Project Proposal for Construction of a School Building

EXECUTIVE SUMMARY

Tanzania after realizing the fact that education is a sure means towards the improvement of the country’s economy; it formulated the Education and Training Policy year 1995 which integrated in the formal school system what was called. This is for children aged between 3 years and 6years. The major objective is to introduce pre-schools in every primary school. The government wants these pre-schools to be run by local governments, private institutions and individuals to build and operate pre-schools. The major objective of initiating per-schools is to bring up children by promoting and enriching the experiences so far acquired by the children from community and family in such areas as religion, languages, culture, health care etc.

At primary and secondary school levels the government aims at improving access and enrolment levels due to the fact that in the past the education system was characterized by high drop-out rates mainly due to poor teaching methods by Universal Primary Education (UPE) teachers who were themselves failures at primary school levels.

The policy was passed by the government after realizing the fact that early childhood education leaves an imprint in the child’s mind and it is a significant factor in the mental and social development of children. The government puts stress on this type of education in its effort to develop the country’s human resources.

It is from this need that Agape Love Education Centre builds its foundation to explore this opportunity by coming up with a vision of setting up the Centre for early childhood to access which will help to prevent stunted cognitive development of child and is reputed for facilitating better future performance in school.

Agape Love Education Centre will offer pre-primary education, primary education and secondary education. Secondary education will consist of ordinary level and high school level. It is estimated that first phase of its construction will be done in the first five years.

INTRODUCTION

The Ministry of Education Brief overview

According to Tanzania Education and Training policy (1995), the United Republic of Tanzania has realized that quality education is the pillar of national development, for it is through education that the nation obtains skilled manpower to serve in various sector in the nation’s economy.  It is through quality education Tanzania will be able to create a strong and competitive economy which can effectively cope with the challenges of development and which can also easily and confidently adapt to the changing market and technological conditions in the region and global economy.

The structure of the Formal Education and Training System in Tanzania constitutes two (2) years of pre-primary education, seven (7) years of primary education, four (4) years of Junior Secondary (Ordinary Level), two (2) years of Senior Secondary (Advanced Level) and up to three (3) or more years of Tertiary Education.  In short 2:7:4:2:3. Specifically, the education system has three (3) levels, namely: Basic, Secondary and Tertiary Levels.

The Scope of the project proposal document

This project proposal is about education centre construction of which will be known as Agape Love Education Centre. Upon completion, it will have pre-primary education, primary education and secondary education. Secondary education will consist of ordinary level and high school level. The official language will be English, which will be used at all levels.

As mentioned earlier, the scope of this project proposal will be to construct the education centre within five years, whereby pre-primary school and primary school will start simultaneously in one year while building construction will be progressing. Ordinary secondary school is planned to commence in year three and advanced level in year four.

The general goal of this school is to have a school centre which will offer education of high quality basing on Tanzania Ministry of Education curriculum. This centre will provide accommodation to those who are coming from a distant area and also provide tea as well as lunch to those who stay at home.

The education centre has its plan in future to have branches in different regions depending on availability of fund as it is in the process of requesting grants from the government. This is because Tanzania has made progress in making education as practical and market oriented as possible guided by the government policy of education for self reliance. The subject combinations are tailored towards what is offered in tertiary and higher education

THE PROJECT PROPOSAL OUTLINE

Basic data summary of the intended project

Rationale of the project

Background analysis.

The relevance of national policies

Project appraisal and sensitivity analysis

Implementation logical frame

Project monitoring and evaluation

Risk analysis

Conclusion

List of reference

Annexes

BASIC DATA SUMMARY

Institution Name

The name of this project proposal is known as, AGAPE LOVE EDUCATION CENTRE (ALEC).

Contact name and post

For the progress of this project contact Dr. Mwinamila Senior who is the Managing Director of this Centre.

Project name

The project name is EDUCATION CENTRE CONSTRUCTION.

Project location

The project will be located at BUSHUSHU VILLAGE IN .SHINYANGA MUNICIPALITY

Project buildings will be constructed at Bushushu Village which is situated five (5) kilometres from Shinyanga Municipality and about one (1) kilometre from Old Shinyanga road along Kahama Shinyanga Water Supply and Sewerage Authority (KASHWASA) Offices.

Electricity from the main grid at Shinyanga rural passes through the village and is about five hundred (500) meters from the site where the school buildings will be constructed.

Piped water from the main pipe to Shinyanga municipal is available at the village extension pipe to the school. The water table in the area is very high and the school Administration may sink one or two wells to supplement the schools water supply. Bushushu village is within Kambarage ward, Shinyanga Rural District in Shinyanga Municipal.

Project Area

The total area made available to Agape Love Education Centre is about eight (8) hectares and this will be used for the constructions of buildings, basketball, netball court, football pitch, short put, high jump, long green areas and gardens land is not a problem around the area and if the school will need more land it will have to apply for such land and it will not be difficult at all to be allocated such land.

Project summary

Problem statement

The project is in line with government efforts to establish as many pre-schools, primary schools and secondary schools as possible so that many children get access to education. Quality basic education is very important to even the poor children. People of Tanzania constitutes empowerment; and it is one of the tools that will empower the country in different aspects of the war against poverty (Refer to Education and Training policy of 1995)

Priority need

The priority need of this project proposal is to have an education institution which will join hand with the ministry of education’s effort of having a nation with high level of education at all levels; a nation which produces the quality and quantity of educated people sufficiently equipped with the requisite knowledge to solve the society’s problems in order to meet the challenges of development and attain competitiveness at regional and global at large at affordable costs.

Project objectives

This project proposal has two main objectives as mentioned here under:

To respond to the needs of a rapidly growing business and education sector in Shinyanga municipality by producing the quality and quantity of educated people sufficiently equipped with the requisite knowledge to solve the society’s problems in order to meet the challenges of development and attain competitiveness at regional and global at large at affordable costs.

The following objectives will be implemented after getting approval from the Ministry of Education and Vocational Training.

The School will provide subsidized healthy meals daily to children attending this Centre School.

This Centre will continue to raise funds for running the operation of the school by requesting sponsorship for educating the children attending this centre.

Target group

The target groups of this project proposal are:

The children who currently attend normal Kindergarten, Primary School and Secondary school, as well as the children living in Shinyanga community who need to improve their education level;

The teachers who instruct the children according to the Syllabus provided by the Ministry of Education and Vocational Training;

The supporting administrative and ancillary staff who will facilitate the operation of the school.

Parents and guardians in the Shinyanga community who are interested in giving their children the opportunity of education at this education centre.

Project results

This project is planned to be constructed at a minimum low cost so as to enable Tanzania community afford to pay the required fees. Construction will be conducted in three phases as follows: Phase one will start in year one, focusing on construction of pre- primary school and other necessary planned buildings. Phase two will follow year two for aiming for construction of primary school class rooms with other necessary planned buildings and phase three will start year four for construction of secondary school class rooms.

Key project activities

Key project of Centre will include field activities, building design and construction supervision. All of which will be undertaken by M/s JKM MULTI-CONSULT TANZANIA LTD as a consultant to ensure that costs are not escalated.

Some other activities will include: title Deed follow – up, topographical survey, master plan preparation. It will also involve location position of buildings. Streets, green areas, open spaces, play grounds etc. Location positioning of storm water, foul water, sewage system in relation to septic tank and sock pits. Setting out dimensions will involve building lines, setbacks and detailed dimensions between one building and the other.

Architectural designs and preliminary stages – stage 1

The drawing at this stage will have no detailed dimensions, they will just show schedules of accommodation for ease of getting rough estimated figures of the costs of the project.

Working drawing –stage 2

These are details design for construction purposes and preparation of bills of quantities.

Engineering design- these are of two types.

Structural engineer’s designs- these are applicable for stored building and are used for soil investigation and foundation engineering.

Electrical engineering drawings- these show the layout of electrical fitting and appliances especially for laboratories, computers etc.

Bills of quantities- these showing detailed breakdowns of materials required for every building and these may be used as tender documents in cases of building contracts.

Landscaping Architecture and environmental control- this will ensure beautiful and attractive surroundings through the planting of flower gardens and shade trees.

Items (3) through to (10) are some of the activities and services to be performed or carried out by the consultants and will be charged ten percent (10%) of estimated total construction costs as follows:-

Summary of areas built up

1. Secondary School 9,337.0 M2

2. Local Church 1,336.0 M2

3. Primary School 7,306.0 M2

4. Sports Arena 21,578.9 M2

Cost estimates per area.

Based upon Unit Cost Method per m2, the following rates have been used:-

(i) Secondary School @ Tshs 235,000/= per m2

(ii) Local Church @ Tshs 250,000/= per m2

(iii) Primary School @ Tshs 235,000/= per m2

(iv) Sports Arena @ Tshs 15,000/= per m2

Value per area.

1. Secondary School 2,194,195,000 Tshs

2. Local Church 334,000,000 Tshs

3. Primary School 1,716,910,000 Tshs

4. Sports Arena 323,683,500 Tshs

Total 4,568,788,500 Tshs

Add: 30% Infrastructures 1,507,700,205.00

10% Consultancy Fees 456,878,850.00

Total Construction Costs Shs 6,533,367,555.00

Other operational costs 1,031,632,445.00

Grand Total Costs 7,565,000,000.00

Project Feasibility study

This covers all aspects of the project, describing in details all activities and finances involved. (Refer Annex No. I)

Project budgets

In our project this will be our projection of source of income and our plan how are we going to spend this limited resources as expenses over a specified period of time. (Refer Annex No.1)

Project duration

The project proposal duration will be for five years which will be preceded with final evaluations that will be conducted at the end of five years. This evaluation intends to make an extensive review of the whole project to see its sustainability for its the long run.

PROJECT RATIONALE

Background

Involvement and Experience

The project will involve different stakeholders in the whole process of construction aiming to assist its implementations. These will include:

Tanzania Building Agency for examining the Architectural designs part of the whole project.

Tanzania Ministry of Education for monitoring the whole project and issue license.

M/s JKM Multi-Consult Tanzania Ltd a consultant firm for supervision of the project.

The society of Shinyanga municipality as stake holders for their children.

The sponsors from Postal Bank Tanzania LTD

Project team

Experience

M/S JKM MULTI-CONSULT TANZANIA LDT.

This is a consultant firm whose offices are situated at Kibaha Mailimoja. It is a new firm recently registered with the registrar of companies under the Companies Ordinance (cap 212), but its staffs are backed up with vast experience in the building design and construction industry as well as projects planning; project appraisal and financial management acquired while working with other firm.

Consultation and participation

The project has also involved some experts especially for works like, conducting project feasibility study, design and drawings, buildings constructions, risk analysis, project evaluation etc. For instance, buildings constructions have been undertaken by M/S JKM MULTI-CONSULT TANZANIA LTD. This is a firm of consults whose offices are situated at Kibaha Mailimoja. It is a new firm recently registered with the registrar of companies under the Companies Ordinance (cap 212), but its staffs are backed up with vast experience in the building design and construction industry as well as projects planning; project appraisal and financial management acquired while working with other firm:-

Policies or development strategy

This school centre is aiming to be the leading centre academically, socially, environmentally in the country. For this centre to meet these goals some policies and strategies have been put in place. Some of them include: to recruit skilled and experienced teaching staff and non teaching staff, to have in job training plan for all workers, to motivate all workers whose performance in every speciality will be excellent and to continue revising different policies wherever possible for the purpose of improvement etc.

Project approach

Goals

The project goal is mainly for the construction of buildings for the pre-school, primary school and secondary school for the purpose of providing education. The buildings will cater for learning and boarding requirement of all pupils and students; plus the accommodation requirements of the teachers other school staff. The students and pupils physical fitness requirements will be met by having a sports arena in the school and grounds.

Objective and output

The main objective is to respond to the needs of a rapidly growing business and education sector in Shinyanga municipality by producing the quality and quantity of educated people sufficiently equipped with the requisite knowledge to solve the society’s problems in order to meet the challenges of development and attain competitiveness at regional and global at large at affordable costs. This will be met by having Agape Love Education Centre in place.

Main activities

The main activities and cost estimate involved are summarized below as:-

Project Capital Costs.

Project costs are divided into various types namely: investment costs which fall into several categories:

Buildings construction costs

These are costs incurred in the construction of school buildings and infrastructure.

Total construction costs T.shs 4,568,788,500/=

Add: infrastructure 30% T. shs 1,507,700,205/=

Add: 10% consultancy fees T. shs 456,878,850/=

Total costs T. shs 6,533,367,555/=

Office Furniture and equipment costs.

These are furniture and equipment which will be purchased to furnish the schools. Offices furnish and equipment will be purchased in phases as more classes and offices are constructing red to completion. No definite phasing has been put in place because the phasing will depend on availability of funds. Total costs to purchase furniture and equipment stand at T. shs 168,930,000/=.

Laboratory Equipment costs

Every secondary school worth the name must have facilities for laboratories where laboratory equipments are a necessity. Agape Love Education Secondary school will have Biology laboratory, Physics laboratory and Chemistry laboratory which will be equipped appropriately.

Biology laboratory equipment T.shs 12,000,000/=

Chemistry laboratory equipment T.shs 18,000,000/=

Physics laboratory equipment T.shs 20,000,000/=

Total costs T.shs 50,000,000/=

Purchase of school Van 31/4 tons

A van will have to be bought for the school so as to cater for all transport requirements of the school.

Purchase of Van 31/4 tons year five will cost T.shs 22,000,000/=

Purchases of washing machine

This will cater for washing all the school bed sheets etc T.shs 693,500/=

Other costs are for the purchase of furniture and Equipment estimated at TSH 168,930,000/=

Laboratory equipment for Physics, Chemistry and Biology laboratories will cost about TSH 50,000,000/=

Total Capital costs Shs. 6,807,105,985/=

PROJECT APPARAISAL AND SENSITIVITY ANALYSIS

Project Appraisal 

Business dictionary defined project appraisal as a systematic and comprehensive review of the economic, environmental, financial, social, and technical and other such aspects of a project to determine if it will meet its objectives.

Operational necessity

Every project proposal should pass through this criterion for appraisal. In our education centre, this analysis will assist to determine the merit and acceptability of our school centre in accordance with under laid established criteria. This will be the final step before our project is accepted for financing. It helps us know that our project is feasible against the situation on the ground that the objectives set remain appropriate and that costs are reasonable.

Project appraisal methods

Social appraisal

A social appraisal will help us review the project design and the process of project identification by implementing and monitoring its progress, from a social perspective. Particular attention will be paid to the likely impact of the project on different stakeholders, their opportunities for participation, and the project’s contribution to poverty reduction.

Institutional appraisal

This will help us ensures that the supporting institutions are in place and that they can operate effectively within the existing legislative and policy environment. This project has identified opportunities for institutional strengthening and capacity building at a relative cost.

Economic and financial appraisal

This helped our project to make an analysis of economic soundness of the project and quantification and valuation of costs and benefits that ensured our financial viability.

Environmental appraisal

The plan was made to invite the government specialists in environmental appraisal

Environmental Assessment (EA) will assist us to meet one of our goals of having a school centre with a conducive academic environment. Most countries have environment impact assessment (EIA) policy and supporting legislation. Traditionally, EIA will be designed to operate at our project level to help us identify impacts and mitigation measures for this project.

Technical appraisal

Technically, this project is going to be feasible as Shinyanga municipal is highly populated. During the time of conducting technical appraisal, a comprehensive review of all technical aspects of the project such as rendering judgment on merits of technical proposals and operating costs will be clearly seen. Some of a checklist that will be used is:

• To prove or test the technology that will be used to implement the entire tasks.
• To have a list of equipment and machinery to be installed with their cost and specifications.
• To know the equipment capacity and whether it is as per requirement etc.

Project Sensitivity analysis

Sensitivity analysis will be done in our project to help us determine which variables have the most potential to affect this project. These variables include: task duration,   task start time, and success rate and costs risks.

PROJECT IMPLEMENTATION PLAN

Activity plan

Project activities

Here under are estimated activities that will be carried out in a specified estimated period of time.

S/NO

Activities

Year 1

Year2

Year 3

Year 4

Year 5

1

Fund solicitation

2

Buildings constructions

3

Purchase of office furniture

4

Laboratory equipment

5

Purchase of school van

6

Pupils registration

7

Risk analysis

8

Monitoring and evaluation

9

Budget preparation

10

School registration process

11

Recruitment of non and teaching staff

Management arrangement

Project personnel

In every project human resource is very important to ensure that tasks are performed as planned. This includes project manager and project team.

Individual roles

In our project, every project team member will have a certain role assigned to perform at a specified period of time so as to accomplish our goal.

Communication mechanisms

In our project this mechanism will help Create a document showing the needs to be kept informed about the project and how they will receive the information. The most common mechanism is a weekly or monthly progress report, describing how the project is performing, milestones achieved and work planned for the next period.

Project timing and scheduling

In carrying out project tasks resources have been allocated to meet activities scheduled so as meet the allocated time. This ha been helped us to determine schedule dates on which activities should be performed this goes hand by hand with resource scheduling. This involves many considerations such as logistics and customer needs.

Project budget

According to Dr. Magigi & Mwaitete lecture notice, a budget is a financial plan that is prepared and approved prior to the budget period and may show income, expenditure and the capital to be employed. A budget may be for the business as a whole departments function such as sales and production.

Project financial report

Balance sheet

Atrill & McLaney (2008) defined a balance sheet as a statement of financial position that show the assets of a business and the claims on those assets (Refer Table 6)

Income statement

According to Atrill & McLaney (2008) Income statement is a statement that measures and reports the profit or loss the business has generated during a period. It is derived by deducting from total revenue for a period, the total expenses associated with that revenue. (Refer Table 7)

Cash flow statement

According to Burke (2008) Cash flow statement is a document which models the flow of money in and out of the project reported in a monthly basis. (Refer Table 5)

Project monitoring and evaluation

Monitoring

According to Choudhury S (2004) monitoring is referred to as checking how much has been done and what needs to be done for accomplishments of the project tasks.

Evaluation

Ngailo (2007) defined project evaluation as systematic investigative information that help determine whether the project is proceeding as planned and is meeting the stated programme goals and project objectives according to the proposed timeline.

PROJECT RISK ANALYSIS

Rationale of project risks analysis

According to Dr. Magigi & Mwaitete Lacture notice. a risk is defined as an uncertain event which should it occur, will have an effect on the project meeting its objectives. The rationale of project risk analysis is to reduce the probability and impact of threats and to increase the probability of opportunities and/or their positive impact.

Typical source of project risks

In most likely any project may be faced by some of these risks: Legal (patents and lawsuits), changes in technology (does your software project need to support Windows Vista?), natural hazards and conditions (have you seen the latest volcano news?), eenvironmental (does a protected or rare species lie in your freeway path?)

Countermeasures for project risks

In our project we have looked at this part critically from the planning stage. Under this part we carried out the quantitative analysis by involving different experts brainstorming with them, and consulting other skilled people to ensure that we review a history of our project where necessary to make the proper judgments. As a result we listed some risks prioritized by probability and impact for us to avoid, ignore, or accommodate different impacts likely to happen.

CONCLUSION

The Agape Love Education Center continues to demonstrate its commitment to the development of Shinyanga region by submitting this five year project proposal document for approval and in so doing it continues to fulfil one of the objectives of the Ministry of Education and Vocation Training of participating in the development of the population of Shinyanga region and the rest of the regions. The Agape School centre aims to make many children in the Shinyanga community for the coming five years feel happy by providing a high standard of education in particular for pre-school, primary school, secondary school, and high school.