INCEPTION MEETING FOR CONSTRUCTION CONTRACTORS

IN OYAM-KOLE CLUSTER HELD ON THE 3rd FEBURARY 2015

IN ABOKE CLUSTER OFFICE.
AGENDA
1. OPENING PRAYERS
2. INTRODUCTION
3. WELLCOME REMARKS AND OFFICIAL OPENING OF THE MEETING
4. COMMUNICATION FROM WORLD VISION ENGINEER
5. PRESENTATION OF WORK PLANS BY THE CONTRACTORS
6. DISCUSSION (REACTIONS AND WAY FORWARD)
7. CLOSURE
Short opening prayer taken by Engineer Denis Michael Olara.
Followed by brief introduction from World vision staffs present that is Denis Otik
Hygiene and Sanitation Assistant Aboke ADP,Opira Geoffrey Programme officer
Education at the capacity of Programme Manager Oyam-Kole Cluster, Denis Micheal
Olara Construction Engineer World Vision Uganda.
Followed by the contractors Emmanuel Adupa Managing Director Tempa Const
Co.Ltd,Angina Alex General Manager Jap Foundation Ltd,Otim Alfonce Site Engineer
Intergrated Co.Ltd,Omiji Patrick Supervisor Jogo Co.Ltd,Ocom Babu Managing
Director Al com Investment Olwii James Director Ambrose Construction Company
Limited.
Welcome remarks By Programme manager Oyam-Kole Cluster.
Welcomed all the contractors that worked with us last financial year and the new
contractors that have come on board. Apology for the starting the meeting late as
was scheduled to start at 9:00am but the meeting is timely for all of us because
there are things in the contract, Bills Of Quantity and other provision in specification
that this meeting will bind us in all the issues.
We are child focus and we value children that is why sign the contract and child
protection protocol and it should not be only paper work but children have to be
protected as well as the community we are working for.Time frame for the
construction specified in the contract and let us create a way that we work together
and the document we signed not only be paper work and if the contract says 3

months that mean 90 working days incase of any changes put it in writing and
should be early enough for us to consider your request.
Otherwise I wish people successful start of the projects and I welcome the Engineer
to come and share with us what he had prepared for today.
Engineer
Colleagues we have ever met before in the previous projects except few faces that
are new to us, you got this job on merits and programme Manager said working
together and that means we have things to do but we cannot do them on our own
thats why you came on board. You guys you know how hard it is to get jobs at the
District and compare with getting jobs with world vision and you begin doing
delaying our work, poor quality work that makes you lose business with us. Do
quality work within the time frame specified in the contract and you will remain in
the system, the time frame for this year is supposed to be 4 months thats what I
communicated to procurement but not 3 months as its in the contract .
1. Quality of work done
Most of us are youth and we have to protect the image of our companies if you do
good work in the community shows good image of the company as well as of world
vision.
I do not know whether you people find variation in the Bills of Quantity during
execution of work because we do not give variations in world vision Uganda
because its to be approved by national Director.
2. Corruption
We do not that in the system and no have ever since ask for money from the
contractor or is Otik asking money from you people?
What you priced for the construction is meant for the construction not for any staff
and we mind about the quality of our structures.
3. Sub Structure
When you go to the site you set out and be specific on the foundation depth which
is to be minimum of (60x60) mm when raising the plinth wall the lowest point in
case of sloppy ground should be 300mm and there will no polythene bag this time
as it does not give good bondage between the concrete and hard coarse. In
between the hard coarse we shall be putting spacers, we shall not be on site every
day so please when you go down there do quality work.
The ratio for the concrete work is 1:3:6 and in many cases classrooms always gives
us hard time because of the cracks on the floor. Cast the slab and make it smooth

on wooden float finish and we shall use colors that is always used road paints and it
will be atrial but its heavy duty paint that is road marking paint.

4. Walls
Simple in the mixture of 1:4 and mind about your quality as we shall be evaluating
all the contractors, we shall be prequalifying this year and will not be open on the
media but we shall categorized the contractors for specified works like staff house,
classroom and Latrines and the rest and you guys have the chance to be
prequalified, Al com you have the second chance and you should make us
impressed.
Stay close to your masons because they have different qualities and we shall not be
accepting the walls which are not of good quality. Cast the beams at 2.4m and the
vents, the links is as specified in the Bills of Quantity and we shall not accept any
roof that the angle is less than 30 degrees and we shall not use super Echo Iron
sheets we shall use ordinary corrugation but preprinted and the color be determined
from the school.
5. Timbers and Trusses
Instead of using timbers on wall plate ,we cast the concrete as wall plate to give
good bondage between the ring beam and the wall, ceiling and you save the money
for purchasing timbers 4x3 which is about 33,000/= each and will prevent the
cracks on the wall plates that always disturb us a lot when we go for supervision.
The roofing timbers we are going to use will be strictly out of pines, in world vision
when the Engineer says no its no when you are doing quality work and always site
issues can only be handled while on site. All the buildings must have rough cast
from the skirting to the ring beam level and while the crew are on site please make
regular field visit and keep the people you know that gives good workmanship. The
door frames we have agreed to use metallic of 1.5mm thick and 3mm Z-bar and
should be inspected before delivery to site. The locks to be put in the same way has
to be verified if its of good quality as specified but for classroom we shall use the
tower bolts. Internal doors for staff houses will be of well-seasoned panel doors and
no flash doors will be allowed in the staff houses.
Concern from the Contractor Tempa Construction Company Limited
Wooden door frames its hard to get and seasoned and if we are to use it will be a
big challenge because can easily be destroyed by termites.
And 1.5mm thick door frames are not in circulation or in open market and we have
to make special order, we request to use 1.2mm thick door frames and put concrete
inside to give some weight and strength.

Response From Engineer

We are going to use metallic door frames and the size remains 1.5mm thick, I will
call roofings and steel and tube to find out the availability and get back to you
people through Otik and if you can order Iron sheets from the factory and what is it
that you cannot make orders for the door frames of 1.5mm thick.
And please make special order for the iron sheets not this 3metres iron sheets to
make savings in iron sheets, nails, rubbers.
Concern form Alcom Investment
The roof has a rise of 1.2 and is very low what do we do?
Engineer
Do not use that rise of 1.2 but use the one of 1.5 and 30 degrees to make it rise.
Paint
There is no where we have specified emulsion water paint, do not use it but as
specified and the beam has to recess so that we paint it with weather guard.
Skirting has to be done both internal and externally.
Tiles
Use (45x45x6)mm not (30x30x6)mm tiles and should have limited colours most
preferably dult color that can be easily mentained by the locals.
Engravement
We shall use marble stone and I will avail sample for in the office of Oyam-Kole.
Electricity.
We shall install solar as per the specification.
The doors in the BOQ are 8 in numbers and in the plan show 10 doors and the door
in the corridor shall be ignored and we put curtain rails.
Concern from Acut Construction.
Time management you start your work and payment takes (2-3) weeks and that
affects us so much and you said we are not supposed to use children but here is a
situation where children have molded there bricks and they participate in loading of
bricks is it a crime?
Response from Programme Manager.

As part of the requirement for you to get a job you submitted bank statement that
shows you are capable of doing the project. We need to keep talking and sometimes
the fund delays and if you start justifying that the contract has elapsed will not
make sense. We have signed the child protection policy and we do not want children
engaged In doing work on sites.
Response from Kenikeni
Childern,Child protection it clearly shows that the signed documents was not read,
and if a child participate in making bricks I will assume they participated with the
parents but not only children and on time frame we have tried and sometimes we
are limited when there is no money and in the contracts stipulates that you will be
paid within 14 days.
Concern from Al com.
Procurement said that we shall be paid 30%-30%-30%-10% will it be like that?
Engineer
We shall pay for work done.
Programme Manager
Officially we have activated the contracts today.
Engineer
We shall have instruction book on site for accountability in future,all the drawings
,BOQ,Specifications and work plans must be on site.
Concern form Jap Foundation
Completion certificates is one of the requirements when bidding in world vision and
why is it that you do not issue completion certificates to contractors?
Engineer
We are working on that and will be in place this financial year.
The meeting came to an end and the closing prayer taken by Kenikeni.
Minutes taken by Otik Denis HAS-Aboke ADP

INCEPTION MEETING ATTENDANCE LIST FOR FY 2015 CONSTRUCTION

CONTRACTORS MEETING HELD IN ABOKE CLUSTER OFFICE.
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Organisation

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