 Name of the Project: Conflict-Affected Area Rehabilitation Project (CAARP)  Scope of Work: Rehabilitation of 240km of national highways in North-East Province.  Objectives: Achieve sustainable maintenance and construction of economically justifiable roads to improve access and reduce transport costs, promote more sustainable road funding, adopt environmentally sustainable practices, and generate rural employment.

1. CHAPTER 1. INTRODUCTION
1.1 BACKGROUND
1.1.1 ROAD DEVELOPMENT AUTHORITY (RDA)
RDA is a statutory body incorporated under the RDA Act. NO.73 of 1981 under the
Ministry of Highways & Road Development and is the premiere highway authority in the
country. RDA is entrusted with the responsibility of maintaining and developing the
National Highway network, which comes under purview of Central Government. The
National Highway Network consists of 3,727 km of “A” Class Road and 7,375 km of “B”
Class Roads and 4,400 bridges. The functions performed by the RDA include planning,
design and construction of new highway and bridges in addition to maintaining and
carrying out improvement to the existing national highway network. A Board of
management appointed by the Hon. Minister of Highways & Road Development effects
the management of the RDA. The board of management is responsible to the Hon.
Minister for the implementation of government policy, for the development of the
Network.
1.1.2 Functions and Scope of Responsibility of the RDA
The functions performed by the RDA consist mainly of the maintenance and development
of the roads and bridges in the National Highway Network and the planning, design and
construction of new highways, bridges and expressways to augment the existing network.
The RDA has a responsibility for the development of the road network to cater for the on-
going overall development programme of the country. Since, Road Transport is the
primary mode of transport in the country, it is very vital that road network is adequate to
developed to promote efficient transport of people and goods. The RDA has a
responsibility to plan the future road network taking into consideration the future travel
demand and formulating project proposals to meet this demand.
The RDA being the Principal Highway Authority has a responsibility to provide a road
network to meet the social aspirations of the people in terms of mobility and safety.
Since, the people at large depend on public transport for their travel needs it is the
responsibility of the RDA to maintain the road network to a reasonable standard so that
there would be un-interrupted public transport available to them.
 Since, the rehabilitation and development of the road network is undertaken with
public funds at a very high cost, it is responsibility of the RDA to ensure that the
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2. adequate economic returns are achieved from the investments made on highway
improvements. This is achieved by carrying out feasibility studies before major
projects are undertaken and followed by post evaluation of these projects after
completion.
 The RDA is dependent on the government for the financial resources to develop
the National Road Network and the financial resources that could be derived from
the government is limited to enable the RDA to provide better road facilities. The
RDA has secured World Bank, ADB, JBIC, EDCF and Kuwait Fund Assistance
to carry out a number of road development projects.
 One of the drawbacks experienced by the RDA in the recent past has been the
inadequacy of funds allocation. The government is considering the establishment
of a dedicated road fund and private sector financing to accelerate development of
highways.
 Taking into consideration the available and procurable resources it is evident that
if they are properly utilized systematically it is possible to improve the utility
service rendered to the community by the RDA to improve the quality of travel
provided to the road users, minimize the damage to goods in transit and reduce
travel time. It is necessary to continuously improve our roads to ensure that they
are capable of providing for safe and fast travel. It is also possible to further
increase the utilization of locally available raw material and road construction
contractors for greater utilization of financial allocations and saving of valuable
foreign exchange.
 There has been considerable resistance from parties affected by land acquisition
leading to litigation as well. In order to meet this challenge the RDA is now
offering an enhanced compensation package and is also stream lining its land
acquisition and resettlement activities.
We in the RDA should always be conscious of the threats, which could emerge and take
actions against them. It is therefore imperative that we should satisfy our
customers/consumers in the sense Road User at all times. It will help to maintain our
competitive edge in a situation where competitors may emerge. Cost reduction exercises
have to be undertaken with priority for import substitution to enable the RDA to keep
down the rising costs especially those of materials and manpower.
Further, the local road construction industry and local consultants have to be encouraged
and developed, so that they could undertake major road construction projects, presently
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3. undertaken by foreign contractors and consultants. Governmental policies could also be
adverse to the interests of the RDA at times. This is to be expected as the government will
ensure the best possible service to the public and it is for us to live up to the expectations
of the government at all times. The demographic changes and the migration to urban
areas too could pose problems. In view of all these matters, it will be necessary to stop the
“brain-drain” and maintain the services of trained/competent staff. Further, there is a need
to formulate contingency plans, and train our personnel and equip them to carry out their
duties and functions. It is also necessary to deal with crisis management to cope with such
occurrences as natural calamities.
Road Development Authority, which is the premier National Organization of the road
sector, to provide an adequate and efficient network of National Highways, to ensure
mobility and accessibility at an acceptable level of safety and comfort, in an environment-
friendly manner for the movement of people and goods for the socio-economic
development of the nation, having following it’s strategically components.
1.1.3 STRATEGIC DIRECT COMPONENTS--RDA
 Vision of Road Development Authority
“To achieve a safer and adequate National Highway Network to meet the expectations of
all stakeholders for the speedy Socio-Economic development of the country and to make
the Road Development Authority an institution of multi disciplinary excellence in
Highway Engineering.”
 Mission of Road Development Authority
“As the premier National Organization of the road sector, to provide an adequate and
efficient network of National Highways, to ensure mobility and accessibility at an
acceptable level of safety and comfort, in an environment-friendly manner for the
movement of people and goods for the socio-economic development of the nation”
 Goals and Objectives of Road Development Authority
1. Achieve an adequate National Highway Network.
2. Achieve an acceptable level of mobility in the National Highway Network.
3. Provide a high mobility expressway network.
4. Maintain the National Highway Network at an acceptable condition.
5. Reduce road user cost.
6. Improve road safety in the National Highway Network.
7. Ensure efficient utilization of assets and investments.
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4. 8. Ensure protection of the environment in all activities.
9. Promote organizational development.
10. Assist in the development of the local road construction industry
1.1.4 Organization Structure – RDA
Organization Chart for the RDA is annexed in Annexure 1.1
1.1.5 Overview of the Study
To achieve the above goals and objectives, RDA is implementing more than 100 island
wide projects funded by various foreign funding agencies and foreign banks as well as
through local national budget from the treasury. Though the projects, which are
implemented through public funds, which are accountable and all of us are answerable
when utilizing public funds, disbursement rates are not very satisfactorily up to the
expected target in accordance with the funding agency indicators. Progresses of most of
the Projects are very slow and cost overrun due to the delays, failures, massive cost
escalation claims & variation claims in implementing stage. One of the ongoing failure
Road Project, which is presently implemented to rehabilitate roads in North & East areas,
identified as CAARP project funded by Asian Development Bank. When analyzing the
causes of the failures of the each project, RDA management intends to analyze and to do
a research to find out the causes of the failure in one of the maligned area identified as
Management & Monitoring by Construction Supervision Consultants in works contracts.
1.2 Statement of the Problem
By the way of implementing following Asian Development Bank funded Conflict
Affected Area Rehabilitation Project (CAARP), the following Main Problem was
identified for this study;
• What are the factors that affect achieving the Goals & Objectives of CAARP
Project?
SUMMARY OF CAARP PROJECT
 Name of the Project : Conflict – Affected Area Rehabilitation Project (CAARP)
 Effectiveness : Loan Agreement was signed on 14th January 2004
 Loan Expiry : 30/06/2008
 Loan Amount : US$ 46.5 Million
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5.  Scope of Work : Rehabilitation of 240km National Highways in North –
East Province
 Road List : List of Roads selected for the project with Location map is
attached
1.3 Significance of the Study
The purposes of undertaking this research paper or dissertation to study phenomena
relevant to do a research to find out the possibilities to improve Management &
Monitoring of Construction Supervision consultants, who are engaged for ADB funded
CAARP project implemented by RDA, are a group of Individuals are hired for their
individual set of skills and capabilities, and are treated as individuals throughout their
tenure with the company and to enhance the construction industry involved in
construction activities
Each individual has the ability to contribute in a meaningful way to the firm and its
clients, from community-building to recruiting to casework. As such, Monitor provides its
consultants with flexibility over the long term to carve out distinct career paths for
themselves based on their personal development goals and areas of professional interest.
Further, professional advancement opportunities and compensation are awarded on the
basis of an individual's demonstrated skills, not tenure or degree. Their Unique Culture is
distinctly a group of individuals, together we contribute to an environment of caring,
commitment and camaraderie. Our lack of formal titles, casual office dress and regular
social events are but two indicators of the relaxed and social atmosphere we will
encounter.
This is balanced by genuine intellectual curiosity and commitment to excellent work
which results in our 'work hard / play hard' mentality.
In Road Development Authority, Project Management Unit benefits for Monitor
consultants and it allows consultants to both contribute to and benefit from state of the art
intellectual capital in distinct strategic domains, and provides them with access to a broad
array of tools to most effectively serve to interest of the Employer. The group structure
also provides consultants with a range of prospective professional opportunities in areas
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6. of specific interest. Most consulting firms are organized as multi-nationals. Since the
project proposal must be well presented giving clear of ideas the problem focused and
content of the report and how I wish to present this proposal report. It may be useful to
follow a framework as suggested below.
1.4 Objectives of the Study
The overall objective of the study is “To do a research and find out the underlying
causes preventing in achieving the Organizational Objectives & Goals and also to
find out the ways how to eliminate them?” In order To ensure that high quality
construction is achieved in time, within budget, and that all work is carried out in full
compliance with the approved engineering designs, technical specifications, agreed work
schedule, the terms and conditions of the Contract documents and as per sound
engineering practices inline with the Goals & Objectives of the Employer (RDA).
The studies involved the development of frameworks and strategies aimed at enhancing
the transparency, efficiency and accountability with which the public sector resources
(financial and human) are used, making the financing, provision and delivery of basic
public services more efficient and effective, and improving the accountability and
performance of the public service and its personnel.
Also this study has the following Objectives;
(a) Achieve sustainable maintenance, rehabilitation and construction of economically
justifiable roads in the strategic road network within the Priority Investment Plan
framework;
(b) Improve the access to district headquarters not currently served by road, and
reduce vehicle transport costs and delays in project areas;
(c) Promote more sustainable funding and more efficient public sector management of
road maintenance;
(d) Adopt and disseminate environmentally sustainable road construction and
maintenance practices; and
(e) Generate rural-employment through adoption of labor-based technologies
and long-term employment for the additional generated economic activity.
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7. 1.5 Scope
CAARP Project, which is Rehabilitation of about 240 km of roads in the North-East
of the country to provide a reliable road network until the roads can be reconstructed
under a future large scale rehabilitation programme and Replacement or rehabilitation
of damaged bridges and other associated structures; has to be implemented very
successfully with effectively, economically & effectively to cut down all the
wastages.
The Project will improve the road sections, which is shown in the location Map
annexed in Annexure 1.5A and details of packages given in Annexure 1.5B. The
consulting service packages for the design review and construction supervision for the
list packages in Annexure 1.5B. Each of the consulting service is expected to assist
RDA supervise the Civil work contract packages as planned.
Civil works will be carried out based on the Federation Internationale des
Ingenieurs Conseils (FIDIC) contract. A Consultant Team (Pacific Consultants
International in Associated with Resources Development Consultants (Local) is
engaged for each package to perform as the Engineer. The Consultant team will
administer the construction contracts and ensure that the contractual clauses for both
quality and specifications of works are complied with and the works are constructed
in accordance with the provisions of the construction contracts. The Engineer’s
representative will be a full-time professional resident engineer in the Project area
under each package.
The Supervision Consultant while supervising construction works will make all
necessary arrangements for quality control and implementation of the works. The
Consultant in Consultation with the Project Director, RDA, will make all engineering
decisions required for the successful and timely completion of the construction
contracts, and have all the powers defined as those of the Engineer. The Engineer will
carry out a critical review the detailed design prior to the commencement of works to
identify defects or omissions that compromise on consistency of the design and
completeness of works. This review is carried out immediately after the services
commence and completed within 6 weeks. On completion of the review, the
Supervision Consultant will prepare a report, setting out all findings and
recommendations for correcting any defects or omissions identified. Notwithstanding
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8. these, the Supervision Consultant will immediately inform the employer of any defect
or omission that may have a substantial impact on the Project at the time the defect or
omission is uncovered.
The task of the Consultant will include but not be limited to:
 ensure that the construction methods as proposed by the contractor for carrying
out the works are satisfactory, inspection of contractor’s construction equipment;
and safety of the works, property, personnel, and general public; the schedule of
mitigation measures for adverse environmental impacts;
 ensure that road safety design requirements are implemented in accordance with
the contract;
 establish efficient procedures for verifying contractor performance and reporting
progress and problems in a timely manner, including quality control reports,
quantity survey records, requests for variation or change orders, contractor’s
claims and invoices;
 undertake project performance monitoring and evaluation in accordance with the
Project Framework and ADB's Project Performance Management System (PPMS)
Handbook including the baseline data survey and the following annual survey and
reporting up to project completion;
 ensure that the contractor does not involve child labor for the execution of the
civil works contracts in accordance with the provisions of the contract agreement;
 prepare and issue the following reports, the format and content of which are to be
acceptable to the employer: an inception report, a brief monthly progress report, a
detailed quarterly report, a detailed project completion report;
 check that “as built” drawings are prepared for all works as construction
processes;
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9.  carry out the following duties related to environmental mitigation with particular
reference to the technical requirements of sound environmental standards on the
basis of ADB’s Environmental Guidelines for Selected Infrastructure
Development Project (Highways & Roads) during construction:
(i) ensure that all the environmental mitigation measures required to
be implemented are incorporated into the contract documents,
(ii) supervise and monitor the implementation of environmental
mitigation measures required,
(iii) in the event of occurrence of any unexpected environmental
impacts, coordinate with the Project Management Unit (PMU) of
RDA, to provide necessary mitigation measures; and
(iv) prepare report on the implementation of the mitigation
measures for submission to RDA and ADB;
 Land acquisition and resettlement:
(a) assist RDA to prepare and update the resettlement plan for each subproject
which involves land acquisition and resettlement, based on the Resettlement
Framework agreed by the RDA and ADB; and
(b) assist RDA to implement all activities outlined in the Resettlement Plan;
 HIV/AIDs and Human Trafficking. Monitor that the contractors comply and carry
out required actions as provided in the respective contract documents, such as
awareness and education of laborers and workers;
 Project completion report – draft report at 90 percent physical completion;
 Project completion report – final report two months after project physical
 Completion or alternative date as agreed with RDA; and
 Other detailed requirements are provided separately.
 The Supervision Consultant will process interim and final payments to the
contractors.
 If so required by the employer, the Supervision Consultant will provide any of the
following as additional services:
(i) prepare reports, including technical appraisals, additional contract
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10. documentation, and/or review and comment on the contractor's
proposals, as may be required for the successful completion of the
Project; and
(ii) provide any other specialist services as may be required from time
to time.
 The employer will authorize all additional services, other than minor extras that
do not materially affect the scope of the supervision work, at the rates established
in the construction supervision contract, or at rates mutually agreed upon when the
services require the use of specialists not listed in the contract.
Implementation Arrangements:
RDA is Executing Agency (EA) for the CAARP, The Project Director /PMU-ADB, under
the guidance of the Chairman RDA, will have the overall responsibility for the utilization
of the loan funds, and monitoring of the Project implementation. The Project Director
/PMU-ADB established and head the Project Management Unit (PMU), based in the
RDA headquarters in Battaramula Colombo. RDA established a Project Coordinating
Committee (PCC) which will be chaired by the Chairman RDA/Secretary Ministry of
Highways and provide guidance for overall implementation and performance of the
Project. For the implementation of the CAARP, a sub offices of the Project Management
Unit (PMU) located in the field in Vavuniya, Trincomalee & Batticaloa headed by three
Deputy Project Directors (DPDD) and a principal coordination officer, who is the
Additional Project Director for directing, controlling and monitoring ADB projects. The
DPDD will have Project Engineers (PEE) for each package who will head the respective
Project office.
The Construction Supervision Consultant will assist the PMU in construction supervision.
The Consultant Teams headed by a Team Leader, and composed international and
domestic experts. The consultant will provide independent teams for each civil Works
contract headed by the respective Resident Engineers. Each team will report to the
assigned Deputy Project Director (DPD).
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11. Schedule
The Consultant Services recruited to supervise construction of the civil work packages
covering the ADB’s scope
Staffing
The construction Supervision Consultant services is by international consulting firm
(PCI), in association with Domestic consulting firm (RDC), selected by RDA according
to ADB’s Guidelines on the Use of Consultants, according to the actual inputs (man-
months) specified in the Term of Reference of the teams of consultant inputs are
estimated in considering the all packages.
1.6 Limitation
My research is also subject to various limitations, because it is impossible to get
all relevant and accurate information/ data from the respective sources to research
in broader area and a record is impossible to collect data in all North & East
construction works contracts as far as project concerned. Therefore my research
areas were limited to within only Northern Province and Trincomalee District in
Eastern Province of Sri Lanka for the undertaken National Highway projects
under CAARP funded by Asian Development Bank.
1.7 Out line of the Study
General Duties and Responsibilities of the Consultants
The Consultants shall be designated as the "Engineer/Engineer’s Representative" (as
defined in the Contract Agreement for Construction) for all civil and ancillary works
under the project. The Consultants shall administer the civil work's contracts, make
engineering decisions, be responsible for quality assurance, material testing, provide
general guidance and furnish timely response to the Contractors in all matters relating to
the civil works, and ensure that all clauses of the Contract Agreement between the civil
works Contractors' and the Road Development Authority (RDA) are respected.
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12. The Consultants shall advise RDA on all matters relating to the efficient and successful
execution of the civil works contracts, and shall act at all times so as to protect the
interests of the project and shall take all reasonable steps to keep all expenses to a
minimum, consistent with Sound economic and engineering practices; and shall prepare a
“Construction Supervision Manual" outlining routines and standard operating procedures
to be applied in construction supervision, based on sound internationally recognized
practices. The consultant will be responsible for providing qualified professional and
supporting staff, and all necessary services required for the efficient cost-effective and
timely execution of the consultancy services.
The research intends to examine the following:-
1. The cause for quantity variations of each items and remedial measures with
necessary steps taken by Consultants in order to regularize the variations to
accommodate in the estimates and the adjustments in the Monitoring activity.
2. The reasons for extension and how Consultant justified and recommended
extension and whether acceptable or not acceptable in some cases.
3. What are steps taken to assess the performance of the consultants?
4. The principles and practices in formulating assessing delays of each construction
activities
5. The extent of noncompliance of procedures by Consultants in Contract
administration concerned and the effect of the performance of the Consultants?
6. The extent of noncompliance of procedures in construction activities effect the
performance of the Consultants?
7. What factors cause construction delays by consultants?
8. How far productivity is affected by problem of non compliance of Consultants
activity?
Final outcome of this study
• To find out the underlying causes prevent in not achieving the Goals and
Objectives of the CAARP project and ;
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13. • To recommend what the remedial actions could be taken to eliminate the
problems and to improve Monitoring & Management by Construction
Supervision Consultants under ADB funded Road Projects in Conflict Affected
Areas? “
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14. CHAPTER 2. LITERATURE REVIEW
The following literature will provide to the research dissertation to verify some specific
terms and some existing facts and also the following theories and related information
provide good understanding regarding the selected research problem.
2.1 Purpose of Literature Review
Purpose of LR is to familiarize the study with any relevant information pertaining to my
topic being studied and to give ideas to improve the study and enhance the dissertation
report. LR is necessary in conducting this research in the sense that only through the
knowledge available and accessible documents can determine in how so-called secondary
data available to facilitate this study.
The Consultancy services that is required to:
1. Assist in day-to-day Monitoring of the projects, Progress Reporting and
Updation of records on day-to-day basis.
2. Assist in the Construction Supervision of CAARP Project works executed
through the Contracting agencies to ensure compliance with specifications and
their completion on time as per standards.
3. Quality Control and Assurance in day-to-day execution.
In order to have the Construction Supervision Consultancy Services effectively &
efficiently to achieve the goals and objectives of the CAARP project.
2.2 Objectives of the Literature Review
The Objective of the consultants’ services is:
(i) to ensure that high quality construction is achieved and to ensure that all
works are carried out in full compliance with the engineering with the
engineering deigns, technical specifications and other contract documents
within the stipulated time period;
(ii) to demonstrate the efficacy of contract supervision by independent
external agencies experienced in this field of work;
2.3 The Components of the Literature Review
2.3.1 Responsibilities & Obligations to Construction Supervision Consultants
Civil works are carried out based on the Federation International des Ingenious Conseils
(FIDIC) contract. A team Consisting of “Pacific Consultant International (PCI) in
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15. associated with Local Consultants Recourses Development Consultants (RDC) is
engaged for each package to perform as the Engineer. The Consultant will administer the
construction contracts and ensure that the contractual clauses for both quality and
specifications of work are complied with and the works are constructed in accordance
with the provisions of the construction contracts.
The Engineer’s representative will be a full-time professional resident engineer in the
Project area under each package. The Supervision Consultant while supervising
construction works will make all necessary arrangements for quality control and
implementation of the works. The Consultant in consultation with the Project Director
with Project Management Unit (PMU),RDA will make all engineering decisions required
for the successful and timely completion of the construction contracts, and have all the
powers defined as those of the Engineer. The Engineer has the following main
responsibilities & Obligation to perform the project in success.
a. Design Review
The Engineer will carry out a critical review the detailed design prior to the
Commencement of works to identify defects or omissions that compromise on
consistency of the design and completeness of works. This review will be carried out
immediately after the services commence and will be completed within 6 weeks. On
completion of the review, the Supervision Consultant will prepare a report, setting out all
findings and recommendations for correcting any defects or omissions identified.
Notwithstanding these, the Supervision Consultant will immediately inform the employer
of any defect or omission that may have a substantial impact on the Project at the time the
defect or omission is uncovered. The Consultant will submit four copies of the review
report to the employer. The consultant is to be mindful of this fact in his design review
exercise to check for accuracy and adequacy. The consultants are to submit Mass haul
diagram showing cut and fill positions including proposed disposal points for surplus/un-
suitable materials, if needed. This has also to be linked with earth work BOQ items so
that the quantities involved can be accurately assessed for various items including lead
involved from various locations.
b. Survey Work
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16. (1) The Supervisory Consultants shall be responsible to obtain the bench marks and other
information from the Design Consultants as required for commencement of construction
activities.
(2) If necessary, carry out modifications in survey and stakeout the revised Right of Way
limit for the purpose of land acquisition and relocation of utilities where required.
(3) The Supervisory Consultants shall supervise and verify the following works.
(a) Stake the Centerline, ROW limits and relocation of roadway structure and
appurtenances.
(b) Setting of Grade-stakes
(c) Relocation of permanent monuments in the construction.
(4) Without relieving the Contractors of their obligations under the Contract, review and
approve the traffic management and safety plan, and ensure compliance such that the
Works are carried out at all times in a safe and secure manner and damage or injury to
persons or property is avoided.
c. Contract Administration
The task of the Consultant will include but not be limited to:
(i) Ensure that the construction methods as proposed by the contractor for carrying Out
the works are satisfactory, inspections of contractor’s construction equipment; and safety
of the works, property, personnel, and general public; the schedule of Mitigation
measures for adverse environmental impacts; (ii) ensure that road safety design
requirements are implemented in accordance with the contract; The Supervision
Consultant will process interim and final payments to the contractors. If so required by
the employer, the Supervision Consultant will provide any of the following As the
Engineer, the consultant will administer the civil works contract and ensure that the works
are constructed in accordance with its provisions. The consultant will have all of those
powers, which are defined as being the Engineer’s with the exception of the following,
for which specific approval of the Employer is required.
o Issuing the order to commence the works,
o Approving variation in quantities,
o Approving subletting of any part of the works and assignment of work;
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17. o Approving extension of time and certifying additional cost,
o Issue of certificates for the completion of works,
d. Supervision Responsibility
The responsibility of supervision shall rest with the Engineer who shall issue instructions
in writing to the Supervisory Consultants for the supervision of Works as per the
Contract. Supervisory Consultants shall carry out a revision in the plans and
specifications as required by the Engineer and prepare all change orders instantly thereto
and shall further assist the Engineer in negotiations necessary for execution of the
changes. Such revisions shall be encouraged which result in improved project
performance. The Consultant will check surface quality of Asphalt Concrete by
Conducting Roughness Survey at the time of take over & subsequently at end of Defect
Liability period as per Engineering Practice.
e. Construction Supervision
i) Review of contract documents and report any inconsistencies, omissions,
inclusion needed etc.
ii) Consider all possibilities of reducing the cost of the works by making such
adjustments to the design as are technically acceptable with the approved
design standards and contract specification for the work.
iii) Approve the Contractor’s work programme, method statements, material
sources etc. which the consultant will assist contractor to prepare for the most
effective and expeditious method of carrying out the work.
iv) Prepare reports as per requirement of Terms of Reference.
v) Approve and/or issue working drawings, provide the contractors with
necessary datum points and bench marks for setting out works and
subsequently check and approve the setting out and give instructions and
general guidance to the contractor as may be necessary to ensure that the
works are carried out according to the schedule.
vi) Carry out inspection of all working areas and installations to ensure that the
work complies with the specifications.
vii) Examine Contractor’s installation, accommodation, medical clinic,
construction equipment and laboratories to ensure compliance with the
specification.
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18. viii) Attend to all problems in road side drains (i.e. construction of lead ways to the
drains, construction of drains, etc.) including in areas out side the right ok way
as well, if required.
ix) Ascertain and agree with the contractor the work measurement and keep
measurement records;
x) Maintain records, correspondence and diaries;
xi) Preparation of monthly valuations and issue interim certificates for progress
payments
xii) Prepare and submit to the RDA for approval any contract change order,
together with the related specifications and drawings.
xiii) Assist the RDA in negotiation with the contractor on price or unit rate changes
for which need may arise and make recommendations, on them as may be
necessary.
xiv) Alert the RDA to any problem which may arise or that might arise in
connection with the contract and make recommendations for solving it.
xv) Evaluate all claims for additional payments or extension of time submitted by
the contractor and make recommendations on them to the RDA.
xvi) Assist the RDA in any dispute that may arise with the Contractor and give
firm opinion on any claim which the contractor may put forward, by drawing
up report including all elements on which the judgment is based.
xvii) Assist the Employer with the maintenance of consolidated project accounts,
preparation of monthly programme reports, financial statements and
withdrawal applications for submission to the bank.
xviii) Certify completion of part or all of the work.
xix) Inspect the works at appropriate intervals during the maintenance period and
issue the maintenance certificate.
xx) At the completion of the contract, undertaken benefit monitoring and
evaluation of the project acceptable to RDA and ADB.
xxi) Provide the Employer with complete records, reports and assist the Contractor
in the provision of “As Built” drawings for the contract.
xxii) Consultants should perform the consultancy service in accordance with the
General Rules of RDA especially with “Financial Control-Contact Recording
Reporting Procedure of RDA”.
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19. xxiii) Evaluation of change of design/alternate designs proposed by the Contractor
and report to RDA with recommendations.
xxiv) Monitoring of bonds, guarantees and insurance and advice the Employer in
advance.
xxv) Investigate and ensure, through interaction with both military forces and
others agencies present in the project area, that all unexploded ordinance has
been cleared from: (i) road and road verge for a width that is at least 10m
either side of the centerline; (ii) Contractor’s work depot; (iii) materials
storage sties; (iv) buildings that may be used to accommodate contractor’s or
consultant’s personnel or used for storage; and (v) borrow areas, prior to
handing over.
xxvi) Conducting Contract Site Meetings monthly which are to be attended by
Consultant, Contractor’s Representative and the Employer.
xxvii) Attending security meetings if necessary.
f. Checking And Inspections
(1) Assess, maintain and regularly update list of Contractor’s construction equipment and
ensure that the same complies with the list of equipment submitted by the Contractor with
his bid or as per subsequent commitments.
(2) Jointly inspect the Works with the Employer and/or the Engineer and assist in formal
handing over and provide a report certifying satisfactory completion of the Works.
(3) Make arrangements for inspection of sites and project office for Employer’s staff and
ensure that all relevant information is available and detailed progress report discussed
before site inspections are undertaken.
(4) Where the maintenance period of the construction contract is completed within the
period covering the Consultants’ contract, the Supervisory Consultants shall carry out
maintenance inspection with the Employer and assist in planning of
remedial/maintenance Works and their supervision. This shall be done by nominated staff
of the Consultants.
(5) Assist in early maintenance inspection of those Works completed at the end of the
Supervisory Consultants’ assignment and assist with planning of any remedial works and
in the possible supervision for a period of up to Twelve (12) months after completion of
the Works.
19

20. (6) Assure submission and advice on the adequacy of the Contractors’ insurance policies,
performance bonds, and advance payment guarantees.
(7) Carry out continuous inspections at the locations where construction activity is in
progress. Carry out continuous inspections as per timing of the contractor’s working at
the locations where construction activity is in progress.
g. Reviews, Verifications and Records
(1) Assure the receipt of and maintain permanent record under terms and conditions of the
Contract Documents for materials including their source and equipment accepted and
incorporated in the project.
(2) Maintaining up-to-date progress schedules in the form of bar charts and other
appropriate systems indicating the major items of work being performed according to the
Work Program/Schedule approved by the Employer.
(3) Review the Contractor’s proposed Work Schedule and issue acceptance or rejection of
the same as the case may be.
(4) Verify the quality of work performed by the Contractor and submit the report thereto
including certification for release or otherwise of the Performance Guarantee.
(5) Assure the receipt of and maintain as permanent records of all warranties required
under terms and conditions of the Contract Agreement for materials including their source
and equipment accepted and incorporated in the project.
(6) Establish a comprehensive system of maintaining site records including site
correspondence, survey data, inspection records, test data, site diaries, records of
meetings, financial records, progress records etc.
(7) Making Presentations on the Project during VIP Visits.
h. Progress and Other Reports
Establish efficient procedures for verifying contractor performance and reporting
Progress and problems in a timely manner, including quality control reports, quantity
survey records, requests for variation or change orders, contractor’s Claims and invoices;
undertake project performance monitoring and evaluation in accordance with the Project
Framework and ADB's Project Performance Management System (PPMS) Handbook
including the baseline data survey and the following annual Survey and reporting up to
project completion; ensure that the contractor does not involve child labor for the
execution of the civil works contracts in accordance with the provisions of the contract
agreement; prepare and issue the following reports, the format and content of which are
20

21. to be acceptable to the employer: an inception report, a brief monthly progress report, a
detailed quarterly report, a detailed project completion report; check that “as built”
drawings are prepared for all works as construction processes; carry out the following
duties related to environmental mitigation with particular reference to the technical
requirements of sound environmental standards on the basis of ADB’s Environmental
Guidelines for Selected Infrastructure Development Project (Highways & Roads) during
construction: ensure that all the environmental mitigation measures required to be
implemented are incorporated into the contract documents, supervise and monitor the
implementation of environmental mitigation measures required, in the event of
occurrence of any unexpected environmental impacts, coordinate with the
(1) Prepare and submit Quarterly Review Reports in every three months (QRR), Monthly
Progress Reports (MPR), Contract Review Report for each package (CRR), Substantial
Completion Certificate, Final Completion Report/ Final Report & Project Completion
Report to the Employer through the Engineer on a format as provided by the Employer.
The progress report format includes various chapters and contains guidelines of the
contents to be included in the Monthly Progress Report, which shall be adhered to strictly.
(2) The Supervisory Consultants shall also prepare, as the part of the progress report,
Monthly Contract Administration Report. A copy of Monthly Contract Administration
Report shall be submitted to Project Director (ADB) of RDA.
(3) The Consultants shall produce as necessary technical reports and position papers
dealing with technical matters arising during the project.
(4) The Consultants shall prepare an Interim Completion Report for contracts, which
reach the stage of substantial completion. These reports must be submitted immediately
after the "Taking Over" of the project.
(5) In case of a technical problem in the execution, the Consultant shall hire and send
Expert to the field to study and suggest remedial measures for due performance of the
road structure and its cost shall be included in his Overheads
(6) The Consultant should indicate the name of the Pavement and Geometric expert who
shall review work relating to these two items in design review process.
j. Payment Certificate
(1) Prepare monthly contract payment estimates and prepare narrative progress reports
and certifications for payment for approval of the Employer or Engineer including up to
21

22. date cost estimates projected for construction and supervision till completion of the
project and comments on Contractor’s program.
(2) Verify and certify work done for each Interim Payment Certificate in the form
designed by the Employer as Standard IPC Processing Pro-forma in addition to the
existing practice.
k. Cooperation, Assistance and Joint Measurement
(1) Assist Employer/Engineer with interpretation of Drawings & Contract Documents,
more particularly with respect to any disputes with the Contract or other affected parties.
(2) Inform Employer/Engineer of problems or potential foreseen problems which may
arise in connection with the construction contract and recommend appropriate solution(s)
to overcome the same.
(3) Evaluate and make recommendations for the Engineer’s actions with respect to
claims, disputes, extension of time and other changes outside the scope of work of the
Contractor. The recommendations must be supported by necessary provisions of the
contract and irrespective of acceptance or rejection of the claims by Engineer, the exact
quantification of claims. Further in case of extension of time clear recommendations
based on the actual site conditions and unambiguous appraisal of the extension of time
with further recommendations of making it conditional or otherwise must be submitted.
(4) Respond to the requests made by the Employer for application of special attention to
any area/activity or in other matter, which is deemed important by the Employer.
(5) Recommend interim request and carry out joint measurements with the Contractor for
preparing a document, which clearly and accurately describes the work done and
payments due.
(6) Participate in accepting the completed Works and prepare a Final Report testifying
and certifying the acceptability of the completion Works.
(7) Cooperate with the Employer, the Engineer and the Contractor in the use where
required of, project-vide standardized or computerized methods, formats or programs of
reporting physical or financial progress or forecasts.
(8) Prepare format required for training of the Inspectors and field officer in the
application and quantity and quality controls, work programs implementation,
construction management, contract administration etc.
(9) Advise RDA on the need for effective liaison with local authorities, police,
landowners, utility owners, the public and other organizations affected by the Works in
order to minimize or avoid unnecessary delays or disputes.
22

23. (10) Assure that the Contractors comply with all the necessary requirements contained in
Environmental Mitigation Plan (EMP) and co-ordinate with other concerned
agencies/NGO’s related to the implementation of the environmental mitigation measures.
l. Settlement of Audit Para
(1) The Supervisory Consultants shall be responsible for settlement of the Audit Para
pertaining to the project without any time restriction such as completion of the project and
without any remuneration to be made separately on this account.
(2) The cooperation of the Consultants with respect to this aspect shall be adjudged for
significant contribution towards his future prequalification.
m. Deliverables
All deliverables completed in all respect shall be submitted to the Employer with
necessary verification or certifications within the construction period followed by Three
(03) months extended period for Select Staff, except for Monthly Progress Reports, which
shall of course be submitted on monthly basis. Following deliverables are required to be
provided by the Supervisory Consultants:
(1) X-Section (every 50 meters) submitted by the Contractor, checked and approved by
the Consultants/the Engineer.
(2) As-built Drawings submitted by the Contractor, after review and approval showing
remedial works proposed.
(3) Prepare and submit list of all office equipment, laboratory equipment, survey
equipment, furniture, vehicles, completed assets inventory and any other items provided
by the Contractor under the Contract, which is property of the Employer.
(4) Prepare and submit Project Completion Report giving all details of the project in
chronological order.
(5) Performance report on contractor, on completion of the defect liability period.
2.4. Source of the literature
The above Literature is discussed in the direct reference from the following available
documents & specialized source books.
1. ADB guidelines on the use of Consultants by Asian Development Bank and its
Borrowers -April 2006.(pp 01-48)
2. Agreement for Consultancy Services in between RDA and PCI in associated with
RDC for CAARP Project - August 2005 (pp01-48).
23

24. 3. Appendix –A Term of Reference for Construction Supervision Consultants
Assignment, CAARP -Nov 2003 (pp01-14)
4. General Condition of Contract /Particular Condition of Contract for Time based &
lump sum based for Consultants. (FIDIC-IV) International Federation of Consulting
Engineers Box 311 - CH-1215 Geneva 15 – Switzerland, SKYPE fidic. Secretariat -
Tele +41-22-799 49 00 - Fax +41-22-799 49 01 - fidic@fidic.org - FIDIC.org.
5. Project Performance Audit Report on the Second road improvement Project (Loan
864-SRI [SF]) in Sri Lanka -June 2000(pp 01-34).
6. Consultancy Services for Project Monitoring & Construction Supervision Unit (PMU)
along with Quality Assurance for various project works taken up under JNNURM in
GVMC GREATER VISAKHAPATNAM MUNICIPAL CORPORATION
VISAKHAPATNAM-June 2007(pp 01-75).
7. Outline Terms of Reference for Construction Supervision Consultants National Trade
Corridor Highway Investment Program RFP proposal for Islamic Republic of
Pakistan National Highway Authority (Procurement and Contract Administration
Section) Government of Pakistan in the implementation of its flagship initiative of
improvement of the National Trade Corridor, approved by the Government in 2005.
(pp01-08)
8. Experience in Central Asia Republics by (SMEC) Snowy Mountains Engineering
Corporation (PP 01-07).
9. Road Maintenance Programme in Cameroon Training Programme PREFED II, 2000
by Consultant BCEOM (PP 01 -06).
10. World Bank Report No.PID5867 By Task Team Leader Juan Gaviria,1999 (pp 01-
08).
24

25. CHAPTER 3. RESEARCH METHODOLOGY
Research methodology of the research study is given below under the following sub
headings for this research dissertation. It briefly includes the method of data collection,
study area and the data collection techniques and also the method of data analysis. The
Research study activity Plan in annexed in Annexure-3.
3.1 Research Design & Methodology
3.1.1 Objectives
As explained above, objectives of this research study to assess the Performance of
ongoing CAARP Project Construction Supervision Consultants and to find out the
factors affecting to achieve the Goals and Objectives of the CAARP project also
to find out the possibilities to eliminate them in order improve the situation.
3.1.2. Research Design
The design is adopted on questionnaire based method for data collection and
have three types of questionnaires to suit for the different category of the
officers, who were requested by my sample letter of request annexed in
Annexure-3.1 to collect data, views & comments among the three different staff
category in involving this CAARP project in order to perform successful this
research study.
3.1.2. Study Area
Although the ongoing CAARP project is implemented in North & East provinces,
it is limited due to the constraints in collecting data from Batticaloa & Ampara
areas to study in the following areas;
♣ Vavuniya
♣ Trincomalee
♣ Pulmoddai
♣ Kilinochchi.
3.1.3 Type of Data Collection
25

26. The data collection is based on sample surveys and based on Questionnaire
formats. Questionnaires are distributed by hand and online. The types of data is
the qualitative data, which is normal ordinal and from the primary sources.
3.1.4 Type of Respondents
Three types of questionnaires are annexed in Annexure 3.1A, 3.1B & 3.1C based
in relevant questions to each category of samples. It was also pre-tested the
questionnaire before the survey was carried out. Details are given below.
3.1.4. A Type -1 –Questionnaire -for Contractors
Questionnaire will be based the questions to collect data from only
contractors who involved in particular CAARP project to answer the
questions enable to assess the past performance of consultants, how
consultant’s feed back and their pro-activeness to attend the problems &
issues faced and raised by Contractors? How long they have got to attend
& respond? And what are delays in consultant’s side? Whether reasonable
or not acceptable?
3.1.4. B Type -2 Questionnaires -for Consultants
Questionnaires will be based the questions to collect data from only
Consultants view to answer the actual problems in related with above
issues and how far they have avoided delays and enthusiastically &
proactively attended and what extend? What are the delays not in their side
and time taken for responding the problems whether it is reasonable or not
tolerated?
3.1.4. C Type-3 Questionnaire -for RDA PMU Staff
Questionnaire will be based the questions to collect data from RDA/PMU
staff, who are involving CAARP project in Monitoring Unit and the
Project Management unit. To assess the performance of Consultant using
various indicators and to find out the cause of the problems.
26

27. 3.1.5 Method of Data Collection/Data collection Procedures
Data collected the through answering pre-tested and well designed questionnaires by hand
or online methods.
3.2 Sampling Techniques
Under sampling techniques it is suited to go with Probability sampling in this study each
officer of the population has specifiable probability of being chosen for data collection.
Under Probability sampling Cluster sampling method is chosen from the selected areas
only. This sampling method, the population is divided into groups which are to be similar
to each other. The data are collected from each individual from the Cluster for the
detailed study.
3.3. Data Analysis
From the above research methodology, communicated with cluster samples in order to
full fill the data, which is required to get necessary information to complete the research
study.
Relevant & sufficient information have been collected by filled questionnaires from
responders and will be discussed in Chapter 4. By Data Presentation about the
information, this is really required to full fill the data collection.
27

28. CHAPTER 4. DATA PRESENTATION & DATA ANALYSIS.
4. 1 Data Presentation & Analysis from the Contractors involved in CAARP
4. 1.1 Data Presentation from Ongoing CAARP contractors
Accordingly, samples have been collected through questionnaires from the
CAARP contractors and annexed in Annexure 4.1 A to Annexure 4.1.F and
details of their views, comments & observations for the study, are given below.
Table No.4.1.1 No of Contracts under study in Conflict areas
Details of Samples Collected in Project Area and No of ongoing CAARP Contracts in
Conflict Affected Area
Project Area
SAMPLE COLLECTED Total No. of
Sample
Collected
No. Of
Ongoing
CAARP
ContractsA B C D E F
Vavuniya √ 1 1
Trincomalee √ 1 1
Pulmoddai √ 1 1
Kilinochchi. √ √ √ √ 4 7
TOTAL 7 10
Fig. 4.1.1 No of Contracts under study in Conflict affected areas
28
Chart Showing the no of Sample Collected and CAARP contracts from the Conflict
Affected Area
0
1
2
3
4
5
6
7
C o nflic t A ffe c te d A re a
No Of samples
Collected and No
of CAARP
Contracts
Tot a l No .o f S a m pl e C ol le c t e d 1 1 1 4
No .o f C A A R P C o n t r a c t s 1 1 1 7
Va v u n iy a Tr i n c om a l e e P u l mo d d a i Kil in o c h c hi

29. From the Responses of the on going CAARP contractors, their views & encountered
problems are tabulated in the following table.
Table No. 4.1.2 Problems encountered by Contractors
Encountered Problems and views from Contractors of the ongoing CAARP Projects
NO. Encounter Problems/views
Collected Samples
A B C D E F
1 Quantity Variance in BOQQ 
2 Adequate Price Escalation Provision 
3 Delays in Approval of Quality materials    
4 Shortage in Quality Materials    
5 Shortage in Manpower/laborers  
6 Restriction in Transport facility & Mobility    
7 Mobilize & Maintain of Staff & skilled labor    
8
Consultants are theoretical and not in practical site
   
9
Inadequate experience Consultants not quality Consultants
   
10 Prevailing Situation      
11
Delays in approvals/arriving decisions by Consultants
   
12
Shortcoming in identification of initial scopes

4. 1.2 Data Analysis from Ongoing CAARP contractors
By analyzing from the above data presentation, Contractor’s response in giving the
reasons and the factors affecting in not achieving the Goals & Objectives of CAARP
listed and summarized in the above table.
Therefore the above encountered problems and their views, Factors & underlying causes
affecting in not achieving the Goals & Objectives of CAARP are analyzed in details and
listed them below in point form.
29

30.  Main factors or underlying causes affect the Ongoing CAARP Project in
achieving the Goal & Objectives of the Project
1. Security situation problem prevents to mobilize & maintain Machinery, Equipment,
Technical staff, labor strength & skill workers from other art of the country.
2. Man power shortage in project areas.
3. Shortage in Machinery & Equipments in project areas.
4. Shortage in Technical staff & skill workers in project areas.
5. Difficulties due to security restrictions affecting to obtain Road building
construction materials from the limited resources available in project areas in
accordance with standard specifications.
6. Delays in Consultant’s decisions & approvals for selection of materials & methods
of works.
7. Not always happy with consultant’s attitude.
8. Frequently changing scopes will upset the progress.
9. Consultant’s experience inadequate in arriving to the decisions implies delays
10. Consultant’s most of them are on theoretical side and in practical side.
11. Considerable Quantity variance due to the fast deterioration of roads, which were
not maintained for past two decades and time lapse in implementation of
rehabilitation.
12. Provision of Price Escalation due to the prevailing situation of the country is not
adequate and affecting the profit mark-up implies slow progress.
13. Public complaints and intolerable situation restricts of work activities implies
affecting efficient works and slowdown progress.
14. Security situation imposes restriction of working hours & transportation problems in
transporting materials to sites.
30

31. 4. 2. Data Presentation & Analysis from Construction Supervision Consultants
involved in CAARP
4. 2.1 Data Presentation from Construction Supervision Consultants
involved in CAARP
Accordingly, samples have been collected through questionnaires from the Construction
supervision Consultants and annexed in Annexure 4.2.A to Annexure 4.2.K and their
over views, comments & observations for the study, are given below.
Table No. 4.2.1.1: Table Showing the details of Samples Collected from Conflict
affected areas
Details of Samples Collected in Project Area
Samples Collected
Total No.of
Sample
Collected
No.Of
CAARP
ContractsA B C D E F G H I J K
Vavuniya √ √ √ √ √ √ √ 7 1
Trincomalee √ √ √ √ √ √ √ 7 1
Pulmoddai √ √ √ √ √ √ √ √ √ 9 1
Kilinochchi. √ √ √ √ √ 5 7
Total 4 4 4 1 4 4 1 1 1 1 3 28 10
31

32. Fig. No. 4.2.1 Showing Details of Samples Collected and No.of CAARP
Projects in Conflict affected area
Chart Showing No of Samples Selected &
No of CAARP ongoing Projects
0
1
2
3
4
5
6
7
8
9
10
Conflict Affected Area
NoofSamples&Contracts
Total No.of Sample Collected
No.Of CAARP Contracts
Total No.of Sample
Collected
7 7 9 5
No.Of CAARP Contracts 1 1 1 7
Vavuniya
Trincomalee
Pulmoddai
Kilinochchi.
From the responses of the questionnaires received from the Construction Supervision
Consultants Staff, the following their summarized views, comments & observations are
given in the following table.
Table No. 4.2.1.2 Problems/factors, which are encountered by Construction
supervision Consultants, affect in achieving goals & Objectives of
CAARP
Encountered Problems and views from the Construction Supervision
Consultants of the ongoing CAARP Projects
NO. Encounter Problems/views
Collected Samples
A B C D E F G H I J K
1
Scarcity of High Quality
Consultant staff.     
32

33. 2
Shortage in Quality
Materials        
3
Shortage in
Manpower/labourers        
4
Restriction in Transport
facility & Mobility         
5
Mobilize & Maintain of
Staff & skilled labour          
6
Low Quality Construction
Supervision Consultant staff        
7 In-experience of contractors          
8
Prevailing Situation of civil
unrest          
9
FIDIC condition of Contract
is not conversant with most
the contractors
       
10
Difficult in Evaluate Claims
due to reluctant in providing
information & lack of
maintaining records  
11
Shortage Machinery &
Equipment in Project area
     
12
Shortcoming in
identifications of initial
scopes 
13
Delays in Construction
activities 
 
 
4.2.2 Data Analysis from Construction Supervision Consultants
involved in CAARP
By analyzing from the above data presentation, Consultant’s views & reasons in not
achieving the Goals & Objectives of CAARP listed and summarized in the following
table.
Table No. 4.2.2 Summary of the factors & underlying causes affecting in
achieving the Goals & Objectives of CAARP
No. Summary of Factor & Underlying causes affecting in achieving Goals &
Objectives of CAARP
33

34. 1
Scarcity of High Quality Consultant staff.
2
Shortage in Quality Materials
3
Shortage in Manpower/laborers
4
Restriction in Transport facility & Mobility
5 Mobilize & Maintain of Staff & skilled labour
6 Low Quality Construction Supervision Consultant staff
7 In-experience of contractors
8
Prevailing Situation of civil unrest
9
FIDIC condition of Contract is not conversant with most the contractors
10
Difficult in Evaluate Claims due to reluctant in providing information & lack of
maintaining records
11
Shortage Machinery & Equipment in Project area
12 Shortcoming in identifications of initial scopes
13 Delays in Construction activities
♣ Analysis of Main factors that affect Ongoing CAARP Project or underlying
causes preventing in achieving the Goal & Objectives of the Project
1. Main problems inevitably related to the ongoing situation of civil unrest within the
country allied to the spread of the all packages.
2. The Security situation prevents skill workers moving from south to North& East and
employing local non-skilled workers, who are not familiar in road works, gives poor
workmanship and bad quality. Because local workers are not familiar with the road
works as there had been no major road projects for past 2-3 decades.
3. Since the inexperience of Many of Contractors in this system of Road works,
consultants have to put more inputs enable them to learn the system specially in
condition of contract and the responsibilities & obligations placed on contractors.
4. Scarcity of High Quality Consultant staff.
34

35. 5. FIDIC condition of Contract is not conversant with most the contractors: Contract
Obligations & responsibilities are not clearly understood by most of the contractors.
6. It was Difficult to attract and retain high quality local & expatriate staff for the
supervision services due to pertaining situation and on account of the higher salaried
being offered for alternative employment opportunities in more stable locations within
the country.
7. Goals & objectives of the CAARP are not realized this will be due to external factors
over which none of the parties to the contracts had any control.
8. The ongoing political climate has not been conducive to the achievement of the Goals
& objectives of the CAARP. The Project was intended as rebuilding the confidence of
the local people in the redevelopment of the infrastructure of the country following
cessation of hostilities between the Government and the Tamil forces.
9. The fact that most of the contracts were disrupted by the sporadic outbursts of the
violence between the Government security forces & LTTE and problems to
contractors (and hence to supervision services) as all contracts were sited in areas that
were under dispute.
10. Due to restricted traveling & harvesting local resources, high scopes of works have
been amended to suit the situation & available resources.
11. Difficult to negotiate price & Evaluate Claims, because Contractors were generally
reluctant to provide the information on which to conduct negotiations.
4.3. Data Presentation & Analysis from RDA –PMU Staff involved in CAARP
4.3.1 Data Presentation from RDA –PMU Staff involved in CAARP
Accordingly, samples have been collected through questionnaires from
RDA –PMU Staff and annexed in Annexure 4.3.A to Annexure 4.3.K.
These samples, which have been collected from PMU-RDA staff, covering
and representing for all packages of the CAARP project.
Table No. 4.3.1.1- Details of Samples Collected from PMU-RDA staff
No. Staff Category No of Samples
Collected
1
Project Director/Team
Leader/Director
3
35

36. 2 Deputy Director /Chief Engineer
2
3 Project Engineer/Engineer
3
Figure No.4.3.1 Figure showing collected the samples
representing the RDA- PMU staff for study
Chart showing samples representaion from RDA-PMU staff
Project Director/Team
Leader/Director
37%
Deputy Director /Chief
Engineer
25%
Project Engineer/Engineer
38%
From the responses, the details of their views, comments & observations
for the study, are given the following Table.
Table No. 4.3.1.2: Problems/factors, which are encountered by RDA-
PMU Staff, affect in achieving goals & Objectives of
CAARP
N Encounter Problems/views Sample Collected from RDA-
36

37. O. PMU Staff
A B C D E F G H
1
No specific assessment
system at present to assess
the performance of
Consultants     
2
Foreign Expatriate Team
leader not visited project
sites  
3
Restriction of mobility of
Consultants & RDA staff      
4
Prevailing Situation of civil
unrest giving undue
advantages to Consultants &
Contractors making Claims
& Extensions     
5
Cost Overrun
    
6
Low Quality Construction
Supervision Consultant staff   
7
Consultants attention to
details in adequate  
8
Consultants depend on
Contractor’s information in
finalizing Claims  
9
Shortcoming in
identifications of initial
scopes 
10
Unfavorable security
situation        
11
Mismanagement of
Contractors   
12
Scarcity of High Quality
Consultant staff.       
13
Shortage in Quality
Materials      
14
Shortage in
Manpower/laborers     
15
Shortcomings in Contract
Administration    
16
Restriction in Transport
facility & Mobility      
17
Mobilize & Maintain of
Staff & skilled labour      
18 In-experience of contractors      
37

38. 19
FIDIC condition of Contract
is not conversant with most
the contractors
   
20
Difficult in Evaluate Claims
due to reluctant in providing
information & lack of
maintaining records   
21
Shortage Machinery &
Equipment in Project area
   
22
Delays in Construction
activities 
 
 
4.3.2 Data Analysis from RDA –PMU Staff involved in CAARP
By going through the above data presentation from the RDA-PMU staff giving their
reasons in not achieving the Goals & Objectives of CAARP. Also their views are briefly
analyzed and listed them below in point form.
♣ Analysis of Main factors that affect Ongoing CAARP Project or underlying
causes preventing in achieving the Goal & Objectives of the Project
1. Restricts mobility of Consultants & Employer staff due to the prevailing security
situation in the area.
2. Non-availability of a standard assessment scheme, with point or similar format and
lack of appreciation by the top management for a need of such a system. A rating
procedure was suggested for a different consultancy previously, but the application of
it was not favored by RDA management, due to the fear of straining relationships.
3. As the Team Leader has not made site visits even once a month due to various
reasons, it was decided that a local Team Leader who can effectively make site visits
to be appointed.
4. Shortage in Machinery & Equipments, Man power & Technical staff & skill workers
in project areas.
38

39. 5. Difficulties due to security restrictions affecting to obtain Road building construction
materials from the limited resources available in project areas in accordance with
standard specifications.
6. There is a considerable gap in respect of achieving the time objective. Other than
direct effects of the adverse ground situation, the general approach of RDA and the
Consultants towards extension of time has been a very relaxed one. This situation has
given an undue advantage to contractors with poor performance. The above situation
leads to additional costs of supervision and price fluctuation.
7. There are cost overruns in some contracts due to shortcomings in the initial scope
identification.
8. Problems faced by the contractors in procurement of materials necessitated relaxation
of quality standards of certain materials which eventually results in a partial
achievement of the initial quality objective.
9. Consultant not plays the role intended by the terms and conditions of the Contract
effectively, it will eventually leads to the not achievement of Client’s goals and
objectives. Proper record keeping, timely decisions and accurate judgments based on
correct interpretation of the contract documents are vital for achieving the goals.
10. Consultant’s attention to details has been found inadequate. This situation was
observed in many areas such as progress monitoring, variations, measurements,
claims and extension of time. Too much dependence on the information submitted by
the Contractors is observed. Most of the time they do not take a proactive role in
collection of information, giving judgments and decisions. Lack of competence in
decision making has resulted in delays in many important actions. This situation is
attributable to lack of competence as well as relaxed attitude of the staff.
11. Tsunami affected CAARP project implementation in increase of exorbitant material &
Labour rates and to obtain adequate numbers of skilled laborers.
10. The current working arrangement of Managing & Monitoring Consultants is a more
collaborative one, rather than an evaluative situation. This means, RDA Project
39

40. Management Group take a proactive role in placing the consultant’s performance in
the right track, on a continuous basis. This is carried out as follows;
(a) Checking of the Consultant’s recommendations (in respect of time, quality
and cost) for their contractual validity and accuracy. Referring the
recommendations back to the Consultants in case of shortcomings;
(b) Making alternative assessments (claims, extension etc) and providing
findings as a feedback to the Consultant’s recommendation;
(c) Maintaining contract related data for easy reference;
(d) Informal discussions with the Consultants’ staff on complicated
contractual matters.
11. Due to Inadequate experience Consultants; RDA’s involvements have been
increased.
CHAPTER 5: CONCLUSIONS & RECOMMENDATION
5.1 Conclusions
5.1.1 The factors affect in achieving the Goals & Objectives of the CAARP
project.
40

41. 1. Main problems inevitably related to the ongoing situation of civil unrest
within the country allied to the spread of the all packages.
2. Restricts mobility of Consultants & Employer staff to the project area.
3. Non-availability of a standard assessment scheme to assess Consultants
performance.
4. Security situation prevents to mobilize & maintain Machinery, Equipment,
Technical staff, labor strength & skill workers from other art of the country.
5. Shortage of Man power, Machinery & Equipments and Technical staff & skill
workers in project areas.
6. Security situation restricts to obtain quality construction materials from the
limited resources.
7. Delays in Consultant’s decisions & approvals for selection of materials &
methods of works.
8. Scarcity of High Quality Consultant staff implies Inexperience Consultants
staff.
9. Consultant’s most of them are on theoretical side and in practical side.
10. Considerable Quantity variance due to the fast deterioration of roads & due to
shortcomings in the initial scope identification.
11. Provision of Price Escalation due to the prevailing situation of the country is
not adequate and affecting the profit mark-up implies slow progress.
12. Security situation imposes restriction of working hours & transportation
problems in transporting materials to sites.
13. Non availability of skilled workers, gives poor workmanship and bad quality.
14. In-experience Contractors, and FIDIC condition of Contract is not conversant
with most the contractors: Contract Obligations & responsibilities are not
clearly understood by most of the contractors.
15. Difficult to attract and retain high quality consultant’s staff.
16. Due to restricted traveling & harvesting local resources, high scopes of works
have been amended to suit the situation & available resources.
17. Difficult in Evaluate Claims and Negotiate price because Contractors were
generally reluctant to provide the information on which to conduct
negotiations.
18. Delays, Extensions claims, Price Escalations claims, Physical & Financial
contingencies implies Cost overrun of the project.
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42. 5.1.2 The underlying causes preventing to achieve the Goals & Objectives of the
CAARP
♣ Unfavorable security situation and resulting disturbances.
♣ Restriction in mobility of Consultants & Employer staff to project areas.
♣ Non-availability of a standard assessment scheme to assess the performance of
consultants
♣ Scarcity of High Quality Consultant staff implies Inexperience & Low quality
Consultants staff.
♣ Shortcoming in contract administration.
♣ Inexperience contractors.
♣ FIDIC condition of Contract is not conversant with most the contractors
♣ Difficulty in mobilizing & maintaining Machinery, Equipment, Technical staff,
labor strength & skill workers from other art of the country
♣ Shortcomings in the initial scope identification.
♣ Mismanagement by the Contractors;
♣ Shortage of human resources, Machinery, equipment Technical staff & skill
workers in project areas;
♣ Security situation restricts to obtain quality construction materials from the limited
resources.
♣ Security situation imposed in restrict of working hours & transport activities
♣ Delays in Consultant’s decisions & approvals for selection of materials &
methods of works.
♣ Quantity variations, Delays, Price Escalation Claims & Extensions claims implies
Cost overrun.
5.2 RECOMMENDATIONS
Recommendations for the remedial actions to be taken to eliminate the identified
above problems in order to improve Monitoring & Management by Construction
Supervision Consultancy services funded by ADB Projects in Conflict Affected
Areas ? “
42

43. 1. Since the Projects are in Conflict affected area, where the contractors are generally
inexperienced and the Contracts are also small, are difficult to implement due to the
prevailing condition, Supervision of contract has to maintain very close contacts
between supervision teams & Contractors to engender a spirit of cooperation without
development of confrontational attitude, which often prevails when difficulties are
experienced. The methodology to be adopted to hold frequent meetings with the
contractors and for the supervision teams to offer the maximum possible advice and
guidance to the contractors. Also it is important for all parties (Client, Consultants and
Contractors) to join together to obtain the best possible quality and to try to finalize
the Contracts as quickly as possible without significant detriment to any of the parties
concerned and the team should assist contractors to ensure that the requirements of
the Clients are met in the most expeditious manner.
2. Quality Assurance method is more innovative than the Quality control method.
3. QBS Selection criteria is more appropriate than QCBS method selection, when
selecting Consultancy service for even the Construction supervision in Conflict
affected areas in order maintain high quality staff.
4. Contracts in Conflict area to be implemented by local and inexperienced small and
medium-sized contractors, it would be appropriate best to utilize simpler Conditions
of Contract and/or to organize some form of training by ICTAD/RDA in order to
familiarize the FIDIC in contract implementation in order to promote their capacity
of to carry out works in conformity with quality standards while making sufficient
profit to ensure them a successful future.
5. Since the Consultant staffs are also not very high quality, Consultant’s staff also
should be given an ‘In House “training on Contract Administration. & Road
Specification & standards by the clients as there are severe shortage of Engineers &
Technical officers with Roads experience.
6. Standard performance appraisal scheme/ system with point or similar format to be
introduced in order to assess the Consultant’s performance enable them to play the
role intended by the terms and conditions of the Contract effectively, it will eventually
leads to the achievement of project’s goals and objectives. Proper record keeping,
timely decisions and accurate judgments based on correct interpretation of the
contract documents are vital for achieving the goals.
43

44. 7. Consultants should have a quality assurance system within their organization which
should address the following issues:
♣ Selection of staff who are adequately competent in their subject areas
♣ Timely response to all contractual correspondence by the contractor, with correct
interpretation of the contractual provisions;
♣ Proper identification of the primary and secondary responsibilities (checking,
approval etc) on the decisions, so that errors made at one level are eliminated at
the next level;
♣ An information system which should consist of information related to cost and
time, with proper mechanism for updating;
♣ Continuous updating of records of measurement, instructions, and claim related
data, variations and progress.
8. Consultants should be aware of the funding limitations and the agreed time frame of
the Foreign Funded Projects. Hence, continuous monitoring of cost and time is
essential. Consultant’s organization should be geared to handle this task. Client’s
interests should always be considered when making decisions, while administering
the contract with due fairness to the Contractor.
9. RDA or Highway sector’s staff, who are very adequate experience in roads & bridges,
should be encouraged to serve as consultants by releasing them from RDA on no-pay
leave for a limited period enable to give equal opportunity to all technical staff.
10. Effective Progress Monitoring is one of the automatic tool to monitor the Performance
of the Construction Supervision Consultant.
11. Potentate the standardization of progress will continuously improve the ability and
level of project supervision Dispatch experts to project sites periodically or a
periodically to offer technical services and operational guidance so as to assist in
solving technical problems with powerful technical support from RDA.
12. High quality and efficiency: - RDA should provide high-grade service by
efficiently, economically, effectively & environment friendly work so as to meet the
comprehensive requirement of the country on performance, safety, reliability, cost
and construction period, environmental protection of the projects.
44

45. 13. Advanced technologies: - introduce the scheme of selection through technical
comparison, design optimization at different design stages and adoption of advanced
technical equipment and an environment-friendly construction materials enable RDA
to utilize the most rational technical means based on the features of different projects
and make every effort to achieve optimal engineering and social benefits.
14. Perfect service: RDA possesses a complete series of service criteria implemented
through strict organizational and managerial measures and supported by
corresponding resources.
15. Continuously satisfy the expectation of the clients, society and staff: The demands of
the clients and other relevant organizations vary with time and the expectation of the
clients, society, staff and other related parties increases along with the development of
social productivity, therefore, RDA have to unceasingly improve and perfect the
Quality Management System (QMS), Environmental Management System (EMS)
and Occupational Health and Safety Management System (OHSMS) of the
institute, consider the interest and expectation of the enterprise itself and other related
parties as well in a balanced way in the course of development of the institute,
upgrade the technology and improve the service quality and managerial level to
satisfy the expectation of the clients, society and staff.

End
REFERENCES;
45

46. The following references have referred in order to prepare this Research Dissertation
report.
1. ADB guidelines on the use of Consultants by Asian Development Bank and its
Borrowers -April 2006.(pp 01-48)
2. Agreement for Consultancy Services in between RDA and PCI in associated with
RDC for CAARP Project - August 2005 (pp01-48).
3. Appendix –A Term of Reference for Construction Supervision Consultants
Assignment, CAARP -Nov 2003 (pp01-14)
4. General Condition of Contract /Particular Condition of Contract for Time based &
lump sum based for Consultants. (FIDIC-IV) International Federation of Consulting
Engineers Box 311 - CH-1215 Geneva 15 – Switzerland, SKYPE fidic. Secretariat -
Tele +41-22-799 49 00 - Fax +41-22-799 49 01 - fidic@fidic.org - FIDIC.org.
5. Project Performance Audit Report on the Second road improvement Project (Loan
864-SRI [SF]) in Sri Lanka -June 2000(pp 01-34).
6. Consultancy Services for Project Monitoring & Construction Supervision Unit (PMU)
along with Quality Assurance for various project works taken up under JNNURM in
GVMC GREATER VISAKHAPATNAM MUNICIPAL CORPORATION
VISAKHAPATNAM-June 2007(pp 01-75).
7. Outline Terms of Reference for Construction Supervision Consultants National Trade
Corridor Highway Investment Program RFP proposal for Islamic Republic of
Pakistan National Highway Authority (Procurement and Contract Administration
Section) Government of Pakistan in the implementation of its flagship initiative of
improvement of the National Trade Corridor, approved by the Government in 2005.
(pp01-08)
8. Experience in Central Asia Republics by (SMEC) Snowy Mountains Engineering
Corporation (PP 01-07).
9. Road Maintenance Programme in Cameroon Training Programme PREFED II,2000
By Consultant BCEOM (PP 01 -06).
10. World Bank Report No.PID5867 By Task Team Leader Juan Gaviria, 1999
(pp 01-08).
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47. APPENDICES
The following annexure are attached accordingly
Annexure 1.1 RDA Organization Chart
Annexure 1.5A Showing the Location Map for Roads under taken for
CAARP
Annexure 1.5B List of Roads under CAARP
Annexure 3 Activity Plan for Study in Bar Chart
Annexure - 3.1 Questionnaire – Covering Letter
Annexure - 3.1A Questionnaire – Consultant
Annexure - 3.1B Questionnaire – Contractor
Annexure - 3.1C Questionnaire – RDA /PMU Staff
Annexurer-4 Physical & Financial Progress
Annexures-4.1.A -4.1. F Response from Contractors
Annexures-4.2.A –4.2. K Response from Consultants
Annexures-4.3.A –4.3. H Response from RDA /PMU Staff
47