Sound Engineering Solution plc

TECHNICAL APPROACHES AND METHODOLOGY

Approach

The key to the success of the Project will lie in efficient and effective project management and
cooperation with all external parties (stakeholders) involved. To ensure effective and efficient
project management as well as smooth transition from one phase to another that we will have the
same consultancy firm responsible for the work during the entire course of the project. This will
ensure that there will be continuity between the client and other bodies and organizations
throughout the whole duration of the consultancy assignment.

The Consultant’s team will also be responsible for ensuring that the project team will submit the
reports as required by the contract. During the course of the contract the public, local bodies and
organizations will be informed of the activities of the design consultant, and the role of the client.
Adequate publicity will assist all parties in undertaking the project activities and the Consultant’s
Team will be responsible for preparing a work plan for the public hearing of the feasibility study
and detailed design.

During the feasibility study the Consultant will produce the necessary documents and carry out
studies, as required in the TOR. The documentation and selected alternatives will then be
submitted for approval. However, simultaneously in the course of the preliminary design and
environmental study, we will maintain active discussions with the Client as well as with other
authorities and stakeholders. Consequently, we will be able to produce such alternatives, which
shall have common acceptance at the approval phase, and the approval of the final alternatives
could take place smoothly so that we could be able to continue with detailed design as soon as
possible after having the approval from the client.

BACKGROUND INFORMATION

Tegoga Cement Factory Share Company, located near Mekelle in Tabias May-Anbessa and
Debre Nazareth of Enderta Woreda, is on the way to constructing a cement factory with a clinker
capacity of 5000 tons per day/6700 tons of Cement per day. The project requires the
transportation of heavy machinery up to 150 tons during construction and ill handle
approximately 200 heavy trucks daily during cement dispatching. The budget has been allocated
for consultancy services to conduct route selection and survey, feasibility and environmental
impact assessment (EIA) studies, detailed engineering design resettlement action plan (RAP),
and tender document preparation for the Mekelle Indusry park- Tegoga village- Gravel Road
project, approximately 22.5 km in length.

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Of the total 22.5km distance, 13km from Mekelle Industry Park to the plant site is 10 meters
wide and the 9.5 km from the plant site to Tegoga Village is 7meters wide. Moreover, one new
bridge the crosses the Giba River is to be designed.
Tigray Road Authority (TRA) is responsible for the restoration, expansion, and maintenance of
the Tigray regional road network aiming to improve transport efficiency, reduce road transport
costs, provide access to rural areas, and develop institutional Capacity. Therefore, Tra requires
that all designs and bidding documents be prepared according to ERAs Design Manuals, Quality
manuals, and standard specifications to ensure high quality and cost-effective construction in
addition to the owner TCF.
Our office is interested in participating in the Consultancy Service for Detailed Engineering
Design, Tender Document preparation, and Execution service for Mekelle Industry Park-
Tegoga Village 22.5km Gravel Road and Bridge Work project. Therefore, we have submitted
this technical proposal which describes the methodology, and work plan, staff and deliverables
schedule to be used during our consultancy period. Team composition and task assignments

OBJECTIVES OF THE SERVICES

The main objectives of the Consulting Services, according to the TOR, are:

 Conduct thorough onsite inspection of the Road, recording distance, location and
elevation of the control point and physical feature
 Review previous studies and document for secondary data to support upcoming studies if
any
 Conduct Concept Design examining geotechnical characteristics and site investigation
for appropriate contract requirement
 Review ERA and other applicable standards specifications to ensure project specific
requirements are addressed
 Carry out detailed engineering design and prepare design reports
 Prepare documents for social and environmental impact assessment, risk assessment, and
Engineer estimates.
 Prepare complete tender document for construction
 Develop a resettlement action plan (RAP)
 Oversee the final execution of the project, ensuring compliance with design specifications
and quality standard

The consultancy service is divided into two phases;

Phase I

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A) Route Selection, Survey, Feasibility study, preliminary design, and environmental and social
impact assessment

Phase II

B) Detail Engineering Design, Bidding document preparation, resettlement action plan (RAP),
and Oversight of final execution

The Consultant will carry out the services in accordance with standards, specifications or
reference documents as per the terms of reference and of professional practice following
recognized engineering procedures.

In light of a careful study of the Terms of reference, the Consultant proposed his methodology
and made all necessary amendments for its appropriate application to the project. Hence the
detailed description of the approach, methodology, and work plan that the Consultant intends

SCOPE OF THE SERVICE

The consultancy service includes all activities necessary to achieve the objectives, using the
latest version of ERA Design Manuals and Guidelines, and internationally recognized standards
Such as AASHTO, where necessary, specific tasks include:

Phase I: Route Selection and Survey, Feasibility Study, EIA

 Submit an activity plan and time schedule to TCFSC

 Conduct an inventory survey of previously constructed Works and Integrate them into the
new design if any.
 Review previously selected routes or propose at least three alternatives’ alignments
selecting the preferred option with full justification.
 Determine the approximate length of the preferred alignment for any difference with the
existing old roads
 Identify town section along the alignment and consult local administrative bodies
 Confirm the project control point and determine the intermediate control point
 Reassess town Section for the necessity of providing median, walkways, and appropriate
road infrastructure.
 Identify detailed terrain classification and carry out a detailed Ground Survey
 Conduct a seven /eight-day, 12-hour classified traffic count and traffic forecast.
 Identify problematic Areas and propose design criterion relaxation where necessary.
 Conduct site visits, preliminary soil Surveys, sub-grade soil investigations, and
construction material Assessments.
 Carry out the preliminary design and confirm road classification, design life, earthworks,
pavement Design, roadside structures, materials, major cross drainage structures,
culverts, and bridges.

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 Compile initial Findings and critical items for further field investigation
 Review ongoing and past projects to incorporate best practices and avoid past mistakes.
 Produce Employer Requirements from preliminary studies and design manuals

Phase II: Detail Engineering Design, Bidding document preparation, resettlement action plan
(RAP), and Oversight of final execution

 Submit Design and bidding document according to ERA’s Standard specification and
internationally recognized standard specifications and internationally recognized
standards.
 Conduct detailed Geotechnical investigation and prepare reports
 Perform environmental and social impact assessments, including mitigation measures and
public consultation
 Develop a detailed resettlement action plan (RAP), including socio-economic data,
mitigation measures, and costs.
 Ensure Compliance with ERA and World Bank requirements/policies for ESIA and RAP.
 Oversee the execution of the project, ensuring compliance with design specification
quality standards, and project timelines.
 Pavement Design based on visual inspections, sub-grade investigation, and traffic data
analysis
 Sub-grade soil and construction material investigations.
 Detailed environmental and social impact assessments, including mitigation measures for
adverse impacts on the natural environment, drainage, soil, water, cultural heritage, and
more.
 Resettlement action plan preparation, addressing socio-economic impact on project-
affected people (PAPs), including special arrangements for disabled and women-headed
households
 Supervision and Quality control during the final execution of the project

METHODOLOGY
The detailed methodology to execute each task is developed based on the nature of the work and
desirable standards of the work. To ensure that all activities under the consulting services are
covered the discussion of the methodology follows as closely as possible the main tasks out in
the scope of the service.
PHASE I: Route Selection and Survey, Feasibility Study, EIA

3.1 Mobilization.

Following the award of the service contract and in accordance with the relevant provision of the
conditions of the contract, the service will commence within the time stipulated in the service

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agreement. The project team that will be required for the inception stage will be mobilized
forthwith.

Data collection and start-up works for surveying and condition survey will commence
immediately as soon as the mobilization of personnel and equipment for this stage is done.

3.1.1 Data Collection

The consultant team before proceeding to the main project tasks will collect all pertinent project
related data. The team are expected to review the data, evaluate its importance for the service,
and convey the outcome of the review before continuing the project works. In case, there is no
available or relevant data the team will resume the field work all in accordance with the TOR
and as per the proposed methodology for the execution of the services.

3.1.2 Set-up Study Team

The Team Leader in coordination with the project director will establish a project office or will
use already established office that will be maintained for the duration of the design service. The
office will be supplied with all the necessary office furnishings and fittings.

3.1.3 Site Visits

The project manager will organize several site visits / field trips immediately after the initial
coordination meeting. The visits will be performed during this inception stage. The initial field
reconnaissance visits will be conduct with the aim of familiarizing each member of the
Consultant team with project scope and carry visual inspection of the road to have an overall
picture of the alignment (vertical and horizontal), drainage status, pavement condition,
accessibility, towns & populated areas along the project road and any other pertinent features of
the project.

The team will utilize different standard field forms to record all the observation. The team will
record all the information listed herein below (list is not exhaustive):-
 Socio-economic condition of the project area
 Geometric condition (sub-standard geometric elements will be recorded)
 Subgrade type
 Condition of the existing pavement if any
 Conditions of existing drainage structures if any
 Areas prone to flooding and that require additional drainage structure
 Sources of construction materials
 Environmental condition of the road
 Junctions and intersections along the road
 Water logged area
 Sections of the project road that require immediate intervention
 Overall environmental features along the project road

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3.1.4 Review of data, analysis of the results

The data will be reviewed and evaluated by the respective expertise. The findings will be
discussed among the project team to arrive at a consensus and pursue the work plan in line with
the TOR during this inception stage.

The team leader will disclose the outcome of the review at the earliest stage to THE CLIENT in
order to come up with an overall understanding on issues that will have significant effect on the
execution of the review and design works. The outcome will be addressed in the project work
plan that will be submitted together with the Inception Report.
The review exercise includes the following review tasks: -

 Review of Meteorological data

 Analysis of existing traffic survey data and axle load, if any
 Review of Towns master plan in relation to ROW, geometry
 Design Standards Review, etc

3.1.5 Preparation of Inception Report

The Team Leader /Highway Engineer will review and compile the outcomes of the activities
carried by each expertise and the inception report will be produced. The inception report will
also include the work plan for the next activity and will describe the initial findings. Detail
reporting requirements and description are described under chapter.

 Initial findings;
 Review of data analysis;
 Mobilization of personnel;
 Proposed approach and methodology for the study;
 Work Plan;
 Staffing; and
 Any other relevant information

3.2 Route Selection and Survey

The consultant will identify possible options for the proposed road and evaluate these in terms
of technical, financial and economic, environmental, social and strategic terms in the route
selection process.
Important sources which will provide an overview of the general road network context as well
as specific information for the studies of selected roads will include:

ERA Geometric Design Manual (2013)

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ERA: Site Investigation Manual

ERA: Pavement Design Manual Volumes I & II, 2002;
ERE: Overlay and Rehabilitation Manual
ERA: Drainage Manual (2013)
ERA: Bridge Manual (2013)
ERA: Design Manual Environmental
ERA: Procedures Manual
ERA Guideline No. ES1: Social Impact Assessment/Social Management Plan
ERA Guideline No. ES2: Resettlement Action Plan
ERA Guideline No. ES3: Environmental and Social Impact Assessment

The consultant may also use Additional publication which are approved by Employer’s
Representative

Possible routes will also be preliminarily identified by a joint discussion of all members of the
reconnaissance team.
The consultant will inspect the project road and conduct a survey covering;
 Existing pavement age, thickness, strength, current signs of distress or defects,
surface roughness, and year round pass ability
 Condition of side drains, minor and major structures,
 Road geometry and width,
 Nature of surrounding terrain, materials, adjacent use of land and vegetation and
 Current maintenance practice/input in relation to the existing road condition and
major problems including those likely to arise from side slopes, fills and cut area,
and ascertaining any areas of potential land slide that are likely to affect the ability
of the road to perform its main function over the next few years.

A review and analysis of historical traffic data for the study road sections, where available and
adjacent sections of the main road network will provide a key input into the transport demand
studies.

The Consultant will inspect and conduct a survey on the following geometrical items of the
road:-
i. Road widths and geometry,
The site surveys will be carried out to locate the horizontal boundaries of the carriageway,
drainage structures, and the road reserve at each section of the corridors and in addition, to locate
the centerline including the placement of permanent ground control points tied in to the national
grid.

ii. The nature of the terrain, materials, adjacent land use and vegetation

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Sources of road base and road surfacing materials will need to be identified in reasonable
proximity to the sections of road selected for construction. These are most likely to comprise
crushed quarried rock and crushed river boulders depending on location with further selection or
screening for asphalt or surface treatments.

We are confident that there are ample sources of material occurring along the road sections line
and that the road design and maintenance departments are able to identify these sources. Our
proposed materials field survey will confirm sufficient potential sources to cover any selected
road lengths within a reasonable haul distance.

3.2.1 Design Standard

The Consultant will base its design on the current new design guidelines of the client and if
found necessary will resort to the adoption of suitable standards from the following sources: -
 Functional road classification
 Design Standard as per the latest ERA Geometric Design Manual
 Different Cross-Section
 Design life of road pavement and any structures
Geometrical standards for Master Plan Roads will be studied considered and used wherever they
are found to be governing.

The draft design standards report prepared will be submitted to the client for comments and
approval. The Consultant will exercise ultimate care in avoiding mixing up of standards. The
design standard will also incorporate procedures to accommodate level of departures since it is
not economically feasible to maintain a design standard without some logical deviations.

3.2.2 Geographical and Agro-ecological Survey

Geographical and agro-ecological surveys are essential components in road construction
planning. They provide critical information about the terrain, soil conditions, vegetation, and
potential environmental impacts of the project. A breakdown of what these surveys typically
encompass include the following: -
Geographical Surveys:
 Topographic mapping: Creating detailed maps of the land surface, including elevation,
slopes, and contours. This helps identify suitable routes, potential landslides, and areas
requiring special engineering techniques.
 Hydrological assessment: Evaluating water bodies, drainage patterns, and potential
flooding risks. This ensures proper drainage systems and bridges are designed to
accommodate water flow.
 Geological analysis: Investigating the underlying rock formations and soil types. This
helps determine the stability of the roadbed and identify areas prone to erosion or
subsidence.

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 Seismic assessment: Evaluating the region's earthquake risk to ensure the road can
withstand seismic activity.
Agro-Ecological Surveys:
 Land use analysis: Identifying current land uses, such as agriculture, forestry, or urban
areas. This helps minimize disruption to existing activities.
 Soil fertility assessment: Evaluating soil quality and nutrient content to determine the
suitability of the area for road construction and potential impacts on agriculture.
 Vegetation mapping: Identifying plant species, their distribution, and ecological
importance. This helps avoid sensitive ecosystems and plan for appropriate mitigation
measures.
 Wildlife habitat assessment: Identifying habitats for endangered or protected species.
This ensures the road construction does not harm wildlife populations.
Combined Considerations:
 Environmental impact assessment (EIA): Evaluating the potential impacts of the road
on the environment, including air and water quality, noise pollution, and habitat
fragmentation.
 Social and cultural assessment: Considering the impact of the road on local
communities, cultural heritage sites, and livelihoods.
 Route selection: Using the survey data to identify the most suitable route based on
factors like cost, environmental impact, and engineering feasibility.
By conducting comprehensive geographical and agro-ecological surveys, road construction the
project will be planned and executed in a manner that minimizes environmental damage, respects
local communities, and ensures long-term sustainability.

3.2.2.1 Demographic and Settlement Pattern Survey:

Which include population size and characteristics, density, towns, villages and market centers,
employment, income level/poverty condition, genders issues and socio-cultural aspects of the
people living in the route corridor of 5 to 10 km on either side of the proposed road?

3.2.2.2 Socio-economic Survey:

which will identify and assess existing and potential socio-economic activities, services and
projects, agricultural and other production, consumption and surplus/deficit situation, food
security status, infrastructure, energy, water and other social services, and socio-economic needs,
sources and potentials of the corridor based on sample surveys on selected representative
homogenous geophysical, distances and socio-economic environments.

3.2.2.3 Transport Survey:

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This will cover the assessment of transport pattern, available facilities, vehicles and services,
accessibility problems, and latent demand for mobility in the route corridor. This includes
transport means, travel distances, time transport needs will be established on trip purposes such
as local socio-economic and food security transport needs and transit transport between Woreda
as and regions.

3.2.2.4 Environmental Survey:

Which involves the scoping of the area of influence; generate baseline data and the relevant
environmental characteristics of the route corridor and compiling existing data and studies on the
biophysical and socio-economic environment and possible changes whose details are described
in the relevant section? The Consultant shall also undertake an environmental impact survey.
This should cover the full environmental impact of different investment options. It will include
the effects on the natural environment as well as the effects on communities that live in the
vicinity of the road. As part of the study resettlement issues and mitigation measures should
investigated and casted.

3.2.2.5 Corridor Determination

The project road corridor has to be determined before any activity is launched. The Consultant
will use all existing plan and information from Addis Ababa Information and Documentation
Departments, and the concerned parties which is available in the authority. In order to identify
possible corridors and alternative routes, all existing available maps from Ethiopian Mapping
Authority and the city’s master plan will be studied in detail.

The Consultant will liaise closely with the client and Master Plan Department to make sure that
the determined route is in the line with the master plan of Addis Ababa and with minimized
expropriation cost. Therefore, road corridor determination for roads within loss of property. For
the developed urban site, the emphasis will be given to the future land value, which needs
consideration to reserve more space for additional infrastructures which might be constructed
along the corridor of the road.

Detail desk study of the project area will be made by the senior staff members of the Consultant
(Highway Engineer, Bridge Engineer and Material Engineer) using the Northech map, available
existing map and the road network master Plan and information from Addis Ababa City Plan
Commission and Ethiopian mapping Authority. Once the desk study is completed, the Consultant
will carry out physical assessment of the project corridor. During this time, the Consultant will
identify;
 High rise buildings
 Residential and historic houses
 Religious, cultural and other public institution

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 Existing drainage structures

 Major utility lines/service lines
 Problematic soil areas and flood and sliding susceptible areas, etc
Once the physical assessment is completed, the consultant will prepare a very preliminary plan
and profile drawings of the project road, which is based on the least possible expropriation cost.
The Consultant will use the latest version software to generate DTM files which will enable to
decide the approximate length of the road, the physical constraints of the roads and the respective
location thereof. The findings of the above activities will be presented to the client and joint field
visit with the client and representatives from respective line ministries will be carried out to
finalize the route corridor selection.

The proposal will take into consideration the following factors:

 Physical and topographical factors

 Social and environmental factors
 The complies of the roads with the Master Plan
 Traffic service factors
 Cost factors
 Right of way
The final decision will be conformed through writing and the consultant will base all its
successive activities on the approved route corridor.
3.2.3 Site Reconnaissance and Investigation
3.2.3.1 Desk Study and Site Reconnaissance
 Comprehensive Review: Conduct a thorough review of existing data, including the
structural plan corridor determination or corridor selection report, relevant technical
studies, and other pertinent information related to the proposed road project.
 Site Visit and Ground Truthing: Undertake a detailed site reconnaissance to verify and
validate the findings of the desk study. Establish the preliminary alignment of the road
corridor on the ground, taking into account topographical features, existing land uses, and
potential constraints.
 Data Collection and Analysis: Collect and analyze data on the following aspects of the
project site:
o Geological Conditions:
 Rock types, geological structures, and dip orientations
 Rock strength and ripability
 Estimated rock quantities in excavations
o Material Resources:

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 Availability and distribution of construction materials (e.g., aggregates,

sand, gravel)
 Identification of potential material sources
o Water Resources:
 Presence and accessibility of water sources for construction and potential
future use
o Soil Conditions:
 Soil types, depth, and bearing capacity
 Soil erosion potential and erodibility
 Slope stability and drainage conditions
 Groundwater conditions
o Environmental Factors:
 Sensitive ecosystems, protected areas, or environmentally significant
features
 Potential impacts on air, water, and noise quality
3.2.3.2 Stakeholder Consultation and Coordination
 Review Existing Agreements: Assess existing agreements with stakeholders, including
regional, rural, and local authorities, to understand their expectations and requirements.
 Continued Consultation: Maintain an ongoing dialogue with stakeholders to address the
following specific areas:
o Land Use and Development:
 Built-up areas, villages, towns, and markets
 Areas with high pedestrian concentrations
 Road design speeds and dimensions through built-up areas
o Road Safety and Infrastructure:
 Road safety issues, footways, and dust control measures
 Flood history and mitigation strategies
o Land Acquisition and Resettlement:
 Right-of-way (ROW) issues
 Land acquisition, resettlement, and compensation plans

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 Complementary community activities

 Timing of community activities
o Resource Utilization:
 Use of gravel and water resources
 Employment of local labor
 Future access to local properties
o Service Disruption and Relocation:
 Disruption, reinstatement, and construction of services
 Environmental management plans
o Other Stakeholder Concerns:
 Address any additional issues or concerns raised by stakeholders
By conducting a comprehensive site reconnaissance and maintaining effective stakeholder
engagement, the consultant will ensure that the road project is aligned with the specific needs
and priorities of the region and its communities.

3.2.4 Roads Network Development

The consultant will develop modern development network with existing Roads and has to be
constructed in the future for respective projects. This will be done by discussing with
surrounding communities and local government officials at each woreda by which the roads pass
through.

3.2.5 Tender Document Preparation

The Consultant will prepare Tender Documents which will be used for tendering based on
National or International Competitive Bidding (NCB or ICB) procedures as agreed by the Client
and using FIDIC Conditions of Contract.

Volume I comprises of:

 Invitation to Bidders
 Instruction to Bidders
 Bidding Data Sheet
 General Conditions of Contract
 Condition of Particular Application
 Bill of Quantities with Preambles to BOQ
 Bidding Forms
 Contract Forms
 Standard Specification

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 Special Provisions
3.2.6 Engineering Cost Estimate
The Consultant will prepare a book of Computations and an estimate of Cost for the
Construction of the Road (Engineer’s Estimate). The Engineers Estimate will be in the form of
priced bill of Quantity and will be kept Confidential.

3.2.7 Public Disclosure

The consultant will present the EIA to the client who will advise on the necessary process for
public disclosure in accordance with the standing directives.

PHASE DETAILED ENGINEERING

II: DESIGN AND TENDER
DOCUMENT PREPARATION

Detailed Engineering Design and Preparation of Bidding Document

3.2.8 Design Standard

The purpose of the Specific Design standards Reports is:
 To establish and schedule all appropriate design standards and criteria for the project
road, ensuring that these are in accordance with ERA Design Manuals 2013
 To provide all the necessary information on design standards and criteria for the
designers to carry out the design
During the detailed design process, the Consultant will follow and make use of the latest version
of ERA Design Manuals and Standard Specification and Bidding Documents of 2013.
The ERA Design Manuals and Standards include:
 Geometric Design Manual
 Site Investigation Manual
 Pavement Design Manual Volume I – (Flexible and Unpaved Pavements)
 Pavement Design Manual Volume II –(Rigid Pavements)
 Drainage Design Manual
 Bridge Design Manual
 Standard Specification
The Consultant will describe/confirm the following: -

3.2.9 Road design

 Terrain and environmental considerations
 Road safety considerations
 Traffic volume and characteristics
 Design speed and speed controls
 Carriageway and shoulder widths, side slopes, side drain width for different road profiles,
and provide standard cross sections for all variations along the project road

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 Geometric design parameters for horizontal and vertical alignment

 Any areas of the project road that may require either special consideration to meet the
standards of may warrant a departure from the standard.
 Design period for pavement design
 Likely methods of construction – New, full or partial reconstruction, use of existing
pavement structure, use of new or recycled materials, overlay, etc.
 Proposed road pavement type –Unbound gravel, stabilized/bound gravel, road surface
alternatives – gravel, DBST or AC, rigid etc.
 Potential risks to the proposed method of construction and pavement type that need to be
investigated such as availability of materials for pavement layers, potential sources of
gravel, stone, water.

3.2.10 Drainage
 Design storm frequencies for different drainage structures, taking into account location,
flood hazards to upstream land or property or downstream score, strategic importance of
roads, alternative site s, economic or environmental consequences
 Runoff formulas to be used for computing flow rates with basin size limits
 Hydrologic flood methods to be used
 Method for computing time of construction or time to peak
 Side ditch design- erosion control considerations and criteria, energy dissipaters
 Vehicular loading on structures
 Terrain type, existing vegetation and land use, soil and geological type
 Anticipated future land use changes that may affect runoff rates and volumes
 Project specific coefficients and factors- runoff, frequency

3.2.11 Material and Site Investigation

The Consultant will carry out material and geotechnical investigations on the selected route
alignment and on sources of materials (quarries, borrow pits etc.) to approved standards. The
identified material sources will contain enough material quantity to satisfy the requirements of
the project.

A road reconnaissance survey will be carried out on the selected alignment. Thereafter, an
investigation (sampling) and testing program will be carried out; drawing on and upgrading work
undertaken at the route alignment selection stage. The detailed sampling and testing program
will be presented, by the Consultant, to the client for approval. The basic methodology to be
adopted is described below.

3.2.11.1 Investigation of Roadbed Material

For the road platform, the Consultant will focus on the identification of homogeneous categories
of sub-grade soils. Representative samples will be taken from hand pits or auger holes at a depth

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of 1below the formation level at a maximum interval of 500m. The collected samples will be
tested for the following tests at a frequency of 500m interval as per TOR’s requirement or at a
lesser interval as found necessary:

 Classification, insitu-density, and shrinkage limit

 Determination of Maximum Dry density and Optimum Moisture contents
 Standard/ Modified Compaction –CBR and swell
The test pit logs and test results will be submitted in appendix of Soil and Materials report.

3.2.11.2 Foundation Investigation of the Crossings

The samples collected from the aforementioned test methods will be tested for
 Classification,
 Natural moisture content
 Bulk unit weight tests
 Direct shear or Unconfined Compressive Strength (UCS) tests

3.2.11.3 Construction Materials Investigation

All possible sources of Constriction materials in the project area will be identified and
representative samples will be collected. Based on the results of the investigation, material
utilization diagram will be produced. All the material sources will be properly described,
photographed and their location will be described with respect to the coordinates and chain age
of the project.

3.2.11.4 Rock Quarries for Crushed Aggregate Production

Crushed aggregates are required for base course, asphalt and concrete aggregate. Crushed
aggregate sample will be collected from the existing basaltic quarry source and/or crusher plat,
for the following quality tests:
 Sieve Analysis
 Los Angeles Abrasion test
 Soundness test Sodium using sodium sulphate
 Striping test or bitumen affinity test
 Aggregate crushing value
 Water absorption and specific gravity
 Flakiness Index
 Plasticity Characteristics (LL & PI)

3.2.11.5 Rock Quarries for Masonry Work

The common types of rocks used for masonry works will be collected from the source. And then
the collected sample will be tested for:
 Compressive strength
 Water absorption

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3.2.11.6 Natural Gravel for Sub base and Capping Layer

To meet the demands of the sub base materials, samples will be collected from identified sources
and tested for
 Determination of MDD and OMC
 Modified Proctor-CBR
 Gradation Atterberg limits
However, based on the test results, if it is not possible to get natural sources that do not meet the
requirements for sub base, crushed material will be proposed for sub base materials.

3.2.11.7 Borrow Materials for Embankment Constriction

Borrow pits suitable for providing materials for fill and replacement of unsuitable materials, will
be identified for the whole road length. Identification and CBR tests will be performed on the
material, to ascertain their suitability for the works.

3.2.11.8 Drainage and Bridge Site Investigation

3.2.11.8.1 Hydrological and Hydraulic Investigations

The Consultant will carry out detailed investigations and studies into the existing water courses,
catchment areas, and other hydrological data required for the design of bridges, culvert and
ditches. This study is also to give the necessary input for determining road finish elevations.

3.2.11.8.2 Rainfall Data

Available and relevant rainfall data compiled previously will be analysed in depth and converted
into design rainfall data, using extreme value analysis of rain time series. The individual rainfall
events to be used as input of the SCS model and the Rational Method will be determined based
upon the prevailing relation between rainfall intensity and duration.

3.2.11.8.3 Catchment Areas

All major catchment areas will be identified on topographical maps, using stereoscopic analysis
of aerial photos to estimate catchment area. The run off/duration intensity relationship calculated
for the major catchment areas will be used to accurately calibrate the hydraulic models to be used
for the minor drainage system. The assumptions and estimates made based on the topographical
maps and aerial photos will be verified during the hydraulic inspection.

3.2.11.8.4 Hydraulic Field Inspection of Bridges and Box Culverts

All major structures will be inspected to evaluate their actual performance during historic flood
events. This will be done through interviews with the local population, examination of high
water marks and erosion damages. These field investigations will furthermore provide data for
calibration of hydrological and hydraulic models to be used during the design.

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3.2.11.8.5 Hydraulic Field Inspection of the Minor Drainage System

All culverts will be subject to a detailed visual inspection. The inspection for each section will
be programmed in such a way that processed topographical survey data is available showing the
features of the culverts and approximate area surveyed. During the inspection, the topographical
data will be verified and supplemented by collection of the following data for each culvert:
Type (i.e. concrete or steel)
 Diameter and length
 Damages to pipes
 Damages to head walls, wing walls and aprons
 Requirement for erosion protection
 Need for cleaning of debris

The Consultant will carry out detailed foundation and/or hydraulic or hydrologic investigation at
all junctions for the design alternatives to provide smooth flow of traffic using either grade
separation interchanges & overpass bridge as found appropriate.
by the Master Plan.

3.3 GEOMETRIC DESIGN and ROAD WAY

3.3.1 Objectives and Scope of the Geometric Design

One of the purposes of the geometric design is to identify the potential factors that affect vehicle
use of the project road or managed lanes and thereby designing of the roads using applicable
standards to obtain efficient and acceptable end results. Identification of geometric and operating
factors that are important to road users in terms of safety and efficiency will better characterize
what makes the project road attractive to the road users

3.3.2 Preliminary Geometric Design

The purpose of this task will be to make the necessary preliminary studies and developing
preliminary designs that will allow the Consultant to preliminarily evaluate the project and to
define the required scope of subsequent interim geometric design activities.

At this stage of design, it is necessary to develop the criteria and geometric component used for
geometric design as it is one of the main objectives of the services.

The preliminary geometric studies to be conducted by the Team Leader, Highway Engineer,
Senior Surveyors and CAD Engineer as appropriate; will include but not be limited to:

 Reviewing of literature and other data relevant to geometric design

 Collecting all the necessary data and other relevant data in respect of the design of
the road geometry and facilities
 Gathering traffic and accident data

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 Studying the need and extent of the required subsequent geometric studies and to
prepare a geometrics investigation plan (that includes the methods and programs of
subsequent studies)
 Reviewing acceptable standards (in consultation with SRA); AASHTO “Green
Book” will be preferred (as per the TOR) to prepare proposal regarding design
standards and criteria
 Gathering and review traffic and accident data and update traffic forecast and
prepare accordingly recommendation for the design of junction/interchanges and
for the public transport system.
The latest version AASHTO design guide lines looks at the horizontal alignment, vertical
alignment and cross-section geometric elements that could be considered in designing.

Among the design criteria to be reviewed and developed in respect of the design of the
horizontal and vertical alignment include:

 Geometric design Parameters

 Design Traffic Volume
 Functional Class and Terrain
 Design Speed
o Sight distance
o Min. Stopping Sight Distance (usually to be employed for curves as it is
difficult to provide Passing Sight Distance which is much longer)
o Min. Passing Sight Distance
 Radius of Horizontal Curve
 Grade requirement o Desirable maximum grade o Absolute minimum grade
 Minimum Gradient (for longitudinal drainage)
 Travel way width
 Shoulder width
 Horizontal curvature
 Super elevation
 Super elevation runoff
 Vertical curvature
 Crown
 Gradient
 Stopping sight distance
 Horizontal clearance to structures (tunnels, bridge underpasses)

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 Bridge width
 Junctions/ intersections including criteria for the number and width of lanes,
deceleration and acceleration (merging) lanes etc.
 Consider, in cases of steeply sloping ground, whether it will be appropriate to allow
vertical separation between the two carriageways)
 Determine appropriate design vehicle
 Develop a draft Highway standard form, as appropriate, to include
 Design exception areas
 Justification for exceptions
 Known Mitigation
 Develop Typical Sections, including paved ditch, curb, guardrail sections, etc, as
applicable.
 Develop and refine horizontal and vertical alignments, and cross-sections, including
curve widening, locations for paved ditches, curbs, retaining walls, guardrails, etc., for all
alternatives
 Develop plan and profile sheets at 1:5,000 horizontal scale and 1:500 vertical scale
(metric)
 Develop mainline typical cross sections sheets at 1:1,000 horizontal scale and 1:100
vertical scale (metric)
 Develop preliminary layouts for parking areas, bus stops etc.
 Show locations of pullouts and minor approach roads.
 Develop preliminary alignment of major intersections.
 Identify preliminary construction limits
 Assemble the preliminary highway Design.
 At a minimum, include the following sheets:
 Title Sheet
 Conventional Plan Symbols and Abbreviations
 Survey Control Information Sheet
 Grading Summary and Mass Haul Diagram for each alternative
 Mainline Plan and Profile Sheets
 Major Public Intersecting Road Plan and Profile
 Mainline typical Cross Sections for all alternatives
 Schedule and attend the preliminary review meeting and Prepare draft agenda for the
review meeting.
 Following the preliminary review, incorporate any comments and develop a tracking and
response form for all comments. Provide responses for all comments.

The cross-sectional elements like the roadway width, shoulder width, crown slope, side slope,
back slope, etc. will also be proposed by the Consultant along with the recommended road
functional class.

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The Consultant will not generally be limited to these and will perform all the required tasks at
this stage that will be important for the timely commencement of subsequent detailed studies and
design. At this stage, it is our proposal that very important items like revised typical cross
sections are preferably submitted for the Client’s approval to go ahead with the detailed design.
Other preliminary proposals and recommendations of the Consultant will also be presented in the
meantime.

3.3.3 Interim Geometric Design

The geometry of the selected alignment will be subjected to interim inspection by the Team
Leader and the Highway Engineer. The main purpose of the interim geometric design, among
other items, is to refine and update geometric design parameters which are identified and
developed during preliminary geometric design based on the client review and comment on the
preliminary geometric design.
The tasks for interim geometric design will include but not limited to;

 Refine the Typical Sections

 Update structural section in conformance with pavement and geotechnical

recommendations
 Include curve widening table and slope selection tables
 Update general notes describing the typical section details.
 Refine horizontal, vertical alignments and cross-sections to reflect:

 Observations made during the field review

 Recommendations from geotechnical, structures, hydraulics, etc
 Best fitting topography
 Balance earthwork when possible
 Update and refine layouts for parking areas (include striping for large parking areas)
 Update and refine locations for pullouts and approach roads
 Update and refine horizontal and vertical alignment of major intersections.
 Identify and refine preliminary construction limits to begin the development of the right
of-way plans and description. Adjust limits for the following: -

 Additional clearing
 Culverts
 Riprap
 Approach roads
 Temporary traffic diversions

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 Update draft Highway Design Standards form, as appropriate, to include:

 Design exception areas

 Justifications for exceptions
 Known mitigations
 Assemble the Interim Plan

 Include most up to date standards and details in the project set as feasible
 Special drawings developed
 At a minimum, include the following sheets
o Conventional plan symbols and
abbreviations
o Survey Control Information Sheet
o Site Plan
o Typical Sections
o Miscellaneous Typical Section details
o Grading summary and Mass Haul
Diagram
o Drainage Summary Sheets o Mainline
Plan and Profile Sheets
o Major Public Intersecting Road Plan
and Profile
o Erosion Control Standards/Details
o Embankment Benching
o Placed Riprap Details
o Paved Ditch Details
o Bridge Conceptual Layout
o Pipe Culvert Standards
o Drop Inlet Specials
o Guardrail Standards/Details
o Fence and Gate Details
o Cattle Guard Details
o Temporary Traffic Control
Standards/Details
o Signing and road marking
Standards/Details
o Culvert cross sections
 Schedule and attend the Interim review meeting
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 Following the Interim review, incorporate any comments and develop a tracking and
response form for all comments (including both redline plan comments and type written
comments).

Provide responses for all comments

The road will normally be designed to achieve the approved design standard as well as for the
agreed design criteria. The geometric design that includes the design of the horizontal alignment,
vertical alignment, cross section, road furniture and other facilities used for the project road are
discussed as follows: -
The design standards, the detailed design criteria and the road functional class to be adopted will
be based on the approval made by the Client during the preliminary stages.

Horizontal and Vertical Alignment:

Based on the design criteria which are already agreed; the designs of horizontal and vertical
geometrics will be made taking into consideration safety and economy. The design will generally
be made to achieve the required standards of horizontal and vertical alignment with minimum or
no deviation. The design criteria to be adopted for different segments of the road will mainly
depend on the terrain.

Vertical grade also shall be considered on its length which may affect vehicle traffic. Maximum
vertical grade will be decided according to the approved standard. The primary design control in
vertical curve is stopping sight distance and this may be considered according to the adopted
design standards.

Curve widening and reverse curve in design of horizontal alignment will also be considered and
will be applied according to the selected standard.

Cross Section and Ditches

The cross section of a road includes the traveled way, shoulders and roadside. The traveled way
is the portion of the highway, for movement of vehicles, exclusive of shoulders. The roadway is
the portion of a highway, including shoulders for vehicle use.

The road cross section will generally be designed to achieve the required width of the road
sufficient for the drivers’ comfort non-excessive crown slope to drain surface water quickly.
Narrower road width may be adopted in difficult terrain if it becomes costly to attain the
standard typical road cross section. The design of side and furrow ditches will be made based on
the site inspection and desk studies of the route. The cross section design will also takes care of
geotechnical parameters designed to achieve at suitable cross section.
In the design of the road cross section, the design parameters to be adopted for the standard of
the road will include:

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 Roadway and shoulder width (urban and rural)

 Cross fall (roadway and shoulder)
 Super elevation requirement
 Desirable maximum super elevation
 Absolute maximum super elevation
 Side Slopes and Back Slopes
 Roadside Ditches
 Right-of-Way
Road Furniture, Markings, and Other Facilities
The provision/design of road furniture and other facilities will be based on geometric and traffic
requirements. The need and standards of such furniture will be decided in consultation with the
Client. This includes the design/or adoption of available standards of road signs, guideposts,
signposts, kilometer stones, etc.
Design of Town sections
In the design of town sections, the following will at least be considered:
 The development master plan of the towns (if any master plan is available)
 Volume of non-motorized traffic
 Assessment of junctions (if any)
 Provision of adequate safety measures
 Effect of cross drainage on dwellers
 Other environmental impacts mitigation measures to avoid, minimize or counterbalance
the adverse effects on dwellers
Design Software
The geometric design will be carried out with the help of computer programs and CADD
Software to arrive at safe and economical road design with generally accepted presentation or as
proposed by the Client (if any). The Consultant preliminarily proposes the use of inroads and /or
Terra Model (version 8) road design software for geometric design and micro-station or
AutoCAD for drafting. Other options like Civil 3D with AutoCAD may also be considered for
geometric and minor drainage design.

3.3.4 Final Geometric Design

Under this task, the Team Leader and Highway Engineer together with other responsible team
members will finalize geometric designs and assemble the final plan package based on Client
review and comment on the Interim Geometric Design.

At this stage, the Consultant will:

 Finalize the Typical Sections

 Finalize the project construction limits for Final Right-of-Way plans:

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 Update and finalize any/all design changes from the 50% field review and site
visit that will affect the final limits of construction, including:

o Horizontal, vertical alignments and cross-sections

o Locations of paved ditches, curbs, guardrail, terminal sections, etc.
o Parking areas, pullouts, approach roads
o Culvert design and cross section
o Temporary traffic diversions
o Culvert cross sections

 Update and refine safety design

 Revise and finalize signing layout plan including standards, details, and specials

 Finalize shape and location for parking areas, taxi and bus stops include:

 All design elements that affect the final parking area footprint

 Verify sufficient turning radius for appropriate design vehicle

 Special sheets showing details

 Prepare curb control point layout data

 Finalize location of approach roads, including:

 Type

 Class

 Limits of disturbance

 Finalize major structure design

 Update erosion control design to include:

 Plan sheets with temporary and permanent erosion control devices

 Details and/or specials

 Finalize Highway Design Standards form, as appropriate, to include:

 Design exception areas

 Justifications for exceptions

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 All mitigations
 Justifications for variances from the recommended roadside design guidelines and
any mitigations
 Develop details and specials as necessary.
 Assemble the Final plan package.

 Include most up to date standards and details in the project set as feasible
 Special drawings developed
 At a minimum, include the following sheets:
o Title Sheet Conventional Plan Symbols and Abbreviations o Survey Control
Information Sheet
o Site Plan o Typical Sections
o Miscellaneous Typical Section Details
o Summary of Quantities Sheets o Grading Summary and Mass Haul Diagram
o Drainage Summary Sheets o Mainline Plan and Profile Sheets
o Major Public Intersecting Road Plan and Profile Sheets o Minor Road, Parking
Area Plan and Profile Sheets and Intersection Layouts and Detail Sheets o
Erosion Control Layouts, Standards/Details
o Road Connection Details and Specials
o Sub-excavation and Embankment Benching Details and Specials
o Placed Riprap Details
o Retaining Wall Layout Sheets and Details
o Paved Ditch Details
o Bridge Plans
o Box Culvert Layout Sheets
o Concrete Headwall Details
o Pipe Culvert Standards
o Drop Inlet Specials
o Under drain Details
o Spillway and Pipe Anchor Typical Details
o Guardrail Standards/Details
o Fence and Gate Details
o Cattle Guard Details
o Masonry Specials
o Re-vegetation/Landscaping Plans and Details
o Signing and Road Marking Layouts, Standards/Details
o Other Permanent Traffic Control Standards/Details

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o Temporary Traffic Control Standards/Details and Specials

o Cross-sections plan set cover sheet
o Mainline Cross Sections
o Culvert Cross Sections, including culverts under all approach roads
o Review and respond to all comments on the Final Geometric Design and
tracking form.
3.4 Road Safety
The consultant shall investigate the latest road safety statistics and provide a categorized table
showing fatalities and serious injuries due to road traffic incidents. Statistics on general roads
locations and speed of vehicles at the sites of serious road traffic incidents shall be provided
(Note: the current statistics show that 55% of fatalities in road traffic incidents were pedestrians,
and 82% of facilities occurred on straight roads.)

The consultant shall identify the locations all the schools along the length of the approach road,
and sections of higher pedestrian concentration along the road, both for crossing points, and
where pedestrians walk along the road. Pedestrian counts from selected areas shall be carried out.

The completed geometric design will have been carried out in accordance with the geometric
design manual, and such will include for road safety measures insofar as described in the manual
In addition, other road safety measures should be considered and incorporated in to the design,
including:
 Speed restriction measures
 Pedestrian crossings
 Pedestrian/vehicle separation – footways, footpaths, barriers
 Sealed shoulders which act as footways
 Access control and junction improvements
 Safety barriers/guardrails
 Road marking
 Road studs
 Marker posts(reflective)
 Regulatory signs
 Warning signs
 Pedestrian signs
 Traffic management measures
 Lighting
 Traffic signals
 Emergency ramps
 Cover slabs for pedestrians
 Gutter cover (either perforated or concrete)

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The consultant shall carry out a road safety audit of the completed design, and optimize the
design where necessary

3.5Pavement Design
The performance of roads is very sensitive to the types and number of commercial vehicles that
use the road. Therefore, the designing of pavement structure, it is very important to give
emphasis on traffic analysis. The pavement will be designed on the basis of anticipated traffic in
consideration of the legal load limits of Ethiopia adopted for the Addis Ababa situation. The
available data on legal load limits in the region will be collected and the Vehicle Damage Factor
(VDF) will be adopted. The Cumulative Standard Axle (CSA) for pavement design will be
developed, on the basis of a projected traffic figure over a 25-year design life.
Pavement design will have four main aspects:
 Strengthening of existing pavement (or their reconstruction where needed);
 Widening of existing pavement
 Provision of hard shoulders and
 Pedestrian walkways
Adequate pavement structures will be designed as per the approved standards (which is ERA’s
Design Standards with reviewed design criteria) and giving due consideration to the road safety,
economy and construction simplicity.

The following data will be utilized to arrive at optimum pavement structures:

 Strength and swelling properties of the sub grade material
 Suitable design period (that optimizes unnecessarily high capital costs/dead investment
against unnecessarily rapid deterioration that increases VOC and maintenance cost)
 Quality, haul distance and quantity of locally available pavement materials
 Quality, haul distance and quantity of available embankment and capping materials
 Factors that affect gravel loss like road gradient, annual rainfall, type of pavement
material in the area, etc.
Alternative pavement structures as per different design methods will be prepared and presented
with evaluation and definite recommendation. The design of the pavement will be done by
categorizing different road sections with:

 homogeneous sub grade types,

 homogeneous estimated design traffic; and
 Other data that may affect the performance of pavement structure which may include
homogenous climatic conditions like amount of rainfall and gradient of the road that
highly aggravates gravel loss.
The design of the pavement structure will conform to make best use of locally available
pavement and capping layer materials with suitable and cost effective specifications. The
requirements of crushing and/or screening of sub bases will also be evaluated if suitable pit-run
materials will not be obtained within feasible haul distance. Materials specifications with respect

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to compaction, strength, wearing resistance and gradation will be presented, commented and
finalized

The design will be carried out based on the Subgrade soil and material investigation results, and
design traffic in terms of Cumulative Standard Axles.

Based on the design traffic and design CBR values, the pavement thickness will be determined
using different manuals. After comparing the design made by different manuals, the one which is
structurally adequate and economical will be recommended for the project road.

For the section of road which is already an asphalt road, the result of the Benkelman beam
measurement along with the pavement condition survey result, and the Cumulative Standard
Axle determined for a design life of 25 years will be the parameters used for the pavement
design.

The pavement structures required to accommodate the traffic will be determined using the ERA
Pavement Design Manual Volume I (Flexible pavement) (2013), ERA Best practice manual for
thin bituminous surfacing, 2013 and other manuals and applicable publications. The type of
pavement materials required for each manual will be assessed from the point of

 Structural adequacy
 Economic advantages
 The use of locally available materials

Then the most feasible one will be recommended for the project roads. The Consultant will also
incorporate design of pavement for walkways and provide important details like shoulder details,
compaction requirements and material specifications for all features of the cross section of the
road.
Based on the data collected during the field investigation, which includes the data collected from
test pits as well as the laboratory test results, the foundation design will be carried out.

Details of the assumption and criteria used in the analysis and design of the pavement, together
with details of all standards used will be included in the pavement Report.

3.6Geotechnical Design

3.6.1 Investigation of the Sub grade Soil

The basic objective of the sub grade soil investigation will be to obtain sufficient and dependable
data that will be used in the design of optimum (adequate yet economical) pavement structures.
The activities to be conducted in respect of sub grade soil investigations include:

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 Delineation of the sub grade soil extension

 Alignment Test Pitting and Test Pit Logging
 DCP testing i Delineation of the Sub grade Soil Extension

The sub grade soil delineation will be made based on the chainage referencing system which is
established during the reconnaissance survey. The purpose of the sub grade soil delineation will
be to categorize the road into different sub grade sections. In addition, road sections running
through problematic soil areas such as exceptionally weak and/or expansive soils, highly
deformed/deformable sub grade, very rigid sound rock/boulders, landslide prone and flood-
affected areas will also be identified. The identifications and delineation made at this stage will
help to plan and determine the extent of the subsequent investigations such as the frequency of
sampling and testing in uniform against erratic soil sections. The soil extension will be reported
with the Soils and Materials Report in the form of table as well as road strip map.

3.6.2 Alignment of Test Pitting and Logging the Pits

Alignment test pits will be dug at a maximum of 1 Km interval and at shorter intervals for erratic
sub grade soil extensions. The investigation will be made up to sufficient depth thsoundsiders
the wheel pressure and the anticipated weak sub grade material. The depth of test pitting shall
not be less than 1.0 meter deep in areas of probable embankment and 2.0 meters in areas of
probable cutting. Investigations in areas of deep cutting may be supplemented by means of
boreholes to be made under a separate borehole contract, subjected to the approval of the Client.
In every trial pit, all layers will be accurately described and their thickness measured. If more
than one layers of sub grade material are found, the soil, which is expected to govern the
pavement design, will be sampled. The samples will be taken over the full depth of a vertical
slice of the pits. The logs of each trial pit will be accurately drawn/logged and included in the
Soils and Materials Report.
Dynamic Cone Penetration Testing

DCP tests will only be made to supplement the laboratory strength and density test results and
by no means supersede the need for laboratory strength tests of CBR. This is emphasized due to
the fact that DCP testing do not generally have proven and consistent correlation with laboratory
strength tests.

Hence, the purpose of making closely spaced DCP tests will be to avoid frequent destructive test
pitting and to reduce the costs associated with frequent strength tests that are relatively
expansive and not justifiable if conducted in unreasonably higher costs. DCP tests will be
closely performed to fill gaps of strength and classification tests performed on soil samples taken
from the test pits dug at 1km intervals.

The tests will be made with a maximum interval of 1km and as necessary in exceptional sections
of pavement distress and/or suspected weak sub grade. Like the depth of test pitting, the depth of
DCP testing will generally be about 1.0 meter for normal sub grade sections and about 1.5 meter

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for exceptional cases. DCP instrument with appropriate fittings for inserting additional extension
rods will be utilized for penetration depth exceeding 1 meter. All the procedures and extent of
the DCP testing will be made at least to the requirements of ERA’s Site Investigation Manual.

The DCP test results (penetration in mm-per-blow) will then be correlated to the laboratory
strength test results (CBR in %). Since DCP tests will be performed at all locations where sub
grade soils are sampled for CBR, there will be sufficient data for the laboratory soaked CBR-
VsDCP CBR correlation for each category of soil. This correlation will then be compared to
previously established laboratory CBR-Vs-DCP CBR relationships such as TRL formula, Kleyn
equation and expansive soil equation. Accordingly, appropriate and reliable relationships will be
tried to be established with charts in spreadsheets (or tables) that read the in-place DCP results
and display Lab. CBR values.

It is however common that DCP data may not sufficiently correlate with laboratory strength
tests. In such cases, the data will not generally be used for sub grade design. Rather, it will be
used cautiously to obtain the likely thickness of each layer based on clear changes in the rate of
penetration. The new TRRL DCP analysis software is recommended for the analysis of the DCP
test results yet with closer examination by the Geotechnical Engineer and/or the Pavement /
Material Engineer.

3.6.3 Laboratory Testing and Tabulation of Test Results

Appropriate laboratory testing will be conducted on sub grade samples taken from the test pits.
The testing will be made in such a way that sufficient data will be obtained to identify/classify
each sub grade type and to obtain dependable design strength of the sub grade soil types. To
categorize the sub grade soils, classification tests will be conducted on all soil samples taken
from the pits dug at a maximum interval of 1 Km and at closer interval as necessary.

Regarding the interval of testing, TOR requirements will always at least be achieved. Based on
the sampling made at each 1 Km meter interval for strength tests and the categorization of the
soils, a minimum of three strength tests will be made for each sub grade category. For each
category, at least one additional three point CBR will be made to determine the Moisture
Density-CBR relationship which in turn helps to determine the specification tolerance of the
Compaction Moisture Content (CMC) with respect to the Optimum Moisture Content (OMC). In
conjunction with the field density and laboratory density, the three point CBR will be useful to
estimate the actual CBR at the level of compaction.

Generally, the sub grade soil samples will be subject to the following tests:

 Classification (grain size distribution and Atterberg limits)

 Maximum Dry Density and Optimum Moisture Content (with suitable level of
compaction)
 CBR at suitable and agreed level of compaction and moisture content

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 Three point CBR (Moisture-Density-CBR relationship with observation of swelling

during soaking)

The Consultant will record all types of the laboratory testing data regarding foundation,
earthworks and materials including tests of AASHTO classification.

3.6.4 Detailed Investigation of Construction Materials

Construction materials investigation will include the detailed identification, describing types,
estimating quantities, logging, sampling and testing of the sources of construction materials.
The identification of the potential sources will be performed based on:
 Geological and Engineering descriptions
 The visual quality of the sources for the intended use
 Amount of overburden and embedded unusable material
 Need for access road construction
 Need and difficulty of processing
 Preliminary comments on the suitability of the sources
 Estimated quantity of the source (as compared to the required quantity)
The visual quality will be assessed by the use of geological hammer and visual inspection. All
the identified material sources will be properly described by a suitably prepared form.

The description will include accurate position (Easting and Northing), chainage offset, and tests
to be made, material description (geological nature and Engineering property), haul distance,
quantity, and need for access road and length, thickness of over burden, percentage of embedded
unsuitable material, sketch and photograph all sites of construction material. The sources
recorded in such a way will be reported to the Client.

The sources of materials to be investigated include:

 Sources of crushed stone

 Borrow material for Sub base and embankment
 Sand
 Water
i) Sources of Crushed Stone (Rock Quarries or River Boulders/Cobbles)

The suitability of the sources for crushed stone will greatly depend on the requirements of
respective work items requiring crushed stone. The possible sources of crushed aggregate will be
sampled and tested for:

 Soundness tests (Sodium or Magnesium Sulphate)

 Specific gravity and water absorption which are also measure of rock mass quality
 Los Angeles Abrasion tests

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 Aggregate crushing value

ii) Borrow Materials for Sub base / Gravel Wearing Course and Embankment
The Consultant will locate suitable borrow material sources with sufficient quantity. The
quantity requirement of embankment material for different road sections will be the basis for the
spacing of locating and testing of borrow pits. In sections requiring huge amount of borrow
material, it will be attempted to identify sources with a close interval in the range of 5 Km. For
small quantity requirements of fill materials as in the case of approaches to structures, the
Consultant will identify borrow sources that may yield small quantity with wider spacing of
about 15Kms interval.

The laboratory tests to be conducted on the borrow materials will include:

 Classification tests (Atterberg limits & sieve analysis) for each sampled source
 Maximum dry density, optimum moisture content and CBR
iii) Sand Sources
Sources of sand, which are visually assessed to be suitable or marginal, will be tested for the
following quality tests:

 Gradation (and hence Fineness Modulus and percent fillers)

 Sulphate Soundness test (sodium or magnesium)
 Effect of organic impurity on mortar strength (unwashed –Vs-standard)
 Clay lumps iv Water Sources
All the feasible water sources along or within the vicinity of the road will be located. The major
perennial sources, especially those that are proposed to be used during construction, will be
sampled and tested. The tests to be performed on water samples include:

 Sulphate content (in ppm)

 Chloride content (in ppm)
 TDS (Total dissolved solids)
The Consultant after completing investigation shall refine the soil profile which will be recorded
in the field based on laboratory results.

The Consultant shall reinstate all pit holes drilled for investigation along the road alignment and
borrow sites to an acceptable condition.

Following specific component of field investigation, the Soils and Materials Report will be
issued incorporating tabulation of all laboratory test results and cross-sectional sketch at
exploration locations showing the locations relative the centerline and generalized test pit profile.

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3.6.5 Retaining Wall

Retaining wall analysis and design will be carried out for different heights required to retain
embankments and/or cut slopes in the project.
Foundation investigation is carried out to determine the allowable bearing capacity of the
founding material and then reinforced concrete footing is designed on the outcomes of the
foundation investigation. The consultant will design and check for safety against sliding,
overturning, bearing, settlement and any other structural failure and AASTHO Specification for
design of Highway Bridges, ERA’s 2013 Standard Drawings, ERA’s 2013 Bridge Design
manual and other standards and specifications will be used for the design

3.7Utilities and Private Accesses

The consultant shall consult with utility companies and private individuals on electricity,
telephone, water, railway, private drainage pipes and channels, irrigation pipes and channels to
identify any services that maybe affected. The Consultant shall list all utilities that are within the
construction area or will be affected the construction work, indicating the type of utility,
location, height above or depth below ground, and any permanent or temporary works required
to protect or relocate the utility.

The consultant also identify and list private accesses, footpaths and steps that are within the
construction area or will be affected by the construction work, indicating the type, location, and
any permanent or temporary works required to protect, reinstate or relocate the access or
footpath.

3.8Preparation Bidding Document

The Consultant will prepare Tender Documents which will be used for tendering based on
National or International Competitive Bidding (NCB or ICB) procedures as agreed by the Client
and using FIDIC Conditions of Contract.
Bidding Document Volume I:
Section I Invitation to Bidders
Section II Instruction to Bidders
Section III Bidding Data Sheet
Section IV General Conditions of Contract
Section V Condition of Particular Application
Section IX Forms of Agreement, performance Guarantee, Bank/Insurance Guarantee
for Advance Payment, Form of Code of Professional Conduct, Form of Advance
Payment Disbursement Agreement, Advance Payment Disbursement Schedule, Anti-
Bribery Pledge and Pledge form
Section XI not used
Section XII Dispute Settlement Procedure
Section XIV Eligible Countries

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Bidding Document Volume II:

Section XII Qualification Questionnaire

Bidding Document Volume III:

Section VII Form of Bid, Appendix to Bid, and Form of Bid Security
Section VIII Bill of Quantities

Bidding Document Volume VI:

Section VI Technical Specification

Bidding Document Volume VI:

Section X Drawings, Including:
Bidding Documents: Volume I

Section X Drawings Including:

 Layout plan showing contour lines (1 meter intervals preferably) with the surface water
drainage de fined. Contour lines of embankment, Cut S, side he drainage. Location of
drainage structures should also be shown
 The Longitudinal profiles showing ground level, road grade level, super elevations, etc.
Scale Plan 1:2000 and Profile: 200
 Typical Cross-sections showing in detail the pavement configurations and other details as
necessary. Scale 1:50, including footways
 Private accesses and footpaths showing layout information and levels of kerbs and
drainage channels entrances to buildings, houses, etc.
 Drawing for structures showing reinforcement schedules as well as layout and Sections
tor reinforcement and inlet/out let level of the structures, guard-rail erection details, at
scales of 1:200, 1:50 and 1:10 respectively. Bridge and culvert rehabilitation details
 Mass-haul diagrams and pavement materials information
 A separate book of cross-sect ions drawn at intervals of 100m, in normal flat terrain
showing the existing road and the new road with details, and at intervals of 20m in
sections requiring extensive cut or fill, urban areas, junctions and special features,
drainage improvements, near structures and in any other situations where the Consultant
Considers it to be necessary
 Standard and special road junctions
 Traffic signs, ro0ad markings, edge markers and kilometer posts, details and schedules
 Schedule of culverts and standard culvert drawings, including minor drainage structures
 Locations of borrow pits and quarries
 Plans for accommodation of existing traffic during construction

3.9Engineering Cost Estimate

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The Consultant shall prepare a book of Computations and an estimate of Cost for the
Construction of the Road (Engineers Estimate) the Engineers Estimate Shall be in the form of
priced bill of Quantity and shall be kept Confidential.


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3.10 Resettlement Action Plan

In the project road corridor, the objectives of the RAP is to assess how the socio economic
benefits from the project road will be distributed among different stakeholders overtime; and also
assess the adverse impacts to be created due to the upgrading of the project road. It is important
to measure and understand the physical and financial assets; human and organizational
capabilities; economic and social relations of stakeholders and also to understand Gender issues.

The RAP also assesses how to strengthen and reinforce the positive impacts created due to the
upgrading of the project road and also on how to mitigate the negative or adverse social impacts.

The key objectives of the RAP in the construction of the project road are related to;

 Identification of the existing socio-economic situation of the project influence area,

 determine the magnitude of direct and indirect socio-economic impacts both positive and
negative, likely to result from the proposed project,
 recommend appropriate and cost-effective mitigation measures in case of negative social
impacts and reinforcement measures in case of positive social impacts,
 carry out public consultation regarding the potential social benefits accruing from the
upgrading of the project road,
 review of the existing policies and development strategies, legal and institutional
frameworks pertaining to the project,
 Identification of the most appropriate social management and monitoring framework,
which will ensure that reinforcement measures for the positive impacts and the mitigation
of adverse social impacts are fully addressed.

3.10.1 Desk Study

The Consultant shall review the relevant policies, regulations, proclamations and legislation in
Ethiopia governing environmental management. The Consultant should establish what policies,
regulations, proclamations and legislation pertain to the construction of the project road, and
described in the above documents.

The consultant will also take account of the route selection report and its findings with respect to
environmental and social issues. The Consultant shall also review any previous environmental
assessments and reports made available to him by CLIENT.

3.10.2 Consultations and Disclosure

The Consultant shall follow the national and local requirements for public consultation,
minimum notice periods, and mechanisms for ensuring those affected are aware of the process,
notices given, and public disclosure. We will formulate a Communication strategy, and

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mechanism for affected people to raise the ir concerns or queries throughout the project, and
measures to ensure that vulnerable groups are adequately represented. He shall agree the cut-off
date in accordance with Proclamation No.455/2005, and ensure that this is adequately advertised.
The consultant shall identify and consult with all key interested and affected parties and public
communities, including:

 Local, regional and national planning authorities and administrations

 Local, regional and national representatives from agencies responsible for environmental
protection, agricultural development, water management, cultural heritage, archaeology,
infrastructure and service provision
 Local community leaders and community representatives( including government, non-
government and civil society organizations)
 Other affected and interested Parties

3.11 Surveys and Identification

The Consultant shall carry out surveys to identify the extent of land and asset acquisition
required by the permanent road construction. This shall be shown on 1:200 scale maps, and shall
include:
 Right of Way limits, and current occupants of the right of way
 Existing road boundaries and limits of new construction
 Plot and structure boundaries, ownership
 Plot reference numbers
 Land use
 Buildings, monuments, graves Places of
 local or ritual significance Public
 services/utilities, water resources
The Consultant shall identify the area of influence for social impacts along the route and carry
out a socio-economic Survey. We will provide data survey questionnaire formats unless these are
given by CLIENT. The survey shall include: The survey shall include:-

 Demography
 Household size, occupation, gender, age structure
 Health status, vulnerable groups
 Access to health and education facilities
 Social impacts

3.12 Compensatory Entitlements and Implementation Schedule

The Consultant shall calculate and schedule all compensatory entitlements resettlement and
monetary compensation.

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We will propose resettlement locations and arrangements for relocating including

 procuring, if required, and the estimated cost
 developing the site, if required, and the estimated cost
 allocating settlement sites
 Consultations with the host community
 Consultations with the affected people, and agreements with them through the proper
process to avoid grievances at a later stage
The Consultant shall provide a schedule of all estimated costs relating to Compensatory
entitlement. The schedule shall include a programme/work plan showing the activities necessary
for implementing the land acquisition and resettlement process. He shall identify the
organisations, specific units and the specific posts or individuals that will be responsible for
implementation, including the role of Federal and Local authorities, sectoral institutions, and
NGOs in providing additional support to affected people. The timing of all activities shall be
indicated.

The programme should separate resettlement activities, paying of compensation, and projects
for any loss restoration within the communities, and should be linked to the Overall project plan
and the implementation of civil works. Al land acquisition and resettlement issues should be
completed before work starts on site. The schedule should be communicated to and agreed with
all those identified in the organisational framework.

3.13 Monitoring and Evaluation

The Consultant shall take video recordings of all assets and structures before and after demo lit
ion/acquisition. The initial video shall be taken close to the legal cut -off date in accordance with
Proclamation No. 455/2005. The videos shall be included on DVDs as part of the RAP

The Consultant shall develop a process for grievance procedures, which shall be accessible to all
affected persons (taking into account literacy and numeracy constraints), open and transparent,
and take into account judicial, community and traditional dispute resolution systems.

3.14 HYDROLOGY/HYDRAULICS STUDIES

3.14.1 Preliminary Hydrological/Hydraulics Assessment

The Preliminary Hydrology/Hydraulics Assessment will include but not be limited to:

 Review of literature and other data relevant for Hydrology/Hydraulics investigation,

analysis and design and collect other pertinent information from local, regional and
federal offices
 Collection of maps, aerial photographs, studies made on the area, soil maps, catchment
related data and other relevant documents from concerned bodies.

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 Hydrometric discharge data will be collected if gauged data are available in the
MoWR (Ministry of Water Resource).
 For un-gauged catchments, rainfall data will be collected from NMA (National
Meteorology Agency) for rainfall – runoff modeling of un-gauged catchments
 Summarization of the collected data and review of the data to arrange subsequent
preliminary field trip
 Making of a field reconnaissance including examination of the overall site existing
streams and noting all the required items along the route corridor or centerline as
appropriate. The data to be collected will include:
 Locations and descriptions of identified potential drainage problems like flood prone
areas, meandering streams and channel stability issues etc
 Locations of major and minor crossing sites (supported by a handheld GPS with the
approximate accuracy of 3 to 5 meters). This will also supplement the topographic
mapping
 Review ERA’s drainage design manual, and;
 prepare modifications proposed to be adopted (if any)
 prepare proposal and methodology on the selected design standard and criteria for the
hydrologic modeling and hydraulic analysis
 develop and propose a suitable Hydrology/Hydraulics model for hydraulic computations
 submit the above proposal for SRA’s approval
 Make the analysis based on approved criteria, methodology and hydraulics computation
 Preparation of a summarized road strip map in respect of drainage
 Preliminarily analyze the expected high flood (discharge and high water level) of major
streams/rivers for different frequency events (10, 50 and 100 years events)
 For bridge locations identified, perform preliminary hydrologic and hydraulic
computations to determine the existing flow rates and water surface elevations for the 10,
50 and 100 years events at the bridge locations.
 The Consultant will not generally be limited to the tasks listed on the TOR, rather, all the
required tasks at this stage which will be important for the timely commencement of
subsequent detailed investigations will be performed. Upon the completion of the
preliminary Hydrology/Hydraulics Studies, the Consultant will submit his Draft
Preliminary Hydrology/Hydraulics Report incorporating;
 Documentation of approved criteria and methods
 Documentation of data collection and site investigation
 Identification of floodplain encroachment and channel stability issues
 Documentation of preliminary hydrologic and hydraulic computations, if
applicable
 Electronic files for floodplain analysis, if applicable.
 The final report will then be submitted based on the Client’s comments.

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3.14.2 Intermediate Hydraulics Recommendations

Upon the completion of the preliminary Hydrology/Hydraulics Assessment and approval of by
the Client of proposed standards, methodologies and plans; subsequent detailed studies will
commence. Based on such studies, the Consultant will make intermediate recommendations for
all items of drainage analysis and design.

The Consultant will carry out all hydrological and hydraulic studies of the proposed drainage
structures with approved standards and sound practices. The study will be based on the analysis
of hydrological data obtained during field inspections and subsequent desk studies.

The task will include;

 Drainage basin delineations for all cross culvert locations that require design discharges
and calculation of peak discharges based on the design criteria and methods previously
adopted for roadway drainage crossings.
 Design the preliminary type, size, and location of major culverts (greater than 1200 mm
(48”)). The Consultant will use HY8 or equivalent for hydraulic analysis/design.
Appropriate end treatments for major culverts will be recommended at the end of the
study.
 The preliminary type, size, and location of minor cross culverts will be designed. The
Consultant will use HY8 or equivalent for hydraulic analysis/design for minor culverts in
critical situations such as high likelihood of debris, high tail water, low culvert barrel
slope, increased risks to upstream properties, or other site-specific conditions. Minor
culverts in non-critical situations will be designed using TR-20 HY-drologic model or
ther similar models

 As required, preliminary designs for outlet energy dissipation for all culverts,.
 Preliminary designs for roadside ditches, including grade control structures and/or
temporary/permanent linings, as needed, will be made to prevent erosion.
If needed, the Consultant will provide preliminary bridge waterway analysis for proposed bridge
designs. Such analysis will comprise of:

 Characterizing bed and bank materials in the vicinity of proposed bridge piers and
abutments from available geotechnical data and reports.
 Assessing scour potential at bridge locations and designing remedial measures.
The Consultant’s tasks to achieve the abovementioned will include:

 Detailed Hydrology/Hydraulics Studies

 Hydrology/Hydraulics Analysis and Drainage Design

3.14.3 Detailed Hydrology/Hydraulics Studies

Based on the studies made during the preliminary Hydrology/Hydraulics studies, the Consultant
will make field investigations to study all items that are important for drainage design. The

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Consultant’s field inspection will therefore include a detailed examination of all sites of
proposed structures. In addition, the Consultant will study catchment characteristics, scourability
of soils along the road, etc.

i Collection of Catchment Data

The bigger catchments will generally be delineated on 1:50,000 topographic maps whereas the
smaller catchments will preferably be delineated by the use of aerial photographs as appropriate
before the detailed field works. The assumptions and estimates of the catchment made based on
the topographical maps and aerial photos will be verified during the hydraulic inspection. For all
structures proposed during the preliminary studies, the catchments will be delineated before this
detailed study stage. The Consultant’s task with respect to investigating catchments at this stage
will thus be field verification of the area as a whole and sites of structures in particular.

Apart from the catchment area, the other (like land use and soil type) characteristics within the
catchment will also be of big importance since the amount of runoff will be inversely affected by
the rate of infiltration. The Consultant will thus finalize his detailed assessment of the remaining
catchment characteristics such as soil type, land cover, slope and other components that will help
him to estimate flow and other inputs for drainage design. The field investigation will also
provide method for calibration of hydrologic and hydraulic models that will be established for
the project based on rainfall and catchment characteristics.

ii Inspection of Sites of Proposed Crossings

All crossings sites will mainly be assessed by making suitable hydrologic and hydraulic analyses.
At sites of possible major bridges, HWM (High Water Marks) will be identified where available.
Other relevant data that will be collected include scourability of riverbed and riverbank, shape of
stream, meandering nature, best crossing site, etc. The size of boulders is also of particular
interest to estimate the stream velocity at that specific course as well as used to determine
minimum opening size required to accommodate the flow and envisage boulder.

The Consultant will also study the scour ability of the soil that depends on both the soil nature

(like D50 that is the 50% grain size) and the runoff speed that in turn depends mainly on the
longitudinal gradient of the route. This will be of particular interest for studying possible scour of
side ditches and design of erosion protection.

iii. Hydrology/Hydraulics Analysis and Drainage Design

The Hydrologist will make a frequency analysis of the flood to determine the return periods of
different levels of flooding. The flow/discharge for all the crossings will be computed for
different design periods of 10 year, 25 year, 50 year and 100 year. However, the design period to
be adopted for the different drainage structures and facilities (like major bridges, small bridges,

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major culverts, small culverts, cascades, side ditches, gutters, etc) will be based on the approved
design standards.

In determination of opening sizes of cross-drainage structures and in designing other drainage

facilities, factors other than the flood in the design period may be used. These factors include:

• Envisaged statistically biggest size of boulder

• Highest event of big timber logs and other debris

• Risk to upstream properties (in such cases the return period/design period will preferably
be increased based on the amount of damage to upstream properties)

• Lower flow velocity due to lower bed slope than the design value

Regarding possible flooding of the roadway, different alternative measures will then be designed
to minimize the damage of the pavement during high flood.

iv. Storm Water Drainage Design

The hydrologist will examine the location of the road in relation to the overall catchment area
and study the effect and propose design solution of the storm water drain on the adjacent
properties. The investigations has as its objective the provision of specified hydrological
information necessary for the evaluation of the drainage crossings, i.e. channel stability,
estimated peak flows and design flows for accepted period of recurrence of the stream and high
water levels associated with these flows.

The hydrological design of drainage structures will be conducted for determining the peak flood
according to the return period specified by the new AACRA design guidelines. The consultant
ensures that the structures are suitable for any regular flash flooding, with appropriate allowance
for any other particular occurrences which can frequent the region.

The drainage design will include the following steps:

 Drainage catchment areas will be defined on the available maps and the catchment
area will be measured using a planimeter, or GIS will be used if sufficient data in an
appropriate format is available.
 Shape characteristics will also be assessed from the map.
 Observation of average slope of catchment, soil and vegetation type, existing
structures, and signs of vegetation, and amount of project area.
 Formation of intensity/duration/frequency relationships.
 Estimate of precipitation for the catchment
 Calculation of required drainage area for chosen storm recurrence interval.

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 Estimation of the design water level at the crossing and the level of the superstructure
taking into account the required free board.

Any existing aerial photographic coverage will also be examined with a view to detecting
historic changes in stream channel alignment, if any.

These desk assessments will be validated by subsequent field reconnaissance surveys.

The purpose of the hydraulic design will be to evaluate the capacity of the existing structures, if
any, and design of new cross drainage structures with the required capacities as established by
the hydrological analysis.

The Consultant will examine the location of the road in relation to the overall catchment area and
study the effect and propose a design solution of the storm water drain on the adjacent properties.

3.14.4 Final Hydraulics Recommendations

After performing the preliminary roadway hydraulics and Interim Hydrology/Hydraulic studies,
the final design of all Hydrology/Hydraulics components will be carried out. The Task will be
the basis for the Consultant’s subsequent final Hydrology/Hydraulics design.

During the final hydraulic studies, the Consultant will perform at least the following tasks:

•
Revise and finalize all the analysis and design submitted during the intermediate study
phase based on the comments from the Client.

•
Accurately define the final locations of all major and minor cross drainage structures,
side ditches, cascades and other drainage facilities

•
Prepare the final analysis and design of the sizes and/or dimensions of drainage structures
and related facilities

•
Prepare the final design of inlet and outlet design thsound siders siltation at inlets and
scour at outlets

•
Design scour protection structures/systems like paved ditches and cut off walls for the
prevention of erosion at road sides

•
Provide final recommendation and design on environmental mitigation measures because
of hydraulic problems like design of remedial measures to counterbalance the effect of
concentrated water from ditches and culverts to the adjacent farmlands.

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•
Design final and detailed scour protection works to protect riverbanks and riverbed
materials from scour.

•
Finalize the final design of all other Hydrology/Hydraulics problems including flood
prone plains, meandering channels, channel stability etc.

Upon the completion of the Final Hydraulic Design, the Consultant will prepare Draft
Hydrology/Hydraulics Report and incorporate comments in the preparation of the Final Report.
The acceptance of the Final hydrologic/hydraulic Report will be a milestone task that testifies the
successful accomplishment of the Hydrology/Hydraulics studies.

3.15 Land Acquisition (Right of Way)

All properties within the Right-of-Way will be identified (from survey, and from the geometric
design). The Consultant will prepare and submit an overlap plan of the whole project final
design alignment (not rotated) incorporating all properties within ROW from both sides of the
edges. Drawings will be prepared at 1:1000 scale.

The land take requirements will be identified with regard to:

 Geometry of the alignments

 Cross-section
 Sight distance requirements
 Junction layouts
 Equipment
 Particular conditions of operation
 Underground and over ground services
 Drainage network

A Right-of-Way acquisitions (and utility relocation) report will be prepared together with the
required plans, which will clearly show all properties. The report will identify all properties that
need to be removed or relocated, and will include a list that identifies the houses and buildings
by type and ownership. This matter will be followed with THE CLIENT so that the working area
is free of any obstacles before the Contractor is given possession of the site.

3.16 Risk Assessment with their Mitigation Plan

3.16.1 Environmental Management Plan and Mitigation Cost estimates:

The Consultant shall prepare a mitigation plan and recommend feasible and cost-effective
measures to prevent or reduce significant negative impacts to acceptable levels. The Consultant
shall estimate the impacts and costs of these measures, and of the institutional and training

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requirements to implement them. Compensation to affected parties for impacts, which cannot be
mitigated, should be considered. The Consultant should prepare a short and concise management
plan including proposed work programs, budget estimates, schedules, staffing and training
requirements, and other necessary support services to implement the mitigating measures. The
consultant shall also indicate a separate cost for each and every negative impact identified during
field assessment and the study findings should definitely be, if not at all, an input for detailed
engineering Design.

Mitigation includes the specific steps that must be taken to avoid potentially negative
environmental impacts identified in the environmental assessment or to minimise those impacts
that are unavoidable, if the decision has been made that anticipated project benefits outweigh
negative impacts. The specification of mitigating measures will be an important part of the EIA
and will include the following:

Identification and description of feasible and cost effective measures to reduce unavoidable
impacts;
The prioritization of the relative importance of proposed mitigation

The design of mitigation will provide details on proposed work programs and schedules to
ensure that activities are synchronized with engineering and construction. Compensatory
measures will be proposed in situations where mitigation of the impact is not feasible.

In order to ensure the successful implementation of proposed mitigation measures, it will be

necessary to prepare a detailed environmental management plan (EMP).
The Environmental Management Plan (EMP) will be an integral part of the EIA. The EMP will
outline the specific steps that must be taken during construction to minimise both short term and
long term impacts resulting from construction phase activities. In addition, it will assign specific
tasks to the proponent, the contractor, and the regulatory agency to be performed within a
specified period of time. Information contained in the EMP will be presented in matrix form and
will include the following:
Environmental issue
Measures taken or to be taken
Implementing organization
Responsible organization
Estimated time period for action
Detail budget estimates to implement the mitigation measures
The EMP will present a synthesis of all proposed mitigation and monitoring activities set to a
timetable with specific responsibility assigned and follow-up actions defined. It is important to
emphasize that the EMP is a set of implemental tasks with specific assignments for the
contractor, the regulatory agency, and the proponent. It addresses action to be taken during both

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construction and operation phases of a project and is usually divided into two broad components:
one dealing with the natural environment and the other with the social environment.

The EMP will contain all of the necessary information to ensure effective environmental clauses
for the contract. If necessary, environmental specific clauses for the impacts identified will be
prepared.
Environmental Monitoring Plan

A detailed plan shall be prepared to monitor the implementation of mitigating measures and the
impacts of the proposed roadwork during construction and after completion. The Consultant
should define a few indicators of environmental performance that can be monitored on a regular
basis and also indicate the different eligible stakeholders in place to monitor the activities.

As part of the Environmental Plan, the consultant will prepare a program for monitoring
environmental impacts during and after construction (implementation and operation of the
project) and develop simple indicators for monitoring the environmental measures financed
under the project. The program will specify what will be monitored, who would do it, who would
receive its outputs, how much it would cost, how it would be financed and what other inputs (for
example, training, etc.) are necessary. In addition, the program will specify what action should
be taken and by whom in the event that the proposed mitigation measures fail, either partially or
totally, to achieve the level of environmental protection expected.

3.16.2 Preparation of Working Drawings

In those cases in which the Contractor is called upon to produce designs, or to translate existing
design into working drawings, then it is our responsibility to prepare these drawings to for
construction works.
During the course of the construction project, the consultant may submit for approval working
drawings, shop drawings, drawings for temporary works, and/or drawings prepared to alleviate
unforeseen obstacles that the contractor may encounter. These drawings will be handled by the
consultant’s personnel assigned to the site, backed up by the consultant head office professional
providing expert advice on an intermittent basis.

3.16.3 SUBMITTALS OF DRAWINGS

The consultant will ensure that all technical submittals, including plan and profile are thoroughly
checked.

A)Construction Supervision and Project Closing

3.18 CONSTRUCTION SUPERVISION PHASE

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The Consultant will be fully responsible for the supervision of the construction in accordance
with the Conditions of Contract in the RFP.
The Consultant will supervise the construction works with due diligence and efficiency and in
accordance with sound technical, administrative, financial, and economic practices.
The Consultant will perform all duties associated with such tasks to ensure that only the best
construction practices are followed and that the final product is in all respects equal to, or better
than specified, at the most economic costs and is carried out in full compliance with the
governing specifications.

The Consultant may, with prior consultation with the PMT, effect changes in design or
specification where required, which will improve the quality of the works. Such changes shall
take place with respect to the terms and conditions of the supervision and works contracts, where
applicable. The team will take over the approval procedure for construction drawings,
documents, etc. received upon the start of construction supervision activities at the site.

3.18.1 Initial Preparation

The Consultant will be satisfied thoroughly as to the nature and scope of the works, of all
information available and of documents and materials to be used by the contractor in executing
the works as to enable the Consultant to perform duties satisfactorily, study and check all
documents associated with the projects, foresee possible problems and advise the Client
appropriately during the construction and maintenance period.

The Consultant will carry out reasonable design modifications that may become necessary during
construction.

The Consultant will prepare, in liaison with and for approval by the client, details of their
proposed Management Systems, including information management systems and quality
management procedures for supervision of the construction works including: -

i. Project Control Plan to ensure adequate supervision and positive quality control of all
works at all times

ii. Quality Management Manual, including site supervision procedures, guidelines,

standard forms to be completed; approvals to be sought; non-conformance
identification and management

iii. Management Information System including information collection and reporting

mechanisms, procedures, standard templates and forms

iv. Technical verification procedures for on-site design changes, and certification of works
completed

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v. Document control and change management procedures

vi. Management of technical and contractual records (to ensure compliance with latest
documentation and accurate As-built records)

vii. Materials testing plan, including sampling and testing methodology, testing schedules,
analysis and reporting formats

viii. Key Performance Indicators to monitor the works

ix. Environmental and Social Management Plan

The Consultant will inform all parties of the proposed works before contractor mobilization and
during the project implementation will ensure that:

i. All parties involved in the works are informed about the developments on site relevant to
their respective competencies.

ii. Representatives of public utilities, traffic management / Police, local government and
water and environment management bodies among others will be invited from time to time to
site meetings and, whenever necessary, special co-ordination meetings will be convened.
Consultant will monitor and follow-up the environmental and social mitigation measures
applicable for the project, and in particular with the contractors’ adherence to safety, health
standards and anti-corruption measures as applicable under the contract

3.18.2 Compensation properties

The Consultant will liaise with the respective authorities to ensure that assessment and
compensation of properties including temporary structures and fences, as it may apply; existing
within the construction zone is done before the Contractor is given possession of site.

Regarding the Right of Way, the Consultant will liaise with the client and the Municipal
Councils to check the boundaries and status of Right of Way and determine whether there are
any known problems or disputes affecting clearance of the Right of Way and possession of site
to the contractor.

The Consultant will advise the client, where appropriate, to help resolve any issues and ensure
timely handover of site to the Contractor.

3.18.3 Relocation of public utilities

The Consultant will identify and mark all utilities with the help of competent authorities and
assist the Client in effecting the removal/relocation (where necessary) of utilities within the right
of way

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Any utility services not shown on the drawings but requiring relocation will be identified. The
Consultant will liaise closely with the utilities authorities concerned on all proposed relocation of
any services affected by the works and all official dealings with the utility providers will be
conducted through the Client.

The assessment will include existing services along the road and will ensure proposals for
relocation, whether temporary or permanent, incorporate appropriate safeguards to protect
existing services against damage during construction.

The Consultant will also ascertain from the authorities concerned what new services are required
to be installed and make provision for these in the drawings.

In addition to the above and in order to protect the road against damage by utility providers, a
provision of service ducts for future installations of Broadband ICT infrastructure (Fiber Optic
Cables) will be considered. Consequently as part of the continuous Design, the consultant will
ascertain the adequacy of the provision in the works contract for service ducts for future
installation of ICT along the entire road length and if inadequate make the necessary
recommendations to the Client.

3.18.4 Contractor Mobilization

The Consultant will check and establish that the Contractor mobilizes and supplies to the
contract all plant, equipment and machinery that have been committed in the tender and ensure
that all such items of plant remain on the contract until their release has been authorized.

The Consultant will support the client in preparing for the mobilization of the Contractor, in
particular:

i. Checking that all contract and project documents are complete and accurate before
issue to the Contractor

ii. Reviewing contractual responsibilities and making sure these are clearly defined for all
aspects of the work

iii. Preparing a list of actions required for a smooth project start on site, including drafting
letters informing other Ministries and key stakeholders at central and local levels

iv. Support the client to prepare for and facilitate a pre-construction meeting with the
Works Contractors, including:

a. Discussion of contractual obligations and responsibilities

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b. Checking the contractor has been issued with all necessary contract and project
documents

c. Identifying any supplementary information, the contractor may request to carry

out the works

d. Review Contractor’s mobilization plan and Site handover arrangements

e. Agree dates for submission of contractor’s program, breakdown of rates, plant list
quality control plan, and other deliverables required under the contract.

f. Review the proposed Key Performance Indicators.

v. Review submissions from the Contractor and report findings and conclusions to the
client

The Consultant will prepare a Contractor’s Mobilization Report summarizing the above and:

i. Performance Guarantee, Advance Payment Guarantee, Insurance of the Works, Parties

to the Project, Commencement Order,

ii. Organization and Correspondence

iii. Lines of Communication

iv. Contractor’s detailed work program and Consultant’s initial analysis of production
rates, critical path etc.

v. Contractors initial method statements for undertaking critical components of the works

vi. Proposed resource schedules and Consultants comments

vii. Description of the Management Systems and standard forms to be used

viii. Schedule and chairing the site meetings

ix. Contractor’s obligations

x. List of all contractual documentation submitted or to be submitted

xi. Contractor’s mobilization

3.18.5 Review and monitoring of contractor’s proposals, programs and plans

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The Consultant will at all times take necessary measures and provide appropriate advice to the
Client to enable the construction contract be completed in a timely and cost-effective manner, in
conformity with the contract conditions and specifications.

The Consultant will ensure that the works are constructed so far as reasonably possible, within
the Contract Price and Construction Period allowed under the Works Contract and any
amendments thereto; and also that works are constructed by optimizing the use of available
material resources to minimize costs to the Client and / or maximize the quality of the works
and / or expedite construction.

The Consultant will review all programs, method statements; work plans, management plans and
proposals submitted by the Contractor or included in the Contract and ensure the plans are
appropriate before submitting to the client for approval. Once approved, the Consultant will
monitor progress and compliance through monthly reports.

The consultant will ensure that the Environmental Management Plan (EMP) is implemented by
the Contractor.

For this aspect of the supervision services, the Consultant will include a qualified
Environmentalist and a Social Expert as part of the supervision team.

The review and monitoring will include:

 Contractor’s proposed work programs and associated calculations, work method

statements, resource analysis and requirements, and approve or reject the proposals
accordingly. Identify any changes, modifications or additional resources required.

 Contractor’s proposed working drawing/plans and associated calculations, including

those for temporary works. Approve or reject the proposals accordingly and identify any
changes required.

 Review the Contractor’s proposal which (in the Contractor’s opinion) will, if adopted,

o accelerate completion of works,

o reduce the cost of executing, maintaining or operating the works,
o improve the efficiency or value of the completed works, or
o otherwise be of benefit to the client and the road sector, and
o Advise the client regarding accepting/modifying or rejecting such proposals and any
cost implications.

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 Continuously monitor the Contractor’s progress against program and method of working
in respect of each and all construction activities and produce a resource analysis against
production needs. Notify the Contractor when additional resources, revised methods of
working, or revised program of the works are considered necessary.

 Review the measures proposed by the Contractor with respect to traffic diversions to
ensure that disturbance to normal traffic flows is kept to an absolute minimum. The
Consultant will ensure that the traffic management measures proposed will in no event
compromise the health and safety of road users, in particular vulnerable road users such
as pedestrians or cyclists, or any of the Contractor’s staff.

 Review the Contractor’s occupational health and safety plan to ensure that the health and
safety of the general public and the Contractor’s workforce are not compromised as a
result of the construction works. The health and safety plan will include measures to

o ensure workers at hazardous sites are provided with and trained to use protective
equipment such as safety boots, helmets, goggle, mouth and ear muffle
o ensure trained first aiders are readily available for all workers on site, provide first aid
equipment and transport to hospital if required
o ensure suitable accommodation and mess facilities are provided and maintained
o provide suitable signs, cones and temporary fencing around work areas open to the public

 Review the Environmental and Social Management and Monitoring Plan (ESMMP)
prepared by the contractor and ensure it covers any proposed mitigation measures
identified, measures proposed at the design stage or any measures the consultant
identifies to minimize any negative environmental and social impact during construction.
The consultant will also check that the Contractor has staff assigned to guide
implementation and monthly reporting on the progress of the ESMMP. The consultant
will liaise with the client and The National Environmental Management Authorities to
approve any additional site specific ESIAs covering temporary infrastructure and identify
any other Government departments and lead agencies that need to be consulted. The
consultant will then monitor the environmental impact mitigation measures implemented
by the Contractor during the project. These measures may include, but not limited to:

o Minimizing water and soil degradation;

o Minimizing noise and dust levels;
o Reinstatement of all borrow pits and quarry sites;
o Minimizing the risk of soil erosion by grassing and planting of trees and stabilizing
bridge sites and the inlets and outlets of culverts on sandy soils with gabion or stone
pitching;

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o Avoiding long traffic diversion so as to minimize the effect of dust on the

surrounding environment. In any case the diversion will be kept damp to reduce dust
and be reinstated at least to their original state or as near as possible.
o Preventing spillage of oil, fuel, and lubricants. Where spillage occurs the soil will be
collected and disposed of in such a way as not to adversely affect the natural
environment;
o Rock blasting near settlement areas will be properly coordinated with the relevant
officers of the Government Authorities and local communities to minimize levels of
noise pollution, flying stones and vibrations and minimize community interference;
o Locate camp sites to minimize disruption to the local population, fauna and flora and
watercourses. Ensure adequate drainage facilities and treatment of sewage and waste
disposal needs are provided in line with national law and camp areas are dismantled
and rehabilitated once construction is complete. The Consultant will ensure that an
Environmentalist will start the assignment in the early phases of the supervision
activities and will remain available during the entire period of the performance of the
contract on a part time basis.

 Develop Key Performance Indicators and a work plan to monitor all aspects of the quality
of the works as well as Health & Safety (e.g. accidents on site etc.), Environmental
(record of oil spills etc.) to be reported on monthly . The indicators will be agreed
between the client and the Contractor.

3.18.6 Survey control and setting out of works

The Consultant, with the Contractor, will identify and locate all beacons and benchmarks to
enable the Contractor set out and construct the works and hand over to the contractor before
commencement of the works.

The Consultant, with the Contractor will re-verify the accuracy of the survey stations and re-
establish any damaged or missing stations to enable the Contractor to set out and construct the
Works.

The Consultant will verify and approve the Contractor’s setting out of the works and preparation
for the works prior to issuing approval to construct the works or sections thereof.

The Consultant will ensure that adequate records are kept for the purpose of producing accurate
measurement (e.g. existing level data for the road and structures) and as-built drawings and that
the data has been agreed with the contractor e.g. joint surveys as appropriate are undertaken.

3.18.7Control of quality of materials and works

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The Consultant will inspect, test, and approve all materials and completed works to ensure
compliance with the technical specification requirements.

The consultant will manage the laboratory (as provided by the contractor for sole use of the
Employer) and ensure testing is carried out in strict accordance with the specifications. The
consultant will also:

i. Carry out all the required tests of materials to be used for the works prior to incorporating
them in the works and will ensure that the quality of these materials comply with
specification requirements. The Consultant will ensure that samples provided for testing
truly represent the materials brought to the site for the works.

ii. Carry out tests on site in a field laboratory to be supplied through the works contact. The
Contractor will supply competent staff to carry out the test. Tests deemed necessary and
for which the field laboratory does not have the appropriate equipment may be carried out
outside the project and under the supervision of the Consultant and will be paid for by the
Contractor.

The consultant will ensure all calibration of equipment is carried out by the Contractor as
required and all tests are carried out in line with the appropriate standard. The consultant is to
develop a manual of procedures to manage the testing laboratory. Split samples are to be tested
off site in order to provide a cross check.

The consultant will liaise with the contractor to ensure there is an agreed approval process, which
is to be defined in the quality control plans produced by both parties.
The Consultant will routinely, and on request from the client and Contractor, inspects the works
under construction and works completed. Inspections will verify compliance with the design
drawings, specifications and agreed method of working, and be used as a basis for certifying
work for payment.

Where levels, dimensions or workmanship do not conform to the design drawings, specifications
or are otherwise found wanting, the Consultant will instruct the Contractor to address the non-
conformance in accordance with the procedures defined in the Quality Management Manual.

During the execution of the works the consultant will ensure that the quality of materials and the
end product in general, is maintained to the highest possible standards. Testing of soils,
aggregates, concrete, reinforcement and other products needed for the works will be carried out
at timely and frequent intervals in accordance with the Technical Specification to ensure that the
minimum quality standard is achieved. The Consultant will instruct the Contractor to address any
non-conformance in accordance with the procedures defined in the Quality Management Manual.

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Where relevant, the Consultant will advise the Contractor of the opportunity to utilize methods
and materials that would be of benefit to the project including, for example, the opening of more
economically located and suitable quarries. Amendment to the design and or specifications may
be proposed by the Contractor for consideration and approval by the Consultant and the client, if
such variations can be justified as beneficial to the Project in terms of quality, cost and time.

The Consultant will formally arrange joint inspections with the Contractor, in the presence of the
client, of completed sections of Works for acceptance and/or identification of defects, both at
substantial completion and issue of Taking-over Certificate and upon the expiry of the defect
Notification period and issue of Defect Notification Certificates. Substantial completion should
not be awarded for any section or the whole of the works until all road safety equipment (signs,
markings and safety fencing) has been installed to protect road users.

3.18.8 Site records

The consultant will develop an MIS to maintain a complete record of all site operations and to
analyze the data on a monthly basis in order to check trends and progress, in particular against
the agreed Key Performance Indicator's (KPIs). This will include:

i. Maintaining detailed Daily Site Diaries (to be recorded by the end of each day, not
afterwards and signed by the contractor), detailed written records and / or digital
photographic records of all contractual correspondence and data; all work stoppages or
delays; accidents on site; official visitors to site; weather records; all activities in progress
at any time on site showing the start and end time and full details of the resources
employed per activity.

ii. Maintaining detailed records (and make available for inspection) of the Contractor’s
equipment on site and its precise date of arrival or removal from site, its date of
manufacture, previous hours worked and condition, the date commissioned to commence
work, its availability and utilization and to establish equipment availability figures for
each category of equipment.

iii. Maintaining comprehensive records of human and material resources mobilized and used
by the Contractor. Unbalanced resources or discrepancies between projected outputs and
works performed will be brought to the attention of the Contractor.

iv. Maintaining a systematic record of all inspection and test results to provide the basis for
systematic and statistical analysis.

v. Maintaining a formal record of digital progress photographs taken throughout the

duration of the Contract at monthly intervals at set locations and as required of any
construction activity of technical or contractual interest at any time, including all

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environmentally sensitive locations. Each photograph is to be captioned with: reference

number, time, date, precise location, subject and points of particular note. The digital
photographic data will be stored on a CD / DVD or external memory card together with
the captions and will be made available as part of the monthly reports.

vi. Maintaining a detailed record of progress relating to the Environmental and Social Impact
Management and Monitoring Plan (ESIMMP)

3.18.9 QUALITY ASSURANCE PLAN & MANUAL

Quality control of the construction of the civil works and facilities will be conducted to ensure
compliance with the technical specifications and contract requirements. The aim of quality
control shall be to achieve high quality construction as well as to rationalize the construction
work procedures for time saving and efficient progress of work. It is considered vital to establish,
in cooperation with the Contractor, a system for submission of prepared and/or completed work
for assessment and, if appropriate, acceptance by the Engineer’s Site staff. This is a fundamental
step in the process of ensuring that the Works are executed in accordance with all the provisions
of the Contract, including those concerning standards of workmanship, safety provisions, and
protection of the environment.

To implement this task, Sound will prepare a Quality Assurance Manual (maintenance
supervision manual), which will describe the methodology and procedures to be followed in
attaining the desired quality of the service at each stage & define in detail the roles and
responsibilities of the Consultant’s fulltime as well as intermittent staff with regard to quality
assurance. This manual will provide guidance for the site and other support personnel in
administering the construction contract from the time of award to the completion and acceptance
of the finished work. This manual will also provide a standardized method of operation for
dealing with the contractor on a day-to-day basis. All work on site will be properly documented
throughout the life of the project and this will facilitate the smooth closeout and acceptance of
the work and will reduce the possibility of claims.

We will prepare final and complete standard design as per the Ethiopian laws or in accordance
with site conditions. The document will comprise clear and detailed description of the scope of
work and other conditions of the tender.
 Quality Assurance Plan and Audit: The whole process of monitoring will be in
accordance with the established and approved Quality Assurance Plan; non-conformance
will be identified by the Consultants and corrective action procedures initiated and
subsequently monitored. The Consultants may, without notice, commission a Quality
Audit as a preventative measure in order to check that:
i. The approved quality plan is being observed;

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ii. The conditions of implementation are in compliance

with the relevant rules, regulations and guidelines.

 Approve the Contractors’ sources of materials: The Contractor shall submit to the
Consultants for review samples of materials to be used in the works. The Consultants
shall review and approve such materials in line with the procedures used for approval of
Contractor’s Documents. The Consultants shall also continuously monitor the materials
used in the works in order to ensure that quality is maintained. To aid in this, the
Consultants shall pay periodic visits to sources of natural materials and production and
manufacturing plans.
 Approve the Contractor’s plant and equipment Approve the Contractor’s working
drawings Approve the Setting out of the works: `The Contractor is required to provide
the Consultants with details of the arrangements and methods which he proposes for the
execution of the works. The Consultants will review these method statements and
comment as appropriate. If the Consultants determine that any additional information is
required (such as working drawings), the Consultants shall instruct the Contractor
accordingly and the Contractor shall prepare them promptly. The Consultants shall also
check the setting-out of the works, although the Contractor shall retain responsibility for
the correct positioning of all parts of the works.
 Order Tests on Materials and Completed Works, Order the removal of improper
materials or substandard works: The Consultants will inspect all test records and results
supplied by the Contractor and will also carry out additional independent testing in order
to verify the quality of materials or the compliance with performance specifications. In
case of dispute, the Contractor may be instructed to carry out additional tests. The site
staff representing the Consultants will make the appropriate inspections and tests as the
works progress and as may be offered by the contractor for acceptance. Independent audit
checks, through visual inspections and material testing, will also be undertaken by the
Consultants to verify that the Quality Assurance (QA) records provided by the Contractor
are in accordance with the statements being made by him. It is noted that the process of
day-to-day inspection and monitoring of the works will generate routine instructions from
the Consultants to the Contractor as the essential tool of the Consultants to exercise
control. This will ensure that quality and operational requirements are being maintained
in accordance with contract conditions.
 Instructions to the Contractor: For day-to-day instructions of the Consultants pertaining
to inspections, quality control, technical compliance, approvals to proceed and safety, the
Consultants will utilize standard forms of instruction identified by serial number, time
and date, and instructor’s name and position. All instructions will be given or confirmed
in writing. Only in cases of emergency will the Contractor be required to act on verbal
instructions, which will be followed by written confirmations. Any instructions with a
potential financial implication will be first discussed with and approved by the Client.

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3.18.9.1 Verification of measurement, interim payments, variations, and cost control

The consultant will prepare procedures for verification of payment applications, variations and
cost control in their Quality Management Manual, which will include the associated
requirements for inspection and / or testing of works.

The Consultant will also record, examine and evaluate all Contractors’ claims and submit timely
recommendations thereof to the Client for consideration and evaluate the unit rates for new items
of works in the contract and submit to the Client for review and approval.

In this regard, the Consultant will:

i. Review the Contractor’s Payment Applications and, after verifying the accuracy of the
measurement, cost calculations and sufficiency of the supporting documentation, prepare
and issue interim payment certificates for processing by the client

ii. Monitor the payment process and alert the client when payment delays accrue to a point
when;
a. Interest charges will become due and
b. the client will be in Default for late payment.

iii. Advise the client when liquidated damages may need to be imposed on the Contractor.

iv. Prepare and issue final certificate and retention certificate

v. At regular intervals, confirm all measurements taken and agreed with the Contractor for
any well-defined and completed sections of the road and keep accounts for these sections.
These section accounts will form the basis of the final accounts, which are to be draft
until the final acceptance of the works, when they will be analyzed and finalized in the
report on the supervision of works services.

vi. Maintain continuous accurate records and measurements throughout the duration of the
Project to facilitate agreements on the contractor’s Final Account as early as possible
after the completion of the works and to reduce overall costs to the satisfaction of the
client.
vii. Prepare Engineer’s Instructions (EI) and Variation Orders (VO) as recommended or
necessary, complete with the associated measurement and payment instructions, and issue
such EI’s and VO’s to the Contractor in writing - whilst advising the client of such EI’s
and VO’s and of the associated implications. (The Particular Conditions of the Contract
may require the Employer’s approval prior to the issue of some instructions or
variations).

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viii. Initiate a change control procedure that identifies and tracks all changes made to the
contract including any financial or time implications to the project. On a monthly basis
the consultant will report on all changes made or proposed as well as all project risks
identified and how they will be managed.

ix. Routinely and at not more than quarterly intervals, update the estimate and bills of
quantities and advise the client of the estimated total outturn cost for each of the main bill
items and sections in each of the contract currencies to completion of the Works.

3.18.10 Analysis of Claims

The consultant will take a pro-active position in responding to claims from the contractor and
keep the client informed at all times.

The consultant will:-

i. Review all claims that the contractor may present for additional compensation and/or
extension of time and recommend variations as necessary during the progress of work.
Recommendations will take account of the client interests in terms of impact on quality,
cost, time and political repercussions and should ensure that the project is implemented as
designed and planned.

ii. Evaluate in detail and give opinion on all claims, accounts, questions, disputes and
differences, as required under the Terms of Contract, and will aid and assist the client in
dealing with such claims, accounts, disputes and differences related to the execution of
the Works.

iii. Ensure the evidence will contain sufficient information to reveal the nature of the
Contractor’s dispute, circumstances pertaining thereto, and the substance of any
commitments made by either party in this regard. A thorough coverage of the
Contractor’s operation relative to the works in progress should be maintained in the Daily
Project Diary. Comments covering equipment, its status and output, and/or materials,
which may be involved, accidents, if any, weather conditions and progress will be
included.

iv. In the event of adjudication or arbitration, provide the necessary personnel and expertise
to advise and assist the client in any such process and prepare any further analysis of the
Contractors claims submissions as may be necessary to assist the client in the
presentation of the case. The payment for this work to be estimated and agreed with the
client prior to star of work.
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The Consultant will record, examine and evaluate all claims submitted by the Contractor and
submit timely recommendations thereof for consideration by the client.

3.18.11 Road safety audit

The Consultant will incorporate in the Works the findings from the Roads safety audit
recommendations.

The Consultant will carry out supplementary road safety audits on road sections immediately
prior to their being opened to traffic and a few days after their opening to traffic in accordance
with the Road Safety Audit Manual.
The Consultant will also carry out road safety audits on the Contractors proposed traffic
management plan and implementation, with a particular focus on protection of vulnerable road
users.

3.18.12 Progress meetings

The Consultant will organize progress meetings and will monitor the progress of the works and
shall report on these issues to the Client.

3.18.13 Laboratory test work

The Consultant will, according to the provisions of the laws and regulations regarding the control
of the quality of the works:
(i) Prepare the program of testing the quality of the executed works;
(ii) Coordinate with the Technical audit firm regarding the locations of tests to avoid redundancy
and to ensure optimization of sampling.
(iii) Order any investigations and testing to determine the cause of defects and instructing the
removal of improper work;
(iv) Take samples from the site;
(v) Supervise performance of the test work;
(vi) Issue reports regarding the observed quality of the executed works and recommend actions
to be taken in the case of unsatisfactory results.

Innovative Approaches and solutions

1. Sustainable Design Practices

 Eco-Friendly Materials: Propose the use of locally sourced, sustainable materials for the
gravel road and bridge construction. This could include recycled aggregates or geotextiles
to enhance the durability and environmental performance of the road.

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 Low-Carbon Footprint Design: Incorporate design principles that minimize carbon

emissions, such as optimized earthwork balancing to reduce transportation needs and
using energy-efficient machinery.

2. Advanced Surveying Techniques

 Drone-Based Topographic Survey: Utilize drones equipped with LIDAR and high-
resolution cameras for precise topographic surveys. This approach can cover large areas
quickly and provide accurate data for the design phase.
 GIS Integration: Implement Geographic Information Systems (GIS) to manage and
analyze spatial data, ensuring the design is well-coordinated with existing infrastructure
and environmental constraints.

3. Innovative Design Solutions

 Climate-Resilient Road Design: Design the road and bridge with resilience to extreme
weather conditions in mind, such as heavy rainfall or flooding. This could involve
reinforced embankments, improved drainage systems, and the use of permeable
pavements.
 Modular Bridge Design: Propose a modular bridge design that allows for quicker
assembly and potential future expansion. This approach can reduce construction time and
costs while allowing for adaptability.

4. Smart Construction Supervision

 Real-Time Monitoring: Implement a real-time construction monitoring system using IoT

sensors to track the progress of work, material usage, and machinery efficiency. This
ensures that the project stays on schedule and within budget.
 3D Modeling and BIM: Utilize Building Information Modeling (BIM) to create detailed
3D models of the road and bridge. This allows for better visualization, clash detection,
and more efficient management of construction activities.

5. Community and Stakeholder Engagement

 Participatory Design Workshops: Engage local communities and stakeholders in the

design process through workshops. This ensures the project meets the needs of the
community and gains their support.
 Employment Opportunities: Propose the inclusion of local labor in the construction
process, which can foster community ownership and provide economic benefits to the
region.

6. Innovative Tender Document Preparation

 Performance-Based Specifications: Draft tender documents that focus on performance-

based specifications rather than prescriptive methods, encouraging contractors to
innovate and deliver higher quality results.

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 E-Procurement Solutions: Implement an e-procurement system to streamline the

tendering process, making it more transparent, efficient, and accessible to a broader range
of bidders.

7. Post-Construction Sustainability

 Maintenance and Monitoring Plan: Develop a comprehensive post-construction

maintenance plan that includes regular monitoring and adaptive management strategies to
ensure the long-term sustainability of the road and bridge.
 Renewable Energy Integration: Propose the integration of renewable energy solutions,
such as solar-powered street lighting along the road, to reduce operational costs and
environmental impact.

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