Design and Supervision Consultancy Works Guideline

Part I: General
1.0 General Reference

1.1 Short Title

This Guideline may be cited as “The Guide line of Design and Supervision under Lacomenza
Business and Consultancy Enterprise” which is established under Wollo University in 2007 E.C.

1.2. Background (Mission, Vision, Values)

1.2. 1 Mission

The mission of this guideline belongs to Wollo University mission as to:

 Provide quality teaching learning process sharing experience in different consultancy

work

 Produce competent entrepreneurs who could contribute to the technology transfer

endeavours of the country;

 Undertake researches that help to solve the socio-economic problems of the country and
that can also add new values and knowledge to the society; 

 Render consultancy and short-term training services to businesses, government, and non-
government organizations to help them accomplish their objectives;

 Render various community services to fulfil social responsibilities expected of it as an

academic institution

1.2. 2. Vision

Wollo University envisions being one of the top five Universities in terms of outstanding quality
education, research, Technology transfer, and community development services in Ethiopia by
2017 E.C/ 2025 G.C. The Design and Supervision Consultancy office is trying to accomplish
community development services to succeed the university vision.

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 Design and Supervision Consultancy Works Guideline

1.2. 3. Values
As member of the Wollo University, each professional and administrative staff will be expected
to promote and uphold the following individual values.

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 Design and Supervision Consultancy Works Guide Line

 Assertiveness  Self awareness

 Selflessness  Social awareness
 Trustworthiness  Respectfulness
 Honesty
 Innovativeness
 Confidentiality
 Resourcefulness

1.3 Introduction

In line with the GTP plan, which indicates that universities shall develop and generate their
income using their skilled manpower on applied research, design and consultancy works, Wollo
University, in addition to the normal teaching activity, has been engaged in consultancy services
under the KiOT Consulting Architects and Engineers office. Just recently, the university has
upgraded the office to an enterprise (Lacomenza Business and Consultancy Work Enterprise)
which carries out consultancy services in addition to several other businesses. This requires
defining the business and the process flow to ensure the effective, efficient and economical delivery of
service to the nearby community in particular and the nation in general.

…
…Enhancing
Enhancing
University
University
Reputation
Reputation and
and
Networking
Networking with
with
Key
Key Stakeholders
Stakeholders

… Consultancy
Consultancy Directly
Directly …Enriching
…Enriching
…Generating
Generating
Underpins
Underpins the
the Core
Core
Income
Income and
and Mission
Mission of
of the
the Institutional
Institutional
Surpluses
Surpluses for
for University
University Teaching
Teaching and
and
the
the university
university Through…
Through…
and Research
Research
and Staff
Staff
Activities
Activities

Figure 1-Overview of How Consultancy Underpins the Mission of the University

Kombolcha Institute of Technology (KiOT) is one of the main actors participating in consultancy
works of the enterprise, such as building design and supervision, road design and supervision,
street light design and supervision and water works design and supervision to mention a few.

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 Design and Supervision Consultancy Works Guideline

This guideline is prepared for the consultancy works under the institute which is given under the
license "Architects and Engineers Consultancy Level 3".

1.4 Enacting Power

This guideline is prepared by selected staff members after initiation and letter of KIOT college
dean, due to the necessity of accomplishing tasks from the enterprise using KIOT staff member.

1.5 Short Title

Based on the title of this guideline, the short title could be named as guideline for consultancy
works under consultancy of Architects and Engineers office.

Definition of Terms
In this guideline the following definition will be used unless they disagree with the university
legislation and goal.
 "Architects and Engineers Consultancy Level 3”: is a License given to the Design
and supervision work with in the Lacomenza Business and Consultancy work
Enterprise.
 “Campus” shall mean a separate compound of the university which includes either
Dessie Campus, Kombolcha Institute of Technology or KIOT, or any other campus (es)
the university will establish.
 “Coordinator”: is the person who will coordinate works in the design and supervision
office with departmental lead coordinators.
 “Department” shall mean a unit within a college/faculty/school/institute that enrolls
students, offers courses, awards degree, conducts research and provides community
service.
 “Departmental Coordinator”: a person assigned to coordinate design and supervision
works with coordinators.
 Principal Consultant: a person who organize professional team for a specific Project.
 “Institute” shall mean an academic unit of the University/College whose principal
objective is to carry out multi-disciplinary research and graduate level teachings. The
institute may run under graduate studies where appropriate and enjoys the status of a
school/department. Special autonomy shall be given to the Institute of Technology.

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 “President” shall mean the chief executive officer of the University appointed in
accordance with Articles 52 and 53 of the Proclamation.
 “Scientific Director” shall mean the chief executive of the Kombolcha Institute of
Technology.
 “Proclamation” shall mean the Higher Education Proclamation No.650/2009;
 “Staff” shall mean the academic staff, administrative support staff, and technical staff of
the university.
 “The University” shall mean Wollo University (WOU), established by the Regulation
No. 221/2011

1.7 Abbreviations
BOQ Bill of Quantity
GO Governmental Organizations
GTP Growth and Transformation Plan
HVAC Heating Ventilation Air Conditioning
KiOT Kombolcha Institute of Technology
NGO Non-Governmental Organization
PC Principal Consultant
WU Wollo University

Part II Design and Supervision Guideline

2.1 Design and Supervision Work Policy Declaration

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 Design and Supervision Consultancy Works Guideline

Universities have a mandate to accomplish the three pillars, which are teaching learning,
community service and research. Wollo University – KiOT as one of its core objective of rendering
community service shall carry out consultancy works with a view to achieving greater role and
participation in community development and to enhance the teaching and learning as well as research
capacity of the university and also contribute to the income generation at various levels including the
university/institute, colleges, the staff and associated workers.
2.2 Concepts of Consultancy Services

For the purpose of this guideline, consultancy service can be defined as any form of professional or
technical service rendered through an appropriate University channel or through individual staff links for
remuneration or otherwise by a staff member of the University to any organization or individual after
announcing to the technical coordinator. The types of consultancy services include: research, training,
program/project planning, design, development and evaluation, supervision, production and maintenance
of materials, or any other related service of a professional and technical nature. In general, consulting is a
professional activity related to the person's field or discipline, where a fee-for-service or equivalent
relationship with a third party exists.

2.3 Consultancy Services within Consultancy of Architects and Engineers

Office
The following are some of the consultancy services the enterprise offers under KiOT. The professional
who may participate in each (typical) consultancy service is also listed. However, the number and
expertise of professionals will depend on the type and complexity of the specific project.
2.3.1 Design and Supervision of Building Projects

i. Architect
ii. Civil Engineer
iii. Electrical Engineer
iv. Sanitary Engineer
v. Surveyor
vi. Quantity surveyor (for BOQ and contract document preparation)
vii. Mechanical Engineer (for HVAC and elevators design)

2.3.2 Design and Supervision of Highway Project

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i. Highway Engineer
ii. Material/Pavement Engineer
iii. Hydraulic Engineer
iv. Environmental Engineer
v. Civil Engineer
vi. Surveyor
vii. Hydrologist

2.3.3 Design and Supervision of Water Works Projects

2.3.3.1 Water supply projects

i. Water supply Engineer/Hydraulic Engineer/Water Resource Engineer
ii. Socio economist
iii. Environmentalist
iv. Hydrologist
v. Electromechanical/Electrical Engineer
vi. Geotechnical Engineer
vii. Structural Engineer
viii. Surveyor

2.3.3.2 Drainage projects

i. Hydrologist
ii. Drainage Engineer/Irrigation Engineer
iii. Geotechnical Engineer
iv. Surveyor

2.3.3.3 Irrigation projects

i. Irrigation Engineer/ Water resource Engineer
ii. Socio economist
iii. Agronomist
iv. Geotechnical Engineer
v. Surveyor

2.3.3.4 Design and Supervision of Street Light Projects

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i. Electrical Engineer
ii. Highway Engineer
iii. Material Engineer

2.3.3.5 Design and Supervision Machine Installing Projects

i. Mechanical Engineer
ii. Electrical Engineer
iii. Civil Engineer

2.4 Staffing and Organization

The organization of staffs for the enterprise in the KiOT wing is shown below. As depicted in
Figure 2, the coordinator who is accountable to the general manager of the enterprise is
responsible for organizing any consultancy activities in the institute. Under the coordinator,
department coordinators will be assigned who are accountable to the coordinator and who will
coordinate and organize other staff in consultancy activities in respective departments. Duties
and responsibilities of each personnel for the structure is also given.
The duties and responsibilities of other permanent staff (in addition to KiOT) which can be
employed by the enterprise is also given.

General Manager of
Enterprise

Coordinator

Architecture Civil Electrical Mechanical Water

Department Department Department Department Department
Coordinator Coordinator Coordinator Coordinator Coordinator

Figure 2: Staffing and organization of the enterprise operating in KiOT

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2.5 Duties and Responsibilities of Coordinator

i. Contact clients and check if all required documents are fulfilled. The documents include,
permit for design, certificate of ownership for the land, land use in the cadaster, etc.
ii. Assess the need of the client (with the help of the concerned department coordinators).
iii. Assigning of department coordinators by discussing with the staff members.
iv. Request department coordinators for assignment of professionals.
v. Notify the price and time frame to the client and negotiate on behalf of the enterprise.
vi. Facilitate the signing of agreements of professionals with the enterprise for their assigned
job.
vii. Follow up the project progress and take measures according to the contract on
professionals who create delay.
viii. Organize in-house presentations based on the schedule of the project.
ix. Approve the final designs before submitting them to the approving organization.
x. Collect comments from the approving organ and forward to the respective department
coordinators.
xi. Verify that the comments are taken care of.
xii. Notify and update the client regarding the progress of the project.
xiii. Have regular meeting with department coordinators.
xiv. Act as mediator in case of any conflict of interest among department technical
coordinators and professionals and make decisions in case they don't agree.

2.6 Duties and Responsibilities of Department Coordinators

i. Accountable to the coordinator.
ii. Set the scope of work for projects that are forwarded from the coordinator.
iii. Prepare detail task description for the professionals that are going to be used in the
agreement with the professional.
iv. Specify the ratio of level of work of each department participating in the project before
professionals are assigned.
v. Limit the number of professionals required for the specific task.
vi. Set the time frame and cost of the project along with concerned technical directors.
vii. Notify professionals regarding vacant project positions and collect applications.
viii. Assign professionals based on assignment criteria. Assignment of professional should be
based on the guideline set in this policy.
ix. Assign the Principal Consultant (PC)
x. Contact with the assigned professionals and brief them regarding the scope of work.
xi. Forward the task to the assigned profession in timely manner.
xii. Attend in-house presentations and participate actively.
xiii. Make sure the design submitted by the professional is up to the expected standard and
approve them before the final submission.
xiv. Follow up the project progress and report for delays to the coordinator (if there are any).

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xv. Approve request for time extension from professionals (based on evidence and discussion
with the coordinator).
xvi. Request the release of payment for professionals upon receipt of approved report from PC.
xvii. Check that the consultancy activities shall not interfere in any way with the individual’s regular,
expected, full-time duties within the department in consultation with the department head.
xviii. Develop department specific working procedures for the consultancy service and ensure that
individual consultancy works bind to this procedure.
xix. Direct, coordinate and administer consultancy activities of individuals within departments,

Assignment criteria

 He/she should be assigned by respective department council. The position should be open
for competition and applicants should be out of any administration duty and shall be
selected based on the following criteria:
o Experience related to consultancy services 50%
o Professional license level 20%
o Academic background 20%
o Seniority in the campus 10%
 The term for a coordinator shall be for two consecutive terms.

2.7 Principal Consultant (PC)

i. Accountable to department coordinator.

ii. Ensure that the consultancy works strictly follow the consultancy guideline.
iii. Develops final report and submit to department coordinator.
iv. Coordinates and manages the project technically and administratively.
v. Is the contact person for any communications regarding the project.
vi. Assigns tasks for each of the team members.
vii. Monitors the team members.
viii. Works in collaboration with other department professionals that are assigned in the project.
ix. Conduct in house presentations during the project progress.
Appointment criteria

 He/she can be appointed by respective department coordinator.

 The appointment should be open for competition for every participating professional and
shall be appointed based on the following criteria.
o Experience related to the consultancy services at hand 40%
o Professional license level 10%

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o Academic background 20%

o Seniority in the campus 10%
o Other extracurricular activities 10%
o Good performance in the previous projects 10%

2.8 Duties and responsibilities of WU-KiOT Staffs Performing Consultancy Service

i. Study and verify the consultancy contract documents in which a staff is participating and sign
accordingly,
ii. Start and carryout the consultancy duties as per the written consultancy agreement and procedures
and as per the schedule agreed in the contract terms,
iii. Prepare and submit to the principal consultant in charge a periodic progress report of the
consultancy activities performed,
iv. Ensure that the consultancy activities follow strictly the terms and conditions as well as schedule
stated in the consultancy contract document,
v. Follow strictly the ethical conduct of the consultancy service,
vi. Periodically conduct monitoring and progress meetings in relation to the consultancy activities
performed,
vii. Submit the final consultancy report and test results in accordance with the written requirements
and terms of references of the consultancy work,
viii. Staff members shall not ask students to perform consultancy services unless it is authorized and
the work is related to legitimate academic requirements of a course or is within the scope of the
students’ ability and time available to do the work. It shall also be ensured that the student is
adequately compensated for such services,
ix. A staff member is not authorized to transfer consultancy responsibility to another staff or student
for which he has formally agreed to render service unless it is secured through written permission
and agreement of the client and the responsible supervisor.
i. A professional must submit work according to deadline set in the contract agreement. If
not, he/she is going to be fined according to the following procedure.
a. If delays are created for the first time, then the professional should be fined from
the professional fee using this formula.
Delay (In hour/ day) X half of the professional fee
Total allocated time (in hour/ day)
b. If the delay is more than half of the allocated time, additional written warning
should be issued to the professional.

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c. If the professional creates delay for the second time, then he/ she should be
suspended from the upcoming project that he/ she is supposed to work.

Appointment criteria

 He/she can be appointed by respective department coordinator.

 The appointment should be open for competition for all professionals in the department
and applicants shall be selected based on the following criteria.
o Experience related to consultancy services 40%
o Professional license level 10%
o Academic background 10%
o Rotation 10%
o Seniority in the campus 10%
o Other extracurricular activities 10%
o Good performance in the previous projects 10%

2.9 Procedures and Workflow within Coordinators

 Clients contact coordinator for any engineering projects listed under Section 2.
 The coordinator checks if all necessary documents are submitted such as permit from
municipality, ownership of land, etc. If all documents are available, the coordinator will
forward it to the department coordinators.
 The coordinator writes letters to each department technical coordinators to define the
scope of work, description of task and time frame required for the project.
 The department coordinators define the scope of work and advertise to the professionals
in their respective departments with the details such as description of task, the amount of
time needed to accomplish the task and how much he would be paid.
 Interested staff members apply for the project.
 The department coordinator assigns professionals based on the assignment criteria.
 The professional signs an agreement with the contract administrator. This agreement
should contain responsibilities and rights of the professional, responsibilities and rights of
the client, responsibilities and rights of the enterprise, amount to be paid at the end of the
design, the time frame for task accomplishment and payment.

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2.10 Cost Estimation

Department coordinators shall estimate, with careful consideration, the cost of projects using the
following procedure:

 Estimate the professional fee based on number of participants and the level of complexity
of the project (i.e. the time it takes for each professional). This will comprise 70% of the
net payment.
 Based on the professional fee, calculate the enterprise share:
Enterprise share = (0.3*Professional fee)/0.7.
 Determine the coordination fee with the following formula:
(0.03+0.025+0.02+0.035+0.03+0.02*(n-1))*professional fee
Note: The factors in the formula indicate the percentage share as shown in Section 5.
 Estimate other expenses of the project.
 Then the total cost before VAT will be the sum of the professional fee, enterprise share,
coordination fee and expense.
 Then calculate the grand total adding VAT.

2.11 Income Distribution

The cost estimation explained in Section 5 serves as a baseline in the income distribution. The following
guideline shall be used in income distribution:

A. Completed consultancy form should be signed by the PC and requested by the department
coordinator for processing.
B. Total expenses which comprises of coordination fee and other expenses will be deducted from the
total income.
C. According to the policy of the enterprise, 30% of the net income will go to the enterprise and
70% shall be paid to the professionals based on their contract agreement.
D. From the total expense indicated in B, the coordinators will be paid according to the following:
i. (0.03*professional fee) will be paid to the president.
ii. (0.025*professional fee) will be paid to the scientific director.
iii. (0.02*professional fee) will be paid to the enterprise manager.
iv. (0.035*professional fee) will be paid to the coordinator.
v. (0.03*professional fee) will be paid to the lead department coordinator (from the
department which is the main coordinator).
vi. (0.02*professional fee) will be paid for each of the other department coordinators which
participated in the project.

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NB. This does not mean that the above payments will be deducted from the
professional fee; it is only because when the cost is determined at the beginning, their
payment is calculated based on the professional fee. It will be paid from the expenses.
E. The consultancy payment made to the staff is subject to tax deductions in accordance with the
university finance regulations.

2.12 Duties and Rights of the Client

A client is defined as an individual or an entity (public, private, NGO, GO, etc) seeking
consultancy and short term training service from Lacomenza Enterprise, Wollo University. The
clients of the consultancy service which are seeking the service of the Institute do have the
following rights and responsibilities:

a) A client can initially create an opportunity or access for a consultancy and short term training
service through individual contact with the staff, the department, and the college or other
functional units of the university,
b) The client will have the request for consultancy service processed through the established work
flow of the university/institute established for consultancy services,
c) All request consultancy service must be accompanied by a written contractual agreement that is
mutually acceptable to the client and the Institute,
d) The client has the responsibility to abide by Lacomenza Enterprise consultancy policy,
e) Unless the mode of payment is specified in the written contract agreement to be installments, the
client has the responsibility to pay all the consultancy and short term training fees before the
commencement of the consultancy and short term training work,
f) The client has the right of getting the consultancy and short term training work done in the
specified time and with the standard and quality of service agreed in the consultancy contract,
g) The client has the right of negotiating the contract terms and of reaching a mutually acceptable
contract agreement with the Institute,
h) The client has the right of getting periodic reports of progress of the consultancy work the period
of which has to be specified in the written contract agreement,
i) The client has to accept the condition that the Institute has the freedom to assign the staff and
arrange the consultancy and short term training service in accordance with the contract
requirements and the internal university/institute regulations as long as the consultancy and short
term training service is delivered appropriately.

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2.13 Sub-Contracting of Consultancy Services

The Institute through its departments, colleges and other units carrying out the consultancy service may
seek the involvement of individuals and organizations outside the Institute if part of the work cannot be
carried out by the Institute. As far as possible such arrangement should be worked out before the
commencement of the consultancy work. The unit of the Institute responsible for undertaking the
consultancy is not authorized to outsource the consultancy service which can be carried out within the
resources of the Institute.

Part III Miscellaneous

3.1 Legal aspects of the policy
All staff, departments, colleges and concerned units of the institute should note that they share
responsibility for both the success and any failure that may arise as a result of not carrying out the
consultancy work properly.

a) Failure to deliver the consultancy work by the individual staff, department, college or other units
of the institute with the policy and terms of the contract agreement may be considered as a breach
of contract that may result in disciplinary action as per the legislation of the University and legal
accountability by laws of the nation.

b) Staffs involved in training and consultancy works should also note that in appropriate cases, the
Institute could pursue recovery of all costs and damages to which it has been exposed as a result
of breach of the contract. Individuals who failed to act should be liable to pay all costs and
damages.

3.2 Private Consultancy

Where a university/institute staff wishes to undertake external consultancy on a private basis, he/she
should inform the concerned department head to which he/she belongs. Failure to declare such
consultancy works undertaken privately is viewed as breach of contractual obligation of the staff and
makes the staff liable to disciplinary action. Such engagement are prioritized after any assignment given
to the staff by the institute including teaching, research and consultancy, short-term training and other
duties of the institute for which the staff is expected and duty bound to accomplish.

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In addition the staff and the department head shall ensure that the work load of such private consultancy
works is not so high as to jeopardize other activities to which the staff is assigned.

Where an individual wishes to undertake such training it will be assumed that:

a) There will be no use of any of the university’s resources

b) There will be no use of the university’s name or brand
c) That there is no competition with any other consultancy service offered by the institute.
d) That the consultancy does not conflict with the institute or would not bring the institute in to
disrepute.
e) The staff is individually and personally liable to the client, i.e., the institute/consulting
office has no responsibility for the work. The Institute cannot in any circumstances accept
any obligation or liabilities, financial or otherwise, for work undertaken privately. Nor
will the institute claim any income out of such consultancy works.
f) There is no conflict of interest with the employment of the staff at the institute.

3.3 Amendments

The amendments to this guideline can be initiated by the staff, department, college or other functional
units of the institute. The amendments shall be discussed at various levels including the staff and shall be
approved by the university president. Once the guideline is approved, amendments, if any, shall be
considered for president approval only on regular and yearly basis.

3.4 Applicability and Limitation of the Guideline

This consultancy guideline is applied without prejudice to the nature and type of the consultancy services
offered and to all staff, departments and colleges of the institute. If any of the regulations in this guideline
is inconsistent with the provisions of the senate legislation, provisions of the senate legislation shall be
applicable.

3.5 Period of the Validity of the Guideline

This guideline enters in to force starting from _____________ which is the date the institute management
committee has approved the guideline. This guideline remained valid subject to future revision and
change as approved by the university president.

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3.6 Pending Issues

Regarding projects prior to the endorsement of this guideline, issues such as t payment for
professionals, etc shall be decided by meeting with professionals and Department heads.
3.7 Guideline Preparation Staff Member (selected committee)
Members of the Consultancy Policy & Guideline Preparing Committee Signature

1. Ali Mohammed; Civil Engg, Department, – Chairperson ____________

2. Bereket Wondosen; Architecture Department – Secretary ____________
3. Daniel Getachew; Electrical Engg. Department – Member____________
4. BayeAlebie ;Water Resource & Irrigation Eng. Department- Member
____________
5. GetachewNegasi; Civil Engg, Department- Member
____________

Approval By KIOT Management Member Signature

1. Ahmedin Mohammed -Scientific Director _______________

2. Yared Solomon -Deputy Scientific Director _______________

Approval By Enterprise Member Signature

1. Getachew Shieferaw - Enterprise Manager ______________

Final Approval Signature

1. Abate Getahun (PhD.); University President _______________

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References

1. Arba Minch University (2010).Arba Minch University Consultancy policy and guide lines. Arba
Minch, Arba Minch University.

2. Assosa University.Assosa University legislation on consultancy services. Assosa, Assosa University.

3. Addis Ababa University (2013).Training and Consultancy policy. Addis Ababa, Addis Ababa
University.

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