UNIVERSITY OF NAIROBI

SCHOOL OF OPEN AND DISTANCE LEARNING

MASTERS OF ARTS IN PROJECT PLANNING AND MANAGEMENT
LDP 604: PROJECT PLANNING DESIGN AND IMPLEMENTATION
LECTURER: DR. RAPHAEL NYONJE
GROUP 5: ASSIGNMENT

GROUP MEMBERS:
L50/8569/2017 MAKAU RITAH KOKI
L50/6695/2017 IGOBWA JOHN SUNGU
L50/6766/2017 GITHAIGA MERCY WANJIRU
L50/7401/2017 MWANGI LABAN KAMAU
L50/6987/2017 CHEPNGETICH DEANNE TONUI
L50/8576/2017 KINOTI DOREEN MAKENA
L50/8644/2017 KOTIN CELESTINE MAYENDE
L50/87338/2016 KIRURI JOYCE WAMAITHA
L50/9272/2017 KIPCHILIM JUDY JEPSERGON
L50/7423/2017 MERCELINE ATIENO
PART ONE: RATIONALE OF A PROJECT MANAGER
DEVELOPING A PROJECT DOCUMENT.

PART TWO: THE GOVERNMENT OF KENYA HAS SELECTED

YOUR COMPANY TO CONSTRUCT A ROAD FROM NAIROBI TO
NAIVASHA. DEVELOP A PROJECT PROPOSAL FOR THE
PROJECT.
Table of Contents
PART ONE: PROJECT DOCUMENT......................................................................................................... 4
CHAPTER 1: INTRODUCTION ................................................................................................................. 4
CHAPTER 2: RATIONALE OF PROJECT DOCUMENT ......................................................................... 5
2.1: Basis for performance measurement .................................................................................................. 5
2.2: Outlines the implementation plan ...................................................................................................... 5
2.3: Resource mobilization ....................................................................................................................... 5
2.4: Highlight challenges and Outline expected outcomes Used for predictions...................................... 5
2.4: Reference document .......................................................................................................................... 5
2.5: Track and report on progress ............................................................................................................. 6
CHAPTER 3: CONCLUSION...................................................................................................................... 7
PART TWO: PROJECT PROPOSAL .......................................................................................................... 8
CHAPTER 1: INTRODUCTION ................................................................................................................. 8
CHAPTER 2: LITERATURE REVIEW ...................................................................................................... 8
2.1: Cover Page ......................................................................................................................................... 8
2.2: Executive Summary; Abstract ......................................................................................................... 10
2.3: Background Information .................................................................................................................. 11
2.3.1: Sociocultural effects.................................................................................................................. 11
2.3.2: Benefits of the Project ............................................................................................................... 12
2.3.3: Information About the consultants............................................................................................ 13
2.4: Problem Statement and Justification ................................................................................................ 14
2.5: Proposal to effect the project ........................................................................................................... 15
2.5.1: Objectives of the Project ........................................................................................................... 15
2.5.2: Strategies (Methodology).......................................................................................................... 15
2.5.3: Activities Matrix ....................................................................................................................... 16
2.5.4: Risks (In regard to Objectives and Output) .............................................................................. 17
2.5.5: Evaluation Matrix ..................................................................................................................... 18
2.6: Budget of the project........................................................................................................................ 20
2.7: Schedule of Activities: ..................................................................................................................... 22
CHAPTER 3: REFERENCES .................................................................................................................... 23
3.1: Part one: Project Document ............................................................................................................. 23
3.2: Part two: Project Proposal................................................................................................................ 23
PART ONE: PROJECT DOCUMENT

CHAPTER 1: INTRODUCTION

A project document is a document that prescribes strategies aimed at achieving project goals.
These strategies are specifically set to ensure that the project scope, time, cost and quality are
eventually attained.

According to PMI (Project Management Institute) a Project document is a document that

contains the strategy for managing the project and the processes related to all areas of the project
(scope, cost, schedule, quality, etc.) which are known as Knowledge Areas

The project document is prepared after the setting of project objectives, strategies and planning
for activities whereby all components are outlined. The project document outlines the tasks at
hand and gives details on how it will be accomplished by gathering and analyzing the
background, the known and the how facts.

Project document is essential because it is used all through the project life (beginning, mid and
end of project), to examine the progress, monitor activities and best practices for project
management. A project manager takes note that proper document is a requisite component in
managing projects, which helps to keep projects moving, ensures all stakeholders are well-
informed and makes the organization make better choices for future projects.

Documents lay the foundation for quality, traceability and history of the entire project.
Therefore, a project manager has to ensure the document is articulate, accessible and updated. A
professional project manager develops a standard template for their project and reuse successful
project plans which assists them in focusing on the core assignment and managing the project.

A project document is a very significant part of project management, through two essential
functions: it ensures the project requirements are implemented and it establishes accountability in
regards to what has been done, how it was done, when it was done and who did it.
CHAPTER 2: RATIONALE OF PROJECT DOCUMENT

The rationale of developing a project document or what we would otherwise term as the benefits
or reasons for can be seen in various pointers, which we will discuss below.

2.1: Basis for performance measurement

The project document highlights in clear terms the objectives, strategies and activities that will
be undertaken in the project. This will be the components that the project will strive to fulfill and
thus will form a reference point during the evaluation. Towards the end of the project, the project
team meets to assess whether the project goals were met. In this case, progress is compared with
the original scope agreed upon at the beginning of the project. This is where documentation
comes in, whereby if throughout the project there was proper documentation, any issues arising
would have been addressed in good time therefore assisting the team achieves its objectives.

2.2: Outlines the implementation plan

It systematizes the actions to be undertaken in the project. Without a plan there would be
disorder in the project. By implementing a plan, activities are distributed as per the individuals’
responsibilities and it is easy to identify what existing staff can handle and what can be
outsourced. During outsourcing consultants, the document becomes an engagement source and
guides on how to establish contracts.

2.3: Resource mobilization

The prospecting development partners will want to have an in-depth understanding of the project
before they fund. All this details should be provided in the project proposal document.

2.4: Highlight challenges and Outline expected outcomes Used for predictions

Project document is normally prepared at the preliminary stages of a project as a road map or a
guide. It therefore just provides an initial snapshot of the project at a glance. This thus is helpful
to the project manager because he is able to detect or anticipate for future problems and come up
with measures to address and solve them.

2.4: Reference document

A project manager is tasked with thinking through all the aspects of the project from initiation,
implementation to its closure. The information contained in the documents determines what the
team members need to carry out the project. This is especially important, if the implementing
team is different from the support team, therefore there is need for proper communication which
is channeled through the project documents.

Also at the end of project cycle, the project manager will refer to the project document to
disseminate findings to the stakeholders following evaluation of project goals/ objectives. This
serves as a reference on lessons learned for future projects.

2.5: Track and report on progress

Stakeholders need regular updates and status reports on ongoing projects. With proper
documentation, a project manager ensures the team is reliably informed, problems are identified
and rectified in good time and activities/objectives are monitored to ensure the overall goal is
achieved. Once stakeholders are well informed, they turn out to be good resources when issues
arise during the project. It is important for a project manager to consult with the stakeholders on
the format for project documentation.
CHAPTER 3: CONCLUSION
A project document is a form of communication which a project manager utilizes throughout the
project management process. It assists the project manager to be more organized; keeps
stakeholders informed while at the same time ensures continuity. Project document acts as a
reference point for future projects, and it helps the project team determine whether the project
objectives were met.
PART TWO: PROJECT PROPOSAL

CHAPTER 1: INTRODUCTION
A project proposal is a document that provides all the information required for project
stakeholders to decide to initiate a project.

CHAPTER 2: LITERATURE REVIEW

The various components of a project proposal include; cover page, executive summary,
background information, problem statement and justification, proposal to affect the project,
budget of the project and schedule of activities.

2.1: Cover Page

The cover page of the project proposal consists of the; project information, client, consultants
and person it’s being presented to.

Below is the cover page for our proposal.

PROPOSED CONSTRUCTION OF NAIROBI-NAIVASHA ROAD
FOR

THE GOVERNMENT OF KENYA

PRESENTED TO:

KENHA,
P.O BOX, 41685-00100,
NAIROBI.

LEAD CONSULTANT:

G5 INTERNATIONAL COMPANY LIMITED,

P.O BOX, 23790-00100,
NAIROBI.

January 2018
2.2: Executive Summary; Abstract
The Government of Kenya, through its implementing agency, the Ministry of Lands, Housing
and Urban Development, Nairobi Metropolitan Development has commissioned G5 International
Company Limited to carry out preliminary and detailed engineering design of Nairobi (Rironi)-
Naivasha road (B3). This Project Proposal gives and outline about the project implementation
whose total length is approximately 60Km.

Map of the project location:

This Project Proposal has been prepared in line with client’s requirements and to the approval of
the respective authorities. The main objective of the construction of the road is to develop and
maintain existing road networks in order to improve access as well as spur movement of people
and goods.

Development of this project will bring forth a couple of benefits most of which are sociocultural.
For example; employment opportunities, improved access to social amenities, improved trade
between locations, improvement on both domestic and international tourism, reduced vehicular
accidents, improved transport efficiency of people and cargo etc.
Implementation of this project will be executed by a team of consultants. This includes but not
limited to; project manager, engineers, architects, finance team and procurement team. This team
will collaborate in performance of various roles to ensure that the project is delivered within the
stipulated budget, scope and time.

Moreover this project will be broken down into a series of activities following each other
sequentially. It is however important to note that some of the activities will run concurrently.
Each activity will have sub-activities and professionals’ in-charge of the works.

In order to assess whether the project is achieving its set objectives, project evaluation will be
done continuously from the project design, execution and post completion. This process will take
a collaborative approach amongst all the stakeholders from the project financier, the consultants
and the community to name a few.

The overall cost of the project will be based on the design costs, construction costs, approval fee
and compensation and resettlement costs. The preliminary budget shall be calculated based on
the previous projects which are similar in nature and scope.

2.3: Background Information

This are basically issues around the project. These include; social cultural effect, benefits of the
project and information about the consultants etc.

2.3.1: Sociocultural effects

This is brought about by the construction of the road to the people and community at large
include;

1) Creation of employment opportunities: The project will endeavor to source its labour,
and especially non-skilled labour, from the local community. This will in turn translate to
employment opportunities for the locals as casual labourers during construction works. In
addition to direct employment, supplies of basic necessities to the workers will also lead
to more employment being created especially to women in supply foodstuff.
2) Enhanced delivery of services: Construction of the road will improve access to schools,
health facilities, business centers, places of worship such as mosques and churches. The
project road will also benefit the poor people who do not own private cars and rely on
public transport.
 3) Improves the living standards: people through acquired jobs are able to afford basic
needs.
4) Economy; the construction of the road allows escalation of property value and attracts
new investors which are important precursors for economic transformation.
5) Improved trade between town centres: The trade between the various market centres
will be improved and this will also give an opportunity of opening up the project areas to
trade. More to opening up the trade centres, the delivery of farm produce, like vegetables,
fruits livestock to market centres will be more efficient. Livestock and crop trade is
expected to increase because of the ease of transportation coupled with the reduced cost
and time of travel. Improvement of the road.

2.3.2: Benefits of the Project

The benefits of the project are;

1) Improved transport efficiency for people and cargo: Construction of the road will
improve efficiency of transportation of people, delivery of agricultural produce to market
centres. It will also improve links to other major towns within the district.
2) Reduction of vehicular accident through changes of road geometry, reduction of sharp
horizontal curves, improvement of sight distances and installation of speed bumps.
3) Improving of environmental status: Upon decommissioning the project, rehabilitation
of the project site will be carried out to restore the site to its original status. This will
include replacement of topsoil and re-vegetation that will lead to improved environmental
status including visual quality of the area.
4) Improves connectivity: It improves connectivity within Nakuru County and facilitating
connectivity also to other neighboring counties, improving the transportation conditions
of an extended area; this also reduces commuters’ time.
5) Reduction of vehicle operation costs: Reduction in vehicle operating costs due to the
better quality of the road that leads to a lower consumption of the vehicles (mechanical,
car bodies, pneumatics)
6) Improves on both domestic and international tourism through which revenue income
to the prospective counties in increased.
7) Reduces traffic congestion and pollution.
 2.3.3: Information About the consultants
This is the personnel forming the company. Each team has a team leader, officers, associates
assistants and interns. This thus enhances the delivery of services through delegation.

GENERAL MANAGER

Engineers Procurement
Architects Surveyors Team Finance and
Administration
-Civil Engineers team
-Building
-Land Surveyors
-Structural Engineers architects
-Quantity Surveyors Project Manager
-Electrical Engineers -Landscape
architects
-Mechanical Engineers
-Interior
-Water Engineer
designers

2.3.3.1: Company details

This forms another part of the consultant’s information.

G5 International Company limited is a consultancy firm that has its head office based in the
Nairobi CBD. It was registered in the year 1995 therefore being operational for 22years. The
company has over the period grown and expanded having other consultancy firms in other parts
of Kenya, Rwanda and Juba.

The company has successfully worked and delivered numerous bid-build and design-build
projects on roads, residential and commercial Buildings across Kenya and also in Other
Countries. The successful management of these challenging and complex projects exemplifies
the quality of our team and the depth of our experience.
The projects are as shown below;

Project Client Location Start-Finish Status

Dates
Bluebells Safaricom Investment Syokimau, Oct 2015- June Completed
Apartments – Machakos 2017
Phase II
Kigali - RTDA – Rwanda Kigali, Rwanda Dec 2009- Completed
Ruhengeli Road Transport Development March 2012
Agency
Juba – Bor Road UNMISS - UN mission Juba, South Nov 2015- Aug Completed
Phase I in South Sudan Sudan 2016
Kasarani – Mwiki KURA – Kenya Urban Kasarani, Aug 2016- Feb Completed
Road – Phase I Roads Authority Nairobi 2017
Roads 2000 KERRA – Kenya Rural Kiambu, Kenya 2013-2017 Completed
Project Roads - Roads Authority
Kiambu
Kehancha – County Government of Kuria West, Nov 2016 - Ongoing
Ntimaru Road Migori Kenya Present
Four Point Range Limited Naivasha Road, Nov 2016- Ongoing
Apartments Nairobi Present

2.4: Problem Statement and Justification

The existing road between Nairobi (Rironi) and Naivasha is a minor road which is mostly used
by heavy trucks. Increase in travel time is experienced for cases where other vehicles use the
road such as saloon cars. The area is relatively dormant in its productivity as there is limited
connectivity with other neighbouring location. This thus effects on the significant output from
area whether economically or socially.

The proposal to construct Nairobi (Rironi) - Naivasha therefore; is to develop and maintain
existing road networks in order to improve access as well as spur movement of people and
goods.
2.5: Proposal to effect the project
The proposal to effect the project include; objectives of the project, strategies, activities
(activity matrix), project evaluation matrix etc.

2.5.1: Objectives of the Project

 To develop and maintain existing road networks in order to improve access as
well as spur movement of people and goods.
 Develop a route that involves the community and considers their interests
 Upgrade and improve the existing highway where it is retained as part of the
project.
 Provide transport developments which are complementary with land use.
 Provide a route that supports economic development.
 To consider impacts on and opportunities for economic development in plans
and projects.
 To address safety and efficiency issues at intersections
 To promote a protocol that considers preservation before expansion

2.5.2: Strategies (Methodology)

1. Environmental Impact Assessment: This is mainly done by environmental

experts and the write a report on the same to show how the project is going to
affect or sustain the environment, measures to be undertaken and the
conclusion on the same.
2. Design- Design of the road is majorly done by the engineers. There are stages
that are followed in design and they include;
 Outline Proposal- A detailed presentation of the client’s
requirements and an approximation of the cost of meeting
them. For reporting any major decisions needed from the
client, and receiving any amended instructions
 Schematic Design- This indicates the spatial arrangements and
appearance, for reporting to the client on the scheme including
 presenting an assessment of the cost and timetable for the
project, and where so required submitting copies of the
drawings to the local authority for town planning consent,
approval under the building by-laws.
 Detailed design and Production Drawings- Preparation and
production of drawings and information necessary for Bills and
Quantities.

3. Tendering- Tender process include; Tender invitation, pre-bid meeting,

tender analysis and evaluation and lastly the tender award
4. Execution- Site handover to the contractor, commencement of construction
works as per the submitted work plan and supervision of the works etc.

2.5.3: Activities Matrix

This outlines the some of the activities, sub activities and the person responsible. In addition to
the table provided, the feasibility study is assumed to have been undertaken by other
stakeholders and the report provided to the consultancy company.

Item Activity Sub-activity Professional Involved

1 Environmental impact Project study- impacts, Environmental Expert

Assessment measures etc.

2 Design Design of; Engineers- civil,

-Road structural and electrical
-Culverts engineers
-Bridges
-Footpaths
-Footbridges
-Solar street lighting
 3 Tendering -Tender Invitation -Engineers
-Tender pre-bid meeting -Procurement person
-Tender closing
-Tender analysis and
evaluation
-Tender award

4 Execution -Site handover -Contractor

-Commencement of -Stakeholders; project
construction activities manager, clients
-Supervision to the officials
ongoing works -Engineers

2.5.4: Risks (In regard to Objectives and Output)

Risk will be peculiar to each particular project and each project participant, however, it is
recognized that all construction projects share common risks (Guerra & Teixeira). Construction
is subject to more risks due to its unique features, such as long duration, complicated processes,
unpredictable environment, financial intensity and dynamic organisational structures.

Classification of risks;

Risk Example
1. Financial and Economic -Inflation
-Funding
2. Construction -Availability of resources

-Accidents (such as collision, fire and

so on)

-Damage to persons or property

-Cost of tests and samples

-Actual quantities of work

 -Equipment commissioning

- Subsurface geological and

geotechnical conditions

3. Performance -Productivity of labour

-Productivity of equipment

-Suitability of materials

-Defective work

4. Environmental factors - Offsite and onsite wetlands

- Environmental regulations change

5. Force majeure factors -Political factors change (political

interference)

-Market conditions

-Exchange rate fluctuation

-Public safety regulation

2.5.5: Evaluation Matrix

An Evaluation Matrix is an organizing tool to help plan for the conduct of an evaluation. It is
prepared by the Evaluation Team during the Phase 3 Inception of the evaluation, and is then used
throughout the data collection, analysis and report writing phases.

Issues Alternative 1 Alternative 2 Alternative3

Transportation Issues

1. Traffic Operations 5mins 8mins 10mins

-Travel Time
2. Safety -Improved sight Improved ; Improved
Distance -Geometry, -Geometry
-Acceleration and -Sight Distance -Sight Distance
Deceleration lanes -Access Management -Access Management,
- Reduced Vehicle
Conflicts

3. Pedestrian and None -Sidewalks -Sidewalks

Bicycle Enhancements -Bike Lanes -Bike Lanes

4. Transit None Improved; Improved;

Enhancements -Stops and -Stops and
Accessibility, Accessibility,
-Bus Priority Features -Bus Priority Features
Incorporated Incorporated

Community Issues

1.Owner / Business None 3-Residential Homes 2-Residential Homes

Relocations 20-Business 15-Business

2.Impact to Low Low impact 40% 45%

Income or Minority
Populations

3.Access from Adjacent Poor Fair Good

Properties

4.Compatible with No Yes Partial

Local Planning

5.Public Support Generally unsupported Generally favored Generally preferred

 over
Environmental Issues
1.Noise 0-Receptors impacted 4-Receptors 7-Receptors impacted
impacted
2.Historic Resources 0- Properties 1- Properties 2- Properties
Adversely Adversely Adversely
Impacted Impacted Impacted

3.Wildlife None Minimal Minimal

Implementation Issues

1.Cost 0-billion 70-billion 140-billion

2.Maintenance Poor Good Good

3.Ease of Construction No construction Construct- able Construct -able

Overall Rating - Good Preferred

2.6: Budget of the project

Budget is an estimate of income and expenditure for a set period of time. The budget of this
project is based on;

1) Feasibility Study; determines whether the project is worthwhile and feasible. Feasibility
is verified by five primary factors – technology and system, economic, legal, operational,
and schedule. Secondary feasibility factors include market, resource, culture, and
financial factors. Cost of conducting the study is submitted by the agency carry out the
study for the case. The cost could either be in percentage or lump sum.
2) Resettlement and compensations; Money paid to residents or owners of lands that is
acquired for the expansion of the road.
 3) Consultancy Fees; Costs paid to the consultancy firm for the consultants designing the
works. According to CAP 525 of Kenya, the cost is the percentage of the cost of the
project.
4) Approval Fee; Paid to the authorities for approval of designs.
5) Construction Cost; Cost of the materials, labour, profits and overhead, contingencies
and preliminaries. Always from a priced contract Bills of Quantities.

Costs Unit Price Total cost (Kshs)

1.Feasibility Study/ EIA Lump sum 50 million

2. Resettlement and Sum 1 Billion

compensations
-Land
-Relocation of Utilities
3.consultancy Fees Percentage 0.5 Billion
-Professional fee
4.Approval Fee Percentage 10 million

5.Construction Cost Lump sum 10 Billion

-Labour
-Material
-Profits and overheads
-Preliminaries
Contingencies
Total Cost of the Project 11.56 Billion
2.7: Schedule of Activities:

It shows the timeframe, when activities begin and the duration to be completed. It basically gives
the project duration.
CHAPTER 3: REFERENCES

3.1: Part one: Project Document

1) Salapatas, J. N. (1985). Performance measurement for projects and project
management. Project Management Journal, 16(3), 29–33.
2) Managing Projects, Harvard Business Review Press, 2006.
https://hbr.org/2016/11/the-four-phases-of-project-management
3) https://www.e-arc.com/technology-solutions/

3.2: Part two: Project Proposal

1) Gregory T. Haugan, Effective Work Breakdown Structures (Vienna, VA:
Management Concepts, 2002).
2) Dragan Z. Milosevic, Project Management Toolbox: Tools and Techniques for the
Practicing Project Manager (Hoboken, NJ: John Wiley & Sons, 2003).
3) James P. Lewis, Project Planning, Scheduling, and Control, 4th ed. (New York:
McGraw-Hill, 2005).
4) Albert Lester, Project Planning and Control, 4th ed. (London: Elsevier Science &
Technology, 2004).
5) Gregory T. Haugan, Project Planning and Scheduling (Vienna, VA: Management
Concepts, 2001).
6) Laws of Kenya. The Architects and Quantity Surveyors Act, Chapter 525. Revised
edition 2010 (1978)
7) Guerra, J. R., &Teixeira, F. J. (n.a.): Risk Management applied to design,
tendering/awarding and construction in EDP hydroelectric power plants.
8) https://www.designingbuildings.co.uk/wiki/Risk_in_building_design_and_constructi
on