E FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

T
HI
O
PI
A
N
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O
A
D
S QUALITY
A
U
MANUAL
T
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RI
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Y
Volume 2
Planning

March 2012
 Ethiopian Roads Authority

Contents
Ref. No.
Volume 1 Quality Management and Monitoring
Foreword
Preface
Acknowledgements
Contents
Abbreviations
ERA Quality Systems
ERA Organisation Chart
1.1 Purpose of Quality Manual
1.2 User Guide
1.3 Procedures for Control and Revision of ERA Documents
1.4 Roles and Responsibilities of Quality Directorate
1.5 Quality Appraisal / Audit Methods and Procedures
Activity Schedule, List of Standard Form, Memos, Checklists
Standard Forms and Checklists Q1.01 - Q1.08
Appendix 1.1 Approved List of Manuals, Standard Documents, Procedures
Appendix 1.2 ERA Policy on Document Retention and Disposal
Appendix 1.3 ERA Quality Monitoring Committee, Memorandum of Objectives

Volume 2 Planning
Contents
Abbreviations
Activity Schedule, List of Standard Forms
Project Numbering System Q2.01
Road Classification Table Q2.02
Project Data Sheet Q2.03
Standard Format for Road Project Profile Q2.04
Budget Guidelines and Forms Q2.05 - Q.07
Traffic Survey Forms Q2.08 - Q.12
Economic Vehicle Costs Data Collection Form Q2.13

Volume 3 Procurement
Contents
Abbreviations
Procurement of Services
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos and Letters Q3S.01 - Q3S.23
Procurement of Works
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos, Letters Q3W.01 - Q3W.26
Appendix 3.1 Standard Prequalification Document ref. Q3W.04

Q2 Rev 3/12
 Ethiopian Roads Authority

Volume 4 Feasibility Studies and Design

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing and Statements of Purpose Q4.01
Road Classification Table Q4.02
Inception Report (Feasibility Study & Design Phases) Q4.03
Progress Report (Feasibility Study & Design Phases) Q4.04
Route Selection Report (Feasibility Study & Design) Q4.05
Feasibility Study Report (Feasibility Study Phase) Q4.06
Specific Design Standards Report (Design Phase) Q4.07
Materials and Site Investigation Report (Design Phase) Q4.08
(Contents only)
Engineering Design Report (Design Phase) Q4.09
Completion Report (Feasibility Study & Design Phases) Q4.10
Meeting Agendas and Minutes of Meeting Format Q4.11 - Q4.13

Volume 5 Environmental and Social Management

Contents
Abbreviations
ERA Quality Systems
Environmental & Social Management (Feasibility Studies, Design)
Activity Schedule and List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing, Purpose of Reports QS5.01 - QS5.02
Environmental Impact Assessment (EIA) QS5.03
Resettlement Action Plan (RAP) QS5.04
Checklists for Surveys QS5.05 - QS5.07
Environmental & Social Management (Construction)
Activity Schedule and List of Standard Reports and Checklists
Agenda for Environmental Management Meeting Q5W.01
Standard Report Formats Environmental Management Plan Q5W.02
Checklist for Environmental Issues, Implementation Q5W.03
Agenda Environmental/Social Progress Report and Meetings Q5W.04
Standard Report Format, Environmental Audit Report Q5W.05
Environmental Clearance Certificate Q5W.06

Q2 Rev 3/12
 Ethiopian Roads Authority

Volume 6A Construction Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q6A.01 - Q6A.04
Standard Report Formats
Design Review Report (SC) Q6A.05
Construction Materials Review Report (SC) Q6A.06
Monthly Progress Report (SC) Q6A.07
Completion Report (SC) Q6A.08
Monthly Status Report (ERA) Q6A.09
Standard Site Administration Forms Q6A.10 - Q6A.22

Volume 7A Maintenance Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q7A.01 - Q7A.04
Standard Report Formats
Monthly Status Report Q7A.05
Completion Report Q7A.06
Standard Site Administration Forms Q7A.10 - Q7A.23

Q2 Rev 3/12
 Ethiopian Roads Authority

Abbreviations
BPR Business Process Re-engineering (within ERA)
CAC Contract Award Committee
CQM Cost & Quality Monitoring (Committee)
EIA Environmental Impact Assessment
EOI Expression of Interest
EMA Ethiopian Mapping Authority
EMP Environmental Management Plan
EPA Environmental Protection Authority
ERA Ethiopian Roads Authority
EVS Estimate Validation System
EFY Ethiopian Financial Year
IDA International Development Association (World Bank)
IRI International Roughness Index
IRR Internal Rate of Return
ISO International Standards Organisation
MOFED Ministry of Finance and Economic Development
MOT Ministry of Transport
NPV Net Present Value
PMUR Performance Monitoring and Units Rates Project
PAS Performance Appraisal System
PMS Pavement Management System
QSAE Quality Standards Authority of Ethiopia
QARISM Quality Assurance Road Inspection & Safety Management (Directorate)
RAP Resettlement Action Plan
RFP Request for Proposal
TAC Tender Assessment Committee
TAS Tender Analysis System
TOR Terms of Reference
WMS Works Monitoring System
WB World Bank

Q2 Rev 3/12
 Ethiopian Roads Authority

Planning Planning Directorate

Activity Schedule - List of Standard Formats
Primary Task Task Reviewed
Ref. Type Description
Responsibility By
Q2.01 Checklist Project Numbering System TL Dir (Planning)
Q2.02 Checklist Classification for Road Function, Terrain Type, Climate Type, Traffic Volume - -
Q2.03 Form Project Data Profile TL Dir (Planning)
Q2.04 Report Format Standard Road Project Profile for submission to Financiers TL Dir (Planning)
Q2.05 Statement Budget Guidelines - -
Q2.06 Form Capital Budget Utilisation Report (Monthly Budget Reconciliation) Budget Mgt Team Dir (Planning)
Q2.07 Form Capital Projects Main Activities Action Plan (Detailed Annual Plan) Budget Mgt Team Dir (Planning)
Counterpart
Q2.08 Form Consultant
Traffic Survey Forms Eng
Counterpart
Q2.09 Form Consultant
Axle Load Survey Form Eng
Counterpart
Q2.10 Form Consultant
Origin & Destination Survey Form Eng
Counterpart
Q2.11 Form Consultant
Codes for Traffic, Axle Load, and Origin and Destination Forms Eng
Counterpart
Q2.12 Form Consultant
Axle Configuration (Figure 10 from ORN 40) Eng
Q2.13 Checklist Input Data Form on Vehicle Costs to RED / HDM4 Consultant ERA Economist

Dir – Director, TL – Team Leader

Q2 Rev 3/12
 Ethiopian Roads Authority

Project Numbering System

MOFED budget codes dictate the project numbering system to be used by the Budget
Management Team in ERA as follows:

Public body code 273 for ERA

Program code 02 Rehabilitation of Trunk Roads
03 Construction and Upgrading of Trunk Roads
04 Upgrading of Link Roads
05 Construction of Link Roads
06 Heavy Maintenance (not used at present)
07 Bridges Construction and Rehabilitation
08 Policy Support and Capacity Building
09 Feasibility, EIA and Design
Sub agency 02 for current ERA projects under capital budget
Sub program 01 Asphaltic concrete
02 DBST (Double bitumen surface treatment)
03 Gravel
Unique Project No. 001 – 999 (allocated by Budget Management Team in Planning Directorate).

ERA Project No. to be used for all projects in all Directorates within ERA shall be as follows:
001 – 999 Unique Project No. as allocated by the Budget Management Team for
the MOFED Budget Code (Increase to four digits after 999)
ERA Region (Use dominant region if project road crosses more than
one region),
N North
S South
E East
W West
Central To be completed
C
Head Office by Planning
HO
Directorate when
Type of Service or Works
project is first
T Technical Assistance included in Annual
F Feasibility Study or Environmental Study Plan
D Design
R Design Review
S Supervision
C Construction
M Maintenance
DB Design & Build
E Emergency
O Other
Packaging – Use where one project under the same unique number is
spilt into several parts or packages To be completed
#-# Package No. / Total No. of Packages by Procurement
C Contract Phase Directorate
Add C after Contract is awarded when preparing contract documents

e.g. 123/N/FD/1-3/C

Q2.01 Rev 3/12

 Ethiopian Roads Authority

Road Classification
Class I - Trunk Roads linking Addis Ababa to centres of international importance and to international
boundaries
Class II - Link Connecting centres of national and international importance such as principal towns
and urban centres
Class III - Main Connecting centres of provincial importance
Access
Class IV – Connecting locally important centres to each other or to a more important centre or to a
Collector higher class road
Class V - Feeder Connecting minor centres such as a market to other parts of the network

Terrain Type
Flat 0 to 10 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally below 3%.
Rolling 11 to 25 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally between 3 and 25%.
Mountainous 26 to 50 five-metre contours per km. The natural ground slopes perpendicular to the
ground contours are generally above 25%.
Escarpment Escarpments require special geometric standards because of the engineering risks
involved. Typical gradients are greater than those for mountainous terrain

Climate Type
Type Zone Altitude (m) Temperature 0C Rainfall (mm)
C1 Berha <500 >28 <400
C2 Kola 500-1500 20-28 600-1000
C3 Weina Dega 1500-2500 16-20 About 1200
C4 Dega 2500-3200 10-16 1000-2000
C5 Wurch >3200 <10 <800

Traffic Volume Classification

Traffic Volume AADT Road Functional Classification
Class
DC1 <25
DC2 25 – 75 Low Feeder
DC3 75 – 150 Volume Collector
Main
DC4 150 – 300
Access
DC5 300 – 1,000
Link
DC6 1,000 – 3,000 High Trunk
DC7 3000 – 10,000 Volume

DC8 >10,000

Q2.02 Rev 3/12

 Ethiopian Roads Authority

Note: Traffic Volume Classifications for Low Volume Roads (<300 vpd) are under review.

Q2.02 Rev 3/12

 Ethiopian Roads Authority

Project Data Profile

1 Project Number
2 Project Name

3 Length (km)
4 Region(s) / Zone(s)
5 Start Point
6 End Point
7 Control Points / Villages

9 Road No(s).
8 Road Functional Classification(s)
10 Terrain Classification(s)
11 Climate Classification(s)
13 Traffic Volume (vpd)
14 Services – Type
Technical Assistance / Study / Design / Review / Supervision
15 Services – Proposed Start Date
and Period
16 Works – Type
New Road / Upgrading / Rehabilitation / Maintenance
17 Works – Proposed Start Date and
Period
18 Notes (if any)

Note: If Classifications of Terrain and Climate have not been assessed through a consultant study, the best
estimate should be made from available maps. If there is Traffic Volume information, then this should be
stated.

Project Budget and Funding Data

19 Project Number
Services Cost
21 Estimate / Budget
Funding Source (Services)
22
Government / Road Fund / Donor (name) Loan / Grant / Combined (give
percentages) (If Government state NCB or ICB)
Works Cost
23 Initial Estimate / Engineer’s Estimate / Budget
24 Funding Source (Works)

Government / Road Fund / Donor (name) Loan / Grant / Combined (give

percentages) (If Government state NCB or ICB)
25 Notes on Conditions (if any)

Prepared by ………………………………. Approved by ………………………………

Q2.03 Rev 3/12

 Ethiopian Roads Authority

Date ……………………………………….. Date ………………………………………..

(Note: Refer to Form Q2.02 for Classifications)

Q2.03 Rev 3/12

FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA
Ministry of Transport

ETHIOPIAN ROADS AUTHORITY

Name of Project
ROAD PROJECT PROFILE FOR
POSSIBLE FINANCING

Date
Addis Ababa
 Ethiopian Roads Authority

Proposal for Financing - Project Profile

1.0 Introduction
The Ethiopian Roads Authority (ERA) is continuing to improve and extend the federal road
network under the current 4th phase of the Road Sector Development Programme (RSDP).
Within the forthcoming annual roads programmes, it has selected name of road project to
be constructed / upgraded / rehabilitated.
The required financing for this project has been identified as part of a funding gap within
RSDP IV, and this proposal has been prepared for possible financing consideration by
name of Financier.

2.0 Description of the Project

Provide a map showing the project location (Scale 1:2,000,000 or 1:1,000,000)

Project Name
Length (km)
Location - Region(s)
Start Point
End Point
Control Points / Villages
Road No.
Road Functional Classification
Terrain Classification
Climate Classification
Traffic Volume Classification
Services – Type
Technical Assistance / Study / Design / Review / Supervision
Works – Type
New Road / Upgrading / Rehabilitation / Maintenance
Existing Road Status / Condition

3.0 Objective of the Project

The objective of the project is to improve the access to name of area served by road /
location resulting in economic and social benefits to the road users and those served by the
road. (Expand on this if necessary)
The expected output of the project is the construction / upgrading / rehabilitation of xxx km
of new / existing gravel / surfaced road with gravel / surface dressing (DBST) / asphaltic
concrete to a width of 7.0m with surfaced shoulders of 1.5m

4.0 Justification of the project

Q2.04 Rev 3/12

 Ethiopian Roads Authority

Briefly describe the economic and social benefits to the area served by the improved road.
Consider the following:
 Is it an international or inter-country route?
 Does it link other major routes to centres of population of industry?
 What industry is served by the road – agriculture, tourism, mining, manufacturing,
other?
 What is the impact on those living within the area of influence of the road?
If it is known, state the existing average roughness of the road and the expected roughness
after improvement as follows:
 gravel IRI 5 - 7
 surface dressing (DBST) IRI 3
 asphaltic concrete IRI 2
If a Feasibility Study has been carried out, state the IRR and NPV.

5.0 Cost Estimate

The estimated cost of the project is Ethiopian Birr xxx.x million (US$ xx.x) which includes
for the feasibility study / design / design review / supervision and construction cost.
It is put forward for consideration that the total project cost will be covered by the
Government of Ethiopia (xx%) and Name of Financier (xx%).
Scheme Cost Table:
Scheme Costs Year 1 Year 2 Year 3
Investment Preparation and
Cost Administration
Cost
Land Cost
Construction
Cost
Sub-Total A
Other Costs Contribution due
to real cost
increases
Risk Costs
Sub-Total B
Total (A+B)

6.0 Project Status

ERA intends to commence / has commenced / has completed a Feasibility Study,
Environmental Impact Assessment / detailed Engineering Design / Design Review of the
project. Give dates if known

Q2.04 Rev 3/12

 Ethiopian Roads Authority

7.0 Project Implementation Plan

It is planned that the project will be completed by 20XX. In order to achieve this target date,
ERA has proposed the following schedule:
Start Date Completion Date
Procurement stage
Feasibility Study and EIA
Detailed Engineering Design
Design Review
Construction – Phase 1
Construction – Phase 2

Q2.04 Rev 3/12

 Ethiopian Roads Authority

Budget Preparation Guidelines

For the preparation of the Annual Budget, ERA follows the Programme Budget Manual, October
2003 (October 2010) issued by the Ministry of Finance and Economic Development. This
document comes into force in FY2004, and provides guidelines and standard formats for all
Government departments and organisations seeking allocations of funds from Government.

Q2.05 Rev 3/12

 Ethiopian Roads Authority

YYYY E.F.Y CAPITAL BUDGET UTILIZATION REPORT

Budget Transfer
Collection Expenditure Remaining Remaining
Budget Approved Additiona Adjusted
Project Name Bal. As Bal. As
Code Budget To From l Budget Budget
To Date To Date Per Coll Per Exp.

                     
                   
                   
                   
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
                     
Note: Amharic version of this form to be used as per MOFED format.

Q2.06 Rev 3/12

 Ethiopian Roads Authority

Roads Construction Sub Sector

yyyy/yyyy Budget Year
Capital Projects Main Activities Action Plan
Quarterly Plan
Measuremen Expected Accomplishmen Budget
Item
Project Name and Program t Final t Up to June year 1 2 3 4
No
/KM / %/ Target yyyy Target
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

  Ethiopian Roads Authority                                

  Rehabilitation Of Trunk Roads                                
    km                              
  Construction of Trunk Roads                                
    km                              
  Upgrading of Trunk Roads                                
    km                              
  Upgrading of Link Roads                                
    km                              
  Construction of Link Roads                                
    km                              
Bridges Construction and
                                 
Rehabilitation
    %                              
Policy Support and Capacity
                                 
Building
    %                              
  Feasibility, EIA and Design                                
    %                              
Note: Amharic version of this form to be used, as per MOFED format

Q2.07 Rev 3/12

 ETHIOPIAN ROADS AUTHORITY
ROAD VEHICLE COUNT FORM D M Y
LOCATION : ________________ # ENUMERATOR : 1. _________________ B/No. _________
Initial _________
DIRECTION :________________ ENUMERATOR : 2. _________________ B./No. _________ Cycle No.
Initial _________ Day
Night
Car L/Rover S/Bus L/Bus S/Truck M/Truck H/Truck Truck & Trailer
Hour

Beginning Total
< 27 Seats > 27 Seats < 3.5 Tons 3.5 - 7.5 Tons 7.5 - 12 Tons > 12 Tons

6-7

7-8

8-9

9-10

10-11

11-12

Sub-Total

Q2.08 Rev 3/12

 ETHIOPIAN ROADS AUTHORITY
ROAD VEHICLE COUNT FORM D M Y
LOCATION : ________________ # ENUMERATOR : 1. _________________ B/No. _________
Initial _________
DIRECTION :________________ ENUMERATOR : 2. _________________ B./No. _________ Cycle No.
Initial _________ Day
Night
Car L/Rover S/Bus L/Bus S/Truck M/Truck H/Truck Truck & Trailer
Hour

Beginning Total
< 27 Seats > 27 Seats < 3.5 Tons 3.5 - 7.5 Tons 7.5 - 12 Tons > 12 Tons

12-1

1-2

2-3

3-4

4-5

5-6

Sub-Total
TOTAL

Q2.08 Rev 3/12

 Ethiopian Roads Authority

AXLE LOAD SURVEY

PROJECT   GPS

LOCATION N

STATION E

SURVEY Plate Vehicle Axle AXLE LOAD (Tonnes)

DATE Origin Destination
TIME Code Type Config.
F1 F2 R1 R2 R3 R4 R5
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
                           
Surveyor

Note: Form to be used for data collection purposes and not for enforcement.

Q2.09 Rev 3/12

 Ethiopian Roads Authority

ORIGIN AND DESTINATION SURVEY

PROJECT   GPS

LOCATION   N

STATION   E

SURVEY Reg. No. or Vehicle Axle

DATE Load Type Origin Destination
TIME Plate Code Type Config.

               
               
               
               
               
               
               
               
               
               
               
               
               
               
               
Surveyor

Q2.010 Rev 3/12

 Ethiopian Roads Authority

Codes for Traffic, Axle Load and OD Forms

Vehicle Type
1. Cars & Taxis
2. Vans, Pick-up & 4WD
3. Mini Buses (< 27 seats)
4. Large Buses (> 27 seats)
5. 2-Axle Trucks
6. 3-Axle Trucks
7. Truck+ Trailers & Semi Trailers

Plate Code
1 Taxi
2 Private
3 Commercial
4 Government
DF Defence
CD Diplomatic
UN United Nations or African Union

Axle Configuration
For Axle Configuration see Form Q2.12

Q2.011 Rev 3/12

 Ethiopian Roads Authority

Axle Configuration (Fig. 10 from ORN40 Modified)

1.1

1.2

1.22

1.2 - 2

1.2 - 22

1.22 - 22

1.22 - 222

1.2 + 2.2

1.22 + 2.22

1.22 + 2.222

Q2.12 Rev 3/12

 Ethiopian Roads Authority

Economic Input Data on Vehicle Costs

Vehicle Types
Item Vehicle Type Make of Standard Vehicle for Economic Data Input Analysis
No.
1 Car
2 Land Rover, 4WD, Pick-up
3 Small Bus =<27 Seats
4 Large Bus >27 Seat
5 Small Truck <3.5 ton
6 Medium Truck 3.5 - 7.7 ton
7 Heavy Truck 7.7 - 12 ton
8 Truck & Trailer >= 12 ton

Economic Unit Costs L/Rover Small Med/Large Light Medium Heavy Truck &
Car Pickup Bus Bus Truck Truck Truck Trailer
New Vehicle Cost ($/vehicle)
Fuel Cost ($/litre)
Lubricant Cost ($/litre)
New Tyre Cost ($/tyre)
Maintenance labour Cost ($/hour)
Crew Cost ($/hour)
Interest Rate (%)

Q2.13 Rev 3/12

 Ethiopian Roads Authority

Q2.13 Rev 3/12