(Short Term Expert Team) - JICA
Japan International Cooperation AgencyRepublic of KenyaThe Project for Strengthening Capacity onRoad Maintenance Management throughContracting (Phase 2)Project Completion Report(Short Term Expert Team)May 2016CTI Engineering International Co., Ltd.Hanshin Expressway Co., Ltd.EIJR16-072
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamTABLE OF CONTENTSPage1.Project Description .11.1 Project Background .11.2 Project Goal .11.3 Project Objective .21.4 Authorities Concerned .21.5 Project Period .21.6 Input .22.3.1.7 Output .2General Achievement of the Project .6Output 1: The maintenance operation system associated with the performance-based contract(PBC) is improved and implemented effectively and as a result, the actual state of roads isimproved. .93.1 PBC Guidelines .93.2 PBC Cost Estimation Manual.213.3 Public Procurement for Maintenance Operation .364.5.6.7.3.4 Others .47Output 2: Road conditions are periodically monitored by Vehicle Intelligent Monitoring System(VIMS) objectively and the annual road maintenance plan is formulated by the amalgamation ofARICS and VIMS. .54Output 3: To build sustainability of the PBC system, the training and certification systems areformulated in government organizations. .56Output 4: To build sustainability of operation of the VIMS system, the training and certificationsystems are formulated in government organizations.64Issues and Lessons Learned for Implementation of the Project .667.1 Issues on Project Implementation.668.7.2 Major Lessons Learned for Implementation of the Project .667.2.1 Project Management .667.2.2 PBC in Kenya .667.2.3 DRIMS .677.2.4 TOT and Pilot Training .677.2.5 Road Repair by Mini-Pilot Project .67Achievement of Verifiable Indicators .688.1 Output 1: The maintenance operation procedure associated with PBC (Performance-BasedRoad Maintenance Contract) is improved and implemented properly. .68
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert Team8.2 Output 2: Road conditions are periodically monitored by DRIMS (Dynamic ResponseIntelligent Monitoring System) as a part of ARICS (Annual Road Inventory and ConditionSurvey) .688.3 Output 3: To build sustainability of the proper PBC operation procedure, ToT (Training ofTrainer) is conducted.689.8.4 Output 4: To build sustainability of the operation of DRIMS, the DRIMS team is formulatedin KeNHA (Kenya National Highways Authority). DRIMS training is conducted andcertifications are issued to participants by KeNHA .68Recommendation for Overall Goal .69Attachment GP-1 Project Flow Chart . GP-1-1Attachment GP-2 Workplan . GP-2-1Attachment GP-3 Person Month Plan and Actual . GP-3-1Attachment GP-4 List of the Equipment (including handover certificate) . GP-4-1Attachment GP-5 Minutes of the Meeting (JCC and NWG). GP-5-1Attachment GP-6 Minutes of TOT . GP-6-1Attachment GP-7 List of the certified engineers in PBC training . GP-7-1
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamList of TablesTable 1-1 Output in PDM . 3Table 3-1 PBC Contract Evolution of Road Maintenance in Kenya . 9Table 3-2 PBC Coverage against Total Road Network . 9Table 3-3 PBC Survey Coverage .11Table 3-4 PBC Standard Scope of Each RA. 12Table 3-5 Contents of PBC Guideline . 15Table 3-6 Draft Service Level Table. 16Table 3-7 Service Level Categories . 16Table 3-8 Standard Service Levels (Summary) . 17Table 3-9 PBC Inspection and Stage of Inspection . 19Table 3-10 Payment Reduction Calculation Table . 20Table 3-11 Challenges and Action Identified in Review and Reflected in PBC Guideline . 20Table 3-12 6 Major Labor-Based Works . 22Table 3-13 Volumes of Cost Estimation Manual and Purpose . 24Table 3-14 Estimation Method of Indirect Cost, Overhead & Profit, and Tax . 24Table 3-15 Comparison of Three Types of Cost Estimation Method . 25Table 3-16 Outlines of Cost Estimation for PBC . 26Table 3-17 Possible Challenges and Solutions on Public Procurement System in Kenya . 39Table 3-18 Monthly Evaluation Criteria. 44Table 3-19 Evaluation Score Tally Sheet. 45Table 3-20 Contract Evaluation Trial (Scoring Data of Ongoing PBC Maintenance Work) . 45Table 3-21 Concept of Mini-Pilot Project . 47Table 3-22 Effectiveness Evaluation of Mini-Pilot Project . 48Table 4-1 Draft IRI Target Levels . 55Table 4-2 Required Annual Cost for PBC (calculated by COSTES2015). 55Table 4-3 Comparison of Estimated Cost and Actual Budget . 55Table 5-1 TOT Implementation . 57Table 5-2 Training Programs . 59Table 5-3 TOT Program. 59Table 5-4 Program of TOT Session ① . 60Table 5-5 Program for TOT Session . 61Table 5-6 Pilot Training Details . 62Table 5-7 Proposed KIHBT 2016 Training Schedule . 63
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamList of FiguresFigure 2-1 Project Implementation Schedule . 6Figure 3-1 PBC Contract Evolution of Road Maintenance in Kenya . 10Figure 3-2 Contract Period and PBC Survey Timing . 12Figure 3-3 Expected PBC Market Growth . 14Figure 3-4 Guideline and PDCA Cycle . 15Figure 3-5 Role of Self Control Unit . 18Figure 3-6 Cost Estimation Structure under COSTES2015 for PBC . 22Figure 3-7 PDCA of Cost Estimation Manual . 23Figure 3-8 Overall Scheme of Work Procedure and Cost Estmation System. 28Figure 3-9 Editing Window of the Six Major Labour-based Works. 29Figure 3-10 Basic Program Flow, COSTES2015 for PBC . 29Figure 3-11 Sample Output Form of COSTES2015 for PBC . 31Figure 3-12 Rule and Relationship between Organizations through Procurement Process andProposed System Improvement . 46Figure 3-13 Purpose of the Mini-Pilot Project . 47Figure 3-14 Implementation Schedule of Mini-Pilot Project . 48Figure 5-1 Flow of TOT . 56Figure 6-1 DRIMS Operator Certification System (Proposed) . 64Figure 6-2 DRIMS Operation Organization in KeNHA (Final) . 65
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamList of NWGPBCPDCAPDMPPOARASWGTECRISTOTAgence Française de DévelopementAnnual Road Inventory and Condition Survey SystemCounterpartConstruction Records Information SystemCost Estimation SystemDynamic Response Intelligent Monitoring SystemEurope UnionGlobal Positioning SystemInternational Roughness IndexJoint Coordination CommitteeJapan International Cooperation AgencyKenya National Highway AuthorityKenya Rural Road AuthorityKenya Institute of Highways and Building TechnologiesKenya National Bureau of StatisticsKenya Road BoardKenya Urban Road AuthorityKreditanstalt für WiederaufbauKenya Wildlife ServiceLabor Based TechniqueMinistry of Transport and InfrastructureMaster TrainerNational Construction AuthorityNational Working GroupPerformance Based ContractPlan Do Check ActionProduct Data ManagementPublic Procurement Oversight AuthorityRoads AuthoritiesSub Working GroupTechnical Consulting Records Information ServiceTraining of Trainer
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert Team
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamProject Activity PhotosKURA Nairobi CBD PBC site visit( 2014.5)JCC meeting (2014.6.11)KURA PBC survey (drainage cleaning)(2014.6)Joint visit with ICBTRS (EU)（Thika Road）(2014.6)DRIMS Seminar(2.14. 9.10 – 9.12)PBC monthly inspection（2014.9.19）
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert Team24th NWG（2014.10.15）PBC Guideline SWG Meeting (2014 .12.5)Mini Pilot Project on Nairobi Western Ring RoadInstallation of approach lane marking at hump.(2015.1.30)Test construction in MTRD yard and observation byMTRD eingineers.（2015.1.27）Workshop on Dono Method, field training toDRIMS .28）
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamYK Pack test construction at West Land (2015.2)PBC Cost survey （Drainage）(2015.3)2015.4.20 Cost estimation SWGRetrate on PBC guideline（2015.6.2 6.6）Rtrate on PBC guideline（2015.7.20 7.24）PBC Contract Evaluation Seminar （2015.9）
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamSite training on Cost Survey（2015.9.30）PBC maintenance site observation (ThikaTOT master trainers retreat #3(2015.10)ToT（at Naivasha）(2016.1.11-1.15)Roak/KeNHA) (2015.11)RA Pilot Training （2016.2.22 26）JCC Meeting (2016.3.10)
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert Team1. Project Description1.1Project BackgroundRoad transport accounts for 90% of all domestic transport in Kenya. Development andimprovement of the road network system is, therefore, important for the economic developmentof the country. The government has embarked on the active use of private contractors for roadmaintenance works previously undertaken through the use of force account and in 2013, pilotprojects using performance-based contracts were introduced. Contractors for such works wereidentified through the public procurement system.JICA has assisted in various activities related to the introduction of performance based contractsfor road maintenance works. This has resulted in the formulation of unit and productivity ratesapplicable to such contracts. In addition, assistance was provided for term contracting of roadmaintenance works, preparation of performance-based contract documents, improvement on thecontractor selection process and the international roughness index (IRI) survey. In November2013, Phase 2 of the project commenced with the aim of providing further capacitystrengthening of road maintenance work especially under PBC (hereinafter referred to as theProject).Having understood the achievement made in Phase 1 as well as collaboration to be made with theJICA Senior Experts in Kenya during Phase 2, the JICA Short Term Expert Team (hereinafterreferred to as the Short Term Expert Team) will endeavor to strengthen the capacity ofimplementing agencies on the management of road maintenance through contracting.The Project is headed by the two JICA Long Term Senior Experts based in KeNHA. The ShortTerm Expert Team is in a position to support the Project under them.The Project focuses support to the smooth expansion and implementation of thePerformance-Based Contract (PBC) which has been under implementation since 2010. Also theProject supports more effective operation of DRIMS (Dynamic Response Intelligent MonitoringSystem) for the measurement of IRI (International Roughness Index) and digestion of data usefor road maintenance.1.2Project GoalThe Project Goal is to maintain the existing road network in good condition.1
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert Team1.3Project ObjectiveThe capacity of implementing agencies is strengthened on management of road maintenancethrough contracting.1.4Authorities ConcernedSupervising Ministry:Ministry of Transport and InfrastructureImplementing Agencies:Kenya National Highways AuthorityKenya Urban Roads AuthorityKenya Rural Roads AuthorityKenya Wildlife ServiceRelated Agencies:Kenya Road BoardKenya Institute of Highways and Building TechnologyNational Construction Authority1.5Project Period22 April 2014 to 31 May 20161.6Input28.70 person-months1.7OutputPDM Version 4, August 2015 (see Table 1-1)2
The Project for Strengthening Capacity onRoad Maintenance Management through Contracting (Phase 2)Project Completion Report of Short Term Expert TeamTable 1-1 Output in PDMProject Name: The Project for Strengthening of Capacity on Road Maintenance Management throughContracting (Phase 2)Version 4Target Area: Whole Country Target Group: Implementing Agencies (KRB, KeNHA, KURA, KeRRA,KWS, KIHBT, PPOA and NCA) Date: 4 Aug 2015Objectively VerifiableIndicatorsNarrative SummaryOverall Goal1. Performancelevelofroadsmaintenance operation contracts bype
3.2 PBC Cost Estimation Manual . Kenya Rural Roads Authority. Kenya Wildlife Service. Related Agencies: Kenya Road Board. Kenya Institute of Highways and Building Technology. National Construction Authority. 1.5 Project Period 22 April 2014 to 31 May 2016 . 1.6.
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