FEEDER ROADS Maintenance Manual - Ghana

ROUTINE AND RECURRENT MAINTENANCE MANUAL
FOR THE
DEPARTMENT OF FEEDER ROADS
OF THE
MINISTRY OF TRANSPORTATION
First Edition: June, 2006 Revision 2 Nov 2006

Table of contents
1.0 INTRODUCTION ................................................................................................................................................... 1

1.1 BACKGROUND ....................................................................................................................................................... 1
1.2 PURPOSE AND SCOPE ............................................................................................................................................. 1
2.0 THE GIS AND ROAD DATA BASE ..................................................................................................................... 3
3.0 LEVELS OF ROUTINE AND RECURRENT MAINTENANCE ...................................................................... 4
3.1 DEFINITIONS .......................................................................................................................................................... 4
3.1.1 Minimum level of Maintenance ........................................................................................................................ 4
3.1.2 Basic level of Maintenance .............................................................................................................................. 4
3.1.3 Standard level of Maintenance ........................................................................................................................ 4
4.0 ROUTINE AND RECURRENT MAINTENANCE ACTIVITIES AND SPECIFICATIONS ........................ 5
4.1 PREAMBLE TO ACTIVITY SPECIFICATIONS ............................................................................................................. 5
4.2 STANDARD ELEMENTS OF ACTIVITY SPECIFICATION............................................................................................. 5
4.2.1 Activity number ................................................................................................................................................ 5
4.2.2 Activity name.................................................................................................................................................... 5
4.2.3 Description and purpose .................................................................................................................................. 5
4.2.4 Technical specification .................................................................................................................................... 5
4.2.5 Health and safety ............................................................................................................................................. 5
4.2.6 Environmental issues ....................................................................................................................................... 5
4.2.7 Method of measurement of work ...................................................................................................................... 5
4.2.8 Unit of measurement ........................................................................................................................................ 6
4.3 GROUPS OF ACTIVITIES ......................................................................................................................................... 6
4.4 LIST OF ACTIVITIES ............................................................................................................................................... 6
5.0 ROUTINE AND RECURRENT MAINTENANCE BUDGET ........................................................................... 7
5.1 STAGES OF BUDGET PREPARATION ....................................................................................................................... 7
5.2 BUDGETING FOR LEVELS OF MAINTENANCE ......................................................................................................... 7
5.3 NETWORK BUDGETING .......................................................................................................................................... 7
5.4 REVIEWING THE NETWORK BUDGET TO SUIT ALLOCATED BUDGET ...................................................................... 8
6.0 ROUTINE AND RECURRENT MAINTENANCE CONTRACT PACKAGE ............................................... 10
6.1 FACTORS TO CONSIDER ........................................................................................................................................ 10
6.2 PREPARATION OF BILL OF QUANTITIES (BOQ) .................................................................................................... 10
6.3 PREPARATION OF TENDER DOCUMENTS .............................................................................................................. 10
7.0 PROCUREMENT ................................................................................................................................................. 11
8.0 PREPARATION OF ROUTINE AND RECURRENT MAINTENANCE CONTRACT DOCUMENT ...... 12
9.0 SUPERVISION OF ROUTINE AND RECURRENT MAINTENANCE WORKS ........................................ 13
9.1 SCHEDULING OF WORKS ...................................................................................................................................... 13
9.1.1 Period of work order ...................................................................................................................................... 13
9.1.2 Quantum of works in a work order ................................................................................................................ 13
9.1.3 Contractor’s programme of works ................................................................................................................. 13
9.1.4 Timing of activities ......................................................................................................................................... 13
9.1.5 Sequence of activities ..................................................................................................................................... 13
9.1.6 Frequency of activities ................................................................................................................................... 13
9.2 REPORTING .......................................................................................................................................................... 14
9.2.1 Daily reports .................................................................................................................................................. 14
9.2.2 Weekly reports ............................................................................................................................................... 14
9.2.3 Monthly reports.............................................................................................................................................. 14
9.2.4 Quality Control report ................................................................................................................................... 14
9.3 MEASUREMENTS AND CERTIFICATION ................................................................................................................ 14
9.3.1 Measurement of works ................................................................................................................................... 14
9.3.2 Certification for works ................................................................................................................................... 15
i
10.0 MONITORING ..................................................................................................................................................... 16
10.1 PRE-CONTRACT ................................................................................................................................................... 16
10.1.1 Road inventory,condition survey and traffic ............................................................................................. 16
10.1.2 Budgeting .................................................................................................................................................. 16
10.1.3 Project preparation ................................................................................................................................... 16
10.1.4 Tender preparation ................................................................................................................................... 16
10.1.5 Tendering and award of contract .............................................................................................................. 16
10.1.6 Contract documentation and signing of contract ...................................................................................... 17
10.2 POST-CONTRACT ................................................................................................................................................. 17
10.2.1 Progress of works ...................................................................................................................................... 17
10.2.2 Quality of works ........................................................................................................................................ 17
10.2.3 Monitoring and Control ............................................................................................................................ 17
10.2.4 Time control ............................................................................................................................................... 17
11 DUTIES AND RESPONSIBILITIES ....................................................................................................................... 18
11.1 MANAGEMENT TASKS ......................................................................................................................................... 18
11.2 HEAD OFFICE DUTIES .......................................................................................................................................... 18
11.3 THE DUTIES OF THE REGIONAL ENGINEER .......................................................................................................... 19
11.4 THE DUTIES OF THE MAINTENANCE ENGINEER ................................................................................................... 19
11.5 THE DUTIES OF THE QUANTITY SURVEYOR ......................................................................................................... 19
11.6 THE DUTIES OF AREA OR DISTRICT ENGINEERS .................................................................................................. 20
11.7 THE DUTIES OF ROAD FOREMEN ......................................................................................................................... 20
APPENDIX 1: ACTIVITY SPECIFICATION ................................................................................................................. 21
PREAMBLE ..................................................................................................................................................................... 22
GENERAL .................................................................................................................................................................... 22
APPENDIX 2: ACTIVITY LIST ....................................................................................................................................... 59
APPENDIX 3: SAMPLE CALCULATIONS OF COST/KM FOR LEVELS OF MAINTENANCE.......................... 61
APPENDIX 4: BILL OF QUANTITIES ........................................................................................................................... 63
APPENDIX 5: SUPERVISION FORMS ........................................................................................................................... 65
APPENDIX 6: MONITORING FORM ............................................................................................................................. 70
ANNEX A: ROAD CONDITION SURVEY AND TRAFFIC COUNT…………..…………………………...79
ii
Definitions and Acronyms
DEFINITIONS AND ACRONYMS
DEFINITIONS
1. Work Order Number (refer form M1): A serial number assigned to the work orders issued to
contractor from time to time. Numbers shall be two (2) digits starting from 01 and continuing
in increments of one (1).
2. Work Measurement Number (refer form M2): A serial number assigned to the works measured
from time to time. Numbers shall be two (2) digits starting from 01 and continuing in
increments of one (1).
ACRONYMS
DFR : Department of Feeder Roads

WB : World Bank
DANIDA : Danish International Development Agency
NFRRMP : National Feeder Roads Rehabilitation and Maintenance Project
MPBS : Maintenance Performance Budgeting System
DFID : Department for International Development
MST : Management Support Team
MoT : Ministry of Transportation
BoQ : Bills of Quantities
DFR Routine Maintenance Management Manual iii

Definitions and Acronyms
Tables and figures

TABLE 3.1: ACTIVITIES INCLUDED IN LEVELS OF MAINTENANCE............................................................... 4
TABLE 5.1: DECISION MATRIX FOR DETERMINATION OF LEVEL OF MAINTENANCE .................................... 7
FIGURE 5.1: BUDGET CALCULATION ......................................................................................................... 8

FIGURE 5.2: FLOW CHART OF THE BUDGET REVIEWING PROCESS .............................................................. 9
DFR Routine Maintenance Management Manual iv

Members of review team
MEMBERS OF THE REVIEW TEAM
1. PRINCE NFODZO (PRINCIPAL ENGINEER)-Coordinator

2. JOHN OBENG ASIEDU (PRINCIPAL ENGINEER)
3. KWASI OSAFO AMPADU (PRINCIPAL ENGINEER)
4. CHARLES K. ASAFO ADJEI (PRINCIPAL ENGINEER)
5. JOSEPH ADJEI MENSAH IDUN (SENIOR QUANTITY SURVEYOR)
6. STEPHEN VINCENT (MIS SPECIALIST, DFID-MST)
DFR Routine Maintenance Management Manual v

Introduction
1.0 INTRODUCTION
1.1 Background
An emerging challenge for DFR is to ensure the provision of safe all weather accessible feeder roads
at optimum cost for the effective planning, development, rehabilitation and maintenance. Key issues
that have been confronting DFR over the years include decreasing road budgets, inconsistency and
unreliable data from inventories for planning, budgeting and monitoring.
In addressing the key issues and also in preserving investments made on improved roads and bridges
and to minimise the deteriorating feeder roads network, an effective maintenance management system
was required. In 1992, the GOG with assistance from the World Bank and in association with other
Development partners put in place the National Feeder Roads Rehabilitation and Maintenance Project
(NFRRMP). Subsequently in 1994, the Danish International Development Agency (DANIDA)
supported DFR to put in place the Maintenance Performance Budgeting System (MPBS).
The MPBS provided operational criteria for the expedient choice of maintenance options in particular
pertaining to routine and recurrent maintenance. Although the MPBS has been in operation since
1994, it has operated alongside other routine and recurrent maintenance systems. After a decade of
practicing MPBS, there was the need to review it owing to the following reasons:
(i) A number of activities were rarely used.

(ii) Not all activities that actually took place were included in the activity specification list.
(iii) Some activities could be combined.
(iv) Specifications were designed for execution by a direct labour organisation rather than for
use in competitive contracts.
(v) To ensure uniformity in routine and recurrent maintenance in a management system.
DFR in collaboration with Management Support Team (MST) of Department for International
Development (DFID) had a series of meetings in four Regions to have a critical look at the various
routine maintenance systems. THE consensus from these meeting was that there was the need to
review the MPBS.
Consequently, a working group of five DFR personnel were formed and tasked to come out with a
routine maintenance management system and a manual to unify the MPBS, other routine maintenance
systems and the Geographical Information System (GIS) being developed by DFR with assistance
from DFID.
1.2 Purpose and Scope

This Routine and Recurrent Maintenance Management Manual is a guide for all personnel in DFR
involved in road maintenance. The manual is intended to be used by the Technical staff as a reference
material for management practices associated with the routine and recurrent maintenance of feeder
roads. In addition, the manual defines the duties and responsibilities, and the procedures and
specifications for the maintenance activities, as they presently apply in DFR.
DFR Routine Maintenance Management Manual 1

Introduction
This manual shall form the basis of developing course material for training programmes for DFR staff
and other implementers of feeder roads routine and recurrent maintenance programmes.

The GIS and DFR Road Database
THE GIS AND ROAD DATA BASE

Over the years the DFR budget estimates have been prepared based on data submitted by field officers
who carryout the inventory by themselves or through subordinate staff on the total network.
Discrepancies have always been observed when data has been collated for the purposes of either
planning or budgeting, thus, making it difficult to access reliable data to assist management functions
of planning, programming, preparation and operations, to be effectively carried out.
In support of the Government of Ghana‟s Highway Sector Investment Programme, the Government of
the United Kingdom, through DFID provided a grant for a Rural Feeder Roads Programme that will be
executed by the DFR. Part of the proceeds of that grant was applied to procure consultancy services
for undertaking an inventory of all engineered and unengineered roads comprising the district road
networks in each of the regions in Ghana.
The inventory was used to build the feeder road network definition database of Ghana. In defining the
total feeder road network in the regions an inventory and condition survey of each road on the regional
feeder road network and records of Geographical Position System (GPS) co-ordinates along the road
alignment were collected. The GPS co-ordinate inventory data was presented in ArcView Shape Files.
With this system in place, it has made available for the use by DFR the following:
 Revised digital maps of each district road network and regional road network showing the location
of intersections, culverts and bridges and social amenities (schools, health facilities, markets, etc.)
on the road alignment.
 Electronic versions of the GPS co-ordinate data software for use by DFR‟s GIS Unit in updating
the existing digital district road maps in Ghana.
 Hard copies of drawings containing all relevant GPS co-ordinate inventory data.
 Unique identification number for each road section
The details of the DFR GIS and Road Data Base user guide are published in separate document as
Road Data Base user manual.

Levels of Maintenance
3.0 LEVELS OF ROUTINE AND RECURRENT MAINTENANCE

3.1 Definitions
Routine Maintenance. Maintenance required continually on every road whatever its
engineering characteristics or traffic volume.
Recurrent Maintenance. Maintenance required at intervals during the year with a frequency that
depends on the volume of traffic using the road.
In order to facilitate the planning of works, routine and recurrent maintenance operations have been
grouped into three levels. These are minimum, basic and standard levels of maintenance as shown in
Table 3.1.
3.1.1 Minimum level of Maintenance
This level is to provide vegetation control and drainage maintenance. The activities involved are Grass
cutting or Bush clearing, Ditch cleaning, Re-excavate ditches and Cleaning culverts, inlet and outlet
channels.
3.1.2 Basic level of Maintenance
This level is to provide some surface maintenance in addition to the minimum level of maintenance.
The additional activities included are Blading and Reshaping of road surface.
3.1.3 Standard level of Maintenance
This level is to provide full maintenance of the road. It includes all of the activities of the basic level
and essential minor works like; minor culvert repairs, sectional regravelling, construction of new
culverts and sectional raising.
Table 3.1: Activities included in levels of maintenance

Clearing Minor works (sectional
Level of vegetation and Blading regravelling, culvert
maintenance drainage Reshaping repairs, extra culverts,
maintenance sectional raising etc.)
Standard Yes Yes Yes
Basic Yes Yes No
Minimum Yes No No

Road Maintenance Activities and Specifications
4.0 ROUTINE AND RECURRENT MAINTENANCE ACTIVITIES AND

SPECIFICATIONS
4.1 Preamble to Activity Specifications
The preamble to the activity specifications deals with general issues pertaining to the BoQ and
highlights some information in the activity specifications. It is highly recommended that the preamble
is read in conjunction with the BoQ and the activity specifications. (Full text of preamble and the
activity specifications are shown in Appendix 1)
4.2 Standard Elements of Activity Specification

The following are the elements of an activity specification:
4.2.1 Activity number
Generally, each activity is identified by a two digit number. The first digit represents the general
purpose of the activity by sub-group, for example, drainage maintenance. The second digit represents
the individual activity within the sub-group. A third digit is used to differentiate two or more similar
activities of different nature. Each activity number is followed by the letter „F‟ to denote that the
activity applies to feeder road maintenance.
4.2.2 Activity name
Each activity is identified by a distinct name for easy and clear reference.
4.2.3 Description and purpose
The description and purpose is to standardize the terms used to ensure clear and concise
communication and to remove any ambiguities in the scope of work to be carried out.
4.2.4 Technical specification
The technical specifications give information on the quality of construction, workmanship and
materials required.
4.2.5 Health and safety
This gives guidelines on work methods to be adopted to reduce accidents and hazards on site.
4.2.6 Environmental issues
This gives guidelines on work methods to be adopted to reduce negative environmental impacts on the
communities along the road corridor.
4.2.7 Method of measurement of work
The method of measurement is to make it clear as to how work carried out shall be measured for the
purpose of payment.

Road Maintenance Activities and Specifications
4.2.8 Unit of measurement
This indicates the dimensions that shall be used to measure the work.
4.3 Groups of Activities

There are thirty-three (33) activities which have been grouped into five (5) categories. The activities
are grouped and numbered according to the type and purpose of the activity. The categories are:
 Vegetation control
 Drainage maintenance
 Structural maintenance
 Surface maintenance
 General items
4.4 List of Activities

Appendix 2 shows the list of the activities indicating the activity number, name and unit of
measurement

Road Maintenance Budget
5.0 ROUTINE AND RECURRENT MAINTENANCE BUDGET

5.1 Stages of Budget Preparation
DFR routine and recurrent maintenance budgets are prepared at three different stages, namely; Head
Office, Region and District or Area.
.
5.2 Budgeting for Levels of Maintenance
In order to determine the average cost per kilometre for each level of maintenance, the following
inputs are necessary for the relevant activities in that level of maintenance:
i. The quantity per kilometre

ii. The weighting (the distribution of quantities per kilometre of activities of similar purpose)
iii. The frequency of the activity
iv. The unit rate
The product of the above items gives the cost of a particular activity. The sum of the cost of the
relevant activities gives the average cost per kilometre of the level of maintenance under
consideration. Sample calculations of the cost per kilometre for the various levels of maintenance are
shown in Appendix 3.
5.3 Network budgeting

The appropriate level of maintenance is determined by the volume of traffic and the road condition.
This shall be determined using the decision matrix shown in Table 5.1 below.
Table 5.1: Decision matrix for determination of level of maintenance

Traffic (ADT)
Level of Low Medium High
Maintenance (Less than 50 (50 to 100 (More than 100
motor vehicles) motor vehicles) motor vehicles)
Poor
Standard
Fair
CONDITION
Poor Poor
Basic Good
Fair
ROAD
Fair
Minimum Good
Good
The District or Area Engineer shall assess the routine and recurrent maintenance needs of individual
roads and generate a draft budget targeted at achieving a reasonable level of maintenance. Using the
average cost per kilometre for each level of maintenance estimated by the Region, the total budget
requirement for the Network can then be determined as shown in Figure 5.1

District C
District B
District A
Section Length for level of maintenance
Road from to Standard Basic Minimum
Name (km) (km) (km) (km) (km)
Maintenance level(s) for each road in each District
Total budget for Region
(km of Standard) x (average cost/km of Standard) =

(km of Basic) x (average cost/km of Basic) =
(km of Minimum) x (average cost/km of Minimum) =
Budget required =
Figure 5.1: Budget calculation
The region shall collate the draft budgets from all its districts to prepare a draft regional budget. This
shall be forwarded to Head Office.
Head Office shall collate the draft budgets from all the Regions to prepare the DFR national routine
and recurrent maintenance budget and submit to the Ministry of Road Transport (MRT).
5.4 Reviewing the Network Budget to suit Allocated Budget

The DFR Head Office receives its budgetary allocation from MRT and makes distribution to the
regions.
Based on the Regional budget allocations, the regions shall review their budgets to suit the allocated
funds and shall review the Districts or Area draft budgets accordingly. Figure 5.2 shows the flow chart
of the budget reviewing process.

Initial determination of level of maintenance for each

engineered road in accordance with decision matrix (Table 5.1)
Refinement of levels of maintenance for specific sections of

roads as a result of the local knowledge.
Determination of total budget requirement for the network
Modify maintenance levels

for selected roads and
Is the total budget for the sections of roads, based on
network = allocated funds? engineering judgement of
NO actual needs
YES
Finalise budget
Figure 5.2: Flow chart of the budget reviewing process

Road Maintenance Contract Package
6.0 ROUTINE AND RECURRENT MAINTENANCE CONTRACT

PACKAGE
6.1 Factors to consider
The following shall be taken into consideration in the preparation of routine and recurrent maintenance
contract packages:
i. The geographical spread of roads:

Roads within a package shall be so selected to ensure that the roads are not too far apart. As far
as practicable the roads shall be in the same political district.
ii. The size of the package:

The package shall be prepared with a minimum length of 30Km
iii. Duration of contract:

Contracts shall be packaged such that the contract duration shall be twelve (12) calendar
months. However, where appropriate shorter term contracts shall be considered.
6.2 Preparation of Bill of Quantities (BoQ)

The Bills of Quantities shall be prepared based on the allocated budget. They shall be prepared using
the standard DFR routine and recurrent maintenance bill of quantities shown in Appendix 4. The bills
of quantities shall be prepared for each road in the package in addition to a summary bill of quantities
for the package.
6.3 Preparation of Tender Documents

Tender documents shall be prepared using the DFR standard tender document for routine and recurrent
maintenance works.

Procurement
7.0 PROCUREMENT
The procurement of the works shall be in conformity with the procurement law of the Republic
of Ghana, Act 663 (2003) and procedures for procurement as directed by DFR Head Office.

Contract Document
8.0 PREPARATION OF ROUTINE AND RECURRENT MAINTENANCE

CONTRACT DOCUMENT
Contract documents shall be prepared using the DFR standard contract document for routine
and recurrent maintenance works. The contract document shall include the various road
reference numbers and a sketch or a map showing the locations of all the roads for the project.

Duties and Responsibilities
9.0 SUPERVISION OF ROUTINE AND RECURRENT MAINTENANCE

WORKS
The DFR standard forms for supervision of works shall be used appropriately. These forms are
designated as S- and M- forms. The full set of these forms are shown in Appendices 5 and 6
respectively.
9.1 Scheduling of works

The works shall be executed by the issuing of periodic work orders. This is to indicate the works to be
carried out at specific locations over a period of time. Works shall be scheduled by the Area or District
Engineer using the work order form (Form M1)
9.1.1 Period of work order
Works shall be scheduled to cover a period of three (3) months. However, in exceptional cases, works
shall be scheduled for periods shorter than three (3) months.
9.1.2 Quantum of works in a work order
The spread and quantum of works per work order shall ensure that the contractor‟s resources are
efficiently utilized.
9.1.3 Contractor’s programme of works
The contractor shall be required to submit a work programme based on the work order received. The
work order shall be approved or reviewed by the Maintenance Engineer before the execution of the
works.
9.1.4 Timing of activities
The activities shall be scheduled with due consideration to climatic conditions. It should be noted that
some activities are preferably performed before or after rainy seasons.
9.1.5 Sequence of activities
The technical specifications of the activity specification where appropriate, specify the activities that
shall precede any particular activity. In the execution of works, the sequencing of activities shall be
adhered to.
9.1.6 Frequency of activities
For activities requiring more than one (1) frequency, the scheduling shall be done taking into
consideration the duration of the contract and the timing of activities.

9.2 Reporting
Monitoring and control shall depend on information and data generated from reports. The following
reports shall be prepared and submitted as stated.
9.2.1 Daily reports
The site supervisor (foreman or work superintendent) shall keep daily records of all site activities
using DFR supervisors‟ site visit report (Form S3) and site visit check sheet (Form S4).
9.2.2 Weekly reports
The site supervisor (foreman or work superintendent) shall in addition to forms S3 and S4 complete
the DFR Supervisor‟s Diary (Form S2) and submit to the Area or District Engineer on weekly basis.
9.2.3 Monthly reports
The Area or District Engineer shall collate the reports from the site supervisors (foremen or work
superintendents) in addition to his own operations into a monthly report. This report shall be submitted
to the Regional office by the last working day of the month.
The Regional Engineer shall collate the monthly reports from the Areas or Districts into a Regional
Monthly report and submit to the Head Office by the tenth (10th) day of the ensuing month.
The Regional Engineer shall in addition to the monthly reports, prepare and submit quarterly, mid-year
and annual reports to the Head Office
9.2.4 Quality Control report
Where applicable, the materials division shall carry out appropriate quality control tests and submit
reports to the Regional Engineer.
9.3 Measurements and Certification
9.3.1 Measurement of works
The Area or District Engineer shall satisfy himself that the works have been executed to the Technical
Specifications and shall measure the completed works as per the method of measurement in the
activity specification. The work measurement form (Form M2) shall be used for this purpose.
The Area or District Engineer shall submit the work measurement form to the Maintenance Engineer.
The Maintenance Engineer shall satisfy himself that the works have been executed to the Technical
Specifications and have been accurately measured before giving approval and recommending to the
Regional Engineer for certification.

9.3.2 Certification for works
The Regional Engineer shall accept or amend the measured work and request for certification.
The Maintenance Engineer and Area or District Engineer shall liaise with the Quantity Surveyor to
prepare the payment certificate comprising;
 Certificate form
 Progress report form (M7)
 Work order form (M1)
 Work measurement form (M2)
 Work payment form (M3)
 Price adjustment form (M4) where applicable
 Contract payment summary form (M5)
 Contract monitoring form (M6)
The Area or District Engineer shall sign the payment certificate and submit to the District or
Municipal or Metropolitan Assembly for the necessary endorsement.
The Area or District Engineer shall submit the endorsed payment certificates to the Regional Engineer.
The Regional Engineer shall endorse the payment certificates and forward same to Head Office with a
request for payment.

10.0 MONITORING
The monitoring of the condition of the network, monitoring and control of operations and systems
procedures shall be an essential element of the management of the routine and recurrent maintenance
projects. Without adequate monitoring and control, the ability to fulfill work programmes, achieve
specified work quality, operate within budget and produce reliable data for planning will be affected.
10.1 Pre-contract
10.1.1 Road inventory, condition survey and traffic
The Regional Office shall ensure that before commencing the budgeting process for the ensuing year,
road inventory data for each road shall be updated. Also they the region shall carry out road condition
survey on the entire network using the criteria shown annex A
10.1.2 Budgeting
The Regional Office shall ensure that the total cost of planned works does not exceed the approved
routine and recurrent maintenance budget for the year.
10.1.3 Project preparation
The Regional Office shall ensure that the actual field data based on the road inventory and condition
survey shall be used in the project preparation.
10.1.4 Tender preparation
The Regional Office shall ensure that all the relevant information is captured in the tender document.
Attention shall be given to the following data:
 Correct Tender Number
 Invitation to Tender
 Instructions to Tender
 Form of Tender
 Tender Data
 Contract Data
 Appropriate Conditions of Contract
 Line Diagrams
 Bills of Quantities
 Technical Specification
 Drawings
10.1.5 Tendering and award of contract
The Head Office and Regional office shall ensure that the provisions of the Procurement Act 663
(2003) or any other applicable procurement guideline are adhered to.

10.1.6 Contract documentation and signing of contract
Prior to signing the contract agreement, the Regional Engineer shall ensure that the contract document
contains all the relevant sections of the tender document dully filled where necessary and any other
data prescribed by the Procurement Act 663 (2003).
10.2 Post-contract
10.2.1 Progress of works
The contractor‟s programme of works shall form the basis for monitoring the progress of works. The
following forms shall be used:
 Supervisor‟s diary (Form S-2)
 Site visit report (Form S-3)
 Site visit check sheet (Form S-4)
 Progress report (Form M-7)
10.2.2 Quality of works
The Regional Engineer shall ensure that the quality and standard of works shall conform to the activity
specifications.
10.2.3 Monitoring and Control
The Regional Engineer shall monitor and control the contract to ensure that the cost of the project is
within budget. The following forms shall be used to monitor and control the cost of the project:
 Contract monitoring (Form M-6)
 Progress report (Form M-7)
Additional works shall only be allowed in exceptional cases e.g. emergency situations
10.2.4 Time control
The Regional Engineer shall monitor the actual performance of the contractor against the contractors‟
approved programme of works to ensure that works are completed within schedule. The contract
duration should not be more than one (1) year.

11 DUTIES AND RESPONSIBILITIES
11.1 Management Tasks

Management is concerned with delegating responsibility to that level of management most appropriate
for the effective execution of that responsibility.
Management systems that overload senior management with excess detail and minor operational
decision making are inefficient. Management systems that allow, or depend on, senior management
reaching down and dictating, or unduly influencing, operational programmes are usually unsustainable
and ineffective.
In order that management tasks are fulfilled, it is necessary to clearly define the roles of the various
management levels, and the authority and responsibilities of those levels.
To enable management carry out their duties, especially to maintain control, ensure effective use of
funds and monitor performance, there has to be a flow of information up and down the management
chain.
11.2 Duties of Head Office

The duties of senior management at DFR Head Office include:
 Development strategies to meet Ministry and Government policies and objectives (such as: to
provide adequate maintenance to the rehabilitated feeder road network).
 Preparation of long-term (5-year) plans to identify:
 the extent of the engineered network, every year
 work programmes and funds required to maintain the network, every year
 resources needed to execute those work Programme every year
 staffing levels and training requirements to administer and supervise those work programmes,
every year.
 Allocation of funds and the authorization of expenditure to a defined network of roads to meet
DFR objectives within budgetary limitations
 Administration of an emergency fund taken from the total national budget and allocated as
needed to those regions suffering extraordinary storm damage beyond the scope of the normal
maintenance work programme
 Monitoring of maintenance contracts awarded by regions to ensure conformity with work
quantity objectives and budget limits, and application to the defined engineered network only
 Monitoring performance by regions, by report analysis and field visits, in terms of:
 correct expenditure of funds as authorised
 progress towards planned work quantity objectives and activity emphasis
 execution of work according to established activity standards
 accuracy of performance summary reports and contract payment certificates
 preparation of monthly national performance summary reports collated from the regional
reports
 identification of significant deviations from policy, planned work quantities and authorised
expenditure at regional levels

 implementation of appropriate corrective action to reduce, or remove, identified significant

deviations
 administration and coordination of training to provide for staff development and in order to
correct observed deficiencies in staff skills and knowledge.
11.3 The Duties of the Regional Engineer

The duties of the Regional Engineer include:
 ensuring correct expenditure of funds as authorised
 review and approval of tender and contract documents and the award of maintenance contracts
through the appropriate Tender Board or Committee in line with set work programmes and
budgetary limits
 reviewing and approving of work schedules and work instructions to contractors that correctly
reflect programme objectives, financial resources available and current road conditions and
maintenance needs
 authorization of payment certificates and the payment of contractors in a timely manner
 identification of significant deviations from planned regional work programme quantities and
authorised expenditure at regional level
 implementation of appropriate corrective action to reduce, or remove, identified significant
deviations
 administration and coordination of training to provide for staff development and in order to
correct observed deficiencies in staff skills and knowledge
 management of contracts to ensure DFR contractual obligations are met and that payments
made to the contractors are consistent with work done and within financial limits of funds
available
 ensuring work standards as laid down in the Maintenance System are adhered to
 updating all DFR road database data, including road definitions, road inventory, road
condition, traffic and drainage structure data and submit to Head Office.
11.4 The Duties of the Maintenance Engineer

The duties of the Maintenance Engineer include:
 compile regional list of engineered roads and forward to DFR Head Office
 liaise with the Quantity Surveyor in the preparation of tender documents and tender appraisal
 liaise with the Quantity Surveyor in the preparation of contract documents
 prepare regional annual resource distribution
 approve work schedules issued by District or Area Engineer
 review and approve work instructions to contractors
 liaise with the Quantity Surveyor in the preparation of payment certificates
 prepare accurate summary performance reports and the prompt submission of these reports to
DFR Head Office
11.5 The Duties of the Quantity Surveyor

The duties of the Quantity Surveyor include:
 preparation of tender documents and tender appraisal
 preparation of contract documents
 preparation of payment certificates
 preparation of accurate summary performance reports and the prompt submission of these
reports to DFR Head Office
11.6 The Duties of Area or District Engineers

The duties of Area or District Engineers include:
 carrying out annual road inventories, condition surveys and traffic counting
 ensuring that maintenance needs are documented and scheduled
 ensuring that work is scheduled towards achieving programme objectives
 ensuring that work is executed according to maintenance standards
 ensuring that completed work is accurately measured
 ensuring that summary reports are completed and submitted to the Regional Office on time
 identifying significant deviations from targets set and taking the appropriate corrective action
 recommending changes to approved work schedules where changed conditions on site make
them necessary
11.7 The Duties of Road Foremen

The duties of Road Foremen include:
 assisting in carry out annual road inventories, condition surveys and traffic counting
 carrying out road inspections to identify and document maintenance needs on each road in his
district on the appropriate form
 regular inspections of work being carried out to ensure conformity with approved work
standards
 accurately measuring completed work in the presence of contractors representative
 reporting work done accurately and promptly to the Area or District Engineer
 directing work on site to correct deficiencies in standard and to inform Area or District
Engineer of sudden changes in condition or of unforeseen situations on site.

Appendix 1: Activity specifications
APPENDIX 1: Activity specification

ACTIVITY SPECIFICATION
PREAMBLE
GENERAL
The Bill of Quantities shall be read in conjunction with the Instructions to Bidders.
The short descriptions given for the items of the Bills of Quantities are intended to provide essential
information and identify the work included in the item. The full scope of the Contractor‟s tasks and
obligations involved in the execution of the work under the item is to be ascertained from the
Drawings, Activity Specifications and other relevant Contract Documents. Any omission from or
inclusion or reference in the item description in no way absolves the Contractor of his obligations
under all sections of the Contract Documents.
The Quantities in the Bill of Quantities are approximate only and in no case shall such quantities be
considered to limit or extend the amount of work to be done and material to be supplied by the
Contractor.
The measurement of all completed work shall be as detailed in the Activity Specification and
elsewhere in the Contract Documents. The quantity of work satisfactorily completed under the various
items in the Bill of Quantities shall be agreed between the Contractor and the Engineer. Failing such
agreement, the quantities, as determined by the Engineer shall be final and binding on the Contractor
and payment shall be made accordingly.
Activities carried out shall be adequately covered by photographs. The Engineer may also request for
photographs of critical stages of activities.
As much as possible suitable materials shall be located within 5km. Activity 5.4F shall be applicable
only when directed to be carried out by the Engineer in writing and where such items as
aforementioned go beyond 5km.
In carrying out any activity, the appropriate protective clothing shall be worn by all workers on site.
The appropriate road signs shall be put in place where work is being carried out in such manner not to
endanger road users.
First Aid box with adequate basic items for first aid care shall be kept on site at all times.
Any waste material generated from any activity shall be properly disposed off site as may be directed
by the Engineer.
All items of work indicated in the Bill of Quantities shall be valued by measuring net in the units
stated in the Bill of Quantities, such actual quantities of the Permanent Works as have been executed
strictly in accordance with the Contract Documents or further instructions issued in writing by the
Engineer. Works shall not be valued where they have been executed in excess of the dimensions
shown on the Drawings or where the engineer has not instructed them. In particular, no allowances
shall be made by the Engineer for working space (including exposed concrete faces requiring tanking),
temporary works, or the operation of constructional equipment.

The rates and prices in the priced Bills shall, except in so far as it is otherwise provided under the
Contract, include all constructional Equipment, labour, supervision, materials, erection, maintenance,
insurance, profit taxes and duties together with all general risks, liabilities and obligations set out or
implied in the Contract.
A rate or sum must be entered against each item in the Bill of Quantities as required in the
corresponding column. Where no rate or sum is inserted by the Bidder against any item, it cost will be
deemed to be included in other Bill items. It is the Bidder‟s responsibility to ensure that his prices
included for adequate equipment to complete the works.
The whole cost of complying with provisions of the Contract shall be included in the items provided in
the Bills of Quantities and where no items are provided, the cost shall be distributed among the rates
and prices entered for the related items of works.
Entries within the “Unit Rate” and “Amount” columns appearing in the Bill of Quantities and
Schedules of Day Work Rates shall only be in Ghanaian Cedis in Accordance with the instructions to
Bidders. Should there be any discrepancy in extension, the unit rates will be taken as the correct
entries, and the amounts and summaries will be amended in accordance with the Instructions to
Bidders.
Provisional sums included and so designated in the Bill of quantities shall be expended in whole or in
part at the direction and discretion of the Engineer. Price Adjustment Provisions shall not apply to
Provisional sum Items and any other items where payments are made on a “cost plus” basis. Such
items shall be deemed not to attract any price escalation.
UNITS OF MEASUREMENT
UNIT ABBREVIATION
Millimetre mm
Metre m
Square Millimetre mm2
Square Metre m2
Hectare Ha
Cubic Metre m3
Kilogram Kg
Metric ton (1,000kgf) T
Lump sum Sum
Provisional sum p.sum
Number nr
Hour hr
Week wk
Month mth
Kilometre-Cubic Metre Km-m3

WORK ITEMS
LIST OF PRINCIPAL QUANTITIES
A list of approximate quantities of the principal components of the works can be found in the
Invitation to Bid.
The list is given for the sole purpose of assisting bidders in making a rapid assessment of the general
scale and character of the proposed works prior to an examination of the reminder of the Bills of
Quantities and other contractual documents on which the Bid will be based.
ADJUSTMENT ALLOWANCE
Item for “Adjustment allowance” in the Grand summary has been inserted for the convenience of
Bidders in making last minute adjustments to their Bid Price without the necessity of altering the unit
rates and prices within the actual Bills themselves. Where any such Allowance is entered, it shall be
assessed by the Engineer as a percentage of subtotal in the Grand Summary, and shall be deemed to
apply uniformly to all unit rates and prices in the Bill of Quantities for the purposes of the Contract
and therefore limit of amount stated shall not apply Discount for alternative solutions may also be
entered under this item.
DAYWORK SCHEDULE
Reference should be made to Activity 5.7F of the Bill of Quantities. Work shall not be executed on a
daywork basis except by written order of the Project Manager. Bidders shall enter basic rates for
daywork items in the schedules, which rates shall apply to any quantity of daywork executed.
Payments for daywork shall not be subject to price adjustment unless otherwise stated in accordance
with the provisions in the Conditions of Contract.
DAYWORK LABOUR
In calculating payments due to the Contractor for the execution of dayworks, the hours for labour will
be reckoned from time of arrival of the labourer to the job site to execute the particular item of day
work to the time of return to the original place of departure, but excluding meal breaks and rest
periods. Only the time of classes of labour directly doing work ordered by the Project Manager and
for which they are competent to perform will be measured. The time of gangers (charge hands)
actually doing work with gangs will also be measured but not the time of foremen or other supervisory
personnel. The Contractor shall be entitled to payment in respect of the total time that labour is
employed on daywork rates:
1. “Labour”, together with an additional percentage payment on basic rates representing the
Contractor‟s profit, overheads, etc. as described below:
a. the basic rates for labour shall cover all direct costs to the Contractor, including (but not
limited to) the amount of wages paid to such labour, transportation time, overtime, subsistence
allowance, and any sum paid to or on behalf of such labour for social benefits in accordance
with Ghanaian law. The basic rates will be stated in local currency, as applicable; and
b. An additional percentage payment to be quoted by the bidder and applied to the local currency
payments made under (a) above shall be deemed to cover the Contractor‟s profit, overhead,
superintendence, liabilities and insurance and charges incidental to the foregoing.
c. The cost of hauling materials for use on work ordered to be carried out, as daywork from the
store or stockpile on the Site to the place where it is to be used
will be paid in accordance with the terms for Labour and Constructional Equipment in this
Schedule.
The Contractor shall be entitled to payment in respect of materials used for daywork (except for
materials for which the cost is included in the percentage addition to labour costs as detailed hereto
fore), at the basic rates entered by him in the “Schedule of Daywork Rates (as shown in Table A1).
2. Material” together with an additional percentage payment on the basic rate to cover overhead
charges and profit, as follows:
a. The basic rates for materials shall be calculated on the basis of the invoiced price, freight,
insurance, handling expenses, damage, losses, etc., and shall provide for delivery to store or
stockpiling at the site. The basic rates shall be stated in local currency as applicable, and
b. An additional percentage payment to be quoted by the bidder and applied to the local currency
payments made under (a) above shall be deemed to cover the local currency payments made
under (a) above shall be deemed to cover the Contract‟s profit, overhead, superintendence,
liabilities and insurance and charges incidental to the foregoing.
The cost of hauling materials for use on work ordered to be carried out, as daywork from the store
or stockpile on the site to the place where it is to be used will be paid in accordance with the terms
for Labour and Constructional Equipment in the “Schedule of Daywork Rates (as shown in Table
A1) .
DAYWORK CONSTRUCTIONAL EQUIPMENT
The Contractor shall be entitled to payments in respect of constructional Equipment already on site
and employed on day work at the rental rates entered by him in the “Schedule of Daywork rates (as
shown in Table A1).
3. Construction Equipment” as described below:
a) The basic rates shall be deemed to include due and complete allowance for
depreciation, interest, indemnity and insurance, repairs, maintenance, supplies, fuel,
lubricants and other consumable. The cost of drivers, operators and assistants will
be paid for separately as described under the section on Daywork Labour. In
calculating the payment due to the contractor for Constructional Equipment
employed on daywork, only the actual number of working hours will be eligible for
payment, except that where applicable and agreed with Project Manager, the
travelling time from the part of the site where the Constructional Equipment was
located when ordered by Project Manager to be employed on daywork and the time
for return journey thereto shall be included for payment, and
b) An additional percentage to be quoted by the bidder and applied to the local
currency payments made under (a) shall be deemed to cove the Contract‟s profit
overhead and administrative costs related to the use of such equipment.
In inviting tenderers, the approximate quantities of the principal components of the Works
shall be added in a tabular form as shown below
TABLE OF PRINCIPAL QUANTITIES
Lot Region/ Road Name Road Bid Principal Quantities of work items
No. District Length Security
(¢x106)
Clearing Filling Blading/ Sub- Haulage of
(Ha) (cu.m) Scarifica base sub-base
tion (cu.m) material
(cu.m-km)
SCHEDULE OF DAYWORKS RATES
DESCRIPTION UNIT RATE

¢
Labour
Foreman hr
Labourer hr
Carpenter hr
Mason hr
Steel bender hr
Operator (Equipment) hr
Sub-Total
Allow:………….% of Sub-total for Contractor's overhead and profit


¢
Materials
Cement to BS 12 50 kg -bag
Deformed high yield bars to BS4449 t
Mild Steel bars to BS 4449 t
Coarse aggregate m3
Fine aggregate m3
Gravel m3
Formwork m2
Timber (Hard wood) m3
Sub-Total
Allow:………% of Sub-total for contractor's overhead and profit
TO COLLECTION ¢


¢
Equipment
Dozer hr
Wheeled loader hr
Grader hr
3
Tipper truck- 5m hr
Tipper truck, 10m3 hr
Tractor / flatbed, 60 / 70t hr
Towed vibrating roller, 10t hr
Water bowser / tanker, 1500 litre hr
3
Concrete mixer (10/7), 0.65m hr
Water pump, 50mm hr
Concrete vibrator (poker) hr
Pedestrian roller hr
Bitumen Distributor hr
Sub-Total
Allow:………% of Sub-total for Contractor's overhead and profit
TO COLLECTION ¢


¢
COLLECTION
Labour
Materials
Equipment
TOTAL 'DAYWORKS' CARRIED TO GRAND SUMMARY ¢

Appendix 1: Activity Specifications
Activity Specification Department of Feeder Roads Date: Dec 2005

Activity No.: 1.1F
Activity Name: GRASS CUTTING
Description and Purpose:
Cutting of grass from roadway, side ditches including back slopes, verges, turnouts and culvert
outlet & inlet ditches to ensure proper drainage, and to improve visibility for traffic safety.
Technical Specification:
1. Grass cutting shall only be carried out by hand. No attempt shall be made to carry out
this activity using a grader or other heavy equipment.
2. Grass shall be cut to a height of not more than 10cm.
3. The width to be cut on straight roads and outside curves shall be one (1) metre beyond
the back slope.
4. The width to be cut on inside curves shall be sufficient to ensure good visibility as
directed by the Engineer.
5. When this activity is completed work shall be inspected and measured prior to the
commencement of any carriageway or ditch maintenance activities on the same section
of the road.
6. All vegetative matter, roots and topsoil shall be removed to a distance of at least
three (3) metres from the edge of the road carriageway and well clear of any drainage
channels.
Health and Safety:

1. Workers shall not work too close to each other.
2. Workers shall be provided with suitable protective clothing.
3. Appropriate road signs shall be used to warn road users that work is in progress.
Environmental Issues:
1. Grass shall not be removed by burning or the use of chemicals
Method of Measurement of Work:

Work shall be measured on the basis of area of grass cut.
Unit of Measurement:
The unit of measurement shall be in square metres (m2)


Activity No.: 1.2F
Activity Name: CLEAR SAVANNAH BUSH
Clearing, removing and disposing of savannah bush including trees of all sizes along the road
for sufficient width to provide good visibility for traffic safety.
1. On engineered roads, this activity shall only be carried out by manual labour using
chainsaws, cutlasses and other hand tools to clear secondary growth.
2. On unengineered roads, bush shall be cleared completely including removal of roots
and topsoil, using either manual labour or equipment.
3. The width to be cleared on straight roads and outside curves, shall be one (1) metre
beyond the back slope, or as directed by the Engineer.
of the road.
channels.
Health and Safety:

1. Bush shall not be removed by burning or the use of chemicals

Work shall be measured on the basis of area of bush cleared.


Activity No.: 1.3F
Activity Name: CLEAR LIGHT BUSH
Clearing, removing and disposing of light bush including trees of all sizes along the road for
sufficient width to provide good visibility for traffic safety.
of the road.
channels.
Health and Safety:




Activity No.: 1.4F
Activity Name: CLEAR THICK BUSH
Clearing, removing and disposing of thick bush including trees of all sizes along the road for
sufficient width to provide good visibility for traffic safety.
of the road.
channels.
Health and Safety:




Activity No.: 2.1F (2.1.1 & 2.1.2F)
Activity Name: DITCH CLEANING
Cleaning of debris and siltation from side ditches and turnouts including minor reshaping to
restore bottom level and gradient in order to ensure free flow of water collected from the
roadway. This activity is only for the maintenance of existing ditches which have silted,
become clogged or overgrown.
If the ditch has deteriorated to such an extent that the invert level is less than 30 cm below the
edge of roadway level, the ditch shall be scheduled under Activity 2.2F
1. This activity shall only proceed after grass cutting/bush clearing on the same section of
road have been completed, inspected and approved.
2. The ditches shall be cleaned of silt and debris to a minimum depth of 40 cm below edge
of roadway and for hand ditching to a flat bottom width of minimum 40 cm, or a V-
shaped cross section for machine ditching, as directed.
3. The gradient of the ditch bottom shall be checked by boning rods or string-line levels
and reshaped to ensure a continuous slope of not less than 1% to the ditch outlet
including turnouts.
4. Unlined drainage ditches (2.1.1F) shall be reshaped and trimmed to provide smooth
stable side slopes of 1:1 for back slope and 1:2.5 inner slope for hand ditching or 1:2
for machine ditching. A drain template shall be used to check the cross section of the
drain.
5. Lined drainage ditches (2.1.2F) shall be cleaned by manual labour taking care not to
damage the lining of the drain.
6. Suitable excavated material shall where directed, be used to strengthen turnout block-
offs.
7. Waste material from ditch cleaning shall be removed to a distance of at least
channels.
8. Residual gravel removed from side ditches shall be separated from vegetative matter
using manual labour and spread onto the carriageway.
Health and Safety:
1. Waste material shall be disposed off in a manner that minimises environmental impact.
2. If drains are not cleared properly, they can overtop and discharge onto farmland or
cause erosion elsewhere.
Work shall be measured on the basis of linear metres of ditch cleaned and reshaped.
The unit of measurement shall be in metres (m).


Activity No.: 2.2F
Activity Name: RE-EXCAVATE DITCHES
Re-excavation and reshaping of sections of ditches and turnouts that are severely silted or
clogged to such an extent that the invert level is less than 30 cm below the edge of roadway.
This activity applies to maintenance of severely silted existing ditches only, while excavation
of new ditches including turnouts should be scheduled under Activity 2.3F.
For ditch cleaning, use Activity 2.1F.
2. The ditches shall be re-excavated and reshaped to a minimum depth of 40 cm below
edge of roadway and for hand ditching to a flat bottom width of minimum 40 cm, or a
V-shaped cross section for machine ditching, as directed.
3. The gradient of the ditch bottom shall be checked by boning rods or string-line levels
and reshaped to ensure a continuous slope of not less than 1% to the ditch outlet
including turnouts.
4. Inner and outer slopes of the ditches shall be reshaped and trimmed to provide smooth
stable side slopes.
5. The ditches shall be reshaped and trimmed to provide smooth stable side slopes of 1:1
for back slope and 1:2.5 inner slope for hand ditching or 1:2 for machine ditching. A
drain template shall be used to check the cross section of the drain.
6. Suitable excavated material shall, where directed, be used to strengthen turnout block-
offs.
7. Waste material from ditch re-excavation shall be removed to a distance of at least
channels.
8. Residual gravel removed from side ditches shall be separated from vegetative matter
using manual labour and spread onto the carriageway.
Health and Safety:
1. Waste material shall be disposed of in a manner that minimises environmental impact.
2. If drains are not cleared properly, they can overtop and discharge onto farmland or
cause erosion elsewhere.
Work shall be measured on the basis of linear metres of ditch cleaned and reshaped.


Activity No.: 2.3F
Activity Name: EXCAVATE NEW DITCHES
Cutting new ditches and turnouts where there are no existing ditches and outlets.
2. Work shall be carried out at the location and to the specification as directed by the
Engineer.
3. Work shall be executed to the dimensions as specified in the contract drawings.
4. Side ditches shall be excavated to a minimum depth of 40 cm below edge of roadway
and with side slopes of 1: 1 for back slope and 1: 2 inner slopes for machine ditching
or 1:2.5 inner slopes for hand ditching. A drain template should be used to check the
cross section of the drain.
5. Turnouts shall have side slopes of 1:1.
6. All waste material shall be removed to a safe location on completion of the work and
the site left in a clean and tidy condition.
7. The ditch levels shall be set out to ensure a ditch gradient of not less than 1% to the
ditch outlet.
8. Excavated material shall where directed be used to build turn out block-offs.
9. Waste material from ditch excavation shall be removed to a distance of at least
channels.
Health and Safety:

2. Discharge points shall be selected to ensure they do not cause any environmental
problems, such as siltation of waterways, or direct discharge onto farmlands.

Work shall be measured on the basis of linear metres of ditch excavated.


Activity No.: 2.4F
Activity Name: REPAIR / PROVIDE SCOUR CHECKS
Scour checks are barriers constructed in side drains with erosion resistant aprons on the
downstream side. The principle is to convert an inclined drain into a series of steps to reduce
the water velocity.
To repair, replace damaged or severely eroded scour checks and construction of new scour
checks using wooden stakes and / or boulders as directed.
1. This activity shall only proceed after ditch maintenance activities on the same section of road
have been completed, inspected and approved.
2. The scour checks shall be repaired or replaced according to the gradient.
3. The gradient must be checked before the construction of the scour checks. Unless otherwise
directed by the Engineer, the following spacing shall be used at the stated gradient:
(i) at 4% they are not required (although they may be necessary in subgrade material that is
easily eroded)
(ii) at 5% the spacing shall be 20 metres
(iii) at 8% the spacing shall be 10 metres
(iv) at 10% the spacing shall be 5 metres
4. The scour check shall be concave in elevation to prevent the water spilling around the sides and
eroding the carriageway.
5. Scour checks shall be constructed from masonry, bamboo, stones or timber as directed by the
Engineer.
6. The material shall be placed across the ditch in the excavation, with the top at required level.
Lowest point should be 10 cm below shoulder break point (SBP).
7. A slot shall be excavated across the ditch to 10 cm below ditch invert level to accommodate for
stones and boulders.
8. Boulders shall be placed downstream as an apron to avoid scouring.
9. Stones shall be placed upstream to secure the wooden stakes.
10. Waste material shall be removed at least 1 m clear of the back slope of the ditch or removed and
spread thinly in a suitable area where it cannot be washed back into a drain.
Health and Safety:
1. Workers shall not work too close together during cutting of sticks.
2. Use signs to warn road users that work is in progress.
3. Appropriate protective clothing should be worn.
1. Eroded material can contaminate water courses.
2. Avoid cutting trees that are of economical or social value.
Work shall be measured on the basis of the number of repaired or replaced scour checks.
The unit of measurement shall be number (nr)


Activity No.: 2.5F
Activity Name: CLEANING CULVERT AND INLET / OUTLET DITCHES
When water flows slowly through the aperture of a culvert, it often deposits sediment which if
not removed, will cause water to overtop and damage the carriageway and the structure. The
sediment must be removed. If large debris is blocking the aperture, it must be removed. Drifts
must be cleared for similar reasons, although they are less prone to sedimentation and blockage.
Cleaning and reshaping the inlet and outlet ditches of culverts to allow free flow of water.
1. Grass cutting/bush clearing along the drainage channel shall be part of this activity
3. The aperture shall be cleaned of all sediment and other debris.
4. The bottom of the inlet and outlet ditches shall be cleaned of silt and debris to a flat
bottom width not less than the width of the culvert opening.
5. The gradient of the inlet and outlet ditches bottom shall be checked by boning rods or
string-line levels and re-cut to ensure a continuous slope of not less than 1% to the ditch
outlet.
6. Side slopes of the inlet and outlet ditches shall be reshaped and trimmed to provide
smooth and stable side slopes.
7. Waste material from this activity shall be removed to a distance of at least three (3)
metres from the edge of the drainage channel and the edge of the road carriageway and
well clear of any other drainage channels.
Health and Safety:

2. If a blocked culvert overtops, the water can cause erosion across the road, damage the
culvert and flood farmland and adjacent dwellings.
3. Where communities have deliberately blocked a culvert in order to provide a washing
area, this shall be reported to the Engineer.

Work shall be measured on the basis of linear metres of culvert and channel cleaned.


Activity No.: 2.6F
Activity Name: PROVISION/REPAIR OF RIPRAP
Erosion due to fast flowing water can undermine a structure or damage outlet channels,
embankment slopes, ditches etc.. Erosion protection in the form of riprap can be provided.
1. Areas for this activity shall be prepared to a firm base by placing gravel compacted in
150mm layers, inspected and approved before rip rap is placed.
2. Boulders of sizes between 150mm to 300mm shall be placed as directed.
3. The quality of boulder shall be erosion resistant.
4. The rip rap shall be hand packed and tightly wedged to form an even surface.
5. This activity shall include haulage of boulders of up to 5km.
Health and Safety:

2. Gloves, boots and crash helmets should be used.
3. Workers shall not be exposed to the risk of a soil face collapsing if working in a deep
channel and high embankment.

Work shall be measured on the basis of area of surface rip rapped.
The unit of measurement shall be in square metres (m2).


Activity No.: 2.7F
Activity Name: PROVISION/REPAIR OF STONE PITCHING
Erosion due to fast flowing water can undermine a structure or damage outlet channels,
embankment slopes, ditches etc. Erosion protection in the form of stone pitching can be
provided.
150mm layers, inspected and approved before boulders is placed.
2. Commencing from the bottom, boulders of sizes between 100mm to 150mm shall be hand
packed and tightly wedged to form an even surface.
4. The spaces between the stones shall be filled with 1:3 cement:sand mortar.
5. Before the mortar is applied the surfaces of the stones shall be cleaned of any dirt and then
moistened.
6. The mortar shall be worked into the pitching to ensure that all spaces between the stones are
completely filled with mortar to the depth of the stone pitching.
7. After placing of the mortar the stones shall be thoroughly brushed so that their top surfaces are
exposed. The finished surface shall present an even, tight and neat appearance with no stones
protruding more than 25mm from the design line.
8. The pitching shall be cured for at least 4 days.
9. Where required, weep holes shall be formed in the pitching as shown in the Drawings or as
directed.
10. This activity shall include haulage of boulders of up to 5km.
Health and Safety:

2. Gloves, boots and crash helmets shall be used.

Work shall be measured on the basis of area of surface stone pitched.
The unit of measurement shall be in square metres (m2).


Activity No.: 2.8F
Activity Name: FILLING WITH BOULDERS
Fast flowing water can undermine culverts and erode stream beds and ditches. This activity
can also be used to prevent communities from undermining the aprons of culverts to collect
water. Erosion protection in the form of boulders can be provided.
150mm layers, inspected and approved before boulders is placed.
2. Boulders of sizes between 250mm to 400mm shall be placed as directed.
4. This activity shall include haulage of boulders up to 5km.
Health and Safety:

2. Gloves, boots and crash helmets should be used.

Work shall be measured on the basis of volume of boulders placed.
The unit of measurement shall be in cubic metres (m3).


Activity: No. 3.1F
Activity Name: MASS CONCRETE CULVERT REPAIRS
To repair a damaged or collapsed culvert in order to provide traffic safety and structural
performance
1. The Engineer will indicate the location and extent of the work.
2. Concrete grade shall be C20/20.
3. The defective part of the culvert shall be broken to sound concrete.
4. Formwork shall be used where necessary.
5. Concrete is to be mixed on site. If mixed by hand, mixing shall continue for not less
than 5 minutes by turning over the cement and dry aggregates for a minimum of 3 times
and further 3 times after adding water or until a thorough mix is achieved.
6. Batching boxes and graduated water containers shall be used to correctly batch the
concrete and a slump cone shall be used to fine tune the water content to produce a
workable concrete slump of 75mm.
7. Concrete shall be placed in the shortest possible time after mixing
(max. 30 minutes), and shall be thoroughly compacted in 10 cm layers.
8. Concrete shall be cured for at least 7 days.
9. This activity shall include haulage of materials.
Health and Safety:
2. Clean up the site after repairs.
3. Appropriate protective clothing shall be worn during breaking of concrete.
1. Ensure that waste materials are properly disposed of to prevent pollution of nearby
streams.

Work shall be measured on the basis of the volume of concrete placed.
The unit of measurement shall be cubic metres (m3)


Activity: No. 3.2F
Activity Name: REINFORCED CONCRETE CULVERT REPAIRS
To repair damaged reinforced concrete culvert in order to provide traffic safety and structural
performance.
1. The Engineer will indicate the location and extent of the work.
2. Concrete grade shall be C25/20.
3. The defective part of the culvert shall be broken to sound concrete and to expose
sufficient sound reinforcement to overlap sufficiently with additional reinforcing bars
where required.
4. Reinforcement shall be scrubbed with a wire brush to remove all traces of rust.
5. Reinforcement shall be fixed as directed by the Engineer, and inspected and approved
before concrete is placed.
6. Culvert sections shall be reconstructed to original culvert invert levels.
7. Formwork shall be used where necessary.
8. Concrete shall be mixed on site. If mixed by hand, mixing shall continue for not less
than 5 minutes by turning over the cement and dry aggregates for a minimum of 3 times and
further 3 times after adding water or until a thorough mix is achieved.
9. Batching boxes and graduated water containers shall be used to correctly batch the
concrete and a slump cone shall be used to fine tune the water content to produce a
workable concrete slump of 75mm.
10. Concrete shall be placed in the shortest possible time after mixing (max. 30 minutes),
and shall be thoroughly compacted in 10 cm layers.
11. Concrete shall be cured for at least 7 days.
12. This activity shall include the provision of reinforcement and the haulage of all
materials. The contractor shall allow for up to 5% of the volume of concrete as
reinforcement.
Health and Safety:
2. Clean up the site after repairs.
3. Appropriate protective clothing should be worn during breaking of concrete.
1. Ensure that waste materials are properly disposed of to prevent pollution of nearby streams.

Work shall be measured on the basis of the volume of concrete placed.
The unit of measurement shall be cubic metres (m3)


Activity: No. 3.3F (3.3.1F, 3.3.2F & 3.3.3F)
Activity Name: CONSTRUCTION OF NEW CULVERTS
For construction of culverts when required.
3.3.1F 900mm U culvert
1. As specified in Part 2 of the Special Specifications to MRT Technical Specifications for
Roads and Bridges. (1991 Edition), which is available for reference at the Engineer‟s
office.
2. Refer to design drawings in the tender documents.
3. This activity shall include haulage of all materials.
4. This activity includes the construction of headwalls, wingwalls and aprons.
Health and Safety:

2. Clean up the site after construction.
3. Appropriate protective clothing shall be worn.
1. Failure to provide a new culvert can create ponding of water, thereby, resulting in
breeding of mosquitoes.
2. Lack of critical culverts can also lead to access loss to road users.
3. Ensure that waste materials are properly disposed off to prevent pollution of nearby
streams.
Method of Measurement:
Work shall be measured on the basis of length of the culvert between the outside faces of the
headwalls.
The unit of measurement shall be in metres (m)


Activity: No. 4.1F
Activity Name: PATCHING OF BITUMEN SURFACE
For the repair of defects on bituminous surfaced roads by placing premix (Method A) or by spraying
bitumen and spreading aggregates (Method B). This activity comprises patching of potholes, shoving,
depressions, ruts, mesh cracking and pavement edge defects including local drainage improvement,
preparation of defect, filling with approved material and compaction.
1. Remove standing water and unsuitable material from hole, if any
2. Cut all potholes into a rectangular shape.
3. Sections to be repaired are to be cut to firm road base course material so that the edges of the hole are
vertical.
4. Gravel from an approved source shall be placed and compacted in layers of not more than 10cm up
to 5cm below road surface (Method A) or 1cm below the road surface (Method B).
5. Dry gravel shall be moistened prior to compaction
6. For Method A: The sides and bottom of hole shall be primed with bitumen, then premix material shall be placed into
cut pot holes
For Method B: The sides and bottom of hole shall be primed with bitumen, then covered with 10mm or 14mm
crushed aggregate and well compacted.
7. If bitumen emulsion is used to prime the vertical faces and sides of the pothole the bitumen emulsion should be
allowed to break (by turning from brown to black) before the pre-mix or aggregate is added.
8. For Method A: Premix may be prepared on the site, or elsewhere and should be of the following proportions: 4 parts
12.5 mm aggregates: 1 part quarry dust, 5% by volume bitumen binder.
9. For Method A: Mixing shall be by concrete mixer or by hand, but whatever method is used, mixing shall continue
until a thorough mix is obtained. If mixed by hand the quantity mixed shall not exceed 1 cubic metre per batch.
10. For Method A: Sufficient pre-mix shall be added to fill the void and form a loose layer 20mm higher than the
surrounding pavement. The loose material shall be shaped to form 45 o inclined edges around the perimeter of the
hole and then well compacted to 10mm above the level of the surrounding road surface.
11. A 100mm wide strip of emulsion shall be sprayed around the patch perimeter overlapping the joint and covered with
quarry dust to form a seal.
12. Crushed Aggregate shall be from approved sources.
13. This activity includes haulage of material.
Health and Safety:
1. Potholes on road surface are dangerous to traffic.
2. Waste materials shall be properly disposed off.
3. Borrow pits can be unsightly and should be carefully reinstated after use so as not to pond water.
Work shall be measured on the basis of the volume of material placed.
The unit of measurement shall be in cubic metres (m3)


Activity: No. 4.2F
Activity Name: PATCHING OF GRAVEL/EARTH SURFACE
For repairing surface defects of gravel/earth roads to eliminate potential road surface hazards,
provide a smoother riding surface and improve the road surface drainage.
1. This activity shall be used only if the depth of the surface defects exceeds 75mm and
shall only be used as directed by the Engineer. Photographs of the same section of the road
shall be taken before and after as evidence to support the execution of this activity
(photographs shall be paid for under Activity 5.1F).
2. Remove standing water if any
3. Cut and remove loose and unsuitable material (like expansive clay) from potholes
4. Large or deep potholes shall have their sides cut vertically
5. Material used for patching shall be from an approved source
6. Compaction of patching material shall be done in layers not exceeding 10 cm and
continued until no further impression in the material can be made by the compactor.
7. The last layer of patching material shall be filled to approximately 3 cm above the level
of road surface and compacted to give a surface which is slightly above the level of the
surrounding road surface
8. This activity shall include haulage of material up to 5 km.
Health and Safety:

1. Potholes on road surface are dangerous to traffic.
2. Waste materials shall be properly disposed off.
3. Borrow pits can be unsightly and shall be carefully reinstated after use so as not to pond
water.
Work shall be measured on the basis of the volume of material placed
The unit of measurement shall be in Cubic metres (m3)


Activity: No. 4.3F
Activity Name: BLADING ROAD SURFACE
Blading is the trimming of the road surface to remove corrugations and other minor defects to
restore a smooth riding surface.
1. Grass cutting or bush clearing and patching of the road surface shall be completed,
inspected and approved before carrying out this activity.
2. Blading shall be carried out over the full width of the road carriageway.
3. When blading, material shall be moved from both edges of road towards the centre of
road, and the windrow material shall then be spread across the road depositing all the
material to give the correct camber.
4. This activity shall include the removal of all oversize stones and foreign material.
5. No material shall be imported as part of this activity
6. This activity shall be carried out in a manner not to lose surface material.
7. This activity shall not include compaction of the road surface.
Health and Safety:

1. The activity can generate dust if the road surface is dry.
Work shall be measured on the basis of area of road bladed.


Activity: No. 4.4F
Activity Name: RESHAPING ROAD SURFACE
Reshaping of road surface consists of scarifying and cutting to the bottom of deformations and
then reshaping the surface to restore the correct camber or cross fall. This activity does not
include cleaning or re-excavation of side ditches which shall be scheduled separately under
Activity 2.1F or 2.2F.
1. Grass cutting or bush clearing and patching of the road surface shall be completed,
inspected and approved before carrying out this activity.
2. Reshaping shall be carried out over the full width of the road carriageway.
3. The road surface shall be scarified or cut to the full depth of potholes, corrugations and
other surface defects.
4. When reshaping, material shall be moved from both edges of road towards the centre of
road, and the windrow material shall then be spread across the road depositing all the
material to give the correct camber.
5. Road surface shall be reshaped to restore camber of 6-8 %. Camber board shall be used.
6. This activity shall include the removal of all oversize stones and foreign material.
7. No material shall be imported as part of this activity.
8. This activity shall be carried out in a manner not to lose surface material.
9. This activity shall not include compaction of the road surface.
Health and Safety:

Work shall be measured on the basis of area of road reshaped.


Activity: No. 4.5F
Activity Name: SECTIONAL RAISING OF ROAD
To raise and shape the road over low lying sections, in order to improve road surface drainage.
1. Material used to raise the road shall be from an approved source.
2. Gravel material shall be used if it is available within 5km.
3. The finished surface of the road shall be shaped to 6% - 8% (compacted) camber.
4. Compaction shall be in layers of 150mm.
5. This activity shall include the haulage of material up to 5 km.
Health and Safety:

1. Use warning signs as per contract drawings.
1. Borrow pits can be unsightly and shall be carefully reinstated after use so as not to pond
water.


Activity: No. 4.6F
Activity Name: SECTIONAL REGRAVELLING
For repairing gravel surface for sections that have lost gravel, and for rocky and slippery
sections. This is to improve the wearing course and to protect sub-grade materials against
erosion, or to reduce slipperiness, or to provide a gravel cushion over a rocky surface.
1. If required, reshaping and compaction of the same section shall be completed, inspected
and approved before this activity commences. This activity only includes the provision
of gravel and the spreading, shaping and compaction of the placed gravel.
2. Regravelling shall be carried out over the full width of the road carriageway.
3. Gravel material from an approved source shall be used.
4. Gravel shall be spread and compacted to specified thickness.
5. The camber of the finished surface shall be 6-8 %. Camber board shall be used.
6. This activity shall include the haulage of gravel up to 5 km.
Health and Safety:

4. Gravel shall be heaped on the road in such a manner not to impede free flow of traffic
1. Borrow pits can be unsightly and should be carefully reinstated after use so as not to
pond water.


Activity: No. 4.7F
Activity Name: COMPACT ROAD SURFACE
The compaction of the road surface, to improve its bearing capacity.
1. Compaction shall start at the edge of the road and work towards the centre, until full
compaction has been achieved.
2. If watering is needed the water bowser shall spray the road before rolling starts and
further water shall be added during rolling to obtain the optimum moisture content for
compaction.
Health and Safety:

1. Excessive noise and vibration shall be avoided.
Work shall be measured on the basis of the area of road surface compacted.


Activity: No. 5.1F
Activity Name: PROVISION OF PROGRESS PHOTOGRAPHS
Description and Purpose
Photographs are taken to show the condition and status of work being carried out
Technical Specification
1. Photographs shall be taken before, during critical stages, and on completion of each
activity.
2. Photographs may also be taken as directed by the Engineer.
3. The date that a photograph is taken should appear on the photograph itself.
4. Photographs shall be printed in sets of two (2) copies in colour and to a size of
5 inches X 7 inches, and indicating the following
 Contract name
 Name of contractor
 Activity name
 Activity location
5. Digital pictures are preferred, and when compressed .jpg files of a quality at least
equivalent to the printed photos (normally 2 megapixel or better) are provided to match
the printed photos additional payment will be made according to fixed guidelines.
Health and Safety Requirements

1. The contractor shall take necessary precautions to avoid any traffic related accidents.
Environmental Issues
Photographs shall be taken in such a way that they do not injure the sensibilities of the
communities
Method of Measurement
Photographs shall be measured on the basis of approved sets of two photos provided. If the
photos are taken with a digital camera and acceptable quality digital file copies of the same
photos are provided in addition to the hard copies an additional 20% payment will be made.
Unit of Measurement
The unit of measurement shall be in sets of photographs (SET)


Activity: No. 5.2F
Activity Name: PROVISION OF ROAD SIGNS/TOWN & VILLAGE NAMES
This activity is required to improve safety and provide information on the names of towns and
villages by the use of sign posts.
1. Signs shall be provided as specified in the contract or as directed by the Engineer.
2. The sign and post shall be done as specified in the contract drawings.
3. The letters shall be written in reflective paint.
Health and Safety:

1. The installation shall not cause obstruction to road users.
1. Material for the construction of sign posts shall be environmentally friendly.
Road signs shall be measured on the basis of the approved number provided.
The unit of measurement shall be in number (nr)


Activity: No. 5.3F (5.3.1F & 5.3.2F)
Activity Name: ATTENDANCE ON SUPERVISOR
The provision of resources to the Engineer‟s Supervisors to facilitate their supervisory role.
Assistance to Supervisor (5.3.1F)
1. The following equipment shall always be available on site as appropriate to the work in
progress, for the use of the Supervisor when inspecting work:
(i) Camber board, Ditch templates, Slump Cone.
(ii) Spirit level, measuring tape, boning rods, twine, pegs, paint, hammer.
2. Assistance to the Supervisor in making measurements to update the road inventory on
sections of road where work has been carried out.
3. Assistance to the Supervisor in recording the condition rating of culverts and bridges on
sections of road where work has been carried out.
Supervisors vehicle (5.3.2F)
4. Fuel for the Supervisor‟s vehicle for use while inspecting the site, in accordance with
current DFR guidelines. The quantity of fuel shall be 10 gallons of diesel and 4 gallons
petrol per week.
5. Motorbike repairs (to be specified)
Health and Safety:

1. Safety measures should be considered when inspections are taking place.
Assistance to Supervisor: Measured on the basis of percentage of work completed.
Supervisor‟s vehicle: Reimbursable from provisional sum with mark-up of 15% of the
reimbursable cost
Assistance to Supervisor: The unit of measurement shall be in sum (Sum)
Supervisor‟s vehicle: Provisional sum (P.sum)


Activity: No. 5.4F
Activity Name: HAULAGE OF MATERIALS
Hauling of gravel and boulders to work sites where haulage distance is greater than 5 km.
Haulage shall be in excess of 5km
Health and Safety:

1. The process of hauling materials shall not pose any risk to other road users and the
communities
1. The material shall be well covered to avoid dust nuisance.
Work shall be measured on the basis of cubic metres kilometres, where the km are measured
after the first 5 km from the gravel/boulders source.
The unit of measurement shall be in cubic metre kilometres (m3- km)


Activity: No. 5.5F
Activity Name: MOVEMENT OF RESOURCES WITHIN PACKAGE
This is required for the movement of contractor‟s resources within a contract package with
more than one (1) road.
Heavy equipment shall be moved along major roads using a low-loader
Health and Safety:

1. The movement of contractor‟s resources shall not pose any risk to other road users and
the communities.
1. Movement and disposal of material shall be done properly to minimise environmental
impacts.
Movement of resources within the package shall be measured on the basis of percentage of
work completed.
The unit of measurement shall be in sum (Sum)


Activity: No. 5.6F
Activity Name: MARKING CHAINAGES ON CULVERTS
To identify culvert locations and assist in road maintenance management.
1. The Engineer will mark in chalk the road code, the chainage, the direction for the arrow,
the drainage structure ID and the position where these shall be painted in chalk on each
culvert (or other location).
2. Letters shall be written in letters 75mm high in red paint on a white background using
weatherproof paint, as per drawings.
3. The road code, the chainage and the drainage structure ID shall be clearly written on
both headwalls of each culvert so that they can be seen from the road, or as otherwise
directed by the Engineer, with an arrow indicating the direction of increasing chainage.
4. Locations other than culverts may be marked as directed by the Engineer.
Examples of markings:
BA-ASN-A-027 BA-ASN-A-027
km 5.567 km 5.567
ASN_00123 ASN_00123
Health and Safety:

1. Care shall be taken to avoid causing traffic accidents during this activity.
1. Disposal of material shall be done properly to minimise environmental impacts.
This work shall be measured by the number of locations marked.
The unit of measurement shall by number (nr).


Activity: No. 5.7F
Activity Name: DAYWORKS
To be used for other maintenance activities which are not covered by Activity Specifications.
1. Only as instructed by the Engineer in writing.
Health and Safety:

1. As applicable to instruction given.
1. As applicable to instruction given.
As per schedule of rates.
As per schedule of rates.

Appendix 2: Activity list
APPENDIX 2: Activity list

Appendix 2: Activity list
List of activities
ACT. NO. DESCRIPTION UNIT
VEGETATION CONTROL
1.1F GRASS CUTTING m2
1.2F CLEAR SAVANNAH BUSH m2
1.3F CLEAR LIGHT BUSH m2
1.4F CLEAR THICK BUSH m2
DRAINAGE MAINTENANCE
2.1.1F DITCH CLEANING - UNLINED m
2.1.2F DITCH CLEANING - LINED m
2.2F RE-EXCAVATE DITCHES m
2.3F EXCAVATE NEW DITCHES m
2.4F REPAIR/REPLACE SCOUR CHECKS nr
2.5F CLEANING CULV& INLET/OUTLET DITCHES m
2.6F PROVISION/REPAIR OF RIPRAP m2
2.7F PROVISION/REPAIR OF STONE PITCHING m2
2.8F FILLING WITH BOULDERS m3
STRUCTURE MAINTENANCE
3.1F MASS CONCRETE CULVERT REPAIRS m3
3.2F REINFORCED CONCRETE CULV REPAIRS m3
3.3.1F CONSTRUCTION OF NEW CULVERTS 900mm U m
SURFACE MAINTENANCE
4.1F PATCHING OF BITUMEN SURFACE m3
4.2F PATCHING OF GRAVEL/EARTH SURFACE m3
4.3F BLADING ROAD SURFACE m2
4.4F RESHAPING ROAD SURFACE m2
4.5F SECTIONAL RAISING OF ROAD m3
4.6F SECTIONAL REGRAVELLING m3
4.7F COMPACT ROAD SURFACE m2
GENERAL ITEMS
5.1F PROVISION OF PROGRESS PHOTOGRAPHS nr
5.2F PROVISION OF ROAD SIGNS nr
5.3.1F ATTENDANCE ON SUPERVISOR - ASSISTANCE sum
5.3.2F ATTENDANCE ON SUPERVISOR - VEHICLE p.sum
5.4F HAULAGE OF MATERIALS m3-km
5.5F MOVEMENT OF RESOURCES WITHIN PACKAGE sum
5.6F MARKING CHAINAGES ON CULVERTS nr
5.7F DAYWORKS p.sum

Appendix 4: Sample calculations of cost/km for levels of maintenance
APPENDIX 3: Sample calculations of cost/km for levels of maintenance

Appendix 4: Sample calculations of cost/km for levels of maintenance

Appendix 4: Bill of Quantities
APPENDIX 4: Bill of Quantities

Appendix 4: Bill of Quantities
ACT. NO. DESCRIPTION UNIT QUANTITY RATE AMOUNT

VEGETATION CONTROL
1.1F GRASS CUTTING m2
1.2F CLEAR SAVANNAH BUSH m2
1.3F CLEAR LIGHT BUSH m2
1.4F CLEAR THICK BUSH m2
DRAINAGE MAINTENANCE
2.1.1F DITCH CLEANING - UNLINED m
2.1.2F DITCH CLEANING - LINED m
2.2F RE-EXCAVATE DITCHES m
2.3F EXCAVATE NEW DITCHES m
2.4F REPAIR/REPLACE SCOUR CHECKS nr
2.5F CLEANING CULV& INLET/OUTLET DITCHES m
2.6F PROVISION/REPAIR OF RIPRAP m2
2.7F PROVISION/REPAIR OF STONE PITCHING m2
2.8F FILLING WITH BOULDERS m3
STRUCTURE MAINTENANCE
3.1F MASS CONCRETE CULVERT REPAIRS m3
3.2F REINFORCED CONCRETE CULV REPAIRS m3
SURFACE MAINTENANCE
4.1F PATCHING OF BITUMEN SURFACE m3
4.2F PATCHING OF GRAVEL/EARTH SURFACE m3
4.3F BLADING ROAD SURFACE m2
4.4F RESHAPING ROAD SURFACE m2
4.5F SECTIONAL RAISING OF ROAD m3
4.6F SECTIONAL REGRAVELLING m3
4.7F COMPACT ROAD SURFACE m2
GENERAL ITEMS
5.1F PROVISION OF PROGRESS PHOTOGRAPHS nr
5.2F PROVISION OF ROAD SIGNS nr
5.3.1F ATTENDANCE ON SUPERVISOR - ASSISTANCE sum
5.3.2F ATTENDANCE ON SUPERVISOR - VEHICLE p.sum
5.4F HAULAGE OF MATERIALS m3-km
5.5F MOVEMENT OF RESOURCES WITHIN PACKAGE sum
5.6F MARKING CHAINAGES ON CULVERTS nr
5.7F DAYWORKS p.sum
SUB-TOTAL
ADD 10% CONTIGENCIES
TOTAL

Appendix 5: Supervision forms
APPENDIX 5: Supervision forms

Appendix 6: Monitoring forms




APPENDIX 6: Monitoring form

Appendix 6: Supervision M-forms







Annex A
ROAD CONDITION SURVEY AND TRAFFIC COUNT

The table below shall be used to determine the condition of the road and its appurtenances
Summary for unpaved roads

Camber Drainage
Roughness
(is surface drainage (are side drains and Traffic
(average speed)
effective?) culverts effective?)
>10 veh/day
Good > 60 km/h Good > 5% camber Good Drains clear Low (grass between
wheel paths)
Some evidence of 10 – 50 veh/day
Slight camber/ some
Fair 40 – 60 km/h Fair Fair ponding or Medium (some grass on
surface irregularities
standing water carriageway)
No camber and/or Most water cannot >50 veh/day
Poor < 40 km/h Poor serious surface Poor drain from sides of High (no vegetation on
irregularities road carriageway)
Traffic Count
Undertake a 2 day, 12-hour, traffic tally count on the market day and a non market day using the methodology
in the handbook to estimate the Average Daily Traffic Summary (p.5 of handbook).
Roughness
Roughness is the irregularity of the road surface. This is sometimes identified as “riding comfort” and is a
measure of the longitudinal evenness of the road. Roughness is normally measured in units on the international
roughness index (IRI)
Definitions of three roughness levels are suggested, and it is possible to correlate each level to an IRI value, or
the comfortable travel speed of a vehicle, although the latter requires careful calibration. Below is the
relationship between IRI and speed.
Description IRI Speed (kph)

G – Good 6 > 60
F – Fair 9 40 – 60
P – Poor 12 < 40

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ROUTINE AND RECURRENT MAINTENANCE MANUAL

DEPARTMENT OF FEEDER ROADS

First Edition: June, 2006 Revision 2 Nov 2006

1.0 INTRODUCTION ................................................................................................................................................... 1

ANNEX A: ROAD CONDITION SURVEY AND TRAFFIC COUNT…………..…………………………...79

DEFINITIONS AND ACRONYMS

DFR : Department of Feeder Roads

DFR Routine Maintenance Management Manual iii

Tables and figures

FIGURE 5.1: BUDGET CALCULATION ......................................................................................................... 8

DFR Routine Maintenance Management Manual iv

MEMBERS OF THE REVIEW TEAM

1. PRINCE NFODZO (PRINCIPAL ENGINEER)-Coordinator

DFR Routine Maintenance Management Manual v

(i) A number of activities were rarely used.

1.2 Purpose and Scope

DFR Routine Maintenance Management Manual 1

DFR Routine Maintenance Management Manual 2

THE GIS AND ROAD DATA BASE

DFR Routine Maintenance Management Manual 3

3.0 LEVELS OF ROUTINE AND RECURRENT MAINTENANCE

3.1.1 Minimum level of Maintenance

3.1.2 Basic level of Maintenance

3.1.3 Standard level of Maintenance

Table 3.1: Activities included in levels of maintenance

DFR Routine Maintenance Management Manual 4

4.0 ROUTINE AND RECURRENT MAINTENANCE ACTIVITIES AND

4.2 Standard Elements of Activity Specification

4.2.1 Activity number

4.2.2 Activity name

4.2.3 Description and purpose

4.2.4 Technical specification

4.2.5 Health and safety

4.2.6 Environmental issues

4.2.7 Method of measurement of work

DFR Routine Maintenance Management Manual 5

4.2.8 Unit of measurement

4.3 Groups of Activities

4.4 List of Activities

DFR Routine Maintenance Management Manual 6

5.0 ROUTINE AND RECURRENT MAINTENANCE BUDGET

i. The quantity per kilometre

5.3 Network budgeting

Table 5.1: Decision matrix for determination of level of maintenance

DFR Routine Maintenance Management Manual 7

Maintenance level(s) for each road in each District

Total budget for Region

(km of Standard) x (average cost/km of Standard) =

Figure 5.1: Budget calculation

5.4 Reviewing the Network Budget to suit Allocated Budget

DFR Routine Maintenance Management Manual 8

Initial determination of level of maintenance for each

Refinement of levels of maintenance for specific sections of

Determination of total budget requirement for the network

Modify maintenance levels

Figure 5.2: Flow chart of the budget reviewing process

DFR Routine Maintenance Management Manual 9

6.0 ROUTINE AND RECURRENT MAINTENANCE CONTRACT

i. The geographical spread of roads:

ii. The size of the package:

iii. Duration of contract:

6.2 Preparation of Bill of Quantities (BoQ)

6.3 Preparation of Tender Documents