DESIGN & MANAGEMENT PLAN, ORGANIZATION AND STAFFING

GENERAL

In developing the Management Plan, detailed consideration was given to the Terms of Reference,
project requirements and site conditions. The project management requirements were carefully
evaluated based on the scope, along with the team organization, personnel requirement, reporting
structure, design and construction organization, schedule and time management, HSE, Quality
Assurance and Quality Control. The Management Plan reflects the identification and
development of the scope from Preliminary Consideration through Design and Construction to
Project Commissioning. We have carefully reviewed the description of works to be undertaken
as indicated in the request for proposal. These are as follows:

- Scanning of Road Carriageway

- Saw cutting along approved route
- Precasting and Installation of Pull Boxes with manufactured cast iron covers at 230m
intervals or as required
- Excavation of Ducting Trenches
- Laying of 100mm diameter ducts
- Reinstatement of Trenches with Caution Tape and backfilling with sand and concrete
- Cleaning and testing of ducts and pull boxes, including cleaning of pipes, pulling through
of a mandrel and fixing of draw wires
- Laying of Hot Asphalt Mix to reinstate the work along the carriageway

PROJECT TEAM – KEY PERSONNEL

We have carefully studied the Description of Works and note the project management, planning,
design, construction, supervision, commissioning and hand-over requirements for the project.
We note Sierra’s (Digicel) role as the client Project Management Agency and Programme Co-
ordinating Unit. Liaison and procedures between PPMDL Project Manager and Sierra will be
established at the beginning of the project.
The Project Team comprises Specialists, Planners, Engineers and Constructors to ensure smooth
implementation of the planning, design, construction and commissioning of the project. We
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propose to set up a special review, monitoring and reporting team that would be responsible for
all design and construction implications and for liaising and reporting to Sierra (Digicel).

The Project Organization would not only consist of individual professionals, but properly co-
ordinated professionals. In order to achieve this co-ordinated effort and function effectively and
efficiently, the project will be driven under the direction of Mr.K. Ramkissoon – Project
Manager, an experienced engineer and project manager.

The organization will consist of:

 Planning and Design Team

 Construction Team.

The Team comprises the following disciplines:

Planning & Design

 Project Manager
 Civil Engineer
 Structural Engineer
 Geotechnical Engineer
 Surveyors
 Electrical Engineer
 Mechanical Engineer
 Cost Control Specialist/ Quantity Surveyor
 Programme and Schedule Control Engineer
 Technical Support
 Clerical Support.

We would ensure that the Planning and Design Team’s guiding input continue through the
construction supervision stage so that all on-site special conditions encountered will be addressed.
This would further ensure Quality Assurance (QA), Quality Control (QC) and record keeping for
final documentation and preparation of the Contract Final Report.

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ORGANIZATIONAL AND REPORTING STRUCTURE

In developing the Project Team, we have taken into account the need to have a well organized
and experienced team to ensure an economic and technically viable, functional and constructible
design with timely construction and reporting structure within an agreed construction period.

The Construction Administration Division includes a manager and clerical staff support on site.
This division would be responsible for the effective compilation and control of the data generated
by the site. Its functions would include, but not be limited to:

 Preparation of reports, letters, written communication, etc.

 Checking and processing of drawings into as-built drawings
 Provision of engineering technical support services
 Monitoring environmental issues
 Monitoring Quality Assurance and Quality Control.
 Secretarial services.

The Project Manager will serve as the single point of responsibility for the Team’s organization
and reporting structure. He will report directly to Sierra (Digicel) and will have first-line
responsibility for addressing the progress of work and any problems.

The Project Manager will oversee the work of the Team, have overall responsibility for meeting
the objectives of the programme and will monitor, control and report the progress.

TEAM ORGANIZATION CHART

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The project scope identified the requirements for various professionals through to experienced
construction personnel. The Organization Chart identifies the overall Project Team and key
personnel in the Team Organization. The Organization Chart is shown overleaf.

The key professional staff proposed for this project will include among others:

 Project Manager/Construction Manager - Mr. K. Ramkissoon [over 45 years’ related

and similar experience]

 Civil Engineer - Mr. N. Shah [over 11 years’ related and similar

Experience]

 Mechanical Engineer – Mr. R. Poliah [over 10 years’ related and similar experience]

 Electrical Engineer – Mr. S. Ghany [over 10 years’ related and similar experience]

 Surveyor- Specialist to be appointed

Outline Curricula Vitae of the above key personnel are given at the end of this section, with
detailed Curricula Vitae of other personnel involved given in Attachment 1.

HSE MANAGEMENT

Health, Safety and the Environment is considered a major factor on our projects. On this project,
due consideration is given at the Design Stage of the traffic movement in the area and,
particularly, the road way and reserve where the works are to be undertaken. Excavation, plant
and vehicular operations on the site will be considered during the Design Stage to minimize
traffic disruption and avoid environmental damage, dusting and debris effects on the site and off
the site along the route.
HSE controls will be strictly observed throughout the construction activities. The Company’s
HSE Manual (Attachment 1) details the importance of this area in the Company’s operations.

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PLANNING, DESIGN & CONSTRUCTION SUPERVISION

Planning & Design

The Design Team is headed by the Project Manager, Mr. K.Ramkissoon

This Team will have the expertise to ensure:

 Efficient planning
 Professional engineering
 Professionally prepared specifications and construction drawings
 Proper safety and security
 Environmental considerations
 Contract management.

Construction Supervision Team

The extension of the Project Manager into the Construction Supervision Team will ensure
continuity and give the expert input on quality cost control and project scheduling to the Client's
satisfaction.

Construction Supervision – Quality Assurance and Quality Control

The construction supervision requirements and approach to the project control, including quality
assurance of material, workmanship, programming and cost, are previously detailed. The
technical team required to ensure that this project control is assured is reflected in the Project
Organization Chart.

The Team will also retain the link with the design philosophy, construction quality control,
programme management and cost management. This team will meet weekly and address all
problems with special emphasis on monitoring, generally, the programme, cost and quality, in a
timely manner.

The Design Team will be available at short notice to address any problems in the design and for
special reviews, if these become necessary.
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A Head Office Project Team will have the expertise of the Civil/Structural Engineers, Electrical
Engineers, Mechanical Engineers, Surveyors and Cost Consultants to call on, should any of these
services be required.

The Head Office Team will also liaise with the Site Project Office on a daily basis, with simple
formatted daily reports. The reports will include:

 Identification of any material quality problems

 Identification of any workmanship quality problems
 Equipment listing
 Manpower listing
 Brief comments on progress
 Brief comments on weather conditions
 Material identification
 Contractor's management.

The monitoring of the project from Head Office will note any problems as "red flags". These
reports will be reviewed by the Project Manager and the Project Engineer, who would take action
on any "red flags" that would be apparent from the monitoring of these daily reports.

The Project Engineer will conduct regular fortnightly meetings with the site personnel to monitor
progress, technical problems and project requirements.

The scheduler will generally monitor work progress through the computer programme but would
attend meetings when requested by the Project Engineer.

Project Manager

Mr. K.Ramkissoon will be the Project Manager of the Team and Client activities.

Mr. K.Ramkissoon input would include review of the scope of works, design review for co-
ordination and control purposes and Head Office co-ordination. He will be available at all times
to meet with PSAEL to discuss the performance and progress of the design team and the

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contractor's performance. He would also provide specialist input in Geotechnical Engineering
and Contract Administration.

Mr. K.Ramkissoon has had considerable experience in design, construction supervision, project
management and project cost control in similar and related projects.

Mr. K.Ramkissoon has over forty-five (45) years’ experience in civil engineering designs and
project management. He was a Member of the Executive Leadership Team responsible for
managing a major State Company in the energy industry for several years. Mr. K.Ramkissoon
has also been engaged in the management of local and international engineering and construction
contractors.

DESIGN APPROACH & METHODOLOGY

Subsequent to the award of the contract we shall coordinate the kick of meeting with the design,
management, construction and client representatives. In this meeting, the general timeframe for
the execution of the design and construction shall be established for future decomposition and
presentation by the project manager and scheduler.

Design Approach

We shall then engage the surveying team to immediately commence the topographical survey for
the entire traverse of the proposed ducting route. This survey shall be carried out by a licensed
surveyor and presented in AUTOCAD format. All data shall be relevant to national coordinate
system. Subsequently the Ground Penetrating Radar (GPR) Exercise will then commence and be
carried out for the entire length of roadway. This exercise shall detect all underground
infrastructures such as cables, ducting, drainage infrastructure, pipes, etc. This information shall
then be processed and presented in AUTOCAD format for integration into the topographical
survey. The existing information as described above has been determined as critical in developing
the final alignment of the duct banks.
For all existing infrastructure encountered, the design and construction team shall develop a
methodology to address the conflict between the proposed ducting and the existing infrastructure.
In this regard, close liaison with the various stakeholders will be necessary in developing the
solutions used to address the conflict. The design team shall also be instrumental in developing
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designs for supports at bridges, culverts crossings, etc. Upon assessing the various points of
conflicts and designing around these existing infrastructures, the final alignment shall be
developed and presented to the client for review and approval. When the client has expressed
their consent, we shall then move to commence the approval process. The first line of approval
shall be made to the Town & Country Planning Division for Final Planning Permission including
the Environmental Management Authority.

Road Restoration

As per the scope of works, design would be prepared for road restoration and would
commensurate with classification of roads in accordance with guidance issued by the Ministry of
Works and Transport. Drawings of typical road cross-sections would be prepared.
The design team shall also be responsible for developing the pavement design which will be
required as part of the reinstatement of the existing road pavement structure. The design will be
carried out in accordance with the requirements from the Ministry of Works & Infrastructure,
Highways Division. Pavement details shall also be developed in close collaboration with the
construction team who has significant experience in road pavement projects.

Structural Design

Design and drawings would be prepared for all pipe crossings, all civil and building works.
The design team will also have direct responsibility for the design of all manholes; pull boxes etc
that is required under the contract. These pull boxes will be required to withstand the relevant
vehicular traffic loads. Vehicular Loadings will be deemed to be the critical loading condition.
Road Pavement structures and pullboxes shall be designed in accordance with the following:

- International Building Code 2012- International Code Council

- ASCE 7- Minimum Design Loads for Buildings & Other Structures
- American Association of State Highway & Transportation Officials (AASHTO) Standard
Specifications for Highway Bridges

We shall also be instrumental developing design mixes for the concrete for the precast pull boxes,
asphalt mix design, testing and inspection of all materials to meet client requirements. We shall

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also be present on site to supervise the quality of workmanship and to ensure all works are carried
out in accordance with the construction drawings and specifications.
Phoenix Project Management & Design Limited shall continue to pursue the regulatory process
from the receipt of the Final Planning Permission to the submission of application to the Port of
Spain City Corporation. Liaison with other agencies such as Ministry of Works & Infrastructure
Highway Division will be necessary to facilitate the receipt of approval from the City
Corporation. All information as required from the Ministry and Corporation shall be provided in
the shortest timeframe in order to maintain the project deadlines. The receipt of the Corporation
approval is of paramount importance in order to commence the construction works.

Bulk List of Materials and Estimated Costs

Based on the nature of works to be undertaken, a comprehensive bulk list of materials would be
provided to allow for the early procurement of pipes, fittings and valves, including estimated
costs and would include shipping, handling and all relevant duties and taxes. This exercise will
assist the team in fast tracking the procurement of materials, planning of the works, stockpiling
requirements etc.

Method of Construction

Although the standard construction method is the open-cut technique, the no-dig trenchless
methods would be investigated and an economic and financial comparison would be undertaken
to determine the best option for the client’s consideration.
.

Quality Control

As part of the quality control, we will perform regular on-site inspection of all works to ensure
conformity with approved designs, Specifications, Codes and Standards. We will request all
materials sampling in the field and supervise the testing to be performed by the Contractor. This
scope shall include but not limited to:

 on and off-site inspection

 general survey checks and control
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  specification conformance
 materials control
 testing

Schedule Control

In the schedule control activity, the engineers will check and approve the Contractor's working
programme defining the location of work sites and progress schedules for the most effective and
expeditious methods of carrying out the work. This scope shall include but not limited to:

 general programme approval

 activity recording on site visits
 equipment, materials and manpower recording of site visits
 progress reports
 measurement of works

It is important that both the Design and Construction are undertaken in accordance with approved
Codes and Standards. In this regard, the Construction Documents would list all Codes to which
the designs are carried out. Any alternative Codes and Standards will have to be approved by the
engineers on behalf of the Client. The engineers will provide the Contractor with the necessary
datum points and bench marks for setting out the works. In addition, we will check and verify the
basic horizontal and vertical controls set out by the Contractor ahead of his construction
operations. Materials testing will also be undertaken as required. We will check and approve all
shop and working drawings submitted by the Contractors and recommend acceptance or rejection
of equivalent materials proposed by the Contractors or Suppliers.

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PUBLIC CONSULTATION

Based on the location of the works, we have identified that public consultation will be pivotal in
the successful execution of the project. Accordingly, we propose to embark on a range of various
consultation efforts with stakeholders in and around the project site. We have reviewed the locale
of the project and have identified key stakeholders which we will focus our efforts in order to
enlighten the public of the proposed works. Such stakeholders shall include:
 Health Institutions
 Police Stations
 Fire Stations
 Schools
 Trinidad & Tobago Coast Guard and Regiment
 Major Institutions such as Trinidad & Tobago Hospitality Centre
 Community

We shall communicate at a minimum the following information:

- Nature and purpose of the proposed works

- Duration of Works
- Working Hours
- Client & Contractor Names and contact Numbers
- Public Relations Officer Contact Information

We shall also assign a designated public relations officer who shall treat with all matters arising
from the community and other stakeholders. Additionally, we will advertise the works on the
national gazette once the project has been awarded to afford the stakeholders adequate time to
submit any queries they may have and also to prepare for the coming works. As required, we
shall also distribute flyers to nearby community informing them of the works. We will also
entertain including the local community skilled workers into the workforce in order to foster good
working relations and to provide a sense of ownership to the project.
It should be noted that in the application for the Environmental Management Authority
Certificate of Environmental Clearance, we may be required to engage in public consultation
efforts and these efforts shall be detailed by the Authority. All consultation recommendations
provided by the Authority shall be adhered to.
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TRAFFIC COUNT

During the design phase of the project, we shall perform traffic counting studies with the overall
aim at determining the most suitable time for the execution of works based on the traffic flow of
the roadway under consideration. We will be targeting the duration within the day and days
within the week where traffic flow is the least so as to plan the execution of the works
accordingly. The traffic counting studies can be commenced soon after the project has been
awarded as this task is independent of the other project requirements.
We shall also be considering exogenous factors such as holidays, cultural and musical events
which are frequently held in the Chaguaramas area.
The traffic count exercise will be coordinated and carried out in association with Ministry of
Works Highways Division. Additionally we shall utilize our local knowledge of the area in order
to plan and execute the works so that it causes the least possible interruption to the road users and
community.
Parameters which will be useful are as follows:
- Peak Hourly Volume (PHV): This is the maximum number of vehicles that pass a point
on a roadway during 60 minute duration.
- Vehicle Classification: This records the volume with respect to the type of vehicles, for
example passenger cars, two axle trucks or three axle trucks.
- Average Daily Traffic (ADT): This is the average of 24 hour counts collected over a
number of days greater than one but less than a year.

The traffic count shall be done using either the Manual or Automatic Method such as Pneumatic
Road Tubes. These tubes are laid across the roadway and transmit information to a recorder at the
side of the roadway. The data received shall be processed and analyzed to determine the duration
when there is the least volume of traffic on the roadway where the works are to be undertaken.
The parameters for undertaking the traffic count shall be discussed with Traffic Engineers at the
Highways Division and presented to the client representatives for comment before proceeding
with the exercise. The overall aim of the exercise is to minimize as far as practical the service
interruption of the roadway to vehicular traffic.

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