General Merchandise, Suppliers & Construction Services

Office: 63 Main Motor Road, Orugu, Allen Town/ 13 Naimbana Street,

Freetown
Tell: +232 -76-309-044 / +232-80-231-322 / +232-76-311-339
Email: regiharding2@gmail.com

SONGO (MAKOLO)- MOYAMBA ROAD

CONCEPT NOTE
Submitted by: REGIHARDING Corporation
63 Main motor road, Freetown
City/Country: Freetown, Sierra Leone.

Title of Services: SONGO(Makolo)- MOYAMBA Road

Rehabilitation project

Proposed Amount: USD: 90,000,000

Period of Performance : Two Financial Years

Technical Point of Contact : Name : Wallace Harding and Samba Sheriff

Téléphone No.
+23276903044/+23276787163
e-mail address: hardingw25@gmail.com;
samba48.ss82@gmail.com

Submission On: Date: December……., 2019.

Total # of pages :
 General Merchandise, Suppliers & Construction Services
Office: 63 Main Motor Road, Orugu, Allen Town/ 13 Naimbana Street, Freetown .
Tell: +232 -76-309-044 / +232-80-231-322 / +232-76-311-339
Email: regiharding2@gmail.com

Date December…, 2019

To: Director General
Sierra Leone Roads Authority
Kissy, Freetown

Dear Sir / Madam,

We appreciate the opportunity to provide an all-inclusive concept note on how our

organization intend to pre-finance and reconstruct Songo (Makolo)-Moyamba road. Based
upon the acknowledgment receipt of our expression of interest, our consortium - Regiharding
and ACE Tubular Services, Ltd. (ACE) have the pleasure to here with submit a proposal - brief
description of the idea on Songo (makolo)- moyamba road and the rationale to
reconstruct.

Regiharding and ACE Tubular Services, Ltd. (ACE) will provide the requisite collaboration,
strength of approach, and expertise to provide the highest quality of services. We will use our
understanding of your objectives, coupled with our skills and experience, to successfully
deliver the required implementation. Our team has all the required capacity, leadership skills,
local knowledge and international experience to ensure the successful implementation of this
project.

In this Concept note, we submit our company profiles that detail the experiences of our
consortium in delivering similar tasks as well as the CVs of the consortium that will be engaged
in the project.

We are looking forward to cooperating with the SLRA on this important initiative.

_____________________________ _______________________________

CEO Mr. CEO Mr.

Regiharding Corporation ACE Tubular Services, Ltd. (ACE)

CONTENTS Page

1.0 ABOUT US ……………………………………………………………...1

i ACE Tubular Services, Ltd. (ACE) ………………………..……2
ii REGIHARDING…………………………………………………...……..2
2.0 THE PROJECT ……..……. ……………………………………………3
i Rationale………………………………………………………...……….3
ii Objective …………………………………………………………………5
iii Road Description………………………………………………………..5
iv Impact, Outcome and Outputs……………………………...………….6
v Investment and Financing Plans………………………………………6
vi payment plan by government of sierra leone ……………………...…7
vii Indicative Implementation Arrangements ……………….……………7
3.0 INDICATIVE IMPLEMENTATION ARRANGEMENTS ……..………8
4.0 PROCESSING PLAN ……..……. ………………………………..……9
i Risk catégorisation …………………………………………….………..9
ii Constraints ………………………….……………………………………9
iii Process Schedule…………………………………………………...….10
5.0 PROJECT SUCCESS……………………………………………….…10
6.0 ASSUMPTION……………………………………………….........…....10
7.0 PRELIMINARY SCOPE STATEMENT…………………….…………11
8.0 PROJECT SUCCESS…………………………………………………..11
9.0 PROJECT MANAGER…………………………………………..……..12
10.0 APPENDIXES …………………………………………………………..13
i. Basic Project Information -Problem Tree………………………..……13
What I hear, I forget;
What I see, I remember;
What I do, I understand.
Old Chinese proverb

This Concept note is structured in response to the SLRA Letter of acknowledgment of receipt
to our Consortium of Regiharding and ACE Tubular Services, Ltd. (ACE) for the Version and
Implementation of SONGO (MAKOLO)- MOYAMBA road. Our approach to this project will be
based on the strength of our team, its experience and deep understanding of the project.

1. ABOUT US

Our team of Regiharding and ACE Tubular Services, Ltd. (ACE) provides a strong base for the
capacity and experience for the project implementation. ACE Tubular Services, Ltd. (ACE) brings
in years of international experience together with years of practical development work in
Sierra Leone. Regiharding compliments this expertise with extensive local knowledge and
broad academic experience.

We are confident that ACE Tubular Services, Ltd. (ACE) contribution of their International
experience and vast knowledge in Civil Engineering combined with Regiharding deep
academic knowledge will make our team exceptionally fit and positioned for this assignment.

An overview of our firms, including our key areas of expertise. Our consortium’s
complementary skills and expertise are summarised in Figure 1 below.

Figure 1. Summary of the Consortium competences

Regiharding Corporation ACE Tubular Services, Ltd. (ACE)

Local knowledge and

International
experience
expertise and best
Quality assurance and practices
coordination
Previous work on
Excellent academic numerous
contacts and track development
record in Civil
projects in Guinea
engineering works

Years of similar
experience

More details of the Implementing partners is presented below.

 I. ACE Tubular Services, Ltd. (ACE): Is expérience in managent of large, complex
Projects, including projects that combine international and local expertise
and significant counterpart inputs. In addition to a solid core of specialists,
we draw on a worldwide network of experts and individual associates to
provide the depth and scope to deliver on multi-disciplinary and long term
projects. Attached are copies on certificates of completion on workdone in
……………………………………………………………………………………..
II. Regiharding shows by example to its client, service quality, client
relationship, brand loyalty, productivity, maintaining of current business
operation and market confidence.
Regiharding continuously improve and expand business standing and
reputation. Our aim is respected by our staff, interns and clients for our
attitude and behaviour towards them, the quality of our work and services,
and for the value for money we give.
Regiharding is also experience in creating working environment and culture
in which employees are happy, motivated, enthusiastic, and take pride in
their company

2. THE PROJECT
i. Rationale

It is acknowledged that infrastructural development financing is one core

initiative as catalyst for development that reduces poverty whilst promoting peace
and stability in the country. Thus, enables Sierra Leone Roads Authority (SLRA) to
reque Regiharding Corporation for an all-inclusive concept note that prepare’s SONGO
(MAKOLOR) ---MOYAMBA road Rehabilitation Project. This project supports the
government’s transport sector priorities of increasing the capability of SLRA and
Transport to manage road assets in the province.
Though Sierra Leone GDP per capita fluctuated substantially in recent years, it tended
to increase through 1999 - 2018 period ending at 516 US dollars in 2018. Though the
achieved relatively stable economic growth recently, the country remains a low middle
income country in 2019. About 25% of the population lives below poverty line, and
the poorest predominantly reside in rural provinces.
Road transport is the most dominant mode of transport and represents about 92% of
the entire transport system in Sierra Leone. 97% of the inland transport of passengers
and goods is carried out on roads.

SONGO (MAKOLOR) ---MOYAMBA road is an 75 km stretch road, it is representing a road

density of about 3.7 km per 1000 persons, which is one of the highest in the Province.
Although the high road density suggests that it has an adequate road links, this trunk
road is in poor condition with narrow bridges due to lack of proper maintenance.
The poor road condition has effectively isolated this region and constraint the
movements of people, goods and impeding economic development. The lack of
rehabilitation of this road constraint people’s access to markets, basic services, and
significantly contributes to the high rural poverty rate, increases risk of accident,
Constraints to access schools in the region for free educational facilities.
The imminent need for SONGO (MAKOLOR) ---MOYAMBA road maintenance will improve
the poor road conditions and thus effect lives of the rural population in the region. Also,
rehabilitation of this road will,
(I). strengthen institutional capacity of the Ministry of Works, Ministry of Transport
including their provincial Departments in future road maintenance projects.
(II). Its enhanced movement of the population within the provinces linking South, North
and east.
(III). With the country population of 7.2 million, 15% live along this road including six
connecting chiefdoms and plus additional 6% from other region plight through this road
to Freetown as short distance rout. Thus, rehabilitation of this road improves the lives
of the people, movement of goods, Services and economic development.

(IV). As SONGO (MAKOLOR) ---MOYAMBA road connects Southern, Northern and

Eastern rural province, it serves as a viable road project for implementation, since the
country depends heavily on road transport for economic development. Thus, in close
alignment with the government Infrastructural development policy, the project is viable.

Below are photos of SONGO (MAKOLOR) ---MOYAMBA road and narrow bridges

Songo (Makolo)- Moyamba road and narrow bridges

4 of 13
ii. OBJECTIVE:

The Songo-Makolor and Moyamba road rehabilitation is a strategic

infrastructural intervention conceived by the Government through the Sierra
Leone Roads Authority as laudable development plan that will ensure
accessibility of very productive farming and industrial communities for socio-
economic development that have over the years been neglected.
As part of Sierra Leone Roads Authority (SLRA) devolution policy, which was
established to control, development, maintenance, efficient planning and reliable
management of the national road network to provide safe, reliable and sustainable
means of transport. Therefore, achievement of these vision and mission is worked
through lots of partners. These partners provide either goods or services to enable
SLRA achieve its Goal and fulfil its mandate.

Thus, the objective of SLRA is in direct support of our corporate strategic plan to Transport
sustainable Initiative by bringing innovation into Sierra Leone’s infrastructural
development through the use of new technology and designs in the construction of
roads in the country value for money.
Regiharding has both international and local experience and it is interested in
partnering with SLRA to achieve their mission, vision and goal. Thus, seeks to cultivate
sustainable and efficient road asset management practices by strengthening
governance and capacity in planning, pre- financing of SONGO (MAKOLO)-
MOYAMBA road to an Asphaltic concrete road.

iii. Description

Moyamba district the focus of this road infrastructural development has fourteen chiefdoms
comprising of Kayamba, Ribbi, Bumpeh, Kongbora, Bagruwa, Timde, Dasse, Upper Banta,
Korie, Fakunya, Lower Banta,Kamajei,Kowa and Kagboro.These chiefdoms are predominantly
farming communities with seven of them in riverine areas along the sea coast.
Koya chiefdom in Portloko district is the entering point and divided by the Babang river into
the Moyamba district.
SONGO (MAKOLOR) ---MOYAMBA This road is an unpaved 75KM stretch trunk road linking
Moyamba district head quarter to Freetown city. It passes through the center of the country
and interconnects three chiefdoms headquarters within the locality. It has an average width
of 5meters, with a total of 70 water crossing points which links the road with narrow bridges.
1 of these water crossing points is a mjor bridge and 3 are minor bridges.

VI. Project Cost

Preliminary Cost of this project is Ninety million United States Dollars (90,000,000. USD) final
cost will be determined by the relationship between project scope, geographical land scape, and
average cost per unit. Accordingly, derived from detailed assessment of project requirements,
dimensions, materials, design, location, labour, time, quality, scope, plants and equipment
including associated risk response actions to achieve client goal.

V. Impact, Outcome, and Outputs

The project’s impact will be sustainable road asset management.

The outcome will be properly maintained road linking Southern, Northern and Eastern
province.

The outputs will be:

(I). improved road maintenance technical, financial management, procurement and
supervision procedures, following good governance, management and transparent
practices.
(ii). strengthened capacity at the Ministry of works via SLRA, and SLRTC in
maintenance planning, budgeting and implementation.

iv. Investment and Financing Plans

The following table contains a summary budget based on the pre-finance components
and require for successful commencement of the project.

Summary Budget – List component pre-finance project costs- 90,000,000

Project Component Component Cost

 General Requirements 6%

 Demolition and site clearance 2%

 Earth works (inclusive of all intersections) 12%

Total 20%
 vi. Payment Plan by Government of Sierra Leone

The following options contains a summary payment by the Government of Sierra Leone upon
pre-financing the project for a successful completion of the project.

Option 1

Project Component %Payment Leverages Retention

 First payment – at the completion of: 20% Expected
project mobilization and 30% of sub-base payment up to
by March, 2020 05/2019
 Second payment – at the completion of: 20% Expected
40% Pavement work including bridges and payment up
culverts by November, 2020
to 03/ 2021
 Third payment- at the completion of: 30% Expected
70% Pavement work including bridges and payment up
culverts by August, 2021
to 11/ 2021
 Fourth payment- at the completion of: 20% Expected 10%
100% Pavement work including bridges payment up
and culverts by April, 2022
to 09/ 2022

 Completion of Liability period at the 10% Expected

end of 366 days payment up
to 04/ 2023
Total 100%

Option 2
Management will accept issued Bond payment certificate in lieu of specified
percentage done for payment.
Option 3
Management will also accept by phases such as, issue bond of 20% plus 5% in lieu
of already pre-financed work done and re occurrence for subsequent work until project
is completed.
Option 4
Management is open to any payment arrangement by the government in lieu of work
done.
Vii Indicative Implementation Arrangements

The executing agency (EA) will be Ministry of works via SLRA. The implementing agency Will
be a National consulting Firm and implementing partner will be Regiharding and ACE Tubular
Services, Ltd. (ACE) SLRA will have overall coordination responsibility and will work closely with
National Consulting firm in to implement the project with the implementing partner.

The National Consulting firm whose tasks may include, but not limited to: Assisting in
development, reviewing and updating of detailed design documents, cost estimates of the
project. Preparation, support. Provide Supervision services during project construction and
implementation. Provide staff support to the SLRA as necessary and appropriate. Support
project management, monitoring, and reporting on Project Progress.

DUE DILIGENCE REQUIRED

Due diligence will be conducted in the following areas:

(I). Technical. Viability with regard to the road’s standards for maintenance, and
compatibility
with capacity for operation and maintenance.
(ii). Economic and Financial. Economic and financial viability and sustainability.
(iii). Governance. Procurement, contract supervision, anticorruption policy, and other
compatibility with capacity for operation and maintenance.

(iv). Poverty and social. Poverty, gender and social impact assessment Safeguards. Impact
assessments and safeguards documents for environment,
involuntary resettlement and indigenous peoples. The project will
unlikely entail land acquisition resulting in physical or economic
displacement of people.

(v). Private Sector Participation. Involvement of Regiharding and ACE Tubular Services, Ltd.
(ACE) in operations of road maintenance
(vi). Implementation Capacity. Pre-Financial management assessment procurement
Capacity assessment of Regiharding and ACE Tubular Services,
Ltd. (ACE) will be undertaken.
Achievement of the project impact and outcome requires adequate resources and capacity
during project implementation. SLRA has shown strong commitment to road maintenance by
allocating sufficient staff resources to similar pre-financed projects financed by private sector.
The capacity strengthening component of this project will mitigate the risk of inadequate
capacity during project implementation.

PROCESSING PLAN

A. Risk Categorization

The project is categorized as low risk because

(I). the pre-finance amount is 20% of the total project cost.

(iii) Ministry of works has adequate capacity in terms of externally pre-financed project
administration.

B. Constraints
The following constraint pertain to SONGO (MAKOLOR) ---MOYAMBA road Project

1 All aspect of the project is implemented within contract specification

2 Budget of project are operated within project estimated cost
3 Project is implemented within project time line.
4 The project team will comprise SLRA (Executive), Senior User (Consultant), Senior
Supplier (Executive-Implementing Partner), Project Manager and Project Team
Member.

C. Assumption

The following are a list of assumptions. Upon agreement and signature of this document,
all parties acknowledge that these assumptions are true and correct:

- This project has the full support of the Government of Sierra Leone, stakeholders, and
all departments of SLRA
- The purpose of this project will be communicated throughout the company prior to
Mobilization
- The Company will provide additional resources if necessary
 D. Processing Schedule
Major milestones include the following expected dates:
Table 1: Proposed Processing Schedule

Milestones Expected Start Date Expected completion Date

Concept Note clearance July 1, 2019 July 22, 2019

Pre-Finance fact finding August 1, 2019 August 14, 2019
Project preparatory inception : August 19, 2019 October 20, 2019
Identification of sites, data collection and
designing
Staff review meeting November 1, 2019 November 4, 2019
Board consideration November 4, 2019 November 4, 2019
Mobilization and commencement: November 5, 2019 January 30, 2020
Establishment of site office, shipment of
plants and equipment, establishment of
quarry site , borrow pits, commencement
of operation phase 1.

Project completion and handing over May, 2022

Project success
The strategy of Regiharding and ACE Tubular Services, Ltd. (ACE) will enhance the corporate to
market accessibility, resources, and labor cost. More so, its geographical expansion offers the
service market competitive advantage throughout the value chain process. Hence Regiharding
Corporation makes use of the opportunities in economies of scale in these marketing events.

Preliminary Scope Statement

The Contractor is responsible for the cost of project Technical document with detail
assessment, requirements, dimensions, specification, design and to deliver materials,
labour, meet project time line, Cost, quality, scope, plants and equipment including
associated risk response actions to achieve client goal on SONGO (MAKOLOR) ---
MOYAMBA road. These deliverables must be fully completed and approved.
Subsequently, the contractor is to implement the project in accordance with the details
of the technical document. All project technical documents will be designated to an
Engineering firm by Client to enhance Project Quality assurance.
Funding will be pre-finance by the implementing partner up to 20% of work done follow
by payment from Government up to the allocated project cost in the document. Any
additional funding requires approval from the client. This project will conclude when
the final report is submitted in May 2022.

Project Approval

Success of SONGO (MAKOLOR) ---MOYAMBA Road project will be achieved when a detail
Feasibility studies is done and all technical documentation fully deployed to stakeholders,
then its implementation is completed within the Specification, time and cost constraints
indicated in the document. Success will be determined by the Client (SLRA) who will also
authorize completion of the project.
Project Manager

The Project Manager for the duration of the SONGO (MAKOLOR) ---MOYAMBA Project is
responsible to manage all project tasks, scheduling, and communication regarding the
project. His team, consisting of Structural Engineer, Materials Engineer, Civil Engineer will be
matrix support from the Production, Designing and Geotechnical Department. Project
Manager will coordinate all resource requirements and is authorized to approve all budget
expenditures up to, and including, the allocated budget amounts. Track record of
Objectivity, responsiveness, innovation, value for money and accountability. Any
additional funding must be requested through the Project support Unit. Project Manager will
provide weekly updates to the Project support Unit and the Client.

AUTHORISATION
Approved by Client :

__________________________________________ Date: ___________________

 APPENDIX A

Songo (Makolo)- Moyamba Problem tree

Lack of Economic
development due to
difficulties to movement of
people and goods

Accessibility to market and

services constrained
because of poor road
condition

Poor road condition of

provincial road network
resulting to object poverty in
to people in the region

Poor road maintenance in the Constraints to access schools in

region increasing the risk of the region for free educational
accident to individuals. facilities
 APPENDIX B

TECHNICAL STAFF/ Operations

NAME POSITION QUALIFICATION WORK EXPERIENCE

Wallace Harding Project Manager MSc Project 22yrs

Management

DIANATON C. Civil Engineer BSc Civil Engineer 10yrs

DISOMANGCOP

Samba Sheriff Civil Engineer BSc Civil Engineer 7yrs

ROLAN BAGUNDOL Civil Engineer BSc Civil Engineer 7yrs

JUMALON

Francis Macfoy Electrical Engineer and BSc Electrical Engineer 15yrs

communication engineer

Dennis Kamanda Site Supervisor & Quantity HND Civil Engineer 22yrs
Surveyor

APPENDIX C

ACE Tubular Services, Ltd. (ACE) Certificates of Previous work done

1.