Ministry of Public Works

Roads for Development Program

Specification for Routine Maintenance

by Community Maintenance Groups
2019
 Table of Contents
Section A - Specification ................................................................................................................................................................. 1
A1. Contents of this specification ........................................................................................................................................... 1
A2. Introduction to routine maintenance ........................................................................................................................... 1
A3. Technical specifications and maintenance activities ............................................................................................. 3
Table 1 – Routine maintenance technical specification and activities .............................................................. 3
A4. Handtools and safety equipment ................................................................................................................................... 4
Table 2 – Routine maintenance handtools .................................................................................................................... 4
Table 3 –Safety equipment .................................................................................................................................................. 4
A5. BoQ items that quantify routine maintenance .......................................... Error! Bookmark not defined.
Table 4 – Routine maintenance BoQ items .................................................... Error! Bookmark not defined.
A6. Inspection and payment of routine maintenance .................................... Error! Bookmark not defined.
Section B - CMG Mobilisation ....................................................................................................................................................... 5
Annex 1: Guidelines for CMG Leader Selection ..................................................................................................................... 6
Annex 2: Agenda of Community Meeting for Routine Maintenance ....................................................................... 7
Annex 3: Agreement between the Contractor and the Community ........................................................................ 8
Annex 4: Routine Maintenance Agreement between Contractor and CMG Leader .......................................... 9
Annex 4.1 Terms of Reference for Contractor and CMG Leader: instructions, reporting and financial
arrangements ......................................................................................................................................................................... 10
Annex 4.2 Form, list of tools and safety equipment to be provided to CMG by Contractor................... 11
Annex 4.3 Registration of CMG Members and agreement with CMG Leader............................................... 12
Section C - Routine Maintenance and Inspections ............................................................................................................ 15
Annex 5: Routine maintenance inspection form .......................................................................................................... 16
Annex 6: Visual guide for Routine Maintenance........................................................................................................... 18
Annex 7: Musteroll .................................................................................................................................................................... 23
 Section A - Specification

A1. Contents of this specification

This specification covers the following aspects of the routine maintenance of rural roads by
Community Maintenance Groups:
 Technical specifications that describe the standard that must be achieved
 Activities that should be carried out to meet the specifications
 Handtools that are required to carry out the activities
 Safety equipment that maintenance workers should use
 BoQ items that quantify the required routine maintenance work
 Inspection of routine maintenance
 Payment of routine maintenance

A2. Introduction to routine maintenance

Routine maintenance can be included in a contract in order to maintain a road after completion
of the rehabilitation work and before the end of the contract period or as the main element of a
maintenance contract, typically lasting one year.

The objective of routine maintenance is to keep the road in good condition so that it can
function as designed and constructed. Good condition is defined as:
 The road surface is free of obstructions such as landslides and loose debris, and defects
such as small potholes so that vehicles can travel safely and comfortably
 The drainage system is free of obstructions so that rain and run-off water are removed
and do not damage the road
 Vegetation alongside the road is short so that people can walk safely and drivers have
good visibility around corners
 The side slopes are not eroded and continue to support the road
 Bio-engineering measures are not damaged and continue to protect the road

All routine maintenance activities can be carried out by unskilled labourers with handtools.
One member of the group should also inspect the road, plan the required maintenance work,
address emergencies that arise and supervise the remaining group members, and in return may
be paid as a semi-skilled labourer.

Machinery and additional materials are not required. Defects such as broken cement masonry,
large landslides and large potholes, which need skilled workers, machinery and materials
cannot be addressed by routine maintenance and should be repaired using other items in the
BoQ.

Routine maintenance work is paid according to the condition of the road when inspected. If the
road is in poor condition, a proportion of the routine maintenance rate will be paid.

Routine Maintenance by Community Maintenance Groups Page 1 of 25

 Organising and Mobilising
•This is done with advice
Contractor divides the road into sections, generally every 4-6km, from the R4D Community
taking note of Suco and/or Aldeia boundaries Development Officer
Contractor estimates worker days per month for each section

For each section of road follow the procedures below

Request Suko and Aldeia Chiefs to recommend candidates for the •Guidelines for CMG Leader
position of CMG Leader Selection (Annex 1)

Contractor interviews above recommended candidates and

selects a CMG Leader

Community Mobilisation Meeting •Agenda of Community

Suko Chief, Contractor, CMG Leader, NDRBFC Engineer, R4D Regional Meeting (Annex 2)
Engineer, R4D Community Development Officer •Community Agreement
Signing of Community Agreement and Routine Maintenance Agreement (Annex 3)
(including decision on how many members to be in the CMG, which must be •Routine Maintenance
sufficient to cover the estimated number of worker days) Agreement (Annex 4)

CMG Leader selects CMG Members

Workers to be full-time and/or part-time, the CMG Leader will also
carry out routine maintenance works.
•ToR for CMG (Annex 4.1)
•Tools and safety equipment
First CMG Meeting (Annex 4.2)
The contractor: •Registration of CMG
* Provides handtools and safety equipment members (Annex 4.3)
* Trains CMG members on routine maintenance •CMG training manual
* Trains CMG members on health and safety (Annex 4.4)
* Trains CMG members on inspection and payment •Routine Maintenance
Inspection form (Annex 5)
MK* Trains CMG Leader separately on inspections, payment and
•Maintenance Visual Guide
record keeping (Annex 6)
•Musteroll (Annex 7)

Routine maintenance and monthly inspections

CMG Leader plans and allocates tasks in advance - it is important

for a CMG Member to be on the CMG's section nearly every day

CMG Leader carries out daily inspection of entire section,

including use of tools and safety equipment where necessary
•Routine Maintenance
DRBFC carries out inspection with Contractor and CMG Leader Inspection Form (Annex 5)

DRBFC carry out monthly social safeguards inspection

Payment from R4D to Contractor

Payment from Contractor to CMG within 10 days

Repeat progress every month
* Consistent
Routine failure to by
Maintenance pass inspections
Community may result in
Maintenance contract
Groups Page 2 of 25
cancellation or reconstitution of the CMG
 A3. Technical specifications and maintenance activities
The road should meet the technical specification in the second column of Table 1. The activities
that should be carried out to meet the specifications are given in the third column of Table 1.

Table 1 – Routine maintenance technical specification and activities

(Annex 6 provides a visual guide on specifications and activities)

Criteria Technical specification Activity to meet the specification Notes

Speed of All defects must be
response corrected within 1 day of
identification or
instruction
Carriageway The carriageway and
shoulder surface must be
free of loose debris, such
as soil, stones and sticks *
Small defects in gravel
surfaces must be repaired
using gravel stockpiled
along the road
Side drains Side drains must be free
of all obstruction *
Broken scour checks
must be repaired
Culverts, Culvert inlets, barrels and
etc. outlets must be free of all
obstruction *
Vegetation All vegetation within 1.5
metres of the edge of the
shoulder or within 1
metre of the outside of
the side drain or on the
inside of tight bends must
be lower than 10 cm *
Landslides Small landslides on the
carriageway or shoulders
must be removed *
Erosion Small erosion damage on
the side slopes of the road
must be repaired
Remove all loose materials from the
surface of the carriageway and
shoulders and dispose of away from
the road
Remove loose material from the The repair of potholes
defect, soak with water, collect wider than 50 cm or
gravel from stockpiles along the deeper than 10 cm, and
road, place in 5 cm layers in the similar defects, will be
defects to the original shape and instructed using other
level, compact fully items in the BoQ
Remove all soil, stones, vegetation,
etc. from the side drains and dispose
of away from the road
Remove broken materials, collect
bamboo and stones and repair the
scour checks
Remove all soil, stones, vegetation, Other water crossing
etc. from the inlet, barrel and outlet structures such as drifts
of the culvert and dispose of away must also be free of all
from the road obstruction
Cut all vegetation from alongside the
road, including overhanging
branches, and dispose of away from
the road. Vegetation should be cut to
a height of 3-10 cm. The roots of the
vegetation should not be removed.
Remove all fallen material from the The removal of
carriageway, the shoulder and the landslides with a single
drains so that material does not volume greater than 1
continue to fall, and dispose of away m3, or with a combined
from the road volume in the length of
road greater than 5 m3
will be instructed using
other items in the BoQ
Remove loose material from the The repair of erosion
erosion damage, collect soil from a damage with a volume
nearby site where it will not cause greater than 0.25 m3

Routine Maintenance by Community Maintenance Groups Page 3 of 25

 erosion, place in 5 cm layers in the will be instructed using
erosion damage to the original shape other items in the BoQ
and level, compact fully
Bio- Bio-engineering Repair erosion damage within the
engineering measures must be free of area of bio-engineering, ensure that
damage, plants must be all plants are watered and repair
watered and damaged damaged fences
fences must be repaired
* All cleared materials must be disposed of in a safe place away from the road

A4. Handtools and safety equipment

The handtools required to carry out the activities and meet the specifications are given in Table
2.

Table 2 – Routine maintenance handtools

Handtool
Wheelbarrow
Bush knife
Grass slasher
Shovel
Crow bar
Pick-axe
Hoe
Rake
Handrammer
Cones or signboard

Items of safety equipment found in the BoQ are listed below in Table 3. The Engineer will select
relevant items from the list for routine maintenance contracts.

Table 3 –Safety equipment

Safety equipment
Hard hat
Goggles *
Masks
Gloves
Reflective jacket
Overalls *
Boots
Raincoat
First Aid kit
* These are unlikely to be required by routine maintenance workers

Routine Maintenance by Community Maintenance Groups Page 4 of 25

 Routine Maintenance Specification

Section B - CMG Mobilisation

Routine Maintenance by Community Maintenance Groups Page 5 of 25

 Annex 1: Guidelines for CMG Leader Selection
The Contractor is ultimately responsible for selecting the CMG Leader. The Suco and Aldeia
Chiefs should assist in recommending individuals within their communities. However the final
decision is with the Contractor. The following criteria and steps for selecting a CMG should be
followed:

A CMG Leader should possess the following characteristics:

1. Some construction experience, preferably on roads
2. Is able to work full-time in fulfilling their responsibilities as CMG Leader
3. Is willing to both supervise the CMG Members and carry-out routine maintenance
4. Lives permanently within the community
5. Is a respected member of the community
6. Is literate

The process for selecting a CMG Leader shall be as follows:

1. Contractor requests Suco Chief and Aldeia Chiefs to recommend a number of candidates
from the local community who possess the above characteristics
2. Suco and Aldiea Chiefs need to communicate carefully with these candidates to ensure
they understand it’s an opportunity to interview only; with no guarantees for
employment
3. Contractor interviews these candidates and selects one. It is recommended to carry-out
the interviews in a location away from the Suco Center to reduce intervention by Suco
Chief in the interviewing process
4. Contractor selects a CMG Leader and informs the Suco Chief, Aldeia Chiefs and R4D
Community Development Officer

Routine Maintenance by Community Maintenance Groups Page 6 of 25

Annex 2: Agenda of Community Meeting for Routine Maintenance
Attendees:
 Suko Chief
 Contractor
 CMG Leader
 DRBFC Engineer
 R4D Engineer
 R4D Community Development Officer

1. Welcome, introduction and objective of the meeting (by Suco Chief)

2. Planned Road Work Activities (by Contractor)

3. How R4D works: Labour-based methods (by RE)

4. Reiteration of Local Development Statement (by Contractor)

5. System of recruitment of local workers (Contractor, Suco Chief and CDO)

a. Contractor to explain worker days and discuss number of CMG members
required with the CMG Leader

6. Method of payment to workers (CDO and Contractor)

7. Presentation of Social Safeguards (by CDO)

8. Grievance procedures (by CDO)

9. Preparation and signing of Community Agreement (by Contractor and Suco Chief,
supported by CDO)

10. Preparation and signing of Routine Maintenance Agreement between Contractor and
CMG Leader

11. Questions and Answers

Routine Maintenance by Community Maintenance Groups Page 7 of 25

 Annex 3: Agreement between the Contractor and the Community
This Agreement outlines the arrangements between:

1. The Contractor: 2. The Community/Communities

_________________________ ____________________
Represented by its Director. Hereafter called Represented by its Suco Chief and by Aldeia
the “CONTRACTOR”. Chiefs. Hereafter called the “COMMUNITY”

This Agreement will become effective only after the CONTRACTOR

has been awarded the Contract.

The Following has been agreed:

1. The Contractor will recruit the unskilled labour from the Community.
2. The Contractor estimates that he/she will need from the community the following number of workers during
the period of work: ____________
3. The Community agrees to provide to the Contractor the following number of full time workers:
Men: ____________ Women: __________ Total: ____________
4. The Contractor can recruit workers from other Sucos whenever the Community cannot provide the required
number of unskilled workers.
5. Where available, the Contractor will primarily buy materials from the community.
6. The Contractor can bring materials from outside of the Community if the Community cannot provide the
required materials, or if the materials offered by the Community are of unacceptable quality or price.
7. In addition the Community and Contractor agree the following:
___________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________

SEEN and AGREED BY:

For the CONTRACTOR: Signature: ________________________
Name: ____________________________
Position: Director
Date: _____________________________

For the COMMUNITY Signature: ________________________

Name: ____________________________
Position: Chief Suco
Date: _____________________________

Signature: ___________________________ Signature: _________________________

Name: _______________________________ Name: _____________________________
Position: Aldeia Chief Position: Aldeia Chief
Date: _______________________________ Date: _______________________________

Signature: ____________________________ Signature: _________________________

Name: ________________________________ Name: _____________________________
Position: Aldeia Chief Position: Aldeia Chief
Date: ________________________________ Date: _______________________________

Routine Maintenance by Community Maintenance Groups Page 8 of 25

Annex 4: Routine Maintenance Agreement between Contractor and CMG
Leader
Contractor: __________________________ and CMG Leader: ____________________________

District: Contract/ITB no.

Sub-District: Road link:
Suko: Section from: _______________________________ to:
Dates from: _____________ to: ______________ ________________________________________
Total Km: ___________

Purpose
The purpose of the activity is to delegate routine maintenance activities of one road section to the Community
Maintenance Group (CMG) in connection with the above data, according to the following terms and conditions:

Total duration of the agreement: From: _____________ to: _______________

Guaranteed minimum fee payment for the CMG Leader per month: _______________
Minimum worker days guaranteed per month, dry season: US$___________ / month for _________ months
Minimum worker days guaranteed per month, wet season: US$____________/ month for _________ months
The payments for the routine maintenance will be disbursed within 10 days of the contractor’s payment from
Ministry of Public Works. Payment will be based on routine inspections but not exceeding the contract sum
mentioned above.
The Contractor and the CMG Leader shall inspect the works together and sign on the Monthly Site Inspection
Report (Annex 5). This agreement will also be verified by a representative from National Directorate for Roads,
Bridges and Flood Control.

The attached Terms of Reference in Annex 4.1 forms an integral part of this Agreement. Documents have
also been included for: Tools and safety equipment (Annex 4.2), Employment Contract between CMG
Leader and CMG Member (Annex 4.3), Routine Maintenance Inspection Form (Annex 5), Maintenance
Visual Guide (Annex 6) and Musteroll (Annex 7).

for the Contractor: Community Maintenance Group

Leader:
…………………………………………………...…
[Signature] ………………………………………………………
[Signature]
………………………………………………………
[Name of Contractor] ………………………………………………………
[Name of CMG Leader]
………………………………………………………
[Place and Date] ………………………………………………………
[Place and Date]

Witnessed by Suko Chief: Witnessed by DRBFC

……………………………………………………… ………………………………………………………
[Signature] [Signature]

……………………………………………………… ………………………………………………………
[Name of Suko Chief] [Name]

……………………………………………………… ………………………………………………………
[Place and Date] [Place and Date]

Routine Maintenance by Community Maintenance Groups Page 9 of 25

Annex 4.1 Terms of Reference for Contractor and CMG Leader: instructions,
reporting and financial arrangements
1. The contractor will
1.1. Provide basic training to CMG members on labour-based routine maintenance and safe work
practices
1.2. Provide a copy of the ‘Visual Guide for Routine Maintenance’ (Annex 6)
1.3. Provide a copy of the ‘Basic Health and Safety Guidelines’
1.4. Carry out monthly inspections together with the CMG Leader and make payments according to
days worked and the results of monthly inspections
1.5. Provide sufficient hand tools and materials to the CMG, and replace any tools that are damaged
through their normal use
1.6. Provide technical support on routine maintenance to the CMG
1.7. If the CMG repeatedly fails monthly inspections, the Contractor may request permission from the
R4D to reconstitute the CMG.

2. The CMG Leader will:

2.1. Take responsibility for the routine maintenance of the road section
2.2. Carry out monthly inspections together with the Contractor and accept payment based on
inspections
2.3. Carry out inspections of the whole road section every day
2.4. Undertake immediate works to repair damages to shoulders or the pavement caused by water
erosion, and immediately report any major damages to the Contractor
2.5. Provide further training and on-the-job mentoring of CMG members on labour-based routine
maintenance and safe work practices
2.6. Engage a sufficient number of workers to ensure all necessary tasks are carried out monthly
2.7. The CMG Leader shall recruit members of the CMG and shall enter into an employment contract
with each member
2.8. Allocate tasks to the CMG members on a daily basis and keep daily attendance records
(musterroll)
2.9. Pay the CMG members according to days worked and the results of monthly inspections
2.10. The CMG Leader shall engage a minimum of 30% women
2.11. Not allow individuals under the age of 18 to work
2.12. The CMG must be able to plan the work to suit other commitments that members may have
without affecting the quality of the works
2.13. Monitor the use of tools and materials and report immediately any loss or damage to the
contractor.

3. Directorate for Roads, Bridges and Flood Control

3.1. If monthly inspections indicate that the CMG is not producing work to the required standard, and if
warnings are not effective, the DRBFC shall deduct a percentage or withhold the payment from the
contractor
3.2. The relevant section of work will be re-inspected the following month and if the standard of works
is satisfactory, full payment will be resumed (but not back payment). If the standard of work
remains unsatisfactory then the contract may be terminated
3.3. In the instance that the Contractor requests reconstitution of the CMG, DRBFC will make a decision
based on two options:
3.3.1. Deny the request and provide additional support (re-training the CMG, meeting with Suko
Chief)
3.3.2. Approve the request and support the Contractor to mobilise a new CMG.
Routine Maintenance by Community Maintenance Groups Page 10 of 25
Annex 4.2 Form, list of tools and safety equipment to be provided to CMG by
Contractor

Hand tools provided to CMG

District: Suco:
Contract no. Road Name:
Contractor: Road Section:
No. Hand tools Unit Quantity Condition of tools
(new/used)
1. Wheelbarrow Pcs
2. Bush knife Pcs
3. Grass Slasher Pcs
4. Shovel Pcs
5. Crow bar Pcs
6. Pick-axe Pcs
7. Hoe Pcs
8. Rake Pcs
9. Handrammer Pcs
10. Cone or signboard Pcs
Safety Equipment
11. Hard Hat Pcs
12. Goggles Pcs
13. Masks Pcs
14. Gloves Pcs
15. Reflective Jacket Pcs
16. Overalls Pcs
17. Boots Pcs
18. Raincoat Pcs
19. First Aid kit Pcs
The above tools are provided to the CMG by the contractor. The CMG leader will be responsible for
the distribution of tools to the CMG members. Each member is responsible for maintaining and
repairing the tools during the agreement period. Any loss of the tools is the responsibility of the
CMG and will be reported to the contractor immediately.
Date: Date:
Name: Name:
Signature: Signature:
(Received by the CMG leader) (Provided by the contractor)
* Tools to be delivered to Suco Chief at completion of contract.
Routine Maintenance by Community Maintenance Groups Page 11 of 25
 Annex 4.3 Registration of CMG Members and agreement with CMG Leader
Municipality: Suco:
Contract no. Road Name:
Contractor: Road Section:

1. For each registered CMG member below, the CMG Leader agrees to
1.1. Issue the CMG Member tools and materials in sufficient numbers and quality necessary to complete the works
1.2. Provide technical training on how to carry out necessary tasks for routine maintenance
1.3. Provide safety training and ongoing safety guidance to the CMG member
1.4. Organise daily work tasks
1.5. Accurately fill-in a daily musterroll
1.6. The CMG Leader will pay the maintenance members for tasks completed to satisfaction, verified in the
Monthly Inspection Report. The musterroll will form the basis for payment and workers are paid USD 4.50
for each completed day (which can be accumulative of hours worked).

2. In registering CMG membership below, each CMG Member agrees to:

2.1. Participate in the routine maintenance activities as a member of a team of workers
2.2. Participate in training for routine road maintenance work
2.3. Follow instructions and daily work tasks to the standards described in the Technical Specifications, as
instructed during the training
2.4. Follow the safety guidance for routine road maintenance work as instructed in the training
2.5. Be solely responsible for maintenance and care of tools and shall forward tools at the end of the works to the
Suko Chief, or otherwise report them lost or broken.

If a CMG Member repeatedly refuses to comply with the guidance of the CMG Leader, then the CMG Leader may
bring this to the attention of the Contractor and NDRBFC and may request to change a group member(s).

No. Name Phone Date of Sex Signature and

Birth date

CMG Leader: Witnessed by NDRBFC:

…………………………………………………...………………… ………………………………………………………………………..
[Signature and date] [Signature and date]

…………………………………………………………………… ………………………………………………………………………
… …
[Name] [Name]

Routine Maintenance by Community Maintenance Groups Page 12 of 25

Annex 4.4 CMG Training Agenda

Below is the agenda for training CMG Members and CMG Leaders. The contractor is responsible for facilitating each session with support from
MPWTC Community Development Officers and R4D Field Engineering Assistants.

MAINTENANCE TRAINING FOR CMG (Community Maintenance Groups) LEADER AND MEMBERS

Day 3: For CMG Leader and Contractor

Time/day Day 1 Day 2
Supervisor

Routine Maintenance Practical

Choose sites along the CMG’s section and Agreement between Contractor and CMG
8:30-9:15 Opening and Introduction Leader
practice each routine maintenance activity
until all members are doing them correctly. Explain and discuss agreement.

Road Deterioration and Importance of

Maintenance Planning, Inspections and Muster roll
9:15-10:00 Routine Maintenance Practical (continued) Practice filling in a monthly plan, monthly
How does the road deteriorate? Why do we
undertake maintenance and care for the inspection form and muster rolls.
road?
Morning tea

Tool Usage
10:30-11:15 Distribute tools and demonstrate proper
usage. Practice proper tool usage.
Monthly Inspection Practical
CMG Members’ and CMG Leader’s Routine Maintenance Practical (continued) Go along the road and practice filling in
responsibilities monthly inspection form.
11:15-12:00 Explain responsibilities of the group and of
each member. Fill-in and sign ‘Registration of
CMG member and agreement with CMG
Leader’.
Lunch break

13:30-14:15 Summary and Closing

CMG Members’ and CMG Leader’s

Routine Maintenance by Community Maintenance Groups Page 13 of 25

 Responsibilities (continued) Do basic question and answer with CMG
Leader to ensure comprehension of
agreement, monthly planning, muster roll
and monthly inspection.
Inspection, Payment and Monthly Plans
Explain and practice filling in muster roll,
14:15-15:00 expected hours and level of payment, and
method of payment. Explain poor
performance of members may result in
payment deductions.
Tea break

Summary and Assessment

Routine Maintenance Theory
Summarise types of maintenance, inspection
15:30-16-30 Explain the different tasks of maintenance.
and method of payment. Do a basic question
Explain task rates per meter for easy
and answer to test CMG members’
comprehension.
understanding.

Routine Maintenance by Community Maintenance Groups Page 14 of 25

 Routine Maintenance Specification

Section C - Routine Maintenance and

Inspections

Routine Maintenance by Community Maintenance Groups Page 15 of 25

 Annex 5: Routine maintenance inspection form Month: _______ Year: _______

Contract Date Good  

Contractor Inspector Not present ---
Road Section/Chainage Bad 

Culverts, Bio-
Carriageway Side drains etc. Vegetation Landslides Erosion engineering
Gravel Scour Water,
Clear repair Clear checks Clear Cut Remove Repair repair Notes
0-1 0-100
100-200
200-300
300-400
400-500
500-600
600-700
700-800
800-900
900-1000
1-2 0-100
100-200
200-300
300-400
400-500
500-600
600-700
700-800
800-900
900-1000
2-3 0-100
100-200
Routine Maintenance by Community Maintenance Groups Page 16 of 25
 200-300
300-400
400-500
500-600
600-700
700-800
800-900
900-1000
3-4 0-100
100-200
200-300
300-400
400-500
500-600
600-700
700-800
800-900
900-1000
4-5 0-100
100-200
200-300
300-400
400-500
500-600
600-700
700-800
800-900
900-1000
Total : ___ Total : ____

MPW:_____________ Contractor:____________ R4D:_________________ CMG Leader: ________________

Routine Maintenance by Community Maintenance Groups Page 17 of 25

Annex 6: Visual guide for Routine Maintenance
Routine maintenance includes 9 different activities. They are shown on these sheets.

1. Clear carriageway and shoulder surface – so that vehicles can travel safely

Specification: The carriageway and shoulder surface must be free of loose debris, such as soil, stones and sticks

Activity: Remove all loose materials from the surface of the carriageway and shoulders and dispose of away
from the road

Poor Good

2. Repair gravel defects – so that vehicles can travel comfortably and gravel deterioration is reduced

Specification: Small defects in gravel surfaces must be repaired using gravel stockpiled along the road

Activity: Remove loose material from the defect, soak with water, collect gravel from stockpiles along the road,
place in 5 cm layers in the defects to the original shape and level, compact fully

The repair of potholes wider than 50 cm or deeper than 10 cm, and similar defects, will be instructed using
other items in the BoQ

Poor Good

Routine Maintenance by Community Maintenance Groups Page 18 of 25

3. Clear side drains – so that water is removed properly and does not damage the road

Specification: Side drains must be free of all obstruction

Activity: Remove all soil, stones, vegetation, etc. from the side drains and dispose of away from the road

Poor Good

4. Repair scour checks – so that they reduce the speed of the flowing water and erosion is reduced

Specification: Broken scour checks must be repaired

Activity: Remove broken materials, collect bamboo and stones and repair the scour checks

Poor Good

Routine Maintenance by Community Maintenance Groups Page 19 of 25

5. Clear culverts and other water crossing structures – so that water is removed properly and does not
damage the road

Specification: Culvert inlets, barrels and outlets must be free of all obstruction

Activity: Remove all soil, stones, vegetation, etc. from the inlet, barrel and outlet of the culvert and dispose of
away from the road

Other water crossing structures such as drifts must also be free of all obstruction

Poor Good

6. Cut vegetation – so that people can walk safely and drivers have good visibility round corners

Specification: All vegetation within 1.5 metres of the edge of the shoulder or within 1 metre of the outside of the
side drain or on the inside of tight bends must be lower than 10 cm

Activity: Cut all vegetation from alongside the road, including overhanging branches, and dispose of away from
the road. Vegetation should be cut to a height of 3-10 cm. The roots of the vegetation should not be removed.

Poor Good

Routine Maintenance by Community Maintenance Groups Page 20 of 25

7. Remove landslides – so that side drains and carriageways are not blocked

Specification: Small landslides on the carriageway or shoulders must be removed

Activity: Remove all fallen material from the carriageway, the shoulder and the drains so that material does not
continue to fall and dispose of away from the road

The removal of landslides with a single volume greater than 1 m3, or with a combined volume in the length of
road greater than 5 m3 will be instructed using other items in the BoQ

Poor Good

8. Repair erosion – so that side slopes will continue to support the road

Specification: Small erosion damage on the side slopes of the road must be repaired

Activity: Remove loose material from the erosion damage, collect soil from a nearby site where it will not cause
erosion, place in 5 cm layers in the erosion damage to the original shape and level, compact fully

The repair of erosion damage with a volume greater than 0.25 m3 will be instructed using other items in the
BoQ

Poor Good

Routine Maintenance by Community Maintenance Groups Page 21 of 25

9. Protect bio-engineering – so that the measures are not damaged and continue to support the road

Specification: Bio-engineering measures must be free of damage, plants must be watered and damaged fences
must be repaired

Activity: Repair erosion damage within the area of bio-engineering, ensure that all plants are watered and
repair damaged fences

Poor Good

Routine Maintenance by Community Maintenance Groups Page 22 of 25

Annex 7: Musteroll