E FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

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(Administration)

March 2012
 Quality Manual Ethiopian Roads Authority

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

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

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

Volume 7A Maintenance Management - Administration Rev 3/12

 Quality Manual Ethiopian Roads Authority

Appendix 3.1 Standard Prequalification Document ref. Q3W.04

Volume 4 Feasibility Studies and Design

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

Volume 5 Environmental and Social Management

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

Volume 7A Maintenance Management - Administration Rev 3/12

 Quality Manual Ethiopian Roads Authority

Volume 6A Construction Management (Administration)

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

Volume 7A Maintenance Management (Administration)

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

Volume 7A Maintenance Management - Administration Rev 3/12

Quality Manual Ethiopian Roads Authority

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

Volume 7A Maintenance Management - Administration Rev 3/12

Quality Manual Ethiopian Roads Authority

Introduction to ERA Quality Systems

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

Goal of Quality Manual

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

The Quality Manual is intended to be:

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

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

Users of Quality Manual

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

Users of the Quality Manual should note the following:

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

ERA Quality Systems Rev 3/12

Quality Manual Ethiopian Roads Authority

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

ERA Quality Systems Rev 3/12

Quality Manual Ethiopian Roads Authority

ERA Quality Systems

PERFORMANCE ACCOUNTABILITY
APPRAISAL ADMINISTRATIVE
PROCEDURES

QUALITY MANAGEMENT STANDARD SPECIFICATION

AND MANUALS

Code of Ethics

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

ERA Quality Systems Rev 3/12

Quality Manual Ethiopian Roads Authority

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

ERA Quality Systems Rev 3/12

Quality Manual Ethiopian Roads Authority

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

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

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

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

Feedback by Cons on controls etc. Updated Standard Specification EVS

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

ERA Quality Systems Rev 3/12

 Ethiopian Roads Authority

Construction Management Regional Directorates

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

Q7A.01 Agenda Agenda for Kick-Off Meeting with Consultant Consultant RE PE (ERA)
Q7A.02 Agenda Agenda for Initial Site Meeting Consultant RE PE (ERA)
Q7A.03 Agenda Agenda for Site Progress Meeting Consultant RE PE (ERA)
Q7A.04 Format Minutes of Meeting Format Consultant RE PE (ERA)
Q7A.05 Report Format Monthly Status Report Consultant RE PE (ERA)
Q7A.06 Report Format Completion Report Consultant RE PE (ERA)

Q6A Rev 3/12

Agenda Kick-Off Meeting Ethiopian Roads Authority

Agenda for Kick-Off Meeting

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

Chaired by ERA, minutes by Consultant

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

2. Consultants Mobilisation and Facilities

a) Confirmation of Consultants proposed key personnel, and schedule of mobilisation (list
with dates to be provided). Are any changes proposed?
b) Requests for letters of introduction or assistance from ERA (if necessary).
c) Consultants facilities provided by either Consultant or through Works Contract (Consultant
to provide categorised list at meeting with indicative timing)
i. Transport
ii. Office accommodation and equipment
iii. Requirement for any temporary facilities

3. Contractors Mobilisation and Facilities

a) Confirmation of Contractors key personnel, and schedule of mobilisation (list with dates to
be provided).
b) Requests for letters of introduction or assistance from ERA (if necessary).
c) Contractors facilities
i. Transport
ii. Office accommodation and equipment
iii. Construction equipment
iv. Requirement for any temporary facilities

Q7A.01 Rev 3/12

Agenda Kick-Off Meeting Ethiopian Roads Authority

4. Technical Issues
a) Maintenance methods and proposals, critical areas to be addressed and lessons learned
from previous projects of similar nature.
b) Land acquisition issues (borrow areas)
c) Coordination with local authorities and key stakeholders
d) Any other technical issues

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

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

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

8. Any other matters

a) Any other matters.
b) Date and Venue of proposed Initial Site Meeting with Contractor.

Q7A.01 Rev 3/12

Agenda Initial Site Meeting Ethiopian Roads Authority

Agenda for Initial Site Meeting

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

Chaired by Resident Engineer, minutes by Consultant

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

2. Personnel and Facilities

a) Personnel
i. Confirmation of Consultants key personnel, and schedule of mobilisation (list with
dates to be provided)
ii. Confirmation of Contractors key personnel and schedule of mobilisation (list with
dates to be provided)
b) Work Permits, Temporary Residence ID, Vehicle procurement and Registration, Company,
VAT and tax registration, driving licences, etc.
c) Consultants facilities (tables of list and dates to be provided)
(Transport, office accommodation and equipment, residential accommodation and
furnishings,)
i. Facilities provided by Consultant, progress and programme
ii. Facilities provided through Works Contract for Supervision Consultants team,
progress and programme and requirements for any temporary facilities
iii. Laboratory, temporary and permanent facilities and timing
d) Contractors facilities
i. Camp plan and layout, storage facilities
ii. Satellite camps

Q7A.02 Rev 3/12

Agenda Initial Site Meeting Ethiopian Roads Authority

iii. Temporary land acquisition/permission/agreements

iv. Contractors accommodation, services - electricity, water, communications,
progress and programme
v. Laboratory testing requirements
vi. Fuel supplies and permanent and mobile storage, locations, withdrawal and
security procedures
Note: Mobilisation of Contractors equipment, labour and materials to be discussed under Section 5.
Programme and Progress

3. Health and Safety, Security

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

4. Social Aspects and Coordination

a) Land acquisition (borrow pits)
b) Coordination with Local Authorities, local key stakeholders, landowners, schools,
clinics/hospitals etc.
c) Appointment of key staff from Consultant and Contractor for Coordination

5. Programme and Progress

a) Contractors programme and progress report
b) Contractors equipment
i. Mobilisation programme for equipment (Contractor to provide list, ownership
details and proposed mobilisation schedule)
c) Mobilisation of labour
d) Materials, manufacture, supplies and deliveries (cement, aggregates, pipe culverts, etc.)
e) Establishment of borrow pits and stockpile areas
f) Plans for rehabilitation of borrow pits, stockpiles and disposal areas
g) Sources of water for drinking and construction
h) Road and traffic management

Q7A.02 Rev 3/12

Agenda Initial Site Meeting Ethiopian Roads Authority

i) Appointment of sub-contractors

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

7. Quality Control
a) Joint Quality Control Programme from Contractor and Consultant, including test
requirements, test frequencies, location of tests on-site, site laboratory or external
laboratory, assignment of responsible persons for sampling, testing and reporting.

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

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

10. Any Other Matters

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

Q7A.02 Rev 3/12

Agenda Site Progress Meeting Ethiopian Roads Authority

Agenda for Site Progress Meeting

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

Apologies
Agreement of Minutes of Previous Meeting

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

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

3. Site Facilities and Administration

a) Matters arising from Section 3, Site Facilities and Administration of previous meeting
b) Consultants facilities
i. Facilities provided by Consultant
ii. Facilities provided through Works Contract for Supervision Consultants team
c) Contractors facilities

4. Health and Safety

a) Matters arising from Section 4, Health and Safety of previous meeting
a) Health and Safety report from Contractor
b) Accident and site security report from Contractor

Q7A.03 Rev 3/12

Agenda Site Progress Meeting Ethiopian Roads Authority

5. Public Coordination
a) Matters arising from Section 5, Public Coordination of previous meeting
b) Land acquisition (borrow pits)
c) Road management, diversions
d) Coordination with Local Authorities, local key stakeholders, etc.

6. Programme and Progress

Discuss matters arising from Programme and Progress Section of previous meeting under
each heading
a) Update of progress against programme (Contractor to identify critical path on programme,
and submit progress report)
i. Linear progress
ii. Production rates of key activities
iii. Potential delays, early warnings, causes and mitigation measures
iv. Potential variations or claims, increase in quantities, early warnings, causes and
mitigation measures
b) Other issues affecting progress

7. Information Required
a) Contractor to provide an updated summary/register of information, design details, and
clarifications requested with
i. date of request
ii. date information provided
iii. comments on whether matter is closed or information is still outstanding
iv. requests for further information and clarifications since last meeting

8. Quality Management, Procedures and Reporting

a) Matters arising from Quality Management Section of previous meeting
b) Consultants progress and comments on Performance Appraisal Systems
c) Test results, failures, causes, rectification and avoidance measures

9. Environmental Management
a) Matters arising from Environmental Management Section of previous meeting
b) HIV/AIDS Mitigation Plan and monitoring

10. Financial Management

Q7A.03 Rev 3/12

Agenda Site Progress Meeting Ethiopian Roads Authority

a) Matters arising from Financial Management Section of previous meeting

b) Works forecast of cash flow and estimated final cost, early warnings of cost overruns
e) Payment schedules from Consultant (Consultant to provide list showing forecast payment,
actual invoice amounts, invoice dates, dates of payments indicating any changes to amount
invoiced)
f) Payment schedules for Works Contract (Consultant and Contractor to agree and provide list
showing actual IPC amounts approved by Consultant, date submitted to ERA, dates of
payment and any delays in payments beyond contractual period for payment)

11. Claims Status

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

12. Any Other Matters

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

Q7A.03 Rev 3/12

 Ethiopian Roads Authority

MINUTES OF SITE MEETING No. #

Project Name:

Project No:

Date and Time:

Venue:

Members Present

Apologies

Copies To

Item Target Action

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

3.0 Site Facilities and Accommodation

4.0 Health and Safety

5.0 Public Coordination

Q7A.04 Rev 3/12 Page No Name of Consultant

 Ethiopian Roads Authority

6.0 Programme and Progress

7.0 Information Required

8.0 Quality Management

9.0 Environmental Management

10.0 Financial Management

11.0 Claims Status

12.0 Other Matters

Date and Time of Next Meeting

Note: Headings to be adjusted for use with other meetings

Q7A.04 Rev 3/12 Page No Name of Consultant

Contract Name Monthly Status Report
Contract No Month Year

Monthly Status Report

Reporting Period:
To:
Prepared by:
Checked by:

I. Contract Data

Construction Contract Data

Contract Name
Funding
Contracting Authority Ethiopian Roads Authority
Length (km)
Start Point
End Point
Road Functional Classification
Road Surface
Type of Contract Remeasurement
Construction Type Backlog, Periodic, Recurrent
Contractor

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

Financial Data Foreign Currency Local Currency

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
 Contract Name Monthly Status Report
Contract No Month Year

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

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

II. Planned/ Actual Progress

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

Financial Accomplishment (000)

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

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
 Contract Name Monthly Status Report
Contract No Month Year

Actual/Plan %

Linear Progress
This Month Total to end of Date
Item Description Unit Plan Actual Plan Actual Actual / Plan
No.
Quantity %
1
2
3
4
5
6
7
8
9
10

Work Orders Issued

Item Date Description Cost Final Cost Date Remarks
No Issued Estimate Complete

Totals to date

III. Progress Specific to This Month

The minutes of the progress meeting are included in Appendix A.
Describe the progress during the month.
Report the weather/rainfall during the month

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
Contract Name Monthly Status Report
Contract No Month Year

IV. Progress to Date

Describe the progress during to date.

V. Delays/Problems Encountered
Identify and summarise key issues that may impact of the progress or cost of the works.

VI. Action Taken / Proposed Solutions

Describe action taken to resolve problems, or propose solutions where appropriate

VII. Status of Variation Orders

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

VIII. Variation Orders, EOT Status and Development

Provide a table showing details of Variation Orders and Extension of Time granted or
pending.
Table 8.1 Extensions of Time
Status
Reduction Granted /
VO Addition as result Reason / Remarks
as result of EOT (Days) Pending &
No. of VO (ETB)
VO (ETB) Date of
Issue
VO-1

IX. Claims Status

Provide a table showing any outstanding claims giving details
Table 9.1 Claims

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
Contract Name Monthly Status Report
Contract No Month Year

Item Date of Potential Remarks / Status

Description
No. Notification Cost (ETB) Potential EOT

X. Disputes to Date
Provide a table giving details of any disputes
Table 9.1 Disputes
Item Date of
Description Remarks
No. Notification

XI. Key Issues & Remarks

Describe any key issues that need the action of the Contractor, ERA or outside parties.

XII. Supervision Contract

Supervision Contract Data

Funding
Contracting Authority Ethiopian Roads Authority
Consultant

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

Financial Data (Supervision) Foreign Currency Local Currency

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
Contract Name Monthly Status Report
Contract No Month Year

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

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

XIII. Financial Report for Consultant

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

XIV. Status of Insurances and Bonds

XV. Status of Document Submission

Q7A.05 Rev 3/12 Page No Regional Directorate

Consultant
Contract Name Completion Report
Contract No Month Year

Completion Report

CONTENTS
Abbreviations

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

Tables
Table 1.2.1 Project Description
Table 1.3.1 Contract Data, Works

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Contract Name Completion Report
Contract No Month Year

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

1.2 Project Description

Table 1.2.1 Project Description
Project Name

Road No (s)

Region(s) / Zone(s)

Length (km)

Start Point Description

End Point Description

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

Provide maps showing

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

1.3 Contract Data

Table 1.3.1 Contract Data, Works
Construction Contract Data
Contract Name
Funding
Contracting Authority Ethiopian Roads Authority

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Contract No Month Year

Length (km)
Start Point
End Point
Road Functional Classification
Road Surface
Type of Contract Remeasurement
Construction Type Backlog, Periodic, Recurrent
Contractor

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

Financial Data Foreign Currency Local Currency

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

Guarantees (Construction)
Performance Guarantee
Date Received
Expiry Date

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Contract No Month Year

Amount (Foreign Currency)

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

Table 1.3.2 Contract Data, Consultant Services

Supervision Contract Data

Funding
Contracting Authority Ethiopian Roads Authority
Consultant

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

Financial Data (Supervision) Foreign Currency Local Currency

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

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

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Contract Name Completion Report
Contract No Month Year

1.4 Scope of Services and Objectives

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

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

2.2 Cooperation and Coordination

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

3.0 Time and Budget on Works Contract

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

3.2 Works Contract Issues

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

4.0 Contract and Financial Management

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

4.2 Works Contract

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

5.0 Conclusions and Recommendations

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

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