A RESEARCH ON HOW TO IMPROVE THE MONITORING & MANAGEMENT

A RESEARCH ON How to improve THE Monitoring & Management BY Construction Supervision CONsultants under ADB funded Road Projects in Conflict Affected Areas

 Chapter    1.         Introduction

1.1       Background

1.1.1    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 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 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.

 

1.1.4                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
• 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 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.

 

• 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.

 

• 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.

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 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;

 

• 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 Project Management Unit (PMU) of RDA, to provide necessary mitigation measures; and
• 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:
• prepare reports, including technical appraisals, additional contract

documentation, and/or review and comment on the contractor's proposals, as may be required for the successful completion of the Project; and

• 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).

 

 

 

 

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.

                                                                                                                                          

• 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.

 

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 ;

 

• 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? “

 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. 1. Assist in day-to-day Monitoring of the projects, Progress Reporting and Updation of records on day-to-day basis.
2. 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. 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 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.

1. 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.

 

1. Survey Work

(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.

 

1. 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.

 

• Issuing the order to commence the works,
• Approving variation in quantities,
• Approving subletting of any part of the works and assignment of work;
• Approving extension of time and certifying additional cost,
• Issue of certificates for the completion of works,

 

1. 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.

 

1. Construction Supervision

1. Review of contract documents and report any inconsistencies, omissions, inclusion needed etc.
2. 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.

• 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.

1. Prepare reports as per requirement of Terms of Reference.
2. 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.
3. Carry out inspection of all working areas and installations to ensure that the work complies with the specifications.

• Examine Contractor’s installation, accommodation, medical clinic, construction equipment and laboratories to ensure compliance with the specification.
• 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.

1. Ascertain and agree with the contractor the work measurement and keep measurement records;
2. Maintain records, correspondence and diaries;
3. Preparation of monthly valuations and issue interim certificates for progress payments

• Prepare and submit to the RDA for approval any contract change order, together with the related specifications and drawings.
• 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.
• Alert the RDA to any problem which may arise or that might arise in connection with the contract and make recommendations for solving it.

1. Evaluate all claims for additional payments or extension of time submitted by the contractor and make recommendations on them to the RDA.

• 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.
• 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.
• Certify completion of part or all of the work.
• Inspect the works at appropriate intervals during the maintenance period and issue the maintenance certificate.

1. At the completion of the contract, undertaken benefit monitoring and evaluation of the project acceptable to RDA and ADB.

• Provide the Employer with complete records, reports and assist the Contractor in the provision of “As Built” drawings for the contract.
• Consultants should perform the consultancy service in accordance with the General Rules of RDA especially with “Financial Control-Contact Recording Reporting Procedure of RDA”.
• Evaluation of change of design/alternate designs proposed by the Contractor and report to RDA with recommendations.
• Monitoring of bonds, guarantees and insurance and advice the Employer in advance.
• 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.
• Conducting Contract Site Meetings monthly which are to be attended by Consultant, Contractor’s Representative and the Employer.
• Attending security meetings if necessary.

 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.

(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.

 

1. 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.

1. 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 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.

 

1. 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 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.

1. 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.

(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.

1. 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.

1. 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.

 

• 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).
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 - [email protected] - 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).

 

1. 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)

 

1. Experience in Central Asia Republics by (SMEC) Snowy Mountains Engineering Corporation (PP 01-07).
2. Road Maintenance Programme in Cameroon Training Programme PREFED II, 2000 by Consultant BCEOM (PP 01 -06).
3. World Bank Report No.PID5867 By    Task Team Leader Juan Gaviria,1999 (pp 01-08).

 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.

 

• 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.

 

• 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

 

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.

 

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.

 

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.  

  

Chapter    4.         DATA PRESENTATION & DATA ANALYSIS.

 

1. 1 Data Presentation & Analysis from the Contractors involved in CAARP
2. 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 

 

 

Table No. 4.1.2 Problems encountered by Contractors 

 

 

 

1. 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

 

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.

 

 

 

 

 

 

 

1. 2. Data Presentation & Analysis from Construction Supervision Consultants involved in CAARP
2. 2.1 Data Presentation from Construction Supervision Consultants                                       involved in CAARP  

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

 

Fig. No. 4.2.1 Showing Details of Samples Collected and No.of CAARP                                               Projects in Conflict affected area

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.

 

Table No. 4.2.1.2 Problems/factors, which are encountered by Construction                                            supervision Consultants, affect in achieving goals & Objectives of                                      CAARP   

 

 

4.2.2 Data Analysis from Construction Supervision Consultants                                                 involved in CAARP  

 

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

 

 

 

 

 

 

 

• Analysis of Main factors that affect Ongoing CAARP Project or underlying causes preventing in achieving the Goal & Objectives of the 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. 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

 

        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 

 

 

Figure No.4.3.1          Figure showing collected the samples                                                                     representing the RDA- PMU staff for study

 

 

From the responses, the details of their views, comments & observations for the study, are given the following Table.

 

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

  PMU Staff, affect in achieving goals & Objectives of         

  CAARP

 

 

 

        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.

 

1. 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.

 

1. 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.

 

1. Shortage in Machinery & Equipments, Man power & Technical staff & skill workers in project areas.
2. 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.
3. 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.

 

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

 

1. 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.

 

1. 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.    

  

1. 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.

    

1. Tsunami affected CAARP project implementation in increase of exorbitant material & Labour rates and to obtain adequate numbers of skilled laborers.

 

1. 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;

 

• 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;
• Making alternative assessments (claims, extension etc) and providing findings as a feedback to the Consultant’s recommendation;
• Maintaining contract related data for easy reference;
• Informal discussions with the Consultants’ staff on complicated contractual matters.

 

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

 Chapter 5: Conclusions & Recommendation

 

5.1 Conclusions

 

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.
18. Delays, Extensions claims, Price Escalations claims, Physical & Financial contingencies implies Cost overrun of the project.

 

• 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 ?  “

 

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.

 

1. 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.
2. 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.

1. 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.
2. 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.
3. Effective Progress Monitoring is one of the automatic tool to monitor the Performance of the Construction Supervision Consultant.
4. 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.

 

 

1. 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.
2. Advanced technologies: - introduce the scheme of selection through technical comparison, design optimization at different design stages and adoption of advanced 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.
3. Perfect service: RDA possesses a complete series of service criteria implemented through strict organizational and managerial measures and supported by corresponding resources.
4. 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.

 

I

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)
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 - [email protected] - 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