TOR For Construction Supervision

MINISTRY OF AGRICULTURE
Agriculture Growth Program (AGP)
Terms of Reference (TOR)

(Draft Final)
For
Construction Supervision and Contract

Administration of Small Scale Irrigation
Projects
August 2013
Addis Ababa
FDRE, MoA AGP
TABLE OF CONTENTS
1 INTRODUCTION ................................................................................................. 1
2. DESCRIPTION OF SALIENT FEATURES OF PROJECTS ............................... 5
3 OBJECTIVES OF THE CONSULTANCY SERVICES ........................................ 7
4 SCOPE, METHODOLOGY AND DELIVERABLES OF THE CONSULTANCY
SERVICE ........................................................................................................... 9
4.1 APPROACHES AND METHODOLOGY.................................................................. 9
4.2 TASKS OF THE CONSULTANCY SERVICE .......................................................... 9
4.3 DETAIL DESCRIPTION OF THE TASKS OF THE CONSULTANT ....................... 12
4.3.1 Pre-Construction Phase ................................................................................. 12
4.3.2 Construction Phase........................................................................................ 20
4.3.3 Post Construction Phase ............................................................................... 28
4.3.4 Contract Management ................................................................................... 30
5 REPORTING REQUIREMENT ......................................................................... 39
5.1 INCEPTION REPORT .......................................................................................... 39
5.2 PROGRESS REPORTS ....................................................................................... 39
5.3 PHOTOGRAPHS .................................................................................................. 40
5.4 PROGRESS MEETINGS ...................................................................................... 40
6 PROJECT MANAGEMENT & ORGANIZATION .............................................. 43
6.1 THE CONSTRUCTION SUPERVISION TEAM ..................................................... 43
6.2 CONSULTANCY STAFF TASK ASSIGNMENTS .................................................. 44
6.3 PROJECT ORGANIZATION FOR CONSULTANCY SERVICE............................. 46
7 PAYMENT SCHEDULE .................................................................................... 47
TOR for AGP Construction Supervision and Contract Administration of SSIP i

FDRE, MoA AGP
TOR for AGP Construction Supervision and Contract Administration of SSIP ii

FDRE, MoA AGP
1 INTRODUCTION
The Ministry of Agriculture (MOA) of the Government of Ethiopia (GOE), supported by World
Bank and other Development Partners (DPs), has developed an Agricultural Growth Project
(AGP). The development objective of AGP is to increase agricultural productivity and market
access of selected crop and livestock enterprises in targeted areas with increased
participation of women and youth. To achieve its development objective, AGP would be
implemented in a decentralized manner, following a demand-driven approach. Activities to
be financed by AGP would be largely chosen by farmers and their communities and
organizations, as well as other private sector beneficiaries. The activities supported by the
AGP fall into three components, namely: (i) Agricultural Production and Commercialization;
(ii) Small Scale Rural Infrastructure Development and Management; and (iii) AGP
Management, Monitoring & Evaluation. Most interventions will be carried out at the local
level through decentralized institutions.
Small-Scale Agricultural Water Development and Management is one of the sub-

components under AGP. Activities under this sub-component include (a) development and
management of small scale and micro-irrigation infrastructure and (b) implementation of
watershed based soil and water conservation practices. Activities eligible for funding under
this sub-component include rehabilitation and/or improvement of existing small scale
irrigation (SSI) schemes; establishment of new SSI and micro-irrigation schemes, including
small dams, gravity and pump diversions, and groundwater development; implementation of
agricultural water management and capacity building to assist service providers to render
appropriate and timely services to farmers.
Supervision of the works entails Quality Control, Progress Monitoring as well as Contract
Administration. The Consultant must make all decisions regarding quality of construction
works, time variation and cost variations of each contract. It has Executive Responsibility for
the supervision of construction works. This implies that the Consultant, who will prepare a
recommendation to the client, will evaluate any variation in quality, time and/or cost of the
contracts. However, Quantity control/Survey services and Quality control/Laboratory
services are very important aspects of the supervision task. Surveyors will be required from
the onset of works for setting out, continuous control of lines, levels and grades as well as
the verification of as-built drawings. Similarly, the services of Site laboratories are required
for matters as verification of compaction of earthworks, masonry and concrete strength and
general works and material testing.
Contract administration includes administrative activities usually associated with handling of

contracts, such as (1) invitation to tender, (2) tender evaluation, (3) award of contract, (4)
contract implementation, (5) measurement of work completed, and (6) computation of
payments. It also includes monitoring contract relationship, addressing related problems,
incorporating necessary changes or modifications in the contract, ensuring both parties meet
or exceed each other's expectations, and actively interacting with the contractor to achieve
the contract's objective(s). It is also called contract management.
Contract documents include executed (signed) agreements, supplementary conditions,

drawings, specifications, and other documents specific to a contract.
Construction management can be defined as the coordination of actions required for the
performance of site construction activities including procedures and elements of control and
monitoring necessary to assure that all contractual obligations under construction stage are
fulfilled by the parties to the contract. Construction management comprises the management
of the construction site, its activities and its resources under the agreed conditions of
contract. Construction Management consists primarily of the total of activities that follow from
an assignment to supervise works.
TOR for AGP Construction Supervision and Contract Administration of SSIP 1

FDRE, MoA AGP
A Construction Supervision task starts from the moment of Award of Contract and ends with
the issuance of the Completion Certificate. Once the Contract is awarded, there are a
number of requirements that are usually set out in the Instructions to Bidders, which the
contractor must fulfill before the Conditions of Contract start to govern supervision tasks.
The execution of construction works goes through three distinct stages. These are:
Design and Preparation of Tender Documents
Tendering up to and including the award of contract
Construction and Supervision
It should be understood that this TOR for SSI Construction Supervision and Management
covers exclusively Phase 3 mentioned above.
At the start of the Works, the client will appoint the person who is to act as the Contract
Manager. Except where this is otherwise specifically stated, the Contract Manager has the
authority to decide upon contractual matters between the Client and the Contractor in the
role representing the client. The Contractor is required to construct the works under the
contract within the contractual period, within the contract price and in accordance with the
specifications, drawings and standards specified in that contract. The role of the contractor is
to directly control the construction Works according to provisions of the Contract. S/He
assembles and organizes the necessary resources of labor, materials and plant and
equipment. S/He is guided by Conditions of the Contract and Specifications provided in the
Contract Document. S/he is supervised by the Supervising Consultant through site visits and
site meetings. Therefore, during the Construction stage, the consultant is required to carry
out supervision of the works and ensure that the works are carried out to the required
standards as specified in the contract. Failure by the consultant in this stage may lead to
inferior workmanship and quality of work and no value for money. The client administers and
monitors the Consultant‟s services and the Contractor‟s progress on site with respect to
time, quality, cost, environment, safety and health; and hence a high level of site supervision
by the client staff is required to ensure that works carried out on site are in conformity to
contractual specifications given in a contract.
The Agriculture Growth Program (AGP) of the Ministry of Agriculture prepares this TOR for
use by all Consultants engaged in the supervision of construction of SSI projects. The
purpose of this TOR is to bring consistency and uniformity in all procedures and actions
involving SSIPs construction supervision and Construction Management during the
construction of irrigation works. The AGP‟s objective is to have standardized documentation
for all Engineering functions undertaken. This TOR is to ensure that there will be more
coherence in the issue of documents whereby AGP and Consultants would get used to
documents similar in setup, content and presentation, rather than documents that differ from
time to time and from Contract to Contract.
The Client realized that the construction quality and speed of irrigation projects implemented
so far is not as desired due to lack of proper follow up and construction supervision. Based
on this fact, we come to understand that the role of private firms is very significant, specially
this time, where the government‟s interest and effort for the development of irrigation
projects is very huge. In line with this Client would like to assign private consulting firms who
perform the supervision and contract administration of small scale irrigation projects.
The Contractor shall oversight directly the construction of the civil works and ensure the
conformities of the civil work to be done in accordance with the valid Guidelines for World
Bank Procurement of Works and Ethiopian legal basis. The required outputs are:

FDRE, MoA AGP
Advice on Approved Detailed Program drafted by the contractor for the Civil Works;
Approved Working Drawings prepared by the Contractor for the Works according to
the Tender Dossier;
Civil Works executed according to the approved program/time-schedule and relevant
Guidelines for World Bank Procurement of Works and Ethiopian legislation;
To carry out any other task related to the Direction and Supervision of the works as
may be requested by the client.

FDRE, MoA AGP

FDRE, MoA AGP
2. DESCRIPTION OF SALIENT FEATURES OF PROJECTS
Therefore, this TOR is prepared for carrying out the supervision and contract administration
services to develop the following irrigation project tabulate as below.
Geographical
Source coordination of
Lot Project Project Location Headwork Command
of headwork site
No. Name Type area (ha)
water (UTM)
Region Zone Woreda Kebele X Y Z

FDRE, MoA AGP

FDRE, MoA AGP
3 OBJECTIVES OF THE CONSULTANCY SERVICES
The main objectives of the Consultancy Service are:

Supervision of the construction works as per the drawing and specifications laid out
for the works so that the project can be completed with its standard of quality, cost
and duration set for it,
Produce reports of the work monitoring and controlling its physical, financial and time
schedules closely, including all issues related to the Contract.
The main task of the consultant is to supervise the works, and to ensure the proper and
timely implementation of the contracts. The construction supervisor should ensure the quality
of the works that are implemented by the contractor by verifying work methods, quality and
suitability of materials and equipment used, and qualification of skilled labor used. The
Services to be provided by the Construction Supervision Consultant shall cover:
Pre-construction activities.
Administration and management of the works contract.
Approval of contractor's materials, construction techniques and programs of works
Supervision of the Works and monitoring of progress.
Approval and supervision of the contractor‟s environmental and social management
plan implementation, including health and safety, trafficking in persons and social
and gender integration plan.
Technical assistance during works execution, including design author supervision
and specific responsibilities to review design.
Review variations/change orders and claims provided by the works contractor and
make appropriate recommendations to the employer.
Defects Notification Period (post-construction services for monitoring the Contractor‟s
operations and for issuing any required certificates).
The supervising engineer is appointed directly by the client to be responsible for

supervising the execution of the works and administering the contract. The engineer will
normally be the only formal link between the employer and the contractor. Consequently, the
engineer will be the sole signatory to letters to the contractor.
The contract manager is responsible to ensure that the contractor carries out the work in
accordance with the contract and to inform the employer. He will be actively involved in
coordinating site supervision activities such as checking of head work and canal alignments,
water levels, grades and lines and construction quality control. The contract manager will
administer the contract, issue certificates, and keep records as well as writing of reports.
Nearing completion of the contract, the contract manager will organize the checking of
defects and after defects have been corrected, he will prepare and submit the final report to
the client.

FDRE, MoA AGP

FDRE, MoA AGP
4 SCOPE, METHODOLOGY AND DELIVERABLES OF THE CONSULTANCY

SERVICE
4.1 APPROACHES AND METHODOLOGY
The Work Plan, Activity Schedule and reporting, required for the successful accomplishment
of the services, are included in this TOR. For implementation of these Approaches and
Methodology, the Consultant will fulfill all the duties and responsibilities of the Engineer and
the Engineer‟s representative.
The Consultant understands that the services consist of furnishing complete engineering
services in all aspects, including all field and office work in strict accordance with the highest
standards of the civil engineering profession and with proper interpretation of the duties and
responsibilities of the Engineer. Accordingly, the Consultant will carry out the services in
accordance with generally accepted standards of professional practice following recognized
engineering procedures including all activities necessary to accomplish the objectives of the
service stated above. In so doing, the Consultant will expeditiously execute, but not limited
to, the following tasks in three phases as detailed hereunder.
4.2 TASKS OF THE CONSULTANCY SERVICE
The scope of the service comprises, but not limited to, undertaking review and design
modification work, conducting monitoring and inspection of the daily construction work,
undertaking recording the daily construction work and events, arranging and undertaking
meeting, preparing an submission of reports, and (6) approval of payment certificates. Tasks
performed by the consultant but not limited are:
Carrying out the duties of the engineer or Responsibilities of the consultant termed in
this TOR and in the contract agreement between the client and contractor of this
project.
Co-ordinate interfaces between contracts and clients and with other relevant bodies
on site during construction;
Ensure co-ordination between the client and contractors, that the authorities and the
public are continually informed and consulted on the works program;
Coordinate with local authorities and other institutions as required for the project
delivery;
Ensure that co-ordination and public awareness is maintained at all times;.
Coordinate with relevant partners such as environment, agriculture, community
development, public awareness and training experts;
Ensure that complaints from the public and other stakeholders are attended to
expeditiously and take the necessary action to resolve any conflicts arising;
Approving updated schedules of the work prepared by the contractor to suite the
existing conditions and analyzing the schedule using CPM method to know the
indicators whether the work can be completed within the project duration or not.
Review Contractor‟s work program; and Check that the contractors‟ proposals are in
agreement with all environmental and social safeguards requirements.

FDRE, MoA AGP
Review, verify and further detail the design of contract works, approve the
Contractor‟s working drawings and, if necessary, issue further drawings and / or
give instructions to the contractor;
Review and approve the construction methodology and schedule submitted by the
contractor;
Check the setting out of the work;
Check and approve the quality and sources of construction materials and equipment
brought by the contractor;
Check the Working Drawings to be used by the contracted company for the Works
according to the Tender Dossier;
Issue the Commencement of the Works order to the Contractor;
Supervising the sites and conduct laboratory test of soils, any construction materials
and samples of works to be used in the work including checking of plants.
Prepare Coded and consecutively numbered duplicated formats
Using site request and approval format, approving requests and daily progress of the
works prepared by the contractor including but not limited to resources of the
contractor, Weather condition, Problems faced etc. .
Issue site instructions to the contractor to remove defects, make changes or for
additions for the design using the format prepared for this purpose attaching all the
necessary drawings or referring to clauses of specifications.
Carrying out detailed site supervision and control of the workmanship and
compliance with the provisions of the contract approving the work at each stage
before the works are to be covered including but not limited to levels of different
stages, the laid reinforcement bars before the concrete is to be poured, etc.
Inspecting and verifying work methods, work standards, equipment, skilled labour
and quality of all materials to be used in the work.
Measurement of work done and agreeing on interim and final quantities of the actual
works done during that month using the standard format prepared for this purpose
with the contractor.
Check monthly measurement of work and certify payment for the client‟s approval;
Organize site meeting with the contractor and client on monthly basis and submitting
minutes of the site meeting to the client for approval;
Keeping proper documents of the contract on site and file the records of daily returns,
requests and approvals, measurements of works, instructions etc, on site using
proper arrangements of the files coded and making them available for the
supervision by the client any time;
Measure and record the volumes of work done (output monitoring);
Check the recording of the quantities of labor, materials and equipment used; and
ensure that comprehensive records of the construction works and testing are
maintained;
Report on progress, quality, completion certificates and findings to the client;
Directly supervise and monitor the contractors activity to ensure satisfactorily
standards, quality assurance, control of workmanship and progress;

FDRE, MoA AGP
Conduct quality and quantity control of the materials and works; and Order special
tests for materials or completed works and / or removal and substitution of improper
materials and / or work as required;
Keep daily records of all aspects of site construction and supervision works;
Develop and implement a quality assurance program for all works; securing
compliance with design/standards;
prepare and update implementation schedule and resource requirements (preferably
in Microsoft Project Management);
define quality control mechanisms and parameters for subprojects/components;
Inspect works periodically during construction and Defects Liability Period;
Arrange and take part to regular site progress meetings by liaising with the regional,
woreda and beneficiaries‟ representatives;
Prepare draft agendas and minutes of meetings of all formal visits in which s/he
participates;
Advise the client on possible ways to avoid unforeseen extra expenditures for the
project;
Advise the client on any possible claim or contractual problems arising during the
works;
Liaise under the technical and contractual aspects with the client for a smooth and
effective progress and successful completion of the works;
Checking equipments and tools of the contractor for suitability on the works;
Approving shop drawings, working drawings for the construction and as-built
drawings as the work progresses to a style and standard of the specifications;
Checking the personnel of the contractor on site and approving the skills related to
the work.
Ensuring that the contractor complies in all respects with the contract requirements
and advising the client on any shortcomings;
Ensure that any dispute arising with day to day work is resolved at site level; and
advise the client on claims, disputes and completions and defect corrections
certification;
Establish contract tracking systems, including implementation schedules and
milestones;
Facilitate the client in issuing variation orders, evaluate variations, fix rates
provisional items of work or other day work, all after obtaining prior approval of the
client;
Assist the client in taking measurements for certifying payments and claims; and in
issuing of Interim Payment Certificates to Contractor on the basis of measured work
items;
Prepare and implement any minor adjustment required to the drawings and plans;
Supervise commissioning on completion and that as built records and that
appropriate operation and maintenance manuals are prepared;

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Prepare reports including inception, design review and weekly, monthly, quarterly,
commissioning and final reports; dealing with technical and administrative matters
and including photographic records of the progress of works;
.Arrange and conduct a training program for woreda staff on construction
supervision, and O&M of the SSI projects;
Conduct the training for contractors in respect of WB‟s procedures and guidelines.
Develop implementation schedules and resource requirements;
Monitor the progress of the works by comparing the actual progress with the
approved program of the works, evaluate results, and identify and resolve
constraints; and recommend the Contractor the appropriate measures to be taken,
in case the works are behind schedule;
The consultant shall carry out all the other duties normally accepted as a part of
supervision contract.
4.3 DETAIL DESCRIPTION OF THE TASKS OF THE CONSULTANT
The consultancy services can be undertaken in to three phases (1) Pre-Construction Phase,
(2) Construction Phase, and (3) Post-Construction Phase. The Consultant will assign key
personnel of Resident engineer, site engineer, surveyor, laboratory technician and
Intermittent Supervisory staff, having ample experience on dealing with quality control
organization, works inspection and contract administration on similar small scale irrigation
projects. In addition to this, strong support and close control of the works will be insured
through liaison with the Consultant‟s Head Office and client for the successful completion of
the project.
The service under this Contract consists of furnishing engineering services complete in all
respects including all fields and office works in strict accordance with the highest standard of
engineering profession. The scope of the service comprises, but not limited to, the following
Basic Points.
4.3.1 Pre-Construction Phase
After the signature of the contract and prior to the commencement of the works and during
the execution and establishment of the works, the supervising consultant shall focus on the
following but not limited.
4.3.1.1 Mobilization and Work Initiation
Signature of the consultancy contract will mark the successful completion of contract
negotiations and the date of effectiveness of the contract. The activities required for
commencing the services, includes organization of the team of personnel proposed for the
work and undertake initial review and check the sufficiency of engineering drawings, plans,
technical specifications, design calculations, and collect pertinent reports prepared at the
design stage, in particular the material report and sources of material identified, and any
other relevant documents. The consultants shall review the headwork and command area
layouts and design of headwork, canal, and various structures to be constructed under
contract. Design review shall be mainly aimed at understanding the irrigation system to be
established under the contracts in hydraulic and structural aspects.
At the commencement of the consulting services, start-up meeting(s) would be held by the
consultant‟s managerial staff and the client to discuss on the project in general and the

FDRE, MoA AGP
outcome of the meeting(s) will form the basis for the Consultant‟s mobilization and updating
& fine-tuning of the Consultant‟s methodology and work plan.
Further to the meeting, the Consultant will start mobilizing the professional team within the
first week of the commencement of the services with the leadership of the Project
Coordinator together with the Resident Engineer. The Resident Engineer will then schedule
the mobilization of other team members in consultation with the Client so that they will move
to the site at the moment of starting of the Contractor‟s activities on site.
The Consultant will also procure field items and arrange all transport facilities for performing
the services of the project. Accordingly, fully furnished and equipped office will be arranged
that will facilitate the immediate commencement of the consultancy services. Organization
of all necessary logistics for the project would also take place within the set mobilization
period. Other documents and data collection (related to the construction supervision) and
interactions with the pertinent data sources will be taken up immediately upon
commencement of the supervision services. These data and documents will be collected.
The information gathered will be reviewed and the need for any additional survey and
investigation or any review of methodology will be identified.
At this stage, the Consultant will check the suitability of his proposed activity schedule with
the actual project conditions and commencement time. If commencement time and some
other conditions are altered, then the Consultant will produce, in an acceptable form, and
submit to a draft Activity Schedule that is in conformity with the Master Work Program of the
Contractor and the Contract commencement time. After developing the draft activity
schedule with discussions and comments from, a Final Works Supervision Schedule will be
prepared, that will be used as a frame work for execution and follow up of all project
activities. The consultant plan shal comprises physical activity plan, physical schedule,
financial plan, man power schedule, vehicle schedule, surveying instrument schedule, and
office equipment, furniture and computers schedule. The Consultant‟s schedule will be
revised from time to time depending on the progress of the Contractor with respect to his
approved work program.
4.3.1.2 Preparation of Construction Supervision Manual
The Consultant will establish a quality assurance system and prepare a construction
supervision/ Quality assurance manual to ascertain the desired quality standards at all
stages of the service. The manual will be basically prepared based on the Consultant‟s past
experience in similar construction supervision works and will be revised from time to time to
include areas of interest specific to the project, as the work progresses.
The Quality Assurance Procedures to achieve quality control would be documented in the
Quality Assurance Manual. This would lay down complete details of all the tests to be
carried out including tests apparatus/equipment, the timing and frequency of testing, the
evaluation system including the personnel responsible for the same, the corrective measures
in case of shortfall, etc. The manual will be compiled; mainly considering information,
reporting formats and various instructions used in the past and on-going projects
Formats will be prepared by giving cod and consecutive numbers for recording of test results
and for documentation purpose. Will also be prepared and included in the manual. The
following Standard Contract Supervision Forms/format will be prepared but not limited
Form for Sample Agenda for Site Meetings and minutes of meetings
Form for Site instructions

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Form for Site Request and approvals

Form for Measurements of individual works
Form for Daily Returns
Form for Weekly Summary of instructions and measures taken
Form for Weekly Summary of Works done
Form for Certificate of payments
Form for “Request for Day Works”
Form for “Submission of Claimed Works”
Form for “Issuance of Variation Order ”
Form for “Inspection of Headwork Construction”
Form for “Inspection of Canal alignment and Construction” including canal gradient,
and Water levels”
Form for “Certificate of Substantial Completion”
Form for “Certificate of Final Completion”
Form for “Interim Payment Certificate
Form for Site Possession/Handover
Form for Request for Approval
Form for Extension of Intended Completion Date
Form for Minutes of Meeting
Form for Quality Control (Request for Inspection)
Form for Defects Liability Certificate Standard Form
Form for Payment Certificate
Form for Compensation Event
Form for Day work Instruction
Form for Completion Certificate
4.3.1.3 Data Collection and Reconnaissance Survey
During the first two weeks of the commencement of the Services, the Consultant will collect
and assemble all relevant reports, drawings and the Works Contract of the subject project.
The data/information of particular relevance will include:
Topography and Climate (Topographic Maps, Topographic Reference
Beacons/Pillars and Monthly Rainfall and Climatic Data);
Soil, Materials and Foundations (Availability of Local Materials and Transportation
System, Soil and Material Information/type, physical characteristics, strength/,
Construction Materials and Water Source, Type, Physical Characteristics and
Strength, Chemical Properties and Rivers /Location, HFL, Bed Characteristics,
Foundation Design Parameters/;
Environment (Special Problems/Erosion, Subsidence, Slope Stability,
Flooding/Submergence/; and

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Designs, Drawings and Documents (Available reports, design (including calculations

and back-up data, drawings in soft and hard copy formats, documents (including
detailed calculations for the quantities for the different items of works forming the
Bill of Quantities, technical specifications, etc).
4.3.1.4 Review of Engineering Design and Reports
The Consultant will review and check the adequacy and soundness of the design prepared
with the actual site condition and up to date design parameters to satisfy himself (especially
the supervisory team) of the sufficiency of the same, which will greatly assist the supervisory
team in acquainting itself with the design and also make amendments/changes to entertain
conditions that were unforeseen during the design stage, to suit field conditions or enable
reduction of cost without sacrificing the strength/quality of the works. In so doing, due
consideration will be given to study of the engineering drawings, plans, technical
specifications, design calculations, bill of quantities and pertinent reports prepared at the
design stage, in particular the materials report, and sources of construction materials
identified.
All the engineering drawings, plans, technical specifications and design calculations will be
reviewed in reference to the standards adopted for the various designs of the project, the
pre-construction survey and outcomes of the assessment of the irrigation project. The
review of engineering design and reports will be undertaken as detailed hereunder.
Identification of Grounds Control Stations and Pre-Construction Survey
At the start of commencement of the supervision service, the Consultant will identify and
verify all the survey ground control stations, beacons and benchmarks previously
established during the design phase. In so doing, the Consultant will perform the following
activities prior to commencing any construction survey.
Checking of capability of surveying assistant personnel provided by the Contractor,
Identification and checking of all reference points and bench marks based on the
data on the engineering drawings and documents prepared the Consultant during
design stage (phase I),
Correct, as required, ground control stations based on the outcome of ground control
survey,
Re-establishment of missing stations and benchmarks including placing of concrete
posts well fixed into the ground, and
Checking of the Safeguarding of benchmarks and reference points.
One of the major problems encountered at commencement of construction supervision

services, as experienced by the Consultant in previous similar projects, is the missing of
most of the ground control points established at the design stage mostly because of a longer
time span between completion of the design survey and commencement of the construction
works. In identifying the lost control points, the Consultant will make use of the available
survey data as well as the details of Permanent Survey Ground Markers (PSGMs).
Having exhaustively tried to identify the PSGMs and if being unable to find these, the
Consultant will adopt to methodological measures to re-establish the lost permanent ground
marks. The discrepancies observed during the review of the field survey data and control
points will be brought to the notice of, as these may lead to variations in the quantity of
certain Work items.

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Thereafter, the Contractor will proceed with the survey; setting out and ultimately
construction of the Works, once all control stations are put in place. Information on all
survey data available, already existing or newly established will be properly filed and
maintained for reference by the Contractor until completion of the project and for the as
future references.
Review of Environnemental Monitoring Aspects
The consultant will review the design documents in regards to environmental monitoring
aspects. Accordingly, various provisions made particularly in regard to methods
implemented to safeguard and improve the environmental and social aspects listed
hereunder will be reviewed:
Transplanting of Trees, Crops and other Plants
Provision of physical barriers for the protection and
Preservation of Socially and Archaeological sensitive sites such as top soiling,
planting of grass cuttings and dumping rip rap for protection works for channels.
Review of Technical Specifications
Precise and clear technical specifications are a prerequisite for the successful completion of
the project. The Consultant will make a detailed review of the Technical Specifications in
order to assess the suitability and completeness and suggest, as required, the necessity for
additional specifications for the works.
The Consultant will ensure that the Technical Specifications are consistent with the
construction standards in the country, the laid-down performance and quantity standards,
quality control criteria and also with the Conditions of Contract.
Review of Drawings
The Consultant will make a detailed review of all drawings for irrigation project structures.
Checks will be carried out to ensure that the drawings are consistent with the Technical
Specifications and that the method of measurement is clearly identified in the Bill of
Quantities for the respective items of works.
Review of Bill of Quantities
The Consultant will go on with the review of the Bill of Quantities in reference with the
reviewed plans, drawings and technical specifications to check the accuracy and ultimate
verification of the one shown in the Works Contract Document. In so doing, the Consultant
will check the following major aspects:
Verification and accuracy of quantities from the design drawings;
Identification of items, which are provisional and may be subjected to significant
changes during execution;
Ensure that the descriptions as given in the BOQ are adequate in regard to the
technical specifications including the method of measurement.

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Review of the Contract Document
The Works Contract Document signed between the Client and the Contractor will be
thoroughly reviewed so as to investigate any deficiencies associated with contractual
matters. Accordingly, the following documents that constitute the Contract Document will be
checked and reviewed.
The Contract Agreement,
Letter of Acceptance and Minutes of pre-contract award discussion,
Tender, Appendix to Tender, Pre-Tender Meeting Minutes and Addenda,
Conditions of Particular Application,
General Conditions of Contract,
Particular Specifications,
Standard Specification,
The Drawings,
Priced Bill of Quantities, and
Other Documents.
4.3.1.5 Issuance of Relevant Documents
The Consultant will issue the Contractor with all necessary copies of the Engineering
Drawings, Technical Specifications and Contract Documents before the site handover. All
other supplementary information requested by the Contractor, necessary for him to carry out
the Works, will be provided timely by the consultant. The Consultant‟s resident staff will
assist the Contractor on site in interpretation of the plans, profiles, and detail drawings and
specifications. In addition, the Consultant will clear all technical queries raised by the
Contractor in the interpretation of the documents. In this respect, each of the Consultant‟s
supervisory staff will be responsible for clarifying all queries raised by the Contractor in his
field of expertise.
4.3.1.6 Site Possession/ Handing-over the Site
Prior to the handing over, the Supervising Consultant and the client should first familiarize
themselves with the site conditions by visiting the site to identify key features that will be
shown to the contractor during the site hand-over ceremony.
Following the successful submission of the relevant securities by the contractor, the
Consultant, the client and the District Irrigation Staff should arrange to facilitate the handing
over of the site to the Contractor. During this exercise, the contractor should be issued with
the certificate of site possession. Further, the client and the Supervising Consultant should
arrange for a joint site visit to show the contractor key features of the site. During the site
visit, the contractor must be shown the following features:
Reference marks pegs (Permanent and Temporary Benchmarks),
Farm infrastructure locations should be identified and any adjustments must be
marked in the Contractor‟s and Consultant‟s Detailed Improvement Plan (DIP);
Gravel, Stone, selected material & Sand Sources (Selected Quarry areas and test
pits should be located); and

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Water points (Contractor should be shown both drinking and construction water
points).
4.3.1.7 Notice to Proceed and Contractor‟s Mobilisation
The Consultant will check that all legal conditions have been met and financial guarantees
submitted by the Contractor before he is given Notice to Proceed. If all the conditions are in
order, the Contractor will then be given Notice to Proceed in accordance with the time
specified in the Works Contract.
Meanwhile, the Consultant will request the Contractor to produce a detailed mobilization
program that includes details of resources schedule, plants & equipment schedule and
manpower deployment. Having obtained the mobilization program, during the Mobilization
period, the Consultant will monitor and follow up the deployment of the resources in
accordance with the submitted mobilization program.
4.3.1.8 Review and Approval of Contractor‟s Work Program and Method

Statement
Contractor’s Work Program
Prior to commencement .of construction of the permanent works, the Contractor will be
requested to produce a realistic Work Program including the deployment of construction
equipment, manpower and his method statement, supported by charts. The program shall
include all construction stages for individual items of work and identify any critical areas,
which could affect the progress of the overall contract. To this effect, the Contractor‟s
program should logically link all activities such that the critical path for each activity can be
worked out. These must be fully resourced so that the changes in the critical path could be
quickly worked out should there be any changes in the allocated resources.
The Contractor‟s program must also take into account the time for mobilization, the setting-
up of offices, workshops and camps, traffic management, compliance with health, welfare
and safety regulations in addition to the actual physical construction of works. The
Consultant will make sure that the program submitted for the execution of the works shall, in
addition to the program for the permanent works construction activities, include alleviation
program for site staff and labor in respect of Sexually Transmitted Diseases (STD) including
HIV/AIDS.
The program to be submitted by the Contractor should also include the associated cash flow
estimate showing all payments to which he will be entitled under the Contract. In this
respect, the Consultant will request the Contractor to include a curve showing contract time
against cumulative cash flow in the works program.
The program submitted will be thoroughly reviewed using a suitable activity programming
technique in relation to the provisions made in the Contract and with respect to the
Contractor‟s technical proposal for allocation of resources. Accordingly, the review will be
made taking into account the resource analysis against production needs (based on the rate
of required for timely completion of the project Works) and will be approved or rejected
based on the outcomes of the analysis. The review will include study of:
Assumption taken for hourly production rate and efficiency of equipments,

Number of each type of equipment to be deployed including the time of mobilization
(Equipment Schedule),

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Type and quantity of construction materials to be mobilized (Materials Schedule),

Title and Quantity of Contractor‟s personnel assigned for undertaking each activity in
the project (Manpower Schedule),
Sequencing the construction operations in a logical manner for optimum productivity;
Contractor‟s proposal for matching productivity requirements with his resources
including the need for opening more than one work head or working in multiple
shifts,
Contractor‟s Quality and Site Safety Plans;
Contractor‟s proposal for alleviation program for site staff and labor in respect of
Sexually Transmitted Diseases (STD) including HIV/AIDS
The Consultant will not consent to the program until fully satisfied that the proposed work
schedules are achievable within the stipulated period and that the proposed resources
(manpower, material and machine) are consistent with the Conditions of Contract and
Technical Specifications. In case of rejection, the Contractor will be advised of changes or
additional resources required for the submitted program to be realistic and in line with the
Contract Documents.
The findings of the Consultant‟s review and the suggested modifications, if any, on the
proposed Contractor‟s Work Program and the approved Master Works Schedule, will be
submitted to so as to assist him in the follow up of the Project accomplishment.
Method Statement
The Consultant will review the method statements (construction methods) proposed by the
Contractor to ensure that these are consistent with the stipulations of the Technical
Specifications and Conditions of Contract and that the proposed methods do not excessively
interfere with the general Eco-system of the route corridor beyond that required for
construction of the permanent works. The Consultant will also check the relevance of the
construction methods, with reference to the equipment and manpower proposed, for
achieving the requirements of the specifications within the programmed period.
For so doing, the Contractor will be advised to include his method of working, in respect of
each and all construction activities, the details of the manpower allocation, the techniques of
construction, and the machineries & equipment he is adopting for execution of the works. All
the methods proposed will also be checked with respect to quality of workmanship, safety
measures to be put in place during execution of each activity and conformity with the
accepted practices in the country.
4.3.1.9 Soils and Materials Investigation
Other than, the material sources proposed by the Contractor, the Consultant would
investigate exhaustively all construction material sources, existing and new, within the
irrigation infrastructure construction site to minimize overhaul, to optimize the use of
available construction materials or enhance economy. The construction material sources to
be investigated and located are borrow pits for embankment, hard rock quarry sites for
production of crushed aggregate for concrete works, natural sand, water and masonry stone.
The consultant shall refer geology study report for the prosed quarry sites for the required
construction materials conducted during project study and design phase.

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Factors to be considered while investigating construction materials are suitability of the

material, available quantity, ease of production, depth of overburden, hauling distance,
accessibility, sufficiency of production area for the construction material and environmental &
social impacts of developing the source. Sources visually identified as promising in quantity,
quality and hauling distance will be subjected to laboratory testing to approve their
compliance to the required Technical Specifications. Due consideration will be given to
available test results on all construction and embankment materials prior to scheduling the
testing of the said materials. Generally, the identified construction materials sources will be
subjected to the tests scheduled hereunder before they are incorporated into the works.
Borrow Material for Embankment: Samples from these sources will be tested for Atterberg
Limits, CBR, Soil Classification, Shrinkage and Swell
Quarry site for crushed aggregate: Samples recovered from the located site will be tested
for Water absorption, Sodium Sulphate, Soundness, Los Angeles Abrasion test, Aggregate
Crushing Value (ACV), Coating and Stripping and Specific Gravity. The Flakiness Index will
also be tested after commencement of crushing, as this is dependent on the type of crusher
used.
Natural Sand: Natural sand will be tested for grading, Sodium Sulphate, Soundness,
Specific Gravity, clay content, organic impurities and mortar making properties.
Masonry Stone: masonry stones that are strong, durable and workable will be located.
These sources may also be used for riprap production to be placed on top of the backfill
materials.
Water: Samples from the available water sources will be tested for PH Value, Chloride
content and Sulphate content.
4.3.2 Construction Phase
4.3.2.1 Approval of Contractor‟s Setting out of the Works
At the start of the project works, the Contractor will be provided with survey information of
horizontal and vertical control points such as Benchmarks, base line, boundaries and control
stations. Thereafter, before commencement of construction of each permanent work, the
Contractor is expected to carry out all physical surveying required for the construction
purposes. The Consultant, prior to approval of the setting out survey, will carry out
verification survey of Contractor‟s setting out and satisfy himself that there is sufficient
survey coverage to accurately define the final setting out of all works. In so doing, the
Consultant will note, but not limited to, the following points:
Checking of centerline alignment,

Accuracy of the pegs, lines, levels and layout of construction works with respect to
approved working drawings and prevailing site conditions at the time of execution of
the works
Boundary locations for structures,
Vertical elevation control Bench Marks,
Placement of the works construction limits such as provision of adequate height for
backfill, etc
Whether the criteria in respect of tolerance in thickness of previously constructed
layers have been met,

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These will ensure that the setting out of vertical and horizontal dimensions is in accordance
with the plans and profiles. In addition to these setting out surveys, the Consultant will check
out the Contractor‟s preparation for the Works including, but not limited to, the following:
Contractor‟s attachments to the „Request for Approval‟ form/to be prepared by the

Contractor through discussion with the Consultant/ with respect to compliance of
surveying and laboratory test results of previous works;
Working drawings with their respective method statements;
Availability and sufficiency of construction equipment with an output ensuring the
production of the said amount and quality of work as per the Specification;
Availability and sufficiency of construction material required for the smooth build up of
the works and that is in conformity with the Specification.
Having checked all the aforementioned, the Consultant will give the Contractor approval to
go on with construction of the Works. The data relating to setting out and survey work will be
recorded in field books and electronic format and submitted to Client as future references,
after completion of the works.
4.3.2.2 Safety
The Consultant will check that the Contractor follows safe working practices and prevents
accident in all his operations. In so doing, the Contractor will be requested to produce and
submit his general safety policy and include in his method statement the safety measures he
will put in place for each operation.
During each construction activity, the Contractor is expected to strictly apply his safety policy
and his attention will be drawn to any instances where the safety policy is not followed. S/he
will also be directed to carry out all works that are necessary in case of emergency and
affecting the safety of personnel, works and adjacent property.
In this regard, the Consultant will check the availability of a capable safety officer on the
Contractor‟s side who will be monitoring that adequate safety measures are put in place at
all times and accidents are satisfactory prevented.
4.3.2.3 Quality Control
The Contractor is expected to execute the project works in accordance with sound technical
administration, financial and economic practices. In this regard, the Consultant will perform
all duties associated with such tasks to ensure that only the best construction practice is
followed and that the final product is in full compliance with the specification at the most
economic costs.
To this effect, the Consultant will continuously inspect the Works, both under construction
and completed, for compliance to the Specification and the approved method statement
submitted by the Contractor. In sufficient time ahead of commencement of every activity, the
Contractor is expected to produce his proposed working drawing/plans with the associated
calculations and method statements. The Consultant will examine the submissions and
approve or reject the proposals, recommending any changes required.
Quality control of production of construction materials as well as construction of the

permanent works is an essential element to have an end product that is up to the standard
called for in the Works Contract Document and one that meets the objectives of the project.

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The Consultant will set up a quality control system meant specifically to the project, which
comprises a combination of process control and end product control for the project. The two
major aspects to be considered while setting up the Quality Control system are:
Quality Control of Construction Materials, and

Quality Control of Workmanship
Quality control of Construction Materials
Being the basic elements of the permanent works, the contribution of quality of construction
materials for the last longing service life as well as quality of the project. Accordingly, the
Consultant will establish a quality control system for inspection of production and handling of
construction materials. The system will include checking and inspection of construction
materials production, testing and storage.
Once the system is put in place, the Consultant will carry out all necessary inspection,
sampling, testing and analysis for all soils and material proposed and used by the
Contractor, as a control to the quality of the material and checking of compliance with the
Technical Specifications. No material will be removed from any pit or quarry without prior
testing and approval by the Consultant.
The samples will be collected from the production site as well as after placement to control
the quality of material throughout the processes involved in the construction to the final end
product.
Depending on the test results and the analysis, the material will be approved or rejected for
use into the works. The Contractor will be notified that approval of samples from any source
will not be considered as an approval of all materials recovered from the source, and hence,
during the production process, samples will be collected from the approved source from time
to time and subjected to testing and will be rejected if the test results do not meet the
required specification set in the contract. The Contractor will be instructed to halt production
of materials from any source immediately, if the characteristics of the material from the
source has potentially turned inferior than tested previously, which might indicate the
exhaustion of acceptable material from the source.
In case of rejection due to poor quality of material, the Contractor will be instructed to
remove the material from the site with no additional cost and time extension.
A. Materials Produced by the Contractor

In the course of the Construction, the Contractor will identify and locate potential sources of
construction material for the various project activities. After satisfying himself as to the
estimated quantity and quality (through testing) of the source, he will produce the test result
to the Consultant who will thereafter arrange for joint sampling and testing of material from
the proposed source.
The source will then be approved or rejected based on its conformity with the Technical
Specification. Samples will be collected randomly from time to time, from the approved
sources, to reaffirm the quality of the material. The Contractor‟s method of production will
also be inspected on a daily basis by the works inspectors and the material technicians.

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B. Materials Procured From Manufacturers

Whenever the Contractor proposes to procure construction materials (such as reinforcement
steel, cement, etc), he will be instructed to deliver Manufacturer‟s certificate and sufficient
samples of the said materials in sufficient time ahead of his order for delivery. The
Manufacturer‟s certificate should include date of production and recent test results based on
approved testing standards. The Consultant will then carry out all tests called for in the
Technical Specification either in the site laboratory or in an outside laboratory. The proposed
material may be rejected or approved depending on its conformity to the Technical
Specification. If approved, the Contractor will be allowed to procure the said items and
instructed to deliver sample and test results from time to time, as required. Random
sampling and testing will also be carried out to check consistency of quality of the approved
material.
Any material proposed by the Contractor, produced by him or procured from manufacturers,
that is of substandard or defective in respect of quality of material and/or workmanship
contrary to the provisions of the Technical Specifications of the Works Contract, will be
rejected and the Contractor will be provided with details of the reason for the same and
advised of the corrective measures required for future production/delivery. S/he will then be
instructed to remove the defective material/work from the site without any additional cost or
time extension. Manufacturer‟s Certificate and all field and laboratory test results on
construction materials will be properly recorded and filed as project references.
C. Storage of Materials
After approval of the construction materials proposed by the Contractor, the Consultant will
check the proper storage of the materials in a manner that insures preservation of their
quality as called for in the Technical Specifications. Accordingly, the method of storing,
stockpiling and protection of materials against the adverse effects of weathering will be
frequently inspected. Materials that are not properly stored or stockpiled will not be
approved for use without retesting.
Quality Control of Workmanship
To insure quality of workmanship during construction of the Works, the Resident Engineer
and his subordinate staff will be assigned duties and responsibilities in accordance with their
field of expertise. The staff will be advised to bear in mind that their duty is to inspect quality
of workmanship and should not, by any means, interfere with the management of the Work
by the Contractor.
Prior to issuance of approval to commence new activity or proceed with following activities,
the Consultant will check Contractor‟s setting out and other preparations for the Works.
Frequent quality control tests, as included in the Technical Specification, will be run on the
works to check compliance of the workmanship to the Specification. To assist in this regard,
the Consultant will institute a detailed quality control system that ensures adequate
supervision and positive control of the works at all times. Accordingly, the qualified personnel
assigned for each particular task will exercise quality control of that specific task.
Any work that is of substandard in respect of quality of material and/or workmanship contrary
to the provisions of the Technical Specifications of the works contract will be rejected. The
Contractor will be instructed to rectify or rework and will be provided with details of the
reason for the same. The inspection made will be the basis for approval of commencement
of following activities and also the interim payment certificates.

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Process control of materials while they are worked upon will be through subjective
observations and objective tests. Control of end product, for example compaction would be
through objective tests and statistical evaluation.
The three most factors to be closely inspected during quality control of workmanship will be:
Conformity with plans
Capability of Contractor‟s manpower
Monitoring of Equipments and Plants
D. Working Drawings, Calculations and Conformity with Plans

As part of the quality control system, the Consultant will inspect Contractor‟s execution of the
Works in accordance with the plans and specifications forming part of the Contract
Document. In case of omissions or errors in drawings and specifications, the Consultant will
make appropriate corrections and interpretations required for completeness of the drawings
and specifications.
The Consultant will review the entire Contractor's workings, sketches, shop drawings,
erection drawings and the associated calculations in reference to the given plans, and
detailed drawings and the accompanying notes. These will be approved or rejected based
on the outcomes of the review. In case of rejection, any changes or modifications required
will be pointed out to the Contractor. These will mainly include:
i. Complete structures drawings including detailed sections and views having all
necessary data for approval and field work with summary (schedule) of quantities
ii. The Contractor will be advised never to commence any construction activities prior to
approval of the working drawings and the associated calculations produced by him
for the same.
iii. In addition to the working drawings, the Contractor will be requested, as required, to
submit for approval construction drawings showing details of the temporary works
and the methods of construction he proposes to use. These will include detail
description of temporary structures, false works and temporary measures/changes
on existing structures.
E. Capability of Manpower
The Consultant will check the qualification and experience of the Contractor‟s key personnel
assigned to undertake the construction of each component of the permanent works. The
Contractor will be instructed to remove from site personnel who are incompetent and may
adversely affect the workmanship, and hence the quality of the finished works.
F. Monitoring of Equipments and Plants

The Consultant will also check Contractor‟s equipment and plants deployed for execution of
the project works. In this respect, the following will be properly noted before commencement
of the construction of each component of the permanent works:
Sufficiency of the size and number of equipment allotted for the specific work
Mechanical condition of the equipment and plants
Adverse effects due to the use of the equipment/plant

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Capacity of plants to insure production of sufficient material to meet the needs of

each specific work item, to completion, within the time limit.
4.3.2.4 Design Modifications/Changes
In the course of construction, design changes may be required to suit field conditions
prevailing at the time of construction or for any other adequate reason. Some conditions that
might have been overlooked at the design stage could also initiate for design changes.
Some of such conditions are improvement of alignments during construction, change of
alignments to cause reduction of cost, alteration of foundation/structure design based on
supervision of ground investigation by the Contractor, adequacy of opening sizes for cross
drainage structures, etc. The Consultant will make sure that these issues are dealt with well
in advance so as to avoid/reduce claims and/or delays resulting from these design changes.
The Consultant or Contractor could initiate proposal for design changes/variations with their
descriptions of the reasons and concepts behind the changes/variations. The Consultant will
then analyzes, verify and prepare the design changes/variations with the associated cost
and environmental implication relative to the original design. Moreover, the Consultant will
take into account objectives of the project, effects on the Work program and time schedule,
locally available construction material, ease of construction method, etc during the design
change/variation. In case of the design changes, the Consultant will prepare the associated
Technical Specifications in order to ensure clear definition of the works, quality & type of
materials and workmanship and method of performance required to carry out the respective
operations. For design changes to be made to cause reduction of the construction cost the
Consultant will make sure that the strength or quality of the work is by no means inferior to
what is specified in the Works Contract.
The client will be advised of the outcomes of the changes/variations and the associated
implications in respect of the project cost and completion time. The design
changes/variations will come into effect only after approval.
4.3.2.5 Inspection of Works and Approval
Once the contractor has started to implement the works the supervising consultant should
regularly visit the site to inspect the quality of works and give approvals before the contractor
can proceed with certain critical activities. The major responsibility of the Supervising
Consultant is to ensure that the contractor‟s quality of construction materials and
workmanship always complies with the technical specifications provided in the contract
document. The Supervising Consultant should maintain a daily record of inspected and
certified works. For this purpose, sample „Works Inspection Forms‟ need to be developed.
The Supervising Consultant should ensure that the Contractor has a full set of quality control
aids on site for checking works during and at the end of each worker‟s task. During works
inspections, the Supervising Consultant must also use these quality control aids to check the
works.
Surveying
The Consultant will inspect the accuracy of finished elevation levels for the small scale
irrigation project and irrigation structures. The Contractor will be instructed to rectify sections
that fail to meet the tolerance limits in respect of surveying set in the technical specification.
The measurements taken before and after a certain volume of work item will be used as a
basis for payment.

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Structures
The Consultant will continuously inspect the irrigation construction Works, both under
construction and completed for compliance to the Specification and the approved method
statement submitted by the Contractor. In sufficient time ahead of commencement of all
activities, the Contractor is expected to produce his proposed working drawing/plans, the
associated calculations and method statements for the construction. The Consultant will
examine the submissions and approve or reject the proposals, identifying any changes
required. Moreover, prior to issuance of approval to commence new activity or proceed with
following activities of the construction, the Consultant will check Contractor‟s setting out of
the works and submittals. In this respect, the Consultant will undertake, but not limited to,
the following:
Check and approve detailed working drawings (and construction drawings, as
required) prepared by the Contractor based on the design of the structures;
Contractor‟s attachments to the „Request for Approval‟ form (to be prepared by the
Contractor through discussion with the Consultant) with respect to compliance of
surveying and laboratory test results of previous works;
Check the setting out of the works, accuracy of the pegs, lines, levels and layout of
construction works with respect to the approved working drawings and prevailing
site conditions at the time of execution of the works;
Check availability of adequate equipments (specially machinery, concrete mixers and
vibrators) and construction materials required for the smooth build up of the
maintenance works prior to commencement of concrete pouring to avoid cold joints
in structures;
Check that all safety measures have been put in place to avoid small scale irrigation
project on the workmen as well as the Works;
Take measurements of the ground before and after excavation for quantifying
purposes;
Check alignment of reinforcement bars in reference to the approved working drawing;
Checking the dimensions, stability and soundness of false and formworks;
Checking box size for measuring of coarse and fine aggregate;
Collect fresh concrete mix, cure and test for compressive strength;
Monitor backfilling on abutments and insure these are in accordance with the
provisions of the Technical Specification.
Other Inspections
During the course of the site inspection, the Resident Supervisory staff will also conduct the
following tasks:
Issuing Clarifications and Instructions to the Contractor;
Inspection of production of materials;
Inspect the site facilities (including storage of materials, workshop for plant,
machinery and equipment; health and safety) of the Contractor;
Checking Contractor‟s Plant, Machinery and Equipment;
Inspection of organization of plants prior to commencement of any permanent works
construction;

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Inspection of construction of temporary works;

Inspection of Construction materials quality: Cement type of production, expire date
information; stone formation, shape and size; quality of sand and source of coarse
aggregate.
Construction relay sequence and procedures;
Inspection of excavations and geological formations prior to surfacing works;
Inspection of Construction material storage especially cement storage;
Inspection of ratios of all aggregates especially mortar and concrete;
Inspection of other industrial materials like metal works;
Inspection of all engineering set up of the diversion project: headwork (cut off, apron,
weir, wing wall), canal system layout: main canal, secondary canal, drops and
division box.
To assist in the works inspection, the Consultant will prepare forms and worksheets to be
used for the project as follows:
Data sheets on survey of material sources,

Sample cards,
Worksheets for sieve analysis,
Grain size distribution graphs,
Soil compaction test data,
Moisture density graphs,
Summaries of field test reports,
Concrete delivery slips,
Concrete pouring reports,
Compressive/flexural strength of concrete tests,
Worksheets for abrasion (Los Angeles) tests,
Worksheets for concrete design mix, and Others
On the process of inspection, the Consultant will maintain a detailed daily recording of all
events.
Quantity Surveying
Site measurements of the permanent works will progress on a continuous basis.

Accordingly, based on the agreement made between the Client and the Contractor for the
mode of measurement, the quantity surveying will be made on any measured construction
activities just after materials testing result is approved on the work request form. The copy of
this form will be kept with the respective professionals for a record or to avoid duplication of
payment request on the same item of work.

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Correspondingly, similar procedure and quantity will be expected from the Contractor that
should be compiled in one backup document for the request of interim payment. After
making cross-checks with the Consultant‟s recorded/computed figures, it will be sent back to
the Contractor‟s office with correction, if any, for re-submission so that both parties will reach
to an agreement on the interim and final quantities. Joint signature on each work item sheet
will be made for summarized interim payment certificate and payments will be effected if the
total amount for the period under review is above the minimum amount of interim certificate
specified in the Works Contract.
Environmental Protection Monitoring
During construction stage, the Consultant will monitor implementation of these plans in
collaboration with environmental officer in charge. For the implementation purposes, the
Consultant has classified the impacts and mitigation measures as in hereunder.
A. Monitoring of Mitigation Measures due to Construction Activities
Environmental mitigation measures proposed in detail by the design Consultant will be

implemented by the Contractor during execution of the Project Works. During the
implementation, the Consultant will monitor the following environmental interventions in
accordance with management strategies and actions to minimize adverse impacts as
described hereunder.
B. Minimizing Adverse Effects on Biological Environment

The Consultant will monitor that the construction of the project will not unnecessarily affect
the plant and animal life in the corridor i.e. vegetation removal will be kept to the minimum in
order to protect wildlife habitat. In general, the Consultant will, as much as possible, take
care of environmentally sensitive project areas.
C. Minimizing Adverse Effects on Water, Soil and Air

In this respect, the Consultant will monitor that the water and soil will not be polluted due to
earthworks, crushing operations, and improper handling of hazardous material. The
Consultant will also monitor minimization of water and soil pollution through directing of
runoff waters into tailing ponds.
D. Alleviation of Noise, Vibration and Dust

To minimize the effect of noise, the Consultant will advise the Contractor to adjust the time of
critical operations in such a way that it will not excessively disturb the community.
Accordingly, the Contractor will be advised to suppress dusting through watering detours,
covering crusher conveyor belts, etc. The Consultant will also monitor alleviation of noise
and vibration from blasting and rolling operations adjacent to buildings, structures and
residential areas.
4.3.3 Post Construction Phase
4.3.3.1 Final Inspection
The final inspection is carried out as part of the procedures for handing over the completed
small scale irrigation project to the beneficiaries and the client. Once the contractor has
completed the entire contract, or an agreed part of it, he should notify the supervising officer
and request for a final inspection. In the final inspection, a number of key measurements are
carried out in order to check whether the project has finally been constructed to the specified

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standards. The results of the final inspection measurements should be compiled in a Final
Inspection Report. The key measurements carried out during the final inspection are related
to:
the headwork and canal alignments
the water levels/canal and off-take levels
Canal gradient
Structural dimensions
4.3.3.2 Final Report
Final report can be called as Contract Completion Report. On the completion months of
construction, contract completion report will be prepared and submitted to Client by the
Consultant that includes, but not limited to the following:
Executive Summary,
Mobilization/demobilization details,
Description of project,
Project implementation,
Financial cost details together with a breakdown of the same, detailing and assessing
extra expenditure 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,
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),
Conclusions, and
Details of final account, where possible.
4.3.3.3 Consultancy Completion Report
Following submission of the Contract Completion Report, the Consultant will prepare a
comprehensive report on the Consultancy services throughout the contract period. The
report will describe the aims of the project and the achievements of the construction works.
It will also detail progress on the Final Account, which will be appended. Finally, it will give
details of the Consultant‟s visits during the maintenance period.

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4.3.3.4 Final Payment Certificate
As soon as the works are substantially completed and provisional acceptance of the project
or upon termination of the Contract (at an earlier stage), the Supervising Consultant and the
Contractor must conduct a joint inspection and take final measurements of the completed
works based on acceptable guidelines for conducting such Final Inspection. Based on the
final measurements and As-Built Drawings a Final Payment Certificate is prepared by the
contractor and agreed with the Supervising Consultant.
The Final Payment Certificate shall be computed as the total value of work executed under
the contract less any previous payments and all amounts such as Advances, and cost of
tools and equipment supplied by the client. The Supervising Officer must also ascertain that
all standing labor wages are settled and no other amounts are due to suppliers in the project
area. These could include rental charges for site accommodation, food catering charges,
charges for use of water sources, gravel sources and rental charges for equipment hired by
the contractor.
The Consultant will prepare and issue to a final bill of quantities and final payment certificate
for his processing. The final payment certificate will include:
Outstanding payment of executed and measured works,
Extra works and any other basis for payment,
Partial amounts of retention to be released after the provisional acceptance under the
provisions of the contract,
Partial amounts of retention to be retained for defects liability period under the
provisions of the contract,
Corrections and adjustments of all prior estimates and payments, and
Liquidated Small scale irrigation project age, if any, due from the Contractor.
The final value of works may also be affected by any unresolved claims. The Claims should,
therefore, be settled by negotiation and at the earliest opportunity. By completing the final
measurements, both parties will agree on the quantities related to any claim, thereby
assisting in any subsequent evaluation. The Consultant will notify on this matter, evidencing
the outstanding situations and reporting all the actions previously taken to solve them within
the contractual period.
4.3.3.5 Payment of Retention Money
Upon the issue of Certificate of Substantial completion and provisional acceptance of the
project, partial amount of the retention money stated in the Works Contract will be certified
by the Consultant for payment to the Contractor
Upon issuance of Taking-Over Certificate and expiration of the Defects Liability Period, the
remaining amount of Retention Money will be certified by the Consultant for Payment to the
Contractor.
4.3.4 Contract Management
The Consultant shall have overall responsibility to assist smooth execution of the project
works for the timely and successful completion of the project. The Consultants shall be fully
aware of prevailing rules and regulations of the government and provisions of international
practices that foresee contractor's claims, and therefore suggest the project management

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well in advance so that such causes are effectively managed keeping best interest of the
project. As part of the Contract Administration, the Consultant will undertake the following
contractual duties.
4.3.4.1 Coordination with Local Authorities
The Consultant will establish effective coordination with the local authorities and the
community in relation to implementing the biological, physical and social measures including
the prevention and control of HIV/AIDS in the project workplaces. Moreover, rock blasting
near settlement areas will be properly coordinated with the relevant officers of the
Government Authorities to minimize levels of noise pollution and community interference.
4.3.4.2 Liaison with Employer
The Consultant will maintain close liaison with throughout the provision of the services as
adequate liaison with the Employer greatly facilitates implementation of the project works.
All reports, site meetings, site visits and inspection of the works progress through
communication with the Client and the Contractor will be important features of the liaison
with.
The Resident Engineer will play a major role in the liaison with. Accordingly, he will liaise
with the Client, through the counterpart, in matters related to the following project activities:
1. Making arrangement for monthly progress meetings on site,

2. Discussions on problems encountered, variations, and claims,
3. Discussions on work progress against the approved program and construction
issues, etc
4.3.4.3 Liaison with Regional Administrators
It is also of vital use to ensure close liaison with the Regional Administrators to facilitate any
matters requiring interaction with the local society such as assessment and settlement of
right-of-way problems in respect of crops and buildings. Moreover, the Consultant will assist
the Contractor to maintain close co-ordination with all relevant local authorities so that
unnecessary small scale irrigation project to services and properties is avoided which will
adversely affect the project progress.
4.3.4.4 Monitor Contractor‟s Progress of the Works
The Consultant will continuously monitor the Contractor‟s progress against the approved
program and the associated method of working in all activities. As a contractual obligation,
the Contractor is expected to carry out the works as per his program without any significant
slippage. To ensure this, the progress of works will be reviewed on a monthly basis and any
shortfall observed will be pointed out to the Contractor with directives to take corrective
measures. As an efficient way of following up the progress, the Consultant will produce a
resource analysis against production needs, required for the timely completion of the project.
Critical items, which could affect the progress of works, will be identified from the approved
program and will be closely monitored throughout the Contract period with appraisals of
changes required for the positive advance of the progress. Based on the observations, the
Contractor will be advised when additional resources, revised methods of working or
reprogramming of the Works are deemed to be required.

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Site and Progress Meeting
One of the means for controlling the progress of the works will be conducting of progress
meetings. Accordingly, weekly and monthly meetings will be held at the project site office.
The meeting will focus on the accomplishment of the planned work and the corresponding
delay, if any, with the respective resource allocation. Problems encountered and proposed
solutions will be highlighted to resolve the problem of delay. These meetings will be minuted
and signed for a record.
An agenda will be prepared listing the matters to be raised in the Progress Meetings, which
will normally include the following:
Program and progress,
Supply of materials,
Shortage and breakdown of plants and machinery,
Availability of labor,
Quality control,
Weather conditions and effect on the progress of works,
Actions to recover delays,
Variations, and
Claims and recording of facts
The Resident Engineer will chair the monthly meetings and will be responsible for the
conduct thereof. S/he will take each item on the agenda and give a brief statement, opening
the matter for discussion. It is particularly important that the Contractor‟s representative has
an opportunity to state his views on each subject matter. References will be made to the
previous minutes to bring forward matters that have not been resolved since the last
meeting. Copies of the agenda will be sent to all those attending the meeting.
Progress on each major item of work will be reported and agreed with the Contractor before
comment is made as to whether or not the progress is satisfactory. A member of the
Supervision Team will take notes & prepare the minutes and all these records maintained by
the Consultant will be submitted to at the end of the Contract. The progress of the planned
activities against accomplishments will be prepared in the form of an S-curve and included in
the monthly progress reports.
Meetings and Correspondences
Meetings and correspondences are important contractual means to create mutual

understanding between the Contractor and Consultant‟s site staff for the positive advance of
the project works. At the initial stages of the construction, a Line of Communication will be
formed that will base an assessment of the task assignment of each of the Contractor and
Consultant‟s key staffs. Site meeting will be made to undertake this task prior to
commencement of construction of the permanent works, which will ultimately form an
efficient Line of Communication.
In addition to the Line of Communication, the Contractor through discussion with the
Consultant will produce Formats for the various activities of the project work. This will include
formats and presentations for various laboratory tests, data collection form for surveying
works, Request for Approval forms, formats for measurement of finished works, etc.

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Engineer’s Instruction and Variation Orders
Variation Orders are issued where extra works significantly affect the contract Sum. These
may involve omissions or additions to the Contract Sum. Variation Orders may be approved
by the Project Manager within his authority as provided in the Conditions of Contract.
However, most Variation Orders must be approved by the Client and accepted by the
Contractor. The Contingency Sum or funds saved by rearrangement of bill items, may cover
the cost of Variation Orders, or extra funding may be requested from the Client. As for Day
Works, Approval of the Variation Order must be granted before the extra works may
commence. The Project Manager also has power to order any variation that, in his opinion is
desirable for the satisfactory completion and functioning of the works. Such variations
include Additions, Omissions, Substitutions, Alterations, Changes in quantity, form, character
or kind and Changes in position, dimensions, level or line.
Following the approval of the amendments, the Consultant will prepare and issue
Instructions, Variation Orders to the Contractor (including alterations, additions or omissions
from the signed contract) complete with the associated measurements, and payment
instructions will be advised of such instructions and variation orders together with the
associated implications. Depending on the extent and type of variations made, some
instructions, which in the opinion of the Consultant do not affect the work significantly and
are urgently needed, might not wait for written approval by to avoid unnecessary delay. The
variations could be in terms of materials, quantities, technical specifications and extra items
(not included in the original bill of quantities).
The Consultant will keep records of all change (variations including Day work) and orders
issued with respect to the Works. The Engineer‟s Representative may be delegated powers
to issue variations or Day Work under the Contract to a given value. S/he will, of course,
discuss the reasons and estimated cost of such variations with the Engineer.
The variation orders (VO) will be issued following a standard format and the Resident
Engineer will keep separate measurement with detailed and factual records for each
variation. Consultant‟s recommendation for variation order will include background
information with regard to the necessity of the variation, the effect of the variation order on
other works and the cost implications of the variations.
Variation orders should include issues such as type of work to be accomplished including the
limit of the work; authority under which the instruction has been given; method of
measurement; agreed unit rate and method of payment.
4.3.4.5 Cost Control and Advise on Estimated Total Cost
In practice, the Bill of Quantities and the bid amount listed in the bid schedule do not govern
the final project cost. Payments to the Contractor will be made only for the actual quantities
of work items performed in accordance with the plans and specification. In addition to this,
due to the nature of construction, some changes in the plans and specifications may be
necessary during the course of construction to suit field conditions, which subsequently alter
the contract amount.
The Consultant will devise a method for optimization of cost by means of determining the
exact volume of work, including amendments, changes and modifications, and will come up
with the final estimated cost during the work progress. Variation orders, that include
alterations, additions and omissions will be valued at the rates and prices fixed on the
contract or if not suitable prices will be fixed. This together with the estimated quantity will

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enable estimates of the final construction cost to be updated on a monthly basis and help in
identifying possible cost over runs or under runs.
An attempt will be made to complete the works specified within the ceiling amount of the
contract. Omissions and additions of works will be exercised to make them balanced, where
possible. The percentage of increase or decrease of each work item will be computed to
check whether these are within the allowable variations stated in the Works Contract.
In this respect, routinely and at not more than quarterly intervals, the Consultant will advise
the Client on the corresponding paid sum to the Contractor, volume of remaining work to be
done with the estimated total cost to completion of the project. In case of increase/decrease
of the estimated initial project cost due to Variation Orders approved by the consultant/client,
the reason for the same will be indicated.
4.3.4.6 Measurement and Payment
Measurement and valuation is clearly a prerequisite to certification and payment of works.

Most contracts are of the bill of quantities type (ad measurement contracts) and their
measurement and valuation are governed by the conditions of contract. Supervising
Consultant must carry out measurements of completed Works. A record of these
measurements and derived quantities must be kept by both the contractor and the
Supervising Consultant on site to form a basis for preparation of the Interim Payment
Certificates.
Monthly Interim Payments Due to the Contractor
An agreed and accepted method would be established with the Contractor for carrying out
the necessary measurements, calculations and certifications required for interim payments in
accordance with guidelines previously agreed with.
At monthly intervals, the contractor must submit to the Supervising Consultant a statement
or valuation based on the agreed measurements. The valuation must show the estimated
value of the measured works executed up to the end of the previous period as well as the
estimated value of work completed during the month in question. The valuation once
checked and amended by the Supervising Consultant, where necessary, is used by the
Supervising Consultant to prepare the Interim Payment Certificate. When the Contractor will
submit his payment applications with all the measurements, costing calculations and
supporting documentation to the Consultant, then the Consultant will review, check and
verify the application on the basis of the documentation submitted and site inspection
records. During the review, the Contractor's statements will be checked in respect of
quantities, rates, extensions and additions. Interim Payment Certificates are useful in
maintaining liquidity for the contractor. Therefore, the Supervising Consultant must not
unnecessarily reject whole sections of works claimed by the Contractor, but make
amendments for unsatisfactory works. Liquidated small scale irrigation project, where
applicable, will be deducted from the payment in accordance with the procedures set in the
Works Contract Document.
Work Items having an agreed unit rate will be processed in accordance with the volume of
work executed and the agreed unit rate. For Work items where the method of payment is
set on a Lump Sum basis, the payment will be dealt in accordance with the volume of work
executed within that payment period measured and estimated as a percentage of the total
volume of work described in the Contract document.
The Resident Engineer will ensure that the Contractor submits his proposals for any work
under the Variation Order that cannot be ascertained from the priced BOQ. He will examine

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and amend, should there be a necessity for such actions, the rates and prices proposed by
the Contractor to fairly represent the cost of such works. These rates will not necessarily be
the rates that will be fixed by the Engineer, but may be termed as Temporary Rates, which
could be used for the purpose of interim valuations pending the fixing of rates by the
Engineer in consultation with the contractor.
After verifying the sufficiency of the documentation and accuracy of calculations, Interim
Payment Certificates will be prepared within seven (7) days of receiving the application and
issued to the Client for his processing.
Payments Follow Up
After submission of Interim Payment to, the Consultant will monitor the payment process and
alert the Client when payment delays accrue to the point when:
Interest charges will become due, and
The Client will be in default for late payment.
4.3.4.7 Documentation and Site Recording
Project Records are important instruments to show the detailed Works being undertaken for
the project and are clear evidences for justifying or rejecting potential claims that could arise
in the course of the construction. One of the prime requirements of construction
supervision is to be very much aware of the importance of records. However, the attitude
of some is that to put everything down on paper and then to keep this in file is all too tedious,
then they have simply missed the message. The Resident Engineer should:
See to timely preparation of reports,
See that all parties sign records,
See to issuing of records, and
Ensure timely preparation of reports.
Records are meant to fix progress of activities, staff availability, circumstances, agreements
with the contractor and other parties and so on and are important for communication with the
client, but also for the Consultant, for example, when problems occur after some time.
Accordingly, the Consultant will keep and maintain up-to-date and detailed Daily Site Diary
and Records that will be available for inspection by Client‟s representative at any time
throughout the contract period, as discussed hereunder.
Site Diary and Daily Log Sheets: Records are important and in particular maintaining a
system of Daily Records is of paramount importance because it keeps a chronological
track of the day to day progress, work conditions, input of Contractor‟s resources,
constraints, delays (if any) and so on. Daily Records represent the only practical means to
be able to find out (much) later what happened on any particular day of the execution of the
Works. Standard Form needs to be developed for such Daily Record Sheets.
The Site Diary will be maintained at all times and made available anytime, upon request, to
the Client staffs and other partners. The Site Log will be used to record including but not
limited to the following directives and daily observations of all aspects of the works by proof
of signatures recorded in the Log:

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Inception report at the beginning of the assignment;

Daily; weekly, monthly and quarterly work plan and achievements;
Safety measures taken and detailed report of any accidents;
Instructions to the Contractor from the Consultant;
Requests/comments/recommendations given to the Consultant and contractor by
Visitors to the site including Client Engineers and/or other partners (federal,
regional, woreda staffs, and other partners) and actions taken;
Claims by the Contractor to the Consultant;
Warnings given by the Supervising Engineer to the Contractor; and
General observations of the site conditions including weather and rainfall.
Documentation of Design Drawings, Reports, As-built Drawings and Correspondence:

The Consultant shall be responsible for documenting all the design drawings, reports, as-
built drawings and correspondence between the Client, the Contractor and the Consultant.
The Consultant shall develop an appropriate documentation plan for this purpose. Based on
the documentation plan, Consultant shall also carry out the actual documentation and filing
of the design drawings, reports, any events, as built drawings and quality monitoring
certificates.
Contractual correspondences and data: All contractual correspondences made on site

will be properly compiled and recorded. Furthermore, a registration format will be prepared
that includes the date, sending authority, receiving authority and the subject for easy
reference at any time. Critical correspondences, variations and instructions will also be
recorded at the head office level to avoid the risk of unforeseen events on site like fire
breakout.
Contractor’s equipment: A format will be prepared, and made available for inspection,
which will take into consideration the under listed data.
Date of arrival on or removal from site,
Date of manufacture,
Previous hours worked and condition,
Date commissioned to commence work, and
Availability and utilization.
Work stoppages and delays: All work stoppages and delays will be recorded. The cause
for the stoppage/delay will be investigated, as this is an important factor when dealing with
claims and time extensions. In case of work stoppages due to Labor problem, the Consultant
will investigate and try to solve the dispute in accordance with the Labor Laws of Ethiopia.
Daily and Weekly Activities: Consultant‟s works inspectors and technician will report, on a
daily and weekly basis, to the Resident Engineer. This will be properly recorded and used as
a basis for the preparation of the monthly progress reports.
Accidents on site: All major accidents on site including bodily injuries, project structures
,machinery, equipment and plant will be properly recorded. Advice will be given to avoid or
minimize future accidents of similar nature.

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Official visitors on site: Name and title of the visitor, date and reason for the visit will be
included in the record
Daily weather records: these records will help to forecast convenient and difficult working
periods, and plan accordingly for the years ahead.
Activities: Record of activities in progress at any time on site that includes the start and
end time and full details of the resources employed per activity will be made.
Media Reports: All reports and pictures released on newspapers and electronic media that
are of interest for the project will be recorded.
4.3.4.8 Claims and Time Extensions
The Consultant recognizes the importance of handling claims raised by the Contractor,
which could become a major issue adversely affecting the progress of works. Accordingly,
the Consultant‟s supervisory staff will be aware of contractual conditions that could give rise
to potential claims. Owing to the Consultant‟s experience in similar works, potential areas
that could be of disagreement between the Resident Engineer and the Contractor are:
Delay in handing over the site free of encumbrances,

Interpretation of Contract Documents particularly the one related to cost escalation,
variation orders and time extensions,
Delay in replying/responding to Contractor‟s queries/proposals for which time limit is
specified in the contract,
Interpretations as to what constitutes extra work,
Payment for design changes and Variations,
Extension of Time,
Due to owner directed acceleration or slow down,
Costs due to owner caused delays,
Incomplete or ambiguous designs, drawings and/or specifications,
Unforeseen or changed conditions, and,
Untimely bad weather conditions.
The Consultant will promptly advise the Employer on all matters that might lead to
Contractor‟s claims so that appropriate actions can be taken. The Consultant will also work
closely with the Contractor so that potential construction problems are identified in advance
of main construction activities and design amendments proposed in timely manner for the
Employer and approved, as necessary.
4.3.4.9 Preparation and Submission of Claims
It is most important to comply with the terms of the Contract, as often there are time
requirements within which the Contractor is required to submit the details of his “claim” with
supporting documentation. The “Claim” cannot be entertained if the time limitations are not
observed. The “claim” must be accompanied by complete supporting information and
relevant documentation. Such information will include the contractual basis for the claim,
details of the “claim” itself, and complete details of costs including the rates.

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4.3.4.10 Management of Claims and Disputes
In a contractual relationship, disputes can arise as a result of disagreement about issues

related to quality, quantity, payment or program of the work. Parties are advised to settle
disputes politely.
A contractual dispute occurs when the contractor does not agree with the final decision by
the Client and should be resolved in accordance with procedures specified in the Conditions
of Contract. The resolution of a contractual dispute may be a costly and time consuming
affair for both parties. All efforts should therefore be taken to reach in harmonious
settlement. Failing this, a procedure in two steps is normally recommended and specified in
the contract before the matter may eventually be brought before the court. For both parties in
a contractual dispute it is important to be aware of the formal requirements: Time limits for
rejection of decisions and referral of the dispute to a higher level. All communication to be in
writing and with notice to the other party. Failure to comply with these formal requirements
will in itself result in a lost case and the decision to be declared “final and binding” on both
parties.
The Consultant has the opinion that it is the interest of all concerned parties that claims are
settled by negotiations at the earliest opportunity. Thorough preparation is the key to a
successful negotiation and requires not only detailed knowledge of the claim itself and the
collection of all pertinent information, but also knowledge of the strength and weakness of
either side. It also requires an attempt to understand the negotiating strategies likely to be
pursued by the other side.
Negotiations can occasionally be associated by the selective use of outside experts but the
personnel from either side with sufficient authority to settle the matter under discussion
should conduct the actual negotiations. Negotiations should be conducted in an atmosphere
of “without prejudice”. Conducting the negotiations in such a condition will help to create an
atmosphere conducive to frank and open discussion.
4.3.4.11 Assistance during Arbitration
If a claim cannot be settled by negotiations, the parties can agree to place their respective
cases before a conciliator as per the Contract provision. In the event of adjudication or
arbitration, the Consultant will provide the necessary personnel and expertise to advise and
assist the employer in any such process and will prepare any further analysis of the
Contractor‟s claims submissions as may be necessary to assist the employer in the
presentation of his case. The assistance will be continued until such time that the Client is
through with the case.

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5 REPORTING REQUIREMENT
Reporting requirements are important as a management tool to monitor progress and take
corrective action in case deviation from the program are noticed up with those given
responsibilities for certain actions and decisions. The Consultant will prepare and submit to
Client the following reports in the number stated hereunder.
Number of
No. Type of Report Timing Report format
Copies
Within 20 days after signing
1 Inception 3 Soft (word & pdf) and hard
of contract
Weekly Progress
2 3 Every Thursday Soft (word)
Report
Monthly Progress
3 3 End of every month Soft (word & pdf) and hard
Reports
Quarterly Progress
4 3 End of every quarter Soft (word & pdf) and hard
Report
Annual Progress
Report (if SSIP
5 3 End of a year Soft (word & pdf) and hard
construction takes >
a year)
Final Consultancy 15 days before the
6 3 Soft (word & pdf) and hard
Completion Report conclusion of the contract
Photographs As required and together
7 1 Soft (word & pdf) and hard
(Album) with final completion report
Generally, the contents of the Reports will be as follows:
5.1 INCEPTION REPORT
The Contractor will provide the approved Detailed Work Plan (DWP) or the Works and
Supplies contract, justifying the full coordination of the activities. Key indicators and the
benchmarks for the implementation both of the works and the supplies will be identified.
5.2 PROGRESS REPORTS
On a weekly, monthly, and quarterly basis, the contractor and consultant prepares progress
reports to document and record activities, decisions, and any deviations from the original
contract. Such information is particularly useful as a monitoring tool as well as settling future
legal disputes. Normal practice on site should be that the Contractor submits his
Weekly and Monthly Progress Report to the client and consultant. In this report the
Contractor has the opportunity to highlight any difficulty he incurs in undertaking the works,
reasons for delays (if any) and information on possible disputes and claims.
The Resident Engineer, in collaboration with the Consultant‟s head office will prepare
Weekly, Monthly and Quarterly Progress Reports using standard report format that detail the
progress against the approved target in respect of all project elements and hard out puts to
be submitted to Client within agreed reporting period. The consultant will then incorporate
the Contractor‟s information in his own report. Hereby the consultant should not
merely copy the Contractor‟s report but he should write his own report. In this report,
he should also report on the Consultant‟s own activities during the month.
Standard Form needs to be developed for Weekly, Monthly and Quarterly Progress Reports.
However, quarterly reports should contain very much the same information provided in the

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Monthly Progress Reports. The Monthly Progress Report will include, but not limited to the
following main areas of concern:
General Project Data/ Contract Details

Summary of Important Dates
Contractor‟s Resources
Schedules of Plant, Personnel and Materials on Site
Materials Reports including permanent materials delivered and consumed during the
period
Program versus Actual Progress and Work quantities completed during the Period
under review
Financial Progress (Summary of expenditure incurred for construction and
supervision services) including Cash Flow Forecast
Updated estimate of likely date of completion of the works and the likely final
completion cost of the project
List of important letters of instruction, key correspondence and variation orders
issued to date
Contractors and consulting Engineer‟s staffing during the period
Laboratory and field test results
Project photographs, graphs , etc
Minutes of site meetings
Weather records
Time extension and claim states
Constraints and Claims including Pending issues and problems
Other additional form as may be provided by the employer
5.3 PHOTOGRAPHS
Digital color photographs will be taken and an Official Photographic record kept and
maintained, open for inspection by the Client‟s representative, throughout the duration of the
Contract to show monthly progress at set locations, construction activities of technical or
contractual interest at any time and accidents on site. Each photograph will be captioned
with reference number, time, date, precise location, subject and points of particular note.
Part of these photographs will be included in the monthly progress reports. Complete
photograph album shall be submitted to the client with the final completion report.
5.4 PROGRESS MEETINGS
Monitoring of progress and handling of site problems is one of the major responsibilities of
the Supervising Consultant. Site meetings are usually conducted to review progress of
Works in a week and/or month. It also affords the Contractor opportunity to seek the
Supervising Consultant‟s decision on some matters that may affect progress of Works on
site.
Site Meetings and progress meetings provide a formal arrangement for checking contractor‟s
performance against the work program and providing on spot solutions to site problems.

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After Award of Contract, parties hold the First-construction meeting to coordinate and agree
procedures during the construction phase. The First-construction meeting should address
issues, which should be known to both parties, and which must be agreed and recorded.
Standard Form t h at provides a standard layout for the First-construction meeting need
to be developed by the consultant.. Once the Works have started, practice within civil works
contracts is that there are two types of meetings, being:
Works Meetings between the Resident Engineer and the Contractor, and possibly attended
by the Employer as well, and
Supervision Meetings between the Employer, the Resident Engineer and Supervisory Staff.
Standard Form needs be prepared that provides a standard layout for providing a record of
matters discussed and the action agreed upon in the form of “Minutes of Meeting”. The
relevant standard format for the Minutes of Meeting is of course applicable to all types of
Meetings.
Therefore, the Supervising Consultant must ensure that invitation letters to parties are sent
early and confirmation sought for attendance. Before the site meeting, representatives from
the Client, Contractor and Supervising Consultant first jointly visit the site and check
progress before sitting to conduct a site meeting. The Client‟s representative as Project
Manager chairs the site meeting while the Supervising Consultant records the minutes.
Minutes should be recorded in a standard format and distributed to all relevant stakeholders.

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6 PROJECT MANAGEMENT & ORGANIZATION
For achieving effective Project management and supervision of the construction activities of
the project, the Consultant will devise a project organization, for this particular project, in a
manner conducive to achieving the above stated objectives of the Consultancy services,
which include establishing regular communications with the client as well as the Contractor.
The established Project Organization will then be continuously monitored from the
Consultant‟s Head Office.
The managerial staff, stationed at the head office, will be responsible for establishing and
follow up of the framework of the project organization of the Consultant and provision of
overall management of the project and logistics required for the efficient performance of the
supervisory staff assigned for the project to meet the objectives of the project services.
Having organized the supervision team, the Consultant will organize the supervision of the
works contract through allocation of duties and responsibilities to each individual member of
the supervision team. Accordingly, each member will be assigned duties and responsibilities
that are in conformity with his field of expertise. The individual job descriptions would
include the area, type and extent of the tasks to be performed by each team member, the
linkages for interaction and communication, and the person to whom he has to report.
In general, the following will be undertaken during establishment of the Project Organization:
Regular and formal communication would be established between the
Consultant/Resident Engineer and the Employer,
A quick response system for replying to Contractor‟s queries and approvals of his
submissions would be brought into operation,
A channel for Communication will be arranged with the experts in the Consultant‟s
Head Office for advice on any specialized problems,
The Consultant will then supervise the effective execution of the work of the supervision
team on a regular basis. This will be mainly done by supervising their fieldwork as well as
study of the report they submit as part of the documentation for the monthly progress
reports.
At site level, the Resident Engineer, being the Engineer‟s representative, will be responsible
for administration of the Contract Document, execution of the duties and responsibilities of
the Engineer, managing of the resident supervisory staff, liaison with the client, etc.
6.1 THE CONSTRUCTION SUPERVISION TEAM
For contract administration and construction supervision service for two lots each have four
small scale irrigation projects, the consultant have a supervision team comprises the
following staffs.
No. Position Required Number Location Remarks

1 Project Coordinator 1 Consultant Head Office
2 Resident Engineer 1 Project Site
3 Supervision Engineers 2 Project Site One for one lot
4 Surveyors 2 Project Site One for one lot
5 Laboratory Technician 1 Project Site
6 Community Promoter 1 Project Site Assigned by client

FDRE, MoA AGP
6.2 CONSULTANCY STAFF TASK ASSIGNMENTS
Consultancy staff task assignment is as presented under but not limited:
Sr.
Position Tasks
No
 serve as Project Coordinator to be placed at the coordinating office with authority to
represent the Consultant in respect of the Project
i. Review and recommend Contract Assignments and Sub-letting of work;
ii. Review and recommend Variation Orders;
iii. Review and recommend Rates;
iv. Review and recommend Claims and Dispute Settlements;
Project v. Review and recommend Extensions of Time; with or without payment;
1
Coordinator
vi. Review and recommend Nominated Sub-Contractors;
vii. Review and recommend Engineer's Certificates, including Completion and
Final Certificates;
viii. Review and recommend Expenditure of Provisional Sums;
ix. Review and recommend Suspension Orders; and
x. Review and recommend Payments
i. Check Designs, Drawings and related documents including Specifications, Bill

of Quantities and Work Programmes prepared by the Contractor;
ii. Record quality and quantity of works in progress;
iii. Check that proposed process equipment and materials are technically feasible, easy
operate and maintain are cost effective;
iv. Supervise construction operations;
v. Give instructions to the Contractor and ensure work is carried out satisfactorily;
vi. Inspect materials, equipment and plant to be incorporated in the works;
vii. Check "as-built" drawings, manuals, operating instructions, etc. supplied and
prepared by the Contractor so that Client shall be able to operate and maintain
the works;
Resident
2 viii. Determine and control quality of all materials and workmanship and accept or
Engineer
reject the same on the basis of their conformity with the relevant Contract and
Engineer's instructions;
ix. Direct that the works be executed in accordance with the Contractor's Work
Program and Time Table.
x. Check and measure the quantities of the work to determine and control their
conformity with the Contract and entitlement to payment therefore
1. Verify and check Contractor's Invoices;
2. Advise Contractor and project engineers (PE) on all relevant matters

concerning the execution of the Project;
3. Prepare all appropriate documents for signature by the Project Engineer and

FDRE, MoA AGP
send copies of all correspondence and documents to PM.

4. Use reasonable efforts to ensure that the finished product shall be viable and
the Client receives due value for the cost, and
5. Any other supervision duties within the scope of this Agreement as may from
time to time be assigned by the RE.
i. Check Designs, Drawings and related documents including Specifications, Bill

of Quantities and Work Programmes prepared by the Contractor;
ii. Record quality and quantity of works in progress;
iii. Check that proposed process equipment and materials are technically feasible, easy
operate and maintain are cost effective;
iv. Supervise construction operations;
Supervision v. Give instructions to the Contractor and ensure work is carried out satisfactorily;
3
Engineer
vi. Inspect materials, equipment and plant to be incorporated in the works;
vii. Check "as-built" drawings, manuals, operating instructions, etc. supplied and
prepared by the Contractor so that Client shall be able to operate and maintain
the works;
 Determine and control quality of all materials and workmanship and accept
or reject the same on the basis of their conformity with the relevant Contract and
Engineer's instructions;
 Survey, Topography/contour for system component,
 Survey alignment, networks, etc and present to the engineer
 Prepare layout and profile
4 Surveyors
 Conduct detail survey works where and when necessary.
 Approval of survey works undertaken by the Contractor
 Undertake surveying activity assigned by the Engineer
Laboratory  Monitor, inspect and test construction material test and mortal and concrete
5 mix quality.
Technician
Community
6 Promoter  Undertake community promotion issues at the project site.

FDRE, MoA AGP
6.3 PROJECT ORGANIZATION FOR CONSULTANCY SERVICE
Employer/Client
Consultant Firm
Project Coordination Office
Lot-1 Lot-2 Lot-3

3-4 SSIPs 3-4 SSIPs If necessary

FDRE, MoA AGP
7 PAYMENT SCHEDULE
The consultant is expected to provide bank guaranty of the same amount to receive the
advance payment. The proposed payment schedule is shown below:
Advance payment 20 % of the contract amount will be paid for the consultant up on singing
of the contract, and
Monthly payment shall be made for the consultant up on the submission of monthly progress
report to the client.

TOR For Construction Supervision

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TOR For Construction Supervision

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MINISTRY OF AGRICULTURE

Agriculture Growth Program (AGP)

Terms of Reference (TOR)

Construction Supervision and Contract

TOR for AGP Construction Supervision and Contract Administration of SSIP i

TOR for AGP Construction Supervision and Contract Administration of SSIP ii

Small-Scale Agricultural Water Development and Management is one of the sub-

Contract administration includes administrative activities usually associated with handling of

Contract documents include executed (signed) agreements, supplementary conditions,

TOR for AGP Construction Supervision and Contract Administration of SSIP 1

TOR for AGP Construction Supervision and Contract Administration of SSIP 2

TOR for AGP Construction Supervision and Contract Administration of SSIP 3

TOR for AGP Construction Supervision and Contract Administration of SSIP 4

2. DESCRIPTION OF SALIENT FEATURES OF PROJECTS

TOR for AGP Construction Supervision and Contract Administration of SSIP 5

TOR for AGP Construction Supervision and Contract Administration of SSIP 6

3 OBJECTIVES OF THE CONSULTANCY SERVICES

The main objectives of the Consultancy Service are:

The supervising engineer is appointed directly by the client to be responsible for

TOR for AGP Construction Supervision and Contract Administration of SSIP 7

TOR for AGP Construction Supervision and Contract Administration of SSIP 8

4 SCOPE, METHODOLOGY AND DELIVERABLES OF THE CONSULTANCY

4.1 APPROACHES AND METHODOLOGY

4.2 TASKS OF THE CONSULTANCY SERVICE

TOR for AGP Construction Supervision and Contract Administration of SSIP 9

TOR for AGP Construction Supervision and Contract Administration of SSIP 10

TOR for AGP Construction Supervision and Contract Administration of SSIP 11

4.3 DETAIL DESCRIPTION OF THE TASKS OF THE CONSULTANT

4.3.1 Pre-Construction Phase

4.3.1.1 Mobilization and Work Initiation

TOR for AGP Construction Supervision and Contract Administration of SSIP 12

4.3.1.2 Preparation of Construction Supervision Manual

TOR for AGP Construction Supervision and Contract Administration of SSIP 13

Form for Site Request and approvals

4.3.1.3 Data Collection and Reconnaissance Survey

TOR for AGP Construction Supervision and Contract Administration of SSIP 14

Designs, Drawings and Documents (Available reports, design (including calculations

4.3.1.4 Review of Engineering Design and Reports

Identification of Grounds Control Stations and Pre-Construction Survey

One of the major problems encountered at commencement of construction supervision

TOR for AGP Construction Supervision and Contract Administration of SSIP 15

Review of Environnemental Monitoring Aspects

Review of Technical Specifications

Review of Bill of Quantities

TOR for AGP Construction Supervision and Contract Administration of SSIP 16

Review of the Contract Document

4.3.1.5 Issuance of Relevant Documents

4.3.1.6 Site Possession/ Handing-over the Site

TOR for AGP Construction Supervision and Contract Administration of SSIP 17

4.3.1.7 Notice to Proceed and Contractor‟s Mobilisation

4.3.1.8 Review and Approval of Contractor‟s Work Program and Method

Contractor’s Work Program

Assumption taken for hourly production rate and efficiency of equipments,

TOR for AGP Construction Supervision and Contract Administration of SSIP 18

Type and quantity of construction materials to be mobilized (Materials Schedule),

4.3.1.9 Soils and Materials Investigation

TOR for AGP Construction Supervision and Contract Administration of SSIP 19

Factors to be considered while investigating construction materials are suitability of the

4.3.2 Construction Phase

4.3.2.1 Approval of Contractor‟s Setting out of the Works

Checking of centerline alignment,

TOR for AGP Construction Supervision and Contract Administration of SSIP 20

Contractor‟s attachments to the „Request for Approval‟ form/to be prepared by the