Dennis Kuria

REPUBLIC OF KENYA MINISTRY OF LANDS, PUBLIC WORKS, HOUSING AND URBAN DEVELOPMENT. State Department For Public Works Electrical Engineering Directorate MINUTES OF THE HANDOVER SITE MEETING HELD ON MONDAY 12TH JUNE, 2024 AT UTALII HOTEL, RUARAKA, NAIROBI KENYA. CLIENT: Kenya Utalii College (KUC) PROJECT: Proposed Supply, Installation, Testing And Commissioning of 1 No. Passenger Lift. PROJECT NUMBER: W.P ITEM NO. D1202 NB/NB/2202 JOB. NO. 11145A PROJECT MANAGER: Works Secretary CONTRACTOR: M/s Top Choice Surveillance Ltd, P.O. Box 1218 – 00618, NAIROBI. CONTRACT DATA Commencement Date: Contract Period: Completion Date: Site Possession Date: -14th June, 2023 (As per Contract Agreement) - 52 (Fifty-two) Weeks - 13th June, 2024. - 3rdAugust, 2023. COST DATA Contract Sum: Amount Certified to Date: % of Amount Certified: -Kshs. 6,763,789.00 (Inclusive of VAT) -Kshs. 6,113,789.00 -90.39% PROGRESS Contract Period: Contract Period Elapsed: % of Works physically done: % of Contract Period elapsed: - 52 (Fifty-two) weeks - 52 (Fifty- two) weeks - 100% - 100% 1 ATTENDANCE Present-. NAME Eng. Stephen C. Gitonga Eng. Samuel Ndirangu Anthony Mbehelo Peter Muindi Peter Ngugi William Ohowa Rosalind Gicheru Judy Nyakundi Joshua Ambwere John K. Ndung’u Patricia W. Gitau Charles Obure Lydia Wanyonyi Dennis Kuria Peter Ndegwa Mbati Kamuyu Irene Chepkangor’ Jeniffer Maina Jane Kawira Patrick Ngaara Najai Osemo Absent with Apology 1) Omondi Justin ITEM Min 1.00 ORGANIZATION SDPW SDPW KUC KUC KUC KUC KUC KUC KUC TOP CHOICE KUC TOP CHOICE TOP CHOICE SDPW KUC KUC KUC KUC KUC KUC KUC KUC DESIGNATION P.M.R (Chairing) P. E. E. Client (C. E. O.) Client Client Client Client Client Client Contractor Client Contractor Contractor E. E. Intern Client Client Client Client Client Client Client Client AGENDA CELL- - ACTION /NOTE INTRODUCTION 1.01 The Chair (P. M. R.) called the meeting to order at 1100hrs. A All ceremony to officially commission the lift for daily hotel operations followed after the brief meeting. The chair then called back the meeting for further deliberations. 1.02 The agenda adopted for the meeting was as follows; • Reading and Confirmation of minutes • Matters Arising • Reports o Client o Contractor o Project Manager • A.O.B 2 All ITEM Min 2.00 AGENDA READING AND CONFIRMATION OF MINUTES ACTION /NOTE 2.01 The minutes of the previous meeting were read and confirmed as a Info true record of the meeting. The minutes were proposed by Judy Nyakundi and seconded by Charles Obure. Min 3.00 MATTERS ARISING 3.01 The water pipe running through the machine room has not been re- Client routed. 3.02 The Contractor reported that they had carried out another training Contractor as instructed by the PM. However, the Contractor was instructed by the PM to provide them with a copy of the contents of training. 3.03 The PM reported that additional works were awaiting Client’s Client response. Min 4.00 REPORTS 4.01 CLIENT’S REPORT 4.01.01 Informed the meeting that the arrival sound volume of the lift was high and needed to be reduced. Contractor 4.01.02 Informed the meeting that there is need to adjust the lift car floor Contractor level to align with the second floor level. 4.01.03 Requested whether it was possible to introduce advertisement Info screens in the lift car. Upon which the Contractor informed the meeting that once the Client procures the advertisement screens they would know how to install and supply the power needed. 4.01.04 Requested whether it was possible to introduce advertisement in the Info background music. 4.01.05 Reported that they were happy with the delivery of the project Info within time. 4.01.06 They indicated that this was a milestone within the institution that Info will go along way in delivery of services to their customers. 3 ITEM AGENDA ACTION /NOTE 4.01.07 Thanked all participants for timely delivery of the project i.e. Project Info Manager’s team, Contractor’s and of the Client representatives. 4.01.08 Promised to pay the Contractor on receipt of the Voucher as per the Client contract requirements. 4.02 CONTRACTOR’S REPORT 4.02.01 Promised to follow up on the Client’s request for background Info advertisement with the manufacturer to find out the possibility of changing the lift song to background advertisement. 4.02.02 Informed the meeting that they had applied for 2nd payment. Info 4.02.03 Informed the meeting that they would deliver the hand over Contractor documents by 13th June, 2024 to the PM for onward forwarding to the relevant parties. 4.03 PMR’S REPORT 4.03.01 Thanked all i.e. Contractor’s and Client’s team for teamwork during Info the implementation of the project. 4.03.02 Reported that the commissioning document would be shared with PMR the Client once it is finalized. 4.03.03 Informed the meeting that the handover and practical completion Info date was 12th June, 2024 and that the defects liability period will run for one year from 13th June,-nd payment certificate already processed and would be delivered to Info the Client on 12th June,- Still awaiting response on painting and waterproofing works from Client the Client. 4.03.06 Promised to issue a maintenance tender document to the Client for PMR their use. 4.03.07 Advised the Client the need to urgently re-route the water pipe. 4 Client ITEM Min 5.00 AGENDA ACTION /NOTE A.O.B. 5.01.01 The Contractor informed the meeting that he would recall the Info performance bond. 5.01.02 There being no other business the meeting was adjourned at 1220hrs. Info Minutes Compiled by: Dennis Kuria Minutes Checked by; Eng. Samuel Ndirangu Date: Date: Signature: Signature: Minutes Approved for Circulation; Name: Date: Signature: 5 DISTRIBUTION LIST ❖ The Principal 1 Kenya Utalii College ❖ Works Secretary 1 ❖ Chief Engineer (Electrical) 1 ❖ M/s Top Choice Surveillance Ltd P.O. Box 1218 – 00618, NAIROBI 1 ❖ All present 9 TOTAL 13 6