Supervision Manual

Ethiopian Roads Administration
Sodo Junction (Dimtu) –Bilate Military Training Center Road Project Construction Supervision Manual (Draft)
1. INTRODUCTION
1.1 Project Background

To address development constraint caused by poor condition and restricted access and owing to the
importance of the transportation in supporting social and economic growth and in meeting poverty
reduction objectives, the Federal Democratic Republic of Ethiopia has placed an increased emphasis on
improving the quality and size of transportation infrastructures. To this end, the government has made a
huge amount of investment towards improving the transportation system. In addition, it is believed that
construction of Roads and standard facilities significantly contribute to enhance investments and promote
the transportation industry.
Now the FDRE, represented by Ethiopian Road Administration, has allocated sufficient budget to finance
payments for the construction works of Sodo Junction (Dimtu) - Blate Military Training Center Road
Project.
Accordingly, Ethiopian Road Administration, as the implementing agency of the Federal Democratic
Republic of Ethiopia has tendered for the Consultancy service for the construction supervision and for the
Construction Works of Sodo Junction (Dimtu) - Blate Military Training Center Road Project on
International competitive bidding basis.
Following the bid analysis Gondwana Engineering PLC has been the successful bidder for the
consultancy service and
Powercon P.L.C has been the successful bidder for the construction of Sodo Junction (Dimtu) - Blate
Military Training Center Road project.
Consequently, Contract agreement signed for the consultancy service between the Client, Ethiopian Road
Administration, and the Consultant, Gondwana Engineering PLC July 7, 2022 and for the construction
works with the client and Powercon PLC. on the March 14, 2022.
In accordance with the Consultancy Service Contract Agreement, the Consultant has agreed to execute the
Construction Supervision and Contract Administration of Sodo Junction (Dimtu) - Blate Military Training
Center Road Project.
1.2OBJECTIVE OF THE MANUAL

The main objective of this manual is to present the duties and responsibilities of each member of the
consultant’s supervision team together with checklists for each activity, the decision matrix and
organizational structure of the firm that the consultant will follow for administration of the project in all
aspects of the supervision service. The Resident Engineer shall thus ensure such a framework to achieve
the objectives of the consultancy services.
Gondwana Engineering Plc

September 2022 Page 1
2. Employer’s Representative DUTIES AND RESPONSIBILITIES
2.1 General
The Employer’s Representative performs his duties and responsibilities according to the Terms of
Reference set out in the Supervision Contract Agreement signed with the Client. The main duty of
the Consultant (Engineer) is to administer the works contract signed between the Client and the
Contractor as detailed below. Some of them require client’s prior approval.
2.2 Detail Duties and Responsibilities of the Consultant
 Issue order for special tests not provided in the contract and determining costs for such
tests, which shall be added to the contract price.
 Issue/approve technical specification, if not provided for an item of work in the
construction contract. Similarly, for any change in technical specification of any item of
work.
 Assist/advise Client for advance action required to be taken for handing over of site and
in achieving different milestones for completion project as per schedule.
 Indicate to the Contractor all datum points, bench and other marks for setting out the
works and subsequently check and accept the setting out done by the Contractor.
 Issue the order to commence the works after getting clearance from Client.
 Approve Contractor’s key superintending personnel and other proposed personnel for
positions nominated in the contract for construction works.
 Administer the works contract and monitor progress regularly.
 Approve/suggest modifications in Contractor’s work program, methodology of works,
schedule of available equipment manpower, material resources etc. in order to achieve
the most effective and expeditious method for executing the work.
 Prepare contract administration plan/manual in consultation with Client.
 Issue all necessary instructions to the Contractor and check and control the work to
ensure that these are carried out according to the Technical Specifications, Environmental
Management Plan and other stipulations of Construction Contract document and the
construction methods proposed by the Contractor are in compliance with the above
stipulations, particularly in relation to Contractor’s construction equipment & other
resource deployment.
 Provide adequate supervision of contractor’s work carried out in more than one shift,
thus, matching with the working hours of Contractor.

 Assist the Client in coordination work with different agencies and hold meetings for
proper & timely implementation of the project.
 Provide general guidance to the Contractor as may be necessary to ensure that the works
are carried out expeditiously according to schedule and within the Terms of the Contract.
 Ensure a system of quality assurance of work from Contractor and review the same for
their compliance with requirements. Review all bituminous and concrete mix design
proposed by Contractor and approve/suggest modification in the mix design, laying
method, sampling and testing procedures and quality control measures to ensure required
standard and consistency in quality, at the commencement of the item.
 Verify and if necessary order correction of the drawing, supplied by the Contractor.
 Check setting up of laboratory (including calibration of equipments) and field tests
carried out by Contractor. Develop a system in consultation with the Client, of carrying
out adequate nos. of independent tests other than regular testing done by laboratory
personnel.
 Carry out testing of materials and works and check the Contractor’s operations as
required to ensure that the work complies with the specifications.
 Examine accommodation of Contractor’s staff and laborers at site, water supply, sanitary
facilities, medical facilities etc.
 Check and approve the Contractor’s plans showing all working areas including the
installation, e.g. location of the concrete batching and mixing plant, aggregate stock-piles,
the casting areas for bridge components, arrangements for launching bridge components
into position etc.
 Order special tests of materials and/or completed works.
 Monitor and check day-to-day quality control of the works.
 Carry out independent measurements prior to and after completion of items of work,
when the quality of works is satisfactory, and check and agree wit the Contractor the
measurement and payment claims and certify them to Clients as being correct and
complying with the contract.
 Record all measurements in the approved Detailed Measurement Sheet and carry over of
the quantities to be paid in the interim payments and final payments.
 Issue Interim Payment Certificates for monthly payments to the Contractor and Final
Certificate after completion of work in all respects.
 Certify substantial completion of parts or the whole of the work.
 Prepare and submit to Client for approval any Variation Orders (If applicable) together
with the related specifications and drawings, In case, the rate for the job under variation
order is not possible to be derived from the contract, the Consultant should submit, as
early as possible, on these variations, detailed technical and financial justification,
quantity calculations, method of construction, rate analysis using prevailing market rates,
extract from observation register for equipment and labor deployed, invoices of
Contractors and independent quotation for materials, for seeking approval from Client.

 Prepare and issue all working drawings or modify existing drawings or to supply
new/supplementary drawings which is not included in the contract, whenever required,
and to give instructions, thereof, in this connection to the Contractor.
 Assist Client in negotiation with the Contractor on quantity, price or rate variations,
which may become necessary during the contract period and make recommendations on
them to Client.
 Warn Client on any problems that are likely to arise in connection with the project or the
contract and make early recommendation to solve such problems.
 Evaluate all Requests for extensions of time submitted by the Contractor and make
recommendations on them to Client and on their approval, issue order for extensions of
the period of time of completion.
 Assist Client in respect of contract implementation and in any dispute that may arise with
the Contract and give firm opinion on any claim and other matters, which the Contractor
may submit by preparing report containing all the elements and factors on which the
recommendations are based.
 Advise and assist the Client with respect to arbitration, litigation, if so required.
 Approve quarries, borrow areas for construction materials and ensure that their quantities,
as well as, the quantity are in accordance with contractual specifications.
 Order the removal and substitution of improper material and/or improper substandard
works.
 Seek approval of the Client for allowing subletting of any part of the work furnishing
details of sub-Contractor with respect to his technical & financial capabilities. The sub-
contractor shall meet the qualification criteria fixed by the Client.
 Maintain day-to-day project diary which shall record all events pertaining to the
administration of the Contract, requested forms, orders given to the Contractor and any
other information which may, at a later date, be of assistance in resolving queries which
may arise concerning execution of the works.
 Direct Contractor on all matters covering construction safety and care of the works
(including erection of temporary signs at road work) and, if required, to request
Contractor to provide any necessary lights, guards, fencing and watchmen.
 Direct the Contractor to take all necessary steps to maintain the rate of progress of works
as per the approved program of the Contractor on monthly basis.
 To control and appraise the progress of works and to order suspension of works with
Client’s approval.
 Direct the Contractor to carry out all such works or to do such things as may be
necessary, in his opinion, to avoid or to reduce the risk of any emergency affecting the
safety of life or of adjoining property.
 Direct Contractor to take all necessary steps including those mentioned in the
construction contract to protect the environment on and off the site, which arise due to
construction operations.
 Submit to Client the following reports and documents. Time of report submission will be
as per the contract provision:

-Inception Report
- Quality Assurance Manual
- Construction Supervision Manual
- Contractor’s Mobilization Report
- Audit Reports
- Environmental Management Report
- Design Review Report
- Progress Reports (Monthly, Quarterly & Annual)
- Completion Reports
 Maintain records of all labor & material used in the construction work.
 Perform independent check of the various construction phases to verify the parameters as
prescribed in the design and perform, if necessary, modifications of the design as required
to suit the actual equipment and construction methods, with approval from Client.
 Ensure timely completion of the project without diluting the quality/standard envisaged
and be fully accountable to the Client in this regard.
 Chair site meetings and other meetings with the Contractor and prepare minutes of these
meetings.
 Submit to Client Monthly (Interim) Payment Invoices for consultancy services.
 Prepare quarterly cash flow statement for the Client in a format acceptable to them. Cash
flow shall identify budget estimates for all outstanding works.
 After completion of the work, carry out an inspection of all the completed work and make
recommendations to Client on their acceptance.
 Update cost estimate at quarterly completion of the project.
 Perform Final inspection of the works and issue the Completion Certificate.
 Prepare detailed and complete maintenance manual for the entire work.
 Inspect the works during the construction period and at proper intervals during the
Defects Liability period and issue the Defects Liability certificate after the rectification,
by the Contractor, of possible defects.
 Assist Client in taking over from the Contractor of each section in particular, by
preparing lists of deficiencies (Snag List), which need to be corrected, and assisting with
monitoring of performances of the works during the defects liability period.
 Verify and get corrected the "as-built" drawings supplied by the Contractor.
 Impart on the job training to Client’s Personnel, if associated with the project.
3. Detail Duties and Responsibilities of head construction projects coordinating office
3.1 General
The following are duties and responsibilities of the Employer’s Representative Project Co-ordination Team.
3.1.1 Detail Duties and responsibilities of head construction projects coordinating office
 Quality Control
 Design and Document Review

 Liaison with the project counterpart;

 Arrange joint meeting at least once a month to facilitate monitoring of the service;
 Act as an interface between Ethiopian Roads Authority and the Consultant;
 Over all coordination and troubleshooting;
 Coordinate all activities related to the project execution; and
 Carrying out periodically technical auditing to confirm the implementation of quality
control system which is in the quality assurance manual.
4. Duties and Responsibilities of consultant’s site personnel
4.1 Resident Engineer
4.1.1 General
The Resident Engineer is head of the Consultants’ field supervisory staff and shall perform the
duties of the “Engineer” as described in the General Conditions of Contract governing the
Contractor’s work.
The Resident Engineer is overall responsible for Consultant’s performance in the supervision of
the construction work in accordance with the Terms of Reference of the Consultancy Contract.
Thus the Resident Engineer is responsible for the establishment and management of a Supervision
Organization capable of ensuring that the Contractor completes the construction work in
accordance with the requirements of the construction contract, the main aspects in this context
being quality, progress, finance and safety.
The Resident Engineer is responsible for the professional conduct and general behavior of all
members of the Supervision Organization who will be assisting him in the supervision job. He
will report to the Head of the Construction Supervision Directorate of the Consultant's Office. He
is the contact person for Client on all matters relating to the supervision of the construction work.
He liaises with Client through their counterpart Engineer at site
4.1.2 Duties and Responsibilities of the Resident Engineer
 Liaise with and assist the Client (ERA) and Regional officials as required
 Assisting ERA in reviewing Contractor’s performances Bond, retention bond & Bank
Guarantee for advance payment and other guarantees if any.
 Ensure the fulfillment of the obligations and duties of the Engineers Representative as
described under the works contract agreement
 Participate in the design review process and prepare proposals for the Clients approval
 Prepare modifications/amendments or design changes assisted by other staff
 Issue the contractor with all copies of works contract documents, including contract
agreement, conditions of contract, Employers requirements and associated technical
specification.
 Planning and scheduling project activates

 Prepare or review Quality Assurance Manual

 Organize documentation and filing system on the project site
 Supervise site supervisory staff
 Review, check, comment and approve contractor’s work schedule, method statement,
equipment and man power
 Monitoring the progress of all activities of the project including budget and time
 Review and certify payment certificates
 Assesses variation and prepares variation orders
 Technical assistance in every activities
 Report on the contractor’s financial and time extension claims,
 Team coordination, organizing, assigning duties and checking the performances of the
team
 Check if reports, drawings and photographs are recorded
 Inspect facilities of the supplier’s and contractor’s personnel as required by the contract
 Responsible in arranging regular meetings between the contractor’s client Consultant and
other stake holders
 Enforce works to comply with works contract
 Prepare all the reports
 Monitor environmental mitigation measures and follow up the implementation of
alleviation programmer for STD including HIV/AIDS
 In coordination with the site supervisory staff, provide on Job Training to Employers
Personnel
 Inspect the road and prepare defect lists and arrange joint inspection among parties for
provisional acceptance
 Issue substantial and final completion certificate to the contractor
 Inspect the road during defect liability period and arrange fine joint inspection among
parties and prepare defect lists
4.2 Deputy Resident Engineer
4.2.1 General
The Deputy Resident Engineer is directly responsible for Contract Administration and
management of the project. He will report to the Resident Engineer and Client’s representative as
per the established delegation. He will assist the RE in supervising and controlling the whole
activities of the project.
4.2.2 Duties and Responsibilities of the Deputy Resident Engineer
 Assists the RE for the tasks assigned to him and be delegated for RE during his absence
from the project site,
 Acting within the delegated authority given by the resident engineer,
 Management of the site staff in his control,
 Liaison with service providers to ensure that the construction works does not affect supplies.

 Provision of assistance to ERA during construction to ensure the assessment of

compensation for property owners is dealt with correctly.
 Maintenance up-to-date records of labor and plant used by the contractor.
 Maintain records, working, drawings, as –built drawing, test data, details of variations
etc, assisted with the other respective staffs
 Ensuring that contractor uses safe working practice.
 Reviewing the design of the scheme and communicate through the RE to ERA on the
need to issue instruction to amend the design and Build Contractor.
 Taking of regular digital Photographs.
 Arranging traffic counts
 Will direct all activities of staff engaged on the checking, inspection and testing of all
construction materials and laboratory technicians, He will also co-operate with the inspection as
necessary for the use surveyors to locate borrow pits and quarries.
 In respect of the laboratories he will oversee the conduction of sample preparation and
testing. His formal responsibility will be the evolution of the test results and on the basis
thereof approve the application of material or the rejection of the same
4.3 Senior Pavement/ Materials Engineer
4.3.1 General
The senior Pavement /Material Engineer is responsible for supervision of the quality of the
materials that are incorporated in the construction work.
He will deal with mix designs of concrete and asphalt and their approval, laying procedure,
testing method etc. as per specification. The Material Engineer is responsible for controlling and
monitoring the sampling and testing of materials as per the provision of the Contract/Quality
Assurance Document.
4.3.2 Duties and Responsibilities of the Senior Pavement/ Materials Engineer
 Assist the Resident Engineer in approving or rejecting construction material to be used by the
contractor
 Review pavement design carried out by Design Builder Contractor and recommend design change
or amendment
 Control setting up contractor’s field laboratory establishment, test procedures, crushing activities,
concrete mix designs etc
 Supervise, review, verify and approve construction material investigations of the Contractor
 Assist the Resident Engineer in the preparation of the standard supervision forms, quality
assurance plan
 Review and verify Material investigation and testing
 Assist the Resident Engineer in the preparation of reports
 Review and verify Traffic Analysis
 Review the pavement design in the pre-construction stage
 Recommend or approve pavement design and material type changes if necessary

 Periodically review test results and recommend types of test to be conducted on the construction
materials.
 Inspect the quality of works accomplished periodically
4.4 Geotechnical Engineer
4.4.1 Duties and Responsibilities of the Geotechnical Engineer
 Review the detailed Engineering design regarding the land slide and structures foundation
carried out by the Contractor
 Supervise or review, verify and approve ground investigations including drilling for
structural foundations, carried out by the Contractor
 Review and verify tests, analysis of test results and recommendations of the foundation
type proposed to be used in consultation with the structural engineer
4.5 Structural Engineer
4.5.1 General
The Structural Engineer is responsible for all structural work of the project. He/She should check
all structural drawings and calculations. He is also responsible for proper lay out of structures.
4.5.2 Duties and Responsibilities of the Structural Engineer
 Review, comment and approve all structural design and calculation for drainage
structures carried out by the Contractor
 Recommend structural design changes if required to be revised following review of
previously submitted or review of previously approved design
 Assist the RE/ARE in reviewing structural or bridges construction program submitted by
the contractor.
 Review and comment on the working drawings & As – Built drawing of the structures
submitted by the contractor
 Training ERA staff regarding supervision of structures.
 Regularly and as required inspect structural layout and structural construction activities
 Inspectors to set inspection procedures for the structures
 Outline checklists of all important items to be checked by the inspectors to set inspection
procedures for the structures
 Check and prepare quantities of structures
 If required, recommend design changes of structures to be performed by the Contractor
4.6 Highway Engineer
4.6.1 General
The Highway Engineer is responsible for all Geometric Design work and for setting out the road
alignment in collaboration with the surveyor. He/She shall interpret and explain the contract
drawings to the consultant staff and to the contractor. He will check setting out coordinates of the

control Bench marks at site.
He will check and report to the ARE whenever work done by Contractor is not in accordance with
the Contract Documents or the approved Method Statements. The Assistant Resident Engineer
shall immediately inform the Contractor’s engineer and/or superintendent in charge of the work
and report the case to the Resident Engineer. If the Resident Engineer is not available, the
Assistant Resident Engineer shall immediately inform the Contractor about the case in writing.
He is not authorized to stop the Contractor’s work.
4.6.2 Duties and Responsibilities of the Highway Engineer
 Responsible for the design review and approval regarding the design standard and
geometric design of the road.
 Plan, coordinate and supervise activities of design changes.
 Recommend design changes as required.
 Checks the control stations and their accuracies.
 Checks that the control stations and other references indicated on the drawing clearly
represents the actual.
4.7 Quantity Surveyor (QS)
4.7.1 General
The Quantity Surveyor is responsible, for checking and recording the quantities of work executed
at site, processing of invoices etc. and assisting RE/ARE in preparation of various reports/
documents required as per the contract. He will monitor the financial progress and advise Client,
through RE, on project cost control measures, processing of Contractor’s claims, variation orders
etc. He will report to RE.
4.7.2 Duties and Responsibilities of the Quantity Surveyor
 Checking and confirming weather Contractor’s working drawings are according to

approved design drawing including templates
 Review/undertake and confirm the calculation of qualities of earth work, structures,
pavement etc.
 Review and confirm himself and RE the contract quantities and measurement
 Monitor measurement process
 Record the measurement and quantities
 Check the contractor’s payment certificate
 Reporting findings to the Resident Engineer
4.8 Senior Surveyor
4.8.1 General

The Senior Surveyor is responsible for the verification of setting out of works levels and
alignments of the Project during the construction period.
His duties will include, but not limited to the following.
4.8.2 Duties and Responsibilities of the Senior Surveyor
 Leads all surveying activities of the staff

 Review and verify all Survey ground control Stations (Beacons and Benchmarks) which
have been established by the Design Build Contractor
 Review and verify the accuracy of survey stations
 Review and verify the Establishment by the Contractor of the damaged, altered or
missing survey control station
 Review and verify all surveying activities
 Check the contractors survey results of setting outs, lines, levels and cross sections and
conduct joint construction surveying as required
 Check other survey results and accept or reject and recommend improvements
 Record daily survey progress and data
 Check setting outs
4.9 Claims Expert
4.9.1 General
Investigate all kinds of claims, time extension and/or financial claims and forward
recommendations to the Client.
4.9.2 Duties and Responsibilities of the Claim Expert
 Review the contract documents including Employers Requirement and associated

technical specifications during the contractor’s mobilization period
 Verify inconsistencies among the contract documents or deficiencies and recommended
any amendments necessary if any
 Advise the Resident engineer to take actions timely to cases for potentials claims to
protect the clients from financial or time extension claims
 Assist the client in negotiation with contractor on the rates for any unscheduled item of
work that may arise
 Analysis the financial and time extension claims of the contractor and report his
recommendations to the Resident Engineer.
 Assist the client in any process of adjudication or arbitration and further analysis of
contractor’s claim
4.10 Environmentalist
4.10.1 Duties and Responsibilities of the Environmentalist

 Verify the contractor’s environmental protection plan recommend additional mitigation

measures as required
 Monitor the implementation of Environmental and social impacts mitigation measures
 Liaise with the local authorities for consultation to minimize the negative impacts
4.11 Hydrologist/Hydraulic engineer
4.11.1 Duties and Responsibilities of the Hydrologist/Hydraulic engineer
 Review of hydraulic design prepared by the design and build contractor

 Check and verify sufficiency of hydraulic structures
 Assists the supervisory staffs for any activities (except activities that go beyond the scope
of the RFP service) related to hydrology
4.12 Road Safety and Safety audit specialists
4.12.1 Duties and Responsibilities of the Road Safety and Safety audit specialists
 Prepare a plan and activity schedule for the road safety assessment and inspections
 Prepare checklists for road safety assessment, inspections and recording of deficiencies
identified
4.13 Senior Right of way management specialists
4.13.1 Duties and Responsibilities of the Right of way management specialists
 Ensure that the compensation rates, amounts & quantities that are determine by the rate
establishing committee are fair, correct and as per the relevant applicable laws and
regulations
 Translate data from ROW documents in to the land management software database which
will be developed by the employer in the future;
 By liaising with the relevant utility providers, woreda and zonal administration offices,
resolve the complaints that are raised by the community;
 Provide training and awareness creation sessions to all the relevant stakeholders, Woreda
officials, utility providers, Compensation Estimation committee members to the
community and other relevant organs;
 Ensure the establishment and the well-functions of the relevant complaint redress
mechanisms for the relocated persons in cases where they have reservation on the
compensation due and/or the overall compensation process
 Prepare right of way removal master, yearly, quarter and monthly plans and
accomplishment reports. Besides, the consultant is required to revise and update the plans
so as to cater the encountered slippages in the program of the work. Furthermore, the
right of way report is supposed to highlight the encountered problems, the way forward
and other issues that require the Employers immediate attention & response.
 Prepare monthly, quarterly and yearly right of way budget forecasts for budgetary
purposes. The forecasted right of way budget shall as soon as possible be detailed and

proxy to the disbursement in order to avoid a budget deficit

 Request the utility organs and the woreda administration to remove the properties and
utilities that are found within the right of way limit.
 Closely follow-up and coordinate the removal of properties and utility lines that are found
within the right of way prism
 Measure, count and wittiness the properties the tare found within the right way limit
 Verify and approve the right of way compensation which is estimated by the
compensation estimation committee and forward the same to ERA so as to process and
effect the payment
 Hand over the project site which is free of obstructions to the contractor for the
subsequent construction operations;
 Support the compensation estimation and the grievance redress committees as well as the
zonal and the woreda administrations in undertaking their assignments in relation to the
overall right of way relocation activities;
 Facilitate transportation to the compensation estimation committee from the vehicles that
assigned to the Engineer so as to assist them in undertaking their assignment swiftly
 Ensure that the property removal and the relocation processes have the lowest possible
impact and devise livelihood restoration mechanisms in consultation with woreda & zone
administration
 Livelihood restoration activities must be implemented with disclosure of information,
consultation, and the informed participation of the affected people
 Devise a mechanism which will improve the standards of living of the displaced poor and
other vulnerable groups
 Monitor and assess livelihood restoration outcomes, their impacts on the standards of
living of displaced persons, and whether the objectives of the livelihood restoration plan
have been achieved by taking into account the baseline conditions and the results of
livelihood restoration monitoring and disclose monitoring reports
 Assist project affected people in their efforts to improve their livelihoods and standards of
living or at least to restore them to pre-project levels or to levels prevailing prior to the
beginning of project implementation. This includes assistance to the affected people with
an independent livelihood restoration activities including economic activities that the
affected people initiated without project support to restore their livelihood and feasible
alternative that could provide sustainable livelihood option for the affected people
 Devise a focus group consultation discussion to reach on the mechanism on how to treat
the livelihood restoration. In this regard, to consultant is supposed to treat severally
affected peoples and significantly affected people separately for separate treatment.
 Promote the roll of the project to the community specially and the country at large
thereby creates and devices mechanism to create a sense of ownership by the community.
 Engage the affected people and local government in order to discuss the details of re-
allocation.
 Prepare detailed Stakeholders Engagement Plan

4.14 Gender specialists
4.14.1 Duties and Responsibilities of the Gender specialists
 Devise a mechanism which will improve the standards of living of the disclosed poor and
other vulnerable groups
 Monitor and assess livelihood restoration outcomes, their impacts on the standards of the
living of displaced persons, and whether the objective of the livelihood restoration plan
have been achieved by taking into account the baseline conditions and the result of
livelihood restoration monitoring, and disclose monitoring report.
 Meaningfully consult project-affected people including vulnerable groups, and give
opportunities to participate in planning and implementing resettlement activities.
 Assist project affected people in their effort to improve their livelihood standards of
living or at least to restore them to pre-project levels or to levels prevailing prior to the
beginning of project implementation. This include assistance to the affected people with
an independent livelihood restoration activity including economic activities that the
affected people initiated without project support to restore their livelihood and feasible
alternatives that could provide sustainable livelihood options for the affected people.
 Devise a focus group consultation discussion to reach on the mechanism on how to treat
the livelihood restoration. In this regard, the consultant supposed to treat severely
affected peoples and significantly affected people separately for separate treatment.
 Promote the role of the project to the community specifically and the country at large
thereby creates and devises a mechanism to create a sense of ownership by the
community.
 Engage the affected people and local government in order to discuss the details of re-
allocation.
 Prepare a detail stakeholders engagement plan.
 Prepare a brief assessment/KAP report identifying a) the current status b) priority gender
issues/needs of the target road corridor communities, project staffs and women project
staffs (like assertiveness training…)
 Record and store documentation on every activity that was included in each report to be
used as evidences and source documents during supervision from the concerned bodies.
 Conduct gender sensitization/training, activities that should be impacted in road corridor
communities around the project site focusing on priority issues specifically relevant to the
communities as identified through the KAP survey and from project staff and
management focusing on workplace gender issue.
 Ensure provision of gender sensitive and working environment free from sexual
harassment and suitable camp facilities by contractor.
 Have the up-to-date data record on project employment disaggregate with sex, age, skill
level and other gender statistical data.
 Ensuring the preparation of affected women and vulnerable person during the
consultation in the implementation phase of RAP.
 Identify, develop strong linkage and work with relevant government and non-government
stakeholders working on gender issues in the project area for a coordinated effort like
women, children and youth affairs office, education office, health office of woreda and
zonal government office and with others.
 Undertake Gender need identification assessment/ knowledge, attitude and practice
(KAP) survey based on data collection instruments (e.g. questionnaire, checklist,…) and
ensure that it is reviewed and approved by ERA and other concerned bodies.
 Prepare a brief assessment/KAP report identifying a) the current status b) priority gender
issues/needs of the target road corridor communities, project staffs and women project
staffs (like assertiveness training…)
 Develop detailed draft work plan and finalize it based on KAP survey’s results and
recommendation and input given from project Consultant and ERA.
 Ensure that the project baseline and impact survey as well as the routine progress report
adequately address gender issues and give concrete corrective actions/feedback to the
concerned body (e.g., to PM & RE)
 Prepare quarterly progress report using the standard formats given by ERA on the status
of the gender integration component comparing plan against achievement (based on the
approved plan)
 Record and store documentation on every activity that was included in each report to be
used as evidences and source documents during supervision from the concerned bodies
(e.g., from ERA)
4.15 Intermediate highway engineer
4.15.1 Duties and Responsibilities of the Intermediate highway engineer
 Assist in executing construction works in relation to road Geometry

 Assist the highway Engineer
4.16 Intermediate Pavement/Material Engineer
4.16.1 Duties and Responsibilities of Intermediate Pavement/Material Engineer
 Assist in exciting construction works in relation to Soil and Material

 Assist the Material Engineer
4.17 Intermediate Quantity Surveyor
4.17.1 Duties and Responsibilities of Intermediate Quantity Surveyor
 Assist in checking and recording the quantities of work executed at site, processing of
invoices.
 Assist in executing construction works in relation to quantity estimation
 Assist the Quantity Surveyor

4.18 Intermediate Structural engineer
4.18.1 Duties and Responsibilities of Intermediate Structural engineer
 Assist in executing construction works in relation to structural and drainage works

 Assist the structural Engineer
4.19 Intermediate Environmentalist
4.19.1 Duties and Responsibilities of Intermediate Environmentalist
 Assist in Monitor the implementation of Environmental and social impacts mitigation

measures
 Assist the Environmentalist
4.20 Intermediate Claim expert
4.20.1 Duties and Responsibilities of Intermediate Claim expert
 Assist in construction claim handling, management works

 Assist the claim expert
4.21 Soil Laboratory Technician
4.21.1 Duties and Responsibilities of Soil Laboratory Technician
 Inspect all laboratory tests such as tests for gravel wearing course, fill material, sand,
aggregate tests, structural foundations asphalt take recodes of all activities including daily
progress of works, delays, weather, personnel, equipment;
 Joint as required perform tests such as acceptance tests, performed;
 Inspect all field tests;
 Check and follow –up contractor’s laboratory results
 Keeps records of all test results and report to the RE
4.22 Inspector of works
4.22.1 General
The Works Inspector inspects all construction activities on the project such as setting out works;
quality of materials, structural works etc.
4.22.2 Duties and Responsibilities of Inspector of works
 Inspection of earthworks
 Inspection of pavement works including proper compaction and moisture contents are
being achieved
 Supervise Contractor’s site laboratory and Engineers facility construction
4.23 material Inspectors

4.23.1 General
The material Inspector is responsible for quality of all materials that are to be incorporated in the
construction work. He is also responsible for quality of workmanship.
4.23.2 Duties and Responsibilities of materials Inspector
 Soil and material survey

 Follow up all activities on the site and keeping daily dairy of the daily activates including
daily progress of works, delays, weather, personnel, equipment;
 Jointly as required perform tests such as acceptance tests, material quality tests and check
tests for the acceptance of rejection of the material
 Carrying out in-sits tests and monitoring tests conducted by the contractor
 Keep record of all tab or in-site tests
 Perform assignments as per the direction of the other experts and submits reports
 Others as required
4.24 structural inspector
4.24.1 General
The Structural Inspector is responsible for quality of all materials such as aggregate cement
reinforcement steel etc, incorporated in the structural works.
4.24.2 Duties and Responsibilities of structural inspector
 Inspection of drainage structure works including the quality and procedure of form works
and false work erection, quality and dimension of masonry works, superstructures,
construction of anti-erosion works, guide posts etc, placement of reinforcement steel,
some tests such as slump test, mix ration etc
 Reject on site the structural work if it does not comply with the speciation, drawing or the
agree method of construction
 Follow up all activities on the site and keeping daily dairy of the daily activities including
daily progress of works, delays, weather, personnel, and equipment.
4.25 Surveyor
4.25.1 Duties and Responsibilities of Surveyor
 Assists the Senior surveyor

 Perform construction survey as per the Employers Requirement
 Verify the accuracy of the survey stations and reestablish any damage or missing stations
 Take all line and level measurements of setting outs and finished works
4.26 Draft person

4.26.1 Duties and Responsibilities of Draft person
 Responsible of checking drawings

 Inspect the contractors working drawings
 Make change to the drawings
 Review and check as built drawings
4.27 Secretary
4.27.1 General
The Office Secretary is responsible for all kinds of secretary work viz, typing correspondence
letters, writing reports, recording and keeping files and the daily administration of the Site Office.
4.27.2 Duties and Responsibilities of Secretary
 Typing of all correspondence, reports and other clerical duties;

 Handles filing system
5. PROJECT DOCUMENT AND INFORMATION

The RE has a responsibility of collecting all project documents and relevant information
regarding the project. Therefore, the RE before going to the site has to contact Client's
representative and collect detail information.

5.1 Documents to be collected

The RE should have to collect the following documents and information.
 Works Contract
 Supervision Contract
 Concept Design Report/Engineering Report
 Land acquisition plan
 Design standards and Specifications
 Survey Report
 Geotechnical Report
 any other relevant reports
 Project location and other project information
 Contact names, address, telephone numbers of Client and Client’s representatives, etc.
6. PROJECT SITE OFFECE

The Resident Engineer is responsible for establishing and maintaining project site office. The
Contractor based on the works contract agreement and supervision agreement shall provide the
project site office. The Resident Engineer together with the Contractor's Project Manager select
Engineer’s and Contractor’s camp sites. Campsite selection considers the following:

 Easy accessibility to main road and public transport,

 It is preferably to be equidistant from extreme ends of the project,
 Availability of telecommunication facilities,
 Availability of drinking water,
 Availability of health centers ,hospitals or any other medical facilities,
 It will have sufficient space for all offices,
 Security,
6.1 Offices and Field Laboratory

All offices and field laboratory shall be constructed as per the requirement set on the Special
Provision to Technical Specifications Division 1400 of the works contract agreement.
6.2 Office Facilities

The Contractor shall provide all office facilities according to the requirements of the Employer’s
Requirement, set on the Special Provision to Technical Specifications Division 1400 of the works
contract agreement.
6.3 Transportation/Vehicle
Transportation shall be provided by the Contractor as per the requirements of the contract. The
Contractor will provide vehicles with driver and fuel as per the agreement. Vehicles can be divided
among specific team members making senior person in charge who, intern, monitors and plans the
journey for best economic utilization of vehicles for supervision. Usually, each vehicle will have the
independent logbooks in an approved format mentioning therein Kms/hours for every trip and the
details of journey. The time/date etc. shall be finalized by in-charge of the vehicles and at the end of
day’s journey; it shall be closed by him. “Al the Employer’s Representative site vehicles shall be
parked at specified parking location as indicated by the RE”.
6.4 Communication
The Contractor shall provide all communication systems for the sole use of the supervisory staff as
per the requirements of the contract.
6.5 Assignment/Deployment of Consultant's Supervisory Staff to the site

 Assignment of supervisory staff shall be as per the Terms of Reference (TOR).
 Deployment of staff to the site shall be according to the Consultant’s mobilization schedule.
 CV of supervisory staff shall be approved by the Client before their assignment and mobilization.
In case any of them are not available for deployment, replacement with same or higher
qualification and experience will be proposed for approval of the Employer/ERA.
6.6 Working hours of field staff

 These are fixed as per the approved work schedule of the Contractor and should be within
the framework stipulated by the Government Regulations of Ethiopia. The normal site
and office working hours are displayed as follows:

 Monday through Saturday Not less than 48 hours of working. The field staff shall be
available at the site so that the Contractor is not delayed. The Resident Engineer (RE) or
the Assistant Resident Engineer (ARE,) shall be responsible to see that the sub
professional field staff works are according to the work program of the Contractor.
 Each individual shall record his presence on the site by signing in the Attendance register,
which will be checked by Office Secretary during the morning to confirm signatures and
to check non-signature against holiday/sickness notices etc. The RE shall check
Attendance Register daily. Field staffs who are away from the office shall inform their
presence to office secretary over wireless/ telephone upon which the secretary shall mark
duty in the appropriate column. Such incumbents shall mark attendance when they visit
the office.
 If emergency late hour working is required, this activity allowed after all suitable checks
and arrangements like, food, light/generator/ sufficient man power/requisite
machinery/supervision staff, written requisition of the Contractor duly approved by the
Resident Engineer. Supervision staff will be engaged on individual basis. Such persons
will be paid overtime wages by the Contractor as per his agreement with Client or will be
given compensatory off.
6.7 Application for Leave

 Leave register is maintained along with file. An individual can apply for leave and it will
be signed by both ARE and RE before approval can be deemed as given/ Every leave,
except leave on unavoidable circumstances, shall be got approved in advance in writing
and kept in record.
 In case of sickness, the same shall be reported by phone or via other members of staff, as
early as possible, to allow re-scheduling of other staff activities to cover the work.
Wherever possible, RE/ARE shall be informed.
 In project site, in the interest of progress or to expenditure the progress, work on
Scheduled Holiday/Sundays is allowed and Consultant’s Supervisory Staff may be
deployed on prior request of the Contractor.
 Such request of the Contractor is allowed by the RE after notifying the Client and
ensuring proper arrangement and availability of required supervisory staff of the
Contractor. Relevant Consultant’s staff is instructed to attend the site work and records
shall be kept for that in a register and compensatory leave in lieu of that day’s work may
be allowed.
6.8 Correspondence System

In order to have all the site correspondence and records, organized and maintained a proper system
for referencing recording and filing is essential.
6.8.1 Files
 Titles and Nos. of files are decided by RE as per magnitude and type of correspondence.
List of files shall be maintained by the Secretary and RE will check that the
correspondences have proper file titles and have been kept systematically.

 Receipt register/Dispatch register is maintained properly and on receipt of letter; File

Title & No. is marked; similarly, for dispatch of letter, correct File No. and Title is
ensured.
 Letter Ref. No. Gond/SDB//001/22 shall be used for outgoing letters.
6.8.2 Mails
Mail is defined as all written or typed information received by the site or issued by site
organization. An Item or mail will normally consist of a correspondence document (e.g. letter,
electronic mail (e-mail), fax or transmittal and enclosures) e.g. notes, reports, etc.).
The Secretary is responsible for ensuring the correct flow of mail.
6.8.3 Handling of Incoming Mail
 All mail received by post, courier, and fax or otherwise shall be delivered to Secretary for
registration and distribution.
 Incoming E-mails are always received by RE who prints them out and transfers the paper
copies to the Secretary, who then processes these copies in line either the rest of the
incoming mail.
 Fax copies shall immediately be delivered by hand to the addressee.
 Mail marked "Personal” or “Confidential” must be passed unopened to the addressee.
 Mail other those marked “Personal or "Confidential” is opened by the Secretary and
stamped with the mail stamp shown below.
Project Name
Name
Received by
Date
DISTRIBUTION Initial Action Information
The secretary checks that all enclosures are present and notes any discrepancies on the
covering correspondence document. The Secretary transfers the mail to the Resident
Engineer.
 The RE indicates the person responsible for the processing of the document within the
Supervision Organization. He also indicates the initials of the, ARE/SPME/QS who shall
receive a copy of the letter.

 The RE places tick (3) marks against those members of staff who should receive the
circulation copy and tick (3) marks either in the columns “Action” or “Information”
against each of them depending on whether the individual has to take action on the matter
or for his information only.
 The RE also indicates if Consultant's Head Office should receive copies.
 The Secretary prepares copies for the persons and organizations who to take action as
indicated in the stamp by the RE, including any enclosures, plus one copy for information
to those indicated in the stamp by the RE.
 Once copies have been made, the original is returned to the RE for his review. Once the
reply has been made, the RE returns the document to the Secretary for filing
 The stamping, the copying and the transfer shall take place immediately after the arrival
of the mail. The person receiving the information copy reads initials and forwards to the
next person on the list. The last person in the list returns the document to Secretary for
filing. The person responsible for action, as noted on the stamp, proceeds with dealing
with the mail or documents as required and upon completion of his dealing with the
documents, he shall present a draft for the reply for discussion either the RE.
6.8.4 Procedure for outgoing Mail
 The Secretary stamps a copy of outgoing mail with the mail stamp and RE then decides
upon copying and circulation as for incoming mail.
 The Secretary shall maintain a separate register for outgoing letters.
 Paper copies of outgoing e-mails shall be given to the secretary who stamps these copies
and processes them in line with the incoming mail.
6.9 Insurance
Relevant insurance shall be obtained immediately for personnel, equipment and transport, as per
Contractor Agreement. RE shall ensure that insurance is always kept up-to-date.
Generally, the Contractor specifies the following insurance required to be maintained by the
Consultant.
a. Third party Motor Vehicle Insurance. RE shall ensure that the vehicle used in the project
by the contractor has valid third-party insurance at all time by the Contractor.
b. Insurance against loss or damage to Equipment’s, Consultant’s property and document.
The Contractor shall take this insurance cover, photocopy of which should be sent to HO for
records. The RE shall ensure that it is renewed before expiry.
c. Third party Liability Insurance. It taken separately for each project on year-to -year basis
and kept validated.
d. Professional Liability insurance. This insurance is taken for all the projects of the company
and is taken by Human Resource Management and Administration at H.O.

7. THE SUPERVISION SYSTEM

It is essential to evolve a supervision system, which will elaborate the supervision methods,
necessary controls on supervision with special emphases on quality, records to be maintained,
documentation required and other relevant issues. The system is likely to vary depending on the
size, location and nature of the projects. Supervision shall cover not only field works but also all
inputs into the project. Accordingly, supervision has four major components.
7.1 Construction management

The main tasks of construction management are checking and approving Contractor’s program
and schedule of works, construction methodologies, key superintending personnel, establishing
quality assurance and project monitoring system.
7.2 Supervision of Works

Supervision of Works include checking and approving survey works, setting out of works,
checking & issuing of working drawings, checking quality of materials, process control of
construction works including maintenance of various site records.
7.3 Testing of Materials

These are mainly laboratory related works and is more theoretical and rational and has been given
special importance in the construction supervision process namely quality control. An elaborated
Quality Assurance Manual should be prepared detailing each and every aspect of quality control
steps to be taken, which should also be read as part of this Construction Supervision Manual.
7.4 Measuring and Acceptance of Works

Completed works meeting specification requirements and quality needed for acceptance have to
be measured, recorded, paid and certified for taking over. A Completion Certificate, approval of
“As-built drawings” and issue of defects liability certificate at end of Defects Liability Period puts
an end to the construction supervision of the project.
Except the components at paragraph 7.3 above, for which an elaborated Quality Assurance
Manual should have to be developed separately, all the other 3 components have been elaborated
in this manual in subsequent chapters, along with other requirements of the system, with reference
to the items of work to be executed in the project and to use it as a ready reckon for construction
supervision.
8. CONSTRUCTION MANAGEMENT
8.1 Start-up & Plan of Operation of Work
8.1.1 General
The execution of the project is taken up through a contract agency. The Contractor’s site manager
superintends the Construction of Works and the Consultant on site to supervise.
 Superintendence as far as construction is concerned, involves the active direction of the

means by which the works are carried out. This covers:
-Organized resources.
-Ordering materials.

-Programming tasks.
-Setting targets for both productivity and costs.
 The Consultant has control over what will be accepted into the works and includes:
-Assessing the suitability of methods.
-Accepting materials.
-Approving workmanship.
-Determining the value of what has been constructed.
-The liability of extra costs.
 Before start of construction works, care is taken to ensure that following documents are
available with the Consultant:
- Employer’s’ Requirement
- Copy of Contract Documents (Viz. Consultancy Contract,
Works Contract) along with any special conditions thereof.
- Copy of Approved set of plans and detailed working drawings.
- Standards, specifications, guidelines, codes of practice etc.,
according to which the work is to be executed as per contract.
- Concept Design Report including Survey, material investigation
and sub-soil test reports etc.
8.1.2 Establishment
 Finalizing the site and deciding location of site office, storage sheds, batching plant,
material yard, labor camp etc. will be decided by RE in consultation with Contractor &
Client.
 Identifying sources of Construction materials like Sand, Coarse aggregates, borrow pits
for soil, Boulders etc. and supply of Cement, Reinforcement steel including the time
required for transportation of these materials to the work site.
 After site clearance, transferring the alignment of the road to ground with help of
reference pillars fixed at site during location survey & fixing permanent Benchmarks,
reference pillars by use of precision electronic instruments as far as possible.
 The Consultant usually operates and carries out it's duties through the team of specialists
guided by the Resident Engineer.
8.1.3 Plan of Operation
The plan of operation related to construction supervision includes:
1. Setting up Project Office
The Consultant undertakes to establish the organization and project office in the Client’s Project
to satisfactorily carryout and complete all services required by the Client as set forth in the
agreement. Detailed procedure for setting up project office is given in Chapter 6.
2. Field Team for Supervision

The Consultant is to staff its office with qualified, appropriately experienced, specialized &
technically competent personnel to carry out all the obligations involved in a professional manner
and to deal with all the potential problems at the project and also to work in accordance with
conditions of agreement with the Client.
3. Work Supervision
The Consultant is to ensure full time supervision in the work at site, with strict discipline, which
is an absolute necessity in the consulting job.
The Consultant has the ability and adequate assistance, to analyze time estimates, make progress
charts and project the activity spectrum rightly.
4. Monitoring Progress
Full cooperation between Consultant and Client will be of paramount importance. Accurate and
up-to-date feed forward and feedback between various executing agencies will be stressed to
produce correct progress.
5. Maintaining Records
Maintaining records of all important happenings related to the job is of utmost importance to
show that the works have been executed as per contractual requirements. The Consultant will
ensure that all such records including records of tests performed on the materials and works are
maintained in the most professional manner.
6. Technical Officer’s Diary
Each Engineer and Technical personnel will maintain diary in respect of activities under his
jurisdiction. This is not only to ensure that the maximum amount of detailed information is
collected but also to permit cross checking to confirm the truth of otherwise disputed statements.
8.2 Review of Contractor’s Program

The Contractor will submit his program for the execution of works. The program is an important
document. It shall be complete with all quantities, production rates and resource requirements etc,
clearly indicated there in. The rainy season and corresponding probable lower production rates
will also be considered in his plans.
The RE will check the Contractor’s submitted programs carefully and verify whether the
production rates, equipment and other resources proposed by the Contractor are reasonable for the
nature and quantum of works involved. Any discrepancies shall be pointed out and reconciled
with the Contractor. Approval of the program shall be accorded only after the Client has seen and
approved it.
Under the concerned clause of contract, the Contractor is required to submit the following to the
Resident Engineer.

a) Work Program
b) Proposed work arrangements and method statements.
c) List of key personnel with their CV and all relevant testimonials.
d) Land requirement.
e) Evolve method of Quality Assurance (QA) and Quality Control (QC).
f) Establish Computer Aided Project Management for Speedy construction.
g) A list of equipment, tools & plants to be engaged and their operation & maintenance plan.
The Consultant is required to advise the Contractor within a reasonable time stated on
contract agreement, whether the Client Consents to the Contractor’s proposed methods or in
what way they are unacceptable.
The RE will ensure that he obtains the Client’s comments on the program and incorporates
these comments in his letter to the Contractor.
a) Work Program
Before commencement of work, a meeting of Client’s officials and Consultant’s Engineers has to be
held. The following would be discussed.
 Contract documents and relevant data.

 Data gaps/ augmentation of data required, if any.
 Constraints in commencement of work.
 Aspects of resource planning and construction scheduling.
 Quality control.
 Monitoring of Project.
 Employer’s Representative/ Engineer’s facilities comprising of office, laboratory,
communication, transport etc.
 Issue of orders to commence work.
 Broad details of proposed Quality Assurance System.
 Procedure for approving Contractor’s methodology, work plans and other procedures.
 Framework of Construction Supervision Manual.
 Periodical progress review procedures.
 Establishment of computer aided project Management System.
The Contractor is expected to submit his work program before commencement of the project, which
shall be reviewed for the following:-
 Working Methods and construction methodology.

 Procurement of machinery and material.
 Deployment of resources.
 Cash flow etc.
The Contractor shall be encouraged to use some of the available software for preparing the work
plan. In case of non-availability of suitable software, the plans will be based on Gantt chart diagrams

prepared for individual packages. Based on the Gantt chart, the adequacy of material procurement
and other resources deployment on individual packages would be reviewed for their
suitable/adequacy.
b) Construction methodology
When a Contractor submits his Method Statement, which is, usually, a description of technical and
quality procedure and gives a detailed description of the performance of quality control activities, it is
required to review such documents to check their adequacy, correctness and acceptability.
The adequacy of the methodology would be scrutinized keeping in view of the following:
 Conformity with the requirements of the Contract documents (drawings & specifications).
 Sequence of operation of various activities.
 Compatibility with safety environment and health requirements.
 Any interfaces with authorities, landowners, other contacts, etc.
 Clarification of the Contractor’s deployment of manpower resources, equipment and
materials.
 Any interfaces with other Method Statements Procedure and/ or Quality Procedures.
 Compatibility with work program.
 List of relevant drawings.
 References to relevant sections in the contract documents.
 Calculations etc., if any.
 Check that approval has been taken for any material to be used in construction.
 Inspection equipment (if any special equipment is used it should be described under this
item. The list shall be examined and comments given, if any).
 Tests to be performed on the work.
 Description of the work methods or principles (It shall be evaluated whether all relevant
activities for the performance of the work are incorporated in the description). The work
item shall also be examined in order to identify critical activities, which should have been
described in the procedure.
 Contingency plan exists for making up slippages, if any.
The RE distributes the Contractor’s method statement to the relevant Site Engineers for review. The
Site Engineers submits their review forms, after keeping a copy of the same with him, to the RE who
forwards the relevant comments to the Contractor.
The Consultant will discuss with the Client’s officials and modify the methodology where necessary
before according its approval.
c) Key Superintendent Personnel
The contract documents invariably include list of minimum supervisory personnel to be provided by
the Contractor for the work with their qualifications, minimum experience, etc… The key
superintendent personnel proposed to be deployed by the Contractor need to be reviewed for their

conformance to the provision of the contract. The reviews will be made for assessment of their:
 Capability to handle mechanized projects and acquaintance with working problems of heavy
machines/ equipment produced for the project.
 Capability to motivate labor.
 Quality consciousness.
 Adherence to time schedule.
 Safety consciousness.
 Capability to handle work during emergencies.
The Personnel mobilization program will also be reviewed along with the work program submitted by
the Contractor to ensure optimum utilization of resources/completion of the project according to laid
down schedule.
d) Land for Contractor
It may, also be, necessary to review the land proposed to be hired/occupied by the Contractor for the
Project for its adequacy, keeping in view infrastructure/ logistics required for maintenance of
machines, working and storage areas and area required for providing amenities to labor under the
state statutes and avoiding adverse impact to the environment during/post construction period.
e) Evolve and Establish Quality Assurance System
A quality Assurance System shall be established to ensure that the work is executed according to
contract specification and approved design following the approved construction methodologies and
construction schedule.
A quality Assurance Plan will be prepared indicating the process of production/execution of work,
inspection and acceptance. The quality of all jobs will be continuously monitored at pr-construction
as well as construction stages.
The plan would, normally, cover the following:
 Procedures and criteria for selection and approval of borrow area/quarries and other
sources of natural materials.
 Methods of storing materials procured for the project.
 Organization of material testing laboratory.
 Equipment and organization of field tests and sampling for laboratory test.
 Work and workshop in regard to temporary works.
 Norms for sampling of material from stockyard.
 Control of alignment, surface regularity of pavement layers and concrete structures.
 Frequency and Procedure for testing cement, bitumen, construction materials, proprietary
materials, etc.
 Monitoring bituminous hot mix plant/paver finisher during production for quality of mix
and its conformance to mix design/temperature control, laying and compaction.

 Monitoring concrete production for quality of mix, its conformance to mix designs, laying
of mix within vital setting time, compaction, etc.
 Test of concrete strength including its ingredients and mix design.
 Procedure of monitoring of, compaction.
 Equipment and field compaction.
 Preparation of formats for compilation of test data.
 Action to be taken in case of tests revealing substandard work.
f) Computer Aided Project Management
The Contractor shall establish a computer-based system for progress monitoring supervision and
documentation of records of the project using latest soft-wares for Employer’s Representative follow
up. These soft-wares are used on the concepts of CPM/PERT.
The relevant features of the progress monitoring system are briefly summarized as below:
 Creating project and layouts: The project will be created and assigned a four-character
unique name with a specific layout. The layout could be either default layout, Classic layout
or a new layout. The Classic Schedule Layout for BAR Chart view will include The Activity
columns and bar chart. The Bar Chart will contain bars for early dates and floats. The layout
for the PERT view will show all activities in the project, starting with the first activity and
ending with the last activities.
 Working with activities and relationships: The activities will be entered either in Bar Chart
view or in PERT view. A unique ID no. & type of activity will be assigned to each activity.
The relationship between various activities will be assigned.
 Activity and resource calendars: Various calendars will be used i.e. base calendars,
resources calendars and global calendars. Each activity and resource will be assigned a
calendar.
 Defining Project dictionaries: The outlining of the project will be based on hierarchy of
project components called a Work Breakdown Structure (WBS). In this approach, starting
with the overall project goal, work will be divided into work packages and then into activities
within each work package. The activities will be to organize summaries and produce reports
and graphics based on the project’s coding structures.
 Calculating and adjusting schedule: Schedule will be calculated and all activities will be
examined in the network beginning with the first and ending with the last, to calculate the
earliest start and finish dates for each activity. The schedules will be reexamined in backward
pass beginning with the latest early finish of last activity to calculate the latest start and finish
dates for each activity. Float values will be also calculated.
 Targets and Progress: A target is project plan that will be for comparing to be used for
comparing to the current schedule to measure progress. As the project progresses, it will be
used as a benchmark or baseline for comparing the target dates, resources and costs to those
for the current schedule. Once the Project begins, progress will be recorded and schedules

will be updated at regular intervals. The progress will be recorded either in activity form or in
Bar Chart. The current progress will be compared to the original plan in order to determine
whether project is staying on track. Printed reports and graphics will be made available for
comparing the current schedule to the target plan. A BAR Chart will enable to determine
whether the project is ahead of or behind schedule. Budget and earned value in the activity
columns or by opening the Budget Summary form.
 Resource Management: resources are required to complete an activity. It can be: people,
materials equipment and so on. By assigning resources to activities, it can determine the
number of people required and when they will be needed, the material required and when
they should be delivered and the amount of money the resources will cost. The Resource
names to be added to the resources dictionary and then assign it to activities. During the
Planning stage, the budget cost of a resource will be tracked. By comparing the original
estimates to the budget and cost at completion, the variances will be determined. It will also
examine cost schedule performance or earned value.
With the help of above packages “Critical Path” of the project will be determined. Critical
activities control the overall tuning of a project. After a schedule is prepared, the Critical path
has to be checked. Non-critical activities have positive float, because their starting dates are
flexible. However non-critical activities can become critical later in the project.
 Progress Monitoring: The updating shall be done on fortnightly/monthly basis in order to
monitor the critical path and physical progress of the project. Apart from progress, the
resources required and cash flow will also be monitored using the same packages, the Client
will be informed accordingly and Contractor will be advised for remedial action.
8.3 Action Plan for Project
The following actions are proposed:
1. To examine the contract documents clauses critically.

2. To study carefully the specifications and find ways to use them to the best advantages for the
project.
3. To get set the overall policy and project strategy for completing the work in time.
4. To get listed the major contract items likely to result in claims, changed conditions, possibility
of unforeseeable clauses, bonus, extension of time etc. and initiate appropriate action.
5. To get framed the construction methodology systematically in collaboration with Client &
Contractor.
6. To define the safety and other managerial logistics to the Contractor.
7. To get listed the specific activities, milestones, local deployment provisions etc. and inform the
Contractor.
8. To get listed all types of materials required.
9. To determine the resource availabilities by quantity and duration, activity time and cost.
10. To get set the strategy of material supply, stacking, storing etc.
11. To get framed the strategy to attack each activity & advise Contractor accordingly.
12. To get prepared the network diagram (linear graph) in consultation with Contractor & Client.
13. To match the activity methodology with network.

14. To get estimated the activity durations in the working days, along with quantity, achievement
etc.
15. To get estimated the direct costs of major activities.
16. To get prepared the network model (Linear Graph plus attributes).
17. To carry out the CPM calculations for the critical path, project duration and floats- working
model.
18. To get determined the project resources requirements by listing manpower, crew and
equipments.
19. Resource leveling within floats.
20. To get established activity utility area.
21. To carry out time-cost trade of calculation.
22. To get established indirect costs and determine total project cost curve.
23. To get framed scheduling policy.
24. To get established cash flow and overdraft demands.
25. To get established the project finance requirements.
26. To set project start date and completion date, marking milestones.
27. To adjust activity durations to suit climate or special conditions.
28. To schedule projects in calendar days and follow up strictly.
8.4 Communication System
A system of communication with Client and Contractor needs to be established at site to discuss on
various issues related construction works. Meetings are, normally, held as described below, as
means of communication.
Site meetings: These meetings are held once in month in the office of Employer’s
Representative/Supervision Consultant and are attended by representatives of Client, senior staff of
the Contractor, as well as, of Consultant. The Resident Engineer chairs the meetings.
Progress Meetings: These meetings are held weekly in the office of the Employer’s
Representative and are attended by the senior staff of the Contractor, as well as, of the Consultant.
The Resident Engineer chairs the meetings. Client may be informed of this meeting, participation
in which will depend on their conveniences.
The work performed during the week is reviewed and program for the week ahead is discussed.
Only urgent issues concerning the progress of work is discussed to reduce the duration of meeting.
Minutes are prepared and issued to the Contractor and Client.
Routine Meetings: These meetings are held every working day 8:00 A.M. in the Consultants
offices/site office. They are internal meetings, attended by the Contractor’s project Manger, as well
as, by the senior staff of the Supervision Consultant. Problems related to the running of the Site
office and to the Construction work are discussed and the Day’s work planned. Minutes are not
prepared. However, if any problem requires involvement of Client for early solution, the particular
problem is intimated to them in writing.

9. MATERIAL & EQUIPMENT MANGEMENT
9.1 Inspection of Sources of Materials

Identification of borrow areas and quarries and thereby testing of representative samples are
pursued for characterization of soil, sand and aggregates, stones and assessing their suitability and
availability in adequate quantities for construction/up gradation of roads, highways bridges
drainage, structures etc. The availability of the various types of transport, their cost etc. will also
be considered. This will give a better idea with regard to the unit cost to be adopted for material
components of various items of work and also the infrastructure requirement for transporting
materials and equipment.

9.2 Setting up of Laboratory

Quality control requirement and testing as per the relevant standards will be established and then
strictly adhered to. Necessary laboratory testing facilities will be organized by the Contractor and
all records kept, preferably, with counter signatures of the Client counterpart. It shall be ensured
by the Consultant that all the required laboratory equipment, as relevant to the job, will be
stationed at the site/laboratory and all the measuring devices checked for accuracy and zero-errors
frequently and recalibrated, when necessary.
Supervision for all affiliated activities will be clearly allocated and responsibilities fixed.
Complete methodologies will be orchestrated to endure that there is not let up on procedures and
Quality Control.
1. The tasks for Central Laboratory will comprise of-
 Checking the properties of construction materials viz. soil, aggregates, Cement, Bitumen, etc.
 Design of concrete and bituminous mixes.
 Analysis of test data received from field laboratories and recommending corrective measures,
as and when required.
 Concrete cube strength.
2. The tasks for Field Laboratory comprise of

 Checking rate of spread of bitumen, aggregates
 Checking temperature of bitumen etc.
3. At Construction Site
 Checking of moisture content.
 Checking temperature of bitumen.
 Checking field density of compacted layer/ soil, bituminous surface.
 Checking of workability
 Checking of alignment, level & surface regularity of finished surface.
The details to be conducted on various materials, mixes and finished works along with
corresponding frequencies are given in Quality Assurance Manual.
9.3 Special Tests of Materials

In addition to regular field tests, it may be necessary to arrange special tests at Research
Laboratories of Engineering Institutions/approved Test Houses. These tests will generally require
testing of proprietary/manufactured materials. These tests will, inter-alia, also include testing of
workmanship in special cases like welding structures, which requires X-ray tests, etc.
In general, suitability of manufactured materials will be established on the basis of manufacture’s

test certificates. However, in special cases, the consultants may have the test carried out in the
Engineer’s laboratory or otherwise, within the provisions of the contract. The test results of all
manufactured materials will be properly recorded and complied in a report.

9.4 Identification & Follow-up

The following shall be ensured by the Resident Engineer for proper identification & follow up
actions:
 Allocate and record unique identifications for various samples/materials/reports

through tag/labels/ sticker/code. These shall also be identified while in storage.
 Ensure all incoming samples & outgoing samples are adequately identified before
being received/ dispatched.
 It shall be ensured that all non-conforming material/samples, which have been
rejected, do not get mixed up, even inadvertently, with the materials in process.
Such materials/samples shall be removed form the site, immediately after
identification.
 The personnel involved in various activities need to be identified and for this it
shall be necessary to maintain a tag of performing the activities with dates.
 All, in process and finalized, reports shall be identified by Project Name and
Code No.
Client’s intellectual property including specifications, drawings and information should be kept
under controlled conditions.
9.5 Review of Equipment Procured & their Maintenance

The machines/equipment procured for the project should conform to the requirement as per
Contract. These would be reviewed for their suitability for the project, capacity and number to
ensure progress as per work plan and Completion Schedule and delivering end products
conforming to Quality Assurance Plan. The machines shall also be examined for their
compatibility with other machines to avoid under utilization of machines.
All Machines brought to site for measuring & testing shall have proper calibration certificate from
recognized agencies including their calibration plan which should be strictly maintained.
Contractor must keep arrangement for regular maintenance of the machine/equipments brought to
site to avoid frequent breakdown during execution of work, by establishing a workshop with
required qualified mechanics and other skilled person.
It will be the Consultant’s responsibility to check the adequacy of the facilities provided in such
workshop and that machines/equipments are being maintained/repaired overhauled as required.

10. SUPERVISION OF WORKS
10.1 Setting out Works
A) At the commencement of the contract, the Contractor is given the prime stations, relative to
which he is required to set out the works. This may be done directly by the Client or Consultant
acting on behalf of the Client by the adoption of a coordinate system. Engineer/Contractor’s
representatives, as far as practicable, satisfy themselves as to the accuracy of these prime stations
and do the requisite traverse and level runs.
In case, the Contractor is obliged under the contract, to check “Setting out points”, grid layouts
etc., the Contractor is required to check the same, satisfy themselves and intimate in writing about
satisfactory completion of checking before the data are used for construction purpose.
It is to be ensured that such prime stations are maintained, suitably protected or accurately
transferred where this becomes essential. The RE ensures that he and concerned Contractor agree
upon values of temporary benchmarks and/or subsidiary setting out points.

B) Setting out the works is the responsibility of the Contractor, but will also be checked by
Consultant. Records of all checks carried out will be kept in both soft and hard copies
The following items of works are of particular importance:
a. Road work
 Limits of embankment and cutting side slopes.
 Line & level of curbs, channels, formations.
 Line & level of drains, ditches, Culverts.
 Positions of manholes, gullies, soak ways etc.
 Fence lines.
 Lines of service diversions, new services, lighting cables.
b. Bridge Work
 Line & level of bearings.

 Soffit alignment of superstructure.
 Alignment of bridge fascia.
 Alignment of bridge balustrade.
 Coordination of dimensions between members fabricated offsite and elements to
which they connect on site.
 Distance between bearing setting outlines
 Headroom (after completion).
 Compatibility of skew angles and road layout.
c. Layout of a bridge
The following are typical procedure necessary for effective laying out of a bridge, which will be
checked by Consultant also:
 Check all dimensions on bridge plans before staking. Check alignment and stationing
in the field. Check benchmarks in the field from two independent references.
 Establish a reference bridge chord or bridge tangent. The bridge chord is to be
referenced where the bridge is located on curve. Set at least two reference points
beyond each end of bridge. Locate these points beyond construction limits. Set the
points so that the bridge controls can be seen from them at all stages of construction.
Establish a site or target directly in the back of the most distant reference beyond
each bridge-end.
 Establish intersections of centre lines of piers and their bearings and of bends and
center lines of bearings on abutments, with the bridge tangents or bridge chord.
 Check all angles and all distances. Make the check independent of the original layout,
if possible. Document the checking on separate notes.
 Reference for each pier, bearing and abutment: Two points will be set on each side of
each abutment. It is very important that the line referenced be clearly identified-

centre line of piers, centre line of piling, center of bearing, bridge tangent end of
bridge, etc. and the center line stationing be written on the stakes.
 The reference points will be set by turning and doubling the angle from the most
distant reference on the bridge chord or tangent. Run a level circuit over all points
and set construction benchmarks.
 Use triangulation methods on multiple and long span bridges, especially, where the
width of the river (for crossing) or other conditions prevent direct measurement.
 Locate and stake each corner of each foundation. Compare actual elevations with
contours shown on the plans. If there is any significant different between actual
elevation and those shown on the plan, it will be reported to the Client. Show the
elevation on one point at each foundation layout.
 After staking is completed, the information on the stakes will be compared with
information recorded in the notes during staking layout.
 After staking is completed, the information on the stakes will be compared with
information recorded in the notes during staking operations.
 When the intersection points established in steps as above are located in water of
other inaccessible points, suitable base line must be established at each end to aid in
locating these points during construction.
d. Curvature and Grades of Highways

(i) Horizontal Alignment, Tangents & Curves
The route or horizontal alignment negotiates obstacles in terrain, going upgrade and down grade,
that is, it races a complex spatial curve. This route is represented on a map but its plan and profile
are drawn to suitable scales. Computer aided design makes routing the trial line by long sweeping
curves and describes it by the high order polynomial equations, so that the base line fits best into
the terrain and control points of topography and satisfies the requirements place in the radii of the
curves and rate of change in the lateral & longitudinal acceleration.
(ii) Grade Line
Vertical curves are characterized by their grades, which can be stated either as the ratio between
the increment of levels from crest & foot and the horizontal length of the section, both measured in
the same units of given as a grade percentage, which is the percentage expression of the target of
the angle which the slope makes with the horizontal plane. The following points shall be kept in
view while designing the grade line-
 The grades of road never exceed the maximum value for highway of a particular
category.
 The grade line is matched with the pass through the grade controls such as at the
beginning and ending points and the levels of intersections with railroads and
highways of higher categories.
 At stream crossings, the roads are elevated to a safe level over high water marks.

 The grade line is traced with a safe elevation over the surface of wetlands and water
logged area.
10.2 Contract/Drawing Review
The Consultant operates a formal & documented system of control of proposals and acceptance of
appointments awarded to Consultant.
Contract is reviewed before acceptance of appointment and at appropriate time thereafter to ensure
that:
 Contract & Legal conditions are cleared by Consultant.

 The task is adequately defined and documented.
 New tasks that vary from the original contract brief are incorporated if necessary
 Adequate resources are available for the project.
Any discrepancies or inadequately defined requirements shall be resolved with the Client and
confirmed in writing. Records of proposal, appointment, and contract review prior to acceptance
and contract amendments are recorded and form part of the contract records.
For revision of a project drawing, the revised parts of drawing shall be marked with a triangle and
revision number shall be indicated in the triangle.
In the revision list in the drawing title, the details of revision will be indicated.
All individual drawing copies shall be stamped “Issued for Construction”, shall be dated and shall
be signed by the RE.
10.3 Maintenance Records
Details of construction records need to be documented for future reference. The keeping accurate
and adequate records are vital part of the task of the RE. At the start of contract, the proper system
for maintenance of records will be established and checks will be made at intervals, to ensure that
all site staff is adhering to the system. All such records shall be maintained thought the pendency
of the Contract and relevant records will be handed over to the Client at the end of the project as
per Contract.
Consultant has to set up it's own filing system for records and correspondences.
Consultant shall maintain, to the extent possible, comprehensive site records as follows:
 The site diaries of the Engineer and his staff.

 Daily weather records which may include, maximum and minimum temperatures,
humidity, rainfall and periods of adverse climatic conditions and effects of adverse
climatic conditions on the progress of the works.
 All official correspondences received by and sent from the office of the Client.
 Registers for all incoming and outgoing correspondence.

 Material investigation reports and reports of laboratory testing of materials including

those of unsuitable earth.
 All setting out information issues, including survey reference station data.
 Field survey books, survey calculations and ground data plots.
 Original ground levels (OGL).
 Drawings received
 Drawings issued to the Contractor.
 Copies of all instructions, Day work Orders, Variation Orders and Provisional Sum
Orders issued to the Contractor.
 A register and summaries from material control sampling and testing, including testing
both on and off the site and also test certificates form manufacturers.
 Material receipt, issue and consumption register for cement, reinforcement bars, bitumen,
paint etc.
 Daily Progress report.
 Piling and pile tests records.
 Contractor’s labor and equipment returns.
 Minutes of Site Meetings.
 Progress photographs.
 Progress reports.
 Copies of calculations of design done at site.
 Measurement sheets/books.
 Copies contractor’s claims and the assessment by the Client, including all relevant
correspondences.
 “AS-Built Drawings”.
 Accident registers (Format enclosed as Annex-20).
 All information pertaining to the establishment, maintenance and removal of the
Contractor’s establishment, equipment and transport.
 A register of visitors to site.
 Staff files, including register of leave, sick leave etc.
 Project file and records to be archived at project completion shall include as a minimum:
 Consultant’s proposal.
 Appointment contract (including the project brief) and all amendments.
 Project files including project quality assurance (QA) documents.
 Procurement records.
 Design records including drawings & specification, records of Design Review &
Verification.
 Consultant’s performance report.
 Contractor’s performance report.
 Client feedback (Format enclosed as Annex-21).
10.4 Additional Services

 Ensure that contractor implements alleviation program for site staff and labor in respect of
STD/HIV/AIDS.
10.5 Environmental Protection
Significant adverse effects on environment, which can result form projects, include the
following:
 Due to project location.
 Impact during project construction phase.
 Impact form project operations in urban areas.
 Impact form project operations in rural areas.
The main environmental problem associated with construction projects, which have been, specially,
difficult to solve are-
 Impairment of scenic values/environmental aesthetics.

 Noise & vibration.
 Maintenance.
Consultant will give careful attention to these problems and recommend minimizing the
disruption/adverse effects and to see that the Contractor takes special measures and precaution to
protect the environment. Further, the Contractor carries out the execution of works and all associated
operations on site or off site in conformity with the statutory and regulatory environmental
requirements.
10.6 Emergency activities/Traffic Circulation System
The need to take urgent action to eliminate a safety hazard or prevent damage to the works may arise
at nay time during the construction project.
It is therefore essential that the Contractor is always in a position to discharge his obligations
regarding safety and security.
A small group, including an experienced supervisor and at least two machine operators from
Contractor will be on call to provide emergency cover. Both Consultant and the Contractor will
prepare a roaster of their key personnel to be on stand-by, whenever the site is left unattended, with
their contact telephone numbers circulated to appropriate local emergency services.
If there arises nay risk of serious personal injury, all appropriate precautions necessary to protect
workmen or the public shall be taken as safety of the people comes first.
The RE shall ensure that the Contractor carries out works on the Highways in manner creating least
interference to the flow of traffic during the execution of work. The contractor, as per direction of RE
provide and maintain a passage for traffic either along a part of the carriageway under improvement

or along a temporary diversion constructed close to the Highway. The contractor shall take prior
approval of the RE regarding traffic arrangement during construction.
The contractor shall take all necessary measures for the safety of traffic during construction and
provide, erect and maintain such barricades including signs, markings, flags, lights, and flagmen as
may be required by the RE for information to and protection of the traffic.
10.7 Safety measures
The Consultant will not rest on its contractual obligation alone in respect of its concern for the safety
and welfare of its staff. As a professional, RE is entrusted with the management of people. He will see
that the need for all safety precautions is properly explained to new or inexperienced personnel, that
full details of all safety procedures are known to the staff and equipment necessary to comply with
them is available. Procedures on safety for projects have been taken up elsewhere in this document.
10.8 Construction Supervision During Extended Working Hours
When the Contractor is required to work for extended working hours and/or in more than one shift to
make up the shortfall in progress/complete the work under time bound program, the supervision team
shall be deployed in suitable shifts to ensure the availability of supervision personnel at all times
when the work is in progress.
10.9 Field Supervision Work
All works executed have to be properly supervised to ensure that quality and quantity required are
maintained. Works to be done shall be thoroughly studied before commencement. For all works that
cannot be measured after completion, pre-measurement shall be taken and recorded. Layout, size and
alignment shall be checked before starting the work. Specifications and drawings for each work have
to be studied by the supervision staff to ensure that work is done correctly.
For the work of embankment, sub-grade and pavement, clear instruction shall be given to the
Contractor that construction of subsequent layer of same or other material over the finished layer
shall be taken up after obtaining permission form the Engineer. The contractor shall have to take
similar permission form the Engineer in respect of all other items of works.
Following are general guidelines for supervision of the items of work, normally, involved in the
Project:
A. Site Clearance and dismantling

 Identify location for clearance and the items to be dismantled.
 Identify location of works and set them out properly after careful study of drawings.

 For items, which are not assessable after completion, take and record measurements
“in advance”
 For determination of the quantity of clearing and grubbing, take cross-section levels
for the area before and after the work.
 Check that the depth of clearing does not exceed the depth as specified in the relevant
item.
 Ensure that the debris is deposited in such places that the public is not
inconvenienced
 Avoid wasteful expenditure by depositing the debris within the specified lead limits,
as fare as possible.
 Finalize location of debris dumping places after discussions with Client’s
representative.
 In case of items requiring pre-measurements enter certificate of satisfactory
completion in the measurement Book/sheets on completion of that item of work.
 Avoid clearing and grubbing in areas of unsuitable soil, as the whole unsuitable soil
has to be removed.
B. Earth works
Earth works are mainly of two types- (i) Cutting/excavating

(ii) Filling
(i) Cutting/Excavating
 Cutting/excavation should start only after the operation of clearing and grubbing.
 Use cut/excavated earth found suitable, in filling work.
 While cutting, ensure that the cutting is done to the required dimension and proper
side slopes are maintained to avoid collapse of sides.
 In case of encountering of water during cutting, supervising engineer shall ensure that
the Contractor keeps the foundation area dry by taking suitable approved measures.
 If there is possibility of collapse/ fall of sides in the excavation pits, ensure that the
Contractor takes proper approved protective measures like strutting, shorting etc. to
avoid such collapse/fall.
 Mark correct centre line and top dimension of cutting area, before cutting starts.
 Ensure that the cutting proceeds uniformly on either side to obtain correct alignment
and bottom dimension of excavation pit.
 Check that the cut earth is transported to fill/ disposal site, properly covered, to avoid
public nuisance.
 To obtain quantity of cut earth, take initial levels of the area before cutting starts and
its final levels at the completion of cutting activity.
 Retain the soil temporarily to determine depth of cutting till the bottom level of
excavation is reached, in case of comparatively small area/volume of cutting.
 Ensure that Contractor has cut to the specified levels and dimension as per drawing.
In case of excess cutting in depth/ dimension beyond tolerable limits, ensure that the
Contractor makes that good, at his cost, with approved material and compact it
Excavation in Rock requiring blasting (As applicable)
 Ensure that the Contractor carries out blasting during fixed hours of the day,
preferably during mid-day lunch or at the close of majority of works.
 Ensure that the Contractor engages only licensed persons with adequate experience in
rock blasting.
 Ensure usage of only required quantity of suitable detonators for blasting and also see
that adequate protective measures have been taken to prevent flying of blasted pieces
before start of blasting operation.
 Ensure that the persons engaged in blasting are aware of dimensions and area of
blasting place.
 In case, the depth of excavation is in excess of specified depth in drawing, ensure that
the Contractor makes that good, at his cost, with suitable approved material and
compact it.
 Ensure that the Contractor maintains day account of explosives in register which
should be open to inspection at all times. Register should be checked and stock of
material verified frequently.
 Ensure that the rubbles obtained from rock excavation are stacked properly for
measurement and then used in the work.
 Find out quantities of rock excavation by level measurements of from the volume of
blaster rubbles stacked.

(ii) Filling
 Filling shall be taken up only after the operation of clearing & grubbing is over.
 Check that proper benching to adjoining slopes is done.
 Ensure that the original surface has been watered and rolled to the required
compaction to receive the fill.
 Suitable soil having pre determined properties and obtained from excavation and/or
approved quarries shall be used as fill material. Soils, which achieve 95% to 98%
compaction with minimum compact effort, should be selected. Granular sandy soil
with low O.I is deal.
 It is advisable to pre-determine the loose thickness, OMC of the fill material and also
the number and speed of roller passes to achieve the proper compaction.[Normally,
24 to 27cm of loose thickness five a compacted thickness of 20 cm depending on
nature of soil.]
 Use speedy moisture content test equipment to assess natural moisture content of fill.
 Determine required volume of water and ask the Contractor to add to the mix. It is
advisable to provide 1% to 2% water above OMC to cater for evaporation loss during
scarifying and grading, so that the moisture content will match with the OMC at the
time of rolling.
 A void excessive rolling. Check that the rolling is stopped when soil appear to be
compacted and definitely before excessive cracks appear on the rolled surface.

 Conduct field compaction test after completion of compaction and if the layer has
achieved the minimum required compaction test after completion of compaction and
if the layer has achieved the minimum required compaction, prepare the next layer in
the similar way until the required height of fill to the bottom of sub-base of
otherwise, as per specification, is reached.
 Ensure most important key to success of compaction-suitable roller and optimum
moisture content.

C. Drainages
 Provide proper drainages system for long life of roads & highways, as improper
drainage and resultant base/sub base / embankment deterioration are the main cause
of its damage, especially at the places of intense rainfall.
 Provide drains of surface run-off and seepage water.
 Provide sub-surface drainages at places of springs, when road passes through deep
cutting on both sides ort through marshy areas.
 Provide slope of trough and slope of drain such that there is no silting or scouring,
nor any blockage.
 Ensure continuous flow of run-off water by connecting drains to natural stream or
river.
 Ensure periodic cleaning of drains during construction and defect liability period.
D. Junctions
 Study the layout of junctions to assess its suitability and aesthetics at proposed
location.
 If due to varied site conditions, any change is required, the same should be implanted
during initial setting out.
 Pay attention to proper layout of junction to suit the site conditions.
E. Granular Base Course and Sub-base
 Identify suitable materials conforming to specification requirements, for sub-base and
base course.
 Ensure availability of sufficient quantities of the materials.
 Determine the properties of the materials to match with the specified requirements.
 Before starting of spreading, ensure that there is no-vegetation or other extraneous
materials on the sub-grade surface and it is lightly sprinkled with eater, if necessary
and rolled with two passes of 80-100 KN smooth wheeled roller.
 Ensure that materials are laid uniformly by mechanical means and rolled with
suitable capacity roller, rolling commencing at the lower edge and proceeding
towards upper edge. Speed of roller shall not exceed 5 kmph.
 Ensure proper lines & levels Thickness, camber slope, moisture content and
satisfactory compaction requirement, as specified for each layer. Next layer should be
allowed to be laid only after approval of previous layer.
 Compacted layers of WBM/WMM course should be allowed to dry completely
before the next. Pavement course is laid over it.
 Ensure that the shoulders are built-up simultaneously along with the WBM/WMM
courses.
 In case of WMM courses, it is advisable to produce Wet Mix Macadam in
mechanized plant only for better quality work and to use a paver finisher for
spreading it to prevent segregation.
 Ensure proper gradation and moisture content, which are most important in the case
of WMM for its strength durability and finish.
 Preferably no vehicular traffic of any kind should be allowed on the finished WMM
surface till it dried and wearing course laid.
F. Asphalt Surfacing
Supervision has to make sure that:
 Materials are approved.
 Site is ready to receive the material.
 Stock of aggregates and bitumen is sufficient for surfacing of at least one week.
 Chip spreader is in perfect working conditions.
 Asphalt Distributor is properly working
 Sufficient number of specified rollers is available at site.
 Sufficient number of suitable trucks is available for hauling aggregate material.
 Sufficient number of supervisors/engineers with thermometers, survey instruments
are available at site.
 Priming is properly done. (To assure proper priming, calibrated spraying vehicle
should be available at site).
 That roller is operated at proper speed and stopped near paver without applying break
of by minimum use of break so that the dent made on asphalt surface is as small as
possible, (uniform surface for an asphalt layer depends to a large extent on the
efficiency and sincerity of the roller driver) and is reversed with minimum or least
jerk.
 Paver finisher never malfunctions during operation.
 Finish rolling is performed using pneumatic rollers and that roller marks and surface
cracks totally disappears.
 Traffic is permitted over a new asphalt surface only after it is properly cured i.e., it
get cooled to natural atmospheric temperature and at least not before 24 hours after
laying and completion of compaction.
 .This being the costliest and the most visible item in the road project, extreme
attention is given to this item of work.
G. Sub-Structure
(i) Piers & Abutments
 For concrete piers, keep the number of horizontal construction joints.
 Avoid construction joints in splash zones unless specifically permitted by Engineer.
 Do not permit any vertical construction joints.

 Use preferably, slip form in case of tall piers & abutments, the specification and
arrangement of which shall be got approved by Engineer.
 In case of solid (non-spill thorough type) abutments, provide weep holes, as shown in
drawings or as directed by Engineer.

(ii) Pier cap & Abutment cap
 Finish the surface of cap smooth with a slope for drainage of water.
 Top surface of pedestal on which bearings are to be placed or for short span slab
bridges with continues support on pier caps, cast the top surface horizontal.
 Surface on which elastomeric bearings are to be placed, finish it with a wood float to
a level plane, which does not vary more than 1.5mm from straight edge placed in any
direction across the area. The surface on which other bearings (steel bearings, pot
bearings) are to be placed, keep the top of surface 25mm below the bottom level of
bearings.
 Dirt/ Ballast Walls, Return Wall and Wing Wall
 In case of concrete return walls, in general, do not permit any construction joint.
Wherever feasible, carryout the concreting in cantilever return walls in continuation
of the ballast wall.
 For gravity type masonry and concrete return and wing wall, do not provide any
horizontal construction joint. However, provide vertical construction joint if shown in
the drawings or directed by the Engineer.
 Provide vertical expansion gap of 20 mm in return wall/wing at every 10 meter
intervals or as approved by the Engineer. Provide weep holes, as shown drawings on
the abutments.
H. Bearing
 Ensure that the bottoms of girders to be received on the bearings are plane at the
locations of these bearings and take care to see that the bearing are not displaced,
while placing the girders.
 For sliding plate bearings, use stainless steel surfaces sliding on stainless steel plate
with mild steel matrix. Alternatively, provide PTFE surface sliding on stainless steel.
All bearings with sliding surface shall be cleaned and lightly lubricated with an
approved lubricant immediately, before erection
 Roller & rocker bearings are placed such that their axles of rotations are horizontal
and normal to the direction of movement of the members they support. Upper and
lower bearing plates are set horizontal in both directions.
 All Bearings are tested to 1.25 times the design vertical load except electrometric
bearings which shall be subjected to axial load to correspond to average compressive
stress of 15 MPA applied in steps and held constant while visual examination is to
check the discernible defects and pot bearings where the test load should be 1.1 time
the maximum design capacity including seismic force.
I. Structural Concrete

 Ensure that all the materials to be used in the concrete i.e. aggregates, cement,
reinforcement steel are tested and approved.
 Check that the design mixes for various grades of concrete has been established and
got approved.
 Check the setting out of the structure and ensure that the reference pillars with correct
level and co-ordinates have been established near it for frequent checking of lines and
levels.
 Ensure proper level of excavation pit and that the bed is compacted enough before
laying PCC is taken up.
 Ensure that bar bending schedule has been approved beforehand.
 Make sure that the reinforcement bars as per design and approved bar bending
schedule have been provided in appropriate position.
 It is essential that the sizes and nos of reinforcement bars used have been recorded in
Measurement Book/Sheet before concreting.
 Ensure that Batching plant/Weight batches are calibrated and are in good working
condition.
 Ensure that sufficient quantities of water, cement and approved aggregates are socked
at site.
 Concrete cube moulds, slumps cone, cylinder etc. for routine site tests are available.
 Sufficient nos. of vibrators with spare needles are arranged.
 Proper arrangements for placing of concrete, protection of concrete against weather
condition, which may occur during concreting, have been made.
 Sufficient nos. of labors and superintending personnel are available for completing
the job with suitable working hours. If not, sufficient light and shift arrangements are
made for completing the job.
 Chick that the shuttering materials are strong and properly arranged and scaffoldings
are of proper size, sufficient, strong and well braced with each other.
 Take utmost care for concrete mixing and see that water cement ration never exceed
the design mix value.
 Take utmost care for concrete mixing and see that water cement ratio never exceeds
the design mix value.
 Carry out slumps test frequently at the site of mixing and laying.
 See that the time taken between the preparation of mix and its laying should be
minimum and shall not exceed the initial setting time of cement.
 Make sure that the proportion of mix design is scrupulously followed and proper
compaction achieved while laying.
 Strict control on vibration is essential as excess vibration is harmful. Normally, stop
vibration when slurry appears on the surface.
 Allow only experienced vibrator operator in the work.
 Start curing concrete, if specified, using approved curing compound sprayed on the
surface, soon after compaction is over. Cure with water after concrete has set which
should be continuous and extends up to fourteen days to achieve good quality and

durable concrete.
 Follow deshuttering as per specifications for each type of structure.
J. Pavement Concrete (As applicable) Not Applicable

 For Pavement concreting, provide a layer of lean concrete as sub-base. Check that the
design mix for the lean concrete is approved.
 See that the contractor has submitted a method statement, which will indicate details
of different machines/equipment with their capacities, hauling arrangement etc. to be
used.
 See that the Contractor constructs a trial length, at least a month in advance of
proposed start of concrete paving work.
 Approve the materials, plant, equipments and construction methodology only when
the trial length complies with the specification.
 Follow all the instructions given for structural concrete as given elsewhere for
pavement concrete also.
K. Stone Masonry
 Provide coursed rubble masonry for bridgework.
 Ensure that stones are sufficiently wetted before laying to prevent water absorption
form mortar.
 See that the courses are of uniform height.
 Ensure that all the embedded faces of each stone is completely covered with mortar.
 For masonry works over rock, provide a leveling courses of 100 mm thickness M 15
concrete over rock.
 It is necessary to provide sufficient transverse bonds by the use of bond stones,
rectangular shaped, extending from the front to back of the wall. For thicker walls,
bond stones shall overlap each other at least by 150mm in their arrangement. In case
of coursed rubble masonry, provide bond stones a 1.5m to 1.8m apart clear, in every
course.
 Use pre cast M 15 concrete headers if the stone headers are not available.
 Place the vertical joints staggered as far as possible.
 Ensure that all connected masonry in a structure are carried up nearly at uniform level
throughout. If unavoidable, the Contractor shall rake the masonry in long steps, the
stepping of raking not exceeding 45o with the horizontal to facilitate jointing of old
and new work.
 Check that the quoin stones are not less than 0.03 cu. m in volume.
 Provide plum stones, preferably, at about 900mm intervals.
 Provide weep holes 80mm wide and 150mm high or circular with 150mm diameter
and these shall extend through the full width of wall with slope of about 1 vertical to
20 horizontal towards the draining face. Spacing of weep holes shall, generally, be at
1 meter in either direction, if not shown in the drawing.
 Ensure that mortar cubes are taken for compressive strength, consistency of mortar
and its water retentively. One sample for every 2 cu., of mortar, subject to minimum
3 samples, shall be tested for the day's work.
L. Traffic signs and Road markings

 Care should be taken to see that traffic signs are manufactured using specified
materials and to the approved size and nature. Supervision has to be done during
manufacturing. Supervision staff should ensure that only acceptable materials as per
detailed requirement shown in drawings are brought to site.
 Engineer shall obtain required warranty from the contractor for satisfactory field
performance of the materials and signs used in traffic sign. Senior engineers of
erection of the traffic signs and appurtenances after careful examination and study of
the entire stretch of the road. Locations should be such that they are clearly visible to
the drivers of moving vehicles, cause no obstruction to the traffic/public and add to
the aesthetics of road.
 Contractor should do the road markings with approved superior Quality paints as
specified in the contractor to the required thickness using mechanical devises, as
these beatify the road most. Where painting cannot be done by mechanic, the
contractor may use manual methods, only after prior approval of the Engineer. Take
at most care for proper workmanship also.
M. Miscellaneous items (As applicable)
 So many other appurtenances such as kerbs, guard rails; Kilometre posts etc. have to
be done as per relevant standards and specifications. All these are very important
from the safety and aesthetic aspects.
N. Maintenance (as applicable)/ detours
Maintenance of the existing road and the temporary diversions constructed shall be ensured
during construction. Supervision Consultants will see that the road is maintained properly as per
the conditions of contract. Procedures regarding maintenance have been described in a separate
chapter.
10.10 Inspection Requests
Any inspection of the Contractor's work required by the Contractor or approved Method
Statements shall be requested by Contractor via an Inspection Request Sheet (RFI).
The RFI shall be delivered to Consultant's Site Office before 5:00p.m on the day proceeding the
day when the inspection is requested to take places (before 24hrs). The RFI shall be delivered to
the ARE/ME in three copies.
The producers to be followed by the Supervision Organization are described below:
Action Activity
The RE/ARE The RE/ARE checks the serial number of the RFI and the
Authorization of the individual having signed the RFI.

If the RFI is not properly completed he returns all three copies to the
Contractor. If the RFI is properly completed he initials the RFI and transfer
2 copies to his Site Engineer/Inspector or to the Surveyor and returns one
copy to the Contractor.
Site The Site Engineer/Inspector or the Surveyor performs the Inspection at the
Engineer/Inspector requested time. If the work to be inspected is not ready for inspection at the
requested time he waits for maximum 30 minutes for the work to become
Surveyor ready for inspection. If the work is not ready 30 minutes after the originally
requested time the Site Engineer/surveyor returns RFI to the RE/ARE.
The RE/ARE The RE/ARE returns the RFI to the Contractor. The Contractor must then
repeat the abovementioned process from the beginning by signing the same
RFI and re-submit it. However, if the work then is to be carried out on the
following day a new RFI must be produced.
The RE/ARE If the work cannot be approved, the RE/ARE indicates the reasons on the
RFI and returns one copy of the RFI to the Contractor. If the work can be
approved, the RE/ARE signs both copies of the RFI with indication of date
and time in the Approval Box of the RFI, returns one copy of the RFI to
Contractor and files the original of the RFI.
Site Engineer/ If the work is ready before 30 minutes after the requested inspection time,
Surveyor the Site Engineer/Inspector/Surveyor performs the request inspection and
gives his comments in writing or verbal to the RE/ARE. Copies of the
checking form are given to the RE/ARE.
10.11 General Tips on Supervision
I. Priorities
 Team Leader and other senior members of the supervision team are required:
 To spend some time helping the Intermediate to learn how to solve their problems
and achieve their targets independently.
 To advise people on every step about economy and maximum production by
cooperation and understanding team spirit.
 To implement planning effectively and to achieve desired results with minimum cost.
 To make staff ready to try with increased effort and keep them away from feeling of
despair.
 Not loose control on work and apply techniques for efficient utilization of available
resources.
 No to allow situations to deteriorate to near failure of the project.

II. If the job is falling behind schedule:
Then take the following steps:

 Check schedule.
 Call attention of individuals responsible for jobs.
 Check source of supply and action taken for late delivery, if any.
 RE-fix priority to complete initial items.
 Explore productivity improvement.
 Explore productivity growth.
 Improve efficiency machinery.
 Improve process of planning.
 Optimize utilization of men, material & machinery.
 RE-orient policies towards faster techniques.
 Convey to the team your emphasis on the variations, critical items, milestones etc.
 Fix up accountability and performance action responsibilities.
 Realize outstanding payments.
 Have post appraisal of completed activities and failures and take a corrective action
as necessary.
III. Others (For Resident Engineer)
 Patient hearing of the grievances of field staff will boost up the work. Never try to
condemn, but try to improve and train to requirement.
 Occasional get-together with officers and staff to enhance bondage and remove
misunderstanding.
 Keep in mind, always, the work, its target and optimum economy in execution to
satisfy the Client.
 Post project appraisal is an essential process to know drawbacks and achievements so
that these can be taken care in next project or next similar works.
 A progress review meeting on every weekending working day will help in weekly
progress review to set next week's targets and fined ways to compensate for reduction
in the weekly progress on off days.
 Everybody should try his best to work regularly and finish the job correctly within set
time and cost. He should face odd situations boldly.
 The material reconciliation, variation in quantities. etc. should be taken up regularly
and any loss or shortages must be pointed out immediately. Store inventory should be
perfect to save from losses.
 Realization of outstanding payments/claims in time is very important.
11. MEASURING AND ACCEPTANCE OF WORK
11.1 Examination of Measurements

All measurements on site for payment purpose will be taken jointly and agreed by the Resident
Engineer and Contractor’s Project Manager, so as to avoid disputes of fact arising later.
In general, measurements will be examined whenever possible from drawings.
If the tender, quantities are reasonably correct, a good check on final measurement is provided by
reconciliation between it and the quantities in the contract document.
The Consultant complies-
 To undertake monthly measurement evaluation of all works and maintains record.

 To draft correspondence, instructions and payment certificates for the signature of the
Client’s representative.
 To maintain up to date records of remaining quantities to be incorporated in the work and
monitor the expected project cost based on remaining quantities.
 To prepare final measurements as the construction proceeds for each section of the work or
structure, as appropriate.
 To assist with the preparation of the financial review of the progress reports.
 To check variation orders and forward the same, along with supporting documentation, to
Client’s representative for their comments and approval. To certify on-account payment for
variation orders in monthly certificates, if approval by Client.
 To examine critically all the measurements tests, safety regulations, professional bill amount,
variation orders, day work orders and report on their contractual and financial implications.
11.2 Defective Work
The Project Manager is responsible to ensure that as far as site operations are concerned, the
Contractor’s obligations are discharge such as,
 Constructing and completing the works rectifying defects, within the contract period.
 Care of works during construction period and making good any damage.
 The Consultant notifies the Contractor of any defects in the works that may arise during the
defect liability period.
 The Contractor is obliged to complete the works in accordance with the contract and will not
be entitled to payment for defective work. The Consultant will force the Contractor to remove
defective work at once rather than at a time convenient to the Contractor.
 If the work or materials has already been paid for in interim payment certificates and the
removal and re-construction has to be got done through another contractor then the amount of
deduction by the Client will involve the entire cost paid to the other Contractor. Inclusion of
work or materials in an interim payment certificate does not mean that those works &
materials are in any way approved.
11.3 Verification of Accepted Tests
The Contractor’s Materials engineer at site sill organize the adequacy of the quality of materials
brought for consumption, including checking them at their sources, their orderly stacking, storing and

where necessary cleaning.
Inspection, measuring and test equipments used by Contractor are identified, controlled and got
periodically checked and/or calibrated to ensure that compliance with the specified requirements is
achieved.
The verification status of output is identified and recorded. The status of the verification shall be
monitored and controlled by means of the “Quality Assurance Plan” as per Quality Assurance
Manual”
Procedures for verification are included for verification of compliance with specification. These will
be produced at each of the following stages:
- Upon receipt.
- During construction.
- At completion.
Quality Control and testing as per the relevant standards will be orchestrated for practice run and then
strictly adhered to.
Necessary laboratory testing facilities will also be verified.
The tests conducted will be verified to see that:
 Tests have conducted with laboratory equipment with zero error accuracy.
 Tests have been carried out in manner that the end product complies with the quality
requirements expected for the work.
 Tests conducted various materials and finished works are governed by the specification
requirement.
 The number of tests required on materials and finished work in order to achieve the desired
objective of the finished work have been conducted.
 Nature of materials, their sources, the processing equipments and methods of construction
have been checked.
 Frequency of tests as determined has been complied with.
 The accepted tests confirm to the standard acceptance norms.
11.4 Verification/certification of completed Works
The contractor may give notice to the Engineer that the works have been substantially completed and
have [assed tests prescribed in the contractor. The Engineer shall then organize a joint inspection of
the work with the Client and The contractor.
Items remaining to be finished shall be listed subject to which the Engineer shall issue to the
Contractor a taking over certificate stating the date on which the works were substantially completed.
The Consultant shall also notify the Contractor of any defect in the works that has arisen during
verification/inspection.

The contractor is fully responsible for the care of the works, from the commencement date until the
complete work or any section or pat is taken over the Client.
The Contractor is to rectify at his own cist, any defect to the works pointed out by Consultant/Client
and prepare a time schedule for rectification. The Consultant/Client will be keeping close watch on
the progress of rectification of defective work against the schedule. Contractor shall keep taking
prompt corrective measures.
The Engineer also notifies the Contractor of any defect in the works that may arise during the Defect
Liability Period and the Contractor has to rectify these at his own cost within a fixed time schedule.
11.5 Verification of “As Built Drawings”
On completion of the contract, the Consultant is required to submit “AS built drawings” (prepared by
the Contractor) to the Client. These drawings shall include:
 Records of all modification.

 Where alternative materials of construction are permitted in the contract, the “As built
drawings’ will state which materials were used.
 Public utility services which are shown to scale on plan.
 Levels of the existing and new services.
The Contractor upon completion of the works prepares and delivers to the Consultant “As built
drawings” for checking & verification. The Consultant will verify that:
 Drawings show full details of the works as actually carried out and marked, indicating the
true position of all culverts, drains, fences and all underground pipes, cable mains and the
like along with all records of boring trial pits, reports and graphs.
 Where a dimension or detail is shown subject to verification in the contract drawings, the
actual dimension / detail have been shown
 Where “typical details only” are shown on the contract drawings, actual details have been
shown.
 Where fabricator’s/manufacture’s drawings were provided, the Contractor has changed
the drawings only if the differences were of a major nature. The fabricator’s drawings are
always to be referred to on the Contractor’s drawing and copies retained.
 Position of typical construction joints has been shown.
 The different kinds of material used in embankment have been shown in cross sections.
 With agreement of the Client, if the consultant has permitted any variance in the works
e.g. to overcome an error made by the Contractor, the later has provided the necessary
“As built drawings”.
 A record of all such drawings required to be prepared by the Contractor has been kept.
 Where with the Client’s approval, the Contractor elects to construct pats of the works to
different dimensions; the actual construction has been shown.
12. CONTRACT ADMINSTRATION
12.1 Contract Interpretation & Implementation

Ambiguities & discrepancies
Whenever an ambiguity or discrepancy is identified in the contract conditions and technical

specifications, the matter will be resolved with the Client and confirmed in writing. When
ambiguities and discrepancies occur, there are certain guidelines, which can be called upon as
general aid to interpretation:
 Obvious clerical & typing error are invalid.

 Word governs figures.
 Specifically stated dimensions are to be preferred to scaling off drawings.
 Discrepancies, which cannot be reconciled, will be explained in the way least
favorable to Client on the grounds that he had control over the drafting and should
not benefit from his own carelessness.
In putting matters right, the first priority will be to determine the correct solution in engineering
terms with the need to minimize disruption a close second. When all the contract documents are
read together, if there is any ambiguity or discrepancy, the Engineer is to issue an instruction
explaining it and adjusting the document as necessary.
Ambiguity and discrepancies are to be explained and adjusted, not eliminated by changing the
meaning of contract documents.
12.2 Deviation/Variation Orders & their Monitoring
Deviation/Variation Orders may arise as a result of the changed or unforeseen conditions during
construction period. The Variation Order formalizes an alteration to the contract between the Client
and Contractor and should be issued in case of:
 Unforeseen changes to the Contract actual quantities.

 Revision to the Contractual design drawings or specifications.
 Additional work.
 Confirmation or rejection of any optical Contract items.
 Price adjustments.
 Extension of Contract time.
In case of introduction of new item of work, the RE shall obtain technical approval of the item
before issuing order to the Contractor to execute the work.
The Consultant will differentiate between the changed condition, which warrants special
compensation and unforeseen expense to be borne by the contractor and accordingly advise the
Client.
Whenever the problem arises, Contractor will provide:
 Details of the problem.

 His proposal to overcome the problem.
 The extent delay, which may occur and resulting financial involvement.

The Consultant may approve Contractor’s proposal with or without modification and with or
without estimate of cost. The Consultant also has option of giving his own instruction on how to
deal with the matter and inform the Client and the Contractor accordingly.
In case such changed/unforeseen/condition involve financial element, the Consultant will take the
following steps:
 The RE and the Contractor shall negotiate and agree upon the value of the Variation Order.
In the event of disagreement, RE shall fix a value or price, which is appropriate.
 The Variation Order will be chronologically numbered.
 RE shall prepare a draft for the Variation Order. He will forward this to the Client for their
approval/processing, subject to the condition of Contract, enplaning therein the financial
implication along with reason and justification.
 RE will furnish the Following information and details along with the proposal, as
applicable:
- Vouchers and proper quotation in support of market rates.
- Analysis of rate, which should be self-explanatory and supported by drawing,
where necessary,
- Proper nomenclature of the item.
- Clear recommendation, which should be self-explanatory.
- Copy of analysis of rate submitted by the Contractor.
Client shall approve the variation order prior to issue and Client’s Project Director, RE and the
Contractor shall sign on the Variation Order. The original of the Variation Orders shall be filed with
the Client.
The Variation Order will be directly monitored to avoid any time and cost overrun.
It is to be remembered that omissions are also variations and require the issue of an instruction. Late
variations will be avoided as much as possible.
12.3 Analysis, Evaluation & Monitoring
The process of monitoring and evaluation starts with receiving feedback on project. Monitoring
provides project management with information about current and emerging Project problems and
data to asses if the project objectives remain valid. Monitoring reports will be based on a set of
simple indicators that will be collected and processed in time to take the necessary actions.
Evaluation is an ongoing activity used to reassess components necessary to meet project objectives
in the light of experience as implementation proceeds. Evaluation will be drawn on information
supplied through monitoring.
The progress of individual packages shall be monitored to:
 Identify the bottlenecks and constraints.

 Seek solution to bottlenecks and constraints.

The RE requires performance monitoring, project evaluation & feedback mechanism and shall:
 Identify problem areas at the outset of project implementation.

 Identify strategies required during construction & counteract
Pitfalls.
 Place a time frame on resolution of problem areas.
 Closely monitor & evaluate effectiveness of measures put in place.
 Devise the system of record keeping, so that up-to-date statistics of data are available in a
simple format.
 See that monitoring objectives and milestones are clearly specified and progress checked
against them.
 Emphasis joint participation of Consultant and Contractor’s personnel for effective
monitoring and evaluation.
12.4 Monitoring of Progress
As a tool, monitoring will be done at different stages in the project construction to elicit information
for protect identification and subsequently, project appraisal for on-going project activities,
monitoring and reviews.
Primary Question applied for monitoring progress will be:
 Are the right inputs being delivered at the right time?

 Are the planned inputs producing inputs producing the planned output?
 Are the outputs leading to achievement of the planned objectives?
 Are the commitments honored from all sides?
 Did the activities that were planned actually occur on planned date?
 What should have been planed (rather than what was actually planned) to reach the
project objectives more effectively/efficiently?
 What could have been achieved with the same resources and in same time, if the
project/program had been managed more efficiently & effectively?
Consultant’s monitoring will involve documenting the problems/bottle necks encountered and their
solutions/achievements accomplished during project construction and program implementation and
assessing alternate means of dealing with and /or replicating them. It will also be a means of taking
action at various stages of the project, assessing the resources, the implications and the effectiveness
of the project construction.
The Consultant will develop ways to circulate feedback the results of monitoring and evaluation into
the system to relevant individuals and groups. Thus monitoring will address the following need:
 Information circulation strategies practices.

 Formal Mechanism to ensure the integration of monitoring findings into the project
cycle.

This will involve establishing a variety of formal and less formal means that can be used to ensure
that monitoring findings are considered in the development of new programs and projects.
12.5 Suspension of Work/Extension of Time
The Consultant may advise the Client to approve suspension of work in case the Contractor is found
not to take sufficient care towards the provision of contract, like safety requirements, environment
protection; emergency works etc. in spite of several instruction of the Consultant.
It will be the Consultant’s endeavor to take all necessary steps to prevent any shortfall in progress
targets and subside strictly by the time schedule for completion of project. However, if any activity
gets delayed leading to the shifting, of target date of final completion for reasons, beyond the
control of the Contractor, then in such a situation upon Contractor’s request letter for extension of
time, the Consultant will advise the Client, suitably in writing on the matter.
12.6 Monitoring Contractor’s Material Inventory
The Consultant will closely monitor the Contractor’s continued material supply, requirements etc
and provision and storage of construction material in sufficient qualities in order to ensure
unobstructed progress of works in line with the program of construction.
Contractor will provide a list of possible sources of supply of materials, plant, work or design by the
Contractor, which are not in accordance with the contractor.
12.7 Monitoring Contractor’s Machinery Inventory
The deployment of equipment and its movement will be monitored and will be recorded in the
standard formats subject to work requirement. The Contractor may request to withdraw certain
items or equipment as and when activities requiring such equipment may be given to the Contractor.
12.8 Monitoring Contractor’s Establishment
The Consultant will inspect the contractor's establishment regularly and check standard of Hygiene
and Cleanliness and other facilities provided to his staff. Non-Compliance of regulation as per
provision of the contract will be brought to the notice of Client for remedial measures.
The Consultant will also inspect all working areas and installations of the Contractor to ensure their
compliance with the requirement of contract.
12.9 Monitoring Contractor’s Bank Guarantees/Insurance Policies
The Contractor is required to submit Insurance/Bank Guarantees from any Insurance/Bank approved
by the Client in prescribed form for the following:
i) Performance security
ii) Mobilization Advance
iii) Release of Retention Money
Supervision Consultant/Employer’s Representative shall ensure these Insurance/Bank Guarantees or

any other Insurances/Bank Guarantees submitted as per Contract are kept valid by the Contractor for

the period as mentioned in the Contract.
The Contractor is required to take insurance cover from an insurance Company acceptable to the
Client, for the following:
i) Third Party Insurance (Including Client’s property)

ii) Insurance of works and contractor’s equipments
iii) Insurance against Accident to workmen
iv) Any other Insurance required under the Contract.
Supervision consultant shall ensure that all the above insurance policies have been taken by the
Contractor and they submitted copies of the same. It will, also, be ensured that the Contractor pays
premiums as per the terms and conditions of the policies to keep the policies valid for the period as
specified in the Contract.
12.10 Sub-Letting
When the Contractor wishes to sublet part of the work, the Consultant will advise Client on the
suitability of the proposed sub-contractor.
All contracts will be made through the main Contractor. If there is any doubt on contractual issues
then the following formalities are observed:
 Always deal with the Project Manger of the main Contractor.

 Always confirm discussion, telephonic conversations or spoken message in writing.
 Never discuss contractual issues with the Sub-contractor if the main Contractor is not
represented.
 Never address any communication to sub-Contractor.
The only exception is, when an action or inaction of a Sub-Contractor causes a risk of personal
injury. In such an emergency, it will be an obligation for any member of the resident site team to
approach a Sub-Contractor directly. It will still be necessary to involve the main Contractor as soon
as possible.
12.11 Arbitration/Litigation
Disputes may arise from a variety of sources under the contract. The Consultant will assist Client in
preparation of statement/counter statement of facts, production of documents and try to defend the
case before the arbitrator.
Any dispute referred in writing, will be examined by the Consultant and Client advised of solution.
Unless the contract has come to an end, the Contractor continues to execute the works. Both the
Client & Contractor will give effect to Consultant’s decision as Engineer subject to the conditions of
contract.
In case of litigation arising out of the contract related matters, like violation of safety/environmental
standards, labor regulations, accident involving labor or damages caused to third party, the
Consultant will provide all assistance to the Client in defending the case/the production of evidence,

etc as required.
12.12 Claims
The case of Contractor’s Claims may arise for:
 Additional payment for services, which in Contractor’s opinion are outside the scope of
his contractor with Client and
 Extension of contract time as a result of events, which in the Contractor’s opinion are
outside the scope of his contract with Client.
The contractual procedure to be followed for the Contractor’s claims is clearly indicated in the
General Conditions of Contract/Contract data and it is important that these procedures are being
strictly adhered to.
The contractor’s claims and all correspondence regarding the Claims shall be copied to Client and to
Consultant's Head Office.
The Supervision Organization’s response to a Claim from the Contractor shall be summarized in a
Claims Evaluation, which shall be, as soon as possible, after the receipt of the claim and which shall
include:
 A summary of the claim, including the amount and time extension claimed.
 The Contractor’s statements and the arguments supporting the Claims.
 The Contractor’s contractual references and other relevant references.
 Evaluation of the justification of the Claim, including devaluation of the Contractor’s
documentation supporting the Claim.
 The arguments against the Claim, if any.
 The contractual references and other relevant references.
 Proposed response to the Claim.
 Evaluation of Client’s position.
 Possible opinions from Client and Consultant's Head Office.
 List of relevant correspondence etc.
 Relevant enclosures.
When Client and the Resident Engineer have agreed upon a decision regarding the Claim, the
Resident Engineer shall inform the Contractor in writing about this decision.
The RE shall maintain a register of all received and expected claims and shall keep Client closely
informed of all development in respect of Claims.
12.13 Site Supervision/Project Diaries
Senior Engineers of the Consultant’s supervision team including Site Engineer/ Material
Engineer/Quantity Surveyor and others shall keep day to day diaries of all events connected with the
work, inter alia, including information on:

 Date & time.

 Weather report with maximum and minimum temperature, record of rainfall and
interruption in work, if any, and its duration for rain or any other reason.
 Activities during the day (inspections, review of Contractor’s documents/reports,
preparation of correspondence and reports etc.).
 Details of all work executed on different parts of site with approximate numbers of men
employed, hours worked, major item of plant under repair, complaints of defective work
and action taken etc.
 Meeting attended (formal meetings, informal meetings/persons met, any conclusions/
statements etc.).
 Quality control &checks.
 Contractor’s claim, if any.
 Trouble, if any.
 Any site observation, which are deemed important.
The diary sheets shall be prepared and submitted to the RE on the end of the day or before starting
of activities on the next day.
RE will arrange for important point from individual site diaries to be transferred to a Central
Project Diary, normally, at weekly intervals. These points will be supplemented by the RE as
necessarily consolidated by his own daily diary. This diary shall be so maintained that it can be
produced as credible evidence in the Court of LAW.
13. FIANANCIAL MONITERING
13.1 Quarterly Cash Flow
The consultants shall maintain day-to-day record of work done, payments made to the Contractor,
liabilities accruing to the project and prepare Quarterly Cash Review inter alia including details
of;
 Payment due to the Contractor during the Quarter based on anticipated progress/work
schedule.

 Payment of other liabilities like cost of land acquisition, implementation of Environment

Management Plan, etc
 Receipt on account of refund of advance including mobilization/secured advance for
materials brought to site by the Contractor.
The cash flow shall identify the likely funds required for the project during the Quarter.
13.2 Interim Payment Certificates (IPC)
The interim monthly statements for payments for payment submitted by the Contractor shall be
checking the quantities of items with field measurements, calculation/computations of
measurements, calculations of measurements; the Interim Payment will be certified by the
Consultant/Employer’s Representative and forwarded to the Client for payment. The guideline, if
set out by the Client shall be strictly followed while forwarding the IPC to the Client. A detailed
processing procedure of IPC has been given in Chapter No.18 of this Manual.
13.3 Contractor's Invoices, Claims, etc.
The Consultants will examine Contractor’s invoices, claims and any other statements with respect
to arithmetical errors and compliance with the contract provisions and will correct such errors
with intimation to Client.
13.4 Final Bills and Accounts
The Consultant will scrutinize certify all bills and help Client in settlement of final Claims, bills
and accounts of the Contractor on satisfactory completion of the project. A detailed processing
procedure of Final payment has been given in Chapter No. 26 of this Manual.
13.5 Update Cost Estimate
The estimate of the project shall be reviewed on quarterly basis to check the likely wide
variations in cost if the completed work requiring revised Administrative approval/Revision of
estimate. It is also necessary to watch the progress of work visa-a-vis estimated quantities to
avoid serious discrepancies in record of Field Measurements.
14. INSPECTION
14.1 Inspection during construction

During progress of works, regular inspection will be carried out by the consultants of all works
including road/bridge diversions, if any, to ensure their proper maintenance by the contractor
including smooth flow of traffic during the construction period without any inconvenience to the
road users.
On completion of the construction, periodic inspection as per the requirements of TOR will be
carried buy the consultant during the defects liability period. In addition to the maintenance

inspection report, which will be prepared after each maintenance inspection, notes containing
suggestions regarding remedial measures/contractor’s responsibilities for defects noticed etc. will
be prepared for the user and reference of Clients. The consultants will see that the contractor
implements the instructions given in the maintenance inspection report.
14.2 Performance of Completed works during Defects Liability Period

The consultant will inspect the completed work periodically as specified in the TOR at proper
intervals and present report to the Clients during Defect Liability Period. Instructions will be issued
to the contractor covering defects carried over from Taking over Certificate and subsequent period.
Once the defect Liability Period is over and work has been completed and defects remedied
satisfactory, the consultant will sign defect Liability certificate and deliver to the Client with
copy to the contractor.
14.3 Completion Certificate

Before the expiry of Defects Liability period, the consultant will inspect the entire project and
will draw up a final Deficiency List itemizing all works outstanding on the project, the
completion of which is the responsibility of the contractor. This Deficiency list will be issued
to the contractor after discussions with Client to ensure agreement on the outstanding items of
work. After the defects liability period is over, a formal inspection of the works will be made
jointly by the Client, the consultant and the contractor to check the compliance of
observations/rectification of defects carried over from taking over certificate and subsequent
period. In case the ratification is found complete and satisfactory, the completion certificate,
after approval by the Client, will be issued to the contractor. As soon as possible thereafter, a
Final certificate for payment will be drawn up by the contractor, checked and certified by the
consultants and submitted to the Client for final payment to the contractor.
14.4 Final Taking over the Project

The Consultant will assist the Client and extend all the required help in final taking over of the
completed project from the Contractor based on the completion certificate and issue Final
taking over certificate to the contractor.
15. SAFETY FOR PROJECTS
15.1 General
Safety is considered very essential in achieving highest performance with the aim of creating
and maintaining accident free day. The target should be, not only, to minimize human losses,
but also, to achieve its total elimination.
Some of the main caused of accidents during construction are as follows:
 Lack of supervision during construction

 Adopting short cut and risky methods.
 Not using personal protective equipment/ PPE.
 Carelessness in driving and loading the truck.

 Misuse of hoist.
 Lack of warning signs, protective barriers and facilities for flow of traffic, dust
by the side of road where work is in progress.
 Absence of barricades surrounding excavated pits.
The purpose of this chapter is to:
 Encourage the Contractor and its employees to reduce workplace hazards and to
implement new or improve existing safety and health program.
 Establish separate but depended responsibilities and rights, for the Client and the
employees, for the achievement of better safety health conditions.
 Maintaining a reporting and record keeping system to monitor job-related injuries
and illnesses.
 Establish training program to increase the number and competence of
occupational safety and health personnel.
 Develop mandatory job safety and health standards.
 Safeguard the safety right of workmen.
15.2 Responsibility
Contractor’s project manager is responsible for establishing, maintaining and implementing the
safety practice.
The Consultant, Contractor and employees are responsible as below:-
a) Consultant
Responsibility of Consultant shall be to:
 Train Consultant’s staff to follow and complement safety regulations.

 Monitor the implementation of safety regulations adopted by the Contractor.
 See that Contractor provides insurance cover to its staff.
b) Contractor
Responsibility of Contractor shall be to:
 Provide a workplace free from recognized hazards that are causing or likely to
cause accidents, death or serious physical harm to employees and comply with
standards, rules and regulations.
 Examine workplace condition to make sure that these confirm to applicable
standards.
 Make sure that employees have and use safety tools and equipment and that such
equipment is properly maintained.

 Use color codes, posters, labels or sign when needed to warn employees of
potential hazards.
 Make sure that employees have necessary license to drive a vehicle to perform
duties.
 Establish or update operating procedures and communicate them so that
employees follow safety and health requirements.
 Train supervisory staff to implement and training employees to follow the
regulations.
 Provide insurance cover to all employees as applicable and as per the condition
of the contract.
 Become familiar with standards applicable to their establishments and to ensure
that employees have and use personal protective equipment during progress of
work.
 Make all arrangements for smooth flow of ensuring traffic, prevention of
accidents and safety of the public.
c) Employee
The responsibility of employees shall be to:
 Follow all Client’s safety and health rules and regulations and wear or use
prescribed protective equipment while engaged in work.
 Report hazardous condition to the supervisor.
 Report any job-related injury or illness to the Client and see treatment promptly.
15.3 Safety and Health Program Management guidelines

The contractors maintain a program that provides adequate systematic policies, procedures and
practice to protect their employees from and allow them to recognize job-related safety and
health hazards.
An effective program includes provision for the systematic identification, evaluation and
prevention or control of general workplace hazards, specific job hazards and potential hazards
that may arise from foreseeable conditions.
As the size of a work site or the complexity of a hazardous operation increases, the need for
written guidance to ensure clear communication of policies and priorities, as well as a
consistent and fair application of rules.
The members of the supervision organization shall monitor the contractor’s adherence to the
provision of relevant safety clauses for the special condition of contract regarding compliance
with regulations etc. And special attention shall be paid to the section dealing with safety and
health.
The monitoring of safety practice shall be given in the same propriety as the normal supervision
activities such as supervision of concrete pouring etc. If the members of the supervision

organization become aware of situation with inherent or impending safety hazards the
contractor’s shall be advised accordingly. Thus, it shall be monitored that safety shoes are worn
and that safety helmets are worn in areas where wearing of these protective equipments is
compulsory.
In particular it shall be ensured railing as well as width of walking and planks are sufficient.
The supervision staff members are not allowed to take any chances with respect to safety and
the said members are not allowed to perform an balancing act when moving around on the
construction site. If inspection of a particular item requires performance of such acts, the
inspection shall be postponed until the contractor has rectified the safety situation.
15.4 Management Commitment and employee Involvement

Management’s commitment provides the motivation force and the resources for organizing and
controlling activities within an organization.
Employee involvement provides the means by which worker s develop and/or express their own
commitment to safety and heath protection for themselves and for their fellow workers. In
implementing a safety and health program, some recommended actions are:
 State clearly a workplace policy on safe and healthful working conditions, so that
all personnel with responsibility at the site (and personnel at other locations with
responsibility for the site) fully understanding the priority and importance of safety
and health protection in the organization.
 Establish and communicate a cleat foal for the safety and health program and
define objectives for meeting that goal so that all members of the organization
understand the results desired and measures planned for achieving them.
 Provide visible top management involvement in implementing the program so that
the all employees understand that management’s commitment is serious.
 Arrange for and encourage employee involvement in the structure and cooperation
of the program and in decision that affect their safety and health so that they
commit their insight and energy to achieving the safety and health program’s goals
and objectives.
 Assign and communicate responsibility for all aspects of the program so that
managers, supervisors and employees in all parts of the organization know what
performance is expected to them.
 Provide adequate authority and resource to responsible parties so that assigned
responsibilities can be met.
 Hold managers, supervisors and employees accountable for meeting their
responsibilities so that essential task is performed.
 Review program operations at least annually to evaluate their success in meeting
the goals and objectives. The program can be revised when they do not meet the
goal of effective safety and health protection.
15.5 Work site Analysis

Effective management actively analyzes the work and worksite to anticipate and prevent
harmful occurrences. The following measures are recommended to identity all existing and
potential hazards.
 Conduct comprehensive baseline worksite survey for safety and health, periodic
comprehensive update survey and involve employees in this effort.
 Analyze planned and new facilities, processes, materials and equipment.
 Perform routine job hazards analyzes.
 Conduct regular site safety and health inspections so that new or previously missed
and failures in hazard controls are identified.
 Provide a reliable system for employees to notify management personnel about
condition that appear hazardous and to receive timely and appropriate responses
and encourage employees to use the system without fear of reprisal.
 Investigate accidents and near miss incidents so that their causes and means of
prevention can be identified.
 Analyze injury and illness trends over time so those patterns with common causes
can be identified and prevented.
 Use engineering controls where feasible and appropriate.
 Establish, at the earliest time, safe work practice and procedures that are
understood and followed by the affected parties and if necessary, enforce through a
clearly communicated disciplinary system.
 Provide personal protective equipment when engineering controls are nor feasible.
 Maintain the facility and equipment to prevent equipment breakdown.
 Plan and prepare for emergencies and conduct training and emergency drills, as
needed, to ensure proper responses to emergencies for all persons involved.
 Establish a medical program that includes first-aid onsite, as well as, nearby
physician and emergency medical care to reduce the risk of any injury or illness
that occurs.
 A safety officer be designated by the contractor to look after the safety problems.
15.6 Safety and Health Training

Training is an essential component of an effective safety and health program. Training helps
identify the safety and health responsibilities of both management and employees at the site.
Employee Training: Employee training programs are designed to ensure that all employees
understand and are aware of the hazards to which they may be exposed and the proper methods
for avoiding such hazards.
Supervisory Training: Supervisors are trained to understand the key role they play in job site
safety and enable them to carry out their safety and health responsibilities effectively.
15.7 Safety Measures

The following safety measures in various activities/conditions at site shall be adopted/
followed:

15.7.1 Access to sites
 Pedestrian and vehicular accesses are separated.

 Adequate lighting and single shall be posted on all routes.
 Route should be free of obstruction / trapping hazards.
 Ladders used as access to height are placed away from vehicle/equipment.
 Oil spillage and earth steps are avoided.
 Safety measures to be displayed in bold letter on local language for information to
the workers at site.
15.7.2 Drinking Water
 An adequate supply of potable water is provided in all places of work.

 Potable drinking water containers shall be capable of being tightly closed and
equipped with a tap.
 Using a common drinking cup should be prohibited. Where single service cups (to
be used but once) are supplied, both a sanitary container for unused cups and a
receptacle for used cups shall be provided.
15.7.3 Excavating and Trenching
 The estimated locating of utility installations – such as sewer, telephone, fuel,

electric, water lines or any other underground installations that responsibility may
be expected to be encountered during excavated work is determined prior to
opening an excavation.
 Utility companies or owners are contracted within established or customary local
response times, advised for the proposed work and asked to establish the location
of the utility underground installations prior to the start of actual excavation.
 When excavation operations approach the estimated location of underground
installations, the exact location of the installations is determined by safe and
accepted means. During excavation, underground installation is protected,
supported or removed, as necessary, to safeguard employees.
 Each employee in an excavation is protected from cave-ins by an adequate
protective system except when, excavations are made entirely in stable rock or
excavations are less than a meter and half in depth and examination of the ground
by a competent person provides no identification of a potential cave-in.
 Protective system have the capacity to resist, without failure, all loads that are
intended or could responsibly be expected to be applied or transmitted to the
system.
 Employees are protected from excavated or other materials or equipment that
could pose a hazard by falling or rolling in to excavations. Protection is provided
by placing and keeping such materials or equipment at least a meter from the edge
of excavations or by the use of retaining devices that are sufficient to prevent
materials or equipment from failing or rolling in to excavations or by a

combination of both, if necessary.

 Daily inspections or excavation, the adjacent areas and protective systems are
made by component person for evidence of a situation that could result in possible
caving, indications or failure of protective systems, hazardous atmospheres or
other hazardous conditions. A competent person, prior to the start of work,
conducts an inspection and as needed, through the shift. Inspections are also made
after every rainstorm or other hazard – increasing occurrence.
15.7.4 Explosive and Blasting
Adequate safety measures as per relevant code of practice shall be followed where use of
explosive for blasting in rock bed is required. Following are recommended as minimum.
 Only authorized and qualified persons are permitted to handle and use explosives.
 Explosives and related materials are stored in approved facilities.
 Smoking and open flames are not permitted within fifteen meters of explosives
and detonator stage magazines.
15.7.5 Concrete and Masonry Structure
 No construction loads shall be placed on a portion of a concrete structure unless

the Client determines, based on information received from a person who is
qualified in structural design, that the structure or portion of the structure is
capable in supporting the loads.
 All protruding reinforced steel onto and which employees could fall shall be
guarded.
 No employee is permitted to work under concrete buckets while buckets are being
evaluated or lowered into position.
 To the extent practical, elevated concrete buckets are routed so no employee is
exposed to the hazards associated with falling concrete buckets.
 Formwork is designed, fabricated, erected, supported, braced and maintained so
that it is capable of supporting without failure all vertical and lateral loads that may
responsible be anticipated to be applied to the formwork.
 Forms (except those used for slabs on grade and slop forms) are not to be removed
until the engineer determined that the concrete has gained sufficient strength to
support its weight and superimposed loads. Such determination is based on
compliance with one of the following:
- The plans and specifications stipulate conditions for removal of forms
and such conditions have been followed.
- The concrete has been properly tested with an appropriate standard test
method designed to indicate the concrete compressive strength
and the test result indicate that the concrete has gained sufficient
strength to support its weight and superimposed loads.
 The limited access zone is established whenever a masonry wall is being
constructed. The limited access zone confirms to the following:

- The limited access zone is established prior to the start of construction of

the wall.
- The limited access zone is equal to the height of the wall to be constructed
plus 1.2 meters and runs the entire length of the wall.
- The limited access zone is established on the side of the wall that is not
scaffolded.
- The limited access zone is restricted to entry by employees actively
engaged in constructing the wall. No other employees are permitted
to enter the zone.
- The limited access zone shall remain in place until the wall is adequately
supported to prevent access zone and to prevent collapse.
 All masonry walls more than 2.4 meters in height is adequately braced to prevent
overturning and to prevent collapse. The bracing shall remain in place until
permanent supporting elements of the structure are in place.
 Jacking equipment shall be capable of supporting at least two and one – half times
the load being lifted during jacking operations and the equipment is nor
overloaded.
 No employee, except those essential to the jacking operation, is permitted in
building/structure., except while any jacking operation is taking place unless the
building /structure has been reinforced sufficiently to ensure its integrity during
erection.
15.7.6 Electrical work Practices
Client shall not employees to work near live parts of electrical circuits, unless the employees
are protected by one of the following means:
 De-energized and grounding the parts.

 Guarding the part by installation.
 Barriers or other means of guarding is used to ensure that workplace for electrical
equipment is not used as a passageway during periods when energized parts of
equipment are exposed.
 Worn or frayed electrical cords or cable is not used. Extension cords must be
fastened with staples, hung from mails or suspended by wire.
 A well trained electrician is deputed at work site, who uses specified rubber hand
gloves, goggles, rubberized shoe and mats while working on the main and naked
electrical wire/lines.
15.7.7 Eye and Face Protection
 Eye and face protection is provided when mechanics or operations present

potential eye or face injury.
 Employees involved in welding operations are furnished with filter lenses or plates
of at least the proper shade.

 Disposable masks shall be provided to all operations and workers engaged in earth
moving operations and handling of cement.
15.7.8 Hand Tools
 Client does not issue or permit use of unsafe hand tools.

 Wrenches ate not to be used when jaws are sprung to the point that slippage occurs
impact tools are kept tight in the tool.
15.7.9 Head protection
Head protective equipment (helmets) are used by all in areas where there is a possible danger of
head injuries from impact, flying or falling objects or electrical shock and burns.
15.7.10 Cranes
The use of crane to joist employees on al personnel platform shall be prohibited, except, when the
erection, use and dismantling of conventional means of reaching the worksite – such as a personnel
hoist loader, stairway, aerial list, elevated work platform or scaffold is not possible or it would be
more hazardous, because f structural design or work site conditions.
15.7.11 Fire Protection
 A firefighting program is followed throughout all phases of the construction and

demolition work involved. It provides for effective firefighting equipment to be
available without delay and designed o effectively meet all fire hazards as they occur.
 Firefighting equipment is consequently located and readily accessible all times, is
periodically inspected and be maintained always, in operating conditions.
 Only approved containers and portable tanks is used for storing and handling
flammable and combustible liquids.
 Bulk quantity of flammable or combustible liquids is not be stored in a room or single
storage tank.
 Storage in container outside building is not to exceed four thousand liters in any one
pile or area. The storage area is graded to divert possible spills away from building or
other exposures or shall be surrounded by a curb or dike. A storage area is located at
least six meters from any building and is free from weed, debris and other combustible
materials nor necessary to the storage.
15.7.12 House Keeping
 Form and scrape timber with protruding nails and all other debris are kept clean from
all work areas. Combustible scrap and debris are removed at regular intervals.
 Containers are provided for collection and separation of all refuse. Covers are
provided on containers used fro flammable or harmful substances.
 Wastes are disposed of at frequent intervals.
15.7.13 Air Tools

Pneumatic power tools are secured to the hose in a positive manner to prevent accidental
disconnection.
Safety clips or retainers are securely installed and maintained on pneumatic impact tools to prevent
attachments from being accidentally expelled.
The manufacturer’s safe operating pressure for all fittings are not exceeded and all such tools
should be got checked by the electrician from time to time.
15.7.14 First Aid
First aid facilities shall be provided at the project site and be accessible to all workers.
15.7.15 Inspections
To control and minimize unsafe practices, a safety inspection program is to be carried out in
routine manner. This inspection is to be carried out by site engineers once every day. A
comprehensive checklist is given below which covers the primary hazards:
 Contract number.
 Storage and use of inflammable materials, bottled gases.
 Transportation or movement of heavy objects.
 Sharp point objects.
 Excavation pointed objects
 Excavating areas
 High rise structures
 Slippery surfaces
 Electrical connections.
 Machinery’s in running an idle condition
 Gas cutting sets and welding machines with other accessories.
 General condition of the working zone, workmen and other salient features.
 Tagging and tag removal in affected area.
 Signature of inspection authority.
15.7.16 Disciplinary Action
In case of poor safety performance, the concerned person is interviewed, consoled and then given
notice summarizing the particulars of the issue and necessary corrective measures. Failure to effect an
improvement after issue of this notice of this notice may load to demotion or dismissal. In case of
violation of agreed safety procedures stiff penalty may be imposed on the concerned person. This
should be applicable to sub-contractors who remain contractually bound on safety matters as well.
15.7.17 Safety Meeting
The safety officer/site manager conducts the safety meeting at regular intervals. The agenda of the
meeting includes the review of the previous meeting, future planning, accidents occurred during the
period, preventive action taken. The minutes of the meeting recorded and circulated among the

engineers /participants.
16. PROGRESS REPORT
16.1 Monthly Progress Reports

The monthly progress report shall be issued to the Client (in three copies). Monthly Progress
Reports shall be brief and to the point and shall provide all essential information on events related
to progress, economy, quality, safety and environment.
The Monthly Progress Reports shall be prepared using Clients reporting formats.
The report shall include the appendices named in the list of contents. The appendices shall,
normally, contain graph & tables and provide detailed information on the issues covered by the
report.
16.2 Quarterly Progress Report

The quarterly progress Report shall be issued to the Client (No of copies shall be as per the
contract) within one week of the reporting quarter. It will be more detailed that monthly report.
A suitable number of colors photographs with date imprint should be included which will illustrate
progress and any difficulties encountered on site. These will allow a permanent record of progress.

The quarterly progress report is also to be prepared on the format approved by the Client.
16.3 Monthly Report to Head Office

In order to devote immediate attention and speedy resolution of issues raised by the contractors
during execution of project, the Resident Engineer is required to send copy of the monthly progress
report to the Consultant's Head Office.
17. FINAL CONSTRUCTIONS REPORT
The Contract Completion Report shall be issued to the Client (No. of copies shall be as per the
contract) within the period indicated in the contract.
The Report shall be in a format prescribed by Client.
18. CONTRACTOR’S IPC
The Contractor’s interim monthly payments shall be based on applications produced by the
Contractor in accordance with conditions of contract.
Similarly, the contractor’s estimated value of materials on site shall be dealt in accordance with
conditions of contract.
The Quantity Surveyor (QS) is responsible for the processing of the Interim payment certificates.

Information on item of work carried out by the Contractor is provided by the concerned Engineer
(Site Engineer/Material Engineer/Inspector) in the Form of measurement, which should normally,
be completed every week and given to QS. The QS calculates the detailed quantity of work and
records the results, along with measurements in measurement books. Cross section levels and all
other survey records for measurement purpose have to be recorded in the Survey Field Books by the
surveyor/concerned Site Engineer/Inspector and checked by the senior Engineers (RE/ARE).
The measurement book shall be signed and certified, normally, as per contract provisions.
However, the following are given as guideline:
 The QS shall certify that he has performed the calculations of quantities.

 The Contractor shall sign for acceptance of the quantities.
 The concerned site engineer/inspector shall certify that he has checked all the
measurements.
 The RE shall certify that he has checked all the measurements.
The QS transfer the quantities to the abstract of cost book
The QS and RE shall sign the calculation in abstract book.
The measurement book, as well as abstract book shall have pages numbered.
19. CONTRACTOR’S NONCONFORMITIES

A nonconformity situation occurs when the completed work does not meet the requirements of
contract. In this case, the contractor shall prepare a nonconformity Report. The nonconformity
report forms shall be numbered in a logical manner.
It is important that the nonconformity report clearly describe the nonconformity and its reason, the
remedial action proposed and any corrective action proposed to avoid recurrence of the
nonconformity.
The Resident Engineer shall evaluate the proposed remedial action as well as any correction and
shall include his decision.

20. CONTRACTOR’S CHANGE REQUESTS

A change request is the contractor’s application for a change in the requirement of the contract
between Client and the Contractor.
The contractor shall submit the change request by using proper change Request form.
It is important that the change request clearly describes the requested change with reference to the
relevant contract documents. The reason for the change and the financial and time related
consequences of the changes.
The RE and/or other members of the Consultant shall review the changes request. This review shall
include the Consultant’s assessment of the financial and time-related consequences of a possible
acceptance of the request. The RE’s evaluation and recommendation shall be stated on the change
request form, which shall be signed by the RE. The signed change request shall be returned to the
contractor and copied to Client.
In case of a request for a major changes or a change, which entails additional costs to Client, an
accepted Changes Request shall result in a variation order and treated accordingly. Reference is
made to the relevant procedure.
Reminder: Prior approval from the Client shall be sought in respect of the following items:
a) Issue order to commence the work.

b) Issue of any variation order with financial implication as per contract conditions,
except in an emergency situation, as reasonably determined by the supervision
consultant.
c) Issue of variations in work quantities, which attract relevant conditions of
contract for re-fixation of rates.
d) Sanction of additional items, sums or costs and variations of rates and prices.
e) Approval of subletting of any part of the works.
f) Approval of any extension of contractual time limits.
g) Suspension and /or termination of the contract.
h) Issue order for special tests not provided in the contract and determining cost for
such tests, which shall be added to the contract prices.
i) Issue/approve technical specification, if not provided for an item of work in the
contract or for any change in technical specification of any item of work.
21. DAY WORK SHEETS

Day work sheets are used to record work carried out on a day work basis. The sheets are
subsequently used as documentation for payment to the Contractor.
The form for the Day work sheet shall be filled in and signed by the contractor’s engineers or
foreman in charge of the work in question.
The sheets shall be presented to the Consultant’s site Engineer responsible for the supervision of
the work in question who by signed the sheet certifies that the work has been carried out on the day
indicated on the sheet by using the workers, material and equipment indicated. He does not certify
that the contractor is entitled to payment for the work
22. AUDITS
Intermediate & final audits on the Contractor’s performance will done as required by the service
contract in addition to the normal supervision activities will provide the necessary assurance of the
quality.
The responsibility for the audits lies with a relevant auditor from the Consultant head office. The
purpose of an audit is to monitor the adherence to the quality plan and to evaluate the Quality of
works as per the standard (specification)

The auditor shall issue an audit report after the audit. The report shall include a brief description of
the results of the audit and for each item audited the status shall be established as one of the
following designation.
Closed shall be used for items which are found to be implemented in

compliance with the quality Assurance system.
Recommended shall be used when changes may improve the audited systems.
Open shall be used when the items do not comply with the Quality
Assurance system if failure to take corrective action will influence
the quality of the work of the supervision organization.
23. FEEDBACK REPORTS

The Resident Engineer shall prepare the Feedback Reports. Material for the reports shall be
collected as early as possible from the ARE, SPME or Inspectors.
Feedback is the dynamic process of disseminating evaluation information, as well as ensuring its
application into project development activities.
Feedback Reports are reports prepared by the supervision organization. The purpose of the
feedback Reports is to ensure that experience collected during the construction period is channeled
back to the Client and to the Head office of the consultant. This will enable the Client as well as the
consultants to adjust and improve their procedures and methods so as to ensure better quality for
future projects.
The list of design changes, non-conformities and variation orders will be a proper source of
preparation of Feedback Reports. The Feedback Reports shall include sketches and photos, if
relevant.
Feedback on quality control will involve documenting the problems/bottleneck encountered and
achievements accomplished during project and program preparation and implementation and
assessing alternative means of dealing with and/or replicating them. It will establish accountability
for various quality control actions at various stages of the project and assessing the implications and
methods of improving the effectiveness of inspection, testing.
24. HANDING OVER OF THE WORKS

The procedures to be followed in connection with the Handing-Over of the Work and the Issuance
of the Taking-Over-Certificate shall be in strict accordance with the General Conditions of the
Contract. The Contractor shall request Engineer to issue a certificate of completion of the works
and the RE will do so upon deciding that the work is completed. If in the opinion of RE, works are
not substantially completed, he should give in writing to the Contractor list of works remaining to
be substantially completed. On satisfactory completion of such works, The Engineer shall issue the

completion certificate and the Client shall take over the site and the works
25. DEFECTS LIABILITY CERTIFICATE

The procedures to be followed in connection with the expiration of the Defects Liability period and
the issuance of the Defects Liability Certificate shall be in strict accordance with the General
Conditions of the Contract and contract data. The Defects Liability period expires 24 months after
the date of completion of the works. Prior to the expiration, RE shall make a final inspection of the
works. The Contractor shall complete the work, if any outstanding, on the dated in the taking over
certificates or as soon as practicable after such date. The Contractor shall execute all remedial
works during the defects liability period at his own cost. All defects suggested by RE shall be
rectified during the Defects Liability Period or within 14 days after it's expiration as a result of final
inspection or as per RE’s direction. The Defects Liability Certificate shall state the date on which
the Contractor shall have completed all outstanding works. Contractor has to submit “As Built
Drawing” within 28 days of issue of certificate of completion. Settlement of final accounts and
closure of contract will be only after furnishing of “As Built Drawings”.
26. FINAL PAYMENT & CLOSURE OF CONTRACT
The procedure for measurement of final quantities and final payment and issue of Defects Liability
Certificate shall be in strict compliance of the Conditions of Contract.
The measurement of final quantities shall be signed and certified in the similar manner as for
Interim Payment Certificate (Refer Chapter – 17 of the Manual).
The Contractor shall supply to the RE a detailed final account of the total amount; the Contractor
considers payable under the Contract, along with supporting documents. This should be submitted
within the period, as specified in the Contract.
The RE shall have checked the Contractor’s bill and upon incorporation of corrections if detected
during checking, by the Contractor, certify any final payment that is due to them. When the
Contractor and Client have signed these accounts, these become the final accounts or the Final
Payment Certificate. The Contract is then considered as closed.

27. HANDING OVER OF RECORDS/ DOCUMENTS

The RE shall arrange to hand over the records/documents prepared and/or generated by the
Consultant for and during the execution of the project, which are the properties of the Client as per
the provisions of the Contract. Consultants also, are authorized to retain a copy of the
records/documents for purposes unrelated to the specific contract without the prior approval of the
Client.
Similarly, records/documents of completed projects are required to be sent to Consultant's Head

Office for reference to future projects and record. Such feedbacks will help in eliminating/reducing
problems faced during execution of the project. The records/documents, which, invariably, are
required to be sent to the Head Office, are listed below.
1. Project completion report

2. Final Bill of quantities of the Construction Contract along with its payment certificate
3. Final bill of the Consultancy Contract
4. Completion Certificate – Construction and Consultancy Contracts
5. List of records/documents handed over to the Client
6. Property accounts of Client and Consultant
7. As-built drawings
8. Record of Variations Orders issued and their details
9. Correspondences dealing with Extension of Timer for both Construction and Consultancy
Contracts

10. Correspondences dealing with claims forwarded to the Client

11. Request letter for release of Bank Guarantees
12. Notification in respect of closure of project site
The above records/documents should be sent to Head Office in soft copy.
Besides above, in order to preserve valuable project features, it is essential that these are recorded in
a photographic form and proper CDs are prepared for reference and record in Head Office. REs
therefore, are required to compile important project photographs from start to the end of the project
and submit to HO record section prior to demobilization from site.

Table of Contents
1. INTRODUCTION ................................................................................................................................................1
1.1 PROJECT BACKGROUND ......................................................................................................1
1.2 OBJECTIVE OF THE MANUAL ...............................................................................................1
2. Employer’s Representative DUTIES AND RESPONSIBILITIES ................................................................2
2.1 GENERAL ................................................................................................................................2
2.2 DETAIL DUTIES AND RESPONSIBILITIES OF THE CONSULTANT ......................................2
3. Detail Duties and Responsibilities of head construction projects coordinating office .................................5
3.1 GENERAL ................................................................................................................................5
3.1.1 DETAIL DUTIES AND RESPONSIBILITIES OF HEAD CONSTRUCTION PROJECTS
COORDINATING OFFICE ...................................................................................................................5
4. Duties and Responsibilities of consultant’s site personnel ..............................................................................6
4.1 RESIDENT ENGINEER ............................................................................................................6
4.1.1 GENERAL ................................................................................................................................6
4.1.2 DUTIES AND RESPONSIBILITIES OF THE RESIDENT ENGINEER .......................................6
4.2 DEPUTY RESIDENT ENGINEER .............................................................................................7
4.2.1 GENERAL ................................................................................................................................7
4.2.2 DUTIES AND RESPONSIBILITIES OF THE DEPUTY RESIDENT ENGINEER ........................7
4.3 SENIOR PAVEMENT/ MATERIALS ENGINEER .....................................................................8
4.3.1 GENERAL ................................................................................................................................8
4.3.2 DUTIES AND RESPONSIBILITIES OF THE SENIOR PAVEMENT/ MATERIALS ENGINEER 8
4.4 GEOTECHNICAL ENGINEER .................................................................................................9
4.4.1 DUTIES AND RESPONSIBILITIES OF THE GEOTECHNICAL ENGINEER ............................9
4.5 STRUCTURAL ENGINEER ......................................................................................................9
4.5.1 GENERAL ................................................................................................................................9
4.5.2 DUTIES AND RESPONSIBILITIES OF THE STRUCTURAL ENGINEER .................................9
4.6 HIGHWAY ENGINEER ............................................................................................................9
4.6.1 GENERAL ................................................................................................................................9
4.6.2 DUTIES AND RESPONSIBILITIES OF THE HIGHWAY ENGINEER .....................................10
4.7 QUANTITY SURVEYOR (QS) .................................................................................................10
4.7.1 GENERAL ..............................................................................................................................10
4.7.2 DUTIES AND RESPONSIBILITIES OF THE QUANTITY SURVEYOR ...................................10
4.8 SENIOR SURVEYOR ..............................................................................................................10
4.8.1 GENERAL ..............................................................................................................................10
4.8.2 DUTIES AND RESPONSIBILITIES OF THE SENIOR SURVEYOR .........................................11
4.9 CLAIMS EXPERT ...................................................................................................................11
4.9.1 GENERAL ..............................................................................................................................11
4.9.2 DUTIES AND RESPONSIBILITIES OF THE CLAIM EXPERT ...............................................11
4.10 ENVIRONMENTALIST ..........................................................................................................11
4.10.1 DUTIES AND RESPONSIBILITIES OF THE ENVIRONMENTALIST .....................................11
4.11 HYDROLOGIST/HYDRAULIC ENGINEER ............................................................................12
4.11.1 DUTIES AND RESPONSIBILITIES OF THE HYDROLOGIST/HYDRAULIC ENGINEER .......12
4.12 ROAD SAFETY AND SAFETY AUDIT SPECIALISTS .............................................................12
4.12.1 DUTIES AND RESPONSIBILITIES OF THE ROAD SAFETY AND SAFETY AUDIT
SPECIALISTS ....................................................................................................................................12
4.13 SENIOR RIGHT OF WAY MANAGEMENT SPECIALISTS.....................................................12
4.13.1 DUTIES AND RESPONSIBILITIES OF THE RIGHT OF WAY MANAGEMENT
SPECIALISTS ....................................................................................................................................12
4.14 GENDER SPECIALISTS ...........................................................................................................14
4.14.1 DUTIES AND RESPONSIBILITIES OF THE GENDER SPECIALISTS .........................................14
4.15 INTERMEDIATE HIGHWAY ENGINEER ..............................................................................15
4.15.1 DUTIES AND RESPONSIBILITIES OF THE INTERMEDIATE HIGHWAY ENGINEER .........15
4.16 INTERMEDIATE PAVEMENT/MATERIAL ENGINEER ........................................................15
4.16.1 DUTIES AND RESPONSIBILITIES OF INTERMEDIATE PAVEMENT/MATERIAL
ENGINEER ........................................................................................................................................15
4.17 INTERMEDIATE QUANTITY SURVEYOR ............................................................................15
4.17.1 DUTIES AND RESPONSIBILITIES OF INTERMEDIATE QUANTITY SURVEYOR ...............15
4.18 INTERMEDIATE STRUCTURAL ENGINEER ........................................................................16
4.18.1 DUTIES AND RESPONSIBILITIES OF INTERMEDIATE STRUCTURAL ENGINEER ...........16
4.19 INTERMEDIATE ENVIRONMENTALIST ..............................................................................16
4.19.1 DUTIES AND RESPONSIBILITIES OF INTERMEDIATE ENVIRONMENTALIST .................16
4.20 INTERMEDIATE CLAIM EXPERT ........................................................................................16
4.20.1 DUTIES AND RESPONSIBILITIES OF INTERMEDIATE CLAIM EXPERT ...........................16
4.21 SOIL LABORATORY TECHNICIAN ......................................................................................16
4.21.1 DUTIES AND RESPONSIBILITIES OF SOIL LABORATORY TECHNICIAN .........................16
4.22 INSPECTOR OF WORKS .......................................................................................................16
4.22.1 GENERAL ..............................................................................................................................16
4.22.2 DUTIES AND RESPONSIBILITIES OF INSPECTOR OF WORKS...........................................16
4.23 MATERIAL INSPECTORS .....................................................................................................17
4.23.1 GENERAL ..............................................................................................................................17
4.23.2 DUTIES AND RESPONSIBILITIES OF MATERIALS INSPECTOR ........................................17
4.24 STRUCTURAL INSPECTOR...................................................................................................17
4.24.1 GENERAL ..............................................................................................................................17
4.24.2 DUTIES AND RESPONSIBILITIES OF STRUCTURAL INSPECTOR ......................................17
4.25 SURVEYOR ............................................................................................................................17
4.25.1 DUTIES AND RESPONSIBILITIES OF SURVEYOR ...............................................................17
4.26 DRAFT PERSON.....................................................................................................................18
4.26.1 DUTIES AND RESPONSIBILITIES OF DRAFT PERSON ........................................................18
4.27 SECRETARY ..........................................................................................................................18
4.27.1 GENERAL ..............................................................................................................................18
4.27.2 DUTIES AND RESPONSIBILITIES OF SECRETARY .............................................................18
5. PROJECT DOCUMENT AND INFORMATION .........................................................................................19
5.1 DOCUMENTS TO BE COLLECTED .......................................................................................19
6. PROJECT SITE OFFECE ..............................................................................................................................20
6.1 OFFICES AND FIELD LABORATORY ...................................................................................20
6.2 OFFICE FACILITIES .............................................................................................................20
6.3 TRANSPORTATION/VEHICLE ..............................................................................................20
6.4 COMMUNICATION ...............................................................................................................20
6.5 ASSIGNMENT/DEPLOYMENT OF CONSULTANT'S SUPERVISORY STAFF TO THE SITE .20
6.6 WORKING HOURS OF FIELD STAFF....................................................................................21
6.7 APPLICATION FOR LEAVE ..................................................................................................21
6.8 CORRESPONDENCE SYSTEM...............................................................................................22
6.8.1 FILES .....................................................................................................................................22
6.8.2 MAILS ....................................................................................................................................22
6.8.3 HANDLING OF INCOMING MAIL .........................................................................................22
6.8.4 PROCEDURE FOR OUTGOING MAIL ...................................................................................23
6.9 INSURANCE ...........................................................................................................................23
7. THE SUPERVISION SYSTEM ......................................................................................................................25
7.1 CONSTRUCTION MANAGEMENT ........................................................................................25
7.2 SUPERVISION OF WORKS ....................................................................................................25
7.3 TESTING OF MATERIALS.....................................................................................................25
7.4 MEASURING AND ACCEPTANCE OF WORKS .....................................................................25
8. CONSTRUCTION MANAGEMENT.............................................................................................................26
8.1 START-UP & PLAN OF OPERATION OF WORK ...................................................................26
8.1.1 GENERAL ..............................................................................................................................26
8.1.2 ESTABLISHMENT .................................................................................................................26
8.1.3 PLAN OF OPERATION...........................................................................................................27
8.2 REVIEW OF CONTRACTOR’S PROGRAM ...........................................................................27
8.3 ACTION PLAN FOR PROJECT ..............................................................................................32
8.4 COMMUNICATION SYSTEM ................................................................................................33
9. MATERIAL & EQUIPMENT MANGEMENT ............................................................................................35
9.1 INSPECTION OF SOURCES OF MATERIALS ........................................................................35
9.2 SETTING UP OF LABORATORY ...........................................................................................35
9.3 SPECIAL TESTS OF MATERIALS .........................................................................................36
9.4 IDENTIFICATION & FOLLOW-UP ........................................................................................36
REVIEW OF EQUIPMENT PROCURED & THEIR MAINTENANCE ......................................36
9.5
10. SUPERVISION OF WORKS ..........................................................................................................................38
10.1 SETTING OUT WORKS..........................................................................................................38
10.2 CONTRACT/DRAWING REVIEW ..........................................................................................40
10.3 MAINTENANCE RECORDS ...................................................................................................40
10.4 ADDITIONAL SERVICES .......................................................................................................42
10.5 ENVIRONMENTAL PROTECTION ......................................................................................42
10.6 EMERGENCY ACTIVITIES/TRAFFIC CIRCULATION SYSTEM ..........................................42
10.7 SAFETY MEASURES ..............................................................................................................43
10.8 CONSTRUCTION SUPERVISION DURING EXTENDED WORKING HOURS ........................43
10.9 FIELD SUPERVISION WORK ................................................................................................43
10.10 INSPECTION REQUESTS.......................................................................................................51
10.11 GENERAL TIPS ON SUPERVISION .......................................................................................52
11. MEASURING AND ACCEPTANCE OF WORK .........................................................................................54
11.1 EXAMINATION OF MEASUREMENTS..................................................................................54
11.2 DEFECTIVE WORK ...............................................................................................................54
11.3 VERIFICATION OF ACCEPTED TESTS ................................................................................55
11.4 VERIFICATION/CERTIFICATION OF COMPLETED WORKS .............................................55
11.5 VERIFICATION OF “AS BUILT DRAWINGS” .......................................................................56
12. CONTRACT ADMINSTRATION ..................................................................................................................57
12.1 CONTRACT INTERPRETATION & IMPLEMENTATION ......................................................57
12.2 DEVIATION/VARIATION ORDERS & THEIR MONITORING ...............................................57
12.3 ANALYSIS, EVALUATION & MONITORING ........................................................................58
12.4 MONITORING OF PROGRESS ..............................................................................................59
12.5 SUSPENSION OF WORK/EXTENSION OF TIME ...................................................................60
12.6 MONITORING CONTRACTOR’S MATERIAL INVENTORY .................................................60
12.7 MONITORING CONTRACTOR’S MACHINERY INVENTORY ..............................................60
12.8 MONITORING CONTRACTOR’S ESTABLISHMENT ............................................................60
12.9 MONITORING CONTRACTOR’S BANK GUARANTEES/INSURANCE POLICIES ................60
12.10 SUB-LETTING ........................................................................................................................61
12.11 ARBITRATION/LITIGATION ................................................................................................61
12.12 CLAIMS..................................................................................................................................62
12.13SITE SUPERVISION/PROJECT DIARIES ...............................................................................63
13. FIANANCIAL MONITERING .......................................................................................................................64
13.1 QUARTERLY CASH FLOW ...................................................................................................64
13.2 INTERIM PAYMENT CERTIFICATES (IPC) ..........................................................................64
13.3 CONTRACTOR'S INVOICES, CLAIMS, ETC. ........................................................................64
13.4 FINAL BILLS AND ACCOUNTS .............................................................................................64
13.5 UPDATE COST ESTIMATE ....................................................................................................64
14. INSPECTION ...................................................................................................................................................65
14.1 INSPECTION DURING CONSTRUCTION ..............................................................................65
14.2 PERFORMANCE OF COMPLETED WORKS DURING DEFECTS LIABILITY PERIOD ........65
14.3 COMPLETION CERTIFICATE...............................................................................................65
14.4FINAL TAKING OVER THE PROJECT ..................................................................................65
15. SAFETY FOR PROJECTS .............................................................................................................................66
15.1 GENERAL ..............................................................................................................................66
15.2 RESPONSIBILITY ..................................................................................................................66
15.3 SAFETY AND HEALTH PROGRAM MANAGEMENT GUIDELINES .....................................67
15.4 MANAGEMENT COMMITMENT AND EMPLOYEE INVOLVEMENT ..................................68
15.5 WORK SITE ANALYSIS .........................................................................................................69
15.6 SAFETY AND HEALTH TRAINING .......................................................................................70
15.7 SAFETY MEASURES ..............................................................................................................70
15.7.1 ACCESS TO SITES .................................................................................................................70
15.7.2 DRINKING WATER ...............................................................................................................70
15.7.3 EXCAVATING AND TRENCHING .........................................................................................70
15.7.4 EXPLOSIVE AND BLASTING ................................................................................................71
15.7.5 CONCRETE AND MASONRY STRUCTURE ...........................................................................71
15.7.6 ELECTRICAL WORK PRACTICES........................................................................................72
15.7.7 EYE AND FACE PROTECTION..............................................................................................73
15.7.8 HAND TOOLS ........................................................................................................................73
15.7.9 HEAD PROTECTION .............................................................................................................73
15.7.10 ..........................................................................................................................................................CRANES
73
15.7.11 .....................................................................................................................................FIRE PROTECTION
73
15.7.12 .........................................................................................................................................HOUSE KEEPING
74
15.7.13 ....................................................................................................................................................AIR TOOLS
74
15.7.14 ......................................................................................................................................................FIRST AID
74
15.7.15 ...............................................................................................................................................INSPECTIONS
74
15.7.16 ............................................................................................................................DISCIPLINARY ACTION
75
15.7.17 ......................................................................................................................................SAFETY MEETING
75
16. PROGRESS REPORT .....................................................................................................................................76
16.1 MONTHLY PROGRESS REPORTS.........................................................................................76
16.2 QUARTERLY PROGRESS REPORT.......................................................................................76
16.3 MONTHLY REPORT TO HEAD OFFICE ...............................................................................76
17. FINAL CONSTRUCTIONS REPORT...........................................................................................................77
18. CONTRACTOR’S IPC ....................................................................................................................................77
19. CONTRACTOR’S NONCONFORMITIES ..................................................................................................78
20. CONTRACTOR’S CHANGE REQUESTS ...................................................................................................79
21. DAY WORK SHEETS .....................................................................................................................................80
22. AUDITS .............................................................................................................................................................80
23. FEEDBACK REPORTS ..................................................................................................................................80
24. HANDING OVER OF THE WORKS ............................................................................................................81
25. DEFECTS LIABILITY CERTIFICATE .......................................................................................................81
26. FINAL PAYMENT & CLOSURE OF CONTRACT ....................................................................................82
27. HANDING OVER OF RECORDS/ DOCUMENTS......................................................................................83

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What is the purpose of this manual?

What is the purpose of this manual?

What are the duties and responsibilities of the Employer's Representative?

What are the duties and responsibilities of the Employer's Representative?

Ethiopian Roads Administration

1.1 Project Background

1.2OBJECTIVE OF THE MANUAL

Gondwana Engineering Plc

2. Employer’s Representative DUTIES AND RESPONSIBILITIES

2.2 Detail Duties and Responsibilities of the Consultant

Gondwana Engineering Plc

Gondwana Engineering Plc

Gondwana Engineering Plc

3. Detail Duties and Responsibilities of head construction projects coordinating office

Gondwana Engineering Plc

 Liaison with the project counterpart;

4. Duties and Responsibilities of consultant’s site personnel

4.1 Resident Engineer

4.1.2 Duties and Responsibilities of the Resident Engineer

 Planning and scheduling project activates

Gondwana Engineering Plc

 Prepare or review Quality Assurance Manual

4.2 Deputy Resident Engineer

4.2.2 Duties and Responsibilities of the Deputy Resident Engineer

Gondwana Engineering Plc

 Provision of assistance to ERA during construction to ensure the assessment of

4.3 Senior Pavement/ Materials Engineer

4.3.2 Duties and Responsibilities of the Senior Pavement/ Materials Engineer

Gondwana Engineering Plc

4.4 Geotechnical Engineer

4.4.1 Duties and Responsibilities of the Geotechnical Engineer

4.5 Structural Engineer

4.5.2 Duties and Responsibilities of the Structural Engineer

4.6 Highway Engineer

Gondwana Engineering Plc

control Bench marks at site.

4.6.2 Duties and Responsibilities of the Highway Engineer

4.7 Quantity Surveyor (QS)

4.7.2 Duties and Responsibilities of the Quantity Surveyor

 Checking and confirming weather Contractor’s working drawings are according to

4.8 Senior Surveyor

Gondwana Engineering Plc

His duties will include, but not limited to the following.

4.8.2 Duties and Responsibilities of the Senior Surveyor

 Leads all surveying activities of the staff

4.9 Claims Expert

4.9.2 Duties and Responsibilities of the Claim Expert

 Review the contract documents including Employers Requirement and associated

4.10.1 Duties and Responsibilities of the Environmentalist

Gondwana Engineering Plc

 Verify the contractor’s environmental protection plan recommend additional mitigation

4.11 Hydrologist/Hydraulic engineer

4.11.1 Duties and Responsibilities of the Hydrologist/Hydraulic engineer

 Review of hydraulic design prepared by the design and build contractor

4.12 Road Safety and Safety audit specialists

4.13 Senior Right of way management specialists

4.13.1 Duties and Responsibilities of the Right of way management specialists

Gondwana Engineering Plc

proxy to the disbursement in order to avoid a budget deficit

Gondwana Engineering Plc