DMDE Construction Supervision Manual (Draft) PDF

Debre Markos – Debre Elias – Kuch Design and Build Road project, Ethiopian Roads Authority
Lot 1: Debre Markos – Debre Elias - Temcha (km0+000 – 75+000) Construction Supervision Manual (Draft), Dec 2019
Table of Contents
Page
1 INTRODUCTION ............................................................................................... 3
1.1 Background and Descriptions of project ................................................................. 3
1.2 Objectives of Construction Supervision and Quality Assurance ............................. 3
1.3 Contents of the Manual .......................................................................................... 3
2 ABBREVIATIONS AND DEFINITIONS ............................................................. 4
2.1 Abbreviations ......................................................................................................... 4
2.2 Definitions .............................................................................................................. 5
3 IMPLEMENTATION OF QUALITY ASSURANCE PLAN ................................ 11
3.1 Responsibility to Implement Quality Assurance Plan ........................................... 11
3.2 Enforcement of Controls for Quality Assurance ................................................... 11
3.3 Applicable Standards and Specifications ............................................................. 12
3.3.1 Standards ............................................................................................ 12
3.3.2 Specifications ....................................................................................... 12
3.4 Sequential Steps of Quality Control ..................................................................... 12
4 CONTRACT ADMINISTRATION ..................................................................... 14
4.1 General ................................................................................................................ 14
4.2 Pre-Construction Activities ................................................................................... 14
4.2.1 Activities During Mobilization ............................................................... 14
4.2.2 Administrative and Contractual Matters................................................ 14
4.2.3 Staff Appointment and Mobilization ...................................................... 15
4.2.4 Staff Duties and Responsibilities .......................................................... 16
4.3 Communications and Organization Chart ............................................................ 24
4.4 Approval Procedures ........................................................................................... 26
4.5 Publicity and Public Relation ................................................................................ 26
4.6 Program and Progress ......................................................................................... 26
4.6.1 General ................................................................................................ 26
4.6.2 Work Program...................................................................................... 27
4.6.3 Monitoring Progress ............................................................................. 28
4.6.4 Dealing with Delays ............................................................................. 28
4.6.5 Dealing with Substandard Works ......................................................... 29
4.6.6 Supply of Information to Contractor ...................................................... 30
4.7 Financial Reviews ................................................................................................ 30
4.7.1 General ................................................................................................ 30
4.7.2 Information Required ........................................................................... 30
Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 1

Lot 1: Debre Markos – Debre Elias - Temcha (km0+000 – 75+000) Construction Supervision Manual (Draft), Dec 2019
4.7.3 Rationale of the Review ....................................................................... 30

4.7.4 Vehicles ............................................................................................... 31
4.8 Contractor’s Cash Flow Problems ........................................................................ 31
4.8.1 Payments ............................................................................................. 31
4.9 Extension of Time for Completion ........................................................................ 31
4.9.1 Circumstances Leading to an Time Extension ..................................... 32
4.10 Extra Payment ................................................................................................ 33
4.10.1 Clauses under which the Contractor may be due additional payment .. 34
4.10.2 Contract Completion/Taking-Over ........................................................ 34
5 CONSTRUCTION SUPERVISION ................................................................... 37
5.1 Supervision to be Effective .................................................................................. 37
5.2 Site Issues During Mobilization ............................................................................ 37
5.3 Site Issues During Main Works Phase ................................................................. 38
5.3.2 Main Works Phase ............................................................................... 38
6 DEFECTS LIABILITY PERIOD ........................................................................ 52
6.1 General ................................................................................................................ 52
6.2 Partial Completion ............................................................................................... 53
6.3 Remedial Work after the Expiration of the Defects Liability Period ....................... 53
6.4 Miscellaneous ...................................................................................................... 53
APPENDICES
Annex I: Survey, Investigation and Design Checklist

Annex II: Inspection Checklists
Annex III: Job Descriptions

Lot 1: Debre Markos – Debre Elias – Temcha (0+000 to 75+000) Construction Supervision Manual (draft), Dec 2019
1 INTRODUCTION
1.1 Background and Descriptions of project
The Government of Federal Democratic Republic of Ethiopia (FDRE) represented by the

Ethiopian Roads Authority (ERA) has allocated funds through the Road Sector Development
Programs (RSDPs) for the design and construction works of Debre Markos – Debre Elias - Kuch
road project, Lot 1: Debre Markos - Debre Elias - Temcha (Km 0+000 - 75+000) and 5.9Km
Chemit Spur (Chemit Junction - End of Chemit Town).
As a result, ERA calls for the service of a Consultant with relevant experience to carry out the
Construction Supervision and follow up of the full Engineering Design and Construction Works of
the Project.
Subsequently the tendering process was conducted, negotiations successfully concluded and
the Contract agreement for the construction of Debre Markos – Debre Elias – Kuch Design and
Build Road Project, Lot 1: Debre Markos – Debre Elias – Temcha (km 0+000 – 75+000) and
Chemit Spur (Chemit Junction – End of Chemit Town) was made on April 19th, 2019 and the
effective commencement date for the works contract is agreed to be on September 18 th, 2019.
1.2 Objectives of Construction Supervision
The basic objectives of providing supervision on road construction projects is to ensure that the
quality of work specified is maintained, the work conform with Contract documents and of nearly
equal importance is needed to control and manage the costs of construction and to provide
proper and consistent as built records and other project documentation.
Hence, In particular the Consultant is required to:

 Ensure that the road is constructed in accordance with the Technical Specifications and
Engineering Drawings or any amendment thereto;
 Optimize the use of available material resources to minimize costs to the Client, to
maximize the quality of the Works to expedite construction; and
 Ensure that the road is constructed within the Contract Price and Time for Completion
allowed under the Contract or any agreed amendments there to.”
These objectives clearly point that there is a requirement and need in maintenance, optimization
and balance in quality, time and cost together with adherence to the construction contract
documentation for the construction works.
1.3 Contents of the Manual
This manual deals with the various categories of construction activities, nature and properties of
construction materials to be used, the respective methods and procedures of quality control
performances, and checklists and guidelines for the activities.

A construction supervision manual will be prepared which will form a guideline for the
supervision system. This manual includes:
 Abbreviations and Definitions
 Implementation of Quality Assurance Plan
 Contract Administrating
 Construction Supervision
 Defects Liabilities Period
 Annexes
2 ABBREVIATIONS AND DEFINITIONS
2.1 Abbreviations
Wherever in this Supervision Manual or in other contract documents the following abbreviations,
terms, words or expressions shall have the meanings here by assigned to them:
Abbreviations Connotation / Meaning
AASHTO American Association of State Highway and

Transportation Officials.
ASTM American Society for Testing Materials.
BS British Standard Code Practice.
CBR California Bearing Ratio.
SD Sampling Designation
TD Testing Designation
MT Material test form
Cm Centimeter.
Cm2 Square centimeter
Cm3 Cubic centimeter
M Meter
m2 Square meter
m3 Cubic meter
Mm Millimeter
ERA Ethiopian Roads Authority.
RSDP Road Sector Program
IDA International Development Association
Wt Weight
Lb Pound
Gallon US Gallon
In Inch
Yd Yard
Lt Liter
Mm Millimeter
Km Kilometer

Kg Kilogram
KW Kilowatt
Ha Hectare
Ton Meter
0 Degree
0
C Degree Centigrade
0
F Degree Fahrenheit
L.S Lump Sum
G Grade (%)
Definitions
Unless inconsistent with the context, in this Construction Supervision and Quality Control
Manual, the following terms, words or expressions shall have the meanings here by assigned to
them
Word or Phrase Meaning
Aggregate Crushed stone of specified size and quality to be applied as sub-base
or base course material or to be used in surface treatments, asphalt
concrete or cement concrete.
Asphalt A mixture to predetermined proportion of aggregate, filler and
bituminous binder material prepared off the road and usually placed by
means of a paving machine.
Asphalt Surfacing The layers of asphalt and crushed surface aggregates constructed on
top of the base and, in some cases, the shoulder.
Base Course The layer of specified material and thickness placed immediately below
the surfacing constructed on top of the sub-base or in the absence
thereof, the selected layer complying with the requirement. A base may
extend to out-side the traveled way.
Bituminous High quality, thoroughly controlled hot mixture of asphalt cement and
Mixture Surfacing well-graded high quality aggregate thoroughly compacted into a
uniform, dense mass and usually placed by means of paving machine.
Borrow area/pit An area within designated boundary, approved for the purpose of
obtaining borrow material. A borrow pit is the excavated pit in a borrow
area.
Borrow Material Any gravel, sand, soil or as obtained from borrow areas dumps or
sources other than cut within the road prism and which is used in the
construction of the works. It shall not include crushed stone from
quarries or sand obtained from commercial sources.
Bridge A structure erected over a depression, river watercourse, railway line,
road or other obstacle for carrying traffic and having a span of 6m or
more, measured between the abutment faces along the centerline of
the road at girder-bed level.


Capping Layer The layer or layers of selected material and variable thickness placed
generally under the sub-base course of the pavement, where the sub-
grade material after removal of the existing structure is unsuitable for
immediate placing of the sub-base. The capping layer may also be
required immediately below the sub-grade of new earthworks
construction where the CBR of soil is poor and requires replacement of
the top layer of soil.
Carriageway The surface normally used by vehicles and which consists of one or a
number of adjacent traffic lanes, including auxiliary lanes.
Catch water Drain A longitudinal drain or bank outside the road prism for diverting water
or Bank that would otherwise flow onto the road prism.
Conditions The terms and conditions of contract, together with any special
of Contract conditions of contract forming part of the contract.
Culvert A structure other than a bridge which provides an opening under the
road carriageway and median for drainage of other purposes.
Cut and Borrow Cut shall mean all excavation from the road prism including side drains.
Excavation for intersecting roads including interchanges and where
classified as cut excavation for open drains.
The term borrow shall apply to all borrow materials.
Excess overburden Overburden with a borrow area which is not required or is unsuitable for
use in construction.
Discharge Ditches A longitudinal drain or bank outside the road prism for discharging in a
direction away from the road.
Ditch Paved or unpaved constructed drain for the collection of surface water
from the pavement, the shoulders and the lateral area.
Fill The portion of the road prism consisting of approved conveyed material
which lies above the roadbed and is bounded by the side slopes, and
on which the capping layer or improved sub-grade, if any, sub-base,
base and shoulders are to be constructed. Material conveyed to replace
unsuitable material in the roadbed shall also be classified as fill.
Lot A sizeable portion of work or quantity of material which is assessed as
a unit for the purpose of quality control and selected to represent
material or work produced by essentially the same process and
materials.
Median The area between the two traveled ways of a dual carriageway road. It
includes the inside shoulders.
Median Drain Longitudinal drain situated between the inside shoulders of a dual
carriageway road.

Miter Drain and Drain constructed at an angle to the centerline of the road to divert
bank water from the side drains. Miter drains will include miter banks placed
across side drains.
Pavement layer The upper layers the road comprising the selected sub grade sub
base, base shoulder and surfacing
Pioneer Layer An initial layer constructed over a weak roadbed using selected
material to provide a stable surface for the construction of subsequent
layers.
Selected Sub grade The upper layer or layers of the sub grade (when provision is made for
such a classification in the drawings and Bill of Quantities) which is
controlled both in quality and density by requirements more stringent
than those for fill. It may include suitable road bed material compacted
in situ.
Side fill That portion of the imported material within the road prism which lies
outside the fills .shoulders base and sub base and is contained within
such surface slope as shown on the drawings or as directed by the
Engineer. A distinction b/n dills and side fills shall only be made if
specified in the drawings and Bill of Quantities.
Grade Line The trace of a vertical plane intersecting the top surface of the
proposed wearing surface, usually along the longitudinal centerline of
the roadbed. It indicates at regular intervals the elevations according to
which the road is to be constructed.
The grade line may refer to the level of the completed road base or any
other layer and may indicate the elevations either along the
carriageway centerline or along any designated position on the road
cross-section.
Grading Modules The cumulative percentages by mass of material in a representative
(Gm) sample of aggregate, gravel or soil retained on the 2mm; 0.425mm and
0.075mm sieves divided by 100
Inlet And Outlet The entrance and discharge point of culverts, storm water conduits and
minor Bridge, where water flows into or out of
Lane Part of a traveled way intended for a single stream of traffic in one
direction, which can be demarcated as such by road markings.
Overburden Material within a borrow area or quarry site which is not required or is
unsuitable for use in construction.
Plans (Drawings) The approved plans (drawings), profiles, typical cross-sections, working
drawings and supplemental drawings or exact reproduction thereof that
show the location, character, dimensions and details of the work.


Project The specification relating to a specific project, which from part of the
Specifications contract documents for such project, and which contain supplementary
and/ or amending specifications to the standard specifications.
Right of Way The entire area included by the boundaries of the road as proclaimed.
or Road Reserve For this project the boundaries of the road are at 15m measured from
the centerline. (Left and right)
Road Prism The portion of the road construction included between the original
ground level and the outer boundaries of the slopes of cuttings, fills and
side drains. It shall not include the sub-base, base, surfacing, shoulders
or roadbed.
Road bed The graded portion of the road usually considered as the area between
the intersection of top and side slopes upon which the pavement layers,
shoulder and median are to be constructed.
In case of an existing road one shall distinguish:
a) a) Finishing roadbed: after carrying out substantially earthworks in case
of widening an existing road, finishing roadbed consists in reshaping
and resurfacing the old traveled way to the design grade, width and
strength up to the sub-grade level.
b) b) Reconditioning roadbed: when there is a need of a pavement
reinforcement by overlay an asphalt surface or base, on an existing
road without doing any design work, the reconditioning of roadbed
consist in shaping the surface of the road, and filling and compacting
the event potholes to correct any irregularities before application of the
new course.
Roadway The roadway includes all components such as sub-grade, pavement,
ditches, and side slopes of a road system (i.e. limits of construction).
Roller Passes Unless otherwise specified in the specifications or the project
specifications, an area will be taken to have received on roller pass
when a roller has passed over such area once. Additional passes made
only as a result of nominal overlapping so as to ensure full coverage
shall not be taken into account.
Sealing The application of one or more layers of bituminous binder with or
without layers of crushed stone or sand in successive layers on the
carriageway or shoulders.
Selected Material Any material consisting of hard, durable particles or fragments of slag,
stone or gravel screened or crushed to the required size and grading.
The material shall be free from vegetable matters or balls of clay.
Shoulder The portion of the roadway between the traveled way and the side
drains or cut and fill slopes, for accommodation of stopped vehicles, for


emergency use and for lateral support of base and surface courses.
A). - When referring to this as a surface: - the area between the outside
edge of the traveled way and the shoulder breakpoint.
B). - When referring to this as a pavement layer: - the upper pavement
layer lying between the outside edge of the base and the shoulder
breakpoint.
Shoulder The line along which the extended flat planes of the surface of the
Breakpoint shoulder and the outside slope of the fill and pavement intersect. This
edge is normally rounded to a predetermined radius.
Side Drain An open longitudinal drain situated adjacent and parallel to the road, at
the bottom of cut or fill slopes.
Slope Unless otherwise stated, slop is given in terms of the ration of the
vertical difference in elevation between any two points and the
horizontal distance between them. This ration may also be expressed
as a %.
Spoil ( material) Material Originating from construction operations and which is not
utilized for construction purposes.
Subsurface drain Covered drain constructed to intercept and remove subsoil water ,
including any pipes and permeable material in the drains
Surface treatment The sealing or resealing of the carriageway or shoulders by means of
one or more successive applications of bituminous binder and crushed
stone aggregate.
Earth works That portion of the road construction that encompasses the sub grade
(fill and SSG), and excavation in cut and borrow including open drains
Quarry site A borrow area within designated boundaries, approved for the purpose
of obtain crushed stone and aggregate.
Prime coat That coat which is applied to a new base prior to any other coat
Tack Coat That coat, for the existing bitumen surface that are to be resurfaced,
which is applied to the existing bitumen surface.
Seal coat The coat in the case of new work that is applied to the prime
Spoil Or Waste Material originating from construction operations and which is not
utilized for construction purposes.
Stabilization The treatment of the materials used in construction of the roadbed, fill
or pavement layers by the addition of cementations binder such as lime
or Portland cement or the mechanical modification of the material
through the addition of a soil binder or a bituminous binder. Asphalt and
cement concrete shall not be considered as materials that have been


stabilized.
Sub base The layer of specified material and thickness on top of the Selected
layers, if any in case of finishing roadbed, or fill and below the base and
shoulders, complying to the requirement of having a CBR value of 30 or
more.
Sub grade The top surface of a roadbed compacted in-situ or compacted
embankment material upon which the pavement structures and
shoulders including Krebs are constructed.
Sub grade Level That level of the roadbed (or embankment) on which other road
materials have to be placed.
Subsoil Drainage A system of subsoil drainage pipes (including any per me- able
material) constructed to intercept and remove subsoil water.
Surface Course The uppermost layer of specified thickness of an asphalt concrete
pavement; also called "Wearing Course"
Surfacing The uppermost layer of specified material placed on the traveled way or
shoulder. Types of surfacing may consist of surface treatment (hot
surface dressing), of asphalt concrete surface course, or concrete
pavement.
Traveled Way That portion of the carriageway that includes the various traffic lanes
and auxiliary lanes but excludes the shoulders.
Utility Services Cables, pipes or other structures to provide inter alias conduits for
electricity, telephone and telegraph connections, water, sewage, etc.
Engineer The Associated Engineering Consultants who is appointed by the Client
to undertake the Construction Supervision activities is, by Contract,
designated as “The Engineer” as defined by FIDIC.
Engineer’s The Engineer’s Representative as defined by FIDIC is a Resident
Representative Engineer (RE). He is directly accountable to the Construction
Supervision Division Head of the Associated Engineering Consultants.
In accordance with the Conditions of Contract the duties, powers and
authorities vested in the Engineer which are necessary for the
satisfactory supervision of the works are delegated to the Resident
Engineer.
Working Drawings The structural calculations, shop drawings, erection plans, false-work
plans, cofferdam plans, bending diagrams for reinforcing steel or any
other supplementary plans or similar data which the Contractor is
required to submit to consultant for approval.

3 IMPLEMENTATION OF QUALITY ASSURANCE PLAN
3.1 Responsibility to Implement Quality Assurance Plan

During the construction stages quality control is a continuous process involving careful
monitoring and record keeping of all construction activities, including:
 Verification of Survey Beacons
 Checking and approval of horizontal and vertical alignments
 Selection of construction materials;
 Design of job mixes;
 Production of materials meeting the approved job mix designs;
 Use of proper construction methods, including the proper use of well maintained plant
and equipment; and
 Attaining the specified lines, levels, thickness, and strengths.
In order to ensure that the works are executed in accordance with established standards,
criteria, specifications and procedures, and approved designs and environmental aspects in
accordance with International and Environmental Guidelines as well as construction schedule, a
Quality Assurance (QA) System will be evolved and instituted for proper implementation.
The QA System will depend on:

 Item-wise description of works including methods, materials and specifications
 Quality control of materials, works and workmanship
 Site organization of the Contractor identifying required equipment and personnel
deployment
 Consultants’ organization and team responsibility
The Resident Engineer and the Assistant Resident Engineer will be responsible for the
implementation of the Quality Assurance System, and the implementation will be verified by the
Project Director of the Consultant.
3.2 Enforcement of Controls for Quality Assurance

To ensure that high quality construction is achieved throughout the course of the work, each
element, as completed by the Contractor, will be approved, or rejected based on test reports,
survey results, reports from surveyors and inspectors, and observations. Any faulty work
corrected by the Contractor will be re-inspected by the Consultants upon request.
Every effort will be made by the Consultants’ team to keep the Contractor fully informed about
work which is likely to be rejected, on the basis that the function of quality control is not to reject
work but to ensure that such work is constructed to a high standard in the first instance and
hence avoiding the need for remedial works. The Consultant shall order special tests of
materials and/or completed works, and/or order removal and substitution of improper materials
and/or works as required.

All steps in the construction process will be closely inspected and appropriate tests made so as
to ensure that corrective action is taken as construction proceeds, rather than after construction
is completed.
In general, the proposed Quality Assurance System will include the following:
 Procedure for selection and approval of material sources, quarry and borrow area
operations
 Procedure for storing of materials to be used in pavement and permanent works
 Type, frequency and procedure of tests for different kinds of materials and related
pavement works
 Norms and procedures for control of alignment, surface regularity for pavement layers
and concrete structures
 Works and workmanship in regard to temporary works of various types
 Organization of materials testing laboratory (personnel, equipment)
 Equipment and man power organization for field tests and sampling for laboratory tests
 Norms for sampling of materials from stockyards during laying and finished works
 Procedures for monitoring of compaction equipment and field compaction
 Procedures for monitoring of bitumen plants during production, laying and compaction
 Procedures for monitoring concrete production, laying and compacting concrete
 Tests of concrete for strength including its ingredients and mix designs
 Formats for recording and compilation of test data
 Reporting system for test results and for actions to be taken in respect of quality, etc.
3.3 Applicable Standards and Specifications
3.3.1 Standards
All material to be furnished and design to be incorporated for project performance shall conform
to the standard Specification for Highway Bridges, issued by the American Association of State
Highway and Transportation Officials (AASHTO), American Society for Testing and Material
(ASTM), British Standard Code of Practice (BS) Standards, so applicable and other national or
international standard may be accepted provided that the requirements therein are equivalent to
the said standards. The Contractor shall request the Consultant's approval for any items of
materials that he wishes to bring into the Sites, based on the standards other than the said
standards.
3.3.2 Specifications
Besides to the standard Technical Specification specified for the project, additional applicable
specifications; when any argument takes place in the matter that is not specified in these
specifications, authorized standards and Specification in the following should also be referred to
and applied to the works.
3.4 Sequential Steps of Quality Control

The importance of sequential quality control will be emphasized by the Consultants’ team;
namely that the preceding activity must be satisfactorily completed before a succeeding activity

commences (e.g. compacting and surface preparation for a section must be satisfactorily
completed before the next pavement operation commences on that same section).
The Consultants’ team will supervise the:

 Verification of survey beacons,
 Establishment of horizontal and vertical alignments
 Sampling and testing of materials and material sources;
 Checking of materials sources prior to use and periodically retesting to confirm uniformity
of quality;
 Test cuts and borrow materials to determine suitability for fill;
 Sampling and testing of aggregates produced for sub-base, base course, asphalt
surfacing and concrete aggregates (for gradation, Atterberg’s Limits, CBR, asphalt
affinity, hardness, soundness, shape, etc.);
 Review of manufacturer’s test certificates and conduct or arrange for confirmation tests
as required for manufactured materials to be used in the works, e.g. asphalt, reinforcing
steel and cement, etc.;
 Sampling and testing of concrete used in the works;
 Testing of in-situ densities of foundations, embankments and pavements layers;
 Sampling and testing Double Bituminous Surface Treatment (DBST); and
 Checking pavement layer thickness including cores in asphalt concrete layer

4 CONTRACT ADMINISTRATION
4.1 General
The administration of the Contract, although an important and integral part of the overall
supervision service, it is primarily concerned with the processing of matters which are not
directly associated with the physical construction of the Works. As such, it deals with subjects on
whom action must be taken under both the contract between the Client and the Contractor, and
the Agreement between the Client and the Consultant.
The main purposes of the contract administration services are to ensure that the project
progresses as smoothly as possible, in order that the Contractor’s activities can proceed as
planned without interruption, while concurrently establishing effective lines of communication
with the Client so that he is at all times fully informed of actions being taken in respect of any
measures that he will in due course be required to approve before they can be implemented, or
of which he should otherwise be generally aware of.
The Consultant at all times will ensure that the Conditions of Contract are strictly adhered to and
that all contractual obligations of the Contractor (and his Sub-Contractors, if any) are fulfilled. In
order to achieve efficient and timely administration of the Contract, the Consultant should have
sufficient powers and authority to deal with day-to-day matters and carryout (minor) changes to
the works as may become necessary
4.2 Pre-Construction Activities
4.2.1 Activities during Mobilization

Following the signing of Contract between the Client and Consultant and immediately after
having Notice to proceed for the Construction Supervision service, the Consultant will mobilize
all the required staff members to commence the services.
4.2.2 Administrative and Contractual Matters

The following Tasks are administrative and contractual matters scheduled to be undertaken
during Mobilization Period.
Tasks No Description
101 Mobilization of Project team
102 Study & review Document
103 General Site assessment
104 Preparation of Amendment to design and
105 specification
Liaison with clients Representative
106 Verification & re- establishments of ground
107 control and
Liaison survey station
in assessment and topographic
of compensation with
surveying
respect to right of way
108 Assessment of land acquisition status

109 Familiarization with relevant regulations &

110 Polices
Issuing contract drawings specifications and
111 documents
Detailed to contractor
record of contractors equipment
112 mobilization
Joint meeting with contractor
113 Establishment of construction supervision
114 manual
Establishment of Approval procedure
115 Reviewing contractors work program
116 Reviewing Contractors Method Statements
117 Follow up of contractors establishments
118 Quality Assurance
119 Review contractors proposal for traffic
120 diversion
Site Diary
121 Traffic Count
4.2.3 Staff Appointment and Mobilization

During the mobilization period of the Contractor, the Engineer would appoint the Resident
Engineer and other staff members. As per the TOR and Technical Proposal of the project, this
would include the staff members shown below:
Appointed Work
No. Staff Initials Initiated by Assignment
by Station
Act Act
following following
1 Project Director PD Head Office
signing of signing of
(Head Office
Contract. Contract.
support)
Resident Engineer Permanent
2 RE PC PD Site
basis
A/ Resident Permanent
3 ARE RE PD Site
Engineer basis
Pavement
Permanent
4 /Materials PME RE PD Site
basis
Engineer
Geotechnical Intermittent
5 GE RE PD Site
Engineer basis
Head Intermittent
6 Highway Engineer HE RE PD
Off/Site basis
Head Intermittent
7 Structural SE RE PD
Off/Site basis
Appointed Work
No. Staff Initials Initiated by Assignment
by Station
Engineer
Permanent
8 Quantity Surveyor QS RE PC Site
basis
Permanent
9 Senior Surveyor SS RE PC Site
basis
Laboratory Permanent
10 LT PME PC Site
Technicians basis
Permanent
11 Material Inspectors MI PME PC Site
basis
Permanent
12 Surveyors SR RE PC Site
basis
Structural Permanent
13 SI RE PC Site
Inspector basis
Permanent
14 Draftsperson DP RE PC Site
basis
Permanent
15 Inspector of Works IW RE PC Site
basis
Permanent
16 Secretary SC RE PC Site
basis
4.2.4 Staff Duties and Responsibilities

Generally, the RE is the Engineer’s representative on site. Neverthless, the RE will also
delegate the responsibilties and power vested on him to his subordinates. Accordingly, a guide
to the RE and other staff is as follow:
Position Major Task
 Coordinate and supervise the design team for review, checking and approval of
designs, submitted by the design and construct Contractor, that includes geometric
design, pavement design, hydraulic and structural design of drainage structures
 Check Contractor’s work programme including deployment of manpower,
construction equipment, plant and organization
 Inspect and approve quality of construction materials and methods of construction
 Give directions, instructions and advice to ensure that the execution of works is in
compliance with the Contract Document, plans, drawings and Technical
Specifications
Resident
Engineer  Prepare monthly, quarterly and annual progress reports
 Check and review measurements and approve payment certificates

Position Major Task
 Assess and analyze possible financial claims, time extension and preparing variation
order for additional works not included in the bill of quantities
 Documentation of project records and proper handling of back-up sheets for future
reference
 Liaison with Employers Counterpart and Regional Representatives on relevant
issues
 Plan, organize & coordinate the activities of the design supervision team and the
construction supervision team, ensure the execution of the project in accordance
with the contract documents
 Check, review, comment and approve method statements and work program
submitted by the Contractor prior to commencement of the works
 Perform minor design changes as necessary to suit field conditions during
construction period
 Prepare Engineer’s Instructions and Variation Orders as recommended or
necessary, complete with the associated measurement and payment instructions
 Issue Engineer’s Instruction and Variation Orders to the Contractor in writing
Assistant
 Advise the Employer (ERA of Design Changes, Engineer’s Instructions and Variation
Resident
Orders and of the associated cost and quality implications
Engineer
 Approve working drawings and prepare detailed as-built record drawings.
 Monitor and supervise the inspection and testing of works conducted by the
supervision staff
 Monitor the project progress and expenditure and insure that the predetermined
work schedules are attained
 Keep and maintain proper documentation.
 Review and check field investigation and pavement design prepared by the design
and construct contractor
 Carry out all the necessary investigation for the review and approval of the
pavement design prepared by the design and construct contractor
 Interpretation of test results in the in the design review process and finalizing design
for the turnkey project work
 Supervise all laboratory and field works for quality control that includes checking of
Pavement/Materi
all materials used for construction to be within the quality standards as specified in
als Engineer
the Contract Documents;
 Performing mix design for cement concrete mix designs;
 Keeping necessary records of the project specially for the items related to material

Position Major Task
 Preparation of materials and pavement design report

 Check the sufficiency of the design calculations, technical specifications, the
materials report and sources of materials proposed for the project in respect of
attaining the objectives of the project to the standard specification called for in the
contract
 Check and approve analysis and designs made by the Contractor, in respect of the
pavement, for relocated sections
 Prepare minor design changes in respect of the pavement design and the
recommended technical specifications to suit prevailing site conditions at the time of
construction
 Carry out the investigation of soils and construction materials as necessary to
minimize overhaul and to optimize the use of available resources
 Conduct all necessary and advisable inspection, sampling, testing and analysis for
compliance with the Technical Specification for all soils and construction materials
proposed and used by the contractor
 Supervise setting up of field laboratories
 Checking of Manufacturer’s certificate and test results for reinforcement bars,
cement, asphalt cement, etc.
 On-the-job training to the civil engineer assigned by ERA in respect of materials
 Processing of survey data

 Production of Digital Terrain Model (using Soft Desk software)
 Assist the Highway Engineer in review of designs for road and minor drainage
structures as submitted by the Contractor
 Updating project quantities of work with the associated costs; and
 Follow up of the project progress in general
 Check Templates and Working Drawings
 Reduce and check all the surveying data collected from the field by the surveying
crew
 Quantify volume of works as per the data collected from the field and the approved
Quantity Surveyor
working drawings
 Check Contractor’s payment applications and verify the accuracy of the
measurement and costing calculations and the sufficiency of the supporting
documentation
 Keep and maintain up-to-date detailed site diary and detailed records of all
contractual correspondence and data, work stoppages or delays, weather records,
all activities in progress at any time on site and full details of resources employed

Position Major Task
per activity
 Keep and maintain detailed records of the Contractor’s equipment on site and
establish equipment availability figures for each category of equipment.
 Review and analyze topographic maps and aerial photographs

 Follow up and check route location survey carried out by the design and construct
Contractor
 Follow up and check topographic survey carried out by the design and construct
contractor, using modern surveying equipment such as Total Station and GPS
 Downloading and editing the data to computers
 Follow up and check the establishment of horizontal and vertical control points on
the ground
 Check the Measure high water marks of river crossings
 Record data on surveying books
 Report regularly on surveying activities to the Deputy Resident Engineer or Highway
Engineer
 Hand over the final data to the team leader
 Check field survey, ground x-section, subgrade data, plan and profile
Senior Surveyor
 Checking of templates prepared by the Contractor
 Check and approve working drawings of drainage structures
 Check and approve computations of volume of works such as earthwork, pavement
layers and drainage structures
 Design change including the lines and grades to suit prevailing site condition
 Omission or addition of drainage structures considering the catchment area at the
time of construction
 Estimate dumping interval for gravel sub-base and base course material
 Prepare payment certificates based on the quantity of work executed and the agreed
unit rate
 Keep records of all relevant contractual data
 Report to the (Deputy) Resident Engineer on the above activities and other related
matters
 Check accuracy of all surveying instruments prior to commencement of the project

works
 Check that all reference points and bench marks retain the measurements on the
Surveyors plans

Position Major Task
 Check Contractor’s setting out of the Works

 Check the construction of the works in accordance with the measurements and
elevations put forward in the drawings and technical specifications
 Measure and report to the senior surveyor, all vertical and horizontal alignment of all
items of works of the project, before and after construction
 Record daily site activities and report to the senior surveyor
 Inspect the construction of road and major and minor drainage structures including
quality of materials and workmanship
 Inspect proper watering of concrete structures after construction
 Responsible for quality control of all construction materials and workmanship of each
construction activity
 Supervise and keep records of field tests on the road and structure making materials
 Check compliance of all construction materials to the Technical Specification with
respect to quality
Inspector of  Record daily site activities and report to the DRE
Works
 Check quality of excavated material for use prior to hauling
 Check if benching is considered wherever such is recommended
establish equipment availability figures for each category of equipment
 Responsible for quality control of all construction materials

 Supervise and keep records of field tests on the road and structure making materials
 Check compliance of all construction materials to the Technical Specification with
respect to quality
Material  Record daily site activities and report to the ME, or DRE
Inspectors
 Check quality of excavated material for use prior to hauling
 Check if benching is considered wherever such is recommended
 Sample and test pavement, subgrade materials

 Carry out all necessary tests for the construction materials (water, cement,
aggregate, etc.)
 Assist the material Engineer in identifying and sampling of possible construction
Laboratory material sources
Technicians
 Responsible for testing and quality control of all construction materials
 Record all laboratory test results and report to the Materials Engineer

Position Major Task
 Inspect the construction of road and major and minor drainage structures including
quality of materials and workmanship
 Inspect proper watering of concrete structures after construction
 Supervise and keep records of field tests on the structure making materials
 Check compliance of materials to the Technical Specification with respect to quality
Structural  Record daily site activities and report to the SE or DRE

Inspector  Check if benching is considered wherever such is recommended
establish equipment availability figures for each category of equipment
 Assist the Highway and Structural Engineers in checking and preparation of

engineering drawings
Draftsperson
 Execute as-built drawings upon completion of any part of the Works
 Assist the Senior Quantity Surveyor in interpreting engineering drawings
 Record of correspondences to and from the Engineer

Secretary  Secretarial work in respect of preparation of reports called for in the contract
 Receive messages and pass to the concerned consultant staff
 Check Processing of survey data

 Production of Digital Terrain Model (employed Soft Desk software)
 Supervise, review and check designs for road and minor drainage structures as
submitted by the Contractor
Highway
Engineer  Updating project quantities of work with the associated costs; and
 Follow up of the project progress in general
 Check Contractor’s working drawings
 Check As-built drawings as per the actual construction
 Review Engineering designs and documents, prepared by the design and construct
Contractor
 Check and approve analysis and working drawings and method statement made by
Structural the Contractor in respect of drainage structures
Engineer  Review Contractor’s proposed working drawing/plans and associated calculations in
respect of drainage structures
 Advice RE for approval or reject the proposals accordingly and identify any changes
required

Position Major Task
 Intermittently inspect the Works both under construction and completed, for
compliance with the Technical Specifications and the approved method statement
 Check and verify accuracy of measurements for structures during interim payment
certificate
 Work in discussion with the RE and ARE for matters requiring common solutions in
design and construction supervision activities
 Provide on-the-job training to the civil engineer assigned by ERA in respect of
structural matters associated with the project
 Inspection of the structural works for provisional and final acceptance
 Check and follow up the preparation of as-built drawings for structures along the
road
 Inspection of the structural works for provisional and final acceptance
 Check and follow up the preparation of as-built drawings for structures along the
road
 Check Contractor’s method of geotechnical investigations

 Supervise the foundation investigation and bearing value determination
 Supervise the foundation work of major and minor drainage structures
 Supervise, Check and approve ground investigation of the project route
Geotechnical  Check and approve slope stability analysis
Engineer
 Check and approve the subsurface investigations
 Report preparation regarding geotechnical investigation & allowable bearing
capacity evaluation which will be part of the engineering report
 Check and approve spoil areas proposed by the Contractor
 Investigate query submitted by the design and construct Contractor

 Handle claims submitted by the design and construct Contractor
 Follow up important correspondences between all parties
 Advise the Resident Engineer on correspondence
Claim Expert
 Review FIDIC/WB/ERA and related documents pertaining to contracts
 Prepare draft Tender Dossiers for different components of the project
 Prepare Special Provisions for the particular contract

Position Major Task
 Check Environmental Impact Assessment

 Check Contractor’s Environmental Control Plan
 Ensure proper implementation on the project as per the guidelines
 Ensure the minimization of the negative impact of the project to the society
Environmentalist  of the project influence area
 Check environmental mitigation management
 Supervise delineation of catchment’s areas and study of hydrologic analysis for all
structural designs works done by the Contractor
 Check and supervise hydraulic calculations for opening sizes of the drainage
Hydrologist/Hydra structures
ulic Engineer
 Check and supervise Contractor’s method of hydrology and hydraulic works
 Ensure the compensation rates, amounts and quantities that are determined by the
rate establishing committee are fair, correct and as per the relevant applicable laws
Right of Way and regulations
Management
 Translate data from ROW documents in to the land management software data base
Specialist
which will be developed by the Employer in the future
 Other works for right of way management
 Prepare a plan and activity schedule for the road safety assessment and inspection
 Prepare checklists for road safety assessment, inspections and recording of
deficiencies identified
Road safety and
safety audit  Review of preconstruction phase road safety audit carried out as part of the project
specialist design
 Carry out evaluation of road safety during construction phase
 Carry out evaluation of road safety for the post construction phase
 Assist in executing construction works in relation to road geometry

Junior highway
Engineer  Assist the Highway Engineer
 Assist in executing construction works in relation to soil and material

Junior pavement/
Material Engineer  Assist the Material Engineer

Position Major Task
 Assist in executing construction works in relation to drainage and structure works

Junior Structural
Engineer  Assist the Structural Engineer
 Assist in construction claim handling and management works

Junior Claim
Expert  Assist the claim expert
 Assist in monitoring the implementation of environmental and social impact

Junior mitigation measures
Environmentalist
 Assist the Environmentalist
4.3 Communications and Organization Chart
At site level all formal communications with the Representative of Employer (if assigned at site
level), Contractor and local authorities should be through the Resident Engineer
When writing to the Employer, Local Authorities and Contractor, the RE should sign as “Resident
Engineer”. In the absence of the RE, an A.R.E acting as his deputy should act on his behalf and
should sign as “for Resident Engineer”.
Besides, all the staff members shall communicate to each other either assigned horizontally on
parallel positions or vertically to subordinating or supervisory positions. In general, to smooth the
progress of work the line of the communication of the Supervision staff and Contractor’s
employees shall be on parallel level. All supervisors shall communicate with personnel assigned
by the Contractor on equivalent position. In view of this, the Contractor is required to notify the
position of his personnel.
In general, neither the R.E. nor member of his staff should give instruction to the Contractor’s
employee other than Agent, except in cases of emergency. However, arrangements may be
made between the R.E. and Project Manager (Contractor’s representative) for short-cutting this
procedure for example by allowing communication between Inspectors and Foremen. The R.E.
should satisfy himself that all arrangements thus made operate smoothly without generation of ill
feeling amongst the Contractor’s staff, who in some cases might resist receiving instruction in
this way.
The R.E should not communicate directly with the Contractor’s head office. In addition, the R.E.
should communicate with the authorities of the Client only through the Counterpart Engineer
assigned for this purpose. However, official communications can be copied to Construction
Contract Implementation Division o f the Employer.

Project Organization Chart

4.4 Approval Procedures

It is essential to ensure that appropriate procedures are established from the beginning of the
Works by which the Contractor seeks approval from the RE at the completion of each stage of
any construction process before the next is commenced, and that the RE thereupon formally
confirms his approval or rejection for work to continue. (For example, for an earthwork
embankment being constructed in layers, the acceptability of the material comprising the layer,
its thickness and compaction will be checked against the specified requirements on completion
of any layer, and before work on the subsequent layer is permitted to proceed.) By such means
a continuous, jointly agreed record is built up confirming the Contractor's request and RE’s
response.
Accordingly, the Consultant jointly with the Contractor will prepare “Request for Approval” form
containing:
 Date and time of submission of request for approval
 Contractor’s attachment to the request for approval i.e., tests results, compliance with
respect to geometrical tolerances.
 Approval/rejection by Consultant’s RE, inspectors, surveyor etc. and reasoning
 Date and time of returning the “Request for Approval”
The Contractor should obtain approval to commence any aspect of the work and to obtain
approval on completion; the RE’s team must not unnecessarily delay the Contractors as this can
give to a claim and needless expenditure of money. The RE’s team must check each stage of
the work as it proceeds and have any errors corrected. A final inspection should be made when
the Contractor says that he is ready to proceed to the next stage.
It is not the benefit of the project for Inspector/s to leave his/their Comment/s on work until the
Contractor has completed it. Comment should be made after the work is being done.
If testing is required the laboratory should be notified in good time. Test results should be made
known to the Contractor immediately.
4.5 Publicity and Public Relation

The R.E. is expected to act with good manners in publicity and public relations matters. In
general, the permission of the Client and head office should be sought before the R.E accepts
an invitation to appear on radio or television or interview to the press.
4.6 Program and Progress
4.6.1 General
During project implementation, main concerns are quality of work, completion time and
construction cost. Based on the General Conditions of Contract the Contractor is fully
responsible for the timely completion of Works. The contract states: “The Contractor… shall
proceed with the works with due expedition” and … “the whole of the works shall be completed

within the time stated in the tender… or extended time… if the Contractor shall fail… he shall
pay liquidated damages.”
Nevertheless, the Engineer can often see the overall progress position better than the
Contractor, thus he has the duty to:
 Provide the Contractor with information and necessary help and
 Exercise effective pressure on him at time when delay occur
Tender Documents and Contract Drawings should give

Quality
the Contractor as much information as possible,
including the risks that he must take. Nevertheless it is
critical that the Contractor familiarize himself with the
construction supervision methods and procedures
contained in these Guidelines.
WORKS
The Engineer must follow up with the Employer so as
to obtain timely decisions on relevant matters,
Time Cost particularly regarding the finalization of plans and
requirements, and press him on items which are the
responsibility of the Employer such as access to site,
ROW acquisition availability of permits, etc.
Throughout the project implementation, data should be

supplied to the Contractor in good time and early in the work the RE and Contractor should
jointly prepare a list giving the latest dates in of availability of working drawings, details of
provisional sums and other Pay Items.
4.6.2 Work Program

The Contractor is expected to submit his program together with construction details to the
Engineer, for his review and recommendation for the approval of the Employer.
A program is a tool to help progress and it must thus show the works in sufficient detail for
planning, mentoring and reporting purposes. The program needs to be supported by cash-flow
and equipment and manpower utilization schedules.
The over all program, once approved by the Employer, cannot be changed unless due to
approved Variation (or Change) 0rder, Suspension Orders or time extensions since these will
affect completion time, contract cost, price escalation and liquidated damages.
Nevertheless, the practice of having sub-programs at the site should be encouraged and
whenever the Contract is suffering slippage the Engineer should insist on the submission of
weekly schedules. This will assist in meeting partial targets (slippage of one week shall be
recovered within the succeeding week) to cope with monthly scheduled progress.

4.6.3 Monitoring Progress

The manner and speed of execution of the works are to be to the satisfaction of the Engineer.
The R.E. should jointly with the Contractor’s Project Manager lay-down the procedures for
progress monitoring.
At section level, reviews must be carried out weekly and at project level, twice a month to
monthly. The principal monthly progress meetings must be backed up reports and
updated/revised sub-programs.
The main purpose of the meetings would be to review:
- The availability and flow of information

- The progress of work
- Progress of sub-Contractors and suppliers if any
- The Contractor’s proposals for future activities
- Any obstacles currently hindering or likely to hinder the progress of work
- Proposed remedies
- Sub-program revisions
Special attention should be given to items/activities on the critical path. Notes of

agreed/required action resulting from these meetings should be circulated and acted upon
quickly.
4.6.4 Dealing with Delays

In the opinion of the Engineer should the rate of progress be too slow to ensure completion by
the prescribed time, the Engineer notifies the Contractor. The Contractor shall thereupon take
such steps as the Contractor may think necessary and the Engineer may approve to expedite
progress so as to complete with in the time for completion”.
Whenever the Contractor is late, or going to be late, for a particular work item, this should be
brought to his attention in writing or at monthly meetings. The Contractors must then submit in
writing his redial proposals. Remedial measures may include
i) improving the site organization:
ii) augmenting the quantity of equipment:
iii) increasing the labor force and/or
iv) Extending the working hours.
If progress does not improve it may be necessary to institute weekly scheduling subject to
review during corresponding weekly meetings. These are intended to keep a firmer grip on the
situation but, at the same time, to ensure more flexibility.

Often, time delays are closely related to the Contractor’s cash-flow problems which result in a
lack of financial support to the Site organization. Typically, indicators of lack of financial support
are:
i) delayed payment of salaries and wages,
ii) short-age of fuel and spare parts,
iii) shortage of construction materials and
iv) Claims emanating from subcontractors/suppliers, amongst others.
When such occurrences happen, the R.E should report them to his Head Office for these
matters to be discussed at the Employer and Contractor’s Management level.
4.6.5 Dealing with Substandard Works

If the standard of the Contractor’s work is unsatisfactory, the R.E. should call for corrective
measures. With the powers delegated to him, he may also:
1. Compel the Contractor to demolish bad work and reconstruct it properly
2. Halt part of the work, if necessary, for its proper execution
3. Minimize interim measurement against temporary works
4. Request replacement of incompetent staff
However, the use of these powers may cause a deterioration of relation between the R.E. and
Contractor’s Project Engineer, making effective supervision more difficult. Hence they should be
used only after persistent efforts to improve matters through close coordination and carefully
supervision.
If the Contractor neglects to remedy such situation the R.E must inform his Head Office for the
Head Office/Employer to apply pressure on the Contractor’s Management.
Incase of an exceptionally difficult Contractor, the R.E may have to resort to a recommendation
that.
1. a certificate is withheld or reduced
2. The Project Manager is replaced or
3. The contract is terminated/expelled whenever the Contractor “is not executing the works
in accordance with the contract or is persistently or fragrantly neglecting to carry out his
obligation”
The power delegated to the R.E. are intended to give weight to his effort to achieve effective
supervision, but the R.E. should resort to such powers only after having exerted all other means
and effort reach an amicable and supportive settlement to carry out the works in a proper
manner.

4.6.6 Supply of Information to Contractor

Tender Documents and Contract Drawings should give the Contractor as much information as
possible, including the risks that he must take. Nevertheless it is critical that the Contractor
familiarize himself with the construction supervision methods and procedures contained in these
Guidelines.
The Engineer must follow up with the Employer so as to obtain timely decisions on relevant
matters, particularly regarding the finalization of plans and requirements, and press him on items
which are the responsibility of the Employer such as access to site, ROW acquisition availability
of permits, visas, etc.
Throughout the project implementation, data should be supplied to the Contractor in good time
and early in the work. The RE and Contractor should jointly prepare a list giving the latest dates
in or the availability of working drawings, details of provisional sums and other Pay Items.
4.7 Financial Reviews
4.7.1 General
It is good practice to Review the estimated final cost of all contracts every quarter, or earlier if
considered necessary, and report to the Employer the estimated final cost and completion date.
4.7.2 Information Required

The information normally required by the Employer is their phased financial commitment and the
anticipated completion date for and operational purposes.
Essential information, such as cost and completion date, can be indicated on a single graph or
table, showing actual and anticipated expenditure against time. Explanations of any major
fluctuations in cost can be given on an accompanying sheet together with the reasons for any
change in completion dates.
Back-up date/information can be prepared by the P.C. This should include a list of claims
submitted, but not yet decided, with their anticipated costs.
The P.D (Head office) must pay special attention to ensure that changes decided upon or under
consideration, of which the PC may not yet be fully aware, are included in the Review submitted
to the Employer.
4.7.3 Rationale of the Review

Contracts are monitored with a progress Chart by category showing contact cost, progress and
completion time. The chart should be approved by the Employer prior to the start of the works
and it can subsequently be revised only after the Employer’s approval of variation orders and/or
time extensions due to suspension orders.

Such variations usually go through a long progress prior to approval being gated for the revision
of the progress Charts.
The proposed quarterly Financial Review is therefore a means to keep both the financial status
and implementation time of the contract updated.
4.7.4 Vehicles
For the Contractor’s vehicles the RE should check the policies to ensure that they cover the third
party risks, including passengers, when driven by the Engineers Staff as sometimes these may
be used as replacement vehicles. For vehicles supplied for the specific use of the Consultant
check whether these are covered by comprehensive insurance policies. During the course of the
contract the RE should examine receipts for premiums and ensure the policies are update to
account for variations/time extension that may have occurred.
4.8 Contractor’s Cash Flow Problems

An easy cash flow condition will certainly help the proper and timely completion of the work.
This can be eased by arranging suitable advance, by speeding up payments and by minimizing
lines of communications.
4.8.1 Payments
The Engineer should make his best efforts so as to minimize delay in payment:
a. Interim Measurement – Should not quibble over minor details and estimate what ever is
reasonable
b. Certificates- Should not wait for submission of claims by the Contractor before starting
the measurement. Daily measurements of accomplished work should be made available
by inspectors; after that it is only a matter of compilation. At any given time the RE should
be aware of the value of the work done and of the materials on site. The Engineer should
determine the measurement and not the Contractor.
c. Payment by employer- Submission of interim certificates shall conform to the approved
flow chart given with these guidelines, the maximum time frame for payment is indicated
in the flow-chart.
d. Variation Orders (V.O’S) and Claims- RE must press for prompt action on V.O.s
(possibly allocating a member of their staff for this job). The Contractor should be
pressed to submit proper details and rates so that early settlements can be made.
Quantities and rates covered by V.O. can be paid only upon approval of the Employer,
with some exceptions. RE must follow the relative flow- chart given with these guidelines.
4.9 Extension of Time for Completion

Often circumstances occur which delay the completion of the work. Some circumstances are
outside the control of the Contractor in which case he may be entitled to an extension of time.
The effect of such an extension is to postpone the date of application of liquidated damages. A

Time Extension (longer duration of the Contract) also affects the computation of the price
escalation and the application of time related items of work.
4.9.1 Circumstances Leading to Time Extension

The following circumstances justify an Extension of Time:
a. Extra or additional work, provided that the affected activities are on the critical path of the
PERT/CPM network:
b. Unworkable day in excess of the number of rainy/unworkable days predetermined in the
tender documents;
c. Delay due to major calamities;
d. Failure to grant possession of site;
e. “Meritorious Causes” as determined by the Engineer and Employer for events beyond
the control of the Contractor and of the Employer.
Except for (a) which would be dealt with by means of Variation orders (C.O, E.W.O and S.A), all
other circumstances are dealt with by suspension order and Resume Orders.
Suspension should be claimed by the Contractor “as soon as practicable” after the
circumstances have arisen by a Suspension order can unilaterally be issued by the R.E.
whenever the safety of the works or lives are at the stake.
Suspension of the works can be for a total shutdown of operations or for sections of work. The
works can be resumed, by means of a Resume order, as soon as it is practical.
Suspension order and Resume orders must be submitted to the Employer together with a
Special report describing in detail the causes and effect of the suspension (supported by a
photographic report) and recommending the corresponding Time Extension (CTE) to be granted
to the Contractor.
In case of a total “Shutdown” the CTE is the number of days from the time of Suspension to the
time of Resumption.
Otherwise, in case of partial Suspension, the CTE should be evaluated on the basis of the
PERT/CPM diagram. Activities to be considered are those falling in the critical-path and
computation are to be made on the original outputs.
The recommended CTE is therefore subject to the employer approval of the S.O.R.O and
Engineer’s recommendations. The approval by the Employers is also conditional upon an
evaluation by the coordinating consultants.
On the approval of the CTE the Contractor must promptly revise the Original progress schedule
accordingly. The Engineer should make sure that the revision is done properly or the original
schedule will not be altered.

A common approach by Contractors is to try to revise the original schedule to use the actual
starting date in such a manner that slippages will be reduced or nullified. This is not permissible.
The effect of suspensions and CTE is that both original schedule and actual progress should be
“flat” and moved the same number of days as per approved CTE. The CTE can be graphically
reflected and shown in the progress chart together with its S.O. and R.O. number.
4.10 Extra Payment

There is no automatic right of the Contractor to reimbursement of overheads for an extension.
The Engineer therefore should not be prejudicial in the consideration of extensions of time by
real or anticipated claims for overheads.
Typically the word “claim” appears to be an emotive one-and for little reason. Payments made
under a claim are those to which a Contractor is entitled. There are, infect, clauses in the
Conditions of Contract under which such additional payments may be due.
One reason for the emotion is that many Contractors have difficulty in formulating their request
for additional payment; this results either in their submitting (and arguing about) a half-baked
request about which they have not really though, or in their leaving difficult questions until the
end. Again, some Contractors tenaciously pursue groundless claims in the hope of getting
something.
These factors tend to lead to considerable correspondence and loss of mutual confidence-some
of which is avoidable. In an attempt to minimize correspondence and argument, the following
action is recommended:
(a) For design changes, a draft V.O. should be issued with, or soon after, the relevant drawing is
made.
(b) It should be pointed out to the Contractor that, on matters of additional payment, the burden
is on him to make a request before costs are incurred, not afterwards when nothing can be
done to minimize them.
Encourage the Contractor to submit a summary of his requests. This should help him
formulate the claim and minimize delay, muddled thinking and groundless claims. (In many
cases this might replace several weeks of misunderstood correspondence)
(a) If the principle of his request is acknowledged, a draft V.O should be issued;
(b) If the principle is not accepted (or, alternatively, if the Engineer sympathized with the claim
but it is not contractually sound), the Contractor should be clearly informed of the Engineer’s
reasons.

4.10.1 List of Clauses under which the Contractor may be due additional payment
 Ambiguity or discrepancy in Contract Documents
 Physical conditions or artificial obstruction, which could not have been reasonably
foreseen.
 “Excepted risks”
 Damage to person and properties
 Payment of fees
 Extraordinary traffic
 Other Contractors
4.10.2 Contract Completion/Taking-Over
4.10.2.1 Substantial Completion

“Once the project reaches an accomplishment of 95% of the total contract amount, the contract
time may be suspended and the Employer upon the request of the Contractor may create an
inspectorate team to make a preliminary inspection and submit a punch-list to the Contractor in
preparation for the final taking-over of the project.
Substantial completion is therefore a minimum of 95% of the total value of works, provided that
all major items are 100% completed.
Upon reaching this condition the Contractor shall submit a request to the Engineer. The request
must be supported by computations showing the actual progress, together with a list of
outstanding works.
The Contractor’s request shall be verified by the Engineer and if found to be correct the
Engineer shall:
i) prepare a recommendation/ request to the Employer to form an inspectorate team for the
provisional taking-over;
ii) Suspend the contract time at the date of the Contractor’s request.
In case that the Contractor’s request does not meet the minimum requirement, the Engineer
shall so notify the Contractor and the process will be readjusted to a later date.
4.10.2.2 Provisional Taking-Over

Upon certification of the Engineer of the substantial completion and lists of:
i) Outstanding works and
ii) Deficiencies, an inspectorate team organized by the Employer shall visit site to conduct the
first inspection. For this the following should be made available.
At the Site Office

- As-built drawings
- Final Quantity Computations
- Draft of Final Change Order

- Updated List of Deficiencies

- Correspondence Files
- Laboratory Tests by Category of Works
The inspectorate team should include, but not limited to, the following:
From the Employer

- Representative of Employer (Engineering and Regulatory Dept.)
- Counterpart Engineer
- District Manager or his Representative
From the Engineer

- Project Coordinator,
- Resident Engineer,
- Pavement /Materials Engineer
- Senior Surveyor.
- Laboratory Technician
The date of the inspection will be determined by the Employer in consultation with the PC. The
activities will start with an assessment meeting to be chaired by the R.E., then the PC will
organize the office and the field activities to be conducted simultaneously for
geometric/measurement; and quality control conveyed to the Consultant’s team leader for
discussion and a verification meeting. Official minutes of the meeting will be prepared to record
findings and conclusions. The minutes will be signed by the members of the Inspectorate team.
Outstanding works and defects shall be listed/ evaluated and a corresponding Grace Time shall
be granted to the Contractor for the completion of works. Grace Time is so called because the
contract time was frozen with the Contractor’s notification of substantial completion, thus the
time granted in the minutes is not counted. Besides the grace-time the minutes shall also carry
the agreed date for the final inspection.
4.10.2.3 Certificate of Completion/Taking-Over (Final Inspection)

One the date set in the minutes for the Final Inspection, all outstanding works and defects
should be completed to 100%, and the Engineer shall request the Employer to mobilize,
wherever possible, the same inspectorate team.
Should the Contractor be late and the inspection not feasible the Engineer shall notify the
Employer giving reasons and recommendations about further actions deemed necessary.
The site activities for the final inspection will follow the pattern of the first inspection. The
resulting minutes should clearly state whether the works are 100% complete. Whether there are
still defects and whether additional time is recommended or whatsoever defects are to be
undertaken during the Defects Liability Period.
In case of certification of completion/taking-over, the date of the minutes is the starting date the
Defects Liability Period is stated in the Contract’s Appendix to Tender.

Prior to concurrence on the minutes the Engineer shall make sure that the Contractor has
furnished with the maintenance bond.
Together with Certification of Taking-Over the Engineer shall turnover to the Employer the
following documentation:
- Laboratory Test Results
- Original As-Built Drawings
- Final Accounts
- Final Change Order and Last Interim Certificate for payment (prior to the final/certificate
which is issued only at the end of the Defects Liability Period) that shall be based on the
Approved Final Change Order.

5 CONSTRUCTION SUPERVISION
5.1 Supervision to be Effective

Good working relations between the RE’s and Contractor’s staff: confidence between the PD
and Employer and between the RE and the Contractor’s Representative are essential for
effective supervision.
It is equally important to gain the Contractor’s trust. This can be achieved at the early stage of
the contract, by the supervision consultant Engineer when the Engineer’s knowledge of the
works in great that of Contractor, offering the Contractor all necessary helps and information
concerning the contract. It is thus important, if the RE is new to the project, that as early as
possible he is fully briefed on all aspects of the project by the PC (having had the longer
connection with the project) who should ensure that a maximum effort is made in order to help
the Contractor.
Construction Supervision works are sub divided into two phases, which are Mobilization and the
Main Works phases. Accordingly, the activities scheduled for each phases are presented here
below:
5.2 Site Issues during Mobilization

The following tasks are site issues that would be undertaken during Mobilization Period.
Task
Description Responsible Checked By
No.
103 General Site Assessment RE PC
106 Verification and Re-establishment of
Ground Control and Survey Stations SS
RE
and Topographic Surveying
107 Liaison in Assessment of
Compensation with respect to Right- SS RE
of-Way
108 Assessment of Land Acquisition
SS RE
Status and Recommendation
111 Detailed Record of Contractor’s
IW RE
Equipment Mobilization
112 Joint Meeting with Contractor RE RE
113 Establishment of Construction
RE RE
Supervision Manual
117 Follow up of Contractor’s
IW RE
Establishment
118 Quality Assurance RE RE
119 Review the Contractor’s Proposal for
RE RE
the Construction of Diversion Roads

Task
Description Responsible Checked By
No.
120 Site Diary IW RE
121 Traffic Count IW RE
Additional
Verify Contractor’s motor pool RE RE
Arrange temporary facilities for the
RE RE
staff including vehicles
Arrange with Contractor for personnel
RE RE
to be assigned to RE’s Office
Identify measure to be taken for
RE RE
Protection of the Environment
Verify calibration of Laboratory
PME RE
Equipment
Establish Work-request System and
also monitoring, testing and reporting PME RE
system
5.3 Site Issues during Main Works Phase

By the completion of the Mobilization period, the works will have commenced and the full
supervisory team will be available/mobilized to site. We have described our approach to
the major supervision tasks in terms of their contribution to the achievement of the
objectives stated in the TOR.
5.3.1 Main Works Phase
5.3.1.1 Summary of Activities during Main Works Phase
Task
Description Responsible
No.
301 Issuing Drawings and Supplementary Information to RE
the Contractor
302 Liaison with ERA RE
303 Liaison with Regional Administration RE
304 Verification and Re-establishment of Ground Control SS
and Survey Stations
305 Modification to Design and Specifications RE/SE
306 Land Slide Investigation GE
307 Revision of Contractor's Method Statements and RE/QS
Proposals
308 Day-to-Day Record Keeping RE

Task
Description Responsible
No.
309 Recording and Analyzing the Contractor’s RE
Equipment
310 Reviewing Contractor’s Working Drawing RE
311 Preparation and Compilation of As-built Drawings RE
312 Checking of Setting Out of the Works RE
313 Monitoring of Progress of Work RE
314 Approval of Sub-Contractors RE
315 Resolution of Contractor’s Queries RE
316 Site Meeting RE
317 Quality Control of Materials RE
318 Inspection of the Works RE
319 Site Measurement and Interim Payment Certificates RE
320 Alerting the Client on Delay to Payments and validity RE
of insurances/Guarantees
321 Analysis of Contractor’s Request for Extension of RE
Time for Completion
322 Report on Construction Cost and Completion Date RE
Routinely
323 Environmental Protection RE
324 Additional Sources Material Investigation and RE
Inspection of Proper Utilization
325 Traffic Count RE
326 Ensure Safe Working Practice RE
327 Implementation of Sexual transmitted disease RE
protection program
328 Training RE
329 Photographs RE
330 Initial Handover/Certificate of Substantial Completion RE
5.3.1.2 Quality Control
a) Earthworks
Classification of Earthworks Materials
The general classification of suitability or otherwise of soils will be done by the laboratory after
testing. However, experience gives a good indication and the following is suggested to
inspectors. For instance, one can pick up a handful of material and roll it into a ball and see what
happens. Is it sticky and messy or does it crumbles? One should try to relate these conditions to
the laboratory moisture content and can make a good guess.
Look at the top surface of the earth when equipments in particular trucks, run over it. If the
movement under the wheels is small (in the order of 25mm) then the material should normally be

acceptable. If the movement is grater than 25 mm inform your superior and advise the
Contractor that you have doubts.
If surface cracking occurs, try to establish if this is more than a few centimeters deep. If it is only
on the surface there is probably no problem. However, if the cracks are deep consult your
superior and inform the Contractor.
Look at the excavation area as well as the fill areas. Always check that both cuts and fills drain
naturally.
Check with your superior over approvals for all tip areas, stockpile areas and borrow areas. Note
these in your Daily Report.
Explosives and Blasting
The Contractor should keep the R.E informed as and when he intends to use explosives. The
R.E. must check that all permits and safety precautions are taken when blasting is carried out.
Excavation of Cutting
If the material from the cut is to be used in fill areas the inspector should check that sufficient
spreading and compaction equipment is on site. The Contractor should submit to the R.E. A:
work request” form for this and the R.E. must check on the equipment available before signing
off the appropriate section of the “work Request”
It is the Contractor’s responsibility to keep such excavation dry either by temporary drainage or
pumping.
The inspector should check that the Contractor maintains natural drainage out of and away from
the excavation wherever possible. Water which is uncertainly trapped in an excavation or within
fill material can cause problems if the underlying ground is soft.
If the Contractor fails to keep the excavation dry any remedial works which may be required will
be at his expense.
Where fill is to be placed unavoidably on ponds or on weak material, granular fill will normally be
used. Compaction will either by tracking with a bulldozer or with a roller after about meter depth
has been placed.
Where granular fill is placed on week material a filter fabric may be required. Care must be taken
to see that the filter fabric is not ripped or punctured.
On the top of all rock fill, one or more blinding layers are required to seal the surface and prevent
loss of fine material from the next layers of fill.

Excavation below Embankments and Below Formation Level in Cuttings

Inspectors will generally be told by the R.E. if unsuitable material is to be removed from existing
ground below an embankment. However, before filling commences the inspector should walk
over the area and check. Any area of doubt should be drawn to the attention of the RE. This is to
be considered before signing off the corresponding section of the “work Request”.
It is the Contractor’s responsibility to keep such excavation dry either by temporary drainage or
pumping.
The inspector should check that the Contractor diverts natural drainage out of and away from the
excavation wherever possible. Water which is unnecessarily trapped in an excavation to within
fill material can cause problems if the underlying ground is soft.
If the Contractor fails to keep the excavation dry any remedial works which may be required will
be at his expense.
Where fill is to be placed unavoidably in standing water or on weak material, granular fill will
normally be used. Compaction will either by tracking with a bulldozer or with a roller after about I
mere depth has been placed.
Where granular fill is placed on weak material a filter fabric may be required. Care must be taken
to see that the filter fabric is not ripped or punctured.
On the top of all rock fill, one or more blinding layers are required to seal the surface and prevent
loss of fine materials the next layers of fill.
Excavation of Pits and Trenches
The side of pits and trenches should be safe.

Excavations for foundations are normally battered to a safe angle unless and otherwise ordered
by the Engineer. The width of trenches shall be sufficient to allow for proper laying, bedding and
backfilling of culverts.
Any over excavation and subsequent back filling will be at the Contractor’s expense.
If the inspector considers an excavation dangerous he should not enter it. He should inform the
Contractor and his superior.
Backfilling of Pits and Trenches
All backfilling must be in accordance with the specification.

All temporary supports particularly timber must be removed as the backfilling proceeds.
Forming Embankments and Other Fill Areas

Only material that is classified as suitable by the laboratory should be used in embankment fill.
The permitted layer thickness should be ascertained from the inspector and based on “Trial
Section” results. The inspector can exercise a degree of judgment. A tolerance plus 25% on the

layer thickness is permissible. For any thing over this the Contractor should be made to reduce
the layer thickness.
An easy method of checking the layer thickness of un compacted material is to push in length of
20mm steel rebar until it meets reasonable resistance (i.e. the top of the layer below) and check
the depth of penetration. To save measuring a line can be painted on the bar at the maximum
permitted depth including tolerances.
Where density has to have the moisture content reduced the inspector should arrange to have
the moisture content checked. Bear in mind, however, that the performance of the material is
important. If on compaction there is little or no movement under a wheel load there is probably
nothing wrong.
Where density determination is the acceptance criteria the inspector must inform the laboratory
in good time.
The inspector should check that compaction is carried out to the edge of embankment. He
should remember that side slopes are to be trimmed and that un-compacted portions should re
rejected.
Where an existing embankment needs to be widened, the inspector should check that benching
in accordance with the drawings is followed by Contractor.
The inspector must always ensure that the method of working gives material drainage.
Where rock fill is required it should be graded so that is can be placed in layers not exceeding
1.00 mere. Compaction may be by means of tracked machines or grid roller. A blinding layer is
required to seal the surface.
Back fill to culverts must be brought up evenly on both sides of the structure.
If the Contractor wishes to use the competed embankment as haul route he will be expected to
provide reshaping and re-compaction at his own expense.
Movement of heavy equipment near the edge of embankments under stage loading can also
affect the stability of the edge of the embankment. The inspector should warm the Contractor of
this and, if he does not listen the warning, inform his superior.
Materials
The Inspector should ensure that he is aware of the correct materials that are to be used at any
location.

When materials arrive at site they should be checked for dimensions to ensure that they are
correct according to the drawings or as approved by the Engineer.
The material should also he checked for quality. Any materials that are obviously defective
should be rejected and the Contractor be told to remove them from the site. If there is any
resistance on the part of the Contractor whenever he is told to do this, the inspector should
inform the R.E. In the case of minor changes the inspector should refer to the R.E. for his
instruction as to whether or not the material can be used.
Setting Out
The primary setting out will be done by the Contractor and checked by the Consultant’s
surveyor. The Inspector should ensure that the necessary requests are sent to the surveyors in
good time.
The Inspector should check the setting out by eye particularly the invert level of any type of pipe
or culvert relative to the water course that is going to flow through it. If the invert appears higher
at any point than the stream bed or significantly lower, the Inspector should inform the R.E and
find out whether the invert level should be adjusted.
The secondary setting out is usually offset by tape from reference points and this should be
checked by the Inspector.
Excavation
Unless classified as unsuitable by the Laboratory tests, the excavated material may be used for
embankment formation.
The Contractor will be instructed either through the drawings or by the Resident Engineer, if soft
material is to be removed from the formation. The Inspector should check to see whether soft
materials remain after the specified depth has been removed; if so the R.E should be informed.
The R.E can then decide weather more excavation is to be carried out.
On completion of any excavation of soft materials the volume of excavation must be measured.
If it is a large volume then this should be done by the surveyors otherwise it should be done by
the Inspector. It is important that this be done jointly with the Contractor’s representatives and
the records signed.
During any excavation for culverts and pipe, the Inspector must examine the ground for any
potential failure of the excavation and notify the Contractor immediately.
The Inspector should find out what material is to be used for backfilling, and ensure that it is
placed and compacted in accordance with specifications.

b) Drainage
Bedding
The Inspector should find out from the drawings the type of bedding that is to be used for each
location.
The bedding should be properly compacted, shaped and leveled to the correct slope for the
pipe. The inside of the pipes shall be smooth with no displaced joints.
Laying Pipe
Pipelines for any drainage works must he laid true to line and level. The pipes shall be laid hard
up against each other so as to obtain tight joints. Ogee type pipes must be laid with the spigot
end pointing down stream.
The materials must be handled carefully by the Contractor and in accordance with the
specifications.
In concrete pipe rings, the joints must be checked to see that they are acceptable. When
mortared joints are used the inspector must check that these are neatly finished and the mortar
well rammed in to place.
The material which is to be used for backfilling must be ascertained. Where filter media is
required, ensure that the laboratory gradation test has taken place.
Backfilling is to be carried out uniformly on both sides of a pipe to prevent displacement.
Ditches/Canals
Open drain excavation shall consist of re-excavating or excavating open drains and channels
inside or out side the road reserve, including channels to direct the course of streams, all as
shown on drawings or directed by the Engineer. Open drains shall be constructed true to line,
grade and cross section and shall be so maintained for the duration of the contract. Care shall
be exercised to avoid excavation below the required grade for the drains and any excavation
carried below the required grade shall be back filled with suitable material and compacted to the
required density at the expense of the Contractor. The inspector should always check that he
knows the invert width and the required side slope.
Local undulations in the existing ground may result before the Contractor leaves the area, the
contractor has to clear the area before leaving remembering that remobilization of the equipment
and machinery costs money.

c) Pavement
General Basic Information
a. Before pavement construction can be allowed it is necessary for both the horizontal and
vertical alignment to be confirmed by the Resident Engineer.
b. The level of the formation will be confirmed to the Contractor in writing by the Resident
Engineer giving the required thickness of sub base. This information will be given to the
Inspector by the RE.
c. On the embankment areas the width of the earthworks should be checked to ensure that
the minimum embankment width has been constructed and that the compaction of the
slope is satisfactory.
d. The detailed method of setting out will vary between different Contractors and will be
agreed by the Resident Engineer. Essentially, some form of markers will be required at set
intervals (and usually 10 meter) along the road to enable the line and level to be controlled.
Normally these are lengths of steel rebar hammered in to the sub grade.
e. Checking of both line and level will be done by R.E’s Surveyors
f. The inspector should always “eye in “the pins to see that they give an acceptable
alignment and grade.
d) Sub grade Formation
Checking Formation
a) If the Contractor has allowed the earthworks to be trafficked by earthmoving equipment,

he will have to re-shape and re-compact the layer.
b) The CBR/ compaction of the earthworks will have been checked by the laboratory and
the thickness of sub base confirmed to the Contractor.
c) The tolerance or the formation level is plus 20mm and -30mm. The finished work should
be between these limits.
d) When the formation level has been prepared a fine nylon line should be stretched
between the markers on the setting out pins and the distance between the line and the
earth measured. If the measurement (“dip”) shows the formation to be high the
Contractor must remove the surplus material.

e) If the dip shows the formation to be low the Contractor should scarify to a depth of
150mm add more material and re-compact. However he Contractor may prefer to lay a
great depth of sub base. This is acceptable but the inspector should inform the R.E. the
inspector should also check to see that the maximum layer thickness of sub base will not
be exceeded.
f) The levels (dips) which are accepted should be recorded with the Contractor on the
standard dip sheet and signed by the inspector and the Contractor representative.
g) Since the cross section are 10m apart, the inspector should check by eye that the areas
in between are reasonably smooth i.e. no humps or hollows. If in doubt check by using
the nylon line diagonally across the carriageway.
e) Sub Base and Base Course
Material
a) The gradation and the plasticity of the stockpiled material must be checked by the
laboratory and the inspector should ensure that the stockpile is approved.
Spreading and compacting
a) Sub base is normally spread from tipped piles by grader or spreader box. The inspector
must watch to see that segregation is not taking place. If it does occur the inspector
should draw this to the attention of the Contractor and ensure that the material is properly
mixed.
b) Compaction of sub base is by the end result method. That inspector nevertheless must
obtain information from the Contractor as to the equipment that he intends to use and
determine the required number of passes through trial section.
c) If there is no specific requirement for moisture content: Then inspector should remember
that material which is either too wet or dry will not be compacted.
d) Before a layer is covered the inspector should inspect it carefully for transverse or
longitudinal cracks. These will indicate that something is wrong with the layer the material
is to be spread.
e) Before compaction the layer should appear to have an even surface without humps or
hollows. The Contractor will give an allowance for compaction when he spreads the
material.
f) After compaction the surface tolerance must be checked by dipping. These dips must be
done jointly with the Contractor and the Contractor should sign the dip sheet.

Finished level
a) Areas that are outside tolerance on the high side should be reduced in level by grading
and the surplus material is removed and re-compacted. Low areas should be scarified
addition material added and the whole area graded and re-compacted.
b) As far as possible, trucks bringing in material should not run on the formation.
c) Once the formation has been compacted no further construction traffic should be allowed
on the area until the next construction course is laid.
f) Prime Coat
Material
The prime coat is cut back bitumen, which is made liquid (low viscosity) by adding kerosene
complying with BS 3690 and / or AASHO M82
Application
a) The prime coat is spread on to the surface of the aggregate base, normally using a
tanker with a spray bar at the back
b) The rate of spread is controlled by the forward speed of the tanker.
c) The tanker should have a special speedometer for slow speeds to enable the speed to
be controlled with in the limits.
d) The rate of spread and thus the forward speed will be determined by the Pavement/
Material Engineer.
e) The Inspectors must watch carefully to see that the jets are giving an even spray. If they
are not, Contractor must be informed immediately to clean the jets. If there is excess
prime coat at the start or end of a run this should be blotted with sand so that it will not
affect the asphalt concrete base course.
Acceptance
a) The prime coat as laid will be a dark brown film on the wet mix which should be of a
uniform cover.
b) The brown color will turn black as the kerosene evaporates and the material will lose its
stickiness.
c) Once laid no traffic should be allowed on the surface until the asphalt concrete base
course is laid.

g) Bituminous Leveling Course
Material
a) The design of the asphalt leveling course will be approved by the Resident Engineer after
reviewing the laboratory tests:
b) The Inspector should make a visual inspection of all loads to check that all stone are fully
coated with bitumen and reject the truck load of material if there is uncoated stone.
c) Check each load for appearance in respect of segregation, bitumen content whether it is
excess or deficient , contamination and overheating etc. (Note: due smoke indicates over
heating: a stiff mix or uncoated material may mean that the mixing was too cold: if the
load is flat in the back this may mean too much bitumen: if the mix looks lean this may
mean too little bitumen):
d) Samples should normally be taken every 300 tones or 200m of carriageways but
additional samples should be taken if the material does not look right;
e) The temperature of material from each truck-load should be taken and should be in the
range 105 to 130 Degree. If slightly outside these limits the material may be used after
being sent back to the asphalt plant to adjust the temperature in mixing. If well outside,
material should be rejected.
Laying and Compacting
a) Asphalt concrete base course is laid by paving machines that are normally wire guided
for level.
b) With the approval of the Resident Engineer it may be permissible for the Contractor to lay
a constant thickness of material provided that the surface tolerance of the base course is
within the +600 required for asphalt concrete base course;
c) Which ever method is adopted, the Contractor will have to make an allowance for
compaction of the thickness of the course, usually 20 % of the course thickness. Again a
trial section is recommended.
d) Compaction will be by means of smooth wheeled rollers and PTR’s. The rolling
temperature should be checked (not less than 122 Degree).
Acceptance

a) On completion of Compaction, the surface tolerance must be checked by dipping and the
results recorded and signed by the Senior Surveyor and the Contractor.
b) Rectification of material that is out of tolerances is not possible with Asphalt concretes.
The Inspector should report these findings to his R.E who will take a decision on the
remedial measures necessary.
c) Compaction must be checked by taking cores. The Inspector should ensure that the core
holes are properly refilled.
h) Asphalt Concrete Wearing Course
The criteria laid down for the Base course apply equally to the wearing course.
There are two points of differences:
a) The Contractor is normally allowed to lay a constant thickness of material
b) The rolling must always finish with a tandem smooth wheeled roller to remove any track
marks that may be induced.
Acceptance
a) The dipping must be carried out as before and signed by both the Inspector and
Contractor.
b) The dipping only confirms the construction at the 10 meter cross section intervals. Other
tests must be used such as the static straight edge;
c) Details of work required to be carried out using these instrument will be detailed by the
pavement/ Material Engineer.
d) The acceptance of the wearing cause is on density basis determined from cores taken
from the finished work. Unless these are properly compacted when refilled they are
shown up as depressions. The inspector must carefully monitor the Contractor when core
holes are being refilled.
i) Structures
False work

False work shall consist of, purpose made or proprietary timber or metal props, beams or ties
adequate to support the forces imposed during construction of the concrete structure without
excessive deflection.
False work shall be erected in accordance with the approved drawings incorporating such
modification as required by the Engineer.
The Contractor shall take precautions to prevent deterioration of foundations during the course
of construction.
The false work shall incorporate features, which will permit adjustment to the alignment of the
form work to neutralize the expected settlement and deflection under load.
Detailed plans for the construction of the false work that will support formwork as prepared by
the Contractor will be reviewed by the R.E. This review will be guided by the following
considerations:
a) Material and configuration of the false work adopted for the project will be evaluated
against the incidence of floods at the site during the period of construction.
b) The axial bearing stress of vertical members shall not exceed the axial bearing stress
allowed for the material of the false work under permanent loading.
c) Sole plates at the foot of the vertical members shall be of such size as to impact lower
pressure on the bearing soil for the purpose of minimizing settlements. The anticipated
value shall not exceed the permissible value.
d) Lateral supports and diagonal bracings in both longitudinal and traverse directions will be
checked for adequacy.
e) Magnitude of elastic shortening and settlement that will be sustained by the vertical
members and by the bearing plates respectively must be calculated and must be allowed
for in establishing the level of the formwork
Establishment of the alignment and of the elevation of the points of support of the form
work shall be controlled by the use of Engineer’s transit and Engineer’s level. The transit
and the level shall be positioned on firm ground or on a firm platform constructed for the
purpose and must be protected against disturbances.
Formwork
In general formwork shall be constructed of sound， well-seasoned timber and/or plywood.

The formwork should be sufficiently rigid to prevent undue deflection during the placing of
the concrete. Similarly, strutting and ties to form should be strong enough and well secured

to avoid undue strain. The structural inspector should check the Contractor’s detailed
formwork proposals before construction.
Form work will normally be of the following classes:-
a. F3 for all exposed surfaces of kerbs, parapets edge beams soffits of deck slab
and pre-stressed girder/beams, columns, crossheads, wing walls and abutments
of bridges and internal faces of vehicular, pedestrians, and drainage box culverts.
b. F1 for most other surfaces.
c. F2, F5 and F6 finishes will only be necessary in exceptional circumstances and

the R.E will advise the structural Inspector about this.
The formwork shall be set to line and level within the specified tolerance and shall include
any camber which may be required. Inspection by eye along the top of a form will reveal
very clearly to the Inspector if it is out of line, measurements can be made from a string
line set between corners.
The joints should be sufficiently tight to prevent loss of grout from the concrete. A useful
indication of this is to look for daylight through joints which are not tight enough.
To prevent damages to the concrete, the surface of the form must be coated with a release
agent prior to concreting. A hardwood fillet shall be fixed to the formwork to form chamfers
25mm x25mm on all external corners of the concrete.
Immediately before concreting all shavings, loose wires and other debris shall be removed
from within the formwork.
All formwork shall be removed without damages to the concrete in appearance, strength
and durability. Where it is intended to reuse form work, it shall be cleaned to the
satisfaction of the Engineer.

6 DEFECTS LIABILITY PERIOD
6.1 General
There are instances when the Employer and Contractor do not appear to understand their
obligations during the Defect Liability Period and the following note has been prepared to help
clarify the various responsibilities. The purpose of the Defects Liability Period is to allow time
after completing construction for defects in the Works to come to light and to be put right by the
Contractor while he is still on call. It is not a period during which the Contractor has to rectify the
effects of fair wear and tear free of charge.
The Maintenance Period
In most of contracts, the Defects Liability Period runs for twelve months from the date when the
works are completed. During this period the Contractor has to fulfill his remaining obligations
under the contract, i.e. complete outstanding works if any and carry out any work called for by
the Engineer “to the intent that the Works shall be delivered up to the Employer in as good and
perfect a condition (fair wear and tear expected) to the satisfaction of the Engineer as that in
which they were at the commencement of the Period”.
The Contractor is entitled to additional payment for all this work, except for:
(a) Completing outstanding works
(b) Remedying defects “due to the use of materials or workmanship not in accordance with the
contract or failure to comply with any obligation under the Contract”
(c) Correcting for a defect for which he is liable
Procedure
Before the issue of the Taking-Over Certificate the R.E. should list the outstanding work and
press the Contractor to execute it while he still has plant and skilled labour on the site. An
efficient Contractor is usually keen to complete this quickly and close down the site as soon as
possible though he will usually leave behind some limited resources to tackle remedial work
during the Maintenance Period. Alternatively, he may wish to leave all remedial work until the
end of the Defects Liability Period and return to do it all at once. Provided the defects do not
affect operations, this is usually acceptable.
An exception to this is the carrying out of any remedial or repair work which the Engineer
considers to be urgently necessary for security. These are ordered under Clause 64 of the
Conditions of Contract and must be done by the Contractor at once. Failing this the Engineer
should have them carried out by another Contractor or by the Client’s own forces duly charging
the Contractor with the appropriate costs.
Before the end of the Defects Liability Period the Engineer must inspect the works and then
inform the Contractor within two weeks of the expiry date, of the defects still to be remedied or
searched for.

6.2 Partial Completion

In some contracts, the work is certified complete in several parts. This results in a series of
Defects Liability Periods but there is only one Defects Liability Certificate. The Contractor,
having completed all his defects liability obligations for part of the Works, often wants a letter to
indicate this either for his insurance brokers (because of premium reductions), or to enable him
to close his files. It is quite usual for the Engineer to write to him stating that a certain part of the
works has now been maintained to our satisfaction. However it is contractually of little
importance since the contract states that “no certificate other than the Defects Liability Certificate
shall constitute approval of any work or shall be taken as an admission of the due performance
of the Contract, or prejudice any of the powers of the Engineer”.
6.3 Remedial Work after the Expiration of the Defects Liability Period
After the expiry of the Defects Liability period for any part of the work the Contractor has no
obligation to remedy defects which may be discovered in that part of the work, unless they arise
from faulty materials or workmanship. Such remedial works shall be remedied by the
Contractor, or at his expense, in accordance with the Conditions of Contract.
Until the Defects Liability Certificate is issued, the Employer withholds from the Contractor so
much of the retention money as the cost of any remedial work or searching for defects as the
Engineer may have required. After the issue of the Defects Liability Certificate if any defects are
discovered arising from faulty materials or workmanship the Employer will have still to charge
the cost of remedying the work to the Contractor.
6.4 Miscellaneous
Additional Work
The ordering of additional work during the Defects Liability period or before the issue of the
Defects Liability Certificate, will obviously be governed by whether such work is within the
capability of the Contractor’s current site organization at the time.
Insurance
During the Defects Liability Period, and up to the issue of the Defects Liability Certificate, the
Contractor’s obligations to insure are reduced and the Employer’s increased. Against ‘risks’ the
Contractor need only insure work actually being carried out by him during the period and, for the
rest of the works, for damage resulting from a cause arising before the Taking-Over Certificate
or from the carrying out of any outstanding or remedial works. He still has to insure his workmen
and third party damage arising out of the permanent occupation and use of the Works.
End of Contract
The Defects Liability Certificate should be issued four weeks after the end of the Defects Liability
Period, or when remedial works or all his obligations under the Contract are complete, if later. It
marks the end of the Contract and the Employer is not liable to the Contractor for anything
arising out of the Contract for which the Contractor has failed to make a claim in writing before
the issue of the Defects Liability Certificate.

APPENDICES

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Debre Markos – Debre Elias – Kuch Design and Build Road project, Ethiopian Roads Authority

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 1

4.7.3 Rationale of the Review ....................................................................... 30

Annex I: Survey, Investigation and Design Checklist

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 2

The Government of Federal Democratic Republic of Ethiopia (FDRE) represented by the

1.2 Objectives of Construction Supervision

Hence, In particular the Consultant is required to:

1.3 Contents of the Manual

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 3

2 ABBREVIATIONS AND DEFINITIONS

Abbreviations Connotation / Meaning

AASHTO American Association of State Highway and

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 4

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 5

Word or Phrase Meaning

Word or Phrase Meaning

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 7

Word or Phrase Meaning

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 8

Word or Phrase Meaning

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 9

Word or Phrase Meaning

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 10

3 IMPLEMENTATION OF QUALITY ASSURANCE PLAN

3.1 Responsibility to Implement Quality Assurance Plan

The QA System will depend on:

3.2 Enforcement of Controls for Quality Assurance

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 11

3.3 Applicable Standards and Specifications

3.4 Sequential Steps of Quality Control

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The Consultants’ team will supervise the:

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 13

4.2 Pre-Construction Activities

4.2.1 Activities during Mobilization

4.2.2 Administrative and Contractual Matters

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 14

109 Familiarization with relevant regulations &

4.2.3 Staff Appointment and Mobilization

4.2.4 Staff Duties and Responsibilities

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Position Major Task

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Position Major Task

 Preparation of materials and pavement design report

 Processing of survey data

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Position Major Task

 Review and analyze topographic maps and aerial photographs

 Check accuracy of all surveying instruments prior to commencement of the project

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Position Major Task

 Check Contractor’s setting out of the Works

 Responsible for quality control of all construction materials

 Sample and test pavement, subgrade materials

Hong- Ik in JV with Lidet in sub-consultancy with G and Y Consultants 20

Position Major Task

Structural  Record daily site activities and report to the SE or DRE

 Assist the Highway and Structural Engineers in checking and preparation of

 Record of correspondences to and from the Engineer

 Check Processing of survey data