)
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
 C001 River in Lamwo is called Limur
and not Rimu, C011 name of the Bridge
is Oruk and not Agago swamp, C013 is
River Come not Ocim (Lot 2)
 Page 6 in the hydrology report, the table
in section 1.4.4, the swamp is called
Oruk and not Kurok (Lot 2)
 Chapter 2 – Inventory and condition of
existing road should be deleted as its
misleading, page numbering should be
corrected in the hydrology report (Lot 2)
 Table on page 10, section 1.9.2 of the
hydrology report has a heading related
to temperature with a vertical axis
showing rainfall in mm instead of
temperature (Lot 2)

10 Access  The consultant should maintain the 6m  As agreed, all points stated  Consultant
Culverts culvert length for all access culverts should be incorporated for both
along the project road. design reports (lot 1 &2)

11 Project  The consultant should re-package the  Project should be packaged in  Consultant
Packaging proposed lots not to exceed 1 billion the region of 1 to1.5 billion or  PMU PRELNOR
Uganda Shillings per Lot; less for all lots
 For roads whose cost exceeds 1 billion  The PMU will guide on the
due to the presence of bridges and box roads in each lot and the
culverts, the consultant should package number of roads lots to be
as one Lot. tendered only after the final cost
 Project should be packaged between 1 - and scope have been agreed
1.5 billion (Lot 2) upon.
 Consultancy for Engineering Design of Climate Resilient Community Access Roads in the
Project Districts – Lot 1 (Adjumani, Amuru, Gulu and Nwoya) & Lot 2 (Kitgum, Lamwo, Agago, Pader and Omoro)

s/n Item Action points agreed upon Position of PMU PRELNOR Action by
Discussed
 All works should be complete within 6
months
 The PMU should guide on the roads in
each lot and the number of roads of lots
to be tendered
12 Cutting down  The consultant should recommend  As agreed, all points stated  Consultant
of trees planting of trees at institutions like should be incorporated for both
schools to mitigate the effects of tree design reports (lot 1 &2)
cutting on the project.
13 Bills of  The consultant should include the BoQs  As agreed, all points stated  Consultant
quantities for for Ndele – Atura - Ciforo Bridge in the should be incorporated for both
Ndele – Atura final submission. design reports (lot 1 &2)
Bridge
14 Anticipated  The consultant shall prepare a risk  As agreed, all points stated  Consultant
Challenges to assessment matrix. should be incorporated for both
be  This risk matrix may be incorporated design reports (lot 1 &2)
encountered into the special conditions of contract
during
Implementation
15 Allowance fees  The consultant shall not cater for an  As agreed, all points stated  Consultant
for supervising allowance fee for supervision by the should be incorporated for both
Engineer Engineer as this is already being design reports (lot 1 &2)
handled by the client.
16 Submission of  The consultant should submit the final  As agreed, all points stated  Consultant
Final Design report by 8th August, 2018 should be incorporated for both
Report design reports (lot 1 &2)