3 Project Execution Expert (Engineer)/with procurement experiences

3.1 National level

3.1.1 MOH Engineering Unit

Note: Collect Standard technical designs from MoH Engineering unit

3.1.2 MoES (CMU)

Note: Collect Standard technical designs from MoES CMU

3.2 Local Government level

3.2.1 District Engineer/Works Department

Information source PM/MC Issues
Crosscutting – PM
DDEG funded projects for the previous FY (Cost 3b calculate the variations in the contract price to
estimates) determine whether they are all within +/-20% of the LG
Engineers estimates
₋ Supervision reports 13e Evidence that the LG has provided supervision by the
₋ Minutes of site meetings relevant technical officers of each infrastructure
project prior to verification and certification of works
in previous FY.
Refer to pg. 26 of the manual for the technical officers
in question.
Education – PM
Sample works/supplier contracts for education 3c Determine whether the variations in contract price of
infrastructure projects for the last FY (Engineers sampled works/supplier for the previous FY contracts
estimates) are within +/-20% of the MoES Engineers estimates
(name the sampled works/supply contracts)
• Works contracts for education projects for the 3d Determine whether education projects (seed
previous FY secondary school), for the previous FY, were
• Annual budget performance report for the implemented as per work plan (name the projects)
previous FY
Score LGs without seed secondary schools.
Project Supervision reports/ minutes from related 13c Establish whether projects constructed within the last
meetings (PIT composition) FY were overseen by an implementation team as
prescribed within the sector guidelines
• MoES technical designs 13d ascertain whether the standard technical designs
• Physical checks in sample schools provided by the MoES were followed
• Clerks of works reports to Engineer and DEO.
• List of sector specific infrastructure projects in 13e Check whether monthly site meetings were conducted
AWP for all sector infrastructure projects planned in the
• Reports and Minutes from site monitoring previous FY (the infrastructure project referred to is
visits the seed secondary school)
Score LGs without seed secondary schools.
Reports and Minutes from site supervision and 13f Check if during supervision, there was participation of
monitoring visits engineers, environment officers, CDOs, at critical
stages of construction (at least one joint technical
supervision conducted monthly since the
commissioning of the project.)
Health – PM

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 Information source PM/MC Issues
Sample works/supplier contracts for Health 3c determine whether the variations in contract price of
infrastructure projects for the last FY (MoWT sampled works/supplier for the previous FY contracts
Engineers estimates) are within +/-20% of the MOH Engineers estimates
(name the sampled works/supply contracts)
• Works contracts for health projects for the 3d Determine whether health projects, for the previous
previous FY FY,with signed contracts were completed as per the
• Annual budget performance report for the AWP (name the projects)
previous FY
Project being referred to is HC II being upgraded to HC
III
• MoH Health facility infrastructure designs 4b check whether the LG Health infrastructure conform to
• Inventory of existing and newly constructed the approved designs
health facilities
Project being referred to is HC II being upgraded to HC
III
Copies of letters/memos from the CAO/TC 13d Establish whether the Project Implementation Team
designating members of the Project was appropriately established
Implementation Team.
Copy of Clerk of Work’s consolidated site report 13f Determine whether the daily site reports are weekly
consolidated and submitted to the District Engineer
copy to the DHO
Minutes of site meetings for health infrastructure 13g Check whether site meetings are held monthly as per
projects implemented in the last FY guidelines; check attendance to establish if the listed
stakeholders participated (the projects referred to is
upgrade of HCIIs to HCIIIs)
Water and Environment - PMs
Minutes of Contracts Committee 12b Determine whether water supply and public sanitation
infrastructure projects for the previous FY were
approved by the Contracts Committee before
commencement of construction

3.2.2 Procurement and Disposal Unit

Information source PM/MC Issues

Crosscutting – PM
Procurement plan for current FY 13a Evidence that all infrastructure projects for the
Budget performance report. previous FY to be implemented using the DDEG were
incorporated in the LG approved procurement plan
Minutes from the Contract Committee 13b Evidence that all infrastructure projects implemented
in the previous FY using DDEG were approved by the
Contracts Committee before commencement of
construction
Copies of letters from CAO/TC designating 13c Evidence that the LG has properly established the
members of the PIT Project Implementation team as specified in the sector
guidelines
Procurement files 13f The LG has verified works (certified) and initiated
Certification files payments of contractors within specified timeframes
Completion certificates as per contract (within 2 months if no agreement)
Procurement plan for previous FY 13g The LG has a complete procurement file in place for all
Contracts register contracts with all records as required by the PPDA Law
Procurement files for the previous FY.
Refer to footnote 9 on page 39
Notice boards, websites or others means of 21a Evidence that the procurement plan and awarded
publication contracts and all amounts for previous FY are
published
Education – PM

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Information source
Approved Procurement plan
• Contracts Committee minutes for the previous
FY
• Letter from the Solicitor General
• Sector Procurement Plan
• Contract implementation progress reports
• Minutes from contracts committee meetings
Procurement files for school infrastructure projects
Health – PM
• Submission letters to the PDU/memos
• AWP for the sector for current FY.
• incorporation into the approved LG AWP, budget and
• Submission letters/memos of copy of the
relevant Form to PDU.
• Contracts Committee minutes for the previous
FY
• Letter from the Solicitor General
• Standard technical designs and site visits
• Site instruction book
• Monthly supervision and monitoring report
(including E&S aspects)
• Site visitor’s book
Procurement files for health infrastructure projects
Water and Environment - PM
• Procurement plan
• Minutes of contract committee
• List of PIT members
• Contract management plan
• Supervision reports
• Minutes of site meetings
PM/MC Issues
13a Check whether the education infrastructure projects
(seed secondary school) have been incorporated into
the LG procurement plan.
13b Check whether:
• the education infrastructure for previous FY were
approved by Contracts Committee.
• were cleared by the Solicitor General where
above threshold.
13h Check timeliness of submissions from DEO to PDU (by
30th of April)
13i Determine whether procurement files for education
infrastructure projects (seed secondary school) for the
previous FY are complete (a complete procurement file
must have: the evaluation report approved by the
Contracts Committee; Works Contract; and Minutes of
Contracts Committee decisions).
13a Check timeliness of submissions of all infrastructure
and other procurement requests to PDU for
procurement plans (by 30th April)
13b Check timeliness of submissions of procurement
request form (Form PP1) to the PDU (by end of the first
quarter of the current FY)
13c Check whether:
• the health infrastructure investments were
approved by Contracts Committee.
• were cleared by the Solicitor General above the
threshold
13e Determine whether foundation, walling, room sizes,
roof structure are as per designs.
i) If there is no project, provide the score
ii) Sample facilities being upgraded
13h To determine whether local Government teams
supervised at least monthly and whether the engineer,
environmental officer and CDO participated in
technical site visits.
13j Determine whether procurement files for health
infrastructure projects for the previous FY are
complete.
12a Check that water and sanitation infrastructure projects
were incorporated in the procurement plan for
previous FY.
12b Determine whether water supply and public sanitation
infrastructure projects for the previous FY were
approved by the contracts committee before
commencement of construction.
12c Check that the LG established the project
implementation team as specified in the sector
guidelines.
12e Determine whether the District Engineer, DWO,
Environment officer and CDO participated in monthly
supervision of the WSS projects
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 Information source PM/MC Issues
Procurement file 12g Determine whether each contract for water
infrastructure investments has all relevant records as
per the PPDA guidelines
Micro-scale irrigation – PM

Approved Procurement Plan
₋ Pre-qualified suppliers
₋ Request for quotation
Minutes of the Contracts Committee (CC)
₋ List of selected bidders
₋ Compare with other bidders’ prices
₋ Procurement files for micro-scale irrigation
projects
13a Evidence that the micro-scale irrigation systems were
incorporated in the LG approved procurement plan for
the previous FY
13b Evidence that the LG requested for quotation from
irrigation equipment suppliers pre-qualified by MAAIF
for the previous FY
13c Evidence that the LG concluded the selection of the
irrigation equipment supplier based on the set criteria
for the previous FY
13d Evidence that the micro-scale irrigation systems was
approved by the Contracts Committee for the previous
FY
13e Evidence that the LG signed the contract with the
lowest priced technically responsive irrigation
equipment supplier for the previous FY
13j Evidence that the LG has a complete procurement file
for each contract and with all records required by the
PPDA Law

3.3 Construction Sites

Information source PM/MC Issues
Crosscutting – PM
Standard technical designs 13d Evidence that all infrastructure projects implemented
Completion report using DDEG followed the standard technical designs
Field reviews provided by the LG Engineer

Seed Secondary School

MoES Standard technical designs
Clerks of works reports to Engineer
and DEO
Physical checks in sampled schools
13d In sampled facilities, determine whether: Foundation,
walling, room sizes, roof structure etc. are as per designs
(according to the applicable level of the construction)
Note: In case a LG has no seed secondary school it should
be awarded its mark.

Health Centre II being upgraded to III

Standard technical designs 13e In sampled facilities, determine whether: Foundation,
Site visits walling, room sizes, roof structure etc. are as per designs
(according to the applicable level of the construction).
• Site instruction book 13h • Determine whether LG team(s) supervised at least
• Site visitor’s book monthly.
• Monthly supervision and monitoring report • Ascertain whether the Environment Officer and
(including E &S aspects CDO participated in technical site visits