Dennis Kuria

REPUBLIC OF KENYA MINISTRY OF LANDS, PUBLIC WORKS HOUSING AND URBAN DEVELOPMENT State Department for Public Works Directorate of Electrical Engineering MINUTES OF SITE MEETING NO.1 (SITE INSPECTION AND MEETING) HELD ON 24TH OCTOBER, 2023 AT KENYA MEDICAL TRAINING COLLEGE (KMTC) HEADQUARTERS -NAIROBI. CONTRACT DETAILS CLIENT: KENYA MEDICAL TRAINING COLLEGE (KMTC) PROJECT NAME: PROPOSED SUPPLY, TESTING AND COMMISSION OF POWER SUPPLY TO THE SERVER ROOM CONTRACT NUMBER: WP ITEM D108//NB/NB/2202 JOB NO.11183A PROJECT MANAGER: WORKS SECRETARY REPRESENTED BY THE CHIEF ENGINEER (ELECTRICAL) STATE DEPARTMENT OF PUBLIC WORKS P.O. BOX 41191 – 00100 NAIROBI CONTRACTOR: M/S VIMPAQ ENTERPRISES LIMITED P.O. BOX- NAIROBI ATTENDANCE S/No. NAME ORGANIZATION PHONE NUMBER 1. David Ondeng KMTC 2. Eng. James Gitonga Chairing SDPW - 3. Felix Mosingu VIMPAQ ENTERPRISES LIMITED - 4. Godfrey O. Nyakado KMTC - 7. Kelvin Rading KMTC - 8. Nasser Aura KMTC - 9. Robin Obare KMTC - 10 Lilian Kamau KMTC 11 Nelson Rono KMTC 12 Dennis Kuria SDPW ITEM AGENDA 1.0 1. INTRODUCTION The chair called the meeting to order at 1100hrs. He welcomed the members present and requested Felix Mosingu to do the opening prayer. Thereafter the chair requested members to introduced themselves. The meeting was preceded by a site inspection. 2. The agenda adopted for the meeting was as follows: • Reading and confirmation of minutes • Matters Arising • Reports o Contractor o Project Manager o Client 1 - ACTION INFO ALL • A.O.B 2.0 1. READING AND CONFIRMATION OF MINUTES The minutes of the previous meeting were read and confirmed as a true record of the meeting. The minutes were proposed by Nasser Aura and seconded by Felix Mosingu. 3.0 1. MATTERS ARISING The PM reported that he had not received the contract documents. The contractor in response assured the meeting that he would submit the performance bond, Insurance and NCA certificates to the client on 25th October, 2023. ALL INFO 2. The PM reported that the contractor had not yet applied for any payment yet. INFO 3. Upon request from the PM, the contractor reported that he had submitted a program of works to him. In response, the PM asked the contractor to prepare an updated program of works. CONTRACTOR /PM 4. The PM reported that the contractor had applied for an extension of the contract period which he would process and forward to the client for approval. ALL 5. The PM informed the meeting that he would issue and instruction for the provision of extra sockets in the server room. REPORTS CONTRACTOR’S REPORT PM 4.0 1. The Contractor reported that the project was 70% complete Info pending installation of the UPS. 2. The Contractor reported that the UPS would be onsite 25th October, 2023. Info 3. The Contractor informed the meeting that he would carry out internal testing and migration from the old power supply to the new power supply within the week. Info 4. The Contractor reported the meeting that the remaining sockets for the server room would be installed before the end of the day. Info 2 1. 2. 3. 4. 1. PROJECT MANAGER’S REPORT The PM instructed the Contractor to test and ensure that the inverter was working and also finish all remaining works as he waits for the arrival of the UPS. CONTRACTOR /PM The PM reported that he had conducted several informal inspections. PM The PM asked the Contractor to submit to him the brochures for approval and analysis. CONTRACTOR The PM asked the Contractor to submit a schematic diagram illustrating how all connections were being done by the end of the day. CONTRACTOR CLIENT’S REPORT Upon consensus, it was agreed that the contract period be extended to 7th November, 2023. ALL The Client requested the PM to conduct an inspection prior to the date of site hand over for testing of the power supply to ensure it is working as per Client’s instructions. PM The Client inquired from the Contractor concerning the warranties for all installed equipment upon which the Contractor committed to avail them. A. O. B CLIENT/CONTR ACTOR 1. There being no other business, the meeting was adjourned with a word of prayer from Nasser Aura at 1200hrs. Info 2. The date of the next meeting would be communicated. Info 2. 5.0 Prepared by: Directorate of Electrical Engineering State Department for Public Works Confirmed by: Seconded by: ………………….. …………………. CC: Client – Kenya Medical Training College All present 3