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Ethiopian Roads Authority

Notes for Writers of Reports using ERA Standard Formats

1. Where text is shown in red and italic font in the standard report formats, the Writer should
delete/add text to suit the particular project, and then re-format the font to black and normal.

2. Text already in black and normal font must be included in the report.

3. ERA prefers the main text font to be Arial 11, with single spacing, though Consultant may
use their standard.

4. Figures and Tables to be numbered with the same numbering of the section in which they
are included - e.g. in Section 3.1, the first table should be numbered Table 3.1.1, and for
figures, Figure 3.1.1 etc. Where tables and figures are too large to be placed immediately
following the text where they are mentioned, they may be placed at the end of the Section
or in the Appendices, and reference made to their placement - e.g. See Figure 3.1.1 at the
end of Section 3.0 or in Appendix X.

5. Maps to include scale or scale bar.

6. The Cover page to clearly include:

Federal Democratic Republic of Ethiopia


Ethiopian Roads Authority

Type of Service, e.g. Feasibility Study, Detailed Design, etc.


Name of Project
Project No.

Report Title and Version e.g. Draft, Final, Progress Report No.
Month Year

Name / Logo of Consultant

7. The first page of the report shall confirm that the ERA Code of Conduct and Ethics for
Service Providers has been read by all key staff and followed in full. This shall be signed by
all key professional staff who have contributed to the project.

Q4.01a Rev 3/12


Ethiopian Roads Authority

Notes for Writing Good Reports

Always use the standard report formats provided as the base for a report, and not a previously
completed report

A) Report to fulfil its purpose


Always consider and understand the purpose of the report.
Understand who will be the readership of the report, and why they need the information
provided.
Make sure that all necessary information is included.
Each report must be technically correct and consistent with other project reports and tender
documents. (Inconsistencies and errors will lead to additional construction costs)
B) Report to be concise
Keep it concise. (The success of the report will not be judged by how much it weighs!)
Keep it the writing style simple and jargon-free.
Keep it factual and project particular, not general and instructional. Do not include text that
teaches or lectures. This is already included in the ERA Design Manuals, and need not be
repeated. References should be made to Design Manuals, papers or text books where
required. This applies particularly to the Design Standards Report. Remember that the
readers of the report are professional staff and not students.
Avoid significant repetition within the report and with other project reports. References can
be made to other reports if required.
Understand the purpose of each statement or fact written in the report do not include
statements that have no relevance or do not add to the purpose of the report.
Make use of tables and bullet points instead of text where possible.
C) Report to be checked
Always proof-read what has been written and rewrite and crop if necessary. Make sure the
text has the intended meaning.
Ensure that adequate time is given to report writing (data must be collected in time).
The report should be fully reviewed by a colleague who has been appointed for this
purpose remember that the Reviewer has limited time

Notes for the Reviewer of Reports


Consider and understand the purpose of the report, the readership, what should be
included in the report as described in the Terms of Reference.
Ensure that the report is factually correct and includes all the necessary information as
requested.
Review every page errors can be made even on the report cover, and this is an indication
that there may be further errors inside the report.
Sign the Quality Control Sheet that will be included in the report confirming that the report
fulfils its purposes and is now ready for issue to the Client.

Q4.01a Rev 3/12


Ethiopian Roads Authority

Statement of Purpose of Reports during Feasibility Study and Design Phases

Inception Report
The purpose of the Inception Reports is to outline the initial findings and present an updated / revised
methodology taking into account any information gathered during the inception phase.
Reader/User: ERA Regional Directorate to agree and approve, and Consultant to follow
Approval Required: Within 2 weeks of submission
Timing of Use: During Feasibility Study or Design Phase

Progress Report
The purpose of Progress Reports is to provide an update on progress, with a review of the current status of
the project, and to provide details of the tasks for the forthcoming period.
Reader/User: ERA Regional Directorate
Approval Required: As required by TOR
Timing of Use: Usually monthly as per TOR

Route Selection Report


The purpose of the Route Selection Report is to present ERA with possible alternate routes for a project
road, together with an evaluation of each in technical, financial, and environmental and social terms.
Reader/User: ERA Management and Regional Directorate
Approval Required: Within 2-4 weeks of submission
Timing of Use: During Feasibility Study, Design, and Construction

Feasibility Study Report


The purpose of the Feasibility Study Report is to demonstrate if the project is feasible and justifiable in
technical and economic, and environmental and social terms and provide:
ERA and their Financiers with all the necessary information to assess the proposed project
in technical, economic, environmental and social terms
Preliminary project costs and benefits.
Reader/User: ERA Management, Regional Directorate, Financier
Approval Required: Within 4 weeks of submission
Timing of Use: At assessment of Feasibility of project, and subject to project approval, during design
and construction.

Q4.01b Rev 3/12


Ethiopian Roads Authority

Specific Design Standards Report


The purpose of the Design Standards Reports is:
to establish and schedule all appropriate design standards and criteria for the project road,
ensuring that these are in accordance with ERA Design Manuals
to provide all the necessary information on design standards and criteria for the designers
to carry out the design
Reader/User: ERA Management, Regional Directorate, Financier
Approval Required: Within 2-4 weeks of submission
Timing of Use: During Design

Materials and Site Investigation Report


The purpose of the Materials and Site Investigation Report is to present all the results from the field and
laboratory investigations, and summarise these in a manner as to be readily usable in the design process,
and also during construction.
Reader/User: ERA Regional Directorate, Consultants for Design and Site Supervision
Approval Required: Initial comments required within 2 weeks
Timing of Use: During design and construction

Engineering Design Report


The purpose of the Engineering Design Report is to present a record of the process for detailed highway
design, including all the aspects not covered in other project reports. It should be aimed at providing
information that will be needed by ERA and their site supervision team during construction, either for
reviewing or for implementing the design. It should make reference to the other project reports, recording
and commenting on any departures from them, but not repeating any significant parts of these reports.
Reader/User: ERA Regional Directorate, Consultants for Site Supervision
Approval Required: Initial comments required within 2 weeks
Timing of Use: During any review phase or during construction

Bridge Design Report


The purpose of the Bridge Design Report is to present a record of the process for detailed bridge design. It
should make reference to the other project reports, recording and commenting on any departures from
them, but not repeating any significant parts of these reports. It should describe the design standards, the
design process, and also the reviewing and checking processes necessary for the type of structures.
It should be aimed at providing information that will be needed by ERA and their site supervision team
during construction.
Reader/User: ERA Regional Directorate, Consultants for Site Supervision
Approval Required: As required by TOR
Timing of Use: During any review phase or during construction

Q4.01b Rev 3/12


Ethiopian Roads Authority

Completion Report
The purpose of Completion Reports is to provide a summary of the final inputs and outputs/deliverables of
the Consultancy services, and to draw any conclusions and lessons learned for future projects.
Reader/User: ERA Regional Directorate
Approval Required: Comments required with 4 weeks
Timing of Use: At end of project phase

Q4.01b Rev 3/12


Ethiopian Roads Authority

Road Classification
Class I - Trunk Roads linking Addis Ababa to centres of international importance and to international
boundaries
Class II - Link Connecting centres of national and international importance such as principal towns
and urban centres
Class III - Main Connecting centres of provincial importance
Access
Class IV Collector Connecting locally important centres to each other or to a more important centre or to
a higher class road
Class V - Feeder Connecting minor centres such as a market to other parts of the network

Terrain Type
Flat 0 to 10 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally below 3%.
Rolling 11 to 25 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally between 3 and 25%.
Mountainous 26 to 50 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally above 25%.
Escarpment Escarpments require special geometric standards because of the engineering risks
involved. Typical gradients are greater than those for mountainous terrain

Climate Type
Type Zone Altitude (m) Temperature 0C Rainfall (mm)
C1 Berha <500 >28 <400
C2 Kola 500-1500 20-28 600-1000
C3 Weina Dega 1500-2500 16-20 About 1200
C4 Dega 2500-3200 10-16 1000-2000
C5 Wurch >3200 <10 <800

Traffic Volume Classification


Traffic Volume AADT Road Functional Classification
Class
DC1 <25
DC2 25 75 Low Feeder
DC3 75 150 Volume Collector
Main
DC4 150 300
Access
DC5 300 1,000
Link
DC6 1,000 3,000 High Trunk
DC7 3000 10,000 Volume

DC8 >10,000

Q4.02 Rev 3/12


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

Inception Report

CONTENTS

1.0 Introduction
2.0 Contract Data and Management
2.1 Contract Data
2.2 Consultants Mobilisation of Personnel and Equipment
2.3 Consultants Contact
2.4 Information and Facilities Required
2.5 Kick-Off Meeting
3.0 Scope of Services and Objectives
4.0 Project Description
5.0 Initial Findings
6.0 Methodology
7.0 Work Plan and Staffing Schedule
8.0 Outputs and Deliverables Schedule
9.0 Conclusions

Tables
Table 2.1.1 Contract Data
Table 2.4.1 Information Required
Table 2.4.2 Facilities Provided by ERA for the Consultant
Table 2.4.3 Facilities Provided by the Consultant for ERA
Table 4.1 Project Description

Appendices
Kick-Off Meeting Minutes to be included
Work Plan
Add Appendices as necessary

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

1.0 Introduction
The Name of Financier/Donor has allocated funds through the Road Sector Development
Programme Phase IV (RSDP IV) for Consultancy Services for Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of this Inception Report is to outline the initial findings and present an updated
and revised methodology taking into account any information gathered during the inception
phase. Where changes to the methodology from that in the Contract Document are
proposed, these have been identified, and the reason for the changes explained. Any
implications on the delivery of the services have been assessed, and discussed with ERA,
and where necessary amendments for the Contract have been agreed.

2.0 Contract Data and Management

2.1 Contract Data


Table 2.1.1 Contract Data
Project Name: Insert Project Name as per Contract Document
Project 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
Project Period: xx months, as per Contract Document
Consultancy Contract:
Signed on: Date signed as per Contract Document (if signed on more than
one date, state the latest date)
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Planned Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months
Project Cost: Foreign Currency and Ethiopian Birr as per Contract
Document include estimated taxes if applicable.
Payment Schedule: Insert Table for payment milestones and schedule in Foreign
and Local Currencies

2.2 Consultants Mobilisation of Personnel and Equipment


List personnel already mobilised with planned and actual dates of mobilisation.

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

List personnel still to be mobilised, with estimated mobilisation dates. If any personnel are
mobilised later than originally planned, identify potential impact on work plan and
completion of deliverables and services, and measures taken to mitigate any impact.
If any change in personnel is proposed, ERA must be notified in writing and approval of the
proposed replacement given before the individual may mobilise. A copy of such approval
should be included as an Appendix to the report.
This section should confirm whether the letters necessary from ERA regarding work
permits, temporary residence ID, and driving licences etc. have been requested and
provided for all the expatriate personnel.
List details and timing of any equipment and transport to be provided either as a specific
requirement of the Contract, or necessary for the completion of services, and any
assistance that is required from ERA to assist with procurement, shipping, delivery and
installation.
Identify any anticipated difficulties or delays and recommendations as to how such
difficulties or delays can be overcome. Where delays are unavoidable, the potential impact
on delivery of the services should be identified.

2.3 Consultants Contact


State local office address and contacts (email, office landline and fax numbers and mobile
numbers of key staff).

2.4 Information and Facilities Required


The tables below give details of the required information and facilities that have already
been provided, and those that are still to be provided. List any information and timing on
documents, letters, etc. that are to be provided by the Client or other organisations to
enable the services to progress unhindered.
Comments should note whether the information/ facilities are a requirement of the Contract,
and if any lack or delay of such information/ facilities will have affect on progress.
Table 2.4.1 Information Required
Description Date Provided/Required Comments

Table 2.4.2 Facilities Provided by ERA for the Consultant


Description Date Provided/Required Comments

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

Table 2.4.3 Facilities Provided by the Consultant for ERA


Description Date Provided/Required Comments

2.5 Kick-Off Meeting


The Kick-Off Meeting was held on Date at Venue. The minutes of the meeting are included
as Appendix 1. (If no Kick-Off meeting was held, then this should be stated and reasons
given.)

3.0 Scope of Services and Objectives


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

4.0 Project Description


Table 4.1 Project Description
Project Name

Road No

Region / Zone

Starting Point Description

Ending Point Description

Length (km)

Road Functional Classification As per ERA Standard Classification See Q4.02

Climate Classification As per ERA Standard Classification See Q4.02


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

Where the Road Functional Classification, the Climate Classification or the Traffic Volume
Classification varies along the length of the road, provide details of these variations (start
km end km). If the Classification is not known, then this should be stated.
Provide maps showing
location of project within country
road corridor identifying major towns, control points and other key features. If the Route
Selection process is still to be carried out, state this, but provide details of what is
known during the Inception period.
Always include a north point and a scale bar on maps, and where map is to scale show
actual scale.

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

Provide some photographs in the Appendix to illustrate key features (suggest no more than
2 pages of six photos each).

5.0 Initial Findings


Summarise the findings of the initial site reconnaissance/surveys and the review of
information gathered during the inception phase, such as
previous studies
previous designs and design reports
traffic and other data from ERA
consultations with ERA, Regions, Weredas, relevant Ministries and other key
stakeholders
Provide a table of all meetings and visits, providing dates, list of key attendees and purpose
of meeting. Add comments on any key agreements, resolutions or issues.
Provide a list of all documents, maps, aerial photographs, survey plans etc obtained and
reviewed to date, and those still to be obtained and reviewed.
Review the findings and how they support or differ from the information provided and
gathered during the proposal stage. Any major differences, discrepancies or potential risk
areas in the proposed approach in general must be highlighted and the implications on the
project assessed.

6.0 Methodology
Present an updated and revised methodology taking into account any information gathered
during the inception phase. Where changes in methodology from that presented in the
Contract Document are proposed, these should be identified, the reason for the change
explained, and the implications on the delivery of the services assessed. (Any proposed
changes in timing or staffing should be submitted in writing to ERA for their consideration
and approval.)
All risks to the successful outcome of the project should be identified, e.g. are there weather
or other constraints that might impact on the timing of traffic, topographical or soils survey.
A risk analysis should be presented.
The Consultant may make reference to issues raised in his Proposal on the Comments to
the Terms of Reference.

7.0 Work Plan and Staffing Schedule


Present a revised activity schedule based on the start and end dates, and any interim
deadlines as agreed during the Kick-Off Meeting or any subsequent recorded meetings.
The Work Plan (Activity Schedule) shall be presented in a bar chart showing the following
information for each task / activity, and shall form the baseline for monitoring progress.
Start and end date and duration for each activity
Date for submission of deliverables
Percentage completion (planned and actual)
Weighted percentage of each major set of activities (if applicable)
Total percentage completion of the project (planned and actual)
The total planned and actual progress should also be presented graphically (S-Curve).

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Inception Report Month Year

Present a revised staff schedule which is compatible with the mobilisation of key personnel
and which accurately reflects the Work Plan and target dates for outputs and deliverables.

8.0 Outputs and Deliverables Schedule


Present an updated schedule of all outputs and deliverables (reports) which accurately
reflects the Work Plan, including planned dates for submission of draft reports, allowance
for issue of ERAs comments on draft reports where required, and submission of final
reports.

9.0 Conclusions
Present a summary of the key issues identified in the report, in particular any anticipated
difficulties or delays, and the implications for completion of the services and submission of
outputs / deliverables.
Identify any information still to be provided by ERA, including any decisions / approvals to
be made.

Q4.03 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Progress Report Month Year

Progress Report

CONTENTS
1.0 Report Purpose
2.0 Contract Data
3.0 Progress for the Reporting Period
3.1 Staff Inputs
3.2 Information and Facilities
3.3 Meetings, Visits
3.4 Progress and Issues
3.5 Planned Activities for Next Reporting Period
4.0 Programme Schedules
5.0 Key Issues
6.0 Financial Management

Tables
Table 2.1 Contact Data
Table 3.1.1 Staff Inputs
Table 3.2.1 Information Required
Table 3.2.2 Facilities Provided by ERA for the Consultant
Table 3.2.3 Facilities Provided by the Consultant for ERA
Table 3.4.1 Planned Actual Progress
Table 3.4.2 Deliverables

Appendices
Work Plan
Add Appendices as necessary

Q4.04 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Progress Report Month Year

1.0 Report Purpose


The purpose of this report is to provide an update on progress with a review of the current
status of the project, and to provide details of the tasks for the forthcoming period.

2.0 Contract Data


Table 2.1 Contact Data
Project Name: Insert Project Name as per Contract Document
Project 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
Project Period: xx months, as per Contract Document
Consultancy Contract:
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Planned Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months
Expected Duration Phase 1: Feasibility Study, xx months; Completion Date
Phase 2: Detailed Design, yy months; Completion Date

3.0 Progress for the Reporting Period


3.1 Staff Inputs
Provide a table of actual inputs for all professional and technical staff.
Table 3.1.1 Staff Inputs
Position Name Input Cumulative Comments
during Total
Reporting
Day/Month
Period
Day/Month

Note: The inputs shown are calendar/working day/man-month as per the Contract
Document.
Provide comments on any changes to key professionals or mobilisation dates.

Q4.04 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Progress Report Month Year

3.2 Information and Facilities


The tables below give details of the required information and facilities that have already
been provided, and those that are still to be provided. List any information and timing on
documents, letters, etc. that are to be provided by the Client or other organisations to
enable the services to progress unhindered.
Comments should note whether the information/ facilities are a requirement of the Contract,
and if any lack or delay of such information/ facilities will have affect on progress.
Table 3.2.1 Information Required
Description Date Provided/Required Comments

Table 3.2.2 Facilities Provided by ERA for the Consultant


Description Date Provided/Required Comments

Table 3.2.3 Facilities Provided by the Consultant for ERA


Description Date Provided/Required Comments

3.3 Meetings, Visits


Provide a table of all meetings and visits, providing dates, list of attendees and purpose of
meeting. Add comments on any key agreements, resolutions or issues.

3.4 Progress and Issues


Describe monthly and total progress (where possible in percentage terms) against items in
the approved work plan for example:
gathering and reviewing of data
site reconnaissance
topographic surveys
site investigation
traffic surveys
engineering designs
cost estimates
submission of reports and tender documents

Q4.04 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Progress Report Month Year

Describe any problems / delays occurred, actions taken to overcome the delays, impact of
any delays on overall work plan (does it affect critical activities?) and deadlines for outputs /
deliverables.
Describe: Resolution during the reporting period of previously identified issues; outstanding
issues previously identified issues not yet resolved - measures taken and actions still
required; any newly identified issues including proposed solutions
Include the following tables.

Table 3.4.1 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 %

Table 3.4.2 Deliverables


Item Description Date Date Comments
No. Required Submitted

3.5 Planned Activities for Next Reporting Period


Describe planned activities and outputs / deliverables in the coming reporting period. If this
is different to those shown in approved work plan, these should be identified and the reason
explained.
Identify any anticipated risks (difficulties / uncertainties) that may affect planned progress
and how these will be managed / minimised.
Identify any particular activities that require input from ERA or external organisations, and
the potential impacts of delays to these which are beyond the control of the consultant.

Q4.04 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Progress Report Month Year

4.0 Programme Schedules


Present the current Work Plan presented in a bar chart showing the following information
for each task / activity.
- Start and end date, duration
- Percentage completion (planned and actual)
- Weighted percentage of each major set of activities (if applicable)
- Total percentage completion of the project (planned and actual)
- The total planned and actual progress should also be presented graphically (S-
Curve).

Identify any planned leave, field visits, and short term inputs for the coming month. Present
an updated staff schedule on the Work Plan, which accurately reflects the activity schedule
and target dates for outputs / deliverables.
Present a revised schedule of all outputs and deliverables (reports) on the Work Plan which
accurately reflects the activity schedule. This should include the planned dates for
submission of draft reports, allowance for issue of ERAs comments on draft reports, and
submission of final reports.

5.0 Key Issues


Present a summary of the key issues identified in the report, in particular any anticipated
difficulties or delays, and the implications for completion of the services and submission of
outputs / deliverables.
Identify any information still to be provided by ERA that may have an impact of successful
completion, including any decisions / approvals to be made.
List any potential contractual claims at the earliest possible stage.

6.0 Financial Management


Summarise details to date for invoices and payments in Foreign and Local Currencies,
using tables as appropriate. Identify tax and VAT payments.

Q4.04 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Feasibility Study Report Month Year

Route Selection Report

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 Design Standards
2.0 Identification of Alternate Routes
3.0 Consultation Process
4.0 Environmental Assessment
5.0 Social Assessment
6.0 Engineering Assessment
7.0 Strategic Considerations
8.0 Economic Assessment
9.0 Evaluation and Recommendation
9.1 Evaluation
9.2 Recommendation

Tables
Table 1.2 Contract Data
Table 1.4 Project Description
Table 2.1 Project Control Points and Key Features
Table 9.1 Comparison Summary of Alternate Routes

Appendices
Add appendices as required

Q4.06 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Feasibility Study 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 Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of the Route Selection Report is to present ERA with possible alternate routes for a
project road, together with an evaluation of each in technical, financial, and environmental and
social terms.

1.2 Contract Data


Table 1.2 Contract Data
Project Name: Insert Project Name as per Contract Document
Project 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
Project Period: xx months, as per Contract Document or signed amendment
Consultancy Contract:
Commencement Date: Insert date
Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months

1.3 Scope of Services and Objectives


Summarise the scope of the service to be provided, based on contract documents and
any other information provided during the services.
Provide details of any changes to the Scope of Services or Methodology that have been
agreed since the approval of the Inception Report. Provide copies of any relevant
correspondence in the Appendices.

Q4.06 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Feasibility Study Report Month Year

1.4 Project Description

Table 1.4 Project Description


Project Name

Road No

Region / Zone

Start Point Description

End Point Description

Approximate Length (km)

Climate Classification As per ERA Standard Design Classification

The purpose of the project is to provide an upgraded / rehabilitated / new road to gravel /
asphaltic concrete / DBST standard that will provide access to name of region / area / city
/ town from name of region / area / city / town.

1.5 Design Standards

Confirm the Road Classification and Design Standard. Make reference to Table 2.1 of the
ERA Geometric Design Manual.
Confirm carriageway and shoulder widths, side slopes, side drain widths for likely
variations along the project road, e.g. terrain type, standard rural road, town road, road
with climbing lanes.
State the design life for the road and any structures.
State the expected design speeds for each route, and compare any variations.

2.0 Identification of Alternate Routes


Provide maps showing
location of project within country (1:2,000,000)
alternate routes showing major towns and other key features (suggested 1:250,000)
All maps must include a Scale Bar and a North Point. Maps to be A3 or A4 format, unless
otherwise requested in ToR.

For each alternative, complete the table indentifying the Control Points and Key Features
for each alternate route. The Description of Control Points and Key Features shall include:
start and end points
towns, villages,

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Project Type Ethiopian Roads Authority
Project Name Feasibility Study Report Month Year

major intersections,
major rivers/bridges
In addition for each alternative describe:
terrain and changes in the terrain, ridge top alignment, valley floor alignment
key geological features
tourism features, national park boundaries
Provide comments on the importance of control points and the positive or negative issues
of key features

Table 2.1 Project Control Points and Key Features


Alternate #
No. Description Comments

For each alternate describe:


length of new road required, length of existing road, type and condition
adjacent areas of agricultural or industrial importance
land use along the road corridor
existing local development plans and current projects, town plans that need to be
taken into account during the design process, and how these might affect the
design

3.0 Consultation Process


List all meetings with
Ministries of Transport, Agriculture, Water, etc.
ERA
Regions
Weredas
Local Private industry
Transporters
Local institutions and representatives
Other key stakeholders
Provide dates, list of key attendees and purpose of meeting. Add comments on any key
requests, agreements, resolutions or issues that could affect the outcome for the selected
route.

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Project Type Ethiopian Roads Authority
Project Name Feasibility Study Report Month Year

Note: The importance of the consultation exercise and correctly reporting it, should not be
underestimated, as it may affect the selection of the alternate routes and the final
selection.

4.0 Environmental Assessment


For each of the alternate routes:
State if there are likely to be any overriding environmental reasons that would
cause a rejection of one or more of the alternate routes, and provide a full
explanation
Describe the vegetation and land use
Describe the likely environmental impact and compare the extent of the mitigation
measures e.g. reinstatement works for spoil and borrow areas,
Describe the availability of materials and water for construction
Estimate the cost of environmental mitigation measures
Summarise any environmental issues gathered during the consultation process
Provide any other relevant information that will assist with the selection of the route

5.0 Social Assessment


Describe any issues of social importance from the consultation process.
For each of the alternate routes, and based on the consultation process:
State if there are likely to be any overriding social reasons that would cause a
rejection of one or more of the alternate routes, and provide a full explanation
State if there are any overriding social reasons that would cause one of the
alternate routes to become the selected route, and provide a full explanation
Estimate the likely land acquisition needed and categorise this into land use type
Estimate the number of households who will be permanently affected
Estimate the cost of resettlement and land acquisition
Summarise any social issues gathered during the consultation process
Describe/compare any major impacts, positive and negative on the community,
and if necessary estimate costs and benefits to the community
Provide any other relevant information that will assist with the selection of the route

6.0 Engineering Assessment


For each of the alternate routes
Priced Bills of Quantities shall be included in the Appendices, with a summary
included in this section. Quantities shall be estimated based on preliminary
engineering and design using the latest available mapping and satellite imagery.
State if there are likely to be any overriding engineering reasons that would either
cause a rejection of one or more of the alternate routes, or make its selection
unlikely, and provide a full explanation
State any possible risks associated with flooding, slope stability, geological
conditions, availability of construction materials, rock / earthworks quantities
Describe the regime and costs for future routine and periodic maintenance

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State if there will be any difference in the timing of implementation, either due to
timing of project preparation, land acquisition process and site access, or period of
construction

7.0 Strategic Considerations


Describe the strategic importance of the route if any, and any significant differences
between the alternate routes. Does the route link to an international border, or an area of
significant social, regional or national importance?
Describe any issues of strategic importance from the consultation process.
For each of the alternate routes:
State if there are likely to be any overriding strategic reasons that would cause the
selection of one of the alternate routes, and provide a full explanation
List any areas served by the route of significant social, regional or national
importance

8.0 Economic Assessment


For each of the alternate routes:
Estimate the travel time and traffic volume
Estimate EIRR%

9.0 Evaluation and Recommendation


9.1 Evaluation Criteria
The comparison summary of the selected routes is shown in Table 9.1 below.
Table 9.1 Comparison Summary of Alternate Routes
Alternate 1 2 3

Length (km)

Construction Cost
(ETB million)

Annualised Maintenance Cost


over life of road
(ETB million)

Economic Evaluation
EIRR %
Environmental Assessment * e.g. Marginal e.g. Marginal e.g. Marginal

Social Assessment * e.g. Marginal e.g. Marginal e.g. Significant


Negative
Strategic Considerations * e.g. None e.g. Dominant e.g. None
Selection

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Risks and Comments


(Sustainability and
constructability)**

* For Environmental, Social and Strategic state if difference is Marginal or Significant Positive or
Negative or if there is an overriding reason for Rejection or a reason for Dominant Selection, or None
** Comment on the geotechnical, flood and other risks that may impact on sustainability and maintenance
costs

9.2 Recommendation
Based on the assessment carried out for the alternate routes, it is recommended that
Alternate # is selected. The primary reason for this is that this route provides the lowest
construction cost and should provide the highest economic return, and that there are no
overriding social, environmental, or strategic reasons for not selecting this alternative.

Feasibility Study Report

CONTENTS
Add List of Associated Project Reports

Executive Summary

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 Existing Road Conditions
2.0 Consultation Process
3.0 Traffic Data
3.1 Traffic Volume Surveys
3.2 Traffic Axle Loading
4.0 Highway Engineering
4.1 Route Selection
4.2 Preliminary Engineering Design
4.3 Preliminary Project Costs
5.0 Economic Data
5.1 Traffic Growth and Forecast
5.2 Vehicle Operating Costs
6.0 Economic Evaluation
List of Tables
Table 2.1 Contract Data

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Table 1.4.1 Project Description


Table 1.4.2 Project Control Points
Table 4.2.1 Road Section - Dimensions
Table 4.2.2 Road Section - Traffic Volume and Loading
Table 4.2.3 Road Section - Preliminary Pavement Design
Add Tables as necessary
List of Figures
Add Figures as necessary
Appendices
Comments and Responses
Add Appendices as necessary

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Executive Summary
Concise summary (less than 3 pages) of report with particular focus on findings of
analysis, key issues raised, feasibility analysis, conclusions and recommendations for
design standards, selection of preferred route alignment and technical options.

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 Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of the Feasibility Study is to establish that the project is feasible and
justifiable in technical and economic, and environmental and social terms.
The purpose of this report is to provide:
ERA and their Financiers with all the necessary information to assess the
proposed project in technical, economic, environmental and social terms,
preliminary project costs and benefits.

1.2 Contract Data


Table 2.1 Contract Data
Project Name: Insert Project Name as per Contract Document
Project 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
Project Period: xx months, as per Contract Document
Consultancy Contract:
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Planned Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months
Expected Duration and Phase 1: Feasibility Study, xx months
Completion Date
Phase 2: Detailed Design, yy months
Construction Supervision, zz months

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1.3 Scope of Services and Objectives


Summarise the scope of the service to be provided, based on contract documents and
any other information provided during the services.
Provide details of any changes to the Scope of Services or Methodology that have been
agreed since the approval of the Inception Report. Provide copies of any relevant
correspondence in the Appendices.

1.4 Project Description


Table 1.4.1 Project Description
Project Name

Road No

Region / Zone

Starting Point Description

Ending Point Description

Length (km)

Road Functional Classification As per ERA Standard Design Classification

Climate Classification As per ERA Standard Design Classification


Elevation (m) (min max)
Traffic Volume Classification As per ERA Standard Design Classification

Where the Road Functional Classification, the Climate Classification or the Traffic Volume
Classification varies along the length of the road, provide details of these variations (start
km end km).

Table 1.4.2 Project Control Points


No. Start km End km Description of Key Points Terrain
As per ERA
Standard Design
Classification

Note: the Description of Key Points shall include for towns, villages, major intersections,
major rivers/bridges and changes in topography/terrain
Describe any existing local development plans and current projects, town plans that have
been taken into account during the design process, and how these have affected the
design.

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Provide maps showing


location of project within country
road corridor identifying major towns and other key features
Provide photographs in the Appendix (suggest approximately 4 pages of 4-6 photos
each).

1.5 Existing Road Conditions


The checklist for existing road condition identifies the issues that should be investigated.
For each issue, the consultant should identify the severity and extent of any defects.
Cross sections in town and rural sections, road widths, shoulders, drainage,
pedestrian facilities and service roads, cut and fill slopes
Surface condition surface type, roughness, etc as required by TOR
Pavement condition and strength profiling of existing pavement layers, materials
used, (deflection testing, dynamic cone penetration as required by TOR)
Junctions number and type of junctions, description of adjoining road type and
condition (at junction and affected length only)
Access from villages and houses, types of access, service roads
Effective travelling speeds of different sections
Roadside furniture (traffic signs, speed controls)
Drainage features and condition culverts, drainage ditches, drainage pipes, erosion
controls
Bridges, structures
Existing cut and fill slopes
Maintenance current maintenance regime and the effectiveness of the maintenance
regime in preserving the road.
Road traffic accident data if available
For a new road, describe the existing baseline conditions.

2.0 Consultation Process


List all meetings concerning social aspects with ERA, Regional Offices, Weredas, key
stakeholders, and local representatives, providing dates, list of key attendees and purpose
of meeting. Add comments on any key requests, agreements, resolutions or issues.
Issues may include:
Route selection, control points. Is this still valid?
Road design/dimension through built up areas
Road safety issues, footways, dust
Flood history
Land acquisition, resettlement and compensation
Complimentary community activities
Timing of construction
Future access to local properties

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Use of local gravel and water resources


Use of local labour
Disruption, reinstatement and construction of services, road and footway access
Environmental management
This list is not exhaustive and other issues may be raised by those consulted.

3.0 Traffic Data


3.1 Traffic Volume Surveys
Describe/confirm:
details of the types and methods of surveys carried out (as requested in the Terms
of Reference)
source of data historic or new field survey
locations
classified survey results for homogeneous sections of the road and provide any
comments
date of data collection

3.2 Traffic Axle Loading


Describe/confirm:
details of the types of surveys carried out (as requested in the Terms of
Reference)
source of data historic or new field survey
locations
vehicle classification
survey results and commentary
date of data collection
Provide the calculation and estimate of traffic loading for the current year for the different
classes of commercial vehicles, and the summary. (Note: This information will be used in
Section on Economic Data, Traffic Forecast of this Report, and it is not necessary to detail
the growth calculations and forecast in Section 3.2)

4.0 Highway Engineering


4.1 Route Selection
Provide a brief summary of the Route Selection Report, making reference to that report
and the recommendation. State the dates of its submission and approval by ERA. If the
Report has not been formally approved, this should be highlighted and the risks and
consequences made known.

4.2 Preliminary Engineering Design


Where applicable the following to be provided:
Road Classification
Design life
Earthworks estimate of volume for soft and rock

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Project Name Feasibility Study Report Month Year

Area to be paved estimate to include carriageway, shoulders, widening through


built-up areas, bus bays, lay-bys
Roadside structures, estimate of type and volume
Materials available for construction, estimate of quantities and locations
Major cross drainage structures
Culverts and side drainage types
Bridges and major waterway crossings - existing bridges and their condition,
proposed sites for new bridges and site conditions, lengths, widths, span
arrangements and proposed bridge type

For homogeneous sections of the road, Tables 4.2.1, 4.2.2, and 4.2.3 below provide
details of the proposed dimensions of the road, the traffic volume and calculated loading,
and the proposed pavement design.

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Table 4.2.1 Road Section - Dimensions


No Name of Section Start Point End Point Length km Carriage- Shoulder Comments on Terrain
km km way width m and Adjacent Land
width m Use
Flat, Village (name)

The table above may be repeated for different options that may have been considered

Table 4.2.2 Road Section - Traffic Volume and Loading


No Name of Section Start Point End Point Traffic Vol ESA Comments
km km AADT million veh

Table 4.2.3 Road Section - Preliminary Pavement Design


No Name of Section Start End Length Carriage Shoulder Preliminary Pavement Design
Point Point way Surfacing
Surfacing
Km km km Type Type Type Thickness
mm
e.g. e.g. e.g.
AC 50mm AC 50mm Base - crushed rock
DBST DBST Sub base - gravel
Capping - gravel
Gravel Gravel

The table above may be repeated for different options that may have been considered

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4.3 Preliminary Project Costs


Estimates should be made as accurately as possible for the level of information gathered as
per the requirements of the TOR.
Confirm that the cost estimates include or make allowance for:
Physical construction works permanent and temporary works
Relocation of utilities
Complimentary activities, social engineering and HIV/AIDS programmes
Supervision consulting services
Mitigation of environmental and social impacts (in accordance with EIA Study Report)
Acquisition of the Right of Way (compensation and resettlement costs)
Allowance for physical and price contingencies
Import duties and all taxes
Inflation (how much is the price likely to increase between feasibility study and
construction, based on current rates of inflation within the construction industry)
Operation and Maintenance Costs (particularly where alternative surfacing proposed
may affect whole life costs)
Provide the total estimates in Ethiopian Birr and US$, stating the exchange rate used
and the date applicable.
Where applicable make comments on any known risks to the cost.

5.0 Economic Data


5.1 Traffic Growth and Forecast
Describe/confirm:
Forecasting methodology economic modelling / transport demand / historic traffic
trends
Summary of traffic surveys carried out and secondary data collected
Traffic data analysis and assignment of traffic on project road existing, diverted,
generated, induced traffic (motorised and non-motorised)
Project traffic growth, traffic volumes and composition

5.2 Vehicle Operating Costs


Provide details of vehicle operating costs
Consider and confirm the following in financial and economic terms where appropriate:
Price of new vehicles
Price of tyres
Labour cost, maintenance and crew
Cost of fuel and lubricants
Fleet characteristics

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Value of passenger time


Date of data collection

6.0 Economic Evaluation


Consider and confirm the following:
method of analysis used
expected start date of construction works
estimated duration of construction
base year for cost data
discount rate used
discount year
period of analysis (years)
values for time and accidents
other issues identified by the economist

Provide evaluation results for


Economic Internal rate of Return (EIRR)
Net Present Value (NPV)
Sensitivity analysis for changes in costs by (15%) 20%, and changes in benefits by
(15%) 20%
Sensitivity analysis for project commencement 3 years later that envisaged

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Project Name Specific Design Standards Report Month Year

Specific Design Standards Report

CONTENTS
Abbreviations
List of Associated Project Reports

1.0 Introduction
1.1 Introduction and Purpose
1.2 Scope of Services and Objectives
1.3 Project Description
2.0 Road Alignment
2.1 Factors Affecting Standards
2.2 Road Widths, Cross Sections
2.3 Geometric Design Parameters
2.4 Special Consideration Aspects to Meet Standards
2.5 Departures from Standards
3.0 Pavement Design
3.1 Design Period
3.2 Pavement Types and Construction
3.3 Departures from Standards
4.0 Drainage
4.1 Design Criteria and Methods
4.2 Departures from Standards
5.0 Roadside Structures
6.0 Bridges
6.1 Preliminary Layouts and Dimensions
6.2 Design Criteria and Methods
6.3 Departures from Standards

List of Tables
Table 1.4.1 Project Description
List of Figures
Appendices

Add as necessary

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Note for the report writer


In writing the report, it is not necessary to repeat or copy sections of the ERA Design
Manuals, but to summarise the criteria that applies to project road, and make reference to
the Design Manuals. Keep the report project specific.
The ERA Design Manuals are comprehensive, and make reference to other international
manuals. For example the Geometric Design Manual-2002 is based on a review of the
design standards of several countries, among which are AASHTO, ITE, FHA, USDOT and
TRB (USA), TRRL (UK), TCDE (Ethiopia), Kenya standards, Tanzania standards, CSRA
(South Africa), NAASRA (Australia), DRCR (Switzerland), IRC and MOST (India), TEM
(European) and IPTANA (Romania). In the selection of the appropriate standards for
Ethiopia, material from these and other sources have been gleaned and evaluated to
determine the set of standards most appropriate for Ethiopia and Ethiopian conditions.It is
therefore not necessary to supplement the ERA Design Manuals with other manuals,
unless there are compelling circumstances, which are clearly explained.

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 Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of the Design Standards Reports is:
to establish and schedule all appropriate design standards and criteria for the
project road, ensuring that these are in accordance with ERA Design Manuals;
to provide all the necessary information on design standards and criteria for the
designers to carry out the design.
Remember that this is the standards report and not the design report.

1.2 Scope of Services and Objectives


Briefly summarise the scope of the service to be provided, based on contract documents
and any other information updated during the services.

1.3 Project Description


Table 1.4.1 Project Description
Project Name

Road No

Region / Zone

Starting Point Description

Ending Point Description

Length (km)

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Project Name Specific Design Standards Report Month Year

Road Functional Classification As per ERA Standard Design Classification

Climate Classification As per ERA Standard Design Classification


Elevation (m) (min max)
Traffic Volume Classification As per ERA Standard Design Classification

Where the Road Functional Classification, the Climate Classification or the Traffic Volume
Classification varies along the length of the road, provide details of these variations (start
km end km).

2.0 Road Alignment


2.1 Factors Affecting Standards
Describe
Terrain and Environmental Considerations
Road Safety Considerations
Traffic Volume and Characteristics
Design Speed and Speed Controls

2.2 Road Widths, Cross Sections


Confirm the road classification. Make reference to Table 2.1 of the ERA Geometric Design
Manual.
Confirm carriageway and shoulder widths, side slopes, side drain widths for different road
profiles, and provide standard cross sections for all variations along the project road.

2.3 Geometric Design Parameters


List the design parameters for horizontal and vertical alignment specific to the project road,
as per the ERA Geometric Design Manual, Tables 2-3 to 2-12.

2.4 Special Consideration and Departures from Standards


Describe any areas of the project road that will may either require special consideration to
meet the standards or may warrant a departure from the standard - e.g. use of a gradient
greater than desirable or absolute maximum, to reduce excessive earthworks quantities, to
avoid land take of key features, obstructions, utilities etc.

2.5 Departures from Standards


Describe any potential departures from ERA Geometric Design Manuals, or state that no
departures are foreseen.

3.0 Pavement Design


3.1 Design Period
Confirm the design period. Refer to ERA Pavement Design Manual, Volume 1, Chapter 2

3.2 Pavement Types and Construction

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Project Name Specific Design Standards Report Month Year

Confirm the proposed method of construction - New, full or partial reconstruction, use of
existing pavement structure, use of new or recycled materials, overlay
Confirm the proposed road pavement type - Unbound gravel, stabilized/bound gravel, road
surface alternatives - gravel, DBST or AC, rigid, etc.
List any potential risks to the proposed method of construction and pavement type that
need to be investigated such as availability of materials for pavement layers, potential
sources of gravel, stone, water. Refer to Analysis of Alternative Solutions (Chapter 6 of
ERA Pavement Rehabilitation and Asphalt Overlay Manual)

3.3 Departures from Standards


Describe any potential departures from ERA Pavement Design Manuals, or ERA Pavement
Rehabilitation and Asphalt Overlay Manual, or state that no departures are foreseen.

4.0 Drainage
4.1 Design Criteria and Methods
Describe or confirm:
Design storm frequencies for different drainage structures, taking into account
location, flood hazards to upstream land or property or downstream scour, strategic
importance of roads, alternative routes, economic or environmental consequences
Runoff formulas to be used for computing flow rates with basin size limits;
Hydrologic Flood Methods to be used (ERA Drainage Design Manual, Chapter 5)
Methods for computing time of concentration or time to peak;
Are culverts to be used for dual purpose utilities, navigation, land access, animal
or fish passage,
Side ditch design erosion control considerations and criteria, energy dissipaters
Vehicular loading on structures
Terrain type, existing vegetation and land use, soil and geological type
Anticipated future land use changes that may affect runoff rates and volumes;
Project specific coefficients and factors runoff, frequency, time of concentration etc

4.2 Departures from Standards


Describe any potential departures from ERA Drainage Design Manual, or state that no
departures are foreseen.

5.0 Roadside Structures


Describe the criteria for use of retaining walls, dry stone walls, gabion walls, slope design
parameters

6.0 Bridges
6.1 Preliminary Layouts and Dimensions
Describe and where necessary provide outline drawings, including widths and cross
section, dimensions of carriageway and footway, span lengths, proposed type of
substructure, piers and abutments, and superstructure

6.2 Design Criteria and Methods

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Project Type Ethiopian Roads Authority
Project Name Specific Design Standards Report Month Year

Describe the loading requirements in relation to the bridge type, location and road
classification.

6.3 Departures from Standards


Describe any proposed departures from Standards in ERA Bridge Design Manual, or state
that no departures are foreseen

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Project Type Ethiopian Roads Authority
Project Name Materials and Site Investigation Report Month Year

Materials and Site Investigation Report (Outline Contents only)


(The Report Contents are copied from ERA Site Investigation Manual, 2002, Chapter 8, Soils and
Materials Report. The writer should check for later revisions of this Manual.)

CONTENTS

1. INTRODUCTION
1.1 Project Background (General Description of Project)
1.2 Location, accessibility, existing facilities
1.3 Purpose and scope of the report (stage of the study for which the report is intended)
2. CLIMATE, GEOLOGY AND TOPOGRAPHY
2.1 Physiography
2.2 Climate
2.3 Geological Setting
3. FIELD INVESTIGATIONS
3.1 General
3.2 Subgrade Investigations
3.3 Construction materials survey
3.3.1 Soil Borrow Areas
3.3.2 Gravel Borrow Pits
3.3.3 Crushed Stone Quarries
3.3.4 Sand Quarries
3.3.5 Water Sources
4. LABORATORY INVESTIGATIONS
4.1 General
4.2 Subgrade
4.3 Investigations for Construction Materials
5. FOUNDATION INVESTIGATIONS
6. CONCLUSIONS AND RECOMMENDATIONS
6.1 General
6.2 Subgrade
6.3 Construction Materials
6.4 Foundations
6.5 Special Problems and construction considerations

List of Abbreviations
List of Associated Project Reports

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Project Name Materials and Site Investigation Report Month Year

List of Tables
Suggestions are:
- Mean monthly rainfall
- Mean monthly temperatures (maximum and minimum)
- Summary of soil borrow pits
- Gravel quarries
- Crushed stone quarries
- Sources of sand
- Water sources
- Number of tests carried out at various laboratories
- Laboratory tests results: soil borrow materials
- Laboratory tests results: gravel borrow pits
- Laboratory tests results: crushed stone aggregates
- Laboratory tests results: sand
- Laboratory tests results: water

List of Figures
Suggestions are:
- Location Map
- Typical roadway cross-sections
- Soil Borrow Pits Locations
- Gravel Borrow Pits Locations
- Sand and Stone Quarries Locations

List of Appendices
Suggestions are:
- General Roadway Profile
- Test Pit and/or Boring Log Legend/Description
- Test Pits and/or Boring Logs
- In-situ density tests results for subgrade soils
- DCP tests results
- Laboratory Tests Results

Photographs

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Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Engineering Design Report

CONTENTS
Abbreviations

1.0 Introduction
1.1 Introduction and Purpose
1.2 Contract Data
1.3 Scope of Services and Objectives
1.4 Project Description

2.0 Review of Previous Reports


2.1 Route Selection
2.2 Feasibility Study

3.0 Topographical Survey


3.1 Mobilisation Surveyors and Equipment
3.2 Review of Existing Data and Maps
3.3 Survey Methods and Reduction
3.4 Identification and Establishment of Control Points

4.0 Hydrological and Hydraulic Analysis


4.1 Review of Existing Data and Maps
4.2 Existing and Possible Future Conditions
4.3 Departures from Standards
4.4 Hydrology
4.5 Hydraulics

5.0 Geometric Design


5.1 Review of Existing Data and Maps
5.2 Design

6.0 Road Safety


6.1 Review of Existing Accident Data
6.2 Road Safety Design

7.0 Pavement Design


7.1 Design Standards and Departures
7.2 Traffic Loading
7.3 Subgrade Conditions
7.4 Pavement Design
7.5 Sources of Materials

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8.0 Geotechnical
8.1 Site Reconnaissance for Slope Stability
8.2 Design Criteria
8.3 Design of Embankments and Cuttings and Retaining Structures

9.0 Utilities and Private Accesses


8.1 Utilities
8.2 Private Accesses

List of Associated Project Reports


Route Selection Report
Feasibility Study
Specific Standards Design Report
Materials and Site Investigation Report
Environmental Impact Assessment
Resettlement Action Plan
Bridge Design Report

List of Tables
Table 1.4.1 Project Description
Table 1.4.2 Project Control Points
Table 5.2.1 Road Sections and Dimensions
Table 7.2.1 Road Sections: Traffic Volume and Loading
Table 7.3.1 Subgrade Conditions
Table 7.4.1 Road Sections: Pavement Design
Table 7.5.1 Borrow Pits and Quarries
Table 8.1.1 Sections Requiring Slope Stability Investigation
Table 8.3.1 Slope Stability Measures
Table 9.1.1 Works for Utilities
Table 9.2.1 Works for Private Accesses
Add further Tables where necessary

List of Figures,
Figure 7.3.1 Road Sections: Subgrade CBR
Add Figures where necessary

Appendices
Comments and Responses
Add Appendices as necessary

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Project Type Ethiopian Roads Authority
Project Name Engineering Design 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 Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of the Engineering Design Report is to present a record of the process for detailed
highway design, including all the aspects not covered in other project reports. It makes reference to
the other project reports, recording and commenting on any departures from them, but does not
repeat significant parts of those reports. It is also aimed at providing necessary information that will
be needed by ERA and their site supervision team during construction.

1.2 Contract Data


Project Name: Insert Project Name as per Contract Document
Project 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
Project Period: xx months, as per Contract Document or signed amendment
Consultancy Contract:
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Planned Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months
Expected Duration Phase 1: Feasibility Study, xx months; Completion Date
Phase 2: Detailed Design, yy months; Completion Date

1.3 Scope of Services and Objectives


Summarise the scope of the service to be provided, based on contract documents and any
other information provided during the services.
Provide details of any changes to the Scope of Services or Methodology that have been
agreed since the approval of the Inception Report. Provide copies of any relevant
correspondence in the Appendices.

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Project Name Engineering Design Report Month Year

1.4 Project Description


This description should be summarised from the Route Selection Report.
Table 1.4.1 Project Description
Project Name

Road No

Region / Zone

Starting Point Description

Ending Point Description

Length (km)

Road Functional Classification As per ERA Standard Design Classification

Climate Classification As per ERA Standard Design Classification


Elevation (m) (min max)
Traffic Volume Classification As per ERA Standard Design Classification

Where the Road Functional Classification, the Climate Classification or the Traffic Volume
Classification varies along the length of the road, provide details of these variations (start
km end km).

Table 1.4.2 Project Control Points


No. Start km End km Description of Key Points Terrain
As per ERA
Standard Design
Classification

Note: the Description of Key Points shall include for towns, villages, major intersections,
major rivers/bridges and changes in topography/terrain
Describe any existing local development plans and current projects, town plans that have
been taken into account during the design process, and how these have affected the
design.
Provide maps showing
location of project within country
road corridor identifying major towns and other key features.
Provide photographs in the Appendix (suggest approximately 4 pages of 4-6 photos each).

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

2.0 Review of Previous Reports


2.1 Route Selection
Briefly state the outcome and results of the route selection. Include a map of the alternate
routes in the Appendices. If any decisions made in the Route Selection Report have been
changed, identify the changes and the reasons.

2.2 Feasibility Study


Summarise the results of the Feasibility Study. If there has been a significant difference
(more that 20%) in the estimated project costs between those presented in the Feasibility
Study and the latest Engineering Estimate then revised economic evaluation results should
be presented.
If it is known that since the Feasibility Study that there have been significant changes (more
that 20%) to the forecast traffic data, economic data or vehicle operating costs, these
should be highlighted and reasons provided, and revised economic evaluation results
should be presented.
Where a full review of a previous Feasibility Study is required by the Terms of Reference,
then this should be presented in a separate report.

3.0 Topographical Survey


Refer to Chapter 4 of the ERA Geometric Design Manual for guidance.

3.1 Mobilisation of Surveyors and Equipment


Provide a list of all the surveyors used, together with their position, total years of experience
and qualifications. Provide details of the timing of their inputs in the field and in the office.

List the surveying equipment used, and details of vertical and horizontal accuracy for each
item. Where appropriate provide details of the latest calibration and certification.

3.2 Review of Existing Data and Maps


Provide a list of the maps, aerial photographs, satellite imagery, and external data that has
been found and used. Comment on the adequacy and accuracy of existing maps and data,
and detail any necessary measures taken to overcome potential discrepancies, conflicts or
lack of data.

3.3 Survey Methods and Reduction


Describe the following:
Surveys methods used on site
Extent of the survey
Features surveyed and the associated codes used for each type of feature.
Closing errors
Level of accuracy achieved
Methods of reduction
Correlation with Ethiopian Grid (where appropriate)
GPS checks and correlation
Types of software used
Any other relevant information

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

3.4 Identification and Establishment of Control Points


Provide all information necessary for survey works during construction, including details of
all control points and bench marks with:
Reference Nos.
Physical nature of control points and physical markings
Nominal chainage
Side and offset
Elevation
Coordinates and coordinate type
Scale factors
Notes on the inter-visibility of points
Provide photographs and sketch maps of control points.
This information may be provided in separate Volume and/or CD

4.0 Hydrological and Hydraulic Analysis


Refer to the ERA Drainage Design Manual for guidance.

4.1 Review of Existing Data and Maps


Provide a list of the maps, aerial photographs, satellite imagery, and external data that has
been found and used. Comment on the adequacy and accuracy of existing maps and data,
and detail any necessary measures taken to overcome potential discrepancies, conflicts or
lack of data.
Identify the source maps used for determining catchment areas.

4.2 Existing and Possible Future Conditions


Provide a table of historic monthly climate (rainfall and temperature) data for the project
area.
Provide details of the existing land use, soil classification and vegetation in the catchment
areas, and comment on any potential changes to the land use that will affect runoff during
the design period.
Provide historic flood data along the length of the project road. This should be collected
from existing records and also from local consultation.

4.3 Departures from Standards


Describe any proposed departures from Standards in ERA Drainage Design Manual, or
state that no departures are foreseen

4.4 Hydrology
Refer to the ERA Drainage Design Manual.
Include:
Statement of design storm frequencies
Runoff formulas to be used for computing flow rates with basin size limits;
Methods for computing time of concentration or time to peak;
Sources of rainfall intensity, depth, duration, and frequency curves;
Flood estimation
Other information needed by the designer for determination of flow rates for ditches
and culverts;

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Describe any departures from or clarifications to the ERA Drainage Design Manual. Refer
to Section 2.2 of the Drainage Design Manual.

4.5 Hydraulics
Existing Drainage Conditions
Culverts
Bridges
Side-drainage and Channel Design
Erosion and Siltation Control

5.0 Geometric Design


5.1 Review of Existing Data and Maps
Provide a list of the maps, aerial photographs, satellite imagery, and external data that has
been found and used. Comment on the adequacy and accuracy of existing maps and data,
and detail any necessary measures taken to overcome potential discrepancies, conflicts or
lack of data.
Provide a map of the selected road corridor, highlighting any significant features.

5.2 Design
Describe any departures or changes to design criteria that have been made since the
submission of the Specific Design Standards Report.

State the road classification.

The Road Sections and Dimensions are shown in Table 5.2.1 below indicating how the
road has been divided into separate sections relating to different design speeds and road
widths. A new section has been started where there is a change in design speed, road
width, right of way width, and also at major junctions and bridges.

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Table 5.2.1 Road Sections and Dimensions


No Name of Section Start Point End Point Design Length km Carriage- Shoulder Terrain
km km Speed way width width m
km/h m

Start a new section for each change in design speed, ROW width, carriageway width, and at major junctions and bridges.

Q4.09 Rev 5/11 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

6.0 Road Safety


6.1 Review of Existing Accident Data
Where existing accident data exists, summarise this data and highlight any obvious black
spots.

6.2 Road Safety Design


List the locations of all the schools along the length of the road.
Identify areas of pedestrian concentration along the road, both for crossing points, and
where pedestrians walk along the road. Provide pedestrian counts from selected areas.
The completed geometric design will have been carried out in accordance with the
Geometric Design Manual, and as such will include for road safety measures insofar as the
described in the Manual. In addition, it is necessary to list and comment on other road
safety measures that have been incorporated into the design, e.g.:
Speed restriction measures
Pedestrian crossings
Pedestrian/ vehicle separation footways, footpaths, barriers
Sealed shoulders
Access control and junction improvements
Safety barriers/guardrails
Road markings
Road studs
Marker posts (reflective)
Regulatory signs
Warning signs
Pedestrian signs
Bus bays, lay-byes
Traffic management measures
Lighting
Traffic signals
Emergency ramps

7.0 Pavement Design


7.1 Design Standards and Departures
State any departures that have been necessary from the ERA Pavement Design Manuals
or the information given in the Specific Design Report, giving reasons.

State the design period.

Briefly describe the proposed method of construction - New, full or partial reconstruction,
use of existing pavement structure, use of new or recycled materials, overlay
Confirm the proposed road pavement type - Unbound gravel, stabilized/bound gravel, road
surface alternatives - gravel, DBST or AC, rigid, etc.
List any potential risks to the proposed method of construction and pavement type that
need to be investigated further during construction such as availability of materials for
pavement layers, potential sources of gravel, stone, water. Refer to Analysis of Alternative
Solutions (Chapter 6 of ERA Pavement Rehabilitation and Asphalt Overlay Manual)

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

7.2 Traffic Loading


The traffic axle loading for homogeneous sections of the road will have been calculated in
the Feasibility Study Report Section 3.2 and summarised in the Feasibility Study Report
Table 4.2.2 - Road Section Traffic Volumes and Loading.
If a Feasibility Study Report has not been completed, provide all the information required for
Sections 3.2 and 6.1 from that standard report format.

Table 7.2.1 Road Sections: Traffic Volume and Loading shows homogeneous sections for
traffic loading. (See Table at end of Section 7 of this Report)

7.3 Subgrade Conditions


Briefly describe the geology along the length of the road.
Briefly describe the methods used for assessing subgrade strength, and the site
investigation along the length of the road. This will be reported in full in the Materials and
Site Investigation Report, and only a brief summary is required.
Table 7.3.1 Subgrade Conditions shows the results of the existing subgrade
investigations along the length of the road. (See Table at end of Section 7 of this Report)

Figure 7.3.1 Road Sections: Subgrade CBR shows the CBR in a graphical format, and
how the road has been divided into separate homogeneous sections for the purpose of
pavement design. (See Table at end of Section 7 of this Report)

7.4 Pavement Design


From the results of Sections 7.2 and 7.3, present the design for the road pavement.
Table 7.4.1 Road Sections: Pavement Design shows the design thicknesses for the
pavement layers for homogeneous sections of the road. (See Table at end of Section 7 of
this Report)
Describe any conditions taken into account in the design of the road pavement, if any:
Use of mechanical or chemical stabilisation
Use of geotextiles
Full or partial use of existing pavement layers
Sections with capping layers or layers of additional fill
Sections with excavation of unsuitable material
Sections with fill surcharge

7.5 Sources of Materials


Briefly describe the site investigation findings for material sources. This will be reported in
full in the Materials and Site Investigation Report, and only a brief summary is required.

Provide a map showing the locations of the borrow pits and rock quarries, indicating the
reference number of each source.

For all borrow pits and quarries provide a summary table showing the following:

Table 7.5.1 Borrow Pits and Quarries shows the location of natural material sources for
the road. (See Table at end of Section 7 of this Report) The table also provides a summary
of the following details:

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Ref No.
Local Name (where this is known)
GPS Coordinates of approximate centre
Chainage of access road (if there is no access road, give chainage at a right-angle
from the road to the borrow pit)
Offset distance along access road and side (if there is no access road, give the
right-angled distance from the road)
Type of material expected from the source
Quantity of material expected from the source
Commentary on land ownership and issues that may arise from use of the source,
the construction of an access road, and the possible storage of gravel and
aggregates

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Table 7.2.1 Road Sections: Traffic Volume and Loading


No Name of Section Start Point End Point Traffic Vol ESA Comments
km km AADT million veh

Table 7.3.1 Subgrade Conditions


No. Chainage CBR %
0 + 000

Figure 7.3.1 Road Sections: Subgrade CBR


Insert a chart of CBR/Chainage indicating how the road has been divided into separate homogeneous sections for the purpose of pavement
design.

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Table 7.4.1 Road Sections: Pavement Design


No Name of Section Start End Length Carriage Shoulder Pavement
Point Point way Surfacing
Surfacing
km km km Thickness & Type Thickness & Type
e.g. e.g. e.g.
50mm AC 50mm AC xxx mm Base - crushed rock
DBST DBST (Specification Clause xxx)
xxx mm xxx mm xxx mm Sub-base - gravel
Gravel Gravel (Specification Clause xxx)
xxx mm Improved subgrade
(capping) gravel (Specification
Clause xxx)
Other measures:
Use of mechanical or chemical
stabilisation
Use of geotextiles
Full or partial use of existing
pavement layers
Sections with capping layers or
layers of additional fill
Sections with excavation of
unsuitable material
Sections with fill surcharge

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Table 7.5.1 Borrow Pits and Quarries


Ref. Local Name GPS Coordinates Chainage Offset Type of Quantity Comments
No. Distance Material Material
(m) & cu.m.
Side

Northings and 0 + 000 e.g. e.g. Base


Eastings 100m Sub-base
Left

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

8.0 Geotechnical
8.1 Site Reconnaissance for Slope Stability
Where appropriate provide geological maps covering the length of the road. Describe the
initial site reconnaissance for slope stability issue.
List those slopes that are considered to be at risk and have had specific site investigation.
The site investigation and the results will have been described in the Materials and Site
Investigation Report.

The slopes along the length of the road that are considered to be at risk have been
identified, and where appropriate have had further specific site investigation. Table 8.1.1
shows the sections that require specific slope stability measures.

Table 8.1.1 Sections Requiring Slope Stability Investigation


No. Start km End km Length m Comments

8.2 Design Criteria


Describe the derivation of design parameters.
Describe the methods used for the design of cut and fill slopes, and retaining structures

8.3 Design of Embankments, Cuttings and Retaining Structures


Provide recommendations for general cut-slope and fill-slope angles taking into account
slope stability and erosion control. Describe the proposed erosion control measures.
Where embankments are not appropriate due to the steepness of the existing terrain,
identify these areas, and list the designs for the retaining structures.

Table 8.3.1 lists the proposed slope stability measures required along the length of the
road. It is considered that this list may not be exhaustive and that further measures may be
identified during construction. To allow for this, the estimated quantities for (list item
descriptions) have been increased by xx%.

Table 8.3.1 Slope Stability Measures


No. Start km End km Length Cut Slope / Description of Slope
m Embankment Stability Measures
e.g. non standard slope
angle specified, dry stone
wall, gabion wall, etc

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

9.0 Utilities and Private Accesses


9.1 Utilities
Table 9.1.1 Works for Utilities provides a list of all utilities that are within the construction
area or will be affected the construction work. The table indicates the type of utility, location,
height above or depth below ground, and the works required to protect or relocate the
utility.

Provide details of the consultation and communication carried out with all Utility Companies
and private individuals for electricity, telephone, water, railway, private drainage pipes and
channels, irrigation pipes and channels etc.. Highlight any agreements made, and provide
copies of letters/ minutes of meetings in the Appendices.

9.2 Private Accesses


Table 9.2.1 Private Accesses provides a list of all the private accesses, footpaths and steps
that are within the construction area or will be affected the construction work. The table
indicates the type, location, and the works required to protect, reinstate or relocate the
access or footpath.

Provide details of the consultation and communication carried out with all private individuals
on accesses, footpaths and steps. Highlight any agreements made, and provide copies of
letters/ minutes of meetings in the Appendices.

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Engineering Design Report Month Year

Table 9.1.1 Works for Utilities


No. Type Location Level / Approx Side Utility Affected Type of Works Works Required
km Above Height LHS / by Works Required Temporary or
Ground / m RHS Permanent
Buried
Utility affected / Utility requires Measures to be
not affected by protection, taken are
works relocation, temporary /
upgrading or permanent.
replacing.

Type to include - electricity, telephone, water, railway, private drainage pipes and channels, irrigation channels.

Table 9.2.1 Works for Private Accesses


No. Type Location Side Access Affected Type of Works Required /
km LHS / RHS by Works Comments
Access affected / New access/footway/steps required.
not affected by Culvert / covered drain required
works

Type to include - private vehicular access and footpath/steps.

Q4.09 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Completion Report Month Year

Completion Report

CONTENTS
Abbreviations

1.0 Introduction
1.1 Introduction and Purpose
1.2 Contract Data
1.3 Scope of Services and Objectives
2.0 Inputs
3.0 Outputs
4.0 ERAs performance
5.0 Financial and Contract Management
6.0 Conclusions and recommendations

Q4.10 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project 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 Type of Service, e.g.
Feasibility Study, Detailed Design, etc. for Project Name.
The purpose of this report is to provide a summary of the final inputs and outputs of the
Consultancy services, and to draw any conclusions and lessons learned for future projects.

1.2 Contract Data

Project Name: Insert Project Name as per Contract Document


Project 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
Project Period: xx months, as per Contract Document
Consultancy Contract:
Commencement Date: Insert date and how informed (e.g. Kick-Off Meeting or ERA
letter)
Planned Duration: Phase 1: Feasibility Study, xx months
Phase 2: Detailed Design, yy months
Construction Supervision, zz months
Actual Duration Phase 1: Feasibility Study, xx months; Completion Date
Phase 2: Detailed Design, yy months; Completion Date

1.3 Scope of Services and Objectives


Summarise the scope of the service to be provided, based on contract documents and any
other information provided during the services.
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 Inputs
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 by client
Duration of services

Q4.10 Rev 3/12 Page No Name of Consultant


Project Type Ethiopian Roads Authority
Project Name Completion Report Month Year

Comment on any difficulties that may have arisen due to insufficient estimates of inputs
required to complete the services?
How does the consultant suggest these could be prevented in the future?

3.0 Outputs
Provide a comparison of actual outputs against the requirements for outputs and
deliverables defined in the contract documents
Were progress and technical reports submitted in accordance with originally planned target
dates?
Were progress and technical reports in accordance with the requirements of the contract
documents?
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, field surveys and investigation, access to site, security, etc.
What was done to overcome such difficulties and ensure outputs met ERAs technical and
quality requirements on time and to budget?

4.0 ERAs performance


Did ERA provide their comments on the outputs submitted within the agreed timeframe?
Did ERA respond effectively and in a timely manner to any issues raised during progress
meetings and / or through formal correspondence?
What difficulties were experienced that ERA may have been able to do more to help
overcome?
Was the approach one of partnership between ERA and Consultant, or one of Client and
Provider?

5.0 Financial and Contract Management


Provide a table in the Appendix of amounts and dates of invoices and payments in the
currencies of the Contract. Include VAT and tax.
Provide a comparison of the totals with the Contract Amounts.
Comments if required on the timing of payments by the Client.
List any claims approved or pending.
List any contract amendments giving details of changes to inputs, scope of works, costs
and timing.

6.0 Conclusions and recommendations


What recommendations does the consultant have for future improvements?

Q4.10 Rev 3/12 Page No Name of Consultant


Ethiopian Roads Authority

Agenda for Kick-Off Meeting


1. Introductions and Communication
Introduction of personnel from ERA & Consultant (ERA team: Team Leader, Counterpart Engineer,
key staff from other sections where required.)
Consultants Team: Team Leader, Deputy Team Leader, other key professionals.
Lines of formal and informal communication between ERA and consultant, and correspondence
requirements. These should be clearly established to avoid confusion later.
Consultants address, contact Nos., email
ERA to confirm Project Engineer, and contact Nos.
Frequency and participants for progress meetings
2. Scope and Timing of Services
Project background and expectations of ERA and consultant
Contract constraints, start and end dates, project value
Review of scope of services, key issues to address and deliverables to be submitted
Review of project details, including start and end locations of the project, provisional town section
limits, etc
Project work plan and format for submission of deliverables including ERA internal distribution and
timing for issue of comments on draft reports.
3. Consultants Mobilisation
Changes, if any to the Consultants key personnel
Consultants resource mobilisation schedule and its adequacy
Necessary letters required from ERA regarding Work Permits, Temporary Residence ID, Vehicle
procurement and Registration, VAT and tax registration, driving licences, etc as required.
4. Technical Issues
Proposed schedule for site visits and provisional dates for ERA site visits
Critical issues to be addressed and lessons learned from previous projects of similar nature
Road classification and design standards to be used, including procedure for applying for departures
from standards
5. Financial Management
Invoicing process, supporting documents, invoice format and number of copies to be submitted
6. Quality Management
ERA to issue CD with current Quality Manual including relevant design manuals and guidelines, and
standard forms to be used.
ERA to advise Consultant of Performance Appraisal System.
7. Any other matters
As raised by ERA or the Consultant.
Next Progress Meeting - Date and Venue.

Q4.11 Rev 3/12


Ethiopian Roads Authority

Agenda for Progress Meeting

1. Actions from Previous Meeting


Status report on actions identified during previous meeting
2. Progress Update
Have all agreed targets been met? If not, why not?
Discuss any problems experienced and what needs to be done to overcome them
What is the impact of any delay on overall work plan
3. Issues affecting progress / quality of work
Have the previously raised issues been addressed?
What is the status of previously raised issues that have not been fully addressed? Is there any
change in status?
Are there any new issues to raise?
4. Staffing
Discuss any planned leave, site visits, and inputs of key professionals.
Are there any issues / difficulties relating to project staffing?
5. Deliverables
What deliverables were due and submitted this month, were they on time and did they meet
minimum quality standards?
What responses from ERA were due, and were they forthcoming?
What deliverables are expected to be submitted in the next month?
6. Work Plan for Next Month
Does the agreed work plan still reflect the actual situation? If not, what changes are required and
how do these impact on the overall delivery schedule?
Does an updated work plan need to be agreed, which accommodates delays and attempts to
minimise the overall impact of delays?
What risks (difficulties / uncertainties) are anticipated that may affect progress and how will these
be managed?
7. Responsibilities of ERA / External parties
Are there any tasks that need the input / actions / decisions from ERA or external parties? What are
the potential impacts if these are delayed?
8. Financial and Contract Management
Discuss invoices submitted and payments made. Is everything up to date?
Are there any issues to be addressed?
Are there any claims pending, or proposed amendments to the contract?
9. Any Other Business
As raised by Consultant or ERA.

Q4.13 Rev 3/12


Ethiopian Roads Authority

Format for Minutes of Meeting


MINUTES OF MEETING No. #

Project Name:

Project No:

Date and Time:

Venue:

Members Present

Apologies

Copies To

Item Target Action


No. Date

Q4.13 Rev 3/12

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