Roads Authority

REHABILITATION AND WIDENING OF FOUR SECTIONS OF THE M1 ROAD MALAWI

MINUTES OF THE OFFICIAL SITE VISITS 14-15 APRIL 2021 and PRE BID MEETING ON 16
APRIL 2021

A. SITE VISITS
The schedule for the official and mandatory site visits for each of the four LOTS was published
as follows on the Roads Authority website:
LOT 1: The Section from the KIA turnoff to Kasungu. Commencing at the KIA turnoff at 07.30 on
Wednesday 14 April 2021

LOT 2: The Section from Kasungu to Jenda. Commencing at 11.00 on Wednesday 14 April 2021

LOT 3: The Section from Jenda to the Mzimba turnoff. Commencing at 13.30 on Wednesday 14
April 2021

LOT 4: The Section from Kacheche to Chiweta. Commencing at the Kacheche turnoff at 09.00 on
Thursday 15 April.

Bidders were advised that certificates of attendance for each contractor's site visit would be
signed by a RA representative on completion of the relevant section site inspection and that these
signed certificates of attendance must be submitted with the relevant bid(s) at the time of
submission and will form a qualification for bidding.

Bidders were also advised on the mandatory pre bid meeting to be held at the Cross -Roads
Hotel in Lilongwe at 14.30 on Friday 16 April 2021 and that similar signed attendance certificates
would be required as a submission with the bid.

Bidders had been required to advise in advance of the number of participants in the site visit from
their company. Approximately 20 companies responded to this.

The site visit commencing at LOT 1 attracted 45 potential bidders and approximately 90
participants.

The visit for each LOT commenced with a description of the scope of works of the contract and
the locations

All four site visits were coordinated and presented by the Roads Authority representatives Eng.
Elias Sisya and Moses Malinda supported by the members of the PIU Technical Assistance Team
including Engineers Peter Barron and Elhanan Lema and by Constance Nekessa Ouma the
Social Development Specialist

1.1. SITE VISIT LOT 1 KIA TO KASUNGU 07.30 14 .04.21

Eng. Sisya called the attendees to order and explained the scope of works as follows:

(i) That LOT 1 from 200m north of the center line of the junction to the KIA to Kasungu a
distance of 102km.
(ii) That the works to be carried on the road include widening to accommodate two 3,4m wide
lanes with 2m wide shoulders on each side. That the construction required milling of the
existing surfacing and base course, spreading this milled material across the full 10,8m
shoulder break point to shoulder break point width, adding such additional gravel as
required to bring the total volume adequate to construct the 150mm sub base and to
stabilize that subbase as required. To construct a 150mm crushed stone base course on
the subbase, to prime that surface and construct a 50mmAC surfacing.
(iii) That the works in LOT 1 included the widening of 3 river bridges to the width of the new
road plus shoulders and to construct foot walks and hand railing. In addition, the widening
and raising the deck level of a further 2 bridges one deck to be raised 1m and the other
500mm.
(iv) That the detailed design and methodology of the structural works will be proposed by the
Contractors bridge engineer and approved by the Engineer. Payment for the works will
be through the rates provided for in the BOQs.
(v) In addition, 2 box culverts are to be widened. One at km49+906 which will be widened on
each side of the road and one at 82+675 (a 9-barrelled culvert) which will be widened on
one side only and the center line of the road adjusted accordingly
(vi) Roadside traffic diversions will be accepted except at the bridges and through the major
trading centers where the works will be constructed in two halves with traffic control. In
such situations the maximum permitted length of any section being worked will be 2km
with no subsequent section closer than a further 2km and with a maximum of 5 such
sections under construction at any time.
(vii) For roadside diversions these may not be longer than 5km following which the traffic must
be returned to the existing road for a distance of not less than 5km. When any 6
consecutive sections are complete the Contractor may request that the 30km section be
taken over.
(viii) The contractor must present his traffic management plan for approval of the Engineer.
(ix) Guidance on options for camp sites can be channel through the District Council of DOWA
(x) Eng. Sisya advised that location plans for the borrow pits and quarries would be posted
on the RA website and that consequently the visit would not include these locations.
(xi) The meeting was advised that the visit would stop at each of the bridge sites on the section
namely:
Chainage Description Scope of works at the Half width
location working required
7+650 Lumbadzi Bridge Widen and raise the deck by Yes
1m
47+000 Mtiti Bridge Widen Yes
59+990 Kawerawera Bridge Widen Yes
74+490 Bua Bridge Widen Yes
86+390 Kasakadzi Bridge Widen and raise the deck by Yes
500mm
102+000 Section End

(xii) Eng. Sisya advised that the contract includes extensive Environmental and Social
obligations and asked if there were any questions or points of clarification surrounding
these. There were no issues raised.
(xiii) Eng. Sisya drew the attention of the bidders to the condition of the existing road and
confirmed that extensive remedial works would be required to ensure safety of road users
during the construction.

Eng. Sisya requested any further points of clarification prior to the commencement of the site
inspection. The following were asked:

(a) Would there be delays due to payment of compensation

Eng. Sisya advised that the compensation process would be completed prior to
mobilization of the contractor.

(b) Were there utility services to be relocated

Eng. Sisya advised that the service providers would be required to relocate any service
equipment crossing or within the road prior to construction works commencing

(c) Would there be properties that may obstruct the works

Eng. Sisya advised that the compensation would be completed and any properties to be
removed would be vacated before construction commenced and that the process of
identifying such properties had been completed. Eng. Sisya also confirmed that the road
reserve outside the Trading centers is 30m either side of the road center line and within
the trading centers 18m either side of the center line. The removal would include any
crops but noted that by the mobilization time the current crop of maize would have been
harvested.

(d) Clarification of the 5km diversion requirement and any overall limit on diversion length

Eng. Sisya confirmed that where roadside diversions were to be used, the maximum
length of any diversion is 5km following which traffic is to be returned to the existing road
for a minimum distance of 5km before a further 5km diversion can be applied.

Assuming that the progression of the pavement works involved 5 teams (culverts,
earthworks, subbase, base course and surfacing) and that on completion of each team it
returns to work on the previously left 5km sections then on completion of a total of 35km
of surfaced road that portion can be requested to be taken over.

(e) Clarification of the half width working traffic control

Eng. Sisya confirmed that the maximum length of half width working with traffic control is
2km and that following such length two way traffic must be allowed for a minimum of a
further 2km before a subsequent section of half width working is imposed. A maximum of
5 such 2km sections of half width working are permitted to be open at any given time.

(f) Clarification on the process for widening and/or raising the bridges

Are the bridges to be widened on both sides or on one side?

Eng. Sisya confirmed that widening is assumed to be on both sides but determination of
the best approach at each bridge will be made and proposed to the Engineer. Any
proposal to move the road center line will require the specific approval of the Engineer.
(g) Clarification on widening of box culverts

Are culverts to be widened on both sides or one side only.

Eng. Sisya confirmed that widening of culverts will be carried out on both sides of the
center line except where specifically advised for widening on one side such as for the 9-
opening box culvert at km 82+675 where the widening will be carried out on one side only
and the centre line of the road moved accordingly.

There being no further issues the meeting convoy proceeded to the Lumbadzi River Bridge where
bidders had the opportunity to inspect the existing structure following which a brief discussion on
the widening and raising process took place during which the bidders were advised that the
methodology to be adopted was for their proposal to the Engineer to be approved. It was pointed
out that the raising was in part to provide an increased hydraulic capacity to prevent the bridge
overtopping during heavy rains and so the existing deck had to be removed.

The meeting continued to the remaining bridge sites where bidders were able to inspect the
existing bridges. At all bridge sites the questions raised were related to the methodology and at
all sites bidders were advised that the methodology for the detailed design of the bridges to be
widened and raised is included in the specifications. This is included here for ease of reference:

The following methodology has been included in the Project Specifications as a requirement for
the Contractor’s detailed design of the bridge works.
Clear trees, grass etc. from under the bridges near the abutments, wingwalls and piers, to
enable access for detailed measurements and foundation inspections.
Carry out detailed measurement surveys of each bridge with accurate dimensioning. Scaffold
access will be necessary to do this in places.
Excavate at riverbed level to expose edges of foundations, and thicknesses to underside of
footings and/or pile caps. Determine the approximate dimensions and shape of
structures below current ground level.
Record the condition of the bridges, noting any edge damage, cracks, honey combed
concrete etc., with record of the extent, depth and location of the defects.
Gain access to bearing levels and obtain bearing type and condition as far as is possible
without any demotion work.
Assess the type and condition of bridge joints (between decks and abutments and between
adjacent spans for multi-span structures). This may involve some exposing of the joints
at the sides of the carriageway, and possibly near the centre of the carriageways. Normal
safety measures when doing this on a trafficked road will be required.
Assess the ability of the edge of the deck of each structure to carry a concrete safety barrier,
suitably raised and adapted to also act as a parapet, to be grafted on to the edge of the
existing decks. Carry out a feasibility study for each bridge on the ability of the decks to
take the horizontal, vertical and impact loads from the concrete parapets, and decide
how, and how close to the edge of the existing decks, such barriers can be constructed.
In order to do this, it may be necessary to do a survey of the reinforcement in the deck
edge cantilevers and carry out some testing to assess the strength of the concrete. This
 exercise, together with the detailed dimension survey of the bridge decks, will enable the
extent and concept design for the widening required for each bridge.
In conjunction with final design of the road centre line, decide whether the bridges can be
widened on one side only, or not, and if so, which side should the widening be done.
Agree on whether existing road centre line locations will remain, or if they will be
displaced, and if so in which direction and by how much.
Assess the need for diversion roads during the construction of the modifications to the
bridges, and decide the location, length, width, type of finish, and drainage structures
needed for the diversions.
Alert the relevant parties of the need to relocate services supported from the bridges, where
the changes to the bridges will interfere with these services.
Prepare conceptual designs and general arrangement drawings for the changes to be made
to each bridge for approval by the Engineer.
Conduct foundation investigations in the areas at each bridge where new/extended
foundations will need to be constructed to the approval of the Engineer.
Complete the detailed design development of the alterations to the bridges including detailed
working drawings and costs for the approval of the Engineer.
The meeting reconvened at the end of Section 1 approximately 1 km north of the final end point
of the section at km 102+000 where a final discussion on LOT 1 was held. That discussion
included reiteration of the following requests for clarification:

(a) The process for widening and raising the bridges

Eng. Sisya referred to the requirements included in the specifications (and repeated above) and
emphasised that the bidding documents for LOTS 1 and 2 respectively provide payment items
for the Contractor to mobilize a Bridge Engineer as part of its team and for that Engineer to
prepare a detailed design and proposal for the works on each Bridge for submission to the
Engineer for approval. Once approved the Contractor will be paid for the works through the rates
provided in the Bills of quantities.

(b) The process for reconstruction of the pavement

Eng. Sisya clarified the content of the bidding document that the reconstruction of the
pavement will involve the milling of the existing surface and base course, the spreading
of this material across the subbase layer width of the widened pavement, the importation
of additional subbase gravel material to provide in total the 150mm layer required, the
mixing insitu of this layer to provide a homogeneous material from the imported gravel
and the milled base course and surface and the stabilization of this new layer to form the
stabilized subbase.

(c) The requirements for traffic control using roadside diversions and half width construction:

Eng. Sisya reiterated that where roadside diversions were to be used, the maximum
length of any diversion is 5km following which traffic is to be returned to the existing road
for a minimum distance of 5km before a further 5km diversion can be applied.

Assuming that the progression of the pavement works involved 5 teams (culverts,
earthworks, subbase, base course and surfacing) and that on completion of each team it
 returns to work on the previously left 5km sections then on completion of a total of 35km
of surfaced road that portion can be requested to be taken over.

Eng. Sisya confirmed that the maximum length of half width working with traffic control is
2km and that following such length two way traffic must be allowed for a minimum of a
further 2km before a subsequent section of half width working is imposed. A maximum
of 5 such 2km sections of half width working are permitted to be open at any given time.

There being no further discussion on Section 1, the LOT 1 attendance sheets were signed
following which Eng. Sisya gave an introduction to LOT 2 at 11.30 as follows:

1.2. SITE VISIT TO LOT 2 KASUNGU TO JENDA 85,56KM

Eng. Sisya advised the participants that LOT 2 comprises the section from the end of LOT 1 to a
point 85.56km beyond the start at a location which is approximately 180m beyond the northern
junction of the M1 with the Jenda Loop road.

Eng. Sisya advised that the works involved are from km0+000 to 20+500 and from km35+000 to
43+000 a 150mm crushed stone base overlay to the existing base course with DBST surfacing
10,8m wide from shoulder breakpoint to shoulder break point and from 20+500 to 35+000 and
43+000 to 85+560 DBST on the shoulders and single seal on the lanes.

The works include the widening of 5 bridges at the following locations:

LOT Chainage Description Scope of works Half width

# at the location required
2 19+800 Dwanga River Bridge To be widened Yes
30+160 Mpasadzi River bridge To be widened Yes
46+520 Milenje River bridge To be widened Yes
57+800 Nkhamenya River Bridge To be widened Yes
58+340 Msusu River Bridge To be widened Yes

Eng. Sisya confirmed that two way traffic control was anticipated at these bridge sites and also
through the main trading centers along the route but reiterated that the final traffic management
plans were for the Contractor to propose and submit for the Engineers approval.

Eng. Sisya advised that the visit would stop at all bridge sites and that where possible discussion
on the works and clarifications would be discussed at the sites. Where this was not to be possible
due to space and Traffic constraints the discussions would be deferred to the end of the Section
at Jenda.

The visit proceeded through the site with inspections at each bridge site and reconvened at a
point approximately 1km after the end of the section.

At this location there were no questions, so the attendance sheets were signed and the
introduction to LOT 3 was presented by Eng. Sisya
1.3. SITE VISIT TO LOT 3 JENDA TO MZIMBA TURNOFF 46,74KM

Engineer Sisya introduced LOT 3 as follows:

The scope of works includes the following defined as periodic maintenance:

From 0+000 to 13+500 and from 33+500 to 46+74 single seal 6,8m wide on carriageway and
DBST on the 1m wide shoulders

From km13+500 to 33+500 50mm AC overlay to the existing base course. This includes the
section through the Luvri Trading center.

Eng. Sisya advised that there are no structural works on LOT 3 and therefore there would be no
planned stops. The visit will continue to Mzimba where there was a discussion, question and
answer engagement.

At the Mzimba turnoff there were no questions or points of clarification. The attendance sheets
were signed and the bidders were advised that the visit to LOT 4 would convene at the Kacheche
junction at 09.00 the following day Thursday 15 April.

1.4. SITE VISIT TO LOT 4 KACHECHE TO CHIWETA 66,5KM

As arranged the visit convened at 09.00 and was addressed by Eng. Sisya who advised as
follows:

The Kacheche junction is at km0+100 and the section extends to the entrance to Chiweta a total
distance of 66, km. The section from km0+000 to 35+000 is largely flat terrain and roadside
diversions will be possible except through the trading centres. From km 35+000 to the end the
road passes through the escarpment and includes sections of steep gradients and sharp small-
radius curves. Over this section half width construction will be required.

It is not safe to have a large number of vehicles parking on the road side over this section so the
visit will drive slowly through the entire section length and will turn into the right hand gravel road
in Chiweta where we will have questions and clarifications on the section.

Eng. Sisya brought to the attention of the participants that sections of the road were in very bad
condition and that these would require remedial works to retain safe travelling conditions for road
users throughout the duration of the works. The route includes many HGVs and traffic control will
be of paramount importance. It is the intention to close the road between 06.00 and 18.00 from
Mondays to Saturdays during the duration of the works for HGVs. Sedan and passenger vehicles
will be able to pass through the half width working sections and the maximum 2km length and 5
such sections rule will be applied.

The visit proceeded in convoy and reconvened on the football field in Chiweta.

Questions raised included:

(a) Is an alternative to the widening shown on the drawings possible as widening on the cut side
of the escarpment section.
Eng. Sisya responded that this could be considered but that alternatives are not to be presented
and bids must be based on the design and quantities represented in the BOQs and the drawings.
Subsequent variations may be considered and issued as instructions to the Contractor.

There were no further questions and following the signing of attendance sheets the participants
were reminded of the mandatory pre bid meeting to be held on the following day Friday 16 April
at 14.30 at the Crossroads Hotel in Lilongwe.

The visit concluded at 13.30.

B. MINUTES OF THE PRE- BID MEETING: HELD AT THE CROSSROADS HOTEL ON
FRIDAY 16 APRIL 2021

The meeting was deemed mandatory for all bidders and convened at 14.30.

The meeting was chaired by Eng. Sam Kadangwe the Director of Major Projects for the Roads
Authority together with Eng. Elias Sisya the Chief Engineer of the Roads Authority and Eng.
Moses Malinda the Roads Authority Procurement Manager.

Eng. Kadangwe opened the meeting, welcomed the Bidders and introduced both the panel from
the Roads Authority and the representatives from the Technical Assistance Consultancy namely
peter barron the Team Leader, Elhanan Lema the Highway Engineer and Constance Nekessa
Ouma the Social Development Specialist.

Moses Malinda addressed the meeting advising that the purpose was to provide a forum for
questions or clarifications concerning the bidding process, documents and the works. He
reminded participants that attendance was mandatory for bidders and that the attendance sheets
which would be signed at the end of the meeting were to be submitted with the Bids as
qualification for bidding. He handed the meeting to Peter Barron who invited questions or
comments from the participants.

The following issues were raised:

1. Currency of Bid EURO

What currency are the bids to be submitted in? In response:

The bids are to be submitted in EURO

2. Will subcontractors also be paid in EURO ?

In response:

Subcontractors are to be paid by the Contractor and in whatever currency they are
contracted to be paid in.

3. Govt to assist in land acquisition for camps

Would the Government or the Roads Authority assist the Contractors in obtaining land for
camps?

In response:

Neither the Government nor the Roads Authority will assist in the locating of sites for
camps, but bidders are recommended to refer to the District Councils which will provide
guidance and assistance in this matter.

4. Credit advance in lieu of late payment NO

Is there a credit fund against which Contractors could draw funding if payments were
delayed?
 In response:

There is no credit facility from Government of the Employer. In the event of late payment,
the Contract entitles the Contractor to interest at the contract stated rate.

5. Same equipment and staff for different sections. No

Could a bidder submit the same personnel and equipment for multiple LOTS since maybe
not all of the Bids would be successful?

In response:

No. A bidder must submit a separate bid for each LOT and must qualify separately for
each LOT so personnel and equipment as specified and required for each LOT must be
available for that LOT. If a single bidder committed the same equipment and was awarded
more than one LOT and then tried to withdraw for one or more of the LOTS, then the bid
security would be called.

6. Qualification for JVCA members

What was the implication of the percentages for experience in the Evaluation and
Qualification Section of the Bidding Document specifically under 4.2(a) the reference to 3
contracts of not less than EUR75M in the last 10 years and that in a JVCA one partners
must comply 60% and each partner 40%?

In response:

If there is a Joint Venture or Consortium or Association of Companies forming a single

Bidder then in respect of the required 3 similar contracts one of the members of the JVCA
must have competed at least 1.8 (60%) or effectively 2 such contracts in the specified
period and each of the other members must have completed at least 1.2 such contracts.

7. Tax exemption and services

Is the project exempt from taxes and duties and does the exemption extend to services
provided by the Contractor?

In response:

The Bidding document states that equipment for use on the works and materials to be
incorporated in the works can be imported free of tax and duty subject to a bond
established in respect of the value of the equipment. That bond will be cancelled once the
equipment is removed from the country.

RA has a commitment from the Ministry of Finance in that respect. Foreign Contractors
will be exempt from corporate tax in Malawi.

On this project the Contractors are not providing services they are providing personnel
and equipment and materials.

8. National Construction Industry Council (NCIC)

 Will the NCIC take 1% of each IPC payment

In response:

Contractors are required to register with the NCIC and to pay the registration and annual
fees. There will be no deduction for NCIV from the IPCs.

9. Coordinates for Location of BDs

Are the coordinates given for the borrow pits in the materials report accurate because
the questioner had been unable to locate specifically the borrow pit at the start of LOT
1?

In response:

We located the borrow pit on the east side of the M1 near the KIA turnoff using t a GPS
and those coordinates without problem and have located other pits so we believe the
accuracy to be acceptable.

10. Relocation of utilities

Would the Contractor be required to relocate utilities and especially the water mains
attached to the bridges on LOTS 1 and 2?

In response:

Service providers will be required to relocate services in advance of construction

operations. If it is necessary for the Contractor to perform this task, there will be payment
probably through the Dayworks rates for this.

11. Specific milling machine

The equipment list in Section III of Volume 1 for LOT 1 requires the Contractor to mobilize
Pavement recycling/milling equipment Minimum 300kW. Milling depth to 300mm. (Type
Wirtgen 2500S or equivalent). Can other type of similar equipment be used? and who
decides if the machine is equivalent?

In response:

The Wirtgen machine or equivalent is to be used and the bidding document states or
equivalent so a machine that performs the same operation at the same production rate
would be considered equivalent and that decision would be made by the Engineer.

The specification states:

It is a requirement of this contract that the processing of all stabilized layers be carried
out by road reclaimers/recyclers. These machines shall have the required power to firstly
break down the material to at least the size specified and shall also have the capacity to
produce a stabilized mix which is thoroughly homogeneous. It is thus a requirement that
the breaking down, conditioning and mixing in of water and stabilizer are to be carried
out by a road reclaimer even if the operation entails two or more passes of the recycler.
In the event the Contractor shall allow for this in his tendered rates.
12. Award process

What are the implications of the award process will the lowest bid on each LOT be
awarded the Contract?

In response:

The award is on the "Most Economically Advantageous Tender" basis. That means that
the award of the various contracts within the project will be made on the basis of the
lowest overall price for the project being the best benefit to the Roads Authority. This
means that if a single bidder bid for all 4 LOTS, he may be the lowest overall price for
the project despite not being the lowest price on each of the 4 LOTS.

13. Capacity of the Contractor

Advisability of a single Contractor

In response:

Each Bidder must qualify for each of the LOTS for which it submits a bid. If that produced
a result of one Contractor for all 4 LOTS then since it would be 4 separate Contracts with
separate personnel and equipment, that would be acceptable.

14. Subcontracting requirement

Is there a requirement to subcontract a percentage to local contractors?

In response:

There is no requirement to subcontract any of the works to anyone only a condition not
to subcontract all of the works.

15. COWI to supervise

Would the supervision be done by COWI?

In response:

No. There is a process to select the Supervision Consultant which is still in process. That
Consultant will not be COWI

16. Bridges responsibility for design and payment.

In response:

The design and methodology proposal will be prepared and submitted to the Engineer
by the Contractors Bridge Engineer. Once that design and methodology is approved by
the Engineer it will be executed by the Contractor as part of the works and on completion
certified by the Engineer. The Engineer will have approved the design as fit for purpose.

payment for the construction will be made through the rates provided in the BOQ.

17. Advance payment

What constitutes qualification for the second instalment?

 In response:

The second installment is certified for payment when the contractor has mobilized and
completed the camp establishment together with the necessary personnel and
equipment that enable it to commence the works.

18. Provisional Sums

Are the provisional sums to be paid in EURO?

In response:

The provisional sums are disbursed at the discretion of the Engineer and in response
to his instructions to the Contractor. The involved activities will be certified and paid
through the Contract in the currency(ies) of the Contract.

Mr. Barron noted that during the site visits at each LOT the participants were asked if they had
any questions or clarifications on the Environmental and Social obligations contained in the
Contract. There were responses to this during the site visit. To ensure that bidders are aware of
these obligations the Social Development Specialist gave a briefing on these requirements and
this is attached hereto.
C. Pre- bidding Meeting – June 16, 2021: Communication to the Bidders/Contractors:
Environmental and Social obligations

1. As prospective contractors, it is important to know that this contract entails obligations

requiring total compliance to management of environmental and Social risks and impacts
– in accordance to EIB E&S Standards as a funding agency and Government of Malawi
Environmental and Social Policy requirements;
2. On taking on the contract, the contractor is expected to prepare a Contractor's
Environmental and Social Management Plan (C-ESMP) for each contract/section of the
Road..
3. The C-ESMP will be informed by/based on the Project's ESMPs developed at project
preparation and included in the bidding documents for your reference.
4. In addition, the site visit must have highlighted the Environmental and Social
issues/impacts and risks.
❖ The contractor will be required to prepare all the relevant environmental and
social Action/Management Plans in accordance to the ESIA/ESMPs including
contractor E&S guiding policies.
❖ Develop a plan to engage with communities and form community liaison
committees.
❖ Define a clear code of conduct for management and workers
❖ All preparation, clearance and/or approvals must be compliant with the
Government of Malawi National Environmental Policy as well as other policies
guiding social risk management.
❖ All activities not fully defined in the ESIA but will be designed/defined during
construction such as Bridges, Quarries, Campsites, Borrow Pits and will
undergo a similar process of Assessment (ESIA and RAPs) specific
management plans developed.
o Contractors will liaise with District Councils for all the land requirements
for the Quarries, Campsites and Borrow Pits.
o All the activities are guided by the project ESIA/RAP Principles
❖ All the ToRs and Action Plans must be approved by RA through the RE with
technical support of the DCs relevant Staff.
❖ Each contractor must have relevant and qualified Environmental and Social
personnel responsible for implementation of E&S concerns and undertaking
engagement of stakeholders as appropriate
❖ Note that implementation of the C-ESMPs will last the project/section lifetime
to ensure the issues are well managed
5. Note: All other Environmental and Social requirement to be met by RA, are planned
accordingly.
❖ SEP and Community awareness
❖ RAP – for the Road Reserves
❖ Mobilization of District councils + other stakeholders
The meeting concluded at 16.00. Participants were reminded that the attendance at the pre bid
meeting was mandatory and that the attendance sheets had b to be signed and submitted with
the bids. The attendance sheets were signed, and the participants asked to scan their signed
attendance forms and to email these to the email addresses in the Bidding Document.