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RHD Operational Procedure – Zonal Operation Wing
 
Zonal Operations
 
OP/ZF/1.4 - Preparation of Annual Work Programme
 
Purpose and Scope :

This procedure describes the process for preparation of Annual Work Programme for each Zone on the basis of the RHD Annual Development Programme (ADP) and the revenue budget allocations for each Zone from the Ministry of Communications.
 
Definitions :

Annual Work Programme – comprises the annual programme of works for each Zone, which includes development, routine maintenance and periodic maintenance works.

Annual Development Programme (ADP) – is the operational document of the GoB’s 5-year plan and includes all types of GoB-funded and foreign aided projects, which are on-going and newly included. The ADP consists of the main Investment Programme, Technical Assistance Programme and Self-financed Programme, which are sub-divided into the different Government sectors. The ADP is approved in June each year.

Budget Allocation for Routine Maintenance – the proportion of the RHD Annual Revenue Budget Allocation from the Ministry of Finance and subsequent distribution of fund among divisions that has been assigned to routine maintenance.

Budget Allocation for Periodic Maintenance – the proportion of the RHD Annual Revenue Budget Allocation from the Ministry of Finance that has been assigned to major periodic maintenance.
 
Responsibility :

Additional Chief Engineer - Zone (ACE-Z) - is responsible for the preparation of the Annual Work Programme for his Zone.

Superintending Engineer - Field Circle (SE-F) - is responsible for the preparation of the Annual Work Programme for his Circle and submitting this to ACE-Z for approval.

Executive Engineer - Field Division (EE-F) - is responsible for the preparation of the Annual Work Programme for his Division and submitting this to SE-FC for approval.

Sub-Divisional Engineer - Field Sub-Division (SDE-F) - is responsible for the preparation of the Annual Work Programme against budget allocations for his sub-division and submitting this to EE-FD for approval.

Superintending Engineer - Maintenance Circle (SE-MC) - is responsible for notifying the ACE-Zones of their allocated revenue funds for routine and periodic maintenance for the next financial year, and the prioritised routine and periodic maintenance that is to be undertaken with these funds within the Zone.

Superintending Engineer - Planning & programming Circle (SE-PPC) - responsible for notifying the ACE for each Zone of the approved ADP for that Zone.
 
Method :

4.1 GENERAL

Upon notification by CE-RHD of the approved revenue budget for RHD for the next financial year, SE-MC will advise the ACE for each Zone of their available revenue budget, excluding the fund for Periodic Maintenance, and request them to submit their programmes for Routine Maintenance for each division based on the Annual RHD Road Network Maintenance & Rehabilitation Needs Report.

A draft programme for periodic maintenance for the next financial year, incorporating contract packages and budget estimates, will be prepared RHD Maintenance Circle and sent to the ACE for each Zone for verification and the preparation of Engineer’s Estimates for each contract package.

At approximately the same time SE-PPC will advise the ACE for each zone of the ADP for that zone and will request a programme for these works and confirmation of budget estimates for undertaking the GoB funded elements.

4.2 PREPARATION OF ANNUAL WORK PROGRAMMES

General

The Annual Work Programme for each Zone will comprise preparation of three programmes namely:

(i) the Routine Maintenance Programme from Routine Maintenance Plan/Budget (OP/MC/2.1)

(ii) the Periodic Maintenance Programme from Periodic Maintenance Plan/Budget (OP/MC/3.1)

(iii) the Development Programme from approved ADP (OP/PPC/3.2)

Whilst these are three separate programmes, consideration must be given to the proposed timing of the work packages within each programme to as far as possible co-ordinate the different work packages (including both road and bridge works) to minimise disruption to traffic and avoid the possibility of any conflict between the works packages.

The preparation of the individual programmes and the overall Works Programme for each sub-division and division will be undertaken in the following manner:

(i) The SDE for each sub-division will prepare the Annual Works Programme for his sub-division and submit this to his Divisional Engineer for agreement/modification. The EE-F will combine all of his SDEs programmes with works to be undertaken at Division level and submit an overall programme for the Division to SE-F for agreement/modification.

As part of the preparation of these programmes the SDE/EE/SE must verify by field visits that the proposed works contained in their programmes are both necessary and appropriate and prepare the required drawings and Bills of Quantities to determine an Engineer’s Estimate for each works package.

Implicit in this is the requirement for EE-F to verify the works proposed by SDEs at sub-divisional level, and for SE-F to verify both these and the works proposed by EEs at Divisional level.]

(ii) SE-F will combine the agreed programmes for the Divisions within his Circle with works to be undertaken at Circle level and submit an overall programme to his ACE-Z for agreement / modification.

(iii) ACE-Z will combine the agreed programmes for the Circles within his Zone with works to be undertaken at Zonal level and will submit the following for agreement/modification:

· A proposed works programme for implementing the ADP to SE-PPC

· A proposed works programme for implementing routine maintenance to SE-MC

· A proposed works programme for implementing periodic maintenance to SE-MC

· An overall works programme for implementing the ADP and maintenance works within the Zone to ACE-Planning & Maintenance Wing (ACE-PMW)

Field Inspections

Field verification of the need and appropriateness for proposed works packages (routine maintenance/periodic maintenance/development work) must be carried out at each stage in the preparation of the Annual Works Programme by the relevant SDE/EE/SE-Field.

This is important as the condition of some roads/bridges may have deteriorated since condition surveys were carried out, traffic volumes/composition increased (or decreased), or errors made (e.g. proposed works recorded for wrong chainages).

These field visits could be drive-over surveys, with occasional stops for more detailed inspections. It would be appropriate for the SE/EE/SDE to undertake the visits at the same time and in the same vehicle. In this way a consensus view can be quickly achieved and "field verification visits" for each Division accomplished in a few days.

Drawings and Bills of Quantities

For each works package (both development and maintenance) designs must be prepared which will include both drawings and Bills of Quantities. These should form part of the Tender Documents for each works package.

Although drawings will not be required for all of the works packages at this stage, Bills of Quantities should be prepared to enable good Engineer’s Estimates for each works package. Where drawings are needed to take off quantities these should be of sufficient standard to enable this Bills of Quantities will be prepared by SAEs or AEs and checked and certified correct by the relevant SDE or EE for the sub-division or division in which they occur.

4.3 ENGINEER’S ESTIMATES

For each of works packages an Engineer’s Estimate must be prepared using the RHD National Schedule of Rates. These estimates must be kept confidential at all times.

At each stage in the preparation of the sub-division/division/circle/zonal Annual Work Programmes those responsible will be aware of the approved budget for each work packages. However, upon field verification of the required works it could be that, for example, more extensive works are required on a particular section of road or bridge.

Provided the relevant budget (i.e. revenue or development for the division) is not exceeded then it is likely the overall programme and combined estimates will be approved by ACE-PMW. However, should there be a major variation between the Engineer’s Estimate and budget estimate for a particular works package then further verification may be required by SE-MC (for maintenance works) or SE-PPC (for development works).

Under no circumstances should the scope of work needed within a works package be reduced to fit a particular budget without the prior approval of ACE-PMW, based on recommendations from SE-MC or SE-PPC as appropriate.

4.4 SUBMISSION OF DEVELOPMENT AND MAINTENANCE PROGRAMMES

When satisfied with the routine maintenance, periodic maintenance and development programmes for his Zone, together with the associated Engineer’s Estimates for the individual work packages, ACE-Z will submit these to SE-MC and SE-PPC as described earlier. The SE-MC and SE-PPC will then check the estimated costs are within budget and submit these to ACE-PMW for approval. Thereafter EE-RMD, EE-PMD and EE-PPC will prepare the RHD Annual Programmes for routine maintenance, periodic maintenance and development works and notify the relevant ACE-Z of the approved programmes for these works.

4.5 PREPARATION OF ANNUAL WORKS PROGRAMME FOR EACH ZONE

Upon notification of the approved programmes for his Zone each ACE will arrange for the production of a plan of the RHD network within his zone to be prepared, marked up to show all works packages to be undertaken within the zone (both maintenance and development including foreign aided) together with the timing of the works packages.

This plan will effectively be the Annual Work Programme for the zone and should be copied to ACE-PMW by ACE-Z once completed.
 
References :

· Annual Development Programme

· Annual RHD Road Network Maintenance & Rehabilitation Needs Report

· RHD Revenue Budget Allocation
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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