THE REPUBLIC OF UGANDA

MINISTRY OF WORKS AND TRANSPORT

SCHEME FOR MAINTAINING DISTRICT & COMMU-

NITY ACCESS ROADS AND URBAN ROADS USING
OWN EQUIPMENT AND ROAD GANGS

GUIDELINES
(Revised)

FOR

1. ROUTINE MANUAL ROAD MAINTENANCE (US-

ING ROAD GANGS);

2. ROUTINE MECHANISED ROAD MAINTENANCE

(USING EQUIPMENT); AND

3. ZONAL ARRANGEMENT:

a) Periodic Maintenance
b) District Road Rehabilitation
c) Urban Road Sealing

August 2017
TABLE OF CONTENTS
Abbreviations and Acronyms .......................................................................... iv
PREFACE….. ........................................................................................................ v
1.0 INTRODUCING THE SCHEME............................................................... 1
1.1 Introduction ............................................................................................................. 1
1.2 The Scheme in Brief ................................................................................................. 2
1.3 Target Users ............................................................................................................. 3
1.4 Purpose of the Guidelines ........................................................................................ 4
2.0 ROUTINE MAINTENANCE OF DISTRICT AND URBAN ROADS
USING ROAD GANGS AND EQUIPMENT ...................................................... 5
2.1 Routine Maintenance............................................................................................... 5
2.2 Glossary of Routine Maintenance Activities for Gravel Roads................................ 5
2.2.1 General....................................................................................................................... 5
2.2.2 Cleaning of Road Side Drains ................................................................................ 5
2.2.3 Re-instatement/Repair of Scour-Checks.............................................................. 5
2.2.4 Repair of Eroded Ditches ........................................................................................ 6
2.2.5 Cleaning of Mitre (Turn-out)/Catch Water Drains ........................................... 6
2.2.6 Cleaning of Culverts ................................................................................................ 6
2.2.7 Cleaning of Stream Channels ................................................................................. 6
2.2.8 Filling of Potholes and Minor Gullies ................................................................... 6
2.2.9 Grubbing to Re-instate Road Camber .................................................................. 6
2.2.10 Repair of Shoulder Slope Erosion ......................................................................... 6
2.2.11 Grass Cutting ............................................................................................................ 6
2.2.12 Weeding of Shoulders .............................................................................................. 7
2.2.13 Bush or Shrub Clearing ........................................................................................... 7
2.2.14 Tree Planting ............................................................................................................ 7
2.2.15 Tree Nursing ............................................................................................................. 7
2.2.16 Removal of Debris and Silt from the Carriageway ............................................ 7
2.2.17 Sweeping of Carriageway ...................................................................................... 7
2.2.18 Foot Path Maintenance ........................................................................................... 7
2.2.19 Miscellaneous............................................................................................................ 7
2.3 Glossary of Bridge Maintenance Activities ..................................................... 8
2.3.1 Bridge Deck Sweeping ............................................................................................. 8
2.3.2 Bridge Expansion Joint Cleaning .......................................................................... 8
2.3.3 Bridge Drainage Pipe Cleaning ............................................................................. 8
2.3.4 Replacement of Bolts, Railings and Nuts and Painting ..................................... 8
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 2.3.5 Repairs to Gabions and River Training ............................................................... 8
2.4 Routine Maintenance Activities for Bitumen Roads ....................................... 8
2.4.1 Local Pothole Filling (Patching) ............................................................................ 9
2.4.2 Sealing (Surface Dressing or Slurry Seal) ........................................................... 9
2.4.3 Minor Overlay with Asphalt Concrete.................................................................. 9
2.4.4 Major Overlay with Asphalt Concrete (for Corrugated Surfaces) .................. 9
2.4.5 Improvement of Drainage ...................................................................................... 9
2.4.6 Crack Sealing ............................................................................................................ 9
2.4.7 Edge Repairs ............................................................................................................. 9
2.4.8 Re-Instatement of Shoulders ................................................................................ 10
2.4.9 Carriageway Sweeping ........................................................................................ 10
2.4.10 Repair/Replacement of Road Signs and Other Furniture .............................. 10
2.4.11 Replacement/Repair of Storm Water Drainage Manhole Covers ................. 10
2.4.12 Repainting of Road Markings and Kerb Stones ............................................... 10
2.4.13 Foot Path (Walkway) Maintenance .................................................................... 10
3.0 PERIODIC MAINTENANCE, DISTRICT ROAD REHABILITATION
AND URBAN ROAD SEALING USING OWN EQUIPMENT ...................... 12
3.1 Periodic Maintenance of District Roads ................................................................ 13
3.2 Sealing of Urban Roads ......................................................................................... 13
3.3 Rehabilitation of District Roads ............................................................................ 14
3.4 Construction of bridges and drainage structures .................................................. 14
3.5 Donor Funded Programs and Specialised Works .................................................. 14
4.0 MANPOWER REQUIREMENTS FOR ROUTINE MAINTENANCE 15
4.1 Additions to the Districts’ Staff Structures ............................................................ 15
4.2 Personnel for Routine Mechanised Maintenance ................................................. 15
4.3 Road Workers (Gangs) for Routine Manual Maintenance of District Roads ........ 16
4.3.1 Qualifications and training .................................................................................. 16
4.3.2 Conditions for Recruitment ................................................................................. 16
4.4 Road Workers (Gangs) for Routine Maintenance of Urban Roads ....................... 16
4.5 Recruitment of Workers for Routine Manual Maintenance of District and Urban
Roads 17
4.6 Road Inspectors ..................................................................................................... 18
4.7 Establishment of Road Camps............................................................................... 18
4.8 Road Tools and Implements .................................................................................. 19
4.9 Protective Wear ....................................................................................................................... 19
5.0 FINANCING, PLANNING AND BUDGETING FOR THE WORKS .. 20
5.1 Financing ................................................................................................................................ 20
5.2 Work Plans and Budgets........................................................................................................ 20
5.3 Planning for Routine Manual Maintenance .......................................................................... 21
5.3.1 Prioritisation of the Maintenance Activities ...................................................... 21
5.3.2 Setting Tasks ........................................................................................................... 22
5.4 Planning for Routine Mechanised Maintenance ................................................................... 22
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 5.5 Planning for Periodic Maintenance ....................................................................................... 23
5.6 Planning for Urban Road Sealing .......................................................................................... 23
5.6.1 Local Governments to agree scope and cost of work with the Urban Road
Sealing Unit (URSU) ............................................................................................................. 23
5.7 Planning for District Road Rehabilitation .................................................... 23
5.7.1 Donor Funded projects and programs ................................................................... 24
5.7.2 Specialized works ................................................................................................... 24
5.7.3 Use of the Zonal Equipment by Local Governments ........................................ 24
5.7.4 Hire of Equipment by Local Governments ........................................................ 24
5.8 Planning for construction and maintenance of bridges and drainage structures . 24
5.9 Coordination of the Scheme .................................................................................. 25
5.10 Procurement .......................................................................................................... 25
6.0 REPORTING ............................................................................................. 26
7.0 MONITORING AND EVALUATION ..................................................... 28
7.1 Monitoring ............................................................................................................. 28
7.2 Frequency of Monitoring ....................................................................................... 28
7.3 Evaluation of the Scheme ...................................................................................... 29
8.0 WAY FORWARD ..................................................................................... 30

List of Figures
Figure 1: Oganization Structure of the Scheme ................................................................. 31

List of Tables
Table 1: Ranking and Timing of Routine Manual Maintenance Activities ............. 32

Annexes
Annex 1: A Sample of Labour Recruitment Form ................................................... 33
Annex 2: Sample Letters of Appointment ................................................................. 34
Annex 3: A Sample Form for Routine Manual Maintenance Work Plan ............ 37
Annex 4: A Sample Form for the Quarterly Work Plan .......................................... 39
Annex 5: A Sample Form for Inspection of Drainage Structure ............................ 40
Annex 6: A Sample Form for Inspection of Drainage Structures .......................... 41
Annex 7: Average Task Productivity Rates for Routine Manual Maintenance .. 43
Annex 8: Sample of a Weekly Master Roll ................................................................ 45
Annex 9: List of Equipment to be Located at each zonal centre ............................ 46

iii
Abbreviations and Acronyms

CAO Chief Administrative Officer

CBD Central Business District
CBO Community Based Organisation
FY Financial Year
IPF Indicative Planning Figure
LGs Local Governments
LGFC Local Government Finance Commission
MoFPED Ministry of Finance, Planning and Economic Development
MoLG Ministry of Local Government
MoPS Ministry of Public Service
MOU Memorandum of Understanding
MoWT Ministry of Works and Transport
NGO Non Governmental Organisation
UAAU Urban Authorities Association of Uganda
ULAA Uganda Local Authorities Association
URF Uganda Road Fund

iv
PREFACE

The Ministry of Works and Transport is issuing these revised Guidelines aiming to
provide key actors in the financing and implementation of district and urban
maintenance programmes with a framework for approaching specific actions that
will need to be taken to implement the new government policy for road mainte-
nance. The new Government policy entails the use of own equipment and gangs
variously called Force Account or Direct Labour for maintenance of district and ur-
ban roads. The policy is being implemented under a scheme “Maintaining district
and urban roads using own equipment and road gangs.”

The guidelines are intended for use by the key planners at the central government
level, policy makers and implementers at the local government level, Development
Partners, Non-Governmental Organisations and all those stakeholders who may
get involved in roads maintenance activities in their course of work in local gov-
ernments.

Consultations have been made with the key stakeholders involved in the financing,
management and implementation of district and urban roads maintenance pro-
grammes. In particular consultations were made with Local Governments and
Uganda Road Fund. Comments raised by the local governments during the use of
the guidelines have been incorporated during the review. For the purpose of im-
proving the Guidelines, we welcome constructive comments and experiences while
applying them. The comments provided by the users will be used in future reviews
of the Guidelines.

The Guidelines are a property of the Ministry of Works and Transport but copying
and distributing them to local users is permitted. The Guidelines should be read in
conjunction with specifications and manuals issued by the Ministry of Works and
Transport over the years.

I wish to thank the staff of Ministry of Works and Transport, Ministry of Finance,
Planning and Economic Development, Ministry of Public Service, Ministry of Local
Government and the Uganda Road Fund for the invaluable input they made in the
review of these Guidelines.

Bageya Waiswa
PERMANENT SECRETARY
MINISTRY OF WORKS AND TRANSPORT

August 2017

v
1.0 INTRODUCING THE SCHEME

1.1 Introduction

The principal purpose of maintaining roads is to provide continuous acceptable condi-

tions for undisrupted, safe and economic travel. Roads are expensive to construct,
therefore well planned and timely maintenance interventions need to be undertaken
on them to ensure least long-term costs for the agency responsible for their mainte-
nance. The interventions are intended to prevent premature deterioration, accord the
roads a longer service life and save the agency (in this case, a district or urban local
government) high rehabilitation/ reconstruction costs.

For the last 15 years, district and urban roads maintenance has been carried out
through contracting using local small scale labour based contractors. However, this
system has been plagued by many problems, some systemic and others managerial.
The contractors employ local labour on a casual basis sometimes for only one month -
a practice that does not provide household income to alleviate rural poverty as had
been intended by the Government policy.

Routine maintenance entails execution of more than twenty inter-related activities on

the road. Experience has shown that the activities are difficult to describe and quanti-
fy for contracting purposes. The activities are even more difficult to measure for pay-
ment. The problem becomes more complex as soon as the “engineered features”
(camber, cross-fall, longitudinal gradient) of the road are lost.

Contracting out routine maintenance works is inflexible and less responsive to urgent
interventions like desilting and cleaning of storm water drainage channels during
rainy seasons, a big problem mainly in urban centres. This is in part due to inadequate
supervision and monitoring.

It has also been observed that contractors carry out only two activities: grass cutting
and a little drainage cleaning. Even when these two activities have been attempted,
the results have been of low standard. Consequently, the condition of the roads has
continued to deteriorate and this is now posing a serious constraint to the country’s
economic development, thus the need to explore other alternatives.

Government has reviewed the existing policy for district and urban road maintenance
and has decided to re-introduce the direct labour (force account) mode of operation.

1
The Guidelines have been issued by the Ministry of Works and Transport in fulfilment
of the undertaking the Hon. Minister of Works and Transport made in his general Cir-
cular Ref. MIN/PERS/12 of 6th January 2010 regarding the subject.

The objective of the Guidelines is to provide a framework to the various stakeholders

involved in the maintenance of district and urban roads in planning and implementing
their programmes in line with the new policy. The Guidelines are arranged in three
parts;

Part 1 : Consists of Chapter 1 - the Introduction and Background which

define the problem and outline the purpose of the Guidelines

Part 2 : Consists of Chapters 2, 3 and 4 which describe the activities that

will be carried out in routine and periodic road maintenance and
cover the modalities for recruiting staff for the routine mecha-
nised maintenance, road gangs, establishing road camps and pro-
curement of road tools and implements and protective wear; and

Part 3 : Consists of Chapters 5, 6 and 7 which describe the planning,

management, implementation, reporting, accounting, monitoring
and evaluation systems and the way forward.

1.2 The Scheme in Brief

The scheme is built on three sequenced modes of road maintenance and road rehabili-
tation viz:
a) routine manual maintenance using road gangs;
b) routine mechanised maintenance using equipment;
c) periodic maintenance/regravelling using equipment; and
d) rehabilitation and Sealing using equipment.

The road gangs system is premised on a man-2km principle (i.e. one man maintaining
2km of a gravel road or four men maintaining 1km of urban tarmac road per month).
For gravel roads, gangs consisting of 10 workers will work under a headman and main-
tain a section or sections of road totaling 20km. An overseer will superintend over a
maximum of 5 headmen. The gangs will carry out activities that maintain the roads in
serviceable condition throughout the year. Routine manual maintenance for gravel
roads is most effective when the road has engineered features, (camber, cross-fall and

2
longitudinal gradient). Loss of these features is the trigger for routine mechanised
maintenance.

Routine mechanised maintenance involves replacement of lost gravel, light grading

and re-shaping with a motor grader to restore the road shape. This activity will be car-
ried out at intervals of 3 to 4 years depending on traffic volumes/axle loads, environ-
mental (weather) conditions and initial quality of gravel. The results of routine mech-
anised maintenance are best when it is carried out at the end of the rainy season.

Periodic maintenance of district roads will include grading, shaping and re-gravelling
of district roads. As a general rule, periodic maintenance of a gravel road will fall due
when it has lost more than 70% of the original gravel irrespective of whether it has
lasted 3 years or less. For urban roads, periodic maintenance will include Sealing and
re-construction to bitumen standard.

Rehabilitation involves restoring the road to its original condition and or opening and
upgrading of earth roads to gravel standard.

Periodic maintenance will be carried out by Local Governments using zonal equip-
ment. Sealing of urban roads will be executed by Urban Road Sealing Units while re-
habilitation of district roads will be executed by District Road Rehabilitation Units.
Urban Road Sealing Units and District Road Rehabilitation Units are under Ministry
of Works and Transport. Similarly, the zonal equipment is under Ministry of Works
and Transport.

1.3 Target Users

The guidelines are expected to be used by a wide spectrum of stakeholders at Central

and Local Government level and the development partners involved in financing and
implementing district and urban road maintenance and rehabilitation programmes.

At the district local government level, the main target stakeholders are:
a) The Chief Administrative Officers (CAO);
b) The District Finance and Personnel Officers
c) The District Engineers and Inspectors of Works;
d) The District Planners;
e) The Members of the Contracts Committees;
f) The Secretary for Works;
g) The Members of the District Works Committees;

3
 h) The Local Council V Chairpersons and Councillors; and
i) The District Resident Commissioners.

At the Municipal and Town Council level, the main targets are:

a) The Town Clerks;

b) The Municipal/Town Engineer and Inspectors of Works;
c) Municipal/Town Council Finance and Personnel Officers;
d) Municipal/Urban Council Planners;
e) The Mayor/Local III Chairperson;
f) Secretary for Works; and
g) Members of the Urban Council Works Committee.

The guidelines will also be used by officials at the sub country level where contracting
of road works has proved very difficult to administer.

At the Central Government level, the targets are:

a) The Ministry of Public Service (MoPS);
b) The Ministry of Finance, Planning and Economic Development (MoPED);
c) The Uganda Road Fund (URF)
d) The Ministry of Works and Transport (MoWT);
e) The Ministry of Local Government (MoLG);
f) The Local Government Finance Commission (LGFC);
g) The Uganda Local Government Association (ULGA); and
h) The Urban Authorities Association of Uganda (UAAU)
Other users include Development Partners, NGOs, CBOs and all those stakeholders
who in the course of their work may get involved in activities related to the develop-
ment and maintenance of district and urban roads.

1.4 Purpose of the Guidelines

The scheme introduces a new approach to the management of roads by district and
urban local governments. The new approach involving resource planning and imple-
mentation of a series of inter-related road maintenance activities which had hitherto
been unknown in the local governments will have to be adopted.

These guidelines provide the approach, methodology and specific actions district and
urban local governments will need to undertake in order to effectively implement the

4
policy and be able to meet government’s objectives with respect to maintenance of the
roads within their jurisdiction.

2.0 ROUTINE MAINTENANCE OF DISTRICT AND URBAN ROADS US-

ING ROAD GANGS AND EQUIPMENT

2.1 Routine Maintenance

Routine maintenance activities are conducted on roads on an annual basis, sometimes

several times a year and even weekly as physical, environmental or climatic conditions
may dictate. Routine maintenance activities are of two types: cyclic and reactive. Cy-
clic activities are dependent on environmental (climatic) conditions and examples are:
vegetation control and drainage cleaning. Reactive activities are a response to a com-
bination of traffic and environmental effects and include interventions like filling of
potholes and removal of road surface corrugations.

Table 1 summarizes the ranking and timing of routine manual maintenance activities.

2.2 Glossary of Routine Maintenance Activities for Gravel Roads

2.2.1 General

The routine road maintenance activities detailed below are best executed by people
working in a group or in groups. The activities are amenable to the road gangs system.
Methods of carrying out these varying activities are expounded in the Ministry of
Works, Housing and Communications, District Road Works Technical Manual - Vol-
ume 4 issued in May 2004 and the Road and Bridge Works Specifications issued in
2005 both of which should be read together with these guidelines. The activities ex-
pected to be carried out in the course of routine maintenance are:

2.2.2 Cleaning of Road Side Drains

This work involves clearing all vegetation, silt and debris off the road side drains to al-
low free draining of storm water at all times. The material removed should be dis-
posed of at least 10m away from the road.

2.2.3 Re-instatement/Repair of Scour-Checks

This work involves repair/re-instatement of scour checks usually made of stones or

wooden pegs firmly fixed in the road side drains at spacing intervals which vary ac-
cording to the gradient of the road.

5
 2.2.4 Repair of Eroded Ditches

The work involves carrying out repairs to eroded ditches as well as side drains with
suitable material including compacting.

2.2.5 Cleaning of Mitre (Turn-out)/Catch Water Drains

The work includes clearing of mitre/catch water drains so that they are clean and free
draining all the time. The material so removed should be disposed of at least 5m away
from the drains and more than 10m away from the road.

2.2.6 Cleaning of Culverts

The work involves cleaning the culvert inlet, outlet and outflow channel to a minimum
length of 20m of silt and debris.

2.2.7 Cleaning of Stream Channels

This work includes cleaning stream channels free of debris and vegetation to ensure
the free flow of water through bridges and culverts at all times. The cleaning should be
carried out up to 10m distance both at upstream and downstream.

2.2.8 Filling of Potholes and Minor Gullies

The work includes filling up potholes and minor gullies on the carriageway with ap-
proved material up to level of adjacent road surface including compaction.

2.2.9 Grubbing to Re-instate Road Camber

The work involves re-instatement of the carriageway geometry by grubbing, filling and
compacting gullies and potholes to a specified camber using approved material.

2.2.10 Repair of Shoulder Slope Erosion

The work includes re-instatement of eroded shoulder and ditch slopes by grubbing and
adding approved material to the original camber or slope.

2.2.11 Grass Cutting

This work involves keeping the grass cut to a level not more than 75mm high and to a
width of at least 3m distant from the side drains and on shoulders and disposing off
the debris not less than 5m distant from the side drains.

6
 2.2.12 Weeding of Shoulders

The work includes weeding of all grass from the shoulders and disposing to spoil not
less than 10m distant from the side drain.

2.2.13 Bush or Shrub Clearing

The work includes clearing the road reserve of all bush/shrub to a height less than
150mm to ensure sight distance visibility.

2.2.14 Tree Planting

The work includes planting of tree seedlings selected or recommended by the Engineer
along the road side usually at an interval of 20m and 3m distant from the side drain.

2.2.15 Tree Nursing

The work if found necessary, involves attending to all trees planted up to such a time
when they can resist dry weather conditions or insect/fungal attack.

2.2.16 Removal of Debris and Silt from the Carriageway

The work involves removal of all debris and silt (usually on a tarmac surfaced road) so
that the carriageway remains free of any debris or silt.

2.2.17 Sweeping of Carriageway

The work includes the sweeping of the carriageway (usually tarmac surfaced roads)
using a broom so that the road remains clean and clear. The material removed should
be disposed of at least 5m from the drains and 10m distance from the road (or to the
municipal/town dump for urban roads).

2.2.18 Foot Path Maintenance

The work involves weeding grass at least 1m wide off the footpath and disposing the
spoil not less than 5m distant from the side of the footpath.

2.2.19 Miscellaneous
These are incidental activities that may be directed by the inspector/overseer and in-
clude felling and removal of trees within the road reserve, removal of ant-hills and
dead animals from the road carriageway.

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2.3 Glossary of Bridge Maintenance Activities

It is very common to leave out bridges during routine maintenance. This is a very se-
rious omission. When bridges deteriorate, they become very expensive to rehabilitate
or replace. They therefore require dedicated (but most of the time) simple routine
checks.

2.3.1 Bridge Deck Sweeping

The work includes sweeping of the bridge deck and side walkway using a broom so
that the bridge remains clean and clear.

2.3.2 Bridge Expansion Joint Cleaning

The work in most instances involves cleaning of expansion joints using a broom so that
they remain clean and clear.

2.3.3 Bridge Drainage Pipe Cleaning

The work includes cleaning of blocked bridge drainage pipes using rods so that the
pipes remain clean and clear.

2.3.4 Replacement of Bolts, Railings and Nuts and Painting

The work involves replacement of the small items used for fixing pedestrian walkway
railings, joints of steel girders and painting of all metallic surfaces of the bridge struc-
ture to prevent rusting.

2.3.5 Repairs to Gabions and River Training

This is a very important activity that involves putting back in position damaged mesh-
es of the gabions and dredging the river channel to keep the river flow in its course and
direction and to avoid erosion and undermining of the bridge foundations.

2.4 Routine Maintenance Activities for Bitumen Roads

The country’s urban roads are currently more gravel surfaced than they are bitumen
surfaced. Routine maintenance interventions on urban gravel roads are similar to
8
those carried out on district roads. Off-carriageway maintenance activities for urban
roads (gravel or bitumen surfaced) are similar to district gravel roads. For bitumen
surfaced urban roads, other interventions include:

2.4.1 Local Pothole Filling (Patching)

This work involves trimming the pothole, reconstructing the base layer and sealing
with hot or cold premix asphalt concrete or double seal surface dressing.

2.4.2 Sealing (Surface Dressing or Slurry Seal)

This activity entails repair and renewal of a surface originally sealed with chippings by
adding another chips seal or improving the existing surface with hot bitumen/sand
slurry to fill the spaces where the original seal has lost its sealing properties.

2.4.3 Minor Overlay with Asphalt Concrete

This activity involves repairs to the base of short sections of roads of up to 200m
length and application of a thin layer of hot rolled premix asphalt concrete with a pav-
er

2.4.4 Major Overlay with Asphalt Concrete (for Corrugated Surfaces)

This is an activity involving the removal of corrugations and areas on un-even surface
over a long stretch of road by application of a non-uniform thickness of hot rolled
premix asphalt using a paver.

2.4.5 Improvement of Drainage

The activity involves widening or deepening of road side drains, lining of existing
ditches, replacement of culvert pipes of insufficient capacity or placement of additional
drainage pipes.

2.4.6 Crack Sealing

The task involves sealing off cracks that will have appeared on the carriageway surface
with hot bitumen to restore the surface’s water permeability resistance properties.

2.4.7 Edge Repairs

9
This activity involves the reinstatement of the premix asphalt concrete or surface
dressing of the road carriage way that has chipped or washed away

2.4.8 Re-Instatement of Shoulders

Also referred to as shoulder recharging, this activity involves the replacement and
compaction of lost gravel material for the shoulders to the original gravel thickness
and level

2.4.9 Carriageway Sweeping

The work involves sweeping of the road’s carriageway with manual or mechanical
broom to rid it of silt and debris. The material removed should be disposed off at the
designated municipal dump.

2.4.10 Repair/Replacement of Road Signs and Other Furniture

Road signs and other furniture in urban areas fade or suffer damage more frequently
compared with gravel roads. They need to be considered for repair or replacement
along with other road maintenance activities.

2.4.11 Replacement/Repair of Storm Water Drainage Manhole Covers

Theft or damage of storm water drainage manhole covers is rampant in the country’s
urban centres. They need to be replaced frequently for safety and to prevent manholes
from being choked with debris.

2.4.12 Repainting of Road Markings and Kerb Stones

Road markings and kerb stones in urban areas need to be repainted frequently to fos-
ter road safety, and this activity needs to be planned along with the other road mainte-
nance activities

2.4.13 Foot Path (Walkway) Maintenance

This activity involves repair or replacement of paving slabs along walkways, repair of
edgings and keeping foot paths free of silt, debris and all forms of litter.

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2.5 Care for equipment
The equipment shall be given utmost care so as to achieve its rated capacity.
Measures to employ include:

a) The use of the manufacturers maintenance manuals issued with the

equipments and other guide lines that will be issued from time to time by
the Chief Mechanical Engineer of Ministry of Works and Transport.

b) Ministry of Works and Transport will continually conduct training of

equipment operators, technicians and engineers. Local Governments
have been instructed not to operate the equipment without trained oper-
ators.

c) The Equipment Supplier will provide “after-sales” service centres at

Mbale, Gulu, Mbarara and Kampala. Kampala will be the main after-
sales centre. The after-sales service centres will provide equipment
maintenance and repair services.

d) The Ministry’s Regional Mechanical Workshops at Bugembe, Gulu and

Mbarara will provide major repair services for all road equipment; dur-
ing and after the equipment warrantee period.

e) The Ministry’s Regional Mechanical Workshops will service and main-

tain all road equipment especially major repairs. The Regional Work-
shops will assess the costs for repair, service and maintenance of the dis-
trict equipment and communicate this information to LGs. Then the LGs
will make orders to the Regional Workshops. The LGs will pay the Re-
gional Workshops for repairs carried out on specific pieces of equipment
according to orders they (LGs) will make.

f) Local Governments have the option to get their equipment serviced,

maintained and repaired at the Supplier’s after-sales service centres or
any other service providers and pay for these services.

g) For the equipment under warrantee period of three (3) years, such
equipment will be serviced by the supplier (dealer) under the framework
contract signed with the Ministry of Works and Transport. The LGs,
KCCA, UNRA, and the Ministry will liaise directly with the supplier for
servicing and minor maintenance of equipment during this period.

h) After the warrantee period, each Designated Agency (DA) will carry out
servicing of its own equipment. For the LGs, technical support may be
sought from the Ministry’s zonal units.
11
3.0 PERIODIC MAINTENANCE, DISTRICT ROAD REHABILITATION
AND URBAN ROAD SEALING USING OWN EQUIPMENT

Government procured road construction equipment to carry out periodic maintenance

including regravelling, district road rehabilitation, and Sealing or construction to bi-
tumen standards of urban roads. Each District Local Government will receive a con-
struction unit comprising 1 motor grader, 1 wheel loader, 1 roller, 1 water bowser and
2dump trucks for periodic maintenance. The LG equipment will be complimented us-
ing equipment stationed at the zonal centres which may not be available at the LGs.
The list of equipment at the zone is shown in Annex 9. The equipment at the zonal
centres will also handle emergency assignments within the zone.

District road rehabilitation and sealing of urban roads will be carried out by the Minis-
try of Works and Transport. The equipment for Urban Road Sealing Unit (URSU) and
District Road Rehabilitation Units (DRRU) (sections 3.2 and 3.3) are under the use
and management of Ministry of Works and Transport. Similarly the pool equipment at
the zones will be managed by the Ministry of Works and Transport.

The pool equipment is located at the zonal centres which are Regional Mechanical
Workshops and other centres that have may be established for custody. The regional
mechanical workshops are equipped to repair and maintain the zonal equipment.

The zonal centres for implementation of force account in the country are:-
i. Gulu Regional Mechanical workshop in Gulu;
ii. Central which is based in Luwero;
iii. West Nile which is based in Arua;
iv. North Eastern which is based in Moroto;
v. Bugembe Regional Mechanical Workshop in Jinja;
vi. Eastern which is based in Mbale at MELTC;
vii. Mbarara Regional Mechanical workshop in Mbarara;
viii. Midwestern in Hoima; and
ix. Ministry of Works and Transport mechanical workshop in Kampala;

As already stated above, the equipment at the zonal centres will complement the dis-
trict equipment and also handle emergency assignments within the zone. The requests
from Local Governments and other designated agencies (DA) to use the pool equip-
ment at the zonal centres will be made to the Ministry of Works and Transport.

12
3.1 Periodic Maintenance of District Roads

Periodic maintenance of district roads mainly involves regravelling. Works will be exe-
cuted by the District Local Government using funds allocated by URF. When a local
government is ready to carryout periodic maintenance, it will:
a) Seek for the equipment(s) from the Pool, if the equipment(s) in the pool is not
available, then
b) Seek the equipment(s) required from neighbouring local government, in case
the equipment(s) is not available, then
c) Hire the equipment(s) from the open market following PPDA guidelines using
rates approved by the Chief Mechanical Engineer of Ministry of Works and
Transport.
Procedure for accessing equipment from the POOL by a local government
i. District Local Governments and other Designated Agencies shall make their
annual work plans indicating the type of equipment they may require to access
from the pool;
ii. The work plans should be submitted to Ministry of Works and Transport;
iii. Ministry of Works and Transport to review the Work plans from the districts
and schedule the available equipment accordingly; and
iv. The Engineer in Chief will authorize the use of the equipment and will com-
municate to the respective local government.

The DAs in this case the Local Government will meet operational cost of fuel, lubri-
cants, operator allowances and transport from and to wherever they have obtained the
equipment. In addition, the LG will meet the cost of transporting the equipment to and
from the POOL/Zonal centre from which it was obtained. The districts will prioritize
and select roads with poor conditions to receive periodic maintenance annually.

3.2 Sealing of Urban Roads

The existing Ministry of Works and Transport’s Urban Road Sealing Unit (URSU) has
been re-equipped and strengthened to execute urban road Sealing works. The Unit re-
cruited more contract staff to manage the old and new urban road sealing equipment.

The URSU has 3 units each headed by a Force Account Manager appointed in line with
PPDA guidelines. When fully funded and the scheme implemented as planned, each
unit will be able to seal 8km annually.

13
3.3 Rehabilitation of District Roads

A District Road Rehabilitation Unit (DRRU) similar to the Urban Road Sealing Unit
(see paragraph 3.2 above) has been set up to execute district road rehabilitation
works, leaving the Districts to concentrate on Routine Maintenance (using road gangs
and allocated equipment) and periodic maintenance using equipment from the pool.

The output in terms of kilometres of roads rehabilitated annually in district local gov-
ernments and sealed in urban councils will depend on a number of factors including
availability of funds, equipment, the level of supervision, weather etc.

It is envisaged that when funds are available and the scheme is implemented as
planned, each Force Account Unit will rehabilitate 50km annually.

3.4 Construction of bridges and drainage structures

The Ministry has set up Bridges and Drainage Structures Units BDSU which are fully
equipped to construct bridges, box culverts, major swamp crossings and other drain-
age structures in the District Urban and Community Access roads network.

The Local Governments and Other DAs will prioritize the bridges and drainage struc-
tures in their network and write to the Ministry for consideration.

The bridges and drainage structures being a specialised area, the Ministry through the
BDSU will provide necessary expertise to support the technical departments of the lo-
cal governments. Similarly approval of designs for bridges and drainages structures
before implementation by local governments will be done by the Ministry. Each BDSU
will be headed by a Force Account Manager appointed as per PPDA guidelines.

3.5 Donor Funded Programs and Specialised Works

These will be executed under private contract arrangements or as stated in the project
appraisal documents.

14
4.0 MANPOWER REQUIREMENTS FOR ROUTINE MAINTENANCE

4.1 Additions to the Districts’ Staff Structures

The new district and urban roads maintenance system requires additional personnel in
the Works Departments of the Local Governments. These are not catered for in their
existing staffing structures. The additional staff required include:

a) Mechanics, plant operators, drivers and turn men for the routine mecha-
nised maintenance equipment; and
b) Road workers (for gangs), headmen and overseers.

The post of road overseer may be merged with that of road inspector and for some of
the larger districts, municipalities and town councils more inspectors may be recruited
to meet the demands of the scheme.

Local governments will therefore have to recruit this additional staff as and when nec-
essary. Outlined here-below are guidelines for their recruitment:

4.2 Personnel for Routine Mechanised Maintenance

The equipment for routine mechanised maintenance will require operators, a plant
mechanic as well as drivers. Each District Local Government will require 3 operators
and 3 drivers and 3 turn men. The minimum qualifications of these personnel will be:

a) Plant Mechanic/Operator: Salary Scale U7 with minimum “O” Level Certifi-

cate and a Motor Vehicle Mechanic Certificate from a recognised institution;
b) Tipper Truck /Pick-up Driver: Salary Scale U8 with minimum “O” Level
Certificate with at least a Pass in English plus a Valid Driving Permit Class
“B or C”; and
c) Turn boy: Salary Scale: U8 with a minimum “O” Level Certificate with at
least a Pass in English.

Operators and drivers will be recruited by the District Local Governments and trained
centrally with the assistance of the Ministry of Works and Transport.
Allowances to staff will be paid as per public service standing orders.

15
4.3 Road Workers (Gangs) for Routine Manual Maintenance of District
Roads

Road workers will be constituted into gangs which will be assigned works as a group. A
gang will comprise of 10 workers to work on 20km, i.e. each worker will maintain 2km
of road near his home. A gang will be supervised by a headman and a road overse-
er/inspector will oversee 5 gangs i.e. 100km. No road camps shall be established ex-
cept in sparsely populated areas.

The number of road workers required will be determined by the district local govern-
ment basing on the size of its road network.

4.3.1 Qualifications and training

A road overseer should have minimum ordinary technical diploma in Civil engineer-
ing; headmen and road overseers to be trained at MELTC or MELTC to send staff to
regions to train.

4.3.2 Conditions for Recruitment

a. MoLG to seek approval of MoPS for positions to be created.

b. Each road gang worker to have basic tools comprising a hoe, shovel, slasher and
apanga or machetti as a condition for being recruited. To be issued with a pick
axe and a wheelbarrow whose cost will be recovered from his wages in a period
of six months instalments. Each road gang worker to be responsible for the
safety of his tools since they belong to the worker. Tools to be issued in phases
beginning with the very basic ones, i.e. every quarter, till the road gang workers
are fully equipped.
c. Headman should own a bicycle as a precondition for being recruited.
d. The road overseer to be provided with a motorcycle that was provided to the
district local government.

4.4 Road Workers (Gangs) for Routine Maintenance of Urban Roads

One of the most important activities in maintenance of urban roads is regular car-
riageway and shoulder sweeping. Other than the Central Division’s, Central Business
District (CBD) of Kampala City and busy areas in the vicinity of markets and taxi parks
in the municipalities which require daily sweeping, most of the other bitumen surfaced
streets will be swept 2 times a week. A kilometre of tarmac road will be maintained by

16
4 workers headed by a headman. The gravel roads will be maintained in a mode simi-
lar to district roads viz: 1 worker per 2km.

The number of road workers needed will be determined by the urban council depend-
ing on the size of its road network i.e. the length of both gravel and bitumen roads.

4.5 Recruitment of Workers for Routine Manual Maintenance of Dis-

trict and Urban Roads

The workers will be recruited by the respective local governments in areas through
which the roads traverse. Prior to recruitment, advertisements will be placed at the
sub-county office notice board informing all those who could be interested in working
on the roads to turn up for interview at a designated place and date. The notice should
also be aired on FM radios with good reception in the area. Municipalities and the
larger Town Councils should endeavour to draw the workers from their wards or par-
ishes of abode.

Candidates should be adults of minimum age 18years. They must carry with them a
recommendation letter from the Local Council I Chairperson.

One or two Local Council officials will be present during the recruitment drives. All
efforts should be made to include women amongst the workers. Only physically fit
workers will be recruited. The recruited workers will be entered into a Master Roll
which will be kept and maintained by the Headman. Annex 1 shows a sample of the
Labour Recruitment Form.

The road gang workers will be engaged on an annual basis as and when funds are
available upon signing a labour recruitment form.

The maximum wages payable to a road gang worker by the district local government
will be Ushs. 150,000 per month of work. For urban local governments, islands and
cattle corridors, a monthly wage of Ushs. 200,000/= will be paid per month of work.
The actual wage earned in a work month will be determined based on the days worked.

Gratuity and NSSF will not be payable for this category of workers.

The other category of road workers is headmen. Minimum qualifications for a head-
man will be “O” Level Certificate and at least 4 years of relevant experience. Headmen
will be employed on 1 year contract renewable and at a monthly salary of

17
Ushs.250,000/= per work month. Each headman should own a bicycle as a precondi-
tion for recruitment.

This category of workers will be entitled to Gratuity and NSSF savings.

Overseers will be employed on a 2 year contract (renewable) and at a gross monthly

salary of Ushs.400,000/=. Minimum qualifications for the overseer will be Ordinary
Technical Diploma in Civil Engineering and 2 years working experience. Training in
Labour based road works at Mt. Elgon Labour-based Training Centre will be an added
advantage. Overseers will be facilitated with a motor-cycle to enable them oversee the
scheme. Annex 2 is a sample of a Letter of Appointment of the Headmen and Over-
seers, appointment of force account managers and supervisors.

Similarly this category of workers will be entitled to Gratuity and NSSF savings.

Payments to workers may be effected through the banks. Other payment methods in
line with the Public Finance Management Act are acceptable. Further advise on pay-
ments can be sought from the office of the Accountant General.

Note: The LGs will keep a record of all the workers.

4.6 Road Inspectors

The post of Road Inspector exists in district and urban local governments’ structures.
The larger local governments may have to increase the numbers of this cadre for effec-
tive management of the scheme.

4.7 Establishment of Road Camps

Workers will as much as possible reside in their homes and commute to their place of
work. In districts where populations are scattered, the workers may be accommodat-
ed in rented premises close to trading centres. In circumstances where trading centres
are more than 20km apart, road camps may be established.

It is recommended that a camp comprise 11 uniports or a labour line of 11 units

(mizigo). A pit latrine should be erected in permanent materials. The camp should be
enclosed in barbed wire fencing.

18
4.8 Road Tools and Implements

Appropriate hand tools and implements are essential for manual labour. Good tools
improve productivity.

Each road worker will have the following key tools for road maintenance work:
A hoe, shovel, slasher and a panga or machetti as a precondition for being recruited.
The rest of the tools e.g. Wheelbarrows, Rakes, pick axes; handle axes; claw bars; tam-
pers; claw hammers; sledge hammers; sharpening files; rolls of sisal ropes; movable
cones; reflective triangles; movable hazard signs; and flags will be purchased by the
local government and provided to the workers on loan. The equipment will be provid-
ed to the worker by the local government. The workers will be responsible for the tools
given to them. For cases where the road camps are established, the headman will have
the following tools in his custody.

No Description Quantity
1 Shovels 12
2 Slashers 12
3 Hoes 12
4 Wheelbarrows 12
5 Pangas/Machetes 12
6 Rakes 12
7 Pick axes 12
8 Handle axes, claw bars, tampers, claw 2 each
hammers Sledge hammers,
9 Sharpening files 3
10 Roles of sisal ropes 5
11 Movable cones 10
12 Reflective triangles 10
13 Movable hazard signs 5
14 Flags 10

4.9 Protective Wear

Each worker will be provided with protective gear. Protective gear will include: boots,
overalls, vests, dust masks and gloves. The overalls and vests shall bear the local gov-
ernment’s identification marks and shall be reflective. The cost of such items will be
borne by the local government.
19
5.0 FINANCING, PLANNING AND BUDGETING FOR THE WORKS

5.1 Financing

In general, Uganda Road Fund will meet costs for the Routine Maintenance using road
gangs and equipment and Periodic Maintenance. In addition URF will provide a re-
volving fund for purchase of road tools and implements. Ministry of Finance Planning
and Economic Development will meet the costs of District Road Rehabilitation and
Urban Road Sealing using heavy equipment and cconstruction of road camps.

The allocation from the Uganda Road Fund will finance the following activities:

a) Routine Manual Maintenance using Road Gangs;

b) Routine Mechanised Maintenance using equipment at the local govern-
mennt;
c) Periodic Maintenance using the zonal equipment;
d) Operational and maintenance of equipment; and
e) Purchase of Road Tools and Implements

The allocation from the Ministry of Finance, Planning and Economic Development
(MoFPED) will finance the following activities:

a) Operations of the regional workshops;

b) Rehabilitation of district roads;
c) Sealing of urban roads;
d) Construction of road camps;
e) Major repair of equipment distributed in the local governments;
f) Major repair of equipments in the zonal units; and
g) Rehabilitation of existing equipment that will be withdrawn from local gov-
ernments for redeployment.

5.2 Work Plans and Budgets

The planning for routine manual, routine mechanised and periodic maintenance
should be integrated. The plan will eventually be incorporated in the Local Govern-
ment’s Budget Framework Paper and the Annual Work Plan.

20
The Uganda Road Fund (URF), shall always advise Local Governments of their Indica-
tive Planning Figures (IPFs) to plan for their road maintenance activities of the subse-
quent Financial Year.

Priority rating in budgeting for routine maintenance interventions will be in the fol-
lowing order:

No.1: Routine manual maintenance which will be extended to all maintainable

roads in the network
No. 2: Mechanized Routine Maintenance
No. 3: Rehabilitation
No. 4: Periodic maintenance (re-gravelling), culvert and bridge repairs.

The smaller urban councils should plan to utilise their allocations to construct and
maintain only those roads which service areas with activities that attract or generate
heavy vehicular traffic.

5.3 Planning for Routine Manual Maintenance

The plan for routine manual maintenance will be based on a detailed inspection and
assessment of the entire road network to determine the scope and quantity of works to
be carried out.

The plan will cover a period of three months (a Quarter) for each individual road sec-
tion over which a worker or group of workers will be assigned. Basic planning data will
be captured in the Standard Forms shown in Annexes 3 to 6.

The budget for routine manual maintenance will include:

a) wages for the road workers, headmen and overseers;

b) the cost of establishment of road camps (if any) or renting of workers’ ac-
commodation;
c) maintenance of the camps (if any);
d) cost of road safety devices and workers’ protective wear; and
e) cost of provision, operation and maintenance of supervision transport (pick-
up, motorcycles.).

5.3.1 Prioritisation of the Maintenance Activities

21
The top most priority activity in routine maintenance is cleaning of drains. Cleaning of
critical elements of the drainage system such as culverts, road side and mitre drains,
need particular attention.

The first action will be removal of obstacles which block the passage of water away
from the road, followed by repair of small gullies and potholes. The lowest priority
should be accorded to those tasks which require high inputs but do not prolong the life
of the road significantly (See Table 1).

5.3.2 Setting Tasks

The gang worker shall be required to execute daily tasks as clearly spelt out in Annex
7 extracted from Technical Manual Volume 4 - Part Two, 2004 Edition issued by the
Ministry of Works, Housing and Communications which sets out minimum productiv-
ity output per person per day.

The road overseer will use the BOQ concept to capture details of equipment, labour
and road construction materials used in the execution of the works as detailed in the
program schedule for force account works Form A Annex 12

Tasks should be communicated to the workers the previous day so that they report the
following morning at the work place well prepared. The headman shall maintain a rec-
ord of attendance and the works carried out by the workers on a daily basis in a Week-
ly Master Roll, a sample of which is shown in Annex 8

The overseer will ensure that the headmen set appropriate tasks, that the workers
complete their tasks and that the Master Rolls are properly maintained.

5.4 Planning for Routine Mechanised Maintenance

The plan for routine mechanised maintenance will be drawn up to cover the roads that
require light grading and re-shaping. This intervention is expected to be carried out at
least two times a year and at most three times a year. The equipment to carry out this
activity is the motor grader, tippers, wheel loader, vibro roller and water bowser. The
tippers will be used to carry the gravel (murram) for filling potholes and gullied sec-
tions of the road before final shaping. Under no circumstances should the motor grad-
er be deployed for “bush clearance” works.
The works shall be measured using Form A respectively attached as annex 12

The budget for routine mechanised maintenance will include:

22
 a) the cost of fuels, oils and lubricants (for the routine mechanised mainte-
nance equipment);
b) the cost of fast running spares (tyres, tubes, filters);
c) the cost of routine servicing of the equipment;
d) cost of major repairs (which will at a later time be carried out at the zonal
centres); and
e) field allowances for plant operators and the associated personnel.

5.5 Planning for Periodic Maintenance

Periodic maintenance of district and urban roads is a capital intensive activity. Studies
to determine the scope of works, preparation of bills of quantities, cost estimates,
drawing up specifications and preparing contract drawings are a pre-requisite for this
activity. Periodic maintenance will be carried out by the District or Urban Local Gov-
ernment using heavy zonal equipment. The equipment that will be available at the
zonal base for periodic maintenance and other road interventions is set out in Annex
9.

5.6 Planning for Urban Road Sealing

5.6.1 Local Governments to agree scope and cost of work with the Urban
Road Sealing Unit (URSU)

Urban local governments will identify and prioritize roads to be resealed or construct-
ed. Each urban local government will prioritize 2km of road. The Urban Road Sealing
Unit (URSU) will execute the road Sealing. Funds for this activity will be allocated by
the Ministry of Finance, Planning and Economic Development to Program 0306
under Ministry of Works and Transport. Smaller and new upcoming town councils
with populations of less than 5,000 people will spend their allocations on routine
manual maintenance and re-gravelling works. Urban roads lengths that will be con-
structed per year will range from 2.0km for the smaller municipalities to 6km for larg-
er ones. For town councils, lengths will range from 1.0km to 2.5km.

5.7 Planning for District Road Rehabilitation

District Local Governments will identify and prioritize roads to be rehabilitated. Each
district will prioritize 50km of road. The District Road Rehabilitation Unit (DRRU)
will execute the road rehabilitation. Funds will be allocated by Ministry of Finance,
23
Planning and Economic Development to Program 0307 under Ministry of Works
and Transport.

5.7.1 Donor Funded projects and programs

There are districts with donor supported programmes or projects. Works in such dis-
tricts will continue to be executed through contracting. Such works will be clearly in-
dicated in the districts’ work plans and their budgets will be separated from the fund-
ing of the scheme.

5.7.2 Specialized works

Contracting will be permitted for some specialized works such as bridge construction
and box culvert construction.

5.7.3 Use of the Zonal Equipment by Local Governments

Local governments may requisition for zonal equipment to execute regravelling, reha-
bilitation, Sealing activities or periodic maintenance using their own revenues, alloca-
tion by URF or any other sources. In this case the local government will provide the
required fuel and lubricants and allowances for the operators for the duration of the
activity. The local government will also meet the cost for transporting the equipment
to and from the zonal base.

5.7.4 Hire of Equipment by Local Governments

If a piece of equipment is required for a road intervention and is not available among a
local government’s fleet, the local government may requisition for it from the POOL
equipment. If it is not available at the zone, the local government may requisition for it
from a neighbouring local government. If it is not available with a neighbouring local
government, the Local Government may hire the piece of equipment from the open
market following PPDA Guidelines and at rates approved by the Chief Mechanical En-
gineer of Ministry of Works and Transport.

5.8 Planning for construction and maintenance of bridges and drainage

structures
District Local Governments will identify and prioritize bridges, box culverts and
swamp crossings to be constructed, rehabilitated and maintained. Each district will
develop an inventory and condition assessment plan for maintenance of bridges and
24
drainage structures. The plan will be submitted to the Ministry of Works and
Transport for consideration and approval for implementation. The works will be exe-
cuted by the BDSUs of the Ministry of works and Transport.

Due to the specialised nature of these works, contracting will be permitted for bridge
and box culvert construction.

5.9 Coordination of the Scheme

A Scheme Coordination Unit (SCU) has been set up in the Ministry of Works and
Transport. The unit will continue to carry out the following functions:
a) Assist the local governments in determining the scope of the periodic
maintenance works to be carried out each FY;
b) Planning and budgeting for the works;
c) Arranging for meetings with the local governments in any zone with DRRU
and URSU in planning the works for the year;
d) Arranging for quarterly progress meetings in the zones;
e) Monitoring the condition, utilization and maintenance of the zonal equip-
ment;
The unit consists of staff from Ministry of Works and Transport head office, Mechani-
cal Workshops, Ministry of Local Government and the Uganda Road Fund and may
employ consultants to assist it in monitoring performance of the scheme. Figure 1
shows the implementation structure for the scheme.

5.10 Procurement

During implementation of the scheme local governments and zonal units will need to
procure road construction materials, personnel, goods and services etc. These Pro-
curement activities should be carried out in accordance with the PPDA rules and regu-
lations for force account operations detailed in Circular No. 3 of 2014 attached as An-
nex 13.

For ease of operations, the district local government or urban council will make a pro-
vision of Ushs. 200, 000/= on a monthly basis for acquisition of services that do not
attract formal procurement procedures like mending of equipment tyres, purchase of a
single bolt, welding of some broken wheel barrows, first aid emergency requirement
and related services. The funds should be utilised only during periods when activities
are in progress and should not be utilised in months of no activities.
25
6.0 REPORTING

Reporting on the various activities will distinguish between Routine Manual Mainte-
nance, Routine Mechanised Maintenance, Periodic Maintenance, Rehabilitation of
District Roads, Rehabilitation of District Roads and Sealing of Urban Roads.

Reporting on routine manual maintenance works will be at two levels: site and district
level. Site level reports will be monthly. They will be prepared by the overseers and
submitted to the District Engineer. They will include the following:

a) Chainages of the road section worked on;

b) Description of works carried out;
c) Activities carried out;
d) Targets set for each activity;
e) Workdays spent on each activity; and
f) Materials used.

Annex 10 shows a Sample Form for the Bi weekly Site Level Report

At district level, the Report will be quarterly and shall comprise a summary of the in-
formation gathered from Site Reports. The report which will be prepared by the Dis-
trict Engineer and submitted to MoWT and Uganda Road Fund will contain the follow-
ing information:
a) Names of roads on which works are being undertaken;
b) Length of each road;
c) Number of workers employed on each road;
d) Labour input for major activities (culvert cleaning, drainage cleaning, car-
riage-way repairs, grass cutting on the road reserve, etc); and
e) Total workdays per kilometre.

Annex 11 shows a Sample Form for Monthly reporting for gangs

Modalities and formats for reporting and monitoring routine mechanised mainte-
nance works carried out by direct labour (force account) is covered in good detail in
Annexes 12 – 18 of the Road Maintenance Management Manual for Road and Bridge
Works, Vol. R2 2005 Edition issued by the Ministry of Works and Transport which
should be read in conjunction with these guidelines.

26
Reporting on routine mechanised and periodic maintenance works will be presented
in kilometres accomplished in the reporting time interval. The report will be prepared
by the District Engineer and submitted to the MoWT and Uganda Road Fund every
quarter.

Reporting on periodic maintenance works will be as per quantities achieved derived

from the BoQ of the works for each local government. The report will be prepared by
the District Engineer and submitted to the MoWT and Uganda Road Fund every quar-
ter.

The Pool, DRRU and URSU will furnish separate monthly and quarterly reports on
their performance in each separate zone. The report will include:
a) Condition of the zonal equipment;
b) Repairs carried out to the equipment in the reporting period and the costs;
c) Repairs carried out on district and municipality’s equipment and the costs;
d) Quantities of works executed compared with planned outputs;
e) Payments for works and services rendered in the reporting period;
f) Problems and challenges encountered in the reporting period; and
g) Any other related information.

27
7.0 MONITORING AND EVALUATION

7.1 Monitoring

There are several categories of monitors (political, technical and financial) who will
carry out inspections at different times and intervals. While some will visit the site of
the works to verify the quality and quantity of works executed, others will examine
records to ensure that books are properly kept and that financial control checks are
adhered to and that expenditures are eligible.

The documents to be maintained for purposes of monitoring are:

a) Road and Bridge Condition Survey Data;

b) Labour Recruitment Details;
c) Work Plans;
d) Weekly and Bi-weekly Master-Rolls;
e) Monthly Progress Reports;
f) Records of purchase and utilisation of fuels, oils, spare parts for the routine
mechanised maintenance.
g) Equipment (daily and weekly outputs of the equipment); and
h) Tools and implements issuance and other stores information.

Performance indicators to gauge the effectiveness of the scheme will vary from agency
to agency and activities being monitored.

7.2 Frequency of Monitoring

The District Inspector of Works shall visit and inspect the works at least 2 times a
week.

The District Engineer shall visit the works at least once a week.

The District Internal Auditor shall visit the works to check on the records and stores at
least once a month.

Monitoring and evaluation inspections of the local political leadership, Chief Adminis-
trative Officer, District Resident Commissioner, Auditor General’s staff, staff from the
Uganda Road Fund, Ministry of Works and Transport and Ministry of Local Govern-
ment and other stakeholders may not be scheduled but should be expected at any time.

28
Preparation and submission of accountability details will be in accordance with guide-
lines issued by the Uganda Road Fund and the Public Finance and Accountability Act
(2003) Procedures. The Uganda Road Fund has prepared sets of Accountability
Forms for each category of designated agencies. The forms have not been included in
these guidelines. However; summaries from the site level and district level reports will
have to be transferred to those forms for onward transmission to URF.

7.3 Evaluation of the Scheme

In addition to evaluating the condition of the roads, unit costs of road maintenance,
rehabilitation and Sealing activities need to be updated every year for comparison
purposes with a view to minimising input costs and maximizing outputs. Information
on changes in unit costs will enable a review of the budgets and allocations. Local gov-
ernments that perform best will be identified so that others can learn from them. An-
nual programme performance review workshops will be conducted to identify prob-
lems and map out strategies to overcome them. The evaluation of the scheme will be
carried out annually and there will also be a Mid-Term Review.

29
8.0 WAY FORWARD

The guidelines that have been drawn up are intended to guide the local governments
operations in the implementation of the new scheme of re-introduction of direct la-
bour or force account (use of equipment and labour gangs) in maintenance of district
and urban roads. These guidelines are not a substitute to the specifications, Manuals
and other Guidelines previously issued by the Ministry of Works and Transport and
the Uganda Road Fund. They are supposed to be read together and where there is a
conflict, the later will prevail.

The three types of road maintenance described in the Guidelines will be planned to-
gether and monies for each component set aside so that they are carried out rationally
and sustainably. The scheme will take some time to be fully operational, consequently
the guidelines will be revised according to the pace of the scheme implementation. In
the meantime, stakeholders are encouraged to study and internalise the guidelines and
in the event they have any suggestions to their improvement, such suggestions should
be addressed to the Permanent Secretary Ministry of Works and Transport for consid-
eration and subsequent inclusion in the future versions.

The next revised version is scheduled for the Mid-Term review of the scheme estimat-
ed to be two and half years from now.

30
 Figure 1: Organization Structure of the Scheme

MINISTRY OF
WORKS AND
TRANSPORT

LOCAL GOV-
ERNMENTS

Routine Manual Mechanized Routine Rehabilitation/

Maintenance Maintenance & Periodic Sealing
Maintenance
FA Supervisor FA Supervisor Supervisor

Force Account Force Account Force Account

Manager Manager Manager

Road Overseers Road Overseers Civil Mechanical

Foreman Foreman
Equipment Operators
Headman
Artisans

Road Gangs

31
 Table 1: Ranking and Timing of Routine Manual Maintenance Activities

Season Priority Description

1 clean culverts and drifts
2 clean mitre drains
Before rains 3 clean road side drains
4 repair side drain erosion and scour checks
1 inspect and remove obstacles
2 clean culverts and drifts
3 clean mitre drains
During rains 4 clean road side drains
5 repair road side drain erosion and
6 repair sour checks
1 repair erosion on shoulders, on slopes and in drains
2 reinstate scour checks
End of rains 3 fill potholes and ruts in carriage way
5 cut grass
1 repair structures
Dry season 2 clear bush

Source: District road works Technical Manuals: Volume 4 Manual A: Part2, May 2004

32
 Annex 1: A Sample of Labour Recruitment Form

District ………………………………………..
Sub-county ………………………………………..
Name of Road Link ………………………………………..
Road Works Group No. ……………………………………….

No Name Age Sex Village Parish Signature

F M
1
2
3
4
5
6
7

Signature…………Date………. Signature………Date…….. Signature………Date…..

Name ……………….………. Name ………….………. Name …………….. …..

Overseer Local Council (LC1) District Road inspector
Chairman

Source: District road works: Technical Manuals: Volume 4 Manual A: Part2, May 2004

33
 Annex 2: Sample Letters of Appointment

District/Municipal Local Government

P. O. Box …………………………………….
……………………………………………….
Ref: ……………………….

Mr/Mrs/Ms………………………………………
…………………………………………………..

Dear Sir/Madam

Re: APPOINTMENT TO THE POSITION OF ……………………………………..

I am pleased to inform you that the Local Government has directed that you be offered
appointment on contract as ……………………………………

1) The appointment is subject to the Constitution, the Public Service Act, and reg-
ulations made thereunder, the Pensions Act, the Government Standing Orders,
and Administrative Instructions as issued from time to time.

2) Your appointment will be under the following terms and conditions of service;

a) The appointment will be for a period of ……………………..months;

b) Salary…………………………..(fixed);
c) Effective date of appointment ……………………………………….;
d) Duration ……………………………………………………………...; and
e) Subject to satisfactory completion of the stated period of employment,
you will be paid a terminal gratuity of ………….percent of your annual sala-
ry.

3) Your personal particulars should be provided on the attached personal record

form and returned together with your letter of acceptance, the medical form
and a provisional bank statement.

4) You will be responsible for the tools issued (where applicable)

5) If you accept this offer of appointment on the above terms and conditions of
service, please sign and return signed copy.

Yours faithfully,

CHIEF ADMINISTRATIVE OFFICER/TOWN CLERK

c.c. Secretary, District Service Commission
Source: the Uganda public service standing orders: Appendix A-7

34
 District/Municipal Local Government
P. O. Box …………………………………….
……………………………………………….
Ref: ……………………….

Date………………….

Name…………………………
Position e.g. Road Inspector

Thru: The District Engineer,

Name of the District

APPOINTMENT AS FORCE ACCOUNT MANAGER

In reference to Regulation 6 of the Public Procurement and Disposal of Public Asset (Force
Account Mechanism) Regulations 2014, you are hereby appointed as Manager in charge of
Force Account of the District.

Consequently, you will handle the following schedule of Duties:

1. Reports to: Force Account Supervisor

2. Supervises: Overseers, mechanics, operators and other staff below him/her
3. Duties:
i. Preparing a work plan for execution of the works, for approval of the Supervisor;
ii. To take charge of resources including personnel, equipment and materials;
iii. To certify payments to providers contracted to supply goods and or render services dur-
ing Force Account operations.
iv. Maintaining a daily worksheet to indicate the work executed;
v. Submission of a monthly report to the supervisor;
vi. Submission of a report on the assignment at its completion, including the daily work
sheet to the supervisor;
vii. To prepare and submit requisitions for funds required on a quarterly basis;
viii. To supervise Force Account works; and
ix. Perform any other duties assigned by the supervisor.

This assignment is expected to take a period of five years but can be extended.

…………………………………….
CHIEF ADMINISTRATIVE OFFICER
c.c. The District Engineer
c.c. The Chairperson LCV
c.c. The Principal Human Resource Officer,
c.c. Personal File

35
 District/Municipal Local Government
P. O. Box …………………………………….
……………………………………………….
Ref: ……………………….

Date………………….

Name…………………………
Position e.g. Senior Engineer

Thru: The District Engineer,

Name of the District

APPOINTMENT AS FORCE ACCOUNT SUPERVISOR

In reference to Regulation 6 of the Public Procurement and Disposal of Public Asset (Force
Account Mechanism) Regulations 2014, you are hereby appointed as Manager in charge of
Force Account of the District.

Consequently, you will handle the following schedule of Duties:

1. Reports to: District Engineer

2. Supervises: Force Account Manager
3. Duties:
i. Approve the work plan prepared by the Force Account Manager.
ii.Monitor the progress of works under force account
iii.Verify works undertaken and cost of inputs
iv. Issue Monthly and completion reports where necessary
v. Supervise the Force Account Managers.
vi. Submit progress reports and at the completion of the assignment a final report
vii. To certify payments to providers contracted to supply goods and or render services dur-
ing Force Account operations.
viii. Prepare Annual budget estimates for Force Account; and
ix. Perform any other duties assigned by the District Engineer.

This assignment is expected to take a period of five years but can be extended.

…………………………………….
CHIEF ADMINISTRATIVE OFFICER
c.c. The District Engineer
c.c. The Chairperson LCV
c.c. The Principal Human Resource Officer,
c.c. Personal File

36
 Annex 3: A Sample Form for Routine Manual Maintenance Work Plan

District ………………………………
Sub-county………………………….
Name of Road Link…………………
From Km .……… To Km …………

Item Description Unit Quantity Frequency Annual Unit Quarterly Remarks

No. (No. of Quantity Rate Amount
Times in a Ushs Ushs
Quarter)
1 Inspection and re- Man-
moval of obstructions hour
(e.g. dead animals,
fallen trees, debris,
etc)

2 Cleaning side drains, m

fully silted

3 Cleaning side drains, m

half silted

4 Reinstating/Repairing No
scour checks

5 Reinstating eroded m
ditches
6 Cleaning mitre drains, m
fully silted

7 Cleaning mitre drains, m

half silted

8 Cleaning culverts, m
fully silted

9 Cleaning culverts, half m

silted

10 Clearing stream m
channels

11 Cleaning catch-water m3
drains, fully silted

12 Cleaning catch-water m2
drains, half silted

37
Item Description Unit Quantity Frequency Annual Unit Quarterly Remarks
No. (No. of Quantity Rate Amount
Times in a Ushs Ushs
Quarter)
13 Filling potholes

14 Filling minor gullies m2

15 Grubbing to reinstate m2
road camber

16 Repairing shoulder m2
slope erosion

17 Weeding shoulders m2

18 Grass cutting m2
19 Bush/shrub clearing m2

20 Grass planting (Pass- m2

puram)
21 Tree planting No
22 Tree Nursing m2
23 Removal of debris and m2
silt
24 Sweeping the road m2

25 Maintaining footpaths m2

26 Other miscellaneous Man-

activities that include hour
removal of big stones,
anthills, disposal fall-
en trees within road
reserves, etc

Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Minis-
try of Works, Housing and Communications, July 2005.

38
 Annex 4: A Sample Form for the Quarterly Work Plan
District …………………………………
Sub-county…………………………….
Name of Road Link…………………….
From Km .……… To Km ……………

Item Activity Month 1 2 3 4 5 6

No Week 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1 Inspection and removal
of obstructions (e.g. dead
animals, fallen trees, de-
bris etc)
2 Cleaning side drains, fully
silted
3 Cleaning side drains, half
silted
5 Reinstating/Repairing
scour checks
5 Reinstating eroded ditch-
es
6 Cleaning mitre drains,
fully silted
7 Cleaning mitre drains,
half silted
8 Cleaning culverts, fully
silted
9 Cleaning culverts, half
sited
10 Clearing stream channels
11 Cleaning catchwater
drains fully silted
12 Cleaning catchwater
drains half sited
13 Filling potholes
14 Filling minor gullies
15 Grubbing to reinstate
road chamber
16 Repairing shoulder slope
erosion
17 Weeding shoulders
18 Grass cutting
19 Bush/shrub clearing
20 Grass planting (paspu-
rum)
21 Tree planting
22 Tree Nursing
23 Removal of debris and silt

24 Sweeping the road

25 Maintaining footpaths
26 Other miscellaneous ac-
tivities that include re-
moval of big stones, ant-
hills, disposal of fallen
trees within road re-
serves, etc
Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Ministry
of Works, Housing and Communications, July 2005.
39
 Annex 5: A Sample Form for Inspection of Drainage Structure

District ....……………………………………...........……………….
Sub-county ……………………………................................................
Name of Road Link …........................................……………………………….

Road Name Location Structure Details Action Required

Recommended Action
_______________________________________________________________________
_________________________________________________________________

Inspection carried out by: Name Date

___________________ ______________________
_________
Title ________________
Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Minis-
try of Works, Housing and Communications, July 2005.

40
 Annex 6: A Sample Form for Inspection of Drainage Structures

District …………………………………….
Sub-county…………………………….......
Name of Road Link……………………….

Identification Number Type River Name(where applicable)

Location Road Distance

Report Type Annual High-water Accident

Inspector’s Name Date

Item Defects Action Required
No Defects Minor Major Critical
A: BRIDGES
Waterway
Piers
Abutments
Gabions
Stringers
Girders
Crossbeams
Bearings
Expansion
joints
Decking
Kerbs
Sidewalk
Drainage
Railing
Truss
Other
B: BOX AND ARMCO CULVERTS
Head walls
Wing Walls
Gabions
Aprons
Toe Walls
C:PIPE
CULVERTS
Condiyion of
pipes

41
 Identification Number Type River Name(where applicable)

Location Road Distance

Report Type Annual High-water Accident

Inspector’s Name Date

Item Defects Action Required
No Defects Minor Major Critical
Head walls
Wing Walls
Aprons
Toe Walls
Drop-inlets
Out falls

Signature………………………….................. Date.............................................................

Title.....................................................
Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Minis-
try of Works, Housing and Communications, July 2005.

42
 Annex 7: Average Task Productivity Rates for Routine Manual Maintenance

ACTIVITY UNIT TASK NOTES

RELATIVE DIFFICULTY
1 2 3 4
Cleaning Culverts as shown 4 1 cul- 2 4 Difficulty= Silt
and Culvert Inlets culverts vert days days depth
per day per day per per -1. Up to 25% -3.
culvert cul- 50% to 75%
vert -2. 25% to 50% -4.
Over 75%
Tasks are for 600
dia. Culverts with 7
rings.
Cleaning Culverts m/day 55 40 25 Difficulty= Silt
and Culvert Out- depth
falls -1. Up to 10cm -3.
Over 20cm
-2. 10 to 20cm
Repair of Culvert No./day 7 4 Difficulty= Type of
Headwalls repair
-1. Minor repair
-2. Major repair
Cleaning Mitre m/day 60 45 30 Difficulty= Silt
Drains depth
-1. Up to 10cm -3.
Over 15cm
-2. 10 to 15cm
Cleaning Road m/day Wet areas 45 30 Difficulty= Silt
Side Drains 65 40 30 depth
Dry soft 23 18 -1. Up to 10cm -3.
soil 55 Over 15cm
Dry hard -2. 10 to 15cm
soil
Repairing Scour No./day 5 7 Difficulty= Type of
Checks scour check
-1. Wood
-2. Stone
Repairing road m/day Wet areas 80 60 Difficulty= Depth of
Side Drain Ero- 100 50 23 erosion
sion Dry areas -1. Up to 15cm -3.
100 Over 30cm
-2. 15 to 30cm
Repairing Shoul- m/day 100 80 65 Difficulty= Depth of
der of Erosion erosion
-1. Up to 10cm -3.
Over 15cm
-2. 10 to 15cm
Grass Planting m/day 100 80 65 Difficulty= Planting
width
-1. Up to 0.5m -3.
Over 1m
-2. 0.5 to 1m
Filling Potholes Wheel 25 18 13 8 Difficulty= Hauling
on Carriageway barrows/ distance
day -1. No haul -3.
43
ACTIVITY UNIT TASK NOTES
RELATIVE DIFFICULTY
1 2 3 4
100 to 200m
-2. Up to 100m -4.
Over 200m

Filling Ruts on m/day Wet areas 50 35 15 Difficulty= Hauling

Carriageway 70 30 15 7 distance
Dry areas -1. No haul -3.
50 100 to 200m
-2. Up to 100m -4.
Over 200m

Grubbing Edge of m/day Wet areas 200 130 Difficulty= Grubbing

Carriageway 270 120 70 width
Dry areas -1. Up to 0.5m -3.
190 Over 1m
-2. 0.5 to 1m
Reshaping of m/day 70 50 Difficulty= Type of
Carriageway* reshaping
-1. Light (Up to
75mm)
-2. Heavy (Over
75mm)
Grass Cut- Ligh m/day Wet areas 260 190 Difficulty= Width of
ting t 425 230 170 cutting
Dry areas -1. Up to 1m -3.
310 Over 2m
Den m/day 310 240 175 -2. 1 to 2m
se
Bush Ligh m/day 425 260 190 Difficulty= Width of
Clearing t bush
Den m/day 275 225 175 -1. Up to 1m -3.
se Over 2m
-2. 1 to 2m

Note: * All tasks except reshaping of carriageway are measured along one side of the road.
Source: District road works: Technical Manuals: Volume 4 Manual A: Part2, May 2004

44
Annex 8: Sample of a Weekly Master Roll

District ………………………………
Sub-county ……………………………....
Name of Road Link ………………………………
Road Works Group (Gang) No. ……………………………....

No Name Sex MON T W T F S No. of Signature

U E H R A Days And
worked
E D U I T Date
1
2
3
4
5
6
7

Confirmed by ……………………… Counter-checked by ……………………

Overseer District Road Inspector
----------------------------------------------------------------------------------------------------

 The numbers and names in the master roll must follow as in the Recruitment Form
 Labourers will sign the Master Roll against their names at the end of every week to confirm the
number of days worked.

Source: District road works: Technical Manuals: Volume 4 Manual A: Part2, May 2004

45
Annex 9: List of Equipment to be Located at each zonal centre

Item Description No of
Items
1 Bull Dozer (D8 or Equiv) 1
2 Wheel Loader 1
3 Motor Grader 1
4 Vibro Roller* 1
5 Excavator 1
6 Backhoe 1
7 Low Bed 1
8 Dump Truck* 1
9 Self-loading truck 1
10 Mobile Workshop* 1
11 30 Ton Mobile Crane* 1

* These equipment will not be available at very zonal centre

46
 Annex 10: Sample Form for a Site Level Bi-Weekly Reporting

District …………………………………………………
Sub-county……………………………………………..
Name of Road Link…………………………………….
Week Ending…………………………………………...

Activity Quantity Unit 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

1 Planned
Progress
2 Planned
Progress
3 Planned
Progress
4 Planned
Progress

Key Reporting Officer: Signature:

………………………………………….
Site Condition
1. Rainy R Name:
………………………………………….
2. Wet W
3. Fine F Designation:
………………………………………….
4. Dry D
Date Received:
………………………………………….

Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Minis-
try of Works, Housing and Communications, July 2005.

47
 Annex 11: Monthly Reporting Form For Individual Worker/ Labour Gang

District ………………………………………….
Sub-county……………………………………..
Name of Road Link…………………………….
Month ………………………………………….

Item Activity Unit Quantity Monthly Monthly Cumulative Cumulative

No Quantity Quantity Quantity Quantity
Planned Achieved Percentage

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26

Reporting Officer: Signature: …………………… Name: ……………………………….

Designation:…………………………

Date: ……………………………………..
Source: R2 Road and Bridge Works: Road Maintenance Management Manual: Issued by the Minis-
try of Works, Housing and Communications, July 200

48
 Annex 12: Programming Schedule For Force Account Works

FORM A
Agency:
Road Name: Scope of works:
Length (km): Date: Quarter: FY:

A) SUMMARY OF PLANNED WORKS C) MATERIALS

# Description Width/thickness Planned Remarks # Description Activity Unit Rate Amount
(m) Qty Cost 1 Gravel
1 Bush Clearing (km) 2 Cement
2 Grading (km) 3 Aggregates
3 Gravelling(km) 4 Sand
4 Fills (m3 ) 5 Bricks
5 Culverts (No) 6 Hardcore
6 Stone pitching (M2 ) 7 Steel
7 Headwalls (M2 ) 8 Timbers
8 Open drains (m) TOTALS
TOTALS

B)
EQUIPMENT AND TOOLS D) LABOUR
# Description Dry Fuel Unit Total Total Total Total cost # Description No. Rate Days Amount UGX
Rate Con- cost Hrs dry cost fuel cost UGX 1 Engineering Asst (Civil)
/hr* sump- of (d) UGX (e) UGX (g)=(e)+(f) 2 Engineering Asst
UGX tion fuel/l = (f)=(b)* (Mech)
(a) L/hr UGX (d)*(a) (c)*(d) 3 Inspector
(b) (c) 4 Overseer
1 Grader 5 Operators (heavy)
2 Wheel loader 6 Operators (light)
3 Bulldozer 7 Driver (heavy)
4 Vib. Roller 8 Driver (light)
5 Water Bowser 9 Mechanics
6 Backhoe excavator 10 Skilled labour
7 Chain loader 11 Casual Labour
8 Excavator TOTAL COST LABOUR (D)
9 Tipper Truck
10 Low bed GRAND COST LABOUR ( B+C+D)
11 Pickup
12 Pedestrian roller
13 Bitumen Sprayer
14 Fuel tank
15 Motorcycle
16 Water pump
17 Hand tools
TOTAL COST EQUIP-
MENT & TOOLS (B)

*Cost includes only oils lubricants & consumables. Does not include depreciation, financing costs,
operator costs, insurance, profits and overheads

49
 Annex 13: PPDA Circular Number No. 3

STATUTORY INSTRUMENTS
SUPPLEMENT No. 3 14th
February, 2014
STATUTORY INSTRUMENTS SUP-
PLEMENT
to The Uganda Gazette No. 9 Volume CVII dated 14th February, 2014
Printed by UPPC, Entebbe, by Order of the Government.

S T A T U T O R Y I N S T R U M E N T S

2014 No. 15.

THE PUBLIC PROCUREMENT AND DISPOSAL OF PUBLIC ASSETS

(FORCE ACCOUNT MECHANISM) REGULATIONS, 2014.

ARRANGEMENT OF REGULATIONS

Regulation

1. Title and Commencement.

2. Interpretation.

3. Determination of the costs of the force account mechanism

4. Procurement of equipment and supplies for the force account

mechanism.

5. Appointment of supervisor.

6. Appointment of public officer to manage works using force account

mechanism.

487
 S T A T U T O R Y I N S T R U M E N T S

2014 No. 15.

The Public Procurement and Disposal of Public Assets (Force

Account Mechanism) Regulations, 2014.
(Made under sections 95A and 96 (1) of the Public Procurement and
Disposal of Public Assets Act, 2003).

IN EXERCISE of the powers conferred upon the Minister responsible for

finance by sections 95A and 96(1) of the Public Procurement and Dis-
posal of Public Assets Act, 2003, on the recommendation of the Author-
ity and with the approval of Parliament, these Regulations are made,
this 6th day of February, 2014.

1. Title and Commencement.

These Regulations may be cited as the Public Procurement and Disposal
of Public Assets (Force Account Mechanism) Regulations, 2014.
(2) These Regulations shall come into force on the 3rd day of
March, 2014.

2. Interpretation.
In these Regulations, unless the context otherwise requires—

“Act” means the Public Procurement and Disposal of Public Assets

Act, 2003;

“competent authority” means a Government office which has the

mandate to perform a specified function;
“works” means any work associated with the construction, recon-
struction, demolition, repair or renovation of a building or
structure, on the surface or underground, on or under water.
489
3. Determination of the costs of the force account mechanism.
(1) To determine that the direct, indirect and overhead costs to be
incurred in using the force account mechanism are less than would be
incurred if the assignment was executed by a contractor, as required by
section 95 A (3) (b) of the Act, a procuring and disposing entity shall
cost the indirect and overhead costs to be incurred using the force ac-
count, using the rates provided by a competent authority.

(2) The indirect and overhead costs to be incurred by a procuring

and disposing entity shall be compared with the cost that would be in-
curred if the assignment was executed by a contractor.

(3) To determine that no contractor is willing to execute the as-

signment, as required by section 95A (4) of the Act, a procuring and
disposing entity shall—

(a) make an assessment of previous similar procurements for

works where no contractor was willing to execute a similar as-
signment for the procuring and disposing entity or for another
procuring and disposing entity; or

(b) use the procuring and disposing entity’s knowledge of the

market.

(4) For the purposes of this regulation, a procuring and disposing

entity may request another procuring and disposing entity or a compe-
tent authority to cost the indirect or overhead costs.

4. Procurement of equipment and supplies for the force account

mechanism.
The procuring and disposing entity shall procure the equipment and
supplies required to undertake works using the force account mechanism
using procurement rules and methods in the Act.

490
5. Appointment of supervisor.
(1) For the purposes of these Regulations, an Accounting Officer
shall, in writing, appoint a member of the procuring and disposing entity
as supervisor, to supervise the works to be executed using these Regula-
tions.

(2) The supervisor shall—

(a) approve the work plan;

(b) supervise the progress of the assignment;

(c) verify the works undertaken and the costs of the works; and

(d) issue performance and completion certificates in respect of the

assignment.

(3) The supervisor shall supervise the public officer appointed un-
der regulation 6.

(4) The appointment shall indicate—

(a) the functions and powers of the supervisor;

(b) the duration of the assignment;

(c) the reporting mechanism between the supervisor and the

Accounting Officer; and

(d) the facilitation to be given to the supervisor.

(5) The supervisor shall submit to the Accounting Officer, progress

reports and at the completion of the assignment, a final report.

(6) For the purposes of this regulation, the Accounting Officer may
with the approval of the Accounting Officer of another procuring and
disposing entity, appoint a member of that procuring and disposing
entity to perform the functions of supervisor, specified in this regulation.
491
6. Appointment of public officer to manage works using force
account mechanism.
(1) The Accounting Officer shall appoint a public officer from the
procuring and disposing entity to manage works executed using the
force account mechanism.

(2) The public officer appointed under this regulation shall manage
the works and the personnel to be used in the execution of the works and
shall be responsible for the equipment to be used.

(3) The appointment shall indicate—

(a) the scope of works to be carried out by the public officer;

(b) the powers of the public officer to be exercised in the

execution of the works;

(c) the equipment to be used for the works;

(d) the personnel of the procuring and disposing entity to be

engaged in the works;

(e) the duration of the works to be executed;

(f) where applicable, the personnel and equipment of another

procuring and disposing entity to be used;

(g) the direct, indirect and overhead costs projected for the works;
and

(h) any facilitation to be given to the public officer.

(4) The public officer appointed under this regulation shall, prepare
a work plan for the execution of the works, for the approval of the su-
pervisor.

492
 (5) The public officer shall—

(a) fill a daily work sheet to indicate the works executed; (b) submit monthly reports to the

supervisor; and

(c) submit a report on the assignment at its completion, including the daily work sheets filled under
paragraph (a), to the supervisor.

(6) For the purposes of this regulation, the Accounting Officer may request another procuring and dis-
posing entity to perform the functions of the public officer specified in this regulation.

MARIA KIWANUKA,
Minister of Finance, Planning and Economic Development

493