Tongo Assosa - Completion Report (Draft)

Consultancy services for the Route Selection and Survey, Feasibility and Environmental Impact,
Assessment (EIA) Studies, Concept Engineering Design, Resettlement Action Plan (RAP) and Ethiopian Roads Authority
Tender Document Preparation for Tongo - Asosa DB Road Project. July, 2020
Consultancy Completion Report (Draft)
TABLE OF CONTENTS
1.INTRODUCTION…………………………………………………………………………………………………….1
1.1 Introduction and purpose........................................................................................................................1

1.2 Contract Data..........................................................................................................................................3
1.3 Project Deliverables................................................................................................................................4
1.4 Project Period..........................................................................................................................................4
1.5 Project Description..................................................................................................................................5
1.6 Purpose of the Completion Report..........................................................................................................8
2. CONSULTANT’S STAFFING AND IMPLEMENTATION……………………………………………...…….9
2.1 Consultant`s Staffing...............................................................................................................................9

2.2 Consultancy service Implementation, Implementation structure and deliverables................................9
2.2.1 Site Visit and Data collection………………………………………………………………………………………
10
2.2.2 Implementation structures and deliverables……………………………………………………………..10
3. CONCEPT ENGINEERING DESIGN AND PREPARATION OF TENDER DOCUMENT…………12
3.1 Activities Performed During the Consultancy Period............................................................................13

3.1.1 Project Initiation and Mobilization. …………………………………………………………………………………13
3.1.2 Data Collection and Reconnaissance Survey............................................................................................. 13
3.1.3 Material Investigation.................................................................................................................................. 14
3.1.4 Hydrological / Hydraulic Study.................................................................................................................... 14
3.1.5 Geometric Design....................................................................................................................................... 14
3.1.6 EIA for the Concept Design........................................................................................................................ 14
3.1.7 Traffic Survey and Forecast and Feasibility Study......................................................................................15
3.1.8 Pavement Design........................................................................................................................................ 15
3.1.9 Engineering Drawings................................................................................................................................. 15
3.1.10 Tender Document Preparation.................................................................................................................. 15
3.1.11 Engineering Cost Estimate........................................................................................................................ 15
Pure Consulting Engineers PLC in Sub-Consultancy with Sound Engineering Solutions PLC
3.2 Manuals used........................................................................................................................................15
4. PROJECT CASH FLOW………………………………………………………………………………………….17
5. PROJECT PERFORMANCE ASSESSMENT………………………………………………………………….20
6.LESSONS LEARNED AND PROBLEMS ENCOUNTERED DURING THE CONSULTANCY PERIOD…21
6.1 Lessons Learned...................................................................................................................................21

6.1.1 Technical lessons
………………………………………………………………………………………………………………...21
6.1.2 Managerial and Leadership lessons…………………………………………………………………………………………...23
6.2 Problems encountered..........................................................................................................................23

6.3 Opportunities of commencing the project.............................................................................................24
List of Tables
Table 1- 1: Contract Data.................................................................................................................................3
Table 1- 2: Project Description.......................................................................................................................5Y
Table 2- 1: Staff inputs until the project completion..........................................................................................9
Table 2- 2: Deliverables and responsible professionals from both sides.........................................................1
Table 4- 1: Payment schedule........................................................................................................................17
Table 4- 2: Invoice Schedule.........................................................................................................................19
List of Figures
Figure 1- 1: Project Location..........................................................................................................................6Y
Figure 2- 1: Project Implementation Structure................................................................................................12
1. INTRODUCTION
1.1 Introduction and purpose
The Federal Democratic Republic of Ethiopia has launched Road Sector Development Program (RSDP) to enhance
development objectives and the living standard of the population all over the country. Accordingly, Ethiopian Roads
Authority, on behalf of the Federal Democratic Republic of Ethiopia (FDRE) is implementing various road projects
including new road construction, rehabilitation or upgrading of main trunk, link and rural roads to expand the Roads
Network all over the country.
The Government of Federal Democratic Republic of Ethiopia (FDRE) represented by the Ethiopian Roads Authority
(ERA) has allocated funds towards the Consultancy Services to carry out Concept Design, Feasibility and EIA, RAP,
and Tender Document Preparation & Engineering Cost Estimate of Tongo Assosa road project.
The Ethiopian Roads Authority (ERA) of the Federal Democratic Republic of Ethiopia (the Employer) signed an
Agreement with Pure Consulting Engineers PLC in Sub-Consultancy with Sound Engineering Solutions PLC for
Consultancy Service for the Concept Design, Feasibility, EIA, RAP, Risk Assessment and Tender Document
Preparation & Engineering Cost Estimate of Tongo Assosa Road Project.
The Ethiopian Roads Authority (ERA) has been entrusted the responsibility of implementing this road project. ERA,
on the behalf of the Federal Democratic Republic of Ethiopia, intends to utilize part of its budgetary allocation to
finance the Consultancy services for the project under reference. The provision of this service is procured through
National Competitive Bidding (NCB).
The preparation of Works tender documents on Design and Build basis dictates the application of the highest
possible Engineering and Contract standard so that the implementation of the construction project can be realized
without undue imbalance of risk between the contracting parties. Therefore, based on this premise the Consultant
carries out such services with utmost care, diligence and expertise.
The Consultant shall perform all necessary services and activities to fulfill the stated objectives whether or not a
specific activity is stated in the Scope of Services in the Terms of Reference.
The purpose of this concept design document is to present findings on sensitive areas such as landslide area,
swampy areas, high embankment stability, flood plains; and identified Environmental and Social problems and
together with their corresponding recommendations for mitigation measures given as Engineering solutions. The
findings on identified Environmental and Social problems shall include but not limited to:
 ROW issue such as identification of spoil areas, resettlement/land use demand of the design, reinstatement
 Effects of deep cuts and high fills on the livelihood of local residents
 Traffic management issues in town sections, difficult terrains
 Health and safety on site
1.2 Contract Data
Table 1- 1: Contract Data
Project Name : Bule Hora – Shakiso – Kibremengist Road Project, Lot 1:
Kibremengist-Bule Kero & Tongo-Assosa Road Project And Bule Hora
– Shakiso – Kibremengist Road Project, Lot 1: Tongo Assosa Road
Project
Lot : Tongo Assosa Design and Build Road Project
Project No. : S/01/NCB/RFP/GOE/2012 EFY
Funding : The government of Federal Democratic Republic of Ethiopia (FDRE)
Consultant : Pure Consulting Engineers PLC in Sub-Consultancy with Sound
Engineering Solutions PLC
Type of Services : Concept Design, Tender Documents and Engineering Cost Estimate
Project Period : Six (6) Months
Consultancy Contract
Signed on: : January 3, 2020
Commencement Date : 14 January 2020 (ERA’s letter dated 14 January 2020 with reference
No. AA19/26/10-155
Planned Duration : Six (6) Months
Project Cost : Ethiopian Birr 15,458,875 (Ethiopian Birr Fifteen Million Four Hundred
Fifty Eight Thousand Eight Hundred Seventy Five Only) inclusive of
15%VAT and local taxes.
Concept design of Lot 1 and Phase : Ethiopian Birr 4,098,071.00 (Ethiopian Birr Four Million Ninety Eight
I of Detailed engineering Design of Thousand Seventy One Only) inclusive of 15%VAT and local taxes.
the first section/Lot
1.3 Project Deliverables
The deliverables produced under this project include :
 Detailed site investigation works that include Survey works & Route selection
 Feasibility study, Environmental impact assessment, Risk Assessment, detailed Engineering Estimation of
the proposed route to guide the employer towards knowledge based decision
 Concept design of the proposed route, so that can be used as crude guide for the tenderer during
procurement stage
 Tender document including the Employer`s requirement that can be employed during the whole life of the
project from tendering to final close out stage forming a binding contract between the employer and the
successful tenderer
1.4 Project Period

The project was commenced in January 14,2020 with 6 months period. The project completion date was July
14,2020. The consultant had submitted all the deliverables by the mentioned date. Some delay had occurred as the
consultant had been continuously reporting due to the un anticipated spread of COVID 19 pandemic. In response to
the same the government had been taking different measures. Our company also made some arrangements in order
to protect our staff from the pandemic including:
 Shift work
 Reduction of working hours
 Re-scheduling site visits
 Providing service
 Providing protective equipment
Even though, we had been doing with our utter most care some delays had been inevitable as a result of the
aforementioned force majeure.
Thus, our company will finalize and submit all the final reports as practicable as possible after the employer review
the draft submissions , in case there is any, or else the draft submissions will be finalized and submitted to the
employer by the end of July,2020.
1.5 Project Description
The Tongo – Asosa Design and Build Road Project is located entirely in Benishangul Gumuz National Regional
State, and is having a total length of about 130 km. The starting point of the project i.e. Asosa Town is located at
about 665km from Addis Ababa. The project starts at Asosa town which is located in the Benishangul Gumuz
Regional State: Asosa zone. The approximate coordinates in ADINDAN projection for the starting point are
(E=671392.065, N=1115410.685) (UTM: ADINDAN, Zone 36). The project traverses through Asosa Town
Administration, Megele 32, Megele 33, Abrehamo, Sherkole-Engi, Sherkole-ofendi, Kushmagan, Budur Kebeles,
Fufur Kebele, Banga kebele, Baldegis kebele, Shoshor kebele, Mimi kebele and ends at Tongo town with
approximate ending point coordinates of (E=659537.007, N=1035295.758).
Table 1- 2: Project Description
Project Name Construction Works of Tongo – Asosa Design and Build Road Project
Benishangul Gumuz National Regional State of the Federal Democratic Republic

Region/Zone
of Ethiopia, Asosa Zone.
Asosa Town (Approximate Coordinates: (E=671633.262, N=1115491.962)
Starting Point Description
which is located at Benishangul Gumuz Region
Ending Point Description Tongo Town (Approximate Coordinates: (E=659537.007, N=1035295.758)
Length (km) 130km

Road Functional DC7 for town sections and DC5 for the section from End of Assosa town section
Classification up to the End of the project
Climate Classification Weynadega and Kola
Elevation (m) (min – max) 618.334 – 1984.975
Traffic Volume vpd For Assosa town AADT is 5434, for the remaining section AADT is 945
Project Location
Figure 1- 1: Project Location

Photo 1- 1: Project start Tongo town [667559.215E, 1111912.614N]
Photo 1- 2: Project End ( Assosa Town )

1.6 Purpose of the Completion Report
The Project Completion Report formally documents the project outcomes and performance against the approved
project goals and objectives identified in the Terms of reference (TOR) or other project baseline documentation. It is
a mandatory project document that communicates the final project results including actual final costs and handover
dates and compares these to the initial project scope requirements, schedule and budget. The report provides a final
statement of record that summarizes and concludes all project activity.
This Project Completion Report is an approval document, which provides confirmation to the client that the
consultant had completed all project related activities within the provided budget and time frame.
2. CONSULTANT’S STAFFING AND IMPLEMENTATION
2.1 Consultant`s Staffing
The Consultancy services of the project has been carried out by qualified and well experienced groups of
professionals with specialization and expertise in various disciplines of all aspects of the project studies and design
works. The Consultant has organized the project team in accordance to the requirements of the contract and the
functional needs of the project work.
The project team has been organized in such a way that attribute for the timely accomplishment of tasks in a
standard quality and to the requirements set by the TOR. The team consist of the following professional personnel’s :
 Senior Highway Engineer
 Pavement/Material Engineer
 Structural Engineer
 Senior Surveyor
 Hydrologist
 Contract Engineer
 Transport Economist/ Developmental Economist and
 Urban Engineer/Planner and Surveyors
Table 2- 1: Staff inputs until the project completion

Position Name of Staff Input until the Total
project completion (man-month)
(man-month)
Project Team Leader Yared Alemayehu 6 6
Highway Engineer Addisalem Eshete 6 6
Contract Engineer Makda Mathewos 5 6
Hydraulic Engineer Gebeyehu Arega 5 6
Structural Engineer Dubale Demeke 5 6
Geotechnical Engineer Nigatu Fikadu 5 6
Transport Economist/Traffic Abdulahi Mohammed 4 6
Engineer
Environmentalist Nega Abera 4 6
Senior Pavement /Material Engineer Tayachew Melese 4 6
2.2 Consultancy service Implementation, Implementation structure and deliverables
The consultancy service structure and out puts of the service are presented within the following chart as below:
The project team leader put a maximum effort towards the coordination works and towards a timely implementation
of the project.
2.2.1 Site Visit and Data collection

Immediately after accessing the starting point of the project (Asosa Town), the Consultant has organized a
mobilization schedule and the project key personnel had undertaken site visit from February 28, 2020 to March 9,
2020 for inception, work initiation, data collection and detailed investigation. The initial findings from the detail
desktop study & field investigation.
Data collection is being undertaken, both in Addis Ababa and from the project site, and data collected to date
includes the following:
 Maps at 1:50,000 scale covering all of the project area (hard copy and digital files from Ethiopian Mapping
Agency);
 ERA Design Manuals
 ERA Quality Manuals
 Metrological Data
 Land use map of the area
 Soil Map
 DEM 30X30m grid, DEM 90x90m grid
 Socio economic profile and maps of the Weredas and Zones
 Master plans of Town Administrations and Woredas
 Geological Maps at 1:250,000 and at 2,000,000 from the Geological Survey of Ethiopia
Based on the findings during site visit and data collection the consultant had submitted a project inception report on
March 2020 and the final version was submitted after incorporating comments given by the client on April 2020.
In addition to the onsite engineering study of the proposed route a detailed public consultation had been conducted
with different stake holders.
Using these consultation as a supportive and indicative information in consideration of the engineering and other
technical aspects of the proposed route the consultant had conducted the route selection of the proposed project.
Furthermore, the data collected during site visit used as a forefront for all the reports and deliverables that the
consultant produce and submitted during the project commencement period.
2.2.2 Implementation structures and deliverables
Both the lead consultant and sub consultant giving a lieu attention towards the implementation of the consultancy
services had delivered the following deliverables listed in Tale 2-1 below, as per the proposed time schedule on the
TOR.
Table 2- 2: Deliverables and responsible professionals from both sides
List of Deliverable Delivery Date Status of the work
Final Inception Report April 02,2020 Completed and the Final version submitted to the
client
Final Concept Engineering Design Report June 20,2020 Completed and the Final version submitted to the
client
Final Concept Design Drawing June ,2020 Completed and the Final version submitted to the
client
Final EIA for Concept Design July,2020 Completed and the Final version submitted to the
client
Final Tender Document, June 10,2020 Completed and the Final version submitted to the
client
Risk Assessment Report June 19,2020 Completed and there was no comment given on the
draft submission hence, it is assumed that the client
accepted the submission
Engineering Estimates May, 2020 Completed and the Final version submitted to the
client
Feasibility report of concept design and June ,2020 Completed and there was no comment given on the
RAP Report draft submission hence, it is assumed that the client
accepted the submission
Consultancy Completion Report Under Will be submitted by July 24,2020
preparation
Pure side Deliverables Joint coordinator (Team leader)

Sound Side deliverables
Engineering estimate and

book of computation Risk Assessment Report
Assessment (EIA) Studies, Concept Engineering Design, Resettlement Action Plan (RAP) and Ethiopian Feasibility and
Roads Authority
Tender Document Preparation for Tongo - Asosa DB Road Project. Environmental impact
July, 2020
Consultancy Completion Report (Draft) Mutual Tasks Assessment
Site visit and investigation Resettlement Action Plan

Facilitate Report
Inception and concept design report preparation
Tender document and Employer`s requirement preparation
Concept Engineering
Design Report (CAD)
Inputs
Consultancy Completion Report
Figure 2- 1: Project Implementation Structure

Pleas refer to Annex I for Implementation schedule of the consultancy service.
3. Concept Engineering Design and Preparation of Tender Document
This section of the report describes the Consultant’s overall performance for the Concept Engineering Design and
Tender Document Preparation of Tongo Assosa Design and Build Road Project, for the total project period starting
January 14,2020 up to completion of the whole project works and submittal of all final reports/deliverables.
The main items of works of the project and narrative description of individual tasks are as described in the forth
coming sub sections.
3.1 Activities Performed During the Consultancy Period

3.1.1 Project Initiation and Mobilization
The Consultant thoroughly reviewed the project-related information supplied by Ethiopian Roads Authority and local
community with particular emphasis on understanding the project’s cost, scope, schedule, and quality parameters
and identification of design constraints.
The Consultant has also visited the project site during the reconnaissance survey for the purpose of becoming
familiar with actual field conditions and the extent of the project works. Hence, it is believed that the concept design
provided herewith for the design builder give a deep insight for the design builder.
 Kick off meeting

Starting from the commencement date of the project, the Consultant arranged a kick-off meeting, that aimed at
presenting the goals, objective and approach of the project as agreed in the project document together with any
recommendations for revision (due, for example, to the time between project design and start-up) to the
stakeholders.
The meeting was carefully designed to focus the discussions on implementation rather than the original concept of
the project that has been agreed by the stake holders. It was organized by the mayor of Assosa town and held at the
mayor`s office. Critical issues discussed on the meeting include:
 Reimbursement for households and residents that are likely to be affected by the project;
 Awareness creation about the importance of the project for the community along the project road;
 Identify potential project constraints including site, utility and construction standard compliance issues.
 Staff mobilization
The Design Team that comprised of the Team Leader and Highway Engineer, the Hydrologist, the Structural
Engineer, the Geotechnical Engineer, the Pavement Engineer and the Environmentalist has been formed for the site
investigation of the Project Area and to undertake the Inception and Reconnaissance Site Visit from February 28,
2020 to March 9, 2020.
3.1.2 DATA COLLECTION AND RECONNAISSANCE SURVEY
The data collection and reconnaissance survey was the fundamental source and primary source of data for the
overall concept design and reporting activities.
 Site Reconnaissance
Having organized and reviewed secondary data, the Consultant carried out the site reconnaissance activity in the
month of February 28, 2020 with a participation of all key project professionals. The site reconnaissance was carried
out by the Consultant to get familiarized with the project corridor and to gain firsthand information of site conditions.
During the site reconnaissance survey the pavement, structure and geometric condition of the existing roads, soil
characteristics, land use/land cover, geology, hydrology, construction materials, ROW, Environmental and other
related issues have been investigated.
Furthermore, the Consultant staff was introduced to various organizations for the purpose of data collection and
partnership.
3.1.3 Material Investigation

 Subgrade Soil Investigation
The field investigation was carried to characterize the natural subgrade soil in order to determine its engineering
properties for designing appropriate pavement structure and identify possible construction material sources that
includes, borrow (for fill and natural gravel), rock (for masonry, and aggregate), sand and water for construction.
During the field geotechnical investigation program representative samples were collected from subgrade soils and
construction materials sources for laboratory testing. The detailed tests carried on the representative samples, test
results and soil extension along the project road is incorporated in the concept design report.
 Construction Material Investigations

Field reconnaissance was carried out in the surrounding areas to locate borrow areas and quarries to serve as
sources of construction materials which will be required for carrying out the envisaged road improvements. Available
information was studied, local enquiries made and prospective sources visited.
The reconnaissance included identification and preliminary investigation of sources of:
 Soil borrow areas for use as fill/selected fill for embankment

 Gravel borrow pits for use as gravel wearing course and capping layer,
 Rock quarry for production of concrete aggregate and for masonry works,
 Sand sources for concrete and Mortar works and
 Water sources for compaction and concrete /mortar works.
3.1.4 Hydrological / Hydraulic Study
In relation to this study the following major works were performed:
 Visiting all stretch of the project to assess and observe the existing drainage condition;
 Defining the catchment areas of major existing and new drainage structures of the project road using
the topographic map of the project area.
 Perform the hydrological and hydraulic study.
 Propose drainage facilities.
3.1.5 Geometric Design
The geometric design of the road was carried out based on the field investigation results and detailed topographic
survey data’s in accordance to ERA Geometric Design Manual requirement. This was done to design the horizontal
as well as vertical alignment design and the other components such as super-elevation and widening requirements.
Appropriate safety design items and road furniture was specified and typical detail drawings were produced based on
project design standards and guidelines.
3.1.6 EIA for the Concept Design
Detailed EIA has been undertaken after assessment of the conditions of the project road and its vicinities.
3.1.7 Traffic Survey and Forecast and Feasibility Study

Traffic survey and forecast was carried out which was utilized in the Feasibility Study process as well as for
pavement design.
3.1.8 Pavement Design

Detailed soils and materials investigation has been carried out and the different soil categories encountered along the
proposed corridor. Based on the field and laboratory investigations, the design CBR has been determined. Pavement
thickness design has been carried out based on the subgrade strength class and based on the traffic volume.
3.1.9 Engineering Drawings

Preparation of the typical drawings was started up on completion of substantial portion of concept engineering
design. The plan and Profile drawing shows the natural ground levels, horizontal and vertical curve details,
drainages, cross-sections, side drains, super elevations, etc. drainage culverts, and other structures, location of
bench marks and survey beacons contour lines superimposed on the plans and other relevant information have also
been produced on sheets of an approved format.
3.1.10 Tender Document Preparation

A complete set of Bidding document had been prepared based on the General conditions of FIDIC 1995, Design and
Build Contract and based on the qualification criteria set out by the employer and the general procurement guidelines
of FPPA so that the procurement of the proposed project could be implemented based on ICB and DB method of
procurement.
The tender document was evaluated by the client, commented and forwarded to the consultant. Based on the
comments forwarded from the client the consultant corrected the tendering requirements and the final document was
submitted to the client within soft and hard copy.
3.1.11 Engineering Cost Estimate

A vast and detailed cost estimate in consideration of the current market price , location of the project, hauling
distances of construction materials , the estimated quantity of every work item, availability and efficiency of
equipment’s had been prepared and the same was submitted to the client. After the draft submission incorporating
the comments and feed backs gained from the client the final engineering estimate was submitted on May,2020.
3.2 Manuals used

The manuals used to prepare the concept design based on their suitability Includes: -
 ERA 2002 & 2013 Design Manuals,
 AASHTO 2001,2003,2004 Manuals,
 ASTM standards,
 FHWA (Federal Highway Administration manuals)
 NCHRP(National Cooperative Highway Research Program )
4. Project Cash Flow

The main source of fund for this consultancy project is the payment that is collected from the client. The total project
cost is ETB 4,098,071.00 ( Four Million Ninety Eight Thousand Seventy One Birr).
The payment schedule of the project is presented here under as Table 4-1:
Table 4- 1: Payment schedule
No. Deliverables Percentage of payment to be Amount to be released (Birr)
released
1 Final Inception Report 11.43%
468,350.97
2 Final Concept Engineering Design 11.43%

Report and Final Concept Design 468,350.97
Drawing and Final EIA for Concept
Design
3 Final Tender Document, Risk 21.43%
Assessment Report, Engineering 878,158.07
Estimates
4 Feasibility report of concept design 11.43%
and RAP Report 468,350.97
5 Final Route Selection Report of 16.43%

detailed Design 673,254.52
6 Final Feasibility Study of detailed 16.43%

Design 673,254.52
7 Final Environmental Impact 11.43%

Assessments Report 468,350.97
The Planned and Actual accomplishment based on monthly cash flow distribution will be presented here under with
the following Figure-1 below:
Please refer to Annex II for the detail presentation.

Figure 4- 1: Planned Vs Actual Accomplishment
Figure 4- 2: Percentage of completion vs Project duration

The Invoice schedule of the project will be presented with Table 4-2 below:
Table 4- 2: Invoice Schedule
Invoice Invoice Amount (including VAT) Status
Number
1 804,955.43 Received
2 3,160,830.41 The consultant applied for the release,

not received yet
3 132,285.15 Will be applied after Final consultancy
report submission
5. Project Performance Assessment

As per the RFP and TOR the primary intent for the project commencement was to commence the construction of the
project in two lots. The starting point of the first project was planned to be on Tongo town at China camp and to end
at Fufur kebele. And the second lot from Fufur kebele to Assosa Town. And also it was proposed to be part of Tongo
– Mimi – Baldegis Tsosor-Banga-Fufur- Budur -Sherkole ofundi- Sherkole engi- Kushmenege - Abrehamo –Asosa
town (china camp) road which links the existing Bambasi –Mendi-Nekemt –Ambo -Adiss Abeba Road.
However, after a lot of discussion with parties and the client the project was combined into one and the starting point
was changed to Assosa Town and the end point to Tongo.
Thus the scope of the project was totally changed from the one provided on the TOR and RFP. The project end result
i.e. the concept design was prepared for the changed route in which the client and all other stake holders agreed up
on.
Even though the project loting and the start and end point were changed all the deliverables were prepared as per
the deliverable schedule stated in the TOR.
The overall performance of the project as can be seen from Figure 4-1 under Section 4, during the first three months
the performance of the project was below the plan. However after March 2020, the consultant had managed to
accelerate the works and finalize the tasks as per the plan by July 2020.
6. Lessons Learned and Problems encountered during the consultancy period

There were several lessons learned during this project and the highlights are included in this section and presented
as below.
The lessons learned on commencing this project can be generalized and grouped in to two categories thus are:
 Technical lessons
 Management and leadership lessons
3.3 Lessons Learned

6.1.1 Technical lessons
 Risk Management : Most part of the project is located in a densely cultivated and naturally
undisturbed area this attribute to unsafe situation for the design crew and challenging scenario .
However, the consultant had managed the site reconnaissance survey and prepared the
concept design successfully.
 Scope Management: The scope of the project had been altered repeatedly. However, the
consultant had managed the alteration properly and submitted all the required deliverables as
per the TOR.
 Quality Management : Quality management is an essential part of every project management
activity. In order to assure the quality of the consultancy work the consultant had implemented
the following mechanisms:
1) Quality assurance and control during data collection: a special
emphasis was given to the quality and quantity of the data that were
collected . To make sure it is to the standard quality the source of the
data was properly checked. And also a lieu attention was given so
that the data could be as representative as possible.
2) Quality assurance and control during reconnaissance survey works :

starting from the design crew organization up to the onsite data
collection a lieu attention was given and qualified expertise in each
field were employed. During site visit appropriate and well calibrated
equipment were employed for data collection, a proper documentation
of site findings were formulated and implemented.
3) Quality assurance and control during Concept Design preparation:

During concept design preparation:
 The errors on the design software were properly trucked and
recorded
 A detail discussion had been made at the presence of all the
design team professionals
After the errors and problems were trucked recorded and
argued the final version of the concept design was submitted
4) Quality assurance and control during Report / deliverables
preparation:
 The consultant had assigned a team that is responsible for
the production standard reports that is compatible with the
guide lined and requirements set out by the TOR.
 Cost, schedule and status reporting:

 Cost: The consultant had managed to commence the works of the consultancy service
from its own financial funding.
o Cost estimates must be prepared in year-of-expenditure Birr, inflated to the midpoint of
construction, with some allowance for schedule slippage taken into account. Reporting
the costs in year-of-expenditure dollars will greatly reduce the media and public
perception of "cost growth".
o Reasonable contingencies should be built into the total project cost estimate. It is
suggested that the following contingencies be included: 1) a Construction contingency
for cost growth during construction; 2) a Design contingency based on different levels
of design completion; 3) an overall Management contingency for third-party and other
unanticipated changes; and 4) other contingencies for areas that may show a high
potential for risk and change, i.e., environmental mitigation, utilities, highly specialized
designs, etc.
o Cost estimates should consider the economic impact of the Major project on the local
geographical area. For example, material manufacturers that would normally compete
with one another may be "forced" to team together in order to meet the demand of the
Major project. Extremely large construction packages also have the potential to reduce
the amount of contractors that have the capability of bidding on the project, and may
need to be broken up into smaller contracts to attract additional competition. Bid
options (simultaneous procurements of similar scopes with options to award) should
also be considered for potential cost savings resulting from economies of scale and
reduced mobilization. A Value Analysis should be performed on the project to
determine the most economical and advantageous way of packaging the contracts for
advertisement.
 Schedule and status reporting: the status of the work and the percentage of
accomplishment had been reported to the client every month. The consultant had
followed a project implementation schedule that is solely developed for this purpose.
o Periodic reporting should include reasons for schedule deviations from the approved
schedule, impacts resulting from the deviations, and initiatives being analyzed or
implemented in order to recover any cost overruns or schedule delays. Transfer of
costs to and from contingency line items should also be reported, including reasons
supporting the transfers.
o Periodic reporting should include speculative scope changes that may potentially
develop in the future, if any.
6.1.2 Managerial and Leadership lessons

 Communication and Relationship management : During the implementation of this project different
communication methods and relationship management mechanisms had been implemented.
 Communication methods: Interactive communication, Push communication, Interpersonal
communication, Small group communication, Public communication and mass communication had
been implemented during the implementation of the consultancy service.
 Relationship management: During the implementation of this project the consultant put utter most
effort to build mutual trust and understanding, to build open and joint approach in managing
deliveries. It has been learned that ensuring the relationship between parties that is championed at
senior levels is a contributing factor for the success of the project.
 Human resource Management: This includes employing, organizing a team based on expertise, skill,
competencies and specialized knowledge and coordinating the team for the best result. In this regard it had
been learned that the human resource management starting from employing a qualified employee,
organizing and deploying to site and head office in a timely manner had a great impact on the final output of
the project.
 Project team must have experienced key personnel dedicated to the success of the Major project,
with the requisite technical, managerial, leadership, and communication skills needed to proficiently
perform the required tasks. A high standard of ethical integrity is a must.
 The use of consultants on Major projects must be carefully structured and reviewed, to make sure
that no conflicts of interest exist from a client- consultant relationship aspect.
 Document Management: All project documentation has been archived by date and reference
number in accordance with the records management strategy of the consultant. The
documentation for the furniture reference is very vital activity during project implementation.
 Information Management: Electronic copies of every deliverable had been properly organized and
documented. A Telegram group that involved every design crew member had been created and the same
had been used to easily and timely inform all crew members about the basic information and updates of the
project. The group also used to easily communicate all the team members and the team leader in a proper
and timely manner.
3.4 Problems encountered

 Topography of the area: one of the challenging factor that challenged the consultant was the location of the
project. Most part of the project is located in a densely cultivated area within a continuous chain of
mountains.
Thus, the surveying was very demanding task and the design team had to travel by foot for more than 70%
of the project length to collect data.
 Security issue: Another challenge that is related to the project implementation is the security issue. The
location of the project creates favorable conditions for bandits to live inside the deep forest and naturally
undisturbed area. Hence, a special attention was given and police officers were requested form the
administration and the design crew was braced by the security officers. Thus, it was realized that in every
activity of the project commencement life particularly during data collection for the design purpose and
during construction phase a lieu attention must be given for the issue to facilitate the smooth progress of the
project work and to maintain safe working environment for the design builder personnel.
3.5 Opportunities of commencing the project

The proposed project is located in naturally reach vicinity of Benishangul Gumuz region which previously was
forgotten and there was no properly designed standard road. It was observed that there is a great potential that if it is
properly managed and used the presence of large amount of natural gold and the Mango plantation can be a back
stone of the regions economy and the country as whole. The construction of the proposed road had a great socio
economic advantage for the community providing access within woreda to woreda and to and from their region to
others. This facilitates for local farmers to take their product to market easily within a reduced transportation cost and
safe way.
During site visit it was observed that, because of absence of properly designed and constructed road that connect the
woredas and towns around Ethio- South Sudanese border most of the community who lived there preferred to go to
South Sudanese towns for marketing purpose rather than to neighborhood towns. In this regard, proper and timely
implementation of the project not only respond socio- economic issues but also to political issues.

Tongo Assosa - Completion Report (Draft)

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Consultancy services for the Route Selection and Survey, Feasibility and Environmental Impact,

1.1 Introduction and purpose........................................................................................................................1

2.1 Consultant`s Staffing...............................................................................................................................9

2.2.2 Implementation structures and deliverables……………………………………………………………..10

3. CONCEPT ENGINEERING DESIGN AND PREPARATION OF TENDER DOCUMENT…………12

3.1 Activities Performed During the Consultancy Period............................................................................13

3.1.2 Data Collection and Reconnaissance Survey............................................................................................. 13

3.1.3 Material Investigation.................................................................................................................................. 14

3.1.4 Hydrological / Hydraulic Study.................................................................................................................... 14

3.1.5 Geometric Design....................................................................................................................................... 14

3.1.6 EIA for the Concept Design........................................................................................................................ 14

3.1.7 Traffic Survey and Forecast and Feasibility Study......................................................................................15

3.1.8 Pavement Design........................................................................................................................................ 15

3.1.9 Engineering Drawings................................................................................................................................. 15

3.1.10 Tender Document Preparation.................................................................................................................. 15

3.1.11 Engineering Cost Estimate........................................................................................................................ 15

5. PROJECT PERFORMANCE ASSESSMENT………………………………………………………………….20

6.LESSONS LEARNED AND PROBLEMS ENCOUNTERED DURING THE CONSULTANCY PERIOD…21

6.1 Lessons Learned...................................................................................................................................21

6.1.2 Managerial and Leadership lessons…………………………………………………………………………………………...23

6.2 Problems encountered..........................................................................................................................23

1.4 Project Period

Table 1- 2: Project Description

Benishangul Gumuz National Regional State of the Federal Democratic Republic

Ending Point Description Tongo Town (Approximate Coordinates: (E=659537.007, N=1035295.758)

Length (km) 130km

Climate Classification Weynadega and Kola

Elevation (m) (min – max) 618.334 – 1984.975

Figure 1- 1: Project Location

Photo 1- 1: Project start Tongo town [667559.215E, 1111912.614N]

Photo 1- 2: Project End ( Assosa Town )

 Senior Highway Engineer

 Transport Economist/ Developmental Economist and

 Urban Engineer/Planner and Surveyors

Table 2- 1: Staff inputs until the project completion

2.2.1 Site Visit and Data collection

Pure side Deliverables Joint coordinator (Team leader)

Engineering estimate and

Site visit and investigation Resettlement Action Plan

Consultancy Completion Report

Figure 2- 1: Project Implementation Structure

3.1 Activities Performed During the Consultancy Period

 Kick off meeting

3.1.3 Material Investigation

 Construction Material Investigations

The reconnaissance included identification and preliminary investigation of sources of:

 Soil borrow areas for use as fill/selected fill for embankment

3.1.7 Traffic Survey and Forecast and Feasibility Study

3.1.8 Pavement Design

3.1.9 Engineering Drawings

3.1.10 Tender Document Preparation

3.1.11 Engineering Cost Estimate

3.2 Manuals used

4. Project Cash Flow

2 Final Concept Engineering Design 11.43%

5 Final Route Selection Report of 16.43%

6 Final Feasibility Study of detailed 16.43%

7 Final Environmental Impact 11.43%

Please refer to Annex II for the detail presentation.

Figure 4- 1: Planned Vs Actual Accomplishment

Figure 4- 2: Percentage of completion vs Project duration

2 3,160,830.41 The consultant applied for the release,