Supervision Manual

REPBULIC OF KENYA
November, 2012
JAPAN INTERNATIONAL COOPERATION AGENCY
MINISTRY OF ROADS
in association with
Strengthening of Capacity on Road Maintenance Management through Contracting
Supervision and Contract Evaluation
Manual for Road Works
SupervisionandContractEvaluationManualforRoadWorks
1

FOREWORD
(One page for foreword)

2

Table of Contents

Abbreviations and Acronyms
1. Introduction
1.1 Supervision and contract evaluation system 5
1.2 Application of the Manual 6

2. Supervision 8
2.1 Supervisors 8
2.2 Supervision stages 8
2.3 Works execution programme 10
2.3.1 Purpose 10
2.3.2 Contents 11
2.3.3 Authorization procedures 14
2.4 Supervision Check List 14
2.4.1 Purpose 14
2.4.2 List Composition 14
2.4.3 Procedures 18
2.5 Check Points 20

3. Contract Evaluation 52
3.1 Application 52
3.1.1 Purpose 52
3.1.2 Evaluators 52
3.1.3 Evaluation timing 53
3.2 Evaluation procedures 54
3.3.1 Overall procedures 54
3.3.2 Grading 57
3.3 Evaluation items 59
3.4 Evaluation by Resident Engineer 60
3.4.1 Evaluation items 60
3.4.2 Grading criteria 60
3.4.3 Grading sheet 61
3.5 Evaluation by Engineers Representative 63
3.5.3 Bonus/Penalty 67
3
3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee 70
3.7 Weighting 79
3.7.1 Concept of weighting 79
3.7.2 Weight application for scoring 79
3.7.4 Inter-item weight 79
3.7.5 Weight by evaluator 80
3.7.6 Weight change 80
3.8 Contract evaluation scoring 80
3.8.1 Contract Evaluation Tally Sheet 80
3.8.2 Notification of Scores 83
3.8.3 Score database 83

Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 102
D. Monthly Progress Report templates 103
(Supervision check list) 112
E. Report for Substantial Completion Meeting 121
F. Contract evaluation tally sheet 122
F.1 Contract Evaluation Grading Sheet for Resident Engineer 123
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 122
F.3 Contract Evaluation Grading Sheet for QAO/IAC 124
F.4 Contract Evaluation Tally Sheet (Large scale work) 127
F.5 Contract Evaluation Tally Sheet (Small scale work) 128
F.6 Contract Evaluation Tally Sheet (Labour-based work) 129
G. Notification of scoring of contract evaluation 130
H. Taking Over Certificate 133
I. Database Format 134
I.1 Contract Evaluation Database Format in Authority 134
I.2 Integrated Contract Evaluation Database Format 135

4
Abbreviations and Acronyms
ARWP Annual Road Works Programme
CETS Contract Evaluation Tally Sheet
ER Engineers Representative
FIDIC Federation Internationale des Ingenieurs-Conseils
IAC Inspection and Acceptance Committee
JICA Japan International Cooperation Agency
KeNHA Kenya National Highways Authority
KeRRA Kenya Rural Roads Authority
KNBS Kenya National Bureau of Statistics
KRB Kenya Roads Board
KURA Kenya Urban Roads Authority
KWS Kenya Wildlife Service
M&T Material and Testing Department, Ministry of Roads
MOR Ministry of Roads
MOTC Ministry of Transport and Communication
PPOA Public Procurement Oversight Authority
RE Resident Engineer
RMM Road Maintenance Manual, May 2010
RMMS Road Maintenance Management System
SCL Supervision Check List
SSRBC Standard Specification for Road and Bridge Construction, 1986
QAO Quality Assurance Office
WEP Works Execution Programme

5
1. Introduction
1.1 Supervision and contract evaluation system
(1) General concept of supervision and contract evaluation system
The concept of supervision and contract evaluation system is to streamline the cyclic
management process as shown in Fig.1.1 for contracted road works. Through continuous exercise
of this cycle, the system will help Road Authorities supervise and manage road works effectively
and also give Contractors incentive to improve their performance.
This can be achieved by providing transparent and objective check and record methods. The
methods cover the key performance and technical requirements for road works and matters such
as safety, environmental and social impacts of the work execution. The latter are becoming more
significant in Kenya and needs careful mitigation actions to avoid any negative consequences
that may arise.

Fig.1.1 General Concept of Supervision and Contract Evaluation System

(2) Operational Procedure
Operational procedure is shown in Fig.1.2.
1) At launching stage, the Contractor submits Works Execution Programme (WEP) that is a
basis for the management of works.
2) During execution stage, Supervision Check List (SCL) is used by the Authority. SCL which is
unified format records the degree of compliance and achievement against performance targets.
The results recorded on SCL are used as a basis for contract evaluation.
3) At conclusion stage, contract evaluation is conducted using an objective method to assess the
overall performance and finished works. The result of evaluation is graded and then converted
to scores. The score is notified so that the Contractor can review their performance.
4) Since the scores are generated in a fair and transparent manner, they can be used as data for
relative comparison between contracts. All the scores derived from contract evaluation are
stored in a database.
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ManagementStages
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Scheduling
Safety
Environmental/Social
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Tendering
Supervision
Database
CheckList
Contract
Evaluation
Tendering
6
5) In subsequent procurements, the database may be referred to by the relevant Authorities,
procurement entities, or any other interested party. A companys scores in the past would be
taken into account in prequalification and tender evaluation.

Fig.1.2 Operational Flow of Supervision and Contract Evaluation System

1.2 Application of the Manual
(1) Application
This Manual which is administrated by the Ministry of Roads shall be applied to all road
works contracted by Roads Authorities in the Republic of KENYA. Target groups of the manual
are officers in the regional office and headquarters of the Authority who are in charge of the
management of contracted road works. The manual shall be applied to road maintenance,
construction, improvement, and rehabilitation of works.

(2) Relationship with other relevant documents
This manual shall be used in conjunction with other relevant documents as listed below:
1) Statutory Regulations
Public Procurement and Disposal Act2005
Public Procurement and Disposal Regulations 2006
2) Contract documents
(Guide to the use of FIDIC, Conditions of Contract for works of Civil Engineering
Construction, fourth edition, Federation international des ingenieurs-conseils, 1987)
3) Manuals
Standard Specification for Road and Bridge Construction, 1986 (SSRBC)
Road Maintenance Manual, May 2010 (RMM)
Contract Management Manual
Planning Manual for Preparation of the Annual Road Works Programme (ARWP) by
Road Agencies, Kenya Roads Board, February 2010
Authority
Contractor
Work
WorksExecutionProgramme
Submission
Procure
ment
Launching
Stage
ExecutionStage
Conclusion
Stage
Next
Procure
ment
Finished
Product
Score
Score
SupervisionCheckList Contract
Evaluation
Grading/Scoring
Evaluation
Check & Record
Check & Record
7
Road Design Manual, MoTC
Road Safety Audit, 2009

(4) Documentation
The following documents are prepared and exchanged between the contractor and the
Authority during the contract period. These documents are all proof material to conduct
supervision and contract evaluation procedures. Fig. 1.3 illustrates the usage of the documents in
the process. The templates of these documents are shown in Appendix B-H.
1) Works Execution Programme (WEP)
2) Site diary (daily report)
3) Monthly progress reports
4) Substantial Completion Certificate (Taking-over Certificate)
5) Notification of Scoring of Contract Evaluation
At supervision stage, the actual work proceedings are compared to the planned one written in
WEP. The comparison is recorded on the site diary confirming whether the works are in
accordance with WEP. The contents in site diary are used to mark and update SCL. That
information on SCL becomes a basis of grading and scoring in contract evaluation. Scores of
contract evaluation are reported to the contractor by the official notification letter and input and
stored in database through RMMS.

Fig.1.3 Documents used in the Process
Work Appraisal
Site Diary
(Daily Report)
Monthly Progress Reports (SCL)
Contract Evaluation
RMMS
Score Database
Works Execution
Programme
Comparison
Compliance
with Corrective
Order
Notification of Scoring
Substantial Completion Certificate
Taking Over Certificate
8
2. Supervision
2.1 Supervisors
Supervision is conducted by the following engineers in charge. The degree of checking
frequency and its focus points vary by supervisor.
(1) The Resident Engineer
Based on daily involvement of work management, Resident Engineer in the Regional Office
checks the contractors execution of the works by using Supervision Check List (SCL). Resident
Engineer issues a corrective order when the work execution is not in accordance with the
requirements specified in the Specifications and SCL.
(2) The Engineer and Engineers Representative
The Engineer usually appoints the Engineers Representative (ER) from a department of the
Authoritys headquarters. The ER checks the proceedings of work execution through the reports
from the Resident Engineer, occasional site visits, and progress meetings.
(3) Quality Assurance Office
Targeting the selected number of contract, Quality Assurance Office (QAO) conducts a
technical auditing based on evidences provided in documents. If necessary, QAO shall conduct
site inspections in order to confirm their credibility.
(4) Inspection Acceptance Committee
Inspection and Acceptance Committee (IAC) checks the work performances at the completion
stage to determine the validity of handover of finished product to the Authority. IAC organizes
the substantial completion meeting at site and carries out visual work checks. IAC is required to
supervise works with independent points of view.

2.2 Supervision stages
Figure 2.1 summarizes the process of supervision.
(1) Order to Commence
The Engineer issues an order to commence
(2) Submission of Works Execution Programme
i. Contractor shall submit the WEP by the time that was specified in the contract documents (see
Chapter 2.3)
ii. Submission of performance guarantee shall be within the period stated in the Appendix to
contract for the date from the award of the Authority (the same applied to performance
guarantee guarantees where applicable).

9

Fig 2.1 Supervision process

(3) Commencement of Work / Site possession
Contractor ensures that commencement date is not later than the period stated in the
Appendix to the Contract.
(4) Daily Inspection
Resident Engineer on a daily basis updates Site diary report to record the work progress. Site
dairy is to be the core source of updating the SCL.
(5) Issuance of corrective order
Corrective order is issued when an activity is not done in accordance with requirements given
in the Specifications and SCL. Whenever a corrective order is issued, summary of the order is
remarked on SCL.
Commencement of Works
Daily Inspection
Monthly Inspection / SCL
Monthly Progress Meeting
Yes
No
Contract Evaluation
Order to Commence
Submission of WEP
Approval
Issuance of
Corrective Order
Yes
No
Compliance with
WEP
No Yes
Substantial Completion Meeting
Compliance with WEP
and Specifications
No
Yes
Resolution by
Regular meeting
Management Meeting
Yes
10
(6) Monthly Inspection
Resident Engineer and contractor carry out monthly inspection in order to determine the overall
monthly progress and update SCL based on the cumulative daily inspection reports. This is the
basis of monthly progress reports discussed and confirmed in the monthly progress meeting.
(7) Monthly progress meeting(Site meeting)
Progress meeting is held on a monthly basis with the attendance of representatives from the
Authority and contractor to confirm the work progress and discuss any challenging issues arising
during the execution.
The meeting checks the degree of compliance with contents in WEP. The meeting also checks
quality and quantity of the works and payment.
(8) Management meeting
Management meetings are called when there are issues that cannot be resolved in the regular
site meetings. It also provides a forum for amicable settlement of disputes between the Authority
and contractor.

(Reference)
2.1) Clause 14.1, FIDIC Conditions of Contract for Works of Civil Engineering Construction,
Forth Edition, 1987 (FIDIC)

2.3 Works Execution Programme
2.3.1 Purpose
Works Execution Programme (WEP) is a document in which the contractor describes his plan
of conducting works assigned in the contract. With the preparation of WEP, contractor declares
how the works are implemented within the contract period. Therefore WEP needs to cover all
required information for proper execution and completion of the work.
When WEP is submitted and approved by the Authority, it becomes the official document and
the benchmark of supervision with which the Authority checks whether works are proceeding as
planned.
The Authority should carefully examine the contents of WEP and confirm the adequacy of
WEP through comparisons with standard/special specifications and relevant documents before
approval. Likewise contractor should prepare WEP carefully with no unclear, false or flawed
description or it is disapproved and incompliance is pointed out during the execution.
Note that WEP as referred to in this document is different from the programme of works
described in FIDIC and SSRBC. Therefore it can be said that the programme of works forms part
of WEP.
11
Submission of the programmes required in Special specification by referring to Clause14.1 in
FIDIC1987;
The Contractor shall, within the time stated in Part II of these Conditions after the date of the
Letter of Acceptance, submit to the Engineer for his consent a programme, in such form and
detail as the Engineer shall reasonably prescribe, for the execution of the Works. The Contractor
shall, whenever required by the Engineer, also provide in writing for his information a general
description of the arrangements and methods which the Contractor proposes to adopt for the
execution of the Works.
Also in the section 104, SSRBC specifies;
In accordance with Clause14 of the Conditions of Contract Parts I and II, the Contractor
shall submit a fully detailed and time related programme showing the order of procedure and
method in which he proposes to carry out the Works.

2.3.2 Contents
The contents to be included in WEP are shown in Table 2.1. A sample format of WEP is shown
in Appendix A.1. The definition for the Scale of Works in the table is as follows:
Large scale work: a project by class A, B, C and D company
Small scale work: a project by class E and under company
Labour-based work: a project under the Roads 2000 scheme

Table 2.1 Contents of Works Execution Programme
Item
Scale of Works
Large Scale Work
(Class A D)
Small Scale Work
(Class E and under)
Labour-based Work
(1) General information
(2) Work execution schedule
(3) Method Statement
(4)
Personnel management plan (In-
house and subcontractor staff)

(5) Equipment management plan
(6) Mobilization management plan
(7) Safety management plan
(8)
Environmental and social
management plan

(9) Quality control plan
(10) Quantity control plan
(11) Photograph plan
:For small scale and labour based works, the Engineer shall instruct the items to be submitted by Contractor
12
(1) General information
1) Project Description
Project Objectives
A brief description of the project which includes location, nature and extent of works
Contract Data
Project title, Contract number, Financier, Employer,
Employers representative, Implementing agency, Engineer, Engineers representative,
Regional office, Contractors information (address, phone/fax, site agent name),
Date of tender, Date of award, Contract sum, Revised contract sum,
Date of agreement signed, Date of order to commence, Period of commencement,
Commencement date, Original contract period, Original date of completion,
Revised completion date, Revised contract period, Defects liability period,
Date of submission of works execution programme
2) Location map
Map includes the route of the road with emphasizing portion of the works
Location of Contractors site base shall be indicated in the map.
(2) Work execution schedule
1) Programme of works
2) Planned cash flow and intermediate payment
It is desirable that work execution schedule includes time frame of each activity such as in bar
chart format.
(3) Method statement
Work procedures, order and methods are summarized in WEP.
(4) Personnel management plan (in-house and sub-contractor staff)
Deployment plan and schedule of key personnel together with their qualification, and
experience statements are shown in WEP. The information in this part includes; name, address,
ID, phone number, assigned work types
Subcontractors information and wage payment plan are also included if necessary.
(5) Equipment management plan
1) List of the equipments
Name, type, manufacturer, usage, number, schedule,
2) Maintenance and repair plan
Contractor shall prepare the maintenance and repair plan for all the equipments.

13
(6) Mobilization management plan
Contractor provides mobilization plans for material supply, site office, temporary road plan,
labour and equipment deployment, water supply and electricity and backup including
installation and supply contract.
(7) Safety management plan
Compliance with safety rules and regulation, traffic control and detour plans, emergency
contact list
For quick actions during emergency, emergency contact list should be in WEP and shared with
staff in the Authority.
(8) Environmental and social management plan
When negative impacts on third parties during the execution are predicted, the management
and mitigation plans should be included in WEP. For example, if earthwork is likely because
dust problem around the working site, the contractor needs to make a plan for water-spraying;
how often and when water is to sprayed, how many water-spraying vehicles are mobilized, and
how many workers are assigned. The following issues are also necessary to be considered in the
plan.
i) Soil erosion on slopes and sedimentation deposition on the drainage works.
ii) Preservation of trees and shrubbery
iii) Entrance and accidental spillage of solid matters, debris, pollutants and waste into water
sources.
iv) Disposal of waste material
(9) Quality control plan
Material and structural test methods, test laboratory, test frequency, standard values
The relevant clause on quality in SSRBC should also be incorporated.
(10) Photograph plan
The Contractor shall provide a photograph plan to record the progress and proof of quality
control, measurement and any event that may arise. The type of works, filming item description,
filming frequency and filming location mapping are incorporated in the plan.

(Reference)
2.2) Road Maintenance Manual, pp.11-7 to 11-88 (Table 11.2 to 11.57) Performance and
scheduling Considerations
2.3) Road Maintenance Manual, pp.10-1 to 10-2 Chapter 10, REPORTING OF EXECUTION
PLAN
2.4) Standard Specification for Road and Bridge Construction, pp.1.14, 130 Progress
Photographs
14
2.3.3 Authorization procedures
(1) Submission
The Contractor submits to the Authority within the prescribed period after receipt of the order
to commence.
(2) Approval
The Authority thoroughly examines the submitted WEP and, if its contents are satisfactory,
gives approval in writing. Works commence after the approval. However, approval by the
Authority shall not relieve the Contractor of any of his responsibilities under the contract.

(3) Revision
When WEP needs to be modified during execution due to change(s) in the work circumstance
and staff/equipment mobilization plans, contractor submits the modified WEP and obtains a
written approval by the Authority.
The Authority may require contractor to revise WEP to address the short comings identified in
the submission. The Contractor shall discuss and agree on the required revisions with the
Authority, and then submit the modified WEP for approval.

(Reference)
2.5) 104 Programme, General, Standard Specification for Road and Bridge Construction, pp1.1
2.6) Clause7.3, FIDIC1987

2.4 Supervision Check List
2.4.1 Purpose
Supervision Check List (SCL) is to oversee the progress of work execution by collating the
degree of achievement of various supervisory points. SCL is prepared in a formatted sheet for
easy data input and recording. Resident Engineer uses SCL for his/her periodical supervision
assignments and a part of progress report. The input is based on site diary. After the contract is
completed, SCL becomes a basis of contract evaluation by Resident Engineer.

2.4.2 List Composition
The followings are components of SCL. Its format is shown in Appendix D.5.2. Table 2.2 is an
example.
(1) Check point
Points to be checked are prearranged in SCL. They reflect various focal aspects to be overseen
during supervision. They are categorized into nine (9) items. Detailed description of each point
and its check timing and frequency are shown in Section 2.5.
15
(2) Checking
The date of confirmation needs to be recorded first. Then whether the Contractors
performance with each check point is satisfactory or not is recorded in the box. Checking
procedure is written in 2.4.3.
(3) Remarks
Remarks shall be recorded as detailed descriptions of checking results, such as reasons of
dissatisfaction, reference number/date of site diary, record of corrective order (are written as
remarks). Positive remarks about outstanding performance and explanation in case of Not
Applicable (N/A) are recommended to be written as a remark.

16

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18
2.4.3 Procedures
(1) Check Procedure
Except check points that are checked before the commencement or after the completion,
checking using SCL is conducted as below;
1) Resident Engineer (RE) keeps recording on Site Diary through supervision
2) Before a site meeting, RE conducts checking on SCL based on the record on Site Diary.
3) Copy of SCL is inserted into the draft of Progress Report.
4) Check result on SCL is discussed during the site meeting and agreed with the Contractor.
5) If necessary, correction is made on the check result on SCL.
6) The check result is reported from the Engineer to the Employer as a part of progress report.

(2) Recording
RE confirms project name on the SCL and puts date of recording.
If work performance is satisfactory, tick mark is put on the check box ( ). If not, black-out
() mark is put. In this case, remarks with date and reference number in dairy report are
written on remarks column. If the check point is not required in the contract, check box remains
blank or N/A mark is put. Fig. 2.2 shows a recording example of Supervision check list.
In this example, a verbal corrective order based on site diary No.122 was given to the
contractor on 21st August. Since the contractor did not comply with the same check point again
in the following month, a written corrective order based on site diary No.150 was reissued on
18th September. Tick mark in the next month on 24th October indicates that the contractor
complied with the order and satisfied the check point on that month.
Even if an issue has been solved before the day of checking, the problem is recorded on the
check list and comments on this situation are clearly written as remarks.
Fig.2.3 shows how to retain the check results and remarks by creating worksheet in a softcopy
of SCL.

Fig. 2.2 Checks and remarks on Supervision Check List

Date
During execution
before
Date Date Reason for unsatisfactory performance (Site diary No.)
Corrective order by authority (Date)
Excellent point to be specified
28/08 25/09 21/12 14/03 25/02 24/10
Date
Remarks
The Some equipments were not mobilised in site (21/08, Rep#122)
Written Corrective Order was issued (18/09, Rep#150)
after
Date Date
26/11 18/06/ 25/07 25/01
Date Date Date Date
Date
ShadingforRemarks TickMarkforOK RemarkswithdateandRef.No.
19

(a) Check before Execution

(b) 1
st
Check during Execution

(c) 2
nd
Check during Execution

(d) Check after Execution
Fig. 2.3 Check Recording Process on Spread Sheet
NewWorksheet
Worksheetof
PreviousCheck
LatestRemarkscanbeadded
OldRemarksarekept
Allcheckresults
areshown
20
(3) Corrective Order
If RE finds an unsatisfactory situation against check points, he/she points out the issue to
contractor. Although corrective order itself can be issued in various forms (e.g. oral, telephone,
text message, facsimile, email and written format), it is required to be recorded on site diary as
shown in Appendix A.2 or attached to it as a reference. Every time corrective order is issued, RE
puts the sequence number of daily record on SCL as a remark.

2.5 Check points
In the following pages, the check points in the Supervision Check List (SCL) are explained in
tables. The tables include the following contents.
(1) Description
It defines what performance is required by the check point.

(2) Check Timing and frequency
It specifies the timing and frequency of checking and recording on the SCL

(3) Reference
It indicates reference materials which dictate the validity of items to be checked. It basically
comes from existing contractual documents, but also it includes a part of contract documents
which is unique to the maintenance works.

(4) Case Examples
1) The cases of giving corrective order
It shows examples of unsatisfactory situation on each check point whereby a corrective order is
subject to be issued as specified in 2.4.3 (3). The RE needs to record that information on Site
Diary (Daily report) and SCL.

2) The cases of giving grade a in evaluation
It shows examples of what can be regarded as an outstanding performance which is subject to
be judged as grade a in contract evaluation by RE. As indicated in Table 3.3 and Fig.3.3, if the
Contractor has not got any corrective order and has been recorded an excellent performance,
grade a shall be given for that particular item. The RE needs to record that information on Site
Diary (Daily report) and SCL.

21
Table 2.5.1.1

Item
1 Execution system in general
Check Point
1-1
Works Execution Programme (including its revised version if any) is
submitted before the date specified in contract document
Description:
Works Execution Programme (WEP) shall not only be adequate but also submitted before the
date. This check point requires punctuality exclusively. It is the next check point 1-2 that
examines adequacy of WEP.
Check timing and frequency
Before commencement of the work. Only when the WEP needs to be revised, this check point
shall be examined again during execution period.
Reference
Clause14.1 in FIDIC1987
SSRBC Section1-106 Submissions to the engineer
Section 1-108 Method of construction
Case examples
(The case of giving corrective order)
1. WEP was not submitted before the due date.
2. Apparently insufficient WEP is submitted before the due date.
3. Correction and re-submission took time and could not be in time.
(The case of giving grade a in evaluation)
1. Despite unforeseen circumstances at the time of commencement, WEP was appropriately
changed to conform to the situation, and then promptly submitted to the Engineer.

Fig.2.4 Keep the due date

22
Table 2.5.1.2
Item
Check Point
1-2
Works Execution Programme properly reflects the given specifications and site
conditions
Description:
In order to achieve the required performances of road works, the Works Execution Programme
(WEP) shall conform to both the standard/special specifications and site conditions. Site
conditions are land terrain, climate, transportation, land use, and so on.
Before commencement of the work. Only when the WEP has been revised because of changes
of specifications and/or site conditions, this check point shall be examined again during
execution period.
Reference
SSRBC Section1-105 Order of Work
Case examples
(The case of giving corrective order in supervision check)
1. Descriptions of WEP do not reflect specification and site conditions.
1. WEP is ingenious to execute works on schedule, efficiently and safely.
2. Despite unforeseen circumstances at the time of commencement, WEP was appropriately
changed to conform to the situation.

Fig.2.5 Appropriate work program considering specification and site condition

23
Table 2.5.1.3

Item
Check Point
1-3
Execution procedures are in accordance with Works Execution
Programme
Description:
Works shall always be compared to Works Execution Programme (WEP) by the Contractor.
This check point focuses on execution procedure exclusively, while delay of the works can be
captured in Item 7 Work Scheduling. In the case that a different execution procedure needs to
be adopted because of changes of specifications and/or site conditions, the WEP shall also be
revised.

Monthly during execution of works.
Reference
SSRBC Section1-104 Programme
Case examples
(The case of giving corrective order supervision check)
1. Works executed were not in accordance with WEP.
1. Although a major change of the site condition brought revision of execution procedure on
WEP, works are executed in accordance with revised WEP.

Fig.2.6 Reflect planed work procedures to actual works

Signs Marking Guard-post Street Lighting
Backfill
Removal of detour
Surface course
Spreading Compaction
Binder course
Mobilization
Survey Plant Office
Earthwork
Excavation
Backfill
Earthwork
Removal of existing road
Replacement
Selected fill
Base course
Base Concrete
Precast
Installation
Earthwork
Spreading / Vibration
Earthwork
Filling Cutting
Installation of forms &reinforcing
Casting concrete &Curing
Leveling concrete Subbase course
Drainage Works Earthwork Pavement Box culvert
Foundation
Construction of detour
Foundation
Earthwork
24
Table 2.5.2.1

Item
2 Equipment holding
Check Point
2-1
All equipments used are properly mobilized in accordance with Works
Execution Programme.
Description:
In the Works Execution Programme, types and numbers of equipment are designated so that
the required performance of road works can be achieved by using those equipments. Supervisor
shall check whether the contractor mobilises equipments in accordance with the WEP or not in
execution stage.

Reference
Schedule of supplementary information in tender document (Schedule and measure item of
construction and equipment)
Case examples
1. Types and number of equipment on site are not same as designated in WEP
1. The contractor has provided extra equipment which is not specified or whose capacity is
more than specified in contract document. And that equipment brought the more efficient
execution of the works.

Photo 2.1 Proper mobilization of work equipment on site
25
Table 2.5.2.2

Item
2 Equipment holding
Check Point
2-2 All equipment used is well maintained during the execution of works.
Description:
It is preferable that all equipments are always serviceable, but it is unavoidable for
equipments to have a problem, therefore it is also important for the contractor to have system
to handle the problems of equipment e.g. providing spare equipment and spare parts.
Reference

Case examples
1. Some equipment is operated without maintenance and repair
1. Extra spare parts are available on site for all major key equipment.
2. The contractor has qualified mechanics (at least diploma level) on site.

Fig.2.7 Keep equipment in good condition

26
Table 2.5.3.1

Item
3 Contractors in-house staff
Check Point
3-1
Qualified technical supervisors are properly assigned as specified in
Works Execution Programme.
Description:
The technical supervisor in contractor side shall meet specified qualification and experience
such that he/she has sufficient knowledge and ability for engineering judgement.
Reference

Case examples
1. Assigned technical supervisor is not qualified as specified in WEP
(The case of giving grade a in evaluration)
1. The Contractor has provided staff with more relevant experience than specified in the
contract document.

Fig. 2.8 Qualified technical supervisor should be assigned

27
Table 2.5.3.2

Item
Check Point
3-2
Contractors in-house key staffs understand work progress and schedule
properly.
Description:
In-house key staffs shall understand work progress in site and its schedule. This is very
important to manage the works progress and also to deal with any adverse situation properly.
Monthly during execution of works
Reference

Case examples
1. Contractors in-house key staffs do not understand work process and schedule properly.
1. Contractors supervisors understand the nature of the works well so that best practices can
be applied to the works in terms of engineering and management.
2. Contractors in-house key staff is able to adapt quickly to unforeseen change in execution of
work.

Photo 2.2 Proper understanding of work progress and schedule
28
Table 2.5.3.3

Item
Check Point
3-3
Contractors in-house staffs give technical guidance and direction to
workers and operators properly and timely.
Description:
In the course of works, many changes in the activities at site are bound to occur. It is the
responsibility of the Contractors in-house staff to tell workers and operators what activities
are going to be implemented in the site with appropriate technical guidance. It is good to have
daily briefing in the morning with workers and operators to inform them of the days activities
for this purpose.
. Monthly during execution of works
Reference

Case examples
1. Contractors in-house staff fails to give technical guidance and direction to workers and
operators.
(The case of grading a in evaluation)
1. There is a close communication and coordination between teams of workers and operators
on the same site to execute different tasks simultaneously without any conflict.

Photo 2.3 Technical guidance and direction to workers
29
Table 2.5.3.4

Item
Check Point
3-4 Communications with Authority in writing is proper and timely.
Description:
Communication between the Contractor and Authority shall be adequate so that it facilitates
work progress in accordance with Works Execution Programme and adaptation to any changes
in site conditions. This check point uses written format as an indicator to judge whether or not
communication is adequate because it is always dated and can be used as evidence. Although
this check point uses communication in writing as the indicator, any kinds of communication
(e.g., verbal, phone, email, and so on) shall be conducted properly and timely.
Reference

Case examples
1. The Contractor is giving unnecessary communications in writing.
1. Communication is timely and adequate so that there is no delay in the work.

Fig.2.9 Proper and timely communication with Authority in written format
30
Table 2.5.4.1

Item
4 Personnel employment
Check Point
4-1
Workers and operators are deployed in accordance with Works
Description:
The list of workers and operators shall be submitted as part of Works Execution Programme
(WEP). Supervisor shall check whether or not the contractor assigns workers/operators in
accordance with WEP. If the contractor employs subcontractors, this check item has to be
applied to workers/operators of subcontractors also.


Reference

Case examples
1. Workers or operators who are not in the list of Work Execution Programme are assigned.
1. The Contractor engages local sub-contractors for part of the works to develop their capacity
2. The Contractor employs people who reflect the face of Kenyan (from different communities)
3. For unskilled works, the Contractor employs majority of the local community.
4. The Contractor endeavours to have gender balance in employment as per the constitution.

Photo 2.4 Workers to assemble Reinforcing Bars
31
Table 2.5.4.2

Item
4 Personnel employment
Check Point
4-2
Wage payment is properly made in accordance with Works Execution
Programme.
Description:
In order to check the contractors personnel management, wage payments to workers,
operators, and subcontractors shall be checked as part of cash flow.

Reference

Case examples
1. Wage payment to workers, operators and subcontractors is as per minimum government
wage scale.
1. There has been no strike or unrest with Contractors employees
2. The Contractor has provided social activities and welfare for his workers.

Fig.2.10 Proper wage payment to workers

32
Table 2.5.5.1

Item
5 Site base facilities
Check Point
5-1
Office and stockyard are prepared in accordance with Works Execution
Programme.
Description:
Planning for site base facilities in Works execution programme should be organised to
satisfy the followings; 1) Location, 2) Capacity, 3) Efficiency, 4) Safety, 5) Environment.
Reference

Case examples
1. Office and stockyard are not prepared in accordance with Work Execution Programme.
2. Area of stockyard is insufficient to execute works.
1. Site base facilities are arranged in order to facilitate efficient work execution.

Photo 2.5 Stockyard of Reinforcing Bars
33
Table 2.5.5.2

Item
Check Point
5-2
Site is well maintained during the work execution and cleared on
completion.
Description:
Any facilities on site shall be maintained properly during the execution. And temporary
facilities shall be removed after the completion.

Monthly during execution of works and after the execution
Reference

Case examples
1. Contractor left stones that were used for traffic control. (see Photo)
2. Site base facilities are damaged by lack of maintenance during the work execution.
1. There is neither work related accident nor damage inside and outside the work site because
all facilities are kept in good order and well managed.

Photo 2.6 Stones used for traffic control were left after completion of work
34
Table 2.5.5.3

Item
Check Point
5-3 Material stored on site is properly managed during the work execution
Description:
Material stored on site shall be stored according to specified procedure during the execution
so that it will neither deteriorate (e.g., corrosion of reinforcing bar) nor cause any safety
problems (e.g., collapsing of material piled up).

Reference
SSRBC Section 1-128 Storage of materials and manufactured articles
Case examples
1. Materials are scattered around the site and it interferes with the passage of road users (See
photo).
2. Materials are left out in the open and deteriorated (e.g. corrosion of reinforcement, decaying
of backfilling materials)
1. Management of material storage is excellent (e.g. protection and sign for materials on site,
consideration of proper timing to bring materials on site).

Photo 2.7 Materials are scattered around the site interfering the passage

35
Table 2.5.6.1

Item
6 Quality and quantity management
Check Point
6-1
Material testing, structural examination and measurements are
properly and routinely conducted based on specifications and Works
Description:
This check point is to confirm that the Contractor conducts quality/quantity management
within the interval specified in Works Execution Programme (WEP).
It is also important to check whether or not the same material is really used for the works as
qualified by the tests.
Reference
SSRBC Section 2 Materials and testing of materials
Case examples
1. Material testing, structural examination and measurements are not conducted based on
specifications and WEP.
2. Same materials qualified by the test are not used in the site.
1. The Contractor has a quality and quantity management system.
2. The Contractor maintains its own laboratory for material testing.

Photo 2.8 Proper material testing and structural measurement
36
Table 2.5.6.2

Item
Check Point
6-2
Results of material testing, structural examination and measurements
are within the specifications.
Description:
This is to confirm that results of testing, examinations, and measurements are within the
specification. SSRBC shall be referred to about tolerances.
Reference
SSRBC Section 2 Materials and testing of materials
SSRBC Section 3-302 Tolerances
Case examples
1. Measurement results of quality and quantity are not within the tolerances.
1. Not only that the results are within the specified values, but the contractor has a
management system in which statistical data of the result gives feedback to rationalise
management for quality and quantity control.
2. The Contractor is ISO certified.

Photo 2.9 Good measurement result of quality and quantity
37
Table 2.5.6.3

Item
Check Point
6-3
Results of material testing, structural examination and measurements
are properly compiled as reports for confirmation.
Description:
It is to check whether the results are compiled for recheck. Supervisor checks whether or not
the test results in documents or any record are available to be referred to. Since it is impossible
for a supervisor to check all results of test, examination, and measurements, those results shall
be compiled so that supervisor can check when required.
Reference
SSRBC Section 1-126 Materials and manufactured articles, 1-127 Information from
exploratory boring and test pits , 1-128 Materials and testing of materials , 1-129 Test
certificates
Case examples
(The case of giving corrective order in supervision)
1. Each report is not organized and compiled for confirmation.
2. The necessary reports are not available.
1. Results are organised as statistical data in conjunction with target values and limitation
values in the reports.
2. The Contractor has a database of all test results for reference purpose.
3. The Contractor properly compiles photograph records for quality and quantity management

Photo 2.10 Photograph Record with White Board
38
Table 2.5.7.1

Item
7 Work scheduling
Check Point
7-1 Understanding of critical path and its reflection on scheduling is proper.
Description:
The contractor shall make work schedule within the time frame in order to complete the
works within the contract term. It is important to understand critical paths in the work process
and consider it in work schedule.
This check point asks both the whole scheduling in Works Execution Programme (WEP) and
short term scheduling (e.g., daily/weekly) to be made with understanding the critical path and
reflection of it.
Reference
WEP
Case examples
1. Contractor doesnt understand critical path of the work schedule.
1. Contractor predicts delays due to adverse conditions of weather, environment, material
procurement and put in place contingency plan.

Fig.2.11 Comprehension of critical path
39
Table 2.5.7.2
Item
7 Work scheduling
Check Point
7-2
Actual proceedings are periodically compared to the planned schedule
described in Works Execution Programme.
Description:
It is very important for the contractor to compare the actual work progress with work
schedule by recording the work accomplished. This helps in progress management and in
determining whether works are within schedule. Preparation of accumulation curve gives
indication of progress and expected date of completion. The below figure shows an example of
schedule management by bar chart for each work items and accumulation curve for the entire
work.
Reference

Case examples
1. Contractor does not compare planned schedule and actual proceedings.
1. Contractor organizes the schedule and executes it for the early completion of the entire
project through predictions of each work through comparison between actual and planned work
progress.

Fig.2.12 Bar chart and accumulation curve for schedule management

40
Table 2.5.7.3
Item
7 Work scheduling
Check Point
7-3
Changes caused by site conditions are properly handled to keep the
works on schedule.
Description:
Changes shall be handled properly so that impact on the schedule is minimized. Even the site
condition is considered in the drafting of Works Execution Programme (WEP), occasionally an
adverse event occurs. Such adverse events shall be adequately dealt with through consultation
with the Authority, and also reflected in WEP.
Reference

Case examples
1. Contractor does not try to compensate delay of schedule caused by foreseen change of site
condition (e.g. climate, environment, and procurement of materials).
1. Regardless of unforeseen site conditions, contractor catches up the monthly target.

41
Table 2.5.7.4

Item
7 Work scheduling
Check Point
7-4
All works are completed within the contract term or within the
extended term as allowed.
Description:
This check point requires that all works are completed within the contract term or within the
extended time. It should be noted that most of check points other than this is for checking
contractors execution system and process, however this check points requires the result of
timely completion because in itself can be a proof of good scheduling.
When the works are completed
Reference

Case examples
1. Contractor couldnt complete works within the due date without any reasonable cause.
1. Regardless of unforeseen site conditions, contractor completes the work within the due date.

42
Table 2.5.8.1

Item
8 Work safety management
Check Point
8-1 No accident occurs to workers, operators and third-parties.
Description:
It should be noted that most of check points other than this is for checking contractors
execution system and process, considering the importance of safety, however, this check points
requires the result that no accident occurs to workers, operator, or third-parties. Not only
damage on human, but if damage on property might have caused damage on human, such
incident shall also be regarded as an accident to be recorded for this check point.
When the works are completed
Reference
SSRBC Section 1-117 Health, Safety and Accidents

Case examples
Types of accident to be recorded on the list are as follows;
1) Injury of in-house staff, worker, operator, and those of subcontractor.
2) Injury of third-party.
3) Traffic accident of work related vehicle(s) and equipment(s).
In addition to no accident on site workers, operators, and third-parties;
1. Contractors continuous awareness effort for accident prevention throughout execution
period brings safety consciousness to workers, operators, and even to residents surrounding
area.
2. The Contractor performs safety drills on the site periodically
3. The Contractor has a trained safety personnel attached to the site.

43
Table 2.5.8.2

Item
Check Point
8-2 Safety of workers and operators is considered.
Description:
Supervisor shall check if the contractor takes necessary actions to prevent an accident. If there
is a cliff or a hole that people may fall down, barricade shall be set up, or at least indicated by
rope or tape. It is also important to prevent things from falling down onto people and/or
properties. A net shall be set to prevent such fallings.
1) Safety Gears
The workers and operators shall be well equipped for the safety. Wear helmets at least.
Wearing reflective vest is necessary when the work is done on the road.
2) Prevention of Fall Accidents
Fall accident is major in the civil works; the supervisor shall check how the workers are doing
their jobs if the works includes one in higher place. The worker shall wear safety belt and use
it properly. Scaffolding shall be strong enough for loads, equipped well to prevent fall accidents,
and firmly supported on the ground.
3) Safety of machinery in site
Operators of machinery shall make a clear sign to people around the machine for the safety.
When a crane is used, outrigger should be stretched fully to avoid overturn.
4) Safety instruction for less experience workers
It is also important for the site agent to instruct safety skills to workers with less experience.
Supervisor shall check if the contractor is conducting necessary safety education to its workers.
5) Preparedness against accidents and natural disasters

Reference

44
Table 2.5.8.2 (Contd)

Check Point
8-2 Safety of workers and operators is considered.
Case examples
1. Workers dont wear helmets and reflective vest.
2. Workers dont wear safety belt and use it properly.
3. Scaffolding is not strong enough for loads, equipped well to prevent fall accidents, and
firmly supported on the ground.
4. Sign of machinery is not clear to people around the machine for the safety.
5. Outrigger of the crane is not stretched fully to avoid overturn.
1. Effort for keeping site safety is excellent (e.g. conducting toolbox meeting, safety
instruction for workers)
2. Not only the contractor provides workers safety gears but also it gives workers and
operators the instruction to how to use it through continuous safety awareness efforts.
3. The contractor not only makes effort for accident prevention, but also takes measures for
preparedness against accident and natural disaster
4. The contractor manages to minimise damage on the site when a severe natural disaster hit
the area.

Photo 2.11 Example Photo: Application of Do-nou (Sand bag) for safe passage for workers
45
Table 2.5.8.3

Item
Check Point
8-3 Accident prevention efforts for third-parties are proper.
Description:
The site agent shall take necessary action to prevent any accidents on third party. The
supervisor shall check on how the contractor is managing the site, especially at places where
third party come closer or even come into.
Reference
SSRBC Section 1-118 Preservation and maintenance of fence and gates

Case examples
1. Designation of work area is not clear so that the third party is able to get in.

1. Accident prevention efforts for third-parties are excellent (e.g. setting temporary fence or
barricade to designate the work area, setting ropes around the pit hole )

(a) Fence on the edge of slope (b)Rope around a hole

Photo 2.12 Preventions from Falling
46
Table 2.5.8.4

Item
Check Point
8-4 Traffic and site safety devices are properly installed and managed.
Description:
When works are conducted on or close to the carriageway, adequate measures should be
taken to warn and protect road users and workers. Details of safety measures are proposed in
Chapter12 of RMM.

As-needed bases.
Reference
RMM Chapter12 Safety methods for execution works

Case examples
1. Installation of traffic and site safety devices is inadequate. (e.g. No traffic restriction, No
taper at approaches to the work area, No traffic controllers, etc)
1. Distinct signs are well arranged and visible so that road users can get an extra cautious.

Fig. 2.12 Proper traffic control
measure for on works on carriageway
Photo 2.13 Sign of WORKS AHEAD
47
Table 2.5.8.5

Item
Check Point
8-5 Temporary facilities (e.g. scaffolding) are constantly checked.
Description:
Temporary facilities affect safety very much during the execution period. The Contractor
shall check whether or not the facilities themselves are strong, they are fixed firmly on the
ground, and the ground has enough bearing capacity. This check point requires periodic and
as-need basis checking of these features of temporary facilities.
As-needed basis
Reference
SSRBC Section 1-115(k) Construction Generally
Case examples
1. Contractor doesnt conduct periodical check of temporary facilities.
2. Contractor doesnt conduct checking of temporary facilities after any phenomenon.
Contractor shall conduct checks for temporally facilities constantly.
Photo is an example of form supports on a river. Several supports on the left are scoured and
hanging because of river flow. The area got much rain in the day before. Therefore, check
should be done not only periodically but also after major events such as collision, heavy rain,
and so on,
1. The contractor checks safety of temporary facilities daily based on its own safety code.

Photo 2.14 Unstable scaffolding on a river after the heavy rain
48
Table 2.5.9.1

Item
9 Environmental and social management
Check Point
9-1
Environmental and social mitigation efforts (e.g. against noise,
vibration, emission, and dust ) are conducted
Description:
The contractor shall try to minimise pollutions and affections of those pollution on
environment. If noise and/or vibration would be a problem by the works near residential area,
it is preferable to choose low-noise/vibration machines for the work. If damage by dust is
predictable, the contractor shall consider water-spraying.

Reference
SSRBC Section 1-115 (c) (d) Construction Generally
Case examples
1. No mitigation effort for noise or dust is conducted at residential area.

1. The contractor employs eco-friendly machines (e.g. low-noise, low-vibration, low-emission
types) to prevent environmental nuisance.
2. The contractor takes a voluntary measure to mitigate social inconvenience during the work
execution.

Photo 2.15 Temporary pedestrian bridge along work site

49
Table 2.5.9.2

Item
Check Point
9-2 Waste material generated from the site is properly disposed
Description:
The contractor shall properly dispose any waste that is generated in the site. This is to
prevent any environmental problems such as air pollution and water pollution. Also the issue
shall be checked whether or not the Contractor is committing illegal dumping.

As-needed basis
Reference
SSRBC Section 1-115 (c) (d) Construction Generally
SSRBC Section 1-120 Protection of existing works and services
Case examples
1. Waste materials generated from the site (e.g. soil, tree roots) is not disposed and left in the
site.
2. Waste materials are disposed to place which is not designated.
1. The contractor disposes waste material in an eco-friendly manner, or put it into recycle
process.

Photo 2.16 Disposal of the waste
50
Table 2.5.9.3

Item
Check Point
9-3
Damage to existing roads, works and services are avoided or are
repaired
Description:
Damages on existing roads, works, and services shall be avoided as long as possible. In case of
giving damage, it should be restored as soon as possible.

As needed basis
Reference
SSRBC Section 1-120 Protection of existing works and services
Case examples
1. The existing road, works or services is damaged and not maintained.
1. The contractor takes measures to prevent damage on existing facilities prior to the
commencement of the works, or repairs any damage that may occur.

Photo 2.17 Damages on road surface by drainage works
51
Table 2.5.9.4

Item
Check Point
9-4
Transportation by vehicles is properly done with no overloading, and
neither material falling, leakage, nor spillage.
Description:
Work-related vehicles of the Contractor are required to follow the all relevant regulations to
prevent the overloading that may cause road damage along the transportation route. Also
goods, material and waste material to be dumped out of the site shall be properly loaded and
fastened to avoid falling, leakage or spillage during the transportation.
Monthly during execution of work
Reference

Case examples
1. Claim of overloading of work-related vehicles is reported.
1. Contractor checks the weight of their trucks constantly.
2. The contractor instructs and periodically check transporters to obey the traffic regulations.

Photo 2.18 Check for Overloading on Weighbridge

52
3. Contract Evaluation
3.1 Application
3.1.1 Purpose
The purpose of contract evaluation is to assess contractors performance by fair and
transparent methods after completion of works. The result of evaluation is given in the form of
grade and numerical score that is stored in the database for future reference and use where the
contractor has access to the same. All the contracted road works are subject to evaluation using
the same procedures specified in this chapter. This makes database objective and reliable.

3.1.2 Evaluators
Contract evaluation is basically conducted by three evaluators in order to avoid arbitrary
grading and scoring. As shown in Table 3.1, evaluators are assigned according to the subject of
auditing and contract size. And Fig.3.1 is a flow chart for assignment of the third evaluator.
(1) Resident Engineer
Assigned Resident Engineer evaluates work deliveries by close supervision during the contract
period.
(2) The Engineers Representative (ER)
It is the original idea that second evaluator's role should be played by the Engineer because
The Engineer is obligated to be the most important person in the supervision who reassesses the
supervision results by Resident Engineer and can evaluate the Contractor's performance with
comprehensive point of view. However, taking into consideration of the large number of road
works, this manual specifies the role can be played by the Engineer's Representative.
(3) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC)
QAO/IAC evaluates the works as third evaluator with independent point of view.
Composition of members of IAC is regulated in clause No.17 of the public procurement and
disposal regulations 2006. In that case IAC chairperson checks and endorses the evaluation done
by IAC. If the authority does not have Quality assurance office, third party evaluation is
conducted solely by IAC.
(4) Temporary Assignment for the Third evaluator
Since current function of QAO is a technical auditing of selected number of contracts, assigning
the independent evaluators role solely on QAO is difficult. For the moment IAC, which is
organized for every contract at the completion and includes other members rather than Resident
Engineer and The Engineer, plays QAOs role if the contract is not subject to be audited. This is a
temporary measure and when the independent technical inspection office is established in the
Authority, it shall have the whole responsibility for this evaluation.
53

Table3.1 Temporary Evaluators Assignment
Case
Contract is
audited by
QAO*
Contact Sum
Evaluators
Resident
Engineer
The Engineer
QAO/IAC
(The third Evaluator)
1 Yes N/A
Resident
Engineer
Engineers
Representative
QAO
2 No
Greater than
500,000.00Ksh
Resident
Engineer
Engineers
Representative
IAC
3 No
Smaller than
500,000.00Ksh
Resident
Engineer
Resident
Engineer
Resident
Engineer
*QAO ; Quality Assurance Office, IAC ; Inspection and Acceptance Committee

Fig. 3.1 Flowchart for Assignment of the Third Evaluator

3.1.3 Evaluation timing
(1) Resident Engineer
RE evaluates right after the completion of the works.
(2) The Engineers Representative (ER)
ER evaluates after the evaluation by RE.
(3) Quality Assurance Office (QAO)
In the case that QAO evaluates, the office conducts evaluation right after the completion of the
works.
(4) Inspection and Acceptance Committee (IAC)
For IAC, Substantial Completion Meeting is the most appropriate timing for evaluation. At the
meeting all necessary information and documents for evaluation are available and the evaluators
ContractisauditedbyQAO
YES NO
Contractsumisover 500,000 Ksh
QAOevaluates
ResidentEngineer
evaluates
IACevaluates
NO YES
54
can observe the site for close checks. However, IAC shall ask the Contractor to get out of the
meeting venue during the evaluation in order to avoid the influence by the Contractor.

3.2 Evaluation procedures
3.2.1 Overall procedures
(1) Organisational Scheme
Organisational scheme of evaluation is shown in Fig.3.2.
1) The contractor submits Works execution programme (WEP) before the commencement of the
work.
2) Resident Engineer (RE) checks the contractors execution system using Supervision Check List
(SCL) in terms of compliance with WEP.
3) RE checks quality and finished works dimension based on reports from the Contractor.
4) RE evaluates nine items and puts the results on Grading Sheet for the Resident Engineer
whose example is shown in Table 3.7.
5) The Grading Sheet is shown to The Engineers Representative (ER)
6) ER evaluates five items and two items for bonus and penalty. ER puts the results on Grading
Sheet for the Engineers Representative whose example is shown in Table 3.7.
7) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC) evaluates two
items in CETS. Evaluations are done using Grading Sheet for Quality Assurance Office / Inspection
and Acceptance Committee whose example is shown in Table 3.9(a) (c).
8) Grading results by three evaluators are input on Contract Evaluation Tally Sheet so that the score is
calculated.

55

Fig 3.2 Organizational Chart for Contract Evaluation

(2) Evaluation Procedure
Evaluation procedure is shown in Fig 3.3 for each process after the end of execution period.
These processes shall be conducted according to the flaw chart.

RoadAuthority
ResidentEngineer
Contractor
Supervision
Report
Testing&Measurement
QualityandQuantity
Checkthe
Compliance
withWEP
Quality/Quantity
Check&Confirm
SupervisionCheckList
Contractors self
management
Supervision
Contract Evaluation
Documentation
WorksExecution
Programme
Grading
(Chapter3.4)
Execution System in
General
Equipment Holding
Inhouse Staff
Personnel Employment
SiteBaseFacilities
QualityandQuantity
Management
WorkScheduling
WorkSafetyManagement
Environmental andSocial
Management
Check
ExecutionSystem
Worksonsite
1)
2)
3)
4)
ScoringonContractEvaluationTallySheet
QualityAssuranceOffice/
InspectionandAcceptance
Committee
Grading
(Chapter3.6)
ExecutionSysteminGeneral
QualityandQuantity
management
TheEngineer's
Representative
Grading
(Chapter3.5)
Equipment Holiding
Inhouse Staff
Personnel Employment
WorkScheduling
WorkSafetyManagement
Environmental andSocial
Management
InnovationEffort
Compliance with Statutory
Requirement
5)
6)
7)
8)
Evaluator
56

Fig 3.3 Contract Evaluation Procedure

Necessity for Score
Corrrection?
Grading by The Engineer's
Representative (3.5)
Contract Evaluation Scoring (3.8.1)
Yes
No
Grading by Quality Assurance Office /
Inspection and Acceptance Committee
(3.6)
Grading by Resident Engineer (3.4)
Supervsion
The Engineer's approval
Notificationof scores to the Contractor
(3.8.2)
Issue of Taking Over Certificate
Score Database (3.8.3)
14 days
Reference Flow Chart
Example : Table 3.5
Grading Sheet for the
Resident Engineer
Example : Table 3.7
Grading Sheet for the
Engineers Representative
Example : Table 3.9 (a-c)
Grading Sheet for Quality
Assurance Office / Inspection
and Acceptance Committee
Example : Table 3.12 Contract
Evaluation Tally Sheet
(Signing on Contract
Evaluation Tally Sheet and
Notification)
Template : G. Notification of
scoring of contract evaluation
Datbase in MoR/KRB
Template : H. Taking Over
Certificate
Template : I. Database
Format
Substantial Completion
Meeting
57
3.2.2 Grading
(1) Definition of grade and basic score
Evaluation results are expressed in five grades as shown in Table 3.2. Basic score is given for
each grade; the scores cannot be intermediate values between basic scores. Hereafter in this
manual, the word grade is used for determination of grades a, b, c, d, or e in a part of
evaluation process.
It should be noted that grading is to be conducted strictly in accordance with Table 3.3 and
Section 3.4 to 3.6. This means that grading shall be done by neither intuition by the words like
Very good, Good, or Very poor nor any percentages implied from Basic Scores of 10.0, 7.5,
5.0, 2.5, or 0.0.

Table 3.2 Grade and Basic Score
Grade
a
(Very good)
b
(Good)
c
(Fair)
d
(Poor)
e
(Very poor)
Basic Score 10.0 7.5 5.0 2.5 0.0

(2) Grading Criteria
Determining grade which corresponds to the level of contractors performance is the core part
of the evaluation process. Table 3.3 summarizes the grading criteria. Detailed procedures are
described in Chapter 3.4 to 3.6 by type of evaluator.

58

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59
3.3 Evaluation items
There are 11 items for evaluation. Note that evaluation items 1 to 9 are identical to the items
in Supervision Check List (SCL). Each evaluation item contains one or two sub-items. Not all
sub-items are to be evaluated by each evaluator; sub-items to be evaluated are varied by scales of
the works as shown in Table 3.4.
The definition of scales of the works is the same as in 2.3.2; Large scale work is a project by
Class A, B, C, and D company, Small scale work is a project by Class E and under company, and
Labour-based work is a project under the Roads 2000 scheme.
Table 3.4 Evaluation Items

**L S Lb L S Lb L S Lb
Work procedues are in accordance with Works
Execution Programme that properly reflects given
conditions.
--- --- --- --- --- ---
Overall execution system is confirmed to be proper
during audit or Substantial completion meeting
--- --- --- --- --- ---
2. Equipment holding
All equipments used in the works are mobilised properly
and well-maintained
--- --- --- --- ---
3. Contractor's In-house
staff
The qualified technical engineers and in-house staffs are
assigned
--- --- --- --- ---
4. Personnel
employment
Reasonable number of skilled workers/operators is
properly employed by the contractor
--- --- --- ---
5. Site base facilities
Site facilities are properly prepared, maintained during
execution, and cleared on completion.
--- --- --- --- --- --- ---
Material testing, structural examination, and
measurements are properly and routinely conducted.
Results are within the specifications and compiled for
checking.
--- --- --- --- --- ---
Measured parametres are within the specification with
proper workmanship
--- --- --- --- --- ---
7. Work scheduling Work has been progressed and completed as planned --- --- --- --- ---
8. Work safety
management
Necessary measures are taken for safety of workers,
operators, and third party. No serious accident occurrs
during the contract period.
--- --- ---
9. Environmental and
social management
Environmental and social issues caused by the works
are minimized and mitigated properly
--- --- ---
10.Innovation effort
Innovation effort is made by using new materials, new
technology, process rationalization, etc.
--- --- --- --- --- --- --- --- Bonus
--- --- --- --- --- --- Penalty
*RE;Resident Engineer, ER;Engineer's Represenmtative, QAO;Quality Assurance Office, and IAC;Inspection and Acceptance Committee (IAC)
**L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Note
Grading
QAO/IAC
1. Execution System in
General
6. Quality and quantity
management
11. Compliance with statutory requirements
Item Description
*RE ER
60
3.4 Evaluation by Resident Engineer
3.4.1 Evaluation items
The Resident Engineer (RE) shall evaluate all items that are identical to the items on
Supervision Check List (SCL) since he/she inspects all aspects of work on a daily basis through
site inspectors.
1. Execution System in General
Work procedures are in accordance with Works Execution Programme that properly
reflects given conditions.
3. In-house staff
4. Personnel employment
5. Site base facilities
6. Quality and quantity management
Material testing, structural examination, and measurements are properly and
routinely conducted. Results are within the specifications and compiled for checking.
7. Work scheduling
8. Work safety management
9. Environmental and social management
Note that 2. Equipment holding and 5. Site base facilities are not evaluated in the contract
of labour based works (See Table 3.4).

3.4.2 Grading criteria
(1) General
Evaluation by RE is based on daily reports (site diary) and SCL and other written records.
With those documents, RE checks the issuance of written corrective order by the Authority and
contractors compliance with the order, and identifies the existence of excellence performances.
Grades are given as shown in Fig3.3 according to those evaluation results by item by item.

61

Fig. 3.3 Grading Flow Chart for Resident Engineer

(2) Grading a
When RE gives grade a, the RE shall specify the reason of excellent performance presented
by the Contractor. Examples of such excellent performances are shown in the Table 2.5.1.1
2.5.9.4 in 2.5..

3.4.3 Evaluation Sheet
RE shall use grading sheet whose template is shown in A.5.1. Table 3.5 is a sample of the
grading on the sheet. Since the Engineers Representative (ER) grades based on REs grading, RE
shall show the results on Table 3.5 to the ER.

d
e
Issuanceofcorrectiveorder
TheContractorcompliesthe
order?
Excellentperformanceis
presented?
Correctionmadeisfairor
good?
a b
c
YES
YES
YES
YES
NO
NO
NO
NO
62
Table 3.5 Grading Sheet for the Resident Engineer (Example)

Project Title: Date: 21/08/2012
Resident Engineer : AAAA BBBB Signature:
Comment :
*L S Lb
1. Execution System
in General
Work procedures are in accordance with Works
conditions.

a b c d e
2. Equipment
holding
All equipments used in the works are mobilised
properly and well-maintained
--
a b c d e
3. Contractor's In-
house staff
The qualified technical engineers and in-house
staffs are assigned

a b c d e
4. Personnel
employment

a b c d e
5. Site base
facilities
Site facilities are properly prepared, maintained
during execution, and cleared on completion.
--
a b c d e
6. Quality and
quantity
management
measurements are properly and routinely
conducted. Results are within the specifications
and compiled for checking.

a b c d e
7. Work scheduling
Work has been progressed and completed as
planned

a b c d e
Sophisticated work procedure
(Check point 7-1)
8. Work safety
management
Necessary measures are taken for safety of
workers, operators, and third party. No serious
accident occurs during the contract period.

a b c d e
Safety gears were not enough.
Contractor did not complied (Check
point 8-2)
9. Environmental
and social
management
Environmental and social issues caused by the
works are minimized and mitigated properly

a b c d e
overloading twice
Grading Criteria
AAAA BBBB
Descriptions
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
ContractEvaluationGradingSheetforResidentEngineer
Repair and Resealing of N - G Road (C##)
Scale of Work
Grade
Note
(Record on Supervision Check List)
Items
a b c d e
Excel l entperformancei s
presentedforthe
eval uati oni temsspeci fi ed
i n3.4.1.
Exampl esofexcel l ent
performancearei ndecated
i nTabl e2.5.1.12.5.9.4
Theworkexecutedi s
sati sfactory,butno
excel l entpeformancei s
presentedforthe
i n3.4.1.
TheContractorcompl i es
wi ththeorderwi thi nthe
contractperi od.
contractperi od.However
correcti onsarepoor.
TheContractordoesnot
compl ywi thi tduri ngthe
contractperi od
Nocorrecti veorderi smade Correcti veorderi smade
d
e
order?
presented?
good?
a b
c
YES
YES
YES
YES
NO
NO
NO
NO
63
3.5 Evaluation by the Engineers Representative
The Engineers Representative is responsible for overseeing contracts general performances
from many aspects. The Engineers Representative (ER) evaluates the following common items;
(1) Grading
3. In-house staff
4. Personnel employment
7. Work scheduling
8. Work safety management
9. Environmental and social management
(2) Bonus/Penalty
10. Innovation effort
11. Compliance with statutory requirement
(3) Variation of items by scale of the works
Set of evaluation items varies by scales of the works as shown in Table-3.4. The definition of
the scale of works is written in 3.3. Grading items 2, 3, 4 and 7 are evaluated or not evaluated
depending on scale of a work. Grading items 8 and 9 are evaluated in either scale of works. Item
10 for bonus is evaluated for large scale works only, while Item11 for penalty are evaluated in
either scale of works.

(1) General
Since the ER does not follow the daily situation of the contract, the evaluation basically relies
on the grading results by Resident Engineer (RE) and his/her comprehensive examination by
using occasional site checks at monthly progress meetings. Especially The ER shall focus on
identifying the unforeseen difficulties during the work execution and outstanding outcomes of
finished works.
As shown in the Fig.3.4, if RE chooses grades a or e, The ER gives the same grade
automatically. Otherwise The ER normally gives grade c. In case The ER identifies that the
Contractor overcomes unforeseen difficulties or makes an outstanding achievement during the
execution or in the finished works, grade a can be given.
Upgrading from c to a cannot be applied for the evaluation in which the RE plays The ERs
role. This is the case 3 in Table 3.1 in which the contract is not audited by Quality Assurance
Office (QAO) and the contract sum is smaller than 2,000,000Ksh.

64

Fig. 3.4 Grading Flow Chart for The Engineers Representative

(2) Upgrading from c to a
Table 3.6 shows case examples for ER to upgrade from c to a when the Contractor presents
remarkable effort.

GradingbyResidentEngineer
Overcomingunforeseen
difficultiesorachieving
outstandingoutcomes?
a
a c e
YES
NO
b , c , d e
65
Table 3.6 Case examples for upgrading c to a by the Engineers Representative
Item*
Scale of the
Work**
Case Examples of "Remarkable Efforts"
L S Lb
2. Equipment
holding
---
i) Overcoming unforeseen difficulties
- Necessary equipment suddenly becomes unavailable because of the reason
which the Contractor is not responsible for, but the contractor completes the
works without delay by optimizing combination of alternative equipments.
- Necessary equipment is broken down despite the careful maintenance, but
the contractor completes the works without delay by immediate arrangements
for spare parts.
ii) Achieving outstanding outcomes
- There is no delay on the schedule because the contractor has a system to keep
their equipments in good condition (e.g., by quick procurements, stocks and
fast moving of spare parts, resident mechanics)
- Contractors mobilisation of equipments is always optimized in terms of
arrangements and scheduling.
- Any broken down equipment is repaired immediately.

3. Contractor's
In-house staff
--- ---
- Despite a unforeseen situation with lack of in-house engineers, the contractor
supplements extra staff.
- The contractor employs in-house staff with adequate gender mix and the
hired in-house staffs achieve more-than-average outcomes.

4. Personnel
employment
---
- Despite an unforeseen situation with lack of workers/operators, the
contractor hires additional workers with enough skill and experiences.
- The contractor contributes local economy by hiring local labours
- The contractors trains the workers/operators to meet the contract
requirements
- The contractor proactively takes a leading role in conducting HIV/AIDS
awareness to the local publics.

66
7. Work
scheduling
--- ---
- Despite unpredictable disturbances as shown below, the contractor minimizes
the negative influences on the schedule with conformity with the works
execution programme.
- Challenges on funding (e.g., bankrupt of main bank)
- Disruption of key material supply
- Shortage of local material
- Extreme price hike of material
- Abnormal weather conditions (e.g., Long rains)
- Abrupt changes in the design which the contractor is not responsible for
- The contractors continuous schedule management makes possible in-time
completion.

8. Work safety
management

- Accidents occur in an unavoidable situation to the contractor, but the
contractor takes adequate responses and minimizes safety hazard on site.
- The contractor executes works under highly difficult situation for the safety
and completes with no accident by adopting adequate safety measures.
- The contractor continuously conducts safety education during the period and
raises safety awareness among workers/operators, subcontractors, and local
community.

9.
Environmental
and social
management

- Despite unforeseen environmental and social difficulties affecting
surrounding communities of the site, the contractors mitigating efforts
minimize the deterioration and avoid disputes.
- The contractor completes the works with no claim for environmental issues
although the works are executed in the area of high environmental concerns.
- The contractor makes adequate efforts for social mitigation so that there is no
claim from local communities.
- The contractor conducts an extra mitigation as shown below;
- The contractor constructs/repairs educational and/or health facilities as
Corporal Social Responsibility (CSR).
- The contractor provides free seedling to schools for planting during
National tree planting days.

*See Table3.4 for Descriptions
**L; Large Scale Work (Class A - D), S; Small Scale Work (Class D and Under), and Lb; Labour Based Work

67
3.5.3 Bonus/Penalty
The following two items are evaluated as bonus or penalty, respectively. For the moment, those
score levels are at the discretion of the evaluator. And they are neither subject to inter-items
weightings nor evaluator weightings.

(1) Innovation Effort
The Engineer may add the score if the contractor made a remarkable effort for innovation
during executions. The maximum point to be given is 10.0.
Followings are examples for giving additional points.
Application of more appropriate material, new technology, process rationalisation resulted
in shortening of the works schedule, high quality output, reduction of project cost, and
reduction of impacts on environment and society.

(2) Compliance with statutory regulations
The Engineer shall reduce the score if the contractor violates relevant regulations of the
Republic of Kenya. The maximum reduction is 10.0. Relevant regulations are;
1. Tax compliance (VAT registration, PIN registration)
1) Income Tax Act Cap.470 (PAYE)
2) Values Added Tax Act Cap.476
3) Stamp Duty Cap. 486
2. Registration of business
1) Companies Act Cap. 486
2) Registration of Business Names Act Cap.499
3. Environmental law
1) Environment Management and Coordination Act No.8 of 1999
2) Environmental Impact Assessment and Audit Regulations - Legal Notice No.l21 of 2003
4. Traffic/Axle load regulations
1) Traffic Act Cap. 403
2) Kenya Roads Act, 2007
5. Labour law
1) Employment Act Cap. 226
2) Regulation of Wages and Conditions of Employment Act Cap. 229
3) Workmen's Compensation Act Cap. 236 (Workman's Compensation)
4) The Labour Relations Act, 2007
5) Industrial Training Act Cap. 237
6. Engineers
1) The Engineers Registration Act, No.43 of 2011
7. Social security
1) National Social Security Fund Act Cap.258 (currently being amended)
68
2) Retirement Benefits Authority Act Cap. 197
3) Pensions Act Cap. 189
8. Hospital insurance fund
1) National Hospital Insurance Fund Act, No. 9 of 1998
9. Local government
1) Local Government Act Cap. 265 to be repealed upon Commencement of the Act in (2) below
2) Urban Areas and Cities Act, 2011 (shall come into operation after the first elections under
the constitution of Kenya 2010
10. Water resource management act
1) Water Act.2002
11. Insurance
1) Insurance Act Cap.487
12. Safety
1) Public Health Act Cap.242
2) Occupational Safety and Health Act, No. l5 of2007
3) The Work Injury Benefits Act, No. 13 of 2007
13. Procurement laws
1) Public Procurement and Disposal Act, 2005
2) The Public Procurement and Disposal (Reference and Reservations Regulations. 201 l)
3) The Public Procurement and Disposal Regulations. 2006
4) The Public Procurement and Disposal (Public Private Partnerships) Regulations, 2009
5) The Public Procurement and Disposal (Amendment) Regulations, 2009
14. OTHERS
1) Constitution of Kenya 2010
2) Any other relevant laws that will come into effect after this date.

3.5.4 Grading Sheet
ER shall use grading sheet whose template is shown in A.5.2. Table 3.7 is a sample of the
grading on the sheet. Since the ER grades based on the results of REs grading, the ER shall get
the REs grading sheet.

69
Table 3.7 Grading Sheet for the Engineers Representative (Example)

Engineer's Representative : CCCC DDDD Signature: CCCC DDDD
Comment :
*L S Lb
2. Equipment
holding
--
a
b,c,d
e a c e
3. Contractor's In-
house staff
staffs are assigned
-- --
a
b,c,d
e a c e
4. Personnel
employment
Reasonable number of skilled workers/operators
is properly employed by the contractor
--
a
b,c,d
e a c e
7. Work scheduling
planned
-- --
a
b,c,d
e a c e
8. Work safety
management

a
b,c,d
e a c e
9. Environmental
and social
management

a
b,c,d
e a c e
Grading Criteria
-- --
Innovation effort is made by using new materials,
new technology, process rationalization, etc.

+5
Overloading twice
Descriptions
Work Procedure optimised
0 - -10
ContractEvaluationGradingSheetfortheEngineer'sRepresentative
Scale of Work
Note
(Reason to grade "a")
Items
-5
Grade
RE's
Grading
0 - +10
a b c d e
Remarkableeffortis
madeforthe
evaluationitems
specifiedin3.5.1.
Effortismadein
averagesensefor
theevaluationitems
specifiedin3.5.1.
Effortisinsufficient
fortheevaluation
itemsspecifiedin
3.5.1.
1.REevaluates"a"
OR
2.REevaluates"b,
c,ord",however,
ERfindsa
remarkableeffort
bytheContractor

REevaluates"b,c,
ord",andERdoes
notfindany
remarkableefforts
bytheContractor
REevaluates"e"
a
a c e
YES
NO
b , c , d e
70
3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee
As the independent evaluator, QAO/IAC deals with the two key items which indicate the
contractors capacity to deliver;
1. Execution system in general
Overall system of execution is confirmed to be proper during audit or at
substantial completion meeting
Measured parameters are within the specified allowable ranges with proper
workmanship

Based on temporary assignment of independent evaluator (see 3.1.3(4)), grading entity is
designated as shown in Fig. 3.5. Grading by QAO shall be based on their own investigation and
on written documents about overall system of execution and measured parameters of quality and
quantity management. Grading by IAC shall be based on the results of Substantial Completion
Meeting.
In case Resident Engineer evaluates, grading is based on the check list and his/her knowledge
of works.

Fig. 3.5 Grading Flow Chart for Third Evaluator

1. Execution system in
General
QAOevaluates
ResidentEngineer
evaluates
IACevaluates
6. Quality and Quantity
Management
GradingbasedonRateof
compliancewith
requirementsinTable3.9
(b)
a, b, c, d, e
SupervisionChecklist
a, b, c, d, e
Gradingbasedonscoringsfor
thefollowings
QuantityManagement
QualityManagement
Workmanship
inTable3.9(c)
1. Execution system
in General
Management
a, b, c, d, e
Evaluatordetermined inTable3.1andFig.3.1
71
(1) Grading criteria for Execution system in General
Table3.6 shows an example of grading for Execution system in General. The blank format is
in Appendix A5.4. If the Contractor does not comply with the corrective order issued on status of
the system, grade e is given. If the correction is poor, grade d is given. In other cases, Grading
a to c is determined according to the number of checks in the sub-table.

(2) Grading criteria for Quality and Quantity Management
The level of quality and quantity achievements is judged by the following sub-items. They can
be evaluated by QAO/IAC only with written reports and visual inspection of finished works.
i) Quantity measurements
ii) Quality measurements
iii) Workmanship
As shown in Table3.6, points are given for each sub-item according to the degree of satisfaction
with fixed benchmarks. The criteria of point rating are shown in Table 3.7. The points are
summed up and the total point determines the grade. Weight allotment for each sub-item is 3.0,
3.0, and 4.0 respectively..
i) Quantity measurements
Sub-grades a to e are determined whether or not the all necessary size and volume
measurements are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
ii) Quality measurements
Sub-grades a to e are determined whether or not the all necessary material testing and
structural checking are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
iii) Workmanship
Sub-grades a to e are determined by the number of satisfactory visual check points specified
in Table 3.9(c). Table 3.8 below shows sample pictures for the check points

72
Table 3.8(a) Sample pictures for check points Good appearance of finished work
Check Points Photographs Note
1.Good exterior appearance

(Satisfactory)
Exterior dimensions are
confirmed to be satisfactory
2. Good alignment and
spacing

(Satisfactory)
Good alignment is confirmed
from the straightness of the
drainage line.
3. Good overall surface
alignment

(Satisfactory)
Surface alignment is plain
without distortion.
4. Good top and edge
finishing

(Satisfactory)
Top and edge are finished with
good workmanship
5. Good alignment to
adjacent structures

(Unsatisfactory)
The wing wall of culvert is half
buried in the slope.
73
6. Good overall cleanliness

(Unsatisfactory)
Removed asphalt is left on
roadside.
7. Good surface touch

(Unsatisfactory)
Wing and wall of culvert have
rough surface because parting
agent was not applied to
mould.

Table 3.8(b) Sample pictures for check points No major flaws or deterioration
8. No irregular shape of
earth works

(Unsatisfactory)
Sharp bends (curves ) in ditch
alignment
9. No visible cracks

(Unsatisfactory)
Concrete crack has developed.
It may affect safety and
durability of the structure.
74
10. No water leakage

Lack of drainage system
11. No excessive water pool
(puddle) on the surface

(Unsatisfactory)
Drainage system does not work
on the viaduct.
12. No spot of bitumen
and/or mortar on other
structures

(Unsatisfactory)
Many bitumen/mortar spots on
other structures causes not
only aesthetic problem but also
indicates that the works are
roughly conducted

13. No visible flaws and
rusts on the surface

(Unsatisfactory)
White lane mark deteriorated
just after the completion

75
Table 3.8(c) Sample pictures for check points Fitness for purpose
14. Good functionality of
structure for its purpose

(Unsatisfactory)
Clogged drainage
15. Good visibility of
road furniture from road
users

(Satisfactory)
Road signs should be
installed properly so that
they are visible to all road
users

16. No obstacles for road
users left

(Unsatisfactory)
Waste of materials used in
the work and equipments
are to be removed after the
completion.

76
3.6.3 Grading sheet
Table 3.9 shall be used when QAO/IAC conducts evaluation.

Table 3.9(a) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)

Signature: EEEE FFFF
Comment :
*L S Lb
1. Execution System
in General
during audit or at Substantial completion meeting

a b c d e
6. Quality and
quantity
management
Measured parameters are within the specified
allowable ranges with proper workmanship

a b c d e
Grading Criteria
ContractEvaluationGradingSheetforQAO/IAC(1/3)
Scale of Work
Note Items
Quality Assurance Office/Inspection and Acceptance
Committee Chair: (Name)
EEEE FFFF
Grade Descriptions
a b c d e
Rateofcompliance
withrequirementsin
3.6.2isverygood
fortheevaluation
itemsin3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isgoodforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isfairforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2ispoorforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isverypoor
fortheevaluation
itemsin3.6.1.
77
Table 3.9(b) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)

N/A
1
2
3
4
5
6
7
8
9
10
11
12
Total Number
= 0
Percentage
= 80.0 - 60.1% = 60.0 - 40.1% = 20.0 - 0%
a b c
d e
d e
---
= 40.0 - 20.1%
Unsatisfactory
Points to be checked
Work execution programme is submitted before commencement
Work execution programme properly reflects the given specifications
and site conditions
Item
Overall execution system is confirmed to be proper during audit or Substantial completion
meeting
1. Execution System
Grade
a b c
Descriptions
= / (12-) *100% = 6 / (12 - 0) x 100 = 50.0 %
= 6
Satisfactory
Check ()
Execution procedures are conducted in accordance with Works

Execution Programme
Proper handling of changes of site conditions (e.g. work environment,
climate, geological conditions)
Proper management of material stocks through inventory
Proper allotment of workers, operators and qualified technical
supervisors
Proper preparation and organization of reporting documents in
accordance with Works Execution Programme
= 100 - 80.1%
Notice of operation to engineer is properly conducted before carrying

out.
All equipment used are properly mobilized
Proper recycling efforts of by-products from site
Proper in-house quality assurance system and its documentation
procedures
Others;(Specify)
No complaints from road users and surrounding
communities
78
Table 3.9(c) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)

X
Y
Satisfactory
Unsatisfactory
N/A
1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

Total Number = 8 --- = 2
Percentage
Z
Ranges
Grade
Total Point : X + Y + Z =
0.0
No spot of bitumen/mortar on other structure
No visible flaws and rusts on the surface
Good functionality of structure for its purpose
Good visibility of road furniture from road users
No obstacles for road users left
1.5 + 3.0 + 2.0 = 6.5
1.0 3.0
a b d e
5.00 - 2.51
c
10.00 - 7.51 7.50 - 5.01 2.50 - 0.01 0.0
Good surface touch
No irregular shape of earth works
No visible cracks
4.0 2.0
= 20.0 - 0.0% = 40.0 - 20.1% = 80.0 - 60.1%
= / (16 - ) * 100% = 8 / (16 - 2) x 100% = 57.1%
= 60.0% - 40.1%
c) Fitness for
purpose
No excessive water pool (puddle) on the surface
Description
Good top and edge finishing
Good shaping for connection to adjacent structures
Quantity
Measurements
Quality
Measurements
Good overall cleaning
Measured parameters are within the specified allowable ranges with proper workmanship
Check Point
Good exterior appearance
Good alignment and spacing
Good overall surface alignment
All necessary quality measurements
are conducted and recorded as
specified, and all measured figures
are within the specified allowable
range
All necessary scale measurements
specified, and all measured
parameters are within the specified
allowable range
3.0
Item
Sub-sub item
a) Good
appearance of
finished work
Check ()
1.5
Nevertheless a corrective order was
issued, the Contractor did not comply
with it.
0.0
Although some of the necessary scale
measurements were not conducted as
specified, the contractor complied with a
corrective order
Workmanship
Nevertheless a corrective order were
with it.
3.0 1.5 0.0
Although some of the necessary quality
specified, the Contractor complied with a
corrective order
b) No major
flaws or
deterioration
No water leakage
= 100 - 80.1%
79
3.7 Weighting
3.7.1 Concept of weighting
In order to reflect relative differences of importance between evaluation items and of degree
evaluators responsibility, relative weights are used on tallying of scores.

3.7.2 Weight application for scoring
Net score for an item by an evaluator score is calculated as the following equation;
p = w1 x w2 x p0
Where, p : net score, w1 : inter-item weight, w2 : weight by evaluator
p0 : basic scores defined in Table3.2

3.7.3 Inter-item weight
Set of inter-item weight is provided by scale of contract. Table 3.10 shows the weighting set for
the contract of large scale works (for Class D and above company), the contract of small scale
works (for Class E and under company), and labour based work contract.
Table 3.10 Weights by Item and Evaluator

Scale of Works
Item
L
a
r
g
e

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

A

-

D
)
S
m
a
l
l

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

E

a
n
d

u
n
d
e
r
)
L
a
b
o
u
r
-
b
a
s
e
d

w
o
r
k
L
a
r
g
e

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

A

-

D
)
S
m
a
l
l

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

E

a
n
d

u
n
d
e
r
)
L
a
b
o
u
r
-
b
a
s
e
d

w
o
r
k
L
a
r
g
e

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

A

-

D
)
S
m
a
l
l

s
c
a
l
e

w
o
r
k
(
C
l
a
s
s

E

a
n
d

u
n
d
e
r
)
L
a
b
o
u
r
-
b
a
s
e
d

w
o
r
k
1. Execution System in General 1.2 1.0 1.2 4.0 4.0 4.0
2. Equipment holding 1.4 1.4 3.0 3.0
3. Contractor's in-house staff 1.4 1.2 1.8 3.0
4. Personnel employment 1.0 1.4 2.2 3.0 4.0
5. Site base facilities 1.0 1.0
6. Quality and quantity
management
1.0 1.0 1.2 6.0 6.0 6.0
7. Work scheduling 1.0 1.0 1.2 2.0
8. Work safety management 1.0 1.0 1.2 1.0 2.0 3.0
9. Environmental and social
management
1.0 1.0 1.2 1.0 2.0 3.0
Total 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0
0.5 0.3 0.2
W1 :
Inter-Item
Weight
W2 : Weight by Evaluator
Quality Assurance Office /
Inspection and Acceptance
Committee
The Engineer's representative Resident Engineer
80
3.7.4 Weight by evaluator
Weights for Resident Engineer, The Engineer and QAO/IAC are 0.5, 0.3, and 0.2 respectively.
They are reflecting the relative importance of regional office which can objectively evaluate the
contractors performance with the most frequent observation of work performance and site
conditions.

3.7.5 Weight change
Weights specified in this section are not subject to change for the validity of unified scoring
scheme. However, when the clear changes of social, economic, environment, technological
requirements are observed, weight setting can be updated with unanimous agreement among
relevant organizations.

3.8 Contract evaluation scoring
3.8.1 Contract Evaluation Tally Sheet
Based on the results on three grading sheets (Table 3.5, 3.7, and 3.9), scores are automatically
given for each item by each evaluator. Contract Evaluation Tally Sheet (CETS) is the unified
template to calculate the total score from these scores. Fig 3.6 shows part of the CETS. An
evaluator fills the blank by choosing a Net Score which corresponds to the grading for the item
and the evaluator. There are three formats of CETS for large scale work, small scale work, and
labour based work.
Table 3.12 shows CETS for large scale works. They also include basic contract information and
fixed weights by contract size.
After the calculation of total score, CETS shall be signed by The Engineer.
Table 3.11 is a rough standard of contracts performance judging from the total score.

Table 3.11 Rough Standard of Total Score Assessment
Total Score Range Contracts Performance
76 and above Good
66-75 Satisfactory
56 65 Fair
55 and below Poor

81

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83
3.8.2 Notification of score
The authorized total score and its breakdowns are notified to the Contractor as an official
letter from the Authority. The format is shown in Appendix G. The contractor can raise questions
on the results of scoring within a specific number of days after the issuance. The Authority
answers in writing to the Contractor.

3.8.3 Score database
Every score along with basic contract information and the type of work conducted are stored in
the unified database without delay. The procedure is depicted in Fig 3.7. Input data from each
Authority is rearranged to be a list of companies which contains information shown in Table 3.13
so that scores of any company can be easily extracted. Detailed example of database format is
shown in Appendix 8.1 and 8.2. Database is accessible to any authority in the next procurement
process. It is used as a reference of past experiences of similar type of works in the tender
evaluation stage.

Table3.13 Information in Contract Evaluation Score Database
Company
Information
Total Scores in
Contract
Evaluation
Numbers of Contracts by Work Types
Class (A - G)
Name
(in alphabetical
order)
PIN code
Scores of each
contract in recent
Five(5) years
Site clearance and Topsoil Stripping
Earth works
Excavation and Filing for Structures
Ditch and Culvert Cleaning
Culvert installation and construction
Passage of Traffic
Grading and Gravelling Works
Paved Roads - Shoulder Maintenance and Repairs
Natural Material Base and Subbase
Graded Crushed Stone Base and Subbase
Cement and Lime Treated Subgrade, Subbase, and Base
Bituminous Surface Treatment and Surface Dressing
Bituminous Mixes
Concrete Works
Road Furniture and Maintenance

84

Fig.3.7 Flow chart of Database
RoadAuthorityC
RoadAuthorityB
MoR/KRB
RoadAuthorityA
No
Evaluation by The
Engineer's
Representative
Garding by Quality
Assurance Office /
Inspection and
Acceptance Committee
Evaluation by
Resident
Engineer
Necessity for Score
Corrrection?
Contract Evaluation Start
Score Calculation / Generation of Notification Sheet
Score Database in Authority
Input of Grading
Yes
Inputs of Gradings
See Fig 3.3
for more
detail
Notification of Scores to the Contractor
AuthorityA
Tender Evaluation
AuthorityB
Tender Evaluation
AuthorityC
Tender Evaluation
Data Table in PDF Format
ID/PasswordProtected
SpaceonWebsite
Data Integration
Paper-based RMMS
Data Submission
Soft Copy
Data
Aquisition
Data
Processing
Data
Accumulation
and Storage
Data
Distribution
Data
Utilisation
85

Appendix
86
Table of Contents

Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 104
D. Monthly Progress Report templates 105
(Supervision check list) 114
E. Report for Substantial Completion Meeting 123
F. Contract evaluation tally sheet 124
F.1 Contract Evaluation Grading Sheet for Resident Engineer 124
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 125
F.3 Contract Evaluation Grading Sheet for QAO/IAC 126
F.4 Contract Evaluation Tally Sheet (Large scale work) 129
F.5 Contract Evaluation Tally Sheet (Small scale work) 130
F.6 Contract Evaluation Tally Sheet (Labour-based work) 131
G. Notification of scoring of contract evaluation 132
G.1 Large Scale Work 132
G.2 Small Scale Work 133
G.3 Labour-based Work 134
H. Taking Over Certification 135
I. Database Format 136
I.1 Contract Evaluation Database Format in Authority 136
I.2 Integrated Contract Evaluation Database Format 137

87
A. Incorporating in Tender and Contract Document for Application of the Manual

In order to specify the use of Supervision and Contract Evaluation Manual for Road works, the
following will be introduced

A.1 Bidding Document
Section : Introduction to Bidders
-Form for acceptance to contract evaluation at the end of Contract as per Supervision and
Contract Evaluation Manual for Road works developed by the Ministry of Roads, 2012

A.2 Contract Document

CONDITIONS OF CONTRACT PART II
(CONDITIONS OF PATICULAR APPLICATION)

SUBCLAUSE 2.1 ENGINEERS DUTIES AND AUTHORITY
(a)
(b)
(c)
(d) SUPERVISION OF WORKS
The Works specified under this Contract shall be executed, supervised and evaluated in
accordance with Supervision and Contract Evaluation Manual for Road works developed by
the Ministry of Roads, 2012

SUBCLAUSE 5.2 PRIORITY OF CONTRACT DOCUMENTS
(1) The Contract Agreement (if completed)
(2) The Letter of Agreement;
(3) The Tender and Appendix to Tender;
(4) The Conditions of Contract Part II;
(5) The Conditions of Contract Part I;
(6) Special Specifications;
(7) The Standard Specification for Road and Bridge Construction, 1986;
(8) Supervision and Contract Evaluation Manual for Road works
(9) The Drawings
(10) The Priced Schedule of Rates

88
B. Work execution programme template

( P r o j e c t T i t l e )
CONTRACT No.: / /

Works Execution Programme

DD/MM/YYYY

CONTRACTOR
Address:
P.O.Box #####-#####

GENERAL MANAGER(DEPARTMENT)
(AUTHORITY)
Address:
P.O.Box #####-#####

89

Table of Contents

B.1. General Information 90
B.1.1 Project description 90
B.1.2 Location map 91
B.2 Work execution schedule 91
B.2.1 Programme of works 91
B.2.2 Planned cash flow 91
B.3 Order of procedure and method of works 94
B.4 Personnel management plan (In-house and subcontractor staff) 94
B.5 Equipment management plan 95
B.5.1 List of the Equipments 95
B.5.2 Maintenance and repair plan 95
B.6 Mobilization management plan 98
B.6.1 Site base facilities 98
B.6.2 Material plan 98
B.7 Safety management plan 99
B.7.1 Safety Plan 99
B.7.2 Safety rules and regulations 99
B.7.3 Duties of the Safety OfficerB.8 Environmental and social management plan 99
B.8 Environmental and social management plan 100
B.9 Quality control plan 100
B.10 Quantity control plan 100
B.11 Photograph plan 103

90
B.1 General Information
B.1.1 Project Description
(1) Project Objectives
A brief description of the project which includes location, nature and extent of works
(e.g. (i) contribute to improving the general service on the priority road network;(ii) promoting
economic recovery; (iii) support the Government in its policy of provision of access to learning
institutions (iv) reducing transport cost; (v) improving the living conditions of the neighboring
population and their awareness of HIV/AIDS, road safety and environmental protection; and
(vi) building the technical and operational capacity of the Authority (ix) job creation etc.)
(2) Contract Data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineers Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,

Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,

Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
91
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects liability period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,

B.1.2 Location Map

B.2 Work execution schedule
B.2.1 Programme of Works
(Table I.2.1 in next page for programme of works)
B.2.2 Planned Cash flow
(Table I.2.2 in two pages later for planned cash flow)

MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractors site base shall be indicated I the map.
92

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94
B.3 Order of procedure and method of works

B.4 Personnel management plan (In-house and subcontractor staff)

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95

Table B.4.2 Contractors Labour Returns

B.5 Equipment management plan
B.5.1 List of the Equipments
(Table B.5.1 Equipment List and Schedule)

B.5.2 Maintenance and repair plan

Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul
1 Site Agent
2 Site Engineers
3 Foreman
4 Asphalt Plant Operator
5 Plant Mechanic
6 Mechanic
7 Auto Electrician
8 Electrician
9 Tyreman
10 Boilerman
11 Mason
12 Carpenter
13 Pick-up Driver
14 Tipper Drivers
15 Pulvimixer
16 Excavator Operator
17 Shovel Operator
18 Broom Operator
19 Grader Operator
20 Roller Operator
21 Paver Operator
22 Milling Operator
23 Welders
24 Store Keeper
25 Office Assistant
26 Watchman
27 Causals
TOTALS
2011 2012
Deployment Ref
96

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97
B.6 Mobilization management plan
B.6.1 Site base facilities

B.6.2 Material plan
(Table B.6.1 Material List and Schedule)

SiteOfficeMap
98

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99
B.7 Safety management plan
B.7.1 Safety Plan

B.7.2 Safety rules and regulations

B.7.3 Duties of the Safety Officer

Table B.7.1 Emergency Contact List
Organization Section/Person Name TelephoneNumber
(Facsimile)
Note
Authority
HeadQuarter (Address,etc)
G.M.MTCE (Emailaddress,etc)
ManagerMTCE
ProjectEngineer
ResidentEngineer
Contractor
HeadOffice
SiteOffice
SiteAgent
Subcontractor1
HeadOffice
SiteAgent
Operator
Subcontractor2
HeadOffice
SiteAgent
Operator
ForEmergency
Hospital
Police
Ambulance
Firebrigade
Electricity

100
B.8 Environmental and social management plan

B.9 Quality control plan
(Table B.9.1 Quality Control Plan, Table B.9.2 Inspection and Testing Plan)

B.10 Quantity control plan

101

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102
Table B.9.2 Inspection and Testing Plan

Work Item Survey Item Standard Value Survey Basis
Cutting Width 200mm 40m centers pitch
excavation depth -0 40m centers pitch
Embankment Width -0, 250mm 40m centers pitch
Embankment Slopes of cutting and embankment +0.25 40m centers pitch
Sub grade Elevation -50, +0 40m centers pitch
Sub base Elevation 15mm 40m centers pitch
Base Elevation 10mm 40m centers pitch
Binder course Elevation 10mm 40m centers pitch
Surface course Level 10mm 40m centers pitch
Surface course surface regularity 6mm straight edge 3m long
Wearing, Binder, Base, Sub base Thickness 98%t 125% 5 points in any length of 100m
Wearing, Binder, Base, Sub base Average thickness 100%t 120% ditto
Reinforcement spacing bars
not less than 1.33 times
of the maximum particle size
of the coarse aggregate
Elevation 30mm 1 point /1 location
Thickness -20mm 1 point /1 location
width (inner size) -30mm 1 point /1 location
height 30mm 1 point /1 location
Extension L20m -50 1 point /1 location
Extension L20m -100 1 point /1 location
Elevation 50 1 point per work extension 40m
Slope length L3m -50 1 point per work extension 40m
Slope length L3m -100 1 point per work extension 40m
Thickness Block -50 1 point per work extension 40m
Thickness Back-filling -50 1 point per work extension 40m
Extension -200 1 point per work extension 40m
Elevation 50 1 point per work extension 40m
thickness -20 1 point per work extension 40m
Thickness Back-filling -50 1 point per work extension 40m
width -30 1 point per work extension 40m
height h 3m -50 1 point per work extension 40m
height h 3m -100 1 point per work extension 40m
length -200 1 point /1 work section
culvert
Stone Masonry
Retaining Wall
103
B.11 Photograph plan

Table B.11.1 Photograph Plan

Item Type of Work Filming Item Filming Frequency
Construction Work
Progress
Other
General
Construction
Quality Control
104
C. Daily report (Site diary) sample

DATE:
CONTRACT:
SECTION:
WEATHER: a) Temperature (Max /Min): Precipitation:
b) Other relevant information (wind /fog etc):
RESOURCES ON SITE: a) Labour:
b) Plant: (Working)
Idle(reasons)
c) Materials delivered:
DAILY PROGRESS (including time lost, standing time for labour, plant,type of work completed and location):
SPECIAL EVENTS / OCCURRENCES: (Including potential disputes)
MEETINGS:
INSTRUCTIONS ISSUED (verbal & written):
EMERGENCY WORKS:
TESTS CARRIED OUT: (short summary indicating actual location and source of materials)
VISITORS TO SITE: (Summary of discussions pertaining works)
REQUESTS BY CONTRACTOR (for information, drawings, etc):
Client's Rep Sign Contractor's Rep Sign
SITE DIARY
105
D. Monthly Progress Report templates

( P r o j e c t T i t l e )
CONTRACT No.: / /

MONTHLY PROGRESS REPORT NO

DD/MM/YYYY

GENERAL MANAGER (DEPARTMENT)
(AUTHORITY)
Address:
P.O.Box #####-#####

DIRECTOR GENERAL
(AUTHORITY)
Address:
P.O.Box #####-#####

106

Table of Contents

D.1 EXECUTIVE SUMMARY 106
D.1.1 Project Description
D.1.2 Summary of work progress
D.1.3 Financial Status
D.1.4 Claims
D.1.5 Project location map
D.2 CONTRACT DETAIL 107
D.2.1 Contract data
D.3. PROGRESS OF THE WORKS 109
D.3.1 Summary of physical progress
D.3.2 Contractors Plant and Equipment Schedule
D.3.3 Contractors Staffing Schedule
D.3.4 Materials delivered on site
D.3.5 Executed works
D.4 FINANCIAL STATUS 110
D.5 SUPERVISION ACTIVITIES 112
D.5.1 General
D. 5.2 Supervision check list 112
D. 5.3 Engineers supervision staff
D.5.4 Resident Engineers activities during the month
D.5.5 Site meetings record of meetings held
D.5.6 Visitors to site record of visitors to site.
D.6 Quality and quantity control 115
D.6.1 General
D.6.2 Laboratory Staff
D.6.3 Material Testing
D.7 ENVIRONMENTAL MONITORING STATUS 116
D.7.1 General
D.7.2 Requirement and present conditions
D.7.3 Weather condition summary

APPENDICES 117
Appendix D1 Programme of Works
Appendix D2 Work progress chart
Appendix D3 Cash Flow
Appendix D4 Contractors personnel and labour
107
Appendix D5 Materials delivered to site
Appendix D6 Records of payment
Appendix D7 Resident Engineers staff (organization chart)
Appendix D8 Quality Control Tests
Appendix D9 Weather Report
Appendix D10 Minutes of last site meeting

108
D.1 EXECUTIVE SUMMARY
D.1.1 Project Description
(Location, nature, extent of works, and project objectives as in A.1 Works Execution
Programme)

D.1.2 Summary of work progress
(Short description in words about financial and physical progress made)

D.1.3 Financial Status
(Issues of payment certificate and certified amount in comparison with programme)
(Detailed financial status table shall be referred to in Chapter 4)

Table D.1.1 Summary of Financial Status
Unit Amount Note
Total Amount Certified Ksh
Programmed Certification (As per (Date)
Performance Programmes)
Ksh
Percentage %

D.1.4 Claims
(Summary and list of claims and notices of intention to claim)
(brief statement on pending approvals, contractual claims, constraints, any significant
occurrences disrupting to the works)

D.1.5 Project Location map

MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractors site base shall be indicated I the map.
109
D.2 CONTRACT DETAIL
D.2.1 Contract data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineers Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,

Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,

Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects Liability Period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,

110
Time elapsed (months, %): ,
% contract period elapsed: ,
Remaining time (months) : ,
% work done: ,
Amount certified to date: ,
% of contract certified to date: ,
Date of this report: ,

111
D.3. PROGRESS OF THE WORKS
D.3.1 Summary of physical progress
(overall progress during reporting month vis--vis programme of works Programme of works in
Appendix 2).

Table D.3.1 Physical Works progress

D.3.2 Contractors Plant and Equipment Schedule

Table D.3.2 Mobilizations of Plant/Equipment
S/No.
Type of Plant/
Equipment
Specification Unit
Quantities (Numbers)
Remarks
Planned
number
Mobilized Balance

Total
Previous
Months
This
Month
Total
to date
km
km
Overall progress
Programmed Progress (Clause 14)
Physical Work Progress as at ##th ###, 20##
Done
Outstanding
Estimated
Total
% Done
Bill
No.
Unit Description
112
D.3.3 Contractors Staffing Schedule
(Contractors labour returns in Appendix B.4)
(Statement on number of jobs created & gender issues to be considered)

Table D.3.3 Staff Scheduling
S/No. Personnel
Numbers
Remarks
Planned
number
Mobilized Balance

D.3.4 Materials delivered on site
(Summaries of material and fuel deliveries in Appendix B.6.2)

D.3.5 Executed works
(brief statement on works achieved during the month, works achieved to date, location of the
works, any constraints) broken down in major work items:
(1) Site Clearance and Topsoil Stripping
(2) Earth Works
(3) Excavation and Filling for Structure
(4) Culverts and Drainage Works
(5) Passage of Traffic
(6) Grading and Gravelling Works
(7) Paved Roads - Shoulder Maintenance and Repairs
(8) Natural Material Base and Subbase
(9) Graded Crushed Stone Base and Subbase
(10) Cement and Lime Treated Subgrade, Subbase and Base
(11) Bituminous Surface Treatment & Surface Dressing
(12) Bituminous Mixes
(13) Concrete Works
(14) Road Furniture Repair and Maintenance
(Chart showing a comparison of physical progress against programmed progress in Appendix 2

D.4 FINANCIAL STATUS
(Value of work certified, repayment of advance, payments to contractor to date and details of any
outstanding payments. Record of interim payment certificates in Appendix 5, Outstanding
payments as at (reporting date))

113

Table D.4.1
Cert. No.
Amount
(Kshs)
Date
Signed by
RE
Payment
expiry
date
Interest
period as at
(date)
Default
commence
ment date
Remarks

Total Due

Table D.4.2 Summary of Works Paid to Date
Bill
No.
Description
Tender
Amount
(Kshs)
Previous
Amount
(Kshs)
Amount This
Period
(Kshs)
Amount to
Date
(Kshs)
Percentage
Certified
(%)

A Subtotals 1
B Contingencies
C V.O.P
D Subtotals 2
E VAT
TOTAL

114

D.5 SUPERVISION ACTIVITIES
D.5.1 General
(Brief summary of supervision activities)

D.5.2 Supervision Check List
(Description of check result and the following two pages are check list)

115

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117
D.5.3 Engineers supervision staff
(number, organization chart in Appendix 5)

D.5.4 Resident Engineers activities during the month
(Quality control test in Appendix 6)

D.5.5 Site meetings record of meetings held
(minutes of last site meeting in Appendix 7)

D.5.6 Visitors to site record of visitors to site.

D.6 Quality and quantity control
D.6.1 General
(Brief description of activities on quality and quantity control)

D.6.2 Laboratory Staff

D.6.3 Material Testing

Table D.6.1 Summary of Laboratory Tests carried out in (month) (year)
No. of
Tests
Description
Tests Retests Remarks
Passed Failed Passed Failed
Objective Road Section (Km #+#### - Km #+####)
Test carried out on (______________)

Objective Road Section (Km #+#### - Km #+####)
Test carried out on (______________)

118
7. ENVIRONMENTAL MONITORING STATUS
Environmental monitoring status report showing the requirement & present condition.

7.1 General

7.2 requirement & present condition

7.3 Weather condition summary
(See appendix)

119
APPENDICES
Appendix D1 Programme of Works
(Refer to B.2.1 Programme of Works in Works Execution Programme)
Appendix D2 Work progress chart
(Table AD2.1 Works Progress Chart(sample))

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120
Appendix D3 Cash Flow
(Refer to B.2.2 Planned Cash Flow in Works Execution Programme)
Appendix D4 Progress Photographs
(Km shall be indicated in the captions of photographs)
Appendix D5 Contractors personnel and labour
(Refer to B.4. Personnel Management Plan in Works Execution Programme)

121
Appendix D6 Records of payment

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122
Appendix D7 Resident Engineers staff (organization chart)

Appendix D8 Quality Control Tests

Appendix.D9 Weather report

Table DA9.1 Weather Record for the Month of (Month), (Year)
Date
Rainfall
(mm)
Weather Condition
Rainfall
(mm)
Weather Condition
Site Office
(km#+###)
Morning Afternoon
Site Office
(km#+###)
Morning Afternoon

Total Monthly
Rainfall

Appendix D10 Minutes of last site meeting

123
E. Report for Substantial Completion Meeting
Most of the part is identical to the Monthly Progress Report. Therefore, Appendix D can be
referred.

1 Executive Summary
1.1 Location of the Project
1.2 Background of the Project
2 Project Descriptions
2.1 Detailed Scope of Works
2.2 Contract Details
2.3 Physical Work Progress Summary
3 Conclusions and Snag List
3.1 Appendix II: Project Location Map
3.2 Appendix III: Project Photographs

124
F Contract evaluation tally sheet
F.1 Contract Evaluation Grading Sheet for Resident Engineer

Project Title: Date:
Resident Engineer : Signature:
Comment :
*L S Lb
1. Execution System
in General
Work procedures are in accordance with Works
conditions.

a b c d e
2. Equipment
holding
--
a b c d e
3. Contractor's In-
house staff
staffs are assigned

a b c d e
4. Personnel
employment

a b c d e
5. Site base
facilities
Site facilities are properly prepared, maintained
during execution, and cleared on completion.
--
a b c d e
6. Quality and
quantity
management
measurements are properly and routinely
conducted. Results are within the specifications
and compiled for checking.

a b c d e
7. Work scheduling
planned

a b c d e
8. Work safety
management

a b c d e
9. Environmental
and social
management

a b c d e
Grading Criteria
Descriptions
ContractEvaluationGradingSheetforResidentEngineer
Scale of Work
Grade
Note
Items
a b c d e
Excel l entperformancei s
presentedforthe
i n3.4.1.
Exampl esofexcel l ent
performancearei ndecated
i nTabl e2.5.1.12.5.9.4
Theworkexecutedi s
sati sfactory,butno
excel l entpeformancei s
presentedforthe
i n3.4.1.
contractperi od.
contractperi od.However
correcti onsarepoor.
TheContractordoesnot
compl ywi thi tduri ngthe
contractperi od
Nocorrecti veorderi smade Correcti veorderi smade
d
e
order?
presented?
good?
a b
c
YES
YES
YES
YES
NO
NO
NO
NO
125
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative

Engineer's Representative : Signature:
Comment :
*L S Lb
2. Equipment
holding
--
a
b,c,d
e a c e
3. Contractor's In-
house staff
staffs are assigned
-- --
a
b,c,d
e a c e
4. Personnel
employment
Reasonable number of skilled workers/operators
is properly employed by the contractor
--
a
b,c,d
e a c e
7. Work scheduling
planned
-- --
a
b,c,d
e a c e
8. Work safety
management

a
b,c,d
e a c e
9. Environmental
and social
management

a
b,c,d
e a c e
Grading Criteria
Grade
RE's
Grading
0 - +10
0 - -10
ContractEvaluationGradingSheetfortheEngineer'sRepresentative
Scale of Work
Note
(Reason to grade "a")
Items
-- --
Innovation effort is made by using new materials,
new technology, process rationalization, etc.

Descriptions
a - c - e
Remarkable effort is
made for the
evaluation items
specified in 3.5.1.
Effort is made in
average sense for
the evaluation items
specified in 3.5.1.
Effort is insufficient
for the evaluation
items specified in
3.5.1.
1. RE evaluates "a"
OR
2. RE evaluates "b,
c, or d", however,
ER finds a
remarkable effort by
the Contractor
- -
RE evaluates "b, c,
or d", and ER does
not find any
remarkable efforts
by the Contractor
RE evaluates "e"
a
a c e
YES
NO
b , c , d e
126
F.3 Contract Evaluation Grading Sheet for QAO/IAC (1/3)

Signature:
Comment :
*L S Lb
1. Execution System
in General
during audit or at Substantial completion meeting

a b c d e
6. Quality and
quantity
management
Measured parameters are within the specified
allowable ranges with proper workmanship

a b c d e
Grading Criteria
Quality Assurance Office/Inspection and Acceptance
Committee Chair: (Name)
Grade Descriptions
Scale of Work
Note Items
1. Execution system in
General
QAOevaluates
ResidentEngineer
evaluates
IACevaluates
Management
GradingbasedonRateof
compliancewith
requirementsinTable3.9
(b)
a, b, c, d, e
SupervisionChecklist
a, b, c, d, e
Gradingbasedonscoringsfor
thefollowings
QuantityManagement
QualityManagement
Workmanship
inTable3.9(c)
1. Execution system
in General
Management
a, b, c, d, e
Evaluatordetermined inTable3.1andFig.3.1
a b c d e
Rateofcompliance
withrequirementsin
3.6.2isverygood
fortheevaluation
itemsin3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isgoodforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isfairforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2ispoorforthe
evaluationitemsin
3.6.1.
Rateofcompliance
withrequirementsin
3.6.2isverypoor
fortheevaluation
itemsin3.6.1.
127

N/A
1
2
3
4
5
6
7
8
9
10
11
12
Total Number
=
Percentage
= 80.0 - 60.1% = 60.0 - 40.1% = 20.0 - 0%
a b c
d e
d e
---
= 40.0 - 20.1%
Unsatisfactory
Points to be checked
Work execution programme is submitted before commencement
Work execution programme properly reflects the given specifications
and site conditions
Item
Overall execution system is confirmed to be proper during audit or Substantial completion
meeting
1. Execution System
Grade
a b c
Descriptions
= / (12-) *100% =
=
Satisfactory
Check ()
Execution procedures are conducted in accordance with Works
Execution Programme
Proper handling of changes of site conditions (e.g. work environment,
climate, geological conditions)
Proper management of material stocks through inventory
Proper allotment of workers, operators and qualified technical
supervisors
Proper preparation and organization of reporting documents in
accordance with Works Execution Programme
= 100 - 80.1%
Notice of operation to engineer is properly conducted before carrying
out.
All equipment used are properly mobilized
Proper recycling efforts of by-products from site
Proper in-house quality assurance system and its documentation
procedures
Others;(Specify)
128

X
Y
Satisfactory Unsatisfactory
N/A
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Total Number = --- =
Percentage
Z
Ranges
Grade
Workmanship
Nevertheless a corrective order were
with it.
3.0 1.5 0.0
Although some of the necessary quality
specified, the Contractor complied with a
corrective order
b) No major
flaws or
deterioration
No water leakage
Item
Sub-sub item
a) Good
appearance of
finished work
Check ()
1.5
Nevertheless a corrective order was
with it.
0.0
Although some of the necessary scale
specified, the contractor complied with a
corrective order
Measured parameters are within the specified allowable ranges with proper workmanship
Check Point
Good exterior appearance
Good alignment and spacing
Good overall surface alignment
All necessary quality measurements
specified, and all measured figures
are within the specified allowable
range
All necessary scale measurements
specified, and all measured
parameters are within the specified
allowable range
3.0
= 100 - 80.1%
= / (16 - ) * 100% =
= 60.0% - 40.1%
c) Fitness for
purpose
No excessive water pool (puddle) on the surface
Description
Good top and edge finishing
Good shaping for connection to adjacent structures
Quantity
Measurements
Quality
Measurements
Good overall cleaning
Good surface touch
No irregular shape of earth works
No visible cracks
4.0 2.0
= 20.0 - 0.0% = 40.0 - 20.1% = 80.0 - 60.1%
a b d e
5.00 - 2.51
c
10.00 - 7.51 7.50 - 5.01 2.50 - 0.01 0.0
Total Point : X + Y + Z =
0.0
No spot of bitumen/mortar on other structure
No visible flaws and rusts on the surface
Good functionality of structure for its purpose
Good visibility of road furniture from road users
No obstacles for road users left
1.0 3.0
129
F.4 Contract Evaluation Tally Sheet (Large scale work)

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132
G. Notification of scoring of contract evaluation
G.1 Large Scale Work
REF:
DATE:
To:
NOTI FI CATI ON OF SCORI NG OF CONTRACT EVALUATI ON

CONTRACT NAME:..

Works Completed :
Contract Sum :
Contract No :
Contract Period :
Commencement Date :
Completion Date :
Contract Evaluation Date :
Score
Queries to be addressed within fourteen (14) days to(AuthorityAddress)

OfficialLetterHead
Item Scores Allocation
ExecutionSysteminGeneral 14.0
Equipmentholding 16.0
Inhousestaff 16.0
Personnelemployment 5.0
Sitebasefacilities 5.0
Qualityandquantitymanagement 17.0
Workscheduling 11.0
Worksafetymanagement 8.0
Environmentalandsocialmanagement 8.0
Subtotal 100.0
Innovationeffort 0+10
Compliancewithstatutoryrequirements 100
GrandTotal 110.0
133
G.2 Small Scale Work
REF:
DATE:
To:

CONTRACT NAME:..

Works Completed :
Contract Sum :
Contract No :
Contract Period :
Commencement Date :
Completion Date :
Score

OfficialLetterHead
Equipmentholding 16.0
Inhousestaff 6.0
Sitebasefacilities 5.0
Workscheduling 5.0
Subtotal 100.0
GrandTotal 100.0
134
G.3 Labour-based Work
REF:
DATE:
To:

CONTRACT NAME:..

Works Completed :
Contract Sum :
Contract No :
Contract Period :
Commencement Date :
Completion Date :
Score

OfficialLetterHead
Inhousestaff 9.0
Workscheduling 6.0
Subtotal 100.0
GrandTotal 100.0
135
H. Taking Over Certificate

TAKI NG OVER CERTI FI CATE

CONTRACT NAME:..
EMPLOYER ENGINEER CONTRACTOR
(Authority Name) General Manager (Dept. Name) (Contractor)
Thro General Manager (Dept. Name) (Authority Name) (Company Name)
(Authority P.O. Box) (AuthorityP.O. Box) (Company P.O.Box)
NAIROBI. NAIROBI. (Name of Town)

Works Completed :
Contract Sum :
Contract No :
Contract Period :
Defects Liability Period :
Commencement Date :
Completion Date :
Total Score of Contract Evaluation :

Pursuant to Clause 48 of the Conditions of Contract, it is hereby certified that the Contractor has finally completed the works
detailed above to the satisfaction of the Engineer. Inspection of these works was carried out on by
representatives of the Employer, the Engineers Representative, and the Contractor.

CONTRACTOR RESIDENT ENGINEER GENERAL MANAGER (M)

Signed: ..
Date: .
Name: . ..

OfficialLetterHead
136
I Database Format
I.1 Contract Evaluation Database Format in Authority

1
Authori ty KeNHA
Regi on Central
NameoftheContract
Routi neMai ntenanceof
AAABBB(C##)Road

ContractNumber RD###
DateofCommencement 2010/09/23
Compl eti onDate 2011/10/26
DateofSi bstanti al Compl eti onMeeti ng 2011/12/01
ContractSum Ksh181,268,560
Contractor'sName ABCCompany
Cl ass C
PINCode #######
1.Executi onSystemi nGeneral 10.50
2.Equi pmenthol di ng 9.75
3.Inhousestaff 9.75
4.Personnel empl oyment 3.75
5.Si tebasefaci l i ti es 3.75
6.Qual i tyandquanti tymanagement 14.50
7.Workschedul i ng 9.75
8.Worksafetymanagement 5.25
9.Envi ronmental andsoci al management 4.00
10.Innovati oneffort 4.00
11.Compl i ancewi thstatutoryrequi rement 0.00
Total 69.75
4.Si tecl earanceandTopsoi l Stri ppi ng
5.Earthworks
7.Excavati onandFi l i ngforStructures
81.Di tchandCul vertCl eani ng
82.Cul verti nstal l ati onandconstructi on
9.PassageofTraffi c
10.Gradi ngandGravel l i ngWorks
11.PavedRoadsShoul derMai ntenanceandRepai rs
12.Natural Materi al BaseandSubbase
13.GradedCrushedStoneBaseandSubbase
14.CementandLi meTreatedSubgrade,Subbase,andBase
15.Bi tumi nousSurfaceTreatmentandSurfaceDressi ng
16.Bi tumi nousMi xes
17.ConcreteWorks
20.RoadFurni turesandMai ntenance
Contract
Informati on
Score
WorkType
No.
Company
Informati on
137
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4 . S i t e c l e a r a n c e a n d T o p s o i l S t r i p p i n g
5 . E a r t h w o r k s
7 . E x c a v a t i o n a n d F i l i n g f o r S t r u c t u r e s

Supervision Manual

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Supervision Manual

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REPBULIC OF KENYA

Fig.2.4 Keep the due date

Fig.2.6 Reflect planed work procedures to actual works

Fig.2.10 Proper wage payment to workers

(a) Fence on the edge of slope (b)Rope around a hole

Photo 2.15 Temporary pedestrian bridge along work site

Photo 2.18 Check for Overloading on Weighbridge

Execution procedures are conducted in accordance with Works

Notice of operation to engineer is properly conducted before carrying

Table 3.10 Weights by Item and Evaluator

Queries to be addressed within fourteen (14) days to(AuthorityAddress)

Queries to be addressed within fourteen (14) days to(AuthorityAddress)

Queries to be addressed within fourteen (14) days to(AuthorityAddress)

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