PROPOSED MVUVI HOUSE TO BE BUILT AT THE MINISTRY OF
LIVESTOCK DEVELOPMENT AND FISHERIES PREMISES.
MINUTES OF CONTRACT SIGNING MEETING BETWEEN MAIN
CONTRACTOR AND SUBCONTRACTORS HELD ON 22ND APRIL
2010 AT OFFICES OF LEAD CONSULTANT
1.0 ATTENDANCE
1. ARCH. BARONGO C. MUTATINA – ARCHQUANTS
SERVICES LTD – Lead Consultant
2. QS. MUBASHI M.K - ARCHQUANTS SERVICES LTD
3. ARCH.GEOFREY.A.MUTALEMWA–ARCHBASE CONSULT
- Associate Consultant
4. ENG. DIONIS RUGAKILA – FBNE LTD – Sub Consultant
5. ADAM MOLLEL – MEC – Sub Contractor
6. GODWIN.L.MASHAGWA – MEC – Sub Contractor
7. A.R. MWAISEMBA – COOL CARE SERVICES
2.0 AGENDA
1. OPENING
2. MATTERS ARISING FROM CONTRACT DOCUMENTS
3. CLOSING
3.0 INTRODUCTION
The meeting was opened officially by chairman at 10:00 am.
4.0 PROCEEDINGS
4.1 MATTERS ARISING FROM CONTRACT DOCUMENTS
Several matters were raised by meeting members and were discussed in order to reach
consensus before signing the contracts. The matters were as follows:
A. AIR CONDITIONING SUBCONTRACT
4.1.1 SCHEDULE OF RATES
It was requested that schedule of rates be included in the contract documents. It was
agreed that schedule of rates are not necessary for inclusion in the contract document and
therefore no need to include them in the contract documents.
4.1.2 MEETING MINUTES AS PART OF CONTACT DOCUMENT
It was requested by the Contractor that the contract negotiation meeting minutes be
included in the contract document. The meeting members agreed to include the same in
the contract.
4.1.3 REPETITION OF SOME DOCUMENTS
Another observation was that some documents in the contact were not necessary since
they had been submitted by subcontractors during tendering process. However, the
deliberation was that those documents be included also in the contract. This was also in
line with forms which were not filled in by subcontractors. Subcontractors were
instructed to fill them.
4.1.3 REPETITION OF SOME DOCUMENTS
Another observation was that some documents in the contact were not necessary since
that the contract is between the “Main Contractor” and “Subcontractors”; the rest of the
document was mentioning about contract between the “Employer” and the “Contractor”.
To avoid the confusion, it was agreed that there must be an appendix in the contract
document to define that the word “Employer” means “Main Contractor” and the word
“Contractor” means “Subcontractor”.
4.1.4 INSURANCE
Regarding insurance, it was observed that there was a contradiction whether the
Subcontractor must seek insurance of works from both Bank and Insurance Company or
from one of the insurer. Also the value of insurance in the contract was stated to be 10%
of contract sum from a bank and 30% of contract sum from an insurance company. It was
agreed that the subcontractor may obtain an insurance cover from either of the insurers,
i.e. from a bank or from an insurance company and the value of insurance must be 10%
of the contract sum.
B. ELECTRICAL SUBCONTRACT
4.1.5 ISSUANCE OF THE DOCUMENT
The document for electrical subcontract was issued late to the electrical Subcontractor
and therefore it was not possible to make any discussion on it because the Subcontractor
had not gone through the document itself. The Subcontractor was instructed to go through
the document immediately and communicate timely any observations for scrutiny if any.
4.1.6 CONTRACT SIGNING POSTPONMENT
The contracts were not signed. The signing event was rescheduled to take place on 28th
April 2010 when all necessary amendments would have been effected accordingly.
Another reason for not signing the contracts was that the Main Contractor could not
attend the meeting because of unavoidable reasons.
5.0 CLOSING
The chairman closed the meeting officially at 11:00 am.
6.0 CONFIRMATION AND APPROVAL
CONSULTANT:……………………………………………….…DATE:……………….
AC SUBCONTRACTOR:………………………………….….…DATE:………………
ELECTRICAL SUBCONTRACTOR: ………………..………...DATE:…………...….
7.0 DISTRIBUTION OF MINUTES
CATIC INTERNATIONAL ENG. LTD
ARCHQUANTS SERVICES LTD
ARCHBASE CONSULT
SOU CONSULT
FBNE LTD
COOL CARE LTD
MOLLEL ELECTRICAL CONTRACTORS
