meeting report format

MONTHLY PROGRESS REVIEW REPORT Page - 01

1. GENERAL

Project NameProject Code 211 M

Contract Number Contract Package :13 ( ICB ) Report submission date 12/23/2008

Progress Report up to 30/Nov/08 Monthly meeting on 12/27/2008

2. PROJECT DATA

Employer Road Development Authority

Consultant / Engineer BCEOM Societe Francaise D'ingenire

Maga PM / SM Mr. BMP Balasooriya

Brief description of the Project

Contract Value Rs. Original 1,149,176,496.60 Commencement Date Original 3/8/2007

Contract Value Rs. Revised 1,149,176,496.60 Completion Date Original 12/11/2008

At Completion 1,690,503,560.00 Contract period ( months) Original 21.5

Date 7/15/2009 Date 12/21/2008

Remarks: 10 days EOT approved

Completion date 3/31/2009 Contract period ( months) Revised 25.1

Date Months % to revised period

Contract period elapsed up to 11/30/2008 21.1 84%

Remaining contract period 4.0 16%

Up to ( date ) Rs. % to Original / Revised / Expected / contract value

Value of work done 11/30/2008 808,005,665 70% Balance work Rs. 341,170,832

Add: Price Escalations 11/30/2008 291,459,790 25% Balance work % 30%

Total Value of work done 11/30/2008 1,099,465,455

Remarks

Cost surplus / overrun Budgeted Rs. 119,015,461.00 Budgeted ( % ) 10%

Cost surplus / overrun 102,500,000.00 9%

Current Cost surplus / overrun as at 30/Nov/08 (89,585,000.00) Current ( % ) -8%

3. PLANNED PROGRESS VS. PHYSICAL PROGRESS

Up to 11/30/2008

Description Lead / Lag %PLANNED PROGRESS PHYSICAL PROGRESS

Rs. % Rs. %

Progress of work -2% 834,914,149.00 73% 808,005,665.00 70%

Rehabilitation / Improvements to Padeniya - Puttalam Road - Contract Package 13 ( ICB )

Rehabilitation / improvements to Padeniya - Puttalam Road . Length 61.37 Km. Width 11.2 meters. Funded by World Bank. Contractor MAGA - KDAW JV.

Expected contract value with adjustments / escalations Rs.

Extension of time (EOT) requested up to

Extension of time ( EOT ) approved up to

Original /Revised / Expected

Expected at completion Rs.

Expected at completion ( % )

Reasons for lead / lag2% lag wiil be caught up during next month.

Progress Review Report Continued ……. Page - 02Project Name : Padeniya - Puttalam Project - C 13

Progress data up to submission of report 23/Dec/08

4. PROJECT FINANCIAL DATA

Advance payment received Rs. 172,376,474.00 Balance outstanding Rs. 79,189,752.00

Accumulated Retention sum Rs. 57,458,824.00 Up to certified IPC No 18

Payment terms as per the contract: Time for certification ( Days ) 14

Time for payment ( Days ) 21 days from certification

BILLS CERTIFIED / RECEIVED & RECEIVABLE Interim Claim No: Amount submitted Amount certified Amount Received Balance to be received

995,856,785.00 884,602,394.02 884,602,394.02 -

IPC No.15 62,856,855.00 59,528,672.67 38,719,667.00 20,809,005.67

IPC No.16 64,859,856.20 63,640,949.95 44,055,520.00 19,585,429.95

IPC No.17 69,785,756.00 66,864,125.15 59,658,000.00 7,206,125.15

IPC No.18 85,785,600.00 80,777,168.63 - 80,777,168.63

Total 1,279,144,852.20 1,155,413,310.41 1,027,035,581.02 128,377,729.39

SUBMITTED BILLS TO BE CERTIFIEDInterim Claim No: work done up to Submitted date PC due date Amount submitted Rs.

IPC No.19 11/30/2008 12/15/2008 12/29/2008 58,850,000.00

Total 58,850,000.00

BILLS TO BE SUBMITTED Interim Claim No: work done up to date to be submitted PC due date Amount to be submitted Rs.

IPC No.20 12/31/2008 1/7/2009 1/21/2009 50,000,000.00

Total 50,000,000.00

DETAILS OF PENDING CLAIMS / VARIATION ORDERS / UNCLAIMED WORKSDescription Submitted date Date to be submitted Amount Rs.

Price escalation claim 10/25/2008 68,578,566.85

Time extension claim 1/5/2009 16,857,666.00

Variation order for extra work 11/25/2008 5,558,566.50

Unclaimed works 16,850,000.00

B/F from previous report

Total 107,844,799.35

Progress Review Report Continued ……. Page - 03

Project Name : Padeniya - Puttalam Project - C 13Progress data up to 23/Dec/08

5. PROJECT RESOURCES AVAILABLE / REQUIRED / RELEASE

PERSONNEL ( Staff / Workers / Sub Contracts )

CategoryAVAILABLE REQUIRED

Maga Total Maga Total Total

Project Director / coordina./GM / GM - -

Project Manager / Deputy managers 1 1 1 -

Site Managers - -

Managers - -

Planning Engineers 2 1 1 1 1

Quality Assurance Engineers - -

Materials / Elec. / Mech. Engineers - -

Site Engineers - -

Assistant Engineers 4 4 4 1 1

Engineering .Assistants 4 4 4 1 1

Surveyors - -

Technical officers 2 2 2 -

Lab technicians 2 2 2 -

Electricians - -

Plumbers 5 5 5 -

Forman 5 5 5 -

Supervisors 5 5 5 -

Quantity Surveyors - -

Draughtsman - -

Safety & Environment officers - -

Accounts & Admin staff - -

Store staff 2 2 2 -

Drivers 2 2 2 -

Operators 3 3 3 -

Mechanics 2 2 2 -

Security 2 1 1 2 -

Watchers 5 4 1 5 -

Cook 1 1 1 -

Masons 5 5 5 -

Carpenters 5 2 2 -

Bar benders 10 6 3 9 1 1 1

Riggers 5 3 2 5 1 1

Helpers 10 4 5 9 1 1 1

Laborers 5 5 5 -

Total requirement

as per BOQ / Budget

Can be Released

Sub Con.

Total 87 69 12 81 4 2 6 2

Project Name : Padeniya - Puttalam Project - C 13Progress data up to 23/Dec/08

5. PROJECT RESOURCES AVAILABLE / REQUIRED / RELEASE

PLANT / MACHINERY / EQUIPMENT / VEHICLE

CategoryAVAILABLE REQUIRED

Maga Hired Total Maga Hired Total Total

Excvator 5 1 2 3 1 1

Wheel Loader 3 2 2 1 1

Crew cab 2 1 1 1 1

Tractor 3 2 2 -

Water bowser 2 2 2 -

Mini dumper 4 3 2 5 - 1

Crwler crane 1 1 1 -

Fuel stock tank 1 1 1 -

Lighting tower 4 6 6 - 2

Total requirement

as per BOQ / Budget

Can be Released

Total 25 15 8 23 2 1 3 3

Project Name : Padeniya - Puttalam Project - C 13

Progress data up to 30/Nov/08 Time Avilable ( Original / Revised/ Expected ) Months 4.03

07. Planned & Physical Progress of Major Activities

Total Planned Physical progress Balance Required

Major activities of work Unit BOQ Progress This month To date Remaining per month

Qty Qty - % Qty - % Qty - % Qty - % Qty - %

Binder course T 100,000.00 85,000.00 8,000.00 82,000.00 18,000.00 4,462.81

Rainforcement steel T 23,850.00 9,550.00 155.00 8,750.00 15,100.00 3,743.80

08. Brief description of major activities of work to be done durung next month

Item description Unit QTY Value Rs. Materails/ Machine/ Personnel required

Binder course T 6,525.00 45,348,750.00

Rainforcement steel T 125.00 18,125,000.00

Total value of work to be done during this month Rs 95,000,000.00

09. Describe areas of importance in relation to Progress, Health, Safety,CSR including mattersmentioned in the meetings with Consultant / Client .

Safety rally was conducted on 05-10-2008

10. Describe / creative work / cost saving / special achivements during the month

Bitumem sprayer was fabricated at site. Cost incurred Rs.12,000/=

Progress Review Report Continued …….

Project Name : Padeniya - Puttalam Project - C 13

Progress data up t 30/Nov/08

11. BULK MATERIALS RECONCILIATION REPORT

Variation Reasons for variationDescription Unit

Steel Ton 560 250 65 315 298 12 5 * Wastage 2% = 5 ton

Asphalt Ton 16000 0 12500 12500 11960 0 540 * to be billed 540 ton

REMARKS

Total Required

as per BOQ / Budget

Cumulative Quantity Purchased

from Suppliers

Cumulative Quantity Received/

transferred from Plants

/ Sites

Total QTY

Received

Total QTY Billed

Balance in stock

Page - 06

Padeniya - Puttalam Project - C 13

11. BULK MATERIALS RECONCILIATION REPORT

Reasons for variation

* Wastage 2% = 5 ton

* to be billed 540 ton

REMARKS

Project : Padeniya - Puttalam Project - C 13

Up to 30/Nov/08

12. Planned value of work vrs Actual value of work done

Ref: Month Planned Value of Work Actual Value of Work Done Cummulative

Monthly Rs. Cumulative Rs. Monthly Rs. Cumulative Rs. Variance ( Rs)1 Mar-07 - - 200,000.00 200,000.00 200,000.00

2 Apr-07 200,000.00 200,000.00 500,000.00 700,000.00 500,000.00

3 May-07 500,000.00 700,000.00 6,952,430.00 7,652,430.00 6,952,430.00

4 Jun-07 6,952,430.00 7,652,430.00 10,393,974.00 18,046,404.00 10,393,974.00

5 Jul-07 10,393,974.00 18,046,404.00 32,806,830.15 50,853,234.15 32,806,830.15

6 Aug-07 32,808,830.00 50,855,234.00 48,304,102.79 99,157,336.94 48,302,102.94

7 Sep-07 48,304,162.00 99,159,396.00 55,000,180.00 154,157,516.94 54,998,120.94

8 Oct-07 55,000,180.00 154,159,576.00 62,500,000.00 216,657,516.94 62,497,940.94

9 Nov-07 62,500,000.00 216,659,576.00 51,010,000.00 267,667,516.94 51,007,940.94

10 Dec-07 51,010,000.00 267,669,576.00 45,000,000.00 312,667,516.94 44,997,940.94

11 Jan-08 45,000,000.00 312,669,576.00 35,000,000.00 347,667,516.94 34,997,940.94

12 Feb-08 35,000,000.00 347,669,576.00 40,000,000.00 387,667,516.94 39,997,940.94

13 Mar-08 40,000,000.00 387,669,576.00 43,000,000.00 430,667,516.94 42,997,940.94

14 Apr-08 43,000,000.00 430,669,576.00 60,000,000.00 490,667,516.94 59,997,940.94

15 May-08 60,000,000.00 490,669,576.00 58,752,483.06 549,420,000.00 58,750,424.00

16 Jun-08 58,752,483.00 549,422,059.00 32,000,000.00 581,420,000.00 31,997,941.00

17 Jul-08 68,000,000.00 617,422,059.00 45,000,000.00 626,420,000.00 8,997,941.00

18 Aug-08 45,000,000.00 662,422,059.00 55,500,000.00 681,920,000.00 19,497,941.00

19 Sep-08 55,500,000.00 717,922,059.00 50,000,000.00 731,920,000.00 13,997,941.00

20 Oct-08 59,239,526.00 777,161,585.00 40,000,000.00 771,920,000.00 (5,241,585.00)

21 Nov-08 57,754,622.00 834,916,207.00 36,085,565.00 808,005,565.00 (26,910,642.00)

22 Dec-08 69,254,035.00 904,170,242.00

23 Jan-09 76,711,764.00 980,882,006.00

24 Feb-09 77,135,541.00 1,058,017,547.00

25 Mar-09 75,772,080.00 1,133,789,627.00

26 Apr-09 26,305,587.00 1,160,095,214.00

Physical Progress Chart ( Line Chart )

200,000,000.00

400,000,000.00

600,000,000.00

800,000,000.00

1,000,000,000.00

1,200,000,000.00

1,400,000,000.00

PHYSICAL PROGRESS ( Planned vrs Actual )

Planned Value of Work Actual Value of Work Done Months

200,000,000.00

400,000,000.00

600,000,000.00

800,000,000.00

1,000,000,000.00

1,200,000,000.00

1,400,000,000.00

PHYSICAL PROGRESS ( Planned vrs Actual )

Planned Value of Work Actual Value of Work Done Months

Project : Padeniya - Puttalam Project - C 13

Up to 30/Nov/08

12. Planned Cashflow vrs Actual Cashflow

Ref: Month Planned Cashflow Actual Cashflow Cummulative

Cumulative Rs. Cumulative Rs. Variance ( Rs)1 Mar-07 76,402,386.20 56,850,000.00 (19,552,386.20)2 Apr-07 60,685,842.36 66,985,000.00 6,299,157.64 3 May-07 25,124,289.08 20,564,000.00 (4,560,289.08)4 Jun-07 (10,213,647.05) (18,213,647.05) (8,000,000.00)5 Jul-07 (36,857,778.61) (39,557,778.61) (2,700,000.00)6 Aug-07 (80,492,070.31) (95,492,060.31) (14,999,990.00)7 Sep-07 (90,773,108.62) (100,775,108.62) (10,002,000.00)8 Oct-07 (178,812,992.22) (198,812,900.22) (19,999,908.00)9 Nov-07 (192,172,707.72) (205,217,000.72) (13,044,293.00)

10 Dec-07 (244,639,863.70) (265,850,000.00) (21,210,136.30)11 Jan-08 (261,833,015.79) (298,500,000.00) (36,666,984.21)12 Feb-08 (293,384,102.22) (296,860,000.00) (3,475,897.78)13 Mar-08 (302,435,433.33) (319,850,000.00) (17,414,566.67)14 Apr-08 (305,820,982.39) (310,054,000.00) (4,233,017.61)15 May-08 (371,303,392.20) (310,403,906.00) 60,899,486.20 16 Jun-08 (340,486,039.00) (379,756,730.00) (39,270,691.00)17 Jul-08 (406,483,620.81) (446,061,673.00) (39,578,052.19)18 Aug-08 (448,991,105.97) (474,573,056.00) (25,581,950.03)19 Sep-08 (478,606,471.27) (532,343,000.00) (53,736,528.73)20 Oct-08 (408,552,120.63) (517,000,000.00) (108,447,879.37)21 Nov-08 (563,701,002.20) (596,485,263.00) (32,784,260.80)22 Dec-08 (635,181,638.04)23 Jan-09 (656,351,651.71)24 Feb-09 (640,577,739.15)25 Mar-09 (611,454,875.98)26 Apr-09 (651,168,402.54)27 May-09 (538,776,036.66)28 Jun-09 (418,257,100.74)29 Jul-09 (417,506,564.18)30 Aug-09 (359,315,248.63)

Cashflow Chart ( Line Chart )

(900,000,000.00)

(800,000,000.00)

(700,000,000.00)

(600,000,000.00)

(500,000,000.00)

(400,000,000.00)

(300,000,000.00)

(200,000,000.00)

(100,000,000.00)

100,000,000.00

CASHFLOW ( Planned vrs Actual )

Planned Cashflow Actual CashflowMonths

(900,000,000.00)

(800,000,000.00)

(700,000,000.00)

(600,000,000.00)

(500,000,000.00)

(400,000,000.00)

(300,000,000.00)

(200,000,000.00)

(100,000,000.00)

100,000,000.00

CASHFLOW ( Planned vrs Actual )

Planned Cashflow Actual CashflowMonths

Project: Padeniya - Puttalam Project - C 13

Progress data up to 10/25/2008

13. UNIT COST OF MAJOR ACTIVITIES

QUANTITY

Work item Unit BOQ Work done BOQ Budgeted Current

Total QTY QTY Rate Rate Rate

( WITH ESCALATIONS )

Binder course T 85,000.00 65,000.00 3,800.00 4,370.00 4,250.00 4,950.00

Agregate base course T 95,000.00 75,850.00 2,800.00 3,780.00 3,750.00 3,800.00

Remarks :

14. CUMULATIVE COST OF MANPOWER & OVERHEAD

Item Up to last month This monthRemarks

Month Oct-08 Nov-08 Nov-08

Value of work done 517,000,000.00 79,485,263.00 596,485,263.00

Salaries ( Manpower cost) Budgeted %

Staff 11,500,000.00 1,250,000.00 12,750,000.00 2.14% 2.0%

Workers 78,500,000.00 2,900,000.00 81,400,000.00 13.65% 12.0%

Labour subcontract 6,500,000.00 - 6,500,000.00 1.09% 1.0%

Total Manpower cost 96,500,000.00 4,150,000.00 100,650,000.00 16.87% 15.0%

Preliminaries 66,600,000.00 500,000.00 67,100,000.00 11.25% 10.0%

Initial BOQ Rate

UNIT RATE

Cumulative up to end of this month

% to value of work done

Site Over head 45,000,000.00 65,000.00 45,065,000.00 7.56% 6.50%

Page - 09

Padeniya - Puttalam Project - C 13

13. UNIT COST OF MAJOR ACTIVITIES

Variance

( WITH ESCALATIONS )

(700.00)

(50.00)

14. CUMULATIVE COST OF MANPOWER & OVERHEAD

Remarks

Budgeted %

MAGA ENGINEERING (PTE) LtdPROJECT NAME :

CASH FLOW

Contract value - Original (Rs.) -

Total Work Done Value - Revised (Rs. -

Aug-07 Sep-07

Value of Work Done

1 Monthly Work Done - - -

2 Cumulative Work Done - - -

% of cum. work done #DIV/0! #DIV/0!

3 Escalation -

4 Advance Payment - - -

5 Less Advance Recovery -

Cumulative Recovery of Advance -

6 Less Retention - - -

Cumulative Retention - - -

7 Release of retention -

8 Monthly Bill Value (1+3+4-5-6+7) - - -

9 Cumulative Monthly - - -

Revenue(a) Advance Payment Received - - -

(b) Monthly Bill for Received -

Total Bill Received (a+b) - - -

11 Cumulative Cash In - - -

Expenditure

12 Monthly Expenditure - - -

13 Expenditure for Capital assets - - -

14 Recovery of capital assets -

15 VAT input - - -

Total Expenditure (12+13+14+15) - - -

16 Cummulative Expenditure - - -

Cummulative Cash In - Cash Out - - -

Plant Income & Expenditure ( IF Applicable )

17 Capital expenditure - - -

18 Recovered & recoverable -

19 Monthly Expenditure -

20 VAT input -

Total expenditure (17+18+19+20) - - -

21 Cumulative expenditure - - -

Output to Project -

22 Cumulative income - - -

Pay Item

Cummulative Cash In - Cash Out - - -

Cumulative Cash In - - -

Cummulative Expenditure - - -

Loss / Profit - - -

Finance Cost / Gain - - -

Cum. Finance Cost / Gain - - -

Net Flow - - -

Note :

Original contract value

Contingences

Value of work

Value of work at the end of the project

Difference

Aug -1

CASH FLOW : CONTRACT:

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

Aug -1

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

IPC 01 IPC 02 IPC 03 IPC 06 IPC 072007 2008

Oct-07 Nov-07 Dec-07 Jan-08 Feb-08

- - - - -

#DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

- - - - -

= Rs -

= Rs - #DIV/0!

Aug -1

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

Aug -1

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

IPC 08 a IPC 08 \ IPC 11 IPC 09 IPC 10 IPC 112008 2008

Mar-08 Apr-08 May-08 Jun-08 Jul-08

- - - - -

- - - -

- - - - -

Actual

Expenditure actual July 2008

Actual monthly received up to end of August 2008

Work done for July 2008 not yet certified

Aug -1

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

Aug -1

Cum. Cash Inflow

Cum. Cash Outflow

Net flow

IPC 12 IPC 13 IPC 14 IPC 15 IPC 162008

Aug-08 Sep-08 Oct-08 Nov-08 Dec-08

- - - - -

- - - -

- - - - -

Expenditure actual July 2008

Actual monthly received up to end of August 2008

Work done for July 2008 not yet certified

IPC 17 IPC 18 IPC 19 IPC 20 IPC 212009

Jan-09 Feb-09 Mar-09 Apr-09 May-09

- - - - -

- - - -

- - - - -

IPC 22 IPC 23 IPC 242009

Jun-09 Jul-09 Aug-09 Sep-09 Oct-09

- - - 0

#DIV/0! #DIV/0! #DIV/0!

- - - - -

2009 2010 2010

Nov-09 Dec-09 Jan-10 Feb-10 ### Aug -10

- - - - -

For the Month of July

Material at Site (Cumulativ 18035268.2

Other Deductions -98094.56

Net Payable Without Tax ###

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