CHAPTER 1. INTRODUCTION

1.1 BACKGROUND

1.1.1 ROAD DEVELOPMENT AUTHORITY (RDA)

RDA is a statutory body incorporated under the RDA Act. NO.73 of 1981 under the

Ministry of Highways & Road Development and is the premiere highway authority in the

country. RDA is entrusted with the responsibility of maintaining and developing the

National Highway network, which comes under purview of Central Government. The

National Highway Network consists of 3,727 km of “A” Class Road and 7,375 km of “B”

Class Roads and 4,400 bridges. The functions performed by the RDA include planning,

design and construction of new highway and bridges in addition to maintaining and

carrying out improvement to the existing national highway network. A Board of

management appointed by the Hon. Minister of Highways & Road Development effects

the management of the RDA. The board of management is responsible to the Hon.

Minister for the implementation of government policy, for the development of the

Network.

1.1.2 Functions and Scope of Responsibility of the RDA

The functions performed by the RDA consist mainly of the maintenance and development

of the roads and bridges in the National Highway Network and the planning, design and

construction of new highways, bridges and expressways to augment the existing network.

The RDA has a responsibility for the development of the road network to cater for the on-

going overall development programme of the country. Since, Road Transport is the

primary mode of transport in the country, it is very vital that road network is adequate to

developed to promote efficient transport of people and goods. The RDA has a

responsibility to plan the future road network taking into consideration the future travel

demand and formulating project proposals to meet this demand.

The RDA being the Principal Highway Authority has a responsibility to provide a road

network to meet the social aspirations of the people in terms of mobility and safety.

Since, the people at large depend on public transport for their travel needs it is the

responsibility of the RDA to maintain the road network to a reasonable standard so that

there would be un-interrupted public transport available to them.

Since, the rehabilitation and development of the road network is undertaken with

public funds at a very high cost, it is responsibility of the RDA to ensure that the

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adequate economic returns are achieved from the investments made on highway

improvements. This is achieved by carrying out feasibility studies before major

projects are undertaken and followed by post evaluation of these projects after

completion.

The RDA is dependent on the government for the financial resources to develop

the National Road Network and the financial resources that could be derived from

the government is limited to enable the RDA to provide better road facilities. The

RDA has secured World Bank, ADB, JBIC, EDCF and Kuwait Fund Assistance

to carry out a number of road development projects.

One of the drawbacks experienced by the RDA in the recent past has been the

inadequacy of funds allocation. The government is considering the establishment

of a dedicated road fund and private sector financing to accelerate development of

highways.

Taking into consideration the available and procurable resources it is evident that

if they are properly utilized systematically it is possible to improve the utility

service rendered to the community by the RDA to improve the quality of travel

provided to the road users, minimize the damage to goods in transit and reduce

travel time. It is necessary to continuously improve our roads to ensure that they

are capable of providing for safe and fast travel. It is also possible to further

increase the utilization of locally available raw material and road construction

contractors for greater utilization of financial allocations and saving of valuable

foreign exchange.

There has been considerable resistance from parties affected by land acquisition

leading to litigation as well. In order to meet this challenge the RDA is now

offering an enhanced compensation package and is also stream lining its land

acquisition and resettlement activities.

We in the RDA should always be conscious of the threats, which could emerge and take

actions against them. It is therefore imperative that we should satisfy our

customers/consumers in the sense Road User at all times. It will help to maintain our

competitive edge in a situation where competitors may emerge. Cost reduction exercises

have to be undertaken with priority for import substitution to enable the RDA to keep

down the rising costs especially those of materials and manpower.

Further, the local road construction industry and local consultants have to be encouraged

and developed, so that they could undertake major road construction projects, presently

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undertaken by foreign contractors and consultants. Governmental policies could also be

adverse to the interests of the RDA at times. This is to be expected as the government will

ensure the best possible service to the public and it is for us to live up to the expectations

of the government at all times. The demographic changes and the migration to urban

areas too could pose problems. In view of all these matters, it will be necessary to stop the

“brain-drain” and maintain the services of trained/competent staff. Further, there is a need

to formulate contingency plans, and train our personnel and equip them to carry out their

duties and functions. It is also necessary to deal with crisis management to cope with such

occurrences as natural calamities.

Road Development Authority, which is the premier National Organization of the road

sector, to provide an adequate and efficient network of National Highways, to ensure

mobility and accessibility at an acceptable level of safety and comfort, in an environment-

friendly manner for the movement of people and goods for the socio-economic

development of the nation, having following it’s strategically components.

1.1.3 STRATEGIC DIRECT COMPONENTS--RDA

Vision of Road Development Authority

“To achieve a safer and adequate National Highway Network to meet the expectations of

all stakeholders for the speedy Socio-Economic development of the country and to make

the Road Development Authority an institution of multi disciplinary excellence in

Highway Engineering.”

Mission of Road Development Authority

“As the premier National Organization of the road sector, to provide an adequate and

efficient network of National Highways, to ensure mobility and accessibility at an

acceptable level of safety and comfort, in an environment-friendly manner for the

movement of people and goods for the socio-economic development of the nation”

Goals and Objectives of Road Development Authority

1. Achieve an adequate National Highway Network.

2. Achieve an acceptable level of mobility in the National Highway Network.

3. Provide a high mobility expressway network.

4. Maintain the National Highway Network at an acceptable condition.

5. Reduce road user cost.

6. Improve road safety in the National Highway Network.

7. Ensure efficient utilization of assets and investments.

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8. Ensure protection of the environment in all activities.

9. Promote organizational development.

10. Assist in the development of the local road construction industry

1.1.4 Organization Structure – RDA

Organization Chart for the RDA is annexed in Annexure 1.1

1.1.5 Overview of the Study

To achieve the above goals and objectives, RDA is implementing more than 100 island

wide projects funded by various foreign funding agencies and foreign banks as well as

through local national budget from the treasury. Though the projects, which are

implemented through public funds, which are accountable and all of us are answerable

when utilizing public funds, disbursement rates are not very satisfactorily up to the

expected target in accordance with the funding agency indicators. Progresses of most of

the Projects are very slow and cost overrun due to the delays, failures, massive cost

escalation claims & variation claims in implementing stage. One of the ongoing failure

Road Project, which is presently implemented to rehabilitate roads in North & East areas,

identified as CAARP project funded by Asian Development Bank. When analyzing the

causes of the failures of the each project, RDA management intends to analyze and to do

a research to find out the causes of the failure in one of the maligned area identified as

Management & Monitoring by Construction Supervision Consultants in works contracts.

1.2 Statement of the Problem

By the way of implementing following Asian Development Bank funded Conflict

Affected Area Rehabilitation Project (CAARP), the following Main Problem was

identified for this study;

What are the factors that affect achieving the Goals & Objectives of CAARP

Project?

SUMMARY OF CAARP PROJECT

Name of the Project : Conflict – Affected Area Rehabilitation Project (CAARP)

Effectiveness : Loan Agreement was signed on 14th January 2004

Loan Expiry : 30/06/2008

Loan Amount : US$ 46.5 Million

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Scope of Work : Rehabilitation of 240km National Highways in North –

East Province

Road List : List of Roads selected for the project with Location map is

attached

1.3 Significance of the Study

The purposes of undertaking this research paper or dissertation to study phenomena

relevant to do a research to find out the possibilities to improve Management &

Monitoring of Construction Supervision consultants, who are engaged for ADB funded

CAARP project implemented by RDA, are a group of Individuals are hired for their

individual set of skills and capabilities, and are treated as individuals throughout their

tenure with the company and to enhance the construction industry involved in

construction activities

Each individual has the ability to contribute in a meaningful way to the firm and its

clients, from community-building to recruiting to casework. As such, Monitor provides its

consultants with flexibility over the long term to carve out distinct career paths for

themselves based on their personal development goals and areas of professional interest.

Further, professional advancement opportunities and compensation are awarded on the

basis of an individual's demonstrated skills, not tenure or degree. Their Unique Culture is

distinctly a group of individuals, together we contribute to an environment of caring,

commitment and camaraderie. Our lack of formal titles, casual office dress and regular

social events are but two indicators of the relaxed and social atmosphere we will

encounter.

This is balanced by genuine intellectual curiosity and commitment to excellent work

which results in our 'work hard / play hard' mentality.

In Road Development Authority, Project Management Unit benefits for Monitor

consultants and it allows consultants to both contribute to and benefit from state of the art

intellectual capital in distinct strategic domains, and provides them with access to a broad

array of tools to most effectively serve to interest of the Employer. The group structure

also provides consultants with a range of prospective professional opportunities in areas

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of specific interest. Most consulting firms are organized as multi-nationals. Since the

project proposal must be well presented giving clear of ideas the problem focused and

content of the report and how I wish to present this proposal report. It may be useful to

follow a framework as suggested below.

1.4 Objectives of the Study

The overall objective of the study is “To do a research and find out the underlying

causes preventing in achieving the Organizational Objectives & Goals and also to

find out the ways how to eliminate them?” In order To ensure that high quality

construction is achieved in time, within budget, and that all work is carried out in full

compliance with the approved engineering designs, technical specifications, agreed work

schedule, the terms and conditions of the Contract documents and as per sound

engineering practices inline with the Goals & Objectives of the Employer (RDA).

The studies involved the development of frameworks and strategies aimed at enhancing

the transparency, efficiency and accountability with which the public sector resources

(financial and human) are used, making the financing, provision and delivery of basic

public services more efficient and effective, and improving the accountability and

performance of the public service and its personnel.

Also this study has the following Objectives;

(a) Achieve sustainable maintenance, rehabilitation and construction of economically

justifiable roads in the strategic road network within the Priority Investment Plan

framework;

(b) Improve the access to district headquarters not currently served by road, and

reduce vehicle transport costs and delays in project areas;

(c) Promote more sustainable funding and more efficient public sector management of

road maintenance;

(d) Adopt and disseminate environmentally sustainable road construction and

maintenance practices; and

(e) Generate rural-employment through adoption of labor-based technologies

and long-term employment for the additional generated economic activity.

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1.5 Scope

CAARP Project, which is Rehabilitation of about 240 km of roads in the North-East

of the country to provide a reliable road network until the roads can be reconstructed

under a future large scale rehabilitation programme and Replacement or rehabilitation

of damaged bridges and other associated structures; has to be implemented very

successfully with effectively, economically & effectively to cut down all the

wastages.

The Project will improve the road sections, which is shown in the location Map

annexed in Annexure 1.5A and details of packages given in Annexure 1.5B. The

consulting service packages for the design review and construction supervision for the

list packages in Annexure 1.5B. Each of the consulting service is expected to assist

RDA supervise the Civil work contract packages as planned.

Civil works will be carried out based on the Federation Internationale des

Ingenieurs Conseils (FIDIC) contract. A Consultant Team (Pacific Consultants

International in Associated with Resources Development Consultants (Local) is

engaged for each package to perform as the Engineer. The Consultant team will

administer the construction contracts and ensure that the contractual clauses for both

quality and specifications of works are complied with and the works are constructed

in accordance with the provisions of the construction contracts. The Engineer’s

representative will be a full-time professional resident engineer in the Project area

under each package.

The Supervision Consultant while supervising construction works will make all

necessary arrangements for quality control and implementation of the works. The

Consultant in Consultation with the Project Director, RDA, will make all engineering

decisions required for the successful and timely completion of the construction

contracts, and have all the powers defined as those of the Engineer. The Engineer will

carry out a critical review the detailed design prior to the commencement of works to

identify defects or omissions that compromise on consistency of the design and

completeness of works. This review is carried out immediately after the services

commence and completed within 6 weeks. On completion of the review, the

Supervision Consultant will prepare a report, setting out all findings and

recommendations for correcting any defects or omissions identified. Notwithstanding

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these, the Supervision Consultant will immediately inform the employer of any defect

or omission that may have a substantial impact on the Project at the time the defect or

omission is uncovered.

The task of the Consultant will include but not be limited to:

ensure that the construction methods as proposed by the contractor for carrying

out the works are satisfactory, inspection of contractor’s construction equipment;

and safety of the works, property, personnel, and general public; the schedule of

mitigation measures for adverse environmental impacts;

ensure that road safety design requirements are implemented in accordance with

the contract;

establish efficient procedures for verifying contractor performance and reporting

progress and problems in a timely manner, including quality control reports,

quantity survey records, requests for variation or change orders, contractor’s

claims and invoices;

undertake project performance monitoring and evaluation in accordance with the

Project Framework and ADB's Project Performance Management System (PPMS)

Handbook including the baseline data survey and the following annual survey and

reporting up to project completion;

ensure that the contractor does not involve child labor for the execution of the

civil works contracts in accordance with the provisions of the contract agreement;

prepare and issue the following reports, the format and content of which are to be

acceptable to the employer: an inception report, a brief monthly progress report, a

detailed quarterly report, a detailed project completion report;

check that “as built” drawings are prepared for all works as construction

processes;

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carry out the following duties related to environmental mitigation with particular

reference to the technical requirements of sound environmental standards on the

basis of ADB’s Environmental Guidelines for Selected Infrastructure

Development Project (Highways & Roads) during construction:

(i) ensure that all the environmental mitigation measures required to

be implemented are incorporated into the contract documents,

(ii) supervise and monitor the implementation of environmental

mitigation measures required,

(iii) in the event of occurrence of any unexpected environmental

impacts, coordinate with the Project Management Unit (PMU) of

RDA, to provide necessary mitigation measures; and

(iv) prepare report on the implementation of the mitigation

measures for submission to RDA and ADB;

Land acquisition and resettlement:

(a) assist RDA to prepare and update the resettlement plan for each subproject

which involves land acquisition and resettlement, based on the Resettlement

Framework agreed by the RDA and ADB; and

(b) assist RDA to implement all activities outlined in the Resettlement Plan;

HIV/AIDs and Human Trafficking. Monitor that the contractors comply and carry

out required actions as provided in the respective contract documents, such as

awareness and education of laborers and workers;

Project completion report – draft report at 90 percent physical completion;

Project completion report – final report two months after project physical

Completion or alternative date as agreed with RDA; and

Other detailed requirements are provided separately.

The Supervision Consultant will process interim and final payments to the

contractors.

If so required by the employer, the Supervision Consultant will provide any of the

following as additional services:

(i) prepare reports, including technical appraisals, additional contract

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documentation, and/or review and comment on the contractor's

proposals, as may be required for the successful completion of the

Project; and

(ii) provide any other specialist services as may be required from time

to time.

The employer will authorize all additional services, other than minor extras that

do not materially affect the scope of the supervision work, at the rates established

in the construction supervision contract, or at rates mutually agreed upon when the

services require the use of specialists not listed in the contract.

Implementation Arrangements:

RDA is Executing Agency (EA) for the CAARP, The Project Director /PMU-ADB, under

the guidance of the Chairman RDA, will have the overall responsibility for the utilization

of the loan funds, and monitoring of the Project implementation. The Project Director

/PMU-ADB established and head the Project Management Unit (PMU), based in the

RDA headquarters in Battaramula Colombo. RDA established a Project Coordinating

Committee (PCC) which will be chaired by the Chairman RDA/Secretary Ministry of

Highways and provide guidance for overall implementation and performance of the

Project. For the implementation of the CAARP, a sub offices of the Project Management

Unit (PMU) located in the field in Vavuniya, Trincomalee & Batticaloa headed by three

Deputy Project Directors (DPDD) and a principal coordination officer, who is the

Additional Project Director for directing, controlling and monitoring ADB projects. The

DPDD will have Project Engineers (PEE) for each package who will head the respective

Project office.

The Construction Supervision Consultant will assist the PMU in construction supervision.

The Consultant Teams headed by a Team Leader, and composed international and

domestic experts. The consultant will provide independent teams for each civil Works

contract headed by the respective Resident Engineers. Each team will report to the

assigned Deputy Project Director (DPD).

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Schedule

The Consultant Services recruited to supervise construction of the civil work packages

covering the ADB’s scope

Staffing

The construction Supervision Consultant services is by international consulting firm

(PCI), in association with Domestic consulting firm (RDC), selected by RDA according

to ADB’s Guidelines on the Use of Consultants, according to the actual inputs (man-

months) specified in the Term of Reference of the teams of consultant inputs are

estimated in considering the all packages.

1.6 Limitation

My research is also subject to various limitations, because it is impossible to get

all relevant and accurate information/ data from the respective sources to research

in broader area and a record is impossible to collect data in all North & East

construction works contracts as far as project concerned. Therefore my research

areas were limited to within only Northern Province and Trincomalee District in

Eastern Province of Sri Lanka for the undertaken National Highway projects

under CAARP funded by Asian Development Bank.

1.7 Out line of the Study

General Duties and Responsibilities of the Consultants

The Consultants shall be designated as the "Engineer/Engineer’s Representative" (as

defined in the Contract Agreement for Construction) for all civil and ancillary works

under the project. The Consultants shall administer the civil work's contracts, make

engineering decisions, be responsible for quality assurance, material testing, provide

general guidance and furnish timely response to the Contractors in all matters relating to

the civil works, and ensure that all clauses of the Contract Agreement between the civil

works Contractors' and the Road Development Authority (RDA) are respected.

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The Consultants shall advise RDA on all matters relating to the efficient and successful

execution of the civil works contracts, and shall act at all times so as to protect the

interests of the project and shall take all reasonable steps to keep all expenses to a

minimum, consistent with Sound economic and engineering practices; and shall prepare a

“Construction Supervision Manual" outlining routines and standard operating procedures

to be applied in construction supervision, based on sound internationally recognized

practices. The consultant will be responsible for providing qualified professional and

supporting staff, and all necessary services required for the efficient cost-effective and

timely execution of the consultancy services.

The research intends to examine the following:-

1. The cause for quantity variations of each items and remedial measures with

necessary steps taken by Consultants in order to regularize the variations to

accommodate in the estimates and the adjustments in the Monitoring activity.

2. The reasons for extension and how Consultant justified and recommended

extension and whether acceptable or not acceptable in some cases.

3. What are steps taken to assess the performance of the consultants?

4. The principles and practices in formulating assessing delays of each construction

activities

5. The extent of noncompliance of procedures by Consultants in Contract

administration concerned and the effect of the performance of the Consultants?

6. The extent of noncompliance of procedures in construction activities effect the

performance of the Consultants?

7. What factors cause construction delays by consultants?

8. How far productivity is affected by problem of non compliance of Consultants

activity?

Final outcome of this study

To find out the underlying causes prevent in not achieving the Goals and

Objectives of the CAARP project and ;

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To recommend what the remedial actions could be taken to eliminate the

problems and to improve Monitoring & Management by Construction

Supervision Consultants under ADB funded Road Projects in Conflict Affected

Areas? “

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CHAPTER 2. LITERATURE REVIEW

The following literature will provide to the research dissertation to verify some specific

terms and some existing facts and also the following theories and related information

provide good understanding regarding the selected research problem.

2.1 Purpose of Literature Review

Purpose of LR is to familiarize the study with any relevant information pertaining to my

topic being studied and to give ideas to improve the study and enhance the dissertation

report. LR is necessary in conducting this research in the sense that only through the

knowledge available and accessible documents can determine in how so-called secondary

data available to facilitate this study.

The Consultancy services that is required to:

1. Assist in day-to-day Monitoring of the projects, Progress Reporting and

Updation of records on day-to-day basis.

2. Assist in the Construction Supervision of CAARP Project works executed

through the Contracting agencies to ensure compliance with specifications and

their completion on time as per standards.

3. Quality Control and Assurance in day-to-day execution.

In order to have the Construction Supervision Consultancy Services effectively &

efficiently to achieve the goals and objectives of the CAARP project.

2.2 Objectives of the Literature Review

The Objective of the consultants’ services is:

(i) to ensure that high quality construction is achieved and to ensure that all

works are carried out in full compliance with the engineering with the

engineering deigns, technical specifications and other contract documents

within the stipulated time period;

(ii) to demonstrate the efficacy of contract supervision by independent

external agencies experienced in this field of work;

2.3 The Components of the Literature Review

2.3.1 Responsibilities & Obligations to Construction Supervision Consultants

Civil works are carried out based on the Federation International des Ingenious Conseils

(FIDIC) contract. A team Consisting of “Pacific Consultant International (PCI) in

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associated with Local Consultants Recourses Development Consultants (RDC) is

engaged for each package to perform as the Engineer. The Consultant will administer the

construction contracts and ensure that the contractual clauses for both quality and

specifications of work are complied with and the works are constructed in accordance

with the provisions of the construction contracts.

The Engineer’s representative will be a full-time professional resident engineer in the

Project area under each package. The Supervision Consultant while supervising

construction works will make all necessary arrangements for quality control and

implementation of the works. The Consultant in consultation with the Project Director

with Project Management Unit (PMU),RDA will make all engineering decisions required

for the successful and timely completion of the construction contracts, and have all the

powers defined as those of the Engineer. The Engineer has the following main

responsibilities & Obligation to perform the project in success.

a. Design Review

The Engineer will carry out a critical review the detailed design prior to the

Commencement of works to identify defects or omissions that compromise on

consistency of the design and completeness of works. This review will be carried out

immediately after the services commence and will be completed within 6 weeks. On

completion of the review, the Supervision Consultant will prepare a report, setting out all

findings and recommendations for correcting any defects or omissions identified.

Notwithstanding these, the Supervision Consultant will immediately inform the employer

of any defect or omission that may have a substantial impact on the Project at the time the

defect or omission is uncovered. The Consultant will submit four copies of the review

report to the employer. The consultant is to be mindful of this fact in his design review

exercise to check for accuracy and adequacy. The consultants are to submit Mass haul

diagram showing cut and fill positions including proposed disposal points for surplus/un-

suitable materials, if needed. This has also to be linked with earth work BOQ items so

that the quantities involved can be accurately assessed for various items including lead

involved from various locations.

b. Survey Work

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(1) The Supervisory Consultants shall be responsible to obtain the bench marks and other

information from the Design Consultants as required for commencement of construction

activities.

(2) If necessary, carry out modifications in survey and stakeout the revised Right of Way

limit for the purpose of land acquisition and relocation of utilities where required.

(3) The Supervisory Consultants shall supervise and verify the following works.

(a) Stake the Centerline, ROW limits and relocation of roadway structure and

appurtenances.

(b) Setting of Grade-stakes

(c) Relocation of permanent monuments in the construction.

(4) Without relieving the Contractors of their obligations under the Contract, review and

approve the traffic management and safety plan, and ensure compliance such that the

Works are carried out at all times in a safe and secure manner and damage or injury to

persons or property is avoided.

c. Contract Administration

The task of the Consultant will include but not be limited to:

(i) Ensure that the construction methods as proposed by the contractor for carrying Out

the works are satisfactory, inspections of contractor’s construction equipment; and safety

of the works, property, personnel, and general public; the schedule of Mitigation

measures for adverse environmental impacts; (ii) ensure that road safety design

requirements are implemented in accordance with the contract; The Supervision

Consultant will process interim and final payments to the contractors. If so required by

the employer, the Supervision Consultant will provide any of the following As the

Engineer, the consultant will administer the civil works contract and ensure that the works

are constructed in accordance with its provisions. The consultant will have all of those

powers, which are defined as being the Engineer’s with the exception of the following,

for which specific approval of the Employer is required.

o Issuing the order to commence the works,

o Approving variation in quantities,

o Approving subletting of any part of the works and assignment of work;

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o Approving extension of time and certifying additional cost,

o Issue of certificates for the completion of works,

d. Supervision Responsibility

The responsibility of supervision shall rest with the Engineer who shall issue instructions

in writing to the Supervisory Consultants for the supervision of Works as per the

Contract. Supervisory Consultants shall carry out a revision in the plans and

specifications as required by the Engineer and prepare all change orders instantly thereto

and shall further assist the Engineer in negotiations necessary for execution of the

changes. Such revisions shall be encouraged which result in improved project

performance. The Consultant will check surface quality of Asphalt Concrete by

Conducting Roughness Survey at the time of take over & subsequently at end of Defect

Liability period as per Engineering Practice.

e. Construction Supervision

i) Review of contract documents and report any inconsistencies, omissions,

inclusion needed etc.

ii) Consider all possibilities of reducing the cost of the works by making such

adjustments to the design as are technically acceptable with the approved

design standards and contract specification for the work.

iii) Approve the Contractor’s work programme, method statements, material

sources etc. which the consultant will assist contractor to prepare for the most

effective and expeditious method of carrying out the work.

iv) Prepare reports as per requirement of Terms of Reference.

v) Approve and/or issue working drawings, provide the contractors with

necessary datum points and bench marks for setting out works and

subsequently check and approve the setting out and give instructions and

general guidance to the contractor as may be necessary to ensure that the

works are carried out according to the schedule.

vi) Carry out inspection of all working areas and installations to ensure that the

work complies with the specifications.

vii) Examine Contractor’s installation, accommodation, medical clinic,

construction equipment and laboratories to ensure compliance with the

specification.

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viii) Attend to all problems in road side drains (i.e. construction of lead ways to the

drains, construction of drains, etc.) including in areas out side the right ok way

as well, if required.

ix) Ascertain and agree with the contractor the work measurement and keep

measurement records;

x) Maintain records, correspondence and diaries;

xi) Preparation of monthly valuations and issue interim certificates for progress

payments

xii) Prepare and submit to the RDA for approval any contract change order,

together with the related specifications and drawings.

xiii) Assist the RDA in negotiation with the contractor on price or unit rate changes

for which need may arise and make recommendations, on them as may be

necessary.

xiv) Alert the RDA to any problem which may arise or that might arise in

connection with the contract and make recommendations for solving it.

xv) Evaluate all claims for additional payments or extension of time submitted by

the contractor and make recommendations on them to the RDA.

xvi) Assist the RDA in any dispute that may arise with the Contractor and give

firm opinion on any claim which the contractor may put forward, by drawing

up report including all elements on which the judgment is based.

xvii) Assist the Employer with the maintenance of consolidated project accounts,

preparation of monthly programme reports, financial statements and

withdrawal applications for submission to the bank.

xviii) Certify completion of part or all of the work.

xix) Inspect the works at appropriate intervals during the maintenance period and

issue the maintenance certificate.

xx) At the completion of the contract, undertaken benefit monitoring and

evaluation of the project acceptable to RDA and ADB.

xxi) Provide the Employer with complete records, reports and assist the Contractor

in the provision of “As Built” drawings for the contract.

xxii) Consultants should perform the consultancy service in accordance with the

General Rules of RDA especially with “Financial Control-Contact Recording

Reporting Procedure of RDA”.

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xxiii) Evaluation of change of design/alternate designs proposed by the Contractor

and report to RDA with recommendations.

xxiv) Monitoring of bonds, guarantees and insurance and advice the Employer in

advance.

xxv) Investigate and ensure, through interaction with both military forces and

others agencies present in the project area, that all unexploded ordinance has

been cleared from: (i) road and road verge for a width that is at least 10m

either side of the centerline; (ii) Contractor’s work depot; (iii) materials

storage sties; (iv) buildings that may be used to accommodate contractor’s or

consultant’s personnel or used for storage; and (v) borrow areas, prior to

handing over.

xxvi) Conducting Contract Site Meetings monthly which are to be attended by

Consultant, Contractor’s Representative and the Employer.

xxvii) Attending security meetings if necessary.

f. Checking And Inspections

(1) Assess, maintain and regularly update list of Contractor’s construction equipment and

ensure that the same complies with the list of equipment submitted by the Contractor with

his bid or as per subsequent commitments.

(2) Jointly inspect the Works with the Employer and/or the Engineer and assist in formal

handing over and provide a report certifying satisfactory completion of the Works.

(3) Make arrangements for inspection of sites and project office for Employer’s staff and

ensure that all relevant information is available and detailed progress report discussed

before site inspections are undertaken.

(4) Where the maintenance period of the construction contract is completed within the

period covering the Consultants’ contract, the Supervisory Consultants shall carry out

maintenance inspection with the Employer and assist in planning of

remedial/maintenance Works and their supervision. This shall be done by nominated staff

of the Consultants.

(5) Assist in early maintenance inspection of those Works completed at the end of the

Supervisory Consultants’ assignment and assist with planning of any remedial works and

in the possible supervision for a period of up to Twelve (12) months after completion of

the Works.

19

(6) Assure submission and advice on the adequacy of the Contractors’ insurance policies,

performance bonds, and advance payment guarantees.

(7) Carry out continuous inspections at the locations where construction activity is in

progress. Carry out continuous inspections as per timing of the contractor’s working at

the locations where construction activity is in progress.

g. Reviews, Verifications and Records

(1) Assure the receipt of and maintain permanent record under terms and conditions of the

Contract Documents for materials including their source and equipment accepted and

incorporated in the project.

(2) Maintaining up-to-date progress schedules in the form of bar charts and other

appropriate systems indicating the major items of work being performed according to the

Work Program/Schedule approved by the Employer.

(3) Review the Contractor’s proposed Work Schedule and issue acceptance or rejection of

the same as the case may be.

(4) Verify the quality of work performed by the Contractor and submit the report thereto

including certification for release or otherwise of the Performance Guarantee.

(5) Assure the receipt of and maintain as permanent records of all warranties required

under terms and conditions of the Contract Agreement for materials including their source

and equipment accepted and incorporated in the project.

(6) Establish a comprehensive system of maintaining site records including site

correspondence, survey data, inspection records, test data, site diaries, records of

meetings, financial records, progress records etc.

(7) Making Presentations on the Project during VIP Visits.

h. Progress and Other Reports

Establish efficient procedures for verifying contractor performance and reporting

Progress and problems in a timely manner, including quality control reports, quantity

survey records, requests for variation or change orders, contractor’s Claims and invoices;

undertake project performance monitoring and evaluation in accordance with the Project

Framework and ADB's Project Performance Management System (PPMS) Handbook

including the baseline data survey and the following annual Survey and reporting up to

project completion; ensure that the contractor does not involve child labor for the

execution of the civil works contracts in accordance with the provisions of the contract

agreement; prepare and issue the following reports, the format and content of which are

20

to be acceptable to the employer: an inception report, a brief monthly progress report, a

detailed quarterly report, a detailed project completion report; check that “as built”

drawings are prepared for all works as construction processes; carry out the following

duties related to environmental mitigation with particular reference to the technical

requirements of sound environmental standards on the basis of ADB’s Environmental

Guidelines for Selected Infrastructure Development Project (Highways & Roads) during

construction: ensure that all the environmental mitigation measures required to be

implemented are incorporated into the contract documents, supervise and monitor the

implementation of environmental mitigation measures required, in the event of

occurrence of any unexpected environmental impacts, coordinate with the

(1) Prepare and submit Quarterly Review Reports in every three months (QRR), Monthly

Progress Reports (MPR), Contract Review Report for each package (CRR), Substantial

Completion Certificate, Final Completion Report/ Final Report & Project Completion

Report to the Employer through the Engineer on a format as provided by the Employer.

The progress report format includes various chapters and contains guidelines of the

contents to be included in the Monthly Progress Report, which shall be adhered to strictly.

(2) The Supervisory Consultants shall also prepare, as the part of the progress report,

Monthly Contract Administration Report. A copy of Monthly Contract Administration

Report shall be submitted to Project Director (ADB) of RDA.

(3) The Consultants shall produce as necessary technical reports and position papers

dealing with technical matters arising during the project.

(4) The Consultants shall prepare an Interim Completion Report for contracts, which

reach the stage of substantial completion. These reports must be submitted immediately

after the "Taking Over" of the project.

(5) In case of a technical problem in the execution, the Consultant shall hire and send

Expert to the field to study and suggest remedial measures for due performance of the

road structure and its cost shall be included in his Overheads

(6) The Consultant should indicate the name of the Pavement and Geometric expert who

shall review work relating to these two items in design review process.

j. Payment Certificate

(1) Prepare monthly contract payment estimates and prepare narrative progress reports

and certifications for payment for approval of the Employer or Engineer including up to

21

date cost estimates projected for construction and supervision till completion of the

project and comments on Contractor’s program.

(2) Verify and certify work done for each Interim Payment Certificate in the form

designed by the Employer as Standard IPC Processing Pro-forma in addition to the

existing practice.

k. Cooperation, Assistance and Joint Measurement

(1) Assist Employer/Engineer with interpretation of Drawings & Contract Documents,

more particularly with respect to any disputes with the Contract or other affected parties.

(2) Inform Employer/Engineer of problems or potential foreseen problems which may arise in connection with the construction contract and recommend appropriate solution(s) to overcome the same.(3) Evaluate and make recommendations for the Engineer’s actions with respect to

claims, disputes, extension of time and other changes outside the scope of work of the

Contractor. The recommendations must be supported by necessary provisions of the

contract and irrespective of acceptance or rejection of the claims by Engineer, the exact

quantification of claims. Further in case of extension of time clear recommendations

based on the actual site conditions and unambiguous appraisal of the extension of time

with further recommendations of making it conditional or otherwise must be submitted.

(4) Respond to the requests made by the Employer for application of special attention to

any area/activity or in other matter, which is deemed important by the Employer.

(5) Recommend interim request and carry out joint measurements with the Contractor for

preparing a document, which clearly and accurately describes the work done and

payments due.

(6) Participate in accepting the completed Works and prepare a Final Report testifying

and certifying the acceptability of the completion Works.

(7) Cooperate with the Employer, the Engineer and the Contractor in the use where

required of, project-vide standardized or computerized methods, formats or programs of

reporting physical or financial progress or forecasts.

(8) Prepare format required for training of the Inspectors and field officer in the

application and quantity and quality controls, work programs implementation,

construction management, contract administration etc.

(9) Advise RDA on the need for effective liaison with local authorities, police,

landowners, utility owners, the public and other organizations affected by the Works in

order to minimize or avoid unnecessary delays or disputes.

22

(10) Assure that the Contractors comply with all the necessary requirements contained in

Environmental Mitigation Plan (EMP) and co-ordinate with other concerned

agencies/NGO’s related to the implementation of the environmental mitigation measures.

l. Settlement of Audit Para

(1) The Supervisory Consultants shall be responsible for settlement of the Audit Para

pertaining to the project without any time restriction such as completion of the project and

without any remuneration to be made separately on this account.

(2) The cooperation of the Consultants with respect to this aspect shall be adjudged for

significant contribution towards his future prequalification.

m. Deliverables

All deliverables completed in all respect shall be submitted to the Employer with

necessary verification or certifications within the construction period followed by Three

(03) months extended period for Select Staff, except for Monthly Progress Reports, which

shall of course be submitted on monthly basis. Following deliverables are required to be

provided by the Supervisory Consultants:

(1) X-Section (every 50 meters) submitted by the Contractor, checked and approved by

the Consultants/the Engineer.

(2) As-built Drawings submitted by the Contractor, after review and approval showing

remedial works proposed.

(3) Prepare and submit list of all office equipment, laboratory equipment, survey

equipment, furniture, vehicles, completed assets inventory and any other items provided

by the Contractor under the Contract, which is property of the Employer.

(4) Prepare and submit Project Completion Report giving all details of the project in

chronological order.

(5) Performance report on contractor, on completion of the defect liability period.

2.4. Source of the literature

The above Literature is discussed in the direct reference from the following available

documents & specialized source books.

1. ADB guidelines on the use of Consultants by Asian Development Bank and its

Borrowers -April 2006.(pp 01-48)

2. Agreement for Consultancy Services in between RDA and PCI in associated with

RDC for CAARP Project - August 2005 (pp01-48).

23

3. Appendix –A Term of Reference for Construction Supervision Consultants

Assignment, CAARP -Nov 2003 (pp01-14)

4. General Condition of Contract /Particular Condition of Contract for Time based &

lump sum based for Consultants. (FIDIC-IV) International Federation of Consulting

Engineers Box 311 - CH-1215 Geneva 15 – Switzerland, SKYPE fidic. Secretariat -

Tele +41-22-799 49 00 - Fax +41-22-799 49 01 - fidic@fidic.org - FIDIC.org.

5. Project Performance Audit Report on the Second road improvement Project (Loan

864-SRI [SF]) in Sri Lanka -June 2000(pp 01-34).

6. Consultancy Services for Project Monitoring & Construction Supervision Unit (PMU)

along with Quality Assurance for various project works taken up under JNNURM in

GVMC GREATER VISAKHAPATNAM MUNICIPAL CORPORATION

VISAKHAPATNAM-June 2007(pp 01-75).

7. Outline Terms of Reference for Construction Supervision Consultants National Trade

Corridor Highway Investment Program RFP proposal for Islamic Republic of

Pakistan National Highway Authority (Procurement and Contract Administration

Section) Government of Pakistan in the implementation of its flagship initiative of

improvement of the National Trade Corridor, approved by the Government in 2005.

(pp01-08)

8. Experience in Central Asia Republics by (SMEC) Snowy Mountains Engineering

Corporation (PP 01-07).

9. Road Maintenance Programme in Cameroon Training Programme PREFED II, 2000

by Consultant BCEOM (PP 01 -06).

10. World Bank Report No.PID5867 By Task Team Leader Juan Gaviria,1999 (pp 01-

08).

24

CHAPTER 3. RESEARCH METHODOLOGY

Research methodology of the research study is given below under the following sub

headings for this research dissertation. It briefly includes the method of data collection,

study area and the data collection techniques and also the method of data analysis. The

Research study activity Plan in annexed in Annexure-3.

3.1 Research Design & Methodology

3.1.1 Objectives

As explained above, objectives of this research study to assess the Performance of

ongoing CAARP Project Construction Supervision Consultants and to find out the

factors affecting to achieve the Goals and Objectives of the CAARP project also

to find out the possibilities to eliminate them in order improve the situation.

3.1.2. Research Design

The design is adopted on questionnaire based method for data collection and

have three types of questionnaires to suit for the different category of the

officers, who were requested by my sample letter of request annexed in

Annexure-3.1 to collect data, views & comments among the three different staff

category in involving this CAARP project in order to perform successful this

research study.

3.1.2. Study Area

Although the ongoing CAARP project is implemented in North & East provinces,

it is limited due to the constraints in collecting data from Batticaloa & Ampara

areas to study in the following areas;

Vavuniya

Trincomalee

Pulmoddai

Kilinochchi.

3.1.3 Type of Data Collection

The data collection is based on sample surveys and based on Questionnaire

formats. Questionnaires are distributed by hand and online. The types of data is

the qualitative data, which is normal ordinal and from the primary sources.

25

3.1.4 Type of Respondents

Three types of questionnaires are annexed in Annexure 3.1A, 3.1B & 3.1C based

in relevant questions to each category of samples. It was also pre-tested the

questionnaire before the survey was carried out. Details are given below.

3.1.4. A Type -1 –Questionnaire -for Contractors

Questionnaire will be based the questions to collect data from only

contractors who involved in particular CAARP project to answer the

questions enable to assess the past performance of consultants, how

consultant’s feed back and their pro-activeness to attend the problems &

issues faced and raised by Contractors? How long they have got to attend

& respond? And what are delays in consultant’s side? Whether reasonable

or not acceptable?

3.1.4. B Type -2 Questionnaires -for Consultants

Questionnaires will be based the questions to collect data from only

Consultants view to answer the actual problems in related with above

issues and how far they have avoided delays and enthusiastically &

proactively attended and what extend? What are the delays not in their side

and time taken for responding the problems whether it is reasonable or not

tolerated?

3.1.4. C Type-3 Questionnaire -for RDA PMU Staff

Questionnaire will be based the questions to collect data from RDA/PMU

staff, who are involving CAARP project in Monitoring Unit and the

Project Management unit. To assess the performance of Consultant using

various indicators and to find out the cause of the problems.

3.1.5 Method of Data Collection/Data collection Procedures

Data collected the through answering pre-tested and well designed questionnaires by hand

or online methods.

26

3.2 Sampling Techniques

Under sampling techniques it is suited to go with Probability sampling in this study each

officer of the population has specifiable probability of being chosen for data collection.

Under Probability sampling Cluster sampling method is chosen from the selected areas

only. This sampling method, the population is divided into groups which are to be similar

to each other. The data are collected from each individual from the Cluster for the

detailed study.

3.3. Data Analysis

From the above research methodology, communicated with cluster samples in order to

full fill the data, which is required to get necessary information to complete the research

study.

Relevant & sufficient information have been collected by filled questionnaires from

responders and will be discussed in Chapter 4. By Data Presentation about the

information, this is really required to full fill the data collection.

27

CHAPTER 4. DATA PRESENTATION & DATA ANALYSIS.

4. 1 Data Presentation & Analysis from the Contractors involved in CAARP

4. 1.1 Data Presentation from Ongoing CAARP contractors

Accordingly, samples have been collected through questionnaires from the

CAARP contractors and annexed in Annexure 4.1 A to Annexure 4.1.F and

details of their views, comments & observations for the study, are given below.

Table No.4.1.1 No of Contracts under study in Conflict areas

Details of Samples Collected in Project Area and No of ongoing CAARP Contracts in Conflict Affected Area

Project Area

SAMPLE COLLECTED Total No. of Sample

Collected

No. Of Ongoing CAARP

Contracts A B C D E F

Vavuniya √ 1 1

  Trincomalee √ 1 1

  Pulmoddai √ 1 1

      Kilinochchi. √ √ √ √ 4 7

TOTAL           7 10

Fig. 4.1.1 No of Contracts under study in Conflict affected areas

From the Responses of the on going CAARP contractors, their views & encountered

problems are tabulated in the following table.

28

Table No. 4.1.2 Problems encountered by Contractors

Encountered Problems and views from Contractors of the ongoing CAARP Projects

NO. Encounter Problems/views Collected Samples

A B C D E F1 Quantity Variance in BOQQ          2 Adequate Price Escalation Provision          3 Delays in Approval of Quality materials     4 Shortage in Quality Materials     5 Shortage in Manpower/laborers        6 Restriction in Transport facility & Mobility     7 Mobilize & Maintain of Staff & skilled labor    

8Consultants are theoretical and not in practical site

   

9Inadequate experience Consultants not quality Consultants

    10 Prevailing Situation

11Delays in approvals/arriving decisions by Consultants

   

12Shortcoming in identification of initial scopes

         

4. 1.2 Data Analysis from Ongoing CAARP contractors

By analyzing from the above data presentation, Contractor’s response in giving the

reasons and the factors affecting in not achieving the Goals & Objectives of CAARP

listed and summarized in the above table.

Therefore the above encountered problems and their views, Factors & underlying causes

affecting in not achieving the Goals & Objectives of CAARP are analyzed in details and

listed them below in point form.

Main factors or underlying causes affect the Ongoing CAARP Project in

achieving the Goal & Objectives of the Project

29

1. Security situation problem prevents to mobilize & maintain Machinery, Equipment,

Technical staff, labor strength & skill workers from other art of the country.

2. Man power shortage in project areas.

3. Shortage in Machinery & Equipments in project areas.

4. Shortage in Technical staff & skill workers in project areas.

5. Difficulties due to security restrictions affecting to obtain Road building

construction materials from the limited resources available in project areas in

accordance with standard specifications.

6. Delays in Consultant’s decisions & approvals for selection of materials & methods

of works.

7. Not always happy with consultant’s attitude.

8. Frequently changing scopes will upset the progress.

9. Consultant’s experience inadequate in arriving to the decisions implies delays

10. Consultant’s most of them are on theoretical side and in practical side.

11. Considerable Quantity variance due to the fast deterioration of roads, which were

not maintained for past two decades and time lapse in implementation of

rehabilitation.

12. Provision of Price Escalation due to the prevailing situation of the country is not

adequate and affecting the profit mark-up implies slow progress.

13. Public complaints and intolerable situation restricts of work activities implies

affecting efficient works and slowdown progress.

14. Security situation imposes restriction of working hours & transportation problems in

transporting materials to sites.

4. 2. Data Presentation & Analysis from Construction Supervision Consultants

involved in CAARP

4. 2.1 Data Presentation from Construction Supervision Consultants

involved in CAARP

30

Accordingly, samples have been collected through questionnaires from the Construction

supervision Consultants and annexed in Annexure 4.2.A to Annexure 4.2.K and their

over views, comments & observations for the study, are given below.

Table No. 4.2.1.1: Table Showing the details of Samples Collected from Conflict

affected areas

Details of Samples Collected in Project Area

 

Samples Collected Total No.of

Sample Collected

No.Of CAARP

Contracts A B C D E F G H I J K

Vavuniya √ √ √ √ √ √ √ 7 1

  Trincomalee √ √ √ √ √ √ √ 7 1

  Pulmoddai √ √ √ √ √ √ √ √ √ 9 1

      Kilinochchi. √ √ √ √ √ 5 7

Total 4 4 4 1 4 4 1 1 1 1 3 28 10

Fig. No. 4.2.1 Showing Details of Samples Collected and No.of CAARP

Projects in Conflict affected area

Chart Showing No of Samples Selected & No of CAARP ongoing Projects

0

1

2

3

4

5

6

7

8

9

10

Conflict Affected Area

No

of

Sam

ple

s &

Co

ntr

acts

Total No.of Sample Collected

No.Of CAARP Contracts

Total No.of SampleCollected

7 7 9 5

No.Of CAARP Contracts 1 1 1 7

Vavuniya  

Trincomalee   Pulmoddai

      Kilinochchi.

From the responses of the questionnaires received from the Construction Supervision

Consultants Staff, the following their summarized views, comments & observations are

given in the following table.

31

Table No. 4.2.1.2 Problems/factors, which are encountered by Construction

supervision Consultants, affect in achieving goals & Objectives of

CAARP

Encountered Problems and views from the Construction Supervision Consultants of the ongoing CAARP Projects

   

NO. Encounter Problems/views Collected Samples

A B C D E F G H I J K

1

Scarcity of High Quality Consultant staff.        

2

Shortage in Quality Materials    

3

Shortage in Manpower/labourers    

4

Restriction in Transport facility & Mobility

5

Mobilize & Maintain of Staff & skilled labour

6

Low Quality Construction Supervision Consultant staff  

7 In-experience of contractors  

8

Prevailing Situation of civil unrest  

9

FIDIC condition of Contract is not conversant with most the contractors

10

Difficult in Evaluate Claims due to reluctant in providing information & lack of maintaining records            

11

Shortage Machinery & Equipment in Project area

 

12

Shortcoming in identifications of initial scopes                  

13

Delays in Construction activities

4.2.2 Data Analysis from Construction Supervision Consultants

involved in CAARP

32

By analyzing from the above data presentation, Consultant’s views & reasons in not

achieving the Goals & Objectives of CAARP listed and summarized in the following

table.

Table No. 4.2.2 Summary of the factors & underlying causes affecting in

achieving the Goals & Objectives of CAARP

No.

Summary of Factor & Underlying causes affecting in achieving Goals & Objectives of CAARP

1 Scarcity of High Quality Consultant staff.

2 Shortage in Quality Materials

3

Shortage in Manpower/laborers

4Restriction in Transport facility & Mobility

5 Mobilize & Maintain of Staff & skilled labour

6 Low Quality Construction Supervision Consultant staff

7 In-experience of contractors

8Prevailing Situation of civil unrest

9FIDIC condition of Contract is not conversant with most the contractors

10

Difficult in Evaluate Claims due to reluctant in providing information & lack of maintaining records

11Shortage Machinery & Equipment in Project area

12 Shortcoming in identifications of initial scopes

13 Delays in Construction activities

Analysis of Main factors that affect Ongoing CAARP Project or underlying

causes preventing in achieving the Goal & Objectives of the Project

33

1. Main problems inevitably related to the ongoing situation of civil unrest within the

country allied to the spread of the all packages.

2. The Security situation prevents skill workers moving from south to North& East and

employing local non-skilled workers, who are not familiar in road works, gives poor

workmanship and bad quality. Because local workers are not familiar with the road

works as there had been no major road projects for past 2-3 decades.

3. Since the inexperience of Many of Contractors in this system of Road works,

consultants have to put more inputs enable them to learn the system specially in

condition of contract and the responsibilities & obligations placed on contractors.

4. Scarcity of High Quality Consultant staff.

5. FIDIC condition of Contract is not conversant with most the contractors: Contract

Obligations & responsibilities are not clearly understood by most of the contractors.

6. It was Difficult to attract and retain high quality local & expatriate staff for the

supervision services due to pertaining situation and on account of the higher salaried

being offered for alternative employment opportunities in more stable locations within

the country.

7. Goals & objectives of the CAARP are not realized this will be due to external factors

over which none of the parties to the contracts had any control.

8. The ongoing political climate has not been conducive to the achievement of the Goals

& objectives of the CAARP. The Project was intended as rebuilding the confidence of

the local people in the redevelopment of the infrastructure of the country following

cessation of hostilities between the Government and the Tamil forces.

9. The fact that most of the contracts were disrupted by the sporadic outbursts of the

violence between the Government security forces & LTTE and problems to

contractors (and hence to supervision services) as all contracts were sited in areas that

were under dispute.

10. Due to restricted traveling & harvesting local resources, high scopes of works have

been amended to suit the situation & available resources.

11. Difficult to negotiate price & Evaluate Claims, because Contractors were generally

reluctant to provide the information on which to conduct negotiations.

4.3. Data Presentation & Analysis from RDA –PMU Staff involved in CAARP

34

4.3.1 Data Presentation from RDA –PMU Staff involved in CAARP

Accordingly, samples have been collected through questionnaires from

RDA –PMU Staff and annexed in Annexure 4.3.A to Annexure 4.3.K.

These samples, which have been collected from PMU-RDA staff, covering

and representing for all packages of the CAARP project.

Table No. 4.3.1.1- Details of Samples Collected from PMU-RDA staff

No. Staff Category No of Samples Collected

1Project Director/Team Leader/Director

3

2 Deputy Director /Chief Engineer 2

3 Project Engineer/Engineer 3

Figure No.4.3.1 Figure showing collected the samples

representing the RDA- PMU staff for study

Chart showing samples representaion from RDA-PMU staff

Project Director/Team Leader/Director

37%

Deputy Director /Chief Engineer

25%

Project Engineer/Engineer 38%

From the responses, the details of their views, comments & observations

for the study, are given the following Table.

35

Table No. 4.3.1.2: Problems/factors, which are encountered by RDA-

PMU Staff, affect in achieving goals & Objectives of

CAARP

NO. Encounter Problems/views

Sample Collected from RDA-PMU Staff

A B C D E F G H

1

No specific assessment system at present to assess the performance of Consultants

2

Foreign Expatriate Team leader not visited project sites

3

Restriction of mobility of Consultants & RDA staff

4

Prevailing Situation of civil unrest giving undue advantages to Consultants & Contractors making Claims & Extensions

 

5

Cost Overrun

6

Low Quality Construction Supervision Consultant staff

7

Consultants attention to details in adequate

8

Consultants depend on Contractor’s information in finalizing Claims

9

Shortcoming in identifications of initial scopes

           

10

Unfavorable security situation

11

Mismanagement of Contractors

12

Scarcity of High Quality Consultant staff.  

13

Shortage in Quality Materials  

14

Shortage in Manpower/laborers  

15

Shortcomings in Contract Administration

36

16

Restriction in Transport facility & Mobility

17

Mobilize & Maintain of Staff & skilled labour

18 In-experience of contractors  

19

FIDIC condition of Contract is not conversant with most the contractors

20

Difficult in Evaluate Claims due to reluctant in providing information & lack of maintaining records      

21

Shortage Machinery & Equipment in Project area

 

22

Delays in Construction activities

4.3.2 Data Analysis from RDA –PMU Staff involved in CAARP

By going through the above data presentation from the RDA-PMU staff giving their

reasons in not achieving the Goals & Objectives of CAARP. Also their views are briefly

analyzed and listed them below in point form.

Analysis of Main factors that affect Ongoing CAARP Project or underlying

causes preventing in achieving the Goal & Objectives of the Project

1. Restricts mobility of Consultants & Employer staff due to the prevailing security

situation in the area.

2. Non-availability of a standard assessment scheme, with point or similar format and

lack of appreciation by the top management for a need of such a system. A rating

procedure was suggested for a different consultancy previously, but the application of

it was not favored by RDA management, due to the fear of straining relationships.

3. As the Team Leader has not made site visits even once a month due to various

reasons, it was decided that a local Team Leader who can effectively make site visits

to be appointed.

37

4. Shortage in Machinery & Equipments, Man power & Technical staff & skill workers

in project areas.

5. Difficulties due to security restrictions affecting to obtain Road building construction

materials from the limited resources available in project areas in accordance with

standard specifications.

6. There is a considerable gap in respect of achieving the time objective. Other than

direct effects of the adverse ground situation, the general approach of RDA and the

Consultants towards extension of time has been a very relaxed one. This situation has

given an undue advantage to contractors with poor performance. The above situation

leads to additional costs of supervision and price fluctuation.

7. There are cost overruns in some contracts due to shortcomings in the initial scope

identification.

8. Problems faced by the contractors in procurement of materials necessitated relaxation

of quality standards of certain materials which eventually results in a partial

achievement of the initial quality objective.

9. Consultant not plays the role intended by the terms and conditions of the Contract

effectively, it will eventually leads to the not achievement of Client’s goals and

objectives. Proper record keeping, timely decisions and accurate judgments based on

correct interpretation of the contract documents are vital for achieving the goals.

10. Consultant’s attention to details has been found inadequate. This situation was

observed in many areas such as progress monitoring, variations, measurements,

claims and extension of time. Too much dependence on the information submitted by

the Contractors is observed. Most of the time they do not take a proactive role in

collection of information, giving judgments and decisions. Lack of competence in

decision making has resulted in delays in many important actions. This situation is

attributable to lack of competence as well as relaxed attitude of the staff.

11. Tsunami affected CAARP project implementation in increase of exorbitant material &

Labour rates and to obtain adequate numbers of skilled laborers.

38

10. The current working arrangement of Managing & Monitoring Consultants is a more

collaborative one, rather than an evaluative situation. This means, RDA Project

Management Group take a proactive role in placing the consultant’s performance in

the right track, on a continuous basis. This is carried out as follows;

(a) Checking of the Consultant’s recommendations (in respect of time, quality

and cost) for their contractual validity and accuracy. Referring the

recommendations back to the Consultants in case of shortcomings;

(b) Making alternative assessments (claims, extension etc) and providing

findings as a feedback to the Consultant’s recommendation;

(c) Maintaining contract related data for easy reference;

(d) Informal discussions with the Consultants’ staff on complicated

contractual matters.

11. Due to Inadequate experience Consultants; RDA’s involvements have been

increased.

CHAPTER 5: CONCLUSIONS & RECOMMENDATION

5.1 Conclusions

39

5.1.1 The factors affect in achieving the Goals & Objectives of the CAARP

project.

1. Main problems inevitably related to the ongoing situation of civil unrest

within the country allied to the spread of the all packages.

2. Restricts mobility of Consultants & Employer staff to the project area.

3. Non-availability of a standard assessment scheme to assess Consultants

performance.

4. Security situation prevents to mobilize & maintain Machinery, Equipment,

Technical staff, labor strength & skill workers from other art of the country.

5. Shortage of Man power, Machinery & Equipments and Technical staff & skill

workers in project areas.

6. Security situation restricts to obtain quality construction materials from the

limited resources.

7. Delays in Consultant’s decisions & approvals for selection of materials &

methods of works.

8. Scarcity of High Quality Consultant staff implies Inexperience Consultants

staff.

9. Consultant’s most of them are on theoretical side and in practical side.

10. Considerable Quantity variance due to the fast deterioration of roads & due to

shortcomings in the initial scope identification.

11. Provision of Price Escalation due to the prevailing situation of the country is

not adequate and affecting the profit mark-up implies slow progress.

12. Security situation imposes restriction of working hours & transportation

problems in transporting materials to sites.

13. Non availability of skilled workers, gives poor workmanship and bad quality.

14. In-experience Contractors, and FIDIC condition of Contract is not conversant

with most the contractors: Contract Obligations & responsibilities are not

clearly understood by most of the contractors.

15. Difficult to attract and retain high quality consultant’s staff.

16. Due to restricted traveling & harvesting local resources, high scopes of works

have been amended to suit the situation & available resources.

17. Difficult in Evaluate Claims and Negotiate price because Contractors were

generally reluctant to provide the information on which to conduct

negotiations.

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18. Delays, Extensions claims, Price Escalations claims, Physical & Financial

contingencies implies Cost overrun of the project.

5.1.2 The underlying causes preventing to achieve the Goals & Objectives of the

CAARP

Unfavorable security situation and resulting disturbances.

Restriction in mobility of Consultants & Employer staff to project areas.

Non-availability of a standard assessment scheme to assess the performance of

consultants

Scarcity of High Quality Consultant staff implies Inexperience & Low quality

Consultants staff.

Shortcoming in contract administration.

Inexperience contractors.

FIDIC condition of Contract is not conversant with most the contractors

Difficulty in mobilizing & maintaining Machinery, Equipment, Technical staff,

labor strength & skill workers from other art of the country

Shortcomings in the initial scope identification.

Mismanagement by the Contractors;

Shortage of human resources, Machinery, equipment Technical staff & skill

workers in project areas;

Security situation restricts to obtain quality construction materials from the limited

resources.

Security situation imposed in restrict of working hours & transport activities

Delays in Consultant’s decisions & approvals for selection of materials &

methods of works.

Quantity variations, Delays, Price Escalation Claims & Extensions claims implies

Cost overrun.

5.2 RECOMMENDATIONS

Recommendations for the remedial actions to be taken to eliminate the identified

above problems in order to improve Monitoring & Management by Construction

Supervision Consultancy services funded by ADB Projects in Conflict Affected

Areas ? “

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1. Since the Projects are in Conflict affected area, where the contractors are generally

inexperienced and the Contracts are also small, are difficult to implement due to the

prevailing condition, Supervision of contract has to maintain very close contacts

between supervision teams & Contractors to engender a spirit of cooperation without

development of confrontational attitude, which often prevails when difficulties are

experienced. The methodology to be adopted to hold frequent meetings with the

contractors and for the supervision teams to offer the maximum possible advice and

guidance to the contractors. Also it is important for all parties (Client, Consultants and

Contractors) to join together to obtain the best possible quality and to try to finalize

the Contracts as quickly as possible without significant detriment to any of the parties

concerned and the team should assist contractors to ensure that the requirements of

the Clients are met in the most expeditious manner.

2. Quality Assurance method is more innovative than the Quality control method.

3. QBS Selection criteria is more appropriate than QCBS method selection, when

selecting Consultancy service for even the Construction supervision in Conflict

affected areas in order maintain high quality staff.

4. Contracts in Conflict area to be implemented by local and inexperienced small and

medium-sized contractors, it would be appropriate best to utilize simpler Conditions

of Contract and/or to organize some form of training by ICTAD/RDA in order to

familiarize the FIDIC in contract implementation in order to promote their capacity

of to carry out works in conformity with quality standards while making sufficient

profit to ensure them a successful future.

5. Since the Consultant staffs are also not very high quality, Consultant’s staff also

should be given an ‘In House “training on Contract Administration. & Road

Specification & standards by the clients as there are severe shortage of Engineers &

Technical officers with Roads experience.

6. Standard performance appraisal scheme/ system with point or similar format to be

introduced in order to assess the Consultant’s performance enable them to play the

role intended by the terms and conditions of the Contract effectively, it will eventually

leads to the achievement of project’s goals and objectives. Proper record keeping,

timely decisions and accurate judgments based on correct interpretation of the

contract documents are vital for achieving the goals.

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7. Consultants should have a quality assurance system within their organization which

should address the following issues:

Selection of staff who are adequately competent in their subject areas

Timely response to all contractual correspondence by the contractor, with correct

interpretation of the contractual provisions;

Proper identification of the primary and secondary responsibilities (checking,

approval etc) on the decisions, so that errors made at one level are eliminated at

the next level;

An information system which should consist of information related to cost and

time, with proper mechanism for updating;

Continuous updating of records of measurement, instructions, and claim related

data, variations and progress.

8. Consultants should be aware of the funding limitations and the agreed time frame of

the Foreign Funded Projects. Hence, continuous monitoring of cost and time is

essential. Consultant’s organization should be geared to handle this task. Client’s

interests should always be considered when making decisions, while administering

the contract with due fairness to the Contractor.

9. RDA or Highway sector’s staff, who are very adequate experience in roads & bridges,

should be encouraged to serve as consultants by releasing them from RDA on no-pay

leave for a limited period enable to give equal opportunity to all technical staff.

10. Effective Progress Monitoring is one of the automatic tool to monitor the Performance

of the Construction Supervision Consultant.

11.  Potentate the standardization of progress will continuously improve the ability and

level of project supervision Dispatch experts to project sites periodically or a

periodically to offer technical services and operational guidance so as to assist in

solving technical problems with powerful technical support from RDA.

12. High quality and efficiency: - RDA should provide high-grade service by

efficiently, economically, effectively & environment friendly work so as to meet the

comprehensive requirement of the country on performance, safety, reliability, cost

and construction period, environmental protection of the projects.

13. Advanced technologies: - introduce the scheme of selection through technical

comparison, design optimization at different design stages and adoption of advanced

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technical equipment and an environment-friendly construction materials enable RDA

to utilize the most rational technical means based on the features of different projects

and make every effort to achieve optimal engineering and social benefits.

14. Perfect service: RDA possesses a complete series of service criteria implemented

through strict organizational and managerial measures and supported by

corresponding resources.

15.  Continuously satisfy the expectation of the clients, society and staff: The demands of

the clients and other relevant organizations vary with time and the expectation of the

clients, society, staff and other related parties increases along with the development of

social productivity, therefore, RDA have to unceasingly improve and perfect the

Quality Management System (QMS), Environmental Management System (EMS)

and Occupational Health and Safety Management System (OHSMS) of the

institute, consider the interest and expectation of the enterprise itself and other related

parties as well in a balanced way in the course of development of the institute,

upgrade the technology and improve the service quality and managerial level to

satisfy the expectation of the clients, society and staff.

End

REFERENCES;

The following references have referred in order to prepare this Research Dissertation

report.

1. ADB guidelines on the use of Consultants by Asian Development Bank and its

Borrowers -April 2006.(pp 01-48)

44

2. Agreement for Consultancy Services in between RDA and PCI in associated with

RDC for CAARP Project - August 2005 (pp01-48).

3. Appendix –A Term of Reference for Construction Supervision Consultants

Assignment, CAARP -Nov 2003 (pp01-14)

4. General Condition of Contract /Particular Condition of Contract for Time based &

lump sum based for Consultants. (FIDIC-IV) International Federation of Consulting

Engineers Box 311 - CH-1215 Geneva 15 – Switzerland, SKYPE fidic. Secretariat -

Tele +41-22-799 49 00 - Fax +41-22-799 49 01 - fidic@fidic.org - FIDIC.org.

5. Project Performance Audit Report on the Second road improvement Project (Loan

864-SRI [SF]) in Sri Lanka -June 2000(pp 01-34).

6. Consultancy Services for Project Monitoring & Construction Supervision Unit (PMU)

along with Quality Assurance for various project works taken up under JNNURM in

GVMC GREATER VISAKHAPATNAM MUNICIPAL CORPORATION

VISAKHAPATNAM-June 2007(pp 01-75).

7. Outline Terms of Reference for Construction Supervision Consultants National Trade

Corridor Highway Investment Program RFP proposal for Islamic Republic of

Pakistan National Highway Authority (Procurement and Contract Administration

Section) Government of Pakistan in the implementation of its flagship initiative of

improvement of the National Trade Corridor, approved by the Government in 2005.

(pp01-08)

8. Experience in Central Asia Republics by (SMEC) Snowy Mountains Engineering

Corporation (PP 01-07).

9. Road Maintenance Programme in Cameroon Training Programme PREFED II,2000

By Consultant BCEOM (PP 01 -06).

10. World Bank Report No.PID5867 By Task Team Leader Juan Gaviria, 1999

(pp 01-08).

APPENDICES

The following annexure are attached accordingly

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Annexure 1.1 RDA Organization Chart

Annexure 1.5A Showing the Location Map for Roads under taken for CAARP

Annexure 1.5B List of Roads under CAARP

Annexure 3 Activity Plan for Study in Bar Chart

Annexure - 3.1 Questionnaire – Covering Letter

Annexure - 3.1A Questionnaire – Consultant Annexure - 3.1B Questionnaire – Contractor

Annexure - 3.1C Questionnaire – RDA /PMU Staff

Annexurer-4 Physical & Financial Progress

Annexures-4.1.A -4.1. F Response from Contractors

Annexures-4.2.A –4.2. K Response from Consultants

Annexures-4.3.A –4.3. H Response from RDA /PMU Staff

46