Minutes of Meeting CORE/CS/RF/031/C

PROJECT NAME: Adishehu-Dela-Samre Design and Build Road Project

EMPLOYER CONSULTANT CONTRACTOR

Ethiopian Roads CORE Consulting Engineers Plc Defense Construction Enterprise
Authority

Type of Meeting: Monthly Site Meeting/ Draft

Date of Meeting: Saturday, January 18, 2020
Time of Meeting: 4:00 AM

Venue : Consultant Site Office, Maichew

Meeting No. : 04
Members Present-

No Name Organization Position Signature

1 Hailegebrial Mulugeta ERA Counterpart Engineer
2 Mulugeta Tikue CORE Resident Engineer
3 Samson Abebayehu CORE Deputy R.E
4 Yedenkachew Gudu DCE Construction Engineer

Copies to:
 ERA North Region Construction Projects Management Directorate
Addis Ababa
 CORE Consulting Engineers Plc
Addis Ababa
 Defense Construction Enterprise
Addis Ababa

Agenda for the meeting:

1. Progress of Works
2. Health and Safety & Contractor Deliverable Plans
3. Resources Mobilization
4. Employer’s Representative Facilities
5. Consultant Rejection of IPC No.3 and Payment Schedule Break down
6. Right off way obstruction clearance
7. Miscellaneous

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Item.
No Discussion Target Date Action
1. Introduction
The chair person, has welcomed the participants
and invited attendees to introduce themselves.
Accordingly, participants introduced themselves
to the meeting.
2. Agenda No. 01
Progress of Works:
The Resident Engineer presented the current project
progress; accordingly, he stated that so far, 236
calendar days (i.e. 21.13% of the Contract period) has
been elapsed up to the end of December 2019 and
contractor estimated accomplishment is 1.79% against
the plan amount of 12.53% which is far behind the
schedule (the estimated project progress up to the
meeting date is around 2.2%). The physical
accomplishment of the contractor is:
 Clearing and Grubbing activity is done from km
2+000 up to 11+400
 Earth work excavation activity is under way
from km 2+000 up to 11+400
 Camp construction for both contractor and
Employer Representative are underway at km
28+200. The Employer Representative building
construction (sub structure construction) is
completed up to grade beam level
 The contractor has been preparing crusher site
and so far, the foundation for crusher erection
was constructed as well as retaining wall for
crusher feeding.
 The contractor has submitted draft Cross
Section Template from km2+000 up to 12+000,
but due to material classification question that
arise along the section the template could not be
finalized. The contractor also recently submitted
Cross Section Template from 14+400 up to
17+900, the template on this section is under
review by the consultant.
 The contractor has supplied 2 (Two) Total
Stations for Employer Representative.
 The contractor has provided temporary office

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and 9 (nine) temporary vehicle. However, the

contractor did not provide temporary laboratory
to date and the material testing activity is being
done on the neighboring project of Mekele-
Samere project.
 With regard to removal of obstruction from km
2+000 up to 12+000 identification as well as
measurement of ROW obstruction was
completed. Besides, from km 14+400 up to
18+000 identification of ROW obstruction
activity was done so far.

The Resident Engineer presented the reasons for the

delay as follows:
 Delay in finalization of route selection report
due the failure from the contractor side to
address the Seharty Samera Wereda request to
connect three villages namely Qarwa, Mashekel
and Delessa villages
 Delay in provision of laboratory on site whether
it is temporary or permanent.
 Delay in mobilization of key machineries in
accordance with the plan such as Grader, Roller,
Water truck and Dump Truck. Even the
available one Grader on the is frequently
breaking down.
 Delay in commencement of structural work
including the delay in production of RC-pipe.
 Even though the Employer Requirement states
that the camp construction to be finalized within
6 months, the completion of this activity is
delayed to date.
 The design from km 2+000 up to 20+000 was
submitted but the remaining section from km
20+000 up to 75+000 is still pending.
 Delay in provision of temporary facility such as
lap top computer, scanner, fax machine and
conference table moreover the number of
provided printer, photo copy machine, tables,
chairs and file cabinet are as per the contract.
 Delay in settling the material classification for
cut side slope which in turn delayed in

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finalization of template drawing.

 There is no traffic management plan submitted
to date
 Even though the contractor promised to
mobilize crusher plant to the site in the month
of December in the previous meeting so far, the
mobilization of crusher is delayed.
 The consultant opinion is that the contractor
needs to provide the permanent vehicles.
Because if the contractor provided the
permanent vehicles, the contractor will generate
income for IPC as well as avoid a cost for rental
vehicles so.

ERA, Project Engineer stated that in this Fiscal Year the

Employer expects from this project 22km of the project
road to be completed but the to date accomplishment of
around 1.7 km which is far behind the schedule so he
requested from the contractor an explanation for the
delay. He advised the contractor to diversify the
construction activity so that the progress of the project
to be enhanced.

The representative of the Contractor, the Construction

Engineer (Delegated) replied that the contractor does
not consider the progress of the project to be delayed
compared with start of the actual permanent work,
because it is not more than two months.
The representative of the Contractor, the Construction
Engineer (Delegated) said that the contractor planned
to complete the Earth work activity from km 2+000 up
to 10+000 in the Mid of February 2020, he requested the
removal of electric poles along this section since a
defragmented construction has a negative impact on
the progress of the work.

The representative of the Contractor, the Construction

Engineer (Delegated) said that if the contractor did not
finalize the design work beyond km 20+000 before
April 2020, the contractor will not have section that will

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conduct his construction activity so he requested for all

the parties to expedite the design work for the
remaining section.

The representative of the Contractor, the Construction

Engineer (Delegated) replied that with regard to
structural work the contractor has conducted a joint
topography survey and preparing shop drawing for the
structural work and planned to commence the
structural work in the month of February. Since the
structural activity is conducted after execution of
excavation work, the contractor did not consider the
structural activity is delayed compared with the
commencement of the excavation activity. Moreover,
the required number of RC-pipe from km 2+000 up to
20+000 is 900, hence the contractor did not consider RC-
pipe production as a critical activity.

3. Agenda No.02
Health and Safety Contractor Deliverable Plans:

ERA, Project Engineer stated that he did not observed

traffic sign, as well as personal safety equipment
including first aid equipment and the assigned flag
men were not provided with reflective clothing during
his site visit even if these items needs to be provided on
site. Moreover, the contractor needs to submit
deliverable documents such as Site Environmental and
Social Management Plan (including Spoil Management
plan), Traffic Management plan, Health and Safety Plan
and Plan for the implementation of an HIV/AIDS, he
also advised the consultant to follow the
implementation and fulfillment of these contractual
obligations. He added that the erection of project sign
board as well as the implementation of Environmental,
Traffic, Health and Social plans is a serious issue for the
Employer and the Contractor needs to give due
attention for the same.

ERA, Project Engineer requested for an explanation for

the delay in erection of Project sign board at the end of

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October 2019

The representative of the Contractor, the Construction

Engineer (Delegated) replied that the contractor has
processing for purchase of safety equipment. Moreover,
he added that the contractor has formally forwarded
the list of his Employee to Addishehu Clinic and Dela
Clinic to get the required health service for his
employee.

The representative of the Contractor, the Construction

Engineer (Delegated) replied that the deliverables plan
was first planned to be prepared on the site but at the
moment it was being prepared at Head office so far it
was not completed.
The representative of the Contractor, the Construction
Engineer (Delegated) replied that the contractor has
submitted the shop drawing for the erection of the
Project Sign board but due to the delay in the purchase
process the sign board could not be erected.

4. Agenda No. 03
Resource Mobilization:
ERA, Project Engineer requested the RE to present the
number of available heavy machineries against the plan
and the RE presented as follows:

I/N Description Plan Actual Remark

1 Dozer 6 7 2-Break Down
2 Grader 4 1
3 Excavator 6 4
4 Roller 4 2
5 D/ Truck 13 8
6 W/ Truck 8 2
7 Wheel Loader 4 1

The RE remarked that since the availability of key

equipment has direct impact on the achievement of the
project, hence the delay of the mobilization of these

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machineries has delayed the progress of the project. So

he advised the contractor to mobilize the required
machineries in accordance with the submitted plan.

ERA, Project Engineer requested for an explanation for

the delay in the mobilization for the promised items in
previously conducted site meeting such as:
 Install fuel tanker with the dispenser at the end
of the month of October 2019, and fuel will be
distributed from camp site at the mid of the
month of November 2019.
 To erect crusher and commence crushed
aggregate production activity at the end of the
month of December, 2019

The representative of the Contractor, the Construction

Engineer (Delegated) said that the available
machineries on site are more than enough since the
contractor is paying idle hours for rental machineries as
well as idling his own equipment. He also added that
the observed Dozers at a standstill on site were not due
to break down but they are idling due to an availability
of construction front namely in delay in removal of
ROW obstruction along the road section from km
14+400 up to 18+000. If the removal of ROW is
facilitated the accomplishment of the project could have
enhanced from the reported 2.2%.
The representative of the Contractor, the Construction
Engineer (Delegated) said that the contractor has
searched for rental Grader and could not find rental
Grader on the market, in the meantime the contractor is
planning a rock fill for embankment construction.
Hence the contractor planned only to mobilize Grader
for embankment construction as well as according to
hauling distance and site requirement W/Truck and
D/Truck will mobilized.
The representative of the Contractor, the Construction
Engineer (Delegated) said that the contractor has
finalized the erection of 100lit fuel tank and awaiting
the calibration of the dispenser from NOC fuel
provider. In mean while the contractor is using
Adigudem site fuel tankers for storage of fuel
purchased for the project use.

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The representative of the Contractor, the Construction

Engineer (Delegated) replied that the contractor
planned to dismantling crusher from Musly-Bada Road
project in Afar region during the month of December
but due to security reason the contractor could not
mobilize the crusher to the site and contractor is using
Addigudem crusher for aggregate requirement since
Addigudum is 40km from Addishehu town which is
not far from the project site.

5.0 Agenda No. 04

Employer’s Representative Facilities:

The Resident Engineer remarked that the construction

of the site camp was delayed beyond the Employer’s
Requirement of 6 months

The representative of the Contractor, the Construction

Engineer (Delegated) replied that the reason for the
delay in camp construction is a budget problem
because the contractor Head Office is releasing budget
compared with the project income moreover the
payment for the camp construction is not proportional
with the cost the project incurred.

The representative of the Contractor, the Construction

Engineer (Delegated) replied that the reason for the
delay in provision of the Employer Representative
facility in accordance with the contract period is due to
the delay in the approval of the required budget from
the contractor Head Office, if the bid for HCB payment
approved the building house construction progress will
increase. He also said that the contractor could not
provide the permanent vehicle for the Employer
Representative because of the delay in purchase of the
same due to the shortage of foreign currency.

6.0 Agenda No. 05

Consultant Rejection of IPC No.3 and Payment
Schedule Break down:
The representative of the Contractor, the Construction
Engineer (Delegated) recalled the consultant rejection

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of IPC No 3 and the contractor could not accept the

withholding of IPC NO 3 since the contractor believe
that it is contrary to the contract subclause 13.6.

The Resident Engineer replied that the Consultant and

Employer repeatedly requested the Contractor to
finalize and submit the final Route Assessment and
Selection report. But, due to the contractor failure to
finalize the report the Consultant Head office has
written formally to the Contractor Head office that the
consultant was forced to stop processing any IPC until
finalization of the route selection report in accordance
with the employer requirement. Consequently IPC No
3 will not be processed until the contractor submit the
final route selection report.

The representative of the Contractor, the Construction

Engineer (Delegated) said that the Contractor already
had expended cost moreover the Contractor Head
office is releasing the required budget for site when the
Contractor site office IPC is certified so due to the
withholding of IPC No 3 the project site work progress
will be greatly affected. Moreover, since this action
contradict the condition of the contract, the Contractor
will formally claim to the consultant in letter.

ERA, Project Engineer said that in accordance with the

Employer requirement let alone processing IPC
certificate the construction work could not have been
started before approval of route selection report
however the contractor was allowed the construction
work hoping that the contractor would finalize the
route selection report in the meantime. Since the
contractor is a big company the withholding of one IPC
will not affect the cash flow as well as the progress of
the project .

The representative of the Contractor, the Construction

Engineer (Delegated) said the contractor will not accept
the consultant decline to accept the contractor request
for submitted breakdown payment schedule.
The Resident Engineer replied that the contractor can
resubmit his request.

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The representative of the Contractor, the Construction

Engineer (Delegated) said the contractor will resubmit
considering the current site condition and revise the
breakdown in the future
.
ERA, Project Engineer and The Resident Engineer
unanimously said that the payment schedule
breakdown could not be revised now and then,
therefore, the contractor needs to thoroughly evaluate
and check his submissions so that there will not be
frequent revision.

7.0 Agenda 06
Right off way obstruction clearance:
The representative of the Contractor, the Construction
Engineer (Delegated) said that due to ROW obstruction
problem the contractor progress was affected especially
from km 14+400 up to 18+000. Moreover, he said that
sometimes the consultant staffs refused to receive ROW
RFI. Hence, it is the contractor opinion is that whatever
the RFI the consultant needs to receive and reject
officially on the RFI.
The Resident Engineer replied that the Consultant and
the Wereda committee are working hand in hand to
resolve the removal of ROW obstruction. To the
consultant knowledge there is no machine stoppage
due to ROW obstruction to date and from site
inspection report the machineries were stopped due to
break down. With regard to the road section from km
14+400 up to 18+000 the consultant was planning to
facilitate the removal of the obstruction even if the
template drawing approval not yet finalized. Moreover,
to the consultant past experience the contractor will not
hesitate to claim formally in letter if there is any ROW
obstruction problem.
The Resident Engineer said that the contractor has
claim one time regarding ROW RFI and he has formally
written about the issue in a letter and accordingly the
consultant responded. So far until to date the
consultant office did not receive any compliant from

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the contractor orally or officially about RFI refusal and

this comment was new to the consultant.

8.0 Miscellaneous:
ERA, Project Engineer mentioned that there is an
information gap between the contractor site office as
well as the contractor head office, so the contractor
needs to resolve this information gap. He also said that
he feels that there is an information gap between the
consultant and the contractor so both parties need to
close this information gap. Hence in this regard a
regular site meeting needs to be conducted in order to
exchange information.
The Resident Engineer and the representative of the
Contractor, the Construction Engineer (Delegated) both
said that they are exchanging information with each
other and especially they are calling each other with a
phone frequently so there is good information exchange
formally as well as informally. They accepted the
comment to have a regular meeting.

9. The meeting was closed at 7:00 (Local Time)

Next Meeting shall be notified in advance.

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