SITE MEETING MINUTES

MINUTES OF MONTHLY SITE MEETING

REHABILITATION OF MONGU – LIMULUNGA (D315) AND UPGRADING OF

MUOYO ROADS TO BITUMINOUS STANDARD IN WESTERN PROVINCE OF
ZAMBIA

Meeting 17 Date: 8th June, 2023 Time: 14:26 hrs.

Number:
Employer: Road Development Agency (RDA) Contractor AVIC International Holding
: Corporation
Consultants: Rankin Engineering Consultants (Services Contract Lapsed)
Contract Number: RDA/CE/DB/004/18
Contract Amount USD 36,974,638.28 VAT Inclusive
Contract Start Date: 30th October 2019
Intended Completion Date: 30th December 2023
Attendance

No Name Organization Position Email

Richard Mwape RDA- Senior Manager - C&R
1. rmwape@roads.gov.zm
(RM) Headquarters (South) (SM-C&R)
RDA-Western
2. Paul Habasimbi (PH) Regional Manager (RM) phabasimbi@roads.gov.zm
Region

3. Lutangu Munga (LM) RDA- Engineer- C & R (E-C&R) lmunga@roads.gov.zm

Headquarters
4. Andy Lin (AL) AVIC Chief Engineer (CE) 605973022@qq.com
Temwani Sichilongo Materials Technician temwanisichilongo@gmail.co
5. AVIC
(TS) (MT) m
Ass. Safety Officer (Ass.
6. Eric Muwana (EM) AVIC ericmuwana95@gmail.com
SO)

Circulation list: Next Meeting

RDA – Headquarters TBA
RDA – Western Region
AVIC - Mongu

Minutes approved as corrected, and signed accordingly by:

Contracts Manager Regional Manager

AVIC RDA Western Region

Senior Manager
RDA Headquarters

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ACTION
BY
DISCUSSION ITEMS WHOM BY WHEN

1 WELCOME REMARKS
1.1 The Regional Manager (RM) welcomed everyone in To Note
attendance of site meeting no. 17 on the project.
The Site Progress Meeting No. 17 was preceded by an
inspection by the Parties to appreciate progress recorded as To Note
well as the outstanding scope. The RM emphasized the
importance of continued progress on this priority project
and stated that the Stakeholders remained committed to
ensuring the successful completion of the Project.
The RM requested attendees to sign the attendance To Note
register. The RM encouraged members to participate
freely in the interest of progress on the project.

1.2 APOLOGIES
Apologies were received on behalf of the RDA-HQ
Agency Project Engineer, Eng. Namalala Chilala and the To Note
Contractor’s Contract Manager, Mr. Zhan Yuting.
1.3 READING AND APPROVAL OF AGENDA
The agenda was tabled, read and approved with the
following changes: To Note
- Inclusion of Sub-Item 3.2: Construction of Bailey
Bridges;
To Note
- Sub-items under Item 3 are to be renumbered
accordingly subsequent to inclusion of the sub-item
above;
- a change under item 3.8 to read “Work plan for March” To Note
in lieu of “Work plan for December” Further, item 3.10
was renumbered to item 3.9.
Subsequent to proposal by SM-C&R and secondment by
the Contractor’s Chief Engineer, the Agenda was
adopted. An Attendance Register, Minutes of the previous
site meeting, Action Matrix, Contractor’s Progress Report
and Programme of Works were circulated.

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ACTION
BY
DISCUSSION ITEMS WHOM BY WHEN

1.4 CORRECTION AND ADOPTION OF PREVIOUS

MEETING
The following corrections were made on the minutes:
To Note
 On page 3, the third line under item 2.4.2 should read
“…the RM intimated…” in lieu of “…the RM
intimate…”;
 Under heading 2.4.3: Housing on page 3, the first word
on the second line should read “… the substantive…” in
lieu of “…the substantice…”;
 On page 9, heading 7 should read “INSURANCE AND
SECURITIES” in lieu of “INSURANCE AND
SECURITIE”; and
 Under item 8.1 on page 10, the first line of the third
paragragh, replace “entiery” with “entirely”.

Save for the above, the previous minutes were adopted,

approved as a true record of the proceedings of the previous
Site Meeting subsequent to proposal thereof by the
Contractor’s Chief Engineer (CE) and seconded by the
SM-C&R.

1.5 MATTERS ARISING

Matters arising from the previous Minutes were discussed
in tandem with the meeting’s agenda and Action Matrix.

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ACTION
BY
DISCUSSION ITEMS WHOM BY WHEN

2 MOBILIZATION
2.1 Contractor’s Site Establishment

The Contractor’s Chief Engineer (CE) Andy Lin (AL) To Note

reported that mobilization was at 100%.

2.2 Equipment and Plant

The Contractor’s Chief Engineer (CE) reported that all

equipment and Plant had been mobilised to site. However, To Note
one (1No.) paver had been demobilized due to breakdown.
Further, the vibro-hammer that was being utilized to drive
the piles on the Luanginga Bridge had broken down.

2.3 Key Personnel

To Note
The meeting was informed that all Key Personnel had been
mobilized.

2.4 Engineer’s Facilities

2.4.1 Offices
The meeting recalled that the Contractor had continued
providing an office for use by the Regional Manager which
is fully furnished with furniture and equipment.
To Note
The Contractor was reminded to ensure all Facilities were
provided for in accordance with the Contract as required
by the Project Manager.

2.4.2 Laboratory Facilities and Equipment

The Meeting recalled that the laboratory equipment for the June 15,
Engineer’s laboratory had been calibrated and the AVIC 2023
certificates submitted to the RM. The meeting further
recalled that the Contractor was instructed to replace the
compression machine. The meeting noted that this was
outstanding. The Contractor undertook to look into the
matter and provide feedback within a week of the meeting.

2.4.3 Housing To Note

The meeting recalled that housing was not being provided

as the substantive Consultant’s service Contract had
lapsed. The quantities in the BoQ allocated for this item
were being held in abeyance until such a time that the
engagement of a supervision Consultant is finalized.

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ACTION
BY
DISCUSSION ITEMS WHOM BY WHEN

2.4.4 Survey Equipment

The meeting recalled that the Survey equipment had been To Note
supplied and had been calibrated.
2.4.5 Vehicles

The meeting recalled that four single cabs were yet to be

procured. However, the Contractor had been guided to To Note
refrain from purchasing the vehicles until advised
otherwise.

2.5 Materials on Site

The Contractor reported that the status of materials on site
as follows:
 Bitumen – 100 tons; To Note
 Cement – 30 tons;
 Crushed stone – 1,000 tons; and
 Fuel – 36,000 litres.

The Contractor informed the meeting that they were in the To Note
process of remobilizing at Mangango Quarry. Nevertheless,
the Contractor assured the meeting that they had sufficient
crushed stone to cover the period until crushing resumed.

The meeting noted that the Contractor had reported on the AVIC Next
available fuel on site. However, the report did not include a Meeting
section on the status of the bailey bridges sub-structure
components. The Contractor was guided to attend to this
without fail.
To Note
However, the Contractor stated that all Luanginga Bridge July 2023
sub-structure components were on site and those for the
Silanda Bridge were enroute from China and would be on
site in the month of July, 2023

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3 PHYSICAL PROGRESS

3.1 Construction of Pavement Layers

The Contractor’s Civil Engineer (CE) Andy Lin (AL)
reported progress of works as follows:

CHAINAGE DISTANCE
WORK
S/No.
ACTIVITY
FROM TO DONE To Note
(Km) (Km) (Km)
Breaking up 15+50
01 0+000 15.5
old road 0
Road bed 15+50 15.5
02 0+000
0
Subgrade 15+50 15.5
03 0+000
0
Subbase 15+50 15.5
04 0+000
0
Base 15+50 15.5
05 0+000
0
Asphalt 15+50 15.5
06 0+000
0

Twenty-Four (24) out of forty-eight (48) piles had been

sunk. The associated decking had been installed.

NOTES:
1. This is only for Mongu – Limulunga road and the
Palace road because works on other roads have not yet To Note
commenced.

2. The Contractor re-emphasized the need for consistent

payment to facilitate progress of the Works.

The meeting noted that the Contractor had submitted a

programme of Works highlighting the approved scope on the
entire Project.
3.2 Ancillary Works
The meeting recalled that kerbstones on the section from
km0+000 to km1+500 had been carried out.

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3.3 Drainage Related Works
The meeting recalled that side drain Works on the section
from Km0+000 to Km0+500 had been carried out.

The meeting recalled that culverts at seven (7) locations had

been constructed.

The Contractor’s Chief Engineer reported that they had

constructed 300m of “V” shaped drain from km3+100 to To Note
km3+600 and km6+145 to km7+027.

The meeting recalled that the cross culvert at km6 needed

attention. The Contractor had accordingly been instructed to AVIC June 16,
look into the matter. The Contractor’s Chief Engineer 2023
indicated that they had since made a proposal. However, the
Contractor was guided to review the proposal in liaison with
the RM prior to finalization.

3.4 Hauling of Aggregates from Mangango Quarry

The meeting noted that this was ongoing intermittently as

aggregates were still required for the Works. The Contractor To Note
had 1,000 tons of crushed stone on site. However, haulage of
aggregates remained a challenge owing to distance.
3.5 Factors Affecting Work Progress
The Contractor stated that untimely payment of IPCs had
previously affected the works. To Note
3.6 Proposed Mitigation Measures

The Contractor requested the Employer to continue

prioritizing payment of submitted IPCs and timely payment RDA Ongoing
thereof to facilitate expeditious execution of the Works.

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3.7 Program of Works

The Contractor’s Chief Engineer (CE) Andy Lin (AL)

reported that the Contractor’s programme of Works was as
attached on page 30 of the Report (refer to Contractor’s
report).

The meeting noted that the property owners on the RDA/ June 2023
extension of the Limulunga road to the Jeutine stream may AVIC
need to be engaged.
To Note
The Contractor reported the progress of Work as 95% on
the Mongu Limulunga road and 48% on the entire
approved scope. The meeting noted that progress had been
revised downward from 63% as a result of the additional
scope approved under Addendum No. 5. AVIC June 16,
2023
The Contractor was guided to submit a revised programme
of works indicating the workplan for the additional roads
based on the meetings discussion.
3.8 Projected Cash Flow
The Contractor submitted a cash flow on page 28-29 of
their progress report (refer to Contractor’s report). To Note

The RM guided the Contractor to revise the cashflow so as

to provide a holistic picture up to the end of the Project. AVIC Next
Meeting
3.9 Work Plan for June, 2023
The Contractor reported that the work plan for June 2023
would constitute the following activities: To Note
 Increasing the physical progress on the Luanginga
Bridge from about 50% to more than 70%;
 Carrying out kerbstone and drainage works on the
Palace road;
 Carry out designs for the 2.2Km access road to the
Health facility as well as the 900m extension of the
Limulunga road to Jeutine stream; and
 Liaising with property owners on the 900m extension.

3.10 Comments on Contractors Report

Matters were discussed under the respective headings in To Note

the preceding sections.

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4 DESIGN
4.1 Status on Design Drawings
The meeting recalled that RDA had issued its “No
Objection” to the Detailed Drawings for the Luanginga and
Silanda Bridges on October 19, 2022.

The Meeting noted that transportation of the bailey bridge

components to Kalabo was ongoing.

The Meeting recalled that proposed BoQs for additional

scope had been submitted by the Contractor for To Note
consideration. The Employer had since processed
Addendum No. 5 and this matter was finalized.

4.2 Design
The Meeting noted that there would be need for the AVIC June 2023
Contractor to review the design for the drainage channels
and strucutures.
AVIC June 2023
The Meeting noted that the Contractor would carry out
design of the additional roads approved under Addendum
No. 5 within the month of June 2023.
4.3 Status on Design Report

The Meeting recalled that road designs drawings for

Mongu-Lilumunga, Libonda, Lyambai, Muoyo and To Note
Presidential roads had been submitted and approved.

The Meeting noted that the Contractor would carry out AVIC June 2023
design of the additional roads approved under Addendum
No. 5 within the month of June 2023.

5 FINANCIAL REPORT

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5.1 Measurement and Works Certification

The meeting recalled that despite the Contract stipulating that

the Payment certificates be submitted monthly, the Contractor AVIC Ongoing
was at liberty to submit multiple IPCs in a month. However,
time-related matters must be prorated accordingly.

Further, the Employer reiterated the need for the Contractor to

ensure IPC submissions were complete and accurate to guard AVIC Ongoing
against lengthy processing.

5.2 Summary of IPCs

The Contractor reported the summary of IPCs as follows:
IPC AMOUNT (USD) COMMENT
No.
1 2, 267, 754.13 PAID
2 2,079,580.56 PAID
3 2,546,952.07 PAID
4 1,013,064.34 PAID
5 1,903,980.44 PAID
6 910,742.88 PAID
7 1,352,234.35 PAID
8 898,247.59 PAID
9 1,313.293.23 Partly PAID

The Contractor reported a balance of USD136,973.99 on IPC To Note

No. 9.
5.3 Variations
The Meeting recalled that the variations include:
 Inclusion for the Side walk and kerbs for the first
3+200km of Mongu-Limulunga road;
 Provision for Sectional Handover under Addendum No. To Note
5; and
 Additional Scope under Addendum No. 5.
The status of variations was discussed under section 4.1 of the
minutes.
5.4 Claims

Nothing was discussed under this heading.

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6 QUALITY CONTROL AND NON-COMPLIANCE

REPORT

6.1 Method Statement for the Works

The meeting recalled that Method Statements had been
submitted.

The meeting further recalled that the Contractor’s Quality

Assurance Plan (QAP) had been approved.

6.2 Soil Test Results Summary (Grading, PI, MDD and

CBR)

The Contractor reported that testing was ongoing and the

results were compliant. Subbase material results were
MDD 1.895g/cm3, OMC 9.3% and UCS 2.5MPa. Base
course material results were MDD 2.396g/cm3 and OMC
4.8%.
AVIC June 16,
The Meeting noted that the Contractor continued to 2023
exhibit results wherein the moisture content was
considerably higher than the Optimum Moisture Content
(OMC) for the material yet the compaction recorded was
high. The Contractor underook to make a submission
addressing the concerns by June 16, 2023.
6.3 Status on Subbase Mix Design

The meeting recalled that this had been approved and was
being implemented. The subbase was being stabilized with To Note
5% cement content. The cement being utilized was 32.5
from Sinoma.

The Contractor was guided to enhance the Quality Conrol AVIC Next
section of the report by providing clarity on the sections Meeting
that were tested as well as the description of the headings
on the table of results.
6.4 Status on Asphalt Concrete Mix Design

The meeting recalled that this had been approved and was
being implemented. The Asphalt Concrete had a To Note
binder/aggregate ratio of 4.9 formulated using the Marshal
Mix Method. The bitumen content was 4.7. Further, the
meeting recalled that the Contractor had submitted a copy
of the Ashpalt Mix Design being utilized on Site for
record purposes.

In view of the standard of the Quality Control section of AVIC Next

the Contractor’s report, the RM guided the Contractor to Meeting
collect a template for utilization from his Office.

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6.5 Calibration of Laboratory and Survey Equipment

Matter discussed under sections 2.4.2 and 2.4.3.

7 INSURANCE AND SECURITIES

7.1 Advance Payment Guarantee
The Meeting recalled that the Contractor had submitted
the Advance Payment Guarantee which was valid until To Note
January 2024.
AVIC Next
The Contractor was advised to include a section in the Meeting
Report pertaining to Securities.

7.2 Performance Bond Guarantee

The Meeting recalled that the Contractor had submitted a
Performance Guarantee which was valid until March 30, RDA June 16,
2024. However, the Employer undertook to dispatch 2023
corredpondnce to the Contractor in light of the
amendment to the Contract Price as per Addendum No.
5.

7.3 Insurance for the Works

The Meeting recalled that the Contractor had submitted
Insurance Cover.

8 SAFETY, HEALTH AND ENVIRONMENTAL

ISSUES

8.1 Safety Report

The Contractor reported that inductions, trainings and

toolbox talks were ongoing. Further, the Contractor To Note
reported that they recorded no incidents. PPE was readily
available.

The Contractor was reminded to attend to the Vendor AVIC Ongoing

Rating findings wherein it was observed that there was low
PPE compliance, among other things. The Contractor was
guided to ensure 100% PPE compliance on site. Those
found wanting would be kicked off site or otherwise will
result in work stoppage until compliance is achieved. AVIC Next
Meeting
The meeting observed that the Contractor’s Report had
continued to be presented solely in a qualitative format as
opposed to providing quantitative information as well.
Further, information was not presented in tables and
graphs, as may be required, to facilitate tracking of issues.
As such, the Contractor was instructed to ensure the next
report incorporated this observation, without fail.

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8.2 Health Report and HIV/AIDS Awareness

The meeting noted with concern that HIV/AIDS awareness AVIC Next
and prevention campaigns had not bee carried out in Meeting
Kalabo, and were intermittent in Mongu. The Contractor
was instructed to rectify this. The Contractor indicated that
they were addressing the matter and would present a report
during the next site progress meeting.
8.3 Environmental and Social Issues

The Meeting recalled that the Contractor did not

effectively take up measures to supress the dust on site, AVIC Ongoing
particularly in Kalabo. As such, the RM guided that a
water bowser should be sent on site and there be no lapses
in dust suppression.
AVIC June 9,
The meeting noted that there was need to liaise with the 2023
Kalabo District Council and share a copy of the Zambia
Environmental Management Agency (ZEMA) Decision
Letter pertaining to the Bailey bridges EPB, with the
Council. The Contractor undertook to share a copy of the
Decision Letter.
AVIC
The RM highlighted that there was a concern about the June 2023
management of the Mawawa Borrow Pit. It was noted that
lives had been lost at the Pit. The Contractor was
instructed to put measures in place to ensure safety is
enahanced at the Pit.

9 SUBCONTRACTING

The Meeting noted that the review of the Sub-Contracting To Note

guidelines was ongoing and had reached an advanced
stage. Sub-Contractors would be engaged subsequent to
approval of the guidelines.
AVIC Ongoing
The Contractor was advised to seek “No Objection” from
the Employer when engaging Domestic subcontractors.
AVIC Ongoing
The Contractor was guided to include all pertinent
subcontract details in the monthly progress report.

10 ANY OTHER BUSINESS

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10.1The RM highlighted that the Employer remained

committed to the successful completion of the Project AVIC ASAP
and measures were accordingly in place. The Contractor
was urged to expedite the Works, through means such as
increasing resources, to facilitate completion within
2023.

10.2 The Employer was happy with the progress on the AVIC ASAP
Mongu Limulunga and Palace roads and encouraged the
Contractor to finalize the ancillary works such as
installation of road signs, road marking, installation of
road studs and construction of speed humps at required
locations.
AVIC Ongoing
10.3The meeting recalled that Vendor Rating had been
carried out on the Project during the month of
November, 2022. The Contractor scored 68.12% and
was encouraged to enhance their strengths and address
the weaknesses so as to improve their performance.
AVIC June 2023
10.4The Meeting recalled that the Contractor was required to
purchase a Site Instruction Book and noted that this
remained outstanding. The Contractor stated that they
were unclear on where it could be purchased from. The
RM guided the Contractor accordingly and the AVIC Next
Contractor undertook to purchase the Site Instruction Meeting
Book within the month of June, 2023.

10.5The Contractor was reminded to enhance their monthly RDA/

progress report as discussed under the preceding AVIC Ongoing
headings.

10.6The Contractor was reminded to ensure quality control

was enhanced. Further, the Contractor was urged to
ensure cost and time control on the project.

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11 CLOSE OF BUSINESS AND NEXT MEETING

11.1RM Eng. Paul Habasimbi (PH) thanked each participant
for attending the fruitful meeting and making contributions To Note
which were vital for the smooth implementation and
success of the project. He noted that the meeting had taken
longer than usual but this was necessary discuss and
resolve pertinent matters.
11.2The RM expressed the Employers appreciation of the To Note
progress encouraged the Contractor to expedite progress of
the works to facilitate completion of the Luanginga Bridge
in July 2023. This would effectively pave way for
downstream activities such as construction of the Silanda
Bridge to facilitate completion of the project in 2023.

The meeting officially ended at 17:01 hours

11.3The date for the next Meeting: July 6, 2023 To Note

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