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TA To SLRA – 3rd Progress Report + 4th Invoice – JULY 2012

HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part

S L R A

Technical Assistance to Sierra Leone Roads Authority

TA to SLRA

- financed by the European Union -

3rd Progress Report

A. Narrative Part

Period: 01st February 2012 to 31

st July 2012

EuropeAid/128038/D/SER/SL EDF 10 ACP SL 04 CRiS 2010-249-387

Prepared by Consortium

Rhein Ruhr International GmbH (RRi) -Lead - and

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Note: This document has been produced with the financial assistance of the European Union.

The content of this publication is the sole responsibility of the a.m. consultants –

and can in no way be taken to reflect the views of the European Union.



Table of Contents

Acronyms / Abbreviation List .................................................................. 1

1. Introduction ........................................................................................ 1

1.1. Basic Project Date ........................................................................................... 1

1.2. Status of the Project ......................................................................................... 2

1.3. Who has prepared the report, why and how...................................................... 3

2. Executive Summary and Recommendation ..................................... 3

2.1. General ............................................................................................................ 3

2.2. Main Issues ..................................................................................................... 4

2.2.1. Institutional Capacity ................................................................................................. 4

2.2.2. Multi Donor Sector Policy Support Programme (SPSP) .............................................. 4

2.2.3. Devolution / Evolution process................................................................................... 4

2.2.4. EU-Communication and Visibility ............................................................................. 5

2.2.5. MULTI Project Management : = Milestone List --- time consciousness. ...................... 5

2.3. Recommendation for key decision makers ....................................................... 5

2.3.1. ROM Mission Report 2010, 2011, 2012 ..................................................................... 5

2.3.2. Well defined Scope of Works ..................................................................................... 5

2.3.3. Risk Management Matrix for Action Plan, Monitoring and Reporting ......................... 6

2.3.4. Road Maintenance Management UNIT with Devolution Support ................................ 6

2.3.5. Road Maintenance Administration Fund ..................................................................... 6

2.3.6. ECOWAS - Axle Load Control Measure .................................................................... 6

3. Review of Progress and Performance ............................................... 7

3.1. Policy and programme context ......................................................................... 9

3.2. Progress towards achieving objectives (overall objectives, purpose) ................ 9

3.2.1. Overall Objective ....................................................................................................... 9

3.2.2. Specific Objective / Purpose ....................................................................................... 9

3.2.3. Overal Results ........................................................................................................... 9

3.3. Activities undertaken and Results achieved...................................................... 9

3.3.1. Activitities and Results of KE #1 Project Management Specialist .............................. 11

3.3.2. Activities and Results KE # 2 GiS / Geografical Information System ........................ 11

3.3.3. Activities and Results KE #3 CMS ........................................................................... 12

3.3.4. Activities and Result NKE #1 RMMS ...................................................................... 12

3.3.5. Activities and Results NKE # 2 (i) RBDM................................................................ 12

3.3.6. Activities and Results NKE #2 (ii) Technical Specification ....................................... 13

3.3.7. Activities and Results NKE #3 PMMP ..................................................................... 13

3.3.8. EU-Communication and Visibility Actions ............................................................... 14

3.4. Resources and Budget used............................................................................ 14

3.4.1. Human Resource Input: ............................................................................................ 14

3.4.2. Financial Means / Incidental Expenditures ................................................................ 15

3.5. Assumptions and Risks – status and update ................................................... 16

3.5.1. Assumptions Results / Output .................................................................................. 16

3.5.2. Assumptions Specific Objective / Purpose / Outcome ............................................... 16



3.5.3. Assumptions Overall Objective ................................................................................ 16

3.6. Management and coordination arrangement ................................................... 16

3.7. Financing Arrangements ................................................................................ 17

3.7.1. Supply Contract ....................................................................................................... 17

3.7.2. Works Contract ........................................................................................................ 17

3.7.3. Service Contract ...................................................................................................... 17

3.8. Key Quality / Sustainabilty Issues .................................................................. 18

4. Workplan for the next period .......................................................... 19

4.1. Results to be delivered – quantity, quality and time ....................................... 19

4.2. Activity Schedule including key milestones and lead responsibilities ............. 21

4.3. Resource Schedule and Budget ...................................................................... 22

4.3.1. Human Resources (Experts) ..................................................................................... 22

4.3.2. Incidential Expenditures (IE) .................................................................................... 22

4.4. Updated risk management plan ...................................................................... 24

4.5. Special activties to support sustainablilty ....................................................... 24

5. Annex to the Progress Report, Part A ............................................ 24

5.1. Updated Logframe TOR ................................................................................ 25

5.2. Summary performance data ........................................................................... 27

5.3. Updated Annual Workplan ............................................................................ 27

5.4. Updated Annual Resource Schedule .............................................................. 28

5.4.1. Human Resources : Fee Structure ............................................................................. 28

5.4.2. Finacial Resourcres : Incidental Expenditure (Addendum No. 1) ............................... 29

5.5. Risk Management Matrix .............................................................................. 33

5.6. EU Communication and Visibility Matrix ...................................................... 42

5.7. PCM … Strcuture of Inception / Progress and Completion Report. ................ 42

5.8. Ancilliary Information supply on CD_ROM .................................................. 42


HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 1

Acronyms / Abbreviation List

ADB African Development Bank

ACP African Caribbean Pacific Countries

AfC Agenda for Change

CD Capacity Development

COMESA Common Market for Eastern and Southern Africa

CBR California Bearing Ratio

CPM “contractual” Project Manager at SLRA

CSO Civil Society Organisation

CSP Country Strategy Paper

DAC Development Assistance Committee

DA Decentralisation Act

DCP Development Cooperation Policy

DC Disctrict Councils

EC European Commission

EC_PG EC Partner Government Monitoring

ECOWAS Economic Community of West African States

EUD Delegation of the European Union / EUDEL

GBS General Budget Support

GIS Geographic Information System

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit

GOSL Government of Sierra Leone

HQ Headquarters

ILO International Labour Organisation

IS Institutional Support

KFADED Kuwait Fund for Arab Development

LC Local Councils

LFA Logical Framework approach

MDPP Multi Donor Policy Paper

MOU Memorandum of Understanding

MOWHI Ministry of Works, Housing and Infrastructure

MSA Multi Sector Approach

MSU Mechanical Services Unit

NAO National Authorising Officer

NGO Non Governmental Organisation

NaCSA National Commission for Social Action

NRS National Road System or Network

OECD Organisation for Economic Cooperation and Development

oQSG Office Quality Support Group

RDM Road Design Manual

ROM Results Oriented Monitoring



PCM Project Cycle Management

PFM Public Financial Management

PIA Project Implementation Arrangement

PIU Programme Implementation Unit

PM Project Management / Project Manager

PMMP Pavement Maintenance Management System

PRAG2008 ...2012 Practical Guide Version 2008 or Version 2012

QA Quality Assurance

RCS Road Condition Survey

RFA Road Fund Act

RRI Rhein -Ruhr International GmbH (Consultant)

RIP Regional Indicative Programmes

RSP Road Sector Policy

RMFA Road Maintenance Fund Administration

RMFAA Road Maintenance Fund Administration Act, 2010

RMS Road Management System

RMMS Road Maintenance Management System

RMU Road Management Unit

RTAA Road Transport Authority Act 1996

RTA Road Traffic Act, 2007

SADC Southern African Development Community

SLRA Sierra Leone Roads Authority

SLRTA Sierra Leone Road Transport Authority

SPSP Sector Policy Support Programme

SPU Strategy and Policy Unit, Office of the President

SWAp Sector Wide Approaches

TA Technical Assistance

TC Technical Cooperation

“Making Technical Cooperation more effective”

Tech Spec / TS Technical Specification for Tender Documents

TL / TA Team Leader Technical Assistance

TMS Tools and Method Series Guidelines

TOR Terms of Reference

TPM “technical” Project Managers at SLRA

WB The World Bank



1. Introduction

The Technical Assistance to Sierra Leone Roads Authority (SLRA) is going to summarise the

basic project data, thestatus of the projct and who has prepared the report.

1.1. Basic Project Date

The Government of Sierra Leone (GoSL), presented by the National Authorising Officer

(NAO) of the European Development Fund in Sierra Leone and RRI Rhein Ruhr

International in Dortmund, Germany has signed the Contract with the subject “Technical

Assistance to Sierra Leone Roads Authority” with the idendification Number 2010-249-

387 (“the services”).

The contract has been signed in December 2010.

The Contract comprises in the order of preceedens

Basic: Special Conditions of Contract

Annex 1: General Conditions of Contract

Annex 2: Terms of Reference

Annex 3: Organization and Methodology

Annex 4: Key Experts

Annex 5: Budget Break Down Original + Addendum No. 1

Annex 6: Forms and other relevant documents

Annex 7: Report of factual findings and TOR for an expenditure Verfication.

Project Data

Tender Number EuropeAiD / 128038/D/SER/SL

EDF Programme 10 ACP SL 04

CRiS – No. 2010-249-387

Contract Amount 1.495.100,-- EUR

including Provisions Incidental Expenditure of 300.000,-- EUR

and Verification Report of 50.000,-- EUR

Commencement: 31st January 2011

Period of performance 24 months

Completion : 30th January 2013

Key stakeholder

The main key stakeholders within the Serivce contract are the Financing Authority

European Union, the Contracting Authority the National Authorising Officer and the

Supervisor SLRA. In addition the other key stakeholders comprise the consultants /

supervisors representatives, the contractors and the project affected people esp.

Compensation for land use and demolishing structures within the road reserve / right of

way.

Overall Objective

The overall objective of the insitutional development is to contribute to poverty reduction,

by enhancing road infrastructure, in line with the PRSP II pillar of economic development.

Purpose

And the purpose of this contract is to enhance the domestic capacity and to support the

definition and implementation of the road sector policy, to rehabilitate and maintain the



classified road network as a main challenge.

R E S U L T S

This main results are stated in the contract:

R1 _ Improve / strenghten SLRA Institutional Capacity / capacity development (CD) to

plan, develop, manage and maintain the classified road network

R2 _ Benefit from a multi-donor Sector Policy Support Programme (SPSP).

R3 _ Devolve Feeder Roads – in fair and good condition – and the possibility of Urban

Roads to the District and Local Councils in context with decentralization structures.

R4 _ Apply EU-Communication and Visibility Actions

The Contract request EU-Visibility aspects in accordance to the EU publication:

www.http://ec.europe.eu/europeaid/work/visibility/index_en.htm .

Expenditure Verification Report:

The Expenditure Verification Report is being produced by the chartered accountant Emile

Kargbo Associates (EKA) and proves the eligible expenditures occurred under this

contract.

1.2. Status of the Project

A general view of the progress is given below, but please refer to details unter paragraph

No 3 : Review of Progress and Performance to date of this progress report and under

paragraph No. 2 Executive Summary and Recommendations.

In general, the progress of the project in on course

(i) with the performances of the key- and non-key experts

(ii) the with the tentative time schedule / work programme,

(iIi) within the planned spendings of the Incidental Expenditure Budget

75% of the time elapsed, 80% of the max. contract value achieved.

All experts have produced several messages, manuals, other documentations and have

transfered their skills and experiences to the SLRA engineers and have presented their

holistic results in different workshops.

In particular, the ROM-Mission has identified some specific issues in their report 2012–

dated 12.04.2012 -, that the project is hampered by the lack of a focused logframe with a

duly baseline and SMART performance indicators, given at the Tender Stage.

And a dialog could be improved both at the project and at sector working group level.

In the meantime the tripartite meetings (project level) have been resumed and works well.

And a preparatory meeting with donors and other key stakeholders took place and a donor

conference (sector level) is schedule at the MoFED for Wed., 05th September 2012.

SLRA is still tackling with the perceived lack of middle management cadre but steps

have been taken by the SLRA executive Management and the TA to SLRA to promote

http://www.http/ec.europe.eu/europeaid/work/visibility/index_en.htm



Junior Engineers to take over responsibilities and promote commitments.

The ROM-Mission requested from the TA to formalize the change of personnel with an

addendum. The addendum has been prepared and is already approved by SLRA and NAO.

And there seems to be a misunderstanding of the ROM-Assessors about the Copyright

statement. No copyright problem will arise with the PMMP / Pavement Maintenance

Management Programme with the Ghana Highway Authority due the circumstances of

PMMP-Development.

All the deficiencies, point out by the ROM-Report, are going to be rectified by the

involved stakeholders with the necessary attention and in good times.

Note: The draft / final completion report – in compliance with the Project Cycle

Management (PCM) EU-guidelines, page 115 - will contain the item “LESSONs

LEARNED”. The current paragraph “4.Workplan in the next period” of this progress

reports will be changed to paragraph “4. Lessons learned” in the draft / final completion

report. The “page 115” is attached in the ANNEX of the narrative Part A.

1.3. Who has prepared the report, why and how

RRI Rhein Ruhr International’s contractual obligation is to prepare a bi-annunally progress

report.

The report will give an overall view of the problematic situations, fiancial and human

resources, carried out activites and achieved results in compliance with the Service

Contract “TA to SLRA”.

RRI refers in the progress report to the suggested structure described in the Project Cycle

Management guidelines, page 115.

2. Executive Summary and Recommendation

2.1. General

This 3rd

Progress Report has to be provided under the Contract Agreement “Technical

Assistance to Sierra Leone Roads Authority (TA to SLRA), signed by The Contracting

Authority NAO, the Financing Authority EU-DEL and the Consortium RRI Rhein Ruhr

International GmbH (Lead) and the Deutsche Gesellschaft für Internationale

Zusammenarbeit (GIZ) GmbH .

The contract has been signed on 07th

December 2010.

The consortium RRI&GIZ received the administrative order to commence their duties on

31st January 2011.

This agreement extends over a period of 24 months and its value sums up to 1,495,100

Euro including the provisional sums for incidental expenditures (300,000 Euro) and

expenditure verification report (50,000 Euro).



This 3rd bi-annual progress report covers the period from 01st February 2012 to 31

st

July 2012 with the narrative part (A), the financial part (B) including the invoices No. 4a,

Invoice 4b, and total overall view Invoice No. 4 with expedenditure verification report of

the chartered accountant EKA / Emile Kargbo.

2.2. Main Issues

In the 3rd

bi-annual period six experts delivered all services to match the requirements of

the expected results of the service contract, esp. described in the Terms of Reference:

2.2.1. Institutional Capacity

The Technology Transfer is mostly taken place with the day-to-day assistance of the long-

term Team Leader due to the provision of technical, contractual, administrative,

organizational project management experiences, tools, processes and methodologies.

The assignment of the other key / non-key experts – in a supporting function - is defined

more specific and easier to overview the direct activities (analyse, planning,

implementation stage) and direct produced outputs / results.

And the revival of the Road Maintenance Management System (RMMS) gives an

excellent tool to match the Functions (plan, develop, supervise, maintain, adminster,

monitor and evaluate) of the Authority to provide a safe, reliable and road network

(SLRA Mission) for an improved socio-economic development.

It is only recommended to balance out the programme design /with the human resources in

next assignments not to overstretch the advisor’s capacity with direct time consuming

project works.

The GiS, RMMS, RCS, RDM, Tech Spec, MiS and the PM-Expert have delivered good

results for enhancing the engineering and project administration in-house capacity.

2.2.2. Multi Donor Sector Policy Support Programme (SPSP)

Support in the re-definition of the Road Sector Policy, development of the performance

monitoring system of the road sector (Road Maintenance Management System – RMMS)

and to strengthen the government-led donor coordination to harmonize systems for

reporting, budgeting, financial management and procurement.

SLRA has focussed his demand on the Road Maintenance Management Systems (RMMS),

and the joint venture RRI & GiZ have delivered an operational PMMP / GiS- Geo

Databank enabling SLRA is able now, to determine an unconstraint and constraint Budget

for the Rehalbilitation of the Core Road Network (Class A + Class B).

In the fourth bi-annual period a donor conference (05th

September 2012) will be

organized for reasons of proper fungibility decisions, improving transparancy

mechanismn and decreasing transaction costs.

2.2.3. Devolution / Evolution process

The Road Fund Act and the Feeder Road Policy has to be further implemented.

The devolution process expert has presented his findings and his activity plan in his

report. to transfer the maintenance responsibility of the Urban to the District and Local

Councils. And the EU is requesting the enforcement of the Road Fund Act.

Thus monitoring of the implementation and functionier Road Fund Administration is an

essential part for future donor support.



It is recommend that one junior engineer (proposed Emmanuel AB Lansana) will follow

up the devolution process, e.g. to communicate with the district counsil engineers and the

SLRA district / regional office engineers about the progress.

The TA-Team leader can support him in this matter.

2.2.4. EU-Communication and Visibility

SLRA and NAO are well aware about the necessary implementation of the EU

Communication and Visibility tools. This is an on-ging process and will be improved with

the Public Relation Officer (SLRA) together.

The EU-Manual gives a lot of ideas, in which areas and with which tools the Visibility

actions can be successfully applied:

www.http://ec.europe.eu/europeaid/work/visibility/index_en.htm

A EU Communication matrix is drafted and will be enhanced soon.

2.2.5. MULTI Project Management : = Milestone List --- time consciousness.

There is a demand of introducing MULTI project management methodology.

A mechanism should be established, to plan milestones / dead line well of the different

programmes and activities – well ahead – to give enough reaction time.

This could be incorporated in the Risk Management Matrix as an Action Plan,

Monitoring and Reporting Tool.

2.3. Recommendation for key decision makers

2.3.1. ROM Mission Report 2010, 2011, 2012

The NAO brought forward the ROM-Mission reports to SLRA on 11th May 2012.

Hence it is recommended to follow the the laid down Key Observations and

Recommendations laid down in the Result-Oriented Monitoring Mission Report of the

Technical Assistance to SLRA.

The Recommendations in the ROM-Report referring to the TA to SLRA are already

communicated with the key stakeholders and put in practise.

Additional information are given in the report itself.

2.3.2. Well defined Scope of Works

The previous missions of the experts for “specific tasks” have proved, how effective and

efficient a result can be achieved, if the “expected product” is well defined.

SLRA has demanded the focus on the Road Conditions Survey, the Pavement

Maintenance Management Programm with the Budgeting for Rehabilitaiton Works.

And this has been successfully completed.

In contrary, the Terms of Reference for the long term technical assistance (LTTA) are too

wide ranged described – without objectively verifiable Indicators (OVI) – that it is not

easy to asses the performance of the LTTA

However, due to the personal input of the LTTA (overtime) and the presented results it can

be judged at least qualitative: SLRA is very satisfied of the services provided by the long-

term expert (ROM-Mission Report 2011).

Hence it is recommended to define the scope of works in a duly way, either for a

Technical Assistance Programme or for all Project Descriptions of a Supply +

Installation,Service or Works contract – with objectively verifiable indicators, not only

qualified, and quantify the baseline / reference line within the project.

http://www.http/ec.europe.eu/europeaid/work/visibility/index_en.htm



Please refer to the interlocked / nested log frame in paragraph 3 Review of progress and

Performance, too.

2.3.3. Risk Management Matrix for Action Plan, Monitoring and Reporting

A Risk Management Matrix is under preparation. This Matrix should be completed and

enhanced by assigned Engineers, say two together with the LTTA / Project Management

Specialist Helmut F Giesa in the 4th

bi-annual period.

This Risk Management Matrix can assist SLRA for an Action plan (Checklist), for duly

Monitoring and appropriate Reporting reasons.

In the meantime the tripartite meeting has been resumed what gives a good source of

information and follow up of relevant issues, too.

2.3.4. Road Maintenance Management UNIT with Devolution Support

Now a SLRA-Working group has been trained to do Road Conditions Survey (RCS), to

feed the Data in the Pavement Maintenance Management Programme (PMMP) and

enabling them to determine an unconstraint / constraint budget for the Rehabilitaiton works

of the Core Road Network.

It would be of great help for the Instituion SLRA to establish a RMM-Unit to improve the

sustainability of all the efforts of the RRI&GIZ experts and the SLRA working group

members.

The RMMU can carry out necessary the annual / bi-annual road condition exercise and can

train the regional engineers and the road engineers at the District Councils and Local

Councils, which are oblighed to maintain the handed over FEEDER Roads in good and fair

conditions in conjunction with the Devolution Process.

And it is highly recommendet apply for funds from the different Donors for the RCS,

PMMP-Data Input and Budgeting of the Feeder Road Network to utilize fully the

established PMMP for the entire Road Network (Class A, Class B, Feedeer Roads F1, F2,

F3)

2.3.5. Road Maintenance Administration Fund

The RF-means have not increased progressively and they are insuffienct to cover the

maintenance needs of SLRA and District / Local Councils.

Currently fhe financial means are to low, to satisfy the SLRA-demand for a proper

rehabilitaiton of the degraded roads. The process of deterioration is ongoing.

Without fuel price increase, there will be no progress in a functional / operational road

fund administration due to the lack of available funds for the routine and periodic Road

Maintenance measures (80% for SLRA and 20% for the District / Local Councils).

2.3.6. ECOWAS - Axle Load Control Measure

ADB has provided several mobile weighbridges to SLRA. And SLRA has done some

exercises to determine the axles loads and vehicle weight along selected road corridors.

Besides SLRA have trained some engineers how to use the operational weighbridges at the

Border Post (Kambia Disrict).

Hence SLRA Engineers can be organizational attached to the RMMU to carry out load

axle controls. Or the involved stakeholders should decide, who will do it, to secure the



investment of the Donors. As you know, an overload axle will cause a damage with the

effect of exponent 4.

Example : [ 12 ton axle / 8 ton ] exp. 4 = 5,1 damage factor against the 8 ton standard axle.

The deterioration formuale is derived from empirical test.

It means, under the pre-condition that ALL commercial vehicles would carry goods with a

axle load of a 12 tons, the life span of the road would be reduced by factor 5.

E.g., if the life span of the road with the defined pavement structure have been calculated

for a predicted traffic volume (ESA = 8 tons only) of maximum 20 years, the road would

be damaged within the nex 4 years only! (20 years divided by damage factor 5).

Axle Description overloaded

ESA / Equivalent Standard Axle with the formula

[Axle laod/ 8 Standard Axle] exp. 4

damage factor against a 8 ton standard axle

8 ton Standard Axle 1 1,0 1

9 ton actual axle load 1,125 (9/8) exp. 4 = 1,6 1,6

10 = vehicle weight of 50 tons on 5 axles

1,250 2,4 2,4 times damage

factor



13 ton actual axle load 1,625 (12/8) exp. 4 = 7,0 7


15 = vehicle weight of 60 tons on 4 axles

1,875 12,4 12,4 times damage

factor

16 ton actual axle load 2,000 (12/8) exp. 4 = 16,0 16


18 =vehicle weight of 72 tons on 4 axles

2,250 25,6 25,6 * damage factor

This small exercise shall give a glance, how important it is, to control the axle load to

prevent the damage of the Road. It is in the interest of all donors and the Government of

the Sierra Leone (GoSL) to save the investments to secure an endurable road over a long

period. Otherwise you are compelled to design the pavement layers exaggeratively thick,

what would increase the costs unjustifiable.

3. Review of Progress and Performance

In General, the description of the Terms of Reference is wide ranged described, and no

specific baselines for the monitoring of performance is given by duly SMART

performance indicators. Hence it is difficult to show objectively verifiable Indicators of the

progress and performance of the TA and their “quantified” impact to the Capacity

Development.

In addition, the interlocking / nested logframe of the PCM / page 94 shows the links

between the objectives of the policy, the sector programme (Sector Transportation /



Subsector Highways / Roads) and the specific project (TA to SLrA / all road projects within

the responsibility of the Sierra Leonean Roads Authority) and gives an idea, how the

performance indicators should be structred.

The interlocking / nested log frames illustrated clearly the interdependencies of the

different levels.

And in particular, the involved key stakeholder EU, NAO and SLRA have different

requirements for their own defined objectives:

a. EU request deliveries from the “TA to SLRA” mostly at “policy level” ,

b. NAO requests performance mostly at “programme level” and

c. SLRA is being supported at “project Level” with an in-depth work load.

As you can identify, you have to make a big spigot to match the performance criteria of all

three levels at the same time – especially with the in-depth levels of Information / proper

research for correct technical advices at project level - . ONE Long Term Technical

Assistant (LTTA) expert cannot deal this work load within the regular working hours.



3.1. Policy and programme context

The TA to SLRA programme is linked basically to the Institutional Support Programme in

line with the Finanical Agreement. The FA describes the Laboratory, Survey, EDP-hard

and software and Internet connection components of the Supply Contract (beneficiary

SLRA), Works Contract (Extension of Head Office) and the Service Contract (TA to

SLRA). Details are given under paragraph 3.6 of this report.

However, the wider context is the development of Sierra Leone to reduce poverty and

hence to secure a stable peace situation. Other publications could be seen in context with

the project design to achieve the sustainability of the policy, the programme and the

project:

A_ Poverty Reduction Strategy Paper (PRPS) II

B_ Agenda for Change

C_ Multi Donor Policy Paper

D_ Development Cooperation Policy

E_ Regional Integration Programs (RIP)

F_ Multi Donor Approach

G_ Country Strategy Paper (CSP)

H_ Road Fund Act

I_ Road Sector Policy

J_ Project Cycle Management (PCM) Guidelines

K_ Sector Policy Support Program (SPSP)

L_ Decentralization Act

M_ Practical Guide (PRAG) for contract procedures for EC external actions

N_ Making Technical Cooperation more Effective, guidelines #1, #2, #3, ...

3.2. Progress towards achieving objectives (overall objectives, purpose)

3.2.1. Overall Objective

The overall objective of the project is said to contribute to poverty reduction, by enhancing

road infrastructure, in line with the PRSP II pillar of economic development.

The TA to SLRA delivered services will certainly achieve this overall objective by timely

completed road infrastructures.

3.2.2. Specific Objective / Purpose

The purpose of this contract is to enhance the domestic capacity and to support the

definition and implementation of the road sector policy. The delivered results and ongoing

activities (esp. Donor Conference / Road Working Sector Group) with an intensified dialog

between the donors and all stakeholder will achieve the purposes, of course.

3.2.3. Overal Results

In the 3rd

bi-annual period, six experts carried out their missions and delivered the

requested results in compliance with the TA to SLRA service contract.

The achieved results are described in the following paragraphs

3.3. Activities undertaken and Results achieved

The entire activity schedule (see ANNEX) is filtered between the data range

“Start 01 February 2012” and “Finish 31st JUL 2012”, to reflect all Activites are being

carried out by the experts in the 3rd

bi-annual period.



All six experts have been worked on the programme/ project and have presented their

results in five carried workshops, and in their produced manuals / documents, almost at

end of their missions.

A lot of emphasiz was given on-job training as well.

The below Ghantt Chart / Bar Chart describes all the activities, the start and finsih dates,

the duration of the mission (working days), the organized workshops of each experts.

And the Team Leader took care and made the experts and the PRO (SLRA) aware about

the importance of the application of the EU Communication and Visibility Guidelines.

The key messages were conveyed:

More, better, faster – Europe cares

The EU and SLRA delivering more and better aid together

EU cooperation that counts

The EU delivers

In particular, the six experts have carried out following activities and the achieved results:



3.3.1. Activitities and Results of KE #1 Project Management Specialist

The TA-Team carried out the following activities in compliance with the wide-ranging

activities of the Terms of Reference and achieved the expected results.

The Team Leade coordinated all the team itself, the workshops with SLRA and carried out

his usual daily works at the Head Office or on site / site inspections with site meetings.

The Risk Management Matrix (ANNEX 5.5) indicates the areas, where the Technical

Assistant / Project Management Advisor / Team Leader is supporting the SLRA-Institution

at policy, programme and project level (see interlocked / nested log frame – PCM

Guidelines)

And he is doing the daily works, what have been described in the

progress report No. 1 and No.2 to produce results in the four following fields:

1_ Capacity Development

2_ Multi Donor Sector Policy

3_ Decentralization / Devolution and

4_ EU Communication and Visibility.

Some Documents can be reviewed in the attached CD-ROM.

3.3.2. Activities and Results KE # 2 GiS / Geografical Information System

The TA-SLRA project’s first objective to implement a ‘Graphical Interface to the PMMP

software under ArcGIS’ has been EXTENDED to include the implementation of a full

Geographic Information System (GIS). All Digital Spatial Data collected during my first

mission GPS field trips (A and B class roads centerlines with all attached geographic

features like cities, villages, bridges, culverts, major and minor junctions, ferries,

administrative boundaries) have been used as a Backbone for the implementation of the

first SLRA Geo-database.

The new SLRA Road Network of class A and B Roads has a total length of 4,070.6 km with 2,242.2 km of A-class roads and 1,828.4 km of B-class roads. Some Roads are just INEXISTANT (never existed!), others are TRUNCATED (like B-002 at Kangahun) while a few have been REDEFINED as NEW Roads.

NEW ROADS - The following roads are NEWLY Re-Defined:

• A-028: from the Mama Beh Junction to Mama Beh village

• A-029: from Pujehun to the Gobaru Junction

• A-030: from Lungi to the Lungi International Airport

• B-041: from Madina to Konta [Guinee border]

• B-042: from Malema to Sulima

• B-043: from Dodo to Bomaru

NON-EXISTING ROADS - The following roads DON’T EXIST on the field:

• A-018 (somewhere in Freetown): this road doesn’t exist at all!

• A-026-part2: between Bafodia and Kamakwie (77km)

• B-026-part2: between Kumba Yendeh and Koribondo

• B-037: this road doesn’t exist at all!

• B-043-part2: between Bomaru and Kailahun



The Documents can be reviewed in the attached CD-ROM.

3.3.3. Activities and Results KE #3 CMS

The contract and claim management specialist Dr. Tengbe worked with an SLRA-Team

together:

Consultation with SLRA on Contract and Claims Management

Preparation of Action Plan and activity Schedule

Hill side bypass Road Project,

Lungi to Port Loko Road Project, Kenema to Pendembu Road Project

etings with SLRA staff on regular basis to transfer knowledge

And following discrepancies have been identified:

nd Consultants do not comply with Contract Documents

works. Huge time delays are encountered.

-

financing. This is particularly difficult when processing contractors interim payment

certificates, as delays are incurred when seeking approval for each donor (each with a

specified procedure)

in payment approval

ank for all projects should be

investigated.

-contract activities are sketchy and should be investigated.

All the findings / results have been presented in a workshop.


3.3.4. Activities and Result NKE #1 RMMS

A Training and the PMMP Manual has been set up and a Training has been carried out.

Additonally the workshop presentation has been prepared and presented together with the

PMMP Expert. The Power point presentation of the workshop and the Manual can be

reviewed in the attached CD-ROM.

3.3.5. Activities and Results NKE # 2 (i) RBDM

The Design Manual (Draft) was prepared by the TA-Expert with two assigned junior

Engineers. The Road and Bridge Design Manual comprises of four components.

1_ Geometric Design

2_ Material and Pavement Design

3_ Drainage

4_ Bridge Design.



The result has been presented in a workshop. A softcopy of the Road and Bridge Design

Manual has been distributed to EUD, NAO, SLRA- Board of Directors, SLRA-Engineers,

The Univeristy and to the Sierra Leonean Institute of Engineers (SLIE).

All documents pertaining to the misison and workshop (Tech Spec, Power Point

presentation, …) of the RBDM-Expert can be reviewed in the attached CD-ROM.

3.3.6. Activities and Results NKE #2 (ii) Technical Specification

The Technial Specifications (Draft) was prepared by the TA-Expert Charles A Adams with

two assigned junior Engineers. The Tech Spec covers all Road and Bridge Works from

Mobilization, Earthworks, Layerworks, Asphalt works, concrete works for structures, a.s.o.

The Power Point Presentation of the workshop and the Technical Specification (Draft) can

be reviewed in the attached CD-ROM.

3.3.7. Activities and Results NKE #3 PMMP

The PMMP – Expert Kwame Ansu-Gyamfi has delivered the developed and enhanced

software on his own.

He adapted / customized the software program to the demands of SLRA.

The SLRA Working group was trained in the following fields:

The Training Programme

for RCS, RMMS, PMMP and Budgeting comprised the following components:

1_ From Road Condition Survey to the determination of road condition description

(good, fair, poor)

2_ Set-up of Annual Road Condition Report

3_ Road Maintenance Strategies

4_ Unit Cost of Works

5_ Budgeting Procedures

6_ Setup of Annual Budget

7_ Medium Term Budget and Maintenance Programming for a period of several years.

And following Results were achieved.

A_ Importation of 100% Road Registers into the PMMP database. The register in the

database is the current version, which was developed during my mission.

B_ Inclusion of a GIS-Interfacing tool in PMMP to enable data exchange between

PMMP and the GIS Platform in conjunction with the GIS Expert. Thematic maps of the

condition results for road sections and sub-sections, traffic data and on-going projects can

be generated after using this tool to extract data from the PMMP database.

C_ Training of SLRA Working Group (WG) members in the use of PMMP for Data

Collection, Inputs, Condition Analysis and Budgeting and Maintenance Programming and

Reporting.

D_ Installation of a Final Functional version of PMMP on SLRA Server.

E_ Production of PMMP installation CDs for installation of the software on other

workstations when the need arises.

F_ Production of two volumes of manuals for PMMP for modules 1 and modules 2-3

respectively. Module 1 is the Data Inputs Module and Modules 2-3, which represents the

same software is the Analysis and Budgeting Module. These manuals are expected to

serve as the main source of reference on how to use the PMMP to achieve any task that the



software is capable of.

Facit :

All Experts have been been summarized their produced results in the five held workshops

to provide a concise idea about the results achieved about the Training, the Technologiy

Transfer to the SLRA Engineers and improved Capacity Building Process within the

Institution SLRA.


3.3.8. EU-Communication and Visibility Actions

The Project management Expert and the PRO (SLRA) have been organized the coverage

of ALL workshops by PRESS and TV – SLBC representatives.

Some sample of the press publications are attached in the ANNEX:

a) Road and Bridge Design Manual (RBDM) on 15th May 2012

b) Road Condition Survey (RCS) on

c) Road Maintenance Management System (RMMS) with Pavement Maintenance

Management PMM-System

d) Geographical Information System / GiS on 04th July 2012

and

e) Technical Specification on 26th July 2012

Unfortunately we could not get a video record of the broadcasted TV documentations of

the five workshops. But we are trying to receive future broadcasted videos for the

succeding five workshops up to the end of the programme Jan. 2013.

However the attached CD-ROM provides a lot of photos of the GiS- and Tech Spec

Workshop.

3.4. Resources and Budget used

In particular the following “physical” and “financial” means have been utilized in the 3rd

bi-annual period:

3.4.1. Human Resource Input:

All experts (except devolution) have carried out their missions in the last 3rd

bi-

annual period from 1st February to 31

st July 2012.

The “Input” can be seen in the below table:

Expert

Cat Function Name

Previous

period

(wd)

Actual

bi-

annual

period

(wd)

Up to

date

(wd)

KE 1 Project Management

(PM)

Team Leader

Helmut F Giesa 264 137 401

KE 2 GIS / Geographical

Information System Boon O Lam 60 47 107

KE 3 Legal Expert /

Claim Management An ill-health certificate has

been submitted by Eugene 0 39 39



Expert

Cat Function Name

Previous

period

(wd)

Actual

bi-

annual

period

(wd)

Up to

date

(wd)

Rausch. Conseuqently replacement has t be followed.

Hence the planed January

mission is postponed.

NKE1 Road Maintenance

Management System

(RMMS)

Hans Maennchen 33 16 49

NKE2

Technique:

Road Condition

Survey (RCS)

Charles A Adams 23 46 69

NKE 3 Management Information

System (MiS) Mission foressen in

3rd bi-annual period 0 21 21

NKE 4 Decentralization /

Devloution Process Dr. Franz J Goetz 22 0 22

Total working days 402 306 708

3.4.2. Financial Means / Incidental Expenditures

The following expenditures have been occurred within the 3rd

bi-annual period.

Please see refer to the Financial Part B of the progress report / Invoice #4.

Code Description Expenditure up

to date : 31.07.2012

Expenditure current 3nd bi-annual

period

CC 1a

132.-- Euro per diem for Expatriates from 01.01.2011 : http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/perdiem_201012_version_to_be_p

ublished.pdf

2.112,00 € 0 €

CC 1b 141.-- Euro per diem for Expatriates from 10.07.2011 :

http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/update_10_07_2011_rectified.pdf

9.870,00 € 0 €

CC1c 209.-- Euro per diem for Expatriates from 01.01.2012 :

http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/perdiems_update_12_2011.pdf

5.431,00 € 3.971 €

CC1d 225.-- Euro per diem for Expatriates from 01.July 2012

onward 2.025,00 € 2.025 €

CC 2

External Workshops - outside of place of mission - : Foreign Exchange Rate -

http://ec.europa.eu/budget/inforeuro/index.cfm?fuseaction=currency_historique&currency=174&Language=en

6.608,78 € 0 €

CC 3 5 Internal Workshops - in Freetown - 24.106,85 € 14.866 €

CC 4 Study Tour in Africa (pref. Namibia or Ghana), schedule in

October 2012 0,00 € 0 €

CC 5 Long term Studies / Master programmes at the UK 82.153,48 € 52.084 €



Birmingham : Daniel Wisman (Living Allowances), Abdulai Ansumana and Francis S. Bockarie (Tuition Fee, Learning

Material, Flight, ...)

CC 6 EU-Communication and Visibility :

http://ec.europa.eu/europeaid/work/visibility/index_en.htm 2.853,51 € 1.170 €

CC 7.1 Per diem SLRA-RMS-Working group : GPS-survey, Road Condition Survey

12.958,38 € 8.787 €

CC 7.2 Road Management System RMS : Rent of Equipment, Purchase of Software, Stationary, Rental of Cars, Fuel,

Lubricants, Repairs

23.608,66 € 19.074 €

Incidental Expenditure 169.702 € 99.946 €

3.5. Assumptions and Risks – status and update

If the mentioned assumptions in the contract - in context with the Logic Framework Matrix

(LFM) - will not be fulfilled, some expected result of a proper institutional support / capacity

building / multi-donor sector policy and devolution process cannot be fully achieved.

Currently some deficiencies can be identified in the institution SLRA due to the cash flow

constraints / transaction deficits from the MoFED / Road Fund Administration (FRA),

caused by the lower levy income and the process of establishment of the RFA.

The Output can only be achieved if the pre-conditions will be implemented.

Note : Negative formulated assumption are called Risks.

However the assumptions are vague “qualitative” described – hence it is difficutl to asses the

grade:

3.5.1. Assumptions Results / Output

Restructuring of institutional Framework, Restructuring of the SLRA including

recruitment, Establishment of an independent Road Fund, Privatization of the

Mechanical Service Unit (MSU), Civil Service Reform / Salary levels / attract and

maintain qualified staff, Procurement process identifies properly qualified contractors,

Government commitment to pursue decentralization process.

3.5.2. Assumptions Specific Objective / Purpose / Outcome

Stability – oriented macro-economic policy, Credible and relevant programme to

improve Public Financial, Management, Fuel Levy is progressively increased to cover full

the periodic maintenance of the classified road network, Domestic contractor increase in

number and in capability to perform.

3.5.3. Assumptions Overall Objective

Political stability continues, World oil price stabilize, Global economic remains stable.

3.6. Management and coordination arrangement

In the next months there will be a focus on the Donor Conference and Donor Coordination.

http://ec.europa.eu/europeaid/work/visibility/index_en.htm



3.7. Financing Arrangements

The Financing Agreement between the Government of Sierra Leone and the European

Union gives Institutional support in three categories:

3.7.1. Supply Contract

The Supply Contract for Lot 1 and Lot 2 comprises of Vehicles, Laboratory Equipment,

Survey Instruments, Komputer Hardware and Software with the Internet connections of

150 working places. The supply contract has been awarded and the delivery and

installation should start within the agreed time.

3.7.2. Works Contract

The works Contract for the Rehabliktation / Extension of the Head Office and regional

Offices.

The works has been awarded to the contractor and SLRA is supervising the Building

construction on it own.

3.7.3. Service Contract

The Service Contract is carried out by our Joint Venture RRI Rhein-Ruhr International

GmbH (Lead) with the Junior Parter Gesellschaft für Internationale Zusammenarbeit (GiZ)

GmbH. This Service contract is subject of this progress report.

The intial budget of the Financial Agreement of all three components for the Institutional

Support has been revised.

The new Budget is described in the below mentioned table:

Budget

initial,

decision

18496

Reallocation

and Use of

Contengenci

es

Budget

2012

Remarks to

Contracts

Services

(TA to SLRA) 1.700.000 -204.900 1.495.100

YES,

JV RRI & GiZ

Supplies (Laboratory,

Survey and SLRA-

Office Equipment,

Installation of 150 PC-

Internet Connections)

450.000 204.900 654.900

YES for

Lot 1 (Vehicles) and

Lot 2 (SLRA-Equip)

Works (Extension of

SLRA-Head Office /

Rehabilitation of

Regional Offices)

500.000 250.000 750.000 YES, MODCOM;

Supervision SLRA

Visibility 0 0

Budget within

Incidental Exp. of

TA to SLRA

Services

Audits 50.000 50.000 EU – responsible

Evaluation 50.000 50.000 EU - responsible

Contingencies 250.000 -250.000 0 ZERO

Total 3.000.000 3.000.000



3.8. Key Quality / Sustainabilty Issues

The institutional capacity develops in the TA opinion in a satisfactory manner and has

improved in a gradual way over the last four years.

However there is still some shortfalls in the followings disciplines which needs more

attention

D01 _ Project management / Project Cycle Management

Quality Control within an Organization / Institution

D02_ Research / Traffic Volume + Development / Project preparation / Donor

Programming

D03 _ GiS / geodetically survey department. The basic geo data base has been set up, but

it needs a follow up. Additional design higway software and survey equipment is going to

arrive at SLRA. Unfortunately the specialist are not available anymore to teach and train

them with the applicaiton of the design software and the use of the high sophisticated

survey equipment (total station and GPS-

D04 _ Laboratory / geotechnical investigations / Soil Classes / Traffic Classes /

Pavement design of asphalt and concrete /

The equipment – financed by the EU – of approx. 300.000 Euro will be supplied soon,

however their should be some safety measures, to lock up the expensive equipment for

unauthorized use. And the supplied mobile weightbridges should be extensively used to

set up and bring into force a “overloading” policy.

D05_ Design department for concrete structures / bridges / drainages

A draft of the Road and Bridge Design Manual has been presented by the TA Expert.

They comments should be incorporated by assigned SLRA-Engineers.

D06_ PROCUREMENT Department / Unit : Tender Documents / Bids / Evaluation /

Award of Supply, Service and Works contracts.

In principle, the department and the attached engineers are skilled to deal with the

procurement regulations of the different donors. Additional an inter-authority evaluation

team (MoWHI, NAO, SLRA and EU-observer) has been set up.

The TA is not anymore involved in the Procurement process / Evaluation / Award of

project, despite his contractual obligation, described in the Terms of Reference.

D07_ Supervision on site / technical aspect ... Standard technical specification

The supervision of SLRA should be tighten up with a permanent Engineer (e.g. Assistant

Project Manager). In the meantima draft fo the General / Standard Technical Specification

has been drafted, to support the SLRA Engineers to refer to.

D08_ Quantity Survey (payment and measurement, financial aspects, interim payment

certificates (IPCs + invoices) with CONTRACT ADMINISTRATION.

SLRA has no proper survey equipment. Hence it is not possible to make independent

survey test to prove the measurement and payment method. It is of vital interest to control

the proper dimensions of the carried out termporarily and permant works.



D09 _ Road Maintenance (Road Fund Act, Devolution, technical aspects,…)

The Transition phase is difficult for SLRA. The Instituion suffers from lack of funds to

rehabilitate the roads and to keep the operation on life.

D10_ Secretary to establish a control system for incoming post, outgoing post, follow up

the status of progress, and a proper archive / filing system for the use of similar project

demands. This has to been improved, e.g. by a central data base of all correspondence, with

access from the single connected PC – what will be done in the near future.

EU has provided some funds for the improvement of 150 connected desktop in a network.

And the contract has been awarded.

4. Workplan for the next period

4.1. Results to be delivered – quantity, quality and time

In principle, after the completion of the mission of the Contract / Claim Management Expert

Dr. J. B. Tengbe (Workshop 10th August 2012, last mission day), the Project Management

Specialist / Team Leader Helmut F Giesa will deliver the expected services for the fourth bi-

annual period – up to the completion of the project : 30th January 2013.

In principle the same results will be delivered as done in the previous period in the four fields

of institution capacity development, multi donor sector policy, devolution and EU-Visibility.

A. However, more efforts will be focussed on the donor coordination and the devoluton

process with the RCS + PMMP + Budgeting of the maintenance works of the entire road

network.

More and more Engineers are taking over the ownership of the processes in all project

cyles. This can be seen as a result of the daily support / on-job training, the to achieve a

good result. This and increased the level of active participation

B. EU Communication and Visibility Actions

The current information policy of SLRA and TA to SLRA has to be enhanced.

Currently the Public Relation Offiers (PRO) of SLRA is just inviting one or two press

representatives with the SLBC to cover our workshops with newspaper articles and TV-

documentations.

However, we have to be more efficient and effective with the Visibility Actions.

The Public Relation Officer (PRO) Sorie I Kanu and her assistance with the TA to SLRA

will prepared Press Release with specific informations referring to the workshop / donor

conference / site visits / press conference in advance.

And we shall invitate with the press release all newspapers, Radio Stations and the TV

SLBC. After the workshop event, we provide to jounalists / reporters, which have not

attended the events, some proper photos for their editions.

The representative of the newspaper should be grateful, that they get material for

publications, because it will help them to increase their circulation and hence their selling

revenue of their newspaper.



Furtheron we shall improve the developed EU-Communication Matrix with the activities

in context with the EU Communication and Visibility Guidelines, page 30.

The Communication and Visibility activities shall be carried out in all project cyle

management PCM-stages from Programming, Identification, Appraisal, Financing,

Implementation, and Evaluation and Audits.

No. Communication Matrix Structure Activities already carried out

or currently in progress

Progress Done?

Y/N Communication Activities with Target groups

1. Communication Objective

Announce EU support Press / SLBC-TV Y

Information on action status Press / SLBC / Progress Reports Y

Highlight amount of EC support and context Press / SLBC-TV Y

Awareness raising Press / SLBC-TV Y

Demonstration of the impact of the TA to SLRA programme by qualitative and quantitative performance indicators

Press / SLBC-TV / Progress Reports Y

2 Type of Key Messages

The Lead donor for Sierra Leone

Press / SLBC / Progress Reports / daily communication

Y

More,better, faster - Europe cares

Key messages must be more used partly done EU and SLRA delivering more and better aid together

Cooperation that counts

The EU delivers

3 Most appropriate "Tools"

Press conferences Not yet done N

Events like workshops 9 workshops Y

Interviews at workshops partly

Information campaigns Not yet done N

Site Visits (Videos, radio spots, photo reports)

Yes, Road conditions survey and construction of highways

Y

TV Sport / SLBC workshops covered Y

Radio Reports / Radio Documentation workshops covered Y

4 Beneficiary Population / Instittuions

Information campaign Not yet done N

Formation of multi-donor committe / Road Sector Working Group

Activitities ongoing, but Donor Conference will be covered by press,

radio and TV-SLBC in progress

Students at the University (RBDM + Tech Spec)

Involved in Road Bridge Design Manual

in progress



No. Communication Matrix Structure Activities already carried out

or currently in progress

Progress Done?

Y/N Communication Activities with Target groups

Sierra Leone Institution of Engineers (SLIE)

Involved in Road Bridge Design Manual

in progress

Local Consultants

Involved in Road Bridge Design Manual, in cooperation with SLIE

in progress

Lcal Contractors

Technology Transfer in the site meetings

in progress

District and Local Councils (Devolution of Feeder Roads)

Devolution process, but will be followed up with the PMMP+Budgeting

in progress

4.2. Activity Schedule including key milestones and lead responsibilities

The TA to SLRA has scheduled the b.m. activities in the forthcomming bi-annual period

up to the end of the project on 30th January 2013.

The excerpt of the Annual Activity Schedule (see ANNEX) - in the data range from 01

AUG 2012 to 30 JAN 2013 - shows the planned activities for the two Key Experts, in the

role of Project Management Specialist Helmut F Giesa and Contract/Claim

Management Specialist Dr. Jonathan B Tengbe..



The most activities of the technical advise will be REPEATED in the forthcomming bi-

annual period in the four categories :

Capacity Building ongoing

Donor Coordinaiton / Donor Workshop

Devolution of Feeder Roads

EU communication and visibility actions.

One internatl workshop (Contract and Claim Management) will be planned on 10.08.2012.

And four or five external workshops have been scheduled with the coverage of the TV /

SLBC and the Press.

Special attention will be given to duly EU-Communication and Visibilty Tools at the

Donor Conference in September 2012.

The last workshop will being organized with the subject “Lessons learned” and the

submission of the FINAL Completion Report. The venue depends from the available

Incidental Budget and will be communicated in due course.

4.3. Resource Schedule and Budget

The 4th

bi-annual workplan comprises of two components human resources and financial

resources / Incidental Expenditures.

4.3.1. Human Resources (Experts)

In the 4th bi-annual period two experts are carrying out their duties in line with the

activity schedule – as attached under paragraph 4.2 Activity Schedule -.

Key Expert Function Start Finsh Duration

(wd)

Helmut F Giesa

Project

Management

Specialist, Team

Leader

01.08.2012 30.01.2013 83 wd

Dr. Jonathan B

Tengbe

Contract Claim

Management

Specialist

01.08.2012 10.08.2012 5 wd

4.3.2. Incidential Expenditures (IE)

The following table shows the available monies for the 4th bi-annual period.

Due to the EU directive that the 25.000 EURO savings of the “Provision of

expenditure verification report” cannot be used for the “Provisions of Incidental



Expenditures” gives some financial constraints, because the TA had already planned

this amount for the institutional support in his mind.

Never mind, the TA Team Leader will closely monitor the available monies that the

agreed IE – Budget of 300.280 EURO does not overrun in the break down of the

below mentioned Cost Codes 1 to 7.

CC Description Bud-get No.

Budget / Adden-dum #1 [Euro]

IE dis-bursed

IE disburs

ed [Euro]

out-standin

g

Out- standing

monies up to

30.01.2013

Monitoring + Evaluaton (remarks

and targets for 4th bi-annual period)

1 Per diems for Expatriates for overnight stays

185

days 32.673

121

days 17.413 47% 15.260

Savings have to be done: shift

to CC3 IWS + CC7

RCS to cover the shortfall of

monies

4.381

2 External

Workshops 5 No. 38.557 1 No 6.609 83% 31.948

~ 7.980 Euro per Ext. WS

available, Workshop Lessons learned Fretown

29.000

3 Internal

Workshops 9 No. 18.980 9 No 24.107 -27% -5.127

10th WS : Contract

Management -

10.08.2012

2.350

4

Study Tour, 8 persons incl. TA ot SLRA / TL for 10 days

1 ST 48.000 0 ST 0 100% 48.000

Planned Tour: 21st

to 30th Oct. 2012

48.000

5

Long term Studies 3

SLRA Engineers

3 Eng'rs

103.500 partial 82.153 21% 21.347

shortage due to

increase tuition fee 3,300 € * 2 * 4 + 300 €

26.700

6 EU-

Communication and Visibility

n-Act. 23.000 partial 2.854 88% 20.146

EU-Vis Matrix

completed in Aug 2012 /

spending for the 5

workshops incl. Donor conference

20.146

7.1. per diem SLRA

Eng. xx 16.500 12.958 xxx N/A

xxx 7.2

Equipment / Hard and Software

xxx 19.070 23.609 xxx N/A

7 Road Survey

Cost and n-Act. 35.570 done 36.567

Com-pleted

-997€ no

additional cost will

0.-- €



CC Description Bud-get No.

Budget / Adden-dum #1 [Euro]

IE dis-bursed

IE disburs

ed [Euro]

out-standin

g

Out- standing

monies up to

30.01.2013

Monitoring + Evaluaton (remarks

and targets for 4th bi-annual period)

PMMP occur

Sum 100% 300.280 56,5% 169.70

3 43,5% 130.577

available 4th-bi

130.577

4.4. Updated risk management plan

A Risk Management plan with the the three levels (policy, programme, project) and the

specific issues in the project cycles (identification study, formulation study, Tender

Documents, Procurement, Implementation and Phase out / Taking over – provisional / final

acceptance will be enhance in the 4th

bi-annual period.

Two Engineers should be assigned. The structure is attached in the annex.

4.5. Special activties to support sustainablilty

Special attention will be given for the Working Group RMMU and Regional / District

Engineers to devolve the Feeder Roads in good and fair condition.

The workshop in BO will be a “Sustainability TEST” of the SLRA-Working Group (Head

Office) . And a good preperation for a short presentation at the Donor Conference, to

convince the Donors, that it is necessary to put money in the Feeder Roads road conditions

survey and to assist the District Councils / Local Councils engineers with the budgeting of

the rehabilitation cost, that they can apply for the 20% of the available money of the Road

Fund (Road Maintenance Admininstration Fund).

5. Annex to the Progress Report, Part A

These annexes support the 3rd

progress report for substantiation.



5.1. Updated Logframe TOR

INTERVENTION OBJECTIVE VERIFIABLE INDICATORS SOURCES VERIFICATION

ASSUMPTIONS

OVERALL OBJECTIVE

To enhance social and economical sustainable development of the population by the elimination of constraints to road transport and consequent reduction in cost

a) % of rural population with 2 km from an all-season mode of transport b) affordability of transport as % of income of the urban and rural poor c) %of schools with reliable access d) % of health centres with reliable access e) % of households reporting transports as a major obstacle for employment f) % of households reporting transport as a major obstacle for services g) % of km of asphalt roads in good condition h) % of km of gravel roads in good condition i) % of km of roads under a maintenance contract

Annual road condition survey(RIMS) Independent reports prepared by external experts, donors, etc

PROJECT PURPOSE

To enhance the domestic capacity and to support the definition and implementation of the road sector policy

a) Number of completed road projects in time and within 10% of the budget b) Number of road contracts following nation procedures c)Reduced number of technical assistants in SLRA

EU + NAO management reports, Independent reports prepared by external experts, donors

a)Political stability continues b)World oil prices stabilize c)Global economy remains stable

RESULTS

1. SLRA institutional capacity to plan, develop, manage and maintain the classified road network strengthened 2. Road sector eligible to benefit from multi-donor Sector Policy Support Program (SPSP) 3. Decision-makers are provided with information on the possibility to transfer the responsibilities of the Urban and Feeder Roads to District and Local Council.

1a) Administrative delays(number of days) in the management of contracts according to the contract condition, particularly: in preparation of technical specification of work contracts, in preparation of terms of reference for services contracts, in technical evaluation of tenders, in sending administrative orders, in certifying works and approving payments, in accessing contractors’ claims, in replying to contractors’ correspondence. 1b) % of SLRA staff having benefited from capacity building actions 2a) Sector policy defined at the target date 2b) Sector performance monitoring system operational at the target date 2c) Sector MTEF formulated and yearly updated 2d) Number, nature and frequency of government-led forums

Reports prepared by the Technical Assistance, evaluators and auditors EC-NAO management reports World Bank- IDA reports

a) A stability oriented macro-economic policy is under implementation b)A credible and relevant program to improve Public Financial Management is under implementation c) The fuel levy is progressively increased to adequately cover the full and periodic maintenance of the classified network.



for intra-government, government-donor, and donor-donor coordination. 3) Devolution strategy to Districts and local Council is proposed.

ACTIVITIES

1.1 On-the-job training and support for SLRA staff at head quarters and in the regions 1.2 Specific training (Contract management, Claims and dispute road sector SPSP, ESIA) 1.3 Short-term technical assistances for urgent studies and assessment of claims and disputes 1.4 Supply of equipment and vehicles to face the budgetary and logistical constraints during the restructuring (Supply Contract, component B) 1.5 Rehabilitation of SLRA Headquarters building and construction of Regional offices 2.1 Redefinition of the Road Sector Policy for the future National Transport Strategy 2.2. Development of the performance monitoring system of the road sector 2.3 Continuous support to SLRA in financial management and accounting procedures including building capacity to formulate a Medium Term Expenditure Framework for the road sector 2.4 Strengthen government-led donor coordination to harmonize system for reporting, budgeting financial management and procurement 2.5. Improve coordination with national agencies involved in the road sector (SLRA, SLRTA, police, local authorities,.) 3.1 Study to access district and local capacities and action plan to initiate the process 3.2 Study to access the capacity and interest of the domestic construction industry.

MEANS A)Service contract, 1,700 M€ previous A.1. Technical Assistance to SLRA, 1,000 M€ A.2. Short-term experts 0,400 M€ A.3. Training 0,300 M€ B) Supply contract – 0,450 M€ C) Works contract 0,500 M€ D) Evaluation(s) 0,050 M€ E) Audit 0,050 M€ F) Contingencies 0,250 M€ Total: 3,000 M@

Remarks to the institutional Support A SERVICE Contract A1. TA to SLRA – Long term Activities: 1.1, 2.3, 2,4, 2.5 A2 Short-term experts activities 1,3, 1,5, 2.1, 2.2, 2.3 & 3.1., 3.2 A3 Training Activities 1.1+1,2 B Supply Contract Vehicles and Equipment Activity 1.4.

COSTS 1.495.100 € Contract Not split up anymore reduced 657.579 € Contract increased to B=654.900 668.931 € Contract increadrf to B=0,75 M€ 50.000 € Unchanged Budget .. 50.000 € ...unchanged Budget ... 0,000 € < decreased to B = 0 € Total = 3.000.000 €

a) Restructuring of the institutional framework of the road sector progressively completed a.1. Amendment of 1992 SLRA act a.2. Restructuring of the SLRA including recruitment of the new senior management a.3. Establishment of an independent road maintenance fund, appointment of the board of recruitment of the senior manager a. 4. Procurement process identifies properly qualified contractors. b) In the framework of the civil service reform ,salary at SLRA increase in order to attract and maintain qualified staff c) Procurement process indentifies properly qualified contractors d) Government commitment to pursue decentralization continues.



5.2. Summary performance data

The activity time schedule and the budget schedule is attached in the ANNEX 5.1 and 5.3.

In priniciple the technology transfer had been improved dramatically, due to the fact, that

six expert has been carried out their missions between May and July 2012.

Five workshops have been organized, with an average attendance of 20 participants.

However, tensions are arising in the daily works between “giving technical advice with

strategic thinking only” and “direct voluminous time-consuming support in project

works”. It is not easy to solve this spigot issue, because without the direct involvement in

the project works (the devil is in the details) it would be pretty difficult to transfer

sophisticated knowledge within the authority.

And in the final report, the Project Management Specialist will give a detailled list of

activties and produced results, what can be seen in the context of the Risk Management

Matrix.

5.3. Updated Annual Workplan

The entire workplan of all experts has been printed out between the commencement of

31.01.2011 to the completion of the project on 30.01.2013 (Duration 24 months).

The red marked activities will be carried in the 4th

-biannual perid from 01.08.2012 to

31.01.2013.



5.4. Updated Annual Resource Schedule

The Resources are divided in two components: Human Resources (Fee Structure) and

Financial Means (Incidental Expenditures).

5.4.1. Human Resources : Fee Structure

SLRA demanded some amendments in the disciplines, esp. the focus on the Road

Maintenance Mangement System (RMMS) with the GPS Measurement /Road Register, the



Pavement Maintenance Management Programme and the Budgeting.

The Addendum No 1 has been revised to take the SLRA demand into account.

Fee of all experts

Performed Working

days up to date

Expenditure up to date :

31.07.2012

Expenditure current 3nd bi-annual period

Expenditure of

previous 1st+2nd bi-

annual period : 31.01.2012

out-standing wd

Key Experts

KE1 Project Management, Team Leader

401 587.465 € 200.705 € 386.760 € 83

KE2

Road Survey and Management Specialist / GiS (basic 45 days plus 15 day prolongation approved by PM / SLRA)

107 142.310 € 62.510 € 79.800 € 0

KE3 Claim Specialist / Legal Expert

39 58.890 € 58.890 € 0 € 5

Key Experts delivered

working days 547

Non Key Experts

NKE1 Road Maintenance Management System (RMMS)

49 69.090 € 22.560 € 46.530 € 0

NKE2

Road Condition Survey (RCS) + Road and Bridge Design Manual (RBDM) + Technical Specification (Tech. Spec)

69 97.290 € 64.860 € 32.430 € 0

NKE3 MIS 21 29.610 € 29.610 € 0 € 0

NKE4 Decentralization / Devolution Process

22 31.020 € 0 € 31.020 € 0

Non-Key Experts

delivered working days 161 0

Total KE + NKE input (wd) 708 796 88

Fee of all experts

1.015.675 € 439.135 € 576.540 € 129.145 €

5.4.2. Finacial Resourcres : Incidental Expenditure (Addendum No. 1)

The break down of the ANNEX V (Fees, Provisions for Incidental Expenditures and

Provisions for Expenditure Verification) of the TA to SLRA Contrat has been modified

through the Addendum #1.

An exerpt of ANNEX V, integral part of the Original Contract has been reviesed and

incorporates the Addendum No. 1, as given below.

Description No of

working days Amount

F E E inclusive Overheads for Key- and

Non-Key Experts



KE 1 : TL Helmut F Giesa 484+0

= 484 wd

709.060 EUR

KE 2 : GiS Boun O Lam 88+15+4

= 107 wd

142.310 EUR

KE 3 : Contract Dr. Jonathan B Tengbe 88-44

= 44 wd

66.440 EUR

...NKE Senior Experts

(RMMS, RCS, PMMP, RBDM,

and Tech Spec)

132 + 29

= 161 wd

227.010 EUR

Total F E E 792+4

= 796 wd

1.144.820 EUR

Provisions for Incidental Expenditures 300.000 + 280

= 300.280 €

300.280 EUR

Provisions for Expenditure Verification 50.000 +0 50.000 EUR

Max. Contract Amount Unchanged 1.495.100 EUR

And a detailed breakdown of the modified Incidental Expenditures is given in next table –

enabling the TA to SLRA to monitor the spendings in a duly manner.



5.4.2 B Modification of Provision of Incidental Expenditure and for Expenditure Verification (part of Addendum #1)

Status : 27 APRIL

2012 Orginal Budget Addendum 1

New

Version of

modified

Budget

Reasons / Justification

for the variation in the Budget

Cost Code Description No Unit

Rate

Initial

Budget Mod No.

Unit

Rate

additiona

l expendi

ture

Amount

(€)

IE CC1 per diem

Travel Cost /

allowances for KE+NKE

only for outside place of

mission (overnight stays) 170 141 23.970

+15 days

in the field ;

increase

of per diems

209 8.703 32.673

Increased overnights stays due to GiS-Expert

prolongation of 15 wd -> in total 185 nights; Total Expenditure due to increase of per diem

to 209 Euro: up to 31.012.2012: 93 days with

13,445 Euro; 77 days + 15 days = 92 days left @ 209 Euro = 19.228

IE CC2 External Workshop

9 External WS

9 Workshops, Duration 2

days, 20 participants

each

9 4.720 42.480

reduce no to 5 with

same

budget

7.711 0 38.557

External workshops have not taken into

account the travel allowances for SLRA engineers and drivers for three days of a two

day workshop; underestimate at all, due to

more expense in the country (availability, competition).

IE CC3 Internal Workshop

9 Internal Workshops

9 Workshops, Duration 2

days, 20 participants

each

9 1.720 15.480 1 Prov. Sum

3.500 18.980

It is recommended to held - outside of the

SLRA Office - some workshops, but a high

hire rate and miscellaneous expenses

occurs, e.g. Transport

IE CC4 Study Tour

Study Tour

Namibia demanded, 7

SLRA Engineers and

LTTA / TL

8 6.000 48.000 0 0 0 48.000 Expenses in flight and hotel

accommodation for 10 days in Namibia



Status : 27 APRIL


New

Version of

modified

Budget




Rate

Initial

Budget Mod No.

Unit

Rate

additiona

l expendi

ture

Amount

(€)

IE CC5 University Birmingham UK

Long Term Study 3 SLRA Engineers 3 34.500 103.500 0 0 0 103.500 The tuition fee is increasing; flight and

living cost

IE CC6 EU Visibility

3 Actions acc. To EU Visibility

Guidelines 3 7.667 23.000 0 0 0 23.000

or two major visibility actions, like Donor

Conference, PMMP in the District /

Regions

IE CC7.1 per diem SLRA Eng incl. Fuel

GiS Centre-Line

Survey + Road

Condition Survey + per diems for

SLRA Engineers

200 pd for SLRA

Engineers = 10 TE; Rent

of Vehicle 75

days=7,5;Fuel = 3,0TE

1 prov 17.500 -1 3.000 -3.000 14.500

Increase of 15 days field trip due to GiS-

Expert; road condition survey needs more

financial input

Fuel, lubricant 1 prov 3.000 -1 1.000 -1.000 2.000 Repair of RRI Vehicle not foreseen, but no

hire rate for RRI vehicle

IE CC7.2 Equipment, Fuel, Software

Implementation of

the RMS / PMMP

Rental of hardware and

software for SLRA to

establish the

RMMS/PMMP,

stationary.

1 prov 23.070 -1 4.000 -4.000 19.070 Desktop not 6.000, saving over 4.000

Provisions for Incidental Expenditure (IE) 300.000 300.280

Note: Re-Allocation from Fee Budget

(5,600 Euro) to Incidental Expenditure

leads to an increase of the IE



Status : 27 APRIL


New

Version of

modified

Budget




Rate

Initial

Budget Mod No.

Unit

Rate

additiona

l expendi

ture

Amount

(€)

FEE Adapt to surplus 1 -280 -280 280 EURO less FEE

Exp Verification Report

Provision

Expenditure

Verification

4 Reports 1 Prov.

Sum 50.000 0 0 0 50.000

EKA contract sums

up to 25.000 Euro ONLY

Provisions for Incidiental and Expenditure

Verification 350.000 Euro 350.000 EURO

5.5. Risk Management Matrix

The Draft of the Risk Management Matrix will be updated in the 4th bi-annual period.

It should provide a tool to SLRA Management enabling them to set up an Action Plan, a Monitoring Tool and a Reporting Tool.

No. Risk

(pre-condition neutral formulated)

Potential

adverse impact,

if pre-condition is not met

Risk Level

Probabilit

y High

Risk =

100%

Risk Management Strategy /

Counter Measure to prevent

the “defined” Assumption.

Responsible

Organization

/ Person

1000 POLICY LEVEL

1100 Donor Coordination / Donor Conference

/

Road Sector Working Group

No joint development plan

will be established

80% The Donor Conference can

help for a kick-off and the

Sector Working Group shall

start with works

E



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

Preparation –organizational matters

Agenda – Content

Fungibility

1200 Road Maintenance Administration Fund

–

Charges / Levies / Registration Fee

Timely Disbursement to SLRA No maintenance can be

done

100

%

Donors will supply temporily

some additonal funds

Transistion phase

Operation of the Fund itself 80%

Financial Means :

Increase of Fuel Price > Levy Income

increase

100

%

Proportion Administrative Costs Too high administrative

cost will reduce the

investment for the

rehablilitation works

To strenghten the

organizaitonal aspects of the

RMFA

1300 SLRA Budget for Maintenance

RCS + PMMP + Budget preparation No constraint /

unconstraint buget

proposal will

SLRA has to increase the

efforts to prepare the Budget

2000 PROGRAMME LEVEL



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

2100 Organizational Structure of SLRA

2101 Human Resource Development Plan

2101

2200 Ownership of the process

2300 Active Participation

Motivation and Commitment

2400 Organization and Methodology

3000 PROJECT LEVEL

SLRA-Preparation for TOR and Project

Description

Outsourcing of consultants services

Proper description of the works to being

executed

3100 Identification Study

3110 Review of the PRELIMINARY design

of the consultant

Layout, horizontal alignment – design

speed, in general: application of the

Road and Bridge Design Manual

Vertical alignment



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

Cross-Section

Masshaul Diagramm

3120 Survey and Data processing

Layout

Vertical alignment I Check the Design in a duly

way

Cross-sections (Cut / Fill / Borrow) incl.

Mass Haul Diagram

Drawings reflects the works to be done Wrong quantity structure

leads to an variation of

prices

Measurement and Payment Methods

explained

3120 Geotechnical Explorations / Soil Report

of Road Corridor and Borrow Pits,

available suitable material from Cut-

Sections and Borrow Pits and Quarries

and unsuitable Materil in Cut -> Spoil.

Material Sources (cut , borrow,

quarries) and Material Application in

Fill, Layerworks, Asphalt and Concrete

works. The Masshauldiagramm will

give a great help to search in the vicinity

of material application – reducing



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

overhaul.

3130 Quantity Structure

Bill of Quantity decribes the entire

scope of works

Bill of Quantity describes the scale of

the works

3240 Viable Time Schedule

Consultant Resources e.g. Supervision

Team Configuration and required skills

Contractors Activities / Work

programme

3290 SLRA own unindepend controls

Own Laboratory Test (best equipment

supply in the entire country – 300.000

Euro)

Own Survey Equipment with expensive

GPS Station, Total Station and

automatic levelling instruments - for

spot checks.

3200 Formulation Study

3210 Review of the FINAL design of the

consultant



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

Layout, horizontal alignment – design

speed, in general: application of the

Road and Bridge Design Manual

Vertical alignment

Cross-Section

Masshaul Diagramm

Drawings reflects the works to be done

3220 Survey and Data processing

Layout

Vertical alignment

Cross-sections (Cut / Fill / Borrow) incl.

Mass Haul Diagram

Drawings reflects the works to be done

Measurement and Payment Methods

explained

3220 Geotechnical Explorations / Soil Report

of Road Corridor and Borrow Pits,

available suitable material from Cut-

Sections and Borrow Pits and Quarries

and unsuitable Materil in Cut -> Spoil.

Material Sources (cut , borrow,

quarries) and Material Application in

Fill, Layerworks, Asphalt and Concrete

works. The Masshauldiagramm will



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

give a great help to search in the vicinity

of material application – reducing

overhaul.

3230 Quantity Structure

Bill of Quantity decribes the entire

scope of works

Bill of Quantity describes the scale of

the works

3240 Viable Time Schedule

Consultant Resources e.g. Supervision

Team Configuration and required skills

Contractors Activities / Work

programme

3300 Tender Documents

3310 Terms and Conditon of Contract

General and Special Condition of

Contract

3320 General Provisions of Contract

Proper description of the Project

3330 Standard Technical Specification

Special Technical Specifications

3340 Instructions to Tenderers

3350 Bill of Quantities



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

3360 Drawings

3400 Evaluation And Award of Contract

Evaluation Team Configuration is set up

in good times

Evaluation administrative and technical

Criteria grid proper defined

3500 Implementation

3510 SLRA Laboratory carries out

independent Soil and Material tests

SLRA Survey Department carries out

independent Measurements for ROW,

Centre Line and Elevation Network

along the corridor.

3520 Compensations Issues clarified

3530 Source Material / Application Material Claims extra Cost and/or

Extension of Time

90%

3540

3550

3600 Partial / Provisional / Final Acceptance



No. Risk


Potential

adverse impact,


Risk Level

Probabilit

y High

Risk =

100%




Responsible

Organization

/ Person

Procedure – Inventory 80%

Precedure – Tests on Completion 90%

Issuance of Certificate

3

9

0

0

SLRA Organization

MSU to be privitized 50

%



5.6. EU Communication and Visibility Matrix

The sample of the EU communication Matrix refers to the Communication and Visibility

Manual, page 30 and is attached herewith.

5.7. PCM … Strcuture of Inception / Progress and Completion Report.

The suggested structure of main types of reports refers to the EU - Project Cycle

Management Guidelines, page 115.

Note :

The Progress Report / Annual Plan requests under paragraph

No. 4 “Workplan for the next (reporting) period.

The Completion Report (draft and final) proposes the paragraph

No 4 “ Lessons learned”.

5.8. Ancilliary Information supply on CD_ROM

A CD-ROM has been attached for further informations about the Project, the experts, the

progress report and the invoices.

The TA to SLRA is heading for a “paperless Office”

with the advanteges

a) easy access of information (search function)

and

b) protection of environment

(less cut down of trees will not increase the CO2 amount in the air).