EXPRESSION OF INTEREST

“TECHNICAL PROPOSAL”

Provision of Project Management

Services
Submitted by
Tom O. Oketch &
Associates
P.O Box 67819-00200
Patom House
13 Mukinduri Lane,
Langata,
NAIROBI

Submitted to
Ultra Modern Library Complex – USIU, Nairobi

ILRI
P.O Box 30709-00100
NAIROBI, Kenya

August, 2015
 INTRODUCTION
CONTENTS

Page No.

1. The Firm’s Profile 1

2. Relevant Services carried out in the last five years 9

3. Methodology and Work plan 11

4. Methodology - Performance Management Plan 20

5. Registration and statutory certificates 27

6. Curriculum Vitae for proposed professional staff

A) T.O. Oketch 32
B) O.S. Otieno-Mwembe 49
C) E.M. Gichina 58

i
INTRODUCTION

ii
INTRODUCTION

iii
 FIRM’S PROFILE

PHYSICAL ADDRESS: Tom O Oketch & Associates

Construction Project Management, Quantity
Surveying &.Arbitration
Patom House, 13 Mukinduri Lane
Langata, Nairobi
P.O. Box 67819 code 00200
NAIROBI
Wireless: 020- 2196330, 020- 2196313
Mobile: 0721-402-902
E-mail:tomoketch@rocketmail.com;
toketch55@gmail.com;

PRACTICE, REGISTRATION AND BACKGROUND

Tom O Oketch & Associates was established in 1981 and has proficiency in building
contracts and supervision of building works. The firm offer services in construction
project management, quantity surveying and arbitration. Through its long experience, the
firm has developed a good understanding and knowledge of sound contract
administration and management for all types of projects including; feasibilities and
design economies for One Stop Border Posts; Piedmont Plaza Office Block, Ngong’
Road for Piedmont Investments; the Office Block for School of Business, the ICT Centre
and the Ultra Modern Library Complex all at the United States International University.

The firm has had experience for over 34 years in the construction industry and
undertaken consultancy work for various projects with seven years in construction project
management.

The firm has handled various projects funded by World Bank, European Economic
Commission, DFID, JICA, Government of Kenya and Parastatal Organizations.

Qs. T O Oketch, who is the Principal of the firm, is a construction project manager with a
post-graduate degree in construction management. He is a registered quantity surveyor
with over 34 years’ experience in planning, cost control and contract administration. He
first graduated from the University of Nairobi in 1977 with a BA Honours degree in
Building Economics. He was elected a corporate member of the Architectural
Association of Kenya in 1979 and also a Fellow of the Institute of Quantity Surveyors of
Kenya. In 1998, he became a member of the Chartered Institute of Arbitrators (UK)
where he has been involved with arbitrations and dispute resolution in construction
projects. In 2005, he obtained a master’s degree in construction management from
University of Nairobi. He is the Chairman of the Institute of Construction Project
Management of Kenya. He is a past examiner for the Board of Registration of Architects
and Quantity Surveyors.

Qs. Olivia Sally Otieno-Mwembe is a registered quantity surveyor and also an associate
of the firm.

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 FIRM’S PROFILE
NATURE OF The professional quantity surveyor by virtue of his
PROFESSIONAL training and experience is employed in the construction
SERVICES OFFERED industry to provide effective planning and control of
expenditure including methods of accounting for it on
construction of all kinds. The quantity surveyor specialises
in the anatomy of whole of the industry ranging from
technical, financial, contractual and legal matters pertaining
to the construction project.

The services offered by this firm are construction project

management, quantity surveying and arbitration.

In construction project management, the services involve

planning, organizing and managing various tasks and
resources in order to accomplish the completion of
construction projects within the constraints on time,
resources and cost.

In quantity surveying, the services include project

identification, pre-investment and feasibility studies. The
firm acts as accountants to the construction project advising
on all costs and contractual arrangements. In this role the
firm provides a link between the clients, the designer
(Architect and/or Engineer) on the one side and producers
(the main and sub-contractors) on the other.

In arbitration services include other forms of alternative

dispute resolution, avoidance and resolution of construction
claims, construction disputes, technical advocacy and
expert witness services either at arbitration proceedings or
in litigation.

In collaboration with all the parties concerned on a

construction project but mostly the Architect and Engineer,
the firm provides, but is not limited to the following
services Viz:-

1. Inception Stage:
At the inception stage, the firm will advise on what
size and standard of structure can be erected for any
given expenditure budget set by the client.

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 FIRM’S PROFILE
2. Feasibility Stage:
At feasibility stage the firm will:-

Carry out preliminary costs studies, comparing

alternative materials and designs in terms of capital,
operating, maintenance and depreciation costs.

Carry out studies on the economic and physical

circumstances surrounding the project, assess and
advise on their likely effects and constraints on the
implementation of the project;

Appraise the level of local building costs and

consider probable price trends thereby advising on
the feasibility and economics of a project in
principle.

Prepare the initial budget for the project.

3. Project Design Stage;

After obtaining all significant details of the clients’
requirements relevant to costs, the firm will:-

 Monitor and evaluate all designs as they evolve

so as to re-examine, supplement and confirm
cost information assembled earlier to ensure
compatibility with the clients’ budget i.e. to co-
operate with the designers to ensure that a
building can be erected within an approved
expenditure;
 Outline the design implications of cost range
and advise on economic aspects of solutions;

 Draw up a Cost Plan and throughout the design

stages provide effective means and methods of
Cost Control in order to achieve an optimum
and balanced design of the structure and ensure
that set cost limits are not exceeded;
 Advise on methods of obtaining competitive
tenders or otherwise appointing of a suitable
contractor and selection of appropriate form of
contract.

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 FIRM’S PROFILE
4. Tender Documentation
The firm will prepare the tender documents as
dictated by the choice of the method to be used for
appointing a contractor.

This entails the detailed measurement for, and

preparation of, accurate Bills of Quantities, Bills of
Approximate Quantities, and Schedules of Rates,
preparing Specifications and Conditions for
carrying out the works which will provide an
effective basis for proper Financial Administration
of the project to completion.

5. Tender Evaluation

When the tenders are received the firm will be

called upon to:-
 Examine and report upon the suitability and the
relative advantages and disadvantages of the
lowest or any tenders submitted in competition
and recommend the course of action necessary;
or
 Carry out detailed negotiations with one or more
of the tenderers to ensure that the client obtains
all necessary information and advice as a basis
for selecting the most advantageous tender;
 Analyse and record price information (data) for
use in future budgeting and cost plans.

6. Post Contract Administration

Throughout the duration of the contract the firm
will:-
 Exercise strict cost checks and cost controls
during the construction so that the initial cost is
not exceeded without Authority or are balanced
by omissions and additions and to maintain an
anticipated standard of specifications,
 Periodically survey the work in progress, value
and advise upon interim payments to be made to
the contractor,
 Evaluate contractors’ claims as they arise and
advise upon their effect or provide early
warning advice upon course of action to avoid
contractors’ claims.

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 FIRM’S PROFILE

 Re-measurements of provisional items and

assessment of fluctuations to ascertain their final
values.
 Prepare contract and tender documents for sub-
contractors.
 Constantly account for expenditure on the
project and, after completion, prepare the Final
Account to be settled between the client and the
contractor.

7. Feed-back Stage:
When the building is complete and in use, the firm
will be required to monitor user satisfaction,
evaluate performance of the project and to
formulate accommodation policies, carry out
modifications to the satisfaction of the users and
also for design and construction of future projects.

Note:-
Individual circumstances particularly the size and
complexity of the project in hand will determine the
applicability and practicability of each stage
described above.

8. Other Services:
In addition to the normal work in connection with
the building contract, the Firm is also engaged in
the following services:-

(i) Engineering Services:-

The firm will provide cost control and
financial administration of contracts for
Mechanical and Electrical Engineering
Services and is also involved in Civil
Engineering Works.

(ii) Settlement of Disputes and Arbitration

The Firm is also available to advise in
disputes and arbitration between contracting
parties or between owners of adjoining
premises.

(iii) Schedule of Dilapidation’s:-

The Firm will measure from available
Drawings and Specifications or on the
premises and make up its specifications

5
FIRM’S PROFILE
according to the view of what is necessary to
comply with the repairing covenants of the
Lease. The measurements are then worked
up into a bill of quantities and priced.

(iv) Fire Damage Assessment:-

The difficulty in this case is that the
evidence of what was there before may have
been destroyed, especially in cases where
there are no drawings and or specifications
available. This will be the duty and is a
speciality of the Firm.

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 FIRM’S PROFILE

TECHNICAL CAPABILITY

The following is the staffing capability of this firm:-

 TOM O OKETCH B.A. (Hons) Building Economics, M.A. Construction

Management – U.O.N, M.A.A.K. (Q.S.), CIQSK, MCI Arb, FICPMK
 OLIVIA SALLY OTIENO-MWEMBE B.A. (Hons) Building Economics, M.A.
Construction Management – U.O.N M.A.A.K. (Q.S.) CIQSK
 EDWARD MWANGI GICHINA B.A. (Hons) Construction Management, –
U.O.N

The firm recognizes that its capability to provide effective and expeditious professional
services is dependent on the level of resources and technology at its disposal. The firm
has invested in manpower and technological resources to meet and exceed the
expectation of the Client. The firm has capacity to obtain services of other associates on a
need by need basis

Qs. T O Oketch is the Project Manager responsible for the overall direction ensuring that
professional standards are maintained. He is the firm’s liaison with the Clients and other
Consultants.

Sally O Otieno-Mwembe is an Assistant Project Manager. She has a masters’ degree in

construction management and brings into construction project management her
experience from registered quantity surveying.

Edward M Gichina is a graduate of construction management who will be able apply his
skills on site under supervision of the construction project managers.

All the above staff will be available for this project.

FINANCIAL CAPABILITY & RESOURCES

The firm receives support from the Kenya Commercial Bank Ltd has the financial
capability to carry out consultancy work in any part of Kenya and the Eastern Africa
region. This is evidenced by the Feasibility Studies for One Stop Border Posts recently
carried out for Rwanda, Burundi, Zambia, Tanzania, Uganda and the D R Congo. The
firm has the capacity to mobilize additional resources as the need arises.

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 FIRM’S PROFILE

OFFICE EQUIPMENT

 The firm has installed computer network to all members of staff including
internet and e-mail services.
 The firm has installed Win QS, estimating and quantity surveying software and
MS office Project software for project management.
 The firm has support facilities such as transport vehicles for effective
communication.

FIRMS ORGANISATION

The firm is organized such as to ensure that there are clearly defined lines of
communication with the client and other consultants. All the staff members are aware of
their positions, responsibilities and the firm’s work ethics. The Project Manager is
responsible to ensure that the highest standards of professionalism are maintained. The
project and tasks are divided into work groups that are supervised to ensure maintenance
of the same standard of service.

8
LIST OF ASSIGNMENTS PERFORMED IN THE LAST FIVE YEARS

DATES PROJECT/DESCRIPTION CONTACT PERSON ORGANISATION PROJECT

VALUE
KSHS.’
MILLION
2012 Proposed 76 Residential Houses at Gables Mr. F Mburu Capital Realty Ltd 420
Park for Capital Realty Ltd 0722514880 P O Box 4957-00100

2011 Proposed 1000 Bed Women’s Hostel Complex Qs D Mwaniki N K Brothers Ltd 414
for Masinde Muliro University of Science and 0724450101/0734900101 P O Box10709-
Technology 00400
2011 Proposed Zanzibar Basic Education Masoud Khamisi Said Ministry of Education 400
Improvement Project for Government of Tel. +255(24)2234267 & Vocational Training
Zanzibar P.O. Box 394
ZANZIBAR
2011 Proposed Three One Stop Border Posts along Eng. Charles Sabiiti Northern Corridor 1,346
the Northern Corridor (Mpondwe/Kasindi Programme Officer TTCA
Gisenyi/Goma; and Akanyaru/Haut)/ Design & csabiiti@yahoo.co.uk
cost estimates
2010 Kabanga/Kobero Border Needs Assessment/ Mr. Odilo Majengo Director, Trade 1,195
site surveys, estimates and feasibility studies. +255 22 2127897/8 Promotion &
omajengo@yahoo.co.uk Marketing
P O Box 9503,
Dar es Salaam
2010 Tunduma /Nakonde Border Post Needs Mr. Odilo Majengo Director, Trade 1,466
Assessment/ site surveys, estimates and +255 22 2127897/8 Promotion &
feasibility studies. omajengo@yahoo.co.uk Marketing
P O Box 9503,
Dar es Salaam

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 FIRM’S PROFILE

2009 Proposed Kagitumba and Mirama Hills One- Mr. Kieran Holmes Commissaire Général 1,346
stop Border Post/ site surveys, estimates and +257 79880000 Rwanda Revenue
feasibility studies. kieran@kieranholmes.com Authority/DFID

10
 METHODOLOGY

METHODOLOGY AND WORK PLAN

Background

The International Livestock Research Institute (ILRI) is seeking a project

management firm or project management consultant to oversee the construction
and renovations projects on its campus in Nairobi along Old Naivasha Road. ILRI
proposes to construct staff housing units with a budget of Ksh.100-150 million.
There may be additional renovation and construction projects in the near future.
The consultancy will be for a period of up to the completion of the projects on a
part time basis

Scope of Works

The main task of the Project Management is meeting ILRI’s pre-determined

objectives within the constraints of time, cost and quality. The Project Manager
shall be responsible for the management of the project, the co-ordination of all
construction works and services. The Project Manager’s responsibilities shall
however not substitute those of other consultants who will be appointed by ILRI.
In this process ILRI would benefit from an organized planning and control
functions derived from single point of responsibility. ILRI’s objectives shall be
taken into account and reduce traditional conflict between time, cost and quality.

Having perused the Terms of Reference, we understand that the assignment will
require the Project Manager to:

PRECONTRACT
 Confirm ILRI’s objectives and priorities.
 Advice on the selection and appointment of other contributors to the
construction project and the establishment of their terms of reference.
 Review design of the project organization structure.
 Confirm the translation and transmission of ILRI’s objectives and brief
for the project team.
 Monitor and control feasibility studies, design and production to ensure
adherence to the budget, investment and programme plans.
 Review the project development and documentation, identify and
harmonize architectural, structural, mechanical / electrical drawings and
bills of quantities.
 Obtain any required permits and authorization from local authority and
other statutory authorities.
 Ensure the preparation of required copies of documents.
 Review the programme for the project.
 Ensure all information needed for commencement and handing over site
to Contractor

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 METHODOLOGY

CONSTRUCTION

 Manage the supervision of construction works to ensure that the project is

completed within time, budget and specified standards of workmanship is
achieved.
 Ensure that the works are executed with minimum nuisance to other users
of the site
 Ensure that health and safety standards are observed
 keep ILRI informed of the progress of the works and appraised on
variations and their financial implications

PRACTICAL COMPLETION

 Ensure issuance of certificate of completion of the works and obtain test

certificates of all installations before handing over to ILRI
 Ensure preparation and issuance of schedule of defects and supervision of
making good

MAINTANANCE AND DEFECTS LIABILITY

 Ensure that all defects that are covered by the maintenance provision are
attended to
 Review “as built drawings” and maintenance manuals
 Ensure final inspection is carried out.
 Evaluate the outcome of the project against its objectives, interim reports
and advice on future strategies.

Our Methodology
Our proposed methodology will facilitate an approach in which the Project
Manager prepare a project management plan, performance management plan and
keep ILRI abreast with progress.
Our proposed methodology will consist of the following main stages

- PRECONTRACT
- CONSTRUCTION
- PRACTICAL COMPLETION
- MAINTANANCE AND DEFECTS LIABILITY

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 METHODOLOGY

1.0 PRECONTRACT

Upon commissioning, we propose to:

1.1 Review the project drawings and bills of quantities prepared for the
works to ensure they meet objectives of ILRI. All identified gaps will
be attended to and ILRI’s approval obtained.
1.2 Obtain any construction permits that may be required by the local
authority and other statutory authorities
1.3 Ensure the preparation of the following contractual documents:-
- Contractual BOQ
- Contractual construction drawings
- Contractual timeline
- Contractual specific terms and conditions
- Ensure preparation of the letter of award for ILRI to issue to
Contractor.
1.4 Review and confirm the Contractor’s detailed programme and its
conformity to the time line.
1.5 Approve the Contractor’s plans for site access, site offices, site store.
1.6 Approve Contractor’ site health and safety plan.
1.7 Hand over site to Contractor.

2.0 CONSTRUCTION

The objective of our management task is to ensure that all works are
executed as in the contract, materials supplied meet the specified standards
of quality and the programme of works adhere to the planned schedules
for the completion and commissioning of the project.

General
The Project Manager will monitor all activities of the Contractor to ensure
 The works are constructed in accordance with the contract
 The quality of workmanship and materials are in accordance with
the specifications.
 The work is carried out in a safe and appropriate way with
specified standards of Health and Safety including Personal
Protection Equipment is observed.
 The resources provided by the Contractors are adequate to
complete the works within the schedules
 The cost of the works conforms to that given in the contract

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 METHODOLOGY

In order that ILRI is guaranteed of a reliable product, the Project Manager

in his effort to have the works comply with specifications shall ensure the
procedures undertaken are relevant to the main tasks as listed below
namely:
 Material Testing
 Contract Administration
 Quality Control
 Reporting

Materials Testing
Materials tests are designed to ensure that all materials incorporated into
the works conform to the requirements of the specifications.
Purchased materials including reinforcement steel, cement, pipes, work
machineries, electrical cables etc will be monitored through compliance
test certificates of each consignment of materials so that any defects can
be identified before materials are used on site.
Materials produced on site e.g. concrete, grout, trenches and embankment
fill, etc., the Project Manager will supervise the sampling testing and
analysis of these materials and respectively certify formations according to
the specification.

Field Inspections
Field Inspection will be carried out to ensure that standards are met and all
work is performed according to the drawings and specifications.
Inspections will cover the following:-
- Construction workmanship
- Material quality and dimensions
- Material testing and achievement of specified placement and
performance targets
- Adherence to embankment soils specified placement levels and to
drawings details
- Profile lines and dimensions trench support and dewatering
measures
- Installations of equipment
- Contractors tools and equipment
- Environmentally safe disposal of surplus excavation spoil
materials, and left overs
- Adherence to safety and health requirements
- Environmental protection measures

Contract Administration
A site meeting will be conducted every week and, the attendance
by all Contractors on site and Consultants as invited shall be
required. The Project Manager will conduct the site meetings.

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 METHODOLOGY

During these site meetings works will be inspected, progress

reviewed and reports from all participants received. The Project
Manager will circulate minutes after the site meeting. The Project
Manager will monitor action being taken by various parties as
recommended in the site meetings. The Project Manager’s
administration role shall be based on a complete understanding of
the contract and strict observance of all contractual conditions.
The following measures will supplement the contract
administration:-

 Drawings and documentation control

 Drawings clarification
 Shop drawing control systems
 Record of all changes properly evaluated estimated,
negotiated and accepted
 Mark up for all as built drawings
 Documentation for processing extras and potential claims
before ILRI releases final account payments

Quality Control
The project quality shall be achieved by a comprehensive quality control
programme. The programme will define in details the procedures that will
be followed throughout the contract execution to ensure that appropriate
observation, testing and examination will be employed documented and
reported in order to accomplish the desired level of quality and
workmanship for the facility.

Prior to project completion pre final inspection must be performed and all
deficiencies in scope and quality of work are brought to the attention of
the Contractor. In particular, where works are to be covered they must be
inspected and a permit to cover issued to the Contractor before he is
allowed to cover up the said works.

Cost Control
The Project Manager shall control the project costs and account for
incurred costs. He will provide ILRI with a project monthly cash flow
giving forecast of final costs, including costs of variations and cost
implications of extensions of time. This will involve the following
activities:-

 Advise ILRI on any potential risks to the respect of project budget

 Review and certify variations
 Once approved ensure that variations are finalized within two
weeks

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 METHODOLOGY

 Check measurements and certify Contractor’s monthly payments

for submission to ILRI
 Certify the payment by the Contractor of fees in respect of
compliance with statutory requirements and adjust the contract
sum accordingly.

Reporting
A reporting structure that ensures timely detection of and mitigation
against any factors that might compromise delivery of the project in time
and within budget must be put in place. This is achieved through regular
site and office meetings; series of reports from Contractor to Project
Manager; and reports from Project Manager to ILRI.

The following activities will ensure that the above requirements are
certified:
- Day to day site supervision
- Timely approval of Contractor’s working drawings and erection
programme
- Instruction book, visitors’ book and updated timetable on a bar
chart format (MS Project) to be maintained on site
- Contractor to maintain on site the following
o Daily works progress report
o Weekly works progress report
o Requests for work approval
o Accidents and incidents report
o Weather chart
o Tests certificates
o Site diary
- Constant review of the Contractor’s work plan against actual work
executed
- Recommendation to ILRI on appropriate measures in case of delay
in progress
- Issue of interim payments certificates with relevant documentation
- Organize weekly construction site meetings
- Review and certify variation orders and follow up action within 2
weeks
- Submission to ILRI of monthly progress meetings including
narrative, financial and photographic reporting

3.0 PRACTICAL COMPLETION

The Project Manager shall organize and co-ordinate the compilation of

project files. He will ensure that hand over only takes place when all
statutory inspections and approvals have been satisfactorily completed. He
will inform ILRI of tentative date for practical completion of the works at
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 METHODOLOGY

least 15 days in advance. He will facilitate the handover of the completed

facilities to ILRI and hand over to maintenance personnel. The activities
shall include:-
 Organize testing of all systems installed and provide ILRI with test
certificates including:-
o Electrical System Certificate by a registered Engineer
o Plumbing System testing (3 bars)
o Lightening Protection System
 Issue certificate of practical completion
 Provide the Contractor with defects list upon practical completion
 Establish procedure for dealing with the Contractor if he fails to
carry out outstanding works or to make good defects.
 Issue Final Acceptance Certificate
 Ensure that all defects are fixed by the Contractor within 30 days
from the date of issue of the Final Acceptance Certificate
 Prepare final account and agree settlement

4.0 MAINTANANCE AND DEFECTS LIABILITY

The Project Manager shall review guarantees, prepare a maintenance

manual of services and plans, and hand over all related documents to ILRI
within 60 days of practical completion. He will ensure that all defects are
fixed by the Contractor within 30 days from the date of issue of the Final
Acceptance Certificate. He will carry out quarterly inspection of buildings
until the end of the six month defect liability period. Notwithstanding, the
Project Manager shall intervene as required and liaise with the Contractor
to fix in a timely manner any problems that arises and that are covered
under the defects liability guarantee. A quarterly defect liability inspection
report will be submitted to ILRI within seven days of the date of
inspection. The Project Manager will ensure that all outstanding works
and defects are resolved before expiry of the defects liability period. He
will carry out a final inspection and issue the Final Completion Certificate
within 30 days of final inspection. Upon issuance of this certificate, the
Project Manager shall certify the final payment to the Contractor.

The “as built” drawings will be reviewed, certified and three complete set
submitted to ILRI within 60 days of the practical completion of the works.
This will include three complete sets plus a soft copy on a CD of final
account and inventory list.

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 METHODOLOGY

Methodology - Performance Management Plan

The firm proposes to execute the assignment in two stage i.e. pre-contract and post-contract stages by adopting the following
performance management plan for project objectives.

PERFORMANCE OBJECTIVES PERFORMANCE INDICATORS DATA GATHERING MEANS

Production Drawings and Tender Review the sketch design Review Project brief
Documentation Review available data on Project
Special Surveys, Investigation & Tests
Compliance with Local Authorities & Statutory
Bodies
Review cost estimate
Preliminary design report and ILRI approval

Final Design Prepare final design and specifications.

Submit to Local Authority & City Planning
approvals
Review implementation program
Final design report and ILRI approval
Design details, Production Drawings & Complete detail design.
Tender Documentation Confirm subcontractors and Suppliers required
Production information for Bills of Quantities &
Specifications
Prepare production drawings report and ILRI
approval
Tender Action Advise on tenderers
Obtain & advise on tenders
Tender report
Appointment of contractor

20

PERFORMANCE OBJECTIVES
Signed Contract Documents by ILRI
and Contractor
Implementation of General
Construction Supervision and
Contract Administration
METHODOLOGY
PERFORMANCE INDICATORS
Completed Contract Documents
Signed Contract Documents
Issue of working drawings and
instructions
Co-ordination of Contractors
activities
21
DATA GATHERING MEANS
Compile the Contract Documents for
execution.
The documents typically comprise of the
following
• Agreement
• Tender and Appendix to Tender
• Bills of Quantities
• Tender Addenda (if any)
• Conditions of Contract
• General Specifications
• Contract Drawings
Possession of site
Liaison with ILRI on all aspects of construction
progress.
Review and approval of shop/working
drawings.
prepared by the Contractor/Suppliers
Monitor contractor’s progress.
Conduct and record monthly site meetings.
Establishment and checking of test
procedures.
Preparation and presentation of monthly
progress reports.
 METHODOLOGY
PERFORMANCE OBJECTIVES PERFORMANCE INDICATORS
Meeting project’s time, cost and
quality standards
Cost Control Project’s cost is kept within
budget/contract sum
22
DATA GATHERING MEANS
Inspecting and testing mechanical and
electrical equipment during installation.
Measurement of the work constructed.
Maintenance of financial records with respect
to payments.
Witnessing final tests.
Arranging for commissioning and handover to
ILRI.
Checking operating and maintenance
manuals.
Checking as-built drawings.
Preparing a completion report.
Regular measurement of work executed
including changes and variations will be
carried out on all aspects of work.
Any variations to the contract will be identified
quickly through recorded site
instructions/variations and regular site
inspections, and those involving cost
implications will be assessed by the
Consultants and agreed by ILRI before
approval is given to carry out the work.
Regular financial reports and up-dates
supported by computer-generated
spreadsheets will be produced.
Financial reports will compare budgets with
contract costs and changes.
Cash flows and predictions of final cost will be
evaluated constantly.
 METHODOLOGY
PERFORMANCE OBJECTIVES PERFORMANCE INDICATORS
Payment to Contractors
Time Control Project’s time is kept within
contract period
Quality Assurance Project’s quality conforms to the
Design and Specifications in the
contract
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DATA GATHERING MEANS
Regular valuations will be carried out for
preparation of Interim Certificate and payments
to the contractors and suppliers.
Certificates will be issued in accordance with
the Contract and agreed ILRI procedures.
Project progress will be monitored weekly
against the contractor’s program and any
negative deviations will be reviewed and
corrected by acceleration (if possible) with a
recovery program issued.
Through Quality Assurance procedures on site
which will include the following:
Establishment of a Site supervision team
structure, titles, duties and responsibilities
Site office procedures including
correspondence and filing, daily diaries,
meeting notes, reports, receipt and issue of
drawings, working hours, etc.
Contractor’s surveillance procedure.
Measurement and Valuation (including
Instructions and Variations)
Materials testing and approval.
Contractor’s alternative proposals.
Health and Safety Plan.
Environmental Concerns.
Photographic Records.
Site Visitors Record Book.

PERFORMANCE OBJECTIVES
Commissioning, Handover to ILRI
Rectification of Defects Post
Construction
METHODOLOGY
PERFORMANCE INDICATORS
Signed off Commissioning Test
Results
Operations and Maintenance
Manuals issued to ILRI
As Built Drawings issued to ILRI
Architect’s certificate of making
good defects
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DATA GATHERING MEANS
Preparing a commissioning and handover
procedure
Witnessing the testing and commissioning of
mechanical and electrical plant and other
equipment.
Arranging and attending at pre-handover
meetings when outstanding items to be
completed are recorded for Contractors
rectification action.
Arranging and attending handover meetings
when completed works will be handed by the
Contractor to ILRI.
Carrying out duties relating to maintenance
and training procedures.
Checking operating and maintenance
manuals.
Checking as-built drawings.
Inspection of the works ensuring that defects
are remedied within the contract defects
liability period (usually 6 months).
 METHODOLOGY

PERFORMANCE OBJECTIVES PERFORMANCE INDICATORS DATA GATHERING MEANS

Final Account Architect’s Final/Completion Check and agree final account prepared by the
Certificate Contractor.
Detailed final accounts based on full re-
measurement of all variations and changes to
the contract will be carried out.
All final account documentation will be
formatted for easy detailed analysis.
Preparation and negotiation of all final
accounts costs will be carried out and upon
confirmation from ILRI, final accounts will be
agreed.

Review of project performance, Final Project Report The final project report summarizing the overall
achievements, problems, lessons performance of the project will be submitted by
learnt on completion of the project the Project Manager to ILRI with the final
account.

Project Team Organization

The project team will be organized to ensure that there are clearly defined lines of communication between ILRI and the team and that all
members of the team are aware of their position and responsibilities within the organization.

The structure is illustrated below:

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 METHODOLOGY

Organization Chart

Client: ILRI

Project Manager
Tom Oketch

Quantity Surveyor Architect (Design Team Leader

Services Engineers Structural and Civil Engineers

Physical Planning Land

Surveying and Landscaping

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 REGISTRATION

AND

STATUTORY CERTIFICATES

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REGISTRATION AND STATUTORY CERTIFICATES

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REGISTRATION AND STATUTORY CERTIFICATES

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REGISTRATION AND STATUTORY CERTIFICATES

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REGISTRATION AND STATUTORY CERTIFICATES

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 KEY PERSONEL

FOR

PROJECT MANAGEMENT

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FOR

TOM ONYANGO OKETCH

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Position : Construction Project Manger

Name of Staff : TOM ONYANGO OKETCH

Profession : Project Manager & Quantity Surveyor

Date of Birth : 1955

Nationality : Kenyan

Membership with Professional Societies : MAAK (QS), CIQSK, MCI Arb, FICPMK

Detailed Tasks

 Overall direction to ensure project objectives is met.

 Liaison and reporting to the ILRI.
 Review and development project brief.
 Project planning, control and monitoring.
 Contract administration, communication and coordination.
 Technical responsibility for all aspects of management services.

Key Qualifications

 Attained Master of Arts degree in Construction Project Management in March, 2005 and
has since been involved in various projects for over ten (10) years.
 Has led project design process in feasibility studies and needs assessment for various One
Stop Border Post in East Africa.
 Registered Quantity Surveyor over 34 years experience.
 Corporate member of Architectural Association of Kenya.
 Corporate member of Institute of Quantity Surveyors of Kenya.
 Member of Chartered Institute of Arbitrators (UK).
 Fellow of the Institution of Construction Project Managers of Kenya
 Has handled various projects funded by World Bank, USAID, European Union,
DANIDA, DFID, JICA, Government of Kenya and various Parastatals and Organisations.
 Project Quantity Surveyor in construction of Bukura Agricultural Institute, Mombasa
Polytechnic Extensions and shanzu Teacher’s College.
 Project Quantity Surveyor at United States International University for various buildings
including the Ultra Modern Library, Amphitheatre, Faculty Offices and the School of
Business.
 Has been involved in the preparation of initial budgets, advice on possible design
economies, financial implications on different proposals, and preparation of contract
documentation, financial appraisal and valuations.
 Has been examiner for the Board of Registration of Architects and Quantity Surveyors.

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 Publications: - Tom Oketch and Hezekiah Gichunge: Risk Response in Handling

Building Materials on Construction Sites in Kenya. Published in Africa Habitat Review 3
(2009), journal of School of The Built Environment, University of Nairobi.
 Fluent in English and Kiswahili

Experience Record

2011: Proposed Women Student Hostel Value – KShs. 414 million.

2011: Proposed Zanzibar Basic Education Improvement Project – Construction of new District Schools
at Kwamtipura, Kiembe Samaki & Mpendae Value – KShs. 400 million.

2010: Kabanga/Kobero Border Needs Assessment Value – KShs. 1,195 million.

2010: Tunduma /Nakonde Border Post Needs Assessment Value – KShs. 1,466 million.

2009: Proposed Three One Stop Border Posts along the Northern Corridor (Mpondwe/Kasindi
Gisenyi/Goma; and Akanyaru/Haut) Value – KShs. 3,837 million.

2009: Proposed Gables Park Housing Development Value – KShs. 330 million.

2009: Proposed Kagitumba/Mirama Hill One-Stop Border Post – Feasibility studies

Value – KShs. 1,346 Million

2008: Proposed Gables Apartment Building Value – KShs. 82.5 million.

2008 Proposed Limuru Town Hall – Value – KShs. 150 million

2008: Proposed ICT Centre Value – KShs. 80 million.

2007: Proposed Piedmont Plaza Value – KShs.310 million.

2006: Proposed Refurbishment of Salama House Premises Value – KShs.13 million.

2006: Proposed Library for United States International University – Africa Value – KShs.512 million

2005: Proposed Busia, Namanga, Isebania/Sirari, Lungalunga/Horohoro, Gatuna/Katuna and

Kagitumba Mirama Hills one-stop Border Post – Feasibility studies
Value – KShs.2,356 million

2004: Proposed Malaba one-stop Border Post – Feasibility studies

Value – KShs.519 million

2004: Proposed Refurbishment of Kisumu Branch Premises for Kenya Commercial Bank Ltd. – Value -
KShs.24 million
2004: Proposed Al Haqq Plaza for Al Haqq Holdings Ltd Value – KShs. 37 million

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2003: Proposed Playing Fields for United States International University – Africa
Value – KShs.22 million

2003: Proposed Business Centre for United States International University –

Africa. Value – Kshs. 122 million.

2003: Proposed Office Block for Treca Enterprises Ltd – Value KShs. 24 million

2002: Proposed Commercial and Residential Development at Umoja for Riverside

Development Ltd. Value Kshs. 24 million.

2001: Proposed Health Clinics at Jerusalem and Kitengela for Family and life Promotion
Services. Value - KShs. 18 million

2000: Proposed Amphitheatre and Staff Housing for United States International University - Africa.
Value - KShs. 47 million.

1998: Proposed Library extensions and Faculty Block for United States
International University – Africa. Value - KShs. 40 million.

1996: Alterations & Renovations of Flats for office block for Gateway Insurance Co. Ltd.
Value KShs. - 17.8 million.
1996: Proposed Flats on Rhapta Road Phase I and II for Real Trust Limited. Value - KShs.35 million.

1994: Proposed Residential House at Kitsuru for Mr W Rupia and Mary Wanjala
Value - KShs. 14 million.

Proposed Residential Houses at Runda for Habenga Trust Co. Ltd.

Value - KShs. 18 million.

1992: Proposed Flats on Gitanga Road for Marisa Ltd. Value - KShs. 18.3 million

1991: Rehabilitation of Masai Mara Phase I & II for Kenya Wildlife Services.
Value - KShs. 53.4 million.

Proposed Junior College at Ruaraka for Kenya Commercial Bank Ltd.

Value - KShs. 120 million.

1990: St Austins Academy Extensions Phase I & II for Academic Services Ltd.
Value - KShs. 35 million.

1989: Proposed Warehouse and Office Block at Embakasi for Transami

Kenya Ltd. Value - KShs. 34 million.

Proposed Bank Premises at Meru for Kenya Commercial Bank Ltd.

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Value - KShs. 13 million.

1987: Proposed Executive Houses for Staff Pension Fund at Runda Estate for
Kenya Commercial Bank Ltd. Value - KShs. 170 million.

Proposed Rehabilitation and Fire Precautions at Kencom House for Kenya Commercial
Bank Ltd. Value - KShs. 26 million.

Proposed Centre for Kenya Bureau of Standards – Mombasa for Kenya

Bureau of Standards. Value - KShs. 20 million.

1985: Institute of Primate Research Centre Ph.2 for National Museum of Kenya.
Value - KShs. 12 million.

Integrated Rural Health and Family Planning Programme for Ministry of

Health. Value - KShs. 12.3 million.

1983: Embakasi Telephone Exchange for Kenya Posts & Tel. Corp.
Value - KShs. 10.5 million.

1981- 1977 Project Quantity Surveyor at John Aluoch & Associates in charge of Cost
Control, Financial Appraisals, Valuations and interim payments during
construction of the following projects:

New Abattoir at Bul-Bul for Halal Meat Production – Kshs. 20 million.

Office Block at Siaya for KNUT Kshs. 1 Million

Housing Estate at Nairobi for National Housing Corporation – Kshs. 13 Million.

Project Quantity Surveyor for Pre-Contract and Post-Contract for the

following Projects:-

Garissa Area Library Centre - Kshs. 2.4 Million

Dandora Community Centre - Kshs. 2.8 Million

Nairobi South Telephone Exchange Kshs. 2.5 Million

Baptist Mission Flats – Kshs. 1.5 Million

Bukura Agricultural Institute - Kshs. 12 Million

Primate Research Centre – Kshs. 4.8 Million

KNUT Kipsigis Branch – Kshs. 3.6 Million

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Project Quantity Surveyor in charge of Post-Contract for the following projects: -

Kenya Bureau of Standards – Kshs. 48 Million

Eldoret Industrial Estate Phase II

Water Proofing at Kariobangi and Parklands Telephone Exchange – Kshs. 0.78

Million

Managed Mombasa Branch Office and was responsible for all Quantity
Surveying work in respect to the following projects: -

Mombasa Polytechnic Extensions KShs. 32 Million

Shanzu Primary Teacher’s College Kshs. 36 Million

Chaani & Miritini – Second Urban Project Kshs. 26 Million

Mombasa Community Centre Kshs. 2.3 Million

Office Block for Kenya Ports Authority Kshs. 2.3 Million

Education:
B.A. (Hons) Building Economics,
M.A. Construction Management, University of Nairobi

Employment record:
Principal Partner at Tom O Oketch and Associates 1981 – to date,
Senior Quantity Surveyor at John L Aluoch and Associates and managed the Mombasa branch
office 1977 – 1981.

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications,
and my experience.
Date:
(Signature of staff member)

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Date:
(Signature of authorized representative of firm)

Full name of staff member: TOM ONYANGO OKETCH

Full name of authorized representative: TOM ONYANGO OKETCH

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CERTIFICATES

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FOR

OLIVIA SALLY OTIENO-MWEMBE

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Position : Assistant Construction Project Manger

Name of Staff : OLIVIA SALLY OTIENO

Profession : Project Manager & Quantity Surveyor

Date of Birth : 1983

Nationality : Kenyan

Membership with Professional Societies : MAAK (QS), CIQSK.

Detailed Tasks

 Assist the Construction Project Manager in undertaking his duties.

 Day to day monitoring of project’s progress.
 Assist in contract administration and coordination.

Key Qualifications

 Master of Arts degree in Construction Project Management in August 2012.

 Registered Quantity Surveyor since October 2008.
 Corporate member of Architectural Association of Kenya.
 Corporate member of Institute of Quantity Surveyors of Kenya.
 I have been involved in undertaking various project management and quantity surveying
services including the preparation of cost estimates, cost advise to clients, preparation of
contract documents, valuations for payments, cost appraisals and final accounts.

Experience Record

2006 – 2012 Project Quantity Surveyor at Davson and Ward in charge of pre and post
contract administration during construction of the following projects:

2011: Office Fit out for UNHCR, Branch Office Kenya at Lynwood House, Off Waiyaki Way -, Value
KShs. 250 million.

2011: Proposed Paedetrics Wing at Kijabe Hospital, Value – KShs. 180 million.

2011: Residential House in Kyuna Estate, Nairobi, Value – KShs. 65 million

2010: Fitout for General Electric Company at I & M Bank House, Value – Kshs. 40 million

2008: Muhoya Close Development, Lavington, Nairobi, Value – Kshs. 90 million

2007: Basco Housing Devt., Grevillea Groove, Westlands , Value – Kshs. 97 million

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2007: Residential Development along Koitobos Road, Karen, Value – 31 million

2007: Residential Development in Kilimani for Heritan Ltd, Nairobi, Value – 65 million

2006: Longonot Road Office Block in Upper Hill, Nairobi, Value – Kshs. 120 million

2006: Embassy of Republic Rwanda in Gigiri, Nairobi, Value – Kshs. 145 million

2006: Toyota E.A Office Extension in Nairobi, Value – Kshs. 20 million

2009 – 2012: Consulted for various clients and was responsible for all Quantity Surveying
work in respect to the following projects: -

2012: Proposed Apartments in Kileleshwa for Neohomes, Nairobi, Value – Kshs. 200 million

2012: Proposed warehouse in Kisumu for Mr K’ombudo, Kisumu, Value – Kshs. 78 million

2012: Proposed Housing Dvt. for Mr Odhiambo in Homa-Bay, Value – Kshs. 13 million

2012: Proposed Motel Renovation at Busia for Mr Peter Osogo, Value – Kshs. 10 million

2012: Proposed Residential House for Dr Machuki in Kisii, Nairobi, Value – Kshs. 12 million

2012: Proposed refurbishment to cafeteria at Chiromo campus, Nairobi, Value – Kshs. 10 million

2011: Proposed Residential House for Mr Luvai at Loresho, Nairobi, Value Kshs. 22 million

2011: Proposed Partitioning at ADD 6th Floor Level for UoN, Nairobi, Value – Kshs 15 million

2011: Residential House in Lang’ata for Mr and Mrs Mogambi, Value – KShs. 20 million

2010: Proposed Dormitory for Moi Equator Girls High School, Value – Kshs. 35 million

2010: Proposed Completion of Residential Apartments in Eastleigh, Value – Kshs. 30 million

2009: Proposed Residential Flat in Kahawa for Mr Steve Muchai, Value – Kshs. 120 million

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Education:
B.A. (Hons) Building Economics,
M.A. Construction Management, University of Nairobi

Employment record:
Senior Quantity Surveyor at Tom O Oketch & Associates Ltd 2012 – to date.
Quantity Surveyor at Davson and Ward, Quantity Surveyors and Building Economists 2006 –
2011.

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications,
and my experience.
Date:
(Signature of staff member)

Date:
(Signature of authorized representative of firm)

Full name of staff member: OLIVIA SALLY OTIENO

Full name of authorized representative: TOM ONYANGO OKETCH

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CERTIFICATES

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FOR

EDWARD MWANGI GICHINA

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Position : Assistant Project Manager

Name of Staff : EDWARD MWANGI GICHINA

Profession : Construction Project Manager

Date of Birth : 1987

Nationality : Kenyan

Detailed Tasks

 Bringing about optimum utilization of resources- labor, materials and equipment, and
ensuring their procurement at most cost-effective terms.
 Development of effective communications and mechanisms for resolving conflicts
among the various participants
 Review and development project brief.
 Project planning, scheduling, control and monitoring.
 Contract administration, communication and coordination.
 Oversee the construction project from start to finish.

Key Qualifications

 Attained a bachelor degree in Construction Management from The University of Nairobi.

 He has attained over two years’ experience in the site management and project
development while working with Kitayama Construction and EPCO builders in both civil
engineering projects and in buildings.
 Has worked on several projects for individuals in the planning, designing and
supervision of construction projects.
 Has been actively been involved in the student organization as a member while back in
college (CRESA-Construction and Real Estate Students Association)
 Been involved with green (sustainable) building solutions and has been on a training with
Modern Arch Structures of USA
 Well experienced in the following project management and computer aided design
(CAD) software-MS projects, PRINCE 2, Archicad, Punch pro and Google sketch up.

Experience Record

2012: Project appraisal, feasibility study, design, cost engineering, scheduling and other project
management services including projects supervision of the following projects:

Proposed residential house development for Mrs. Perris Korir at Nanyuki with estimated cost
Ksh. 4.8 million-16th August 2012-present (ongoing)

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Proposed commercial and residential house development for Mr. Erastus Ndungu Kiiru at
Naivasha with estimated cost of Ksh 6.3million 18th August 2012-present (ongoing)

Proposed low rise low cost flats for Mr. Stephen Maina at Kiambu for an estimated cost of Ksh
18 Million 2rd Nov 2012-present (design stage)

2011: Worked with Epco Builders Limited at CIC Insurance and KMA office blocks at Upper Hill
where I was under supervision of Engineer Mwaura as a construction project management
trainee. In this internship I was involved in the following site duties:
 Planning on manual and mechanical resources use on site activities
 Target setting, control and evaluation.
 Budget monitoring and control and.
 Other project management techniques.

Worked for Kitayama Construction Company and gained experience in the following areas:
 Road 2000 strategy.
 Labour based road rehabilitation where he gained human resource management.
 Contract procurement, cost estimation and tendering.
 Site supervision, organisation and administration.
 Cross cutting issues which include:
i. Gender issues.
ii. HIV/AIDS.
iii. Environmental protection.
iv. Labour issues.
Others include:
 Minor structures.
 Gravel works.
 Grading works.
 Management of contracts.
 Plant and equipment.

2011: Baragoi Bridge On road C77. Samburu District -Rift Valley working for Kitayama Construction
–Kshs 12 million

2010: Shartuka-Geteri Rd No:1043 ADB R2000 Projects Rift Valley Province working for Kitayama
Construction –Kshs 25 million.

2010: Sultan Hamud-Kasikeu-Wautu Rd No: D515 EU R2000 Projects Eastern Province-Kshs

32 million.

2009: Kiengu-Nthabiro-Kanjoo.Rd No:URR1 EU R2000 projects Eastern Province-Kshs 27 million

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Education:
B.A. (Hons) Construction Management, University of Nairobi
Certified Public Accountant-CPA part one

Employment record:
Tom O Oketch & Associates from June 2012 – to date,
Construction management trainee with EPCO builders 2011.
Site supervisor with Kitayama Construction Company 2009-2011

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications,
and my experience.
Date:
(Signature of staff member)

Date:
(Signature of authorized representative of firm)

Full name of staff member: EDWARD MWANGI GICHINA

Full name of authorized representative: TOM ONYANGO OKETCH

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CERTIFICATES

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