Construction Contract Administration Monitoring Format for Client (DBB - PPA 2011)

Project: 3B+G+20+R Transport Head Office

Client: Addis Ababa Mega Projects Construction Office (AAMPCO)

Contractor: Zhongyang Construction

Consultant: ECDSWCo, Building & Urban Design & Supervision Works sector

Contract Type: Design-Bid-Build (DBB)

Monitoring Period: 12/01/2024-19/01/2024

I. Scope of Work:

This monitoring format covers key aspects of contract administration for the 3B+G+20+R Transport Head
Office project, adhering to the requirements of DBB contracts under the Ethiopian Procurement Agency
(PPA) 2011.

II. Monitoring Areas:

Area Sub-areas Monitoring Elements Frequency

Adherence to contractual terms and

Contract Contract review and conditions, risk allocation, change
Management: interpretation orders Continuous

Communication and Meeting minutes, reports,

documentation correspondence, record-keeping Continuous

Invoices, payment certificates,

valuation certificates, claims
Payments and claims processing Continuous

Negotiation, mediation, arbitration

Dispute resolution (if applicable) As needed

Project schedule and Progress reports, time extensions,

budget cost controls Weekly/Monthly

Construction materials,
Inspections and workmanship, adherence to Regular (based on
Quality Control: testing specifications criticality)

Non-conformance Identification, reporting, Immediate (upon

and defects rectification procedures discovery)

Warranties and Defects liability period, claims As per warranties

 guarantees management

Safety and Risk Safety procedures and Site safety audits, incident Regular
Management: compliance reporting, accident prevention (weekly/monthly)

Waste management, pollution Regular (based on

Environmental impact control, environmental permits regulations)

As per contractual
Insurance and bonds Coverage adequacy, claims handling requirements

Community Public consultations Stakeholder engagement, complaint

Relations: and grievances resolution Ongoing

III. Monitoring Tools:

 Site visits and inspections

 Document reviews (contracts, reports, plans, invoices)

 Meetings and discussions with project stakeholders

 Data analysis (schedule, budget, quality control reports)

IV. Sample Monitoring Entries:

Date Area Issue Identified Action Taken Resolution

Delay in response to Issued a reminder to Consultant responded with

2024- Contract contractor's request consultant requesting decision on extension within
01-18 Management for extension of time response within 7 days requested timeframe.

Issued non-conformance Contractor submitted

Non-conformance report to contractor, revised work plan and retest
2024- Quality identified in concrete requiring corrective action results, which complied with
01-20 Control testing results and retesting specifications.

*V. Reporting and **

 Regular reports (e.g., weekly, monthly) to AAMPCO management summarizing key monitoring
findings and progress on resolving issues.

 Follow-up actions to ensure timely resolution of identified issues and adherence to contractual
obligations.
VI. Continuous Improvement:

 Periodic review and update of the monitoring format based on project progress and learnings.

 Implementation of corrective actions to address any identified weaknesses in contract

administration processes.