Rea Project Supervision PDF

REA Project Management Manual
Rural Electrification Agency 2016 All rights reserved. ii

Table of Contents
List of Acronyms v
FOREWORD vi
Revision Record vii
1. Introduction 1
2. Contract Effectiveness 2
3. Initial Project Documentation 3
4. Engineering Design and Survey 5
5. Tests and Inspections 8
6. Considerations for Effectively Managing the

Contract 12
7. Site Office, Store and Yard Inspection 14
8. Construction Supervision 16
9. Progress Reports 19
10. Pre-Commissioning and Commissioning 21
11. Connections 24
12. Defects Liability Period (DLP) 27
13. Project Closure 28
ANNEX 1: Project Implementation Cycle 29
ANNEX 2: Stakeholder Analysis and Participation Matrix 30
ANNEX 3: Risk Analysis Matrix 39
ANNEX 4: Contract Management Plan 48
ANNEX 5: Checklist for Environmental Aspects of REA Projects 50
ANNEX 6: Survey Methodology 53
ANNEX 7: Poles’ Pre-dispatch Checklist 54
ANNEX 8: FAT Checklist for Transformers 55
ANNEX 9: FAT Checklist for LV ABC Conductor 57
ANNEX 10: FAT Checklist for Transformer Wiring Al / PVC Cable 59
ANNEX 11: FAT Checklist for HV Bare Conductor 50sqmm 60
ANNEX 12: FAT Checklist for HV Bare Conductor 100 sqmm 61
Rural Electrification Agency 2016 All rights reserved. iii

ANNEX 10: FAT Checklist for Transformer Wiring Al / PVC Cable 58
ANNEX 11: FAT Checklist for HV Bare Conductor 50sqmm 59
ANNEX 12: FAT Checklist for HV Bare Conductor 100 sqmm 60
ANNEX 13: Routine Test - Composite Line Post Insulators 61
ANNEX 14: Routine Test - Pin Insulators 63
ANNEX 15: Routine Test - Dead End Strain Insulators 64
ANNEX 16: Assessment of Manufacturer’s Legal and Regulatory Compliance, Certification
and Experience 65
ANNEX 17: Interim Payment Certificate 66
ANNEX 18: Contract Change Order Form 68
ANNEX 19: Site Inspection Checklist 69
ANNEX 20: Daily Report Template for Clerk of Works 70
ANNEX 21: Weekly Progress Report 71
ANNEX 23: Shut Down and Commissioning Letter Template (UMEME) 74
ANNEX 24: Invitation Letter for Commissioning of Bulk Metering Units and Auto Reclosers (UETCL) 75
ANNEX 25: Invitation Letter for Commissioning UEDCL 76
ANNEX 26: Pre-Commissioning Report Template 77
ANNEX 27: Certificate of Practical Completion 78
ANNEX 28: Sub-Contracting Criteria 79
Rural Electrification Agency 2016 All rights reserved. iv

List of Acronyms
BOQ Bills of Quantities
ERA Electricity Regulatory Authority
ESMP Environmental and Social Management Plan
FAT Factory Acceptance Tests
GPS Global Positioning System

HSP Health and Safety Plan
LC Local Council
LV Low Voltage
MV Medium Voltage
NEMA National Environmental Management Authority
NSSF National Social Security Fund
PPE Personal Protective Equipment
PPDA Public Procurement Disposal of Public Assets Authority
REA Rural Electrification Agency
UNRA Uganda National Roads Authority
UWA Uganda Wildlife Authority
VAT Value Added Tax
SCC Special Conditions of the Contract
Rural Electrification Agency 2016 All rights reserved. v

FOREWORD
The Rural Electrification Agency (REA) Project Management Manual is a guideline that contains proce-
dures, processes, policies, checklist, and parameters needed to enable the day to day management
and supervision of REA projects from the design stage through to the construction and commissioning
stages; including connections in line with environmental and social safeguards.
Anchored in the dictates of the Rural Electrification Strategy and Plan (RESP 2013-2022) for REA to adopt
technical standards for all construction design, this manual is part of the Agency efforts towards ensuring
a 26% rural electrification access in an effective and efficient manner by 2022. In this regard, therefore,
the manual offers guidance on a range of key project management aspects including; project docu-
mentation and progress reporting; engineering design and survey; tests and inspections; change man-
agement, commissioning, achieving connections, risk analysis and stakeholder engagement.
Actual templates are provided in the manual to offer practical guidance on how to handle documen-
tation for the various supervision aspects throughout the project cycle including; Factory Acceptance
Test (FAT) checklists for power line components and equipment; checklist for legal and regulatory com-
pliance; payment certificates, contract change order form, site inspection checklist, report templates;
shut down and commissioning documentation templates and sub-contracting criteria.
The Agency acknowledges the efforts that have been put into this process to produce working docu-
ments for better service delivery. This manual has been developed through a collective effort of a team
of Engineers, environmental and Social Safeguards personnel with vast experience in power line con-
struction and project management. The REA Project Development and Management team, led by the
Department Manager, has particularly been instrumental in developing this manual.
It is my hope, therefore, that all project management teams at the Agency will adhere to the guidelines
here to ensure effectiveness and efficiency as REA dedicates its work to the socio-economic transforma-
tion, in an equitable and sustainable manner for rural development.
For God and My Country.
Mr. Godfrey R. Turyahikayo
EXECUTIVE DIRECTOR
RURAL ELECTRIFICATION AGENCY
Rural Electrification Agency 2016 All rights reserved. vi

Revision Record
Version Date Description Originators Reviewed By Approved By

1.0 30/06/2016 Original • Twongirwe Caleb • Eng. John A. Turyagyenda Mr. Godfrey
• Bisikwa Sarah • Eng. Henry I. Aine Werikhe
• Mbekeka Molly • Wegulo Byakatonda
• Samuel Bishop
• Anthony Wamabuya
• Fred Asiimwe
• Adella Kyohairwe
• Onzia Joseph
• Kenneth Kahuma
• Kimera Raymond
ISSUE
For issue to all REA and Accredited Contractors’ or Consultants’ staff involved with the design, construc-
tion and supervision of overhead distribution lines, and is for reference by field, technical and engineer-
ing staff.
Where this Manual is issued as a controlled document replacing an earlier edition, remove and destroy
the superseded document.
DISCLAIMER
REA Manuals are subject to on-going review, the information contained in this document may be
amended by REA at any time. Inconsistencies may exist between standard documents. In such instanc-
es, the most recent Manual shall prevail.
This document has been developed using information available from field and other sources and is
suitable for most situations encountered in Rural Electrification. Particular conditions, projects or locali-
ties may require special or different practices. It is the responsibility of the Project manager, Engineering
supervisor, Contractor, assured quality controller and the individuals involved to make sure that a safe
system of work is employed and that statutory requirements are met.
REA disclaims any and all liability to any person or persons for any procedure, process or any other thing
done or not done, as a result of this Standard.
INTERPRETATION
In the event that any user of this manual considers that any of its provisions is uncertain, ambiguous or
otherwise in need of interpretation, the user should request REA to clarify the provision. REA’s interpreta-
tion shall then apply as though it was included in the Standard.
Rural Electrification Agency 2016 All rights reserved. vii

1. Introduction
Rural Electrification Agency (REA) is a semi-autonomous body created by an Act of parliament under
Ministry of Energy and Mineral Development. REA is mandated to implement rural electrification pro-
grams in Uganda and has a vision of achieving universal access to electricity by 2035. Since its formation
in 1999, Government of Uganda through Rural Electrification Board and REA has implemented several
rural electrification projects.
To effectively carry out this function on behalf of the Government of Uganda, REA has placed emphasis
on Project implimentation and Supervision.
This supervision manual is designed to guide the Project Personnel in the day-to-day supervision of Imple-
mentation of Rural Electrification projects with a key emphasis placed on ensuring quality in delivery of
the projects as a whole.
This manual issues guidelines, content checks and quality checks in activities, procedures and docu-
mentation used to manage factors affecting project implementation including Cost Management, Time
Management, Quality Management, Scope Management, Stakeholder Management and Risk Man-
agementS.
The manual discusses key areas of project implementation including contract effectiveness, initial proj-
ect documentation, Engineering Design and Survey, Tests and Inspections of materials and equipment,
considerations for effectively managing the contract, construction supervision, report formats, pre-com-
missioning and commissioning guidelines, connections and project closure.
The manual also outlines issues on:
i. Project Contract
ii. REA Construction Manual
iii. Manufacturing manuals, Standards and Specifications for materials
The scope of work consists of supervising all works including designing, surveying and line route profiling;
pegging and bush clearing; procurement and delivery to site of MV and LV overhead line construction
materials including distribution transformers, bulk metering equipment and switchgears, overhead bare
conductors, treated wooden poles, line insulators and related hardware accessories and protection
devices; medium voltage and low voltage network construction; installation of distribution transformers
and protection equipment and network testing; pre-commissioning and commissioning; development
and submission of as built drawings.
The manual contains a Project Implementation Cycle chat that clearly highlights the documentation,
approvals and stakeholders involved at each stage of the project
Rural Electrification Agency 2016 All rights reserved. 1

2. Contract Effectiveness
The Project Engineer should ensure the following documents have been filed.
Table 1: Contract Management Documentation and Timelines
No. Document Timeline
1 PP Form 49 (attached in Annex 4) Upon appointment of Project Engineer
2 Performance Security Within specified days as per the contract
3 Advance Payment Guarantee Within specified days as per the contract
Notes:
a) Advance payment will be paid to the Contractor within 30 days after presentation of an uncon-
ditional Bank Guarantee of an equivalent amount from a reputable licensed commercial bank
acceptable to the employer. The Advance Payment will be repaid by deducting twenty percent
(20%) from each certificate paid.
b) Insurance Cover
The minimum cover for insurance of the Works, Plant and Materials is: Full Replacement Value
i. The minimum cover for insurance of Equipment is: Full Replacement Value
ii. The minimum cover for insurance of property is: Full Replacement Value
c) The standard form of Performance Security acceptable to the Employer shall be an Unconditional
Bank Guarantee in the format presented in Section 9 of the Bidding Documents
Refer to Section 8: SCC and Section 9 of the Contract for more details on Performance Security and
Advance Payment.

3. Initial Project Documentation
3.1 Approval of Technical Specifications

The Contractor shall provide details of the manufacturer and the technical specifications for each prod-
uct using the Technical Data Sheets provided in the Contract; drawings for the materials shall be at-
tached.
The Project Engineer shall review them to ensure compliance to REA’s requirements for those materials
and shall issue an Approval of Technical Specifications when compliance is met.
Drawings marked Returned for Correction shall be corrected by the Contractor and sent to the Engineer
for further review. When a drawing is marked Reviewed or Reviewed as Amended, the Contractor will
be allowed to use the drawing for manufacture of the products. The Contractor shall, however, make
corrections according to the remarks given by the Engineer. Manufacturing starting prior to receipt of
“REVIEWED” drawing is done at the Contractor’s own responsibility.
The Engineer’s approval does not in any way relieve the Contractor of his full responsibility for the correct-
ness of his documentation and the proper functioning, quality and compliance with the Specifications of
all plant and equipment supplied by him.
3.2 Project Implementation Plan

This shall be prepared by the contractor and should include the following items as a minimum;
Chapter one: Introduction
i. Brief Project description

ii. Purpose of the Implementation Plan
iii. Assumptions and Constraints made during the development of the plan
iv. Brief on the methodology – indicate construction types
Chapter two: Management Overview
i. Major Tasks – Brief description of major tasks involved in the project implementation
ii. Implementation Schedule – Use MS Project or equivalent and present using a Gantt Chart
iii. Risk Assessment – Indicate possible risks to this plan and mitigation actions
iv. ESMP and HSP (Refer to Annex 5)
Chapter three: Implementation Support
i. Organogram – Role, Name, Contact (Include personnel responsible for connections)

ii. Deployment Plan – Indicate required personnel, the number, skill levels,
iii. Tools and equipment to be used – specify models, versions, ownership status, licensing and man-
ufacture support (Indicate tools and equipment relevant at each stage)
iv. Facilities – Site Stores and Offices
The Project Implementation Plan should be approved and signed by the Contractor’s Project Manager.

Action by REA
The Engineer shall review the Implementation plan, prepare an assessment report and make recom-
mendation for approva, rejection or modification where applicable. The report shall entail the following:
Chapter one: Introduction including Brief Project description
Chapter two: Observations from review of the Implementation plan
Chapter three: Recommendations and Conclusion
3.3 Procurement Plan

The procurement plan shall be issued by the contractor and should include the following items:
a) List of Items to be procured
b) Name and contacts of supplier
c) Location of supplier
d) Approvals of Supplier and Product Specifications issued by REA should be attached
e) Expected Date of Placement and Confirmation of Orders
f) Quantities to be supplied
g) Manufacturing period (Start and end dates)
h) Planned dates for Factory Acceptance Tests and/or pre-dispatch inspection
i) Expected date of Delivery to the country/ site
j) Packaging Methodology
k) Methodology of handling, transportation, delivery and storage of materials
l) Company profiles of the Transporter and the Clearing Agents
m) Risk assessment clearly indicating risk mitigation actions and personnel responsible
n) Representative of the contractor
The procurement plan shall be submitted within 28 days after contract start date.
The amount to be withheld for late submission of an updated Program is: 0.2% of the contract sum
Action by REA
The Engineer shall ensure that the Procurement plan is submitted within 28 days after contract start date.
The Engineer in consultation with Procurement and Disposal Unit shall review the plan, prepare an assess-
ment report recommending approval of Supplier, Clearing Agents, Method of Packaging, Transporter
and Risk management plan.

3.4 Approval of Subcontractors for Installation Works

The main contractor shall submit a detailed company profile of the subcontractors for installation works
including the following:
i. Certificate of Incorporation
ii. Valid trading license
iii. Income tax clearance
iv. Valid VAT registration certificate
v. Valid PPDA registration certificate
vi. Articles and Memorandum of Association
vii. Particulars of the Directors (Company form 7) with copy of identification(driving permit, national
ID or passport) and detailed CVs with passport photos attached
viii. Office premises
ix. Valid NSSF registration certificate
x. Audited books of accounts for the previous 1 years
xi. Should not be suspended by PPDA or development partners
xii. Recommendation from registered engineer
xiii. Acceptable code of conduct
Minimum Technical Experience and Capability of the Firm shall be: Proof of existence of the company
for 2 years and proof of two (02) similar works done in the last 2 years similar in scope, amount and com-
plexity.
Table 2: Key personnel with the minimum level of qualification and experience
No. Personnel Minimum Qualification/Expertise Experience
1 Project Manager/ Electri- BSc. Electrical Engineering with Class B ERA certificate 2 years
cal Engineer
2 Foremen Ordinary diploma in electrical or equivalent 5 years
Action by REA
The Engineer shall review the company profiles (Attached in Annex 28 is the full subcontracting criteria),
prepare and submit an assessment report recommending approval, rejection or modification where
applicable.

4. Engineering Design and Survey
4.1 Engineering Design and Survey Report by the contractor

This report shall be prepared and submitted by the contractor. Survey drawings and report shall fully be
signed by the Contractor’s Project Engineer. Submission shall not be accepted if not signed by the con-
tractor’s Project Engineer.
The report shall include the following:
Chapter one: Brief description of the general geographical, environmental and physical characteristics
of the site (include soil types, general topography, vegetation and plantations in the area, swamps, farm
lands, rivers, water bodies e.t.c), game reserves
Chapter two: Economic Analysis – economic activities carried out in the area
Chapter three: Development projects and plans within the project area – such as resorts, tourist attrac-
tions, cultural sites, local council and district development plans especially concerning water and roads
which can be obtained from UNRA and District physical planners
Chapter four: General Technical Considerations: This chapter should briefly discuss the existing power
network from which the Tee-off will be; taking into consideration the following:
a) Substation
i. Installed capacity, protection settings (grading)
ii. Any future expansion plans such as construction of spare bays
b) General condition of the existing power line
i. The construction type
ii. The length of the line
iii. Details of the primary substation from which the existing line originates
iv. Current voltage profile and load profile of the primary substations (Should be within the 10%
voltage drop tolerance)
v. Nature of load that the feeder serves - Industrial loads or domestic loads
vi. Voltage at the point of connection (Measured from the nearest Transformer)
Chapter five: Survey methodology – the methodology shall detail the line route survey, structure spotting,
and profiling. The line route survey shall be conducted using high precision survey equipment that shall
be compatible with PLS CAD. The profiling and network modelling shall be done using PLS CAD. Should
describe considerations taken during the survey activity, Personnel experience and qualification of team
executing the survey activity, Tools used (RTK, GPS). Survey Methodology is attached as Annex 6.
Chapter six: Design criteria – describe type of structures used, power line components sizing, type of
construction and their justification (simulations and calculations done).

Chapter seven: Construction Methodology – should constitute of the quality control plan, considerations
to ensure that the method presented is followed, the construction type, transition from one stage to an-
other, how to ensure quality of works and how to ensure timely completion among others. Methodology
on how to deal with swamps, Safety of personnel, PPE, e.t.c.
Attachments: The following shall be attached to the report.

a) Survey report, Design and Structural drawings, Pole schedules (structures and accessories, structure
number, pole height, and span length), material list, updated BoQs
b) List of required approvals arising from the power line design for example approvals from statutory
authorities(e.g NEMA, NFA, UWA etc), use of Pin / Light/Flying Angle structures, use of three member
structures with a span greater than 300m, use of guy poles, the format and the notation of the draw-
ings, the initial sag and tension tables
Note: The survey of the low voltage network shall be conducted in a manner that will record in detail the
last mile consumer. The details shall include the full names, contact details of owner, GPS coordinates of
their location, nature of structure and status of wiring. This list shall be submitted alongside the low voltage
structure schedules for each distribution transformer and shall be verified by the project manager prior
to approval of the design drawings.
4.2 Engineer’s Review Report

The Engineer shall go with the report to the field to verify the information given and write a report which
shall include the following:
Chapter one: Introduction – Contract details
Chapter two: Findings from site inspection and review of Engineering Design and Survey Report by the
contractor
Chapter three: Scope Analysis (Contractual vs As-pegged)
Chapter four: Financial Analysis (Contractual vs As-pegged)
Chapter five: Risks and mitigation measures
Chapter six: Recommendations and Conclusion

5. Tests and Inspections

All materials shall be tested to ensure compliance to REA standards and specifications. Prior to place-
ment of an order, all manufacturer’s material specifications should have been reviewed and approved
by REA.
5.1 Factory Acceptance Tests and Inspections of materials

Factory Acceptance Tests (FAT) will be carried out for major equipment and materials. Upon substantial
completion of manufacturing and production of the equipment or materials, the manufacturer shall
submit specific production line test reports for the completed products together with the manufacturer’s
test procedures and protocols for review before inviting the client for FATs.
For other materials and accessories, the manufacturer shall submit for review and approval material
specifications and production line/ routine test reports (should include serial numbers) for REA materials
prior to dispatch.
Action by REA
The Engineer shall review production line test reports and the manufacturer’s test procedures and pro-
tocols in line with respective REA manuals and/or IEC Standards, and recommend approval for FATs or
dispatch.
Below is a list of major equipment and tests which shall be carried out.
5.2 Poles
The following tests and checks will be carried out in accordance with REA Wooden Pole Treat-
ment, Transportation, Handling and Erection Manual:
i. Visual inspection
ii. Measure of Pole Lengths
iii. Measure of Pole Top Diameters
iv. Cantilever test to assess mechanical strength
v. Midpoint test to assess mechanical strength
vi. Retention tests to measure how much treatment chemical has been retained in the pole
vii. Penetration tests to ascertain how far the chemical has penetrated into the sap wood
Attached is the Pole’s Pre-dispatch Checklist as Annex 7.
5.3 Transformers
The following tests should be carried out in accordance with REA Transformer Manufacturing Manual:
i. Insulation resistance test to assess the condition of insulation of all insulated parts of a transformer
ii. Vector group test to confirm that the vector group is provided
iii. Voltage ratio test to ensure that the turns ratio of the windings is correct and that the tapping on
any of the windings have been made at correct position

iv. DC winding resistance test to measure the DC resistance between lines of all windings and to
detect faulty or poorly made connections. Test results are important in full load loss measurement
v. Oil dielectric test to confirm the electrical strength of the transformer oil
vi. Separate source voltage withstand test to determine the integrity of the insulation between wind-
ings and earth
vii. Induced over voltage test at high frequency to verify voltage withstand strength between the
windings and Earth, the withstand strength between the phases, and between turns of a phase
under test
viii. No load test (core loss- hysteresis loss and eddy current loss) to determine the No Load losses of a
transformer. It also checks whether any damages have been caused to windings and insulation
from prior tests
ix. Full load loss test (copper losses) to assess the Full Load Loss (copper loss) and the impedance
voltage of a transformer
x. Zero sequence impedance test to determine the zero sequence impedance of the transformer
xi. Sound level test to determine the sound level of the transformer
xii. Temperature rise test to determine the temperature rise of the transformer
xiii. Measurement of electrical break through voltage of copper wire to assess the insulation of copper
wire
xiv. Dry power frequency voltage withstand test to identify any flashover or punch of the bushings
xv. Pressure testing to ensure that the finished transformers withstand high pressure and to detect any
leak points
Attached in Annex 8 is the FAT Checklist for Transformers
5.4 Conductors
The following tests should be carried out in accordance with IEC 61089 and IEC 889;
i. Tensile tests to confirm tensile strength of conductors

ii. Wrapping tests to determine ductility of conductors (how easily it can be wound and twisted)
iii. Electrical resistance measurements to determine the dc resistance
iv. Conductor grease test to determine the resistance to corrosion and rust
v. Verification of dimensions of cable and insulation
vi. Visual examination
Attached are the FAT checklists for conductors in
i. ANNEX 9 for LV ABC Conductor
ii. ANNEX 10 for Transformer Wiring Al / PVC Cable
iii. ANNEX 11 for HV Bare Conductor 50 sqmm
iv. ANNEX 12 for HV Bare Conductor 100 sqmm

5.5 Insulators
Tests are carried out for the different insulators
a) Composite line post insulators tested in accordance with IEC 61952 and IEC 62217
i. Tensile load test
ii. Visual examination
iii. Verification of dimensions
iv. Tests on interfaces and connections of metal fittings
v. Thermal-mechanical pre-stressing
• Water immersion pre-stressing
• Verification tests / visual examination
• Steep-front impulse voltage test
• Dry power frequency voltage test
vi. Test of housing
• Accelerated weathering test
• Tracking and erosion test
• Flammability test
vii. Test for the core material
• Dye penetration test
• Water diffusion test
viii. Assembled core load tests
• Verification of the maximum design cantilever load
• Tensile load test
ix. Dry lightning impulse withstand voltage test
x. Wet power frequency test
xi. Cantilever failing load test
Attached is the checklist for Composite Line Post Insulators in Annex 13
b) Pin insulators tested in accordance with IEC 60383
i. Power frequency puncture voltage
ii. Mechanical failing load test
iii. Proposity test
iv. Verification of dimensions
v. Visual inspection
Attached is the checklist for Pin Insulators in Annex 14

c) Dead end strain insulators tested in accordance with IEC 61109

i. Steep front impulse voltage withstand test
ii. Lightning impulse flashover voltage test
iii. Radio interference voltage test
Attached is the checklist for Dead End Strain Insulators in Annex 15
5.6 Inspection upon delivery to site

This will done be for all equipment to assess damage (if any) caused during transportation and delivery.
It will be carried out as part of the monthly site inspections.
The Engineer shall move with the list of materials’ serial numbers issued by the manufacturer during the
FAT and carry out a visual Inspection to confirm delivered quantities and serial numbers at the site store
or yard.
5.7 FAT Report

The Engineer shall submit an FAT report including the following:
Chapter one: Introduction – details of contract, brief of procurement process and relevant approvals
issued
Chapter two: Assessment of manufacturer’s Legal and Regulatory Compliance certification and experi-
ence (Checklist is attached in Annex 16)
Chapter three: Factory and Manufacturing Process Assessment
Chapter four: Product Tests
Chapter five: Recommendations and Conclusion
Attachments: Material Test Reports and Checklists

6. Considerations for Effectively Managing the

Contract
6.1 General Considerations

Below are some of the considerations the Engineer shall take into account:
a) Contract Type: The Contract shall either be an Ad-measurement or Lump sum.
b) Managing Additional Scope
The Project Engineer shall identify the need for additional works, and communicate this need to the con-
tractor to furnish the agency with the detailed survey drawings and bills of quantities at the at the same
price rates of the original contract.
Upon submission by the contractor, the User Department shall then review the above mentioned doc-
umentations and submit to Contracts Committee through Procurement and Disposal Unit for consider-
ation.
c) Managing Project Cost -Payment Certificates

After the contractor has submitted request for payment, the Engineer shall schedule a site inspection to
assess the executed works to be paid to the contractor.
Based on the facts collected from the site, payment assessment and certification shall be done by Engi-
neer. The certificate shall then be forwarded for payment.
The proportion of payments retained in percentage is: 10%.
The amount to be withheld for late submission of an updated Program is: 0.2% of the contract sum
The certificate shall be developed cumulatively.
A format for Payment Certificates is aattached in Annex 17

The Certificate should entail the following:
i. Contract Name and Procurement Reference

ii. Contract Details (Funder, Contractor, etc)
iii. Progress of works
iv. Certification (in table form)
v. Recommendations
vi. Attachments: Engineer’s Assessment in form of BoQs (where applicable), Engineer’s Progress Re-
port, Contractor’s claim, Copies of all Delivery Notes, Bill of Lading, Commercial Invoice, Packag-
ing Lists, Manufacturer’s Warrantee Certificate, Insurance Certificate, Certificate of Origin.
d) Managing Contract Duration
The Engineer shall monitor the project time using the Project Schedules presented in the Project Imple-
mentation Plan. In case more time is required to complete Project activities, a Change Order shall be
issued.

Time Extension
The contractor shall formally request for time extension with justification. The Engineer shall review and
recommend for time extension if the grounds are acceptable. This shall be issued through a Change
Order. (Attached as Annex 18)
Note: In-case there is a cost implication involved, a contract variation shall be initiated by the Engineer.
6.2 Change Management

Table 3: The table showing the Change Management process
Stage Details/ Process Responsible Person
No Contract
Contract Amendment
Amendment
Background to the issue
a) Submission of Change
Proposal Stakeholder Stakeholder
Request
Justification/ Benefits
Justification
Cost/ Benefit Analysis
Impact on Cost
Impact on time
b) Review and Assessment Engineer Engineer
Impact on Quality
Impact on stakeholders
Qualification
Recommendation
Review Contracts Committee

c) Approval Project Manager PDU
Approval Accounting Officer
Communication of Change Project Manager Accounting Officer
d) Implementing Change Implementation of Change Contractor Contractor
Order Supervision and Monitoring Engineer Engineer

Post implementation Review Engineer Engineer

7. Site Office, Store and Yard Inspection

The contractor shall have a site office located within the project area. It shall have the following:
a) The Site Office shall have the following documents:
i. Copy of the Contract
ii. Updated Monthly Implementation Plan and copies of the previous ones
iii. Copies of Approved Technical specifications for all materials including accessories
iv. Copies of Approved Design and Survey Report (Survey Drawings, Structural drawings, e.t.c)
v. Organogram clearly indicating names and roles of employees
vi. ESMP – Environmental and Social Management Plan
vii. Instruction Books – these shall be in Triplicate (self-carbonating) specific to the project with
the project name and contractor’s address printed on every page. It shall include sections for
Instructions, Date and Signature.
viii. Daily Logbook (Should include: Section worked on, Date, Number of Workers who have
worked that day, Actual work done, Weather conditions, Incidents on site)
ix. Visitors’ book
b) The Site Store should have the following:
i. Dedicated Store Manager
ii. Fencing
iii. Security
iv. Fire extinguisher
v. Material receiving forms
vi. Material Dispatch book
vii. Delivery Notes from suppliers
viii. Updated Quantities of materials in store (Inventory)
ix. Visitors book
c) Yard
i. Vegetation growth shall be well maintained
ii. The yard shall be spacious enough to accommodate materials
iii. There is security
iv. The yard shall be accessible to the site in accordance with environmental management plan
d) Health and Safety Considerations: the following should be existent on site to ensure the health and
safety of the contractor
i. Contractor’s Health and Safety Manual
ii. Personal Protective Equipment – Helmets, gloves, uniform, overalls, safety boots, sound pro-
tectors e.t.c

iii. First Aid Kit

iv. Sign Posts such as “Men at Work”
v. Condoms
vi. Clean Toilets
Attached is a Site Store, Office and Yard Inspection checklist as Annex 19
Action by REA
The Engineer shall use the above mentioned checklist to ensure compliance and the findings shall be
included in the monthly progress report.

8. Construction Supervision
8.1 Supervision by REA Engineer

The Engineer shall use the Construction Manual as reference on how construction activities can best be
carried out to ensure quality power lines are constructed.
The Engineer shall do a walk-patrol while inspecting works carried out on the power line and the following
minimum checks shall be done at each stage of construction:
a) Pit Excavation
Check that pole pits have been excavated to the right depths (1/6 of the pole height) and widths. Ensure
that poles are positioned prior to pit excavation. Take note of the type of soil where each pit has been
dug.
After the inspection and verification of all pits, the Engineer or his representative shall issue an approval
prior to pole erection.
b) Pole Erection
Ensure that all poles erected are in a good physical condition as per the REA Pole Treatment,
Handling, Transportation and Erection Manual. Ensure that in swampy areas, murram is ade-
quately filled. Erected poles must be fitted to be firm, plumb and are properly aligned with other
structures in the line route. Poles should not be interfered with by cutting to make up for shallow
pits. Verify that the poles erected have the manufacturer’s pole tags.
For construction of lines with overhead continuous earth-wire, ensure that the earth-wire is in-
stalled on every other pole for both MV and LV. No pole shall be erected without earth-wire.
After the inspection and verification of erected poles, the Engineer or his representative shall
issue an approval prior to dressing.
c) Dressing
Check to ensure that all the required pole hardware and accessories as per the approved struc-
ture drawings have been installed on the respective structure type.
After the inspection and verification of all dressed pole structures, the Engineer or his represen-
tative shall issue an approval prior to conductor stringing.
d) Installation of Stays
Ensure that the required number of stays per structure, as per the approved structural drawings
have been installed. Ensure that stay pits are to the standard depths (1/6 pole height). Ensure
that the required materials for a stay assembly as per the REA structural drawings are there. En-
sure that the stay blocks are concrete or galvanized steel plates.
Wooden stay stabs shall not be used.

After the inspection and verification of all stay assemblies, the Engineer or his representative shall
issue an approval prior to tensioning and sagging.

e) Conductor Stringing
Ensure that stringing is conducted using conductor drums installed on standard drum jerks. En-
sure that conductor is not be rolled on the ground to avoid damage of conductor surface. Care
should be taken while stringing/ running out conductor to avoid kinking, twisting or abrading the
conductor in any manner. Stringing shall be planned in such a way that terminations are done
at section structures.
After the inspection and verification of all stringing works, the Engineer or his representative shall
issue an approval prior to installation of stays.
f) Conductor tensioning and Sagging
Check that the conductors have been strung with precision to ensure that the correct ground
clearance and tension is attained.
After the inspection and verification of all tensioning and sagging works, the Engineer or his rep-
resentative shall issue an approval prior to Installation of Jumpers.
g) Jumpers for section structures
Check to ensure that jumpers are of proportionate length shall be used to avoid compromising
clearance during windy conditions. Jumpers joining adjacent conductors having angle of sepa-
ration greater than 120% shall be supported by a pilot spindles. Ensure that a pair of adequately
sized PG clamps are used in jumper terminations.
After the inspection and verification of all jumpers, the Engineer or his representative shall issue
an approval prior to earthing of transformers.
h) Earthing of transformers
Ensure that the earthing of transformers is as per the Construction Manual. Ensure that the earth
values do not exceed 5 ohms for both LV and HV. The HV side and LV side of the transformer shall
be earthed separately and the respective earth pits shall be located a distance not less than 5m
apart. The earth wires used/running from the transformer to the ground shall be neatly stapled
on the wooden structure. The earth pits shall be dug up and earth pits filled with components
required for earthing such as charcoal, salt, water, copper rod among others.
After the inspection and verification of all earthing works, the Engineer or his representative shall
issue an approval prior to installation of surge arresters.
i) Installation of Surge Arrestors
Ensure that surge arrestors have been installed on all transformers, underground cables, and
terminal poles. Ensure that surge arresters have installed every 10 km for lines without continuous
overhead earth-wire.
After the inspection and verification of all surge arresters installation works, the Engineer or his
representative shall issue an approval.

8.2 Supervising the consultant

The Engineer shall ensure that the Consultant submits a quality control plan.
The Engineer shall ensure that the consultant has deployed the required human resource as per the
contract.
The Engineer shall submit a daily report in the format provided by REA. The consultant shall also submit
monthly and quarterly reports in the format provided below.
The consultant shall certify works and recommend payment by submitting a payment certificate based
on the contractor’s claim. The format shall be in the form of BoQs of works.
The Consultant shall review and approve all technical specifications, attend FATs, issue approvals after
every stage of installation works through the clerk of works.

9. Progress Reports
These will be written by all focal stakeholders as expounded below;
9.1 Clerk of Works

This daily report should include specific details of work done in all project areas. It shall be in the format
shown in Annex 20 and be submitted daily through appropriate communication media before close of
business. Hard copies should be filed and kept at site.
9.2 Project Engineers Progress Reports

Upon review of the clerk of works report, the Engineer shall generate a report which shall be submitted
every two weeks. The format is attached as Annex 21.
Also, after every site inspection, the Engineer shall submit a monthly report including:
Chapter one; Contract particulars
Chapter two; approvals issued
Chapter three; Stakeholders engagement – district meetings, site meetings, interactions with the com-
munity, service providers
Chapter four; Findings from the site inspection – stores, yard, office, quality of workmanship, level of
deployment, observations and instructions from the works inspection including aspects of; engineering,
environment (consideration for forest reserves, wetlands, trees, crops, human settlements, tourist/cultural
sites), social (engagement and participation), health and safety (accident, use of PPE, safety of people
around)
Chapter five; Progress of Works (Actual vs Planned)
Chapter six: Update on payments, date certificate was submitted, amount paid and date payment was
made
Chapter seven; Assessment of the consultant’s performance
Chapter eight; Risks identified and recommended mitigations measures
Chapter eight; Recommendations and Conclusions
9.3 Contractor’s Monthly Progress Reports

This report should include in detail, but not be limited to;
Chapter two; Update on payments; date certificate was submitted, amount requested for, amount re-
ceived and date payment was received
Chapter three; List of materials at the site stores to support claims made in certificate
Chapter four; Personnel deployment for the next month (details on sub-contractors if any)

Chapter five: Summary of approved construction methodology
Chapter six; Progress of works and actions taken to address instructions given at previous site inspection
including aspects of; engineering, environment
Chapter seven: Implementation of the contractor’s ESMP
Chapter eight; Update on works completed within the previous month
Chapter nine; An updated work schedule for the next month
Chapter ten; An updated procurement schedule
Chapter eleven; Risks identified and recommended mitigations measures
Chapter twelve; Pictorial evidence of major milestones and issues
9.4 Consultant’s Progress Reports

The consultant will submit both monthly and quarterly progress reports which should include in detail, but
not be limited to;
Monthly report:
Chapter one; Introduction - consultant’s contract details, summary of works contract
Chapter two; Deployment of Personnel, work done and actual input man hours
Chapter three: Assessment of level of compliance to Approved Engineering Design and Survey Report
Chapter four: Monthly ESMP
Chapter five: Consultant’s Updated Monthly Quality control plan
Chapter six; Update on progress of works (Actual vs Planned monthly works)
Chapter seven: Updated works’ monthly implementation plan
Chapter eight; Update on contractor’s payments; update on consultant’s payments
Chapter nine; Risks identified and recommended mitigations measures
Chapter ten: Statement of performance of contractor
Chapter eleven; Conclusions
Attachments: Pictorial evidence of major mile milestones and issues
Quarterly report:
In addition to the content of the monthly report, chapters on the following should be included in the
quarterly report
i. Quarterly supervision work plan

ii. Overall project performance

10. Pre-Commissioning and Commissioning

The contractor shall schedule and communicate his need for shutdown schedules in time, 2 months prior
to the proposed date. The Engineer shall always communicate the Monthly Shutdown Schedules to the
Contractor Monthly as provided by the Service Providers.
Upon completion of works, the contractor shall formally communicate to REA which shall then schedule
a Pre-Commissioning date. On successful completion of this exercise, the commissioning and handover
of the power network shall then carried. Procedures for both activities are explained below.
On rectifying snags, the contractor shall request the project manager to issue a certificate of practical
completion of works, and the project manager will do so upon deciding that the work is complete. The
employer shall take over the site and works within seven days of issuing the certificate of completion.
However, the Contractor is liable for any defects that may arise during the Defects Liability Period.
10.1 Pre-commissioning exercise

a) Final Inspection
Success of this exercise requires full participation of the client, consultant, contractor, pole suppliers,
sub-contractors and designated network operator (Letters of invitation for commissioning are Attached
in Annex 22[General], 23 [UMEME], 24 [UETCL], 25 [UEDCL]). It is at this stage that a snag list shall be gen-
erated and remedies to rectify them shall be agreed upon. Expected deliverables include;
i. As-built drawings
ii. Pole schedules
iii. Warranties for materials
iv. Letter from any LC Chairman affirming that all complaints from the community have been dealt
with.
• Data specifications
• Routine test certificates
• Data lists with required amendments by the Engineer shall be incorporated. The contents
of the lists shall correspond to the schedules of this document. Data lists will be regarded
as binding for the manufacturer.
• Dimension drawings. They shall be regarded as binding for the manufacturer and shall
contain measures, weights and features of the apparatus.
• Detail drawings as required by the Engineer.
• List of components and details on the apparatus. They may preferably be included in
the dimension sketch.
The date by which operating and maintenance manuals are required is: ten (10) days before commis-
sioning
The amount to be withheld for failing to produce “as built” drawings and/or operating and
maintenance manuals by the date required is two percent (2%) of the final contract price.
b) No-load testing of the network
Activities carried out include;

i. Pole sounding
ii. Visual inspection of the network
iii. Measuring of earth resistances
c) On-load tests of the network
Activities carried out shall include;
i. Testing of transformers
ii. Configuring of bulk energy meters, configuring switch gears
iii. Network protection grading
The expected outcome of this activity is a detailed Pre-Commissioning report from the Project Engineer/
Manager highlighting the following;
Chapter one: Contract particulars
Chapter two: Stakeholders present at pre-commissioning exercise
Chapter four: A detailed snag list, corrective remedies and timelines
Chapter three: Summary of the off-load and on-load testing
Chapter five: Recommendations and Conclusions
Chapter six: Pictorial evidence of activity
Attachments: Transformer Commissioning Report(See Annex 26), Metering Unit Commissioning Report,
Auto-reclosure Commissioning Report, Signed attendance list of all participants
10.2 Certificate of Practical Completion

The contractor shall request the project manager to issue a certificate of practical completion of works,
and the project manager will do so upon deciding that the work is complete. The employer shall take
over the site and works within seven days of issuing the certificate of completion. However, the Contrac-
tor is liable for any defects that may arise during the Defects Liability Period.
Refer to Annex 27 for a template of the Certificate of Practical Completion
10.3 Commissioning and Handover Exercise

The line shall be commissioned only after all snags have been rectified. Upon submission of all contrac-
tual deliverables and correction of snags identified at the pre-commissioning, the contractor formally
communicates to REA to set a commissioning date. Success of this exercise requires full participation of
the client, consultant, contractor, designated network operator and the community members.
The activities to be carried out include;
i. Confirmation that snags identified at the pre-commissioning have been rectified

ii. Engagement of the local community members by the community outreach team
iii. Handover of power network to operator

The expected outcome of this activity is a detailed commissioning report from the Project Engineer/
Manager highlighting the following;
Chapter two; Stakeholders present at commissioning exercise
Chapter three: Brief on Commissioning Function
Attachments: Pictorial evidence of activity, Original Copy of the Asset Handover Instrument
10.4 Project Completion Report

After commissioning the engineer shall write a project completion report and it shall include the follow-
ing:-
Chapter one: Background information including Contract particulars, Objective of the project, output,
Number of Connections
Chapter two: Project performance assessment – Final account of cost, scope, duration of the project
(Contractual vs Final)
Chapter three; Administrative reviews – Contractor’s performance (Level of compliance to approved

design and survey report, compliance to instructions, conduct)
Chapter four: Administrative reviews - Consultant’s performance (measure against the expected deliv-
erables)
Chapter five: Lessons learned
Attachments: Certificate for operational acceptance, Certificate of practical completion and pre-com-
missioning test reports
Attachments: Pictorial memory lane

11. Connections
11.1 General Guidelines

The contractor shall work with the client (REA), the community and the service provider to bridge the
gap between the service provider and the targeted consumer. This shall include community mobilization
to facilitate mass application for electricity service, facilitate the service provider to enable mass appli-
cation and connection, provide technical assistance to the service provider including training on meter
calibration and general end user installation practices.
The Engineer shall ensure that every single phase no-pole service connection entails the following mate-
rials as stipulated by ERA.
Table 4: Materials for single phase no-pole service connection

SN. Item Description Unit Qty. (No. of Units)
1 Single phase meter Piece 1
2 Meter box Piece 1
3 Circuit breaker (63A) Piece 1
4 Key pad (CIU) Piece 1
5 Key pad cable Piece 1
6 Communication cable Meter 50
7 Wall plugs/ Screws (3/2’) for fixing meter box Piece 4
8 Screws (1’) for fixing meter Piece 4
9 Seals for meter and meter box Piece 4
10 Single core cables (10mm)/meter tail Meter 0.3
11 Tower clips Piece 1
12 Preformed dead end Piece 1
13 Landing/wall bracket Piece 1
14 Cable, Solidal 16mmsq Meter 35
15 Pg Clamp/line tap Piece 2
16 Hoop iron/ meter tie/bandit strapping Piece 2
17 Connectors Piece 2
18 Coach Screw Galv 75X12 Piece 1
19 Clamp Strain OH-Conc-10-16mmsq Piece 1
For customers who have been connected using Ready boards, the Engineer shall ensure that it is in-
stalled at least 150cm from the ground level and shall incorporate:
i. Double pole MCB 20AMPS

ii. 2x square pin sockets (BS 1363)
iii. Passive base to receive prepaid meter or customer interface unit (CIU)

iv. All mounted on rails

v. Bulkhead light with bayonet fitting
vi. Light switch 5AMP
vii. Earth bar and neutral bar
The Engineer shall monitor the number of connections made by the contractor, especially during the DLP
period, to ensure the target number of connections is achieved.
11.2 Earthing Kit
11.2.1 Copper Bonded Earth Rod
The Copper Bonded Earth Rods shall be molecularly bonded with atleast 99.98% pure Electrolytic grade
Copper over a low carbon tensile steel rod with the thickness of 254 micron copper coating. All the rw
materials used in the Composition shall strictly comply with the certified standards. The carbon tensile
steel shall comply with BS 970 & AISI 1018 and should have a great capacity of being stretched or extend-
ed at least up to 600 N/mm2. The copper used in manufacturing these earthing rods shall conform to BS
4360 grade 43A. The rod shall be treated in such away as to prevent oxidation.
The bonding of the copper layer to steel core shall be by electrolytic process to ensure a perfect and
tough bonding between the steel and the copper. The copper bonded rods shall comply with RDSO/
SPN/197/2008 or Latest standards.
The key performance features shall include
i. Continuous electroplating processing

ii. Reduced installation area and time
iii. Lasts long and maintenance free
Table 5: Technical Specifications for Copper Bonded Earth Rod
Nominal Diameter (in inch) Length (in feet) Wt./100 (pcs in Ibs)
3/4” 8 1035
Accessories used with Copper Bonded Electrodes

Accessories to be supplied together with the rod shall include:
i. Standard Ground Rod Clamps
ii. High Strength Ground Rod Couplings
iii. Driving Studs
iv. Rod to Tape Clamp
v. B Bond
vi. U Bolt Rod Clamp
vii. Brass Earth Clip
viii. Domestic Rod Earth Clip Suitable for cables in the range 4-25mm2

11.2.2 10mm2 Earth Wire

A complete installation shall also constitute a single core earth wire measuring 10 meters. It shall comply
with the following technical specifications:
Table 6: Specifications for 10mm2 Earth Wire

Item Details
1 Rated Voltage 0.6/1kV
2 Nominal area of conductor 10mm2
3 Thickness of insulator 0.7mm
4 Outer Diameter 8.0mm
5 Max DC resistance at 200C 1.15 ohm/km

Current rating
6 Soil 83A
Air 64A

12. Defects Liability Period (DLP)

Defects Liability period, 12 Calendar months, starts on the final day of commissioning and handover of
the project.
Site inspections and meetings to be scheduled on a quarterly basis or when the need arises. The purpose
of which is to find out the condition of the line, confirm that all snags identified after commissioning have
been corrected by the contractor, get feedback from the stakeholders namely but not limited to Local
leaders, beneficiaries, service providers among others.
If there are any defects reported by the operator, the contractor shall immediately tasked to rectify
them.
A DLP Inspection Report shall be issued by the Engineer after every DLP site inspection and it shall include
in detail, but not be limited to.
Chapter one: Contract particulars
Chapter two: Stakeholders present at DLP inspection
Chapter three: Observations, instructions and timelines from the works inspection including aspects of;
engineering, environment (consideration for forest reserves, wetlands, trees, crops, human settlements,
tourist/cultural sites), social (engagement and participation), health and safety (accident, safety of peo-
ple around)
Chapter four: Recommendations and Conclusions
At the end of the DLP, an Operational Acceptance Certificate shall be issued to the contractor.
This shall be issued only after the contractor has achieved the required connections as per the contract.

13. Project Closure

At the end of the project, a Project Closure report shall be written by the Engineer/Manager and shall
include details of the following;
Chapter one: Background information including Contract particulars, Objective of the project, output,
Number of Connections
Chapter two: Project performance assessment – Final account of cost, scope, duration of the project
(Contractual vs Final)
Chapter three; Administrative reviews – Contractor’s performance (Level of compliance to approved

design and survey report, compliance to instructions, conduct)
Chapter four: Administrative reviews - Consultant’s performance (measure against the expected deliv-
erables)
Chapter five : Lessons learned
Attachments: Certificate for operational acceptance, Certificate of practical completion and pre-com-
missioning test reports
Attachments: Pictorial memory lane
Note: For the Consultant, the report shall entail a cumulative account of their monthly reports.

ANNEX 1: Project Implementation Cycle

ANNEX 2: Stakeholder Analysis and Participation Matrix
Frequency of Personnel
Interest/ Role by the Information Source of Infor- Methods of infor-
No. Stakeholder Description Excecution Responsi-
Benefits stakeholder Required mation mation collection
of Role ble
Rural Electrification Agency 2016

Internal Stakeholders
• Details of the
Contract
• Methodology
for implement-
All rights reserved.

ing works
• Progress of • Contract for
Person responsible
works works
for leading a proj-
• Observations • Contract for • Review of reports
ect from inception
and instructions consultancy and contracts
to completetion.
Throughout issued by proj- • Project Engi- • Conducting
He/She makes deci- Successful • Oversee proj-
Project Man- the entire ect manager’s neer’s weekly Stakeholder Meet- Project
1 sions on contractual excecution ect implemen-
ager project life representative reports ings Manager
matters between of the project tation
cycle during project • Project Engi- • Inspections
the Employer and
supervision neer’s monthly and observations
the Contractor in
• Approvals reports during field visits
the role representing
issued to all sub- • Consultant’s
the Employer.
contractors Monthly reports
• Outcomes
form stakehold-
er meetings
• Payment up-
dates
30
of Role ble
• Contract
Management
• Project
monitoring and Monthly • Technical • Project Procure-

control specifications ment Plan
• Construction of materials/ • Project Imple-
Supervision technical data mentation plan
sheets • Contractor’s
• Issuance of • Details of the monthly progress • Review of reports
The primary techni- Approvals for Contract report and Plans
Subcontractors,

cal point of contact • Methodology • Minutes of • Review of con-
for any techincal Implemen- Project Imple- 28 days after for implementa- monthly site meet- tracts
activities relating to tation of the mentation Plan, contract tion of works ings • Attending Stake-
the project. project within Engineering De- signing • Contractor’s • Contract holder Meetings
Project Engi- Project
2 Makes decisions on the allocated sign and Survey project imple- • Approved • Inspections
neer Report, Procure- Engineer
technical matters time, cost mentation plan Technical Specifi- and observations
especially as re- and required ment Plan • Contractor’s cations during field visits
gards quality of con- quality • Commission- After com- Procurement • Material Manu- • Attending and
struction of materials ing and hando- pletion of plan facturing manuals conducting all
and works ver works • Approved De- and specifications required tests and
sign and Survey • Approved En- materials
Quarterly or Report Content gineering Design
• DLP Inspection when the • Information and Survey Report
need arises captured by • REA Project
the the Clerk of Management
• Managing Works daily Manual
the process of

Change Man-
agement
Team responsible During the • Conducting
• Facilitate con-
for reaching out entire proj- stakeholder meet-
flict resolution • Matters or Is-
to stakeholders ect life cycle • Consent forms ings including sen-
sues arising from
especially commu- • Harmo- • Approved De- sitization meetings
• Community the community
nity members and nious impli- sign and Survey and monthly site
mobilisation and Monthly members
leaders. mentation of Report meetings
Outreach engagement • Contacts of Outreach
3 Decisions concern- the project • Minutes of Site • Review of
Team stakeholders Officer
ing stakeholder • Foster own- Meetings Approved Design
including Com-
involvement includ- ership of the • Community and Survey Report
• Information munity leaders
ing concerns and project At project members and • Visiting District
Dissemination to • Project area
queries raised by start leaders Headquarters
stakeholders and scope
community mem- during site visits
31
bers and Inspections
of Role ble
•Identification
of areas likely
to be affected,
Monthly
give measures
on how to mini-

• Minimise mise damage
environmen- •Ensure CESMP
20 days after
tal damage for the project is

Team responsible and ensure contract • Approved De-
developed and
to ensure project safe imple- signing sign and Survey • Monthly site
implemented

adheres to environ- mentation, Project area Report meetings
•Monitor proj-
mental standards ensuring scope and the • Minutes of Site • Review Enviro-
Environment ect to ensure
4 and health and compliance key features Meetings of contract ment
Team it adheres to Monthly
safety. Makes de- with National with the project • Community • Review of officer
environmental
cisions concerning Environmen- area. members and Approved Design
standards
Environment, Health tal Legal leader. and Survey Report
and safety. Requirements •Ensure acquisi- • ESMP
and De- tion of licenses,
velopment approvals and During the
Partners permits in line entire proj-
with National ect life cycle
Environmental
laws
• Ensure Closure At project
audits are done closure
During • Warranties for • Participating in
• Ensure the • Witness com- pre-commis- • Operating and materials pre-commissioning
The REA department required missioning and sioning and maintanance • Operating and and commission-
mandated with the number of handover commission- procedures for maintenance ing activities
implementation of connections ing equipment and manuals for ma- • Review of war-
STDO
5 STDO both off grid and are achieved • Participate materials terials ranties for mate-
At project officer
ongrid connec- • Complet- in final project • Scope of the • Certificate of rials
closure
tions in line with the ed and fully inspection network as built Practical comple- • Review of oper-
RESP(2013-2022) opeartional Quarterly or • Conditions for tion ating and mainte-
line • Participate in warranties • As built draw- nance manuals for
when the
DLP inspection ings materials
need arises
32
of Role ble
When re- • Review of
• Ensure quested for Project Engineer’s
• Issue pay- • Project Engi-
issued pay- through the monthly reports
Team responsible ments neer’s monthly
ments are payment • Projected • Review of Ap-
for issuing payments reports

within the certificate Cashflow proved payment
to contrators and fa- • Approved pay-
Finance De- stipulated • Implementa- cerifiates
6 cilitation to project ment cerifiates MFA
partment contract cost tion plan • Review of Proj-
supervison team • Project Imple-
• Ensure ac- • Monitor the Monthly or • Procurement ect Implementatin

for smooth project mentatin Plan
countability flow of the proj- when the Plan Plan
execution. • Project Procure-
of payments ect funds need arises • Review of Proj-
ment Plan

made ect Procurement
Plan
Team responsible
for evaluating of • Conduct proj- After project
Ensure ect evaluation closure
the project if as
project • Contract review
planned goals have
objectives • Details of the • Review of Audit pers-
7 Audit been achieved. Contract
achieved Contract Project Engineer’s onel
Decisions concern-
as per the • Accountability Quarterly monthly reports
ing evaluation of
contract
achieved project
objectives
33
of Role ble
External Stakeholders
• Conduct proj- After project

ect evaluation closure

An organization that
• Project Prog-
provides mone- Ensures the • Monitor prog- • Review of Quar-
Quarterly ress Updates • Quarterly Proj- • Senior
tary support to the project goal, ress terly Project Status
Development • Amounts ect Status Reports Project
8 project. purpose and Contructual Reports

Partner claimed by • Payment Certif- Engineer
Makes decisions outputs are turn around • Review of Pay-
• Providing proj- Contractor’s icates • MFA
concerning project archieved time to ment Certificates

ect funds and Consultants
funding. effect pay-
ment
• Details of the
Contract
• Contract
• REA Equip-
• Minutes of Site
ment and Mate-
meetings
rial Manuals • Conducting
• Approved REA
• REA Construc- and attending site
Structural Draw-
tion Guidelines meetings
Ensures the ings
A company that un- Throughout • REA Project • Review of con-
project is • Community
dertakes a contract • Excecute the entire Management tract Contrac-
9 Contractor excecuted members and
to implement works works project life Manual • Review of In- tor
as per the leaders
or provide services cycle • Observations struction book
contract •Instruction books
and instructions • Review of
• REA Equipment
issued by Project Approved Design
and Material
Engineer and Survey Report
Manuals
• Technical
• REA Construc-
Specifications
tion Guidelines
and Standards
for materials
34
of Role ble
• Details of the
Daily, Contract
• Construction
Monthly and • Methodology
Supervision
Quarterly for implement-

ing works
• Observations • Minutes of
Daily, and instructions Stakeholder
• Conducting
• Project Man- issued by proj- meetings

Monthly and and attending site
agement ect engineer • Contract
Quarterly meetings
• Approvals • Approved Im-

• Review of con-
issued to all sub- plantation plan
tract
contractors • Approved Proj-
Daily, • Review of
• Contract • Outcomes ect Procurement
Monthly and Approved Design
Management from stakehold- Plan
Ensures the Quarterly and Survey Report
er meetings • Approved De-
project is • Review of
A company or a • Payment up- sign and Survey
excecuted Approved Implan-
person hired to dates Report
as per the tation plan and
represent the client • Contents of • Community
contract Approved Project
10 Consultant in the day to day Approved Im- Members and Consultant
Ensuring Procurement Plan
supervision and plantation plan leaders
stakeholder • Review of In-
management of the • Contents • Instruction Books
engagement struction Books
project of Approved • Minutes from
during exce- • Review of Pay-
Project Procure- stakeholder meet-
cution ment Certificates
ment Plan ings
• Review of REA
• Contents of • Payment Certif-
Construction Guid-
• Ensure envi- Daily, Approved De- icates
lines
ronmental and Monthly and sign and Survey • REA Construc-
• Review of REA
social compli- Quarterly Report tion Guidlines
Equipment and
ance • REA spec- • REA Equipment
Material Manuals
ifications for and Material
and specifications
equipment and Manuals and
materials specifications
• REA Construc-
tion Guidlines
• REA Equip-
ment and Mate-
rial Manuals
35
of Role ble
• Providing right
of way
Throughout
• Imple- • Participation
the entire
mentation in implementa-
project life • Objectives of
of a project tion • Contract
cycle

Groups of people • Guidance in the project • Attending site
sustainably • Approved Sur-
Community affected by the defining scope • Details of the meetings Outreach
11 • Supply of vey Drawings
Members project within the Project • Attendings ensiti- Officer
reliable elec- Throughout • Minutes from site
project area • Guidelines on zation meetings

tricity • Connecting the entire meetings
wayleaves
• Compensa- to and utilising project life
tion

the electricity cycle and
service after project
closure
• Promote the
benefits of the
• Attending site
project to the
• Imple- meetings
community
mentation Throughout • Attendings ensiti-
• Facilitate • Feasibility stud-
of a project the entire zation meetings
community par- ies
Person who is per- sustainably project life • Purpose of the • Review of Feasi-
ticipation • Project Apprais-
ceived to represent • Communi- cycle project bility studies
• Negotiate al Document
Community a community during ty ownership • Details of the • Review of Outreach
12 and intervene • Contract
Leader the development of the project Project Project Appraisal Officer
during conflict • Approved Sur-
and implementa- • Utilisation • Guidelines on Document
resolution vey Drawings
tion of the project of local re- wayleaves • Review of Con-
• Minutes from site
sources tract
meetings
• Fair Com- • Review of
pensation Participate in At project Approved Survey
project scoping inception Drawings
36
of Role ble
• Contents of • Approved Proj-
Approved Proj- ect scope
• Review of Ap-
ect scope • Approved
proved Project
• Implementa- • Approved de- design and survey
scope

tion of works on Throughout sign and survey report
• Review of Ap-
behalf of the the entire report • Approved REA
• Ensures proved design and
main contractor project life • Approved Structural draw-
Survey report
quality works • Promoting the cycle REA Structural ings

Any participants in are per- • Review of Ap-
image of REA drawings • REA commu-
the project imple- formed proved REA Struc-
• REA communi- nication and

mentation except • Ensure tural drawings
cation and out- outreach strategy • Contrac-
Sub-contrac- the main constructor good work- reach strategy documents
13 tor
tors including suppliers manship
• REA Speci- • Supplier
of materials and • Ensure sup-
sub-contractors for ply of quality fications and
• REA Specifica- • Review of REA
installation works products Standards for
tions and Stan- Specifications
and timely materials
dards for materials and Standards for
payments During man- • REA Manufac-
• Production of • REA Manufac- materials
ufacture of turing and Pro-
quality materials turing and Process • REA Manufac-
products cess guidelines
manuals turing and Process
for materials
• Technical Data manuals and Tech-
• Contents of
Sheets nical Data Sheets
Technical Data
Sheets
• Techincal
guidance
Monthly
A company that during construc-
tion • Project
facilitates electricity
• Details of the Engineer
access to the end • Facilitate At comple-
Contract • Repre-
user. commissioning tion • Contract
Ensuring • Objectives of • Review of As- sentative
Service Make decisions con- • Maintaining • As-built draw-
quality, the project built drawings from the
Providers/ cerning maintance and operating ings
14 reliability and • As-built project • Operational service
Network op- of the network, the line • Operational
availability of scope Manuals for ma- provider
erators achieving the target • Connect all el- Manuals for ma-
supply • Operational terials • Contrac-
number of consum- igible consumers During and terials
Guidelines for tor
ers connected to • Revenue col- after DLP materials • STDO
the network and lection Officer
revenue collection • Planning and
forecasting load
growth
37
of Role ble
• Details of the
• Smooth Contract
implemen- Throughout • Details of proj- • Contractor’s
Contractor’s Prefinancers of the Contrac-
tation of the Provide con- the entire ect financing contract Meeting with con-
16 Financial project including tor
project tract financing project life • Progress of • PAD tractor
Partners banks. REA-Client

• Timely proj- cycle works • Progress Reports
ect cashflows • Performance
of the contract

38
ANNEX 3: Risk Analysis Matrix

LIKELIHOOD RISK RAT-
NO. ACTIVITY HAZARD ASSOCIATED RISK IMPACT MITIGATION MEASURES
TO OCCUR ING
• Self-loader/crane should be in good mechanical condi-

Snapping of
Accidents resulting in tion
self-loader hoist-
bodily injuries or loss of • The self- loader/crane should be operated by licensed
ing rope/ equip- 1 3 3
lives. operator
ment falling from
Equipment damage • Ensure workers keep a safe distance from the loading
crane grip

area
Road accident result-
• Double check to ensure materials are firmly fastened
Loosely fastened ing in bodily injuries or
2 3 6 • Passengers should not be carried in the same cabin as

materials loss of lives
equipment
Equipment damage

Heavy manually • Employ enough manpower to handle such loads
Bodily injuries 2 2 4
handled loads • Use of mechanised handlers if possible
Material • Transportation of materials and equipment during the

handling Impassable or Road accidents and dry season when most roads are passable
3 3 9
and trans- bad roads vehicles getting stuck • Reasonable loading of vehicles when delivering to hard
1 to reach places
portation
Poor handling
and transporta- Damage of transformer
2 3 6 • Well functioning self-loaders should be used
tion of transform- bushings
ers
Loading fragile
• Fragile materials should be transported seperately
materials with Damage of materials 3 3 9
• Large vehicles with sufficient space should be used
non-fragile ones
Damage of materials
Accidents leading to
Overspeeding 3 3 9 Drivers should not exceed a speed limit of 60 Km/hr
body injuries and/or
deaths
Development of
Using short vehi-
sweeps on poles • Tracks with a minimum length equivalent to the height of
cles to transport 2 2 4
Mechanical damage the pole should be used
poles
on poles
40
Thorny plants,
Body scratches 3 1 3 • Workers wear Full Personal Protection Equipment
trees stumps etc
• Workers to move in groups

• Workers wear Full Personal Protection Equipment
Attacking Wild
Injuries due to attacks 1 3 3 • First aid should be on site at all times
animals
• Vehicle should be present on site for emergency evac-
uation

Workers wear Full Personal Protection Equipment
Falling branches Bodily injuries and
1 3 3 Ensure workers keep a safe distance from the area being
and trees death

cleared
Cutting down

Community members
people’s vegeta-
halting works 3 3 9 Authoristation using concent forms should be obatined
tion without prior
Physical Attacks
authorisation
Line clear- Using unskilled

2 personnel to cut Accidents and bodily
ance 1 3 3 Use skilled personnel to cut and ferry trees
down and ferry injuries
trees
Accidents
Leaving chopped Chopped trees should be disposed off after as soon as
Spoils esthetics of the 2 1 2
trees in the area possible
area
Using inappropri- Delay of works
2 2 4 Contractor should use only approved tools for clearance
ate tools Bodily injuries
Having a live net- • Trees should be cut gradually and carefully to avoid
work within the Live shocks/ Electro- contact with the power line
2 3 6
falling distance of cutiion • Shutdowns should be requested for in cases where it is
the tree impossible to avoid contact with the live network
Failing to oba-
tined the required Live shocks/ Electro- The contrcator should be careful adhire to the minimum
3 2 6
ground clear- cutiion clearances provided for in the construction guidelines
ance
41
Loss of supply
Damaged pipes and
Energised under- cables • Seek Utilities layouts and plans from District Physical
ground cables Body injuries and Planners
3 3 9
and pressurised death from damaged • Take caution when excavating
water pipes pressurised pipes and • Report any damage to the concerned asset manager
exposed energised
cable

Sharp rough
Injuries to hands and
surfaced excava- 3 3 9 Workers wear Full Personal Protection Equipment
feet
tion tools
Injury due to vehicles
Use of reflective road signs to alert road users of on-going
Moving traffic swerving off the road 2 3 6

works
into working area
Open pits and Bodily injury to both
Hole and 3 3 9 Open pits and trences are barricaded with warning tape
trenches humans and animals
cable
3 The poles will not be
trench ex-
cavations fitted into the pit up to
Digging shallow
the theoretical ground All pits should be inspected and approved prior to pole
pits especially on 3 3 9
line erection
rocky ground
Support strength of the
pole reduces
Accidents e.g children
Leaving pits open Pit excavation should be done after pole positioning
or live stock falling into 2 3 6
after excavation All unused pits should be covered as soon as possible
the pits
Poorly excavat-
ed pits on soft Pits should be inspected and approved by the Engineer
Leaning poles 2 3 6
ground such as prior to pole erection
swamps
Using inappropri-
ate tools espe- Wide pits that make Use pole hole diggers with appropriate drill bit less than
2 2
cially for holes for backfilling difficult 400mm
concrete poles 4
42
Poor handling
• Poles should be offloaded using cranes
or offloading of
Mechanical damage • Poles should be offloaded in the presence of the pole
poles by throw- 3 3 9
and splitting treatment plant representative and the contractor while
ing them off the
ensuring no poles are dropped
track
Phyiscal damage to
Dragging and • Poles should be moved on rollers or carried using tracks
Pole posi- the pole and hence

4 rolling poles on 3 3 9 or cranes
tioning reducing the pole’s sap
ground • Poles should be guided using Crawbars
wood
• The contructor should avail As-pegged drawings to the

Undersized or oversized
Positioning unsuit- foremen
poles shall be used on 2 2
able pole sizes • The Clerk of wroks should inspect and approve all posi-

pole structures
tioned poles prior to pole erection
4
Reduced support
Poles erected in strength of poles Erected poles should be inspected to ensure the marking
3 3 9
shallow pits Increased posibility of on the theoretical ground line is covered
poles rotting
Water logging around
Insufficient back All poles should be inspected to ensure proper backfilling
the theoretical ground 3 2 6
filling by the Clerk of wrks, consultant or Engineer
line of the pole
Placing insuff-
Leaning poles
iecient marrum
Reduced firmness of 3 3 9 Marrum should be placed in the presence of the Engineer
especially on soft
the foundation of poles
ground
Placing few or no
Pole erec- wounds of earth- High resistance
5 All poles with wounds of earthwire should be inspected by
tion wire at the pole Reduced firmness of 2 2
the clerk of works prior to backfilling
butt for poles with the earthwire
earth wire 4
Using short poles
e.g when cross- Reduced clearance 2 2 12m poles should be used while crossing roads
ing the road 4
Poor plumbing of
Leaning of poles 1 1 The contractor should use proper plumb bobs
poles 1
Reduced firmness of
Poor rumming 2 2 Proper rummers should be used
the pole’s foundation 4
Using inappropri-
Poor quality of works 1 2 Approved tools should be used
ate tools 2
43
Fatigue due to
Body injuries and death All linesmen must anchor themselves with tied belts all the
working long 1 2
due to falling time while working height
hours at height 2
Wornout climbing Body injuries and death
2 3 6 Climbing irons should be replaced if worn out
irons and Belt due to falling
Existing near live Body injuries and death Minimum clearance must be observed or live lines de-en-
2 3 6
line due to electrocution ergised and earthed

• Workers should wear hard hat helmets at all time
Head injuries due to
Falling objects 2 3 6 • Linesmen should use tool bags and avoid throwing tools
falling objects
down
Linesmen to work in equipotential zones created by

Lightning Lightening shocks 2 3 6

Pole Dress- earthed heavy shots
6
ing Using unsuitable
Reduced quality of
and unapproved 1 3 All materials should be inspected after installation
works
materials 3
Incomplete dress-
Reduced quality of
ing on each pole 2 3 6 All pole structures should be inspected after installation
works
structure
Using unskilled Personnel should be approved by the Engineer prior to
Poor quality of works 1 3
personnel 3 commencement of works
Using inappropri- Tools should be inspected and approved by the Engineer

ate tools 3 and Clerk of works
Failing to use the Body scratches and Contractor should ensure that all workers have the re-
2 3 6
required PPE injuries quired PPE before moving to site
44
Using unsuitable All stay assemblies should be inspected and approved by
materials e.g Poor quality of works 2 3 6 the Clerk of Works during installation to ensure appropriate
wood stay stubs materials such as concrete stay stubs are used
Reduced firmness of
the stay’s foundation

Digging shallow All stay pits should be inspected before burrying the stay
and hence reduced 1 3
Installation stay pits stub and stay rod
7 mechanical stregth of
of stays the stay assembly 3
Reduced support
Installing the strength of the stay Engineer should inspect all stays to ensure they are appro-
2 1

wrong stay type assembly priate for that structure
Poor quality of works 2
Reduced support
Poor tensioning of Engineer should inspect all stay assemblies to ensure they
strength of the stay 3 3 9
stays properly tensioned
assembly
Uneven walking
Bodily injuries 3 2 6 To watch walking surfaces
surfaces
Sharpnells on
the conductor Bruises on fingers 2 1 To wear gloves when laying conductors
surface 2
Conductor
Snapping con-
drawing Bodily injuries 2 2 Tensioning conductors cautiously
8 ductor 4
and string-
ing Appearance of kinks
Failing to use
during stringing 2 2 Drum jakes should be used during stringing
drum jakes
Breaking of conductor 4
Dropping drums
Intertwining of conduc- Drums of conductor should be off-loaded using cranes or
of conductor 1 3
tor under the inspection of the site supervisor
from tracks 3
Reduced clearance
Poor tensioning of
Increased possiblity of 1 3 Use of tension and sagging charts
conductor
Conductor line to line faults 3
tensioning Using inappropri-
9 Poor quality of works 3 3 9 Only approved tools should be used
and sag- ate tools
ging
Using unskilled Personnel should be approved by the Engineer or Clerk of
personnel 3 works prior to commencement of works
45
Reduced clearance
Installing short between the jumper All jumpers should be inspected by the Engineer and Clerk
2 3 6
jumpers and the support struc- of Works
ture
Reduced clearance
Cable
10 Installing loose between the jumper All jumpers should be inspected by the Engineer and Clerk
Joining 2 3 6
jumpers and the support struc- of Works
ture

Failing to use two
All jumpers should be inspected by the Engineer and Clerk
appropriate PG Loose jumpers 2 3 6
of Works
Clumps
Failing to put all
Obtaining poor earth- Earthing should be done under supervision by the clerk of
required compo- 3 3 9

ing resistance values works
nents for earthing
Transform-
11 Failing to achieve
er earthing
the required Increased risk of faults
3 3 9 Dig up more pits and connect them
earth resistance damaging the network
values
Poor positioning Imbalance to the trans-
Transformer installation should be done under the supervi-
of the transformer former structure which 1 2
sion of the clerk of works
on the platform could lead to leaning 2
Use of unskilled
Only authorised personnel should be allowed to install the
Transform- personnel and Poor quality of works 2 3 6
transformer
12 er installa- tools
tion Using oversized
protection equip-
Reduced protection on All protection equipment should be inspected prior to and
ment especially 2 3 6
the line after installation
circuit breakers
and fuse-links
Connec-
• The live lines are isolated, earthed and a work permit
tion of
issued before commencement of works
13 new lines Live lines Electrocution 2 3 6
• All personnel working at the T-off should wear protective
to existing
gear such as gloves, overalls, eye protectors etc
live Grid
Measure depth of water depths before commencement

Working in Deep water Drowning 2 3 6
of works
14 Swampy
areas Contaminated Infection with water
2 3 6 Workers wear Gumboots and rubber gloves
swampy water borne diseases
46
Working in Infection with associat-
15 Dirty environment 2 2 Workers wear Gumboots and rubber gloves
dirty areas ed diseases 4
Road accidents result-
Driving long dis- Drivers are encouraged to limit journeys to manageable
ing in bodily injuries or 3 3 9
tances distances based on their judgement and capabilities
loss of lives
Driving to
16
site Road accidents result- • Installation of speed governors to control speed limits

Bad driving ing in bodily injuries or 2 3 6 • Ensuring drivers are held accountable for incidents re-
loss of lives sulting from their actions

47
ANNEX 4: Contract Management Plan

(FORM 49)
Regulation 51(3)
THE PUBLIC PROCUREMENT AND DISPOSAL OF PUBLIC ASSETS ACT, 2003
CONTRACT MANAGEMENT PLAN

WORKS
Procurement Reference Number

Code of Procuring and Disposing Entity Works Financial year Sequence number
Subject of Procurement
Provider
Contract Value
Contract start date
Contract end date (Start Date + Time for comple-

tion)
Site possession date to contractor

Supervisor or the engineer
Guarantees (Where applicable)
Amount :
Latest date for receipt:
Performance guarantee
(28 DAYS AFTER NOTIFICATION OF CONTRACT
AWARD)
Amount :
Advance payment guarantee Latest date for receipt:
(48 DAYS FROM CONTRACT SIGNING)

Date of release of bid security
Date of release of advance payment guarantee
Contract Progress
Interim or Stage payments See attached sheet

Contract Completion
Date of taking over certificate (Release of % of Retention where applicable)
Extension of time, if any
Delay, if any
Liquidated damages due, if any
(date of taking over certificate + defects noti-
Date of performance certificate fication period and release of remaining % of
retention)
Return of performance security
Amount
Final Payment
Date
Retentions (Where applicable)
………………………………… [Insert percent]

The proportion of payments to be retained
percent.
Defects Liability Period (Where applicable)

Defects liability period
(contract completion date + defects notifica-

Contractual Date of Performance Certificate
tion period)
Contract Management Plan prepared by:
Name: …………………………………… Position………………………………
Signature ………………………………… Date …………………………………

ANNEX 5: Checklist for Environmental Aspects of

REA Projects
This checklist complements the GEMP by helping the user to cross-check and guarantee that all the en-
vironmental aspects of the project have been considered/addressed.
Environmental Confirmation of
Category Main checks environmental
item considerations
1. Permits, 1. EIA and other 1. Has EIA been completed?
certificates permits 2. Have EIA reports been approved by NEMA?
and 3. Have EIA reports been unconditionally approved? If conditions
explanations are imposed on the approval, then an adjusted EMP must be
developed.
4. In addition to the above approvals, have other required
environmental permits been obtained from relevant authorities?
2. Explanation to 1. Are contents of the project and the potential impacts adequately
the public explained to the public based on appropriate procedures,
including information disclosure?
2. Are proper responses made to comments from the public and
regulatory authorities?
2. Mitigation 1. Water quality 1. Is there a possibility that soil runoff from the bare lands resulting from
Measures earthmoving activities, such as cutting and filling will cause water
quality degradation in downstream water areas? If water quality
degradation is anticipated, are adequate measures considered?
2. Are measures adequately considered to mitigate potential
pollution of cresol from the poles yard
3. Are measures adequately considered to mitigate potential
hydrocarbon pollution from any spillages
4. If the magnitude of potential pollution is big, has DWRM been fully
engaged?
2. Protected Areas 1. Is there a possibility that the project will affect protected areas?
2. Has UWA been fully engaged in case of Wildlife areas?
3. Has NFA been fully engaged in case of forest reserves?
3. Ecosystem 1. Are adequate measures taken to prevent disruption of migration
routes and habitat fragmentation of wildlife, and livestock?
2. Is there a possibility that the project may cause impacts, such as
reduction in wetland areas, and disturbance of ecosystem due to
introduction of foreign materials?
If significant ecological impacts are anticipated, are adequate pro-
tection measures taken to reduce such impacts on the ecosystem?
4. Topography and 1. Is there a soft ground on the route of power transmission lines that
geology may cause slope failures or landslides? Are adequate measures
considered to prevent slope failures or landslides, where needed?
2. Is there a possibility that civil works, such as cutting and filling
will cause slope failures or landslides? Are adequate measures
considered to prevent slope failures or landslides?
3. Is there a possibility that soil runoff will result from cut and fill areas,
and borrow sites? Are adequate measures taken to prevent soil
runoff

5. Resettlement / 1. Is involuntary resettlement caused by project implementation? If

compensation involuntary resettlement is caused, are efforts made to minimize the
impacts caused by the resettlement?
2. Is the resettlement plan, including proper compensation,
restoration of livelihoods and living standards developed based on
socioeconomic studies on resettlement/compensation?
3. Are agreements with the affected persons obtained prior to
resettlement/compensation?
4. Is a plan developed to monitor the impacts of resettlement/
compensation?
6. Living and 1. Is there a possibility that the project will adversely affect the living
livelihood conditions of inhabitants? Are adequate measures considered to
reduce the impacts, if necessary?
2. Is there a possibility that diseases, including communicable
diseases, such as HIV will be introduced due to immigration of
workers associated with the project? Are adequate considerations
given to public health, if necessary?
7. Heritage 1. Is there a possibility that the project will damage the local
archaeological, historical, cultural, and religious heritage sites? Are
adequate measures considered to protect these sites?
8. Ethnic Minorities 1. Where ethnic minorities and indigenous peoples are living in the
and Indigenous rights-of-way, are considerations given to reduce impacts on the
culture and lifestyle of ethnic minorities and indigenous peoples?
People
9. Impacts during 1. Are adequate measures considered to reduce impacts during
construction construction (e.g. noise, vibrations, turbid water, dust, exhaust
gases, and wastes)?
2. If construction activities adversely affect the natural environment
(ecosystem), are adequate measures considered to reduce
impacts?
3. If construction activities adversely affect the social environment,
are adequate measures considered to reduce impacts?
4. Are health and safety measures in place? is health and safety
education (e.g., traffic safety, public health) provided for project
personnel, including workers?
10. Monitoring 1. Project specific EMP developed by REA and given to the
Contractor for implementation and supervising firm for monitoring
purposes.
2. Has the contractor developed CEMP?
3. The Contractor and the supervising firm must therefore have an
environmentalist for guiding and monitoring environmental aspects

ANNEX 6: Survey Methodology

The line routes of the proposed distribution line shall be inspected before to commence the survey work
with the project manager’s technical representatives. Then Satellite images not more than one year old
(reference to the availability) and of multispectral 0.6m or better spatial resolution at least 1km wide
band (at least 500m on either side of the center line) will be geo referenced to National GPS grid system
using high precision duel frequency GPS receivers in method of RTK (Real Time Kinematic) and Indica-
tive line route which will be plotted on geo referenced imagers. Then the identified critical locations of
proposed medium voltage line route will be finalized with the project manager or representatives using
those imagers and GPS. Then preliminary survey will start to fine tune the proposed distribution line route,
Control Survey
Horizontal Control Survey: Horizontal control survey will be done by using High precision duel frequency
GPS receivers. All GPS points will be established the accuracy of 5mm+/- 1ppm.
Vertical Control Survey: Vertical control will be done using electronic tachometry based on MSL Datum.
Preliminary Survey
Preliminary survey will be carried out with reference to the technical specification in using GPS instru-
ments and intelligent total stations. Preliminary drawings and other details will be provided according to
the item no. 2 of Technical Specification in tender document.
Profile Survey
Profile survey will be done using only data recordable total stations according to the item no. 3 of Tech-
nical Specification in tender document.
Data will be recorded using string system method. This string system data is useful for complete drawings
by Auto mapping System.
Longitudinal section survey will be carried out by heighting along the proposed line center at 20m inter-
vals. Significant change of slope between 20m spot heights also will be heighted. Where ground slope
across the line route exceeds 1 in 25 the level of ground left and right of the center line will be recorded
at an offset distance of 10m. All spot height leveling for the longitudinal section will be done by electronic
tachometry. Profile drawings will be provided according to the item no. 3 of Technical Specification in
tender document.

Flow chart of the method statement - Technique Based on Satellite images and GPS

ANNEX 7: Poles’ Pre-dispatch Checklist
(..Insert Pole Treatment Plant Details…)
Date

Preservative: Creosote/CCA
Cantilever (Ex-
Pole Top Diam- Retention >115kg/ Mid-point (Expected Results
NO Pole Length Penetration >15mm Mid-point pected Results Cantilever Visual Inspection
eter m3 according to SANS)

according to SANS)
1
2
3
4
5
6
7
8
9
10
11
Comments:

Name Date Signature
REA Representative
Contractor
Treatment Plant Manger
54
ANNEX 8: FAT Checklist for Transformers

Physical Inspection:
No. Aspect of inspection Methods of inspec- Sampling rate Acceptance Equipment Remarks
tion criteria
Hot dip zinc
Galvanized, Use coating
External surface coating Visual and powder thickness
1 10%
of tanks measurement coated, ≥ gauge.
100µm (BS (Elcometer)
729)
1 per type Oil resistant
2 Internal surface of tank Visual
& Size paint
Dimension and Physical check and 1 per type Approved
3 measurement
construction & Size drawing
a. Outdoor bushing
a. Approved as per the
Creepage distance
specification and
b. Phase to phase
drawing
clearance
b. 40mm/kV 1 per type Approved
4 c. Phase to Earth
c. 800mm & Size drawing
clearance
d. To be
d. Bi-metallic crimping
provided with
connector for
hardware
conductor.
Should be
Visual inspection of above active
5 Oil level inside tank to the oil level gauge.
1 per type &
part when the
be checked Note: Ambient Size
Oil gauge is
at minimum.
Should be as per
6 Packing Physical inspection specification
Routine Test
Aspect of Applicable Sampling
No. Acceptance criteria Equipment Remarks
inspection standard rate
≥ 1000 MΩ when 5000V is ap-

Insulation Insulation resistance
plied for 60 seconds for HV & E,
1 resistance IEC- 60076 10% meter (Megger) –
measurement HV & LV and 1000V applied for
5kV
60 seconds for LV&E.
Test set should not trip when

Separate 70kV is applied for 60 seconds
2 source voltage IEC- 60076 100% AC Dielectric Test set
withstand. for 33kV TX, 28kV for 11kV TX,
and 3kV for LV windings.
Vector group displayed to be Transformer ratio

3 Vector relation IEC - 60076 10%
as per specification – Dyn11 meter.

Transformer ratio as per speci-

Transformer ratio
4 Transformer ratio IEC - 60076 10% fication with ±5% tolerance for
meter.
the respective taps positions.
Winding resistance All phase resistance values Transformer winding

5 IEC - 60076 10%
at rated tap should be similar. resistance meter
The deviation of no load loss

value should be ≤15% of spec-
6 No load loss IEC - 60076 10% ified value AC analyser
No load current shall be less

than 5% of rated.
Deviation of full load losses cor-

rected to 750 C shall be within
15% of the specified value.
Total losses – deviation of the

7 Load Loss IEC - 60076 10% component losses should be AC analyser
within 15% while maintaining

the deviation of the total losses
within10% of the specified
value
Should withstand double

Induced over
the rated voltage at 120 HZ High frequency test
8 voltage at High IEC - 60076 100%
applied to LV windings for 50 set.
frequency
seconds.
Measure the electrical strength
of TX oil when a layer of oil is
a. Testing the placed between two elec-
electrical
9 IEC - 156 Oil sample trodes, which are placed at Oil Dielectric test set
strength of
transformer oil 2.5mm apart. Average break-
down voltage of the oil must
be > 50kV.

ANNEX 9: FAT Checklist for LV ABC Conductor

Production name ABC cable Test standard IEC 60502
Type and size ABC 3x50+1x54.6mm2 Test quantity
No. TEST ITEM UNIT EXPECTED RESULT EVALUATION

1 Phase conductor
1.1 Material Aluminum
1.2 Strands number Nos. 7
1.3 Shape Circular
1.4 Approximate overall diameter mm 8.1
1.5 Max. DC resistance at 20°C Ω/km 0.6
2 Phase XLPE insulation
2.1 Nominal thickness mm 1.7
3 Neutral conductor
3.1 Material Aluminum alloy
3.2 Strands number Nos 7
3.5 Neutral wire breaking load kN 16.6
4 Neutral XLPE insulation
5 Complete conductor
5.1 Overall diameter of cable mm 29
5.2 AC voltage test kV/min 3.5/1 Non breakdown
Name Title Company Signature Date

ANNEX 10: FAT Checklist for Transformer

Wiring Al / PVC Cable
Transformer Wiring Al / PVC
Production name Test standard IEC 60502
Cable
Type and size 1X120mm2 Test quantity

1 Conductor
1.1 Material Aluminum
1.2 Strands number Nos. 7
1.3 Shape Circular
2 PVC insulation
3 Complete conductor
3.1 AC voltage test kV/min 3.5/1 Non breakdown

ANNEX 11: FAT Checklist for HV Bare

Conductor 50sqmm
Production name All Aluminum Alloy Conductor Test standard IEC 61089
Type and size AAAC- 50mm2 Test quantity
Smooth in surface, uniform

1 Appearance and tight in stranding, no
corrosion on surface
2 Construction
2.1 Number of conductor Nos. 7
2.2 Diameter of single wire mm 3.03
2.3 Overall diameter of conduc- mm 9.07

tor
2.4 Strands direction of aluminum Right

outmost layer
3 Performance of conductor
3.1 Breaking load kN 16.205
3.2 Calculated DC resistance at Ω/km 0.65

20°C

ANNEX 12: FAT Checklist for HV Bare

Conductor 100 sqmm
Production name All Aluminum Alloy Conductor Test standard IEC 61089
Type and size AAAC- 100mm2 Test quantity
No. Test Item Unit Expected Result Evaluation

1 Appearance Smooth in surface, uniform and tight
in stranding, no corrosion on surface
2 Construction
2.1 Number of conductor Nos. 7
2.2 Diameter of single wire mm 4.26
2.3 Overall diameter of conductor mm 12.8
2.4 Strands direction of aluminum Right
outmost layer
3 Performance of conductor
3.1 Breaking load kN 43.47
3.2 Calculated DC resistance at Ω/km 0.28
20°C

ANNEX 13: Routine Test - Composite Line Post

Insulators
Production name Composite line post insulators Test standard IEC 62223/ 61952/62217
Type and size Test quantity
Unit of Test
No. Aspect of inspection/test Expected Results Results
Measure
Nominal system Voltage kV 33
1 Visual examination
2 Verification of dimensions
Nominal Height mm 240
Minimum Nominal Creepage distance mm 2400
3 Tensile load test (applied 9.4kV for 10s) kV No damage (deformation/cracking)
seen
4 Tests on interfaces and connections of metal
fittings:
Thermal-mechanical pre-stressing (4.0kV for 48h) kV ok ( same oC for CT and HT)
Water immersion pre-stressing No cracks/damage
Verification tests / visual examination No cracks
Steep-front impulse voltage test No puncture
Dry power frequency voltage test kV >180
Min Power Frequency withstand Voltage (Dry) kV >160
5 Test of housing
Accelerated weathering test
Tracking and erosion test No tracking and no erosion,
no shed punctured
Flammability test No drops
6 Test for the core material
Dye penetration test No penetration

Water diffusion test No puncture or flash over
(leakage current <1.0mA)
7 Assembled core load tests kN No cracks or permanent
deformation. No dye
penetration
Verification of the maximum design cantilever
load
Tensile load test (15kN) kN no pull out or breakage of
end fitting
8 Dry lightning impulse withstand voltage test kV No flashover
(200kV)
9 Wet power frequency test (95kV) kV No Flashover
10 Cantilever failing load test kN >20


ANNEX 14: Routine Test - Pin Insulators

Production name Pin insulators Test standard IEC 60502/ IEC 62223
Type and size ABC 3x50+1x54.6mm2 Test quantity
No. Aspect of inspection Unit Expected Results Test Results
1 Visual Inspection Out door
2 System Voltage kV 33
Verification of dimensions
3 Nominal Diameter mm 315 (205±5)
4 Nominal Height mm 240 (269±5)

Min. Nominal creepage
Distance
mm 825 (900±10)
Power frequency puncture
5 voltage
kN ≥ 185
Mechanical failing load
6 test(Cantilever Strength)
kN ≥10
Proposity test
Freshly broken pieces of
porcelain shall show no dye
penetration after having been
no dye penetration
7 immersed
for 24 hours in an alcoholic
mixture of fushing at a pressure
of 2000 p.s.i
Lightning withstand voltage
8 (1.2/50ms)
kV 170
Min. Power frequency
Flashover Voltage Wet
kV 70

ANNEX 15: Routine Test - Dead End Strain

Insulators
Production name Dead end strain insulators Test standard IEC 62223/IEC 61109
Type and size Test quantity
No. Aspect of inspection/Test Unit Expected Results Test Results
Nominal Voltage kV 33
Steep front impulse voltage with-
1 kV No Puncture
stand test (1000-1500kV)
Lightning impulse flashover voltage
2 kV
test
3 Radio interference voltage test <200µV
4 Dry flashover voltage test kV 12
5 Wet flashover voltage test kV 70
6 Impulse withstand voltage test (+) kV 200
7 Impulse withstand voltage test (-) kV 210
8 Minimum tensile failing load kN 40
9 Porosity test no dye penetration
10 Thermal Test.
11 Creepage distance mm 825

ANNEX 16: Assessment of Manufacturer’s Legal

and Regulatory Compliance, Certification and
Experience
BIDDER’S
MANUFACTURER
ASSESSMENT
UNIT REQUIRED MANUFACTURER COMPLIANCE
SPECIFICATIONS
1 Name Name of Supplier
Provide detail of legal Copy of Company

2 status of the company Registration certificate
Provide details of the Copy of Business

3 premises trading licence
Proof of existence for

4 Years of existence
the past 10 years
Detailed list of clients

Reference list of similar
5 supply contracts
with full contacts
addresses
Copy of ISO 9001:2008
Quality Management
6 System
certificate or
equivalent
Product type test reports Copy of Reports. Those
by an internationally issued beyond 3 years
7 recognized electrical should be certified by
testing laboratory issuer.
Routine test reports for Copies of recent
8 each product reports should
Manufacturer’s Original copy, dully

9 authorization letter. signed and sealed
Original copy, dully

Manufacturer’s signed and sealed
10 guaranteed technical and supported
specifications the respective
authorization letter

ANNEX 17: Interim Payment Certificate

(…insert company address…)
To: Executive Director
Thru: Deputy Executive Director-TO

Thru: Manager Project Development and Management
Thru: Senior Construction Engineer
Date: (….insert Date…..)
Subject: (….Insert Project Name as stated in the contract….)
Interim Payment Certificate No (…insert Number…..)

The Government of Uganda represented by the Rural Electrification Board contracted (…..insert name
of contractor…..) for the construction of the aforementioned electrification project. The contract worth
(….…insert total contract price, both in words and in figures, as stated in the contract, including taxes
applicable and contingency……..) was signed on (….insert date of contract signature……….) and be-
came effective on (………insert date of contract effectiveness as per the terms of the contract…….).
This contract was varied by (………insert total amount as per the addendum …….) amending the total
contract price to (……..insert total amount as per addendum and addendum no…….) and the contract
duration from (…..original completion date……) to (……amended completion date….) to allow for im-
plementation of extra scope.
Upon achievement of contract effectiveness, the contractor undertook engineering design

and the contractor’s design report was approved on (…….insert date of approval of design
report. Note that no interim payments should be made before approval of the engineering
design report….).
Upon approval of the design, the contractor commenced works and to-date, the overall physi-
cal progress is summarized below. (…… insert table summarizing progress as follows…
No. Particular Progress (%)
1 Engineering Design
2 Procurement of Imported materials
3 Procurement of local materials
4 HV installation works
5 LV installation works
6 Equipment commissioning
………………)
Following receipt of the contractor’s claim, a site meeting preceded by an inspection of works
and material verification, was conducted and I certified progress as tabulated below
(……………..

No. Particular Amount (…Insert currency…)

1 Cumulative Value of Works Certified
1a Imported materials (Tax Exclusive)
1b Local Supplies (inclusive of VAT)
1c Design, Transport and Installation(Inclusive of VAT)
1d Total Value of works certified

2 Less (Deductables)
2a (… percentage as stated in contract…)Retention
(…percentage as stated in contract…) Advance
2b
payment recovery
2c Previous Payments
certificate No.1
certificate No.2
……etc,….
2d Total Deductables

Total Payable under this certificate (Cumulative val-
3
ue – total deductible) 1d-2d
I hereby recommend payment totaling to (………state total payable both in words and in figures….) to
(….name of the contractor as stated in the contract…..) in this interim payment certificate no (….insert
no….)
Signature:
(…..insert project engineer’s name….)

ANNEX 18: Contract Change Order Form

CONTRACT CHANGE ORDER
___________________________________________________________________________________________________
Contract Name : (…insert contract name…)
Contract Reference No: (…insert Contract reference number…)

Employer : THE GOVERNMENT OF THE REPUBLIC OF UGANDA
REPRESENTED BY THE RURAL ELECTRIFICATION
BOARD OF THE MINISTRY OF ENERGY AND
MINERAL DEVELOPMENT
Contractor : (…insert name of the contractor…)
Date : (…insert current date…)
___________________________________________________________________________________________________
Pursuant to Regulation 54 of the Public Procurement and disposal of Public Assets (Contracts)
Regulations 2014, titled “Change orders to Contracts, we hereby issue a change order to the
Contract as follows:
i. Subject of Change : (insert subject of change e.g. Time of performance/duration of
the Contract)
ii. Change Request No : (insert number of times a change is being made to the contract
e.g. two)
iii. Other changes to the Contract : (state any other previous changes made to the contract e.g.
Time Extensions)
In accordance with GCC 28.1, the Contract is hereby amended to extend the Intended Com-
pletion Date stipulated under GCC 17.1 of the Special Conditions of Contract from (…insert
current project time scope e.g. twelve (12) calendar months) to (…insert proposed project time
scope e.g. fifteen (15) calendar months) from the Start date.
Authorized on behalf of the Employer: ____________________________
Godfrey Turyahikayo
EXECUTIVE DIRECTOR
Signed for and on behalf of the Contractor: _________________________

Name: _________________________

ANNEX 19: Site Inspection Checklist

REA Site Inspection Checklist
The site office has the following documents; √/X Comments
a) Copy of the contract
Updated Monthly Implementation Plan (Previous
b) Plans should also be availed)

Copies of Approved Technical specifications for all
c) materials including accessories

e) Copies of Approved Design and Survey Report

Organogram clearly indicating names and roles of
f) employees

ESMP – Environmental and Social Management
g) Plan

h) Waste Management Plan

i) Instruction Books in Triplicate
j) Daily Logbook
k) Visitors book
The site store should have the following: √/X Comments
a) Dedicated Store Manager
b) Fencing
c) Security
d) Fire extinguisher
e) Material receiving forms
f) Material Dispatch Book
g) Updated Quantities of materials in store
h) Delivery Notes from suppliers
i) Visitors’ Book
The following are in existence on site to ensure the health and

√/X Comments
safety of the contractor:
a) Contractor’s Health and Safety Manual
PPE such as gloves, safety shoes, overalls, helmets,
b) climbers

c) First Aid Tool

d) Sign Posts such as “Men at Work”
e) Condoms
f) Clean Toilets
g) Clean and suitable rooms for accommodation
The following considerations for the Yard have been made:
√/X Comments
a) Vegetation growth shall be well maintained
The yard spacious enough to accommodate
b) materials

c) There is security
The yard is accessible in accordance with
d) environmental management plan

The yard is distant enough from homesteads and
e) other people-congested areas


ANNEX 20: Daily Report Template for Clerk of

Works
RURAL ELECTRIFICATION AGENCY - DAY WORK LOG
Officers
Date Signature
Names
Project Details Name
Scope
Day’s Work Section
Scope
Start End Remarks
Work Duration
Weather Conditions Good Bad Remarks (No. of hours lost)

Personnel Present Name No. No.
Project Engineer Linesmen
Supervisor Mates
Casual
Foreman laborers

Materials received
Material
Quantity
Materials Rejected

Materials Used
Material
Quantity
Total Work Done
Ground Rocky Sandy Swampy Normal Remarks
No. of Pits Excavated
HV LV
No. of Poles Erected
No. of Structures Dressed
No. of Structures Strung
No. of Equipment Installed
Others
Instructions Issued
Changes Proposed
PPE for Workers Incidents Accidents
Safety Issues
Challenges Faced

ANNEX 21: Weekly Progress Report

WEEKLY PROGRESS REPORT
DATE WEEK of
Name
Project Details
Scope
Section
Work Section
Scope
Overall %
Deployment status
Planned Actual % Var Remarks/Action
Project Engineer
Supervisor
Foreman
Linesmen
Casual Laborers
Cumulative Materials received vs Planned Deliveries
Planned Actual % Var Remarks/Action
Poles
Conductors
Accessories
Transformers
Switchgear
Others
Cumulative Work Done vs Planned Schedule
Planned Actual % Variance Remark
HV LV HV LV HV LV
Survey
Pits Excavated
Poles Erected
Structures Dressed
Structures Strung
Equipment Installed
Others
Instructions Issued
Proposed Changes
Qualification Statement
Safety
Environmental and Social Safeguards
Community Involvement
Project Administration
Risks and Mitigation Measures
Risks Mitigation Measures
Project Engineer’s Signature
Name Signature

ANNEX 22: Shut Down and Commissioning Letter

Template (General)
FORMAT
…insert full address of the service provider, usually the CTO or MD…)
Request for shut down, Commissioning and Handover of (….insert actual name of the scheme,
indicating the district…..)
The Government of Uganda represented by the Rural Electrification Agency contracted (….in-
sert name of contractor…) (here in called the contractor) for the implementation of the (…..
insert name of the scheme..) located in (…..insert District..)
The works have been completed and off-load testing of the network successfully conducted
and commissioning and final takeover scheduled from (….insert date…..)
This network falls under (….insert the name of the service territory..) and shall be operated by
(….name of the service provider…) as per the lease agreement signed with the Rural Electrifica-
tion Agency.
The scope of works include:-
(….insert
As Built Scope
Scheme
No. District Feeder HV LV LV (3Phase) Transformer Capacity
Name
(1Phase)
……)
This is to request you
i. Grant a shut down on the above feeder to enable interconnection
ii. Nominate a team that will facilitate the final inspection and commissioning of the network
iii. Thereafter, take over the operation of the network.
Please liaise with (……insert name of project engineer…) on behalf of the Agency and (…..insert
name of the project engineer….) on behalf of the contractor, who will coordinate the above
exercise.
Your corporation shall be highly appreciated
For your reference, attached hereto is the as-built drawings and the pre-commissioning test re-
sults

Signature
(….Insert name of Project Manager…)
For: Executive Director
C.C. Service Provider Regional Offices

C.C Supervision Consultant
C.C Contractor

ANNEX 23: Shut Down and Commissioning

Letter Template (UMEME)
FORMAT
(…insert full address of the service provider,
usually the CTO)
Request for shut down, Commissioning and Handover of (….insert actual name of the scheme, indicat-
ing the district…..)
The Government of Uganda represented by the Rural Electrification Agency contracted (….insert name
of contractor…) (here in called the contractor) for the implementation of the (…..insert name of the
scheme..) located in (…..insert District..)
The works have been completed and off-load testing of the network successfully conducted and com-
missioning and final takeover scheduled from (….insert date…..)
This network falls under the UMEME Service Territory and shall be operated as per the new Electricity
Distribution Network Agreement signed with the Rural Electrification Agency.
(….insert
As Built Scope
No. Scheme Name District Feeder HV LV LV Transformer Capacity
(1Phase) (3Phase)
……)
This is to request you

i. Grant a shut down on the above feeder to enable interconnection
ii. Nominate a team that will facilitate the final inspection and commissioning of the network
iii. Thereafter, take over the operation of the network.
Please liaise with (……insert name of project engineer…) on behalf of the Agency and (…..insert name
of the project engineer….) on behalf of the contractor, who will coordinate the above exercise.
For your reference, attached hereto is the as-built drawings and the pre-commissioning test results
Signature

C.C Contractor

ANNEX 24: Invitation Letter for Commissioning of

Bulk Metering Units and Auto Reclosers (UETCL)
(…insert date…)
Chief Executive Officer
Uganda Electricity Transmission Company Limited
Plot 10, Hannington Road
P.O. Box 23841, Kampala
(…insert address of the operator of feeder network…)
RE: COMMISSIONING OF BULK METERING UNITS AND AUTO RECLOSERS IN (…insert district name…)
The Government of Uganda represented by the Rural Electrification Agency contracted (…insert name
of the Contractor…) (herein called the contractor) for the implementation of construction works from (…
insert project details…).
The works have been completed with a metering unit and auto recloser installed at the start of each
tee-off listed in the table below. Off-load testing of the network was successfully conducted and com-
missioning and final takeover scheduled for (…insert date…).
This network falls under the (…insert name of the Service Territory…) and shall be operated by (…insert
name of the Service Provider…) as per the new Electricity Distribution Network Agreement (this is for
UMEME) or lease agreement (other Service Providers) signed with the Rural Electrification Agency.
Scheme No. Description Feeder District TX Capacity (kVA) MV Route LV Route Length
Name Length
This is to request you nominate a team that will commission the bulk meters and system protection switch
gears. The key stake holders include; REA (the client), UETCL (systems operator), (…insert name of op-
erator of feeder network…) (operator of feeder network) and (…insert name of operator of the newly
constructed network…) (operator of newly constructed network).
Activities will involve energizing the networks, taking initial readings on the meters, checking protection
settings and verification of the functional operation of the interfacing switch gears.
Please liaise with (…insert name and contact of REA representative…) on behalf of the Agency and (…
insert name and contact of the Contractor’s representative…) on behalf of the contractor, who will co-
ordinate the above exercise.

ENG. JOHN A TURYAGENDA
For: EXECUTIVE DIRECTOR
C.C Operator of the Feeder Network
C.C Contractor

ANNEX 25: Invitation Letter for Commissioning

UEDCL
(…insert date…)
The Managing Director,
Uganda Electricity Distribution Company Limited (UEDCL)
P.O. Box 7390, KAMPALA – UGANDA.
COMMISSIONING OF (…insert name of the project…)
The Government of Uganda represented by the Rural Electrification Board signed a contract with (…
insert name of the contractor…) to execute (…insert name of the project…).
The works have been completed and off-load testing of the network successfully conducted. Commis-
sioning and final takeover have been scheduled from (…insert date…). The line is therefore ready for
commissioning and/or eventual takeover.
These networks fall under the (…insert name of service territory…) and will be managed by UEDCL under
the Management and Operations Agreement.
No. Scheme District Feeder As Built Scope

Name HV LV (1Phase) LV (3Phase) Transformer
Capacity
The purpose of this communication is therefore to request you to nominate a team of this is to request
you to;
i. Nominate a team that will facilitate the final inspection and commissioning of the network.
ii. Thereafter, take over the operation of the network.
Please liaise with (…insert name, phone contact and e-mail of REA representative(s)…) on behalf of the
Agency and (…insert name, phone contact and e-mail of Contractor’s representative(s)…) on behalf of
the Contractor, who will coordinate the above exercise.
Your corporation shall be highly appreciated.
For your reference, attached hereto is the as-built drawings and the pre-commissioning test results.
Signature

Cc: UEDCL Service Territory Manager
Cc: Contractor’s Project Manager

ANNEX 26: Pre-Commissioning Report

Template

TRANSFORMER COMMISSIONING REPORT
TRANSFORMER PARTICULARS COMMENTS

LOCATION
MAKE
TYPE
RATING (kVA)
SERIAL NUMBER
YEAR OF MANUFACTURE
% IMPEDANCE
NUMBER OF PHASES
RATED VOLTAGE PRIMARY (kV) SECONDARY (V)
OIL LEVEL
TEST RESULTS COMMENTS

INSULATION RESISTANCE TEST HV-LV (M Ω) HV-E (M Ω) LV-E (M Ω)
SURGE ARRESTORS R (M Ω) Y (M Ω) B (M Ω)
EARTH RESISTANCE TEST HV (Ω) LV (Ω)
NO LOAD OUTPUT VOLTAGE (±6%) PHASE-PHASE (V) PHASE-NEUTRAL (V)

RY R-N
RB Y-N
YB B-N
FINAL TAP POSITION
FUSE RATING (A) PRIMARY SECONDARY (CCT 1) SECONDARY
(CCT 2)
PHASE SEQUENCE
GENERAL ASSESSMENT PASS FAIL
WITNESSED BY CONTRACTOR REA CONSULTANT OPERATOR
Name
Designation
Signature
Date

ANNEX 27: Certificate of Practical Completion

CERTIFICATE OF PRACTICAL COMPLETION
EMPLOYER: RURAL ELECTRIFICATION AGENCY
MINISTRY OF ENERGY AND MINERAL DEVELOPMENT
P.O.BOX 7317, KAMPALA
CONTRACTOR: (……….name of contractor as stated in contract…..)
(………address of contractor, including country…..)
CONTRACT: (…..state the name of the contract…………)
CONTRACT NO: (…….insert procurement reference number as stated in contract…)
PROJECT SCOPE: ENGINEERING, PROCUREMENT AND CONSTRUCTION OF ( insert as-built MV and

LV length..) and the INSTALLATION OF (…insert no..) DISTRIBUTION TRANSORMERS plus the con-
nection of (…..insert no….) last mile consumers
Contract Signing Date: ……………
Contract Effectiveness Date: …………….
Date of Commissioning and Handover: ……………..
End of Defects Liability Period: ………………
We hereby certify that subject to the contractor’s liability to remedy all defects which may be-
come apparent during the Defects Liability Period, the works under the signed contract were practically
completed on ………… and that in relation to the said works, the said Defects Liability Period of One
calendar Year will end on ………………..
(…insert Name…)
EXECUTIVE DIRECTOR

ANNEX 28: Sub-Contracting Criteria

Introduction
This criteria only covers subcontracting of construction and installation works of the projects being imple-
mented by Rural Electrification Agency (REA). Other sub-contractors for example supplier of materials,
manufacturers, transporters, etc. shall be addressed in the respective REA equipment and process man-
uals
Main Contractor
a) Definition
A main contractor is a company contracted by REA to carry out design, supply or construction of 33kV
or 11kV lines and associated low voltage networks in rural electrification projects areas
2.2 Responsibility of the main contractor

The major responsibility of the main contractor shall include but not limited to
i. Performance of the contract

ii. Project management
iii. Engineering design
iv. Pre-financing the project implementation
v. Coordination, supervision and monitoring of all sub-contractors
vi. Development and implementation of ESMP
vii. Sub-contractor payment for works completed and certified by the main contractor shall not
be subject to client payment to the main contractor
viii. From submission of the sub-contractor’s claim, verification and payment shall be within a pe-
riod of one month.
Scope of the main contractor

The scope of the main contractor shall include but not limited to surveying and line route profiling, peg-
ging and bush clearing, procurement and delivery to site of MV and LV overhead line construction
materials including distribution transformers, bulk metering equipment and switchgears, overhead bare
conductors, aerial bundled conductors, treated wooden poles, line insulators and related hardware
accessories and protection devices, medium voltage and low voltage network construction, installation
of distribution transformers and protection equipment and network testing, commissioning and develop-
ment and submission of as built drawings.
Sub-Contractor
a) Definition
A sub-contractor is a company contracted by the main contractor to undertake specifics part of the
contract.

Roles and responsibility of the sub-contractor

The sub-contractor shall be responsible for the following
i. Construction of works and installation of equipment as per sub-contract

ii. Ensuring safety of all workers
iii. Ensure proper handling of equipment and materials
iv. Ensure security of materials and equipment under his/her custody
v. Ensure execution of works as per the approved methodology
vi. Handling sub-contractor staff welfare and payments promptly
vii. Use of personnel with the required technical qualifications and experience
viii. Providing the required minimum tools and equipment needed to implement the works
ix. Implementation of the works in line with the acceptable code of conduct
Scope of the sub-contractor

The scope of the sub-contractor shall be limited to any or all of the following
i. Surveying, pegging and route clearance

ii. Transportation of materials and equipment from the contractor store to site at the specified
rate
iii. Installation works (i.e pit excavation, erection, dressing, stringing, equipment installation)
iv. Preparation of as-built drawings for the section of the works implemented
Qualification Requirements
a) Eligibility
i. Certificate of Incorporation
ii. Valid trading license
iii. Income tax clearance
iv. Valid VAT registration certificate
v. Valid PPDA registration certificate
vi. Articles and Memorandum of Association
vii. Particulars of the Directors (Company form 7) with copy of identification(driving permit, na-
tional ID or passport) and detailed CVs with passport photos attached
viii. Office premises
ix. Valid NSSF registration certificate
x. Audited books of accounts for the previous 1 years
xi. Should not be suspended by PPDA or development partners
xii. Recommendation from registered engineer
xiii. Acceptable code of conduct

Organizational Structure of the Sub-Contractor

The staffing of the sub-contractor shall be organized in a way to include the following key positions with
minimum level of qualification and experience.
i. Engineering
ii. Finance
iii. HR
4.3 Minimum Technical Experience and Capability of the Firm

i. Proposed construction methodology
ii. Proof of existence of for 2 year
iii. Proof of two (02) similar works done in the last 2 years similar in scope, amount and complexity
iv. Indicate details of works currently under implementation by the sub-contractor indicating
scope and amount
1.4 Key personnel with the minimum level of qualification and expe-
rience
No. Personnel Minimum Qualification/Expertise Experience
Project Manager/ Electri- Bsc. Electrical Engineering with Class B ERA certificate 2 years
cal Engineer
Foremen Ordinary diploma in electrical or equivalent 5 years
Minimum Financial Requirement

i. Proof of availability of cash or line of credit to fund works to a total of Fifty Million Shillings (UGX
50,000,000)
ii. The sub-contractor shall pre-finance works to a total of Fifty Million shilling (UGX 50,000,000)
iii. Letter authorizing the main contractor to seek information relating to the financial capability
of the sub-contractor from their bankers
Minimum Equipment Owned by the Sub-Contractor

The following are the minimal tools and equipment needed to execute the minimum amount of work.
The quantities for the following tools & equipment shall increase commensurate to the amount of work
to be sub-contracted
i. Drums jerks – (02)

ii. Climbing irons – (10)
iii. Self-loader (boom) truck – (01)
iv. Service van for workers movements(transportation of workers on the same vehicles with ma-
terials is not encouraged) – (01)
v. Truck/Lorry for transporting materials – (01)
vi. Pulley lifts – (03)
vii. Camlongs – (05)

viii. Compression tools – (02)

ix. Turfors – (02)
x. Pit excavation irons – (30)
xi. Power saw – (01)
xii. Earth resistance meter
Guidelines to Sub-Contracting
a) Supervision
The main contractor shall be responsible for supervising the sub-contractor. The main contractor shall
assign at all a resident engineer with a minimum of bachelor’s degree in electrical engineering who will
be responsible for supervising the sub-contractor.
b) Approvals
Main contractor shall seek written approval from the employer prior to engagement of the sub-contrac-
tor. Profile of the sub-contractor with all the required information shall be submitted to the client with a
draft sub-contract agreement in line this criteria. The clients respective project engineer shall be a wit-
ness on behalf of the main contractor in the sub-contract agreement.
The main contract shall retain 10% of the contract sum as security for performance.
The sub-contractor shall not be allowed to sub-contractor further
Joint ventures are allowed and shall be assessed cumulatively
In seeking for the above approval, the main contractor shall clearly indicate the section of the work they
intend to subcontract and the level of engagement in line with line construction i.e surveying, pit exca-
vations, erection, dressing and stringing
c) Scope of work to be contracted
The minimum amount of work to be subcontracted shall be 25km of HV and associated low voltage
networks
The following tasks shall not be sub-contracted and shall remain the responsibility of the main contractor;
i. Overall engineering design

ii. Project reporting and communications
iii. Materials sourcing and procurement
iv. Material and equipment safety on site before project closure
v. Pre-commissioning and commissioning. The main contractor shall first ascertain that the works
have been done satisfactorily by the sub-contractor before communicating to the client for
inspection, pre-commissioning and commissioning
vi. Stakeholder engagement
d) REA Image
At all times, REA’s values shall be upheld by the main contractor and the sub-contractor in the field.
e) Un-condition termination clauses

The under-listed conditions shall form part of the conditions for termination by of the contract and shall
be part of the sub-contract agreement
i. Extortion of money from project beneficiaries in disguise of extend service

ii. Breach of the approved methodology
iii. Breach of the approved code of conductor
iv. Implementation of works outside the provided scope by the main contractor
v. Theft and vandalism of project materials and equipment by sub-contractor
f) Sub-contractor Payments
The contractor shall be paid for works completed either per stage or activity as shown in section (Mini-
mum rates per activity).
Issuance of advance payment shall be at per the terms and conditions of the main contractor
Sub-contractor payments for works completed shall not be subject to client’s payment to main contrac-
tor
Minimum rate for Sub-contracting

Item Description Unit of Measure Quantity Unit Rate

A Systems Interface Switchgear
(The Unit Cost shall include the safe storage, appropriate installation,
termination and commissioning. The unit measure shall also include

the installation of accessories and /or auxiliary equipment required for
proper functioning)
1 33kV Load Break Switches No. 1 500,000
2 11kV Load Break Switches No. 1 500,000
33kV Bulk Metering Unit complete with a main and check bulk energy
3 No. 1 550,000
meters
11kV Bulk Metering Unit complete with a main and check bulk energy
4 No. 1 550,000
meters
5 33kV Air Break Switches No. 1 500,000
6 11kV Air Break switches No. 1 500,000
7 33kV Auto-Reclosure No. 1 500,000
8 11kV Auto-Reclosure No. 1 500,000
9 3 Phase, 33kV, Drop-out Fuse Isolators No. 1 100,000
10 3 Phase, 11kV, Drop-out Fuse Isolators No. 1 100,000
B High Voltage Overhead line Works
Route Survey, Profiling, Line designs and Templating and Pegging Struc-
11 km 1 300,000
ture Positions, Bushing clearance at this stage is not allowed
Bush Clearance during construction km 1 150,000
12 As-Built Drawings km 1 200,000
Treated Wooden pole structures
(Overall unit measure shall consist of pole offloading, positioning, pole
pit excavation, pole erection, dressing and complete assembly of a
structure. Surge arresters at appropriate structures, structure number
and danger plates, circuit labels and pole hardware accessories to be
included in the overall unit measure.)

Pole Positioning Per Pole 1 10,000

Excavation
Normal Per Pit 1 15,000
Rocky Per Pit 1 20,000
Swampy Per Pit 1 20,000
Sandy Per Pit 1 15,000
Single Member Structures
13 Intermediate Per Structure
Erection No. 1 50,000
Dressing No. 1 70,000
Total 120,000

14 Light Angle Per Structure
Erection NO. 1 50,000
Dressing NO. 1 70,000
Total 120,000

15 Straight Section Per Structure
Total 120,000

16 Angle Section Per Structure
Total 120,000

17 Line Tee-off Per Structure
Total 120,000

18 Terminal Per Structure

Total 120,000

Two Member structures
19 Support/Intermediate Per Structure
Erection N0. 1 100,000
Dressing N0. 1 140,000
Total 240,000

Total 240,000


Total 240,000

22 Equipment Structure Per Structure
Total 240,000

23 Tee-off Per Structure
Total 240,000

24 Terminal Per Structure
Total 240,000

Three Member Structures
25 Support/Intermediate Per Structure
Total 360,000

Total 360,000

Total 360,000
Stays and Galvanised steel wires Per Complete Stay
The unit cost shall include the complete installation 7/4 stay wire, stay
rods, buckles, stay insulators and all the necessary accessories for a
complete stay assembly.
28 Conventional Stay Assembly No. 1 125,000
29 Flying Stay Assembly No. 1 150,000
30 Short Stay Assembly No. 1 135,000
31 Prop (Guy) pole Stay No. 1 150,000
Conductors Stringing Per KM

The unit cost shall include the proper handling and storage and instal-
lation on assembled structures. Including stringing, sagging, connecting
jumper and installing all necessary termination hardware accessories.
32 AAAC100 km 1 900,000
33 AAAC50 km 1 800,000

34 Distribution Substations/Transformer Installation Per Transformer

(The Unit Cost shall include the safe storage, installation and commis-
sioning, including the proper termination of 70mm2 copper or 120mm2
35 No 1 1,000,000
cables for LV outgoing circuits, LV cut-out fuses, surge arresters, and
earthing requirements. The cost of the structure is excluded)

C Low Voltage Overhead line Works
36 Survey, Bush Clearance, Profiling, Line designs and Pegging (LV) km 1 200,000
37 Conductor Stringing ABC 50mm2 Per Km

(The unit cost shall include the proper handling and storage and
installation on assembled structures. Including all necessary termination
km 1 1,000,000
hardware accessories required for the low voltage network. Exclude
the cost of assembly of structures which is measured else were.)
38 As-Built Drawing km 1 150,000
LV distribution network Structures Per Structure
(Unit measure to include pole offloading, positioning, pit excavation,
erection, dressing and complete assembly of LV structures, including

installation of appropriate insulators, termination and pole hardware
accessories. A minimum span length of 50m shall be maintained.)
39 ABC T from Strain No. 1 100,000
40 ABC T from Intermediate No. 1 100,000
41 ABC Terminal Assembly No. 1 100,000
42 ABC Intermediate Assembly (0-30) No. 1 100,000
43 ABC Strain Assembly (30-60) No. 1 100,000
44 ABC Strain Assembly (60-90) No. 1 100,000
45 ABC X Intermediate- Intermediate No. 1 100,000
46 ABC X Intermediate- Strain No. 1 100,000
47 LV Stays No. 1 120,000
48 Transport Cost Per KM km 1 15,000



Rea Project Supervision PDF

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Rea Project Supervision PDF

Uploaded by

Copyright:

Available Formats

REA Project Management Manual

Rural Electrification Agency 2016 All rights reserved. ii

Revision Record vii

3. Initial Project Documentation 3

4. Engineering Design and Survey 5

5. Tests and Inspections 8

6. Considerations for Effectively Managing the

7. Site Office, Store and Yard Inspection 14

10. Pre-Commissioning and Commissioning 21

12. Defects Liability Period (DLP) 27

13. Project Closure 28

ANNEX 1: Project Implementation Cycle 29

ANNEX 2: Stakeholder Analysis and Participation Matrix 30

ANNEX 3: Risk Analysis Matrix 39

ANNEX 4: Contract Management Plan 48

ANNEX 5: Checklist for Environmental Aspects of REA Projects 50

ANNEX 6: Survey Methodology 53

ANNEX 7: Poles’ Pre-dispatch Checklist 54

ANNEX 8: FAT Checklist for Transformers 55

ANNEX 9: FAT Checklist for LV ABC Conductor 57

ANNEX 10: FAT Checklist for Transformer Wiring Al / PVC Cable 59

ANNEX 11: FAT Checklist for HV Bare Conductor 50sqmm 60

ANNEX 12: FAT Checklist for HV Bare Conductor 100 sqmm 61

Rural Electrification Agency 2016 All rights reserved. iii

ANNEX 10: FAT Checklist for Transformer Wiring Al / PVC Cable 58

ANNEX 11: FAT Checklist for HV Bare Conductor 50sqmm 59

ANNEX 12: FAT Checklist for HV Bare Conductor 100 sqmm 60

ANNEX 13: Routine Test - Composite Line Post Insulators 61

ANNEX 14: Routine Test - Pin Insulators 63

ANNEX 15: Routine Test - Dead End Strain Insulators 64

ANNEX 16: Assessment of Manufacturer’s Legal and Regulatory Compliance, Certification

ANNEX 17: Interim Payment Certificate 66

ANNEX 18: Contract Change Order Form 68

ANNEX 19: Site Inspection Checklist 69

ANNEX 20: Daily Report Template for Clerk of Works 70

ANNEX 21: Weekly Progress Report 71

ANNEX 23: Shut Down and Commissioning Letter Template (UMEME) 74

ANNEX 25: Invitation Letter for Commissioning UEDCL 76

ANNEX 26: Pre-Commissioning Report Template 77

ANNEX 27: Certificate of Practical Completion 78

ANNEX 28: Sub-Contracting Criteria 79

Rural Electrification Agency 2016 All rights reserved. iv

FAT Factory Acceptance Tests

GPS Global Positioning System

Rural Electrification Agency 2016 All rights reserved. v

For God and My Country.

Mr. Godfrey R. Turyahikayo

RURAL ELECTRIFICATION AGENCY

Rural Electrification Agency 2016 All rights reserved. vi

Version Date Description Originators Reviewed By Approved By

Rural Electrification Agency 2016 All rights reserved. vii

The manual also outlines issues on:

Rural Electrification Agency 2016 All rights reserved. 1

Table 1: Contract Management Documentation and Timelines

No. Document Timeline

1 PP Form 49 (attached in Annex 4) Upon appointment of Project Engineer

2 Performance Security Within specified days as per the contract

3 Advance Payment Guarantee Within specified days as per the contract

Rural Electrification Agency 2016 All rights reserved. 2

3. Initial Project Documentation

3.1 Approval of Technical Specifications

3.2 Project Implementation Plan

Chapter one: Introduction