Mega Projects Sector

Specializations of Mega-Projects Sector

By virtue of Ministerial Decision No. 8/2012, the organizational structure of the Mega-Projects Sector is as follows:

First: Administrative Support Section, affiliate to the Sector Head
Second: Mega-Projects Audit
A- Mega-Projects Auditing Section
B- Planning Section
Third: Mega-Projects Follow-up Department
Fourth: Advisory Studies Department
Fifth: Airport Project Implementation Department

Tasks of Departments and Sections:

Administrative Support Section:

The Department undertakes its daily tasks to guarantee that workflow is according to the plans. It undertakes the following tasks:

Receive and record the correspondence of the Sector and forward them to the competent department in hand or electronically, in addition to coordinating with the Sector departments with regards to tracking the document on the utilized e-system
Organize and save the correspondence and different types of documents (manuscripts, monthly reports on projects, contracts and agreements) related to the Sector projects, and archive it electronically under the umbrella of e-programs and e-systems of saving and managing documents
Perform all the required updates and modifications on the Project Department e-system, with regards to managing the documents used in the Sector, in addition to involving the competent entities in repairing their errors and failures
Inform the users at the Sector with all the e-systems for project management with relation to document management
Prepare responses, memos, and letters forwarded by the Sector Head
Create and update a database that includes the data of all the staff of the Sector, and follow-up the related work transactions in coordination with the competent entities as follows:

A- Follow-up the contract renewal of the non-Kuwaiti staff at the sector
B- Follow-up the procedures of clearance, start of work, and delegation of all staff at the Sector; and prepare the required letters
C- Prepare the letters for allowances, adjustments, and bonuses given to the staff of the Sector, and follow them up with the Personnel Department

Follow-up the annual efficiency assessments of the Sector staff and send them to the competent entity

Follow-up the expenditures with relation to Chapters Two and Three of the annual budget with the competent entities

Coordinate with the Service Department with relation to the services provided by them and the Sector needs

Follow-up the Sector need of machines (Photocopiers –faxes) in coordination with the competent authorities, in addition to supervising their maintenance

Planning and Follow-up Office

The Department comprises the two following sections:

A: Mega-Projects Auditing Section
B: Planning Section

A- Mega-Projects Auditing Section:

The Mega-Projects Auditing Section undertakes the following specializations:

Audit and revise accomplishment lists of payment certificates for contractors and consulting offices prepared by them, after approving them by the competent entities
Audit and revise the issuance of the monthly payments, and coordinate with the Contract Accounting Department with regards to issuing the final payment certificates
Follow-up completing the issuance of change orders and contract extension orders, in coordination with the Contract Accounting Department, to be approved by the competent entities at the Ministry in coordination with the competent departments
Follow-up the bank guarantees of accomplishment, the down payment, retention, and insurance documents that are presented by the contractor or the consultant; in coordination with the competent departments
Follow-up the budget of Chapter Four, and monitor spending of funds and ensuring that the budget is not exceeded
Participate in responding to the notes from State Audit Bureau, in coordination with the competent entities

B- Planning Section:

The Planning Section undertakes the following specializations:

Coordinate with the Planning and Development Sector to prepare the general strategy and the development plan for the Mega-Projects Sector
Prepare the annual budget for the Chapters Two, Three, and Four in collaboration with the competent entities
Prepare statistics, data, and monthly and annual reports on the workflow based on the reports from the different departments of the Sector, then notify the Planning Department/Planning and Development Sector
Examine and estimate the requirements of the Sector projects of workers to be approved by the competent entities inside and outside the Ministry
Follow-up the correspondence related to the questions of the National Assembly members and press, and reply to them in coordination with the competent entities
Study and estimate the Sector needs of labor in coordination with the competent entities with regards to developing and training the Sector staff to raise efficiency and improve performance; in addition to following up the annual reports of the Sector staff in coordination with the competent departments
Coordinate with the central library to follow-up the Sector needs to books, references, and scientific and specialized publications
Follow-up the needs of the Sector of systems and software, in coordination with the competent entities
Coordinate with the Public Relations Department with regards to participation in fairs and celebrations in which the Ministry participates
Follow-up the government’s action program with the Planning Department affiliate to the Planning and Development Sector
Have access to the projects implementation progress program
Review the important pending matters and the administrative obstacles related to each department and project
Present recommendations and suggest laws or legal amendments that can contribute to speeding the project implementation, in order to be approved by the Sector, the Ministry, and the Council of Ministers
Prepare a comprehensive monthly report that summarizes the general position of all Sector projects, what has been accomplished and what is not going in accordance with the sector plan, and clarify the shortcomings, if any
Create a database to monitor the value of contracts and agreements and any amendments in them

Mega-Projects Follow-up Department:

The Mega-Projects Follow-up Department undertakes the following specializations:

Supervise the implementation of project contracts and ensure that the implemented woks and the materials used meet the criteria and specifications in the contract, in coordination with the consultancy engineering offices
Approve the Contractor and the Project supervision bodies
Participate in choosing the most suitable solutions to the obstacles facing the consultant in supervising the work
Participate in choosing the sub-contractors after the examination by the consultant
Prepare the change orders and the suggested extension orders during implementation, after examination by the consultant, in coordination with the Control and Audit Affairs Sector to be approved by the competent entities
Coordinate with the competent entities with regards to the amicable settlements related to the claims of the Sector projects
Coordinate with the Legal Affairs Department with regards to examining the technical part of the lawsuits, arbitration, and claims
Follow-up the work implementation and compare it to the approved CPM schedules, and prepare related necessary reports
Coordinate with the Government Center for Tests and Laboratories with regards to testing and giving opinion on the materials used in implementation
Prepare the monthly payments to contractors and consultants, during the phase of implementation supervision, and transfer them to the Mega-Projects Audit Department
Ensure the implementation of the procedures and rules of safety and security in worksites, and coordinate with the competent entities with regards to improving them
List the implemented work, and undertake the inventory and assessment of tools, equipment, and material in the case of withdrawal of work from a contractor or work suspension due to the contractor negligence
Prepare reports on projects in cooperation with the consultants and refer them to the Mega-Projects Auditing Department
Follow-up and review the as-built drawings submitted by contractors
Prepare, follow-up, and participate in the primary and final receiving committees for the accomplished projects
Prepare the periodic and final evaluation of the contractors’ and consultants’ performance level, and notify the Control and Audit Affairs Sector of the evaluation results
Participate in preparing the annual budgets of projects and follow-up the monthly payment of project contracts

Advisory Studies Department:

The Advisory Studies Department undertakes the following specializations:

Plan for the projects and prepare the pre-design studies in coordination with the beneficiary entity and the competent entities
Prepare the estimated cost of the project in coordination with the beneficiary entity
Participate with the competent entities in nominating the consultancy engineering offices to present the financial and technical proposals, in coordination with the Contract and Document Department
Follow-up the nomination of members in technical committees which are formed to examine the financial and technical proposals presented by consultancy engineering offices and tender offers related to the Sector
Prepare the technical requirements and the terms of reference for inviting the consultancy engineering offices to do the work related to project designs and studies and supervise project implementation, in coordination with the competent entities
Coordinate with the Contract and Document Department to prepare all documents and contracts and complete the related procedures
Coordinate with the Document Department to nominate a list of contractors to participate in the limited tenders
Take hot mixture, cylindrical, and cut-off tile samples to conduct the necessary tests upon the request of the competent entities
Participate in examining and evaluating the proposals presented by the consultancy engineering offices to choose the best proposal, in coordination with the competent entities inside and outside the Ministry
Coordinate with the Contract and Document Department to prepare all documents and contracts and complete the related procedures
Follow-up the implementation of agreements with the consultancy engineering offices and ensuring that the consultant fulfills his obligations in accordance with the agreement terms and is committed to the standard criteria used and accepted in the design work during the design phase
Follow-up and review all architecture, civil, construction, and service-related tasks for the design
Coordinate and follow-up with the Mega-Projects Follow-up Department to ensure supervision on work implementation in accordance with the design documents
Coordinate with the representatives of beneficiary entities to ensure that work presented by the consultancy office has the area program and all the requirements in accordance with the required work scope
follow-up and coordinate with the Kuwait Municipality and the competent entities to take over the sites and ensure that they are free of debris and other obstacles before starting the implementation
Coordinate with the representatives of entities to obtain approvals and licenses required for the work by the consultancy office
Follow-up the program for implementing the agreement work in accordance with the agreement documents
Prepare and audit the payments to the consultancy engineering offices for designing works
Examine and audit all matters in relation to change orders and extension orders of the design and study agreements
Prepare periodic reports on the Department work and forward them to the Mega-Projects Audit Department
Coordinate with the Quality Control Department to get its agreement concerning the approval of the alternative materials with regards to the source, specifications, and prices

Airport Project Implementation Department:

Airport project implementation department is responsible for the following tasks :

Supervising the design, implementation, completion and maintenance of Kuwait Airport projects directly, and ensuring that the work performed and the materials used comply with the terms and conditions of the contracts and agreements.
Preparing, studying, and reviewing all change orders, extension orders, timelines, modifications and changes for the projects under study, design and implementation before being approved by the competent authorities in cooperation with the competent consulting engineering offices.
Reviewing and auditing the statements of the completed work, preparing payment certificates for contractors and consultants to be approved by the competent authorities and paid in accordance with the procedures established in this regard.
Performing periodic evaluation of the level of performance of contractors and consultants concerning the implementation of their contracts and agreements in airport projects and preparing reports on the level of performance for each contract or agreement immediately after the primary and final receipt.
Participating in the committees of primary and final receipt of airport projects.
Ensuring the application of security and safety procedures and rules in sites.
Estimating the work, counting and evaluating the equipment, machinery and materials in case of withdrawal of work from the contractor or suspension of work due to underperformance.
Preparing plans and strategies for the work on airport projects.
Preparing monthly and annual reports on workflow, annual budget and five-year plan.
Issuing and auditing monthly and final payments of projects and agreements of the Department.