MINISTRY UPDATE

Name of Division: Quality Assurance

Twinomugisha
Month: February 2015
February2015
Key Output
Indicators
Construction Engineering
Developed Technical
Copies of New sets of drawings,
drawings (plans),
Specifications for construction and water
Bills of Quantities,
works developed and shared with
work Specification,
procurement departments for tendering
tender documents,
Standard Bills of Quantities for cost
renovation
estimation and tendering are developed
documents for all
for construction, water works and
construction and
renovation works are developed and
water works at the
shared with Procurement department.
ADP level, Project
level and National
Office Levels

Reviewing
procurement plans
and purchase
requests to ensure
that the budgets and
the necessary
attachments
conforms to the

List of purchase requests reviewed for

approved filed and shared with IPD and
QA directors.
Review all construction related requests
for Emergency and Renovations works at
National Office

Submitted by: Mark

Date of submission: 28th

Progress to date

Detailed drawings and bills of quantities developed for;

-

A library block at St.Thomas moore secondary school

in koro-bobi ADP, Gulu cluster
- Renovation of 4 classroom block with an office and
store in Akado Primary School, Kitgum ADP
- Fencing of Aber Disability unit, in Aber ADP
Renovation of 3 classroom block for Lunyo Education
Program
2 classroom block with an office and staffroom for
Amusia Primary School, Soroti cluster
- 2 classroom block, 2 units staff house and 2 stances
latrine to be constructed at Rusaka Primary School,
Education PNS for Hoima cluster
and design document shared with clusters and
procurement office for tendering processed to start.

Purchase requisitions for construction works reviewed to

ensure that corresponding documentation conforms to set
construction guidelines. Requisitions were;
- 2 for Oyam cluster
- 1 for Gulu cluster
- 1 for Kabaale cluster
For requisition conforming to set standards, respective
detailed drawings and BOQs were later prepared and

Key Output
required standards

Indicators

Progress to date
shared with procurement office to start on tendering
processes.

Conduct defect
monitoring of all
construction works
done in FY14,
recommend defect
correction, certify
payment for 10%
retention and
prepare merit
certificate to be
signed by the ND for
each fully completed
contract.

Detailed defect report for contracts under Conducted monitoring of completed structures in FY14 that
defect liability developed and shared with
re under defect liability;
the contractors and the clusters
- 5 sites in Mbale buteleja cluster
- 1 site in tororo cluster
Work completion certificates of merits to
- 1 site in Busia/Bugiri cluster
contractors developed and endorsed by
- 7 sites in Rakai/kooki cluster
the ND and the District Authority
- 8 sites in Kamwenge cluster
Detailed defect correction reports
- 1 site in Bundibugyo cluster
developed and shared with the clusters
The report is being compiled to be shared with the
and the contractors for defect corrections
procurement team and in the process payment certificates
worth Ugx: 235,875,300 were processed and shared with
procurement for payment.

Monitoring and
recommending
payment to
contractors for
completed stages of
Work.

Payment Certificates and payment

completion Certificate for each stages of
completed works is prepared and
submitted to procurement for payment

Supported the clusters in the site handover and conducting

inception meeting for new construction works to be done in
FY15
- 2 site in Mbale buteleja cluster and work has started in
all the two sites
Payment Logs (Matrix) to track payment
2 sites in Kiboga cluster and work has commenced in
made to suppliers are prepared and
both site
shared with procurement and Finance
1 site in Busia/Bugiri cluster and this work has started
department.
already
Providing evidence payment reporting on
- 3 sites in Rakai/kooki cluster and work has also
a monthly basis.
commenced in these sites
1 site in Bundibugyo cluster and work has started.
Reviewing all payment certificates
Supported the clusters in monitoring new constructions
prepared by the District Engineers and
works for FY15 and processed payment certificates for
the Engineering Assistants to ensure they
completed stages of works:conform to the requirements and without
- 47,355,404/= worth of certificate has been processed
errors.
for Bundibugyo cluster

Key Output

Indicators

Provide assistance to
procurement
department in
Developing Request
for Quotations,
Tender documents
and the evaluation
of bids and drafting
of contract
agreements

# and list of sites whose request for

quotations have been sent out .

Holding site meeting

with contractors to
streamline the
quality and the
progress of
construction works.

Minutes of sites meetings held with

contractors and outcomes of the
meetings

Progress to date
- 92,116,060/= worth of certificate has been processed
for Kiboga cluster

Filed copies of bid analysis and contract

agreements signed by both the
contractor and World Vision.
# and list of sites awarded to contractor
with the total value of the work awarded

Supported Oyam cluster in the handover of 6 sites for

construction of classroom blocks and staff house. An
inception meeting was done at the cluster and a number of
deliverables were highlighted in the meeting.
The issues of quality was emphased and the need to observe
the time of completion of the work.
Microsoft Office
Word Document

Construction Engineering

Detailed drawings and bills of quantities, design documents and specifications were

Challenges:

developed for;
2 A library block at St.Thomas moore secondary school in koro-bobi ADP, Gulu cluster
- Renovation of 4 classroom block with an office and store in Akado Primary School,
Kitgum ADP

Key Output
Indicators
Progress to date
- Fencing of Aber Disability unit, in Aber ADP
Renovation of 3 classroom block for Lunyo Education Program
2 classroom block with an office and staffroom for Amusia Primary School, Soroti
cluster
- 2 classroom block, 2 units staff house and 2 stances latrine to be constructed at
Rusaka Primary School, Education PNS for Hoima cluster
Procurement supported in processing payment certificates for new construction works worth
Ugx: 139,471,464 and retention payment worth Ugx: 235,875,300
Supported the clusters in the site handover and conducting inception meeting for new
construction works to be done in FY15
- 2 site in Mbale buteleja cluster and work has started in all the two sites
- 2 sites in Kiboga cluster and work has commenced in both site
- 1 site in Busia/Bugiri cluster and this work has started already
- 3 sites in Rakai/kooki cluster and work has also commenced in these sites
- 1 site in Bundibugyo cluster and work has started.