PROJECT: OUTPUT AND PERFORMANCE-BASED ROAD CONTRACT

(OPRC) ASSET MANAGEMENT CONTRACT FOR DESIGN,

REHABILITATION/IMPROVEMENT, ROUTINE AND PERIODIC
MAINTENANCE WORKS: PACKAGE 12, SOUTHERN PROVINCE TIME: 10:30 hrs
(KALOMO, KAZUNGULA AND ZIMBA DISTRICTS)

Contract No: RDA/CS/ICS/001/021

CLIENT : Road Development Agency
MONITORING CONSULTANT : Lea Associates South Asia Pvt. Ltd. in association with ILISO.
CONTRACTING ENTITY : M and N Industrial Merchants Limited
LOCATION: LASA Office, Lusaka

MINUTES OF 3rd PROGRESS REVIEW MEETING

AGENDA OF THE MEETING

1. Introduction/Attendance
2. Approval of Previous Meeting Minutes
3. Matters arising from the previous Meeting
4. Status on CE’s pre-construction documents submissions for Phase-I assignment
 C-ESMP document
 EPB for Camp Site & Borrow Pits
 Initial Contract Condition Report
 Updated Work Programme
 Quality Assurance Plan
 MC’s Camp construction Layout drawings
 Detailed Design of the 1st section of Road that CE want to undertake
 Any other pre-construction documents submission as per MC’s letter dated 11 March 2022 not
covered above
5. Submission of Contractor’s Monthly Progress Reports along with:
 Contractor’s ESMP Report
 Contractor’s HSMP Report
 Contractor’s HIV/AIDS Prevention Report
6. Finalize date for joint site visit for verification of Initial Condition Report within 1 st week of June
2022 as per the decision taken during the meeting chaired by RDA on 17 May 2022.
7. Provide temporary facilities for MC at site after 90 days from the Start Date of the Project till CE
provide permanent facilities as per the provision of Contract.
8. Any Other Business (AOB)
9. Date of Next Meeting
10. Closure of Meeting

ATTENDEES OF THE MEETING

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S/N Name Position Organization
Team Leader(TL)
1 Mr. Narapati Katel LASA/ILISO
(Highway Engineer/Resident Engineer)
2 Mr. Soumik Sarkar Manager (Operations) LASA/ILISO
3 Mr. Francis Regedzai Hydrologist/Drainage Engineer ILISO
4 Mr. Glory Nthara Surveyor/Geometric Engineer ILISO
5 Mr. Misheck Musonda Material Technician ILISO
6 Mr. William Kunda Inspector of Works ILISO
7 Md Abdus Sattar Contract Manager M & N Merchants Ltd
8 Mr. Trasizio Banda Civil Engineer Bari Zambia Ltd

SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS

1. INTRODUCTION/ATTENDANCE
The Team Leader(Highway/Resident Engineer) on behalf of the MC Info
welcomed all the participants from MC & CE for attending 3 rd
Monthly Progress Review Meeting for the month of May 2022.

The TL informed that the representatives of RDA is unable to join for

this meeting due to pre-engagement in other important matters and
advised us to proceed with the monthly progress meeting as
scheduled between MC & CE. However, RDA suggested to forward
the Minutes of Meeting to the Project Engineer and RDA may call for
separate meeting with MC & CE depending upon issues raised in the
meeting where Client’s intervention may be required.

Finally, the TL introduced by himself and requested all the

representatives of MC & CE to introduce individually.

2 APPROVAL OF PREVIOUS MEETING MINUTES

The TL informed the meeting that 2 nd draft Minutes of Progress Review Info
Meeting was circulated to all the representatives of RDA, MC & CE by email
and requested to give their comments/corrections (if any) but not received
any response till date and enquired if there is any
modifications/corrections before signing the 2 nd Minutes of Progress
Review Meeting.

The Contracts Manager, CE who represented CE pointed out that there is

an error regarding the organization name in the list of attendance of

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
meeting mentioned in 2nd Draft Minutes of Meeting under Sl. No. 11 (Page
no. 2 of 10) and needs to be corrected as “M & N Merchants Ltd.” and
accordingly made correction in the Final 2 nd Minutes of Monthly Progress
Meeting.

The Final 2nd Minutes of Monthly Progress Review Meeting after necessary
corrections has been signed by the representatives of RDA, MC & CE and
hence adopted.

3. MATTERS ARISING FROM THE PREVIOUS MEETING

The TL enquired with the representatives of CE that if are any matters Info
arising from the previous meeting then the same can be discussed &
resolved before proceeding to other issues as per the Agenda.

The Contract Manager, M & N Merchants Ltd pointed out that there are no
any matters arising from the previous meeting. Further, the TL replied that
issues which need attention are covered in the Agenda for the meeting and
hence there were no any issues to be discussed further.

4. STATUS ON CE’s PRE-CONSTRUCTION DOCUMENTS SUBMISSIONS FOR PHASE-1

ASSIGNMENT:
The TL informed that the following pre-construction documents are Info
finalized and already submitted to RDA for further review and acceptance
and hence not included in the discussion:
(i) Contractor’s Code of Conduct
(ii) Approval on HIV/AIDS Service Provider

The status on each of the pre-condition documents were reviewed as per

the details furnished below:
 Contractor’s Environmental & Social Management Plan (C- Info
ESMP):
The TL informed that CE has fully addressed all the comments of
MC & Client on 2nd Draft of C-ESMP and ready for submission to
RDA for further review an acceptance.
MC
 Environmental Project Brief (EPB) for Camp Site & Borrow
Pits:
The TL informed that MC has reviewed 1 st Draft of EPB for Camp
Site and forwarded our comments to CE on 4 April 2022 for

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
incorporation in final document. Also, Zambia Environmental
Management Authority (ZEMA) reviewed EPB for Campsite and
issued comments on 7 April 2022 to CE and enquired on the status
on final submission of EBP for Campsite. The Contract Manager of
CE responded that the submission on EPB for Camp site is almost
completed and shall be submitted to MC within one or two days.
Further regarding the status on EPB for Borrow Pits, the Contract
Manager of CE said that it will be submitted to MC together with
with 1st link of design drawings tentatively by 3 June 2022.
CE
 Initial Condition Report:
The TL informed that CE incorporated all the comments of
MC and re-submitted softcopy of updated Initial Condition
Report on 24 May 2022 via email and requested to follow
procedures to submit by letter as agreed in the Introductory
Meeting conducted between MC & CE during 21 March 2022.
Further, the TL mentioned that a joint site visit is proposed to
be conducted by the representatives of RDA, MC & CE before
submitting the final Initial Condition Report to RDA as pert
the provision of contract. As per the decision taken during
the online meeting chaired by RDA on 17 May 2022, it was
agreed to conduct a joint site visit during the first week of
June 2022 which shall be discussed separately in this monthly Info
progress meeting under Agenda point No. 6.

 Updated Work Programme:

The TL informed that MC reviewed 2nd draft updated Work
Programme and forwarded MC’s comments again on 16 May
2022 requesting CE to incorporate in final submission and
enquired on the status of submission from CE. The Contract
Manager of CE responded that CE is working to complete on
priority but not given any definite deadline of submission of
final Work Programme.

 Quality Assurance PLan:

The TL informed that MC reviewed 1st draft Quality Assurance
Plan (QAP) and forwarded MC’s comments on 13 April 2022

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
but CE has not submitted final updated QAP after
incorporating the comments of MC even after a lapse of
about 45 days and enquired on the status of submission with
CE. The Contract Manager of CE responded that CE is working CE
to complete on priority but not given any specified time of
submission of final QAP.

 MC’s camp construction Layout drawings:

The TL informed that MC reviewed 1 st draft of MC’s Camp
construction Layout drawings submitted in hard copy & soft
copy in Autocad through letter and forwarded MC’s CE
comments on 16 May 2022 but CE has not submitted final
updated MC’s camp construction Layout drawings till date
and enquired on the status of submission with CE. The TL said
CE submitted different MC’s camp construction Layout
drawings in Autocad without any letter as such MC issued
comments on the previous submission through letter and not
considerd second submission without letter.
CE

The Contract Manager responded that CE is working to complete

on priority but not given any specified time of submission of final
updated MC’s camp construction Layout drawings and clarified
that since MC issued comments on the previous submission
through letter as such CE will incorporate comments of MC on first
submission and discard second submission to MC without letter.

 Detailed design of the first section of Road that CE want to CE

under take:
The TL informed that CE has not submitted detailed design of the
first section of Road that CE want to undertake till date and
enquired on the status on submission by CE. The Contract Manager
responded that CE will submit detailed design of the first section of
link Road of UK4 of 45.70 Km on 3 June 2022.

 Any other pre-construction documents submission as per

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
MC’s letter dated 11 March 2022 not covered above:
The TL reminded CE to submit all the other documents not
covered above as per MC’s letter Ref. No:
LASA/M&N/OPRC/PACKAGE-12/2022-23/001 dated 11 March
2022. Some of the important documents not covered above, but
not limited to, are as follows:
(i) All technical documents listed in the Specifications.
(ii) Handing over of the entire Road Reserve as per Sub-Clause
14.2
(iii) Site Regulations for Employer’s approval as required within 2
months of Start Date as per Sub-Clause A 3.4
(iv) Details of mobilization of Plants & Machineries along with the
Date of mobilization.
(v) Health & Safety Management Plan
5. SUBMISSION OF CONTRACTOR’S MONTHLY PROGRESS REPORT:
The TL said as per GC Sub-Clause 17.3.1 of the contract provision it is CE
stipulated that “The Contractor shall monitor progress of works and
other activities specified in the program referred in GC Sub-Clause 17.2
and submit a Monthly Progress Report to the Project Manager every
month together with his monthly Statement unless otherwise stated in
the Specifications, each progress report shall include the
Environmental and Social (ES) matrices set out in Appendix B”. Futher,
TL pointed out that the Employer has issued Possession of Site
Certificate as per GC 14.2 for the vide letter Ref. No.
RDAHQ/101/12/280 effective from 25 March 2022 which is also the
Start Date of the Project. However, CE has not submitted any Monthly
Reports for the months of March & April 2022 as per the provision of
contract and started making claims without any proof of any activities
performed in the Monthly Reports and instructed CE to submit CE’s
Monthly Reports as per GC Sub-Clause 17.3.1 by end of every months
without fail along with ESMP, HSMP, HIV Report, Quality Report,
Contractor’s Monthly Statement of any activities performed as per
standard formats otherwise MC will assume that no any activities have
been performed at site and claims made on that particular month
cannot be entertained. The Contract Manager responded that CE will
start submitting Monthly Progress Reports in standard formats from

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
May 2022 onwards regularly as per the provision of the Contract.
6. FINALIZE DATE OF JOINT SITE VISIT FOR VERIFICATION OF
CONTRACTOR”S INITIAL CONDITION REPORT:
RDA/MC/
The TL informed that during the online meeting conducted by CE
RDA on 17 May 2022, it was decided to conduct a joint site visit
for the verification of Contractor’s Initial Condition Report in field
by the representatives of RDA, MC & CE tentatively during the
first week of June 2022 as per the provision of the contract and
requested to finalize a suitable date during the meeting for
proposed site visit. Accordingly, the meeting decided to conduct
joint site visit from 6 June 2022 for verification of Initial
Condition Report.
7. TEMPORARY FACILITIES FOR MC AT SITE AFTER 90 DAYS FROM
THE START DATE OF THE PROJECT TILL CE PROVIDE PERMANENT
FACILITIES AS PER THE PROVISION OF CONTRACT: CE
The TL informed that the accommodation should be ready for
occupation not later than 90 days from the Start Date of the Project.
The TL pointed out that CE should provide the facilities for the use of
MC’s Staffs as per the provision of Contract not later than 90 days from
the Start Date of the Project and enquired on the status of the
following:
(i) Consultant’s Office, Office Eqipment and Supplies
(ii) Consultant’s Residential accommodation
(iii) Procurement & supply of Vehicles

The Contract Manager of CE ensured that all the facilities of MC

shall be provided as per the provision of the contract and CE is
working to provide temporary accommodation, office facilities
and other supplies as per contract after 90 days from the Start
Date of Project until the construction of permanent
accommodation facilities are completed.

8. ANY OTHER BUSINESS (AOB)

The TL informed that although all the discussions as per Agenda has Info
been
completed and the floor was open for discussion for any additional

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SL.NO KEY DISCUSSION AND ACTION POINTS ACTIONS
points/issues which is not covered in the meeting and requested all
particitants to raise any concerns under AOB. The representatives of CE
said all the issues were well covered in the Agenda as such there were
no any additional issues for discussions and CE & MC should work in a
group for the successful completion the project. Info

However, the representatives of MC raised the following issues:

(i) The Survey of MC pointed out that the location for
conducting traffic survey should be jointly agreed by MC
Info
& CE.

(ii) The Hydrologist of MC told the CE should share

hydrological and traffic data to MC which will be useful
for traffic volume projection and impact on cost
implication during maintenance phase. CE

The Contract Manager of CE agreed to share all the available traffic,

hydrology & material investigation data to MC together with detailed
design of first section of detailed design which is expected to be
finalized as soon as possible.
9. DATE OF NEXT MEETING
The TL informed to all the participants that MC would like to request all Info
the meeting participants to fix a suitable date for the next progress
review meeting for the month of June 2022. Accordingly, the meeting
decided to conduct next progress review meeting on Tuesday, 30 June
2022.

Further, TL clarified that meeting date once fixed should not be

proposed for shifting/cancellation by the representatives of CE except
considerations can be made for Client due to any un-avoidable
circumstances and the same shall be notified to all participants in
advance.

10. CLOSURE OF MEETING

On behalf on MC, the TL thanked all the participants from MC & CE for Info
attending this meeting which concluded successfully and declared the
meeting is officially closed.

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RDA Representative MC Representative CE Representative

Signed: ………………… Signed: …………………. Signed: ……………………

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