ADDIS ABABA WATER AND SANITATION DEVELOPMENT

Addis Ababa Decentralised Wastewater Management System

System Pilot Project for Koye Fetche Condominium Site

Minutes of Staff Meeting 20 January 2018

Present: Dr. Asie Kemal (AK) Mesfin Derbew (MD) Dr. Alemtsehay Gebremeskel (AG)

Eyob Teferri (ET) Mike Richardson (MR) Solomon Sisay (SS)

Absent: Tadewos Alemu (TA) Tillahun Tessema (TT) (discussed Lot 3 issues on 19 Jan ’18)

ITEM DISCUSSION ACTION Status

LOT 3 - WWTP3
1. Contractor’s Request for 90 days EoT sent to AAWSA for approval. Excludes the 2
Revised Program of months request for the additional Testing and Commissioning specs.
Works Contractor at present way behind their most recent work schedule.

2. Monthly Report Monthly reports for December 2017 have been delivered to the client.

3. Drawings and Tillahun has sent a letter to CGCOC instructing them to provide erection
other information. drawings and method statement for pipework. As this has still not been
received so Tillahun to follow-up again. Tillahun to also ask pipe testing TT
methodology in accordance with additional specs.

Still waiting for coordinates from AAWSA of enlarged site compound. Dr.
Alem to follow-up. Contractor has been instructed to cease work on fence AG
on north and south sides.

4. Payment Dr. has advised the Employer that they or the bank have failed to retain
Certificates the 5% retention on FOB payments, as required by the Contract, and that
the Contract should be amended to reflect this reality.

5. Outstanding Latest list of requirements including materials and consumables to be

issues with AAWSA provided by the client for the commissioning tests and during the 6-month
operation and maintenance period received from CGCOC and forwarded
to AAWASA.

The neighbouring quarry is still processing rock but has ceased to blast.
Contractor has again complained that dust could damage sensitive
equipment for which he will not be responsible. No progress so Dr. Alem to AG
follow-up again.

AAWSA has still not provided new coordinates for perimeter fence. No AG
progress so Dr. Alem to follow-up again.

6. Site Office NTR

7. Contractor’s Site Contractor has no E-M staff with adequate English on site. Mike has sent a
Staff “Notice to Correct” letter. This letter also includes the issue of CGCOC’s
PM not spending much time on the site and being inadequate for the job,
and must be replaced. Subsequent correspondence has not resolved the AG
issues. Dr. Alem to follow-up again.

8. Transformer(s) Cable manholes complete and EPCO on site.

9. Progress -Civil Slow

10. Progress E-M Slow. No detailed installation programme and little communications on
site.

Contractor has provided breakdown of electrical cost to identify cable TA

costs to resolve the local purchase issue. Tadewos to follow-up.

Dr. Alem to remind Employer that we will require a programme of

housing/sewage flow to assess commissioning requirements/timing. Small AG
sewage flows have commenced near works and are problematic.
Contractor told SWS informally that water supply is complete but EPCO
only providing electricity for pumps in March 2018. No progress.

SWS site staff must be pro-active with inspections and always avail
themselves of the contractor’s requirements always.

11. General Tillahun to brief Solomon on outstanding AAWSA issues for him to discuss TT/SS
with Mr. Tesfalem.
 Abraham is problematic. Tillahun thinks we require a more senior electrical
engineer on site. Tadewos not visiting site often enough. Dr. Alem to follow
up with Tadewos. AG/TA

Tadewos has issued inspection certificates for imported goods and plant.

Tillahun to follow-up safety issue with CGCOC and insist on the installation
of hand-railing. No progress – to be followed up by all.
TT/AG
Dr. Asie to determine the minimum wastewater flow to commission plant -
done. Minimum of 20 to 25% in one stream required

Site staff (Tillahun, Eyasu, Abraham, Tadewos) to note E-M changes and
problems and advise Lots 1 & 2 site staff.
All

LOTS 1 & 2 – WWTP1 and WWTP2

12. Contractor’s Relations with contractor’s site staff seemed to have improved since new
Representative (PM) meeting regime implemented – informal weekly meetings and bi-weekly
formal meetings. Site staff are still finding Mr. Seyoum abusive. Good
support from Mr. Jemal in opposing negative sentiments by contractor’s
staff.

13.Letter-of-Credit No progress from AAWSA but they have indicated to Solomon that they
and Contract want to retain Tsemex and replace Landustrie if no other option available.
Amendment On-going correspondence between SWS and AAWSA. Solomon to pursue
with Mr. Tesfalem. SS

14. Variation Orders Additional VO for amended BoQ for E-M work have been completed and is
still with the contractor for pricing but no progress due to
Tsemex/Landustrie issue. Price received but no breakdown due to
breakdown of relationship between Tsemex and Landustrie. No resolution
in sight.

Revised BoQ for civil work being withheld from submission to AAWSA until ET/MD
site works (road, drainage etc.) has been finalised. Site staff to finalise
design and quantities in next two weeks.

Mr. Jemal to follow up with AAWSA the submission of new rates (lean
concrete etc.) that were included in IPC3. REs to follow-up with Mr. Jemal. ET/MD
15. Monthly Reports December reports have been submitted to Employer. Tsemex’s reports
satisfactory.

16. Drawings  Mike requested that the following be shown on all drawings:
Drawing Number, Contract/Lot, Scale bar, North point; “For
Construction”, Level datum, Coordinate grid. All

 Doctor to prepare permanent drainage arrangements when other

site work drawings are prepared – on going with REs. Eyob to ET/SS
check site access from ACCRA road with Solomon.

 Embedded pipes are becoming an issue. Also urge the contractor

to get local HDPE pipe where appropriate. Tadewos to advise TA
were we can accurately locate pipes on the construction drawings
for an E-M sub-contractor to review ASAP.

 Inlet screens and pump stations are on hold pending design of

outfalls sewer(s) finalised. Solomon now has all the details to SS
finalise design, which he will complete shortly.

 REs, Dr. Asie and Tadewos to check what construction drawings

are missing, including electrical and pipework, and arrange for AK/TA
preparation by SWS staff using similar arrangements and details ET/MD
as for Lot 3.

Doctor to keep an updated list of drawings and their status. He must issue
all drawings to contractor with confirmation letter, to be acknowledged by AK
contractor – very important.

17. Landustrie’s Tadewos to send list of outstanding MAS to Dr. Asie for action. TA/AK
Queries and MAS
18 Revised BoQ and Revised E-M BoQ for Lot 1 and 2 completed and with contractor for pricing
Design Review but no progress due to Tsemex/Landustrie fall-out.
Report
Design review report will be completed before next monthly staff meeting AK
incorporating un-priced revised BoQs.

Revised BoQ for civil works has been reviewed by REs and finalised. To ET/MD
be issued to contractor. Has a 30% reduction but excludes revision of site
works at this stage.

19 SWS Site Staff NTR.

20. Site Office Nothing received from contractor for cell phones and internet connection.
Solomon to pursue with Mr. Rezane. SS
REs withholding relevant payment from IPCs.

21. Contractor Contractor is providing a monthly work schedule, but it is not apparent if he
is following a critical path. Embedded pipes and rebar shortage holding up
progress.

AAWSA has requested SWS for advice on vehicle acquisition. Mike has
sent a response with a proposal for a way forward. Dr. Alem to follow-up. AG

Dr. Asie has responded with a denial to contractor’s claim for shortage of
rebar.

22. Progress Progress continues to be very slow and work generally of poor quality,
particularly formwork. Contractor has recently purchased imported wall
formwork, which should improve matters if his staff has been properly
trained in its use.

Shortage of materials, particularly rebar still a problem. Staff believe

contractor should have been more pro-active, particularly during the rainy
season when he was urged to prepare rebar.

23. E-M Approvals No progress (see above)

24. Miscellaneous Contractor has been asked to assign and E-M engineer to site but no
progress or action to date. Dr. Alem to follow up. AG

GENERAL
25. Office Staff SWS has acquired additional office space up-stairs so there should be
more space for filing. Mike believes that a good filing clerk is required in
SWS’s office to manage files and filing and keep a track on SS/AG
correspondence and replies.

26. Correspondence Secretary (Mihret) scanning all incoming and outgoing correspondence
and sending Mike soft copies for all three lots. Please include attachments
where appropriate.
Mike can be contacted any time by email or on his Ethionet mobile phone
number 096-621-6633, which has international roaming.

27. Site Copies of all site correspondence to be sent to SWS office by Tillahun, TT/ET/MD
Correspondence Eyob and Mesfin.
28. Mike Next Visit Approximately 12th to 18th February 2018