PROPOSED PLANTING AND MAINTENANCE

SERVICES OF MELIA VOLKENSI SEEDLINGS FOR A PERIOD OF

24 (TWENTY-FOUR) MONTHS AT KINDARUMA, KENYATTA CAMP AREA

Company Details:

Hospac Medical Solution Ltd

P.O Box 51239-00100

Nairobi, Nairobi Area, Kenya

Email: info@hospacmed.com

Phone No: +254 712695288/ +254 729801373

13TH Feb, 2023.

Table of Contents
1. Scope .................................................................................................................................. 2

2. Purpose ............................................................................................................................... 2

3. Quality control .................................................................................................................... 2

4. Picking, Storage, Handling and Transporting .................................................................... 3

5. Responsibilities / Supervision ............................................................................................ 3

6. Tools & Equipment ............................................................................................................ 4

7. Project Description and Activities ...................................................................................... 4

8. Work Sequence and Methodology ..................................................................................... 5

9. Health and Safety.............................................................................................................. 10

11. Commissioning and Handing Over .................................................................................. 11

List of Figures
Figure 1: Diagrammatic spacing of Melia plantation at (a) 5m by 5m and (b) 10m by 5m ...... 6

Figure 2 Melia with a diameter of about 4m.............................................................................. 6

Figure 3 Melia a diameter of at least 9m ................................................................................... 6

Figure 4 The pitting process: (a) Digging up the pit and (b) refilling the pit ............................ 7

Figure 5 Demonstration of the preparation of the planting holes .............................................. 8

Figure 6 After firming soil by hand, squeeze it more by foot.................................................... 8

Figure 7 Water micro-catchment with the tree behind the pit ................................................... 9

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1.0 Scope
This procedure covers planting and maintenance services of Melia Volkensi seedlings for a
period of 24 (twenty-four) months at Kindaruma, Kenyatta camp area

2.0 Purpose
Purpose of this procedure is to define the method of planting and maintenance services of
Melia Volkensi seedlings.

3.0 Quality control

Quality control for planting and maintenance services of Melia volkensii seedlings is
essential to ensure that the work is performed according to the desired standards and
specifications. To ensure quality control, the following steps should be taken:

a) Develop a Detailed Plan

A comprehensive plan, based on the Guidelines to Growing Melia volkensii in the Dryland
Areas of Kenya, should be developed to outline the steps involved in planting and
maintaining the Melia volkensii seedlings.
b) Assign Roles and Responsibilities

The project team, should be aware of their roles and responsibilities in ensuring the quality of
the work. The team should be responsible for overseeing the quality control process and
ensuring that all work is performed to the required standards.

c) Conduct Regular Inspections

Regular inspections should be conducted at the site to check the quality of the work and
ensure that it meets the standards outlined in the plan.

d) Record-Keeping

Detailed records of the work performed at the site, including any observations and findings
from the inspections, should be kept for future reference.

e) Review and Update the Plan

Regular reviews of the plan should be conducted to identify any areas for improvement and
to update the plan as necessary

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4.0 Picking, Storage, Handling and Transporting
The picking, storage, and handling of Melia volkensii seedlings is critical to ensuring their
survival and growth once they are planted. The following steps should be taken to ensure
proper picking, storage, and handling of Melia volkensii seedlings:

a) Picking
When picking Melia volkensii seedlings, it is important to choose healthy, vigorous seedlings
with a well-developed root system. Care should be taken to minimize damage to the roots and
stems during the picking process.

b) Storage
Melia volkensii seedlings should be stored in a cool, shaded place to minimize stress and
maintain their health. They should be kept well-watered, but not waterlogged, and their roots
should be covered with moist soil or peat moss to maintain their moisture levels.

c) Handling
When handling Melia volkensii seedlings, care should be taken to minimize damage to the
roots and stems. Seedlings should be lifted by the root ball, rather than by the stems, and
should be handled gently to avoid damaging the roots.

d) Transportation
During transportation, Melia volkensii seedlings should be protected from direct sunlight,
wind, and extreme temperature fluctuations. They should be kept well-watered and their roots
should be covered with moist soil or peat moss to maintain their moisture levels.

5.0 Responsibilities / Supervision

The team responsible for carrying out the planting and maintenance services of Melia
volkensii seedlings for a period of 24 months should have the following duties and
responsibilities:

Project Manager
- Oversee the entire project and ensure that it is completed on time, within budget, and to
the required standards.
- Communicate with stakeholders and keep them informed of the project's progress.
- Ensure that the team has the necessary resources and equipment to carry out the work.
- Ensure that all health and safety regulations are followed.

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Site Foreman
- Oversee the day-to-day operations of the site.
- Ensure that the team has the necessary resources and equipment to carry out the work.
- Supervise the work of the team and ensure that all work is performed safely and to the
required standards.

Planting and Maintenance Team

- Plant and maintain the Melia volkensii seedlings according to the project plan.
- Ensure that all work is performed safely and to the required standards.
- Follow all health and safety regulations.

6.0 Tools & Equipment

The following tools and equipment may be used in the planting and maintenance services of
Melia volkensii seedlings:

- Shovels: Used to dig holes for planting seedlings and to amend soil around seedlings.
- Pruning shears: Used to prune and shape the seedlings to promote healthy growth.
- Watering cans or hoses: Used to provide adequate watering for seedlings.
- Mulch: Used to conserve moisture in the soil and suppress weeds.
- Fertilizer spreader: Used to apply fertilizer to the soil around seedlings.
- Stakes and ties: Used to support seedlings during the early stages of growth.
- Protective gear (such as gloves and safety glasses): Used to protect the team from injury.
- Measuring tapes or rulers: Used to measure seedling height and growth.

7.0 Project Description and Activities

The planting and maintenance services of Melia volkensii seedlings is a crucial project that
involves the cultivation and care of the seedlings over a period of 24 months. The objective
of this project is to ensure the survival and growth of the seedlings, which will eventually
lead to the establishment of a healthy and sustainable forest.

The project will begin with the preparation of the site, preparation of the soil, and the
placement of the seedlings. The Melia volkensii seedlings will then be planted and properly
cared for over the course of the 24-month period. This will include regular watering,
fertilization, and pruning as needed.

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During this time, the project team will conduct regular inspections to monitor the growth and
health of the seedlings and take corrective action if necessary. The team will also keep
detailed records of the work performed and the progress of the seedlings.

By following best practices and guidelines, the project team will ensure that the planting and
maintenance services of Melia volkensii seedlings are performed to the desired standards and
specifications, resulting in the establishment of a healthy and sustainable forest. (Reference:
Guidelines to Growing Melia volkensii in the Dryland Areas of Kenya)

8.0 Work Sequence and Methodology

Preparation of planting site
Many sites are often characterized by a hardpan layer that can hinder the survival and growth
of the seedlings. To mitigate this limitation, the site should be deep-ripped to break the
hardpan and improve water infiltration. This process also helps to complete the weeding of
the site and reduce early root growth resistance. The uprooted shrubs and bushes can be used
as a protective fence for the young seedlings.

Methods of site preparation

Site preparation involves either patch (spot hoeing), strip or complete cultivation. Strip
cultivation is done to conserve natural vegetation on sloping ground, clearing 1-3m wide
strips along the contours spaced 10 to 30m apart. Site preparation can be manual using
machetes to clear bushes and shrubs, and hoes to dig out stumps, or mechanical using oxen
ploughs, tractors, or earth-moving equipment like bulldozers or excavators. Mechanical
preparation is more efficient, but requires a large capital investment and is more suitable for
large-scale planting programs.

Spacing
Tentatively, Melia volkensii should be planted at a spacing of 5m by 5m thus giving a stock
density of 400 trees per hectare. However, at this density canopy closes at around 6-7 years
necessitating thinning operation to commence.

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Figure 1: Diagrammatic spacing of Melia plantation at (a) 5m by 5m and (b) 10m by 5m
If farmers are interested in intercropping with legumes or short period crops like green gram
or cow peas, a spacing of 10m between rows and 5m between trees can be used, resulting in
200 trees per hectare. The intercropping is beneficial for the trees as it provides weed control
until harvest. Spacing can also be influenced by lopping off branches for dry season fodder
for livestock, which can cause trees to grow a narrow, columnar shape, making it more
conducive to smaller spacings and more trees per hectare, with a density of 200 trees per
hectare not affecting the formation of a DBH of 40-45cm at maturity.

Figure 2 Melia with a diameter of about 4m

Figure 3 Melia a diameter of at least 9m

Note*
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Fig 2: Melia tree where branches have been regularly lopped off. It provides dry season
fodder to livestock, resulting in a narrow canopy with more columnar shape, with a diameter
of about 4m, hence requiring a growing spacing of about 13m2.

Fig 3. Melia tree with free growing canopy. It reaches a diameter of at least 9m, hence
requiring a growing space of about 64m2.

Planting
The process of planting starts with staking out the prepared site at the selected spacing and
digging out the holes. The purpose of digging the planting hole is to make the soil softer so
that the roots of Melia can easily penetrate into the soil and the loose soil can hold and retain
more moisture. These planting holes should be prepared during the dry season and be at least
45cm by45cm by 45cm in size. Larger pits are however advantageous during the initial stages
of tree growth as they collect and store more rain water and make it available to the growing
seedling for a longer period. During the digging of the pit, the top soil should be put on one
side, and the subsoil on the opposite side (Figure 4a).

After attaining the required depth of the pit, the top soil should be used to refill it first and top
it up with the subsoil (Figure 4b) to the ground level. If manure is available, this should be
mixed with subsoil and used to refill the pit. This enhances the amount of plant nutrients
available to the seedling directly to the roots. Once the hole has been refilled, the stake should
be returned at the center of the pit.

Figure 4 The pitting process: (a) Digging up the pit and (b) refilling the pit

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 Figure 5 Demonstration of the preparation of the planting holes
Transplanting of the seedlings in the field should be as early in the rains as possible, but not
before adequate moisture build-up has taken place (this is determined by squeezing the soil
into clumps without disintegrating one day after a rain incidence). Early planting ensures the
seedlings experience a prolonged wet season for proper establishment and initial growth.

During planting, the seedling container is removed at the pit by slitting one side from the top
to the bottom. The root plug (the mass of roots and the soil) should not be broken during the
removal of the container. However, once the seedling is placed in the pit, the root plug should
be gently squeezed to loosen the soil and to ensure water moves freely into the root plug of
the planted seedling.

Root collar of the seedling should be maintained at the ground level while the roots are
maintained in a downward position without bending them. The top soil is returned into the
small pit and squeezed firmly by hand initially and then by foot while holding the seedling in
an upright position. The firm contact of the soil particles and the root hairs enhances the
uptake of nutrients and moisture from the soil.

Figure 6 After firming soil by hand, squeeze it more by foot

In the dry areas, water is the major limiting factor. It may therefore be necessary to construct
water harvesting structures to enhance survival and rapid early growth following cessation of
the rains. Due to the sensitivity of Melia seedlings to even temporary water logging

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conditions, seedlings can only be planted on the downward side of the structure,
approximately 15 to 20cm outside the barrier

Figure 7 Water micro-catchment with the tree behind the pit

Melia seedlings should not be planted inside the water harvesting structures, including in
those areas receiving very limited amount of rainfall. On sloping ground, farmers are
encouraged to make soil conservation structures (“fanya-chini” terraces) along the contours
spaced appropriately. If possible, the soil to fill the pit can be mixed with manure (fertilizer),
ashes (lots of Potassium for drought resistance) or charcoal dust (fixing humidity), in a ratio
of soil: manure: ashes: charcoal dust of 6:2:1:1.

Tending
Melia is sensitive to both vegetative competition and water logging conditions, especially
during the early stages of its development. It is therefore recommended that the planted
seedlings be cleanly weeded, as this encourages fast growth. However, the weeding
requirements vary based on the site conditions, age of the trees, and existing weed species in
a given area. If the spacing between the planted seedlings is large enough, the annual
weeding requirement will be high as there will be sufficient light to penetrate and facilitate
the rapid growth of weeds.

In areas where intercropping is practiced, trees are weeded alongside food crops. In other
systems where intercropping is not practiced, seedlings should be cleanly weeded at least
twice during the first two years. These operations should be carried out immediately after the
short and long rains.

Use of oxen plows to cultivate is recommended before the onset of rains to create furrows
that enhance infiltration. However, oxen should not plow within 0.5 meters of the stem to
avoid damage to superficial roots. The subsequent weeding should be done towards the end

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of the rains to remove developing weeds. Care should be taken to avoid breakage and injury
to the young trees.

Apart from mechanical weeding, chemical weeding is possible using a weed killer (e.g.,
glyphosate) (Plate 22). Care should be taken to avoid any spray on low hanging leaves, as
they will also absorb the chemical and get affected.

If there is low survival of the planted seedlings due to unreliable weather conditions or any
other cause, it is important to carry out beating-up (replanting of the dead seedlings) in the
next rainy season.

De-budding
The de-budding of Melia volkensi seedlings should only occur during the first year of
planting. The tiny developing buds should be removed by hand, preserving the branchlets up
to half the height of the tree. This process should be repeated three times in the first year and
then stop. If it becomes difficult to remove the buds by hand, secateurs can be used.
However, some experts argue that de-budding should not be done as the young seedling
needs all its branches and leaves for photosynthesis and growth.

10.0 Health and Safety

The work will observe the following:

Personal Protective Equipment (PPE)

All workers involved in planting and maintenance services must wear appropriate PPE such
as gloves, eye protection, hard hats, masks, and protective clothing to minimize the risk of
injury or exposure to harmful substances.

Tools and Equipment

Only well-maintained tools and equipment should be used during planting and maintenance
services. Tools should be regularly inspected and replaced if they become worn or damaged.

Work Site Preparation

Before planting and maintenance services, the work site must be properly prepared to
minimize potential hazards and ensure a safe working environment. This includes removing
any debris, ensuring clear pathways, and installing appropriate safety barriers.

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Chemical Safety
All chemicals used during planting and maintenance services must be properly stored and
labeled. Workers must be trained in the safe handling and use of chemicals, including the
proper disposal of hazardous waste.

Emergency Response Plan

An emergency response plan must be in place to deal with any unexpected incidents, such as
fires, chemical spills, or injuries. Workers must be trained in emergency response procedures
and the location of safety equipment such as fire extinguishers and first aid kits.

Training
All workers involved in planting and maintenance services must receive regular training on
health and safety procedures, including the proper use of PPE and tools, and emergency
response procedures.

Regular Inspections
Regular inspections of the work site must be conducted to identify and address potential
hazards and to ensure that health and safety procedures are being followed.

Documentation
Records of health and safety procedures, training, and inspections must be kept for reference
and to demonstrate compliance with relevant regulations.

Environmental Protection
Care should be taken to protect the environment and wildlife during planting and
maintenance services. Measures such as using non-toxic chemicals and avoiding the
destruction of habitats must be taken to minimize the impact of these services on the
environment.

11.0 Commissioning and Handing Over

Upon completion of the planting and maintenance process, the project will be handed over to
the client. The client will be given a detailed overview of the equipment, tools, and
procedures used in the project, as well as a comprehensive maintenance manual. The client
will also be trained in the proper care and maintenance of the seedlings to ensure their
longevity and continued health.

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