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Module 1-9b: Construction Supervision

By

GENERATION INTEGRATED RURAL DEVELOPMENT

CONSULTANT/GIRDC

GIRDC,G 1 October 23, 2015

 1 INTRODUCTION
1.1 General

Construction management can be defined as

the coordination of actions required for the performance of site construction
activities including procedures and elements of control and monitoring
necessary to assure that all contractual obligations under construction stage
are fulfilled by the parties to the contract.

Construction management comprises

1. the management of the construction site,
2. its activities and
3. its resources under the agreed conditions of contract.

Construction Management consists primarily of the total of activities that follow

from an assignment to supervise works.

A Construction Supervision task starts from the moment of Award of Contract and
ends with the issuance of the Completion Certificate.

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 1 INTRODUCTION (Cont…)

1.2 Objectives of Construction Supervision

The main objectives of supervision of construction projects are

i. to insure that the quality of work specified is maintained, the Works
conform to the Contract documents,
ii. to control and manage the costs of construction, and
iii. to provide proper and consistence as-built records and other project
documentation.

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 1 INTRODUCTION (Cont…)
1.3 Responsibilities of Parties in Construction Industry
1.3.1 Responsibilities of the Employer

During the course of the Contract the Employer’s duties and responsibilities are
limited to the following:
 Appoint the Engineer and advise the Contractor
 Appoint the Contractor and advise the Engineer
 Providing access to the site for the Contractor to undertake the works
 Making of payments to the Contractor
 Responding promptly on matters for which the Engineer is required to
consult the deducted from the Contract price or granting an extension of time
 Approval of the securities, insurers and terms of the insurance policies
 Taking over the works once substantially completed
 Deduction of liquidated damages from monies due to the Contractor when
payable
 Terminating the Contract in the event of the Contractor failing to perform

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 1 INTRODUCTION (Cont…)
1.3.2 Responsibilities of the Consultant

The Consultant shall have overall responsibility to assist smooth execution of the
project works for the timely and successful completion of the project.

The Consultants shall be fully aware of prevailing rules and regulations of the
government and provisions of international practices that foresee contractor's
claims, and therefore suggest the project management well in advance so that
such causes are effectively managed keeping best interest of the project.

1.3.3 Responsibilities of the Contractor

The Contractor, on the other hand, is required to construct the works under the
contract within the contractual time frame, within the contract price and in
accordance with the specifications, drawings and standards specified in that
contract.

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 2 TASKS OF THE CONSULTANCY SERVICE

The consultancy services can be undertaken in to three phases

1. Pre-Construction Phase,
2. Construction Phase, and
3. Post-Construction Phase.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase
After the signature of the contract and prior to the commencement of the works and during the
execution and establishment of the works, the supervising consultant shall focus on the following
but not limited.
2.1.1 Mobilization and Work Initiation
2.1.2 Preparation of Construction Supervision Manual
2.1.3 Data Collection and Reconnaissance Survey
2.1.4 Review of Engineering Design and Reports
2.1.4.1 Identification of Ground Control Stations and Pre-Construction Surveys
2.1.4.2 Review of Environmental Monitoring Aspects
2.1.4.3 Review of Technical Specifications
2.1.4.4 Review of Drawings
2.1.4.5 Review of Bill of Quantities
2.1.4.6 Review of the Contract Document
2.1.5 Issuance of Relevant Documents
2.1.6 Site Possession/ Handing-over the Site
2.1.7 Notice to Proceed and Contractor’s Mobilization
2.1.8 Review and Approval of Contractor’s Work Program and Method Statement
2.1.8.1 Contractor’s Work Program
2.1.8.2 Method Statement
2.1.9 Soils and Materials Investigation
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.1 Mobilization and Work Initiation

At the commencement of the consulting services, start-up meeting(s) would be held by the
consultant’s managerial staff and the client to discuss on the project in general and the outcome of
the meeting(s) will form the basis for the Consultant’s mobilization and updating & fine-tuning of
the Consultant’s methodology and work plan.

Further to the meeting, the Consultant will start mobilizing the professional team within the first
week of the commencement of the services with the leadership of the Project Coordinator
together with the Resident Engineer.

The Resident Engineer will then schedule the mobilization of other team members in consultation
with the Client so that they will move to the site at the moment of starting of the Contractor’s
activities on site.

The consultant plan shall comprises physical activity plan, physical schedule, financial plan, man
power schedule, vehicle schedule, surveying instrument schedule, and office equipment, furniture
and computers schedule.

The Consultant’s schedule will be revised from time to time depending on the progress of the
Contractor with respect to his approved work program.
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.2 Preparation of Construction Supervision Manual

The Consultant will establish a quality assurance system and prepare a construction supervision/
Quality assurance manual to ascertain the desired quality standards at all stages of the service.

The manual will be basically prepared based on the Consultant’s past experience in similar
construction supervision works and will be revised from time to time to include areas of interest
specific to the project, as the work progresses.

The following Standard Contract Supervision Forms/format will be prepared but not limited
 Form for Site Possession/Handover
 Form for “Interim Payment Certificate
 Form for Site instructions
 Form for Site Request and approvals
 Form for Site Request and approvals
 Form for Measurements of individual works
 Form for “Interim Payment Certificate, etc.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.3 Data Collection and Reconnaissance Survey

During the first two weeks of the commencement of the Services, the Consultant will collect and
assemble all relevant reports, drawings and the Works Contract of the subject project. The
data/information of particular relevance will include:

a) Topography and Climate (Topographic Maps, Topographic Reference Beacons/Pillars and

Monthly Rainfall and Climatic Data);
b) Soil, Materials and Foundations (Availability of Local Materials and Transportation
System, Soil and Material Information/type, physical characteristics, strength/,
Construction Materials and Water Source, Type, Physical Characteristics and Strength,
Chemical Properties and Rivers /Location, HFL, Bed Characteristics, Foundation Design
Parameters/;
c) Environment (Special Problems/Erosion, Subsidence, Slope Stability,
Flooding/Submergence/; and
d) Designs, Drawings and Documents (Available reports, design (including calculations and
back-up data, drawings in soft and hard copy formats, documents (including detailed
calculations for the quantities for the different items of works forming the Bill of
Quantities, technical specifications, etc).

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.4 Review of Engineering Design and Reports

 The Consultant will review and check the adequacy and soundness of the design prepared
with the actual site condition

 All the engineering drawings, plans, technical specifications and design calculations will be
reviewed in reference to the standards adopted for the various designs of the project, the
pre-construction survey and outcomes of the assessment of the irrigation project. The
review of engineering design and reports will be undertaken as detailed hereunder.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.4 Review of Engineering Design and Reports
2.1.4.1 Identification of Ground Control Stations and Pre-Construction Surveys

At the start of commencement of the supervision service, the Consultant will identify and verify all
the survey ground control stations, beacons and benchmarks previously established during the
design phase. In so doing, the Consultant will perform the following activities prior to
commencing any construction survey.

 Identification and checking of all reference points and bench marks based on the data on
the engineering drawings and documents prepared the Consultant during design stage
(phase I),
 Correct, as required, ground control stations based on the outcome of ground control
survey,
 Re-establishment of missing stations and benchmarks including placing of concrete posts
well fixed into the ground, and
 Checking of the Safeguarding of benchmarks and reference points.

Information on all survey data available, already existing or newly established will be properly filed
and maintained for reference by the Contractor until completion of the project and for the as
future references.
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.4 Review of Engineering Design and Reports

2.1.4.2 Review of Environmental Monitoring Aspects

The consultant will review the design documents in regards to environmental

monitoring aspects. Accordingly, various provisions made particularly in regard to
methods implemented to safeguard and improve the environmental and social aspects
listed hereunder will be reviewed:
 Transplanting of Trees, Crops and other Plants
 Provision of physical barriers for the protection and
 Preservation of Socially and Archaeological sensitive sites such as top soiling,
planting of grass cuttings and dumping rip rap for protection works for
channels.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.4 Review of Engineering Design and Reports

2.1.4.3 Review of Technical Specifications

Precise and clear technical specifications are a prerequisite for the successful
completion of the project. The Consultant will make a detailed review of the Technical
Specifications in order to assess the suitability and completeness and suggest, as
required, the necessity for additional specifications for the works.

The Consultant will ensure that the Technical Specifications are consistent with the
construction standards in the country, the laid-down performance and quantity
standards, quality control criteria and also with the Conditions of Contract.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.4 Review of Engineering Design and Reports

2.1.4.4 Review of Drawings

The Consultant will make a detailed review of all drawings for irrigation project
structures. Checks will be carried out to ensure that the drawings are consistent with
the Technical Specifications and that the method of measurement is clearly identified
in the Bill of Quantities for the respective items of works.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.4 Review of Engineering Design and Reports

2.1.4.5 Review of Bill of Quantities

The Consultant will go on with the review of the Bill of Quantities in reference with
the reviewed plans, drawings and technical specifications to check the accuracy and
ultimate verification of the one shown in the Works Contract Document. In so doing,
the Consultant will check the following major aspects:
 Verification and accuracy of quantities from the design drawings;
 Identification of items, which are provisional and may be subjected to
significant changes during execution;
 Ensure that the descriptions as given in the BOQ are adequate in regard to
the technical specifications including the method of measurement.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.4 Review of Engineering Design and Reports

2.1.4.6 Review of the Contract Document

The Works Contract Document signed between the Client and the Contractor will be thoroughly
reviewed so as to investigate any deficiencies associated with contractual matters. Accordingly,
the following documents that constitute the Contract Document will be checked and reviewed.
 The Contract Agreement,
 Letter of Acceptance and Minutes of pre-contract award discussion,
 Tender, Appendix to Tender, Pre-Tender Meeting Minutes and Addenda,
 Conditions of Particular Application,
 General Conditions of Contract,
 Particular Specifications,
 Standard Specification,
 The Drawings,
 Priced Bill of Quantities, and
 Other Documents

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.5 Issuance of Relevant Documents

The Consultant will issue the Contractor with all necessary copies of the Engineering Drawings,
Technical Specifications and Contract Documents before the site handover.

All other supplementary information requested by the Contractor, necessary for him to carry out
the Works, will be provided timely by the consultant.

The Consultant’s resident staff will assist the Contractor on site in interpretation of the plans,
profiles, and detail drawings and specifications.

In addition, the Consultant will clear all technical queries raised by the Contractor in the
interpretation of the documents. In this respect, each of the Consultant’s supervisory staff will
be responsible for clarifying all queries raised by the Contractor in his field of expertise.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.6 Site Possession/ Handing-over the Site

Prior to the handing over, the Supervising Consultant and the client should first familiarize
themselves with the site conditions by visiting the site to identify key features that will be shown to
the contractor during the site hand-over ceremony.

Following the successful submission of the relevant securities by the contractor, the Consultant, the
client and the District Irrigation Staff should arrange to facilitate the handing over of the site to the
Contractor. During this exercise, the contractor should be issued with the certificate of site
possession. Further, the client and the Supervising Consultant should arrange for a joint site visit to
show the contractor key features of the site. During the site visit, the contractor must be shown the
following features:
 Reference marks pegs (Permanent and Temporary Benchmarks),
 Farm infrastructure locations should be identified and any adjustments must be marked in
the Contractor’s and Consultant’s Detailed Improvement Plan (DIP);
 Gravel, Stone, selected material & Sand Sources (Selected Quarry areas and test pits should
be located); and
 Water points (Contractor should be shown both drinking and construction water points).
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.7 Notice to Proceed and Contractor’s Mobilization

The Consultant will check that all legal conditions have been met and financial
guarantees submitted by the Contractor before he is given Notice to Proceed. If all the
conditions are in order, the Contractor will then be given Notice to Proceed in
accordance with the time specified in the Works Contract.

Meanwhile, the Consultant will request the Contractor to produce a detailed

mobilization program that includes details of resources schedule, plants & equipment
schedule and manpower deployment. Having obtained the mobilization program, during
the Mobilization period, the Consultant will monitor and follow up the deployment of
the resources in accordance with the submitted mobilization program.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.1 Pre-Construction Phase (Cont…)
2.1.8 Review and Approval of Contractor’s Work Program and Method Statement
2.1.8.1 Contractor’s Work Program
Prior to commencement .of construction of the permanent works, the Contractor will be
requested to produce a realistic Work Program including the deployment of construction
equipment, manpower and his method statement, supported by charts.

The review task by the consultant will include study of:

o Assumption taken for hourly production rate and efficiency of equipments,
o Number of each type of equipment to be deployed including the time of mobilization
(Equipment Schedule),
o Type and quantity of construction materials to be mobilized (Materials Schedule),
o Title and Quantity of Contractor’s personnel assigned for undertaking each activity in
the project (Manpower Schedule),
o Sequencing the construction operations in a logical manner for optimum productivity;
o Contractor’s proposal for matching productivity requirements with his resources
including the need for opening more than one work head or working in multiple
shifts,
o Contractor’s Quality and Site Safety Plans;
o Contractor’s proposal for alleviation program for site staff and labor in respect of
Sexually Transmitted Diseases (STD) including HIV/AIDS
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.8 Review and Approval of Contractor’s Work Program and Method Statement (Cont…)
2.1.8.2 Method Statement

The Consultant will review the method statements (construction methods) proposed by the
Contractor to ensure that these are consistent with the stipulations of the Technical Specifications
and Conditions of Contract and that the proposed methods do not excessively interfere with the
general Eco-system of the route corridor beyond that required for construction of the permanent
works. The Consultant will also check the relevance of the construction methods, with reference to
the equipment and manpower proposed, for achieving the requirements of the specifications
within the programmed period.

All the methods proposed will also be checked with respect to quality of workmanship, safety
measures to be put in place during execution of each activity and conformity with the accepted
practices in the country.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.1 Pre-Construction Phase (Cont…)

2.1.9 Soils and Materials Investigation

Other than, the material sources proposed by the Contractor, the Consultant would investigate
exhaustively all construction material sources, existing and new, within the irrigation infrastructure
construction site to minimize overhaul, to optimize the use of available construction materials or
enhance economy.

The construction material sources to be investigated and located are borrow pits for embankment,
hard rock quarry sites for production of crushed aggregate for concrete works, natural sand, water
and masonry stone.

The consultant shall refer geology study report for the proposed quarry sites for the required
construction materials conducted during project study and design phase.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.2 Construction Phase

2.2.1 Approval of Contractor’s setting out of the works

At the start of the project works, the Contractor will be provided with survey information of
horizontal and vertical control points such as Benchmarks, base line, boundaries and control
stations. Thereafter, before commencement of construction of each permanent work, the
Contractor is expected to carry out all physical surveying required for the construction purposes.
The Consultant, prior to approval of the setting out survey, will carry out verification survey of
Contractor’s setting out and satisfy himself that there is sufficient survey coverage to accurately
define the final setting out of all works.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.2 Construction Phase

2.2.2 Safety

The Consultant will check that the Contractor follows safe working practices and prevents accident
in all his operations. In so doing, the Contractor will be requested to produce and submit his
general safety policy and include in his method statement the safety measures he will put in place
for each operation.

During each construction activity, the Contractor is expected to strictly apply his safety policy and
his attention will be drawn to any instances where the safety policy is not followed. S/he will also
be directed to carry out all works that are necessary in case of emergency and affecting the safety
of personnel, works and adjacent property.

In this regard, the Consultant will check the availability of a capable safety officer on the
Contractor’s side who will be monitoring that adequate safety measures are put in place at all times
and accidents are satisfactory prevented.

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.2 Construction Phase
2.2.3 Quality Control

The Contractor is expected to execute the project works in accordance with sound technical
administration, financial and economic practices. In this regard, the Consultant will perform all
duties associated with such tasks to ensure that only the best construction practice is followed and
that the final product is in full compliance with the specification at the most economic costs.

The Consultant will set up a quality control system meant specifically to the project, which
comprises a combination of process control and end product control for the project. The two
major aspects to be considered while setting up the Quality Control system are Quality Control of
Construction Materials and Quality Control of Workmanship.

Quality Control of Construction Materials

1. Materials Produced by the Contractor
2. Materials Procured From Manufacturers
3. Storage of Materials
Quality Control of Workmanship
4. Conformity with plans
5. Capability of Contractor’s manpower
6. Monitoring of Equipments and Plants
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.2 Construction Phase
2.2.4 Design Modifications/Changes

In the course of construction, design changes may be required to suit field conditions prevailing at
the time of construction or for any other adequate reason.

Some conditions that might have been overlooked at the design stage could also initiate for design
changes. Some of such conditions are improvement of alignments during construction, change of
alignments to cause reduction of cost, alteration of foundation/structure design based on supervision
of ground investigation by the Contractor, adequacy of opening sizes for cross drainage structures,
etc.

The Consultant will analyzes, verify and prepare the design changes/variations with
 the associated cost and environmental implication relative to the original design,
 effects on the Work program and time schedule, locally available construction material, ease
of construction method,
 Technical Specifications modifications
 the strength or quality of the work is by no means inferior to what is specified in the Works
Contract.
The client will be advised of the outcomes of the changes/variations and the associated implications
in respect of the project cost and completion time. The design changes/variations will come into
effect only after approval.
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.2 Construction Phase
2.2.5 Inspection of Works and Approval

Once the contractor has started to implement the works the supervising consultant should regularly
visit the site to inspect the quality of works and give approvals before the contractor can proceed
with certain critical activities.

The major responsibility of the Supervising Consultant is to ensure that the contractor’s quality of
construction materials and workmanship always complies with the technical specifications provided
in the contract document.

The Supervising Consultant should maintain a daily record of inspected and certified works. For this
purpose, sample ‘Works Inspection Forms’ need to be developed. Inspection of works includes
1. Surveying
2. Structures
3. Other Inspections
4. Quantity Surveying
5. Environmental Protection Monitoring
• Monitoring of mitigation measures due to construction activities
• Minimizing adverse effects on biological environment
• Minimizing adverse effects on water, soil and air
• Alleviation of noise, vibration and dust
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.3 Post Construction Phase

2.3.1 Final Inspection

The final inspection is carried out as part of the procedures for handing over the completed small
scale irrigation project to the beneficiaries and the client.

In the final inspection, a number of key measurements are carried out in order to check whether the
project has finally been constructed to the specified standards. The results of the final inspection
measurements should be compiled in a Final Inspection Report.

The key measurements carried out during the final inspection are related to:
 the headwork and canal alignments
 the water levels/canal and off-take levels
 Canal gradient
 Structural dimensions

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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.3 Post Construction Phase
2.3.2 Final Report
Final report can be called as Contract Completion Report. On the completion months of
construction, contract completion report will be prepared and submitted to Client by the Consultant
that includes, but not limited to the following:
 Executive Summary,
 Mobilization/demobilization details,
 Description of project,
 Project implementation,
 Financial cost details together with a breakdown of the same, detailing and assessing extra
expenditure and cost increases inclusive of the justification for such increases,
 Details of the work executed and of the techniques employed and type, quality, quantities
and sources of materials used,
 Contract changes and variations,
 Contractor’s performance,
 Assessment of any complaints and/or claims by the contractor ,
 A critical study of important technical problems which may have arisen during the
construction,
 Comments on Technical Specification and Conditions of Contract,
 Construction records,
 As-built drawings (A1 size reproducible),
 Conclusions, and
 Details of final account, where possible.
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)
2.3 Post Construction Phase
2.3.4 Consultancy Completion Report
Following submission of the Contract Completion Report, the Consultant will prepare a
comprehensive report on the Consultancy services throughout the contract period. The report will
describe the aims of the project and the achievements of the construction works. It will also detail
progress on the Final Account, which will be appended. Finally, it will give details of the Consultant’s
visits during the maintenance period.

2.3.5 Final Payment Certificate

Based on the final measurements and As-Built Drawings a Final Payment Certificate is prepared by
the contractor and agreed with the Supervising Consultant.

The Consultant will prepare and issue to a final bill of quantities and final payment certificate for his
processing. The final payment certificate will include:
 Outstanding payment of executed and measured works,
 Extra works and any other basis for payment,
 Partial amounts of retention to be released after the provisional acceptance under the
provisions of the contract,
 Partial amounts of retention to be retained for defects liability period under the provisions
of the contract,
 Corrections and adjustments of all prior estimates and payments, and
 Liquidated Small scale irrigation project age, if any, due from the Contractor.
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 2 TASKS OF THE CONSULTANCY SERVICE (Cont…)

2.3 Post Construction Phase

2.3.5 Payment of Retention Money

Upon the issue of Certificate of Substantial completion and provisional acceptance of the project,
partial amount of the retention money stated in the Works Contract will be certified by the
Consultant for payment to the Contractor

Upon issuance of Taking-Over Certificate and expiration of the Defects Liability Period, the
remaining amount of Retention Money will be certified by the Consultant for Payment to the
Contractor.

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 3 CONSULTANT CONTRACTUAL DUTIES

As part of the Contract Administration, the Consultant will undertake the following contractual
duties.

3.1 Coordination with Local Authorities

The Consultant will establish effective coordination with the local authorities and the community in
relation to implementing the biological, physical and social measures including the prevention and
control of HIV/AIDS in the project workplaces. Moreover, rock blasting near settlement areas will be
properly coordinated with the relevant officers of the Government Authorities to minimize levels of
noise pollution and community interference.

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)

3.2 Liaison with Employer

The Consultant will maintain close liaison with throughout the provision of the services as adequate
liaison with the Employer greatly facilitates implementation of the project works. All reports, site
meetings, site visits and inspection of the works progress through communication with the Client
and the Contractor will be important features of the liaison with.

The Resident Engineer will play a major role in the liaison with. Accordingly, he will liaise with the
Client, through the counterpart, in matters related to the following project activities:
1. Making arrangement for monthly progress meetings on site,
2. Discussions on problems encountered, variations, and claims,
3. Discussions on work progress against the approved program and construction issues, etc

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)

3.3 Liaison with Regional Administrators

It is also of vital use to ensure close liaison with the Regional Administrators to facilitate any matters
requiring interaction with the local society such as assessment and settlement of right-of-way
problems in respect of crops and buildings. Moreover, the Consultant will assist the Contractor to
maintain close co-ordination with all relevant local authorities so that unnecessary small scale
irrigation project to services and properties is avoided which will adversely affect the project
progress.

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)

3.4 Monitor Contractor’s Progress of the Works

The Consultant will continuously monitor the Contractor’s progress against the approved program
and the associated method of working in all activities.

As a contractual obligation, the Contractor is expected to carry out the works as per his program
without any significant slippage. To ensure this, the progress of works will be reviewed on a
monthly basis and any shortfall observed will be pointed out to the Contractor with directives to
take corrective measures.

As an efficient way of following up the progress, the Consultant will produce a resource analysis
against production needs, required for the timely completion of the project. Critical items, which
could affect the progress of works, will be identified from the approved program and will be closely
monitored throughout the Contract period with appraisals of changes required for the positive
advance of the progress.

Based on the observations, the Contractor will be advised when additional resources, revised
methods of working or reprogramming of the Works are deemed to be required.

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.4 Monitor Contractor’s Progress of the Works (C0nt…)
3.4.1 Site and Progress Meeting

One of the means for controlling the progress of the works will be conducting of progress meetings.
Accordingly, weekly and monthly meetings will be held at the project site office. The meeting will
focus on the accomplishment of the planned work and the corresponding delay, if any, with the
respective resource allocation. Problems encountered and proposed solutions will be highlighted to
resolve the problem of delay. These meetings will be minted and signed for a record.

An agenda will be prepared listing the matters to be raised in the Progress Meetings, which will
normally include the following:
 Program and progress,
 Supply of materials,
 Shortage and breakdown of plants and machinery,
 Availability of labor,
 Quality control,
 Weather conditions and effect on the progress of works,
 Actions to recover delays,
 Variations, and
 Claims and recording of facts

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)

3.4 Monitor Contractor’s Progress of the Works (C0nt…)

3.4.2 Meetings and Correspondences

Meetings and correspondences are important contractual means to create mutual understanding
between the Contractor and Consultant’s site staff for the positive advance of the project works. At
the initial stages of the construction, a Line of Communication will be formed that will base an
assessment of the task assignment of each of the Contractor and Consultant’s key staffs. Site
meeting will be made to undertake this task prior to commencement of construction of the
permanent works, which will ultimately form an efficient Line of Communication.

In addition to the Line of Communication, the Contractor through discussion with the Consultant will
produce Formats for the various activities of the project work. This will include formats and
presentations for various laboratory tests, data collection form for surveying works, Request for
Approval forms, formats for measurement of finished works, etc.

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.4 Monitor Contractor’s Progress of the Works (C0nt…)

3.4.3 Engineer’s Instruction and Variation Orders

Variation Orders are issued where extra works significantly affect the contract Sum. These may
involve omissions or additions to the Contract Sum. Variation Orders may be approved by the
Project Manager within his authority as provided in the Conditions of Contract. However, most
Variation Orders must be approved by the Client and accepted by the Contractor.

Following the approval of the amendments, the Consultant will prepare and issue Instructions,
Variation Orders to the Contractor (including alterations, additions or omissions from the signed
contract) complete with the associated measurements, and payment instructions will be advised of
such instructions and variation orders together with the associated implications.

The Consultant will keep records of all change (variations including Day work) and orders issued with
respect to the Works.

Variation orders should include issues such as type of work to be accomplished including the limit of
the work; authority under which the instruction has been given; method of measurement; agreed
unit rate and method of payment.

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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.5 Cost Control and Advise on Estimated Total Cost

An attempt will be made to complete the works specified within the ceiling amount of the contract.

The nature of construction, some changes in the plans and specifications may be necessary during
the course of construction to suit field conditions, which subsequently alter the contract amount.
In practice, the Bill of Quantities and the bid amount listed in the bid schedule do not govern the
final project cost.

The Consultant will devise a method for optimization of cost by means of determining the exact
volume of work, including amendments, changes and modifications, and will come up with the final
estimated cost during the work progress. Variation orders, that include alterations, additions and
omissions will be valued at the rates and prices fixed on the contract or if not suitable prices will be
fixed. This together with the estimated quantity will enable estimates of the final construction cost
to be updated on a monthly basis and help in identifying possible cost over runs or under runs.

In case of increase/decrease of the estimated initial project cost due to Variation Orders approved by
the consultant/client, the reason for the same will be indicated.

Payments to the Contractor will be made only for the actual quantities of work items performed in
accordance with the plans and specification.
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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.6 Measurement and Payment
Measurement and valuation is clearly a prerequisite to certification and payment of works. Most
contracts are of the bill of quantities type (ad measurement contracts) and their measurement and
valuation are governed by the conditions of contract.

Supervising Consultant must carry out measurements of completed Works.

A record of these measurements and derived quantities must be kept by both the contractor and
the Supervising Consultant on site to form a basis for preparation of the Interim Payment
Certificates.

3.6.1 Monthly interim payments due to the contractor

An agreed and accepted method would be established with the Contractor for carrying out the
necessary measurements, calculations and certifications required for interim payments in
accordance with guidelines previously agreed with.

3.6.2 Payments Follow Up

After submission of Interim Payment to, the Consultant will monitor the payment process and alert
the Client when payment delays accrue to the point when:
 Interest charges will become due, and
 The Client will be in default for late payment.
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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.7 Documentation and Site Recording

Project Records are important instruments to show the detailed Works being undertaken for the
project and are clear evidences for justifying or rejecting potential claims that could arise in the
course of the construction.
 Site Diary and Daily Log Sheets
 Documentation of Design Drawings, Reports, As-built Drawings and Correspondence
 Contractual correspondences and data
 Contractor’s equipment
 Work stoppages and delays
 Daily and Weekly Activities
 Accidents on site
 Official visitors on site
 Daily weather records
 Activities
 Media Reports

3.8 Claims and Time Extensions

The Consultant recognizes the importance of handling claims raised by the Contractor, which could
become a major issue adversely affecting the progress of works. Accordingly, the Consultant’s
supervisory staff will be aware of contractual conditions that could give rise to potential claims.
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 3 CONSULTANT CONTRACTUAL DUTIES (Cont…)
3.9 Preparation and Submission of Claims

It is most important to comply with the terms of the Contract, as often there are time requirements
within which the Contractor is required to submit the details of his “claim” with supporting
documentation. The “Claim” cannot be entertained if the time limitations are not observed. The
“claim” must be accompanied by complete supporting information and relevant documentation.
Such information will include the contractual basis for the claim, details of the “claim” itself, and
complete details of costs including the rates.

3.10 Management of Claims and Disputes

In a contractual relationship, disputes can arise as a result of disagreement about issues related to
quality, quantity, payment or program of the work. Parties are advised to settle disputes politely.

3.11 Assistance during Arbitration

If a claim cannot be settled by negotiations, the parties can agree to place their respective cases
before a conciliator as per the Contract provision. In the event of adjudication or arbitration, the
Consultant will provide the necessary personnel and expertise to advise and assist the employer in
any such process and will prepare any further analysis of the Contractor’s claims submissions as may
be necessary to assist the employer in the presentation of his case. The assistance will be continued
until such time that the Client is through with the case.
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 4 REPORTING REQUIREMENT

Reporting requirements are important as a management tool to monitor progress and take
corrective action in case deviation from the program are noticed up with those given responsibilities
for certain actions and decisions. The Consultant will prepare and submit to Client the following
reports

4.1 Inception Report

4.2 Progress Reports

4.3 Photographs
Complete photograph album shall be submitted to the client with the final completion report.

4.4 Progress Meetings

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 5 CONSTRUCTION WORK FLOW
5.1 Preparation Works
 Explanation of the Work
 Construction plan
 Construction Survey
 Temporary Work
 Borrow pit & disposal area
 Sampling and test
5.2 Earth Works
5.2.1 Cutting works
 Cleaning, grubbing & removal of surface soil
 Setting out the cut area
 Excavation
 Examination of banking material
 Disposal
 Measurement
 Finishing

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 5 CONSTRUCTION WORK FLOW (Cont…)
5.2 Earth Works
5.2.2 Filling works
 Cleaning, grubbing & removal of surface soil
 Setting out the fill area
 Material test
 Filling
 Conveyance
 Spreading
 Compaction
 Measurement
 Finishing

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 5 CONSTRUCTION WORK FLOW (Cont…)
5.3 Masonry Works
 Cleaning & grubbing
 Setting out
 Excavation for structure
 Hard Coring
 Bottom Concrete Work
 Masonry Work
 Plastering & Pointing
 Back filling
 Measurement
 Finishing Work

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 5 CONSTRUCTION WORK FLOW (Cont…)
5.4 Concrete Works
 Cleaning & grubbing
 Setting out
 Excavation for structure
 Placing leveling concrete
 Reinforcement work
 Frame Work
 Concrete Work
 Curing & Removing form
 Backfilling
 Measurement
 Finishing Work

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 6 CONSTRUCTION CONTROL POINT
6.1 Preparation Works

6.1.1 Explanation of the Work

The details of the work and the area affected during the construction period shall be clearly
described. Meeting with beneficiary and local authorities shall be held to explain the work and get
consent.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.1.2 Construction plan

Construction plan shall be prepared by the contractor and submitted to the consultant for approval.
Contents of construction plan are as follows.

(1) Project out line

1) Project name
2) Project management
3) Site location
4) Project period
5) Project description

(2) Management organization

1) Chart of organization
2) Safety management

(3) Temporary work plan

1) Site office
2) Safety facilities
3) Leased land for temporary yard
4) Temporary facility plan
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 6 CONSTRUCTION CONTROL POINT (Cont…)

6.1.2 Construction plan

(4) Construction plan

1) Quantity of work
2) Construction process
3) Construction machinery plan

(5) Construction management

1) Schedule control
2) Quality control

The plan shall be reviewed by the consultant in accordance with the contract and be approved.

Finally, this construction plan shall be explain to beneficiary and local authority and get consent.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.1.3 Construction Survey
Prior to the commencement of the work, the Engineer shall provide a number of benchmarks
(BM) located on the site(s) as shown on the Drawings. Before starting any work, the Contractor
shall check the alignment of the benchmarks in the presence of the Engineer and shall notify the
Engineer of any error or misalignment which may be discovered during such checking. After the
benchmarks have been thus checked and any errors corrected, the Contractor shall certify his
acceptance of the Benchmarks to the Engineer in writing.

6.1.4 Temporary Work

Temporary works such as access road, camping, utilities and the like shall be clearly identified and
quantified. Meeting with the local authorities shall be held to explain and get an agreement.

6.1.5 Borrow pit & disposal area

Borrow site for fill material, masonry stone query site, crushed aggregate query site, natural sand
query site, and disposal area shall be clearly identified. Meeting with local authority, land owners
and land tenant shall be held to explain the issue and get agreement.

6.1.6 Sampling and test

A sample from the major activities on the earth, masonry and concrete works have to be taken
and tested for its feasibilities before the realization of the whole works commencement. The test
results have to be checked with respect to the specifications and recommendations made for the
same and shall have to get an approval by supervisor.
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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.2 Earth Works

The Contractor shall give to the Engineer at least seven days written notice of his intention to
commence earthworks on any part of the Site, in order to enable the Engineer to be furnished
with all ground levels and other particulars he may require for the purpose of measurement. No
earthwork shall commence until the clearing and grubbing has been advanced to the satisfaction
of the Engineer.

The earthworks shall not be commenced until the Contractor has received from the Engineer
written approval.

6.2.1 Cutting works

6.2.1.1 Cleaning, grubbing & removal of surface soil

The Contractor shall clear the Works area for dikes, channels and roads, and the sites of
structures and borrow areas of all obstructions in or on the terrain surface, or to the limit
indicated on the drawing or by the Engineer such as:
 Vegetation, including all of the roots.
 Shrubs and trees, including all stumps and roots.
 Rubbish and/or other objectionable matters.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.2.1.2 Setting out the cut area
The Contractor shall set out the cut area and canal alignment using the data shown on the
Drawings or as instructed by the Engineer. The Engineer shall certify his acceptance of the setting
out of cut area and alignment to the Contractor in writing before commencing excavation.

6.2.1.3 Excavation
Excavation of irrigation canal and foundation of headwork and canal structures shall be done
according to the drawing and specification. Elevation shall be checked using Levelling by
contractor and supervisor jointly for its conformity with the drawing and specification.

6.2.1.4 Examination of banking material

If excavated materials are used for embankment materials, confirm that excavated soil is suitable
as filling materials. Representative samples shall be taken by contractor and supervisor
representatives jointly and submitted to the certified laboratory.

6.2.1.5 Disposal
The Contractor shall remove spoil from excavations and shall place it at a dumping point
designated (or approved) by the Engineer, which may be in embankments, in temporary dumps,
or in permanent spoil tips, according to the quality of the spoil, the need of it for filling and other
circumstances, as directed by the Engineer.

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 6 CONSTRUCTION CONTROL POINT (Cont…)

6.2.1.6 Measurement

The volume of earthwork for canals, roads, drains, dikes shall be based on cross-sections and
formation levels taken at intervals of 100 m and located at the 100 m Chainage points on the
channel centre line. For the purpose of calculating volumes, the cross-section shall be taken to
apply for 50 m on either side of that section.

Where formation levels are such that the volume calculated as above does not represent the
actual volume, the Engineer or Contractor may, at their direction, request measurement of cross-
sections at any intermediate distance in addition to, or instead of the measurement at the
specified interval.

6.2.1.7 Finishing

The entire excavated canal sections including road, side slope, and structures foundation area
shall be left in neat and presentable conditions.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.4 Concrete Works
6.4.1 Cleaning & grubbing
The Contractor shall clear the Works area for masonry works of all obstructions in or on the
terrain surface, or to the limit indicated on the drawing or by the Engineer such as:
 Vegetation, including all of the roots.
 Shrubs and trees, including all stumps and roots.
 Rubbish and/or other objectionable matters.

6.4.2 Setting out

The Contractor shall set out the working corners and alignment using the data shown on the
Drawings or as instructed by the Engineer. The Engineer shall certify his acceptance of the setting
out of corners and alignment to the Contractor in writing before commencing concrete works.

6.4.3 Excavation for structure

Excavation for structures shall be done according to the drawing and specification. Excavation for
concrete lining shall be accurately trimmed to the specified dimensions. Where over excavation
occurs it shall be back filled with gravel as specified below, or such other fill material as the
Engineer may order, entirely at the Contractor's expense. Elevation shall be checked using
Levelling by contractor and supervisor jointly for its conformity with the drawing and
specification.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.4 Concrete Works
6.4.4 Placing leveling concrete

Mass/plain concrete can be casted as levelling for the following purposes:

1. to make the weight of structure spread evenly to the ground, and
2. to make reinforcing bars assembled so that reinforcing bars can be placed properly (level or
vertically, etc. as indicated in drawings.

Spread out and compact crushed stones under levelling concrete when the excavated and
trimmed soil surface is soft soils shall be done first. Then, set the forms on the crushed stones and
finally, place the levelling concrete as specified thickness.

6.4.5 Reinforcement work

Steel reinforcement for concrete shall consist of steel bars or welded deformed steel wire fabric
except where otherwise shown. Steel bars shall consist of deformed and plain billet-steel bars as
specified in ASTM A.615. Steel wire fabric for concrete reinforcement shall be in accordance with
the requirements of ASTM A.497.

All deformed and plain steel bars to be used as reinforcement in concrete constructions shall be
of Grade 60 and Grade 40 respectively in accordance with the requirements as described in ASTM
A.615. All steel wire fabric shall be delivered in flat sheets. The Contractor shall prepare test
specimens of steel reinforcement to be used in the Works.
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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.4 Concrete Works
6.4.5 Reinforcement work
Reinforcement processing
1) Clean reinforcing bar
2) Cut reinforcing bar by the total length of each bar
3) Bend reinforcing bar by following processing plan
4) Reinforcing bar shall be bent without heating

Assembling of the reinforcing bar

1) Place spacer blocks on the leveling concrete to secure the designated clearance between
the structure bottom and reinforcement bars.
2) Place the reinforcing bar on the position of structure
3) Bind the reinforcing bars each other by binding wire tightly not to move them by concrete
placing
4) Put the spacer for keeping space between the reinforcing bars and forms assembly at
right position

Payment for reinforcing steel will be made at the price tendered per kilogram or tone for
“reinforcing in place".

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 6 CONSTRUCTION CONTROL POINT (Cont…)

6.4 Concrete Works

6.4.6 Frame Work

Forms shall be true to line and grade with in allowable tolerances for concrete surface, mortar
tight and sufficiently rigid or prevent objectionable deformation under load. Care shall be taken to
fit the forms over the completed surface so as to obtain accurate alignments of the surface and to
prevent leakage of mortar.

Forms for exposed surfaces shall be coated with approved non-straining from oil, which shall be
applied shortly before the concrete is placed. All forms shall be so constructed that they can be
removed without damaging the concrete.

Form shall be sufficient and properly braced. The maximum tolerance is 1cm in width and
elevation, and 5cm in length.

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 6 CONSTRUCTION CONTROL POINT (Cont…)

6.4 Concrete Works

6.4.7 Concrete Work

Cast in place concrete is concrete premixed at a batching plant and transported to the work site
or concrete whose ingredients are transported to the site and mixed just before casting in place.

Provide cement, aggregate, water admixture, labour equipment and tools for cast in place
concrete as required for the satisfactory installation of the works.

Mix Proportion

The proportion of concrete ingredients given in the "Standard mixes for ordinary Structural
Concrete" of this Specification.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.4.8 Curing & Removing form

The placed concrete shall be cured by means of the Moist Curing and/or equivalence method for
at least 5days after placement of concrete.

Form shall not remove before the expiration of the minimum time indicated below, except as
otherwise directed.
Slab = 7 days
Wall = 2 days
6.4.9 Backfilling

Back filling around structures shall be executed spreading and compacting the recommended fill
material layer by layer as per the specifications.

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 6 CONSTRUCTION CONTROL POINT (Cont…)
6.4.10 Measurement

Measurement will be made of the number of cubic meters of concrete acceptably placed as
directed by the engineer.

Payment will be made of the number of cubic meters measured by provided above at the contract
unit price per cubic meters.

6.4.11 Finishing Work

Immediately after removal of forms, all unsightly or lips shall be removed and undesirable local
building on the surface to be permanently exposed shall be remedied. All finishing shall be
performed immediately after the forms are removed. Care shall be taken to see that all free water
which has accumulated at the surface, is removed before making any finish.

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 SURVEYING DATA COLLECTION FORM
Leveling Data Sheet
Project Name_________________
Type of work_____________________ Date______________________
Chinage from______________to ________________ Page____________
Location
PT Chainage BS HI IS FS OGL EL Bed Level Remark

Contractor Consultant
Name_______________ Name________________
Sign_________________ Sign_________________
Date________________ Date_________________

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 PROJECT PROGRESS REPORT FORM
To date
Project
Perform
Monthly ance
To date cumulative
In the performance of the
plan project since the
Plan Execution year commencement
Monthly Yearly
Item Physical Amount, Physical Amount, Performa Perform Physical Amount
No. Description work, % Birr work, % Birr nce, % ance, % work, % , Birr

TOTAL
October 23, 2015
GIRDC, 64
 PAYMENT FOLLOWUP SHEET
Proportio
n of
Date Invoice Amoun Contract
Payment Submitted Amount t Paid Date Amount
Certificate Title to Client (Birr) (Birr) Paid (Birr)

Total

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 LABORATORY TEST RESULT FOR SAND LABORATORY SERVICE
Laboratory Test For Fine Aggregate
Pro.No:-
Project :- Date:-
Client :-
Location :-
Object :- Clay content and gradation of sand
1. Clay content of sand
No Material Type Location Silt content %
1 sand
2 Gradation test for Sand
% Pass
Soil
No Sieve Size (mm)

1 75
2 63
3 50
4 37.5
5 25
6 19
7 12.5
8 9.5
9 4.75
10 2.36
11 1.18
12 0.6
13 0.3
14 0.15
15 0.075
Tested by: …………………… Approved By ………………………
Date : ………………….. Date ……………………………
Checked by ……………………………..
Date : ………………………………..

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LABORATORY TEST RESULT FOR REINFORCEMENT BAR
LABORATORY SERVICE
Laboratory Test For Reinforcement Bar
W.O.No:-
Project :- Date:-
Client :-
Location :-
Cross section area Yield Stress Ultimate Tensile Stress
Sample No. Diameter (mm) Elongation (%) Mass/meter (kg/m)
(mm2) (Mpa) (Mpa)

Tested by: …………………… Approved By ………………………

Date : ………………….. Date ……………………………
Checked by ……………………………..
Date : ………………………………..

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TAKE OFF SHEET
Take off sheet Format
Project Name:_____________________
Type of Structure:_________________

Payment No.:________________ Page No.:___________

Dimension

Volume
(m3)/Area
Item No. Description Unit No. Length (m) Width (m) Depth (m) (m2) Remark

Contractor Representative Consultant Representative

Name Name
Sign Sign
Date Date

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SUMMARY OF EXCUTED AMOUNT
SUMMARY OF EXCUTED AMOUNT
Project Location
Client

Consultant
Contractor
CERTIFICATE OF PAYMENT No.__
Summary of Executed B.O.Q Amount (Birr)
Contract Previous
Item No Total Executed Amount
Type of Work Amount Amount Current Amount

Total

Consultant's Representative Client's Representative

Name _____________________ Name ________________

Signature __________________ Signature _____________

Date ______________________ Date _________________

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SUMMARY OF CHECKED AMOUNT
CHECKED PAYMENT
CERTIFICATE OF PAYMENT No.___
Project Location
Client
Consultant
Contractor
1. Original Contract Amount
2. Supplementary Contract
3. Variation
Revised Contract Amount
Value Added Tax (VAT)
TOTAL
Executed B.O.Q Amount (Birr)
Contract Total Executed
Item No Previous Amount Current Amount
Type of Work Amount Amount

a Total
b Add VAT = (15% *a)
c Grand Total = (a+b)
DEDUCTION
Retention = (5%*a)
Advanced payment = (30% *c)
d Total Deduction = (5%*a + 30%*c)
Total due to certificate after deduction including 15% VAT= (c-
d)
Advance Payment
1.Advance Paid to the Contractor
2.Advance repaid by the Contractor
Outstanding Advance Payment

Consultant's Representative Client's Representative

Name __________________ Name ____________
Signature ____________ Signature _________ October 23, 2015
GIRDC, Date _______ 70 Date _____________
 Thanks for your attention

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