PA00KXNJ

ENGINEERING SERVICES FOR RURAL ROADS
REHABILITATION (ES3R)
CONTRACT NO: EDH-I-00-08-00023
INCEPTION REPORT
1
The views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the US
Government. ES3R Inception Report
ENGINEERING SERVICES FOR RURAL
ROAD REHABILITATION (ES3R)
CONTRACT NO. EDH-I-00-08-00023
INCEPTION REPORT
Prepared for: USAID/Liberia
Prepared by: Howard M Shelmerdine

Jim Clarke
Michael Kpange
17 January 2014
The views expressed in this publication do not necessarily reflect the views of the United States
Agency for International Development or the United States Government. This report was prepared
for the U.S. Agency for International Development. It was prepared by CDM International,
Engineering Services Rural Roads Rehabilitation (ES3R)
2
ES3R Inception Report
Acronyms
COP Chief of Party
COR Contracting Officer Representative
CSF Critical Success Factor
CSIR Council for Scientific and Industrial Research
EOI Expression of Interest
ESMMF Environmental, Social Mitigation and Monitoring Framework
ESMMP Environmental, Social Mitigation and Monitoring Plan
ES3R Engineering Services for Rural Roads Rehabilitation
ETL Engineering Team Leader
FE Field Engineer
FED Food and Enterprise Development
FRDM Feeder Road Design Manual
FTF Feed the Future
FTL Field Team Leader
F2M Farm to Market
F2MRR Farm to Market Road Rehabilitation
GIS Geographic Information System
GOL Government of Liberia
GTKP Global Transport Knowledge Partnership
IFGRRE International Focus Group on Rural Road Engineering
LESSP Liberia Energy Sector Support Project
L-MEP Liberia Monitoring and Evaluation Program
LMWP Liberia Municipal Water Project
MCA Multi Criteria Analysis
MOA Ministry of Agriculture
MOF Ministry of Finance
MPW Ministry of Public Works
PAT Priorities, Activities, Tasks
PEA Programmatic Environmental Assessment
PQM Project Quality Management
QA/QC Quality Assurance / Control
QMP Quality Management Procedures
SI Site Inspectors
SIDA Swedish International Development Agency
USAID United States Agency for International Development
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ENGINEERING SERVICES FOR RURAL ROADS REHABILITATION (ES3R)
INCEPTION REPORT
LIST OF CONTENTS
1. INTRODUCTION
1.1 Appointment of Contractor 7
1.2 Feed the Future Goals and Objectives 7
1.3 ES3R Project Objectives and Results 8
1.4 Project Team Composition 9
1.5 Operational Areas 10
2. MOBILIZATION – CURRENT STATUS 11

2.1 Key Staff Mobilization 11
2.2 Organization Chart 12
2.3 Key Meetings and Activities 13
2.3.1 Project Quality Management (PQM) Meeting 13
2.3.2 Other Key Meetings 14
2.4 Outstanding Items 15
3. PROJECT CONTROLS 17
3.1 General 17
3.2 Management Tools 17
3.3 Performance Management Plan 17
3.4 Integration with Implementing Partners 18
3.5 Time Management 18
3.6 Report Deliverables 19
3.7 Risk Management 21
3.8 Cost Management 22
4. STRATEGY AND METHODOLOGY 23

Preamble: Challenges and Formulation of the Strategy 23
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4.1 Project Landscape 25
4.1.1 Project Structure 25
4.1.2 Institutional Framework 32
4.1.3 USAID Project Linkages 34
4.2 Road Design Methodology 36
4.2.1 Principles 36
4.2.2 Planning 37
4.2.2.1 Current Status of the Road Link Prioritization 37
4.2.2.2 Participatory Planning 37
4.2.2.3 Multi Criteria Analysis 37
4.2.2.4 Selection Criteria 38
4.2.2.5 Weighting 39
4.2.2.6 Population of Matrix 40
4.2.2.7 Computation of Matrix 40
4.2.2.8 Final Ranking 40
4.2.3 Detailed Design 41
4.2.4 Packaging and Preparation of Tender Documents 47
4.2.5 Time Related Outputs 48
4.3 Construction Oversight 48
4.3.1 Contractor Work Program 48
4.3.2 Construction Time and Activity Intensity 49
4.3.3 Skills Transfer 49
4.3.4 Time Related Output 50
4.4 Integration of Planning, Design and Oversight Components 50
4.4.1 Complementary Activities & Promote Skills Transfer 50
4.4.2 Maximize Use of Human Resources 51
4.5 Capacity Development 51
5. WORK SCHEDULE 53
6. BUDGET 54
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FIGURES:
Figure 1: Illustrate the Project Organizational Structure 29
Figure 2: Field Team Structure (Year 1) 30 & 31
Figure 3: Illustrate the Project Institutional Arrangements 33
Figure 4: Optimized USAID Program Linkages 35
ANNEXES
ANNEX A: Project Quality Management meeting

Critical Success Factors
Priorities, Activities and Tasks Matrix
ANNEX B: Work Schedule
ANNEX C: Mobilization Plan
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1. INTRODUCTION
1.1 Appointment of Contractor
The U. S. Agency for International Development’s (USAID) ‘Engineering

Services for Rural Roads Rehabilitation (ES3R)’ was awarded to Camp
Dresser McKee International (CDM) under the following USAID contract
number: EDH-I-00-08-00023 and task order AID-669-TO-13-00002 which
records the period of performance as 8 October 2013 to 20 October
2015.
1.2 Feed the Future Goals and Objectives
Feed the Future (FTF) is a U.S. Government initiative which aims to

address the root causes of global hunger by sustainably increasing
agricultural productivity which will facilitate and /or assist the following:
 Meet the demand for food

 Facilitate access to strong markets
 Increase incomes for the poor
 Reduce under-nutrition
The Farm to Market Road Rehabilitation (F2MRR) activity, which is allied

to the objectives of the FTF initiative, will provide infrastructure
investment in the rehabilitation of rural farm-to-market roads to support
the following:
 USAID /Liberia FTF program Food and Enterprise Development

(FED),
 Capacity development for routine maintenance systems within
the Government of Liberia (GOL),
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 Capacity development of Ministry of Public Works (MPW) rural
roads engineers and local A & E firms,
 Development of alternative low volume road pavement pilot

projects, standards and design specifications.
The immediate objective of F2MRR is to rebuild much needed physical

infrastructure using Liberian contractors and local communities, while
the project’s medium term goals to establish a sustainable system that
can repair, maintain and rebuild infrastructure long after donor
assistance has ended.
1.3 ES3R Project Objectives and Results
ES3R is an implementing mechanism within F2MRR activity, which will

provide construction oversight, design and training to complement the
various mechanisms within F2MRR.
The objectives, together with corresponding results, of ES3R are as

follows:
Objective 1:
Provide construction oversight for three (3) local contracts for the
rehabilitation of a total of 83.5 kilometers farm-to-market roads in Bong,
Lofa, and Nimba counties from 2013 to 2015.
The results of the construction contracts will be the completed

rehabilitation of 83.5 kilometers of gravel surfaced roads by local firms.
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Objective 2:
Produce engineering designs and construction documents for the 450
kilometers farm-to-market roads in Bong, Lofa, Nimba, and Grand Bassa
counties to be rehabilitated in 2015 to 2018.
The results of the design and documentation will be as follows:
 By the end of year one, the selection and design of 225

kilometers of farm to market roads.
 By the end of year two, the selection and design of 450
kilometers of farm to market roads.
Objective 3:
Training and pre-qualification of five (5) local architect-engineer firms
capable of providing oversight for road rehabilitation activities by 2015.
The results of the training component will be by the end of year two,
trained A & E firms shall be able to demonstrate a capability to design,
prepare contract documentation, manage procurements, supervise and
manage feeder road and basic building construction projects based on
internationally accepted best practices.
1.4 Project Team Composition
The composition of the project team consists of three firms as follows:
Prime Contractor: CDM International Inc.
Key Subcontractors: Cardno
Training Resources Group
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1.5 Operational Areas
There will be a project office set up in Monrovia from which the COP will
be based together with the office manager, F & A manager. The design
staff will spend the majority of their time in the field conducting on site
surveys, data collection and liaison with county and district engineers of
the Ministry of Public Works (MPW). In addition the project office will be
the base for short term professional staff such as the A & E Development
Team Leader and the Environmental Specialist.
The map hereafter shows the operational areas in which the field staff
will be involved in design and construction oversight duties.
LOFA
BONG
NIMBA
GRAND
BASSA
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2. MOBILIZATION – CURRENT STATUS
2.1 Key Staff Mobilization
A CDM advance-mobilization team was initiated for arrival in Monrovia,

a few days prior to the scheduled arrival of the Chief of Party (COP).
These permanent staff members of CDM were as follows:
 John Gavin, Senior Project Manager, arrived Monrovia on 5
November 2013
 Shannon Dotson, Client Services Strategist arrived on 6 November
2013
Thus initial contact was made for enquiries on the following:
 Business registration
 Office premises
 Office facilities, power back up, furniture etc.
 Project vehicles
 IT hardware & software
 Banking matters
 Office staffing
Key staff members were mobilized thereafter as follows:
Howard M Shelmerdine, COP arrived in Monrovia on 9 November 2013

in order to join the advance team members in mobilization activities.
Jim Clarke, Road Design Team Leader, arrived in Monrovia on 23

November 2013.
The COP is responsible for managing and coordinating overall

implementation. He will serve as the principal liaison and interlocutor
with the USAID COR and the GOL on management and policy matters.
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The Road Design Team Leader shall be the lead technician for the rural
roads rehabilitation component. He will coordinate the roads
rehabilitation works for the roads targeted by the project.
2.2 Organization Chart
The Organization Chart of the original proposed team hereunder:
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2.3 Key Meetings and Activities
2.3.1 Project Quality Management (PQM) Meeting
The first of the key meetings for the project was held with the client,
USAID, on 14 November 2013.
CDM were represented by the three staff members in country and

USAID were represented as follows:
David Wounuah Contracting Officer Representative
Sonja Stroud-Gooden Contracting Officer
Rosalind Sika Supervising Contracting Officer
The highlights of the meeting were as follows:
The development of a Project Mission Statement as follows:
Provide engineering services to USAID/Liberia for the development and

implementation of rural roads rehabilitation projects in support of the
Feed the Future (FTF) Initiative. From designs produced by others,
supervise the construction of farm-to-market roads in Bong, Lofa, and
Nimba counties; develop engineering designs of 450 km farm-to-
market roads in Bong, Lofa, Nimba, and Grand Bassa counties in
preparation for tendering by the end of the project;
assessment/capacity building of five local A&E firms.
The project is important to:
-Facilitate transport of agriculture produce in the regions where roads
are built, along with other economic benefits of enhanced roads
-Improve local capabilities and experience in the construction and design
of rural roads for development of roads into the future.
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-Improve the lives of the local population with improved access to social
services, medical, education, commerce, etc.
The meeting took the form of a workshop, during which, critical success
factors (CSF) were addressed in comparison with activities and tasks. The
result of this exercise was the formulation of a Priority Matrix which
identified five Process, Activities and Tasks (PAT’s) which will require the
most focus, which are as follows:
 Assessment of A&E firms/identification of their needs,

 Mobilization of key/project staff,
 Provide ongoing site technical assistance,
 Prepare bid documents,
 Conduct Design Studies
The CSF’s / PAT’s table together with the PAT’s Matrix are included in
Annex A of this report.
2.3.2 Other Key Meetings
Meetings have been held with other USAID contractors as follows:
 DAI, contractor for Food and Enterprise Development Program

(FED)
(three meetings to the submission of this report)
 Winrock, contractor for Liberia Energy Sector Support Program
(LESSP)
 Tetra Tech, contractor for Liberia Municipal Water Project (LMWP)
 L-MEP Liberia Monitoring and Evaluation Program (two meetings)
Introductions have been provided for contact with partners, LAUNCH,

RBHS and Advancing Youth, with whom contact will be made during
January 2014.
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In addition, a meeting was held with the Ministry of Public Works when
our two key staff members and the USAID COR, met with the following
officials:
Mr. Victor B Smith, Deputy Minister for Technical Services
Mr. Jackson J Paye, Assistant Minister for Rural Development/Feeder

Roads
Weekly progress meetings between USAID/Liberia and key staff

members were initiated which commenced on 25 November 2013.
These have been a particularly useful form of contact which maintains a
close team liaison to which both parties have stated their commitment.
On 26 November 2013 our key staff attended a USAID pre bid meeting
which was called for the guidance of tenderers who intended to bid on
the three F2M road construction tenders.
2.4 Outstanding Items
Item Outstanding Issue Status Action Required Responsible

1. CDM registration Application docs Documents were Closed
in Liberia submitted issued on
12/20/13
2. First vehicles to PO issued to Two vehicles Closed
be delivered vendor and delivered on
payment made 12/20/13
3. New office Refurbishment Take over at end Closed
establishment almost complete. December
Lease signed
4. Office fit out and PO’s placed Take over at end CDM
security generally December
delivery fit out
3rd January.
5. Appointment of Preferred Started work on Closed
Office Manager candidate contract on 12
identified December
6. Appointment of Preferred Offer made to CDM
F&A Manager candidate preferred
identified candidate
7. Recruit RE staff Response to Interviews in CDM
advert under progress
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assessment
8. Recruit Design Contact proposed Progressing and All
and supervisory staff members approval applied
TCN’s
9. QAC Scope Scope of RFT and Review to be USAID
solicitation docs carried out
not compatible
10. EOI for A & E Advertisements Response to CDM
Firms placed adverts under TRG
review
11. Staff Travel Letter for travel Letter of approval Bruce Purdy
Request for TRG clearance issued received from scheduled arrival
to USAID USAID on 4 January 2014
12. Development of Initiated and in Finalize Team
road selection progress prioritization tool
prioritization tool
13. Fine tune team Team structure Three team Team
structure included in structure
Inception Report favourably
reviewed
14. Inception Report - PMP Report to be L-MEP to review USAID
PMP Report forwarded to L- PMP and respond L-MEP
MEP for review
15. Final Inception Request for Ok, subject to USAID/L-MEP
Report submission by 8 timely receipt of CDM
January 2014 reviews
16. USAID USAID to provide Contact info CDM to set up
Implementing introduction to provided for meetings in early
Partners further partners LAUNCH, RBHS January
and Advancing
Youth
17. Budget update to USAID request for Contact HO for CDM with
end 2013 budget expenditure response to
information update USAID
18. F2M road Status of bid USAID evaluation USAID
construction assessment in progress
contracts
19. Office Signage CDM request USAID to assess USAID
approval of new and comment
office signage
20. Employment of SI In progress Interviews USAID
site staff pending contract CDM
awards Cardno
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3. PROJECT CONTROLS
3.1 General
Effective overall project management at multiple levels will require the

effective use of management tools which include those used for
planning, scheduling, reference documents, continuous monitoring, and
evaluation. Weekly meetings are a proven means of quick and effective
determination of the status of current activities and problems to be
addressed. Issues for resolution by action can be highlighted, so that any
potential delays to implementation can be minimized.
3.2 Management Tools
Management tools which have been developed over the years and
implemented successfully on previous projects will be appropriately
adapted and utilized including the following:
 Procedures for document control, in-country logistical policies,

home office backstopping arrangements, etc.
 Quality Management Procedures (QMP) and guidelines specifying
the rigorous quality procedures required on all CDM Smith
projects.
 Project reporting templates such as meeting agenda formats,
reporting procedures, QA/QC forms, etc.
 Communications plan to establish protocols and maintain written
and verbal communications with key parties as agreed with
USAID/Liberia.
 Project scheduling to adhere to program milestones and
deliverables.
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3.3 Performance Management Plan
To facilitate successful project implementation requires a management

tool that can be used to easily and efficiently demonstrate ongoing
implementation progress at any point in the project timeline. This will
ensure that the project remains on track and that potential problems
can be foreseen and mitigated to the maximum extent possible.
This tool is the Performance Management Plan (PMP).
The PMP will provide timely, accurate, and appropriately assessed

information in order to fully inform all critical project decisions, and
enable effective management and achievement of project objectives. It
provides a simple and consistent performance monitoring and
evaluation framework across the two main scope components. The
performance indicators of intermediate and sub intermediate results will
be reported upon on a quarterly and annual basis.
The PMP, which is an integral part of the Inception Report, has been
prepared and submitted as a separate document.
3.4 Integration with Implementing Partners
A positive management approach requires the cooperation of an

integrated team creating the involvement of all stakeholders.
USAID/Liberia has facilitated numerous introductions and meetings with
other USAID contractors and stakeholders. Continued liaison and close
contact will be maintained with these entities in order that construction
oversight and design progress is freely continued smoothly. In particular,
the ES3R project is closely allied to the FED program, the demonstration
projects of which have a significant influence as to the selection of target
roads. Similarly, we will keep close contact in the field with the county
officials of Bong, Lofa, Nimba and Grand Bassa.
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3.5 Time Management
Effective planning and scheduling activities provide the basis of many
valuable decision making tools. The Work Schedule will be developed in
MS Project in order to:
 fully describe the scope of work for successful completion of the
project
 be responsive to the USAID/Liberia brief and the design
deliverables
 be the basis for reporting of actual progress
3.6 Report Deliverables

Report deliverables, as a result of Modification 01 to the contract, will be
submitted in accordance with the following schedule:
These deliverables are shown schematically in the Table of Deliverables

included hereafter.
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3.7 Risk Management
A realistic approach to project management requires an understanding

of the risks involved in the design and implementation of the project,
and how to mitigate them. In the case of ES3R, simply the remote
geographic location of the various F2M rural road sites involves
significant challenges. Risks associated with the project which were
initially identified pre-contract, were biased towards construction and
field related delays will be further assessed as the project moves into the
construction and field design stages. The following table indicates those
items which are considered to be the most likely sources of risk.
Consideration of Risk Mitigation Measure

Limited contract enforcement Experienced home office and well
capability does not allow effective qualified / experienced field staff
management of works contractor to undertake construction
performance oversight
Rigidity of implementation design Authority to contractor for design
limits availability of value approval and insitu changes within
engineering options contract limits
Insufficient number of suitably Introduce identified A & E firms
qualified firms and personnel to personnel to skills transfer training
construction oversight and survey / in field oversight and design
design activities interventions
Potential delays from the due Review / approval process to be
diligence and approval process for established with clear roles for all
all design and bid documentation parties in the process
Logistical challenges that can result Seamless approach with field office
in implementation delays and decisions enhanced, supported
procurement compliance issues and monitored by Monrovia based
team.
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3.8 Cost Management
Procedures for cost control are indispensable tools for project managers
and team members during all phases of the project. These serve the
purpose of recording the cost transactions that occur on the project, the
live records of which are maintained by a dedicated accountant assigned
to the project in CDM Smith head office. Thus, the financial position on
the contract is visible at any time. Regular budget reports will include
information on the approved budget, commitments, forecasts, and
variances during the performance of the work as well as cash flow
projections.
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4. STRATEGY AND METHODOLOGY
This section articulates the strategy and methodology of approach to
the delivery of project objectives.
The section is divided in to 5 sub-sections:
1. Describes the structures the project envisages as the most suited
for delivery of the three project objectives.
2. Describes the approach for the selection and prioritization of the
450km of road section and design, quantification and packaged
process; objective 2 of the Project.
3. Describes the approach for the construction oversight and
contractor mentoring for three contracts and 83.5km to be
constructed between January 2014 and June 2016; object 1 of the
project.
4. Describes the rationale underpinning the integration of tasks
associated with objectives 1 and 2 and the potential integration of
objective 3.
5. Describes the status of capacity building component; objective 3.
Preamble: Challenges and the Formulation of Strategy

 Farming activities generate crops, horticultural and livestock products.
FED sponsored interventions aim to increase productivity. An integral
part of the value chain is exporting goods from source to markets. The
condition of the existing transport network severely constrains the
transport of goods and this contributes to the demotivation of farmers
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from producing a surplus. ES3R aims to address these constraints
within its project boundaries.
 Funding for low traffic volume rural roads is calibrated to its low
economic rate of return. Liberia possesses a particularly aggressive
climate and unsealed road degradation is rapid. Road improvement
investments must be carefully selected, balancing scarce funds and
durable designs. Meticulous selection of road sections and appropriate
cost effective interventions are essential to minimise over investment.
 In the recent post conflict period, projects addressing feeder road
improvements have been dominated by two donors, SIDA and USAID.
Engineered designs have come primarily from contractors connected
with these two donors. Private sector involvement has been minimal.
MPW involvement is restricted to the Feeder Roads Department within
the Department for Rural Development. The necessary skills for
planning, designing and contract managing feeder road improvements
is therefore very limited.
 Government of Liberia (GOL) policy envisages a move towards
decentralisation of power and responsibility. MPW is part of this
initiative. A move to transfer responsibility for feeder road
management to the county level is now visible on the time horizon.
MPW’s county resident engineers need to be prepared for the
transition in the county administration’s mandate following
decentralisation. GOL policy also envisages engaging stakeholder
participation from grassroots, through district, county and national
entities. The participatory policy had been initiated but needs to be
reinforced and developed. Policy formulation and implementation is a
work in progress.
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The strategy for the project is crafted to address these challenges. The
organisational structures and the planning frameworks presented
within this section are further refinements of those presented in the
original submission. The fine tuning presented in this report is a
consequence of CDM’s enhanced understanding of the feeder roads
sector development landscape. CDM will remain sensitive to any
external changes in direction and timing, the development landscape
and its own enhanced comprehension. The strategy is therefore
emergent by design and driven by the projects target objectives.
The project work schedule in Annex B indicates planned activities for

year 1 of the project. The narrative below describes in detail these
activities and their indicative resource allocations.
4.1 Project Landscape

4.1.1 Project Structure
The organisational structure is graphically illustrated in Figure 1.
The project envisages a Head Quarters base in Monrovia. Its primary

functions are:
 High level stakeholder coordination and resource allocation

 High level planning and reporting
 Coordination, monitoring and quality assurance of field based
activities
 Conduit for communication from national to country level and
vice versa
 Venue for training and operations workshops
 Financial management of the project
 Logistics and operations control
The Monrovia team is composed of the following staff:

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Chief of Party – Overall coordination of project activities.
Engineering Team Leader – Coordinating field based activities.
Office Manager – Operational and logistical support
Finance/Administration Manager – Financial and administrative

management.
Capacity Development Specialist – regular visits to assess capacity,

define capacity gaps, develop training programme, identify suitable
training providers and develop mentoring skills of project staff.
Environmental Specialist – visits to advise field staff and ensure

compliance with Programmatic Environmental Assessment (PEA) report.
In addition, the initial visit will be timed and coordinated to include

meetings with works contractors during the early stages of the projects.
The project envisages 3 field based teams. A graphical illustration of the

structure is illustrated in Figure 2.
Each team is composed of:
 Field Team Leader (FTL), an experienced road engineer, probably an

expatriate but with rural roads design and construction supervision and
construction management experience in Liberia. The FTL is responsible
for overall coordination of design and construction oversight activities
and the allocation of resources within its geographical coverage. It is
envisaged that this position will be filled by Field Engineer by end of year
one.
 Field Engineer (FE), probably a Liberian national with substantial
experience of design and supervision activities. FE is subordinate to
Field Team Leader but manages the Site Inspector. In the absence of the
FTL e.g. trips to Monrovia, the FE assumes command of field operations.
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Level of delegated responsibility will be aligned to FE capacity. Efforts
will be made at continuous improvement of the FE skill set. As it grows
so delegated responsibility expands. By end of year 2 it is anticipated
that the FE will be in a position to assume full responsibility for design
and construction oversight. At the end of the Project the FEs will have
been exposed to the full cycle – planning, design and contract
management. FE’s will then be available for A & E firms trained through
component 3.
 Site Inspectors (SI) will focus exclusively on monitoring and recording
construction activity. As for FE, the SI’s level of delegation regarding
contract supervision will be consistent with the SI’s capacity. Effort will
be made at continuous improvement of SI skill set. As this grows so
delegated responsibility expands. It is anticipated that by end of year 1
the SI will be sufficiently competent to assume the role of FE. At the end
of the ES3R project the SI’s, then FE’s, will have been exposed to design
and contract management and will be available to A & E firms trained
under component 3.
 A & E firm Site Based Trainees
It is anticipated that selected firms will identify suitably qualified
engineers to be placed within each of the field based teams. Potential A
& E firms have been given guidelines regarding education qualifications
and work experience for trainees. The capacity and potential of the
trainees will be evaluated during an assessment period and a training
program tailored at each field site to accommodate ‘entry level’ and
year 2 exit level. It is expected that by end of year 2 trainees will have a
competent understanding of road improvement construction
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supervision and an introduction to rural road design using ‘basic access’
as the design brief.
The three teams will be based in the county capitals of Voinjama,
Gbarnga and Ganta. At this moment it is envisaged the Nimba based
team will also cover Grand Bassa. Resource allocation for this team
needs to reflect its greater work load in design document formulation.
It is anticipated that the teams will share the office of the County
Engineer. These arrangements must be finalised, however, approval in
principle has been given by Deputy Minister for Technical Services, MPW
and endorsed by Assistant Minister for Rural Development/Feeder
Roads.
These arrangements maximise exposure of the project and its objectives

with MPW county based staff and MPW’s engagement in project
activities.
During field related activities for both design and construction

components, project staff will engage with district administrators and
key community representatives.
A geographical division of project staff ensures the development of

meaningful and constructive relationships with the full profile of
national and donor sponsored development stakeholders.
The Field Teams are linked to project head office by the Engineering
Team Leader (ETL), thereby ensuring full rural roads sector stakeholder
communication and collaboration.
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Figure 1: Illustrates the Project Organisational Structure.
COP
Howard
Shelmerdine
Capacity Office Manager

Development Michael Kpange Monrovia Base
specialist (part time)
Michael Kpange Finance/Admin
Environment
Manager
Specialist (part time)
TBD
Engineer Team
Leader
Jim Clarke
Field Team 1 Field Team 2 Field Team 3

Bong Lofa Nimba/GB
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Figure 2: Field Team Structure (Year 1)
Engineering Team Leader Principle Tasks
* Coordination of Field Teams
* Support for design and Construction oversight
Team Leader
* Support for Nimba Based Team for design in Grand Bassa
Jim Clarke * Linking with MPW Monrovia on issues related to field
works
* Support for teams during Field Team Leader vacations
Field team Leader 1 Field Team Leader 2 Field Team Leader 3 Field Team Engineer Principle Tasks
* Design, quantification, tender dossier compilation
Bong Lofa Nimba/GB * Environmental assessment
Robert Obetia TBD TBD * Construction oversight, contract
management/compliance
* Mentor FE, SI & Trainee
* Design and deliver training to targeted groups
Field Engineer, Principle Tasks
Design/RE Design/RE Design/RE * Support for design, quantification & tender dossier
TBD TBD TBD compilation
BSc + 5 years * Support for environmental assessment
BSc + 5 years BSc + 5years
* Support for construction oversight, contract
management/compliance
* As skills develop take increasingly active role in Contract
administration and contract management
Site Trainee(s) SI Trainee(s) SI Trainee(s) * Design and deliver training to targeted groups
Supervisor Linked to Linked to Linked to
Site Inspector Principle Tasks
TBD training of A training of A training of A * Monitor Contractor activities
BSc + 2 years & E firms & E firms & E firms * Record resources allocated to contractor activities
*Record details of contractor activities
* As skills develop take active role in Contract Supervision
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Lofa Team based in Voinjama
- in County admin bldg, with
MPW.
Nimba/Grand Bassa Team

Based in Ganta, in MPW
Engineers office
Bong Team based in Gbarnga in

County Admin Bldg with MPW
31
4.1.2 Institutional Framework
The Project organisational structure is designed to complement the
Ministry of Public Works and county administration institutional
framework. Figure 3 graphically illustrates the linkages at national,
county, district and grassroots levels.
32
Figure 3: Illustrates the Project Institutional Arrangements
MPW
Department of Technical Department of Rural

Services Development National
Bureau of Division of
Operations Feeder
Roads
ES3R
Coordination
County Administration
County ES3R
Resident Planning and
County
Engineers Designing
District ES3R Community

Engagement Implementing engagement District
Road Contractor
33
4.1.3 USAID project linkages
The structure positioning ensures a robust and durable interaction with
both FED and L-MEP. The relationship with FED ensures that investments
are directed / focused on elements within the road network most suited to
FED activities and outputs. The relationship with L-MEP ensures that ES3R
remains focused, builds on GIS data which enhances exploitation of the GIS
tool for road network planning.
These relationships are reflected in Figure 4 hereafter.
34
Figure 4: Optimized USAID Program Linkages
Head Office linkages
L MEP
* Preparation for
Prioritization and ranking
of road sections.
* Development of GIS
data for economic, social,
environmental and
engineering features
*Ongoing performance
monitoring
Prioritization /ranking
processes
FED ES3R
Ensuring compatibility of
FED and ES3R outputs
Optimising USAID funded

resources
Ensuring compatibility of
FED and ES3R outputs
FED ES3R Optimising USAID funded
resources
County linkages
35
4.2 Road Design Methodology
4.2.1 Principles
The project recognises the presence of other donor agencies operational in
the rural road sector.
Hifab, SIDA’s agent, has been active within the Feeder Roads sector since
2011. The Project recognises that the SIDA project is structured in a
different manner, within the MPW institution while ES3R is external.
However the design process and the design philosophy for both projects are
guided by the Feeder Roads Design Manual (FRDM).
ES3R intends to review the design processes utilised by Hifab / MPW with a
view to harmonise the various approaches to the extent possible. If judged
appropriate, the ES3R can align and complement existing procedure
without compromising the ES3R objectives.
The methodology ultimately adopted by MPW as a standard, requires that

the donor funded projects seek coalescence and unification.
The methodology described below is considered to be a starting point for

this harmonisation
Elements of the design principles are taken from World Bank Technical
Paper No. 4961
1
Design and Appraisal of Rural Transport Infrastructure- Ensuring Basic Access for Rural Communities – Lebo
and Schelling
36
4.2.2 Planning
4.2.2.1 Current status of Road link Prioritization
FED in collaboration with COR has generated a total of over 600km of road
sections as candidates for improvement. The project defines a total of
450km are to be improved. ES3R recommends that transport networks in
the vicinity of FED projects be defined and assessed. ES3R will then be in a
position to validate the of 600+ km, amend as necessary, then prioritize
450km and rank road sections in order of impact importance for FED
program outputs and other relevant criteria (see section 4.2.2.4)
4.2.2.2 Participatory Planning

ES3R advocates for promotion of active participatory planning, both at the
national and county levels. In this sense, planning refers to process of
transparently, systematically and rationally selecting and ranking road
sections. This can be achieved using a broad range of primary stakeholders,
the most appropriate of which have yet to be identified. This process and
its outputs is managed, and thus shared by GOL, target beneficiaries and
development partners.
4.2.2.3 Multi Criteria Analysis (MCA)

ES3R has suggested the use of multi criteria analysis for the ranking and
prioritization process for each road section. It is recommended because of
its simplicity, transparency, ability to take account of otherwise difficult to
quantify social benefits together with its facility to incorporate community
choices and preferences.
37
Transport Research Laboratory 2, UK has developed a variety of MCA based
tools.
World Bank Technical Paper 496 3 also recommends this tool.
The version particularly suited to the FTF initiative in the Liberian context is
outlined below:
Ranking index = Benefit factor x population with road section catchment

Cost of road investment (life cycle cost)
Where:
Benefit factor is the sum total of various selected social, economic and
road network connectivity benefits. It is the output of criteria raking
matrix.
Population is the sum total of people living within the road catchment
area
Cost of road investment is the cost of interventions required to establish

all weather access (usually with bridge structure cost factored down)
and normally includes maintenance components.
4.2.2.4 Selection Criteria

A series of stakeholder consultations is planned to establish best suited
criteria. Examples could be; number of FED customers along road section,
presence of schools, health centres, criteria relating to road section’s
importance in local network connectivity.
2
Transport Research laboratory Overseas Road Note 20
3
World Bank technical Paper 496, Lebo and Schelling
38
4.2.2.5 Weighting
Weighting each selected criteria allows for criteria importance to be
reflected. An example could be ‘agriculture potential’ related criteria be
rated twice as important as other social/economic criteria.
Determination of weighting can be established though key high level

stakeholder consultation.
Road Link Survey
A rapid road condition/inventory survey is undertaken by each of the

three field based teams along all road links validated for potential
inclusion within the 450 km. The purpose is twofold:
 To determine preliminary cost estimates for road section

improvements
 To collect social, economic, environmental and engineering
features data not currently available with FED or L-MEP, but
identified as necessary for the selected criteria.
The survey has spin offs. The road network definition within the L-MEP
GIS system is not validated. The road survey will correct this. Also,
detailed asset inventories for road sections to be surveyed probably do
not exist. This will also be corrected. The development of L-MEP GIS
database is recommended in the Programmatic Environmental
Assessment of Feeder Roads, 7th May 2013.
39
4.2.2.6 Population of Matrix
This process takes place at the county level at workshops and is composed
of selected key stakeholders representing each criteria sector e.g. County
MOE representative for education related criteria, FED/MOA
representatives for agricultural related criteria and MPW representatives
for road section related criteria. Populating the matrix is an inclusive
process with each stakeholder leading discussions relevant to stakeholder’s
role on the ‘value’ to be chosen for each criterion. The stakeholder leading
the discussion facilitates consensus and the value for the criteria concluded.
Each road section is assessed for each criterion.
The process continues until the matrix is fully populated.
4.2.2.7 Computation of Matrix

The benefit factor is computed for each road section i.e. value of criteria
multiplied by weighting.
The benefit factor is inserted in the formula above and the road section
ranking computed in the presence of the stakeholders at the workshop.
4.2.2.8 Final Ranking

This presents an opportunity for high level stakeholders to express their
preference and conclude on ranking with the support of the output of the
ranking tool.
A conclusion is reached and the final result presented to county level

stakeholders with the reason for any deviation from the ranking process
outcome.
It is estimated that the final ranking order of road sections will be

completed by end of March 2014.
40
4.2.3 Detailed Design
Commencement of detailed design is triggered by a conclusion on the
ranking process.
Detailed design process follows a conventional approach.
The Liberian Feeder Road Design Manual allows the use of Basic Access as a
design principle.
Basic access level of service is defined as:
‘The least cost intervention (in terms of total life cycle costs) for providing
reliable all season access for the prevailing means of transport 4’
Road Geometry
Road geometry is composed of vertical, horizontal alignments and

roads cross section. The Feeder Road Design Manual provides the
basis for the selection of specifications for these elements. The
elements as they relate to ES3R are discussed below:
Roads Cross Section
To a large extent, predicted traffic flows determine cross section

geometry. Agricultural outputs and associated movements of goods
and services generate traffic flows. FED is able to provide predicted
outputs of goods related to its project activities as well as timing of
the outputs. ES3R will convert this data into traffic in terms of
numbers and vehicle type envisaged to transport goods and services.
4
World Bank Technical Paper 496. Lebo & Schelling
41
The FED generated traffic is added to existing traffic flows. The
current poor road conditions supress traffic flow. Improved levels of
service offered by road improvements immediately increase traffic
volumes. Total traffic flows will be corrected for predicted future
growth in agricultural activity and road improvements. It is likely that
market day traffic flows will be more suited for geometric and
structural design rather than conventional ‘Annual Average Daily
Traffic’5 .
Horizontal and Vertical Geometry
Topography defines existing horizontal and vertical geometry. Major

changes to both have significant impacts on improvement costs. No
major changes of vertical and horizontal geometry are envisaged
except in circumstances where storm drainage and safety issues
demand otherwise. As a principle the final road elevations and
horizontal configuration will, as far as feasible, follow the existing
line and level.
Funding Ceilings
Funding limits will determine the extent to which road geometry

selected can follow the specifications of the FRDM. There will be
circumstances where FRDM specifications cannot not be
economically justified. These circumstances will be noted and
brought to the attention of MPW and USAID/COR.
5
Transport Research Laboratory Overseas Road Note 20
42
Assessment of interventions
Community Consultation:
This marks the entry point for community engagement. Key road side
community members will be encouraged to provide information on
past road section performance, identify bottlenecks along the
section and provide historic details of traffic type, wet weather
performance, watercourse flooding etc.
Triangulation techniques will be used to verify historic details of road

performance and storm events as they relate to streams, rivers and
areas prone to flooding.
PEA report contains guidelines for community engagement. ES3R will

follow these guidelines. This will ensure that due consideration be
given to road side residents both with regard to services provided by
improved access and mitigation maximised for any adverse
environmental or social impact arising from the improvement and
operation of the road.
Carriageway Assessment and Remedies:
Inspection of the carriageway will focus on the underlying cause of

observed defects e.g. poor strength of insitu soils, drainage issues,
lack and/or absence of maintenance, traffic characteristics etc.
Remedies will be selected based on the principles of basic access and
predicted traffic volumes. FRDM provides guidance regarding
pavement structures for a variety of different soil types and
strengths.
43
Where issues related to slope instability are encountered
interventions will be guided by GTKP ‘Low Cost Slope Stabilization’6.
Assessment of Imported Materials:
Materials from existing borrow pits and quarries will be examined

visually and with simple field tests. MPW engineers will be consulted
with regard to material performance. Where there is still evidence of
imported materials on the road section, these will be examined for
performance. Where materials appear to be marginal for the
intended purpose, a judgment will be made regarding an alternative,
more distant source, balancing additional costs of haulage of suitable
material and increased maintenance costs associated with use of
marginal materials. ES3R may invest in ‘Gravel Roads Test Kits’,
available from CSIR 7. At this moment however this is not considered
necessary.
Assessment of Storm Water Drainage and Remedies:
For cross drainage through community consultation will generate a

suitable design storm event as recommended in IFGRRE technical
note8, reviewed to take account for anticipated climate change
variations from past events. A topographic survey will provide
hydraulic gradients and the structure designed accordingly.
Intervention types include conventional culverts but also wet
crossing such slashes and drifts, semi wet crossings such as vented
6
Global Transport Knowledge Partnership- International Road Federation ‘low Cost Slope Stabilization’ SECAP
21
7
www.CSIR.co.za
8
International Focus Group on Rural Road Engineering – Estimating Maximum Flows in Water Courses –
www.ifgworld.org
44
drifts. Interventions will always be cognisant of environmental
impact and mitigation will be implicit in the design of the structure.
Where the water course is used as a resource by local communities
the structure(s) can include elements to facilitate ease of access to
the watercourse.
For longitudinal drainage, suitably protected side drains are

envisaged. Mitre drains, discharging storm water away from the road
will be selected in full consultation of local communities and
designed such that inconvenience and environmental impact is
minimised and mitigated.
For low lying areas such as swamps, carriageway will need to be

elevated above flood levels and balancing culverts installed.
For structures not contained in FRDM, ES3R will adapt those from
‘Small Structures for Rural Roads’ 9 with approval from MPW and
COR.
Environmental and Social Dimensions:
To underline the importance given to environmental and social

issues this section of the report highlights the attention attributed.
Field team leaders are well versed in environmental and social issues
as they relate to road improvement activities. ES3R field teams will
follow the guidelines laid done in the PEA Report with particular
reference to the ESMMF and the ESMMPs and it will be impressed
on works contractors that these are to be followed up and acted
upon.
9
Small Structures for Rural Roads, DfID, Larcher, Petts and Spence
45
Intervention selection will be guided by mitigation measures where
ever negative impacts are likely. Social engagement with impacted
communities will be guided by recommendations of PEA.
Interventions will be guided by an ‘Environmentally Optimised

Design’ approach10.
Bio engineering solutions e.g. slide slopes and drainage channels

using suitable vegetation as a stabilizer will be given preference over
more conventional concrete and stone pitching.
Timing of visits by the environmental specialist will be coordinated to

attain compliance with PEA Report. These efforts will be further
complimented by use of the publications cited.
Harmonization of Intervention Selection:
For each road section, checks will be made to ensure that each and
every proposed intervention is consistent with the design level of
service and that they are environmentally and socially friendly.
During the course of the project, feedback will be provided on the
FRDM documentation, particularly regarding the appropriateness of
specifications for low cost F2M roads.
10
gTKP ‘Low Volume Rural road Environmentally optimised Design Manual - Suzanna Zamataro’
46
Quantification:
Converting selected interventions into bill of quantity items will be

done following the design of each road selection. Engineer’s
estimates will be based on rates taken from current road
rehabilitation contracts. Unit rates analyses will be generated for
each item.
4.2.4 Packaging and Preparation of Tender Documents
It is anticipated that packaging will take place after completion of each

detailed design period. Packaging can then be guided by contractor
performance noted between January–September 2014. Packaging may then
reflect contractor capacity and a decision made as to the suitable size of
each contract. It is anticipated that approximately 150 km of road
identification, survey, design and documentation will be completed at the
end of the first year of the project, which will consist of approximately 40
km for each of the four counties. As a consequence of the project
commencement being timed for October 2013, and in consideration of
essential activities described herein, which are required to be undertaken in
advance of the target road selection process, road survey and inventories
will be commenced at the earliest in each of the counties as of late March
2014. Thus it is proposed that the road design and documentation
deliverable output for the first year of the project be reduced from 225 km
(450/2) to approximately 150 km. Particular team output is estimated in the
following section which also includes our anticipated survey and design
output scenario for year 2 of the project, when the road survey teams will
be able to commence survey on a ‘running start’ in November 2014, thus
47
enabling output deliverables which will meet the total of 450 km of design
and documentation for the project period of 2 years.
4.2.5 Time Related Outputs.
It is reasonable to estimate that the teams will generate on average,

between April and September 2014, 25km / month of quantified road
section designs with the later months compensating for any short fall in
earlier months, which coincide with construction oversight. Following
packaging of the road sections into contracts, by end October 2014,
approximately 150 km of road sections, packaged into four contracts will be
available for solicitation. Two further 6 months periods, November ‘14 to
April ’15 and May ’15 to October ’15, will both generate on average 25km /
month i.e. 150 km / 6 month period, thereby giving a total of 300 km of
road sections during year 2.
4.3 Construction Oversight

4.3.1 Contractor Work Program.
At the time of writing the 3 contracts have not been awarded. Resources
required for construction oversight needs to be tailored to the contractor’s
work program. Contractor’s competence needs to be assessed particularly
in regard to their design capacity. Solicitation documents state that the
contractor is obliged to submit incremental design within 45 day of ‘Notice
to Proceed’. The contractors’ work programs need to reflect approved
incremental design to which ES3R resource allocation must be sensitive.
48
4.3.2 Construction Time and Activity Intensity.
It is anticipated that contractors’ programs will target cross drainage

structures as a priority. The contractors’ pace is not yet known. It is also
likely that works activity will be at a peak between March and May 2014.
Contractor competence (the extent to which it requires mentoring, for
design and construction management, and supervision for contract
compliance) will influence the availability of the team to undertake
preliminary road surveys and subsequent detailed design which coincide
with this peak period. Additional time has been allocated for the initial
detailed design phase to compensate for demanding contractors.
4.3.3 Skills Transfer and Succession Planning:
Field team profile ensures positive skills transfer to both national staff
within the ES3R team and the road contractors’ key staff. Skills transfer
associated with ‘design elements and intervention selection’ and ‘contract
management and supervision’ will be prioritised. FE benefits since s/he will
have assumed the role of FTL in year 2, the SI benefits since s/he will
assume the role of FE in year 2 and Trainee to the role of SI; this
progression on the assumption that satisfactory performance is proven by
the various individuals during year 1. The ‘Design and Construct’ contract
model will not be used for future contracts. The skills acquired by
contractors’ key staff – project manager and engineer - in years 1 and 2,
could be available for A & E firms trained under the ES3R project. It is
appreciated that for realistic skills transfer to be enacted, there should be a
close relationship between adjacent staff levels. Engagement from the
49
MPW county engineers should also result in further developments of skills
sets required for the anticipated decentralization. However, while MPW
engineers will be encouraged, their meaningful engagement cannot be
guaranteed.
4.3.4 Time Related Outputs
Contractor performance is very much related to human, physical and

financial resources allocated to the construction team by decision makers of
the contractor. These, particularly the latter, are somewhat beyond the
control of the construction overseers.
The construction contract time of 16 months is generous. It is anticipated
that contractors’ will complete in advance of the contractual completion
date.
4.4 Integration of Planning Design and Oversight Components
4.4.1 Complementary Activities and the Promotion of Skills Transfer.

Integration creates a very potent learning environment. ES3R anticipates
nationalizing design and construction oversight components by year 2. The
complimentary activities of design and construction ensures FE’s and SI’s
are fully conversant with ‘buildability’ and ‘ease of construction’ of selected
interventions, familiar with human and physical resource allocations for
each stage in construction and thus able to estimate unit rates with
accuracy, aware of construction techniques, methods of working etc. The
arrangement of design and construction activities running side by side
50
enhances and accelerates understanding of both design skills and contract
management.
4.4.2 Maximize Use of Human Resources
Field based teams can take advantage of reduced oversight requirements

during contractors’ lows in productivity through inclement weather and
activities that are not oversight intensive. During these periods, the teams
will focus on design activities, be they field based – surveying, or office
based – design and quantification. The arrangement optimises engagement
and productive outputs of all three members of each team. Outputs for
design are maximised and succession planning for year 2 optimised.
4.5 Capacity Development

This project component aims to develop the skill sets of five Liberian-based
A & E firms. A request for Expressions of Interest (EOI) had been published
on line and advertised in the national press. We have received nine
separate responses from Liberian firms. The quality of the responses varied
widely from a simple written acknowledgement that the firm was
interested in being considered for the project and willing to participate in
the training, to firms submitting more elaborate qualifications and
experience statements, sharing multiple projects they had worked on as
well as staff CVs that they believe would be valuable for this particular road
rehabilitation project. The firms also varied in their scope of services
ranging from general consulting firms to engineering, architectural,
planning and environmental services.
51
Capacity Building Specialists at TRG have formulated an ‘Organizational
Capacity Assessment (OCA) Tool’ that has been used to document a
baseline skills condition for each firm, which will later be used after a year
to document the firm’s progress. This (OCA) tool has been submitted to
USAID for perusal and information.
To date, seven of the nine firms have been interviewed by the TRG
Consultant using the OCA tool. The output of the first intervention is a
‘Prequalification Report’. This report will be the basis for the development
of the training program. It should be noted that the structure and capacity
of the field based teams permit full road rehabilitation project cycle
exposure for A & E firm engineers. The ES3R senior team members will be
all experienced trainers capable of designing and delivering classroom and
field based training.
It should further be noted that at the end of the Project, Oct 2015, three
nationalized design and construction supervision teams trained through the
project will be available for participating A & E entities.
TRG plans a series of country visits, the first of which is currently taking
place as of January 2014. This visit has entailed on-site interviews and
assessments of each candidate firm using the OCA tool. Follow-on trips will
include developing and executing a training program for local A&E firms
aimed at enhancing the technical, managerial and financial skills of
employees of these firms so they can better perform road engineering work
in the future.
52
5. WORK SCHEDULE
The Work Schedule for the activities described in the previous section,
which are to be undertaken in the first year of the project, is included in
Annex B of this document. The schedule has been prepared on the
assumption that the procurement process for the Works Contractors
may be awarded in early January 2014.
The Mobilization Plan for the field staff is included in Annex C.
53
6. BUDGET
The budget for the project is included in the following table:
Contractor: CDM International Inc.

Project Title: Engineering Services for Rural Roads Rehabilitation (ES3R)
Client: USAID
Date of Submission: 26 September 2013
Period of Performance: 8 October ‘13 - 20 October ‘15
BUDGET SUMMARY
Year 1 (Oct 2013 - Year 2 (Oct 2014

Sep 2014) - Sep 2015) Total
I. Direct Labor $ 310,929.60 $ 303,539.06 $ 614,468.66
II Fringe Benefits $ 115,044.00 $ 112,310.00 $ 227,354.00
III. Consultants $ 63,388.00 $ 39,221.70 $ 102,609.70
IV. Subcontractors (IQC Partner and Local)

IQC Partner Subcontractors $ 1,573,039.18 $ 1,047,600.14 $ 2,620,639.32
V. Travel and Transportation $ 36,267.50 $ 17,791.53 $ 54,059.03
VI. Allowances $ 92,207.50 $ 91,724.80 $ 183,932.30
VII. Equipment $ 231,200.00 $ - $ 231,200.00
VIII. Other Direct Costs $ 141,143.76 $ 140,070.15 $ 281,213.91
IX. Overhead COSTS $ 457,066.51 $ 446,202.42 $ 903,268.93
X. G&A Costs $ - $ - $ -
XI. TOTAL ESTIMATED COST $ 3,020,286.05 $ 2,198,459.81 $ 5,218,745.85
XII. FIXED FEE $ 219,320.92 $ 160,089.13 $ 379,410.05
XIII. TOTAL CPFF $ 3,239,606.97 $ 2,358,548.94 $ 5,598,155.91
54
ANNEX A
PROJECT QUALITY MANAGEMENT

MEETING AND WORKSHOP
Critical Success Factors (CSF’s)

And
Priorities, Activities, Tasks (PAT’s)
55
ES3R Project Startup/PQM Workshop
Critical Success Factors/Project Activities & Task Matrix
Critical Success Factors
1 2 3 4 5 6 7
Maintain Focus on project objectives

maintaining reasonable expectations
capacity building for local A&E firms
Provide quality [products/services]

Adhering to project schedule while
Identify challenges and customize
Establish and maintain teamwork

and communication at every key
and avoid distractions/ outside
Develop consensus on design

Bring in/hire appropriate and
that exceed expectations

Owner/ Responsible
proactive personnel
Project Activities & Tasks
(service providers)
influences
criteria
Rating
Count
level.
Determine target roads
A All 1 0 1 0 1 0 0 3 C
Develop criteria for selection of A&E

B firms (service providers) TRG 1 1 1 1 1 0 0 5 B
Assessment of A&E
C firms/identification of their needs TRG 1 1 1 1 1 0 1 6 D
Select A&E firms (service providers)

D All 1 1 1 1 1 0 0 5 B
Mobilization of key/project staff

E COP/RDE 1 1 0 1 0 0 1 4 D
Administrative setup of project

F COP 1 0 0 1 0 0 1 3 A
Hire of qualified personnel

G COP/RDE 1 0 1 1 0 0 1 4 C
Award to construction contractors

H USAID 1 0 1 0 1 0 0 3 C
Prioritize target roads (after

I selection) COP/RDE 1 0 1 0 1 1 0 4 B
Conduct design studies

J RDE 1 0 1 1 1 1 1 6 C
Conduct contractor performance

K reporting RE/CM 1 0 1 1 1 0 1 5 A
Review contractor resourcing

L RE/CM 1 0 1 1 1 0 1 5 B
Conduct monthly site visits/meetings

M COP/RDE 1 0 1 0 0 0 1 3 B
Provide ongoing site technical

N assistance RE/CM 1 0 1 0 1 0 1 4 D
Coordinate with stakeholders

O COP/RDE 1 1 1 0 1 0 0 4 C
Identify key stakeholder

P representatives USAID 1 1 1 0 1 0 0 4 A
Prepare bid documents

Q Team 1 1 1 1 1 1 1 7 C
Established at PQM on 19Aug2013
56
USAID/Liberia
Engineering Services for
Rural Roads Reconstruction (ES3R)
PAT M ATRIX
Risk (How well do we do it? / Influenced by outside forces.)
Least understood Most understood
Highest Lowest
Num ber of
Responses
(CSFs and
E D C B A
PATs)
7 Q
CRITICAL SUCCESS FACTORS
6 Zone I C J
(CSFs) AFFECTED
5 B, D, L K
4 E, N G, O I P
3 Zone II A, H M F
1 Zone III
PAT count Zone I (most critical) - 5

Zone II (moderately critical) - 7
Zone III (least critical) - 5
Analyse Activities Needing Most Attention:

The activities affecting the greatest number of CSF’s and/or having the highest
'complexity' rating require the most attention to maximize project success. This is
the essence of managing project quality effectively and is at the core of the PQM
process. These activities are depicted as data points on a Priority Matrix (a graph
of the count and rating for each activity); the letter is the matrix correspondsto a
PAT (see PAT or CFS-PAT table).
The chart was divided into three sectors or zones.

Zone I is generally focused on the top left portion with activities that impact most
CSFs - most complicated or difficultor highest risk (i.e. need the most attention).
Zone III is focused on the bottom right portion, activities impacting fewer CSFs,
Summary of Analysis
The PQM identified that the top five PATs (Zone I) that at this time are critical to
the success of the ES3R Project and that the project team needs a higher focus
are:
1) C. Assessment of A&E firms/identification of their needs

2) E. Mobilization of key/project staff
3) N. Provide ongoing site technical assistance
4) Q. Prepare bid documents
5) J. Conduct design studies
57
ANNEX B
WORK SCHEDULE
YEAR 1
58
59
60
61
ANNEX C
MOBILIZATION PLAN
FIELD TEAMS
62
MOBILIZATION PLAN FOR FIELD TEAMS
Staff Employment Mobilization Mobilization Deployment

Description Offer to Liberia to Site on Site
TCN’s Mid-late Early Mid- Mid-
(3No) January 2014 February February February
Field Team 2014 2014 2014
Leaders
Resident Mid- January Resident in Early to mid- Early to mid-
Engineers 2014 Liberia February February
(3No) 2014 2014
Site Late January Resident in End- End-
Inspectors 2014 Liberia February February
(3No) 2014 2014
Trainee(s) Engagement as agreed with A & E firms and to suit work
schedule on particular site.
63

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ENGINEERING SERVICES FOR RURAL ROADS

Prepared for: USAID/Liberia

Prepared by: Howard M Shelmerdine

2. MOBILIZATION – CURRENT STATUS 11

4. STRATEGY AND METHODOLOGY 23

Figure 1: Illustrate the Project Organizational Structure 29

Figure 2: Field Team Structure (Year 1) 30 & 31

Figure 3: Illustrate the Project Institutional Arrangements 33

Figure 4: Optimized USAID Program Linkages 35

ANNEX A: Project Quality Management meeting

ANNEX B: Work Schedule

ANNEX C: Mobilization Plan

The U. S. Agency for International Development’s (USAID) ‘Engineering

1.2 Feed the Future Goals and Objectives

Feed the Future (FTF) is a U.S. Government initiative which aims to

 Meet the demand for food

The Farm to Market Road Rehabilitation (F2MRR) activity, which is allied

 USAID /Liberia FTF program Food and Enterprise Development

 Development of alternative low volume road pavement pilot

The immediate objective of F2MRR is to rebuild much needed physical

1.3 ES3R Project Objectives and Results

ES3R is an implementing mechanism within F2MRR activity, which will

The objectives, together with corresponding results, of ES3R are as

The results of the construction contracts will be the completed

The results of the design and documentation will be as follows:

 By the end of year one, the selection and design of 225

1.4 Project Team Composition

The composition of the project team consists of three firms as follows:

Prime Contractor: CDM International Inc.

Key Subcontractors: Cardno

Training Resources Group

A CDM advance-mobilization team was initiated for arrival in Monrovia,

Thus initial contact was made for enquiries on the following:

Key staff members were mobilized thereafter as follows:

Howard M Shelmerdine, COP arrived in Monrovia on 9 November 2013

Jim Clarke, Road Design Team Leader, arrived in Monrovia on 23

The COP is responsible for managing and coordinating overall

2.2 Organization Chart

The Organization Chart of the original proposed team hereunder:

CDM were represented by the three staff members in country and

David Wounuah Contracting Officer Representative

Sonja Stroud-Gooden Contracting Officer

Rosalind Sika Supervising Contracting Officer

The highlights of the meeting were as follows:

The development of a Project Mission Statement as follows:

Provide engineering services to USAID/Liberia for the development and

 Assessment of A&E firms/identification of their needs,

2.3.2 Other Key Meetings

Meetings have been held with other USAID contractors as follows:

 DAI, contractor for Food and Enterprise Development Program

Introductions have been provided for contact with partners, LAUNCH,

Mr. Victor B Smith, Deputy Minister for Technical Services

Mr. Jackson J Paye, Assistant Minister for Rural Development/Feeder

Weekly progress meetings between USAID/Liberia and key staff

2.4 Outstanding Items

Item Outstanding Issue Status Action Required Responsible

Effective overall project management at multiple levels will require the

3.2 Management Tools

 Procedures for document control, in-country logistical policies,

To facilitate successful project implementation requires a management