E FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

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March 2012
 Quality Manual Ethiopian Roads Authority

Contents
Ref. No.
Volume 1 Quality Management and Monitoring
Foreword
Preface
Acknowledgements
Contents
Abbreviations
ERA Quality Systems
ERA Organisation Chart
1.1 Purpose of Quality Manual
1.2 User Guide
1.3 Procedures for Control and Revision of ERA Documents
1.4 Roles and Responsibilities of Quality Directorate
1.5 Quality Appraisal / Audit Methods and Procedures
Activity Schedule, List of Standard Form, Memos, Checklists
Standard Forms and Checklists Q1.01 - Q1.08
Appendix 1.1 Approved List of Manuals, Standard Documents, Procedures
Appendix 1.2 ERA Policy on Document Retention and Disposal
Appendix 1.3 ERA Quality Monitoring Committee, Memorandum of Objectives

Volume 2 Planning
Contents
Abbreviations
Activity Schedule, List of Standard Forms
Project Numbering System Q2.01
Road Classification Table Q2.02
Project Data Sheet Q2.03
Standard Format for Road Project Profile Q2.04
Budget Guidelines and Forms Q2.05 - Q.07
Traffic Survey Forms Q2.08 - Q.12
Economic Vehicle Costs Data Collection Form Q2.13

Volume 3 Procurement
Contents
Abbreviations
Procurement of Services
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos and Letters Q3S.01 - Q3S.23
Procurement of Works
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos, Letters Q3W.01 - Q3W.26
Appendix 3.1 Standard Prequalification Document ref. Q3W.04

Volume 6A Construction Management - Administration Rev 3/12

 Quality Manual Ethiopian Roads Authority

Volume 4 Feasibility Studies and Design

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing and Statements of Purpose Q4.01
Road Classification Table Q4.02
Inception Report (Feasibility Study & Design Phases) Q4.03
Progress Report (Feasibility Study & Design Phases) Q4.04
Route Selection Report (Feasibility Study & Design) Q4.05
Feasibility Study Report (Feasibility Study Phase) Q4.06
Specific Design Standards Report (Design Phase) Q4.07
Materials and Site Investigation Report (Design Phase) Q4.08
(Contents only)
Engineering Design Report (Design Phase) Q4.09
Completion Report (Feasibility Study & Design Phases) Q4.10
Meeting Agendas and Minutes of Meeting Format Q4.11 - Q4.13

Volume 5 Environmental and Social Management

Contents
Abbreviations
ERA Quality Systems
Environmental & Social Management (Feasibility Studies, Design)
Activity Schedule and List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing, Purpose of Reports QS5.01 - QS5.02
Environmental Impact Assessment (EIA) QS5.03
Resettlement Action Plan (RAP) QS5.04
Checklists for Surveys QS5.05 - QS5.07
Environmental & Social Management (Construction)
Activity Schedule and List of Standard Reports and Checklists
Agenda for Environmental Management Meeting Q5W.01
Standard Report Formats Environmental Management Plan Q5W.02
Checklist for Environmental Issues, Implementation Q5W.03
Agenda Environmental/Social Progress Report and Meetings Q5W.04
Standard Report Format, Environmental Audit Report Q5W.05
Environmental Clearance Certificate Q5W.06

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 Quality Manual Ethiopian Roads Authority

Volume 6A Construction Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q6A.01 - Q6A.04
Standard Report Formats
Design Review Report (SC) Q6A.05
Construction Materials Review Report (SC) Q6A.06
Monthly Progress Report (SC) Q6A.07
Completion Report (SC) Q6A.08
Monthly Status Report (ERA) Q6A.09
Standard Site Administration Forms Q6A.10 - Q6A.22

Volume 7A Maintenance Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q7A.01 - Q7A.04
Standard Report Formats
Monthly Status Report Q7A.05
Completion Report Q7A.06
Standard Site Administration Forms Q7A.10 - Q7A.23

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Quality Manual Ethiopian Roads Authority

Abbreviations
BPR Business Process Re-engineering (within ERA)
CAC Contract Award Committee
CQM Cost & Quality Monitoring (Committee)
EIA Environmental Impact Assessment
EOI Expression of Interest
EMA Ethiopian Mapping Authority
EMP Environmental Management Plan
EPA Environmental Protection Authority
ERA Ethiopian Roads Authority
EVS Estimate Validation System
EFY Ethiopian Financial Year
IDA International Development Association (World Bank)
IRI International Roughness Index
IRR Internal Rate of Return
ISO International Standards Organisation
MOFED Ministry of Finance and Economic Development
MOT Ministry of Transport
NPV Net Present Value
PMUR Performance Monitoring and Units Rates Project
PAS Performance Appraisal System
PMS Pavement Management System
QSAE Quality Standards Authority of Ethiopia
QARISM Quality Assurance Road Inspection & Safety Management (Directorate)
RAP Resettlement Action Plan
RFP Request for Proposal
TAC Tender Assessment Committee
TAS Tender Analysis System
TOR Terms of Reference
WMS Works Monitoring System
WB World Bank

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Quality Manual Ethiopian Roads Authority

Introduction to ERA Quality Systems

The Ethiopian Roads Authority (ERA) is responsible for managing, maintaining and developing the national
road network across Ethiopia to support economic development, growth and poverty reduction. The
Government of Ethiopia allocates a significant part of the Budget towards the roads programme, and
external financiers also assist ERA with important credit and grant facilities.
The manual has also been developed to take ERA towards the requirements of ISO 9001 Quality
Management Systems and ISO 14001 Environmental Management Systems.

Goal of Quality Manual

The goal of the ERA Quality Manual is to increase
efficiency and reduce wastage in the planning, design,
and implementation of the ERA roads programme

The Quality Manual is intended to be:

Simple, clear and easy to understand and implement
A practical tool that eases the work load, rather than being an administrative burden.

A live system that is to be regularly reviewed and revised as necessary

Users of Quality Manual

ERA requires all those working on road development
projects, including ERA Staff and their service providers
(consultants or contractors), to carry out their work in
accordance with the ERA Quality Manuals.

Users of the Quality Manual should note the following:

1. The Controlled Copy of the Quality Manual will be held by the Director of Quality Assurance, Road
Inspection and Safety Management. He has the responsibility to revise the Quality Manual through
the authority of the Cost and Quality Monitoring (CQM) Committee.
2. All Users should have access to both hard and soft copies of the Manual (Soft copies will be available
from ERA Quality Director).
3. The Activity Schedule included in each Volume lists all standard forms, memos, letters and reports,
each with unique reference number, and also lists who has primary responsibility for each activity
and who is responsible for reviewing each task.

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Quality Manual Ethiopian Roads Authority

4. Soft copies are provided in MS Office Word format which should be used to create new letters,
memos and reports from the standard formats given. Adobe pdf formats shall be used as control
copies for reference purposes.
5. Forms can be directly copied either from the hard copy or the soft copy provided, and used without
the need for revision or addition
6. Every new project report shall be prepared using the standard format from the Quality Manual as the
base. (The use of previous project reports as a base is not allowed, as over time this leads to
unauthorised changes).
7. The original softcopies provided are read-only documents and should only be used to copy from, by
selecting the required text and copying and pasting into a new MS Word document. Headers and
footers should automatically copy and paste with the selected text
8. Header and Footers
i. Each standard form, memo, letter and report has a unique reference number that is shown as
a small footer. The footer where appropriate also includes a date reference indicating the
latest revision of the Quality Manual. These number and date references should be retained
and not deleted.
ii. The header for project and evaluation reports should be revised to include the name of each
project.
iii. Page numbering for reports should be added as a centred footer.
iv. The header for standard letters and memos should be deleted to conform to the standard ERA
layout for letters and Memos.

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Quality Manual Ethiopian Roads Authority

ERA Quality Systems

PERFORMANCE ACCOUNTABILITY
APPRAISAL ADMINISTRATIVE
PROCEDURES

QUALITY MANAGEMENT STANDARD SPECIFICATION

AND MANUALS

Code of Ethics

QUALITY
The ERA Quality Manuals are very important in achieving quality for services. However, the Quality
Manuals should be applied in parallel with other systems if meaningful results are to be achieved. It
is also clear that commitment to a set of ethical rules and standards is also needed, and the ERA
Code of Professional Conduct and Ethics provides this. All ERA staff and service providers will be
required to commit to the code.
In addition to the Quality Manual, ERA has a full set of systems aimed at ensuring quality,
including:
1. Design Manuals
2. Technical Specification and Method of Measurement
3. Standard Detailed Drawings
4. Low Volume Roads Manual, Specifications and Bidding Documents
5. Pavement Management System (PMS)
6. Bridge Management System (BMS)
7. Estimate Validation System (EVS)
8. Tender Analysis System (TAS)
9. Works Monitoring System (WMS)
10. Performance Appraisal System (PAS)
The adoption of Quality Manual will be enforced through audits. Tools like WMS and EVS will
supplement the auditing and inspection aspect and also provide information to be analyzed so that
there is future improvement.

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Quality Manual Ethiopian Roads Authority

There will also be performance monitoring and evaluation of Consultants and Contractors, and
ERA contract management. Rating Consultants and Contractors and using past performance for
selection of future projects will encourage firms to strive for best service delivery.

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Quality Manual Ethiopian Roads Authority

Quality Cycle
Stage Activities Outputs Controls, Systems & Tools
PLANNING
Data Collection / Analysis Road Inventory / Condition Data Quality Manual Volume 2
Government Liaison Annual Plan Ministry of Finance & ED Directives
Budgeting Annual Budget PMS Procedures
Prioritisation 5 Year Plan WMS Reports
Project Selection Budget Management & Adjustment

PROCUREMENT
Tender Preparation Tender Documents Quality Manual Volume 3
Tender Process Evaluation Reports, TAS, EVS Output Public Procurement Directives
Tender Evaluation, TAS Input Contract Documents & Award Standard TORs, Tender Documents
Estimate Validation, EVS Input List of Suitable Firms (White list) PAS Reports

IMPLEMENTATION
Consultation
Contract Management (Design)
Contract Management (Works)
Works Monitoring, WMS Input
Performance Evaluation, PAS Input
Route Selection
Feasibility Studies
Detailed Design and Eng Estimate
EIA and RAP
Road and Bridge Completed Works
Road and Bridge Maintenance
Quality Manual Volumes 4, 5, 6, 7
Environmental, Social Directives
Design Manuals
Standard Specifications and Drawings

CONTINUAL
DEVELOPMENT Feedback by ERA on controls etc. Updated Standard Design Manuals Quality Manual Volume 1

Feedback by Cons on controls etc. Updated Standard Specification EVS

Analysis from Systems Updated Quality Manuals WMS
Quality Audits Updated, New Procedures & Systems
PMS Pavement Management System, EVS Estimate Validation System , PAS Performance Appraisal System, TAS Tender Analysis System, WMS Works Monitoring System

ERA Quality Systems Rev 3/12

 Ethiopian Roads Authority

Construction Management Regional Directorates

Activity Schedule - List of Standard Meeting Agendas, Report Formats
Ref. Type Description Primary Task Responsibility Task Reviewed By

Q6A.01 Agenda Agenda for Kick-Off Meeting with Consultant Consultant RE PE (ERA)
Q6A.02 Agenda Agenda for Initial Site Meeting Consultant RE PE (ERA)
Q6A.03 Agenda Agenda for Site Progress Meeting Consultant RE PE (ERA)
Q6A.04 Format Minutes of Meeting Format Consultant RE PE (ERA)
Q6A.05 Report Format Design Review Report Consultant RE PE (ERA)
Q6A.06 Report Format Construction Materials Review Report Consultant RE PE (ERA)
Q6A.07 Report Format Monthly Progress Report Consultant RE PE (ERA)
Q6A.08 Report Format Completion Report Consultant RE PE (ERA)
Q6A.09 Report Format Monthly Status Report (from 25th 24th of each month) PE (ERA) Reg Dir (ERA)

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Agenda Kick-Off Meeting Ethiopian Roads Authority

Agenda for Kick-Off Meeting

between ERA, Supervision Consultant and Contractor
Notes: Minor headings to be adjusted, added to or deleted to suit the project
Sufficient time (2-4 weeks) to be given to the Consultant to review the Contract Documents prior to the Kick-Off Meeting

Chaired by ERA, minutes by Consultant

1. Introduction
a) Introduction of personnel from ERA. ERA to confirm Project Engineer.
b) Introduction of personnel from Consultants Team: Resident Engineer.
c) Introduction of personnel from Contractors Team: Project Manager/Site Agent.
d) Introduction by ERA. Project background and scope and expectations of ERA.
e) Confirmation of Consultants contract start date and completion period, and Contract value
for Consultants services.
f) Confirmation of Works proposed contract start date and completion period, and Contract
amount.
g) ERAs project correspondence address, contact Nos., email.
h) Consultants correspondence address, contact Nos., email.
i) Contractors correspondence address, contact Nos., email.

2. Consultants Mobilisation and Facilities

a) Confirmation of Consultants proposed key personnel, and schedule of mobilisation (list
with dates to be provided). Are any changes proposed?
b) Requests for necessary letters required from ERA regarding Work Permits, Temporary
Residence ID, Vehicle procurement, driving licences, etc as required. (Note: Letters of
request from Consultant will be required)
c) Consultants facilities provided by either Consultant or through Works Contract (Consultant
to provide categorised list at meeting with indicative timing)
i. Transport
ii. Office accommodation and equipment
iii. Residential accommodation and furnishings
iv. Requirement for any temporary facilities

3. Contractors Mobilisation and Facilities

a) Confirmation of Contractors key personnel, and schedule of mobilisation (list with dates to
be provided).
b) Requests for necessary letters required from ERA regarding Work Permits, Temporary
Residence ID, Vehicle procurement, driving licences, etc as required. (Note: Letters of
request will be required)
c) Contractors facilities

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Agenda Kick-Off Meeting Ethiopian Roads Authority

i. Transport
ii. Office accommodation and equipment
iii. Construction equipment
iv. Laboratory and laboratory equipment
v. Requirement for any temporary facilities
d) Contractors oversize and overweight equipment, permissions from authorities

4. Technical Issues
a) Design review issues, critical issues to be addressed and lessons learned from previous
projects of similar nature.
b) Land acquisition issues, right of way identification
c) Coordination with local authorities and key stakeholders
d) Any other technical issues

5. Financial Management
a) ERA to confirm format for Consultants invoicing process, supporting documents required,
and number of copies to be submitted
b) ERA to confirm IPC format supporting documents required, and number of copies to be
submitted
c) ERA to confirm Advance Payment process, supporting documents required, and number of
copies to be submitted

6. Quality Management
a) ERA to issue CD with current Quality Manual including relevant design manuals and
guidelines, standard forms, and monitoring and appraisal systems.
b) ERA to advise Consultant of performance appraisal and monitoring systems.
c) Contractor and Consultant Quality Control Plans

7. Documentation
a) Documentation to be provided by ERA for the Consultant as per Terms of Reference
b) Requests for information from Consultant
c) Documentation to be provided by ERA for the Contractor, and per Works Contract
d) Requests for information from Contractor

8. Any other matters

a) Any other matters.

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Agenda Kick-Off Meeting Ethiopian Roads Authority

b) Date and Venue of proposed Initial Site Meeting with Contractor.

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Agenda Initial Site Meeting Ethiopian Roads Authority

Agenda for Initial Site Meeting

between ERA, Supervision Consultant and Contractor
Note: Minor headings may be adjusted, added to or deleted to suit the project

Chaired by Resident Engineer, minutes by Consultant

1. Introduction
a) Confirmation that all key project staff from ERA, Supervision Consultant and Contractor
have read and signed that they will abide by ERA Code of Ethics and Professional Conduct
(Signed copies to be collected at meeting)
b) Lines of formal (written, issue of documents, drawings, instructions) and informal (verbal)
communication between ERA/Consultant/Contractor. (Suggestion - Contractor to
Consultant, Consultant to ERA. ERA/Contractor direct communication should generally only
be at meetings attended by Consultant). This should be clearly established to avoid
confusion later.
c) Confirmation of Delegation of Authority to Engineer from Employer, power to issue
Variations.
d) Delegation of Authority to members of the Consultants Site Supervision team, signing
powers (Schedule to be provided by Consultant)
e) Authority given by Contractor to his site staff, signing powers (Schedule to be provided by
Contractor)
f) Frequency of progress meetings (probably monthly)

2. Personnel and Facilities

a) Personnel
i. Confirmation of Consultants key personnel, and schedule of mobilisation (list with
dates to be provided)
ii. Confirmation of Contractors key personnel and schedule of mobilisation (list with
dates to be provided)
b) Consultants facilities (tables of list and dates to be provided)
(Transport, office accommodation and equipment, residential accommodation and
furnishings,)
i. Facilities provided by Consultant, progress and programme
ii. Facilities provided through Works Contract for Supervision Consultants team,
progress and programme and requirements for any temporary facilities
iii. Laboratory, temporary and permanent facilities and timing
c) Contractors facilities
i. Camp plan and layout, storage facilities
ii. Satellite camps
iii. Temporary land acquisition/permission/agreements

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Agenda Initial Site Meeting Ethiopian Roads Authority

iv. Contractors accommodation, services - electricity, water, communications,

progress and programme
v. Establishment of laboratory, provision of laboratory equipment
vi. Fuel supplies and permanent and mobile storage, locations, withdrawal and
security procedures
Note: Mobilisation of Contractors equipment, labour and materials to be discussed under Section 5 -
Programme and Progress.

3. Health and Safety, Security

a) H&S Procedures, Site Working Rules for Contractor and Consultant staff, nominated H&S
Officer and certified First Aid personnel. Locations of First Aid supplies (Single page to be
published on notice boards in English and Amharic)
b) Issue of personal safety equipment, boots, helmets, overalls, goggles, masks, etc
c) Main and satellite camp hygiene facilities and health issues
d) Working hours on site
e) Security provisions and regulations, camp rules, visitors to site
f) Notification to Defence Force, if project area is susceptible to insurgents, notification of
expensive equipment, staff, etc.

4. Social Aspects and Coordination

a) Land acquisition, Resettlement Action Plan requirements
b) Coordination with Local Authorities, local key stakeholders, landowners, schools,
clinics/hospitals etc.
c) Appointment of key staff from Consultant and Contractor for Coordination
d) Social monitoring requirements and programme, establishment of Local Liaison Committee

5. Programme and Progress

a) Contractors programme and progress report
b) Site handover progress, access to site
c) Right of Way (ROW) monitoring, obstructions
d) Contractors equipment
i. Mobilisation programme for equipment (Contractor to provide list, ownership
details and proposed mobilisation schedule)
ii. Oversized and overweight equipment, requests for permission from authorised
authorities
e) Mobilisation of labour
f) Materials, manufacture, supplies and deliveries

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Agenda Initial Site Meeting Ethiopian Roads Authority

g) Establishment of borrow pits and quarries

h) Planned stockpile and disposal areas
i) Plans for rehabilitation of borrow pits, quarries, stockpiles and disposal areas
j) Sources of water for drinking and construction
k) Traffic management, diversions
l) Appointment of sub-contractors

6. Information Required
a) Requests for information or documentation from Contractor
b) Requests for information or documentation from Consultant

7. Quality Management, Procedures and Reporting

a) ERA to issue CD to Consultant and Contractor with current Quality Manual including
relevant design manuals and guidelines, and standard forms to be used
b) Procedures for site administration, Standard Forms in Volume 6 of ERA Quality Manual
c) ERA to advise Consultant on Performance Appraisal and Unit Rate Systems

8. Quality Control
a) Joint Quality Control Programme from Contractor and Consultant, including test
requirements, test frequencies, location of tests on-site, site laboratory or external
laboratory, assignment of responsible persons for sampling, testing and reporting.
Note: If separate Quality Control Plans from Contractor and Consultant are required by the Works
Contract and Consultants TOR, include for this in the agenda.

9. Environmental Management
a) Submission of Environmental Management Plan, responsibility for preparation and timing
of submission
b) HIV/AIDS Mitigation Plan

10. Financial Management

a) ERA to confirm format for submission of Interim Payment Certificates, supporting
documents required, and number of copies to be submitted
b) Contractors to submit cash flow forecast
c) Processing of advance payments
d) Insurance, guarantees, confirmation as per contract requirements (Consultant to provide
table showing dates of issue and validity for each item, and outstanding items.)

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Agenda Initial Site Meeting Ethiopian Roads Authority

11. Any Other Matters

a) Any other matters.
b) Next Progress Meeting - Date and Venue.

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Agenda Site Progress Meeting Ethiopian Roads Authority

Agenda for Site Progress Meeting

between ERA, Supervision Consultant and Contractor
Note: Minor headings to be adjusted, added to or deleted as the project progresses

Apologies
Agreement of Minutes of Previous Meeting

1. Introduction
a) Matters arising from Section 1, Introduction of previous meeting

2. Mobilisation
a) Matters arising from Section 2, Personnel and Facilities of previous meeting
b) Personnel
i. Consultants mobilisation
ii. Contractors mobilisation
c) Work Permits, Temporary Residence ID, Vehicle procurement and Registration, Company,
VAT and tax registration, driving licences, etc.
d) Insurance, CAR Policy, CPM, Third Party Insurance, Workmen Compensation, Vehicle
insurance (Consultant to ensure table showing dates of issue and validity for each item, and
outstanding items.)
e) Guarantees, Advance payment, Performance Security, Retention Guarantee (Consultant to
ensure table showing dates of issue and validity for each item, and outstanding items.)
f) Consultants facilities
g) Contractors facilities
h) Contractors materials

3. Site Facilities and Administration

a) Matters arising from Section 3, Site Facilities and Administration of previous meeting
b) Consultants facilities (Consultant to provide lists)
i. Facilities provided by Consultant
ii. Facilities provided through Works Contract for Supervision Consultants team
(Engineers vehicles, camp, office etc)
c) Contractors facilities

4. Health and Safety

a) Matters arising from Section 4, Health and Safety of previous meeting
b) Health and Safety report from Contractor including STD/HIV/AIDS

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Agenda Site Progress Meeting Ethiopian Roads Authority

c) Accident report from Contractor

d) Site security report from Contractor

5. Public Coordination
a) Matters arising from Section 5, Public Coordination of previous meeting
b) Site handover, land acquisition
c) Traffic management, diversions
d) Coordination with Local Authorities, local key stakeholders, etc.

6. Programme and Progress

Discuss matters arising from Section 6, Programme and Progress of previous meeting under
each heading
a) Update of progress against programme (Contractor to identify critical path on programme,
and submit progress report)
i. Linear progress
ii. Production rates of key activities
iii. Potential delays, early warnings, causes and mitigation measures
iv. Potential variations or claims, increase in quantities, early warnings, causes and
mitigation measures
b) Site handover progress, access to site
c) Right of Way (ROW) monitoring, obstructions
d) Contractors equipment
i. Mobilisation programme for equipment (Contractor to provide updated list,
ownership details and mobilisation/demobilisation schedule)
ii. Oversized and overweight equipment, permissions
e) Mobilisation of labour
f) Materials, manufacture, supplies and deliveries
g) Establishment of borrow pits and quarries
h) Planned stockpile and disposal areas
i) Plans for rehabilitation of borrow pits, quarries, stockpiles and disposal areas
j) Sources of water for drinking and construction
k) Traffic management, diversions
l) Appointment of sub-contractors
m) Employment generation

7. Information Required

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Agenda Site Progress Meeting Ethiopian Roads Authority

a) Contractor to provide an updated summary/register of information, design details, and

clarifications requested with
i. date of request
ii. date information provided
iii. comments on whether matter is closed or information is still outstanding
iv. requests for further information and clarifications since last meeting
b) Design information required from Engineer

8. Quality Management, Procedures and Reporting

a) Matters arising from Section 8, Quality Management of previous meeting
b) Consultants progress and comments on Performance Appraisal Systems

9. Quality Control
a) Matters arising from Section 9, Quality Control of previous meeting
b) Monthly Laboratory Report summarising test results from on-site, site laboratory or
external laboratories
c) Test result failures, causes, rectification and avoidance measures

10. Environmental Management

a) Matters arising from Section 10, Environmental Management of previous meeting
b) Environmental Management Plan, preparation, management, inspection and audits
c) HIV/AIDS Mitigation Plan and monitoring

11. Financial Management

a) Matters arising from Section 11, Financial Management of previous meeting
b) Works forecast of cash flow and estimated final cost, early warnings of cost overruns
c) Payment schedules from Consultant (Consultant to provide list showing forecast payment,
actual invoice amounts, invoice dates, dates of payments indicating any changes to amount
invoiced)
d) Payment schedules for Works Contract (Consultant and Contractor to agree and provide list
showing actual IPC amounts approved by Consultant, date submitted to ERA, dates of
payment and any delays in payments beyond contractual period for payment)

12. Claims Status

a) Consultant to provide updated list, updated from previous meeting

13. Any Other Matters

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Agenda Site Progress Meeting Ethiopian Roads Authority

a) Other matters.
b) Next Progress Meeting - Date and Venue.

Q6A.03 Rev 3/12

 Ethiopian Roads Authority

MINUTES OF SITE MEETING No. #

Project Name:

Project No:

Date and Time:

Venue:

Members Present

Apologies

Copies To

Item Target Action

No. Date
Headings must be the same as per the Agenda
Use previous minutes as agenda for next meeting
1.0 Introduction
1.1
1.2
2.0 Mobilisation

3.0 Site Facilities and Accommodation

4.0 Health and Safety

5.0 Public Coordination

Q6A.04 Rev 3/12 Page No Name of Consultant

 Ethiopian Roads Authority

6.0 Programme and Progress

7.0 Information Required

8.0 Quality Management

9.0 Quality Control

10.0 Environmental Management

11.0 Financial Management

12.0 Claims Status

13.0 Other Matters

Date and Time of Next Meeting

Note: Headings to be adjusted for use with other meetings

Q6A.04 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Design Review Report Month Year

Design Review Report

Note: The information provided in this Design Review Report may be considered as confidential by
ERA. It may be distributed later in part or in full with approval from ERA.

CONTENTS

1.0 Introduction
1.1 Introduction and Purpose
1.2 Contract Data
1.3 Scope of Services and Objectives
1.4 Project Description
1.5 Kick-Off Meeting
2.0 Technical and Cost Review
2.1 External Consultation
2.2 Land Acquisition and Site Availability
2.3 Topographical Survey
2.4 Review of Drawings and Schedules
2.5 Review of Measurement and Contract Cost
3.0 Conclusions and Recommendations

Tables
Table 1.2.1 Contract Data, Consultant Services
Table 1.2.2 Contract Data, Works
Table 1.4.1 Project Description
Table 1.4.2 Project Control Points
Appendices
Appendix 1 Kick-Off Meeting Minutes
Appendix 2 External Consultation, Meeting Notes and Minutes

Q6A.05 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Design Review Report Month Year

1.0 Introduction
1.1 Introduction and Purpose
The Name of Financier/Donor has allocated funds through the Road Sector Development
Programme Phase IV (RSDP IV) for Consultancy Services for Construction Supervision for Project
Name.
The purpose of the design review is to ascertain if there are issues in the works contract
documents that could cause delays or cost overruns, and if so, to identify the issues and make
recommendations to ensure the works contact is completed on time and within budget.
The purpose of this Design Review Report is to present the findings of the Consultants design
review carried out on commencement of the Supervision Consultancy contract, and make any
recommendations.

1.2 Contract Data

Table 1.2.1 Contract Data, Consultant Services
Contract Name: Insert Contract Name as per Contract Document

Contract No: Insert Contract Reference as per Contract Document

Funding: State source of funds, e.g. World Bank, Government of

Ethiopia
Consultant: Name of consultant (including associates) as per Contract
Document
Type of Service: Consulting Service, describe service as per Contract
Document
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Contract Period: xx months, as per Contract Document

Contract Amount: (State Foreign Currency and Ethiopian Birr as per Contract
currencies) Document include estimated taxes as applicable.

Table 1.2.2 Contract Data, Works

Contract Name: Insert Contract Name as per Works Contract Document

Contract No: Insert Contract Reference as per Works Contract Document

Funding: State source of funds, e.g. World Bank, Government of

Ethiopia
Contractor: Name of Contractor as per Contract Document

Commencement Date: Insert date

Contract Period: xx months, as per Contract Document

Contract Amount: Foreign Currency and Ethiopian Birr as per Contract

Document include estimated taxes as applicable.

Q6A.05 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Design Review Report Month Year

1.3 Scope of Services and Objectives, Consultant Services

Summarise the scope of the service to be provided, as stated in the contract documents and any
other information provided during Kick-Off Meeting.

1.4 Project Description

Table 1.4.1 Project Description
Project Name

Road No (s)

Region(s) / Zone(s)

Start Point Description

End Point Description

Length (km)

Road Functional Classification(s) As per ERA Standard Classification See Q4.02

Terrain Classification(s) As per ERA Standard Classification See Q4.02

Climate Classification(s) As per ERA Standard Classification See Q4.02

Elevation (m) (min max)
Traffic Volume (vpd) As per ERA Standard Classification See Q4.02

Control Points / Villages As per ERA Standard Classification See Q4.02

Include as per Engineering Design Report.

Include Table 1.4.2 Project Control Points from Engineering Design Report
Provide maps showing
location of project within country
road corridor identifying major towns, control points and other key features
Always include a north point and a scale bar on maps, and where map is to scale show actual
scale.

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Project Type Ethiopian Roads Authority
Contract Name Design Review Report Month Year

1.5 Kick-Off Meeting

The Kick-Off Meeting between ERA, Contractor, and Supervision Consultant, was held on Date at
Venue. The minutes of the meeting are included as Appendix 1.
Comment of any issues from the Kick-Off Meeting that have relevance to the design review.
(If no Kick-Off meeting was held, then this should be stated and reasons given.)

2.0 Technical and Cost Review

Note: The information provided in this Technical Review may be considered as confidential by
ERA. It may be distributed later in part or in full with approval from ERA.

2.1 External Consultation

Highlight key agreements included in minutes of previous meetings with regional and local
authorities and organisations. Include agreement from any subsequent correspondence
and minutes of communications with ERA and key stakeholders since the completion of the
design process.
Give details of initial consultation, meetings, gatherings, requests from the public, and
comment on the likely impact on the contract.
Provide an assessment that key agreements (in particular with respect to Right of Way)
made during the Feasibility and Design phases are still valid, and comment on any initial
potential conflicts or proposed changes to these agreements. Provide details of any
subsequent agreements.
Include any meeting notes or minutes in the Appendices.

2.2 Land Acquisition and Site Availability

Confirm the status of land acquisition, and availability and timing of land to be handed over
as the Site to the Contractor.
Identify any areas, if any, where parts the Site as described by the Contract documents
cannot be handed over to the Contractor, and comment on the likely consequences.
Provide details of any grievances. Include in Appendices a summary of the process for
grievance procedures and monitoring of resettlement.

2.3 Topographical Survey

Confirm the physical availability and accuracy of Topographical Survey Control Points as
identified in Section 3.4 of the Engineering Design report. Comment on missing control
points and immediate measures needed to rectify, if any.
(Note: If survey equipment for the Supervision Consultant is to be provided through the
works contract, it is unlikely it will be available in time to carry out this initial check survey.
Therefore the Consultant should provide equipment for this exercise.)

Q6A.05 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Design Review Report Month Year

2.4 Review of Drawings and Schedules

Report on a review of the drawings and schedules, and comment on the following:
Completeness and accuracy of information provided identify any potential gaps
Ambiguities/conflicts with other drawings, Specification and Bill of Quantities
Comment on any potential issues, if any, that may cause delays or additional costs
to the contract
Where lack of information, accuracy issues, or ambiguities have been identified,
propose solutions and the timing needed

2.5 Review of Measurement and Contract Cost

Report on a review of the measurement of quantities, and comment on the following:
Completeness are all works included
Accuracy focus on those items that have significant value
Estimate the predicted final cost of the contract if this is different to the Contract
Amount, comment on the differences
Comment on any potential issues, if any, that may cause delays to the contract

3.0 Conclusions and Recommendations

Make conclusions and recommendations that where possible, will guide the contract
towards completion on time and on budget. Note: Discuss the conclusions and
recommendations with ERA before submitting the report.

Q6A.05 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Construction Materials Review Report Month Year

Construction Materials Review Report

This report may be in two parts, namely Part 1 and Part 2. Part 1 is submitted with the Design
Review Report, and Part 2 after any site investigation and laboratory testing that may be
recommended in Part 1.

CONTENTS

1.0 Introduction
1.1 Introduction and Purpose
2.0 Technical Review
2.1 Materials Sources
2.2 Review of Site and Laboratory Investigation, Part 1
2.3 Review of Site and Laboratory Investigation, Part 2
3.0 Conclusions Part 2

Tables
Table 2.1 Construction Material Sources

Appendices
As required.

Q6A.06 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Construction Materials Review Report Month Year

1.0 Introduction
1.1 Introduction and Purpose
The Name of Financier/Donor has allocated funds through the Road Sector Development
Programme Phase IV (RSDP IV) for Consultancy Services for Construction Supervision for Project
Name.
The purpose of the site investigation and materials review is to reconfirm the quantities of materials
from borrow areas and possible quarries available for layerworks.
This report is in two parts, namely Part 1 and Part 2. Part 1 is submitted with the Design Review
Report, and Part 2 after any site investigation and laboratory testing that may be recommended in
Part 1. (Include this paragraph only if Part 2 is required.)

2.0 Technical Review

2.1 Materials Sources
Review the Materials and Site Investigation Report, and provide a list of borrow areas and
possible quarries, including the following:
Reference No.
Location and distance from road
Type of materials capping layer, sub-base, base, aggregates for surfacing, aggregates for
concrete
Type of excavation - natural gravel or crushed
Estimates of depth of cover, thickness of source material, surface area, quantity calculation

Table 2.1 Construction Material Sources (as per Materials and Site Investigation Report)
Ref Location Material Excavated Depth of Thickness Surface Estimated
No Type /Crushed Cover Area Quantity
m m m2 m3

2.2 Review of Site and Laboratory Investigation, Part 1

For the listed sources of construction materials, locate and carry out a visual inspection of
each area, and where there may be cause to question the data provided in the Materials
and Site Investigation Report, arrange for the Works Contractor to carry out additional site
investigation and laboratory testing.
Provide a list of each borrow area of potential quarry that requires further site investigation
and laboratory testing, giving reasons why.
Update Table 2.1 above where necessary.
Provide comments on the land availability for each borrow area or quarry.

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Project Type Ethiopian Roads Authority
Contract Name Construction Materials Review Report Month Year

2.3 Review of Site and Laboratory Investigation, Part 2

Update Table 2.1 above where necessary.

3.0 Conclusions Part 2

Make conclusions and recommendations that where possible, will guide the contract
towards completion on time and on budget.

Q6A.06 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

Progress Report

CONTENTS

Executive Summary

1.0 Report Purpose

2.0 Project Description
3.0 Consultant Contract
3.1 Consultant Contract Data
3.2 Consultant Staffing
4.0 Works Contract
4.1 Contractor Contract Data
4.2 Progress Meeting
4.3 Meetings, Visits
4.4 Progress and Programme
5.0 Key Issues
6.0 Financial Management
6.1 Consultants Contract
6.2 Works Contract

Tables
Table 2.1 Project Description
Table 3.1 Contract Data, Consultant Services
Table 4.1 Contract Data, Works
Table 6.2.1 Variation Orders issued
Table 6.2.2 Variation Orders Pending / Claims

Appendices
Appendix 1: Minutes of Progress Meeting
Add Appendices as appropriate

Q6A.07 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

Executive Summary
Include as required by ERA for Monthly, Quarterly of Annual Reports
Summarise the progress in no more than 2 pages. Include a summary of the Works Physical and
Financial Progress against planned progress. Highlight major issues during the month and their
resolution.

1.0 Report Purpose

The main purpose of this report is to provide an update on progress for the works contract
and to identify and comment on any issues that may cause delays or cost overruns to the
works contract. The secondary purpose is to provide updated information on the
Supervision Consultant contract.

2.0 Project Description

Table 2.1 Project Description
Project Name

Road No (s)

Region(s) / Zone(s)

Start Point Description

End Point Description

Length (km)

Road Functional Classification(s) As per ERA Standard Classification See Q4.02

Terrain Classification(s) As per ERA Standard Classification See Q4.02

Climate Classification(s) As per ERA Standard Classification See Q4.02

Elevation (m) (min max)
Traffic Volume (vpd) As per ERA Standard Classification See Q4.02

Control Points / Villages As per ERA Standard Classification See Q4.02

Q6A.07 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

Provide maps showing

location of project within country
road corridor identifying major towns, control points and other key features
Always include a north point and a scale bar on maps, and where map is to scale show actual
scale.

3.0 Consultant Contract

3.1 Consultant Contract Data
Table 3.1 Contract Data, Consultant Services

Supervision Contract Data

Funding
Contracting Authority Ethiopian Roads Authority
Consultant

Dates (Supervision)
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period

Financial Data (Supervision) Foreign Currency Local Currency

Contract Amount
Advance payments
Price Adjustment to date
Interest on Late Payments
Payments to date (incl. advance)

Guarantees (Supervision)
Advance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)

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Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

Amount (Local Currency)

3.2 Consultant Staffing

List the Consultants key personnel, and schedule dates of future leave and absence from Site
Position Name Input during Cumulative Comments
Reporting Total
Period
Day/Month
Day/Month

Note: The inputs shown are calendar/working day/man-month as per the Contract Document.
Provide a table of actual inputs for all professional and technical staff.
Provide comments on any changes to key professionals.

4.0 Works Contract

4.1 Contractor Contract Data
Table 4.1 Contract Data, Works
Construction Contract Data
Contract Name
Funding
Contracting Authority Ethiopian Roads Authority
Length (km)
Type of Contract Remeasurement, Lump Sum, Design and Build
Construction Type
Contractor

Dates
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period
Maintenance Period
EOT Approved (days)
Revised Completion Date
Actual Completion Date

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Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

Delay period (days)

Financial Data Foreign Currency Local Currency

Contract Amount
Liquidated Damages
Advance Payments
Price Adjustment to date
Interest on Late Payments
Value of Variations Approved
Payments to date (incl. advance)

Guarantees (Construction)
Performance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)
Advance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)

4.2 Progress Meeting

The minutes of the progress meeting are included in Appendix A.
Add other comments to this section that clarify, update or add to the minutes of the
latest Progress meeting.

4.3 Visits to Site, Other Meetings.

List visits to Site, names and position of visitors, dates, purpose, and any outcomes
or agreements.
List any meetings either on-site or away from site, the participants, dates, purpose
and any outcomes and agreements.
Comment on the impact of any outcomes on the works contract.

4.4 Progress and Programme

Q6A.07 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Progress Report Month Year

The minutes of the Progress Meeting should provide a monthly update of progress
as agreed between the Contractor and the Supervision Consultant. If no progress
meeting has been held, include the items noted in the agenda for the meeting.
Provide necessary additional comments that clarify or add to the latest Minutes of
the Progress Meeting.
Include a copy of the Works Programme updated against progress
Provide a summary of the weather for the reporting period.

5.0 Key Issues

Identify and summarise key issues that may impact of the period of performance or cost of
the works contract. Propose solutions where appropriate.

6.0 Financial Management

6.1 Consultants Contract
Provide a summary of the financial progress of the Supervision Consultant contract
in the format required by ERA.

6.2 Works Contract

Provide a summary of the financial progress of the works contract in the format
required by ERA.
Provide a table showing details of Variation Orders granted, or pending, and a table
showing details of claims and potential changes that have cost or time implications.

Table 6.2.1 Variation Orders issued

Amount of Varied Work
VO Addition as Reduction as
Description Date of Issue Status
No. result of VO result of VO
(ETB) (ETB)
VO-1

Table 6.2.2 Variation Orders Pending / Claims

Remarks /
Potential Potential Status
Item Date of
Description Addition Reduction
No. Notification Potential
(ETB) (ETB)
EOT

Q6A.07 Rev 3/12 Page No Name of Consultant

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

Completion Report

CONTENTS
Abbreviations

1.0 Introduction
1.1 Introduction and Purpose
1.2 Project Description
1.3 Contract Data
1.4 Scope of Services and Objectives
2.0 Implementation
2.1 Consultant Inputs and Outputs
2.2 Cooperation and Coordination
3.0 Time and Budget on Works Contract
3.1 Approved Variations, Extensions of Time, Changes on Quantities
3.2 Works Contract Issues
4.0 Contract and Financial Management
4.1 Services Contract
4.2 Works Contract
5.0 Conclusions and Recommendations

Tables
Table 1.2 Project Descriptions
Table 1.3.1 Contract Data, Works
Table 1.3.2 Contract Data, Consultant Services

Q6A.08 Rev 3/12 Page No

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

1.0 Introduction
1.1 Introduction and Purpose
The Name of Financier/Donor has allocated funds through the Road Sector Development
Programme Phase IV (RSDP IV) for Consultancy Services for Construction Supervision for
Project Name.
The purpose of this report is to summarise any design or construction issues that caused cost or
time overruns on the works contract, and draw any conclusions and lessons learned for future
projects.

1.2 Project Description

Table 1.2 Project Description
Project Name

Road No (s)

Region(s) / Zone(s)

Start Point Description

End Point Description

Length (km)

Road Functional Classification(s) As per ERA Standard Classification See Q4.02

Terrain Classification(s) As per ERA Standard Classification See Q4.02

Climate Classification(s) As per ERA Standard Classification See Q4.02

Elevation (m) (min max)
Traffic Volume (vpd) As per ERA Standard Classification See Q4.02

Control Points / Villages As per ERA Standard Classification See Q4.02

Provide maps showing

location of project within country
road corridor identifying major towns, control points and other key features
Always include a north point and a scale bar on maps, and where map is to scale show actual
scale.

Q6A.08 Rev 3/12 Page No

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

1.3 Contract Data

Table 1.3.1 Contract Data, Works
Construction Contract Data
Contract Name
Funding
Contracting Authority Ethiopian Roads Authority
Length (km)
Type of Contract Remeasurement, Lump Sum, Design and Build
Construction Type
Contractor

Dates
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period
Maintenance Period
EOT Approved (days)
Revised Completion Date
Actual Completion Date
Delay period (days)

Financial Data Foreign Currency Local Currency

Contract Amount
Liquidated Damages
Advance Payments
Price Adjustment to date
Interest on Late Payments
Value of Variations Approved
Payments to date (incl. advance)

Guarantees (Construction)
Performance Guarantee

Q6A.08 Rev 3/12 Page No

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)
Advance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)

Table 1.3.2 Contract Data, Consultant Services

Supervision Contract Data

Funding
Contracting Authority Ethiopian Roads Authority
Consultant

Dates (Supervision)
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period

Financial Data (Supervision) Foreign Currency Local Currency

Contract Amount
Advance payments
Price Adjustment to date
Interest on Late Payments
Payments to date (incl. advance)

Guarantees (Supervision)
Advance Guarantee
Date Received
Expiry Date

Q6A.08 Rev 3/12 Page No

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

Amount (Foreign Currency)

Amount (Local Currency)

1.4 Scope of Services and Objectives

The Scope of Services is to provide construction supervision for the Works, be responsible for acting
as the Engineer and providing the Engineers Representative as defined in the Works Contract.
Provide details of any changes to the Scope of Services or Contract that have been agreed with ERA.
Provide copies of any relevant correspondence in the Appendices.

2.0 Implementation
2.1 Consultant Inputs and Outputs
Provide a comparison of actual inputs against those defined in the contract documents for:
Key professional staff
Equipment or facilities provided by Consultant
Equipment or facilities provided through the Works Contract
Duration of services
Comment on any issues that may have arisen during the contract with respect to adequacy of
inputs, and any solutions that were provided
What difficulties were encountered in carrying out the services and producing the required outputs,
e.g. in mobilisation and staff resources, availability of data and facilities, consultation with
stakeholders, security, etc. What was done to overcome any difficulties?

2.2 Cooperation and Coordination

Comment on the following:
Consultation and coordination process between the Contractor, Consultant, and Client with
regional and local authorities, key stakeholders, local representatives, utility companies etc.,
and how this process affected the works in either a positive or negative manner
Did ERA respond effectively and in a timely manner to requests for information, and
approval of matters that required the Employers decision?

3.0 Time and Budget on Works Contract

3.1 Approved Variations, Extensions of Time, Changes on Quantities
Summarise and briefly comment on any design and other issues (e.g. weather, unforeseen
circumstances etc.) that caused legitimate time or cost overruns to the Works Contract. Comment
on whether the overruns could have been avoided by improved planning, design, and consultation,
and if so, how. Provide a cost analysis of overruns that could have been avoided.

3.2 Works Contract Issues

Q6A.08 Rev 3/12 Page No

Project Type Ethiopian Roads Authority
Contract Name Completion Report Month Year

Summarise any contractor issues that caused delays to the works contract, giving causes and
comments.

4.0 Contract and Financial Management

4.1 Services Contract
Provide a table in the Appendix of amounts and dates of invoices and payments in the currencies for
the Services Contract. Provide details of any VAT and taxes.
Provide a comparison of the totals with the Contract Amounts.
List any claims approved or pending.
List any contract amendments for the services contract giving details of changes to inputs, scope of
works, costs and timing.

4.2 Works Contract

Provide a table in the Appendix of amounts and dates of payments in the currencies for the Works
Contract. Provide details of any VAT and taxes.
Provide in the Appendix a copy of the Original and Final Bill of Quantities (if there are variations,
claims or measurement issues still unresolved, identify these and indicate the likely outcomes)
Provide a comparison of the totals with the original Contract Amounts, and an explanation of the
major differences, if any.
List any claims still pending.
List all variations for the Works Contract giving descriptions and reasons, with costs and time
extensions, if any.

5.0 Conclusions and Recommendations

What were the lessons learned during the progress of the works?
Give any recommendations for future improvements in the processes for:
planning,
consultation and coordination at the design stage,
design and preparation of tender and contract documents
consultation and coordination during construction,
construction

Q6A.08 Rev 3/12 Page No

Contract Name ERA Monthly Status Report
Contract No Month Year

Monthly Status Report

Reporting Period:
To:
Prepared by: Project Engineer
Checked by: Team Leader

I. Contract Data
Construction Contract Data
Contract Name
Funding
Contracting Authority Ethiopian Roads Authority
Length (km)
Type of Contract Remeasurement, Lump Sum, Design and Build
Construction Type
Contractor

Dates
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period
Maintenance Period
EOT Approved (days)
Revised Completion Date
Actual Completion Date
Delay period (days)

Financial Data Foreign Currency Local Currency

Contract Amount
Liquidated Damages
Advance Payments
Price Adjustment to date
Interest on Late Payments

Q6A.09 Rev 3/12 Page No Regional Directorate

 Contract Name ERA Monthly Status Report
Contract No Month Year

Value of Variations Approved

Payments to date (incl. advance)

Guarantees (Construction)
Performance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)
Advance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)

II. Planned/ Actual Progress

Physical Accomplishment
F. Y This Month This Quarter Cumulative F.Y. Total to date
% km % km % km % km % km
Plan
Actual
Actual/Plan %

Financial Accomplishment (000)

F. Y This Month This Quarter Cumulative F.Y. Total to date
% km % km % km % km % km
Plan
Actual
Actual/Plan %

Q6A.09 Rev 3/12 Page No Regional Directorate

 Contract Name ERA Monthly Status Report
Contract No Month Year

Linear Progress
This Month Total to end of Date
Item Description Unit Plan Actual Plan Actual Actual / Plan
No.
Quantity %
1 Clearing and Grubbing Ha
2 Removal of unsuitable material 1000m3
3
3 Cut and borrow to fill 1000m
3
4 Selected Fill Type # 1000m
3
5 Selected Fill Type # 1000m
3
6 Granular sub base 1000m
3
7 Crushed base 1000m
8 Prime coat 1000kg
3
9 DBM 1000m
2
10 Wearing Course 1000m
etc

III. Progress Specific to This Month

IV. Progress to Date

V. Delays/Problems Encountered

VI. Action Taken / Proposed Solutions

Q6A.09 Rev 3/12 Page No Regional Directorate

Contract Name ERA Monthly Status Report
Contract No Month Year

VII. Status of Variation Orders

Amount of Varied Work

VO No. Description Addition as Reduction as Date of Issue Status

result of VO result of VO
(ETB) (ETB)
VO-1

VIII. EOT Status and Development

IX. Claims Status

X. Disputes to Date

XI. Key Issues & Remarks

XII. Supervision Contract

Supervision Contract Data

Funding
Contracting Authority Ethiopian Roads Authority
Consultant

Dates (Supervision)
Notification of Award
Contract Signing Date

Q6A.09 Rev 3/12 Page No Regional Directorate

Contract Name ERA Monthly Status Report
Contract No Month Year

Commencement Date
Original Completion Date
Original Contract Period

Financial Data (Supervision) Foreign Currency Local Currency

Contract Amount
Advance payments
Price Adjustment to date
Interest on Late Payments
Payments to date (incl. advance)

Guarantees (Supervision)
Advance Guarantee
Date Received
Expiry Date
Amount (Foreign Currency)
Amount (Local Currency)

XIII. Financial Report for Consultant

Financial Accomplishment (000)
This Month This Quarter Cumulative F.Y. Total to date
ETB USD ETB USD ETB USD ETB USD
Actual

XIV. Status of Insurances and Bonds

XV. Status of Document Submission

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