Contract Administration and Supervision Department (CASD)

 Main activities undertaken in the department

 Preparation of contract documents
 Preparation of BOQ from a given design
 Preparation, evaluation, fixing and recommendation of unit rates
 Estimation of project cost
 Estimation of project period
 Review and approval of work methodologies and workshop drawings
 Review, certification and valuation of executed works during interim
payments requests
 Review, comment and approval of project schedules
 Follow up and notification of the submittal, expiry date, confirmation and
renewal of bonds and guarantees
 Evaluation, analysis and approval of time extension claims
 Preparation, evaluation, recommendation and approval of variation works
 Keeping good record project information
 Review, evaluation and actions on claims
 Preparation of final payments and associated documents
 Evaluation and recommendation of price adjustments etc
 Follow up of project progress against approved schedules and notification of
progress slippages when there are delays
 Keeping a good communication strategy with the client and the contractor
for notifications, recommendations, clarifications, orders, requests,
submittals, approvals, renewals, fulfilments etc
 Conducting regular meetings with stake holders concerning project progress,
and other contractual issues
 Follow up site projects from head office
 Preparation of regular reports (Monthly, weekly etc)
 Follow up of design requests from site with the design departments
 Joint sampling, joint testing of construction materials and evaluation of test
results and recommendations
 Current Staffs of the Department
o Tamrat Defalign …. Deputy Manager of Acute Engineering PLC
o Adane Belay ………. Contract Engineer
o Yonas Abebe …………Project Coordinator
o Hiwot Getnet ………. Senior Office Engineer/Quantity surveyor
o Leulseged Ali…………Junior Office Engineer/Quantity surveyor
o Helen Aemiro ………. Junior Office Engineer/Quantity surveyor
o Samrawit Tsehaye … Junior Office Engineer/Quantity surveyor
o

 Organizational Structure of CASD

 Duties & Responsibilities of Staffs

1. Duties and Responsibilities of the Deputy Manager

Coordinating, leading and following up the activities involved in the department
Supervise office staff for all administrative works that include processing and
reviewing of progress payments for contractors.
Final checking of the checked payment documents before issue
Coordinating and involving in the preparation of different kinds of documents from
the department to stake holders
Coordinating weekly meeting for evaluation of office activities and discussion and
resolving mechanisms of encountered problems
Preparation of contractual letters to project stakeholders in accordance with the
contract document
Performing continuous communications with Project Managers, Project
Coordinators, Resident Engineers and Site Staff so that project problems are
addressed to the head office and/or advises are given on how to solve problems at
site level
Coordinating the preparation and issuing of documents including drawings, contract
documents, to the site and concerned stake holders
Assignment, distribution and follow up of works to the personnel in the department
Checking of the Contractor’s Payment periodical payment for correctness.
Monitoring of construction progress and quality of construction.
Attend and report on meetings held with project stake holders
Deal with contractual problems raised.

2. Duties and Responsibilities of the Contract Engineer

Preparation of technical reports
Close follow up of the construction progress against the schedule
Coordinate the resident engineer on site on contractual issues
Review bid document
Compile the data flow of the site report
Prepare short list, checklist, critical issues etc of the site
Take full responsibility of the contractual matters
Revise thoroughly the contractual documents
Review working plans of projects
Review time and cost claims
Prepare and submit all deliverables of Bill of quantity, cost plan, cost estimation,
tender document, cash flow forecast, monthly report to the employer throughout
the design and construction stages
Overall contract administration of projects
Site report examination and follow up
 Administering the GCC and SCC of the project
Payments approval and timely issuing of paper works
Making regular contacts with the client and general discussions hosting
Strict follow up of validity of performance bond and advance payment guarantees
Manages all contractual issues of the project
Will assist the Client in case of arbitrations, in the presentation of cases Preparation
of procedures manual incorporating relevant section from the design consultant and
supervision consultant for issue by the lead consultant to the project team and where
appropriate to contractors as and when required
Preparation of standard instruction to tenders, form of tender and conditions for
contractor for use in relation to the construction contracts
Preparation of standard subcontract instructions to tenderers, subcontract form of
tender and condition of subcontract for use in obtaining tenders for subcontract
packages
Carryout, support, attend, actively participate in all value management and value
engineering exercise
Preparing subcontract payments and agreements and report to the general manager
for approval.
Participate in the preparation of price escalation.
Review and approval of construction schedules
Manage issues in contractual disputes

3. Duties and Responsibilities of the Project Coordinator / Head Office

coordinate between consultants, external agencies, contractors, property owners
and other utility services for assigned projects.
At head office level, liaison with the Employer, Contractors and Regional
Administrations representing the Consultant as per the duties and responsibilities
outlined in the contract agreement
Carry out strict follow-up of the site supervision and inspection of works from head
office to ensure that work is being done according to the technical specifications and
drawings, assuring:
 Construction of every part of the building to the project specified quality
 Economic and proper utilization of Client’s project input resources by
Contractor
 Timely Completion of the project
 Timely and proper allocation of resources by all stake-holders for an
economical and timely completion of the project
Organize the supervision team with proper allocation of responsibilities to individual
members of the supervision team and follow up their work in order to ensure that it
is effectively executed.
Advise the Head office on the need for special inspection or testing other than those
referred to the Contract Documents.
Facilitate the checking of material samples, delivered materials, tests and test results,
at head office
workmanship, equipment and machinery, site organization and any other matters
required for the faithful performance of the works in conformity with the contract
agreement.
Check and review payment requests by contractors, sign and forward for final
certification in the head office.
Evaluate, review the sufficiency of existing design drawings, bill of quantities and
technical specifications of every work item ahead of their implementation / execution
and if there are any discrepancies, incompleteness, and contradictions, report to the
concerned design team or contract engineer at head office and follow-up for the
corrections and modifications.
In conjunction with the Client or contractors, identify all the survey ground control
stations (beacons and bench marks), which have been established during design
stage; verify the accuracy of the survey stations and re-establish of any damaged of
missing stations to enable the contractor to set out and construct the works and
report the same to the head office.
Formally arrange joint inspections with the contractor, in the presence of the
Employer, for completed sections of the works for acceptance and/Or identification
of defects, both at substantial completion and upon the expiry of the defects liability
period and recommend to the head office for issuance of Taking - Over Certificates
and Acceptance Certificate.
Check contractor’s shop drawings and as built drawings.
Carry out final inspection and defects survey upon practical completion of the
project.
Review and advise on safety measures of the site.
Coordinate with site team in identification and implementation of any required
design modification in time to head office design team
Undertake over all construction contract administration.
Record, analyze, and recommend to the head office any claim raised by the
Contractors; and facilitate the claim management at head office
Check and verify in a regular basis the validity of all bank or insurance guarantees
which the contractor is obliged to have in place, warn contractors one month before
the guarantees expiry date and if contractors fail to renew or extend the guarantees,
advise the Client for timely claim of the guarantees before two weeks of their expiry
date and report the same to the head office.
Administer the construction contract entered in between the Client and Contractors.
Check and approve contractor's construction progress and resource Allocation
schedules
Coordinate and conduct regular meetings that includes contractors and the Client
To help the estimation of price escalation, coordinate with Contractors, the employer
and the site team for the preparation and submittal of monthly local materials and
labor prices signed by the Employer, City Administration and by the site resident
engineer
Coordinate the timely submittal of monthly reports from site, review, comment on
and forward monthly and quarterly progress, supervision and quality control report
with the formats approved by the head office to the Employer, which mainly should
include:
o Design Modification Report
o Construction completion Report
 o Quality control tests and results conducted during the month
o Payment certification status of each contractor during the reporting
month
o Status of advance and performance guarantees in the reporting month
o Status of claims by contractors
o Meetings and their minutes with contractors and the Client
Coordinate and follow-up the regular site record keeping of up-to-date detailed Daily
Site Diary and detailed records for each building separately (making them available
for inspection by the Employer or his representatives when requested to do so and
finally handover to the head office in good conditions) of all contractual
correspondence and data; all work stoppages or delays; accidents on site; official
visitors to site and end time and full details of the resources employed per activity.
Perform other related services as deemed necessary and which the head office
assigns to him for proper execution of the project.

4. Duties and Responsibilities of the Senior Office Engineer

Coordinate, review and assess contract submittals.

Review and process construction for project design submittals and ensure forms as
per existing standards.
Administer contractor’s work and ensure compliance with submitted contract
documents.
Inspect work sites, monitor project budget and schedule and check project plans and
drawings to verify authenticity of office plans.
Analyze and recommend changes to contracts and prepare necessary amendments in
contract document.
Manage and submit all reviewed contract document to contract administrators for
further approval.
Prepare correspondence and documents related to assigned projects and facilitate in
internal scanning and archiving in line with closet procedure.
Provide assistance to project manager and supervise office engineering construction.
Perform inspection and prepare documents for entire contract work projects.
Ensure all contract works in compliance with contract documents.
Prepare project records with details such as field progress, field conditions,
equipment use and corrective actions.
Prepare monthly report on progress of assigned project with assistance of schedules,
costs spreadsheets and perform analysis on same.
Ensure bid packets contain relevant engineering drawings, designs and specification
for of bid document.
Coordinate and prepare Bill of Quantities of projects from a given design for contract
preparation
Coordinate and prepare price escalation documents
Coordinate and prepare project cost estimation documents
Coordinate and prepare cost break down of works in the preparation of new unit
rates
Coordinate and prepare Variation works documents
 Check and certify Contractor payment request documents by checking against the
contract document and executed work on site
5. Duties and Responsibilities of the Junior Office Engineer
Perform the assignment given by the project coordinator to perform the
overall consultancy service for the preparation of report format, material
demand, material specification and standard payments for each typology of
the Employer
Review the completeness of the documents provided by the Employer to the
Consultant before start of the service
Lead and coordinate the junior quantity surveying team
Quantity preparation / Takeoff sheet of the design typologies assigned to
him/her with timely completion of the service and good quality measurement
presentation
Prepare formats for the team for quantity surveying work
Prepare specifications as per the design and the bill of quantities
prepare the standard payments for assigned design typology
preparation of standard material demand for assigned design typology
preparation of weekly and monthly report formats
preparation of standard specifications for assigned design typologies
separately
assist the software programmer for the preparation of the substructure work
of each typology based on the foundation type, determined floor finish level
and foundation depth
prepare a standard weekly and monthly progress, material demand, payment
collected, etc. format with the software engineer

6. Duties and Responsibilities of the Quantity Surveyor

Perform the assignment given by the project coordinator to perform the
overall consultancy service for the preparation of report format, material
demand, material specification and standard payments for each typology of
the Employer
Review the completeness of the documents provided by the Employer to the
Consultant before start of the service
Lead and coordinate the junior quantity surveying team
Follow-up the quantity preparation / takeoff sheet of the typologies assigned
for him to coordinate for the timely completion of the service and the quality
of measurement presentation
Prepare formats for the team for quantity surveying work
Prepare specifications as per the design and the bill of quantities
Prepare and also confirm the quantities prepared by the junior quantity
surveyors whether it is as per the design drawing
Coordinate and prepare the standard payments for each typology
Coordinate and prepare the preparation of standard material demand for
each typology
Prepare and coordinate preparation of weekly and monthly report formats
Coordinate and prepare the preparation of standard specifications for each
typologies separately
Coordinate and assist the software programmer for the preparation of the
substructure work of each typology based on the foundation type,
determined floor finish level and foundation depth
Coordinate and prepare a standard weekly and monthly progress, material
demand, payment collected, etc. format with the software engineer