Supervision and Contract Evaluation Manual For Road Works: October, 2012

REPBULIC OF KENYA
MINISTRY OF ROADS
Supervision and Contract Evaluation

Manual for Road Works
October, 2012
in association with
JAPAN INTERNATIONAL COOPERATION AGENCY
Strengthening of Capacity on Road Maintenance Management through Contracting

Supervision and Contract Evaluation Manual for Road Works
FOREWORD
(One page for foreword)
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Table of Contents
Abbreviations and Acronyms

1. Introduction
1.1 Supervision and contract evaluation system 5
1.2 Application of the Manual 6
2. Supervision 8
2.1 Supervisors 8
2.2 Supervision stages 8
2.3 Works execution programme 10
2.3.1 Purpose 10
2.3.2 Contents 11
2.3.3 Authorization procedures 14
2.4 Supervision Check List 14
2.4.1 Purpose 14
2.4.2 List Composition 14
2.4.3 Procedures 18
2.5 Check Points 20
3. Contract Evaluation 52
3.1 Application 52
3.1.1 Purpose 52
3.1.2 Evaluators 52
3.1.3 Evaluation timing 53
3.2 Evaluation procedures 54
3.3.1 Overall procedures 54
3.3.2 Grading 57
3.3 Evaluation items 59
3.4 Evaluation by Resident Engineer 60
3.4.1 Evaluation items 60
3.4.2 Grading criteria 60
3.4.3 Grading sheet 61
3.5 Evaluation by Engineer’s Representative 63
3.5.3 Bonus/Penalty 67
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3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee 70

3.7 Weighting 79
3.7.1 Concept of weighting 79
3.7.2 Weight application for scoring 79
3.7.4 Inter-item weight 79
3.7.5 Weight by evaluator 80
3.7.6 Weight change 80
3.8 Contract evaluation scoring 80
3.8.1 Contract Evaluation Tally Sheet 80
3.8.2 Notification of Scores 83
3.8.3 Score database 83
Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 102
D. Monthly Progress Report templates 103
(Supervision check list) 112
E. Report for Substantial Completion Meeting 121
F. Contract evaluation tally sheet 122
F.1 Contract Evaluation Grading Sheet for Resident Engineer 123
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 122
F.3 Contract Evaluation Grading Sheet for QAO/IAC 124
F.4 Contract Evaluation Tally Sheet (Large scale work) 127
F.5 Contract Evaluation Tally Sheet (Small scale work) 128
F.6 Contract Evaluation Tally Sheet (Labour-based work) 129
G. Notification of scoring of contract evaluation 130
H. Taking Over Certificate 133
I. Database Format 134
I.1 Contract Evaluation Database Format in Authority 134
I.2 Integrated Contract Evaluation Database Format 135
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Abbreviations and Acronyms
ARWP Annual Road Works Programme
CETS Contract Evaluation Tally Sheet
ER Engineer’s Representative
FIDIC Federation Internationale des Ingenieurs-Conseils
IAC Inspection and Acceptance Committee
JICA Japan International Cooperation Agency
KeNHA Kenya National Highways Authority
KeRRA Kenya Rural Roads Authority
KNBS Kenya National Bureau of Statistics
KRB Kenya Roads Board
KURA Kenya Urban Roads Authority
KWS Kenya Wildlife Service
M&T Material and Testing Department, Ministry of Roads
MOR Ministry of Roads
MOTC Ministry of Transport and Communication
PPOA Public Procurement Oversight Authority
RE Resident Engineer
RMM Road Maintenance Manual, May 2010
RMMS Road Maintenance Management System
SCL Supervision Check List
SSRBC Standard Specification for Road and Bridge Construction, 1986
QAO Quality Assurance Office
WEP Works Execution Programme
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1. Introduction
1.1 Supervision and contract evaluation system
(1) General concept of supervision and contract evaluation system
The concept of supervision and contract evaluation system is to streamline the cyclic
management process as shown in Fig.1.1 for contracted road works. Through continuous exercise
of this cycle, the system will help Road Authorities supervise and manage road works effectively
and also give Contractors incentive to improve their performance.
This can be achieved by providing transparent and objective “check and record” methods. The
methods cover the key performance and technical requirements for road works and matters such
as safety, environmental and social impacts of the work execution. The latter are becoming more
significant in Kenya and needs careful mitigation actions to avoid any negative consequences
that may arise.
Database
Management Stages
Tendering Supervision Contract

Tendering Evaluation
Equipments
Staff
Check Points and
Evaluation Items
Quality/Quantity
Scheduling
Check List
Safety
Environmental/Social
Issues
Fig.1.1 General Concept of Supervision and Contract Evaluation System
(2) Operational Procedure

Operational procedure is shown in Fig.1.2.
1) At launching stage, the Contractor submits Works Execution Programme (WEP) that is a
basis for the management of works.
2) During execution stage, Supervision Check List (SCL) is used by the Authority. SCL which is
unified format records the degree of compliance and achievement against performance targets.
The results recorded on SCL are used as a basis for contract evaluation.
3) At conclusion stage, contract evaluation is conducted using an objective method to assess the
overall performance and finished works. The result of evaluation is graded and then converted
to scores. The score is notified so that the Contractor can review their performance.
4) Since the scores are generated in a fair and transparent manner, they can be used as data for
relative comparison between contracts. All the scores derived from contract evaluation are
stored in a database.
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5) In subsequent procurements, the database may be referred to by the relevant Authorities,

procurement entities, or any other interested party. A company’s scores in the past would be
taken into account in prequalification and tender evaluation.
Next
Procure Launching Conclusion
ment Stage Execution Stage Stage
Procure
ment
Authority
Supervision Check List Contract
Evaluation Score
Score Check & Record Grading/Scoring
Finished
Work Product
Submission Check & Record

Evaluation
Works Execution Programme
Contractor
Fig.1.2 Operational Flow of Supervision and Contract Evaluation System
1.2 Application of the Manual
(1) Application
This Manual which is administrated by the Ministry of Roads shall be applied to all road
works contracted by Roads Authorities in the Republic of KENYA. Target groups of the manual
are officers in the regional office and headquarters of the Authority who are in charge of the
management of contracted road works. The manual shall be applied to road maintenance,
construction, improvement, and rehabilitation of works.
(2) Relationship with other relevant documents

This manual shall be used in conjunction with other relevant documents as listed below:
1) Statutory Regulations
•Public Procurement and Disposal Act2005
•Public Procurement and Disposal Regulations 2006
2) Contract documents
(•“Guide to the use of FIDIC, Conditions of Contract for works of Civil Engineering
Construction”, fourth edition, Federation international des ingenieurs-conseils, 1987)
3) Manuals
•Standard Specification for Road and Bridge Construction, 1986 (SSRBC)
•Road Maintenance Manual, May 2010 (RMM)
•Contract Management Manual
•Planning Manual for Preparation of the Annual Road Works Programme (ARWP) by
Road Agencies, Kenya Roads Board, February 2010
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•Road Design Manual, MoTC

•Road Safety Audit, 2009
(4) Documentation
The following documents are prepared and exchanged between the contractor and the
Authority during the contract period. These documents are all proof material to conduct
supervision and contract evaluation procedures. Fig. 1.3 illustrates the usage of the documents in
the process. The templates of these documents are shown in Appendix B-H.
1) Works Execution Programme (WEP)
2) Site diary (daily report)
3) Monthly progress reports
4) Substantial Completion Certificate (Taking-over Certificate)
5) Notification of Scoring of Contract Evaluation
At supervision stage, the actual work proceedings are compared to the planned one written in
WEP. The comparison is recorded on the site diary confirming whether the works are in
accordance with WEP. The contents in site diary are used to mark and update SCL. That
information on SCL becomes a basis of grading and scoring in contract evaluation. Scores of
contract evaluation are reported to the contractor by the official notification letter and input and
stored in database through RMMS.
Comparison
Works Execution
Work Appraisal
Programme
Compliance
with Corrective Site Diary
Order (Daily Report)
Monthly Progress Reports (SCL)
Substantial Completion Certificate
Contract Evaluation
Notification of Scoring RMMS
Taking Over Certificate Score Database
Fig.1.3 Documents used in the Process
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2. Supervision
2.1 Supervisors
Supervision is conducted by the following engineers in charge. The degree of checking

frequency and its focus points vary by supervisor.
(1) The Resident Engineer

Based on daily involvement of work management, Resident Engineer in the Regional Office
checks the contractor’s execution of the works by using Supervision Check List (SCL). Resident
Engineer issues a corrective order when the work execution is not in accordance with the
requirements specified in the Specifications and SCL.
(2) The Engineer and Engineer’s Representative

The Engineer usually appoints the Engineer’s Representative (ER) from a department of the
Authority’s headquarters. The ER checks the proceedings of work execution through the reports
from the Resident Engineer, occasional site visits, and progress meetings.
(3) Quality Assurance Office

Targeting the selected number of contract, Quality Assurance Office (QAO) conducts a
technical auditing based on evidences provided in documents. If necessary, QAO shall conduct
site inspections in order to confirm their credibility.
(4) Inspection Acceptance Committee

Inspection and Acceptance Committee (IAC) checks the work performances at the completion
stage to determine the validity of handover of finished product to the Authority. IAC organizes
the substantial completion meeting at site and carries out visual work checks. IAC is required to
supervise works with independent points of view.
2.2 Supervision stages

Figure 2.1 summarizes the process of supervision.
(1) Order to Commence

The Engineer issues an order to commence
(2) Submission of Works Execution Programme

i. Contractor shall submit the WEP by the time that was specified in the contract documents (see
Chapter 2.3)
ii. Submission of performance guarantee shall be within the period stated in the Appendix to
contract for the date from the award of the Authority (the same applied to performance
guarantee guarantees where applicable).
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Order to Commence
Submission of WEP
No
Approval
Yes
Commencement of Works
Daily Inspection
Yes
Issuance of
Corrective Order
No
Monthly Inspection / SCL
Monthly Progress Meeting
Compliance with Resolution by Yes

WEP Regular meeting
Yes No
Substantial Completion Meeting Management Meeting
No
Compliance with WEP
and Specifications
Yes
Contract Evaluation
Fig 2.1 Supervision process
(3) Commencement of Work / Site possession

Contractor ensures that commencement date is not later than the period stated in the
Appendix to the Contract.
(4) Daily Inspection

Resident Engineer on a daily basis updates Site diary report to record the work progress. Site
dairy is to be the core source of updating the SCL.
(5) Issuance of corrective order

Corrective order is issued when an activity is not done in accordance with requirements given
in the Specifications and SCL. Whenever a corrective order is issued, summary of the order is
remarked on SCL.
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(6) Monthly Inspection
Resident Engineer and contractor carry out monthly inspection in order to determine the overall
monthly progress and update SCL based on the cumulative daily inspection reports. This is the
basis of monthly progress reports discussed and confirmed in the monthly progress meeting.
(7) Monthly progress meeting (Site meeting)

Progress meeting is held on a monthly basis with the attendance of representatives from the
Authority and contractor to confirm the work progress and discuss any challenging issues arising
during the execution.
The meeting checks the degree of compliance with contents in WEP. The meeting also checks
quality and quantity of the works and payment.
(8) Management meeting

Management meetings are called when there are issues that cannot be resolved in the regular
site meetings. It also provides a forum for amicable settlement of disputes between the Authority
and contractor.
(Reference)
2.1) Clause 14.1, FIDIC “Conditions of Contract for Works of Civil Engineering Construction,
Forth Edition”, 1987 (FIDIC)
2.3 Works Execution Programme

2.3.1 Purpose
Works Execution Programme (WEP) is a document in which the contractor describes his plan
of conducting works assigned in the contract. With the preparation of WEP, contractor declares
how the works are implemented within the contract period. Therefore WEP needs to cover all
required information for proper execution and completion of the work.
When WEP is submitted and approved by the Authority, it becomes the official document and
the benchmark of supervision with which the Authority checks whether works are proceeding as
planned.
The Authority should carefully examine the contents of WEP and confirm the adequacy of
WEP through comparisons with standard/special specifications and relevant documents before
approval. Likewise contractor should prepare WEP carefully with no unclear, false or flawed
description or it is disapproved and incompliance is pointed out during the execution.
Note that WEP as referred to in this document is different from the programme of works
described in FIDIC and SSRBC. Therefore it can be said that the programme of works forms part
of WEP.
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Submission of the programmes required in Special specification by referring to Clause14.1 in

FIDIC1987;
“The Contractor shall, within the time stated in Part II of these Conditions after the date of the
Letter of Acceptance, submit to the Engineer for his consent a programme, in such form and
detail as the Engineer shall reasonably prescribe, for the execution of the Works. The Contractor
shall, whenever required by the Engineer, also provide in writing for his information a general
description of the arrangements and methods which the Contractor proposes to adopt for the
execution of the Works.”
Also in the section 104, SSRBC specifies;
“In accordance with Clause14 of the Conditions of Contract Parts I and II, the Contractor
shall submit a fully detailed and time related programme showing the order of procedure and
method in which he proposes to carry out the Works.”
2.3.2 Contents
The contents to be included in WEP are shown in Table 2.1. A sample format of WEP is shown
in Appendix A.1. The definition for the “Scale of Works” in the table is as follows:
Large scale work: a project by class A, B, C and D company

Small scale work: a project by class E and under company
Labour-based work: a project under the Roads 2000 scheme
Table 2.1 Contents of Works Execution Programme
Scale of Works
Item Large Scale Work Small Scale Work
Labour-based Work
(Class A – D) (Class E and under)
(1) General information ✓ ✓ ✓

(2) Work execution schedule ✓ ✓ ✓
(3) Method Statement ✓ ✽ ✽
Personnel management plan (In-
(4)
house and subcontractor staff) ✓ ✽ ✽
(5) Equipment management plan ✓ ✽ ✽
(6) Mobilization management plan ✓ ✽ ✽
(7) Safety management plan ✓ ✽ ✽
Environmental and social
(8)
management plan ✓ ✽ ✽
(9) Quality control plan ✓ ✽ ✽
(10) Quantity control plan ✓ ✽ ✽
(11) Photograph plan ✓ ✽ ✽
✽:For small scale and labour based works, the Engineer shall instruct the items to be submitted by Contractor
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(1) General information

1) Project Description
 Project Objectives
A brief description of the project which includes location, nature and extent of works
 Contract Data
Project title, Contract number, Financier, Employer,
Employer’s representative, Implementing agency, Engineer, Engineer’s representative,
Regional office, Contractor’s information (address, phone/fax, site agent name),
Date of tender, Date of award, Contract sum, Revised contract sum,
Date of agreement signed, Date of order to commence, Period of commencement,
Commencement date, Original contract period, Original date of completion,
Revised completion date, Revised contract period, Defects liability period,
Date of submission of works execution programme
2) Location map
Map includes the route of the road with emphasizing portion of the works
Location of Contractor’s site base shall be indicated in the map.
(2) Work execution schedule

1) Programme of works
2) Planned cash flow and intermediate payment
It is desirable that work execution schedule includes time frame of each activity such as in bar
chart format.
(3) Method statement

Work procedures, order and methods are summarized in WEP.
(4) Personnel management plan (in-house and sub-contractor staff)

Deployment plan and schedule of key personnel together with their qualification, and
experience statements are shown in WEP. The information in this part includes; name, address,
ID, phone number, assigned work types
Subcontractor’s information and wage payment plan are also included if necessary.
(5) Equipment management plan

1) List of the equipments
Name, type, manufacturer, usage, number, schedule,
2) Maintenance and repair plan
Contractor shall prepare the maintenance and repair plan for all the equipments.
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(6) Mobilization management plan

Contractor provides mobilization plans for material supply, site office, temporary road plan,
labour and equipment deployment, water supply and electricity and backup including
installation and supply contract.
(7) Safety management plan

Compliance with safety rules and regulation, traffic control and detour plans, emergency
contact list
For quick actions during emergency, emergency contact list should be in WEP and shared with
staff in the Authority.
(8) Environmental and social management plan

When negative impacts on third parties during the execution are predicted, the management
and mitigation plans should be included in WEP. For example, if earthwork is likely because
dust problem around the working site, the contractor needs to make a plan for water-spraying;
how often and when water is to sprayed, how many water-spraying vehicles are mobilized, and
how many workers are assigned. The following issues are also necessary to be considered in the
plan.
i) Soil erosion on slopes and sedimentation deposition on the drainage works.
ii) Preservation of trees and shrubbery
iii) Entrance and accidental spillage of solid matters, debris, pollutants and waste into water
sources.
iv) Disposal of waste material
(9) Quality control plan

Material and structural test methods, test laboratory, test frequency, standard values
The relevant clause on quality in SSRBC should also be incorporated.
(10) Photograph plan
The Contractor shall provide a photograph plan to record the progress and proof of quality
control, measurement and any event that may arise. The type of works, filming item description,
filming frequency and filming location mapping are incorporated in the plan.
(Reference)
2.2) Road Maintenance Manual, pp.11-7 to 11-88 (Table 11.2 to 11.57) “Performance and
scheduling Considerations”
2.3) Road Maintenance Manual, pp.10-1 to 10-2 Chapter 10, “REPORTING OF EXECUTION
PLAN”
2.4) Standard Specification for Road and Bridge Construction, pp.1.14, 130 “Progress
Photographs”
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2.3.3 Authorization procedures
(1) Submission
The Contractor submits to the Authority within the prescribed period after receipt of the order
to commence.
(2) Approval
The Authority thoroughly examines the submitted WEP and, if its contents are satisfactory,
gives approval in writing. Works commence after the approval. However, approval by the
Authority shall not relieve the Contractor of any of his responsibilities under the contract.
(3) Revision
When WEP needs to be modified during execution due to change(s) in the work circumstance
and staff/equipment mobilization plans, contractor submits the modified WEP and obtains a
written approval by the Authority.
The Authority may require contractor to revise WEP to address the short comings identified in
the submission. The Contractor shall discuss and agree on the required revisions with the
Authority, and then submit the modified WEP for approval.
(Reference)
2.5) 104 Programme, General, Standard Specification for Road and Bridge Construction, pp1.1
2.6) Clause7.3, FIDIC1987
2.4 Supervision Check List

2.4.1 Purpose
Supervision Check List (SCL) is to oversee the progress of work execution by collating the
degree of achievement of various supervisory points. SCL is prepared in a formatted sheet for
easy data input and recording. Resident Engineer uses SCL for his/her periodical supervision
assignments and a part of progress report. The input is based on site diary. After the contract is
completed, SCL becomes a basis of contract evaluation by Resident Engineer.
2.4.2 List Composition
The followings are components of SCL. Its format is shown in Appendix D.5.2. Table 2.2 is an
example.
(1) Check point

Points to be checked are prearranged in SCL. They reflect various focal aspects to be overseen
during supervision. They are categorized into nine (9) items. Detailed description of each point
and its check timing and frequency are shown in Section 2.5.
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(2) Checking
The date of confirmation needs to be recorded first. Then whether the Contractor’s
performance with each check point is satisfactory or not is recorded in the box. Checking
procedure is written in 2.4.3.
(3) Remarks
Remarks shall be recorded as detailed descriptions of checking results, such as reasons of
dissatisfaction, reference number/date of site diary, record of corrective order (are written as
remarks). Positive remarks about outstanding performance and explanation in case of “Not
Applicable (N/A)” are recommended to be written as a remark.
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Table-2.2(a) Supervision Check List
Supervision Check List (1/2)
Date Name Signature
Project Title: Repair and Resealing of N ‐ G Road (C##) The Engineer's
Representative 21‐May‐12 AAAA BBBB AAAA BBBB
Contractor: @@@@@ Construction Co. Ltd. (Project Engineer)
1. This check list is for Resident Engineer to check contractor's work execution process.
2. Fill in date of checking as (day/month), mark as indicated in Filling Example, and state remarks. Resident Engineer 17‐May‐12 CCCC DDDD CCCC DDDD
3. Put this check list in the Monthly Progress Report.
before During execution after Remarks

Date Date Date Date Date Date Date Date Date Date Reason for unsatisfactory performance (Site diary No.)
Item Check Point
Corrective order by authority (Date)
04Oct 08Nov 08Dec 25Jan 08Mar 12Apr 17May / / / Excellent point to be specified
1 Execution system Works Execution Programme (including its revised version if any) is Contractor could not submit WEP before the commencement date (Corrective Order 16/10/2011)
1-1 submitted before the date specified in contract document ■ ✓ WEP was submitted on 01/11/2011 and approved on 04/11/2011.
in general
Works Execution Programme properly reflects the given specifications Modification is needed for WEP because of flood in February (Site Diary 16/02/2012)
1-2 and site conditions ■ ✓ ■ ✓ The Contractor could not modify it by 08 March.
Modified WEP was approved on 05/04/2012.
Execution procedures are in accordance with Works Execution The Contractor started making the second stock yard which is not planned in WEP (Corrective Order
1-3 Programme ✓ ✓ ✓ ■ ✓ ✓ 18/02/2012)
2 Equipment All equipment used are properly mobilized in accordance with Works Asphalt Cutters were not mobilised in Site (Corrective Order on 02/12/2012).
2-1 Execution Programme ✓ ■ ■ ✓ ✓ ✓ Enough numbers of Asphalt cutters are not mobilised in Site (C.O. on 18/01/2012).
holding
All equipment used is well maintained during the execution of works Contractor's broke down backhoe is left out of Site without repairing (Corrective Order on 12/03/2012).
2-2 ✓ ✓ ✓ ✓ ✓ ■
3 Contractor's in- Qualified technical staff of contractor are properly assigned as specified in The Site Agent quitted the job on 16/04 and Successor has not been assigned yet (Corrective Order
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3-1 Works Execution Programme ✓ ✓ ✓ ✓ ✓ ■ 10/05/2012).
house staff
Contractor's in-house key staff understand work process and schedule
3-2 properly ✓ ✓ ✓ ✓ ✓ ✓
Contractor's in-house staff give technical guidance and direction to The Contractor have a short meeting between in-house staffs and workers/operators in every morning
3-3 workers and operators properly and timely ✓ ✓ ✓ ✓ ✓ ✓ so that they can share the day's programme (Site Diary 01/11/2011, Confirmed 17/05/2012).
Communications with authority in writing is properly and timely

3-4 ✓ ✓ ✓ ✓ ✓ ✓
4 Personnel Workers and operators are deployed in accordance with Works Execution
4-1 Programme ✓ ✓ ✓ ✓ ✓ ✓
employment
Wage payment is properly made on time Wage payment for the subcontractor had been stopped since February. Workers made demonstration in
4-2 ✓ ✓ ✓ ■ ■ ■ front of the Regional Office (Site Diary 06/04/2012, Corrective Order on 16/03, 14/04, 13/05/2012)
5 Site base Office and stockyard are prepared in accordance with Works Execution The Contractor started making the second stock yard which is not planned in WEP (Corrective Order
5-1 Programme ✓ ✓ ✓ ■ ✓ ✓ 18/02/2012)
facilities
Site is well maintained during the work execution and cleared on Borrow pits have not been reinstated (Corrective Order on 10/05/2012).
5-2 completion ✓ ✓ ✓ ✓ ✓ ■
Material stored on site is properly managed during the work execution Stock yard has not been made while material is brought to Site (Corrective Order on
5-3 ■ ✓ ✓ ✓ ✓ ✓ 01/11/2011).
6 Quality and Material testing, structural examination, and measurements are properly
quantity 6-1 and routinely conducted based on specifications and Works Execution ✓ ✓ ✓ ✓ ✓ ✓
management Programme
Filling Example : ✓Check point is satisfactory ■ Check point is unsatisfactory N/A Not applicable
Table-2.2(b) Supervision Check List

Signature
Project Title: Repair and Resealing of N ‐ G Road (C##) The Engineer's
Representative AAAA BBBB
Contractor: @@@@@ Construction Co. Ltd. (Project Engineer)
2. Fill in date of checking as (day/month), mark as indicated in Filling Example, and state remarks. Resident Engineer CCCC DDDD

Item Check Point
04Oct 08Nov 08Dec 25Jan 08Mar 12Apr 17May Excellent point to be specified
/ / /
6 Quality and Results of material testing, structural examination and measurements are
6-2 within the specifications. ✓ ✓ ✓ ✓ ✓ ✓
quantity
management Results of material testing, structural examination, and measurements are
6-3 properly compiled as reports for confirmation ✓ ✓ ✓ ✓ ✓ ✓
7 Work scheduling Understanding of critical path and its reflection on scheduling are proper The Contractor divided the site into five segments. Works in each segment are conducted in optimised
7-1 ✓ ✓ ✓ ✓ ✓ ✓ order by sophisticated method (Site Diary on 25/01, 04/04/2012).
Actual proceedings are periodically compared to the planned schedule

7-2 described in Works Execution Programme ✓ ✓ ✓ ✓ ✓ ✓
Changes caused by site conditions are properly handled to keep Works Changes on site terrain caused by Flood in March brought delays on the work scheduling (Site Diary ).
7-3 on schedule ✓ ✓ ✓ ■ ■ ✓
All works are completed within the contract term or within the extended
7-4 term as allowed
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8 Work safety No accident occurs to workers, operators, or third-parties.
8-1 ✓ ✓ ✓ ✓ ✓ ✓
management
Safety of workers and operators is considered Safety Gears are not supplied to the workers/operators (Corrective Order on
8-2 ■ ■ ■ ■ ■ ■ 30/10/2011).
Enough numbers of safety gears are not yet supplied (C.O. on 28/11/2011)
Accident prevention efforts for third-parties are proper The Contractor erects signs and barricade which caution people on the work areas in
8-3 ✓ ✓ ✓ ✓ ✓ ✓ order to avoid accidents.
Traffic and site safety devices are properly installed and managed The Contractor's purchase for safety devices is not made properly (Site diary 01/11/2012. Corrective
8-4 ■ ■ ✓ ✓ ✓ ✓ Order 16/12/2011)
Temporary facilities (e.g. scaffolding) are constantly checked N/A during November and December because there is no temporary facilities until
8-5 N/A N/A ✓ ✓ ✓ ✓ structural works start in January 2012
9 Environmental Environmental and social mitigation efforts (e.g. against noise, vibration, Backfilling has not been done for a pit hole that currently appear like a pond. It is a
9-1 emission, and dust ) are conducted ✓ ✓ ✓ ✓ ✓ ■ potential risk for the community to draw and mosquito bites (Corrective order
and social
28/04/2012)
management Waste material from site is properly disposed Bituminous waste was left on road side for a month (Corrective Order 22/11/2012)
9-2 ✓ ■ ✓ ✓ ✓ ✓
Damage to existing roads, works and services is avoided or are repaired Damage on pavement vicinity of the stock yard shall be repaired (Corrective Order
9-3 when it occurs ✓ ✓ ■ ✓ ✓ ✓ 22/01/2012).
Transportation by vehicles is properly done with no overloading, and Dump Track hauling gravel was overloaded and ticketed on weighbridge (Site Diary
9-4 neither material falling, leakage, nor spillage. ✓ ✓ ✓ ■ ✓ ■ 02/02, 04/05/2012)
2.4.3 Procedures
(1) Check Procedure
Except check points that are checked before the commencement or after the completion,
checking using SCL is conducted as below;
1) Resident Engineer (RE) keeps recording on Site Diary through supervision

2) Before a site meeting, RE conducts checking on SCL based on the record on Site Diary.
3) Copy of SCL is inserted into the draft of Progress Report.
4) Check result on SCL is discussed during the site meeting and agreed with the Contractor.
5) If necessary, correction is made on the check result on SCL.
6) The check result is reported from the Engineer to the Employer as a part of progress report.
(2) Recording
RE confirms project name on the SCL and puts date of recording.

If work performance is satisfactory, tick mark is put on the check box ( ). If not, black-out
(■) mark is put. In this case, remarks with date and reference number in dairy report are
written on remarks column. If the check point is not required in the contract, check box remains
blank or N/A mark is put. Fig. 2.2 shows a recording example of Supervision check list.
In this example, a verbal corrective order based on site diary No.122 was given to the
contractor on 21st August. Since the contractor did not comply with the same check point again
in the following month, a written corrective order based on site diary No.150 was reissued on
18th September. Tick mark in the next month on 24th October indicates that the contractor
complied with the order and satisfied the check point on that month.
Even if an issue has been solved before the day of checking, the problem is recorded on the
check list and comments on this situation are clearly written as remarks.
Fig.2.3 shows how to retain the check results and remarks by creating worksheet in a softcopy
of SCL.

Date Reason for unsatisfactory performance (Site diary No.)
Date Date Date Date Date Date Date Date Date Date
18/06/ 25/07 28/08 25/09 24/10 26/11 21/12 25/01 25/02 14/03 Excellent point to be specified
The Some equipments were not mobilised in site (21/08, Rep#122)
✓ ■ ■ ✓ ✓ ✓ ✓ ✓ Written Corrective Order was issued (18/09, Rep#150)
✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
Shading for Remarks Tick Mark for OK Remarks with date and Ref. No.
Fig. 2.2 Checks and remarks on Supervision Check List
‐ 18 ‐
(a) Check before Execution
New Worksheet
Worksheet of
Previous Check
(b) 1st Check during Execution
Latest Remarks can be added
(c) 2nd Check during Execution
All check results
are shown
Old Remarks are kept
(d) Check after Execution

Fig. 2.3 Check Recording Process on Spread Sheet
‐ 19 ‐
(3) Corrective Order
If RE finds an unsatisfactory situation against check points, he/she points out the issue to
contractor. Although corrective order itself can be issued in various forms (e.g. oral, telephone,
text message, facsimile, email and written format), it is required to be recorded on site diary as
shown in Appendix A.2 or attached to it as a reference. Every time corrective order is issued, RE
puts the sequence number of daily record on SCL as a remark.
2.5 Check points
In the following pages, the check points in the Supervision Check List (SCL) are explained in
tables. The tables include the following contents.
(1) Description
It defines what performance is required by the check point.
(2) Check Timing and frequency

It specifies the timing and frequency of checking and recording on the SCL
(3) Reference
It indicates reference materials which dictate the validity of items to be checked. It basically
comes from existing contractual documents, but also it includes a part of contract documents
which is unique to the maintenance works.
(4) Case Examples

1) The cases of giving corrective order
It shows examples of unsatisfactory situation on each check point whereby a corrective order is
subject to be issued as specified in 2.4.3 (3). The RE needs to record that information on Site
Diary (Daily report) and SCL.
2) The cases of giving grade “a” in evaluation

It shows examples of what can be regarded as an “outstanding performance” which is subject to
be judged as grade “a” in contract evaluation by RE. As indicated in Table 3.3 and Fig.3.3, if the
Contractor has not got any corrective order and has been recorded an excellent performance,
grade “a” shall be given for that particular item. The RE needs to record that information on Site
Diary (Daily report) and SCL.
‐ 20 ‐
Table 2.5.1.1
Item 1 Execution system in general
Check Point Works Execution Programme (including its revised version if any) is
1-1
submitted before the date specified in contract document
Description:
Works Execution Programme (WEP) shall not only be adequate but also submitted before the
date. This check point requires punctuality exclusively. It is the next check point 1-2 that
examines adequacy of WEP.
Check timing and frequency

Before commencement of the work. Only when the WEP needs to be revised, this check point
shall be examined again during execution period.
Reference
Clause14.1 in FIDIC1987
SSRBC Section1-106 “Submissions to the engineer”
Section 1-108 “Method of construction”
Case examples
(The case of giving corrective order)
1. WEP was not submitted before the due date.
2. Apparently insufficient WEP is submitted before the due date.
3. Correction and re-submission took time and could not be in time.
(The case of giving grade “a” in evaluation)
1. Despite unforeseen circumstances at the time of commencement, WEP was appropriately

changed to conform to the situation, and then promptly submitted to the Engineer.
Fig.2.4 “Keep the due date”
‐ 21 ‐
Table 2.5.1.2
Check Point Works Execution Programme properly reflects the given specifications and site
1-2
conditions
Description:
In order to achieve the required performances of road works, the Works Execution Programme
(WEP) shall conform to both the standard/special specifications and site conditions. Site
conditions are land terrain, climate, transportation, land use, and so on.

Before commencement of the work. Only when the WEP has been revised because of changes
of specifications and/or site conditions, this check point shall be examined again during
execution period.
Reference
SSRBC Section1-105 “Order of Work”
Case examples
(The case of giving corrective order in supervision check)
1. Descriptions of WEP do not reflect specification and site conditions.

1. WEP is ingenious to execute works on schedule, efficiently and safely.
2. Despite unforeseen circumstances at the time of commencement, WEP was appropriately

changed to conform to the situation.
Fig.2.5 “Appropriate work program considering specification and site condition”
‐ 22 ‐
Table 2.5.1.3
Check Point Execution procedures are in accordance with Works Execution

1-3
Programme
Description:
Works shall always be compared to Works Execution Programme (WEP) by the Contractor.
This check point focuses on execution procedure exclusively, while delay of the works can be
captured in Item 7 “Work Scheduling”. In the case that a different execution procedure needs to
be adopted because of changes of specifications and/or site conditions, the WEP shall also be
revised.

Monthly during execution of works.
Reference
SSRBC Section1-104 “Programme”
Case examples
(The case of giving corrective order supervision check)
1. Works executed were not in accordance with WEP.
1. Although a major change of the site condition brought revision of execution procedure on
WEP, works are executed in accordance with revised WEP.
Mobilization
Survey ・　Plant ・ Office
Drainage Works Earthwork　・　Pavement Box culvert
Earthwork Earthwork Earthwork Construction of detour

Excavation Filling ・Cutting Removal of existing road
Earthwork
Foundation Replacement
Spreading ・Compaction Selected fill Foundation
Precast Subbase course Leveling concrete

Installation Spreading ・ Compaction
Installation of forms & reinforcing
Earthwork Base Concrete Base course
Backfill Spreading / Vibration Spreading ・ Compaction Casting concrete &Curing
Binder course Backfill

Spreading ・Compaction
Removal of detour
Surface course
Spreading ・ Compaction

Signs　・　Marking　・　Guard-post　・　Street Lighting
Fig.2.6 “Reflect planed work procedures to actual works”
‐ 23 ‐
Table 2.5.2.1
Item 2 Equipment holding
Check Point All equipments used are properly mobilized in accordance with Works
2-1
Execution Programme.
Description:
In the Works Execution Programme, types and numbers of equipment are designated so that
the required performance of road works can be achieved by using those equipments. Supervisor
shall check whether the contractor mobilises equipments in accordance with the WEP or not in
execution stage.

Reference
Schedule of supplementary information in tender document (Schedule and measure item of
construction and equipment)
Case examples
1. Types and number of equipment on site are not same as designated in WEP
1. The contractor has provided extra equipment which is not specified or whose capacity is
more than specified in contract document. And that equipment brought the more efficient
execution of the works.
Photo 2.1 Proper mobilization of work equipment on site
‐ 24 ‐
Table 2.5.2.2
Item 2 Equipment holding
Check Point 2-2 All equipment used is well maintained during the execution of works.
Description:
It is preferable that all equipments are always serviceable, but it is unavoidable for
equipments to have a problem, therefore it is also important for the contractor to have system
to handle the problems of equipment e.g. providing spare equipment and spare parts.
Reference
Case examples
1. Some equipment is operated without maintenance and repair
1. Extra spare parts are available on site for all major key equipment.
2. The contractor has qualified mechanics (at least diploma level) on site.
Fig.2.7 “Keep equipment in good condition”
‐ 25 ‐
Table 2.5.3.1
Item 3 Contractor’s in-house staff
Check Point Qualified technical supervisors are properly assigned as specified in

3-1
Works Execution Programme.
Description:
The technical supervisor in contractor side shall meet specified qualification and experience
such that he/she has sufficient knowledge and ability for engineering judgement.

Reference
Case examples
1. Assigned technical supervisor is not qualified as specified in WEP
(The case of giving grade “a” in evaluration)
1. The Contractor has provided staff with more relevant experience than specified in the
contract document.
Fig. 2.8 “Qualified technical supervisor should be assigned”
‐ 26 ‐
Table 2.5.3.2
Check Point Contractor’s in-house key staffs understand work progress and schedule
3-2
properly.
Description:
In-house key staffs shall understand work progress in site and its schedule. This is very
important to manage the work’s progress and also to deal with any adverse situation properly.

Monthly during execution of works
Reference
Case examples
1. Contractor’s in-house key staffs do not understand work process and schedule properly.
1. Contractor’s supervisors understand the nature of the works well so that best practices can
be applied to the works in terms of engineering and management.
2. Contractor’s in-house key staff is able to adapt quickly to unforeseen change in execution of
work.
Photo 2.2 Proper understanding of work progress and schedule
‐ 27 ‐
Table 2.5.3.3
Check Point Contractor’s in-house staffs give technical guidance and direction to
3-3
workers and operators properly and timely.
Description:
In the course of works, many changes in the activities at site are bound to occur. It is the
responsibility of the Contractor’s in-house staff to tell workers and operators what activities
are going to be implemented in the site with appropriate technical guidance. It is good to have
daily briefing in the morning with workers and operators to inform them of the day’s activities
for this purpose.

. Monthly during execution of works
Reference
Case examples
1. Contractor’s in-house staff fails to give technical guidance and direction to workers and
operators.
(The case of grading “a” in evaluation)
1. There is a close communication and coordination between teams of workers and operators
on the same site to execute different tasks simultaneously without any conflict.
Photo 2.3 Technical guidance and direction to workers
‐ 28 ‐
Table 2.5.3.4
Check Point 3-4 Communications with Authority in writing is proper and timely.
Description:
Communication between the Contractor and Authority shall be adequate so that it facilitates
work progress in accordance with Works Execution Programme and adaptation to any changes
in site conditions. This check point uses written format as an indicator to judge whether or not
communication is adequate because it is always dated and can be used as evidence. Although
this check point uses communication in writing as the indicator, any kinds of communication
(e.g., verbal, phone, email, and so on) shall be conducted properly and timely.

Reference
Case examples
1. The Contractor is giving unnecessary communications in writing.
1. Communication is timely and adequate so that there is no delay in the work.
Fig.2.9 “Proper and timely communication with Authority in written format”
‐ 29 ‐
Table 2.5.4.1
Item 4 Personnel employment
Check Point Workers and operators are deployed in accordance with Works
4-1
Description:
The list of workers and operators shall be submitted as part of Works Execution Programme
(WEP). Supervisor shall check whether or not the contractor assigns workers/operators in
accordance with WEP. If the contractor employs subcontractors, this check item has to be
applied to workers/operators of subcontractors also.

Reference
Case examples
1. Workers or operators who are not in the list of Work Execution Programme are assigned.
1. The Contractor engages local sub-contractors for part of the works to develop their capacity
2. The Contractor employs people who reflect the face of Kenyan (from different communities)
3. For unskilled works, the Contractor employs majority of the local community.
4. The Contractor endeavours to have gender balance in employment as per the constitution.
Photo 2.4 Workers to assemble Reinforcing Bars
‐ 30 ‐
Table 2.5.4.2
Item 4 Personnel employment
Check Point Wage payment is properly made in accordance with Works Execution
4-2
Programme.
Description:
In order to check the contractor’s personnel management, wage payments to workers,
operators, and subcontractors shall be checked as part of cash flow.

Reference
Case examples
1. Wage payment to workers, operators and subcontractors is as per minimum government

wage scale.
1. There has been no strike or unrest with Contractor’s employees
2. The Contractor has provided social activities and welfare for his workers.
Fig.2.10 ‘‘Proper wage payment to workers”
‐ 31 ‐
Table 2.5.5.1
Item 5 Site base facilities
Check Point Office and stockyard are prepared in accordance with Works Execution
5-1
Programme.
Description:
Planning for site base facilities’ in Works execution programme should be organised to
satisfy the followings; 1) Location, 2) Capacity, 3) Efficiency, 4) Safety, 5) Environment.

Reference
Case examples

1. Office and stockyard are not prepared in accordance with Work Execution Programme.
2. Area of stockyard is insufficient to execute works.
1. Site base facilities are arranged in order to facilitate efficient work execution.
Photo 2.5 Stockyard of Reinforcing Bars
‐ 32 ‐
Table 2.5.5.2
Check Point Site is well maintained during the work execution and cleared on
5-2
completion.
Description:
Any facilities on site shall be maintained properly during the execution. And temporary
facilities shall be removed after the completion.

Monthly during execution of works and after the execution
Reference
Case examples

1. Contractor left stones that were used for traffic control. (see Photo)
2. Site base facilities are damaged by lack of maintenance during the work execution.
1. There is neither work related accident nor damage inside and outside the work site because
all facilities are kept in good order and well managed.
Photo 2.6 Stones used for traffic control were left after completion of work
‐ 33 ‐
Table 2.5.5.3
Check Point 5-3 Material stored on site is properly managed during the work execution
Description:
Material stored on site shall be stored according to specified procedure during the execution
so that it will neither deteriorate (e.g., corrosion of reinforcing bar) nor cause any safety
problems (e.g., collapsing of material piled up).

Reference
SSRBC Section 1-128 “Storage of materials and manufactured articles”
Case examples

1. Materials are scattered around the site and it interferes with the passage of road users (See
photo).
2. Materials are left out in the open and deteriorated (e.g. corrosion of reinforcement, decaying
of backfilling materials)
1. Management of material storage is excellent (e.g. protection and sign for materials on site,
consideration of proper timing to bring materials on site).
Photo 2.7 Materials are scattered around the site interfering the passage
‐ 34 ‐
Table 2.5.6.1
Item 6 Quality and quantity management
Material testing, structural examination and measurements are

Check Point 6-1 properly and routinely conducted based on specifications and Works
Description:
This check point is to confirm that the Contractor conducts quality/quantity management
within the interval specified in Works Execution Programme (WEP).
It is also important to check whether or not the same material is really used for the works as
qualified by the tests.

Reference
SSRBC Section 2 “Materials and testing of materials”
Case examples
1. Material testing, structural examination and measurements are not conducted based on
specifications and WEP.
2. Same materials qualified by the test are not used in the site.
1. The Contractor has a quality and quantity management system.
2. The Contractor maintains its own laboratory for material testing.
Photo 2.8 “Proper material testing and structural measurement”
‐ 35 ‐
Table 2.5.6.2
Check Point Results of material testing, structural examination and measurements

6-2
are within the specifications.
Description:
This is to confirm that results of testing, examinations, and measurements are within the
specification. SSRBC shall be referred to about tolerances.

Reference
SSRBC Section 2 “Materials and testing of materials”
SSRBC Section 3-302 “Tolerances“
Case examples
1. Measurement results of quality and quantity are not within the tolerances.
1. Not only that the results are within the specified values, but the contractor has a
management system in which statistical data of the result gives feedback to rationalise
management for quality and quantity control.
2. The Contractor is ISO certified.
Photo 2.9 “Good measurement result of quality and quantity”
‐ 36 ‐
Table 2.5.6.3
Check Point Results of material testing, structural examination and measurements

6-3
are properly compiled as reports for confirmation.
Description:
It is to check whether the results are compiled for recheck. Supervisor checks whether or not
the test results in documents or any record are available to be referred to. Since it is impossible
for a supervisor to check all results of test, examination, and measurements, those results shall
be compiled so that supervisor can check when required.

Reference
SSRBC Section 1-126 “Materials and manufactured articles”, 1-127 “Information from
exploratory boring and test pits” , 1-128 “Materials and testing of materials” , 1-129 “Test
certificates”
Case examples
(The case of giving corrective order in supervision)

1. Each report is not organized and compiled for confirmation.
2. The necessary reports are not available.
1. Results are organised as statistical data in conjunction with target values and limitation
values in the reports.
2. The Contractor has a database of all test results for reference purpose.
3. The Contractor properly compiles photograph records for quality and quantity management
Photo 2.10 Photograph Record with White Board
‐ 37 ‐
Table 2.5.7.1
Item 7 Work scheduling
Check Point 7-1 Understanding of critical path and its reflection on scheduling is proper.
Description:
The contractor shall make work schedule within the time frame in order to complete the
works within the contract term. It is important to understand critical paths in the work process
and consider it in work schedule.
This check point asks both the whole scheduling in Works Execution Programme (WEP) and
short term scheduling (e.g., daily/weekly) to be made with understanding the critical path and
reflection of it.

Reference
WEP
Case examples
1. Contractor doesn’t understand critical path of the work schedule.
1. Contractor predicts delays due to adverse conditions of weather, environment, material

procurement and put in place contingency plan.
Fig.2.11 “Comprehension of critical path”
‐ 38 ‐
Table 2.5.7.2
Check Point Actual proceedings are periodically compared to the planned schedule
7-2
described in Works Execution Programme.
Description:
It is very important for the contractor to compare the actual work progress with work
schedule by recording the work accomplished. This helps in progress management and in
determining whether works are within schedule. Preparation of accumulation curve gives
indication of progress and expected date of completion. The below figure shows an example of
schedule management by bar chart for each work items and accumulation curve for the entire
work.
Reference
Case examples
1. Contractor does not compare planned schedule and actual proceedings.
1. Contractor organizes the schedule and executes it for the early completion of the entire
project through predictions of each work through comparison between actual and planned work
progress.
Fig.2.12 Bar chart and accumulation curve for schedule management
‐ 39 ‐
Table 2.5.7.3
Check Point Changes caused by site conditions are properly handled to keep the
7-3
works on schedule.
Description:
Changes shall be handled properly so that impact on the schedule is minimized. Even the site
condition is considered in the drafting of Works Execution Programme (WEP), occasionally an
adverse event occurs. Such adverse events shall be adequately dealt with through consultation
with the Authority, and also reflected in WEP.

Reference
Case examples
1. Contractor does not try to compensate delay of schedule caused by foreseen change of site
condition (e.g. climate, environment, and procurement of materials).
1. Regardless of unforeseen site conditions, contractor catches up the monthly target.
‐ 40 ‐
Table 2.5.7.4
Check Point All works are completed within the contract term or within the
7-4
extended term as allowed.
Description:
This check point requires that all works are completed within the contract term or within the
extended time. It should be noted that most of check points other than this is for checking
contractor’s execution system and process, however this check points requires the result of
timely completion because in itself can be a proof of good scheduling.

When the works are completed
Reference
Case examples
1. Contractor couldn’t complete works within the due date without any reasonable cause.
1. Regardless of unforeseen site conditions, contractor completes the work within the due date.
‐ 41 ‐
Table 2.5.8.1
Item 8 Work safety management
Check Point 8-1 No accident occurs to workers, operators and third-parties.
Description:
It should be noted that most of check points other than this is for checking contractor’s
execution system and process, considering the importance of safety, however, this check points
requires the result that no accident occurs to workers, operator, or third-parties. Not only
damage on human, but if damage on property might have caused damage on human, such
incident shall also be regarded as an accident to be recorded for this check point.

When the works are completed
Reference
SSRBC Section 1-117 “Health, Safety and Accidents”
Case examples

Types of accident to be recorded on the list are as follows;
1) Injury of in-house staff, worker, operator, and those of subcontractor.
2) Injury of third-party.
3) Traffic accident of work related vehicle(s) and equipment(s).
In addition to no accident on site workers, operators, and third-parties;
1. Contractor’s continuous awareness effort for accident prevention throughout execution

period brings safety consciousness to workers, operators, and even to residents surrounding
area.
2. The Contractor performs safety drills on the site periodically
3. The Contractor has a trained safety personnel attached to the site.
‐ 42 ‐
Table 2.5.8.2
Check Point 8-2 Safety of workers and operators is considered.
Description:
Supervisor shall check if the contractor takes necessary actions to prevent an accident. If there
is a cliff or a hole that people may fall down, barricade shall be set up, or at least indicated by
rope or tape. It is also important to prevent things from falling down onto people and/or
properties. A net shall be set to prevent such fallings.
1) Safety Gears
The workers and operators shall be well equipped for the safety. Wear helmets at least.
Wearing reflective vest is necessary when the work is done on the road.
2) Prevention of Fall Accidents
Fall accident is major in the civil works; the supervisor shall check how the workers are doing
their jobs if the works includes one in higher place. The worker shall wear safety belt and use
it properly. Scaffolding shall be strong enough for loads, equipped well to prevent fall accidents,
and firmly supported on the ground.
3) Safety of machinery in site
Operators of machinery shall make a clear sign to people around the machine for the safety.
When a crane is used, outrigger should be stretched fully to avoid overturn.
4) Safety instruction for less experience workers
It is also important for the site agent to instruct safety skills to workers with less experience.
Supervisor shall check if the contractor is conducting necessary safety education to its workers.
5) Preparedness against accidents and natural disasters

Reference
‐ 43 ‐
Table 2.5.8.2 (Cont’d)
Check Point 8-2 Safety of workers and operators is considered.
Case examples

1. Workers don’t wear helmets and reflective vest.
2. Workers don’t wear safety belt and use it properly.
3. Scaffolding is not strong enough for loads, equipped well to prevent fall accidents, and
firmly supported on the ground.
4. Sign of machinery is not clear to people around the machine for the safety.
5. Outrigger of the crane is not stretched fully to avoid overturn.
1. Effort for keeping site safety is excellent (e.g. conducting ‘toolbox meeting’, safety
instruction for workers)
2. Not only the contractor provides workers safety gears but also it gives workers and
operators the instruction to how to use it through continuous safety awareness efforts.
3. The contractor not only makes effort for accident prevention, but also takes measures for
preparedness against accident and natural disaster
4. The contractor manages to minimise damage on the site when a severe natural disaster hit
the area.

Photo 2.11 Example Photo: Application of Do-nou (Sand bag) for safe passage for workers
‐ 44 ‐
Table 2.5.8.3
Check Point 8-3 Accident prevention efforts for third-parties are proper.
Description:
The site agent shall take necessary action to prevent any accidents on third party. The
supervisor shall check on how the contractor is managing the site, especially at places where
third party come closer or even come into.

Reference
SSRBC Section 1-118 “Preservation and maintenance of fence and gates”
Case examples
1. Designation of work area is not clear so that the third party is able to get in.

1. Accident prevention efforts for third-parties are excellent (e.g. setting temporary fence or
barricade to designate the work area, setting ropes around the pit hole )
(a) Fence on the edge of slope (b)Rope around a hole
Photo 2.12 Preventions from Falling
‐ 45 ‐
Table 2.5.8.4
Check Point 8-4 Traffic and site safety devices are properly installed and managed.
Description:
When works are conducted on or close to the carriageway, adequate measures should be
taken to warn and protect road users and workers. Details of safety measures are proposed in
Chapter12 of RMM.

As-needed bases.
Reference
RMM Chapter12 “Safety methods for execution works”
Case examples

1. Installation of traffic and site safety devices is inadequate. (e.g. No traffic restriction, No
taper at approaches to the work area, No traffic controllers, etc)
1. Distinct signs are well arranged and visible so that road users can get an extra cautious.

Photo 2.13 Sign of “WORKS AHEAD”

Fig. 2.12 “Proper traffic control
measure for on works on carriageway”
‐ 46 ‐
Table 2.5.8.5
Check Point 8-5 Temporary facilities (e.g. scaffolding) are constantly checked.
Description:
Temporary facilities affect safety very much during the execution period. The Contractor
shall check whether or not the facilities themselves are strong, they are fixed firmly on the
ground, and the ground has enough bearing capacity. This check point requires periodic and
as-need basis checking of these features of temporary facilities.

As-needed basis
Reference
SSRBC Section 1-115(k) “Construction Generally”
Case examples

1. Contractor doesn’t conduct periodical check of temporary facilities.
2. Contractor doesn’t conduct checking of temporary facilities after any phenomenon.

Contractor shall conduct checks for temporally facilities constantly.
Photo is an example of form supports on a river. Several supports on the left are scoured and
hanging because of river flow. The area got much rain in the day before. Therefore, check
should be done not only periodically but also after major events such as collision, heavy rain,
and so on,
1. The contractor checks safety of temporary facilities daily based on its own safety code.
Photo 2.14 Unstable scaffolding on a river after the heavy rain
‐ 47 ‐
Table 2.5.9.1
Item 9 Environmental and social management
Check Point Environmental and social mitigation efforts (e.g. against noise,
9-1
vibration, emission, and dust ) are conducted
Description:
The contractor shall try to minimise pollutions and affections of those pollution on
environment. If noise and/or vibration would be a problem by the works near residential area,
it is preferable to choose low-noise/vibration machines for the work. If damage by dust is
predictable, the contractor shall consider water-spraying.

Reference
SSRBC Section 1-115 (c) (d) “Construction Generally”
Case examples
1. No mitigation effort for noise or dust is conducted at residential area.
1. The contractor employs eco-friendly machines (e.g. low-noise, low-vibration, low-emission

types) to prevent environmental nuisance.
2. The contractor takes a voluntary measure to mitigate social inconvenience during the work
execution.
Photo 2.15 Temporary pedestrian bridge along work site
‐ 48 ‐
Table 2.5.9.2
Check Point 9-2 Waste material generated from the site is properly disposed
Description:
The contractor shall properly dispose any waste that is generated in the site. This is to
prevent any environmental problems such as air pollution and water pollution. Also the issue
shall be checked whether or not the Contractor is committing illegal dumping.

As-needed basis
Reference
SSRBC Section 1-115 (c) (d) “Construction Generally”
SSRBC Section 1-120 “Protection of existing works and services”
Case examples

1. Waste materials generated from the site (e.g. soil, tree roots) is not disposed and left in the
site.
2. Waste materials are disposed to place which is not designated.
1. The contractor disposes waste material in an eco-friendly manner, or put it into recycle
process.
Photo 2.16 “Disposal of the waste”
‐ 49 ‐
Table 2.5.9.3
Check Point Damage to existing roads, works and services are avoided or are
9-3
repaired
Description:
Damages on existing roads, works, and services shall be avoided as long as possible. In case of
giving damage, it should be restored as soon as possible.

As needed basis
Reference
SSRBC Section 1-120 “Protection of existing works and services”
Case examples
1. The existing road, works or services is damaged and not maintained.
1. The contractor takes measures to prevent damage on existing facilities prior to the
commencement of the works, or repairs any damage that may occur.
Photo 2.17 Damages on road surface by drainage works
‐ 50 ‐
Table 2.5.9.4
Check Point Transportation by vehicles is properly done with no overloading, and

9-4
neither material falling, leakage, nor spillage.
Description:
Work-related vehicles of the Contractor are required to follow the all relevant regulations to
prevent the overloading that may cause road damage along the transportation route. Also
goods, material and waste material to be dumped out of the site shall be properly loaded and
fastened to avoid falling, leakage or spillage during the transportation.

Monthly during execution of work
Reference
Case examples
1. Claim of overloading of work-related vehicles is reported.
1. Contractor checks the weight of their trucks constantly.
2. The contractor instructs and periodically check transporters to obey the traffic regulations.
Photo 2.18 Check for Overloading on Weighbridge
‐ 51 ‐
3. Contract Evaluation
3.1 Application
3.1.1 Purpose
The purpose of contract evaluation is to assess contractor’s performance by fair and

transparent methods after completion of works. The result of evaluation is given in the form of
grade and numerical score that is stored in the database for future reference and use where the
contractor has access to the same. All the contracted road works are subject to evaluation using
the same procedures specified in this chapter. This makes database objective and reliable.
3.1.2 Evaluators
Contract evaluation is basically conducted by three evaluators in order to avoid arbitrary

grading and scoring. As shown in Table 3.1, evaluators are assigned according to the subject of
auditing and contract size. And Fig.3.1 is a flow chart for assignment of the third evaluator.
(1) Resident Engineer

Assigned Resident Engineer evaluates work deliveries by close supervision during the contract
period.
(2) The Engineer’s Representative (ER)

It is the original idea that second evaluator's role should be played by the Engineer because
The Engineer is obligated to be the most important person in the supervision who reassesses the
supervision results by Resident Engineer and can evaluate the Contractor's performance with
comprehensive point of view. However, taking into consideration of the large number of road
works, this manual specifies the role can be played by the Engineer's Representative.
(3) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC)
QAO/IAC evaluates the works as third evaluator with independent point of view.
Composition of members of IAC is regulated in clause No.17 of the public procurement and
disposal regulations 2006. In that case IAC chairperson checks and endorses the evaluation done
by IAC. If the authority does not have Quality assurance office, third party evaluation is
conducted solely by IAC.
(4) Temporary Assignment for the Third evaluator

Since current function of QAO is a technical auditing of selected number of contracts, assigning
the independent evaluator’s role solely on QAO is difficult. For the moment IAC, which is
organized for every contract at the completion and includes other members rather than Resident
Engineer and The Engineer, plays QAO’s role if the contract is not subject to be audited. This is a
temporary measure and when the independent technical inspection office is established in the
Authority, it shall have the whole responsibility for this evaluation.
‐ 52 ‐
Table3.1 Temporary Evaluators Assignment
Evaluators
Contract is
Case audited by Contact Sum
Resident QAO/IAC
QAO* The Engineer
Engineer (The third Evaluator)
Resident Engineer’s
1 Yes N/A QAO
Engineer Representative
Greater than Resident Engineer’s

2 No IAC
500,000.00Ksh Engineer Representative
Smaller than Resident Resident Resident

3 No
500,000.00Ksh Engineer Engineer Engineer
*QAO ; Quality Assurance Office, IAC ; Inspection and Acceptance Committee
Contract is audited by QAO
YES NO
Contract sum is over 500,000 Ksh
YES NO
Resident Engineer
QAO evaluates IAC evaluates
evaluates
Fig. 3.1 Flowchart for Assignment of the Third Evaluator
3.1.3 Evaluation timing
(1) Resident Engineer

RE evaluates right after the completion of the works.
(2) The Engineer’s Representative (ER)

ER evaluates after the evaluation by RE.
(3) Quality Assurance Office (QAO)

In the case that QAO evaluates, the office conducts evaluation right after the completion of the
works.
(4) Inspection and Acceptance Committee (IAC)

For IAC, Substantial Completion Meeting is the most appropriate timing for evaluation. At the
meeting all necessary information and documents for evaluation are available and the evaluators
‐ 53 ‐
can observe the site for close checks. However, IAC shall ask the Contractor to get out of the
meeting venue during the evaluation in order to avoid the influence by the Contractor.
3.2 Evaluation procedures
3.2.1 Overall procedures
(1) Organisational Scheme
Organisational scheme of evaluation is shown in Fig.3.2.
1) The contractor submits Works execution programme (WEP) before the commencement of the
work.
2) Resident Engineer (RE) checks the contractor’s execution system using Supervision Check List
(SCL) in terms of compliance with WEP.
3) RE checks quality and finished works dimension based on reports from the Contractor.
4) RE evaluates nine items and puts the results on Grading Sheet for the Resident Engineer
whose example is shown in Table 3.7.
5) The Grading Sheet is shown to The Engineer’s Representative (ER)
6) ER evaluates five items and two items for bonus and penalty. ER puts the results on Grading
Sheet for the Engineer’s Representative whose example is shown in Table 3.7.
7) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC) evaluates two
items in CETS. Evaluations are done using Grading Sheet for Quality Assurance Office / Inspection
and Acceptance Committee whose example is shown in Table 3.9(a) – (c).
8) Grading results by three evaluators are input on Contract Evaluation Tally Sheet so that the score is
calculated.
‐ 54 ‐
Contractor Road Authority
Works Execution Resident Engineer
Programme 1)
Supervision 4) Grading
Supervision Check List (Chapter 3.4)
✓ Execution System in
General
Execution System Check the
Quality and Quantity ✓ Equipment Holding
2) Check Compliance ✓ In‐house Staff
Works on site with WEP ✓ Personnel Employment
✓ Site Base Facilities
✓ Quality and Quantity
3) Management
Report Quality/Quantity ✓ Work Scheduling
Testing & Measurement Check & Confirm ✓ Work Safety Management
✓ Environmental and Social
Management
Quality Assurance Office / The Engineer's 5)
Contractor’s self Inspection and Acceptance Representative
management Committee
6) Grading
7) Grading (Chapter 3.5)
Supervision
✓Equipment Holiding
(Chapter 3.6)
✓ In‐house Staff
✓Execution System in General
✓ Personnel Employment
✓Quality and Quantity
✓ Work Scheduling
management
Contract Evaluation ✓ Work Safety Management
✓ Environmental and Social
Management
✓ Innovation Effort
Evaluator ✓ Compliance with Statutory
Requirement
Documentation
8) Scoring on Contract Evaluation Tally Sheet
Fig 3.2 Organizational Chart for Contract Evaluation
(2) Evaluation Procedure

Evaluation procedure is shown in Fig 3.3 for each process after the end of execution period.
These processes shall be conducted according to the flaw chart.
‐ 55 ‐
Flow Chart Reference
Supervsion
Example : Table 3.5

Grading by Resident Engineer (3.4) Grading Sheet for the
Resident Engineer
Substantial Completion
Meeting
Example : Table 3.7

Grading by The Engineer's
Grading Sheet for the
Representative (3.5)
Engineer’s Representative
Example : Table 3.9 (a-c)

Grading by Quality Assurance Office /
Grading Sheet for Quality
Inspection and Acceptance Committee
Assurance Office / Inspection
(3.6)
and Acceptance Committee
Example : Table 3.12 Contract

Contract Evaluation Scoring (3.8.1)
Evaluation Tally Sheet
(Signing on Contract
The Engineer's approval Evaluation Tally Sheet and
Notification)
Notification of scores to the Contractor Template : G. Notification of

(3.8.2) scoring of contract evaluation
14 days
Necessity for Score

Corrrection?
Yes
No
Template : H. Taking Over

Issue of Taking Over Certificate
Certificate
Template : I. Database
Score Database (3.8.3)
Format
Datbase in MoR/KRB
Fig 3.3 Contract Evaluation Procedure
‐ 56 ‐
3.2.2 Grading
(1) Definition of grade and basic score
Evaluation results are expressed in five grades as shown in Table 3.2. Basic score is given for
each grade; the scores cannot be intermediate values between basic scores. Hereafter in this
manual, the word “grade” is used for determination of grades “a”, “b”, “c”, “d”, or “e” in a part of
evaluation process.
It should be noted that grading is to be conducted strictly in accordance with Table 3.3 and
Section 3.4 to 3.6. This means that grading shall be done by neither intuition by the words like
“Very good”, “Good”, or “Very poor” nor any percentages implied from Basic Scores of 10.0, 7.5,
5.0, 2.5, or 0.0.
Table 3.2 Grade and Basic Score
a b c d e
Grade
(Very good) (Good) (Fair) (Poor) (Very poor)
Basic Score 10.0 7.5 5.0 2.5 0.0
(2) Grading Criteria
Determining grade which corresponds to the level of contractor’s performance is the core part
of the evaluation process. Table 3.3 summarizes the grading criteria. Detailed procedures are
described in Chapter 3.4 to 3.6 by type of evaluator.
‐ 57 ‐
Table 3.3 Grading Criteria on Contract Evaluation
Grade a b c d e Grading Flow Chart

No corrective order is made Corrective order is made
Excellent performance is The work executed is The Contractor complies The Contractor complies The Contractor does not
presented for the satisfactory, but no with the order within the with the order within the comply with it during the
evaluation items specified excellent peformance is contract period. contract period. However contract period
Resident Engineer in 3.4.1. presented for the corrections are poor. Fig.3.3
(RE) Examples of excellent evaluation items specified
performance are indecated in 3.4.1.
in Table 2.5.1.1 - 2.5.9.4
Grade a - c - e Grading Flow Chart

Remarkable effort is made Effort is made in average Effort is insufficient for
for the evaluation items sense for the evaluation the evaluation items
specified in 3.5.1. items specified in 3.5.1. specified in 3.5.1.
1. RE evaluates "a" RE evaluates "b, c, or d", RE evaluates "e"
‐ 58 ‐
The Engineer's and ER does not find any
Representative OR - remarkable efforts by the - Fig.3.4
(ER) 2. RE evaluates "b, c, or Contractor
d", however, ER finds a

remarkable effort by the
Contractor
Grade a b c d e Grading Flow Chart

Rate of compliance with Rate of compliance with Rate of compliance with Rate of compliance with Rate of compliance with
Quality Assurance requirements in 3.6.2 is requirements in 3.6.2 is requirements in 3.6.2 is requirements in 3.6.2 is requirements in 3.6.2 is
Office (QAO) very good for the good for the evaluation fair for the evaluation poor for the evaluation very poor for the
/ evaluation items in 3.6.1. items in 3.6.1. items in 3.6.1. items in 3.6.1. evaluation items in 3.6.1.
Fig.3.5
Inspection and
Acceptance Committee
(IAC)
3.3 Evaluation items
There are 11 items for evaluation. Note that evaluation items 1 to 9 are identical to the items
in Supervision Check List (SCL). Each evaluation item contains one or two sub-items. Not all
sub-items are to be evaluated by each evaluator; sub-items to be evaluated are varied by scales of
the works as shown in Table 3.4.
The definition of scales of the works is the same as in 2.3.2; Large scale work is a project by
Class A, B, C, and D company, Small scale work is a project by Class E and under company, and
Labour-based work is a project under the Roads 2000 scheme.
Table 3.4 Evaluation Items
*RE ER QAO/IAC
Item Description Note
**L S Lb L S Lb L S Lb
Work procedues are in accordance with Works

Execution Programme that properly reflects given ○ ○ ○ --- --- --- --- --- ---
1. Execution System in conditions.
General
Overall execution system is confirmed to be proper
--- --- --- --- --- --- ○ ○ ○
during audit or Substantial completion meeting
All equipments used in the works are mobilised properly

2. Equipment holding ○ ○ --- ○ ○ --- --- --- ---
and well-maintained
3. Contractor's In-house The qualified technical engineers and in-house staffs are
○ ○ ○ ○ --- --- --- --- ---
staff assigned
4. Personnel Reasonable number of skilled workers/operators is

○ ○ ○ --- ○ ○ --- --- ---
employment properly employed by the contractor
Site facilities are properly prepared, maintained during

5. Site base facilities ○ ○ --- --- --- --- --- --- ---
execution, and cleared on completion.
Grading
Material testing, structural examination, and
measurements are properly and routinely conducted.
○ ○ ○ --- --- --- --- --- ---
6. Quality and quantity Results are within the specifications and compiled for
management checking.
Measured parametres are within the specification with

--- --- --- --- --- --- ○ ○ ○
proper workmanship
7. Work scheduling Work has been progressed and completed as planned ○ ○ ○ ○ --- --- --- --- ---
Necessary measures are taken for safety of workers,

8. Work safety
operators, and third party. No serious accident occurrs ○ ○ ○ ○ ○ ○ --- --- ---
management
during the contract period.
9. Environmental and Environmental and social issues caused by the works

○ ○ ○ ○ ○ ○ --- --- ---
social management are minimized and mitigated properly
Innovation effort is made by using new materials, new

10.Innovation effort --- --- --- ○ --- --- --- --- --- Bonus
technology, process rationalization, etc.
11. Compliance with statutory requirements --- --- --- ○ ○ ○ --- --- --- Penalty
*RE;Resident Engineer, ER;Engineer's Represenmtative, QAO;Quality Assurance Office, and IAC;Inspection and Acceptance Committee (IAC)
**L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
‐ 59 ‐
3.4 Evaluation by Resident Engineer
3.4.1 Evaluation items
The Resident Engineer (RE) shall evaluate all items that are identical to the items on
Supervision Check List (SCL) since he/she inspects all aspects of work on a daily basis through
site inspectors.
1. Execution System in General
“Work procedures are in accordance with Works Execution Programme that properly
reflects given conditions.”
2. Equipment holding
3. In-house staff
4. Personnel employment
5. Site base facilities
6. Quality and quantity management
“Material testing, structural examination, and measurements are properly and
routinely conducted. Results are within the specifications and compiled for checking.”
7. Work scheduling
8. Work safety management
9. Environmental and social management
Note that “2. Equipment holding” and “5. Site base facilities” are not evaluated in the contract
of labour based works (See Table 3.4).
3.4.2 Grading criteria

(1) General
Evaluation by RE is based on daily reports (site diary) and SCL and other written records.
With those documents, RE checks the issuance of written corrective order by the Authority and
contractor’s compliance with the order, and identifies the existence of excellence performances.
Grades are given as shown in Fig3.3 according to those evaluation results by item by item.
‐ 60 ‐
Issuance of corrective order
NO YES
Excellent performance is The Contractor complies the
presented? order?
YES NO
YES NO
Correction made is fair or “e”
“a” “b”
good?
YES NO
“c” “d”
Fig. 3.3 Grading Flow Chart for Resident Engineer
(2) Grading “a”

When RE gives grade “a”, the RE shall specify the reason of excellent performance presented
by the Contractor. Examples of such excellent performances are shown in the Table 2.5.1.1 –
2.5.9.4 in 2.5..
3.4.3 Evaluation Sheet

RE shall use grading sheet whose template is shown in A.5.1. Table 3.5 is a sample of the
grading on the sheet. Since the Engineer’s Representative (ER) grades based on RE’s grading, RE
shall show the results on Table 3.5 to the ER.
‐ 61 ‐
Table 3.5 Grading Sheet for the Resident Engineer (Example)
Contract Evaluation Grading Sheet for Resident Engineer
Project Title: Repair and Resealing of N - G Road (C##) Date: 21/08/2012
Resident Engineer : AAAA BBBB Signature: AAAA BBBB
Comment :
Scale of Work
Items Descriptions Grade Note
(Record on Supervision Check List)
*L S Lb
Work procedures are in accordance with Works
1. Execution System
in General
Execution Programme that properly reflects given ○ ○ ○ a b c d e
conditions.
2. Equipment All equipments used in the works are mobilised
holding properly and well-maintained
○ ○ -- a b c d e
3. Contractor's In- The qualified technical engineers and in-house
house staff staffs are assigned
○ ○ ○ a b c d e
○ ○ ○ a b c d e
5. Site base Site facilities are properly prepared, maintained
facilities during execution, and cleared on completion.
○ ○ -- a b c d e
6. Quality and
measurements are properly and routinely
quantity
conducted. Results are within the specifications
○ ○ ○ a b c d e
management
and compiled for checking.
Work has been progressed and completed as Sophisticated work procedure

7. Work scheduling
planned
○ ○ ○ a b c d e (Check point 7-1)
Necessary measures are taken for safety of Safety gears were not enough.
8. Work safety
management
workers, operators, and third party. No serious ○ ○ ○ a b c d e Contractor did not complied (Check
accident occurs during the contract period. point 8-2)
9. Environmental
Environmental and social issues caused by the
and social
works are minimized and mitigated properly
○ ○ ○ a b c d e overloading twice
management
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Grading Criteria
a b c d e
in 3.4.1. presented for the corrections are poor.
Examples of excellent evaluation items specified
in Table 2.5.1.1 ‐ 2.5.9.4
NO YES
presented? order?
YES NO
YES NO
“a” “b”
good?
YES NO
“c” “d”
‐ 62 ‐
3.5 Evaluation by the Engineer’s Representative
The Engineer’s Representative is responsible for overseeing contracts’ general performances

from many aspects. The Engineer’s Representative (ER) evaluates the following common items;
(1) Grading
3. In-house staff
4. Personnel employment
7. Work scheduling
8. Work safety management
9. Environmental and social management
(2) Bonus/Penalty
10. Innovation effort
11. Compliance with statutory requirement
(3) Variation of items by scale of the works
Set of evaluation items varies by scales of the works as shown in Table-3.4. The definition of
the scale of works is written in 3.3. Grading items 2, 3, 4 and 7 are evaluated or not evaluated
depending on scale of a work. Grading items 8 and 9 are evaluated in either scale of works. Item
10 for bonus is evaluated for large scale works only, while Item11 for penalty are evaluated in
either scale of works.

(1) General
Since the ER does not follow the daily situation of the contract, the evaluation basically relies
on the grading results by Resident Engineer (RE) and his/her comprehensive examination by
using occasional site checks at monthly progress meetings. Especially The ER shall focus on
identifying the unforeseen difficulties during the work execution and outstanding outcomes of
finished works.
As shown in the Fig.3.4, if RE chooses grades “a” or “e”, The ER gives the same grade
automatically. Otherwise The ER normally gives grade “c”. In case The ER identifies that the
Contractor overcomes unforeseen difficulties or makes an outstanding achievement during the
execution or in the finished works, grade “a” can be given.
Upgrading from “c” to “a” cannot be applied for the evaluation in which the RE plays The ER’s
role. This is the case 3 in Table 3.1 in which the contract is not audited by Quality Assurance
Office (QAO) and the contract sum is smaller than 2,000,000Ksh.
‐ 63 ‐
Grading by Resident Engineer
“a” “b” , “c” , “d” “e”
Overcoming unforeseen
difficulties or achieving
outstanding outcomes?
YES
NO
“a” “c” “e”
Fig. 3.4 Grading Flow Chart for The Engineer’s Representative
(2) Upgrading from “c” to “a”

Table 3.6 shows case examples for ER to upgrade from “c” to “a” when the Contractor presents
remarkable effort.
‐ 64 ‐
Table 3.6 Case examples for upgrading “c” to “a” by the Engineer’s Representative
Scale of the
Item* Work** Case Examples of "Remarkable Efforts"
L S Lb
i) Overcoming unforeseen difficulties

- Necessary equipment suddenly becomes unavailable because of the reason
which the Contractor is not responsible for, but the contractor completes the
works without delay by optimizing combination of alternative equipments.
- Necessary equipment is broken down despite the careful maintenance, but
the contractor completes the works without delay by immediate arrangements
for spare parts.
2. Equipment ii) Achieving outstanding outcomes
○ ○ ---
holding
- There is no delay on the schedule because the contractor has a system to keep
their equipments in good condition (e.g., by quick procurements, stocks and
fast moving of spare parts, resident mechanics)
- Contractor’s mobilisation of equipments is always optimized in terms of
arrangements and scheduling.
- Any broken down equipment is repaired immediately.

- Despite a unforeseen situation with lack of in-house engineers, the contractor
supplements extra staff.
3. Contractor's
○ --- --- ii) Achieving outstanding outcomes
In-house staff
- The contractor employs in-house staff with adequate gender mix and the
hired in-house staffs achieve more-than-average outcomes.

- Despite an unforeseen situation with lack of workers/operators, the
contractor hires additional workers with enough skill and experiences.
ii) Achieving outstanding outcomes
4. Personnel - The contractor contributes local economy by hiring local labours
--- ○ ○
employment
- The contractors trains the workers/operators to meet the contract
requirements
- The contractor proactively takes a leading role in conducting HIV/AIDS
awareness to the local publics.
‐ 65 ‐

- Despite unpredictable disturbances as shown below, the contractor minimizes
the negative influences on the schedule with conformity with the works
execution programme.
- Challenges on funding (e.g., bankrupt of main bank)
- Disruption of key material supply
7. Work - Shortage of local material
○ --- ---
scheduling - Extreme price hike of material
- Abnormal weather conditions (e.g., Long rains)
- Abrupt changes in the design which the contractor is not responsible for
- The contractor’s continuous schedule management makes possible in-time
completion.

- Accidents occur in an unavoidable situation to the contractor, but the
contractor takes adequate responses and minimizes safety hazard on site.
8. Work safety - The contractor executes works under highly difficult situation for the safety
○ ○ ○
management
and completes with no accident by adopting adequate safety measures.
- The contractor continuously conducts safety education during the period and
raises safety awareness among workers/operators, subcontractors, and local
community.

- Despite unforeseen environmental and social difficulties affecting
surrounding communities of the site, the contractor’s mitigating efforts
minimize the deterioration and avoid disputes.
- The contractor completes the works with no claim for environmental issues
9.
Environmental although the works are executed in the area of high environmental concerns.
○ ○ ○
and social - The contractor makes adequate efforts for social mitigation so that there is no
management claim from local communities.
- The contractor conducts an extra mitigation as shown below;
- The contractor constructs/repairs educational and/or health facilities as
Corporal Social Responsibility (CSR).
- The contractor provides free seedling to schools for planting during
National tree planting days.
*See Table3.4 for Descriptions

**L; Large Scale Work (Class A - D), S; Small Scale Work (Class D and Under), and Lb; Labour Based Work
‐ 66 ‐
3.5.3 Bonus/Penalty
The following two items are evaluated as bonus or penalty, respectively. For the moment, those
score levels are at the discretion of the evaluator. And they are neither subject to inter-items
weightings nor evaluator weightings.
(1) Innovation Effort

The Engineer may add the score if the contractor made a remarkable effort for innovation
during executions. The maximum point to be given is 10.0.
Followings are examples for giving additional points.
Application of more appropriate material, new technology, process rationalisation resulted
in shortening of the works schedule, high quality output, reduction of project cost, and
reduction of impacts on environment and society.
(2) Compliance with statutory regulations

The Engineer shall reduce the score if the contractor violates relevant regulations of the
Republic of Kenya. The maximum reduction is 10.0. Relevant regulations are;
1. Tax compliance (VAT registration, PIN registration)
1) Income Tax Act Cap.470 (PAYE)
2) Values Added Tax Act Cap.476
3) Stamp Duty Cap. 486
2. Registration of business
1) Companies Act Cap. 486
2) Registration of Business Names Act Cap.499
3. Environmental law
1) Environment Management and Coordination Act No.8 of 1999
2) Environmental Impact Assessment and Audit Regulations - Legal Notice No.l21 of 2003
4. Traffic/Axle load regulations
1) Traffic Act Cap. 403
2) Kenya Roads Act, 2007
5. Labour law
1) Employment Act Cap. 226
2) Regulation of Wages and Conditions of Employment Act Cap. 229
3) Workmen's Compensation Act Cap. 236 (Workman's Compensation)
4) The Labour Relations Act, 2007
5) Industrial Training Act Cap. 237
6. Engineers
1) The Engineers Registration Act, No.43 of 2011
7. Social security
1) National Social Security Fund Act Cap.258 (currently being amended)
‐ 67 ‐
2) Retirement Benefits Authority Act Cap. 197

3) Pensions Act Cap. 189
8. Hospital insurance fund
1) National Hospital Insurance Fund Act, No. 9 of 1998
9. Local government
1) Local Government Act Cap. 265 to be repealed upon Commencement of the Act in (2) below
2) Urban Areas and Cities Act, 2011 (shall come into operation after the first elections under
the constitution of Kenya 2010
10. Water resource management act
1) Water Act.2002
11. Insurance
1) Insurance Act Cap.487
12. Safety
1) Public Health Act Cap.242
2) Occupational Safety and Health Act, No. l5 of2007
3) The Work Injury Benefits Act, No. 13 of 2007
13. Procurement laws
1) Public Procurement and Disposal Act, 2005
2) The Public Procurement and Disposal (Reference and Reservations Regulations. 201 l)
3) The Public Procurement and Disposal Regulations. 2006
4) The Public Procurement and Disposal (Public Private Partnerships) Regulations, 2009
5) The Public Procurement and Disposal (Amendment) Regulations, 2009
14. OTHERS
1) Constitution of Kenya 2010
2) Any other relevant laws that will come into effect after this date.
3.5.4 Grading Sheet

ER shall use grading sheet whose template is shown in A.5.2. Table 3.7 is a sample of the
grading on the sheet. Since the ER grades based on the results of RE’s grading, the ER shall get
the RE’s grading sheet.
‐ 68 ‐
Table 3.7 Grading Sheet for the Engineer’s Representative (Example)
Contract Evaluation Grading Sheet for the Engineer's Representative
Engineer's Representative : CCCC DDDD Signature: CCCC DDDD
Comment :
Scale of Work Note

RE's
Items Descriptions Grading
Grade (Record on Supervision Check List)
*L S Lb (Reason to grade "a")

○ ○ -- a b,c,d e a c e
○ -- -- a b,c,d e a c e
4. Personnel Reasonable number of skilled workers/operators
employment is properly employed by the contractor
-- ○ ○ a b,c,d e a c e
Work has been progressed and completed as
7. Work scheduling
planned
○ -- -- a b,c,d e a c e
Necessary measures are taken for safety of
8. Work safety
management
workers, operators, and third party. No serious ○ ○ ○ a b,c,d e a c e
accident occurs during the contract period.
9. Environmental
and social
○ ○ ○ a b,c,d
e a c e
management
Innovation effort is made by using new materials, 0 - +10

10.Innovation effort ○ -- -- Work Procedure optimised
new technology, process rationalization, etc. +5
0 - -10
11. Compliance with statutory requirements ○ ○ ○ Overloading twice
-5
Grading Criteria
a b c d e
Remarkable effort is Effort is made in Effort is insufficient
made for the average sense for for the evaluation
evaluation items the evaluation items items specified in
specified in 3.5.1. specified in 3.5.1. 3.5.1.
1. RE evaluates "a" RE evaluates "b, c, RE evaluates "e"

‐ or d", and ER does ‐
OR
not find any
2. RE evaluates "b,
remarkable efforts
c, or d", however,
by the Contractor
ER finds a
remarkable effort
by the Contractor
“a” “b” , “c” , “d” “e”
YES
NO
“a” “c” “e”
‐ 69 ‐
3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee

As the independent evaluator, QAO/IAC deals with the two key items which indicate the
contractor’s capacity to deliver;
1. Execution system in general
“Overall system of execution is confirmed to be proper during audit or at
substantial completion meeting”
6. Quality and quantity management
“Measured parameters are within the specified allowable ranges with proper
workmanship”

Based on temporary assignment of independent evaluator (see 3.1.3(4)), grading entity is
designated as shown in Fig. 3.5. Grading by QAO shall be based on their own investigation and
on written documents about overall system of execution and measured parameters of quality and
quantity management. Grading by IAC shall be based on the results of Substantial Completion
Meeting.
In case Resident Engineer evaluates, grading is based on the check list and his/her knowledge
of works.
Evaluator determined in Table 3.1 and Fig.3.1
Resident Engineer
evaluates
1. Execution system in 6. Quality and Quantity 1. Execution system

General Management in General
6. Quality and Quantity
Management
Grading based on scorings for Supervision Check list
Grading based on Rate of the followings
compliance with Quantity Management
requirements in Table 3.9 Quality Management
(b) Workmanship
in Table 3.9 (c) “a”, “b”, “c”, “d”, “e”
“a”, “b”, “c”, “d”, “e” “a”, “b”, “c”, “d”, “e”
Fig. 3.5 Grading Flow Chart for Third Evaluator
‐ 70 ‐
(1) Grading criteria for “Execution system in General”
Table3.6 shows an example of grading for “Execution system in General”. The blank format is
in Appendix A5.4. If the Contractor does not comply with the corrective order issued on status of
the system, grade “e” is given. If the correction is poor, grade “d” is given. In other cases, Grading
“a” to “c” is determined according to the number of checks in the sub-table.
(2) Grading criteria for “Quality and Quantity Management”
The level of quality and quantity achievements is judged by the following sub-items. They can
be evaluated by QAO/IAC only with written reports and visual inspection of finished works.
i) Quantity measurements
ii) Quality measurements
iii) Workmanship
As shown in Table3.6, points are given for each sub-item according to the degree of satisfaction
with fixed benchmarks. The criteria of point rating are shown in Table 3.7. The points are
summed up and the total point determines the grade. Weight allotment for each sub-item is 3.0,
3.0, and 4.0 respectively..
i) Quantity measurements
Sub-grades “a’ to ”e’” are determined whether or not the all necessary size and volume
measurements are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
ii) Quality measurements
Sub-grades “a’ to ”e’” are determined whether or not the all necessary material testing and
structural checking are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
iii) Workmanship
Sub-grades “a’ to ”e’” are determined by the number of satisfactory visual check points specified
in Table 3.9(c). Table 3.8 below shows sample pictures for the check points
‐ 71 ‐
Table 3.8(a) Sample pictures for check points “Good appearance of finished work”
Check Points Photographs Note
1.Good exterior appearance Exterior dimensions are

confirmed to be satisfactory
(Satisfactory)
2. Good alignment and Good alignment is confirmed

spacing from the straightness of the
drainage line.
(Satisfactory)
3. Good overall surface Surface alignment is plain

alignment without distortion.
(Satisfactory)
4. Good top and edge Top and edge are finished with
finishing good workmanship
(Satisfactory)
5. Good alignment to The wing wall of culvert is half

adjacent structures buried in the slope.
(Unsatisfactory)
‐ 72 ‐
6. Good overall cleanliness Removed asphalt is left on

roadside.
(Unsatisfactory)
7. Good surface touch Wing and wall of culvert have

rough surface because parting
agent was not applied to
mould.
(Unsatisfactory)
Table 3.8(b) Sample pictures for check points “No major flaws or deterioration”
8. No irregular shape of Sharp bends (curves ) in ditch

earth works alignment
(Unsatisfactory)
9. No visible cracks Concrete crack has developed.

It may affect safety and
durability of the structure.
(Unsatisfactory)
‐ 73 ‐
10. No water leakage Lack of drainage system
11. No excessive water pool Drainage system does not work

(puddle) on the surface on the viaduct.
(Unsatisfactory)
12. No spot of bitumen Many bitumen/mortar spots on

and/or mortar on other other structures causes not
structures only aesthetic problem but also
indicates that the works are
roughly conducted
(Unsatisfactory)
13. No visible flaws and White lane mark deteriorated

rusts on the surface just after the completion
(Unsatisfactory)
‐ 74 ‐
Table 3.8(c) Sample pictures for check points “Fitness for purpose”
14. Good functionality of Clogged drainage

structure for its purpose
(Unsatisfactory)
15. Good visibility of Road signs should be

road furniture from road installed properly so that
users they are visible to all road
users
(Satisfactory)
16. No obstacles for road Waste of materials used in

users left the work and equipments
are to be removed after the
completion.
(Unsatisfactory)
‐ 75 ‐
3.6.3 Grading sheet
Table 3.9 shall be used when QAO/IAC conducts evaluation.
Table 3.9(a) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
Contract Evaluation Grading Sheet for QAO/IAC (1/3)
Quality Assurance Office/Inspection and Acceptance
EEEE FFFF Signature: EEEE FFFF
Committee Chair: (Name)
Comment :
Scale of Work
*L S Lb
1. Execution System Overall execution system is confirmed to be proper

in General during audit or at Substantial completion meeting
○ ○ ○ a b c d e
6. Quality and
Measured parameters are within the specified
quantity
allowable ranges with proper workmanship
○ ○ ○ a b c d e
management
Grading Criteria
a b c d e
Rate of compliance Rate of compliance Rate of compliance Rate of compliance Rate of compliance
with requirements in with requirements in with requirements in with requirements in with requirements in
3.6.2 is very good 3.6.2 is good for the 3.6.2 is fair for the 3.6.2 is poor for the 3.6.2 is very poor
for the evaluation evaluation items in evaluation items in evaluation items in for the evaluation
items in 3.6.1. 3.6.1. 3.6.1. 3.6.1. items in 3.6.1.
‐ 76 ‐
Table 3.9(b) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
Item 1. Execution System
Overall execution system is confirmed to be proper during audit or Substantial completion

Descriptions
meeting
Grade
a b c d e
Check (✓)
Points to be checked
Satisfactory Unsatisfactory N/A
1 Work execution programme is submitted before commencement ✓

Work execution programme properly reflects the given specifications
2
and site conditions ✓
Execution procedures are conducted in accordance with Works
3
Execution Programme ✓
Proper handling of changes of site conditions (e.g. work environment,
4
climate, geological conditions) ✓
5 Proper management of material stocks through inventory ✓

Proper allotment of workers, operators and qualified technical
6
supervisors ✓
Proper preparation and organization of reporting documents in
7
accordance with Works Execution Programme ✓
Notice of operation to engineer is properly conducted before carrying
8
out. ✓
9 All equipment used are properly mobilized ✓
10 Proper recycling efforts of by-products from site ✓

Proper in-house quality assurance system and its documentation
11
procedures ✓
Others;(Specify)
No complaints from road users and surrounding
communities
12 ✓
α = 6
Total Number --- β= 0
Percentage γ = α / (12-β) *100% = 6 / (12 - 0) x 100 = 50.0 %
γ = 100 - 80.1% γ = 80.0 - 60.1% γ = 60.0 - 40.1% γ = 40.0 - 20.1% γ = 20.0 - 0%
a b c d e
‐ 77 ‐
Table 3.9(c) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
Item 6. Quality and quantity management
Description Measured parameters are within the specified allowable ranges with proper workmanship
All necessary scale measurements Although some of the necessary scale Nevertheless a corrective order was
are conducted and recorded as measurements were not conducted as issued, the Contractor did not comply
Quantity specified, and all measured specified, the contractor complied with a with it.
Measurements parameters are within the specified corrective order
allowable range
X 3.0 1.5 0.0
All necessary quality measurements Although some of the necessary quality Nevertheless a corrective order were
Quality specified, and all measured figures specified, the Contractor complied with a with it.
Measurements are within the specified allowable corrective order
range
Y 3.0 1.5 0.0
Check (✓)
Sub-sub item Check Point
a) Good 1 Good exterior appearance ✓
appearance of
finished work
2 Good alignment and spacing ✓
3 Good overall surface alignment ✓
4 Good top and edge finishing ✓
5 Good shaping for connection to adjacent structures ✓
6 Good overall cleaning ✓
7 Good surface touch ✓
b) No major 8 No irregular shape of earth works ✓
flaws or
Workmanship
deterioration
9 No visible cracks ✓
10 No water leakage ✓
11 No excessive water pool (puddle) on the surface ✓
12 No spot of bitumen/mortar on other structure ✓
13 No visible flaws and rusts on the surface ✓
c) Fitness for 14 Good functionality of structure for its purpose ✓
purpose
15 Good visibility of road furniture from road users ✓
16 No obstacles for road users left ✓
Total Number α = 8 --- β=2
Percentage γ = α / (16 - β) * 100% = 8 / (16 - 2) x 100% = 57.1%
γ = 100 - 80.1% γ = 80.0 - 60.1% γ = 60.0% - 40.1% γ = 40.0 - 20.1% γ = 20.0 - 0.0%
Z 4.0 3.0 2.0 1.0 0.0
Total Point : X + Y + Z = 1.5 + 3.0 + 2.0 = 6.5

Ranges 10.00 - 7.51 7.50 - 5.01 5.00 - 2.51 2.50 - 0.01 0.0
Grade a b c d e
‐ 78 ‐
3.7 Weighting
3.7.1 Concept of weighting
In order to reflect relative differences of importance between evaluation items and of degree
evaluators’ responsibility, relative weights are used on tallying of scores.
3.7.2 Weight application for scoring
Net score for an item by an evaluator score is calculated as the following equation;
p = w 1 x w2 x p 0
Where, p : net score, w1 : inter-item weight, w2 : weight by evaluator
p0 : basic scores defined in Table3.2
3.7.3 Inter-item weight
Set of inter-item weight is provided by scale of contract. Table 3.10 shows the weighting set for
the contract of large scale works (for Class D and above company), the contract of small scale
works (for Class E and under company), and labour based work contract.

Table 3.10 Weights by Item and Evaluator
Quality Assurance Office /

Resident Engineer The Engineer's representative Inspection and Acceptance
Committee
(Class E and under)
(Class E and under)
(Class E and under)

Labour-based work
Labour-based work
Labour-based work
Small scale work
Small scale work
Small scale work

Large scale work
Large scale work
Large scale work

(Class A - D)
(Class A - D)
(Class A - D)
Scale of Works
Item
1. Execution System in General 1.2 1.0 1.2 4.0 4.0 4.0
2. Equipment holding 1.4 1.4 3.0 3.0
3. Contractor's in-house staff 1.4 1.2 1.8 3.0

W1 :
Inter-Item 4. Personnel employment 1.0 1.4 2.2 3.0 4.0
Weight
5. Site base facilities 1.0 1.0
6. Quality and quantity

1.0 1.0 1.2 6.0 6.0 6.0
management
7. Work scheduling 1.0 1.0 1.2 2.0
8. Work safety management 1.0 1.0 1.2 1.0 2.0 3.0
9. Environmental and social

1.0 1.0 1.2 1.0 2.0 3.0
management
Total 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0
W2 : Weight by Evaluator 0.5 0.3 0.2
‐ 79 ‐
3.7.4 Weight by evaluator

Weights for Resident Engineer, The Engineer and QAO/IAC are 0.5, 0.3, and 0.2 respectively.
They are reflecting the relative importance of regional office which can objectively evaluate the
contractor’s performance with the most frequent observation of work performance and site
conditions.
3.7.5 Weight change
Weights specified in this section are not subject to change for the validity of unified scoring
scheme. However, when the clear changes of social, economic, environment, technological
requirements are observed, weight setting can be updated with unanimous agreement among
relevant organizations.
3.8 Contract evaluation scoring
3.8.1 Contract Evaluation Tally Sheet
Based on the results on three grading sheets (Table 3.5, 3.7, and 3.9), scores are automatically
given for each item by each evaluator. Contract Evaluation Tally Sheet (CETS) is the unified
template to calculate the total score from these scores. Fig 3.6 shows part of the CETS. An
evaluator fills the blank by choosing a “Net Score” which corresponds to the grading for the item
and the evaluator. There are three formats of CETS for large scale work, small scale work, and
labour based work.
Table 3.12 shows CETS for large scale works. They also include basic contract information and
fixed weights by contract size.
After the calculation of total score, CETS shall be signed by The Engineer.
Table 3.11 is a rough standard of contract’s performance judging from the total score.
Table 3.11 Rough Standard of Total Score Assessment
Total Score Range Contract’s Performance
76 and above Good
66-75 Satisfactory
56 – 65 Fair
55 and below Poor
‐ 80 ‐
Res i dent Engi neer
(na me) Grading

Ba s i c Scores p0
evaluator w2
weights w1
Inter‐item
weight by
a b c d e
it
10.0 7.5 ✕ 5.0 2.5 0.0
I t
Net Score p = w1 x w2 x p0
cuti on Progra mme 6.00 4.50 3.00 1.50 0.00

1.2 ✕ 0.5
3.00
r duri ng a udi t or a t

Score Filling
Fig 3.6 Score Filling on Contract Evaluation Tally Sheet
‐ 81 ‐
Table 3.12 Contract Evaluation Tally Sheet (Example, Large Scale Work)
Contract Evaluation Score Tally Sheet (Large scale work by Class A, B, C, and D companies)
Project Title Repair and Resealing of N ‐ G Road (C##) Date of Commencement 22 ‐ OCT ‐ 2011
Contract Number KeNHA/RD/M/###/2011 Completion Date 08 ‐ AUG ‐ 2012
Contractor @@@@@ Construction Co. Ltd. Company Class A Date of Substantial Completion Meeting 21 ‐ AUG ‐ 2012
Contract Sum Ksh11,233,109.00‐ Scoring Date 24 ‐ AUG ‐ 2012
Quality Assurance Office/
Resident Engineer The Engineer's Representative
AAAA BBBB CCCC DDDD EEEE FFFF Net

Items Descriptions Scores
Ba s i c Scores p0 Ba s i c Scores p0 Ba s i c Scores p0
a b c d e a c e a b c d e
by Item
10.0 7.5 5.0 2.5 0.0 10.0 5.0 0.0 10.0 7.5 5.0 2.5 0.0
weight by
weight by
weight by
Inter‐item
Inter‐item
Inter‐item
weights w1
weights w1
weights w1
evaluator w2
evaluator w2
evaluator w2
Net Score p = w1 x w2 x p0 Net Score p = w1 x w2 x p0 Net Score p = w1 x w2 x p0
Work procedures are in accordance with Works Execution Programme that 6.00 4.50 3.00 1.50 0.00
1.2 0.5
1. Execution System in properly reflects given conditions. 3.00
7.00
General Overall execution system is confirmed to be proper during audit or at 8.00 6.00 4.00 2.00 0.00
4.0 0.2
Substantial completion meeting 4.00
All equipments used in the works are mobilised properly and well‐ 7.00 5.25 3.50 1.75 0.00 9.00 4.50 0.00

2. Equipment holding 1.4 0.5 3.0 0.3 14.25
maintained 5.25 9.00
3. Contractor's In‐house 7.00 5.25 3.50 1.75 0.00 9.00 4.50 0.00

The qualified technical engineers and in‐house staffs are assigned 1.4 0.5 3.0 0.3 8.00
staff 3.50 4.50
4. Personnel Reasonable number of skilled workers/operators is properly employed by 5.00 3.75 2.50 1.25 0.00

1.0 0.5 2.50
‐ 82 ‐
employment the contractor 2.50
Site facilities are properly prepared, maintained during execution, and 5.00 3.75 2.50 1.25 0.00

5. Site base facilities 1.0 0.5 2.50
cleared on completion. 2.50
5.00 7.5 5.0 2.5 0.0

Material testing, structural examination, and measurements are properly
and routinely conducted. Results are within the specifications and 1.0 0.5
6. Quality and quantity 5.00
compiled for checking. 11.00
management
Measured parameters are within the specified allowable ranges with 12.00 9.00 6.00 3.00 0.00
6.0 0.2
proper workmanship 6.00
5.00 3.75 2.50 1.25 0.00 6.00 3.00 0.00

7. Work scheduling Work has been progressed and completed as planned 1.0 0.5 2.0 0.3 8.00
5.00 3.00
8. Work safety Necessary measures are taken for safety of workers, operators, and third 5.00 3.75 2.50 1.25 0.00 3.00 1.50 0.00
1.0 0.5 1.0 0.3 0.00
management party. No serious accident occurs during the contract period. 0.00 0.00
9. Environmental and Environmental and social issues caused by the works are minimized and 5.00 3.75 2.50 1.25 0.00 3.00 1.50 0.00
1.0 0.5 1.0 0.3 4.25
social management mitigated properly 1.25 3.00
Net Score Total (max50) 28.00 (max30) 19.50 (max20) 10.00 57.50
Innovation effort is made by using new materials, new technology, process 0 ‐ +10
10. Innovation effort 5.00
rationalization, etc. 5
0 ‐ ‐10
11. Compliance with statutory requirements ‐5.00
‐5
28/08/2012 Sign
Grand Total 57.50 Date GGGG HHHH
(The Engineer)
3.8.2 Notification of score
The authorized total score and its breakdowns are notified to the Contractor as an official
letter from the Authority. The format is shown in Appendix G. The contractor can raise questions
on the results of scoring within a specific number of days after the issuance. The Authority
answers in writing to the Contractor.
3.8.3 Score database
Every score along with basic contract information and the type of work conducted are stored in
the unified database without delay. The procedure is depicted in Fig 3.7. Input data from each
Authority is rearranged to be a list of companies which contains information shown in Table 3.13
so that scores of any company can be easily extracted. Detailed example of database format is
shown in Appendix 8.1 and 8.2. Database is accessible to any authority in the next procurement
process. It is used as a reference of past experiences of similar type of works in the tender
evaluation stage.
Table3.13 Information in Contract Evaluation Score Database
Company Total Scores in Numbers of Contracts by Work Types

Information Contract
Evaluation
▪ Class (A - G) ▪ Scores of each ▪ Site clearance and Topsoil Stripping

▪ Name contract in recent ▪ Earth works
(in alphabetical Five(5) years ▪ Excavation and Filing for Structures
order)
▪ Ditch and Culvert Cleaning
▪ PIN code
▪ Culvert installation and construction
▪ Passage of Traffic
▪ Grading and Gravelling Works
▪ Paved Roads - Shoulder Maintenance and Repairs
▪ Natural Material Base and Subbase
▪ Graded Crushed Stone Base and Subbase
▪ Cement and Lime Treated Subgrade, Subbase, and Base
▪ Bituminous Surface Treatment and Surface Dressing
▪ Bituminous Mixes
▪ Concrete Works
▪ Road Furniture and Maintenance
‐ 83 ‐
Contract Evaluation Start
Garding by Quality
Evaluation by Evaluation by The
Data Assurance Office /
Resident Engineer's
Aquisition Inspection and
Engineer Representative
Acceptance Committee
Input of Grading Inputs of Gradings
Score Calculation / Generation of Notification Sheet
Notification of Scores to the Contractor

See Fig 3.3
for more
Data detail
Yes
Processing Necessity for Score
Corrrection?
No
Score Database in Authority
Data Submission
Road Authority A
Road Authority B
Data
Accumulation Road Authority C
and Storage
MoR/KRB
Data Integration
ID/Password Protected
Data Data Table in PDF Format
Space on Web‐site
Distribution
Authority A Authority B Authority C

Data
Utilisation Tender Evaluation Tender Evaluation Tender Evaluation
Paper-based RMMS Soft Copy
Fig.3.7 Flow chart of Database
‐ 84 ‐
Appendix
‐ 85 ‐
Table of Contents
Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 102
D. Monthly Progress Report templates 103
(Supervision check list) 112
E. Report for Substantial Completion Meeting 121
F. Contract evaluation tally sheet 122
F.1 Contract Evaluation Grading Sheet for Resident Engineer 122
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 123
F.3 Contract Evaluation Grading Sheet for QAO/IAC 124
F.4 Contract Evaluation Tally Sheet (Large scale work) 127
F.5 Contract Evaluation Tally Sheet (Small scale work) 128
F.6 Contract Evaluation Tally Sheet (Labour-based work) 129
G. Notification of scoring of contract evaluation 130
G.1 Large Scale Work 130
G.2 Small Scale Work 131
G.3 Labour-based Work 132
H. Taking Over Certification 133
I. Database Format 131
I.1 Contract Evaluation Database Format in Authority 134
I.2 Integrated Contract Evaluation Database Format 135
‐ 86 ‐
A. Incorporating in Tender and Contract Document for Application of the Manual
In order to specify the use of “Supervision and Contract Evaluation Manual for Road works”, the
following will be introduced
A.1 Bidding Document

Section : Introduction to Bidders
-Form for acceptance to contract evaluation at the end of Contract as per “Supervision and
Contract Evaluation Manual for Road works” developed by the Ministry of Roads, 2012
A.2 Contract Document
CONDITIONS OF CONTRACT PART II

(CONDITIONS OF PATICULAR APPLICATION)
SUBCLAUSE 2.1 – ENGINEER’S DUTIES AND AUTHORITY

(a)
(b)
(c)
(d) SUPERVISION OF WORKS
The Works specified under this Contract shall be executed, supervised and evaluated in
accordance with “Supervision and Contract Evaluation Manual for Road works” developed by
the Ministry of Roads, 2012
SUBCLAUSE 5.2 – PRIORITY OF CONTRACT DOCUMENTS

(1) The Contract Agreement (if completed)
(2) The Letter of Agreement;
(3) The Tender and Appendix to Tender;
(4) The Conditions of Contract Part II;
(5) The Conditions of Contract Part I;
(6) Special Specifications;
(7) The Standard Specification for Road and Bridge Construction, 1986;
(8) Supervision and Contract Evaluation Manual for Road works
(9) The Drawings
(10) The Priced Schedule of Rates
‐ 87 ‐
B. Work execution programme template
(Project Title)
CONTRACT No.: / /
Works Execution Programme
DD/MM/YYYY
CONTRACTOR GENERAL MANAGER(DEPARTMENT)

Address: (AUTHORITY)
P.O.Box #####-##### Address:
P.O.Box #####-#####
‐ 88 ‐
Table of Contents
B.1. General Information 90
B.1.1 Project description 90
B.1.2 Location map 91
B.2 Work execution schedule 91
B.2.1 Programme of works 91
B.2.2 Planned cash flow 91
B.3 Order of procedure and method of works 94
B.4 Personnel management plan (In-house and subcontractor staff) 94
B.5 Equipment management plan 95
B.5.1 List of the Equipments 95
B.5.2 Maintenance and repair plan 95
B.6 Mobilization management plan 97
B.7 Safety management plan 97
B.7.1 Safety Plan 97
B.7.2 Safety rules and regulations 97
B.7.3 Duties of the Safety OfficerB.8 Environmental and social management plan 97
B.8 Environmental and social management plan 98
B.9 Quality control plan 98
B.10 Quantity control plan 98
B.11 Photograph plan 101
‐ 89 ‐
B.1 General Information
B.1.1 Project Description
(1) Project Objectives
A brief description of the project which includes location, nature and extent of works
(e.g. (i) contribute to improving the general service on the priority road network;(ii) promoting
economic recovery; (iii) support the Government in its policy of provision of access to learning
institutions (iv) reducing transport cost; (v) improving the living conditions of the neighboring
population and their awareness of HIV/AIDS, road safety and environmental protection; and
(vi) building the technical and operational capacity of the Authority (ix) job creation etc.)
(2) Contract Data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineer’s Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,
Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,
Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
‐ 90 ‐
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects liability period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,
B.1.2 Location Map
MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractor’s site base shall be indicated I the map.
B.2 Work execution schedule
B.2.1 Programme of Works
(Table I.2.1 in next page for programme of works)
B.2.2 Planned Cash flow
(Table I.2.2 in two pages later for planned cash flow)
‐ 91 ‐
Table B.2.1 Programme of Works
Project Title : Commencement Date :

Contract No. : Completion :
Contractor :
Year Year
Work Item
Unit Quantity Note
Bill No. Description 10 20 10 20 10 20 10 20 10 20 10 20 10 20
Planned
Executed
Planned
Executed 100%
Planned
Executed 90%
Planned
Executed 80%
Planned
Executed 70%
Planned
‐ 92 ‐
Executed 60%
Planned
Executed 50%
Planned
Executed 40%
Planned
Executed 30%
Planned
Executed 20%
Planned
Executed 10%
0%
Planned % % % % % % %
Finished Work Amount in the Month
Executed % % % % % % %
Planned % % % % % % %
Finished Work Amount (Accumulated)
Executed % % % % % % %
Table B.2.2 Planned Cash Flow
‐ 93 ‐
0
Aug‐11 Sep‐11 Oct‐11 Nov‐11 Dec‐11 Jan‐12 Feb‐12 Mar‐12 Apr‐12 May‐12 Jun‐12 Jul‐12
Month Aug‐11 Sep‐11 Oct‐11 Nov‐11 Dec‐11 Jan‐12 Feb‐12 Mar‐12 Apr‐12 May‐12 Jun‐12 Jul‐12
Original Cash Flow kshs
1st Revision kshs
2nd Revision kshs
3rd Revision kshs
Monthly Certificate kshs
Actual Certificate Cash Flow kshs
Estimated Monthly Certificate kshs
B.3 Order of procedure and method of works
B.4 Personnel management plan (In-house and subcontractor staff)
Table B.4.1 Senior Staff (Project management)
Title Name Mobile Number E-mail Address
Project Manager
Project Engineer
Assistant Project Engineer
Materials Engineer
Workshop Manager
Quarry Manager
Chief Surveyor
Earthworks Superintendent 1
Earthworks Superintendent 2
Concrete Works Superintendent
Fuel Manager
Field Mechanic
‐ 94 ‐
Table B.4.2 Contractor’s Labour Returns
2011 2012
Ref Deployment
Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul
1 Site Agent
2 Site Engineers
3 Foreman
4 Asphalt Plant Operator
5 Plant Mechanic
6 Mechanic
7 Auto Electrician
8 Electrician
9 Tyreman
10 Boilerman
11 Mason
12 Carpenter
13 Pick-up Driver
14 Tipper Drivers
15 Pulvimixer
16 Excavator Operator
17 Shovel Operator
18 Broom Operator
19 Grader Operator
20 Roller Operator
21 Paver Operator
22 Milling Operator
23 Welders
24 Store Keeper
25 Office Assistant
26 Watchman
27 Causals
TOTALS
B.5 Equipment management plan
B.5.1 List of the Equipments
(Table B.5.1 Equipment List and Schedule)
B.5.2 Maintenance and repair plan
‐ 95 ‐
Table B.5.1 Equipment List and Schedule
2011 2012
Machine Capacity Qty. Unit Term-1 Term-2 Term-3 Roles and Purpose
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Excavator 0.7m3 2 No. Indicate Equipment mobilisation by bar chart Earthwork, structure
Excavator 0.4m3 1 No. Earthwork, structure
Excavator 0.25m3 1 No. Earthwork, structure
Bulldozer 7t 1 No. Earthwork, subgrade, base course
Motor grader 3.6m 2 No. Earthwork, subgrade, base course
Vibratory Roller 8ton 2 No. Earthwork, subgrade, base course, pavement
Wheel Loader 2.9m3 2 No. Earthwork, subgrade, base course, pavement
Tire Roller 15ton 2 No. Earthwork, subgrade, base course, pavement
Macadam Roller 1 No. Earthwork, subgrade, base course, pavement
‐ 96 ‐
Asphalt Distributer 3t 1 No. Pavement
Asphalt Finisher 6.0m 1 No. Pavement
Rough Terrain Crane 25ton 1 No. Structure
Dump Truck 10t 10 No. Site
Dump Truck 4t 2 No. Site
Hydraulic breaker 0.7m3 1 No. Structure
Water truck 8t 2 No. Site
Asphalt Mixing Plant 120ton/hr 1 No. Plant
Concrete Batcher Plant 30ton/hr 1 No. Plant
Crushing Plant 100ton/hr 1 No. Plant

B.6 Mobilization management plan
Site Office Map
B.7 Safety management plan
B.7.1 Safety Plan
B.7.2 Safety rules and regulations
B.7.3 Duties of the Safety Officer
‐ 97 ‐
Table B.7.1 Emergency Contact List

Organization Section/Person Name Telephone Number Note
(Facsimile)
Head Quarter ‐ (Address, etc)
G.M. MTCE (E‐mail address, etc)
Authority Manager MTCE
Project Engineer
Resident Engineer
Head Office
Contractor Site Office
Site Agent
Head Office
Subcontractor 1 Site Agent
Operator
Head Office
Subcontractor 2 Site Agent
Operator
Hospital
Police
For Emergency Ambulance
Fire brigade
Electricity
B.8 Environmental and social management plan
B.9 Quality control plan
(Table B.9.1 Quality Control Plan)
B.10 Quantity control plan
(Table B.10.1 Quantity Control Plan)
‐ 98 ‐
Table B.9.1 Quality Control Plan
Work Item Test Item Test Method Standard Value Test Frequency Remark
opening up
Plasticity Index less than 50% TS-505
and each new source of aggregate
opening up
CBR AASHTO T99 not less than 8% (after a 4-day soak) TS-505
and each new source of aggregate
material
upper 300mm : once per 500m2
Maximum Dry Density AASHTO T99 TS-226( ⅰ )
backfill : each new material
Optimum moisture content ditto TS-226( ⅰ )
1)All fill material in embankment
Earthwork
(except the 300mm below formation) : 95% MDD
2)The 300mm below formation upper 300mm : once per 250m2
field density test TS-508
in embankments : 100% MDD backfill : twice per 10m3
Site 3)The 300mm below formation in cuttings
under the carriageway and shoulders : 100% MDD
proofrolling a loaded scraper or truck with a minimum axle load of 8 tones *Consultant Approval TS-1307
AASHTO T96 Subbase : Max.50 opening up

Los Angeles Abrasion Value TS-1303(b)
‐ 99 ‐
(ASTM C 131) Base : Max.45 and each new source of aggregate
Subbase : Max.35
Aggregate Crushing Value BS 812 ditto TS-1303(b)
Base : Max.32
AASHTO T104 Subbase : Max.20

Sodium Sulphate Soundness test ditto TS-1303(b)
(ASTM C 88) Base : Max.12
Subbase : -
crushed stone Crushing Ratio BS 812 ditto TS-1303(b)
Base : min. 60
for subbase and
base grading BS 812 - once per 500m3 TS-226( ⅶ )
Subbase : Max.35
Flankiness Index (FI) BS 812 once per 500m3 TS-1303(b)
Base : Max.30
Maximum Dry Density (MDD) BS 1377 - once per 400m2 of each layer TS-226( ⅶ )
Subbase and Base Course

Specific gravity BS 1377 - ditto TS-226( ⅶ )
Base : average not less than 98% MDD with no result less than 96% MDD
field density test AASHTO T99 once per 200m2 of each layer TS-226( ⅶ )
Subbase : average not less than 96% MDD with no result less than 94% MDD
Site
proofrolling - *Consultant Approval TS-1307
Table B.10.1 Quantity Control Plan
Work Item Survey Item Standard Value Survey Basis

Cutting Width ±200mm 40m centers pitch
excavation depth -0 40m centers pitch
Embankment Width -0, 250mm 40m centers pitch
Embankment Slopes of cutting and embankment +0.25 40m centers pitch
Sub grade Elevation -50, +0 40m centers pitch
Sub base Elevation ±15mm 40m centers pitch
Base Elevation ±10mm 40m centers pitch
Binder course Elevation ±10mm 40m centers pitch
Surface course Level ±10mm 40m centers pitch
Surface course surface regularity 6mm straight edge 3m long
Wearing, Binder, Base, Sub base Thickness 98% ≦ t ≦ 125% 5 points in any length of 100m
Wearing, Binder, Base, Sub base Average thickness 100% ≦ t ≦ 120% ditto
not less than 1.33 times

Reinforcement spacing bars of the maximum particle size
of the coarse aggregate
Elevation ±30mm 1 point /1 location
Thickness -20mm 1 point /1 location
width (inner size) -30mm 1 point /1 location

culvert
height ±30mm 1 point /1 location
Extension L ＜ 20m -50 1 point /1 location
Extension L ≧ 20m -100 1 point /1 location
Elevation ±50 1 point per work extension 40m
Slope length L ＜ 3m -50 1 point per work extension 40m
Slope length L ≧ 3m -100 1 point per work extension 40m

Stone Masonry
Thickness （ Block ） -50 1 point per work extension 40m
Thickness （ Back-filling ） -50 1 point per work extension 40m
Extension -200 1 point per work extension 40m
Elevation ±50 1 point per work extension 40m
thickness -20 1 point per work extension 40m
Thickness （ Back-filling ） -50 1 point per work extension 40m
Retaining Wall width -30 1 point per work extension 40m
height h ＜ 3m -50 1 point per work extension 40m
height h ≧ 3m -100 1 point per work extension 40m
length -200 1 point /1 work section
‐ 100 ‐
B.11 Photograph plan
Table B.11.1 Photograph Plan
Item Type of Work Filming Item Filming Frequency
General
Construction
Quality Control
Construction Work
Progress
Other
‐ 101 ‐
C. Daily report (Site diary) sample

SITE DIARY
DATE:
CONTRACT:
SECTION:
WEATHER: a) Temperature (Max /Min): Precipitation:

b) Other relevant information (wind /fog etc):
RESOURCES ON SITE: a) Labour:
b) Plant: (Working)
Idle(reasons)
c) Materials delivered:
DAILY PROGRESS (including time lost, standing time for labour, plant,type of work completed and location):
SPECIAL EVENTS / OCCURRENCES: (Including potential disputes)
MEETINGS:
INSTRUCTIONS ISSUED (verbal & written):
EMERGENCY WORKS:
TESTS CARRIED OUT: (short summary indicating actual location and source of materials)
VISITORS TO SITE: (Summary of discussions pertaining works)
REQUESTS BY CONTRACTOR (for information, drawings, etc):
Client's Rep Sign Contractor's Rep Sign

‐ 102 ‐
D. Monthly Progress Report templates
(Project Title)
CONTRACT No.: / /
MONTHLY PROGRESS REPORT NO……
DD/MM/YYYY
GENERAL MANAGER (DEPARTMENT) DIRECTOR GENERAL

(AUTHORITY) (AUTHORITY)
Address: Address:
P.O.Box #####-##### P.O.Box #####-#####
‐ 103 ‐
Table of Contents
D.1 EXECUTIVE SUMMARY 106

D.1.1 Project Description
D.1.2 Summary of work progress
D.1.3 Financial Status
D.1.4 Claims
D.1.5 Project location map
D.2 CONTRACT DETAIL 107
D.2.1 Contract data
D.3. PROGRESS OF THE WORKS 109
D.3.1 Summary of physical progress
D.3.2 Contractor’s Plant and Equipment Schedule
D.3.3 Contractor’s Staffing Schedule
D.3.4 Materials delivered on site
D.3.5 Executed works
D.4 FINANCIAL STATUS 110
D.5 SUPERVISION ACTIVITIES 112
D.5.1 General
D. 5.2 Supervision check list 112
D. 5.3 Engineer’s supervision staff
D.5.4 Resident Engineer’s activities during the month
D.5.5 Site meetings – record of meetings held
D.5.6 Visitors to site – record of visitors to site.
D.6 Quality and quantity control 115
D.6.1 General
D.6.2 Laboratory Staff
D.6.3 Material Testing
D.7 ENVIRONMENTAL MONITORING STATUS 116
D.7.1 General
D.7.2 Requirement and present conditions
D.7.3 Weather condition summary
APPENDICES 117
Appendix D1 Programme of Works
Appendix D2 Work progress chart
Appendix D3 Cash Flow
Appendix D4 Contractor’s personnel and labour
‐ 104 ‐
Appendix D5 Materials delivered to site

Appendix D6 Records of payment
Appendix D7 Resident Engineer’s staff (organization chart)
Appendix D8 Quality Control Tests
Appendix D9 Weather Report
Appendix D10 Minutes of last site meeting
‐ 105 ‐
D.1 EXECUTIVE SUMMARY

D.1.1 Project Description
(Location, nature, extent of works, and project objectives as in A.1 “Works Execution
Programme”)
D.1.2 Summary of work progress

(Short description in words about financial and physical progress made)
D.1.3 Financial Status

(Issues of payment certificate and certified amount in comparison with programme)
(Detailed financial status table shall be referred to in Chapter 4)
Table D.1.1 Summary of Financial Status

Unit Amount Note
Total Amount Certified Ksh
Programmed Certification (As per (Date)

Ksh
Performance Programmes)
Percentage %
D.1.4 Claims
(Summary and list of claims and notices of intention to claim)
(brief statement on pending approvals, contractual claims, constraints, any significant
occurrences disrupting to the works)
D.1.5 Project Location map
MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractor’s site base shall be indicated I the map.
‐ 106 ‐
D.2 CONTRACT DETAIL

D.2.1 Contract data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineer’s Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,
Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,
Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects Liability Period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,
‐ 107 ‐
Time elapsed (months, %): ,

% contract period elapsed: ,
Remaining time (months) : ,
% work done: ,
Amount certified to date: ,
% of contract certified to date: ,
Date of this report: ,
‐ 108 ‐
D.3. PROGRESS OF THE WORKS

D.3.1 Summary of physical progress
(overall progress during reporting month vis-à-vis programme of works – Programme of works in
Appendix 2).
Table D.3.1 Physical Works progress
Physical Work Progress as at ##th ###, 20##
Done
Bill Estimated
Description Unit Total Outstanding % Done
No. This Total Total
Previous
Month to date
Months
Overall progress km
Programmed Progress (Clause 14) km
D.3.2 Contractor’s Plant and Equipment Schedule
Table D.3.2 Mobilizations of Plant/Equipment
Quantities (Numbers)
Type of Plant/
S/No. Specification Unit Remarks
Equipment Planned
Mobilized Balance
number
‐ 109 ‐
D.3.3 Contractor’s Staffing Schedule

(Contractor’s labour returns in Appendix 3)
(Statement on number of jobs created & gender issues to be considered)
Table D.3.3 Staff Scheduling
Numbers
S/No. Personnel Remarks
Planned
Mobilized Balance
number
D.3.4 Materials delivered on site

(Summaries of material and fuel deliveries in Appendix 4)
D.3.5 Executed works

(brief statement on works achieved during the month, works achieved to date, location of the
works, any constraints) broken down in major work items:
(1) Site Clearance and Topsoil Stripping
(2) Earth Works
(3) Excavation and Filling for Structure
(4) Culverts and Drainage Works
(5) Passage of Traffic
(6) Grading and Gravelling Works
(7) Paved Roads - Shoulder Maintenance and Repairs
(8) Natural Material Base and Subbase
(9) Graded Crushed Stone Base and Subbase
(10) Cement and Lime Treated Subgrade, Subbase and Base
(11) Bituminous Surface Treatment & Surface Dressing
(12) Bituminous Mixes
(13) Concrete Works
(14) Road Furniture Repair and Maintenance
(Chart showing a comparison of physical progress against programmed progress in Appendix 2
D.4 FINANCIAL STATUS

(Value of work certified, repayment of advance, payments to contractor to date and details of any
outstanding payments. Record of interim payment certificates in Appendix 5, Outstanding
payments as at (reporting date))
‐ 110 ‐
Table D.4.1
Date Payment Interest Default
Amount
Cert. No. Signed by expiry period as at commence Remarks
(Kshs)
RE date (date) ment date
Total Due
Table D.4.2 Summary of Works Paid to Date

Bill Description Tender Previous Amount This Amount to Percentage
No. Amount Amount Period Date Certified
(Kshs) (Kshs) (Kshs) (Kshs) (%)
A Subtotals 1
B Contingencies
C V.O.P
D Subtotals 2
E VAT
TOTAL
‐ 111 ‐
D.5 SUPERVISION ACTIVITIES

D.5.1 General
(Brief summary of supervision activities)
D.5.2 Supervision Check List

(Description of check result and the following two pages are check list)
‐ 112 ‐
Date Name Signature
Project Title: The Engineer's
Representative
Contractor: (Project Engineer)
2. Fill in date of checking as (day/month), mark as indicated in Filling Example, and state remarks. Resident Engineer

Item Check Point
/ / / / / / / / / / Excellent point to be specified
1 Execution system Works Execution Programme (including its revised version if any) is
in general 1-1 submitted before the date specified in contract document
Works Execution Programme properly reflects the given specifications

1-2 and site conditions
Execution procedures are in accordance with Works Execution

1-3 Programme
2 Equipment All equipment used are properly mobilized in accordance with Works
holding 2-1 Execution Programme
All equipment used is well maintained during the execution of works

2-2
3 Contractor's in- Qualified technical staff of contractor are properly assigned as specified in
house staff 3-1 Works Execution Programme
‐ 113 ‐
Contractor's in-house key staff understand work process and schedule
3-2 properly
Contractor's in-house staff give technical guidance and direction to

3-3 workers and operators properly and timely
Communications with authority in writing is properly and timely

3-4
4 Personnel Workers and operators are deployed in accordance with Works Execution
employment 4-1 Programme
Wage payment is properly made on time

4-2
5 Site base Office and stockyard are prepared in accordance with Works Execution
facilities 5-1 Programme
Site is well maintained during the work execution and cleared on

5-2 completion
Material stored on site is properly managed during the work execution

5-3
6 Quality and Material testing, structural examination, and measurements are properly
quantity and routinely conducted based on specifications and Works Execution
6-1
management Programme
Signature
Project Title: The Engineer's
Representative
Contractor: (Project Engineer)
2. Fill in date of checking as (day/month), mark as indicated in Filling Example, and state remarks. Resident Engineer

Item Check Point
/ / / / / / / / / / Excellent point to be specified
6 Quality and Results of material testing, structural examination and measurements are
6-2 within the specifications.
quantity
management Results of material testing, structural examination, and measurements are
6-3 properly compiled as reports for confirmation
7 Work scheduling Understanding of critical path and its reflection on scheduling are proper
7-1
Actual proceedings are periodically compared to the planned schedule

7-2 described in Works Execution Programme
Changes caused by site conditions are properly handled to keep Works

7-3 on schedule
All works are completed within the contract term or within the extended
7-4 term as allowed
‐ 114 ‐
8 Work safety No accident occurs to workers, operators, or third-parties.
8-1
management
Safety of workers and operators is considered

8-2
Accident prevention efforts for third-parties are proper

8-3
Traffic and site safety devices are properly installed and managed
8-4
Temporary facilities (e.g. scaffolding) are constantly checked

8-5
9 Environmental Environmental and social mitigation efforts (e.g. against noise, vibration,
9-1 emission, and dust ) are conducted
and social
management Waste material from site is properly disposed
9-2
Damage to existing roads, works and services is avoided or are repaired

9-3 when it occurs
Transportation by vehicles is properly done with no overloading, and

9-4 neither material falling, leakage, nor spillage.
D.5.3 Engineer’s supervision staff

(number, organization chart in Appendix 5)
D.5.4 Resident Engineer’s activities during the month

(Quality control test in Appendix 6)
D.5.5 Site meetings – record of meetings held

(minutes of last site meeting in Appendix 7)
D.5.6 Visitors to site – record of visitors to site.
D.6 Quality and quantity control

D.6.1 General
(Brief description of activities on quality and quantity control)
D.6.2 Laboratory Staff
D.6.3 Material Testing
Table D.6.1 Summary of Laboratory Tests carried out in (month) (year)

No. of Tests Retests Remarks
Description
Tests Passed Failed Passed Failed
Objective Road Section (Km #+#### - Km #+####)

Test carried out on (______________)
Objective Road Section (Km #+#### - Km #+####)

Test carried out on (______________)
‐ 115 ‐
7. ENVIRONMENTAL MONITORING STATUS

Environmental monitoring status report showing the requirement & present condition.
7.1 General
7.2 requirement & present condition
7.3 Weather condition summary

(See appendix)
‐ 116 ‐
Table D.A2.1 Works Progress Chart
2009 2010 2011 2012

APPENDICES
MAY
TH
BILL No. DESCRIPTION OF WORKS BILL TOTAL
TODATE
% OF BOQ
PREVIOUS
END 15
% THIS MONTH
SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY
ITEM % COMPLETE
TOTAL % COMPLETE
TOTAL % COMPLETE
11.40 0.28 100.00 11.14 11.42 51 53 63 68 73 78 83 88 93 98 100
1 General 340,369,905.60
0.07 63.33 7.16 7.23 63.3
21.10 - 100.00 21.10 21.10 82 86 92 94 94 94 97

4/5 Earthworks 628,923,486.00
0.15 110.69 23.20 23.35 110.7
6.40 - 100.00 6.39 6.39 86 90 96 98 98 98 99

7 Excavation and filling for structures 190,446,440.00
0.23 156.54 9.77 10.00 156.5
Appendix D2 Work progress chart
Appendix D1 Programme of Works
17.00 - 100.00 17.03 17.03 29 34 41 50 55 60 71 85

8 Culvert and drainage works 507,750,310.00
0.36 56.48 9.26 9.62 56.5
2.00 - 100.00 2.04 2.04 40 64 88 94

9 Passage of traffic 60,897,213.00
0.01 95.55 1.94 1.95 95.5
2.50 - 100.00 2.48 2.48 49 57 64 69 69 69 80 90 95 100

(Table AD2.1 Works Progress Chart(sample))
12 Subbase 74,065,700.00
0.07 112.46 2.72 2.79 112.5
8.10 - 100.00 8.11 8.11 44 50 56 61 61 61 62 73 85

13 Graded crushed stone base 241,747,200.00
0.21 90.08 7.09 7.30 90.1
‐ 117 ‐
0.80 - - - -
14 Subbase 23,083,200.00
- - - -
5.70 - 100.00 5.70 5.70 10 11 12 14 14 14 18 27 62 100

Bituminous surface treatments and
15 170,071,350.00
surface dressing
0.03 21.17 1.18 1.21 21.2
6.10 - 100.00 6.14 6.14 44 46 52 58 58 58 63 80

Bituminous mix base and wearing
16 183,129,760.00
courses
0.06 91.18 5.54 5.60 91.2
10.70 - 100.00 10.72 10.72 23 25 30 36 44 51 79 89 97 100

17/19/21 Bridge/Box culverts 319,578,747.00
- 40.45 4.33 4.34 40.4
6.40 2.90 100.00 3.55 6.45 15 30 55 100

(Refer to “B.2.1 Programme of Works” in Works Execution Programme)
20 Road furniture 192,235,214.00

0.03 2.46 0.13 0.16
0.90 0.08 100.00 0.81 0.89 7 7 16 25 35 44 53 72 81 91 100

22 Dayworks 26,516,085.00
- 7.61 0.07 0.07 7.6
0.70 0.24 100.00 0.51 0.75 30 33 37 40 44 47 51 54 58 68 100

25 HIV AIDS campaign 22,297,272.00
0.03 64.80 0.46 0.48 64.8
TOTAL 2,981,111,882.60 100 - - - -
MT. KENYA REGION RURAL INFRASTURE LEGEND

COMPLETION (%)
PROGRAMME (PHASE I) TIME ELAPSED
%
MONTHS % ACTUAL SCHEDULED PROGRAMMED WORK CONTRACTOR'S PERFORMANCE PROGRAMME COMPLETION PERIOD
PREV THIS MONTH TOTAL PREV THIS MONTH TOTAL
33 137.5 %
##### ROADS 72.88 2.68 75.56 95.72 4.26 100.00 ACTUAL WORK DONE
CONTRACT RD 0529 REPORTING PERIOD
Appendix D3 Cash Flow

(Refer to “B.2.2 Planned Cash Flow” in Works Execution Programme)
Appendix D4 Progress Photographs
(Km shall be indicated in the captions of photographs)
Appendix D5 Contractor’s personnel and labour
(Refer to “B.4. Personnel Management Plan” in Works Execution Programme)
‐ 118 ‐
Table DA6.1 Records of Payment
RECORDS OF PAYMENTS TO CONTRACTOR
CONTRACT NAME: COMMCENCEMENT DATE:

CONTRACT NO: COMPLETION:
CONTRACTOR:
Appendix D6 Records of payment
CONTRACT SUM KSH TOTAL OF ADVANCE-Kshs

Certificate Date Of Payment Interest Amount of Work Done Materials on Variation Of Interest on Retention Repayment Total Payment
IPC No. R.E’s Expiry Date Period Certificate Site Price Late Money Of Advance Certified Date
Approval Payment Payment Including
Retention
KSh. KSh. KSh. KSh. KSh. KSh. KSh.
‐ 119 ‐
Appendix D7 Resident Engineer’s staff (organization chart)
Appendix D8 Quality Control Tests
Appendix.D9 Weather report
Table DA9.1 Weather Record for the Month of (Month), (Year)

Rainfall Rainfall
Weather Condition Weather Condition
(mm) (mm)
Date
Site Office Site Office
Morning Afternoon Morning Afternoon
(km#+###) (km#+###)
Total Monthly
Rainfall
Appendix D10 Minutes of last site meeting

‐ 120 ‐
E. Report for Substantial Completion Meeting

Most of the part is identical to the Monthly Progress Report. Therefore, Appendix D can be
referred.
1 Executive Summary
1.1 Location of the Project
1.2 Background of the Project
2 Project Descriptions
2.1 Detailed Scope of Works
2.2 Contract Details
2.3 Physical Work Progress Summary
3 Conclusions and Snag List
3.1 Appendix II: Project Location Map
3.2 Appendix III: Project Photographs
‐ 121 ‐
F Contract evaluation tally sheet

F.1 Contract Evaluation Grading Sheet for Resident Engineer
Contract Evaluation Grading Sheet for Resident Engineer
Project Title: Date:
Resident Engineer : Signature:
Comment :
Scale of Work
(Record on Supervision Check List)
*L S Lb
Work procedures are in accordance with Works
1. Execution System
in General
Execution Programme that properly reflects given ○ ○ ○ a b c d e
conditions.
○ ○ -- a b c d e
○ ○ ○ a b c d e
○ ○ ○ a b c d e
5. Site base Site facilities are properly prepared, maintained
facilities during execution, and cleared on completion.
○ ○ -- a b c d e
6. Quality and
measurements are properly and routinely
quantity
conducted. Results are within the specifications
○ ○ ○ a b c d e
management
and compiled for checking.

7. Work scheduling
planned
○ ○ ○ a b c d e
8. Work safety
management
workers, operators, and third party. No serious ○ ○ ○ a b c d e
9. Environmental
and social
○ ○ ○ a b c d e
management
Grading Criteria
a b c d e
in 3.4.1. presented for the corrections are poor.
Examples of excellent evaluation items specified
in Table 2.5.1.1 ‐ 2.5.9.4
NO YES
presented? order?
YES NO
YES NO
“a” “b”
good?
YES NO
“c” “d”

‐ 122 ‐
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative
Contract Evaluation Grading Sheet for the Engineer's Representative
Engineer's Representative : Signature:
Comment :
Scale of Work Note

RE's
Items Descriptions Grading
Grade (Record on Supervision Check List)
*L S Lb (Reason to grade "a")

○ ○ -- a b,c,d e a c e
○ -- -- a b,c,d e a c e
4. Personnel Reasonable number of skilled workers/operators
employment is properly employed by the contractor
-- ○ ○ a b,c,d e a c e
7. Work scheduling
planned
○ -- -- a b,c,d e a c e
8. Work safety
management
workers, operators, and third party. No serious ○ ○ ○ a b,c,d e a c e
9. Environmental
and social
○ ○ ○ a b,c,d
e a c e
management
Innovation effort is made by using new materials, 0 - +10

10.Innovation effort ○ -- --
new technology, process rationalization, etc.
0 - -10
11. Compliance with statutory requirements ○ ○ ○
Grading Criteria
a - c - e
Remarkable effort is Effort is made in Effort is insufficient
made for the average sense for for the evaluation
evaluation items the evaluation items items specified in
specified in 3.5.1. specified in 3.5.1. 3.5.1.
1. RE evaluates "a" RE evaluates "b, c, RE evaluates "e"

or d", and ER does
OR - -
not find any
2. RE evaluates "b,
remarkable efforts
c, or d", however, by the Contractor
ER finds a
remarkable effort by
the Contractor
“a” “b” , “c” , “d” “e”
YES
NO
“a” “c” “e”

‐ 123 ‐
F.3 Contract Evaluation Grading Sheet for QAO/IAC (1/3)
Quality Assurance Office/Inspection and Acceptance
Signature:
Committee Chair: (Name)
Comment :
Scale of Work
*L S Lb
1. Execution System Overall execution system is confirmed to be proper

in General during audit or at Substantial completion meeting
○ ○ ○ a b c d e
6. Quality and
Measured parameters are within the specified
quantity
allowable ranges with proper workmanship
○ ○ ○ a b c d e
management
Grading Criteria
a b c d e
Rate of compliance Rate of compliance Rate of compliance Rate of compliance Rate of compliance
with requirements in with requirements in with requirements in with requirements in with requirements in
3.6.2 is very good 3.6.2 is good for the 3.6.2 is fair for the 3.6.2 is poor for the 3.6.2 is very poor
for the evaluation evaluation items in evaluation items in evaluation items in for the evaluation
items in 3.6.1. 3.6.1. 3.6.1. 3.6.1. items in 3.6.1.
Evaluator determined in Table 3.1 and Fig.3.1
Resident Engineer
evaluates
1. Execution system in 6. Quality and Quantity 1. Execution system

General Management in General
6. Quality and Quantity
Management
Grading based on scorings for Supervision Check list
Grading based on Rate of the followings
compliance with Quantity Management
requirements in Table 3.9 Quality Management
(b) Workmanship
in Table 3.9 (c) “a”, “b”, “c”, “d”, “e”
“a”, “b”, “c”, “d”, “e” “a”, “b”, “c”, “d”, “e”
‐ 124 ‐
Item 1. Execution System
Overall execution system is confirmed to be proper during audit or Substantial completion

Descriptions
meeting
Grade
a b c d e
Check (✓)
Points to be checked
1 Work execution programme is submitted before commencement
Work execution programme properly reflects the given specifications

2
and site conditions
Execution procedures are conducted in accordance with Works

3
Execution Programme
Proper handling of changes of site conditions (e.g. work environment,

4
climate, geological conditions)
5 Proper management of material stocks through inventory
Proper allotment of workers, operators and qualified technical

6
supervisors
Proper preparation and organization of reporting documents in

7
accordance with Works Execution Programme
Notice of operation to engineer is properly conducted before carrying

8
out.
9 All equipment used are properly mobilized
10 Proper recycling efforts of by-products from site
Proper in-house quality assurance system and its documentation

11
procedures
Others;(Specify)
12
α =
Total Number --- β=
Percentage γ = α / (12-β) *100% =
γ = 100 - 80.1% γ = 80.0 - 60.1% γ = 60.0 - 40.1% γ = 40.0 - 20.1% γ = 20.0 - 0%
a b c d e
‐ 125 ‐
Item 6. Quality and quantity management
Description Measured parameters are within the specified allowable ranges with proper workmanship
All necessary scale measurements Although some of the necessary scale Nevertheless a corrective order was
Quantity specified, and all measured specified, the contractor complied with a with it.
Measurements parameters are within the specified corrective order
allowable range
X 3.0 1.5 0.0
All necessary quality measurements Although some of the necessary quality Nevertheless a corrective order were
Quality specified, and all measured figures specified, the Contractor complied with a with it.
Measurements are within the specified allowable corrective order
range
Y 3.0 1.5 0.0
Check (✓)
Sub-sub item Check Point
a) Good 1 Good exterior appearance
appearance of
2 Good alignment and spacing
finished work
3 Good overall surface alignment
4 Good top and edge finishing
5 Good shaping for connection to adjacent structures
6 Good overall cleaning
7 Good surface touch

b) No major 8 No irregular shape of earth works
flaws or
Workmanship 9 No visible cracks
deterioration
10 No water leakage
11 No excessive water pool (puddle) on the surface
12 No spot of bitumen/mortar on other structure
13 No visible flaws and rusts on the surface

c) Fitness for 14 Good functionality of structure for its purpose
purpose
15 Good visibility of road furniture from road users
16 No obstacles for road users left
Total Number α= --- β=

Percentage γ = α / (16 - β) * 100% =
γ = 100 - 80.1% γ = 80.0 - 60.1% γ = 60.0% - 40.1% γ = 40.0 - 20.1% γ = 20.0 - 0.0%
Z 4.0 3.0 2.0 1.0 0.0
Total Point : X + Y + Z =
Ranges 10.00 - 7.51 7.50 - 5.01 5.00 - 2.51 2.50 - 0.01 0.0
Grade a b c d e
‐ 126 ‐
Contract Evaluation Score Tally Sheet (Large scale work by Class A, B, C, and D companies)

Project Title Date of Commencement
Contract Number Completion Date
Contractor Company Class Date of Substantial Completion Meeting

Contract Sum Scoring Date
(name) (name) (name) Net

Ba s i c Scores p0 Ba s ic Scores p0 Ba s i c Scores p0
by Item
10.0 7.5 5.0 2.5 0.0 10.0 5.0 0.0 10.0 7.5 5.0 2.5 0.0
weight by
weight by
weight by
Inter‐item
Inter‐item
Inter‐item
weights w1
weights w1
weights w1
evaluator w2
evaluator w2
evaluator w2
1.2 0.5
14.0
4.0 0.2

maintained 7.0 9.0
3. Contractor's In‐house 7.00 5.25 3.50 1.75 0.00 9.00 4.50 0.00

The qualified technical engineers and in‐house staffs are assigned 1.4 0.5 3.0 0.3 16.0
staff 7.0 9.0
4. Personnel Reasonable number of skilled workers/operators is properly employed by 5.00 3.75 2.50 1.25 0.00

1.0 0.5 5.0
employment the contractor 5.0
‐ 127 ‐
F.4 Contract Evaluation Tally Sheet (Large scale work)
5.00 7.5 5.0 2.5 0.0

Material testing, structural examination, and measurements are properly
management
6.0 0.2
5.00 3.75 2.50 1.25 0.00 6.00 3.00 0.00

7. Work scheduling Work has been progressed and completed as planned 1.0 0.5 2.0 0.3 11.0
5.0 6.0
1.0 0.5 1.0 0.3 8.0
1.0 0.5 1.0 0.3 8.0
Innovation effort is made by using new materials, new technology, process 0 ‐ +10
10. Innovation effort 0
rationalization, etc.
0 ‐ ‐10
11. Compliance with statutory requirements 0
Signature
Grand Total 100.00 Date
(The Engineer)
Contract Evaluation Score Tally Sheet (Small scale work by Class E and Under Companies)
(name) (name) (name) Net

Ba s i c Scores p0 Ba s i c Scores p0 Ba s i c Scores p0
by Item
10.0 7.5 5.0 2.5 0.0 10.0 5.0 0.0 10.0 7.5 5.0 2.5 0.0
weight by
weight by
weight by
Inter‐item
Inter‐item
Inter‐item
weights w1
weights w1
weights w1
evaluator w2
evaluator w2
evaluator w2
1.0 0.5
13.0
4.0 0.2

maintained 7.0 9.0
6.00 4.50 3.00 1.50 0.00

3. In‐house staff The qualified technical engineers and in‐house staffs are assigned 1.2 0.5 6.0
6.0
4. Personnel Reasonable number of skilled workers/operators is properly employed by 7.00 5.25 3.50 1.75 0.00 9.00 4.50 0.00
1.4 0.5 3.0 0.3 16.0
‐ 128 ‐
employment the contractor 7.0 9.0

F.5 Contract Evaluation Tally Sheet (Small scale work)

Material testing, structural examination, and measurements are properly 5.00 3.75 2.50 1.25 0.00

management
6.0 0.2
5.00 3.75 2.50 1.25 0.00

7. Work scheduling Work has been progressed and completed as planned 1.0 0.5 5.0
5.0
1.0 0.5 2.0 0.3 11.0
1.0 0.5 2.0 0.3 11.0
Innovation effort is made by using new materials, new technology, process
0 ‐ ‐10
0
Signature
(The Engineer)
Contract Evaluation Score Tally Sheet (Labour based)
(na me) (na me) (na me) Net

Bas i c Scores p0 Bas i c Scores p0 Bas i c Scores p0
by Item
10.0 7.5 5.0 2.5 0.0 10.0 5.0 0.0 10.0 7.5 5.0 2.5 0.0
weight by
weight by
weight by
Inter‐item
Inter‐item
Inter‐item
weights w1
weights w1
weights w1
evaluator w2
evaluator w2
evaluator w2
1.2 0.5
14.0
4.0 0.2
All equipments used in the works are mobilised properly and well‐
maintained
9.00 6.75 4.50 2.25 0.00
3. In‐house staff The qualified technical engineers and in‐house staffs are assigned 1.8 0.5 9.0
9.0
4. Personnel Reasonable number of skilled workers/operators is properly employed by 11.00 8.25 5.50 2.75 0.00 12.00 6.00 0.00
2.2 0.5 4.0 0.3 23.0
employment the contractor 11.0 12.0
‐ 129 ‐
Site facilities are properly prepared, maintained during execution, and
5. Site base facilities
cleared on completion.
F.6 Contract Evaluation Tally Sheet (Labour-based work)
Material testing, structural examination, and measurements are properly 6.00 4.50 3.00 1.50 0.00


management
6.0 0.2
6.00 4.50 3.00 1.50 0.00

7. Work scheduling Work has been progressed and completed as planned 1.2 0.5 6.0
6.0
1.2 0.5 3.0 0.3 15.0
1.2 0.5 3.0 0.3 15.0
Innovation effort is made by using new materials, new technology, process
0 ‐ ‐10
0
Signature
(The Engineer)
G. Notification of scoring of contract evaluation
G.1 Large Scale Work

Official Letter Head

REF :
DATE :
To :
NOTIFICATION OF SCORING OF CONTRACT EVALUATION
CONTRACT NAME:………………………………………………………………..
Works Completed : ……………………

Contract Sum : ……………………
Contract No : ……………………
Contract Period : ……………………
Commencement Date : ……………………
Completion Date : ……………………
Contract Evaluation Date : ……………………
Score
Item Scores Allocation

Execution System in General 14.0
Equipment holding
16.0
In‐house staff 16.0
Personnel employment 5.0
Site base facilities 5.0
Quality and quantity management 17.0
Work scheduling
11.0
Work safety management 8.0
Environmental and social management 8.0
Subtotal 100.0
Innovation effort 0 ‐ +10

Compliance with statutory requirements ‐10 ‐ 0
Grand Total 110.0
Queries to be addressed within fourteen (14) days to (Authority Address)

‐ 130 ‐
G.2 Small Scale Work


REF :
DATE :
To :
CONTRACT NAME:………………………………………………………………..

Score

Item Scores Allocation
Equipment holding 16.0

Site base facilities 5.0
Work scheduling 5.0

Subtotal 100.0

Grand Total 100.0


‐ 131 ‐
G.3 Labour-based Work


REF :
DATE :
To :
CONTRACT NAME:………………………………………………………………..

Score
Item
Scores Allocation

Work scheduling 6.0
Subtotal 100.0

Grand Total 100.0


‐ 132 ‐
H. Taking Over Certificate
TAKING OVER CERTIFICATE
CONTRACT NAME:………………………………………………………………..
EMPLOYER ENGINEER CONTRACTOR
(Authority Name) General Manager (Dept. Name) (Contractor)
Thro’ General Manager (Dept. Name) (Authority Name) (Company Name)
(Authority P.O. Box) (Authority P.O. Box) (Company P.O.Box)
NAIROBI. NAIROBI. (Name of Town)

Defects Liability Period : ……………………
Total Score of Contract Evaluation : ……………………
Pursuant to Clause 48 of the Conditions of Contract, it is hereby certified that the Contractor has finally completed the works
detailed above to the satisfaction of the Engineer. Inspection of these works was carried out on …………… by
representatives of the Employer, the Engineer’s Representative, and the Contractor.
CONTRACTOR RESIDENT ENGINEER GENERAL MANAGER (M)
Signed: ……………………………… ………………………….. …………………………………

Date: ……………………………… …………………………… ………………………………….
Name: ……………………………… ……………………………. …………………………………..
‐ 133 ‐
I Database Format
I.1 Contract Evaluation Database Format in Authority

No. 1 … … … …
Authority KeNHA … … … …
Region Central … … … …
Routine Maintenance of
Name of the Contract … … … …
AAA BBB (C##) Road
Contract
Information
Contract Number RD### … … … …
Date of Commencement 2010/09/23 … … … …
Completion Date 2011/10/26 … … … …
Date of Sibstantial Completion Meeting 2011/12/01 … … … …
Contract Sum Ksh181,268,560‐ … … … …
Contractor's Name ABC Company … … … …
Company
Class C … … … …
Information
PIN Code ####### … … … …
1. Execution System in General 10.50 … … … …
2. Equipment holding 9.75 … … … …
3. In‐house staff 9.75 … … … …
4. Personnel employment 3.75 … … … …
5. Site base facilities 3.75 … … … …
6. Quality and quantity management 14.50 … … … …
Score
7. Work scheduling 9.75 … … … …
8. Work safety management 5.25 … … … …
9. Environmental and social management 4.00 … … … …

10. Innovation effort 4.00 … … … …
11. Compliance with statutory requirement 0.00 … … … …
Total 69.75 … … … …
4. Site clearance and Topsoil Stripping ✽ … … … …
5. Earth works ✽ … … … …
7. Excavation and Filing for Structures ✽ … … … …
8‐1. Ditch and Culvert Cleaning ✽ … … … …
8‐2. Culvert installation and construction ‐‐‐ … … … …
9. Passage of Traffic ‐‐‐ … … … …
10. Grading and Gravelling Works ‐‐‐ … … … …
Work Type 11. Paved Roads ‐ Shoulder Maintenance and Repairs ‐‐‐ … … … …

12. Natural Material Base and Subbase ‐‐‐ … … … …
13. Graded Crushed Stone Base and Subbase ✽ … … … …
14. Cement and Lime Treated Subgrade, Subbase, and Base ✽ … … … …
15. Bituminous Surface Treatment and Surface Dressing ‐‐‐ … … … …
16. Bituminous Mixes ✽ … … … …
17. Concrete Works ✽ … … … …
20. Road Furnitures and Maintenance ✽ … … … …
‐ 134 ‐

Numbers of Contracts by Work Types
Company Information Total Scores in Contract Evaluation
2012 ‐ 2016
Contractor's PIN 2012/2013 2013/2014 2014/2015 2015/2016 2016/2017
CLASS
Name Code
Alphabet
Scores AVE. Scores AVE. Scores AVE. Scores AVE. Scores AVE.
4. Site clearance and Topsoil Stripping
5. Earth works
7. Excavation and Filing for Structures
8‐1. Ditch and Culvert Cleaning
8‐2. Culvert installation and construction
9. Passage of Traffic
10. Grading and Gravelling Works
11. Paved Roads ‐ Shoulder Maintenance and Repairs
12. Natural Material Base and Subbase
13. Graded Crushed Stone Base and Subbase
14. Cement and Lime Treated Subgrade, Subbase, and Base
15. Bituminous Surface Treatment and Surface Dressing
16. Bituminous Mixes
17. Concrete Works
20. Road Furnitures and Maintenance
A A AA1 Company Ltd. 15274 65 65 68 68 64 64 58 65 62 69 69 1 2 5 6 5 5 2 5 5 3
A A AB1 Company Ltd. 31489 71 74 73 68 68 65 73 69 75 75 71 68 70 1 1 6 4 1 3 3 6 6 2 1
A … …
A Z ZZ1 Company Ltd. 56304 76 64 71 70 66 68 72 69 69 69 71 74 73 71 72 72 1 3 5 3 1 5 6 3 5 7 5 11 4
B A AA2 Company Ltd. 73190 73 67 75 72 69 76 64 72 70 72 69 75 72 66 65 64 65 65 67 66 3 5 5 2 5 4 7 10 7 10 5 5 14 4 3
‐ 135 ‐
B A AB2 Copany Ltd. 67845 65 65 58 58 1 1 2 1 1 1 1 1 1 2 1
B … …
B Z ZZ2 Company Ltd. 34582 54 58 56 58 61 55 58 57 59 58 54 54 4 1 4 3 4 4 3 2 3 2 8 4 2
I.2 Integrated Contract Evaluation Database Format
C A AA3 Company Ltd. 75618 78 72 75 73 71 69 71 65 68 67 70 70 1 1 2 6 4 2 3 3 8 1
C A AB3 Company Ltd. 52356 72 72 70 70 68 68 65 65 1 2 2 2 1 4 4 2 3 1 2 4 4 1
C … …
C Z ZZ3 Company Ltd. 32659 67 78 63 69 66 66 75 71 68 71 67 66 63 65 5 7 5 3 10 3 4 4 4 7 7 5 10 8 2
D A AA4 Company Ltd. 72190 71 68 72 74 71 75 69 67 70 70 68 75 72 74 72 67 66 74 72 70 69 74 67 72 71 17 12 10 20 15 6 3 5 3 2
D A AB4 Company Ltd. 43275 65 65 67 68 68 64 68 66 3 4 4 3 3 3 1
D … …
D Z ZZ4 Company Ltd. 36486 54 54 57 57 57 57 53 53 2 4 1 2 2 1
E A AA5 Company Ltd. 63891 56 62 63 60 58 53 56 68 65 58 61 63 56 67 71 65 65 64 59 54 67 61 17 5 5 11 2 5
E A AB5 Company Ltd. 47819 68 68 65 65 63 63 67 67 4 1 4
E … …
E Z ZZ5 Company Ltd. 74278 75 64 71 70 66 68 72 69 69 69 71 74 73 71 72 72 11 3 3 1 3
F A AA5 Company 83591 56 63 68 62 57 62 60 58 71 64 68 65 73 62 65 59 65 64 58 73 69 66 17 2 1 12 3
F A AB5 Company 24057 55 55 54 54 56 56 58 58 4 1 4
F … …
F Z ZZ5 Company 58903 64 58 70 64 66 68 72 69 69 69 71 74 73 71 72 72 11 3 7

Supervision and Contract Evaluation Manual For Road Works: October, 2012

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Supervision and Contract Evaluation Manual For Road Works: October, 2012

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REPBULIC OF KENYA

Supervision and Contract Evaluation

JAPAN INTERNATIONAL COOPERATION AGENCY

Strengthening of Capacity on Road Maintenance Management through Contracting

Abbreviations and Acronyms

3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee 70

Abbreviations and Acronyms

ARWP Annual Road Works Programme

CETS Contract Evaluation Tally Sheet

FIDIC Federation Internationale des Ingenieurs-Conseils

IAC Inspection and Acceptance Committee

JICA Japan International Cooperation Agency

KeNHA Kenya National Highways Authority

KeRRA Kenya Rural Roads Authority

KNBS Kenya National Bureau of Statistics

KRB Kenya Roads Board

KURA Kenya Urban Roads Authority

KWS Kenya Wildlife Service

M&T Material and Testing Department, Ministry of Roads

MOR Ministry of Roads

MOTC Ministry of Transport and Communication

PPOA Public Procurement Oversight Authority

RMM Road Maintenance Manual, May 2010

RMMS Road Maintenance Management System

SCL Supervision Check List

SSRBC Standard Specification for Road and Bridge Construction, 1986

QAO Quality Assurance Office

WEP Works Execution Programme

1.1 Supervision and contract evaluation system

(1) General concept of supervision and contract evaluation system

Tendering Supervision Contract

Fig.1.1 General Concept of Supervision and Contract Evaluation System

(2) Operational Procedure

5) In subsequent procurements, the database may be referred to by the relevant Authorities,

Submission Check & Record

1.2 Application of the Manual

(2) Relationship with other relevant documents

•Road Design Manual, MoTC

Monthly Progress Reports (SCL)

Substantial Completion Certificate

Notification of Scoring RMMS

Taking Over Certificate Score Database

Fig.1.3 Documents used in the Process

Supervision is conducted by the following engineers in charge. The degree of checking

(1) The Resident Engineer

(2) The Engineer and Engineer’s Representative

(3) Quality Assurance Office

(4) Inspection Acceptance Committee

2.2 Supervision stages

(1) Order to Commence

(2) Submission of Works Execution Programme

Monthly Inspection / SCL

Monthly Progress Meeting

Compliance with Resolution by Yes

Fig 2.1 Supervision process

(3) Commencement of Work / Site possession

(4) Daily Inspection

(5) Issuance of corrective order

(6) Monthly Inspection

(7) Monthly progress meeting (Site meeting)

(8) Management meeting

2.3 Works Execution Programme

Submission of the programmes required in Special specification by referring to Clause14.1 in

Drainage Works Earthwork　・　Pavement Box culvert