Post on 20-Jul-2016
description
transcript
REPBULIC OF KENYA
November, 2012
JAPAN INTERNATIONAL COOPERATION AGENCY
MINISTRY OF ROADS
in association with
Strengthening of Capacity on Road Maintenance Management through Contracting
Supervision and Contract Evaluation Manual for Road Works
Supervision and Contract Evaluation Manual for Road Works
‐ 1 ‐
FOREWORD
(One page for foreword)
Supervision and Contract Evaluation Manual for Road Works
‐ 2 ‐
Table of Contents
Abbreviations and Acronyms
1. Introduction
1.1 Supervision and contract evaluation system 5
1.2 Application of the Manual 6
2. Supervision 8
2.1 Supervisors 8
2.2 Supervision stages 8
2.3 Works execution programme 10
2.3.1 Purpose 10
2.3.2 Contents 11
2.3.3 Authorization procedures 14
2.4 Supervision Check List 14
2.4.1 Purpose 14
2.4.2 List Composition 14
2.4.3 Procedures 18
2.5 Check Points 20
3. Contract Evaluation 52
3.1 Application 52
3.1.1 Purpose 52
3.1.2 Evaluators 52
3.1.3 Evaluation timing 53
3.2 Evaluation procedures 54
3.3.1 Overall procedures 54
3.3.2 Grading 57
3.3 Evaluation items 59
3.4 Evaluation by Resident Engineer 60
3.4.1 Evaluation items 60
3.4.2 Grading criteria 60
3.4.3 Grading sheet 61
3.5 Evaluation by Engineer’s Representative 63
3.5.1 Evaluation items 63
3.5.2 Grading criteria 63
3.5.3 Bonus/Penalty 67
3.5.4 Grading sheet 68
Supervision and Contract Evaluation Manual for Road Works
‐ 3 ‐
3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee 70
3.6.1 Evaluation items 70
3.6.2 Grading criteria 70
3.6.3 Grading sheet 75
3.7 Weighting 79
3.7.1 Concept of weighting 79
3.7.2 Weight application for scoring 79
3.7.4 Inter-item weight 79
3.7.5 Weight by evaluator 80
3.7.6 Weight change 80
3.8 Contract evaluation scoring 80
3.8.1 Contract Evaluation Tally Sheet 80
3.8.2 Notification of Scores 83
3.8.3 Score database 83
Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 102
D. Monthly Progress Report templates 103
(Supervision check list) 112
E. Report for Substantial Completion Meeting 121
F. Contract evaluation tally sheet 122
F.1 Contract Evaluation Grading Sheet for Resident Engineer 123
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 122
F.3 Contract Evaluation Grading Sheet for QAO/IAC 124
F.4 Contract Evaluation Tally Sheet (Large scale work) 127
F.5 Contract Evaluation Tally Sheet (Small scale work) 128
F.6 Contract Evaluation Tally Sheet (Labour-based work) 129
G. Notification of scoring of contract evaluation 130
H. Taking Over Certificate 133
I. Database Format 134
I.1 Contract Evaluation Database Format in Authority 134
I.2 Integrated Contract Evaluation Database Format 135
Supervision and Contract Evaluation Manual for Road Works
‐ 4 ‐
Abbreviations and Acronyms
ARWP Annual Road Works Programme
CETS Contract Evaluation Tally Sheet
ER Engineer’s Representative
FIDIC Federation Internationale des Ingenieurs-Conseils
IAC Inspection and Acceptance Committee
JICA Japan International Cooperation Agency
KeNHA Kenya National Highways Authority
KeRRA Kenya Rural Roads Authority
KNBS Kenya National Bureau of Statistics
KRB Kenya Roads Board
KURA Kenya Urban Roads Authority
KWS Kenya Wildlife Service
M&T Material and Testing Department, Ministry of Roads
MOR Ministry of Roads
MOTC Ministry of Transport and Communication
PPOA Public Procurement Oversight Authority
RE Resident Engineer
RMM Road Maintenance Manual, May 2010
RMMS Road Maintenance Management System
SCL Supervision Check List
SSRBC Standard Specification for Road and Bridge Construction, 1986
QAO Quality Assurance Office
WEP Works Execution Programme
Supervision and Contract Evaluation Manual for Road Works
‐ 5 ‐
1. Introduction
1.1 Supervision and contract evaluation system
(1) General concept of supervision and contract evaluation system
The concept of supervision and contract evaluation system is to streamline the cyclic
management process as shown in Fig.1.1 for contracted road works. Through continuous exercise
of this cycle, the system will help Road Authorities supervise and manage road works effectively
and also give Contractors incentive to improve their performance.
This can be achieved by providing transparent and objective “check and record” methods. The
methods cover the key performance and technical requirements for road works and matters such
as safety, environmental and social impacts of the work execution. The latter are becoming more
significant in Kenya and needs careful mitigation actions to avoid any negative consequences
that may arise.
Fig.1.1 General Concept of Supervision and Contract Evaluation System
(2) Operational Procedure
Operational procedure is shown in Fig.1.2.
1) At launching stage, the Contractor submits Works Execution Programme (WEP) that is a
basis for the management of works.
2) During execution stage, Supervision Check List (SCL) is used by the Authority. SCL which is
unified format records the degree of compliance and achievement against performance targets.
The results recorded on SCL are used as a basis for contract evaluation.
3) At conclusion stage, contract evaluation is conducted using an objective method to assess the
overall performance and finished works. The result of evaluation is graded and then converted
to scores. The score is notified so that the Contractor can review their performance.
4) Since the scores are generated in a fair and transparent manner, they can be used as data for
relative comparison between contracts. All the scores derived from contract evaluation are
stored in a database.
Check Points and
Evaluation Items
Management Stages
Equipments
Staff
Quality/Quantity
Scheduling
SafetyEnvironmental/Social Issues
Tendering Supervision
Database
Check List
Contract EvaluationTendering
Supervision and Contract Evaluation Manual for Road Works
‐ 6 ‐
5) In subsequent procurements, the database may be referred to by the relevant Authorities,
procurement entities, or any other interested party. A company’s scores in the past would be
taken into account in prequalification and tender evaluation.
Fig.1.2 Operational Flow of Supervision and Contract Evaluation System
1.2 Application of the Manual
(1) Application
This Manual which is administrated by the Ministry of Roads shall be applied to all road
works contracted by Roads Authorities in the Republic of KENYA. Target groups of the manual
are officers in the regional office and headquarters of the Authority who are in charge of the
management of contracted road works. The manual shall be applied to road maintenance,
construction, improvement, and rehabilitation of works.
(2) Relationship with other relevant documents
This manual shall be used in conjunction with other relevant documents as listed below:
1) Statutory Regulations
•Public Procurement and Disposal Act2005
•Public Procurement and Disposal Regulations 2006
2) Contract documents
(•“Guide to the use of FIDIC, Conditions of Contract for works of Civil Engineering
Construction”, fourth edition, Federation international des ingenieurs-conseils, 1987)
3) Manuals
•Standard Specification for Road and Bridge Construction, 1986 (SSRBC)
•Road Maintenance Manual, May 2010 (RMM)
•Contract Management Manual
•Planning Manual for Preparation of the Annual Road Works Programme (ARWP) by
Road Agencies, Kenya Roads Board, February 2010
Authority
Contractor
Work
Works Execution Programme
Submission
Procurement
Launching Stage Execution Stage
Conclusion Stage
Next Procurement
FinishedProduct
ScoreScore
Supervision Check List Contract
Evaluation Grading/Scoring
EvaluationCheck & Record
Check & Record
Supervision and Contract Evaluation Manual for Road Works
‐ 7 ‐
•Road Design Manual, MoTC
•Road Safety Audit, 2009
(4) Documentation
The following documents are prepared and exchanged between the contractor and the
Authority during the contract period. These documents are all proof material to conduct
supervision and contract evaluation procedures. Fig. 1.3 illustrates the usage of the documents in
the process. The templates of these documents are shown in Appendix B-H.
1) Works Execution Programme (WEP)
2) Site diary (daily report)
3) Monthly progress reports
4) Substantial Completion Certificate (Taking-over Certificate)
5) Notification of Scoring of Contract Evaluation
At supervision stage, the actual work proceedings are compared to the planned one written in
WEP. The comparison is recorded on the site diary confirming whether the works are in
accordance with WEP. The contents in site diary are used to mark and update SCL. That
information on SCL becomes a basis of grading and scoring in contract evaluation. Scores of
contract evaluation are reported to the contractor by the official notification letter and input and
stored in database through RMMS.
Fig.1.3 Documents used in the Process
Work Appraisal
Site Diary(Daily Report)
Monthly Progress Reports (SCL)
Contract Evaluation
RMMS
Score Database
Works Execution Programme
Comparison
Compliancewith CorrectiveOrder
Notification of Scoring
Substantial Completion Certificate
Taking Over Certificate
Supervision and Contract Evaluation Manual for Road Works
‐ 8 ‐
2. Supervision
2.1 Supervisors
Supervision is conducted by the following engineers in charge. The degree of checking
frequency and its focus points vary by supervisor.
(1) The Resident Engineer
Based on daily involvement of work management, Resident Engineer in the Regional Office
checks the contractor’s execution of the works by using Supervision Check List (SCL). Resident
Engineer issues a corrective order when the work execution is not in accordance with the
requirements specified in the Specifications and SCL.
(2) The Engineer and Engineer’s Representative
The Engineer usually appoints the Engineer’s Representative (ER) from a department of the
Authority’s headquarters. The ER checks the proceedings of work execution through the reports
from the Resident Engineer, occasional site visits, and progress meetings.
(3) Quality Assurance Office
Targeting the selected number of contract, Quality Assurance Office (QAO) conducts a
technical auditing based on evidences provided in documents. If necessary, QAO shall conduct
site inspections in order to confirm their credibility.
(4) Inspection Acceptance Committee
Inspection and Acceptance Committee (IAC) checks the work performances at the completion
stage to determine the validity of handover of finished product to the Authority. IAC organizes
the substantial completion meeting at site and carries out visual work checks. IAC is required to
supervise works with independent points of view.
2.2 Supervision stages
Figure 2.1 summarizes the process of supervision.
(1) Order to Commence
The Engineer issues an order to commence
(2) Submission of Works Execution Programme
i. Contractor shall submit the WEP by the time that was specified in the contract documents (see
Chapter 2.3)
ii. Submission of performance guarantee shall be within the period stated in the Appendix to
contract for the date from the award of the Authority (the same applied to performance
guarantee guarantees where applicable).
Supervision and Contract Evaluation Manual for Road Works
‐ 9 ‐
Fig 2.1 Supervision process
(3) Commencement of Work / Site possession
Contractor ensures that commencement date is not later than the period stated in the
Appendix to the Contract.
(4) Daily Inspection
Resident Engineer on a daily basis updates Site diary report to record the work progress. Site
dairy is to be the core source of updating the SCL.
(5) Issuance of corrective order
Corrective order is issued when an activity is not done in accordance with requirements given
in the Specifications and SCL. Whenever a corrective order is issued, summary of the order is
remarked on SCL.
Commencement of Works
Daily Inspection
Monthly Inspection / SCL
Monthly Progress Meeting
Yes
No
Contract Evaluation
Order to Commence
Submission of WEP
Approval
Issuance of Corrective Order
Yes
No
Compliance with WEP
NoYes
Substantial Completion Meeting
Compliance with WEP and Specifications
No
Yes
Resolution by Regular meeting
Management Meeting
Yes
Supervision and Contract Evaluation Manual for Road Works
‐ 10 ‐
(6) Monthly Inspection
Resident Engineer and contractor carry out monthly inspection in order to determine the overall
monthly progress and update SCL based on the cumulative daily inspection reports. This is the
basis of monthly progress reports discussed and confirmed in the monthly progress meeting.
(7) Monthly progress meeting (Site meeting)
Progress meeting is held on a monthly basis with the attendance of representatives from the
Authority and contractor to confirm the work progress and discuss any challenging issues arising
during the execution.
The meeting checks the degree of compliance with contents in WEP. The meeting also checks
quality and quantity of the works and payment.
(8) Management meeting
Management meetings are called when there are issues that cannot be resolved in the regular
site meetings. It also provides a forum for amicable settlement of disputes between the Authority
and contractor.
(Reference)
2.1) Clause 14.1, FIDIC “Conditions of Contract for Works of Civil Engineering Construction,
Forth Edition”, 1987 (FIDIC)
2.3 Works Execution Programme
2.3.1 Purpose
Works Execution Programme (WEP) is a document in which the contractor describes his plan
of conducting works assigned in the contract. With the preparation of WEP, contractor declares
how the works are implemented within the contract period. Therefore WEP needs to cover all
required information for proper execution and completion of the work.
When WEP is submitted and approved by the Authority, it becomes the official document and
the benchmark of supervision with which the Authority checks whether works are proceeding as
planned.
The Authority should carefully examine the contents of WEP and confirm the adequacy of
WEP through comparisons with standard/special specifications and relevant documents before
approval. Likewise contractor should prepare WEP carefully with no unclear, false or flawed
description or it is disapproved and incompliance is pointed out during the execution.
Note that WEP as referred to in this document is different from the programme of works
described in FIDIC and SSRBC. Therefore it can be said that the programme of works forms part
of WEP.
Supervision and Contract Evaluation Manual for Road Works
‐ 11 ‐
Submission of the programmes required in Special specification by referring to Clause14.1 in
FIDIC1987;
“The Contractor shall, within the time stated in Part II of these Conditions after the date of the
Letter of Acceptance, submit to the Engineer for his consent a programme, in such form and
detail as the Engineer shall reasonably prescribe, for the execution of the Works. The Contractor
shall, whenever required by the Engineer, also provide in writing for his information a general
description of the arrangements and methods which the Contractor proposes to adopt for the
execution of the Works.”
Also in the section 104, SSRBC specifies;
“In accordance with Clause14 of the Conditions of Contract Parts I and II, the Contractor
shall submit a fully detailed and time related programme showing the order of procedure and
method in which he proposes to carry out the Works.”
2.3.2 Contents
The contents to be included in WEP are shown in Table 2.1. A sample format of WEP is shown
in Appendix A.1. The definition for the “Scale of Works” in the table is as follows:
Large scale work: a project by class A, B, C and D company
Small scale work: a project by class E and under company
Labour-based work: a project under the Roads 2000 scheme
Table 2.1 Contents of Works Execution Programme
Item
Scale of Works
Large Scale Work (Class A – D)
Small Scale Work (Class E and under)
Labour-based Work
(1) General information ✓ ✓ ✓
(2) Work execution schedule ✓ ✓ ✓
(3) Method Statement ✓ ✽ ✽
(4) Personnel management plan (In-house and subcontractor staff) ✓ ✽ ✽
(5) Equipment management plan ✓ ✽ ✽ (6) Mobilization management plan ✓ ✽ ✽
(7) Safety management plan ✓ ✽ ✽
(8) Environmental and social management plan ✓ ✽ ✽
(9) Quality control plan ✓ ✽ ✽ (10) Quantity control plan ✓ ✽ ✽
(11) Photograph plan ✓ ✽ ✽ ✽:For small scale and labour based works, the Engineer shall instruct the items to be submitted by Contractor
Supervision and Contract Evaluation Manual for Road Works
‐ 12 ‐
(1) General information
1) Project Description
Project Objectives
A brief description of the project which includes location, nature and extent of works
Contract Data
Project title, Contract number, Financier, Employer,
Employer’s representative, Implementing agency, Engineer, Engineer’s representative,
Regional office, Contractor’s information (address, phone/fax, site agent name),
Date of tender, Date of award, Contract sum, Revised contract sum,
Date of agreement signed, Date of order to commence, Period of commencement,
Commencement date, Original contract period, Original date of completion,
Revised completion date, Revised contract period, Defects liability period,
Date of submission of works execution programme
2) Location map
Map includes the route of the road with emphasizing portion of the works
Location of Contractor’s site base shall be indicated in the map.
(2) Work execution schedule
1) Programme of works
2) Planned cash flow and intermediate payment
It is desirable that work execution schedule includes time frame of each activity such as in bar
chart format.
(3) Method statement
Work procedures, order and methods are summarized in WEP.
(4) Personnel management plan (in-house and sub-contractor staff)
Deployment plan and schedule of key personnel together with their qualification, and
experience statements are shown in WEP. The information in this part includes; name, address,
ID, phone number, assigned work types
Subcontractor’s information and wage payment plan are also included if necessary.
(5) Equipment management plan
1) List of the equipments
Name, type, manufacturer, usage, number, schedule,
2) Maintenance and repair plan
Contractor shall prepare the maintenance and repair plan for all the equipments.
Supervision and Contract Evaluation Manual for Road Works
‐ 13 ‐
(6) Mobilization management plan
Contractor provides mobilization plans for material supply, site office, temporary road plan,
labour and equipment deployment, water supply and electricity and backup including
installation and supply contract.
(7) Safety management plan
Compliance with safety rules and regulation, traffic control and detour plans, emergency
contact list
For quick actions during emergency, emergency contact list should be in WEP and shared with
staff in the Authority.
(8) Environmental and social management plan
When negative impacts on third parties during the execution are predicted, the management
and mitigation plans should be included in WEP. For example, if earthwork is likely because
dust problem around the working site, the contractor needs to make a plan for water-spraying;
how often and when water is to sprayed, how many water-spraying vehicles are mobilized, and
how many workers are assigned. The following issues are also necessary to be considered in the
plan.
i) Soil erosion on slopes and sedimentation deposition on the drainage works.
ii) Preservation of trees and shrubbery
iii) Entrance and accidental spillage of solid matters, debris, pollutants and waste into water
sources.
iv) Disposal of waste material
(9) Quality control plan
Material and structural test methods, test laboratory, test frequency, standard values
The relevant clause on quality in SSRBC should also be incorporated.
(10) Photograph plan
The Contractor shall provide a photograph plan to record the progress and proof of quality
control, measurement and any event that may arise. The type of works, filming item description,
filming frequency and filming location mapping are incorporated in the plan.
(Reference)
2.2) Road Maintenance Manual, pp.11-7 to 11-88 (Table 11.2 to 11.57) “Performance and
scheduling Considerations”
2.3) Road Maintenance Manual, pp.10-1 to 10-2 Chapter 10, “REPORTING OF EXECUTION
PLAN”
2.4) Standard Specification for Road and Bridge Construction, pp.1.14, 130 “Progress
Photographs”
Supervision and Contract Evaluation Manual for Road Works
‐ 14 ‐
2.3.3 Authorization procedures
(1) Submission
The Contractor submits to the Authority within the prescribed period after receipt of the order
to commence.
(2) Approval
The Authority thoroughly examines the submitted WEP and, if its contents are satisfactory,
gives approval in writing. Works commence after the approval. However, approval by the
Authority shall not relieve the Contractor of any of his responsibilities under the contract.
(3) Revision
When WEP needs to be modified during execution due to change(s) in the work circumstance
and staff/equipment mobilization plans, contractor submits the modified WEP and obtains a
written approval by the Authority.
The Authority may require contractor to revise WEP to address the short comings identified in
the submission. The Contractor shall discuss and agree on the required revisions with the
Authority, and then submit the modified WEP for approval.
(Reference)
2.5) 104 Programme, General, Standard Specification for Road and Bridge Construction, pp1.1
2.6) Clause7.3, FIDIC1987
2.4 Supervision Check List
2.4.1 Purpose
Supervision Check List (SCL) is to oversee the progress of work execution by collating the
degree of achievement of various supervisory points. SCL is prepared in a formatted sheet for
easy data input and recording. Resident Engineer uses SCL for his/her periodical supervision
assignments and a part of progress report. The input is based on site diary. After the contract is
completed, SCL becomes a basis of contract evaluation by Resident Engineer.
2.4.2 List Composition
The followings are components of SCL. Its format is shown in Appendix D.5.2. Table 2.2 is an
example.
(1) Check point
Points to be checked are prearranged in SCL. They reflect various focal aspects to be overseen
during supervision. They are categorized into nine (9) items. Detailed description of each point
and its check timing and frequency are shown in Section 2.5.
Supervision and Contract Evaluation Manual for Road Works
‐ 15 ‐
(2) Checking
The date of confirmation needs to be recorded first. Then whether the Contractor’s
performance with each check point is satisfactory or not is recorded in the box. Checking
procedure is written in 2.4.3.
(3) Remarks
Remarks shall be recorded as detailed descriptions of checking results, such as reasons of
dissatisfaction, reference number/date of site diary, record of corrective order (are written as
remarks). Positive remarks about outstanding performance and explanation in case of “Not
Applicable (N/A)” are recommended to be written as a remark.
Supervision and Contract Evaluation Manual for Road Works
‐ 16 ‐
Tab
le-2
.2(a
) Su
perv
isio
n C
heck
Lis
t
Dat
eN
ame
Sign
atur
e
17‐M
ay‐12
CCCC DDDD
CC
CC
DD
DD
■✓
■✓
■✓
✓✓
✓■
✓✓
✓■
■✓
✓✓
✓✓
✓✓
✓■
✓✓
✓✓
✓■
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓■
■■
✓✓
✓■
✓✓
✓✓
✓✓
✓■
■✓
✓✓
✓✓
✓✓
✓✓
✓✓
AA
AA
BB
BB
1. T
his
chec
k li
st is
for
Res
iden
t Eng
inee
r to
che
ck c
ontr
acto
r's w
ork
exec
utio
n pr
oces
s.2.
Fil
l in
date
of
chec
king
as
(day
/mon
th),
mar
k as
indi
cate
d in
Fil
ling
Exa
mpl
e, a
nd s
tate
rem
arks
.3.
Put
this
che
ck li
st in
the
Mon
thly
Pro
gres
s R
epor
t.
6Q
uali
ty a
ndqu
anti
tym
anag
emen
t
@@@@@ Construction Co. Ltd.
Res
iden
t Eng
inee
r
The
Eng
inee
r'sR
epre
sent
ativ
e(P
roje
ct E
ngin
eer)
Supe
rvis
ion
Che
ck L
ist (
1/2)
Pro
ject
Titl
e:
Fill
ing
Exa
mpl
e : ✓
Che
ck p
oint
is s
atis
fact
ory
■ C
heck
poi
nt is
uns
atis
fact
ory
N
/A N
ot a
pplic
able
Repair and Resealing of N ‐ G Road
(C##)
21‐M
ay‐12
AAAA BBBB
Dat
e
12A
pr
All
equi
pmen
t use
d ar
e pr
oper
ly m
obili
zed
in a
ccor
danc
e w
ith W
orks
Exe
cutio
n P
rogr
amm
e
All
equi
pmen
t use
d is
wel
l mai
ntai
ned
durin
g th
e ex
ecut
ion
of w
orks
Qua
lifie
d te
chni
cal s
taff
of
cont
ract
or a
re p
rope
rly
assi
gned
as
spec
ified
inW
orks
Exe
cutio
n P
rogr
amm
e3-
1
Con
trac
tor's
in-h
ouse
key
sta
ff u
nder
stan
d w
ork
proc
ess
and
sche
dule
prop
erly
Wor
kers
and
ope
rato
rs a
re d
eplo
yed
in a
ccor
danc
e w
ith W
orks
Exe
cutio
nP
rogr
amm
e4-
1
21
2-1
2-2
Exe
cutio
n sy
stem
in g
ener
al1-
1
1-2
Wor
ks E
xecu
tion
Pro
gram
me
(inc
ludi
ng it
s re
vise
d ve
rsio
n if
any
) is
subm
itted
bef
ore
the
date
spe
cifie
d in
con
trac
t do
cum
ent
Exe
cutio
n pr
oced
ures
are
in a
ccor
danc
e w
ith W
orks
Exe
cutio
nP
rogr
amm
e
Wor
ks E
xecu
tion
Pro
gram
me
prop
erly
ref
lect
s th
e gi
ven
spec
ifica
tions
and
site
con
ditio
ns
1-3
6-1
Equ
ipm
ent
hold
ing
Site
bas
efa
cili
ties
Wag
e pa
ymen
t is
pro
perl
y m
ade
on t
ime
3-2
Com
mun
icat
ions
with
aut
horit
y in
wri
ting
is p
rope
rly a
nd t
imel
y
Off
ice
and
stoc
kyar
d ar
e pr
epar
ed in
acc
orda
nce
with
Wor
ks E
xecu
tion
Pro
gram
me
5-1
Mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion,
and
mea
sure
men
ts a
re p
rope
rly
and
rout
inel
y co
nduc
ted
base
d on
spe
cifi
catio
ns a
nd W
orks
Exe
cutio
nP
rogr
amm
e
Site
is w
ell m
aint
aine
d du
ring
the
wor
k ex
ecut
ion
and
clea
red
onco
mpl
etio
n
5-3
Mat
eria
l sto
red
on s
ite is
pro
perly
man
aged
dur
ing
the
wor
k ex
ecut
ion
04O
ct08
Nov
//
08M
ar
Pers
onne
lem
ploy
men
t4
Con
trac
tor's
in-
hous
e st
aff
3
4-2
5
5-2
Rem
arks
Dat
e
Bor
row
pit
s ha
ve n
ot b
een
rein
stat
ed (
Cor
rect
ive
Ord
er o
n 10
/05/
2012
).
Asp
halt
Cut
ters
wer
e no
t mob
ilise
d in
Site
(C
orre
ctiv
e O
rder
on
02/1
2/20
12).
Eno
ugh
num
bers
of
Asp
halt
cutte
rs a
re n
ot m
obili
sed
in S
ite (
C.O
. on
18/0
1/20
12).
The
Con
trac
tor
have
a s
hort
mee
ting
betw
een
in-h
ouse
sta
ffs
and
wor
kers
/ope
rato
rs in
eve
ry m
orni
ngso
that
they
can
sha
re th
e da
y's
prog
ram
me
(Site
Dia
ry 0
1/11
/201
1, C
onfir
med
17/
05/2
012)
.
Stoc
k ya
rd h
as n
ot b
een
mad
e w
hile
mat
eria
l is
brou
ght t
o Si
te (
Cor
rect
ive
Ord
er o
n01
/11/
2011
).
Mod
ifica
tion
is n
eede
d fo
r W
EP
bec
ause
of
flood
in F
ebru
ary
(Site
Dia
ry 1
6/02
/201
2)T
he C
ontr
acto
r co
uld
not m
odify
it b
y 08
Mar
ch.
Mod
ified
WE
P w
as a
ppro
ved
on 0
5/04
/201
2.
The
Con
trac
tor
star
ted
mak
ing
the
seco
nd s
tock
yar
d w
hich
is n
ot p
lann
ed in
WE
P (
Cor
rect
ive
Ord
er18
/02/
2012
)
Con
trac
tor's
bro
ke d
own
back
hoe
is le
ft o
ut o
f Si
te w
ithou
t rep
airin
g (C
orre
ctiv
e O
rder
on
12/0
3/20
12).
The
Site
Age
nt q
uitte
d th
e jo
b on
16/
04 a
nd S
ucce
ssor
has
not
bee
n as
sign
ed y
et (
Cor
rect
ive
Ord
er10
/05/
2012
).
Wag
e pa
ymen
t for
the
subc
ontr
acto
r ha
d be
en s
topp
ed s
ince
Feb
ruar
y. W
orke
rs m
ade
dem
onst
ratio
n in
fron
t of
the
Reg
iona
l Off
ice
(Site
Dia
ry 0
6/04
/201
2, C
orre
ctiv
e O
rder
on
16/0
3, 1
4/04
, 13/
05/2
012)
afte
r
Dat
eD
ate
Dat
eD
ate
Dat
eD
ate
The
Con
trac
tor
star
ted
mak
ing
the
seco
nd s
tock
yar
d w
hich
is n
ot p
lann
ed in
WE
P (
Cor
rect
ive
Ord
er18
/02/
2012
)
Rea
son
for
unsa
tisfa
ctor
y pe
rfor
man
ce (
Site
dia
ry N
o.)
Cor
rect
ive
orde
r by
aut
horit
y (D
ate)
Exc
elle
nt p
oint
to b
e sp
ecifi
ed08
Dec
25Ja
n17
May
/
Con
trac
tor
coul
d no
t sub
mit
WE
P b
efor
e th
e co
mm
ence
men
t dat
e (C
orre
ctiv
e O
rder
16/
10/2
011)
WE
P w
as s
ubm
itted
on
01/1
1/20
11 a
nd a
ppro
ved
on 0
4/11
/201
1.
Item
Che
ck P
oint
Dat
e
Dur
ing
exec
utio
n
Con
trac
tor:
3-3
3-4
befo
re
Con
trac
tor's
in-h
ouse
sta
ff g
ive
tech
nica
l gui
danc
e an
d di
rect
ion
tow
orke
rs a
nd o
pera
tors
pro
perly
and
tim
ely
Dat
e
Supervision and Contract Evaluation Manual for Road Works
‐ 17 ‐
Tab
le-2
.2(b
) Su
perv
isio
n C
heck
Lis
t
Sign
atur
e
Res
iden
t Eng
inee
rC
CC
C D
DD
D
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓✓
✓■
■✓
✓✓
✓✓
✓✓
■■
■■
■■
✓✓
✓✓
✓✓
■■
✓✓
✓✓
N/A
N/A
✓✓
✓✓
✓✓
✓✓
✓■
✓■
✓✓
✓✓
✓✓
■✓
✓✓
✓✓
✓■
✓■
//
Fill
ing
Exa
mpl
e : ✓
Che
ck p
oint
is s
atis
fact
ory
■ C
heck
poi
nt is
uns
atis
fact
ory
N
/A N
ot a
pplic
able
04O
ct08
Dec
25Ja
n1
7May
The
Con
trac
tor
erec
ts s
igns
and
bar
rica
de w
hich
cau
tion
peo
ple
on th
e w
ork
area
s in
orde
r to
avo
id a
ccid
ents
.
The
Con
trac
tor's
pur
chas
e fo
r sa
fety
dev
ices
is n
ot m
ade
prop
erly
(Si
te d
iary
01/
11/2
012.
Cor
rect
ive
Ord
er 1
6/12
/201
1)
Dam
age
on p
avem
ent v
icin
ity
of th
e st
ock
yard
sha
ll b
e re
pair
ed (
Cor
rect
ive
Ord
er22
/01/
2012
).
Dum
p Tr
ack
haul
ing
grav
el w
as o
verl
oade
d an
d ti
cket
ed o
n w
eigh
brid
ge (
Site
Dia
ry02
/02,
04/
05/2
012)
N/A
dur
ing
Nov
embe
r an
d D
ecem
ber
beca
use
ther
e is
no
tem
pora
ry f
acil
itie
s un
til
stru
ctur
al w
orks
sta
rt in
Jan
uary
201
2
Bac
kfil
ling
has
not
bee
n do
ne f
or a
pit
hol
e th
at c
urre
ntly
app
ear
like
a p
ond.
It is
apo
tent
ial r
isk
for
the
com
mun
ity
to d
raw
and
mos
quit
o bi
tes
(Cor
rect
ive
orde
r28
/04/
2012
)
Safe
ty G
ears
are
not
sup
plie
d to
the
wor
kers
/ope
rato
rs (
Cor
rect
ive
Ord
er o
n30
/10/
2011
).E
noug
h nu
mbe
rs o
f sa
fety
gea
rs a
re n
ot y
et s
uppl
ied
(C.O
. on
28/1
1/20
11)
The
Con
trac
tor
divi
ded
the
site
into
fiv
e se
gmen
ts. W
orks
in e
ach
segm
ent a
re c
ondu
cted
in o
ptim
ised
orde
r by
sop
hist
icat
ed m
etho
d (S
ite D
iary
on
25/0
1, 0
4/04
/201
2).
Cha
nges
on
site
terr
ain
caus
ed b
y Fl
ood
in M
arch
bro
ught
del
ays
on th
e w
ork
sche
dulin
g (S
ite D
iary
).
Rem
arks
Rea
son
for
unsa
tisfa
ctor
y pe
rfor
man
ce (
Site
dia
ry N
o.)
Cor
rect
ive
orde
r by
aut
horit
y (D
ate)
Exc
elle
nt p
oint
to b
e sp
ecifi
ed
Dat
eD
ate
afte
r
Dat
eIt
em
Wor
k sc
hedu
ling
7
befo
re
Dat
eD
ate
Dat
e
08N
ov
Act
ual p
roce
edin
gs a
re p
erio
dica
lly c
ompa
red
to t
he p
lann
ed s
ched
ule
desc
ribe
d in
Wor
ks E
xecu
tion
Pro
gram
me
Che
ck P
oint
7-1
7-2
Cha
nges
cau
sed
by s
ite c
ondi
tions
are
pr
oper
ly h
andl
ed t
o ke
ep W
orks
on s
ched
ule
Res
ults
of
mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion,
and
mea
sure
men
ts a
repr
oper
ly c
ompi
led
as r
epor
ts f
or c
onfi
rmat
ion
6-3
Und
erst
andi
ng o
f cr
itica
l pat
h an
d its
ref
lect
ion
on s
ched
ulin
g ar
e pr
oper
8
Env
iron
men
tal
and
soci
alm
anag
emen
t
9
Dam
age
to e
xist
ing
road
s, w
orks
and
ser
vice
s is
avo
ided
or
are
repa
ired
whe
n it
occu
rs
Tra
nspo
rtat
ion
by v
ehic
les
is p
rope
rly
done
with
no
over
load
ing,
and
neith
er m
ater
ial f
allin
g, le
akag
e, n
or s
pilla
ge.
9-1
9-3
9-4
Env
iron
men
tal a
nd s
ocia
l miti
gatio
n ef
fort
s (e
.g.
agai
nst
nois
e, v
ibra
tion,
emis
sion
, an
d du
st )
are
con
duct
ed
8-5
Acc
iden
t pr
even
tion
effo
rts
for
thir
d-pa
rtie
s ar
e pr
oper
Tra
ffic
and
site
saf
ety
devi
ces
are
prop
erly
inst
alle
d an
d m
anag
ed
Wor
k sa
fety
man
agem
ent
Tem
pora
ry f
acili
ties
(e.g
. sc
affo
ldin
g) a
re c
onst
antly
che
cked
8-2
8-3
No
acci
dent
occ
urs
to w
orke
rs,
oper
ator
s, o
r th
ird-
part
ies.
6-2
8-1
Res
ults
of
mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion
and
mea
sure
men
ts a
rew
ithin
the
spe
cifi
catio
ns.
All
wor
ks a
re c
ompl
eted
with
in t
he c
ontr
act
term
or
with
in t
he e
xten
ded
term
as
allo
wed
7-3
7-4
Bit
umin
ous
was
te w
as le
ft o
n ro
ad s
ide
for
a m
onth
(C
orre
ctiv
e O
rder
22/
11/2
012)
Dat
e
9-2
Was
te m
ater
ial f
rom
site
is p
rope
rly
disp
osed
8-4
Safe
ty o
f w
orke
rs a
nd o
pera
tors
is c
onsi
dere
d
Dat
e
12A
pr
Dur
ing
exec
utio
n
/
Dat
eD
ate
08M
ar
The
Eng
inee
r'sR
epre
sent
ativ
e(P
roje
ct E
ngin
eer)
AA
AA
BB
BB
Qua
lity
and
quan
tity
man
agem
ent
6
Supe
rvis
ion
Che
ck L
ist (
2/2)
Con
trac
tor:
@@@@@ Construction Co. Ltd.
1. T
his
chec
k li
st is
for
Res
iden
t Eng
inee
r to
che
ck c
ontr
acto
r's w
ork
exec
utio
n pr
oces
s.2.
Fil
l in
date
of
chec
king
as
(day
/mon
th),
mar
k as
indi
cate
d in
Fil
ling
Exa
mpl
e, a
nd s
tate
rem
arks
.3.
Put
this
che
ck li
st in
the
Mon
thly
Pro
gres
s R
epor
t.
Pro
ject
Titl
e:Repair and Resealing of N ‐ G Road
(C##)
Supervision and Contract Evaluation Manual for Road Works
‐ 18 ‐
2.4.3 Procedures
(1) Check Procedure
Except check points that are checked before the commencement or after the completion,
checking using SCL is conducted as below;
1) Resident Engineer (RE) keeps recording on Site Diary through supervision
2) Before a site meeting, RE conducts checking on SCL based on the record on Site Diary.
3) Copy of SCL is inserted into the draft of Progress Report.
4) Check result on SCL is discussed during the site meeting and agreed with the Contractor.
5) If necessary, correction is made on the check result on SCL.
6) The check result is reported from the Engineer to the Employer as a part of progress report.
(2) Recording
RE confirms project name on the SCL and puts date of recording.
If work performance is satisfactory, tick mark is put on the check box ( ). If not, black-out
(■) mark is put. In this case, remarks with date and reference number in dairy report are
written on remarks column. If the check point is not required in the contract, check box remains
blank or N/A mark is put. Fig. 2.2 shows a recording example of Supervision check list.
In this example, a verbal corrective order based on site diary No.122 was given to the
contractor on 21st August. Since the contractor did not comply with the same check point again
in the following month, a written corrective order based on site diary No.150 was reissued on
18th September. Tick mark in the next month on 24th October indicates that the contractor
complied with the order and satisfied the check point on that month.
Even if an issue has been solved before the day of checking, the problem is recorded on the
check list and comments on this situation are clearly written as remarks.
Fig.2.3 shows how to retain the check results and remarks by creating worksheet in a softcopy
of SCL.
Fig. 2.2 Checks and remarks on Supervision Check List
✓ ■ ■ ✓ ✓ ✓ ✓ ✓
✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
Date
During executionbefore
DateDate Reason for unsatisfactory performance (Site diary No.)Corrective order by authority (Date)
Excellent point to be specified28/08 25/09 21/12 14/0325/0224/10
Date
Remarks
The Some equipments were not mobilised in site (21/08, Rep#122)Written Corrective Order was issued (18/09, Rep#150)
after
DateDate
26/1118/06/ 25/07 25/01
Date Date Date DateDate
Shading for Remarks Tick Mark for OK Remarks with date and Ref. No.
Supervision and Contract Evaluation Manual for Road Works
‐ 19 ‐
(a) Check before Execution
(b) 1st Check during Execution
(c) 2nd Check during Execution
(d) Check after Execution
Fig. 2.3 Check Recording Process on Spread Sheet
New Worksheet
Worksheet of
Previous Check
Latest Remarks can be added
Old Remarks are kept
All check results
are shown
Supervision and Contract Evaluation Manual for Road Works
‐ 20 ‐
(3) Corrective Order
If RE finds an unsatisfactory situation against check points, he/she points out the issue to
contractor. Although corrective order itself can be issued in various forms (e.g. oral, telephone,
text message, facsimile, email and written format), it is required to be recorded on site diary as
shown in Appendix A.2 or attached to it as a reference. Every time corrective order is issued, RE
puts the sequence number of daily record on SCL as a remark.
2.5 Check points
In the following pages, the check points in the Supervision Check List (SCL) are explained in
tables. The tables include the following contents.
(1) Description
It defines what performance is required by the check point.
(2) Check Timing and frequency
It specifies the timing and frequency of checking and recording on the SCL
(3) Reference
It indicates reference materials which dictate the validity of items to be checked. It basically
comes from existing contractual documents, but also it includes a part of contract documents
which is unique to the maintenance works.
(4) Case Examples
1) The cases of giving corrective order
It shows examples of unsatisfactory situation on each check point whereby a corrective order is
subject to be issued as specified in 2.4.3 (3). The RE needs to record that information on Site
Diary (Daily report) and SCL.
2) The cases of giving grade “a” in evaluation
It shows examples of what can be regarded as an “outstanding performance” which is subject to
be judged as grade “a” in contract evaluation by RE. As indicated in Table 3.3 and Fig.3.3, if the
Contractor has not got any corrective order and has been recorded an excellent performance,
grade “a” shall be given for that particular item. The RE needs to record that information on Site
Diary (Daily report) and SCL.
Supervision and Contract Evaluation Manual for Road Works
‐ 21 ‐
Table 2.5.1.1
Item 1 Execution system in general
Check Point 1-1 Works Execution Programme (including its revised version if any) is submitted before the date specified in contract document
Description:
Works Execution Programme (WEP) shall not only be adequate but also submitted before the date. This check point requires punctuality exclusively. It is the next check point 1-2 that examines adequacy of WEP.
Check timing and frequency
Before commencement of the work. Only when the WEP needs to be revised, this check point shall be examined again during execution period.
Reference
Clause14.1 in FIDIC1987
SSRBC Section1-106 “Submissions to the engineer”
Section 1-108 “Method of construction”
Case examples
(The case of giving corrective order)
1. WEP was not submitted before the due date.
2. Apparently insufficient WEP is submitted before the due date.
3. Correction and re-submission took time and could not be in time.
(The case of giving grade “a” in evaluation)
1. Despite unforeseen circumstances at the time of commencement, WEP was appropriately changed to conform to the situation, and then promptly submitted to the Engineer.
Fig.2.4 “Keep the due date”
Supervision and Contract Evaluation Manual for Road Works
‐ 22 ‐
Table 2.5.1.2
Item 1 Execution system in general
Check Point 1-2 Works Execution Programme properly reflects the given specifications and site conditions
Description:
In order to achieve the required performances of road works, the Works Execution Programme (WEP) shall conform to both the standard/special specifications and site conditions. Site conditions are land terrain, climate, transportation, land use, and so on.
Check timing and frequency
Before commencement of the work. Only when the WEP has been revised because of changes of specifications and/or site conditions, this check point shall be examined again during execution period.
Reference
SSRBC Section1-105 “Order of Work”
Case examples
(The case of giving corrective order in supervision check)
1. Descriptions of WEP do not reflect specification and site conditions.
(The case of giving grade “a” in evaluation)
1. WEP is ingenious to execute works on schedule, efficiently and safely.
2. Despite unforeseen circumstances at the time of commencement, WEP was appropriately changed to conform to the situation.
Fig.2.5 “Appropriate work program considering specification and site condition”
Supervision and Contract Evaluation Manual for Road Works
‐ 23 ‐
Table 2.5.1.3
Item 1 Execution system in general
Check Point 1-3 Execution procedures are in accordance with Works Execution Programme
Description:
Works shall always be compared to Works Execution Programme (WEP) by the Contractor. This check point focuses on execution procedure exclusively, while delay of the works can be captured in Item 7 “Work Scheduling”. In the case that a different execution procedure needs to be adopted because of changes of specifications and/or site conditions, the WEP shall also be revised.
Check timing and frequency
Monthly during execution of works.
Reference
SSRBC Section1-104 “Programme”
Case examples
(The case of giving corrective order supervision check)
1. Works executed were not in accordance with WEP.
(The case of giving grade “a” in evaluation)
1. Although a major change of the site condition brought revision of execution procedure on WEP, works are executed in accordance with revised WEP.
Fig.2.6 “Reflect planed work procedures to actual works”
Signs ・ Marking ・ Guard-post ・ Street Lighting
Backfill
Removal of detour
Surface course
Spreading ・ Compaction
Binder course
Spreading ・Compaction
Mobilization
Survey ・ Plant ・ Office
Earthwork
Excavation
Backfill
Earthwork
Removal of existing road
Replacement
Selected fill
Base course
Spreading ・ Compaction
Base Concrete
Precast
Installation
Earthwork
Spreading ・ Compaction
Spreading / Vibration
Earthwork
Filling ・Cutting
Installation of forms & reinforcing
Casting concrete &Curing
Leveling concreteSubbase course
Drainage Works Earthwork ・ Pavement Box culvert
Foundation
Spreading ・Compaction
Construction of detour
Foundation
Earthwork
Supervision and Contract Evaluation Manual for Road Works
‐ 24 ‐
Table 2.5.2.1
Item 2 Equipment holding
Check Point 2-1 All equipments used are properly mobilized in accordance with Works Execution Programme.
Description:
In the Works Execution Programme, types and numbers of equipment are designated so that the required performance of road works can be achieved by using those equipments. Supervisor shall check whether the contractor mobilises equipments in accordance with the WEP or not in execution stage.
Check timing and frequency
Monthly during execution of works.
Reference
Schedule of supplementary information in tender document (Schedule and measure item of construction and equipment)
Case examples
(The case of giving corrective order in supervision check)
1. Types and number of equipment on site are not same as designated in WEP
(The case of giving grade “a” in evaluation)
1. The contractor has provided extra equipment which is not specified or whose capacity is more than specified in contract document. And that equipment brought the more efficient execution of the works.
Photo 2.1 Proper mobilization of work equipment on site
Supervision and Contract Evaluation Manual for Road Works
‐ 25 ‐
Table 2.5.2.2
Item 2 Equipment holding
Check Point 2-2 All equipment used is well maintained during the execution of works.
Description:
It is preferable that all equipments are always serviceable, but it is unavoidable for equipments to have a problem, therefore it is also important for the contractor to have system to handle the problems of equipment e.g. providing spare equipment and spare parts.
Check timing and frequency
Monthly during execution of works.
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Some equipment is operated without maintenance and repair
(The case of giving grade “a” in evaluation)
1. Extra spare parts are available on site for all major key equipment.
2. The contractor has qualified mechanics (at least diploma level) on site.
Fig.2.7 “Keep equipment in good condition”
Supervision and Contract Evaluation Manual for Road Works
‐ 26 ‐
Table 2.5.3.1
Item 3 Contractor’s in-house staff
Check Point 3-1 Qualified technical supervisors are properly assigned as specified in Works Execution Programme.
Description:
The technical supervisor in contractor side shall meet specified qualification and experience such that he/she has sufficient knowledge and ability for engineering judgement.
Check timing and frequency
Monthly during execution of works.
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Assigned technical supervisor is not qualified as specified in WEP
(The case of giving grade “a” in evaluration)
1. The Contractor has provided staff with more relevant experience than specified in the contract document.
Fig. 2.8 “Qualified technical supervisor should be assigned”
Supervision and Contract Evaluation Manual for Road Works
‐ 27 ‐
Table 2.5.3.2
Item 3 Contractor’s in-house staff
Check Point 3-2 Contractor’s in-house key staffs understand work progress and schedule properly.
Description:
In-house key staffs shall understand work progress in site and its schedule. This is very important to manage the work’s progress and also to deal with any adverse situation properly.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor’s in-house key staffs do not understand work process and schedule properly.
(The case of giving grade “a” in evaluation)
1. Contractor’s supervisors understand the nature of the works well so that best practices can be applied to the works in terms of engineering and management.
2. Contractor’s in-house key staff is able to adapt quickly to unforeseen change in execution of work.
Photo 2.2 Proper understanding of work progress and schedule
Supervision and Contract Evaluation Manual for Road Works
‐ 28 ‐
Table 2.5.3.3
Item 3 Contractor’s in-house staff
Check Point 3-3 Contractor’s in-house staffs give technical guidance and direction to workers and operators properly and timely.
Description:
In the course of works, many changes in the activities at site are bound to occur. It is the responsibility of the Contractor’s in-house staff to tell workers and operators what activities are going to be implemented in the site with appropriate technical guidance. It is good to have daily briefing in the morning with workers and operators to inform them of the day’s activities for this purpose.
Check timing and frequency
. Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor’s in-house staff fails to give technical guidance and direction to workers and operators.
(The case of grading “a” in evaluation)
1. There is a close communication and coordination between teams of workers and operators on the same site to execute different tasks simultaneously without any conflict.
Photo 2.3 Technical guidance and direction to workers
Supervision and Contract Evaluation Manual for Road Works
‐ 29 ‐
Table 2.5.3.4
Item 3 Contractor’s in-house staff
Check Point 3-4 Communications with Authority in writing is proper and timely.
Description:
Communication between the Contractor and Authority shall be adequate so that it facilitates work progress in accordance with Works Execution Programme and adaptation to any changes in site conditions. This check point uses written format as an indicator to judge whether or not communication is adequate because it is always dated and can be used as evidence. Although this check point uses communication in writing as the indicator, any kinds of communication (e.g., verbal, phone, email, and so on) shall be conducted properly and timely.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. The Contractor is giving unnecessary communications in writing.
(The case of giving grade “a” in evaluation)
1. Communication is timely and adequate so that there is no delay in the work.
Fig.2.9 “Proper and timely communication with Authority in written format”
Supervision and Contract Evaluation Manual for Road Works
‐ 30 ‐
Table 2.5.4.1
Item 4 Personnel employment
Check Point 4-1 Workers and operators are deployed in accordance with Works Execution Programme.
Description:
The list of workers and operators shall be submitted as part of Works Execution Programme (WEP). Supervisor shall check whether or not the contractor assigns workers/operators in accordance with WEP. If the contractor employs subcontractors, this check item has to be applied to workers/operators of subcontractors also.
Check timing and frequency
Monthly during execution of works.
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Workers or operators who are not in the list of Work Execution Programme are assigned.
(The case of giving grade “a” in evaluation)
1. The Contractor engages local sub-contractors for part of the works to develop their capacity
2. The Contractor employs people who reflect the face of Kenyan (from different communities)
3. For unskilled works, the Contractor employs majority of the local community.
4. The Contractor endeavours to have gender balance in employment as per the constitution.
Photo 2.4 Workers to assemble Reinforcing Bars
Supervision and Contract Evaluation Manual for Road Works
‐ 31 ‐
Table 2.5.4.2
Item 4 Personnel employment
Check Point 4-2 Wage payment is properly made in accordance with Works Execution Programme.
Description:
In order to check the contractor’s personnel management, wage payments to workers, operators, and subcontractors shall be checked as part of cash flow.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Wage payment to workers, operators and subcontractors is as per minimum government wage scale.
(The case of giving grade “a” in evaluation)
1. There has been no strike or unrest with Contractor’s employees
2. The Contractor has provided social activities and welfare for his workers.
Fig.2.10 ‘‘Proper wage payment to workers”
Supervision and Contract Evaluation Manual for Road Works
‐ 32 ‐
Table 2.5.5.1
Item 5 Site base facilities
Check Point 5-1 Office and stockyard are prepared in accordance with Works Execution Programme.
Description:
Planning for site base facilities’ in Works execution programme should be organised to satisfy the followings; 1) Location, 2) Capacity, 3) Efficiency, 4) Safety, 5) Environment.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Office and stockyard are not prepared in accordance with Work Execution Programme.
2. Area of stockyard is insufficient to execute works.
(The case of giving grade “a” in evaluation)
1. Site base facilities are arranged in order to facilitate efficient work execution.
Photo 2.5 Stockyard of Reinforcing Bars
Supervision and Contract Evaluation Manual for Road Works
‐ 33 ‐
Table 2.5.5.2
Item 5 Site base facilities
Check Point 5-2 Site is well maintained during the work execution and cleared on completion.
Description:
Any facilities on site shall be maintained properly during the execution. And temporary facilities shall be removed after the completion.
Check timing and frequency
Monthly during execution of works and after the execution
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor left stones that were used for traffic control. (see Photo)
2. Site base facilities are damaged by lack of maintenance during the work execution.
(The case of giving grade “a” in evaluation)
1. There is neither work related accident nor damage inside and outside the work site because all facilities are kept in good order and well managed.
Photo 2.6 Stones used for traffic control were left after completion of work
Supervision and Contract Evaluation Manual for Road Works
‐ 34 ‐
Table 2.5.5.3
Item 5 Site base facilities
Check Point 5-3 Material stored on site is properly managed during the work execution
Description:
Material stored on site shall be stored according to specified procedure during the execution so that it will neither deteriorate (e.g., corrosion of reinforcing bar) nor cause any safety problems (e.g., collapsing of material piled up).
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 1-128 “Storage of materials and manufactured articles”
Case examples
(The case of giving corrective order in supervision check)
1. Materials are scattered around the site and it interferes with the passage of road users (See photo).
2. Materials are left out in the open and deteriorated (e.g. corrosion of reinforcement, decaying of backfilling materials)
(The case of giving grade “a” in evaluation)
1. Management of material storage is excellent (e.g. protection and sign for materials on site, consideration of proper timing to bring materials on site).
Photo 2.7 Materials are scattered around the site interfering the passage
Supervision and Contract Evaluation Manual for Road Works
‐ 35 ‐
Table 2.5.6.1
Item 6 Quality and quantity management
Check Point 6-1 Material testing, structural examination and measurements are properly and routinely conducted based on specifications and Works Execution Programme.
Description:
This check point is to confirm that the Contractor conducts quality/quantity management within the interval specified in Works Execution Programme (WEP).
It is also important to check whether or not the same material is really used for the works as qualified by the tests.
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 2 “Materials and testing of materials”
Case examples
(The case of giving corrective order in supervision check)
1. Material testing, structural examination and measurements are not conducted based on specifications and WEP.
2. Same materials qualified by the test are not used in the site.
(The case of giving grade “a” in evaluation)
1. The Contractor has a quality and quantity management system.
2. The Contractor maintains its own laboratory for material testing.
Photo 2.8 “Proper material testing and structural measurement”
Supervision and Contract Evaluation Manual for Road Works
‐ 36 ‐
Table 2.5.6.2
Item 6 Quality and quantity management
Check Point 6-2 Results of material testing, structural examination and measurements are within the specifications.
Description:
This is to confirm that results of testing, examinations, and measurements are within the specification. SSRBC shall be referred to about tolerances.
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 2 “Materials and testing of materials”
SSRBC Section 3-302 “Tolerances“
Case examples
(The case of giving corrective order in supervision check)
1. Measurement results of quality and quantity are not within the tolerances.
(The case of giving grade “a” in evaluation)
1. Not only that the results are within the specified values, but the contractor has a management system in which statistical data of the result gives feedback to rationalise management for quality and quantity control.
2. The Contractor is ISO certified.
Photo 2.9 “Good measurement result of quality and quantity”
Supervision and Contract Evaluation Manual for Road Works
‐ 37 ‐
Table 2.5.6.3
Item 6 Quality and quantity management
Check Point 6-3 Results of material testing, structural examination and measurements are properly compiled as reports for confirmation.
Description:
It is to check whether the results are compiled for recheck. Supervisor checks whether or not the test results in documents or any record are available to be referred to. Since it is impossible for a supervisor to check all results of test, examination, and measurements, those results shall be compiled so that supervisor can check when required.
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 1-126 “Materials and manufactured articles”, 1-127 “Information from exploratory boring and test pits” , 1-128 “Materials and testing of materials” , 1-129 “Test certificates”
Case examples
(The case of giving corrective order in supervision)
1. Each report is not organized and compiled for confirmation.
2. The necessary reports are not available.
(The case of giving grade “a” in evaluation)
1. Results are organised as statistical data in conjunction with target values and limitation values in the reports.
2. The Contractor has a database of all test results for reference purpose.
3. The Contractor properly compiles photograph records for quality and quantity management
Photo 2.10 Photograph Record with White Board
Supervision and Contract Evaluation Manual for Road Works
‐ 38 ‐
Table 2.5.7.1
Item 7 Work scheduling
Check Point 7-1 Understanding of critical path and its reflection on scheduling is proper.
Description:
The contractor shall make work schedule within the time frame in order to complete the works within the contract term. It is important to understand critical paths in the work process and consider it in work schedule.
This check point asks both the whole scheduling in Works Execution Programme (WEP) and short term scheduling (e.g., daily/weekly) to be made with understanding the critical path and reflection of it.
Check timing and frequency
Monthly during execution of works
Reference
WEP
Case examples
(The case of giving corrective order in supervision check)
1. Contractor doesn’t understand critical path of the work schedule.
(The case of giving grade “a” in evaluation)
1. Contractor predicts delays due to adverse conditions of weather, environment, material procurement and put in place contingency plan.
Fig.2.11 “Comprehension of critical path”
Supervision and Contract Evaluation Manual for Road Works
‐ 39 ‐
Table 2.5.7.2
Item 7 Work scheduling
Check Point 7-2 Actual proceedings are periodically compared to the planned schedule described in Works Execution Programme.
Description:
It is very important for the contractor to compare the actual work progress with work schedule by recording the work accomplished. This helps in progress management and in determining whether works are within schedule. Preparation of accumulation curve gives indication of progress and expected date of completion. The below figure shows an example of schedule management by bar chart for each work items and accumulation curve for the entire work.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor does not compare planned schedule and actual proceedings.
(The case of giving grade “a” in evaluation)
1. Contractor organizes the schedule and executes it for the early completion of the entire project through predictions of each work through comparison between actual and planned work progress.
Fig.2.12 Bar chart and accumulation curve for schedule management
Supervision and Contract Evaluation Manual for Road Works
‐ 40 ‐
Table 2.5.7.3
Item 7 Work scheduling
Check Point 7-3 Changes caused by site conditions are properly handled to keep the works on schedule.
Description:
Changes shall be handled properly so that impact on the schedule is minimized. Even the site condition is considered in the drafting of Works Execution Programme (WEP), occasionally an adverse event occurs. Such adverse events shall be adequately dealt with through consultation with the Authority, and also reflected in WEP.
Check timing and frequency
Monthly during execution of works
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor does not try to compensate delay of schedule caused by foreseen change of site condition (e.g. climate, environment, and procurement of materials).
(The case of giving grade “a” in evaluation)
1. Regardless of unforeseen site conditions, contractor catches up the monthly target.
Supervision and Contract Evaluation Manual for Road Works
‐ 41 ‐
Table 2.5.7.4
Item 7 Work scheduling
Check Point 7-4 All works are completed within the contract term or within the extended term as allowed.
Description:
This check point requires that all works are completed within the contract term or within the extended time. It should be noted that most of check points other than this is for checking contractor’s execution system and process, however this check points requires the result of timely completion because in itself can be a proof of good scheduling.
Check timing and frequency
When the works are completed
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Contractor couldn’t complete works within the due date without any reasonable cause.
(The case of giving grade “a” in evaluation)
1. Regardless of unforeseen site conditions, contractor completes the work within the due date.
Supervision and Contract Evaluation Manual for Road Works
‐ 42 ‐
Table 2.5.8.1
Item 8 Work safety management
Check Point 8-1 No accident occurs to workers, operators and third-parties.
Description:
It should be noted that most of check points other than this is for checking contractor’s execution system and process, considering the importance of safety, however, this check points requires the result that no accident occurs to workers, operator, or third-parties. Not only damage on human, but if damage on property might have caused damage on human, such incident shall also be regarded as an accident to be recorded for this check point.
Check timing and frequency
When the works are completed
Reference
SSRBC Section 1-117 “Health, Safety and Accidents”
Case examples
(The case of giving corrective order in supervision check)
Types of accident to be recorded on the list are as follows; 1) Injury of in-house staff, worker, operator, and those of subcontractor. 2) Injury of third-party. 3) Traffic accident of work related vehicle(s) and equipment(s).
(The case of giving grade “a” in evaluation)
In addition to no accident on site workers, operators, and third-parties;
1. Contractor’s continuous awareness effort for accident prevention throughout execution period brings safety consciousness to workers, operators, and even to residents surrounding area.
2. The Contractor performs safety drills on the site periodically
3. The Contractor has a trained safety personnel attached to the site.
Supervision and Contract Evaluation Manual for Road Works
‐ 43 ‐
Table 2.5.8.2
Item 8 Work safety management
Check Point 8-2 Safety of workers and operators is considered.
Description:
Supervisor shall check if the contractor takes necessary actions to prevent an accident. If there is a cliff or a hole that people may fall down, barricade shall be set up, or at least indicated by rope or tape. It is also important to prevent things from falling down onto people and/or properties. A net shall be set to prevent such fallings.
1) Safety Gears
The workers and operators shall be well equipped for the safety. Wear helmets at least. Wearing reflective vest is necessary when the work is done on the road.
2) Prevention of Fall Accidents
Fall accident is major in the civil works; the supervisor shall check how the workers are doing their jobs if the works includes one in higher place. The worker shall wear safety belt and use it properly. Scaffolding shall be strong enough for loads, equipped well to prevent fall accidents, and firmly supported on the ground.
3) Safety of machinery in site
Operators of machinery shall make a clear sign to people around the machine for the safety. When a crane is used, outrigger should be stretched fully to avoid overturn.
4) Safety instruction for less experience workers
It is also important for the site agent to instruct safety skills to workers with less experience. Supervisor shall check if the contractor is conducting necessary safety education to its workers.
5) Preparedness against accidents and natural disasters
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 1-117 “Health, Safety and Accidents”
Supervision and Contract Evaluation Manual for Road Works
‐ 44 ‐
Table 2.5.8.2 (Cont’d)
Check Point 8-2 Safety of workers and operators is considered.
Case examples
(The case of giving corrective order in supervision check)
1. Workers don’t wear helmets and reflective vest. 2. Workers don’t wear safety belt and use it properly. 3. Scaffolding is not strong enough for loads, equipped well to prevent fall accidents, and
firmly supported on the ground. 4. Sign of machinery is not clear to people around the machine for the safety. 5. Outrigger of the crane is not stretched fully to avoid overturn.
(The case of giving grade “a” in evaluation)
1. Effort for keeping site safety is excellent (e.g. conducting ‘toolbox meeting’, safety instruction for workers)
2. Not only the contractor provides workers safety gears but also it gives workers and operators the instruction to how to use it through continuous safety awareness efforts.
3. The contractor not only makes effort for accident prevention, but also takes measures for preparedness against accident and natural disaster
4. The contractor manages to minimise damage on the site when a severe natural disaster hit the area.
Photo 2.11 Example Photo: Application of Do-nou (Sand bag) for safe passage for workers
Supervision and Contract Evaluation Manual for Road Works
‐ 45 ‐
Table 2.5.8.3
Item 8 Work safety management
Check Point 8-3 Accident prevention efforts for third-parties are proper.
Description:
The site agent shall take necessary action to prevent any accidents on third party. The supervisor shall check on how the contractor is managing the site, especially at places where third party come closer or even come into.
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 1-118 “Preservation and maintenance of fence and gates”
Case examples
(The case of giving corrective order in supervision check)
1. Designation of work area is not clear so that the third party is able to get in. (The case of giving grade “a” in evaluation) 1. Accident prevention efforts for third-parties are excellent (e.g. setting temporary fence or
barricade to designate the work area, setting ropes around the pit hole )
(a) Fence on the edge of slope (b)Rope around a hole
Photo 2.12 Preventions from Falling
Supervision and Contract Evaluation Manual for Road Works
‐ 46 ‐
Table 2.5.8.4
Item 8 Work safety management
Check Point 8-4 Traffic and site safety devices are properly installed and managed.
Description:
When works are conducted on or close to the carriageway, adequate measures should be taken to warn and protect road users and workers. Details of safety measures are proposed in Chapter12 of RMM.
Check timing and frequency
As-needed bases.
Reference
RMM Chapter12 “Safety methods for execution works”
Case examples
(The case of giving corrective order in supervision check)
1. Installation of traffic and site safety devices is inadequate. (e.g. No traffic restriction, No taper at approaches to the work area, No traffic controllers, etc)
(The case of giving grade “a” in evaluation)
1. Distinct signs are well arranged and visible so that road users can get an extra cautious.
Fig. 2.12 “Proper traffic control
measure for on works on carriageway”
Photo 2.13 Sign of “WORKS AHEAD”
Supervision and Contract Evaluation Manual for Road Works
‐ 47 ‐
Table 2.5.8.5
Item 8 Work safety management
Check Point 8-5 Temporary facilities (e.g. scaffolding) are constantly checked.
Description:
Temporary facilities affect safety very much during the execution period. The Contractor shall check whether or not the facilities themselves are strong, they are fixed firmly on the ground, and the ground has enough bearing capacity. This check point requires periodic and as-need basis checking of these features of temporary facilities.
Check timing and frequency
As-needed basis
Reference
SSRBC Section 1-117 “Health, Safety and Accidents”
SSRBC Section 1-115(k) “Construction Generally”
Case examples
(The case of giving corrective order in supervision check)
1. Contractor doesn’t conduct periodical check of temporary facilities.
2. Contractor doesn’t conduct checking of temporary facilities after any phenomenon. Contractor shall conduct checks for temporally facilities constantly.
Photo is an example of form supports on a river. Several supports on the left are scoured and hanging because of river flow. The area got much rain in the day before. Therefore, check should be done not only periodically but also after major events such as collision, heavy rain, and so on,
(The case of giving grade “a” in evaluation)
1. The contractor checks safety of temporary facilities daily based on its own safety code.
Photo 2.14 Unstable scaffolding on a river after the heavy rain
Supervision and Contract Evaluation Manual for Road Works
‐ 48 ‐
Table 2.5.9.1
Item 9 Environmental and social management
Check Point 9-1 Environmental and social mitigation efforts (e.g. against noise, vibration, emission, and dust ) are conducted
Description:
The contractor shall try to minimise pollutions and affections of those pollution on environment. If noise and/or vibration would be a problem by the works near residential area, it is preferable to choose low-noise/vibration machines for the work. If damage by dust is predictable, the contractor shall consider water-spraying.
Check timing and frequency
Monthly during execution of works
Reference
SSRBC Section 1-115 (c) (d) “Construction Generally”
Case examples
(The case of giving corrective order in supervision check)
1. No mitigation effort for noise or dust is conducted at residential area. (The case of giving grade “a” in evaluation)
1. The contractor employs eco-friendly machines (e.g. low-noise, low-vibration, low-emission types) to prevent environmental nuisance.
2. The contractor takes a voluntary measure to mitigate social inconvenience during the work execution.
Photo 2.15 Temporary pedestrian bridge along work site
Supervision and Contract Evaluation Manual for Road Works
‐ 49 ‐
Table 2.5.9.2
Item 9 Environmental and social management
Check Point 9-2 Waste material generated from the site is properly disposed
Description:
The contractor shall properly dispose any waste that is generated in the site. This is to prevent any environmental problems such as air pollution and water pollution. Also the issue shall be checked whether or not the Contractor is committing illegal dumping.
Check timing and frequency
As-needed basis
Reference
SSRBC Section 1-115 (c) (d) “Construction Generally” SSRBC Section 1-120 “Protection of existing works and services”
Case examples
(The case of giving corrective order in supervision check)
1. Waste materials generated from the site (e.g. soil, tree roots) is not disposed and left in the site.
2. Waste materials are disposed to place which is not designated.
(The case of giving grade “a” in evaluation)
1. The contractor disposes waste material in an eco-friendly manner, or put it into recycle process.
Photo 2.16 “Disposal of the waste”
Supervision and Contract Evaluation Manual for Road Works
‐ 50 ‐
Table 2.5.9.3
Item 9 Environmental and social management
Check Point 9-3 Damage to existing roads, works and services are avoided or are repaired
Description:
Damages on existing roads, works, and services shall be avoided as long as possible. In case of giving damage, it should be restored as soon as possible.
Check timing and frequency
As needed basis
Reference
SSRBC Section 1-120 “Protection of existing works and services”
Case examples
(The case of giving corrective order in supervision check)
1. The existing road, works or services is damaged and not maintained.
(The case of giving grade “a” in evaluation)
1. The contractor takes measures to prevent damage on existing facilities prior to the commencement of the works, or repairs any damage that may occur.
Photo 2.17 Damages on road surface by drainage works
Supervision and Contract Evaluation Manual for Road Works
‐ 51 ‐
Table 2.5.9.4
Item 9 Environmental and social management
Check Point 9-4 Transportation by vehicles is properly done with no overloading, and neither material falling, leakage, nor spillage.
Description:
Work-related vehicles of the Contractor are required to follow the all relevant regulations to prevent the overloading that may cause road damage along the transportation route. Also goods, material and waste material to be dumped out of the site shall be properly loaded and fastened to avoid falling, leakage or spillage during the transportation.
Check timing and frequency
Monthly during execution of work
Reference
Case examples
(The case of giving corrective order in supervision check)
1. Claim of overloading of work-related vehicles is reported.
(The case of giving grade “a” in evaluation)
1. Contractor checks the weight of their trucks constantly.
2. The contractor instructs and periodically check transporters to obey the traffic regulations.
Photo 2.18 Check for Overloading on Weighbridge
Supervision and Contract Evaluation Manual for Road Works
‐ 52 ‐
3. Contract Evaluation
3.1 Application
3.1.1 Purpose
The purpose of contract evaluation is to assess contractor’s performance by fair and
transparent methods after completion of works. The result of evaluation is given in the form of
grade and numerical score that is stored in the database for future reference and use where the
contractor has access to the same. All the contracted road works are subject to evaluation using
the same procedures specified in this chapter. This makes database objective and reliable.
3.1.2 Evaluators
Contract evaluation is basically conducted by three evaluators in order to avoid arbitrary
grading and scoring. As shown in Table 3.1, evaluators are assigned according to the subject of
auditing and contract size. And Fig.3.1 is a flow chart for assignment of the third evaluator.
(1) Resident Engineer
Assigned Resident Engineer evaluates work deliveries by close supervision during the contract
period.
(2) The Engineer’s Representative (ER)
It is the original idea that second evaluator's role should be played by the Engineer because
The Engineer is obligated to be the most important person in the supervision who reassesses the
supervision results by Resident Engineer and can evaluate the Contractor's performance with
comprehensive point of view. However, taking into consideration of the large number of road
works, this manual specifies the role can be played by the Engineer's Representative.
(3) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC)
QAO/IAC evaluates the works as third evaluator with independent point of view.
Composition of members of IAC is regulated in clause No.17 of the public procurement and
disposal regulations 2006. In that case IAC chairperson checks and endorses the evaluation done
by IAC. If the authority does not have Quality assurance office, third party evaluation is
conducted solely by IAC.
(4) Temporary Assignment for the Third evaluator
Since current function of QAO is a technical auditing of selected number of contracts, assigning
the independent evaluator’s role solely on QAO is difficult. For the moment IAC, which is
organized for every contract at the completion and includes other members rather than Resident
Engineer and The Engineer, plays QAO’s role if the contract is not subject to be audited. This is a
temporary measure and when the independent technical inspection office is established in the
Authority, it shall have the whole responsibility for this evaluation.
Supervision and Contract Evaluation Manual for Road Works
‐ 53 ‐
Table3.1 Temporary Evaluators Assignment
Case Contract is audited by
QAO* Contact Sum
Evaluators
Resident Engineer
The Engineer QAO/IAC (The third Evaluator)
1 Yes N/A Resident Engineer
Engineer’s Representative QAO
2 No Greater than
500,000.00Ksh Resident Engineer
Engineer’s Representative IAC
3 No Smaller than 500,000.00Ksh
Resident Engineer
Resident Engineer
Resident Engineer
*QAO ; Quality Assurance Office, IAC ; Inspection and Acceptance Committee
Fig. 3.1 Flowchart for Assignment of the Third Evaluator
3.1.3 Evaluation timing
(1) Resident Engineer
RE evaluates right after the completion of the works.
(2) The Engineer’s Representative (ER)
ER evaluates after the evaluation by RE.
(3) Quality Assurance Office (QAO)
In the case that QAO evaluates, the office conducts evaluation right after the completion of the
works.
(4) Inspection and Acceptance Committee (IAC)
For IAC, Substantial Completion Meeting is the most appropriate timing for evaluation. At the
meeting all necessary information and documents for evaluation are available and the evaluators
Contract is audited by QAO
YES NO
Contract sum is over 500,000 Ksh
QAO evaluatesResident Engineer
evaluatesIAC evaluates
NOYES
Supervision and Contract Evaluation Manual for Road Works
‐ 54 ‐
can observe the site for close checks. However, IAC shall ask the Contractor to get out of the
meeting venue during the evaluation in order to avoid the influence by the Contractor.
3.2 Evaluation procedures
3.2.1 Overall procedures
(1) Organisational Scheme
Organisational scheme of evaluation is shown in Fig.3.2.
1) The contractor submits Works execution programme (WEP) before the commencement of the
work.
2) Resident Engineer (RE) checks the contractor’s execution system using Supervision Check List
(SCL) in terms of compliance with WEP.
3) RE checks quality and finished works dimension based on reports from the Contractor.
4) RE evaluates nine items and puts the results on Grading Sheet for the Resident Engineer
whose example is shown in Table 3.7.
5) The Grading Sheet is shown to The Engineer’s Representative (ER)
6) ER evaluates five items and two items for bonus and penalty. ER puts the results on Grading
Sheet for the Engineer’s Representative whose example is shown in Table 3.7.
7) Quality Assurance Office (QAO) or Inspection and Acceptance Committee (IAC) evaluates two
items in CETS. Evaluations are done using Grading Sheet for Quality Assurance Office / Inspection
and Acceptance Committee whose example is shown in Table 3.9(a) – (c).
8) Grading results by three evaluators are input on Contract Evaluation Tally Sheet so that the score is
calculated.
Supervision and Contract Evaluation Manual for Road Works
‐ 55 ‐
Fig 3.2 Organizational Chart for Contract Evaluation
(2) Evaluation Procedure
Evaluation procedure is shown in Fig 3.3 for each process after the end of execution period.
These processes shall be conducted according to the flaw chart.
Road Authority
Resident Engineer
Contractor
Supervision
ReportTesting & Measurement
Quality and QuantityCheck the Compliance with WEP
Quality/Quantity Check & Confirm
Supervision Check List
Contractor’s selfmanagement
Supervision
Contract Evaluation
Documentation
Works Execution Programme
Grading
(Chapter 3.4)
✓ Execution System in
General
✓ Equipment Holding
✓ In‐house Staff
✓ Personnel Employment
✓ Site Base Facilities
✓ Quality and Quantity
Management
✓Work Scheduling
✓Work Safety Management
✓ Environmental and Social
Management
CheckExecution System
Works on site
1)
2)
3)
4)
Scoring on Contract Evaluation Tally Sheet
Quality Assurance Office /Inspection and AcceptanceCommittee
Grading
(Chapter 3.6)
✓Execution System in General
✓Quality and Quantity
management
The Engineer'sRepresentative
Grading
(Chapter 3.5)
✓Equipment Holiding
✓ In‐house Staff
✓ Personnel Employment
✓Work Scheduling
✓Work Safety Management
✓ Environmental and Social
Management
✓ Innovation Effort
✓ Compliance with Statutory
Requirement
5)
6)
7)
8)
Evaluator
Supervision and Contract Evaluation Manual for Road Works
‐ 56 ‐
Fig 3.3 Contract Evaluation Procedure
Necessity for Score Corrrection?
Grading by The Engineer's Representative (3.5)
Contract Evaluation Scoring (3.8.1)
Yes
No
Grading by Quality Assurance Office / Inspection and Acceptance Committee
(3.6)
Grading by Resident Engineer (3.4)
Supervsion
The Engineer's approval
Notification of scores to the Contractor(3.8.2)
Issue of Taking Over Certificate
Score Database (3.8.3)
14 days
ReferenceFlow Chart
Example : Table 3.5Grading Sheet for the Resident Engineer
Example : Table 3.7Grading Sheet for the Engineer’s Representative
Example : Table 3.9 (a-c) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee
Example : Table 3.12 Contract Evaluation Tally Sheet
(Signing on Contract Evaluation Tally Sheet and Notification)
Template : G. Notification of scoring of contract evaluation
Datbase in MoR/KRB
Template : H. Taking OverCertificate
Template : I. Database Format
Substantial Completion Meeting
Supervision and Contract Evaluation Manual for Road Works
‐ 57 ‐
3.2.2 Grading
(1) Definition of grade and basic score
Evaluation results are expressed in five grades as shown in Table 3.2. Basic score is given for
each grade; the scores cannot be intermediate values between basic scores. Hereafter in this
manual, the word “grade” is used for determination of grades “a”, “b”, “c”, “d”, or “e” in a part of
evaluation process.
It should be noted that grading is to be conducted strictly in accordance with Table 3.3 and
Section 3.4 to 3.6. This means that grading shall be done by neither intuition by the words like
“Very good”, “Good”, or “Very poor” nor any percentages implied from Basic Scores of 10.0, 7.5,
5.0, 2.5, or 0.0.
Table 3.2 Grade and Basic Score
Grade a
(Very good)
b
(Good)
c
(Fair)
d
(Poor)
e
(Very poor)
Basic Score 10.0 7.5 5.0 2.5 0.0
(2) Grading Criteria
Determining grade which corresponds to the level of contractor’s performance is the core part
of the evaluation process. Table 3.3 summarizes the grading criteria. Detailed procedures are
described in Chapter 3.4 to 3.6 by type of evaluator.
Supervision and Contract Evaluation Manual for Road Works
‐ 58 ‐
Tab
le 3
.3 G
radi
ng C
rite
ria
on C
ontr
act E
valu
atio
n
Gra
dea
bc
de
Gra
ding
Flo
w C
hart
Exc
elle
nt p
erfo
rman
ce is
pres
ente
d fo
r th
eev
alua
tion
item
s sp
ecif
ied
in 3
.4.1
.E
xam
ples
of
exce
llent
perf
orm
ance
are
inde
cate
din
Tab
le 2
.5.1
.1 -
2.5
.9.4
The
wor
k ex
ecut
ed is
satis
fact
ory,
but
no
exce
llent
pef
orm
ance
ispr
esen
ted
for
the
eval
uatio
n ite
ms
spec
ified
in 3
.4.1
.
The
Con
trac
tor
com
plie
sw
ith t
he o
rder
with
in t
heco
ntra
ct p
erio
d.
The
Con
trac
tor
com
plie
sw
ith t
he o
rder
with
in t
heco
ntra
ct p
erio
d. H
owev
erco
rrec
tions
are
poo
r.
The
Con
trac
tor
does
not
com
ply
with
it d
urin
g th
eco
ntra
ct p
erio
d
Gra
dea
-c
-e
Gra
ding
Flo
w C
hart
Rem
arka
ble
effo
rt is
mad
efo
r th
e ev
alua
tion
item
ssp
ecif
ied
in 3
.5.1
.
Eff
ort
is m
ade
in a
vera
gese
nse
for
the
eval
uatio
nite
ms
spec
ifie
d in
3.5
.1.
Eff
ort
is in
suff
icie
nt f
orth
e ev
alua
tion
item
ssp
ecif
ied
in 3
.5.1
.
1. R
E e
valu
ates
"a"
OR
2. R
E e
valu
ates
"b,
c,
ord"
, ho
wev
er,
ER
fin
ds a
rem
arka
ble
effo
rt b
y th
eC
ontr
acto
r
Gra
dea
bc
de
Gra
ding
Flo
w C
hart
Rat
e of
com
plia
nce
with
requ
irem
ents
in 3
.6.2
isve
ry g
ood
for
the
eval
uatio
n ite
ms
in 3
.6.1
.
Rat
e of
com
plia
nce
with
requ
irem
ents
in 3
.6.2
isgo
od f
or t
he e
valu
atio
nite
ms
in 3
.6.1
.
Rat
e of
com
plia
nce
with
requ
irem
ents
in 3
.6.2
isfa
ir f
or t
he e
valu
atio
nite
ms
in 3
.6.1
.
Rat
e of
com
plia
nce
with
requ
irem
ents
in 3
.6.2
ispo
or f
or t
he e
valu
atio
nite
ms
in 3
.6.1
.
Rat
e of
com
plia
nce
with
requ
irem
ents
in 3
.6.2
isve
ry p
oor
for
the
eval
uatio
n ite
ms
in 3
.6.1
.F
ig.3
.5
-
RE
eva
luat
es "
b, c
, or
d",
and
ER
doe
s no
t fi
nd a
nyre
mar
kabl
e ef
fort
s by
the
Con
trac
tor
RE
eva
luat
es "
e"
Res
iden
t E
ngin
eer
(RE
)
The
Eng
inee
r's
Rep
rese
ntat
ive
(ER
)
Qua
lity
Ass
uran
ceO
ffic
e (Q
AO
)/
Insp
ectio
n an
dA
ccep
tanc
e C
omm
ittee
(IA
C)
Fig
.3.3
Fig
.3.4
No
corr
ectiv
e or
der
is m
ade
Cor
rect
ive
orde
r is
mad
e
-
Supervision and Contract Evaluation Manual for Road Works
‐ 59 ‐
3.3 Evaluation items
There are 11 items for evaluation. Note that evaluation items 1 to 9 are identical to the items
in Supervision Check List (SCL). Each evaluation item contains one or two sub-items. Not all
sub-items are to be evaluated by each evaluator; sub-items to be evaluated are varied by scales of
the works as shown in Table 3.4.
The definition of scales of the works is the same as in 2.3.2; Large scale work is a project by
Class A, B, C, and D company, Small scale work is a project by Class E and under company, and
Labour-based work is a project under the Roads 2000 scheme.
Table 3.4 Evaluation Items
**L S Lb L S Lb L S Lb
Work procedues are in accordance with WorksExecution Programme that properly reflects givenconditions.
○ ○ ○ --- --- --- --- --- ---
Overall execution system is confirmed to be properduring audit or Substantial completion meeting
--- --- --- --- --- --- ○ ○ ○
2. Equipment holdingAll equipments used in the works are mobilised properlyand well-maintained
○ ○ --- ○ ○ --- --- --- ---
3. Contractor's In-housestaff
The qualified technical engineers and in-house staffs areassigned
○ ○ ○ ○ --- --- --- --- ---
4. Personnelemployment
Reasonable number of skilled workers/operators isproperly employed by the contractor
○ ○ ○ --- ○ ○ --- --- ---
5. Site base facilitiesSite facilities are properly prepared, maintained duringexecution, and cleared on completion.
○ ○ --- --- --- --- --- --- ---
Material testing, structural examination, andmeasurements are properly and routinely conducted.Results are within the specifications and compiled forchecking.
○ ○ ○ --- --- --- --- --- ---
Measured parametres are within the specification withproper workmanship
--- --- --- --- --- --- ○ ○ ○
7. Work scheduling Work has been progressed and completed as planned ○ ○ ○ ○ --- --- --- --- ---
8. Work safetymanagement
Necessary measures are taken for safety of workers,operators, and third party. No serious accident occurrsduring the contract period.
○ ○ ○ ○ ○ ○ --- --- ---
9. Environmental andsocial management
Environmental and social issues caused by the worksare minimized and mitigated properly
○ ○ ○ ○ ○ ○ --- --- ---
10.Innovation effortInnovation effort is made by using new materials, newtechnology, process rationalization, etc.
--- --- --- ○ --- --- --- --- --- Bonus
--- --- --- ○ ○ ○ --- --- --- Penalty
*RE;Resident Engineer, ER;Engineer's Represenmtative, QAO;Quality Assurance Office, and IAC;Inspection and Acceptance Committee (IAC)
**L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Note
Grading
QAO/IAC
1. Execution System inGeneral
6. Quality and quantitymanagement
11. Compliance with statutory requirements
Item Description
*RE ER
Supervision and Contract Evaluation Manual for Road Works
‐ 60 ‐
3.4 Evaluation by Resident Engineer
3.4.1 Evaluation items
The Resident Engineer (RE) shall evaluate all items that are identical to the items on
Supervision Check List (SCL) since he/she inspects all aspects of work on a daily basis through
site inspectors.
1. Execution System in General
“Work procedures are in accordance with Works Execution Programme that properly
reflects given conditions.”
2. Equipment holding
3. In-house staff
4. Personnel employment
5. Site base facilities
6. Quality and quantity management
“Material testing, structural examination, and measurements are properly and
routinely conducted. Results are within the specifications and compiled for checking.”
7. Work scheduling
8. Work safety management
9. Environmental and social management
Note that “2. Equipment holding” and “5. Site base facilities” are not evaluated in the contract
of labour based works (See Table 3.4).
3.4.2 Grading criteria
(1) General
Evaluation by RE is based on daily reports (site diary) and SCL and other written records.
With those documents, RE checks the issuance of written corrective order by the Authority and
contractor’s compliance with the order, and identifies the existence of excellence performances.
Grades are given as shown in Fig3.3 according to those evaluation results by item by item.
Supervision and Contract Evaluation Manual for Road Works
‐ 61 ‐
Fig. 3.3 Grading Flow Chart for Resident Engineer
(2) Grading “a”
When RE gives grade “a”, the RE shall specify the reason of excellent performance presented
by the Contractor. Examples of such excellent performances are shown in the Table 2.5.1.1 –
2.5.9.4 in 2.5..
3.4.3 Evaluation Sheet
RE shall use grading sheet whose template is shown in A.5.1. Table 3.5 is a sample of the
grading on the sheet. Since the Engineer’s Representative (ER) grades based on RE’s grading, RE
shall show the results on Table 3.5 to the ER.
“d”
“e”
Issuance of corrective order
The Contractor complies the order?
Excellent performance is presented?
Correction made is fair or good?
“a” “b”
“c”
YES
YES
YESYES
NO
NO
NONO
Supervision and Contract Evaluation Manual for Road Works
‐ 62 ‐
Table 3.5 Grading Sheet for the Resident Engineer (Example)
Project Title: Date: 21/08/2012
Resident Engineer : AAAA BBBB Signature:
Comment :
*L S Lb
1. Execution Systemin General
Work procedures are in accordance with WorksExecution Programme that properly reflects givenconditions.
○ ○ ○ a b c d e
2. Equipmentholding
All equipments used in the works are mobilisedproperly and well-maintained
○ ○ -- a b c d e3. Contractor's In-house staff
The qualified technical engineers and in-housestaffs are assigned
○ ○ ○ a b c d e4. Personnelemployment
Reasonable number of skilled workers/operators isproperly employed by the contractor
○ ○ ○ a b c d e5. Site basefacilities
Site facilities are properly prepared, maintainedduring execution, and cleared on completion.
○ ○ -- a b c d e
6. Quality andquantitymanagement
Material testing, structural examination, andmeasurements are properly and routinelyconducted. Results are within the specificationsand compiled for checking.
○ ○ ○ a b c d e
7. Work schedulingWork has been progressed and completed asplanned
○ ○ ○ a b c d eSophisticated work procedure(Check point 7-1)
8. Work safetymanagement
Necessary measures are taken for safety ofworkers, operators, and third party. No seriousaccident occurs during the contract period.
○ ○ ○ a b c d eSafety gears were not enough.Contractor did not complied (Checkpoint 8-2)
9. Environmentaland socialmanagement
Environmental and social issues caused by theworks are minimized and mitigated properly
○ ○ ○ a b c d e overloading twice
Grading Criteria
AAAA BBBB
Descriptions
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Contract Evaluation Grading Sheet for Resident Engineer
Repair and Resealing of N - G Road (C##)
Scale of WorkGrade Note
(Record on Supervision Check List)Items
a b c d e
Excellent performance is
presented for the
evaluation items specified
in 3.4.1.
Examples of excellent
performance are indecated
in Table 2.5.1.1 ‐ 2.5.9.4
The work executed is
satisfactory, but no
excellent peformance is
presented for the
evaluation items specified
in 3.4.1.
The Contractor complies
with the order within the
contract period.
The Contractor complies
with the order within the
contract period. However
corrections are poor.
The Contractor does not
comply with it during the
contract period
No corrective order is made Corrective order is made
“d”
“e”
Issuance of corrective order
The Contractor complies the order?
Excellent performance is presented?
Correction made is fair or good?
“a” “b”
“c”
YES
YES
YESYES
NO
NO
NONO
Supervision and Contract Evaluation Manual for Road Works
‐ 63 ‐
3.5 Evaluation by the Engineer’s Representative
3.5.1 Evaluation items
The Engineer’s Representative is responsible for overseeing contracts’ general performances
from many aspects. The Engineer’s Representative (ER) evaluates the following common items;
(1) Grading
2. Equipment holding
3. In-house staff
4. Personnel employment
7. Work scheduling
8. Work safety management
9. Environmental and social management
(2) Bonus/Penalty
10. Innovation effort
11. Compliance with statutory requirement
(3) Variation of items by scale of the works
Set of evaluation items varies by scales of the works as shown in Table-3.4. The definition of
the scale of works is written in 3.3. Grading items 2, 3, 4 and 7 are evaluated or not evaluated
depending on scale of a work. Grading items 8 and 9 are evaluated in either scale of works. Item
10 for bonus is evaluated for large scale works only, while Item11 for penalty are evaluated in
either scale of works.
3.5.2 Grading criteria
(1) General
Since the ER does not follow the daily situation of the contract, the evaluation basically relies
on the grading results by Resident Engineer (RE) and his/her comprehensive examination by
using occasional site checks at monthly progress meetings. Especially The ER shall focus on
identifying the unforeseen difficulties during the work execution and outstanding outcomes of
finished works.
As shown in the Fig.3.4, if RE chooses grades “a” or “e”, The ER gives the same grade
automatically. Otherwise The ER normally gives grade “c”. In case The ER identifies that the
Contractor overcomes unforeseen difficulties or makes an outstanding achievement during the
execution or in the finished works, grade “a” can be given.
Upgrading from “c” to “a” cannot be applied for the evaluation in which the RE plays The ER’s
role. This is the case 3 in Table 3.1 in which the contract is not audited by Quality Assurance
Office (QAO) and the contract sum is smaller than 2,000,000Ksh.
Supervision and Contract Evaluation Manual for Road Works
‐ 64 ‐
Fig. 3.4 Grading Flow Chart for The Engineer’s Representative
(2) Upgrading from “c” to “a”
Table 3.6 shows case examples for ER to upgrade from “c” to “a” when the Contractor presents
remarkable effort.
Grading by Resident Engineer
Overcoming unforeseen difficulties or achieving outstanding outcomes?
“a”
“a” “c” “e”
YESNO
“b” , “c” , “d” “e”
Supervision and Contract Evaluation Manual for Road Works
‐ 65 ‐
Table 3.6 Case examples for upgrading “c” to “a” by the Engineer’s Representative
Item*
Scale of the Work** Case Examples of "Remarkable Efforts"
L S Lb
2. Equipment holding
○ ○ ---
i) Overcoming unforeseen difficulties
- Necessary equipment suddenly becomes unavailable because of the reason
which the Contractor is not responsible for, but the contractor completes the
works without delay by optimizing combination of alternative equipments.
- Necessary equipment is broken down despite the careful maintenance, but
the contractor completes the works without delay by immediate arrangements
for spare parts.
ii) Achieving outstanding outcomes
- There is no delay on the schedule because the contractor has a system to keep
their equipments in good condition (e.g., by quick procurements, stocks and
fast moving of spare parts, resident mechanics)
- Contractor’s mobilisation of equipments is always optimized in terms of
arrangements and scheduling.
- Any broken down equipment is repaired immediately.
3. Contractor's In-house staff
○ --- ---
i) Overcoming unforeseen difficulties
- Despite a unforeseen situation with lack of in-house engineers, the contractor
supplements extra staff.
ii) Achieving outstanding outcomes
- The contractor employs in-house staff with adequate gender mix and the
hired in-house staffs achieve more-than-average outcomes.
4. Personnel employment
--- ○ ○
i) Overcoming unforeseen difficulties
- Despite an unforeseen situation with lack of workers/operators, the
contractor hires additional workers with enough skill and experiences.
ii) Achieving outstanding outcomes
- The contractor contributes local economy by hiring local labours
- The contractors trains the workers/operators to meet the contract
requirements
- The contractor proactively takes a leading role in conducting HIV/AIDS
awareness to the local publics.
Supervision and Contract Evaluation Manual for Road Works
‐ 66 ‐
7. Work scheduling
○ --- ---
i) Overcoming unforeseen difficulties
- Despite unpredictable disturbances as shown below, the contractor minimizes
the negative influences on the schedule with conformity with the works
execution programme.
- Challenges on funding (e.g., bankrupt of main bank)
- Disruption of key material supply
- Shortage of local material
- Extreme price hike of material
- Abnormal weather conditions (e.g., Long rains)
- Abrupt changes in the design which the contractor is not responsible for
ii) Achieving outstanding outcomes
- The contractor’s continuous schedule management makes possible in-time
completion.
8. Work safety management
○ ○ ○
i) Overcoming unforeseen difficulties
- Accidents occur in an unavoidable situation to the contractor, but the
contractor takes adequate responses and minimizes safety hazard on site.
ii) Achieving outstanding outcomes
- The contractor executes works under highly difficult situation for the safety
and completes with no accident by adopting adequate safety measures.
- The contractor continuously conducts safety education during the period and
raises safety awareness among workers/operators, subcontractors, and local
community.
9. Environmental and social management
○ ○ ○
i) Overcoming unforeseen difficulties
- Despite unforeseen environmental and social difficulties affecting
surrounding communities of the site, the contractor’s mitigating efforts
minimize the deterioration and avoid disputes.
ii) Achieving outstanding outcomes
- The contractor completes the works with no claim for environmental issues
although the works are executed in the area of high environmental concerns.
- The contractor makes adequate efforts for social mitigation so that there is no
claim from local communities.
- The contractor conducts an extra mitigation as shown below;
- The contractor constructs/repairs educational and/or health facilities as
Corporal Social Responsibility (CSR).
- The contractor provides free seedling to schools for planting during
National tree planting days.
*See Table3.4 for Descriptions
**L; Large Scale Work (Class A - D), S; Small Scale Work (Class D and Under), and Lb; Labour Based Work
Supervision and Contract Evaluation Manual for Road Works
‐ 67 ‐
3.5.3 Bonus/Penalty
The following two items are evaluated as bonus or penalty, respectively. For the moment, those
score levels are at the discretion of the evaluator. And they are neither subject to inter-items
weightings nor evaluator weightings.
(1) Innovation Effort
The Engineer may add the score if the contractor made a remarkable effort for innovation
during executions. The maximum point to be given is 10.0.
Followings are examples for giving additional points.
Application of more appropriate material, new technology, process rationalisation resulted
in shortening of the works schedule, high quality output, reduction of project cost, and
reduction of impacts on environment and society.
(2) Compliance with statutory regulations
The Engineer shall reduce the score if the contractor violates relevant regulations of the
Republic of Kenya. The maximum reduction is 10.0. Relevant regulations are;
1. Tax compliance (VAT registration, PIN registration)
1) Income Tax Act Cap.470 (PAYE)
2) Values Added Tax Act Cap.476
3) Stamp Duty Cap. 486
2. Registration of business
1) Companies Act Cap. 486
2) Registration of Business Names Act Cap.499
3. Environmental law
1) Environment Management and Coordination Act No.8 of 1999
2) Environmental Impact Assessment and Audit Regulations - Legal Notice No.l21 of 2003
4. Traffic/Axle load regulations
1) Traffic Act Cap. 403
2) Kenya Roads Act, 2007
5. Labour law
1) Employment Act Cap. 226
2) Regulation of Wages and Conditions of Employment Act Cap. 229
3) Workmen's Compensation Act Cap. 236 (Workman's Compensation)
4) The Labour Relations Act, 2007
5) Industrial Training Act Cap. 237
6. Engineers
1) The Engineers Registration Act, No.43 of 2011
7. Social security
1) National Social Security Fund Act Cap.258 (currently being amended)
Supervision and Contract Evaluation Manual for Road Works
‐ 68 ‐
2) Retirement Benefits Authority Act Cap. 197
3) Pensions Act Cap. 189
8. Hospital insurance fund
1) National Hospital Insurance Fund Act, No. 9 of 1998
9. Local government
1) Local Government Act Cap. 265 to be repealed upon Commencement of the Act in (2) below
2) Urban Areas and Cities Act, 2011 (shall come into operation after the first elections under
the constitution of Kenya 2010
10. Water resource management act
1) Water Act.2002
11. Insurance
1) Insurance Act Cap.487
12. Safety
1) Public Health Act Cap.242
2) Occupational Safety and Health Act, No. l5 of2007
3) The Work Injury Benefits Act, No. 13 of 2007
13. Procurement laws
1) Public Procurement and Disposal Act, 2005
2) The Public Procurement and Disposal (Reference and Reservations Regulations. 201 l)
3) The Public Procurement and Disposal Regulations. 2006
4) The Public Procurement and Disposal (Public Private Partnerships) Regulations, 2009
5) The Public Procurement and Disposal (Amendment) Regulations, 2009
14. OTHERS
1) Constitution of Kenya 2010
2) Any other relevant laws that will come into effect after this date.
3.5.4 Grading Sheet
ER shall use grading sheet whose template is shown in A.5.2. Table 3.7 is a sample of the
grading on the sheet. Since the ER grades based on the results of RE’s grading, the ER shall get
the RE’s grading sheet.
Supervision and Contract Evaluation Manual for Road Works
‐ 69 ‐
Table 3.7 Grading Sheet for the Engineer’s Representative (Example)
Project Title: Date: 24/08/2012
Engineer's Representative : CCCC DDDD Signature: CCCC DDDD
Comment :
*L S Lb
2. Equipmentholding
All equipments used in the works are mobilisedproperly and well-maintained
○ ○ -- a b,c,d e a c e
3. Contractor's In-house staff
The qualified technical engineers and in-housestaffs are assigned
○ -- -- a b,c,d e a c e
4. Personnelemployment
Reasonable number of skilled workers/operatorsis properly employed by the contractor
-- ○ ○ a b,c,d e a c e
7. Work schedulingWork has been progressed and completed asplanned
○ -- -- a b,c,d e a c e
8. Work safetymanagement
Necessary measures are taken for safety ofworkers, operators, and third party. No seriousaccident occurs during the contract period.
○ ○ ○ a b,c,d e a c e
9. Environmentaland socialmanagement
Environmental and social issues caused by theworks are minimized and mitigated properly
○ ○ ○ a b,c,d e a c e
Grading Criteria
○ -- --Innovation effort is made by using new materials,new technology, process rationalization, etc.
○ ○ ○
+5
Overloading twice
Descriptions
11. Compliance with statutory requirements
Work Procedure optimised
0 - -10
10.Innovation effort
Contract Evaluation Grading Sheet for the Engineer's Representative
Repair and Resealing of N - G Road (C##)
Scale of Work Note(Record on Supervision Check List)
(Reason to grade "a")
Items
-5
GradeRE's
Grading
0 - +10
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
a b c d e
Remarkable effort is
made for the
evaluation items
specified in 3.5.1.
Effort is made in
average sense for
the evaluation items
specified in 3.5.1.
Effort is insufficient
for the evaluation
items specified in
3.5.1.
1. RE evaluates "a"
OR
2. RE evaluates "b,
c, or d", however,
ER finds a
remarkable effort
by the Contractor
‐ ‐RE evaluates "b, c,
or d", and ER does
not find any
remarkable efforts
by the Contractor
RE evaluates "e"
Grading by Resident Engineer
Overcoming unforeseen difficulties or achieving outstanding outcomes?
“a”
“a” “c” “e”
YESNO
“b” , “c” , “d” “e”
Supervision and Contract Evaluation Manual for Road Works
‐ 70 ‐
3.6 Evaluation by Quality Assurance Office / Inspection and Acceptance committee
3.6.1 Evaluation items
As the independent evaluator, QAO/IAC deals with the two key items which indicate the
contractor’s capacity to deliver;
1. Execution system in general
“Overall system of execution is confirmed to be proper during audit or at
substantial completion meeting”
6. Quality and quantity management
“Measured parameters are within the specified allowable ranges with proper
workmanship”
3.6.2 Grading criteria
Based on temporary assignment of independent evaluator (see 3.1.3(4)), grading entity is
designated as shown in Fig. 3.5. Grading by QAO shall be based on their own investigation and
on written documents about overall system of execution and measured parameters of quality and
quantity management. Grading by IAC shall be based on the results of Substantial Completion
Meeting.
In case Resident Engineer evaluates, grading is based on the check list and his/her knowledge
of works.
Fig. 3.5 Grading Flow Chart for Third Evaluator
1. Execution system in General
QAO evaluatesResident Engineer
evaluatesIAC evaluates
6. Quality and Quantity Management
Grading based on Rate of compliance with requirements in Table 3.9 (b)
“a”, “b”, “c”, “d”, “e”
Supervision Check list
“a”, “b”, “c”, “d”, “e”
Grading based on scorings for the followings
Quantity ManagementQuality ManagementWorkmanship
in Table 3.9 (c)
1. Execution systemin General
6. Quality and Quantity Management
“a”, “b”, “c”, “d”, “e”
Evaluator determined in Table 3.1 and Fig.3.1
Supervision and Contract Evaluation Manual for Road Works
‐ 71 ‐
(1) Grading criteria for “Execution system in General”
Table3.6 shows an example of grading for “Execution system in General”. The blank format is
in Appendix A5.4. If the Contractor does not comply with the corrective order issued on status of
the system, grade “e” is given. If the correction is poor, grade “d” is given. In other cases, Grading
“a” to “c” is determined according to the number of checks in the sub-table.
(2) Grading criteria for “Quality and Quantity Management”
The level of quality and quantity achievements is judged by the following sub-items. They can
be evaluated by QAO/IAC only with written reports and visual inspection of finished works.
i) Quantity measurements
ii) Quality measurements
iii) Workmanship
As shown in Table3.6, points are given for each sub-item according to the degree of satisfaction
with fixed benchmarks. The criteria of point rating are shown in Table 3.7. The points are
summed up and the total point determines the grade. Weight allotment for each sub-item is 3.0,
3.0, and 4.0 respectively..
i) Quantity measurements
Sub-grades “a’ to ”e’” are determined whether or not the all necessary size and volume
measurements are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
ii) Quality measurements
Sub-grades “a’ to ”e’” are determined whether or not the all necessary material testing and
structural checking are conducted and recorded as specified, and all measured figures are within
specified allowable range. And the corrective actions of failed results if any are also checked.
iii) Workmanship
Sub-grades “a’ to ”e’” are determined by the number of satisfactory visual check points specified
in Table 3.9(c). Table 3.8 below shows sample pictures for the check points
Supervision and Contract Evaluation Manual for Road Works
‐ 72 ‐
Table 3.8(a) Sample pictures for check points “Good appearance of finished work”
Check Points Photographs Note
1.Good exterior appearance
(Satisfactory)
Exterior dimensions are
confirmed to be satisfactory
2. Good alignment and spacing
(Satisfactory)
Good alignment is confirmed
from the straightness of the
drainage line.
3. Good overall surface alignment
(Satisfactory)
Surface alignment is plain
without distortion.
4. Good top and edge finishing
(Satisfactory)
Top and edge are finished with
good workmanship
5. Good alignment to adjacent structures
(Unsatisfactory)
The wing wall of culvert is half buried in the slope.
Supervision and Contract Evaluation Manual for Road Works
‐ 73 ‐
6. Good overall cleanliness
(Unsatisfactory)
Removed asphalt is left on
roadside.
7. Good surface touch
(Unsatisfactory)
Wing and wall of culvert have
rough surface because parting
agent was not applied to
mould.
Table 3.8(b) Sample pictures for check points “No major flaws or deterioration”
Check Points Photographs Note
8. No irregular shape of
earth works
(Unsatisfactory)
Sharp bends (curves ) in ditch
alignment
9. No visible cracks
(Unsatisfactory)
Concrete crack has developed.
It may affect safety and
durability of the structure.
Supervision and Contract Evaluation Manual for Road Works
‐ 74 ‐
10. No water leakage
Lack of drainage system
11. No excessive water pool
(puddle) on the surface
(Unsatisfactory)
Drainage system does not work
on the viaduct.
12. No spot of bitumen
and/or mortar on other
structures
(Unsatisfactory)
Many bitumen/mortar spots on
other structures causes not
only aesthetic problem but also
indicates that the works are
roughly conducted
13. No visible flaws and
rusts on the surface
(Unsatisfactory)
White lane mark deteriorated
just after the completion
Supervision and Contract Evaluation Manual for Road Works
‐ 75 ‐
Table 3.8(c) Sample pictures for check points “Fitness for purpose”
Check Points Photographs Note
14. Good functionality of
structure for its purpose
(Unsatisfactory)
Clogged drainage
15. Good visibility of
road furniture from road
users
(Satisfactory)
Road signs should be
installed properly so that
they are visible to all road
users
16. No obstacles for road
users left
(Unsatisfactory)
Waste of materials used in
the work and equipments
are to be removed after the
completion.
Supervision and Contract Evaluation Manual for Road Works
‐ 76 ‐
3.6.3 Grading sheet
Table 3.9 shall be used when QAO/IAC conducts evaluation.
Table 3.9(a) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
Project Title: Date: 04/09/2012
Signature: EEEE FFFF
Comment :
*L S Lb
1. Execution Systemin General
Overall execution system is confirmed to be properduring audit or at Substantial completion meeting
○ ○ ○ a b c d e
6. Quality andquantitymanagement
Measured parameters are within the specifiedallowable ranges with proper workmanship
○ ○ ○ a b c d e
Grading Criteria
Contract Evaluation Grading Sheet for QAO/IAC (1/3)
Repair and Resealing of N - G Road (C##)
Scale of WorkNoteItems
Quality Assurance Office/Inspection and AcceptanceCommittee Chair: (Name)
EEEE FFFF
GradeDescriptions
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
a b c d e
Rate of compliance
with requirements in
3.6.2 is very good
for the evaluation
items in 3.6.1.
Rate of compliance
with requirements in
3.6.2 is good for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is fair for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is poor for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is very poor
for the evaluation
items in 3.6.1.
Supervision and Contract Evaluation Manual for Road Works
‐ 77 ‐
Table 3.9(b) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
N/A
1
2
3
4
5
6
7
8
9
10
11
12
Total Number β = 0Percentage
γ = 80.0 - 60.1% γ = 60.0 - 40.1% γ = 20.0 - 0%
a b c
d e
d e
---
γ = 40.0 - 20.1%
Unsatisfactory
✓
✓
Points to be checked
Work execution programme is submitted before commencement
Work execution programme properly reflects the given specificationsand site conditions
✓
Item
Overall execution system is confirmed to be proper during audit or Substantial completionmeeting
1. Execution System
Gradea b c
Descriptions
Contract Evaluation Grading Sheet for QAO/IAC (2/3)
γ = α / (12-β) *100% = 6 / (12 - 0) x 100 = 50.0 %
α=6
✓
✓
✓
Satisfactory
✓
✓
Check (✓)
✓
✓
Execution procedures are conducted in accordance with WorksExecution Programme
Proper handling of changes of site conditions (e.g. work environment,climate, geological conditions)
Proper management of material stocks through inventory
Proper allotment of workers, operators and qualified technicalsupervisors
Proper preparation and organization of reporting documents inaccordance with Works Execution Programme
γ = 100 - 80.1%
✓
Notice of operation to engineer is properly conducted before carryingout.
All equipment used are properly mobilized
Proper recycling efforts of by-products from site
Proper in-house quality assurance system and its documentationprocedures
Others;(Specify)
No complaints from road users and surroundingcommunities
✓
Supervision and Contract Evaluation Manual for Road Works
‐ 78 ‐
Table 3.9(c) Grading Sheet for Quality Assurance Office / Inspection and Acceptance Committee (Example)
X
Y
Satisfactory Unsatisfactory N/A
1 ✓2 ✓3 ✓4 ✓5 ✓6 ✓7 ✓8 ✓9 ✓10 ✓11 ✓12 ✓13 ✓14 ✓15 ✓16 ✓
Total Number α=8 --- β = 2
Percentage
Z
Ranges
Grade
Total Point : X + Y + Z =
0.0
No spot of bitumen/mortar on other structure
No visible flaws and rusts on the surface
Good functionality of structure for its purpose
Good visibility of road furniture from road users
No obstacles for road users left
1.5 + 3.0 + 2.0 = 6.5
1.03.0
a b d e
5.00 - 2.51
c
10.00 - 7.51 7.50 - 5.01 2.50 - 0.01 0.0
Good surface touch
No irregular shape of earth works
No visible cracks
4.0 2.0
γ = 20.0 - 0.0%γ = 40.0 - 20.1%γ = 80.0 - 60.1%
γ = α / (16 - β) * 100% = 8 / (16 - 2) x 100% = 57.1%
γ = 60.0% - 40.1%
c) Fitness forpurpose
No excessive water pool (puddle) on the surface
Description
Good top and edge finishing
Good shaping for connection to adjacent structures
QuantityMeasurements
QualityMeasurements
Good overall cleaning
6. Quality and quantity management
Measured parameters are within the specified allowable ranges with proper workmanship
Check Point
Good exterior appearance
Good alignment and spacing
Good overall surface alignment
All necessary quality measurementsare conducted and recorded asspecified, and all measured figuresare within the specified allowablerange
All necessary scale measurementsare conducted and recorded asspecified, and all measuredparameters are within the specifiedallowable range
3.0
Item
Contract Evaluation Grading Sheet for QAO/IAC (3/3)
Sub-sub item
a) Goodappearance offinished work
Check (✓)
1.5
Nevertheless a corrective order wasissued, the Contractor did not complywith it.
0.0
Although some of the necessary scalemeasurements were not conducted asspecified, the contractor complied with acorrective order
Workmanship
Nevertheless a corrective order wereissued, the Contractor did not complywith it.
3.0 1.5 0.0
Although some of the necessary qualitymeasurements were not conducted asspecified, the Contractor complied with acorrective order
b) No majorflaws ordeterioration
No water leakage
γ = 100 - 80.1%
Supervision and Contract Evaluation Manual for Road Works
‐ 79 ‐
3.7 Weighting
3.7.1 Concept of weighting
In order to reflect relative differences of importance between evaluation items and of degree
evaluators’ responsibility, relative weights are used on tallying of scores.
3.7.2 Weight application for scoring
Net score for an item by an evaluator score is calculated as the following equation;
p = w1 x w2 x p0
Where, p : net score, w1 : inter-item weight, w2 : weight by evaluator
p0 : basic scores defined in Table3.2
3.7.3 Inter-item weight
Set of inter-item weight is provided by scale of contract. Table 3.10 shows the weighting set for
the contract of large scale works (for Class D and above company), the contract of small scale
works (for Class E and under company), and labour based work contract.
Table 3.10 Weights by Item and Evaluator
Scale of Works
Item
Lar
ge s
cale
wor
k(C
lass
A -
D)
Sm
all
scal
e w
ork
(Cla
ss E
an
d u
nde
r)
Lab
our-
base
d w
ork
Lar
ge s
cale
wor
k(C
lass
A -
D)
Sm
all
scal
e w
ork
(Cla
ss E
an
d u
nde
r)
Lab
our-
base
d w
ork
Lar
ge s
cale
wor
k(C
lass
A -
D)
Sm
all
scal
e w
ork
(Cla
ss E
an
d u
nde
r)
Lab
our-
base
d w
ork
1. Execution System in General 1.2 1.0 1.2 4.0 4.0 4.0
2. Equipment holding 1.4 1.4 3.0 3.0
3. Contractor's in-house staff 1.4 1.2 1.8 3.0
4. Personnel employment 1.0 1.4 2.2 3.0 4.0
5. Site base facilities 1.0 1.0
6. Quality and quantitymanagement
1.0 1.0 1.2 6.0 6.0 6.0
7. Work scheduling 1.0 1.0 1.2 2.0
8. Work safety management 1.0 1.0 1.2 1.0 2.0 3.0
9. Environmental and socialmanagement
1.0 1.0 1.2 1.0 2.0 3.0
Total 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0
0.5 0.3 0.2
W1 :Inter-Item
Weight
W2 : Weight by Evaluator
Quality Assurance Office /Inspection and Acceptance
CommitteeThe Engineer's representativeResident Engineer
Supervision and Contract Evaluation Manual for Road Works
‐ 80 ‐
3.7.4 Weight by evaluator
Weights for Resident Engineer, The Engineer and QAO/IAC are 0.5, 0.3, and 0.2 respectively.
They are reflecting the relative importance of regional office which can objectively evaluate the
contractor’s performance with the most frequent observation of work performance and site
conditions.
3.7.5 Weight change
Weights specified in this section are not subject to change for the validity of unified scoring
scheme. However, when the clear changes of social, economic, environment, technological
requirements are observed, weight setting can be updated with unanimous agreement among
relevant organizations.
3.8 Contract evaluation scoring
3.8.1 Contract Evaluation Tally Sheet
Based on the results on three grading sheets (Table 3.5, 3.7, and 3.9), scores are automatically
given for each item by each evaluator. Contract Evaluation Tally Sheet (CETS) is the unified
template to calculate the total score from these scores. Fig 3.6 shows part of the CETS. An
evaluator fills the blank by choosing a “Net Score” which corresponds to the grading for the item
and the evaluator. There are three formats of CETS for large scale work, small scale work, and
labour based work.
Table 3.12 shows CETS for large scale works. They also include basic contract information and
fixed weights by contract size.
After the calculation of total score, CETS shall be signed by The Engineer.
Table 3.11 is a rough standard of contract’s performance judging from the total score.
Table 3.11 Rough Standard of Total Score Assessment
Total Score Range Contract’s Performance
76 and above Good
66-75 Satisfactory
56 – 65 Fair
55 and below Poor
Supervision and Contract Evaluation Manual for Road Works
‐ 81 ‐
Fig 3.6 Score Filling on Contract Evaluation Tally Sheet
a b c d e
10.0 7.5 5.0 2.5 0.0
6.00 4.50 3.00 1.50 0.00
It
it
Bas ic Scores p0
Net Score p = w1 x w2 x p0
Inter‐ite
m
weigh
ts w
1
weight by
evaluator w
2
1.2
r during audit or at
3.00
cution Programme0.5
Res ident Engineer
(name)
✕
✕
Grading
Score Filling
Supervision and Contract Evaluation Manual for Road Works
‐ 82 ‐
Tab
le 3
.12
Con
trac
t Eva
luat
ion
Tal
ly S
heet
(E
xam
ple,
Lar
ge S
cale
Wor
k)
Project Title
Contract Number
Contractor
Contract Sum
ab
cd
ea
ce
ab
cd
e
10.0
7.5
5.0
2.5
0.0
10.0
5.0
0.0
10.0
7.5
5.0
2.5
0.0
6.00
4.50
3.00
1.50
0.00
8.00
6.00
4.00
2.00
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
5.00
3.75
2.50
1.25
0.00
5.00
3.75
2.50
1.25
0.00
5.00
7.5
5.0
2.5
0.0
12.00
9.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
3.00
1.50
0.00
5.00
3.75
2.50
1.25
0.00
3.00
1.50
0.00
57.50
Grand Total
57.50
Date
28/08/2012
Reasonable number of skilled workers/operators is properly employed by
the contractor
Site facilities are properly prepared, maintained
during execution, and
cleared on completion.
Material testing, structural examination, and measurements are properly
and routinely conducted. Results are within the specifications and
compiled
for checking.
Measured parameters are within the specified allowable ranges with
proper workmanship
Work has been progressed and completed as planned
Necessary measures are taken for safety of workers, operators, and third
party. No serious accident occurs during the contract period.
1.0
Work procedures are in accordance with W
orks Execution Programme that
properly reflects given conditions.
11. Compliance with statutory requirem
ents
Innovation effort is made by using new
materials, new
technology, process
rationalization, etc.
Net Score Total
Environmental and social issues caused by the works are minim
ized
and
mitigated properly
Overall execution system is confirm
ed to be proper during audit or at
Substantial completion meeting
All equipments used in the works are mobilised
properly and well‐
maintained
The qualified
technical engineers and in‐house staffs are assigned
10. Innovation effort
8.00
0.2
Item
s
Inter‐item
weights w1
weight by
evaluator w2
Basic Scores p
0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
Descriptions
4.50
0.3
1.4
2.50
Basic Scores p
0
Net Score p = w1 x w2 x p0
weight by
evaluator w2
3.50
0.5
3.00
1.0Inter‐item
weights w1
weight by
evaluator w2
Company Class
A
0.5
0.5
Inter‐item
weights w1
0.5
0.5
1.2
0 ‐ ‐10
Quality Assurance Office/
Inspection and Acceptance Committee
EEEE FFFF
Date of Substantial Completion M
eeting
Scoring Date
Net
Scores
by Item
CCCC DDDD
Basic Scores p0
Repair and Resealing of N ‐ G Road
(C##)
KeNHA/RD/M
/###/2011
Ksh11,233,109.00‐
08 ‐ AUG ‐ 2012
21 ‐ AUG ‐ 2012
@@@@@ Construction Co. Ltd.
24 ‐ AUG ‐ 2012
Date of Commencement
Completion Date
22 ‐ OCT ‐ 2011
1.25
0 ‐ +10
5 ‐5
0.00
0.00
0.00
0.3
4.25
9. Environmental and
social management
5.00
‐5.00
8. W
ork safety
management
1.0
1.0
0.5
0.3
3.00
0.2
7. W
ork scheduling
1.0
2.0
0.5
0.3
5. Site base facilities
1.0
2.50
6. Q
uality and quantity
management
1.0
5.00
3.0
4. Personnel
employm
ent
1.0
2.50
0.5
8.00
5.25
9.00
0.3
3.0
3.00
4.0
4.00
7.00
0.5
14.25
2.50
(max30)
6.0
6.00
11.00
5.00
Resident Engineer
The Engineer's Representative
AAAA BBBB
1. Execution System in
General
2. Equipment holding
3. Contractor's In‐house
staff
1.4
Sign
(The Engineer)
Contract Evaluation Score Tally Sheet (Large scale work by Class A, B
, C, and D companies)
(max50)
28.00
19.50
(max20)
10.00
GG
GG
HH
HH
Supervision and Contract Evaluation Manual for Road Works
‐ 83 ‐
3.8.2 Notification of score
The authorized total score and its breakdowns are notified to the Contractor as an official
letter from the Authority. The format is shown in Appendix G. The contractor can raise questions
on the results of scoring within a specific number of days after the issuance. The Authority
answers in writing to the Contractor.
3.8.3 Score database
Every score along with basic contract information and the type of work conducted are stored in
the unified database without delay. The procedure is depicted in Fig 3.7. Input data from each
Authority is rearranged to be a list of companies which contains information shown in Table 3.13
so that scores of any company can be easily extracted. Detailed example of database format is
shown in Appendix 8.1 and 8.2. Database is accessible to any authority in the next procurement
process. It is used as a reference of past experiences of similar type of works in the tender
evaluation stage.
Table3.13 Information in Contract Evaluation Score Database
Company Information
Total Scores in Contract Evaluation
Numbers of Contracts by Work Types
▪ Class (A - G)
▪ Name
(in alphabetical order)
▪ PIN code
▪ Scores of each
contract in recent
Five(5) years
▪ Site clearance and Topsoil Stripping
▪ Earth works
▪ Excavation and Filing for Structures
▪ Ditch and Culvert Cleaning
▪ Culvert installation and construction
▪ Passage of Traffic
▪ Grading and Gravelling Works
▪ Paved Roads - Shoulder Maintenance and Repairs
▪ Natural Material Base and Subbase
▪ Graded Crushed Stone Base and Subbase
▪ Cement and Lime Treated Subgrade, Subbase, and Base
▪ Bituminous Surface Treatment and Surface Dressing
▪ Bituminous Mixes
▪ Concrete Works
▪ Road Furniture and Maintenance
Supervision and Contract Evaluation Manual for Road Works
‐ 84 ‐
Fig.3.7 Flow chart of Database
Road Authority C
Road Authority B
MoR/KRB
Road Authority A
No
Evaluation by The Engineer's
Representative
Garding by Quality Assurance Office /
Inspection and Acceptance Committee
Evaluation by Resident Engineer
Necessity for Score Corrrection?
Contract Evaluation Start
Score Calculation / Generation of Notification Sheet
Score Database in Authority
Input of Grading
Yes
Inputs of Gradings
See Fig 3.3 for more
detail
Notification of Scores to the Contractor
Authority A
Tender Evaluation
Authority B
Tender Evaluation
Authority C
Tender Evaluation
Data Table in PDF FormatID/Password Protected
Space on Web‐site
Data Integration
Paper-based RMMS
Data Submission
Soft Copy
Data Aquisition
Data Processing
Data Accumulation and Storage
Data Distribution
Data Utilisation
Supervision and Contract Evaluation Manual for Road Works
‐ 85 ‐
Appendix
Supervision and Contract Evaluation Manual for Road Works
‐ 86 ‐
Table of Contents
Appendix 86
A. Incorporating in Tender and Contract Document for Application of the Manual 87
B. Work execution programme template 88
C. Daily report sample 104
D. Monthly Progress Report templates 105
(Supervision check list) 114
E. Report for Substantial Completion Meeting 123
F. Contract evaluation tally sheet 124
F.1 Contract Evaluation Grading Sheet for Resident Engineer 124
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative 125
F.3 Contract Evaluation Grading Sheet for QAO/IAC 126
F.4 Contract Evaluation Tally Sheet (Large scale work) 129
F.5 Contract Evaluation Tally Sheet (Small scale work) 130
F.6 Contract Evaluation Tally Sheet (Labour-based work) 131
G. Notification of scoring of contract evaluation 132
G.1 Large Scale Work 132
G.2 Small Scale Work 133
G.3 Labour-based Work 134
H. Taking Over Certification 135
I. Database Format 136
I.1 Contract Evaluation Database Format in Authority 136
I.2 Integrated Contract Evaluation Database Format 137
Supervision and Contract Evaluation Manual for Road Works
‐ 87 ‐
A. Incorporating in Tender and Contract Document for Application of the Manual
In order to specify the use of “Supervision and Contract Evaluation Manual for Road works”, the
following will be introduced
A.1 Bidding Document
Section : Introduction to Bidders
-Form for acceptance to contract evaluation at the end of Contract as per “Supervision and
Contract Evaluation Manual for Road works” developed by the Ministry of Roads, 2012
A.2 Contract Document
CONDITIONS OF CONTRACT PART II
(CONDITIONS OF PATICULAR APPLICATION)
SUBCLAUSE 2.1 – ENGINEER’S DUTIES AND AUTHORITY
(a)
(b)
(c)
(d) SUPERVISION OF WORKS
The Works specified under this Contract shall be executed, supervised and evaluated in
accordance with “Supervision and Contract Evaluation Manual for Road works” developed by
the Ministry of Roads, 2012
SUBCLAUSE 5.2 – PRIORITY OF CONTRACT DOCUMENTS
(1) The Contract Agreement (if completed)
(2) The Letter of Agreement;
(3) The Tender and Appendix to Tender;
(4) The Conditions of Contract Part II;
(5) The Conditions of Contract Part I;
(6) Special Specifications;
(7) The Standard Specification for Road and Bridge Construction, 1986;
(8) Supervision and Contract Evaluation Manual for Road works
(9) The Drawings
(10) The Priced Schedule of Rates
Supervision and Contract Evaluation Manual for Road Works
‐ 88 ‐
B. Work execution programme template
( P r o j e c t T i t l e )
CONTRACT No.: / /
Works Execution Programme
DD/MM/YYYY
CONTRACTOR
Address:
P.O.Box #####-#####
GENERAL MANAGER(DEPARTMENT)
(AUTHORITY)
Address:
P.O.Box #####-#####
Supervision and Contract Evaluation Manual for Road Works
‐ 89 ‐
Table of Contents
B.1. General Information 90
B.1.1 Project description 90
B.1.2 Location map 91
B.2 Work execution schedule 91
B.2.1 Programme of works 91
B.2.2 Planned cash flow 91
B.3 Order of procedure and method of works 94
B.4 Personnel management plan (In-house and subcontractor staff) 94
B.5 Equipment management plan 95
B.5.1 List of the Equipments 95
B.5.2 Maintenance and repair plan 95
B.6 Mobilization management plan 98
B.6.1 Site base facilities 98
B.6.2 Material plan 98
B.7 Safety management plan 99
B.7.1 Safety Plan 99
B.7.2 Safety rules and regulations 99
B.7.3 Duties of the Safety OfficerB.8 Environmental and social management plan 99
B.8 Environmental and social management plan 100
B.9 Quality control plan 100
B.10 Quantity control plan 100
B.11 Photograph plan 103
Supervision and Contract Evaluation Manual for Road Works
‐ 90 ‐
B.1 General Information
B.1.1 Project Description
(1) Project Objectives
A brief description of the project which includes location, nature and extent of works
(e.g. (i) contribute to improving the general service on the priority road network;(ii) promoting
economic recovery; (iii) support the Government in its policy of provision of access to learning
institutions (iv) reducing transport cost; (v) improving the living conditions of the neighboring
population and their awareness of HIV/AIDS, road safety and environmental protection; and
(vi) building the technical and operational capacity of the Authority (ix) job creation etc.)
(2) Contract Data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineer’s Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,
Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,
Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
Supervision and Contract Evaluation Manual for Road Works
‐ 91 ‐
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects liability period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,
B.1.2 Location Map
B.2 Work execution schedule
B.2.1 Programme of Works
(Table I.2.1 in next page for programme of works)
B.2.2 Planned Cash flow
(Table I.2.2 in two pages later for planned cash flow)
MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractor’s site base shall be indicated I the map.
Supervision and Contract Evaluation Manual for Road Works
‐ 92 ‐
Tab
le B
.2.1
Pro
gram
me
of W
orks
Pro
ject
Tit
le :
Com
men
cem
ent
Dat
e :
Con
trac
t N
o. :
Com
plet
ion
:
Con
trac
tor
:
Bil
l N
o.D
escr
ipti
on
Pla
nn
edE
xecu
ted
Pla
nn
edE
xecu
ted
100%
Pla
nn
edE
xecu
ted
90%
Pla
nn
edE
xecu
ted
80%
Pla
nn
edE
xecu
ted
70%
Pla
nn
edE
xecu
ted
60%
Pla
nn
edE
xecu
ted
50%
Pla
nn
edE
xecu
ted
40%
Pla
nn
edE
xecu
ted
30%
Pla
nn
edE
xecu
ted
20%
Pla
nn
edE
xecu
ted
10%
0%P
lan
ned
Exe
cute
dP
lan
ned
Exe
cute
d
10
20
10
20
10
20
10
20
10
20
10
20
10
20
Wor
k I
tem
Not
e
Fin
ish
ed W
ork
Am
oun
t in
th
e M
onth
%%
%%
%%
%%
%%
%%
Fin
ish
ed W
ork
Am
oun
t (A
ccu
mu
late
d)%
%%
%%
%%
%%
%%
%%
Yea
rY
ear
Qu
anti
tyU
nit
%
%%
Supervision and Contract Evaluation Manual for Road Works
‐ 93 ‐
Tab
le B
.2.2
Pla
nn
ed C
ash
Flo
w
Aug‐11
Sep‐11
Oct‐11
Nov‐11
Dec‐11
Jan‐12
Feb‐12
Mar‐12
Apr‐12
May‐12
Jun‐12
Jul‐12
Original Cash
Flow
kshs
1st Revision
kshs
2nd Revision
kshs
3rd Revision
kshs
Monthly Certificate
kshs
Actual Certificate Cash
Flow
kshs
Estimated M
onthly Certificate
kshs
Month
0001111
Aug‐11
Sep‐11
Oct‐11
Nov‐11
Dec‐11
Jan‐12
Feb‐12
Mar‐12
Apr‐12
May‐12
Jun‐12
Jul‐12
Supervision and Contract Evaluation Manual for Road Works
‐ 94 ‐
B.3 Order of procedure and method of works
B.4 Personnel management plan (In-house and subcontractor staff)
Tab
le B
.4.1
Sen
ior
Sta
ff (
Pro
ject
man
agem
ent)
Au
gS
epO
ctN
ovD
ecJa
nF
ebM
arA
prM
ayJu
nJu
l
Pro
ject
Man
ager
Pro
ject
En
gin
eer
Ass
ista
nt
Pro
ject
En
gin
eer
Mat
eria
ls E
ngi
nee
r
Wor
ksh
op M
anag
er
Qu
arry
Man
ager
Ch
ief
Su
rvey
or
Ear
thw
ork
sS
upe
rin
ten
den
t 1
Ear
thw
ork
sS
upe
rin
ten
den
t 2
Con
cret
eW
ork
sS
upe
rin
ten
den
t
Fu
el M
anag
er
Fie
ld M
ech
anic
Not
e20
1120
12E
-mai
lA
ddre
ssM
obil
eN
um
ber
Nam
eT
itle
Supervision and Contract Evaluation Manual for Road Works
‐ 95 ‐
Table B.4.2 Contractor’s Labour Returns
B.5 Equipment management plan
B.5.1 List of the Equipments
(Table B.5.1 Equipment List and Schedule)
B.5.2 Maintenance and repair plan
Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul
1 Site Agent
2 Site Engineers
3 Foreman
4 Asphalt Plant Operator
5 Plant Mechanic
6 Mechanic
7 Auto Electrician
8 Electrician
9 Tyreman
10 Boilerman
11 Mason
12 Carpenter
13 Pick-up Driver
14 Tipper Drivers
15 Pulvimixer
16 Excavator Operator
17 Shovel Operator
18 Broom Operator
19 Grader Operator
20 Roller Operator
21 Paver Operator
22 Milling Operator
23 Welders
24 Store Keeper
25 Office Assistant
26 Watchman
27 Causals
TOTALS
2011 2012DeploymentRef
Supervision and Contract Evaluation Manual for Road Works
‐ 96 ‐
Tab
le B
.5.1
Equ
ipm
ent
Lis
t an
d S
ched
ule
Apr
May
Jun
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Aug
Sep
Oct
Nov
Exc
avat
or0.
7m3
2N
o.E
arth
wor
k, s
truc
ture
Exc
avat
or0.
4m3
1N
o.E
arth
wor
k, s
truc
ture
Exc
avat
or0.
25m
31
No.
Ear
thw
ork,
str
uctu
re
Bul
ldoz
er7t
1N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
Mot
or g
rade
r3.
6m2
No.
Ear
thw
ork,
sub
grad
e, b
ase
cour
se
Vib
rato
ry R
olle
r8t
on2
No.
Ear
thw
ork,
sub
grad
e, b
ase
cour
se, p
avem
ent
Whe
el L
oade
r2.
9m3
2N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
, pav
emen
t
Tir
e R
olle
r15
ton
2N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
, pav
emen
t
Mac
adam
Rol
ler
1N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
, pav
emen
t
Asp
halt
Dis
trib
uter
3t1
No.
Pav
emen
t
Asp
halt
Fin
ishe
r6.
0m1
No.
Pav
emen
t
Rou
gh T
erra
in C
rane
25to
n1
No.
Str
uctu
re
Dum
p T
ruck
10t
10N
o.S
ite
Dum
p T
ruck
4t2
No.
Site
Hyd
raul
ic b
reak
er0.
7m3
1N
o.S
truc
ture
Wat
er t
ruck
8t2
No.
Site
Asp
halt
Mix
ing
Pla
nt12
0ton
/hr
1N
o.P
lant
Con
cret
e B
atch
er P
lant
30to
n/hr
1N
o.P
lant
Cru
shin
g P
lant
100t
on/h
r1
No.
Pla
nt
Ter
m-1
2012
2011
Mac
hine
Cap
acity
Qty
.U
nit
Jul
Jul
Ter
m-2
Ter
m-3
Rol
es a
nd P
urpo
se
Indicate Equipment m
obilisation by bar chart
Supervision and Contract Evaluation Manual for Road Works
‐ 97 ‐
B.6 Mobilization management plan
B.6.1 Site base facilities
B.6.2 Material plan
(Table B.6.1 Material List and Schedule)
Site Office Map
Supervision and Contract Evaluation Manual for Road Works
‐ 98 ‐
Tab
le B
.6.1
Mat
eria
l Lis
t an
d S
ched
ule
Apr
May
Jun
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Aug
Sep
Oct
Nov
Exc
avat
or0.
7m3
2N
o.E
arth
wor
k, s
truc
ture
Exc
avat
or0.
4m3
1N
o.E
arth
wor
k, s
truc
ture
Exc
avat
or0.
25m
31
No.
Ear
thw
ork,
str
uctu
re
Bul
ldoz
er7t
1N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
Mot
or g
rade
r3.
6m2
No.
Ear
thw
ork,
sub
grad
e, b
ase
cour
se
Vib
rato
ry R
olle
r8t
on2
No.
Ear
thw
ork,
sub
grad
e, b
ase
cour
se, p
avem
ent
Whe
el L
oade
r2.
9m3
2N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
, pav
emen
t
Tire
Rol
ler
15to
n2
No.
Ear
thw
ork,
sub
grad
e, b
ase
cour
se, p
avem
ent
Mac
adam
Rol
ler
1N
o.E
arth
wor
k, s
ubgr
ade,
bas
e co
urse
, pav
emen
t
Asp
halt
Dis
trib
uter
3t1
No.
Pav
emen
t
Asp
halt
Fin
ishe
r6.
0m1
No.
Pav
emen
t
Rou
gh T
erra
in C
rane
25to
n1
No.
Stru
ctur
e
Dum
p T
ruck
10t
10N
o.Si
te
Dum
p T
ruck
4t2
No.
Site
Hyd
raul
ic b
reak
er0.
7m3
1N
o.St
ruct
ure
Wat
er t
ruck
8t2
No.
Site
Asp
halt
Mix
ing
Pla
nt12
0ton
/hr
1N
o.P
lant
Con
cret
e B
atch
er P
lant
30to
n/hr
1N
o.P
lant
Cru
shin
g P
lant
100t
on/h
r1
No.
Pla
nt
Not
eT
erm
-2T
erm
-3
2012
2011
Mat
eria
lsS
peci
fica
tion
Qty
.U
nit
Jul
Jul
Ter
m-1
Supervision and Contract Evaluation Manual for Road Works
‐ 99 ‐
B.7 Safety management plan
B.7.1 Safety Plan
B.7.2 Safety rules and regulations
B.7.3 Duties of the Safety Officer
Table B.7.1 Emergency Contact List
Organization Section/Person Name Telephone Number(Facsimile)
Note
Authority
Head Quarter ‐ (Address, etc)
G.M. MTCE (E‐mail address, etc)
Manager MTCE
Project Engineer
Resident Engineer
Contractor
Head Office
Site Office
Site Agent
Subcontractor 1
Head Office
Site Agent
Operator
Subcontractor 2
Head Office
Site Agent
Operator
For Emergency
Hospital
Police
Ambulance
Fire brigade
Electricity
Supervision and Contract Evaluation Manual for Road Works
‐ 100 ‐
B.8 Environmental and social management plan
B.9 Quality control plan
(Table B.9.1 Quality Control Plan, Table B.9.2 Inspection and Testing Plan)
B.10 Quantity control plan
Supervision and Contract Evaluation Manual for Road Works
‐ 101 ‐
Tab
le B
.9.1
Qu
alit
y C
ontr
ol P
lan
Wor
kIt
emT
est I
tem
Tes
t Met
hod
Sta
ndar
d V
alue
Tes
t Fre
quen
cyR
emar
k
Pla
stic
ity
Inde
xle
ss t
han
50%
open
ing
upan
d ea
ch n
ew s
ourc
e of
agg
rega
teT
S-50
5
CB
RA
ASH
TO
T99
not
less
tha
n 8%
(af
ter
a 4-
day
soak
)op
enin
g up
and
each
new
sou
rce
of a
ggre
gate
TS-
505
Max
imum
Dry
Den
sity
AA
SHT
O T
99up
per
300m
m :
onc
e pe
r 50
0m2
back
fill
:
eac
h ne
w m
ater
ial
TS-
226(
ⅰ)
Opt
imum
moi
stur
e co
nten
tdi
tto
TS-
226(ⅰ
)
field
den
sity
tes
t
1)A
ll fi
ll m
ater
ial
in e
mba
nkm
ent
(e
xcep
t th
e 30
0mm
bel
ow fo
rmat
ion)
:
95%
MD
D2)
The
300
mm
bel
ow fo
rmat
ion
in
em
bank
men
ts
:
100%
MD
D3)
The
300
mm
bel
ow fo
rmat
ion
in c
utti
ngs
un
der
the
carr
iage
way
and
sho
ulde
rs
:
100%
MD
D
uppe
r 30
0mm
: o
nce
per
250m
2ba
ckfil
l
: t
wic
e pe
r 10
m3
TS-
508
proo
frol
ling
a lo
aded
scr
aper
or
truc
k w
ith
a m
inim
um a
xle
load
of 8
ton
es*C
onsu
ltan
t A
ppro
val
TS-
1307
Los
Ang
eles
Abr
asio
n V
alue
AA
SHT
O T
96(A
STM
C 1
31)
Subb
ase
: M
ax.5
0B
ase
:
Max
.45
open
ing
upan
d ea
ch n
ew s
ourc
e of
agg
rega
teT
S-13
03(b
)
Agg
rega
te C
rush
ing
Val
ueB
S 81
2Su
bbas
e :
Max
.35
Bas
e
: M
ax.3
2di
tto
TS-
1303
(b)
Sodi
um S
ulph
ate
Soun
dnes
s te
stA
ASH
TO
T10
4(A
STM
C 8
8)Su
bbas
e :
Max
.20
Bas
e
: M
ax.1
2di
tto
TS-
1303
(b)
Cru
shin
g R
atio
BS
812
Subb
ase
:
-B
ase
:
min
. 60
ditt
oT
S-13
03(b
)
grad
ing
BS
812
-on
ce p
er 5
00m
3T
S-22
6(ⅶ
)
Fla
nkin
ess
Inde
x (F
I)B
S 81
2Su
bbas
e :
Max
.35
Bas
e
: M
ax.3
0on
ce p
er 5
00m
3T
S-13
03(b
)
Max
imum
Dry
Den
sity
(M
DD
)B
S 13
77-
once
per
400
m2
of e
ach
laye
rT
S-22
6(ⅶ
)
Spec
ific
grav
ity
BS
1377
-di
tto
TS-
226(ⅶ
)
field
den
sity
tes
tA
ASH
TO
T99
Bas
e
: a
vera
ge n
ot l
ess
than
98%
MD
D w
ith
no r
esul
t le
ss t
han
96%
MD
DSu
bbas
e :
aver
age
not
les
s th
an 9
6% M
DD
wit
h no
res
ult
less
tha
n 94
% M
DD
once
per
200
m2
of e
ach
laye
rT
S-22
6(ⅶ
)
proo
frol
ling
-*C
onsu
ltan
t A
ppro
val
TS-
1307
Earthwork
mat
eria
l
Site
Subbase and Base Course
crus
hed
ston
efo
r su
bbas
e an
dba
se
Site
Supervision and Contract Evaluation Manual for Road Works
‐ 102 ‐
Table B.9.2 Inspection and Testing Plan
Work Item Survey Item Standard Value Survey Basis
Cutting Width ±200mm 40m centers pitch
excavation depth -0 40m centers pitch
Embankment Width -0, 250mm 40m centers pitch
Embankment Slopes of cutting and embankment +0.25 40m centers pitch
Sub grade Elevation -50, +0 40m centers pitch
Sub base Elevation ±15mm 40m centers pitch
Base Elevation ±10mm 40m centers pitch
Binder course Elevation ±10mm 40m centers pitch
Surface course Level ±10mm 40m centers pitch
Surface course surface regularity 6mm straight edge 3m long
Wearing, Binder, Base, Sub base Thickness 98%≦ t≦ 125% 5 points in any length of 100m
Wearing, Binder, Base, Sub base Average thickness 100%≦ t≦ 120% ditto
Reinforcement spacing barsnot less than 1.33 times
of the maximum particle sizeof the coarse aggregate
Elevation ±30mm 1 point /1 location
Thickness -20mm 1 point /1 location
width (inner size) -30mm 1 point /1 location
height ±30mm 1 point /1 location
Extension L< 20m -50 1 point /1 location
Extension L≧ 20m -100 1 point /1 location
Elevation ±50 1 point per work extension 40m
Slope length L< 3m -50 1 point per work extension 40m
Slope length L≧ 3m -100 1 point per work extension 40m
Thickness ( Block ) -50 1 point per work extension 40m
Thickness ( Back-filling ) -50 1 point per work extension 40m
Extension -200 1 point per work extension 40m
Elevation ±50 1 point per work extension 40m
thickness -20 1 point per work extension 40m
Thickness ( Back-filling ) -50 1 point per work extension 40m
width -30 1 point per work extension 40m
height h< 3m -50 1 point per work extension 40m
height h≧ 3m -100 1 point per work extension 40m
length -200 1 point /1 work section
culvert
Stone Masonry
Retaining Wall
Supervision and Contract Evaluation Manual for Road Works
‐ 103 ‐
B.11 Photograph plan
Table B.11.1 Photograph Plan
Item Type of Work Filming Item Filming Frequency
Construction WorkProgress
Other
General
Construction
Quality Control
Supervision and Contract Evaluation Manual for Road Works
‐ 104 ‐
C. Daily report (Site diary) sample
DATE:CONTRACT:
SECTION:
WEATHER: a) Temperature (Max /Min): Precipitation:b) Other relevant information (wind /fog etc):
RESOURCES ON SITE: a) Labour:
b) Plant: (Working)
Idle(reasons)
c) Materials delivered:
DAILY PROGRESS (including time lost, standing time for labour, plant,type of work completed and location):
SPECIAL EVENTS / OCCURRENCES: (Including potential disputes)
MEETINGS:
INSTRUCTIONS ISSUED (verbal & written):
EMERGENCY WORKS:
TESTS CARRIED OUT: (short summary indicating actual location and source of materials)
VISITORS TO SITE: (Summary of discussions pertaining works)
REQUESTS BY CONTRACTOR (for information, drawings, etc):
Client's Rep Sign Contractor's Rep Sign
SITE DIARY
Supervision and Contract Evaluation Manual for Road Works
‐ 105 ‐
D. Monthly Progress Report templates
( P r o j e c t T i t l e )
CONTRACT No.: / /
MONTHLY PROGRESS REPORT NO……
DD/MM/YYYY
GENERAL MANAGER (DEPARTMENT)
(AUTHORITY)
Address:
P.O.Box #####-#####
DIRECTOR GENERAL
(AUTHORITY)
Address:
P.O.Box #####-#####
Supervision and Contract Evaluation Manual for Road Works
‐ 106 ‐
Table of Contents
D.1 EXECUTIVE SUMMARY 106
D.1.1 Project Description
D.1.2 Summary of work progress
D.1.3 Financial Status
D.1.4 Claims
D.1.5 Project location map
D.2 CONTRACT DETAIL 107
D.2.1 Contract data
D.3. PROGRESS OF THE WORKS 109
D.3.1 Summary of physical progress
D.3.2 Contractor’s Plant and Equipment Schedule
D.3.3 Contractor’s Staffing Schedule
D.3.4 Materials delivered on site
D.3.5 Executed works
D.4 FINANCIAL STATUS 110
D.5 SUPERVISION ACTIVITIES 112
D.5.1 General
D. 5.2 Supervision check list 112
D. 5.3 Engineer’s supervision staff
D.5.4 Resident Engineer’s activities during the month
D.5.5 Site meetings – record of meetings held
D.5.6 Visitors to site – record of visitors to site.
D.6 Quality and quantity control 115
D.6.1 General
D.6.2 Laboratory Staff
D.6.3 Material Testing
D.7 ENVIRONMENTAL MONITORING STATUS 116
D.7.1 General
D.7.2 Requirement and present conditions
D.7.3 Weather condition summary
APPENDICES 117
Appendix D1 Programme of Works
Appendix D2 Work progress chart
Appendix D3 Cash Flow
Appendix D4 Contractor’s personnel and labour
Supervision and Contract Evaluation Manual for Road Works
‐ 107 ‐
Appendix D5 Materials delivered to site
Appendix D6 Records of payment
Appendix D7 Resident Engineer’s staff (organization chart)
Appendix D8 Quality Control Tests
Appendix D9 Weather Report
Appendix D10 Minutes of last site meeting
Supervision and Contract Evaluation Manual for Road Works
‐ 108 ‐
D.1 EXECUTIVE SUMMARY
D.1.1 Project Description
(Location, nature, extent of works, and project objectives as in A.1 “Works Execution
Programme”)
D.1.2 Summary of work progress
(Short description in words about financial and physical progress made)
D.1.3 Financial Status
(Issues of payment certificate and certified amount in comparison with programme)
(Detailed financial status table shall be referred to in Chapter 4)
Table D.1.1 Summary of Financial Status
Unit Amount Note
Total Amount Certified Ksh
Programmed Certification (As per (Date) Performance Programmes) Ksh
Percentage %
D.1.4 Claims
(Summary and list of claims and notices of intention to claim)
(brief statement on pending approvals, contractual claims, constraints, any significant
occurrences disrupting to the works)
D.1.5 Project Location map
MAP
It shall include the route of the road with emphasizing portion of the works.
Location of Contractor’s site base shall be indicated I the map.
Supervision and Contract Evaluation Manual for Road Works
‐ 109 ‐
D.2 CONTRACT DETAIL
D.2.1 Contract data
Project Title: ,
Contract Number: ,
Financier: ,
Employer: ,
Represented by: ,
Implementing Agency:: ,
Engineer: ,
Engineer’s Representative: ,
Regional office: ,
Contractor: ,
Address: ,
Phone/Fax: / ,
Site Agent: ,
Date of Tender: ,
Date of Award: ,
Contract Sum: ,
Revised Contract Sum: ,
Date of Agreement Signed: ,
Date of order to commence: ,
Period of commencement: : ,
Commencement date: ,
Original contract period: ,
Original date of completion: ,
Revised completion date: ,
Revised contract period: ,
Defects Liability Period: ,
Date of submission of Works Execution Programme: ,
Date of approval of Works Execution Programme: ,
Supervision and Contract Evaluation Manual for Road Works
‐ 110 ‐
Time elapsed (months, %): ,
% contract period elapsed: ,
Remaining time (months) : ,
% work done: ,
Amount certified to date: ,
% of contract certified to date: ,
Date of this report: ,
Supervision and Contract Evaluation Manual for Road Works
‐ 111 ‐
D.3. PROGRESS OF THE WORKS
D.3.1 Summary of physical progress
(overall progress during reporting month vis-à-vis programme of works – Programme of works in
Appendix 2).
Table D.3.1 Physical Works progress
D.3.2 Contractor’s Plant and Equipment Schedule
Table D.3.2 Mobilizations of Plant/Equipment
S/No. Type of Plant/ Equipment Specification Unit
Quantities (Numbers) RemarksPlanned
number Mobilized Balance
Total
PreviousMonths
ThisMonth
Totalto date
km
km
Overall progress
Programmed Progress (Clause 14)
Physical Work Progress as at ##th ###, 20##
Done
OutstandingEstimated
Total% Done
Bill
No.UnitDescription
Supervision and Contract Evaluation Manual for Road Works
‐ 112 ‐
D.3.3 Contractor’s Staffing Schedule
(Contractor’s labour returns in Appendix B.4)
(Statement on number of jobs created & gender issues to be considered)
Table D.3.3 Staff Scheduling
S/No. Personnel Numbers
Remarks Planned number
Mobilized Balance
D.3.4 Materials delivered on site
(Summaries of material and fuel deliveries in Appendix B.6.2)
D.3.5 Executed works
(brief statement on works achieved during the month, works achieved to date, location of the
works, any constraints) broken down in major work items:
(1) Site Clearance and Topsoil Stripping
(2) Earth Works
(3) Excavation and Filling for Structure
(4) Culverts and Drainage Works
(5) Passage of Traffic
(6) Grading and Gravelling Works
(7) Paved Roads - Shoulder Maintenance and Repairs
(8) Natural Material Base and Subbase
(9) Graded Crushed Stone Base and Subbase
(10) Cement and Lime Treated Subgrade, Subbase and Base
(11) Bituminous Surface Treatment & Surface Dressing
(12) Bituminous Mixes
(13) Concrete Works
(14) Road Furniture Repair and Maintenance
(Chart showing a comparison of physical progress against programmed progress in Appendix 2
D.4 FINANCIAL STATUS
(Value of work certified, repayment of advance, payments to contractor to date and details of any
outstanding payments. Record of interim payment certificates in Appendix 5, Outstanding
payments as at (reporting date))
Supervision and Contract Evaluation Manual for Road Works
‐ 113 ‐
Table D.4.1
Cert. No. Amount (Kshs)
Date Signed by
RE
Payment expiry date
Interest period as at
(date)
Default commencement date
Remarks
Total Due
Table D.4.2 Summary of Works Paid to Date
Bill
No.
Description Tender Amount
(Kshs)
Previous Amount
(Kshs)
Amount This Period
(Kshs)
Amount to Date
(Kshs)
Percentage
Certified
(%)
A Subtotals 1
B Contingencies
C V.O.P
D Subtotals 2
E VAT
TOTAL
Supervision and Contract Evaluation Manual for Road Works
‐ 114 ‐
D.5 SUPERVISION ACTIVITIES
D.5.1 General
(Brief summary of supervision activities)
D.5.2 Supervision Check List
(Description of check result and the following two pages are check list)
Supervision and Contract Evaluation Manual for Road Works
‐ 115 ‐
Dat
eN
ame
Sign
atur
e
Supe
rvis
ion
Che
ck L
ist (
1/2)
1. T
his
chec
k li
st is
for
Res
iden
t Eng
inee
r to
che
ck c
ontr
acto
r's w
ork
exec
utio
n pr
oces
s.2.
Fil
l in
date
of
chec
king
as
(day
/mon
th),
mar
k as
indi
cate
d in
Fil
ling
Exa
mpl
e, a
nd s
tate
rem
arks
.3.
Put
this
che
ck li
st in
the
Mon
thly
Pro
gres
s R
epor
t.
6Q
uali
ty a
ndqu
antit
ym
anag
emen
t
Res
iden
t Eng
inee
r
The
Eng
inee
r'sR
epre
sent
ativ
e(P
roje
ct E
ngin
eer)
Pro
ject
Titl
e:
Fill
ing
Exa
mpl
e : ✓
Che
ck p
oint
is s
atis
fact
ory
■ C
heck
poi
nt is
uns
atis
fact
ory
N
/A N
ot a
pplic
able
Dat
e
/
All
equi
pmen
t us
ed a
re p
rope
rly
mob
ilize
d in
acc
orda
nce
with
Wor
ksE
xecu
tion
Pro
gram
me
All
equi
pmen
t us
ed is
wel
l mai
ntai
ned
durin
g th
e ex
ecut
ion
of w
orks
Qua
lifie
d te
chni
cal s
taff
of
cont
ract
or a
re p
rope
rly
assi
gned
as
spec
ifie
d in
Wor
ks E
xecu
tion
Pro
gram
me
3-1
Con
trac
tor'
s in
-hou
se k
ey s
taff
und
erst
and
wor
k pr
oces
s an
d sc
hedu
lepr
oper
ly
Wor
kers
and
ope
rato
rs a
re d
eplo
yed
in a
ccor
danc
e w
ith W
orks
Exe
cutio
nP
rogr
amm
e4-
1
21
2-1
2-2
Exe
cuti
on s
yste
min
gen
eral
1-1
1-2
Wor
ks E
xecu
tion
Pro
gram
me
(inc
ludi
ng it
s re
vise
d ve
rsio
n if
any
) is
subm
itted
bef
ore
the
date
spe
cifi
ed in
con
trac
t do
cum
ent
Exe
cutio
n pr
oced
ures
are
in a
ccor
danc
e w
ith W
orks
Exe
cutio
nP
rogr
amm
e
Wor
ks E
xecu
tion
Pro
gram
me
prop
erly
ref
lect
s th
e gi
ven
spec
ific
atio
nsan
d si
te c
ondi
tions
1-3
6-1
Equ
ipm
ent
hold
ing
Site
bas
efa
cili
ties
Wag
e pa
ymen
t is
pro
perly
mad
e on
tim
e
3-2
Com
mun
icat
ions
with
aut
hori
ty in
wri
ting
is p
rope
rly a
nd ti
mel
y
Off
ice
and
stoc
kyar
d ar
e pr
epar
ed in
acc
orda
nce
with
Wor
ks E
xecu
tion
Pro
gram
me
5-1
Mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion,
and
mea
sure
men
ts a
re p
rope
rly
and
rout
inel
y co
nduc
ted
base
d on
spe
cifi
catio
ns a
nd W
orks
Exe
cutio
nP
rogr
amm
e
Site
is w
ell m
aint
aine
d du
ring
the
wor
k ex
ecut
ion
and
clea
red
onco
mpl
etio
n
5-3
Mat
eria
l sto
red
on s
ite is
pro
perly
man
aged
dur
ing
the
wor
k ex
ecut
ion
//
//
/
Pers
onne
lem
ploy
men
t4
Con
trac
tor'
s in
-ho
use
staf
f3
4-2
5
5-2
Rem
arks
Dat
e
afte
r
Dat
eD
ate
Dat
eD
ate
Dat
eD
ate
Rea
son
for
unsa
tisfa
ctor
y pe
rfor
man
ce (
Site
dia
ry N
o.)
Cor
rect
ive
orde
r by
aut
horit
y (D
ate)
Exc
elle
nt p
oint
to b
e sp
ecifi
ed/
//
/
Item
Che
ck P
oint
Dat
e
Dur
ing
exec
utio
n
Con
trac
tor:
3-3
3-4
befo
re
Con
trac
tor'
s in
-hou
se s
taff
giv
e te
chni
cal g
uida
nce
and
dire
ctio
n to
wor
kers
and
ope
rato
rs p
rope
rly a
nd ti
mel
y
Dat
e
Supervision and Contract Evaluation Manual for Road Works
‐ 116 ‐
Sign
atur
e
Res
iden
t Eng
inee
r
Con
trac
tor:
1. T
his
chec
k li
st is
for
Res
iden
t Eng
inee
r to
che
ck c
ontr
acto
r's w
ork
exec
utio
n pr
oces
s.2.
Fil
l in
date
of
chec
king
as
(day
/mon
th),
mar
k as
indi
cate
d in
Fil
ling
Exa
mpl
e, a
nd s
tate
rem
arks
.3.
Put
this
che
ck li
st in
the
Mon
thly
Pro
gres
s R
epor
t.
Pro
ject
Titl
e:Th
e E
ngin
eer's
Rep
rese
ntat
ive
(Pro
ject
Eng
inee
r)
Qua
lity
and
quan
tity
man
agem
ent
6
Supe
rvis
ion
Che
ck L
ist (
2/2)
Dat
e /
Dat
e /
Dur
ing
exec
utio
n
/
Dat
e
9-2
Was
te m
ater
ial f
rom
site
is p
rope
rly
disp
osed
8-4
Dat
e
6-2
8-1
Res
ults
of
mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion
and
mea
sure
men
ts a
rew
ithin
the
spec
ific
atio
ns.
All
wor
ks a
re c
ompl
eted
with
in t
he c
ontr
act
term
or
with
in th
e ex
tend
edte
rm a
s al
low
ed
7-3
7-4
Saf
ety
of w
orke
rs a
nd o
pera
tors
is c
onsi
dere
d
Acc
iden
t pre
vent
ion
effo
rts
for
third
-par
ties
are
prop
er
Tra
ffic
and
site
saf
ety
devi
ces
are
prop
erly
inst
alle
d an
d m
anag
ed
Wor
k sa
fety
man
agem
ent
Tem
pora
ry f
acili
ties
(e.g
. sc
affo
ldin
g) a
re c
onst
antly
che
cked
8-2
8-3
No
acci
dent
occ
urs
to w
orke
rs, o
pera
tors
, or
thi
rd-p
artie
s.8
Env
iron
men
tal
and
soci
alm
anag
emen
t
9
Dam
age
to e
xist
ing
road
s, w
orks
and
ser
vice
s is
avo
ided
or
are
repa
ired
whe
n it
occu
rs
Tra
nspo
rtat
ion
by v
ehic
les
is p
rope
rly
done
with
no
over
load
ing,
and
neith
er m
ater
ial f
allin
g, le
akag
e, n
or s
pilla
ge.
9-1
9-3
9-4
Env
iron
men
tal a
nd s
ocia
l miti
gatio
n ef
fort
s (e
.g.
agai
nst
nois
e, v
ibra
tion,
emis
sion
, and
dus
t )
are
cond
ucte
d
8-5
Act
ual p
roce
edin
gs a
re p
erio
dica
lly c
ompa
red
to t
he p
lann
ed s
ched
ule
desc
ribe
d in
Wor
ks E
xecu
tion
Pro
gram
me
Che
ck P
oint
7-1
7-2
Cha
nges
cau
sed
by s
ite c
ondi
tions
are
pro
perl
y ha
ndle
d to
kee
p W
orks
on s
ched
ule
Res
ults
of
mat
eria
l tes
ting,
str
uctu
ral e
xam
inat
ion,
and
mea
sure
men
ts a
repr
oper
ly c
ompi
led
as r
epor
ts f
or c
onfi
rmat
ion
6-3
Und
erst
andi
ng o
f cr
itica
l pat
h an
d its
ref
lect
ion
on s
ched
ulin
g ar
e pr
oper
befo
re
Dat
eD
ate
Dat
e
/
Item
Wor
k sc
hedu
ling
7
Rea
son
for
unsa
tisfa
ctor
y pe
rfor
man
ce (
Site
dia
ry N
o.)
Cor
rect
ive
orde
r by
aut
horit
y (D
ate)
Exc
elle
nt p
oint
to b
e sp
ecifi
ed
Dat
eD
ate
afte
r
Dat
e
Rem
arks
/
Fill
ing
Exa
mpl
e : ✓
Che
ck p
oint
is s
atis
fact
ory
■ C
heck
poi
nt is
uns
atis
fact
ory
N
/A N
ot a
pplic
able
//
//
/
Supervision and Contract Evaluation Manual for Road Works
‐ 117 ‐
D.5.3 Engineer’s supervision staff
(number, organization chart in Appendix 5)
D.5.4 Resident Engineer’s activities during the month
(Quality control test in Appendix 6)
D.5.5 Site meetings – record of meetings held
(minutes of last site meeting in Appendix 7)
D.5.6 Visitors to site – record of visitors to site.
D.6 Quality and quantity control
D.6.1 General
(Brief description of activities on quality and quantity control)
D.6.2 Laboratory Staff
D.6.3 Material Testing
Table D.6.1 Summary of Laboratory Tests carried out in (month) (year)
No. of
Tests Description Tests Retests Remarks
Passed Failed Passed Failed
Objective Road Section (Km #+#### - Km #+####)
Test carried out on (______________)
Objective Road Section (Km #+#### - Km #+####)
Test carried out on (______________)
Supervision and Contract Evaluation Manual for Road Works
‐ 118 ‐
7. ENVIRONMENTAL MONITORING STATUS
Environmental monitoring status report showing the requirement & present condition.
7.1 General
7.2 requirement & present condition
7.3 Weather condition summary
(See appendix)
Supervision and Contract Evaluation Manual for Road Works
‐ 119 ‐
APPENDICES
Appendix D1 Programme of Works
(Refer to “B.2.1 Programme of Works” in Works Execution Programme)
Appendix D2 Work progress chart
(Table AD2.1 Works Progress Chart(sample))
Tab
le D
.A2.
1 W
orks
Pro
gres
s C
har
t
OC
TN
OV
DE
CJA
NF
EB
MA
RA
PR
MA
YJU
NJU
LA
UG
SE
PT
OC
TN
OV
DE
CJA
NF
EB
MA
RA
PR
MA
YJU
NJU
LA
UG
SE
PO
CT
NO
VD
EC
JAN
FE
BM
AR
AP
RM
AY
11
.40
0.28
100
.00
11.1
4
11.4
251
53
63
68
73
78
83
88
93
98
10
0
0.07
6
3.33
7.1
6
7.
2363
.3
21
.10
-
100
.00
21.1
0
21.1
082
86
92
94
94
94
97
0.15
110
.69
23.2
0
23.3
511
0.7
6.40
-
100
.00
6.3
9
6.
3986
90
96
98
98
98
99
0.23
156
.54
9.7
7
10.0
015
6.5
17
.00
-
100
.00
17.0
3
17.0
329
34
41
50
55
60
71
85
0.36
5
6.48
9.2
6
9.
6256
.5
2.00
-
100
.00
2.0
4
2.
0440
6488
94
0.01
9
5.55
1.9
4
1.
9595
.5
2.50
-
100
.00
2.4
8
2.
4849
5764
6969
6980
9095
100
0.07
112
.46
2.7
2
2.
7911
2.5
8.10
-
100
.00
8.1
1
8.
1144
5056
6161
6162
7385
0.21
9
0.08
7.0
9
7.
3090
.1
0.80
-
-
-
-
-
-
-
-
5.70
-
100
.00
5.7
0
5.
7010
1112
1414
1418
2762
100
0.03
2
1.17
1.1
8
1.
2121
.2
6.10
-
100
.00
6.1
4
6.
1444
4652
5858
5863
80
0.06
9
1.18
5.5
4
5.
6091
.2
10
.70
-
100
.00
10.7
2
10.7
223
2530
3644
5179
8997
100
-
4
0.45
4.3
3
4.
3440
.4
6.40
2.90
100
.00
3.5
5
6.
45
1530
5510
0
0.03
2.46
0.1
3
0.
16
0.90
0.08
100
.00
0.8
1
0.
897
716
2535
4453
7281
9110
0
-
7.61
0.0
7
0.
077.
6
0.70
0.24
100
.00
0.5
1
0.
7530
3337
4044
4751
5458
6810
0
0.03
6
4.80
0.4
6
0.
4864
.8
2,98
1,11
1,88
2.60
1
00
-
-
-
-
LEG
EN
D
PR
OG
RA
MM
ED
WO
RK
CO
NTR
AC
TOR
'S P
ER
FO
RM
AN
CE
PR
OG
RA
MM
E
CO
MP
LETI
ON
PE
RIO
D
AC
TUA
L W
OR
K D
ON
E
RE
PO
RTI
NG
PE
RIO
D
95.7
2
137.
533
THIS
MO
NTH
TOTA
LP
RE
VTH
IS M
ON
THTO
TAL
CO
NT
RA
CT
RD
052
9
####
# R
OA
DS
72.8
82.
6875
.56
10
0.00
4.26
PR
EV
TO
TA
L
MT
. K
EN
YA
RE
GIO
N R
UR
AL
IN
FR
AS
TU
RE
PR
OG
RA
MM
E (
PH
AS
E I
)C
OM
PL
ET
ION
(%
)
SC
HE
DU
LE
DA
CT
UA
L
TIM
E E
LA
PS
ED
MO
NTH
S%
22D
ayw
orks
26,
516,
085.
00
25H
IV A
IDS
cam
paig
n
2
2,29
7,27
2.00
14 16B
itum
inou
s m
ix b
ase
and
wea
ring
cour
ses
1
83,1
29,7
60.0
0
17/1
9/21
Brid
ge/B
ox c
ulve
rts
3
19,5
78,7
47.0
0
74,
065,
700.
00
20R
oad
furn
iture
1
92,2
35,2
14.0
0
13G
rade
d cr
ushe
d st
one
base
2
41,7
47,2
00.0
0
15B
itum
inou
s su
rfac
e tr
eatm
ents
and
surf
ace
dres
sing
1
70,0
71,3
50.0
0
8C
ulve
rt a
nd d
rain
age
wor
ks
507
,750
,310
.00
Sub
base
23,
083,
200.
00
9P
assa
ge o
f tra
ffic
60,
897,
213.
00
12S
ubba
se
1 7E
xcav
atio
n an
d fil
ling
for
stru
ctur
es
190
,446
,440
.00
END 15TH
MAY
SE
PT
2011
2012
4/5
Ear
thw
orks
6
28,9
23,4
86.0
0% THIS MONTH
ITEM % COMPLETE
TOTAL % COMPLETEPREVIOUS
BIL
L N
o.D
ES
CR
IPT
ION
OF
WO
RK
SB
ILL
TO
TA
L
% OF BOQ
Gen
eral
3
40,3
69,9
05.6
0
TOTAL % COMPLETETODATE
2009
2010
%
%
Supervision and Contract Evaluation Manual for Road Works
‐ 120 ‐
Appendix D3 Cash Flow
(Refer to “B.2.2 Planned Cash Flow” in Works Execution Programme)
Appendix D4 Progress Photographs
(Km shall be indicated in the captions of photographs)
Appendix D5 Contractor’s personnel and labour
(Refer to “B.4. Personnel Management Plan” in Works Execution Programme)
Supervision and Contract Evaluation Manual for Road Works
‐ 121 ‐
Appendix D6 Records of payment
RE
CO
RD
S O
F P
AY
ME
NT
S T
O C
ON
TR
AC
TO
R
CO
NT
RA
CT
NA
ME
:C
OM
MC
EN
CE
ME
NT
DA
TE
:C
ON
TR
AC
T N
O:
CO
MPL
ET
ION
:C
ON
TR
AC
TO
R:
Cer
tific
ate
IPC
No.
Dat
e O
fR
.E’s
App
rova
l
Pay
men
tE
xpiry
Dat
eIn
tere
stP
erio
dA
mou
nt o
fC
ertif
icat
eW
ork
Don
eM
ater
ials
on
Site
Var
iatio
n O
fP
rice
Inte
rest
on
Lat
eP
aym
ent
Ret
entio
nM
oney
Rep
aym
ent
Of
Adv
ance
Pay
men
t
Tot
alC
ertif
ied
Incl
udin
gR
eten
tion
Pay
men
tD
ate
KSh
.K
Sh.
KSh
.K
Sh.
KSh
.K
Sh.
KSh
.
CO
NTR
AC
T SU
M K
SHTO
TAL
OF
AD
VA
NC
E-K
shs
Tab
le D
A6.
1 R
ecor
ds o
f P
aym
ent
Supervision and Contract Evaluation Manual for Road Works
‐ 122 ‐
Appendix D7 Resident Engineer’s staff (organization chart)
Appendix D8 Quality Control Tests
Appendix.D9 Weather report
Table DA9.1 Weather Record for the Month of (Month), (Year)
Date
Rainfall (mm)
Weather Condition Rainfall (mm)
Weather Condition
Site Office (km#+###)
Morning Afternoon Site Office (km#+###)
Morning Afternoon
Total Monthly Rainfall
Appendix D10 Minutes of last site meeting
Supervision and Contract Evaluation Manual for Road Works
‐ 123 ‐
E. Report for Substantial Completion Meeting
Most of the part is identical to the Monthly Progress Report. Therefore, Appendix D can be
referred.
1 Executive Summary
1.1 Location of the Project
1.2 Background of the Project
2 Project Descriptions
2.1 Detailed Scope of Works
2.2 Contract Details
2.3 Physical Work Progress Summary
3 Conclusions and Snag List
3.1 Appendix II: Project Location Map
3.2 Appendix III: Project Photographs
Supervision and Contract Evaluation Manual for Road Works
‐ 124 ‐
F Contract evaluation tally sheet
F.1 Contract Evaluation Grading Sheet for Resident Engineer
Project Title: Date:
Resident Engineer : Signature:
Comment :
*L S Lb
1. Execution Systemin General
Work procedures are in accordance with WorksExecution Programme that properly reflects givenconditions.
○ ○ ○ a b c d e
2. Equipmentholding
All equipments used in the works are mobilisedproperly and well-maintained
○ ○ -- a b c d e3. Contractor's In-house staff
The qualified technical engineers and in-housestaffs are assigned
○ ○ ○ a b c d e4. Personnelemployment
Reasonable number of skilled workers/operators isproperly employed by the contractor
○ ○ ○ a b c d e5. Site basefacilities
Site facilities are properly prepared, maintainedduring execution, and cleared on completion.
○ ○ -- a b c d e
6. Quality andquantitymanagement
Material testing, structural examination, andmeasurements are properly and routinelyconducted. Results are within the specificationsand compiled for checking.
○ ○ ○ a b c d e
7. Work schedulingWork has been progressed and completed asplanned
○ ○ ○ a b c d e
8. Work safetymanagement
Necessary measures are taken for safety ofworkers, operators, and third party. No seriousaccident occurs during the contract period.
○ ○ ○ a b c d e
9. Environmentaland socialmanagement
Environmental and social issues caused by theworks are minimized and mitigated properly
○ ○ ○ a b c d e
Grading Criteria
Descriptions
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Contract Evaluation Grading Sheet for Resident Engineer
Scale of WorkGrade Note
(Record on Supervision Check List)Items
a b c d e
Excellent performance is
presented for the
evaluation items specified
in 3.4.1.
Examples of excellent
performance are indecated
in Table 2.5.1.1 ‐ 2.5.9.4
The work executed is
satisfactory, but no
excellent peformance is
presented for the
evaluation items specified
in 3.4.1.
The Contractor complies
with the order within the
contract period.
The Contractor complies
with the order within the
contract period. However
corrections are poor.
The Contractor does not
comply with it during the
contract period
No corrective order is made Corrective order is made
“d”
“e”
Issuance of corrective order
The Contractor complies the order?
Excellent performance is presented?
Correction made is fair or good?
“a” “b”
“c”
YES
YES
YESYES
NO
NO
NONO
Supervision and Contract Evaluation Manual for Road Works
‐ 125 ‐
F.2 Contract Evaluation Grading Sheet for the Engineer's Representative
Project Title: Date:
Engineer's Representative : Signature:
Comment :
*L S Lb
2. Equipmentholding
All equipments used in the works are mobilisedproperly and well-maintained
○ ○ -- a b,c,d e a c e
3. Contractor's In-house staff
The qualified technical engineers and in-housestaffs are assigned
○ -- -- a b,c,d e a c e
4. Personnelemployment
Reasonable number of skilled workers/operatorsis properly employed by the contractor
-- ○ ○ a b,c,d e a c e
7. Work schedulingWork has been progressed and completed asplanned
○ -- -- a b,c,d e a c e
8. Work safetymanagement
Necessary measures are taken for safety ofworkers, operators, and third party. No seriousaccident occurs during the contract period.
○ ○ ○ a b,c,d e a c e
9. Environmentaland socialmanagement
Environmental and social issues caused by theworks are minimized and mitigated properly
○ ○ ○ a b,c,d e a c e
Grading Criteria
GradeRE's
Grading
0 - +10
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
11. Compliance with statutory requirements0 - -10
10.Innovation effort
Contract Evaluation Grading Sheet for the Engineer's Representative
Scale of Work Note(Record on Supervision Check List)
(Reason to grade "a")
Items
○ -- --Innovation effort is made by using new materials,new technology, process rationalization, etc.
○ ○ ○
Descriptions
a - c - e
Remarkable effort ismade for theevaluation itemsspecified in 3.5.1.
Effort is made inaverage sense forthe evaluation itemsspecified in 3.5.1.
Effort is insufficientfor the evaluationitems specified in3.5.1.
1. RE evaluates "a"
OR2. RE evaluates "b,c, or d", however,ER finds aremarkable effort bythe Contractor
- -
RE evaluates "b, c,or d", and ER doesnot find anyremarkable effortsby the Contractor
RE evaluates "e"
Grading by Resident Engineer
Overcoming unforeseen difficulties or achieving outstanding outcomes?
“a”
“a” “c” “e”
YESNO
“b” , “c” , “d” “e”
Supervision and Contract Evaluation Manual for Road Works
‐ 126 ‐
F.3 Contract Evaluation Grading Sheet for QAO/IAC (1/3)
Project Title: Date:
Signature:
Comment :
*L S Lb
1. Execution Systemin General
Overall execution system is confirmed to be properduring audit or at Substantial completion meeting
○ ○ ○ a b c d e
6. Quality andquantitymanagement
Measured parameters are within the specifiedallowable ranges with proper workmanship
○ ○ ○ a b c d e
Grading Criteria
Quality Assurance Office/Inspection and AcceptanceCommittee Chair: (Name)
GradeDescriptions
*L;Large Scale Work (Class A - D), S;Small Scale Work(Class E and Under), and Lb;Labour Based Work
Contract Evaluation Grading Sheet for QAO/IAC (1/3)
Scale of WorkNoteItems
1. Execution system in General
QAO evaluatesResident Engineer
evaluatesIAC evaluates
6. Quality and Quantity Management
Grading based on Rate of compliance with requirements in Table 3.9 (b)
“a”, “b”, “c”, “d”, “e”
Supervision Check list
“a”, “b”, “c”, “d”, “e”
Grading based on scorings for the followings
Quantity ManagementQuality ManagementWorkmanship
in Table 3.9 (c)
1. Execution systemin General
6. Quality and Quantity Management
“a”, “b”, “c”, “d”, “e”
Evaluator determined in Table 3.1 and Fig.3.1
a b c d e
Rate of compliance
with requirements in
3.6.2 is very good
for the evaluation
items in 3.6.1.
Rate of compliance
with requirements in
3.6.2 is good for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is fair for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is poor for the
evaluation items in
3.6.1.
Rate of compliance
with requirements in
3.6.2 is very poor
for the evaluation
items in 3.6.1.
Supervision and Contract Evaluation Manual for Road Works
‐ 127 ‐
F.3 Contract Evaluation Grading Sheet for QAO/IAC (2/3)
N/A
1
2
3
4
5
6
7
8
9
10
11
12
Total Number β =Percentage
γ = 80.0 - 60.1% γ = 60.0 - 40.1% γ = 20.0 - 0%
a b c
d e
d e
---
γ = 40.0 - 20.1%
UnsatisfactoryPoints to be checked
Work execution programme is submitted before commencement
Work execution programme properly reflects the given specificationsand site conditions
Item
Overall execution system is confirmed to be proper during audit or Substantial completionmeeting
1. Execution System
Gradea b c
Descriptions
Contract Evaluation Grading Sheet for QAO/IAC (2/3)
γ = α / (12-β) *100% =
α=
Satisfactory
Check (✓)
Execution procedures are conducted in accordance with WorksExecution Programme
Proper handling of changes of site conditions (e.g. work environment,climate, geological conditions)
Proper management of material stocks through inventory
Proper allotment of workers, operators and qualified technicalsupervisors
Proper preparation and organization of reporting documents inaccordance with Works Execution Programme
γ = 100 - 80.1%
Notice of operation to engineer is properly conducted before carryingout.
All equipment used are properly mobilized
Proper recycling efforts of by-products from site
Proper in-house quality assurance system and its documentationprocedures
Others;(Specify)
Supervision and Contract Evaluation Manual for Road Works
‐ 128 ‐
F.3 Contract Evaluation Grading Sheet for QAO/IAC (3/3)
X
Y
Satisfactory Unsatisfactory N/A
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Total Number α= --- β=
Percentage
Z
Ranges
Grade
Workmanship
Nevertheless a corrective order wereissued, the Contractor did not complywith it.
3.0 1.5 0.0
Although some of the necessary qualitymeasurements were not conducted asspecified, the Contractor complied with acorrective order
b) No majorflaws ordeterioration
No water leakage
Item
Contract Evaluation Grading Sheet for QAO/IAC (3/3)
Sub-sub item
a) Goodappearance offinished work
Check (✓)
1.5
Nevertheless a corrective order wasissued, the Contractor did not complywith it.
0.0
Although some of the necessary scalemeasurements were not conducted asspecified, the contractor complied with acorrective order
6. Quality and quantity management
Measured parameters are within the specified allowable ranges with proper workmanship
Check Point
Good exterior appearance
Good alignment and spacing
Good overall surface alignment
All necessary quality measurementsare conducted and recorded asspecified, and all measured figuresare within the specified allowablerange
All necessary scale measurementsare conducted and recorded asspecified, and all measuredparameters are within the specifiedallowable range
3.0
γ = 100 - 80.1%
γ = α / (16 - β) * 100% =
γ = 60.0% - 40.1%
c) Fitness forpurpose
No excessive water pool (puddle) on the surface
Description
Good top and edge finishing
Good shaping for connection to adjacent structures
QuantityMeasurements
QualityMeasurements
Good overall cleaning
Good surface touch
No irregular shape of earth works
No visible cracks
4.0 2.0
γ = 20.0 - 0.0%γ = 40.0 - 20.1%γ = 80.0 - 60.1%
a b d e
5.00 - 2.51
c
10.00 - 7.51 7.50 - 5.01 2.50 - 0.01 0.0
Total Point : X + Y + Z =
0.0
No spot of bitumen/mortar on other structure
No visible flaws and rusts on the surface
Good functionality of structure for its purpose
Good visibility of road furniture from road users
No obstacles for road users left
1.03.0
Supervision and Contract Evaluation Manual for Road Works
‐ 129 ‐
F.4 Contract Evaluation Tally Sheet (Large scale work)
Project Title
Contract Number
Contractor
Contract Sum
ab
cd
ea
ce
ab
cd
e
10.0
7.5
5.0
2.5
0.0
10.0
5.0
0.0
10.0
7.5
5.0
2.5
0.0
6.00
4.50
3.00
1.50
0.00
8.00
6.00
4.00
2.00
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
5.00
3.75
2.50
1.25
0.00
5.00
3.75
2.50
1.25
0.00
5.00
7.5
5.0
2.5
0.0
12.00
9.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
3.00
1.50
0.00
5.00
3.75
2.50
1.25
0.00
3.00
1.50
0.00
100.00
Grand Total
100.00
Date
Reasonable number of skilled workers/operators is properly employed by
the contractor
Site facilities are properly prepared, maintained
during execution, and
cleared on completion.
Material testing, structural examination, and measurements are properly
and routinely conducted. Results are within the specifications and
compiled
for checking.
Measured parameters are within the specified allowable ranges with
proper workmanship
Work has been progressed and completed as planned
Necessary measures are taken for safety of workers, operators, and third
party. No serious accident occurs during the contract period.
1.0
Work procedures are in accordance with W
orks Execution Programme that
properly reflects given conditions.
11. Compliance with statutory requirem
ents
Innovation effort is made by using new
materials, new
technology, process
rationalization, etc.
Net Score Total
Environmental and social issues caused by the works are minim
ized
and
mitigated properly
Overall execution system is confirm
ed to be proper during audit or at
Substantial completion meeting
All equipments used in the works are mobilised
properly and well‐
maintained
The qualified
technical engineers and in‐house staffs are assigned
10. Innovation effort
5. Site base facilities
11.0
0.2
Item
s
Inter‐item
weights w1
weight by
evaluator w2
Basic Scores
p0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
Descriptions
9.0
0.3
1.4
5.0
1.0
Basic Scores
p0
Net Score p = w1 x w2 x p0
weight by
evaluator w2
7.0
0.5
3.0
1.0Inter‐item
weights w1
weight by
evaluator w2
Company Class
0.5
0.5
Inter‐item
weights w1
0.5
0.5
1.2
0 ‐ ‐10
Quality Assurance Office/
Inspection and Acceptance Committee
(name)
Date of Substantial Completion M
eeting
Scoring Date
Net
Scores
by Item
(name)
Basic Scores p0
Date of Commencement
Completion Date
5.0
0 ‐ +10
8.0
5.0
3.0
0.3
8.0
9. Environmental and
social management
0 0
8. W
ork safety
management
1.0
1.0
0.5
0.3
6.0
0.2
7. W
ork scheduling
1.0
2.0
0.5
0.3
5.0
6. Q
uality and quantity
management
1.0
5.0
3.0
4. Personnel
employm
ent
1.0
5.0
0.5
16.0
7.0
9.0
0.3
3.0
6.0
4.0
8.0
14.0
0.5
16.0
5.0
(max30)
6.0
12.0
17.0
5.0
Resident Engineer
The Engineer's Representative
(name)
1. Execution System in
General
2. Equipment holding
3. Contractor's In‐house
staff
1.4
Signature
(The Engineer)
Contract Evaluation Score Tally Sheet (Large scale work by Class A, B
, C, and D companies)
(max50)
50.00
30.00
(max20)
20.00
Supervision and Contract Evaluation Manual for Road Works
‐ 130 ‐
F.5 Contract Evaluation Tally Sheet (Small scale work)
Project Title
Contract Number
Contractor
Contract Sum
ab
cd
ea
ce
ab
cd
e
10.0
7.5
5.0
2.5
0.0
10.0
5.0
0.0
10.0
7.5
5.0
2.5
0.0
5.00
3.75
2.50
1.25
0.00
8.00
6.00
4.00
2.00
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
6.00
4.50
3.00
1.50
0.00
7.00
5.25
3.50
1.75
0.00
9.00
4.50
0.00
5.00
3.75
2.50
1.25
0.00
5.00
3.75
2.50
1.25
0.00
12.00
9.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
5.00
3.75
2.50
1.25
0.00
6.00
3.00
0.00
5.00
3.75
2.50
1.25
0.00
6.00
3.00
0.00
100.00
Grand Total
100.00
Date
(max50)
50.00
(max30)
30.00
Contract Evaluation Score Tally Sheet (Small scale work by Class E and Under Companies)
Quality Assurance Office/
Inspection and Acceptance Committee
(name)
Scoring Date
Net
Scores
by Item
20.00
10. Innovation effort
0 ‐ ‐10
Inter‐item
weights w1
weight by
evaluator w2
(name)
(max20)
00
9. Environmental and
social management
1.0
2.0
Environmental and social issues caused by the works are minim
ized
and
mitigated properly
11.0
5.0
6.0
5.0
8. W
ork safety
management
1.0
2.0
11.0
5.0
6.0
7. W
ork scheduling
1.0
5.0
6. Q
uality and quantity
management
1.0
5.0
12.0
0.5
3.0
16.0
7.0
9.0
17.0
5.0
6.0
Net Score Total
5. Site base facilities
1.0
6.0
4. Personnel
employm
ent
1.4
13.0
3. In‐house staff
1.2
6.0
2. Equipment holding
1.4
3.0
16.0
7.0
9.0
5.0
4.0
8.0
0.5
Resident Engineer
The Engineer's Representative
1. Execution System in
General
1.0
Basic Scores p0
Date of Commencement
Completion Date
weight by
evaluator w2
(name)
All equipments used in the works are mobilised
properly and well‐
maintained
The qualified
technical engineers and in‐house staffs are assigned
5.0
0.5
0.2
Item
s
Company Class
Inter‐item
weights w1
weight by
evaluator w2
Basic Scores
p0
0.2
Basic Scores
p0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
Inter‐item
weights w1
Date of Substantial Completion M
eeting
0.5
0.5
0.5
0.3
0.3
0.3
0.3
0.5
0.5
0.5
Descriptions
Innovation effort is made by using new
materials, new
technology, process
rationalization, etc.
11. Compliance with statutory requirem
ents
Work procedures are in accordance with W
orks Execution Programme that
properly reflects given conditions.
Overall execution system is confirm
ed to be proper during audit or at
Substantial completion meeting
Reasonable number of skilled workers/operators is properly employed by
the contractor
Site facilities are properly prepared, maintained
during execution, and
cleared on completion.
Material testing, structural examination, and measurements are properly
and routinely conducted. Results are within the specifications and
compiled
for checking.
Measured parameters are within the specified allowable ranges with
proper workmanship
Work has been progressed and completed as planned
Necessary measures are taken for safety of workers, operators, and third
party. No serious accident occurs during the contract period.
Signature
(The Engineer)
Supervision and Contract Evaluation Manual for Road Works
‐ 131 ‐
F.6 Contract Evaluation Tally Sheet (Labour-based work)
Project Title
Contract Number
Contractor
Contract Sum
ab
cd
ea
ce
ab
cd
e
10.0
7.5
5.0
2.5
0.0
10.0
5.0
0.0
10.0
7.5
5.0
2.5
0.0
6.00
4.50
3.00
1.50
0.00
8.00
6.00
4.00
2.00
0.00
9.00
6.75
4.50
2.25
0.00
11.00
8.25
5.50
2.75
0.00
12.00
6.00
0.00
6.00
4.50
3.00
1.50
0.00
12.00
9.00
6.00
3.00
0.00
6.00
4.50
3.00
1.50
0.00
6.00
4.50
3.00
1.50
0.00
9.00
4.50
0.00
6.00
4.50
3.00
1.50
0.00
9.00
4.50
0.00
100.00
Grand Total
100.00
Date
(max20)
20.00
Contract Evaluation Score Tally Sheet (Labour based)
Scoring Date
10. Innovation effort
0
Net Score Total
(max50)
50.00
(max30)
30.00
0 ‐ ‐10
0
Signature
(The Engineer)
15.0
9.0
15.0
6.0Inter‐item
weights w1
weight by
evaluator w2
18.0
12.0
9. Environmental and
social management
1.2
3.0
6.0
9.0
0.3
0.5
8. W
ork safety
management
3.0
6.0
7. W
ork scheduling
1.2
6.0
1.2
6.0
0.5
6. Q
uality and quantity
management
1.2
6.0
Material testing, structural examination, and measurements are properly
and routinely conducted. Results are within the specifications and
compiled
for checking.
Measured parameters are within the specified allowable ranges with
proper workmanship
4. Personnel
employm
ent
2.2
4.0
5. Site base facilities
Reasonable number of skilled workers/operators is properly employed by
the contractor
Site facilities are properly prepared, maintained
during execution, and
cleared on completion.
23.0
11.0
12.0
9.0
9.0
2. Equipment holding
14.0
3. In‐house staff
1.8
Resident Engineer
6.0
1. Execution System in
General
1.2
Date of Substantial Completion M
eeting
(name)
Quality Assurance Office/
Inspection and Acceptance Committee
The Engineer's Representative
(name)
(name)
Completion Date
Date of Commencement
4.0
0.2
Company Class
0.2
Net
Scores
by Item
Item
s
Inter‐item
weights w1
weight by
evaluator w2
Basic Scores p
0
Inter‐item
weights w1
weight by
evaluator w2
Basic Scores p0
Basic Scores p
0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
Net Score p = w1 x w2 x p0
8.0
0.5
0.5
0.5
0.5
0.5
0.3
0.3
Innovation effort is made by using new
materials, new
technology, process
rationalization, etc.
11. Compliance with statutory requirem
ents
Descriptions
Work has been progressed and completed as planned
Necessary measures are taken for safety of workers, operators, and third
party. No serious accident occurs during the contract period.
Environmental and social issues caused by the works are minim
ized
and
mitigated properly
Work procedures are in accordance with W
orks Execution Programme that
properly reflects given conditions.
Overall execution system is confirm
ed to be proper during audit or at
Substantial completion meeting
All equipments used in the works are mobilised
properly and well‐
maintained
The qualified
technical engineers and in‐house staffs are assigned
Supervision and Contract Evaluation Manual for Road Works
‐ 132 ‐
G. Notification of scoring of contract evaluation
G.1 Large Scale Work
REF :
DATE :
To :
NOTIFICATION OF SCORING OF CONTRACT EVALUATION
CONTRACT NAME:………………………………………………………………..
Works Completed : ……………………
Contract Sum : ……………………
Contract No : ……………………
Contract Period : ……………………
Commencement Date : ……………………
Completion Date : ……………………
Contract Evaluation Date : ……………………
Score
Queries to be addressed within fourteen (14) days to (Authority Address)
Official Letter Head
Item Scores Allocation
Execution System in General 14.0
Equipment holding 16.0
In‐house staff 16.0
Personnel employment 5.0
Site base facilities 5.0
Quality and quantity management 17.0
Work scheduling 11.0
Work safety management 8.0
Environmental and social management 8.0
Subtotal 100.0
Innovation effort 0 ‐ +10
Compliance with statutory requirements ‐10 ‐ 0
Grand Total 110.0
Supervision and Contract Evaluation Manual for Road Works
‐ 133 ‐
G. Notification of scoring of contract evaluation
G.2 Small Scale Work
REF :
DATE :
To :
NOTIFICATION OF SCORING OF CONTRACT EVALUATION
CONTRACT NAME:………………………………………………………………..
Works Completed : ……………………
Contract Sum : ……………………
Contract No : ……………………
Contract Period : ……………………
Commencement Date : ……………………
Completion Date : ……………………
Contract Evaluation Date : ……………………
Score
Queries to be addressed within fourteen (14) days to (Authority Address)
Official Letter Head
Item Scores Allocation
Execution System in General 13.0
Equipment holding 16.0
In‐house staff 6.0
Personnel employment 16.0
Site base facilities 5.0
Quality and quantity management 17.0
Work scheduling 5.0
Work safety management 11.0
Environmental and social management 11.0
Subtotal 100.0
Compliance with statutory requirements ‐10 ‐ 0
Grand Total 100.0
Supervision and Contract Evaluation Manual for Road Works
‐ 134 ‐
G. Notification of scoring of contract evaluation
G.3 Labour-based Work
REF :
DATE :
To :
NOTIFICATION OF SCORING OF CONTRACT EVALUATION
CONTRACT NAME:………………………………………………………………..
Works Completed : ……………………
Contract Sum : ……………………
Contract No : ……………………
Contract Period : ……………………
Commencement Date : ……………………
Completion Date : ……………………
Contract Evaluation Date : ……………………
Score
Queries to be addressed within fourteen (14) days to (Authority Address)
Official Letter Head
Item Scores Allocation
Execution System in General 14.0
In‐house staff 9.0
Personnel employment 23.0
Quality and quantity management 18.0
Work scheduling 6.0
Work safety management 15.0
Environmental and social management 15.0
Subtotal 100.0
Compliance with statutory requirements ‐10 ‐ 0
Grand Total 100.0
Supervision and Contract Evaluation Manual for Road Works
‐ 135 ‐
H. Taking Over Certificate
TAKING OVER CERTIFICATE
CONTRACT NAME:………………………………………………………………..
EMPLOYER ENGINEER CONTRACTOR
(Authority Name) General Manager (Dept. Name) (Contractor)
Thro’ General Manager (Dept. Name) (Authority Name) (Company Name)
(Authority P.O. Box) (Authority P.O. Box) (Company P.O.Box)
NAIROBI. NAIROBI. (Name of Town)
Works Completed : ……………………
Contract Sum : ……………………
Contract No : ……………………
Contract Period : ……………………
Defects Liability Period : ……………………
Commencement Date : ……………………
Completion Date : ……………………
Total Score of Contract Evaluation : ……………………
Pursuant to Clause 48 of the Conditions of Contract, it is hereby certified that the Contractor has finally completed the works
detailed above to the satisfaction of the Engineer. Inspection of these works was carried out on …………… by
representatives of the Employer, the Engineer’s Representative, and the Contractor.
CONTRACTOR RESIDENT ENGINEER GENERAL MANAGER (M)
Signed: ……………………………… ………………………….. …………………………………
Date: ……………………………… …………………………… ………………………………….
Name: ……………………………… ……………………………. …………………………………..
Official Letter Head
Supervision and Contract Evaluation Manual for Road Works
‐ 136 ‐
I Database Format
I.1 Contract Evaluation Database Format in Authority
1 … … … …
Authority KeNHA … … … …
Region Central … … … …
Name of the ContractRoutine Maintenance of
AAA BBB (C##) Road… … … …
Contract Number RD### … … … …
Date of Commencement 2010/09/23 … … … …
Completion Date 2011/10/26 … … … …
Date of Sibstantial Completion Meeting 2011/12/01 … … … …
Contract Sum Ksh181,268,560‐ … … … …
Contractor's Name ABC Company … … … …
Class C … … … …
PIN Code ####### … … … …
1. Execution System in General 10.50 … … … …
2. Equipment holding 9.75 … … … …
3. In‐house staff 9.75 … … … …
4. Personnel employment 3.75 … … … …
5. Site base facil ities 3.75 … … … …
6. Quality and quantity management 14.50 … … … …
7. Work scheduling 9.75 … … … …
8. Work safety management 5.25 … … … …
9. Environmental and social management 4.00 … … … …
10. Innovation effort 4.00 … … … …
11. Compliance with statutory requirement 0.00 … … … …
Total 69.75 … … … …
4. Site clearance and Topsoil Stripping ✽ … … … …
5. Earth works ✽ … … … …
7. Excavation and Fil ing for Structures ✽ … … … …
8‐1. Ditch and Culvert Cleaning ✽ … … … …
8‐2. Culvert installation and construction ‐‐‐ … … … …
9. Passage of Traffic ‐‐‐ … … … …
10. Grading and Gravell ing Works ‐‐‐ … … … …
11. Paved Roads ‐ Shoulder Maintenance and Repairs ‐‐‐ … … … …
12. Natural Material Base and Subbase ‐‐‐ … … … …
13. Graded Crushed Stone Base and Subbase ✽ … … … …
14. Cement and Lime Treated Subgrade, Subbase, and Base ✽ … … … …
15. Bituminous Surface Treatment and Surface Dressing ‐‐‐ … … … …
16. Bituminous Mixes ✽ … … … …
17. Concrete Works ✽ … … … …
20. Road Furnitures and Maintenance ✽ … … … …
Contract
Information
Score
Work Type
No.
Company
Information
Supervision and Contract Evaluation Manual for Road Works
‐ 137 ‐
I.2 Integrated Contract Evaluation Database Format
AVE.
AVE.
AVE.
AVE.
AVE.
AA
AA1 Company Ltd.
15274
65
65
68
68
64
64
58
65
62
69
69
12
56
55
25
53
AA
AB1 Company Ltd.
31489
71
74
73
68
68
65
73
69
75
75
71
68
70
11
64
13
36
62
1
A…
…
AZ
ZZ1 Company Ltd.
56304
76
64
71
70
66
68
72
69
69
69
71
74
73
71
72
72
13
53
15
63
57
511
4
BA
AA2 Company Ltd.
73190
73
67
75
72
69
76
64
72
70
72
69
75
72
66
65
64
65
65
67
66
35
52
54
710
710
55
14
43
BA
AB2 Copany Ltd.
67845
65
65
58
58
11
21
11
11
12
1
B…
…
BZ
ZZ2 Company Ltd.
34582
54
58
56
58
61
55
58
57
59
58
54
54
41
43
44
32
32
84
2
CA
AA3 Company Ltd.
75618
78
72
75
73
71
69
71
65
68
67
70
70
11
26
42
33
81
CA
AB3 Company Ltd.
52356
72
72
70
70
68
68
65
65
12
22
14
42
31
24
41
C…
…
CZ
ZZ3 Company Ltd.
32659
67
78
63
69
66
66
75
71
68
71
67
66
63
65
57
53
10
34
44
77
510
82
DA
AA4 Company Ltd.
72190
71
68
72
74
71
75
69
67
70
70
68
75
72
74
72
67
66
74
72
70
69
74
67
72
71
17
12
10
20
15
63
53
2
DA
AB4 Company Ltd.
43275
65
65
67
68
68
64
68
66
34
43
33
1
D…
…
DZ
ZZ4 Company Ltd.
36486
54
54
57
57
57
57
53
53
24
12
21
EA
AA5 Company Ltd.
63891
56
62
63
60
58
53
56
68
65
58
61
63
56
67
71
65
65
64
59
54
67
61
17
55
11
25
EA
AB5 Company Ltd.
47819
68
68
65
65
63
63
67
67
41
4
E…
…
EZ
ZZ5 Company Ltd.
74278
75
64
71
70
66
68
72
69
69
69
71
74
73
71
72
72
11
33
13
FA
AA5 Company
83591
56
63
68
62
57
62
60
58
71
64
68
65
73
62
65
59
65
64
58
73
69
66
17
21
12
3
FA
AB5 Company
24057
55
55
54
54
56
56
58
58
41
4
F…
…
FZ
ZZ5 Company
58903
64
58
70
64
66
68
72
69
69
69
71
74
73
71
72
72
11
37
PIN
Code
Contractor's
Name
Alphabet
CLASS
13. Graded Crushed Stone Base and Subbase
14. Cement and Lime Treated Subgrade, Subbase, and Base
15. Bituminous Surface Treatment and Surface Dressing
16. Bituminous Mixes
17. Concrete Works
20. Road Furnitures and Maintenance
8‐1. Ditch and Culvert Cleaning
8‐2. Culvert installation and construction
9. Passage of Traffic
10. Grading and Gravelling Works
11. Paved Roads ‐ Shoulder Maintenance and Repairs
12. Natural Material Base and Subbase
2012/2013
Scores
2013/2014
2014/2015
2015/2016
Scores
Numbers of Contracts by Work Types
2012 ‐ 2016
Total Scores in Contract Evaluation
Company Inform
ation
Scores
Scores
Scores
2016/2017
4. Site clearance and Topsoil Stripping
5. Earth works
7. Excavation and Filing for Structures