PIU, PIC & KR-JV

Action
No. Subject Agenda By Due Date Action Taken
Whom
1 Health Safety & - KRJV provided the following at site for the workers:
Environment 1. Clean drinking water
2. Toilet (Male & Female) & shed at certain areas
- PIU, PIC & KRJV attended the 3 days training on Environmental Safeguards & KRJV Done
Management, Occupational Health & Safety Management and Re-settlement
Implementation & Monitoring by ADB on 16th – 18th May 2023
- KRJV will remove the old project signboard for CW01 near Kidu Housing area
The following HSE Concerns were discussed: KRJV Under
1. Ferrying of Boulder Trucks inside PTDP: Process
- The boulder trucks are seen ferrying via project route and it has been causing
obstructions at site. Hence, PIU informed that a penalty will be imposed if this action
is repeated
2. Non-PTDP Materials:
- KRJV to remove the rejected materials including the materials that are not for PTDP
3. Surface Water Sampling:
- KRJV proposed to conduct surface water sampling once per project duration since
the project activity is far from the surface water and there is a less chance of
contaminating the surface water.
4. Ecology Survey:
- Since the activities are minimal, KRJV proposed to conduct the ecology survey once
during the project period
- PIU has no objection with these proposals as long as the Financial Implications are
compensated accordingly. Therefore, KRJV to propose PIU regarding the
compensation with assistance from PIU/EM
5. Security at PTDP:
- PIU instructed KRJV that the security guard at PTDP needs to be more vigilant and
stricter
- The visitor log book to be well maintained and do not allow anyone inside the project
area except PTDP vehicles, personnel & official guests
6. Trainings and Awareness Programme:
- KRJV to conduct HSE Trainings and Awareness Programme time to time
7. Compliance of CEMP:
- KRJV is advised to implement & comply with CEMP at site at all times
8. Waste Management:
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Monthly Coordination Meeting – 05
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PIU, PIC & KR-JV

- KRJV is reminded to take proper care of the construction wastes at site and camps
9. Random Noise Monitoring:
- KRJV to justify valid reason to do away with random noise monitoring
Under
2 Insurances - PIU instructed KRJV to resolve this matter immediately within 10 days with RICBL KRJV
Process
- KRJV seek the status of IPC 3
- PIU informed that there are 2 comments in particular:
1. Excavation in Primary Sewer Line
2. Insurance PIU Under
3 Status of IPC 3
- PIU informed that there are 2 items for excavation in PSL (Deep Trench & Normal KRJV Process
Excavation). However, KRJV carried out normal excavation but claimed for deep
trench excavation without approval from PIC
- Also, KRJV still did not resolve the insurance. Hence, IPC 3 has not been certified
- PIU informed KRJV to communicate officially on receipt of any direct payment from
KRJV Informed
Mobilization and ADB for record purpose.
4
Secured Advance - KRJV submitted a letter requesting for the 2nd mobilization advance. PIU Under
- PIU will follow up with the Accounts Dept. KRJV Process
- The test report submitted by KRJV shows very high results PIU
Under
5 Earthing Chambers - PIU, PIC & KRJV to discuss the way forward and in the meantime, KRJV will discuss PIC
Process
with the consultant and propose a solution as well KRJV
- PIU/PIC accepted the sample for lamp with few modifications which is informed to
Lantern Shape for the manufacturer by KRJV
Under
6 Promenade Light - KRJV is cautioned by PIU to check the quality for the lamp especially the LED, as it KRJV
Process
Pole must sustain for 2 years (DNP)
- PIU instructed KRJV to start the fabrication work for lamp post
- PIU, PIC & KRJV to finalize the group earthing system immediately as per the site
condition
- PIC/EE informed that with the increase in length of GI Wire, the resistivity will PIC
Group Earthing Under
7 increase as well
System KRJV Process
- PIC & KRJV EE to discuss and find a solution in this regard
- KRJV informed that the group earthing for Upper Walkway & Lower Walkway can be
done after the mock up and post fabrication
8 Electrical and - The master plan has been issued to KRJV PIU/PIC Done
Telecommunication
- PIU informed KRJV that PIU is closely associated with Bhutan Telecom Limited and PIU 05
th
June Under
Network works
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Monthly Coordination Meeting – 05
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PIU, PIC & KR-JV

the cable size and routing will be made available by this week.
- KRJV informed that there is an error in the BoQ. The quantity is huge in the BoQ
than what is required at site
PIC
- PIU, PIC & KRJV will discuss and clarify regarding this matter in the separate 2023 Process
KRJV
meeting
- PIU will inform KRJV regarding future & current provision for the RMU transformer by
05th June 2023
- KRJV informed that the design process of water tank has started and it will be
submitted to PIU/PIC Under
9 GAD for WTP KRJV
- PIU reminded KRJV to maximize the available area as per the current design. Process
However, KRJV to also keep future provisions as well
- PIC informed KRJV that they already delayed the submission of Basic Conceptual
Design for Solid Waste Treatment Yard that was supposed to be submitted on 06 th
March 2023 (Calculated from the 25 days’ work duration from the PIU decision for
the location on 28th January 2023 in the Monthly Coordination Meeting – 2)
Solid Waste Under
10 - KRJV received the comments for GAD from PIC KRJV
Treatment Yard Process
- KRJV requests authorization letter from PIU/PIC for non-bio degradable and
degradable waste in order to proceed further with Thromde
- PIU reminded KRJV to maximize the available area as per the current design.
However, KRJV to also keep future provisions as well
- KRJV informed PIU/PIC that KRJV design expert site visit will be confirmed officially
on 1st June 2023 and will also submit the agenda for the virtual meeting to fast track
the design process
- PIU informed KRJV to complete the design portion of work by end of May 2023
- PIU/PIC informed KRJV to process capacity of 3MLD STP likely to be increased to
9MLD.
PIU Under
11 Design & Build - PIU informed that the service connection details for primary and secondary sewer
KRJV Process
will be provided by this week
- PIU informed that the design of Ommchu bazam has been reviewed by Phuntsholing
Thromde and Dept. of Cultures and formally agreed
- PIU informed the approval letter will be forwarded to PIC by this week.
- KRJV to revise the structural drawing for Omchu Bazaam as per the comments and
also submit the revised 3D picture
12 3MLD Location for - The depth of the 3 MLD Pumping Station was confirmed as 11m PIU Informed
Sewer Pumping
- KRJV informed that they will discuss with the design experts during their site visit PIU Under
Station
KRJV Process
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Monthly Coordination Meeting – 05
30th May 2023
PIU, PIC & KR-JV

regarding the size of the 11m pumping station, to reduce the depth of the sewer
pumping station.
- PIU informed that they received the location for 3MLD Sewer Pumping Station from
the Design Consultant.
- PIU will send an official letter to PIC regarding this matter
- It was informed that the KRJV Design Consultant needs to be aware of the future
provisions for STP as per conveyed by Thromde
KRJV Done
- KRJV Experts to schedule a site visit immediately to get familiar with the site
condition
- KRJV to submit the rate analysis of the borewell drilling method:
1. 300mm dia drilling hole surrounded by filter media
2. 200mm dia drilling hole with MS casing pipe (Odex Method)
- All the rate analysis should be provided along with the clear sketch in detail for
13 WTP & STP PIU/PIC review & approval
- KRJV to submit the rate analysis on 28th April 2023
PIC Under
- KRJV is confident that the 300mm dia drilling method will not be possible. Therefore,
KRJV Process
KRJV will officially send a letter on value engineering
- KRJV will also conduct trial bore as soon as possible. However, PIC informed that
the results will depend on water table of the season (Winter & Monsoon)
- PIU do not have objection with KRJV’s design which is based on the higher value
- PIC & KRJV Design Experts to discuss virtually in the next meeting regarding the
revised preliminary design or WTP & STP including the results for resampling
- KRJV expressed that due to non-availability of Master plan the working drawing
submission and subsequent construction activities are delayed.
PIU Done
Integrated Layout - PIU informed master plan for other street types other than street type 5a & 5b will be
14 & Cross Section provided to contractor by this week.
Drawing PIU
Under
- PIU, PIC & KRJV to discuss further in the next Technical Meeting PIC
Process
KRJV
15 Material PIU
- PIU informed that the inspection for the first lot of material delivery at site will be
Submission PIC Informed
done by the PIU/PIC and KRJV will inspect the first lot from the factory
KRJV
- KRJV Informed PIU/PIC that the manufacturer factory visits for RCC Spun Pipe, POT PIU Under
bearing and HDPE Pipes has been scheduled this week PIC Process
- KRJV expressed that the rejected Hume pipes to be utilized with value additions to KRJV
arrest any leakage without any additional cost to the employer.
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Monthly Coordination Meeting – 05
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PIU, PIC & KR-JV

- PIU informed KRJV to submit the proposal for value addition to utilize the procured
NP3 Hume pipes for stormwater drain network.
Temporary Flood - KRJV to prepare the Temporary Flood Protection Works and enforce it as soon as Under
16 KRJV
Protection Works possible Process
- KRJV to also prepare the following prior to the next ADB Site Mission for onward
discussion between PIU, PIC & KRJV:
1. 3-month work program in detail
2. Procurement Plan for Materials (Procured & Balance Materials)
Upcoming ADB Under
17 3. Procurement Plan for Equipment & Workers KRJV
Site Mission Process
4. Detailed quantity and amount required for secured advance as per the contract
BOQ to proceed further
- PIU reminded KRJV to invite Mr. Sita Ram (Project Coordinator) for the upcoming
ADB Site Mission
Under
18 CCTV in PTDP - PIU informed they will provide 3 CCTV’s that will be installed at project site PIU
Process
- PIU, PIC & KRJV office has been facing frequent power fluctuations which is
Under
19 Power Generator hindering our daily activities and damaging our equipment KRJV
Process
- KRJV will provide the power generator at the earliest possible
Street Light Pole - KRJV to submit the complete BBS of Street Light Pole with Anchor.
20 KRJV Done
Work - PIU to provide the light pole size to KRJV
- KRJV to provide trench box as a protection measure for the workers at trench
excavation from immediately effect
- PIC is still of the opinion that all the material needs to be applied as per
Sewerage Network KRJV
21 manufacturer’s instruction Done
Works PIU
- KRJV informed that the plot service connection detail to be provided for completing
the manhole erection and complete the backfilling in the primary network.
- PIU informed the details of plot service connection will be shared by this week
22 Compilation of - PIU informed KRJV to recruit a professional videographer/photographer to compile KRJV 31st May Informed
Videography & the detailed work procedure (especially underground) & tests periodically 2023
Photographs - The videography record will also be a documentary support for all underground
works in times of external audits of the project
- It will also support to form a portfolio for the contractor for their participation in future
projects
- KRJV agreed to engage a professional photographer/firm who can visit site once in a
month/bi-monthly to take the progress videos
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Monthly Coordination Meeting – 05
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PIU, PIC & KR-JV

- KRJV informed that the work progress videos will be submitted on quarterly basis to
PIU/PIC
- KRJV will incorporate the comments from PIC for the previous photographs and
resubmit on 31st May 2023

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Monthly Coordination Meeting – 05
30th May 2023