DUE PROCESS FOR EXECUTION OF PROJECTS IN THE UNIVERSITY OF NIGERIA NSUKKA
Preamble: the Director of Works Services is already aware that satisfactory delivery of project /infrastructure in UNN in both new contracts and maintenance of existing infrastructures requires concerted cordial and cooperative effort of Physical Planning Unit (PPU) and Works Services Department (WSD). The reason is because the two outfits consist of core professionals; statutorily required to satisfy such services/delivery within the ambit of Rule of Law, basically in restoring the dignity of labour and dignity of man in the University of Nigeria, Nsukka.
After contract is awarded, the processes below should be adhere to for proper project execution.
- The stakeholders (Works Services Department, Physical Planning Unit, and Contractor) should meet and study the project site plan (drawings) provided by the contractor and verifies that the details are in line with the standard and specifications of Engineering. Additional information such as, contract papers and BOQ/BEME shall be made available.
- The representatives of Works Services Department, Physical Planning Unit should embark on site visitation for project site handover to the contractor in order to show project location in terms of cardinal point, access road, adjoining buildings and underground lines e.g. water, sewage, Electrical and Telephone lines.
- Commencement of the project with proper supervision from the two outfits (Works Services Department, Physical Planning Unit). These two outfits will submit progress report of the project (showcase the real situation of every aspect of work) to the director of Works Services Department and Director of Physical Planning Unit. The report may not be sophisticated but may have to be improving deliberately to be more comprehensive and dependable. The reports may be as periodic as possible and would aim at capturing critical (important) items.
- Relevant Information
INFORMATION: may have to be flowing to/from PPU to assure correct and true situation of the projects. Relevant information items include:
Pre-hand over inspection of projects with enough project details such as:
Date of the inspection.
Summarized list of persons present at the inspection,
Brief particulars of the project,
Inspection report including SNAG LIST (schedule of defects),
Contractors site Agent & University project officer.
Any special Remarks.
NOTIFICATION FROM THE CONTRACTOR TO EXECUTE A PROJECT
The contractor should seek an Official (written) Permission from the Director of Works Services at the commencement of any project in case the project will linked or interface with the existing facilities. This is to avoid any damage to the existing facilities. The Director of Works Services will give permission and also send his workers to liaise with the contractor in order to handle any issue that may need Works Services attention such as power outage or isolation of a particular area to avoid interruption and safety of lives and properties.
During the project execution, the contractor should provide adequate security to safeguard his/her properties on site. The University will not be held responsible for stealing of any item (s) in the project site.
COMMISSIONING AND HANDOVER INSPECTION OF PROJECTS
6.1 This should be done after the completion of the project in the presence of professional from Works Services Department, Physical Planning Unit, and Contractor.
6.2 The details on pre-handover inspection should be available as a pre-requisite for final handover inspection e.g. the snag list.
6.3 A built drawings and comprehensive documentations should be presented especially to aid maintenance.
3.3 If the outcome of the inspection is satisfactory, the contractor’s defects liability period should take effect from that date of satisfactory outcome of final handover inspection.
3.4 Handover ceremony should take the form of contractor handing over the key over to consultant then to the VC (PPU) then to Works Department (for maintenance) and finally to the head of ultimate users(Security Department)
3.5 Any special remarks and note of the date of practical completion.
(D) EXPECTIONS GALORE:
(D1) Conceptual foundations (i.e. Design stage/scoping of the project)
(1) The design stage normally involves the clients and the consultants. The Vice Chancellor (ably representative by the PPU), the ultimate user’s department and the Works Department are the client with PPU as arrow head. The client may alone (or in conjunction with consultants) do the following:
- Pre-design studies on the project (including given approximate Gross Floor Area and useable floor Area in case of a building project).
- Delineation of project site (i.e. perimeter survey of building project site).
- Engineering survey (contracts) of the project site.
- Sub soil bearing capacity of the project site.
- Identification of underground service line for sewage, water, electricity, etc.
- Buildings & Roads adjoining the project site.
- Solar (sun) East West Directions.
- Documentation of the site particulars
- Forwarding /handing over to the consultants, the project site particulars, including expected gross floor Areas (GFA) & useable floor Area (UFA) in case of a building project.
- Selecting and committing consultants on the project according to DUE PROCESS ensuring that the consultant is either gotten from the university internal professionals such as Engineering, Architecture, surveying, etc. or from external (outside) professionals.
(i) The consultants will now do a good job of producing presentation drawings representing the client desired request. The presentation drawing will thoroughly studied and vetted by the clients. If found okay, such presentation drawing will be converted in to working drawings VIZ architectural drawings such as elevation, plans etc. and structural, mechanical and electrical working drawings all in accordance with the client directive/desire.
- Prior to tendering the project is advertised in national daily’s and contractor prequalified to ascertain capable contractors not only in terms of construction ability with sound technical personnel, money ,machines, project management but also in terms of good knowledge of contract procedure including contract law.
- Selected contracts are giving bid (tender) document with which to bid for the work. What is called bid document is usually called the Blank Bills of Quantities (or Blank Bills of engineering measurement). The university Administration has procurement planning committee to oversee and actually ensure that contractor are selected after due consideration of their prequalification papers. The committee in conjunction with the tender Board also ensures that due process is followed in all aspects of tender and tendering, for example, that tender papers (bid papers) are in order and that Level Planning Field had been used in issuing the bid documents to the contractors.
Finally, the winner whose tender figure is most competitive /responsive is awarded the contract which if the contractor accepts presents itself for doing the contract.
PROCECUDURES FOR HANDLING CHANLLENGES WITHIN THE UNIVERSITY BY WORKS SERVICES DEPARTMENT
Works Services Department is saddled with the maintenance of infrastructures in the University Community. If you have any complain of faults/damages of facilities within the University community, take the following steps in order to get the job done.
- Report official in writing to the Director of Works Services Department stated clearly the nature of the fault/problem
- Director of Works Services Department will direct his staff to assess the fault/problem and take the necessary action to get the work done.
- Note that some problem could be handled within few days of receiving the report while some may require approval for the release of fund from the University administration.
ESTIMATE VETTING COMMITTEE
WORKS SERVICES DEPARTMENT
UNIVERSITY OF NIGERIA, NSUKKA
The Vetting Committee of Works Services Department is saddled with the responsibilities of scrutinizing all estimates submitted by the Sectional Heads with a view of observing zero tolerance of error/improper invoicing.
In order to enable the Committee carry out their job effectively, we have produced price list of standard & quality materials Works Department uses for maintenance services in the University of Nigeria, Nsukka Campus.
Price lists of materials are grouped as follow:
Carpentry, Electrical, Masonry, Mechanical, Painting, Plumbing, Road, and Water. The prices of these materials are reviewable from time to time.
I thank all the sectional heads for their compliance in furnishing us with materials they are using for work in their sections.
- Sectional Heads should always give the background of job and brief description of the actual work needed to be done.
- We should do a market survey in order to have an idea of the prevailing prices of materials before they prepare their estimates.
- Indicate the make if possible in each material requested for
- There should be feedback from sectional heads to the DWS on any purchases above 50, 000. The vetting committee may wish to sight your purchases after return from the market.
- We also want the Sectional Heads to please return the remaining materials to the works store after job completion.
- Field workers should be allowed to do their job properly i.e prepare estimates, pursue the money and go for the purchase. Sectional head duty is to supervise the job and ensure (quality) that the job is done professionally and according to the standard/specifications.
- Finance Officer may minimize the idea of following the workers to the market for purchases since the vetting committee is controlling the errors and prices. This will also help not to delay the process of job execution.
- Finance Officer should return every kobo to the bursary department with a letter to the Bursar through the Director, Works Services.
- In case there is any change in the approved work estimate that could lead to reduction or increment. The vetting committee will be willing to stand in gap between the bursary staff at central store and the sectional heads. This will be supported by our departmental stamp.
We solicit for your prayers and full support to carry out this assignment, as this will certainly restore Works Services Department’ glory and you inclusive.
Engr. Jeremiah Joshua
Chairman Vetting Committee