Establishment of Tractor-based road works Demonstration ...

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Establishment of Tractor-based road works Demonstration-Training Unit in Zambia Project Closure Report – Volume 2 of 2 : Annexes

Authors: Robert Petts & Kingstone Gongera

AFCAP Project Reference Number: ZAM2059B

August 2020

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Citation: Petts, R., Gongera, K., Intech Associates (2020). Establishment of Tractor-based road works Demonstration-Training Unit in Zambia, Project Closure Report, ZAM2059B. London: ReCAP for DFID.

For further information, please contact: Robert Petts, [email protected]

ReCAP Project Management Unit Cardno Emerging Market (UK) Ltd Level 5, Clarendon Business Centre 42 Upper Berkeley Street, Marylebone London W1H 5PW United Kingdom

The views in this document are those of the authors and they do not necessarily reflect the views of the Research for Community Access Partnership (ReCAP) or Cardno Emerging Markets (UK) Ltd for whom the document was prepared

Cover and other photos: Clanview Civils

Quality assurance and review table

Version Author(s) Reviewer(s) Date

1 Robert Petts & Kingstone Gongera 25 August 2020

Henry Nkwanga (ReCAP PMU) 9 September 2020

Martin Daka (NCC) 9 September 2020

Christopher Kapasa (RDA) 9 September 2020

Presley Chilonda (RDA) 9 September 2020

ReCAP Database Details :

Reference No: EMUK10636A Location Zambia

Source of Proposal RDA Zambia Procurement Method Tender

Theme Infrastructure Sub-Theme Tractor Technology Road Maintenance

Lead Implementation Organisation

Intech Partner Organisation

Road Development Agency

Total Approved Budget £89,925.50 Total Used Budget £81,925.50

Start Date 7 Aug 2019 End Date 31 August 2020

Report Due Date Date Received

mailto:[email protected]

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Key words

Key Words: Tractor Road Maintenance Zambia Demonstration Training.

Acknowledgements

The authors would like to express appreciation to Engs. Christopher Kapasa, Presley Chilonda, and the RDA

team, Eng. Martin Daka and the trainers of NCC, Eng. Peter Banda of Chongwe MC, and the DTU

Coordination Committee members who facilitated the activities of the assignment and introductions to and

dialogue with the stakeholders. The various stakeholders and the Coordination Committee members

contributed their time and knowledge to support the successful implementation of piloting, training,

demonstration and uptake of tractor technology road works applications.

Images: Intech Associates and Clanview Civils

Research for Community Access Partnership (ReCAP)

Safe and sustainable transport for rural communities

ReCAP is a research programme, funded by UK Aid, with the aim of promoting safe and sustainable transport for rural

communities in Africa and Asia. ReCAP comprises the Africa Community Access Partnership (AfCAP) and the Asia

Community Access Partnership (AsCAP). These partnerships support knowledge sharing between participating

countries in order to enhance the uptake of low cost, proven solutions for rural access that maximise the use of local

resources. The ReCAP programme is managed by Cardno Emerging Markets (UK) Ltd.

www.research4cap.org

http://www.research4cap.org/

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Acronyms, Units and Currencies

AFCAP Africa Community Access Partnership

CEO Chief Executive Officer

CMC Chongwe Municipal (formerly District) Council

CRN Core Road Network

DFID Department for International Development

DNPW Department of National Parks and Wildlife

Eng. Engineer

GoZ Government of Zambia

hp horse power

IRCP Improved Rural Connectivity Project

IRI International Roughness Index

km kilometre

kW KiloWatt

LRA Local Road Authority

LVR Low (traffic) Volume Road

MAL Ministry of Agriculture & Livestock

MoLG Ministry of Local Government

MSMEs Micro Small and Medium Enterprises

NAMSSC National Association of Medium and Small Scale Contractors

NCC National Council for Construction

NRFA National Road Fund Agency

OJT On-the-Job Training

OPRC Output and Performance based Road Contract

R&D Research & Development

RDA Road Development Agency

ReCAP Research for Community Access Partnership

RMS Road Maintenance Strategy

SSA Sub Saharan Africa

TDU Training and Demonstration Unit

TEVETA Technical Education, Vocational and Entrepreneurship Training Authority

ToT Training of Trainers

TT Tractor Technology

USA United States of America

US$ United States dollar

VAT Value Added Tax

ZAWIC Zambian Association of Women in Construction

ZMK Zambian Kwacha (US$1 = ZMK 17.95)

ZNFU Zambia National Farmers Union

ZNS Zambia National Service

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CONTENTS

Key words ......................................................................................................................................................................2

Acknowledgements .......................................................................................................................................................2

Acronyms, Units and Currencies ....................................................................................................................................3

CONTENTS......................................................................................................................................................................4

ANNEX 1 TEVETA Notification of Tractor Technology Courses Approval

ANNEX 2 Comparison of Equipment Items Specified and Delivered

ANNEX 3 Asset & Maintenance Management Systems For RDA, NRFA & MOLG

ANNEX 4 Towed Grading Briefing (handout)

ANNEX 5 Project Close Down Action Plan Status

ANNEX 6 Detailed Equipment Financial Cost Analyses

ANNEX 7 Project Closure Workshop

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Establishment of Tractor-based road works Demonstration-Training Unit in Zambia

Final Report

ANNEX 1

TEVETA Notification of Tractor Technology Courses Approval

8


Final Report

ANNEX 2

Comparison of Equipment Items Specified and

Delivered

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Table A2 Comparison of Equipment Items Specified and Delivered

September 2019

No. Equipment Item Specified? Required?

Actually procured?

Remarks

1 2 No. 70hp 2WD agricultural tractors

YES NO This was recommended to be able to demonstrate and train for efficient and low cost light towed grading.

2 1 No. 2 tonne towed grader YES NO This was recommended to be able to demonstrate and train for efficient and low cost light towed grading.

3 1 No. 5 tonne 2 axle general purpose heavy duty trailer

YES NO This was recommended for hydraulics-free operation

4 1 No. 2,500 litre water bowser units for use on the trailer

YES NO This was for general purpose water provision. However, Item 11 satisfies

5 10 No. tyre drags – locally fabricated

YES NO Required

6 2 No. 100hp 4WD agricultural tractors

YES YES Procured, but see comments

7 2 No. 5 tonne towed graders YES YES Procured, but see comments

8 1 No. 5 tonne towed Pneumatic Tyred Roller (PTR)

YES NO Some form of heavy compaction required

9 1 No. 5 tonne steel towed roller YES NO Some form of heavy compaction required

10 1 No. 5 tonne 2 axle general purpose heavy duty trailer

YES NO This was recommended for hydraulics-free operation

11 1 No. 4,500 litre single axle water bowsers

YES YES 2 No. 5,000 litre bowsers procured.

12 2 No. 6 ton single axle dropside tipping trailer

NO YES Not appropriate for maintenance due to potential hydraulic fluid contamination with frequent coupling/decoupling

13 2 No. Multi-way dozer blade attachment

NO YES Not required for maintenance – suitable for a separate spot improvement unit

14 2 No. Front end loader attachment

NO YES Not required for maintenance – suitable for a separate spot improvement unit

15 2 No Backhoe attachment NO YES Not required for maintenance – suitable for a separate spot improvement unit

16 2 No. 2 tonne roller NO YES Too light for Periodic Maintenance compaction

17 2 No. Disc Harrows NO YES Not required for road works, maybe SME training?

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Final Report

ANNEX 3

ASSET & MAINTENANCE MANAGEMENT

SYSTEMS FOR RDA, NRFA & MOLG

1. Introduction The requirement for specific management tools for the improved asset management of the rural road

network in Zambia has been identified by this and the GEM1 Project.

The core ZAM2059B activities of training of public and private sector personnel under the Tractor

Technology Demonstration and Training Unit (DTU) are merely the starting point in developing a vibrant

and sustainable rural road asset management and maintenance sector based on either force account or

Zambian MSMEs implementation.

There are a number of other challenges which have been identified under the Phase 1 and 2 investigations

of the project which will influence the implementation plans and programme, and success of the national

roll out of the tractor technology methods and good asset management practice.

These are discussed in the following sections.

2. Maintenance System for Rural Roads There is an official guideline on rural road maintenance in the document indicated below:

Ministry of Transport, Works, Supply and Communications Ministry of Local Government and Housing

- Local Road Authorities Procedures Manual, 2015.

1 AFCAP Project No. 10636A GEN2018A

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However, the document is focussed primarily on design and construction issues whilst the road

maintenance guidance content is minimal.

It has been necessary to develop detailed guidelines and specifications for the complete range of routine

and periodic maintenance activities required on rural unpaved roads for the DTU project. This has been

done by the Consultant Intech as a necessary pre-requisite for the training materials for the various cadres

of personnel2. This has been achieved based on international good practice and experience of feasible and

affordable technical and management approaches in a limited resource environment as found in Zambia.

These detailed guidelines are contained in the training materials developed for the various DTU courses.

They need to be reviewed and endorsed by RDA and the MOLG before wider application can be allowed. If

necessary, refinement of the training material modules may be required.

These proposals take the GEM investigations and build on them in the current and future more challenging

(post-Covid-19) circumstances. The aim of the intervention is to take up the identified gaps under the GEM

project and develop Zambia specific solutions that will improve delivery and indeed complement the GEM

project. The aim is not to compete with or repeat the outputs of GEM! Unfortunately, during the entire life

of the GEM project no funding was released for any maintenance works in Zambia despite the project

intervention. The main reason being the lack of systems in place to deal with the funding, justifying and

planning for works, reinforcing the need to reinforce dialogue and look closely at the current institutional

arrangements and resource constraints, and make appropriate recommendations that may include re-

structuring of the LVR portion of the sector as an extreme recommendation!

In pragmatic terms a rational system is required that allows planning, budgeting and implementation of

road maintenance for the full range of scenarios from ZERO to FULL maintenance on each and every

network link for each funding period; depending on (the inevitably constrained) resources available. This

will use the GEM good practice asset management principles as the start point.

The work on defining the core rural road network is a valuable basis for this approach.

An introductory Discussion Paper is required to synthesize the work done to date and facilitate discussion

and acceptance of these fundamental issues with the key decision makers in principal stakeholder

institutions. Action required by Intech and response by RDA, NRFA and MOLG.

3. Inventory and Condition data system A system of Inventory and Condition Assessment, with associated asset valuation, has been developed

under initiatives associated with the GEM project. However, a simple condition survey system is required to

be developed that will enable routine maintenance and spot improvement needs and other intervention

options to be assessed, planned and budgeted for in a cost-effective way. Action required by Intech RDA &

MOLG.

2 Petts and Gongera (2018), Establishment of Tractor-based road works Demonstration-Training Unit in Zambia. Training Material Review.

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4. Planning and Budgeting System There is presently no established system of benchmark costing of individual rural road maintenance

activities to assist with planning and budgeting of works for local authorities or contractors.

There are a number of references to overall local routine maintenance costs using heavy civil engineering

plant methods in terms of annual costs per km in Zambia. These indicate a typical cost of about

US$2,400/km/year for routine maintenance of an unpaved (earth or gravel) road (RDA, 2014), (ASCO,

2014). These are very high levels of funding requirements and are recognised to be unaffordable and

unsustainable in the local circumstances.

It is estimated that these funding requirements can be cut by more than 50% if tractor-based technology is

adopted (Petts & Gongera, 2016).

However, a realistic LVR works costing and budgeting system needs to be developed to demonstrate this

and act as a benchmark for NFRA, RDA, and both local authority and local contractor applications, i.e. A

Maintenance Works Cost model for MSMEs and Road Authorities. Action required by Intech, RDA, MOLG,

NRFA.

5. Reporting System There is currently no reporting system in place at local authority

level suitable for either force account or contractor

implementation of road maintenance activities. In cooperation

with the GEM project, it has been necessary to develop the

basics of a reporting system that allows the performance of road

maintenance activities to be recorded and monitored.

The Consultants have developed a number of basic forms for

recording basic information and weekly deployment of

equipment and labour resources. They have also made

suggestions regarding some other vital record keeping functions.

Starting from a basic situation it will be possible in future to

develop more effective systems when, for instance, kilometre

and road number marker posts (Fig 1) are established on all of

the routes being managed, then data recording can be much

more accurate and useful.

For the time being the intention is to use basic reporting formats for the DTU initiative. These basic formats

need to be reviewed and endorsed by RDA and the MOLG before application can be allowed. If necessary,

refinement of the training material modules may be required.

It will therefore be necessary to further develop the Record Keeping Training Materials as the management

systems are themselves developed.

Local Authority application of the system can become a prerequisite for funds disbursement with NRFA and

road authority agreement.

Action required by Intech, NRFA, RDA, MOLG.

Figure 1 Example Road No & km marker

post

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6. Other Tools required for Effective Asset & Road Maintenance

Management In addition, the DTU project investigations and activities have identified a number of deficiencies in tools

necessary for efficient rural road asset management and maintenance in Zambia. These include the

absence of:

• Appropriate Micro Small and Medium Enterprise (MSME) Contract documentation for LVR

maintenance works using tractor technology,

• An Equipment Cost model for MSMEs and Road Authorities,

Development of these tools will substantially increase the potential performance and efficiency of the rural

road management efforts. Suitable training materials relating to these management tools also need to be

developed. Action required by Intech, RDA, & MOLG

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Final Report

ANNEX 4

TOWED GRADING BRIEFING (handout)

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Final Report

ANNEX 5

PROJECT CLOSE DOWN ACTION PLAN STATUS

Zambia Tractor Technology

ZAM2059B - August 2020, Final Report Volume 2 - Annexes. 1

ReCAP & RDA ZAMBIA TRACTOR TECHNOLOGY DTU PHASE 2 - ZAM2059B

PROJECT CLOSURE ACTION RESPONSIBILITIES

So that the project can be brought to a beneficial closure by end June 2020, the following actions are required to be agreed.

ACTION BY WHO BY WHEN AGREED? Cost incurred

(US$ Equivalent)

Action Taken/ To be Taken COMMENT

A TRAINING

Plan, programme & advise DTU courses planned for the rest of 2020

NCC End April 2020

Budget for future DTU training will be included in the NCC budget submission to NRFA as per usual practice for all NCC courses offered by the school. Submission of annual budget is done in August.

Unable to make a commitment due to COVID-19 pandemic

Agree proposed pricing of the various future courses

NCC End April 2020 Agreed

The proposed fees for the training was fixed at ZMK1,900.00 ($102.64) per course per student.

Course fees to be based on a class of 10

Investigate and advise funding sources to subsidise course participants

NRFA, RDA & NCC

End April 2020 Agreed

NCC is submitting annual budget to NRFA in August 2020 to address the issue of subsidising. Currently the training programme is relying on payments from students and funds requested from NRFA for implementation of the DTU project.

Budgets for 2020 training agreed NRFA & NCC End April 2020 Agreed

NCC is submitting the budget in August 2020

Funds for training disbursed NRFA IN TIME Agreed

US$12,599.04

Only funds for trainer of trainers training were disbursed

Late disbursement of funds will be detrimental to the implementation of training

Forward TEVETA approval document for the DTU curricula

RDA 1 April 2020 Agreed

Approval Letter to be sent to ReCAP Consultant on 16th April 2020

See Annex 3.



B EQUIPMENT BY WHO BY WHEN AGREED? COMMENT

Recommended Equipment modifications completed

NCC End April 2020 Agreed

Serviceable AG 4000 2tonne light towed grader at Kanakantapa

RDA & NCC 1 April 2020 Agreed

US$130.70

RDA will facilitate delivery of grader from ZAWA to Kanakantapa. One grader was already inspected in Kafue National Park and only one is remaining to be checked in Mosi o tunya National Park before delivery of the most suitable grader is decided.

Due to fund constraints the request to inspect the grader before delivery to site is still pending at RDA.

Serviceable 5 tonne towed roller at Kanakantapa

RDA & NCC 1 April 2020 Agreed

Available Deadweight roller is available on site.

Towed drags fabricated and at Kanakantapa

RDA & NCC 1 April 2020

Design was submitted to fabricator Activity being coordinated by RDA

Fit underbelly hitch to 2nd Tafe 1002 Tractor

NCC 1 April 2020 Not Agreed

The activity is not yet done due to COVID 19 restriction measures by government

Find/replace missing hitch locking plate Tafe 1002

NCC 1 April 2020 Agreed


The fitted hitch on the tractor has a locking mechanism already hence safe to use

Fabricate and fit RHS Tafe 1002 rearview mirrors



We propose that the project provides additional funds to orders the RHS mirrors from TAFE tractor suppliers

Secure Funds & Erect Equipment Shelter+ Service area

NCC & NRFA 1 April 2020 Agreed

US$9,764.25

Works are currently suspended due to COVID 19 restrictions

Construction currently at 85% and completion scheduled for mid-April

Procure/fabricate Hydraulic Ram Protection Sleeves



We propose that the project procures the ram protection sleeves



Surcharge Tafe 1002 Tyres with Water

NCC 1 April 2020 Disagreed


We propose to mount the weights on the front of tractors to improve traction to surcharging with water

Procure/Fabricate Tractor Fuel Filler Cap Locks



Reduced staffing levels due to COVID-19 may take up to mid May to finish this activity

Procure/Fabricate Tractor Battery Cover Locks



Reduced staffing levels due to COVID-19 may take up to mid May to finish this activity

Allocate serviceable 70hp 2WD Tractor for light towed grading & dragging operations


Tractor available Tractor available

C MANAGEMENT BY WHO BY WHEN AGREED? COMMENT

Circulate draft minutes of last (Nov 2019) Coordination Committee (CC) meeting


Minutes are available

Arrange next CC meeting RDA & NCC 1 April 2020 Agreed

Meeting will be held when COVID

19 restrictions are lifted

With strict observance of the Ministry of Health guidance and directives

Agreed 2020 budgets for NCC and Chongwe maintenance operations to be advised

NRFA, RDA & NCC

1 April 2020 Agreed

Chongwe Council will take up the maintenance operations through the annual budget

With strict observance of the Ministry of Health guidance and directives

Agreement required between NRFA, RDA, NCC and Chongwe regarding funding arrangements for work carried out on Chongwe road network using NCC equipment and personnel

NRFA, RDA, NCC and Chongwe MC

1 April 2020 Agreed US$24,856.83 (Additional funds amounting to US$12,504.05 were also requested)

DTU Project operation funds were released for the pilot maintenance works. Chongwe Council will take up the maintenance operations through their annual budget

With strict observance of the Ministry of Health guidance and directives.



Advise the maintenance works programmes for April to June 2020

NCC and Chongwe Council

1 April 2020 Agreed

Priority roads were identified and commencement of works was disturbed due to COVID 19 restriction measures

Dependent on the updates and advice from the Ministry of Health.

Provide completed weekly report forms for NCC, Chongwe and Chilanga maintenance operations to Intech

RDA, NCC and Chongwe Council

Weekly until end May 2020

Agreed

The submission of reports on works done till March 2020 is substantially achieved

Note as above

Agree arrangements for video recording of light grading, heavy grading and dragging by tractors during April/May 2020

NCC & Intech

By 10 April 2020 Agreed

RDA requested NCC through an official letter dated 3rd April 2020 to facilitate filming of operations. Arrangements were done with the photographer

Prepare proposals for DTU follow up and national roll out of tractor road maintenance, including any proposed policy initiatives/changes

RDA and MOLG

1 May 2020 Proposal is not yet prepared

Arrange Skype based workshop of key stakeholders to review project and plan the follow on

Intech, RDA, NCC & ReCAP PMU

15 May 2020 The workshop will be held as proposed depending on the COVID 19 developments

Develop webinar materials based on the project outcomes to be posted on the ReCAP knowledge base

Intech 12 June 2020 Agreed

Prepare Project Draft Final Report Intech 12 June 2020

Prepare Project Final Report Intech 23 June 2020

Advise on plans/progress on recommended management tools #

RDA MoLG & ReCAP

1 April 2020 Agreed Proposals submitted by Intech to RDA

# Maintenance System for Rural Roads

Inventory and Condition data system

Planning and Budgeting System Reporting System

Appropriate Micro Small and Medium Enterprise (MSME) Contract documentation for LVR maintenance works using tractor technology,

An Equipment Cost model for MSMEs and Road Authorities,

NOTE: Exchange Rate: US$1 = ZMK18.6




Final Report

ANNEX 6

DETAILED EQUIPMENT FINANCIAL COST ANALYSES



ANNEX 6 : EQUIPMENT COST ANALYSIS - ZAMBIA August 2020 (Assumes rural road maintenance application)

TABLE 1A - Finance/Opportunity Cost Interest Rate 15% per annum

1 2 3 4 5 6 7 8 9 10

Equipment Type 140hp Motorgrader 140hp Motorgrader 100hp 4wd Tractor 5ton Towed Grader 100hp 4wd Tractor 5ton Towed Grader 70hp Tractor 2ton Towed Grader 70hp Tractor 2ton Towed Grader

Ownership High utilisation low utilisation High utilisation High utilisation low utilisation low utilisation High utilisation High utilisation low utilisation low utilisation

Max Life (hours) 12,000 12,000 10,000 10,000 10,000 10,000 8,000 8,000 8,000 8,000

Max Life (years) 15 15 15 15 15 15 12 12 12 12

Cost New (US$) delivered **** 300,000 300,000 40,000 28,000 40,000 28,000 20,000 15,000 20,000 15,000

US$1 = Zambian Kwacha 18.6 18.6 18.6 18.6 18.6 18.6 18.6 18.6 18.6 18.6

Cost New (Zambian Kwacha) **** 5,580,000 5,580,000 744,000 520,800 744,000 520,800 372,000 279,000 372,000 279,000

Residual Value % 10 10 10 10 10 10 10 10 10 10

Annual Utilisation (hours) 1,000 500 1,000 800 500 500 1,000 600 500 500

Finance/Opportunity Cost % P.A. *** 15 15 15 15 15 15 15 15 15 15

Spares, Repairs, Consumables

(% of cost new per 500 hours) 4.5 5.5 4.0 4.0 4.0 4.0 4.0 4.0 4.0 4.0

Fuel Consumption L/hour

(incl. 15% lubs + losses) 16 16 12 0 12 0 8 0 8 0

Fuel Price Kwacha/litre * 15.6 15.6 15.6 15.6 15.6 15.6 15.6 15.6 15.6 15.6

Operator cost US$/operating hour 4.8 9.7 2.6 3.2 5.2 5.2 2.6 4.3 5.2 5.2

Overhead and Profit

(% on depn, spares, fuel, operators) 100 100 100 100 100 100 100 100 100 100

COST COMPONENTS : KWACHA / HOUR

1. Depreciation 419 670 67 47 89 62 42 35 56 42

2. Finance/Opportunity Cost 453 893 61 53 119 83 31 38 60 45

3. Spares, repairs, consumables 502 614 60 42 60 42 30 22 30 22

4. Fuel & Lubricants 250 250 187 0 187 0 125 0 125 0

5. Operator 90 180 48 60 96 96 48 80 96 96

6. Overheads & Profit 1,260 1,713 362 149 432 200 244 137 306 160

Total Dry Hire (No fuel) / hour 2,724 4,069 598 350 796 484 395 312 548 366

Total Wet Hire (inc fuel) / hour 2,974 4,319 785 350 983 484 520 312 673 366

COST : KWACHA / DAY # # # # #

Total Dry Hire (No fuel) / 6 hour-day 16,346 24,415 3,585 2,099 4,775 2,902 2,372 1,873 3,290 2,194

Total Wet Hire (inc fuel) / 6 hour-day 17,844 25,913 4,708 2,099 5,898 2,902 3,121 1,873 4,039 2,194Works with 100hp tractor Works with 100hp tractor Works with 70hp tractor Works with 70hp tractor

COST : US$ / DAY # # # # #

Total Dry Hire (No fuel) / 6 hour-day 879 1,313 193 113 257 156 128 101 177 118

Total Wet Hire (inc fuel) / 6 hour-day 959 1,393 253 113 317 156 168 101 217 118Works with 100hp tractor Works with 100hp tractor Works with 70hp tractor Works with 70hp tractor

# Note that the 100 hp tractor + heavy towed grader costs substantially less than a motorgrader for the same work

* Typical retail pump price, rural areas US$1 = 18.6 ZKW

** Operator Cost based on salary 7,500ZKW/month for plant operator and 4000ZKW/month for tractor and TG operators (including allowances and bonuses)

*** Finance/Opportunity cost of Zambian Bank assumed Loan Rate of 15% p.a..

**** Equipment Purchase Costs are assumed VAT free.

366 269473 335




TABLE 1B - Finance/Opportunity Cost Interest Rate 25% per annum

1 2 3 4 5 6 7 8 9 10



Max Life (hours) 12,000 12,000 10,000 10,000 10,000 10,000 8,000 8,000 8,000 8,000

Max Life (years) 15 15 15 15 15 15 12 12 12 12




Residual Value % 10 10 10 10 10 10 10 10 10 10






(incl. 15% lubs + losses) 16 16 12 0 12 0 8 0 8 0



Overhead and Profit



1. Depreciation 419 670 67 47 89 62 42 35 56 42

2. Finance/Opportunity Cost 756 1,488 102 88 198 139 52 63 101 76


4. Fuel & Lubricants 250 250 187 0 187 0 125 0 125 0

5. Operator 90 180 48 60 96 96 48 80 96 96



Total Wet Hire (inc fuel) / hour 3,276 4,914 826 385 1,062 539 541 337 713 396




COST : US$ / DAY # # # # #

Total Dry Hire (No fuel) / 6 hour-day 976 1,505 206 124 282 174 134 109 190 128

Total Wet Hire (inc fuel) / 6 hour-day 1,057 1,585 266 124 343 174 175 109 230 128Works with 100hp tractor Works with 100hp tractor Works with 70hp tractor Works with 70hp tractor



** Operator Cost based on salary 7,500ZKW/month for plant operator and 4000ZKW/month for tractor and TG operators (including allowances and bonuses)



391 283517 358




TABLE 1C - Finance/Opportunity Cost Interest Rate 35% per annum

1 2 3 4 5 6 7 8 9 10



Max Life (hours) 12,000 12,000 10,000 10,000 10,000 10,000 8,000 8,000 8,000 8,000

Max Life (years) 15 15 15 15 15 15 12 12 12 12




Residual Value % 10 10 10 10 10 10 10 10 10 10






(incl. 15% lubs + losses) 16 16 12 0 12 0 8 0 8 0



Overhead and Profit



1. Depreciation 419 670 67 47 89 62 42 35 56 42

2. Finance/Opportunity Cost 1,058 2,083 143 123 278 194 73 88 141 106


4. Fuel & Lubricants 250 250 187 0 187 0 125 0 125 0

5. Operator 90 180 48 60 96 96 48 80 96 96



Total Wet Hire (inc fuel) / hour 3,578 5,509 867 420 1,142 595 562 363 754 426




COST : US$ / DAY # # # # #

Total Dry Hire (No fuel) / 6 hour-day 1,074 1,697 219 136 308 192 141 117 203 137

Total Wet Hire (inc fuel) / 6 hour-day 1,154 1,777 280 136 368 192 181 117 243 137Works with 100hp tractor Works with 100hp tractor Works with 70hp tractor Works with 70hp tractor



** Operator Cost based on salary 7500ZKW/month for plant operator and 4000ZKW/month for tractor and TG operators



415 298560 381




Final Report

ANNEX 7

PROJECT CLOSURE WORKSHOP



WORKSHOP OBJECTIVE

The aim of the Workshop is to review the activities and outputs of the project, gain the stakeholders views on its effectiveness, and the requirements for successful roll-out of the agricultural tractor based road maintenance technology on the Zambian rural road network.

WORKSHOP DATE AND DURATION

21 August 2020. Start Time: 9.30 hours Lusaka time zone

WORKSHOP PROGRAMME

Timings are estimated only.

Morning start 9.30 hours Lusaka time

Session 1 45 minutes Project Review of activities and Outputs Intech Associates

Session 2 10 minutes Challenges & Lessons Learned Intech Associates

Session 3 20 minutes Benefits and Lessons Learned RDA (Eng. Christopher Kapasa)

Session 4 20 minutes Benefits and Lessons Learned NCC (Martin Daka/ Chance Kaonga)

Session 5 10 minutes Benefits and Lessons Learned NRFA (Winfrida Phiri Ludaka)

Session 6 10 minutes Benefits and Lessons Learned Chongwe Municipal Council

Session 7 10 minutes Benefits and Lessons Learned CC Member (Eng. Harold Chibwe)

Session 8 15 minutes Project Management Unit Review RECAP PMU

Session 9 15 minutes Action list for follow on and roll-out All parties

Session 10 10 minutes Workshop Closure RDA (Eng. Grace Mutembo)

Workshop End scheduled for 13.00 hours.

Afternoon

The Zoom website will remain open to show some of the draft training videos



Zambia Tractor Technology Demonstration and Training Unit Project

Final Workshop by Zoom

21st August 2020

Participants’ Evaluation Form (Anonymous) ANALYSIS

Please rate the following aspects of the workshop:

Presentations: Good Fair Poor

Tuesday 18th August:

1. Workshop Review by Intech 100%

2. Presentation by RDA 67% 33%

3. Presentation by NCC 17% 50% 17%

4. Presentation by NRFA 17% 83%

5. Presentation by Chongwe Council 67% 33%

6. Presentation by Coordination Committee Member 83% 17%

7. Presentation by ReCAP PMU 100%

8. Action list Session 83% 17%

Discussion:

Opportunities provided for discussion 100%

Quality of the discussion 80% 20%

Outcome: Greatly Moderately Slightly

Has your participation in the workshop widened your understanding of the benefits of Tractor Technology Roadworks to your country and placed your organisation in a better position to continue with, or benefit from, the ReCAP DTU initiative in future?

67% 33%

Please list two highlights of the workshop for you

The interest and support from the world bank team (IRCP) which is one of the major stakeholders was commendable and will benefit the project to roll out the technology in the country

The positive attitude towards furthering the project objectives by representatives from all parties was also commendable and showed the level of interest in the use of the technology in the case of Chilanga Council

The commitment by IRCP to contribute towards dissemination of information on the tractor technology

The support and belief that everyone showed that the tractor technology is the answer to rural road maintenance in Zambia

ReCAP has set a road for us and need to continue with the program, the success of the tractor technology depends on us as key stakeholders

Need to Carry out the demonstration so as to be able to show that tractor technology is the cost effective way of maintaining our rural roads, which will help other councils to buy in so as to use the tractor technology that the convention use of motorised graders which is very costly and expensive.

Opportunity to explore other methods of maintaining rural roads while saving costs

The workshop was very interactive, all parties involved participated actively

Tractor Technology is a tested technology that has been used and is still being used in many countries



The capital requirements for the Tractor Technology equipment is far less than that for the “conventional” motor grader with the other supporting equipment

Buy in by IRCP

Opportunity to continue despite ReCAP ending

How could the workshop have been improved?

Virtual meetings have proved challenging in terms of participation, but the positive outcome of this workshop was that despite the number of participants major key stakeholders were in attendance and provided very valid and necessary input. In terms of improvement it is just to ensure as many stakeholders as possible to participate for wider consultation and buy in.

If CEO’s participated on the workshop.

Use of Zoom could have been a challenge to some, so could have provided a handout out using Zoom.

In addition to speaking qualitatively, quantitative data should also be provided for proof to all that this method really works

The workshop could have been improved if all the presentations were reviewed and standardised by the consultant.

OK, only my own connection was unsteady and intermittent

What are your views on the Suggested Follow up Actions?

SUGGESTED ACTION AGREE DISAGEE

National road maintenance policy to be updated taking account of the Tractor technology DTU project knowledge and experiences.

100%

Maintenance Funds allocation to be based on data justifying performance, economic & social benefits and maintenance needs.

100%

SUGGESTED ACTION AGREE DISAGEE

Road Network Asset Management Tools to be developed & APPLIED: Rational Maintenance System for Rural Roads Inventory and Condition data system Planning and Budgeting Asset Management System Works Reporting System Appropriate Micro Small and Medium Enterprise (MSME) Contract documentation for LVR maintenance works using tractor technology An Equipment Cost model for MSMEs and Road Authorities.

100%

Continue to support RDA, NCC, NRFA, MoLG and Chongwe Council in the Demonstration and Training operations, in the ‘roll out’ of the techniques to a national upscaling.

100%

Support the IRCP project in the introduction of local MSME routine maintenance operations.

100%

Support the continued operation of DTU Coordination Committee. 100%

Support members of the National Association of Medium and Small Scale Contractors and Zambian Association of Women in Construction to develop capacity to effectively compete for and carry out road maintenance contracts, using tractor technology.

100%



Support University of Zambia Engineering and Agricultural Schools to mainstream the proven tractor technology roadworks in curricula.

100%

PARTICIPANTS’ SUGGESTIONS ……….

To develop a roll out mechanism for better planning of the programme, experience from other ReCAP projects have faced challenges in terms of roll out because of not having a definite mechanism on transferring knowledge to local road authorities countrywide. Development of standard procurement approaches or systems (bidding documents) that solely focus on use of the technology unlike the current practice on IRCP programme for routine maintenance operations.

The Consultant to help with the data analysis that will be collected from the grading operations that will be starting soon in Chongwe as part of the practical example in the Zambian context regarding the effectiveness of the tractor technology on rural road maintenance.

Provide a platform for demonstration for local authorities to see how the tractor technology works

Systematically apply DTU following completion of major rehabilitation project. Best applies on roads that are in maintainable condition

Thank you for your positive feedback and suggestions.

Please forward your completed form to [email protected]

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Establishment of Tractor-based road works Demonstration ...

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