Number Price /unit Total price

. No Key Personnel Unit ETB ETB

No. Month
1.0 Fee of personnel Month s
1.1 Resident Engineer Month 01 12 6000 72000
1.2 Site supervisor Engineer (one (1) No.) Month 01 12 5000 60000
1.3 Architect Month 01 3 5000 15000
1.4 Quantity Surveyor (one (1) No.) Month 01 5 5000 25000
1.5 Quality Control Engineer Month 01 12 5000 60000
1.6 Sanitary Engineer Month 01 3 5000 15000
1.7 Electro Mechanical Engineer Month 01 3 5000 15000
1.8 Environmental and Social Specialist Month 01 1 5000 5000
Total 267,000.00
VAT ( 15% ) 40,050.00
Total with VAT 307,000.00

N.B this cost is only the cost of key experts (professionals) on construction period only.
Table of Contents
1. Back Ground Information.................................................................................................................... 4
2. Objectives Of The Services................................................................................................................. 5
3. Scope Of Services................................................................................................................................. 5
A. Coordination And Consultation.................................................................................................... 6
B. Technical................................................................................................................................................ 7
B.1 Administration................................................................................................................................ 7
B.2 Quality Control............................................................................................................................. 11
B.3 Health And Safety........................................................................................................................ 12
B.4 Environmental And Social.......................................................................................................... 13
B.5 Enforcing The Right Of Way Removal Process.....................................................................14
C. Measurement And Payment.......................................................................................................... 17
C.1 Works Payments.......................................................................................................................... 17
C.2 Consultant Invoices..................................................................................................................... 17
D. Finalisation Of Contract.................................................................................................................. 18
4. Deliverables.......................................................................................................................................... 18
5. Minimum Experience Required....................................................................................................... 18
6. Facilities, Services And Resources To Be Provided By Procuring Entity.....................................33
7. Liaison With Municipality...................................................................................................................... 33
8. Reporting................................................................................................................................................. 33
I. Inception Report............................................................................................................................. 33
Ii. Design Review Report................................................................................................................... 33
Iii. Contractor’s Mobilization Report:............................................................................................... 34
Iv. Monthly Progress Reports:........................................................................................................... 34
V. Quarterly Progress Reports:......................................................................................................... 35
Vi. Annual Progress Reports:............................................................................................................. 35
Vii. Special Report:............................................................................................................................ 35
Viii. Contract Completion Report:.................................................................................................. 36
Ix. Consultancy Completion Report................................................................................................. 36
X. Consultant’s Quality Assurance Manual....................................................................................37
Xi. Environmental Management Report.......................................................................................... 37
DESCRIPTION OF THE SERVICES

1. BACK GROUND INFORMATION

The Tigray region, duly represented by the Adigrat municipality, has allocated sufficient
budget to finance payment for the construction supervision of Adigrat city road projects.

The Road Project is located in the eastern part of the region and lies entirely in the Adigrat
city.

Adigrat city is located on a pivotal point for the country and the regional state. It has access
from the neighboring country, Eritrea, through the main Mekelle ‐ Zalanbesa asphalt road
(carrying beyond capacity), which is 37km, and the other end of the city has been accessed
through the road Mekelle- Aksum asphalt road. Both of the above listed main roads are
through roads that crosses the city. Presently, the road networks within the city are either
poorly constructed or not constructed yet. Except the limited cobblestones, the access within
the city is poor.

The works under the contract is divided in to three lots.

1. The first segment is located in the 01 kebelle and the site is covered from paisa
through old market center- cherqos church-Adigrat hospital.
2. The second segment from Adigrat university to Walaku asphalt’
3. The third segment is from Lelana Menafesha –Medhanealem Church-Abune Aregawi
Church.
 2. OBJECTIVES OF THE SERVICES
The objective of the consulting service is to conscientiously fulfil to the highest professional
standards the role of the Engineer/Engineer’s Representative, as defined under the Works
Contract and to supervise construction of the works (on behalf of the Client) throughout the
entire construction period, including the defects liability (maintenance) period.

The consultant is required:

i. to ensure that the road is constructed in accordance with the Technical

Specifications, Engineering Drawings or any amendments thereto and meet
the standard quality of the end product;
ii. to optimize the use of available material resources to minimize costs to the
Client, to maximize the quality of the Works, to expedite construction and to
optimize the use of natural resources and ensure environmentally as well as
socially sustainable construction ; and
iii. to ensure that the road is constructed within the Contract Price and Time for
Completion allowed under the Contract or any agreed amendments thereto.

3. SCOPE OF SERVICES
The service shall be carried out in accordance with generally accepted standards of
professional practice, follow recognized engineering procedures. The consultant’s scope of
work is understood to cover all activities necessary to accomplish the stated objectives of
these services, while adhering to best practices of the professional, whether or not a specific
activity is cited in this Term of Reference.

The Consultant shall render the service with due diligence and efficiency in fully supervising
the construction of the works which are to be executed in accordance with sound technical
administration, financial and economic practices. The Consultant shall perform all duties
associated with such tasks to ensure that only the best practice is followed and that the final
product is in all aspects equal to that specified, at the most economic costs and is executed in
full compliance with the specification.

The services consist of carrying out reviewing of the previous design document and
supervising the construction of all works to be undertaken under the work contract.

A. Coordination and Consultation

The Consultant shall perform the following duties with respect to coordination and
consultation with construction and design authorities, utility companies and other key
stakeholders and legal entities that may affect the progress and cost of the Works:

i. Consult with the Local Authorities during implementation of environmental mitigation

measures.
ii. Ensure that there is a recorded process of consultation between the contractor and
local representatives regarding the following issues where appropriate:
a. use of local labour
b. use and reinstatement of borrow materials
c. use of water resources
d. opening of temporary traffic diversions and access roads
e. dust nuisance
f. site of local importance such as burial sites of sites of religious importance or
antiquity that may be affected by the works
g. cutting of trees and vegetation
h. removal of crops
i. public safety in construction areas
j. site accommodation and security
k. any other local issues affected by the construction works
iii. Make a survey of existing utility services and liaise closely with authorities concerned
on the proposed relocation of such services. The consultant shall put up detailed
 plans and proposals for the relocation of these services if affected by the proposed
work. All official dealings with any service agencies shall be done through the
Employer.
iv. Liaise with Adigrat municipality and the City Administration to ensure that assessment
of Compensation in respect of crops and buildings within the Right of way is carried
out before the contractor is given possession of site
v. Ensure that there is a recorded process of consultation between the contractor and
authorities concerned on any proposed relocation or installation of services. All official
dealings with any service agencies shall be done through the Employer.

B. Technical
B.1 Administration
The Consultant shall perform the following duties with respect to the administrative tasks
required:

i. Issue the Contractor with all the necessary copies of the Works Contract
Documents, including Contract Agreement, Conditions of Contract, Specifications,
Drawings, and priced Bill of Quantities, and provide timely supplementary
information necessary for the execution of the Works.
ii. During the contractor’s mobilization period, the consultant shall carefully and
comprehensively review and satisfy himself of the sufficiency of the engineering
drawings, plans, technical specifications, design calculations, pertinent reports
prepared at design stage ‐ in particular the materials report and sources of
materials identified. The consultant as an outcome of his review shall propose to
the Employer any amendments deemed necessary for the Consultant to verify the
soundness and sufficiency of the detailed engineering design, contract documents,
and accuracy of the bill of quantities. After approval by the Employer the
Consultant shall make, any necessary amendment to the design and documents.
In addition to this, the consultant shall continue review of the design, in relation to
 site conditions, during the whole construction period and propose necessary
changes to the employer and shall make necessary amendments.
iii. Prepare any design changes as necessary or advisable to suit field conditions
including improvement of alignments during construction or which could result in
reduction of construction costs without sacrificing strength or quality of the work,
i.e. carrying out Value Engineering works. In particular supervision of any ground
investigation at bridge sites carried out by the Contractor reviews and modifies as
necessary design of structures. Prepare Engineer’s Instructions (EI) and Variation
Orders (VO) as recommended or necessary complete with the associated
measurement and payment instructions. Issue such EI’s and VO’s to the Contractor
in writing ‐ whilst advising the Employer of such EI’s and VO’s and of the
associated implications. (The Particular Conditions of Contract may require the
Employer’s approval prior to issue of some instructions or variations).
iv. Verify the validity of all insurance/guarantees/performance bonds and proof of
payment of premiums which the Contractor is obliged to have in place.
v. Delegate appropriate duties to members of the supervision team.
vi. Review the Contractor’s proposed work programme and associated work method
statements, resource analysis and requirements in relation to the required rate of
progress, and approve or reject the proposals accordingly. Identify any changes or
additional resources required. Make sure that the program submitted for the
execution of the works shall, in addition to the program for pure construction
activities, are in due consideration of the social aspects, appropriate safety
management plan/measures, environmental protection and mitigation plan and
also include an alleviation program for Site staff and Labor in respect of Sexually
Transmitted Diseases (STD) including HIV/AIDS.
vii. Continuously monitor the Contractor’s progress against programme and his
method of working in respect of each construction activity and prepare a resource
 analysis against production needs. Advise the Contractor when additional
resources or revised methods of working or revised programme of the works are
deemed to be required.
viii. Review the Contractor’s proposed working drawing/plans and associated
calculations. Approve or reject the proposals accordingly and identify any changes
required.
ix. Thoroughly review and analyze all the Contractor’s applications for extensions of
time or claims for additional payment and furnish the Employer with the
Engineer’s detailed analysis of such applications and recommendations and,
subject to the Employer’s approval (where necessary), advise the Contractor
accordingly.
x. Prepare any necessary design changes and amendments and issue Variation
Orders subject to the authority given to the Engineer, or approvals from the
Employer.
xi. In the event of adjudication or arbitration, provide the necessary personnel and
expertise to advise and assist the Employer in any such process and prepare any
further analysis of the Contractors claims submissions as may be necessary to
assist the Employer in the presentation of his case. (Note: The cost of any
additional inputs required shall be approved by the Client)
xii. Maintain a Daily Site Diary (Format proposed in ERA Quality Manual, Volume 6A)
xiii. Maintain records of all correspondence, minutes of meetings, test
xiv. submissions of product and material specifications, copies of original construction
contract documents including all addenda, administrative orders, confirmation of
verbal instructions, additional drawings issued subsequent to the execution of the
construction contract, as well as the Consultant’s contract documents, progress
reports, and other related documents.
 xv. Maintain records of the Contractor’s equipment on Site including date of arrival or
removal from Site, date of manufacture, previous hours worked and condition, the
date commissioned to commence work, its availability, and utilization. Maintain a
photographic record of monthly progress at set locations and also of any
construction activity of technical or contractual interest. Each photograph to be
captioned with: reference number, time, date, precise location, subject, and points
of particular note. All photographs shall be digital being 5 ‐ 8 megapixels and shall
be stored on diskette, together with copies of the captions.
xvi. Allow inspection by the Employer on request of all site correspondence and
records, etc.
xvii. Provide on‐the‐job training to not more than 2 graduate civil engineers at a time
(furnished by the Employer) in the various aspects of construction supervision and
application of the Works Contract.
xviii. Prior to commencement of works and at substantial completion, conduct 2 days
24 hour and 5 days 12 hours traffic counts at 2 count stations agreed with ERA.
The standard formats for traffic counts are given in ERA Quality Manual Volume
2A, Planning. The results and analysis shall be presented in the Final Report.
xix. Submit reports indicated under Clause/Item No. 1o of this Terms of Reference and
other special report (to fully acquaint the client with all aspects likely to affect the
Technical and Financial implementation of the project), final reports and records,
and other hard outputs regarding construction progress and the status of the
Works Contract and the consulting services contract in accordance with Section10
herein.
B.2 Quality Control
The Consultant shall perform the following duties with regard to the quality of the Works:

i. Ensure that the Contractor completes the Works in accordance with the Specifications
and Drawings. To this end, the Engineer shall, routinely or as requested by the
Contractor, inspect the Works both under construction and completed, for
compliance with the Specifications and the agreed method of working, as a basis for
payment.
ii. 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
instruct and coordinate with the contractor to re ‐establish (as per section VI Special
provision to the standard technical specification of the bidding document) of any
damaged or missing stations to enable the Contractor to set out and construct the
Works
iii. Examine the results of the soils and materials investigations to advise/instruct the
Contractor where to minimize overhaul and optimize the use of available resources.
Instruct further soils investigations where necessary.
iv. Inspect and approve the Contractor’s setting out of the Works.
v. Inspect/test and approve the Contractor’s preparation for the Works.
vi. Inspect/test and approve all materials used in the Works.
vii. Where necessary, order removal and replacement of Works with materials or
workmanship that fails to comply with the Specifications or Drawings.
viii. Formally arrange joint inspections with the Contractor, in the presence of the
Employer, of 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 issue Taking‐over Certificates and Defect Liability Certificate.
ix. Prepare a Site Quality Assurance Manual that standardises site administration and
quality control procedures with the aim of ensuring the specifications are met by the
 Contractor, all necessary records are maintained and accessible, and that
measurement and payment are carried out in a correct and accountable manner. The
manual should include:
a. standard administrative forms (ERA Quality Manual Volume 6, Construction
Management, may be used for this purpose)
b. standard forms for quality control (sampling and testing)
c. list of all required tests, sampling methods, test frequencies, test methods and
procedures (e.g. AASHTO test number), limits, and name/number of standard
form for test analysis and results
d. standard forms for measurement and payment procedures
e. site staffing organisational charts for Contractor and Consultant
f. limits of authority for Engineer, Dispute Resolution Engineer, Engineer’s
Representative with respect to:
 orders which have financial implications
 approving variations in quantities
 approving subletting of any part of the Works
 approving extensions of time
g. duties and delegation of duties for key supervision staff

The Quality Assurance Manual shall be a working document issued for use by the
Contractor’s and the Consultant’s staff.

B.3 Health and Safety

The Consultant shall perform the following duties with regard to the safety of the public and
the health and safety of workers:

i. Ensure that the contractor follows international and specified safe working practices in
all operations and immediately draw attention to any instances where these are not
 followed, directing the contractor to carry out all such actions or works necessary for
the safety of personnel, works and adjacent property.
ii. Report and keep records of all accidents on site.
iii. Ensure that the minimum impediment is caused to the flow of traffic and that safe and
acceptable diversions are provided and maintained at all times.
iv. Monitor and ensure that the Contractor follows Environmental Management Plan
(EMP) with regard to Health and Safety issues.
v. Ensure that both the Consultant and the Contractor have site personnel qualified in
First Aid, and that suitable First Aid facilities are available.
vi. Review and familiarize themselves with the ERA's HIV/AIDSs policy and strategy, and
follow up and report in the monthly reports on how the contractor is implementing
the alleviation program for Site staff and labor in respect of Sexually Transmitted
Diseases (STD) including HIV/AIDS. In consultation with ERA's responsible
environmental office, advise the contractors of new developments and additional
needs in respect of the STDs and HIV‐AIDS as and when they occur.

B.4 Environmental and Social

The Consultant shall perform the following duties with respect to environmental and social
issues:

i. Review and become familiar with the Environmental Impact Assessment, the
Resettlement Action Plan, and Environmental Procedures Manual of ERA as well as
Government of Ethiopia's policies and regulations on environmental aspects. Consult
with ERA's Environmental office and the Ethiopian Environment Protection Authority
(EPA) at an early stage.
ii. Prepare and agree with the Contractor an Environmental Management Plan (EMP) in
the format given in ERA Quality Manual Volume 5 Environmental and Social
Management. The purpose of EMP is to set out the mitigation, monitoring and
institutional measures to be taken during implementation and operation to eliminate
 adverse environmental and social impacts. The EMP should set out all the Contractor’s
and Consultant’s obligations with regard to environmental and social issues. It should
also ensure that the recommendations of the EIA have been taken into account.
iii. Monitor the implementation of the EMP and any resettlement, and report on the
contractor’s implementation as per the agreed plan. Monitoring may be carried out in
collaboration with ERA environmental officers.

B.5 Enforcing the Right of Way Removal Process

The Consultant is required to act as an Agent to the Employer in liaising and enforcing the
removal of Properties as well as utilities that are found within the Right of Way limit and by
preparing a livelihood restoration scheme (subject to the prior approval of the Employer) by
undertaking the following tasks but not Limited to:‐

i. Ensure that the compensation rates, amounts & quantities that are determine by the
rate establishing Committee are fair, correct and as per the relevant applicable laws
and regulations,
ii. Translate data from ROW documents into the land management software database
which will be developed by the Employer in the future;
iii. By liaising with the relevant Utility providers, Woreda and Zonal administration offices,
resolve the complaints that are raised by the community,
iv. Provide training and awareness creation sessions to all the relevant stakeholders,
Woreda Officials, utility providers, Compensation Estimation Committee members, to
the Community and other relevant organs,
v. Ensure the establishment and the well‐functioning of the relevant Complaint Redress
Mechanisms for the relocated persons in cases where they have Reservation on the
Compensation due and/ or the overall compensation process.
vi. Prepare Right of Way removal master, yearly, quarter and monthly plans and
accomplishment reports. Besides, the Consultant is required to revise and update the
Plans so as to cater the encountered slippages in the Program of the Work.
 Furthermore, the Right of Way report is supposed to highlight the encountered
Problems, the way forward and other issues that require the Employers immediate
attention & response.
vii. Prepare monthly, quarterly and yearly Right of Way budget forecasts for budgetary
purposes. The forecasted Right of Way budget shall as soon as Possible be detailed
and proxy to the disbursement in order to avoid a budget deficit.
viii. Request the Utility organs and the Woreda Administration to remove the Properties
and utilities that are found within the Right of Way limit.
ix. Closely follow‐up and Coordinate the removal of properties and Utility Lines that are
found within the Right of Way prism.
x. Measure, count and wittiness the properties that are found within the Right way limit.
xi. Verify and approve the right of way compensation that is estimated by the
Compensation Estimation Committee and forward the same to municipality so as to
Process and effect the Payment.
xii. Hand over the project site, which is free of obstructions to the Contractor for the
subsequent Construction Operations.
xiii. Support the Compensation Estimation and the Grievance Redress Committees as well
as the Zonal and the Woreda Administrations in undertaking their assignments in
relation to the overall right of way relocation activities.
xiv. Facilitate Transportation to the Compensation Estimation Committee from the vehicles
that are assigned to the Engineer so as to assist them in undertaking their assignment
swiftly.
xv. Ensure that the property removal and the relocation processes have the lowest
possible impact and devise livelihood restoration mechanisms in consultation with
Woreda & Zone Administration.
xvi. Prepare the necessary formats, guidelines and manuals that are relevant for the Right
of Way Removal.
xvii. Devise a mechanism to improve or at a minimum restoring, the livelihoods and
standards of living of displaced (physically or economically) persons to pre ‐project
levels subject to the methods to be approved by the Employer.
xviii. Livelihood restoration activities must be implemented with disclosure of information,
consultation, and the informed participation of the Affected People.
xix. Devise a mechanism which will improve the standards of living of the displaced poor
and other vulnerable groups
xx. Monitor and assess livelihood restoration outcomes, their impacts on the standards of
living of displaced persons, and whether the objectives of the livelihood restoration
plan have been achieved by taking into account the baseline conditions and the
results of livelihood restoration monitoring, and disclose monitoring reports
xxi. Meaningfully consult Project Affected People including vulnerable groups, and give
opportunities to participate in planning and implementing resettlement activities
xxii. Assist Project Affected People in their efforts to improve their livelihoods and
standards of living or at least to restore them to pre-project levels or to levels
prevailing prior to the beginning of project implementation. This includes assistance to
the affected people with an independent livelihood restoration activity including
economic activities that the affected people initiated without project support to
restore their livelihood and feasible alternatives that could provide sustainable
livelihood options for the affected people.
xxiii. Devise a focus group consultation discussion to reach on the mechanism on how to
treat the livelihood restoration. In this regard, the consultant is supposed to treat
severely affected peoples and significantly affected people separately for separate
treatment.
xxiv. Promote the role of the project to the community specifically and the country at large
thereby creates and devises a mechanism to create a sense of ownership by the
community.
xxv. Engage the Affected people and local government in order to discuss the details of
re‐allocation.
xxvi. Prepare a detailed Stakeholders Engagement Plan.

C. Measurement and Payment

C.1 Works Payments
The Consultant shall perform the following duties with respect to payments made to the
Contractor:

i. Measure the Works and keep measurement records, keep records for measurement
based on the total quantity to date, and calculate the interim quantity as the
difference between the total quantity to date and the quantity at the previous
measurement.
ii. Verify the accuracy of the Contractor’s measurement and the sufficiency of supporting
documentation.
iii. Verify the Contractor’s payment applications and issue interim payment certificates for
processing by the Employer within 7 days of receiving such statement from the
Contractor. Issue the interim payment certificate on the basis of the interim amount
being the difference between the total amount to date and the amount certified at
the previous measurement.
iv. Monitor the payment process and alert the Employer when payment delays accrue to
a point when; (a) interest charges will become due and (b) the Employer will be in
Default for late payment.
v. Report the updated projected contract cost on a quarterly basis, giving reasons for
any significant changes.
vi. Advise the Employer on whether liquidated damages may be due from the
Contractor.

C.2 Consultant Invoices

The Consultant shall submit his invoices in the format prescribed by ERA.
D. Finalisation of Contract
The Consultant shall perform the following duties with respect to the finalisation of the Works
Contract:

i. Undertake completion inspections with the Employer and issue a list of remaining
works to the Contractor
ii. Certify substantial completion of the Works in accordance with the Contract
iii. Assist the Employer with any unresolved claims or issues
iv. Undertake inspections during and at the end of the defects liability period
v. Certify final completion of the Works in accordance with the Contract
vi. Prepare and issue the final payment certificate
vii. Review, accept and submit as‐built drawings within two months of completion of the
Works detailing all alignment and level information, position and sizes of drainage
structures, services information, and structural drawings (including type and positions
of reinforcement)
viii. Ensure that all materials, tools, plant, equipment, facilities, etc, which have to be
handed over to the client after completion of the works are properly Dismantled,
packed, stored and maintained until the official handing over to the client.
Furthermore, the consultant shall arrange for the handing over of these items to take
place as provided in the works contract.

4. DELIVERABLES
The Consultant shall prepare and submit to the Client the reports and documents shown
under Clause 10 of the TOR.

5. MINIMUM EXPERIENCE REQUIRED

The Consultant shall provide competent personnel for the services, who shall be managed by
the Resident Engineer and who will represent the Consultant in performing the services.
All the Consultant’s personnel shall be good in the full use (i.e. the writing, reading and
speaking) of the contract language, which is English. In addition, all the key staff described
herein, shall be fully computer literate regarding word processing and spread sheets, with not
less than one member of staff fully computer literate in the use of: data bases; total station
surveying:‐

5. 1 Man Month Input Requirements of Key Professional Experts, Technicians/Support Staffs

and Junior Assistant Professional Staffs; and task Assignments/Responsibilities.

The proposed team and the estimated duration of inputs are shown in the table below. The
Consultant may propose additional staff for the completion of the project.
Table 5. 1 Man Month Input Requirements of the Consultant Staff

Estimated Man‐ Estimated Man-

Months for the Months for the
Construction Defects Liability
1.0 Key Personnel Period Period
1.1 Resident Engineer 10 12
1.2 Site supervisor Engineer (one (1) No.) 10 12
1.3 Pavement/Material Engineers (one (1) No.) 10 12
1.4 Structural Engineer 5 2
1.5 Geotechnical Engineer 6 3
1.6 Highway Engineer 10 5
1.7 Quantity Surveyor (one (1) No.) 10 3
1.8 Senior Surveyor (one (1) No.) 10 5
1.9 Claims Expert 4 1
1.10 Environmental and social specialist 4 1
1.11 Hydrologist/Hydraulic Engineer 5 1
1.12 Right of Way Management Specialist 10 0
2.0 Technicians, Drafts person and Secretary
2.1 Soil laboratory Technicians (1 ) 10 2
2.2 Secretaries (one) 10 1
2.3 Material Inspectors (one) 10 0
2.4 assistant Surveyors (1) 10 0
2.5 Structural Inspectors (one) 5 0
2.6 Drafts persons (one) 10 0
Note:
 Deployment of intermittent and support staff for the Construction Periods, and
Deployment of any staff during Defect Liability Periods are subject to prior approval
of the client.

All billable staffs employed for the provision of the service are required to reside permanently
on site except additional staffs proposed by the firm.

At the commencement of project, all team members shall confirm that they have read and
understood the ERA Code of Professional Conduct and Ethics, and that they will strictly follow
the articles of this Code in the performance of the services for this project. The Code of
Professional Conduct and Ethics, and the form by which the team members confirm their
reading and understanding of the code.

5.2 Qualification Requirements of Key Professional Experts, Technicians/Support staffs and

Junior Assistant Staffs:

The following Tabular Matrix shows the qualification requirements which includes the
“General Qualification” (i.e. Education and overall experience), “Adequacy for the assignment”
and “Relationship with the Firm” requirements of the staff, in line with Section III of the RFP
Document. It also shows the Scoring Scales of the qualification requirements.
Table 5. 2 Key Experts’ and other staffs qualifications and competence for the Assignment

No. of
1.0 Key Personnel Specialization Experience experts
8 years, min Five years in 01
MSc. In road and supervising civil
Transportation engineering large
1.1 Resident Engineer Engineering projects
6 years, min three years 01
Site supervisor MSc. In road and in design
Engineer (one (1) Transportation /supervision/constructio
1.2 No.) Engineering n of large projects
Pavement/Material MSc. In road and 01
Engineers (one (1) Transportation 6 years, min three years
1.3 No.) Engineering in similar fields
MSc. In Structural 6 years, min three years 01
1.4 Structural Engineer Engineering in similar fields
Geotechnical MSc. In geotechnical 6 years, min three years 01
1.5 Engineer Engineering in similar fields
MSc. In road and 01
Transportation 6 years, min three years
1.6 Highway Engineer Engineering in similar fields

Quantity Surveyor MSc. In Construction 6 years, min three years 01

technology and in similar fields
1.7 (one (1) No.)
Management
Senior Surveyor (one MSc. In road and 6 years, min three years 01
transportation/Surveying in similar fields
1.8 (1) No.)
1.9 Claims Expert MSc in construction 5 years, min three years 01
technology and
 management in similar fields
1.1 MSc in Environmental 5 years, min three years 01
0 Environmental Engineering in similar fields
1.1 Hydrologist/Hydraulic MSc in Hydrology or 6 years, min three years 01
1 Engineer hydraulic engineering in similar fields
Right of Way 01
1.1 Management MSc in sociology or 6 years, min three years
2 Specialist related fields in similar fields
2.0 Technicians, Drafts
person and Secretary
Soil laboratory 01
2.1 Technicians (1 ) BSc in civil engineering 1 years
Diploma in secretarial 01
science and office
2.2 Secretaries (one) management 1 years
Material Inspectors 01
2.3 (one) BSc in civil engineering 1 years
assistant Surveyors BSc in Civil engineering/ 01
2.4 (1) surveying technology 1 years
Structural Inspectors 01
2.5 (one) BSc in civil engineering 1 years
2.6 Drafts persons (one) BSc in civil engineering 1 years 01

5.3. Task Assignments and Responsibilities of Staffs:

The Project Team leader shall have the following, task assignment and responsibility during
rendering of the service but not limited to the following:
Table 5. 3: Task Assignments and Responsibilities of Staffs

Position & Area Of Expertise

1. Key Major Tasks
experts
Resident  Liaise with and assist the Client and woreda officials as required.
Engineer  Assisting Municipality in reviewing Contractor’s Performances Bound,
retention bond & Bank Guarantee for advance payment and other
guarantees if any.
 Ensure the fulfillment of the obligations and duties of the Engineers
Representative as described under the works contract agreement.
 Participate in the design review process and prepare proposals for the
clients approval
 Prepare modifications/amendments or design changes assisted by
other staff.
 Issue the contractor with all copies of contract documents and design
reports.
 Planning and scheduling project activates
 Prepare or review Quality Assurance Manual
 Organize documentation and filing system on the project site
 Supervise site supervisory staff
 Review, check, comment and approve contractor’s work schedule.
Method statement, equipment and man power
 Monitoring the progress of all activities of the project including budget
and time
 Review and certify payment certificates
 Assess variation and prepares variation orders
  Technical assistance in every activities
 Report on the contractor’s financial and time extension claims,
 Team coordination, organizing , assigning duties and checking the
performances of the team
 Check if reports, drawings and photographs are recorded
 Inspect facilities of the supplier’s and contractor’s personnel as
required by the contract
 Responsible in arranging regular meetings between the Contractor’s
client and supplier
 Enforce works to comply with works contract
 Prepare all the reports
 Monitor environmental mitigation measures and follow up the
implementation of alleviation programmer for STD including
HIV/AIDS.
 In coordination with the site supervisory staff, provide on Job ‐Training
to Employers personnel
 Inspect the road and prepare defect lists and arrange joint inspection
among parties for provisional acceptance
 Issue substantial and final completion certificate to the contractor.
 Inspect the road during defect liability period, arrange fine joint
inspection among parties, and prepare defect lists.
Site  Assists the RE for the tasks assigned to him and be delegated for RE
supervisor during his absence from the project site,
(Assistant  Acting within the delegated authority given by the resident engineer,
RE)  Management of the site staff in his control,
 Liaison with service providers to ensure that the construction works
does not affect supplies.
  Provision of assistance to ERA during construction to ensure the
assessment of compensation for property owners is dealt with
correctly.
 Maintenance up‐to‐date records of labor and plant used by the
contractor.
 Maintain records, working, drawings, as –built drawing, test data,
derails of variations etc, assisted with the other respective staffs
 Ensuring that the contractor uses safe working practices.
 Reviewing the design of the scheme and communicate through the
RE to ERA on the need to issue instruction to amend the design
 Taking of regular digital photographs.
 Arranging traffic counts
 Will direct all activities of staff engaged on the checking , inspection
and testing of all construction materials and laboratory technicians ,
He will also co‐operate with the inspection as necessary for the use of
surveyors to locate borrow pits and quarries.
 In respect of the laboratories he will oversee the conducting of
sample preparation and testing. His formal responsibility will be the
evolution of the test results and on the basis thereof approve the
application of material or the rejection of the same.
Pavement/  Assist the resident Engineer in approving or rejecting construction
Material material to be used by the contractor
Engineers  Review pavement design and prepare design change
 Control setting up contractor’s field laboratory establishment , test
procedures, crushing activities, concrete mix designs etc
 Undertake construction material investigation.
 Assist the Resident Engineer in the preparation of the standard
 supervision forms, quality assurance plan
 Material investigation and testing
 Assist the Resident Engineer in the preparation of reports
 Traffic Analysis
 Review the pavement design in the pre‐construction stage
 Perform pavement design and material type changes if necessary
 Periodically review test results and recommend types of test to be
conducted on the construction materials
 Assist the Resident Engineer during defect liability period
 Inspect the quality of works accomplished periodically
 Others as required
Geotechnic  Review the detailed engineering design regarding the land slide and
al Structures foundation
Engineer  Undertakes Ground Investigations including drilling for structural
foundations
 Undertakes test, analysis the test results and recommends the
foundation type to be used in consultation with the structural
Engineer,
 Others as required
Structural  Review, comment and approve all structural design and calculation for
Engineer drainage structures
 Undertake structural design if required to be revised additionally
recommended
 Assist the RE/ARE in reviewing structural or bridges construction
program submitted by the contractor.
 Review and comment on the working drawings & As – Built drawing of
the structures submitted by the contractor.
  Training ERA staff regarding supervision of structures.
 Regularly and as required inspect structural layout and structural
construction activities
 Inspectors to set inspection procedures for the structures
 Outline checklists of all important items to be checked by the
inspectors to set inspection procedures for the structures
 Check and prepare quantities of structures
 If required make design changes of structures
 Others as required
Highway  Responsible for the design review regarding the design standard and
Engineer geometric design of the road
 Plan, coordinate and supervise activities of design changes
 Undertake design changes as required.
 Checks the control stations and their accuracies
 Checks that the control stations and other references indicated on the
drawing clearly represents the actual
Quantity  Checking Contractor’s working drawings if according to drawing
Surveyors including templates
 Calculate quantities of earthwork, structures, pavement etc.
 Review and confirm himself and RE the contract quantities and
measurements.
 Monitor measurement process and BOQ’s of works
 Record the measurement and quantities
 Check the contractor’s payment certificate
 Reporting findings to the Resident Engineer
 Others as required
Senior  Leads all Surveying activities of the staff
Surveyors  Identify all survey ground control stations (beacons and bench marks)
which have been established by the design Consultant
 Verify the accuracy of survey stations
 Establish the damaged, altered or missing survey control station,
 Perform all surveying activities
 Check contractors survey results of setting ours, lines, levels and cross
sections and conduct joint construction surveying as required
 Check other survey results and accept or reject and recommend
improvements
 Record daily survey progress & data
 Check setting outs
 Others as required
Claim  Review the contract documents including technical specification
Expert during the contractor’s
 Verify inconsistencies among the contract documents or deficiencies
and recommend any amendments necessary if any
 Advise the Resident engineer to take actions timely to cases for
potentials claims to protect the clients from financial or time extension
claims.
 Assist the client in negotiations with contractor on the rates for any
unscheduled items of work that may arise
 Analysis the financial and time extension claims of the contractor and
report his recommendations to the RE:
 Assist the client in any process of adjudication or arbitration and
farther analysis of contractor’s claim
Environme  Verify the contractor’s environmental protection plan recommend
ntalist additional mitigation measures as required
  Monitor the implementation of Environmental and social impacts
mitigation measures.
 Liaise with the local Authorities for consultation to minimize the
negative impacts.
Hydrologis  Review of hydraulic design prepared by the designer
t  Verify sufficiency of hydraulic structures
 Assists the supervisory staffs for any activities (except activities that go
beyond the scope of the RFP, Service) related to hydrology.
Right of  Please refer the tasks under Section 6: Terms of Reference, Item No. 3:
Way Scope of the Services, B.5: Enforcing the Right of Way Removal
Managem Process:
ent
Specialist
2. support Personnel and Junior Assistant Staff
Position Major Tasks
Surveyors  Assists the Senior surveyor
 Perform construction survey as per the design and specification
 Verify the accuracy of the survey stations and re ‐establish any damage
or missing stations
 Take all line and level measurements of setting outs and finished
works
 Others as required
Soil  Inspect all Laboratory tests such as tests for gravel wearing course, fill
Laboratory material, Sand, aggregate tests, structural Foundations, Asphalt Take
Technician recodes of all activities including daily progress of works, delays,
weather, personnel, equipment.
 Jointly as required perform tests such as acceptance tests, performed
  Inspect all field tests
 Check and follow‐up contractor’s laboratory results
 Keeps records of all test results and report to the RE
Material  Soil and Material survey
Inspector  Follow up all activities on the site and keeping daily dairy of the daily
activates including daily progress of works, delays, weather,
personnel, equipment
 Jointly as required perform tests such as acceptance tests, material
quality tests and check tests for the acceptance of rejection of the
material
 Carrying out in –sits tests and monitoring tests conducted by the
contractor
 Keep record of all tab or in‐situ tests
 Perform assignments as per the direction of the other experts and
submits reports
 Others as required
Structural  Inspection of drainage structure works including the quality and
Inspector procedure of form works and false work erection , quality and
dimension of masonry works, superstructures, construction of anti
erosion works, guide posts etc, placement of reinforcement steel,
some tests such as slump test, mix ration etc.
 Reject on site the structural work if it does not comply with the
speciation, drawing or the agree method of construction.
 Follow up all activities on the site and keeping daily dairy of the daily
activities including daily progress of works, delays, weather, personnel,
equipment.
Drafts  Responsible of checking existing drawings
Person  Inspect the contractors working drawings
 Make Change to the drawings
 Review and check as built drawings
 Others as required
Secretary  Typing of all correspondence, reports and other clerical duties:
 Handles filing system
6. FACILITIES, SERVICES AND RESOURCES TO BE PROVIDED BY PROCURING ENTITY
1. The Procuring Entity will avail to the Consultant free of charge all available documents
relevant to the project including drawings and specifications prepared by the Design
Consultant.

2. The Procuring Entity will provide liaison with other Ministries/Departments of the
Government in order to introduce the Consultant. The Consultant shall be fully responsible
for collection of data and information from these agencies.

3. The Procuring Entity may assign staff (maximum of 2 at any one time) to the Consultant for
on the job training in the various aspects of the Consultant’s duties.

7. LIAISON WITH MUNICIPALITY

The Consultant shall maintain close liaison with a project counterpart to be designated by
client. A formal joint meeting shall be arranged by the Consultant at least once a month to
facilitate monitoring of the services; the Consultant is also responsible for the formal minutes
of such meetings..

8. REPORTING
A brief description of the contents of these reports is presented as follows:

i. Inception Report
The Consultant shall submit and present an inception report in copies as indicated in the
summary of reporting table below. The report shall outline the Consultant’s initial findings
and confirm the methodology and detailed work program proposed for adoption in the light
of the initial findings, while also identifying constraints and proposed solutions, together with
any action required by client to facilitate the successful implementation of the service.

ii. Design Review Report

The report shall outline the recommendation and appropriate changes if necessary or
modification on the design standards, design documents, topographic surveying data with
the ground condition, the proposed alignment given by the Design and Build Contractor.
 iii. Contractor’s Mobilization Report:
The Consultant shall report on the following:

 Contractor’s mobilization
 Organization and correspondence
 Lines of communication
 Contractor’s detailed work program
 Proposed resources schedules
 Proposed cash flow
 Plant and equipment schedules
 Format of forms and their use and presentation
 Schedule of site meetings
 Contractor’s obligations
 Any other submitted contractual documentation
 Consultant’s mobilization

iv. Monthly Progress Reports:

Progress reports shall be prepared using ERA’s standard report format to detail progress
against program in respect of all project elements and hard out puts. All monthly project
correspondences shall be submitted in soft copy together with monthly progress reports.

The report will cover the activities performed during the reporting period.

A suitable number of colour photographs with date imprint should be included which will
illustrate progress and any difficulties encountered on the Site. These will allow a permanent
record of progress.

Note: Notwithstanding the submission of the monthly progress report as above, the
Consultant is required to send to the client, two days before the end of each month, a
progress summary of the works supported by the s ‐curve.
 v. Quarterly Progress Reports:
These will be similar to the monthly reports but will be more detailed and include record
photographs. They will be prepared by the Resident Engineer and give an overview of the
progress on within the Project.

A suitable number of colour photographs with date imprint should be included which will
illustrate progress and any difficulties encountered on the Site. These will allow a permanent
record of progress. The quarterly progress report shall also include important information of
the last month of the quarter so that submission of a separate monthly report will not be
required for that specific month.

This report among other information shall include an update of project cost estimate,
keeping in view of variations, price escalations and contractor’s claim entitlement for
additional money.

vi. Annual Progress Reports:

These reports will summarize the activities performed within a year. The format of this report
is similar to that of the monthly report. The annual report shall also include important
information of the month June, thus no monthly and quarterly reports will be required during
the month of June and the 4th quarter of any fiscal year.

vii. Special Report:

The Consultant shall produce Special Reports on such incidents which would possibly change
the design or other aspects of the project. The consultant shall submit the report as the case
demands and it shall include but not limited to the following:

 Engineer’s determination on Contractors Claim;

 Engineer’s proposal to expedite an unduly delayed project progress;
 Technical reports on the remedial measures and its effectiveness on slide, flood‐
prone areas;
 Reports on major design and specification change and the consequence thereto;
  Analysis of Contractors’ value‐Engineering proposal;
 Traffic and Axle load survey Updates and impact of future forecasts on the design;
etc.

viii. Contract Completion Report:

The Contract completion report shall include but not be limited to:

 Executive summary
 Mobilization/ Demobilization details
 Description of Project
 Project Implementation
 Financial cost details together with a breakdown of the same, detailing and assessing
extra expenditures and cost increases inclusive of the justification for such increases.
 Details of the work executed and of the techniques employed and type, quality,
quantities and sources of materials used in the pavement.
 Contract changes and variations
 Contractor’s performance
 Assessment of any complaints and/or claims by the Contractor
 A critical study of important technical problems which may have arisen during the
construction
 Comments on Technical Specification and Conditions of Contract
 Construction Records.
 As‐built drawings (A1 size reproducible)
 Assessment of counterpart training, if any
 Conclusions
 Details of Final Account, where possible

ix. Consultancy Completion Report

This report is to be prepared after the Contract completion report is submitted. It will be a
comprehensive report on the consultancy services throughout the Contract. It will describe
the aims of the project and the achievements of the construction works. It will also give
progress on the Final Account, which will be appended. Finally it will give details of the
Consultant’s visits and activities during the maintenance period.

x. Consultant’s Quality Assurance Manual

This manual shall at a minimum describe the methodology and procedures to be followed in
attaining the desired quality of the service at each stage. The report should also detail
assignment of responsibilities with regard to quality assurance to the respective personnel in
the team. The content of the manual shall be suggested by the Consultant for review by ERA
and will be finalized following taking into account the letters comment.

xi. Environmental Management Report

It will be a comprehensive report on all Environmental and Social impact mitigation measures
undertaken by the Contractor. It will describe the major environmental elements of the
project, adequacy of the mitigation measures proposed during design as well as supervision
period and the effectiveness of the measures undertaken during construction. The
supervision Consultant is also expected to report in his progress report any development with
respect to Environmental and Social aspect of the project.

Table 8. 1 SUMMARY OF REPORTING REQUIREMENTS

Types of Draft Final

Reports/ Submission
Documents No. Submission Date No. Date
Within one
Within 30 days of week of receipt
Inception commencement of of the Client’s

1. Report 3 the services 5 comments

2. Design 3 Within one 5 Within two
Review months of weeks of
 receipt
commencement of of the Client’s
Report the services comments
On completion of
contractors
mobilization
but not later than Within two
Contractors one months after week of receipt
Mobilization commencement of of the Client’s

3. Report 3 the services 5 comments

Monthly Not later than
Progress the first week of

4. Reports 5 each month

Quarterly Not later than
Progress the first week of
Report the end of each

5. 5 quarter
At the end of
each fiscal year
Annual of Ethiopia
Progress (June),
6. Reports 5
Within
reasonable
time whenever
Special the event has

7. Reports 5 arisen
 Within two
weeks of
Contract Within two months receipt of the
Completion of the completion of client’s

8. Report construction 5 comments

Within two
Within one month of weeks of
Consultancy the end of the receipt of the
Completion defects liability client’s

9. Report 3 period 5 comments

Consultant’s Within two
Quality Within one month of weeks of
Assurance the date of receipt of the
Manual commencement client’s

10. Report 3 of the services 5 comments

Within two
weeks of
Environmental Within two months receipt of the
Management of the completion of client’s

11. Report 3 construction 5 comments