Contract Management Guidance

PROCUREMENT
April 2018 GUIDANCE

Contract Management
Practice
Published September 2018 – First Edition

Copyright © 2018
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Common abbreviations and defined terms

This section explains the common abbreviations and defined terms that are used in this User’s Guide.
Defined terms are written using capital letters.

Abbreviation / term Full terminology / definition

Bank The World Bank. IBRD and/or IDA (whether acting on its own
account or in its capacity as administrator of trust funds provided
by other donors).

Bid An offer, by a firm or joint venture, in response to a Request for

Bids to provide the required Goods, Works or Non-consulting
Services.

Bidder A firm or joint venture that submits a Bid for Goods, Works, or
Non-consulting Services in response to a Request for Bids. To
improve readability, the terms “Bid” and “Bidder” are throughout
this guidance written as “bid” and “bidder” respectively.

Borrower A Borrower or recipient of Investment Project Financing (IPF) and

any other entity involved in the implementation of a project
financed by IPF. In the context of this guidance, this may include
relevant entities such as a Purchaser, an Employer and Client. In
some contexts of the guidance, such as for Goods (incoterms,
letter of credit etc.) or information systems contracts, for better
clarity, the term “Purchaser” is itself used.

CMP Contract Management Plan.

Consultant A variety of private and public entities, joint ventures, or

individuals that provide services of an advisory or professional
nature. To improve readability, the term “Consultant” is
throughout this guidance written as “consultant”.

Consulting Services Covers a range of services that are of an advisory or professional

nature and are provided by Consultants.
These Services typically involve providing expert or strategic
advice e.g. management consultants, policy consultants or
communications consultants. Advisory and project related
Consulting Services include, for example: feasibility studies,
project management, engineering services, finance and
accounting services, training and development.

Contract Except when used with defined terms such as Contract Manager
and Contract Management Plan, the term “Contract” is
throughout this guidance written as “contract.” Given the
Abbreviation / term Full terminology / definition
multiplicity of times that this term appears in this guidance, this
approach improves readability.

Contract Manager For the purpose of this guidance, “Contract Manager” is a generic
term used to refer to a legal entity, a natural person/team
assigned to/ authority vested on/ delegated to manage the
execution of a contract. Depending on the applicable contract
form, “Contract Manager” may refer to:
• a range of contract management arrangements such as
the:
o “Engineer” in FIDIC: Conditions of Contract for
Construction or Conditions of Contract for Plant
&Design build;
o “Employer’s Representative” in FIDIC: Conditions
of Contract for EPC/Turnkey;
o “Project Manager”, for example, in Bank’s SPDs
for Small Works; or
• the Borrower’s internal team when assigned to manage a
contract.
In generic contexts, and in contexts which require reference to
the Borrower such as in managing the Contract Manager
(Engineer, Project Manager etc.), the term “Borrower” is used.

Contractor The entity named in the respective contracts to execute a

contract for Goods, Works or Non-Consulting Services. To
improve readability, the term “Contractor” and “Sub-contractor”
are throughout this guidance written as “contractor” and “sub-
contractor” respectively. In some contexts, such as related to
Goods contracts, the term “supplier” is also used in place of
“contractor.”

CPM Critical Path Method.

D&B Design and Build.

DBB Design, Bid, Build.

DBO Design, Build, Operate.

Employer The entity named as such in the respective contract e.g.

procurement of Works or Plant based on Bank’s SPDs.

Environmental and Social As described in the Bank’s Environmental and Social Framework.
Commitment Plan

EPC Engineering, Procurement and Construction.

Abbreviation / term Full terminology / definition

ESHS Environmental, Social, Health and Safety.

FIDIC Fédération Internationale des Ingénieurs-Conseils-the

international federation of consulting engineers.

Fraud and Corruption The sanctionable practices of corruption, fraud, collusion,

coercion and obstruction defined in the Anti-Corruption
Guidelines and reflected in paragraph 2.2a of Annex IV of the
Procurement Regulations.

GBV Gender Based Violence.

GCC General Conditions of Contract.

Goods A category of Procurement that includes: commodities, raw

material, machinery, equipment, vehicles, Plant, and related
services such as transportation, insurance, installation,
commissioning, training, and initial maintenance.

Investment Project Financing The Bank’s financing of investment projects that aims to promote
(IPF) poverty reduction and sustainable development. IPF supports
projects with defined development objectives, activities, and
results, and disburses the proceeds of Bank financing against
specific eligible expenditures.

Non-consulting Services Services which are not Consulting Services. Non-consulting

Services are normally bid and contracted on the basis of
performance of measurable outputs, and for which performance
standards can be clearly identified and consistently applied.
Examples include: drilling, aerial photography, satellite imagery,
mapping, and similar operations.

Plant The provision of equipped facilities, such as those executed on

the basis of design, supply, installation and commissioning.

Procurement The function of planning for, and sourcing Goods, Works, Non-
consulting Services, and/or Consulting Services to meet required
objectives.

Procurement Documents A generic term used in the Procurement Regulations to cover all
Procurement Documents issued by the Borrower. It includes:
GPN, SPN, EOI, REOI, Prequalification document, Initial Selection
document, RFB and RFP, including any addenda.

Procurement Process The process that starts with the identification of a need and
continues through planning, preparation of specifications/
requirements, budget considerations, selection, contract award,
Abbreviation / term Full terminology / definition
and contract management. It ends on the last day of the warranty
period.

Project Procurement Strategy A project-level strategy document, prepared by the Borrower,

for Development (PPSD) that describes how Procurement in IPF operations will support
the development objectives of the project and deliver VfM.

Proposal An offer, in response to a request for proposals, which may or

may not include price, by one party to provide Goods, Works,
Non-consulting Services or Consulting Services to another party.
To improve readability, the term “Proposal” is throughout this
guidance written as “proposal”.

Proposer An individual entity or joint venture that submits a Proposal for

Goods, Works, and Non-consulting Services in response to a
request for proposals. To improve readability, the term
“Proposer” is throughout this guidance written as “proposer”.

Purchaser The entity named as such in the respective contract e.g.

procurement of Goods or information systems based on Bank’s
SPDs.

SEA Sexual Exploitation and Abuse.

Standard Procurement Procurement Documents issued by the Bank to be used by

Documents (SPDs) Borrowers for IPF financed projects. These include, GPN, SPN,
EOI, REOI, Prequalification document, Initial Selection
documents, RFB and RFP documents.

Subconsultant An entity to whom/which the Consultant subcontracts part of the

Consulting Services while remaining solely liable for the execution
of the Contract. “Subconsultant” is written as “subconsultant” in
this guidance.

Sub-contractor An entity to whom/which the Contractor subcontracts part of the

Works while remaining solely liable for the execution of the
Contract. “Sub-contractor” is written as “sub-contractor” in this
guidance.

TOR Terms of Reference (usually referencing a Consulting Services

contract).

VE Value Engineering.

VfM Value for Money.

Works A category of Procurement that refers to construction, repair,

rehabilitation, demolition, restoration, maintenance of civil work
Abbreviation / term Full terminology / definition
structures, and related services such as transportation, insurance,
installation, commissioning, and training.
 Contents

Introduction.............................................................................................. 1
Preamble ..............................................................................................1
Purpose ................................................................................................1
Scope ...................................................................................................1
Structure of the guidance ..........................................................................1
Contract management in Procurement Regulations ............................................2
The fundamentals ...................................................................................... 4
Upstream and downstream phases of a contract ...............................................4
Contract management objectives .................................................................5
Plan, do, check .......................................................................................5
Role of Contract Manager ...........................................................................6
Hard and soft skills...................................................................................6
Teamwork .............................................................................................8
Governance and management .....................................................................8
In-house vs. outsourcing ............................................................................9
Potential pitfalls ................................................................................... 10
Different Fit-for-purpose contract management ............................................... 15
Proportional ......................................................................................... 15
Supply positioning .................................................................................. 15
Managing relationships ............................................................................... 17
Successful relationship management ........................................................... 17
Plan and act early .................................................................................. 18
Relationship mapping.............................................................................. 19
Preparing a Contract Management Plan .......................................................... 22
Why plan ............................................................................................. 22
When to plan ........................................................................................ 22
How to plan ......................................................................................... 22
Contract start-up ...................................................................................... 24
Transition ............................................................................................ 24
Facilitating contract start-up .................................................................... 24
Some bottlenecks affecting contract start-up ................................................ 26
Contract Implementation: Managing time, cost, quality and risk ........................... 28
Three-dimensional approach ..................................................................... 28
Time control ........................................................................................ 28
Cost control ......................................................................................... 29
 Quality control...................................................................................... 35
Managing Contract risks ........................................................................... 35
Managing contract change ........................................................................... 37
The need for change ............................................................................... 37
Change management procedures ................................................................ 37
Bank sanctioned firms or individuals............................................................ 38
Managing value engineering ......................................................................... 39
Definition ............................................................................................ 39
Benefits .............................................................................................. 39
VE at the design stage ............................................................................. 40
VE during contract implementation ............................................................. 40
Submitting a VE proposal ......................................................................... 41
Managing contractual disputes ...................................................................... 42
Contract disputes .................................................................................. 42
Dispute management .............................................................................. 42
Contractual remedies ................................................................................. 44
Contractual remedies ............................................................................. 44
Fraud and corruption .............................................................................. 47
Special considerations: Works and Plant contracts ............................................ 49
Project management software ................................................................... 49
Delays due to the Borrower ...................................................................... 50
Variations ............................................................................................ 51
Site visits ............................................................................................ 51
Contract Manager’s documents .................................................................. 52
Design and build contracts ....................................................................... 53
Contractor’s claims in construction contracts ................................................ 55
Construction contracts Taking-over ............................................................. 59
Defect Liability Period ............................................................................ 60
Special considerations: Managing ESHS Risks in Works Contracts ........................... 61
Background .......................................................................................... 61
Relationships and responsibilities ............................................................... 61
Overview of the Roles ............................................................................. 61
Contractor mobilization/contract initiation ................................................... 63
Contract implementation ......................................................................... 65
Contract Taking-over ESHS aspects ............................................................. 68
Defect liability Period-ESHS aspects ............................................................ 68
Special considerations: Goods contracts.......................................................... 70
Supply chain management ........................................................................ 70
 Incoterms ............................................................................................ 71
Export restrictions ................................................................................. 72
Delay in L/C processing ........................................................................... 72
Special considerations: Information Systems contracts ....................................... 73
Software license agreements .................................................................... 73
Source code ......................................................................................... 73
Specialist project manager ....................................................................... 74
Systems requirements ............................................................................. 75
Quality of product ................................................................................. 76
Upgrades and discontinued products ........................................................... 77
Transfer of knowledge ............................................................................ 78
Value engineering .................................................................................. 79
Special considerations: Consulting Services contracts ........................................ 81
Supervision .......................................................................................... 81
Contract management ............................................................................. 81
Kick-off meeting.................................................................................... 82
Non-compliant deliverables ...................................................................... 82
Unsatisfactory performance ...................................................................... 82
Approving payments ............................................................................... 83
Time control ........................................................................................ 83
Key risks ............................................................................................. 83
Annex 1: World Bank contracting modalities .................................................... 85
Annex 2: Measuring performance .................................................................. 89
Annex 3: SAMPLE TEMPLATE - Contract Management Plan ................................... 92
Annex 4: SAMPLE TEMPLATE - Contract Mobilization ........................................ 102
Annex 5: SAMPLE TEMPLATE - Contracts Inventory Listing ................................. 105
 Contract Management Practice

Introduction
Introduction
Preamble
Project implementation under Investment Project financing (IPF) normally includes procurement activities
needed to attain the project development objectives. The Borrower should be mindful that the pre-
contract award processes (such as comprehensiveness of project documents, proper planning, choice of
contract, appropriateness and quality of Procurement Documents, evaluation of bids/proposals etc.) all
contribute to the success of a contract. The Bank has other guidance in place to support Borrowers in the
pre-contract award processes.
Procurement, including contract management, is a critical component of budget
implementation/execution – as defined within the public financial management cycle. Financial controls
should be in place to ensure that funds are available in a timely manner and are used only for the intended
purposes. If there are issues in the budget planning and approval process, such issues should be identified
well in advance (e.g. during Project preparation) and appropriate arrangements put in place. Undue delays
in making contractual payments puts the Borrower at contractual default, potentially also affecting
contractor cash flow, resulting in contract implementation delays and other complications.
Effective contract management is essential to the delivery of the intended outcomes. This guidance assists
Borrowers in managing contracts (post- contract award) under IPF operations.

Purpose
The purpose of this guidance on Contract Management: Practice (guidance) is to support Borrowers’
contract management practice by illustrating some of the key aspects and issues. It should be kept in mind
that contracts shall be managed in accordance with the contract.

Scope
Contract management is part of the Procurement Process. The processes preceding contract award (such
as procurement planning, selection of contractors etc.) are described in detail in the various procurement
guidance.

This guidance focuses on the contract management activities undertaken during the period from the
award of contract to contract completion. Where applicable, this period includes the defects liability
period and/or warranty period.

Structure of the guidance

This guidance starts from the general and relevant aspects of contract management (such as Contract
Management Plan (CMP), relationship management etc.). It then presents the contract management
aspects of selected categories (such as Works, Goods etc.) to try to support teams involved in managing
one or more of those categories. There is also a section on managing ESHS risks in Works contracts. Teams

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managing one or more of these categories may prefer to refer to the general provisions followed by the
category/ies of interest.

This guidance comprises of practical short case studies to illustrate relevant contract management
aspects. The guidance also comprises of some templates such as for CMP, which may be modified to suit
the needs of a contract.
There is also a separate excel based Contract Price Adjustment Computation Workbook to support
Borrowers in applying contractual price adjustments.

Contract management in Procurement Regulations

The contract management requirements detailed in the Bank’s Procurement Regulations for IPF
Borrowers (Procurement Regulations) set out the framework for contract management, as summarized
in the following table.

Section Para Topic Provision

Section V. 5.97 Aim of contract The aim of contract management is to ensure that all
General management parties meet their obligations.
Procurement In addition, contracts shall be actively managed by the
Provisions Borrower throughout their life to ensure that contractor
performance is satisfactory, appropriate stakeholders
are informed and all contract requirements are met.

Annex I. 2.1 Value for Value for Money (VfM) is to be considered at all stages
Value for money of the Procurement Process, including during contract
Money management.

2.3 h. Effective VfM is achieved through the application of effective

contract contract management to ensure successful execution of
management the contract and ensure that the deliverables are met as
agreed in the contract

3.6 Contract As part of the contract management activities, the

management Borrower determines the appropriate contract type and
activities contract terms, taking into account the nature, risk, and
complexity of the activity, fit-for-purpose
considerations, optimal allocation of risk and liabilities,
and the roles and responsibilities of the contracting
parties.

3.7 Requirement To effectively manage a contract, for contracts identified

to develop a in the PPSD, the Borrower shall develop a Contract
CMP Management Plan with key performance indicators and
milestone events. The Borrower shall monitor the
performance and progress of contracts, in accordance
with the Contract Management Plan, and provide timely

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Section Para Topic Provision

reports to the Bank. The Bank may use the information
gathered to benchmark performance.

Annex II. 7.1 j. Bank’s prior States that for contracts subject to prior review, if
Procurement review requested by the Bank, the Contract Management plan
Oversight including the KPIs will be subject to Bank’s prior review.

Annex V. 3.1 PPSD The Project Procurement Strategy for Development

Project (PPSD) provides the basis for the Borrower to prepare
Procurement the Procurement Plan and the Contract Management
Strategy for Plan.
Development 3.4 resources The factors to be considered for assessing the Borrowers
resources needs to implement a procurement include
contract management capacity.
3.8 Risk mitigation The likelihood and impact of each risk shall be assessed,
plan and a prioritized Risk Mitigation Plan developed and
maintained throughout the life of the project, including
during the contract management phase.

3.11 PPSD specifies The PPSD will identify those contracts requiring a
requirement Contract Management Plan.
for CMP
Annex XI. whole Content of This Annex outlines the requirements for Contract
Contract Annex CMP Management and for monitoring through the Contract
Management Management Plan (CMP).

Annex XIV. 2.1 CMP and PPP Contract management is one of the phases in PPP
Public-Private arrangements.
Partnership 2.2 Resources The Borrower needs to demonstrate that there is
(PPP) adequate institutional capacity to prepare, structure,
procure and manage the PPP project
4.1 Roles The Borrower shall ensure that the output specifications
include how performance will be monitored, including
roles for the government’s contract management team.

Table I – Contract management provisions in the Bank’s Procurement Regulations

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The fundamentals
The fundamentals
Upstream and downstream phases of a contract
Contract management is the process of actively managing contract implementation to ensure the efficient
and effective delivery of the contracted outputs and/or outcomes.

Effective contract management enables Borrowers to maximize value for money (VfM) in delivering
development outcomes. The focus of contract management is on the activities that are undertaken during
the contract execution/implementation phase, following the award of contract (downstream activities).
However, the success of contract management is strongly influenced by upstream activities such as those
undertaken during the procurement planning, choice of contract, and contractor selection phase.

Figure I- Upstream and downstream phases of contract

management

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 Contract Management Practice

Contract management objectives

The key objectives of contract management are to ensure that the contract is:

1. delivered on time, at the right place and in the right quantity;

2. completed to the required specifications, standards and/or quality;
3. completed within the agreed price.
Contract management continues throughout the life of the contract. This means that the Borrower needs
to plan for, and undertake:

1. effective and efficient management of performance, delivery and payment;

2. methodical and measured change control;
3. active risk mitigation and management;
4. agile resolution of issues and disputes.

Plan, do, check

Good project management involves planning how to manage the project, implementing the plan and then
checking the results. Applying to contract management, these key steps are illustrated in Figure II.

Figure II – contract management basics: plan, execute, check, evaluate

To achieve good contract performance, Borrowers should ensure that the terms of the contract are
adhered to and that both parties to the contract understand their respective obligations. Contract
management also involves a level of flexibility by both parties and a willingness to adapt the contract
terms to reflect any changing circumstances, as appropriate. Good contract management is strengthened
by systematic and efficient planning, execution, monitoring, and evaluation.

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 Contract Management Practice

Role of Contract Manager

Good practice requires that a Contract Manager is appointed for every contract. For small, routine
contracts, this may be one person, who has a portfolio of contracts to manage. For large, complex, high-
value contracts this is normally an entity (Engineer, Project Manager etc.) The Contract Manager needs to
have the appropriate range of qualifications, skill mix and experience.

A Contract Manager needs to multi-task, as for example, shown in Figure III.

Figure III – Contract Manager responsibilities

Hard and soft skills

A Contract Manager requires an appropriate mix of hard or technical skills (e.g. financial management)
and soft skills (e.g. interpersonal and relationship management). The relevant mix of skills depends on the
nature and complexity of the contract, the levels of risk and the delivery/operating environment.

Hard skills - technical skills

Typical technical skills, knowledge and experience required include:

1. procurement;
2. project management;
3. legal knowledge (at the very least an ability to understand the legal aspects of the contract,
including remedies);
4. financial management;
5. analytics and reporting;
6. administrative, record keeping.
Additional skills may be required because of the subject matter or complexity of the contract. It is
essential to have access to sufficient skills and experience as and when required. For example:

1. civil engineering, water engineering;

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2. environmental and/or social knowledge and skills;

3. safety expertise;
4. systems or IT skills for a software development project;
5. medical expertise when purchasing medical diagnostic equipment.

Soft skills – interpersonal skills

In addition to technical (“hard skills”), a range of “soft skills” are required to build a successful relationship
with relevant stakeholders, and to build successful contract management teams. Examples of relevant
soft skills include:

1. leadership, motivation and team building;

2. decision making;
3. interpersonal, communication and relationship management;
4. mentoring and knowledge transfer;
5. negotiation and conflict resolution;
6. time management;
7. goal orientated, outcome focused.
Some of the key skills that a Contract Manager may normally possess are listed in Table II.

Feature Relevance

Technical competence: Critical

Thorough knowledge and understanding of the subject matter and all
aspects of the contract (e.g. technical specifications, terms of reference,
conditions of contract, remedies etc.) and full understanding of their
interdependencies (e.g. how to read the bills of quantities in conjunction
with the technical specifications, the method of measurement and the
drawings etc.)

Leadership skills: Critical

Self-motivated, focused, confident, thrives under pressure, calm, decision
making, cooperative, politically savvy, personal integrity, diligent, honest,
team management.

Implementation skills: Important

Organized, efficient, pro-active, can think outside the box, devoted to the
success of the project/contract, resourceful, results focused, risk
management, problem solving, conflict resolution.

Interpersonal skills: Important

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Feature Relevance
Articulate, approachable, persuasive, good verbal and non-verbal
communication, listening skills; emotional intelligence, courteous.

Table II – Contract Manager key skills

Teamwork
Where a contract management team is formed, a team leader needs to be appointed with authority to
manage the team and clear lines of reporting. The team leader must ensure that the team members are
included and consulted as appropriate. Depending on the size and complexity of the contract, there may
be a core contract management team. Others, often additional experts required for the contract, may
then be called on as required.

Team members need to demonstrate the skills, experience or knowledge for their respective roles. It is
essential that they contribute to the team, are accountable for their areas of responsibility and are able
to communicate effectively to manage risk, coordinate activities and keep the contract to schedule.

Governance and management

Governance is a critical element of contract management. The governance structure is expected to reflect
the Borrower’s circumstances and the needs of the contract. It should be based on an assessment (as part
of the project preparation) of the Borrower’s contract management capacity, with measures to bridge any
identified gaps. A governance structure allows the delegations, accountabilities, responsibilities, decision
making, lines of reporting, stakeholder engagement etc. to be mapped and agreed in advance. It ensures
accountability and probity.

Principles of good contract governance

1. clearly defined roles and responsibilities at all levels;
2. each role has sufficient representation and authority to fulfil its responsibilities;
3. disciplined governance arrangements supported by appropriate systems and controls (especially
tracking progress, monitoring against service levels/quality standards, financial controls (budget,
invoicing, forecasts etc.) and reporting);
4. a multi-tiered decision-making framework which provides for escalation from operational to
management to governance;
5. decisions made at appropriate authorization points are recorded and communicated;
6. independent scrutiny of contract progress, outputs and outcomes undertaken on a regular basis;
7. a comprehensive contract management plan which is agreed and communicated to all parties;
8. strict control of change management decisions;
9. comprehensive communications strategy;

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10. stakeholders are engaged at a level that is commensurate with their relevance to the contract and
in a manner that fosters trust;
11. culture of candid feedback and improvement.

In-house vs. outsourcing

A decision to be addressed at the procurement planning stage, is whether a contract is to be managed in-
house, outsourced or a combination of in-house with additional externally sourced support (limited
outsourced).

1. In-house: contract management undertaken entirely by the Borrower’s staff, due to availability
of adequately qualified and experienced staff.
2. Outsourced: a specialist contract management entity is contracted by the Borrower to manage
contract implementation. The specialist entity may be: project management firm, engineering
firm, procurement agent.
3. Limited outsourced: the contract is primarily managed by the Borrower’s staff, with additional
resources from external experts, contracted as required. e.g. environmental, safety, IT
systems/solutions.
Outsourcing arrangements should provide sufficient oversight, checks and balances for the Borrower.

In deciding an appropriate outsourcing option, the Borrower would need to assess its capacity, against
the risk/complexity of the contract, in aspects such as:

1. technical expertise (such as engineering, financial, contractual literacy (legal), ESHS,

administrative skills, fluency in the language of the contract etc.);
2. adequacy of soft skills;
3. relevant experience;
4. workload (would the current or future workload allow the in-house staff to manage the contract
effectively?);
5. risk appetite based on assessment of risk: e.g. to what extent can the engineering function be
delegated?

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Figure IV– In-house vs. outsourcing: based on risk, complexity, capacity and capability

Potential pitfalls
Although there are a broad range of reasons for failures in contract management, not having the
fundamentals in place is often a major factor for poor performance. Common causes of poor performance
associated with inadequate fundamentals include:

1. insufficient planning prior to the transition from award of contract to the contract execution
phase;
2. poor communication;
3. insufficient resources (capacity and/or capability);
4. inadequate governance and/or confusion of responsibilities;
5. poor decision making;
6. vulnerability to fraud and/or corruption;
7. ineffective risk identification and mitigation;
Good contract management practice demands timely identification and management of issues. Examples
of causes of poor practice, and their consequences are illustrated in Table III.

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Cause Consequence

Failure to plan • A chaotic start where adequate

The Borrower and contractor fail to adequately arrangements are not in place to support
plan for the transition to contract implementation.
implementation.

Poor specifications • The contractor doesn’t understand the

The Borrower’s requirements are poorly nature and quality of the Goods, Works or
specified and the contractor’s assumptions Non-consulting Services required.
aren’t checked. • The contractor’s delivery is inconsistent with
the Borrower’s requirements, and the
intended benefits, outputs or outcomes
aren’t realized.
• Difficult to manage the contract

Inappropriate choice of contract • The terms and conditions fail to provide a

suitable contractual framework, allocation of
The contract terms and conditions are
risk, or appropriate remedies to best resolve
inappropriate for the type of procurement.
issues that arise.
• The respective obligations and
responsibilities of the Borrower, Contract
Manager if any, and contractor may be
inadequate.

Inadequate resourcing and poor decision • Understandings between the Borrower

making and/or Contract Manager and the contractor
• Inexperienced contract management team differ on how to best deliver, implement and
(unfamiliar with the technical specifications, monitor the contract.
terms of reference and/or conditions of • Progress is slow – even stalled.
contract, as well as with standard contract • Contract management is poor, issues aren’t
monitoring methods, systems and/or tools). resolved and can build up until they become
• The delegations and responsibilities for bottlenecks, and the contractor isn’t held to
making decisions aren’t clear. account.
• Misunderstandings and disagreements arise.
Too many issues are escalated
inappropriately.
• The relationship deteriorates and becomes
unworkable.
• The contractor fails to deliver and the
Borrower fails to notice.

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Cause Consequence
• Decisions aren’t made at the right time, if at
all. Staff who have no authority make
decisions. Decision-making is inconsistent.
• Where the Borrower/Contract Manager fail
to adequately perform their part of contract
management, the contractor may take
control, resulting in unbalanced decisions
that are not always in the Borrower’s
interests.

Lack of readiness for implementation • Delays in contract effectiveness and

contractor mobilization.
• Lengthy approval process of contracts.
• Outstanding land acquisition issues.
• Delays in making advance payments.
Poor contract supervision and monitoring • The Borrower can’t assess whether it’s
getting full delivery and value for money,
• The contract’s context, complexities and including quality results, that it requires and
dependencies aren’t well understood.
expects.
• The Borrower/Contract Manager fails to • Failure to achieve contractor performance in
monitor and measure the contractor’s accordance with the contract.
delivery and performance.
• The Borrower/Contract Manager fails to
monitor and manage related risks (e.g.
operational, financial, commercial, political,
environmental, social).
• Failure to enforce the contractual
requirements and contractual remedies
Parties focus on delivery arrangements rather • Opportunities are missed to improve
than the potential for improvement and/or efficiencies, value for money and
innovation. performance (value engineering and
innovation).

Table III – Examples of causes of poor contract management practice

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Case Study: Costs of remedying a defect

Situation: A bidding document for Works was issued with an error in the technical requirements for
the materials to be used. It wrongly specified a lower quality material than what was required.
Case study: The following table IV shows the time and cost it will take to remedy this error, at the
various stages of procurement. Generally, the further into contract implementation, the higher the
cost and/or the longer the time to rectify.
Box I - Case Study: Costs of remedying a defect

Procurement process status Remedial action Cost Time

During bidding process Amend the bidding Negligible Negligible
documents. Possibly, an
extension of time for
the submission of
bids, if necessary.

During mobilization Amend the contract. Moderate Moderate

Borrower and The new unit rate Additional time
contractor may easily for the higher needed to agree the
agree the price of the quality of material new rate and execute
change. will be higher than the contract
the unit rate amendment.
offered in the bid.
During contract execution Amend the contract. High High
PLUS Securing any Any time needed to
Remove the material additional budget secure additional
that has already been for the budget;
laid. amendment could Additional time for
be an issue. completion to allow
PLUS
In terms of cost: for the removal of
Replace using the
Cost of removing the low-quality
correct material.
the low-quality material and laying
material. the new material.
Contract time
PLUS
extension may be
Potentially higher required.
price for the
new/correct
material.
PLUS
Cost of
installing/putting

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Procurement process status Remedial action Cost Time

in place the new
material

After expiry of the Defects Select a contractor to Very high (new Very high
Liability Period remove Works affected contract with (the time needed to
(could have significant by the low-quality potentially higher select a new
implications on budget; time material and complete prices, plus the contractor and the
needed to secure it) the Works as per the cost of removing time needed to
correct specifications all Works execute the new
previously done; contract- could
potential loss of potentially be
use, loss of lengthy)
production etc.)

Table IV – Case study: Costs of remedying a defect

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 Contract Management Practice

Fit-for-purpose contract
Different Fit-for-purpose management
contract management

contracting modalities
Proportional
The time and other resources applied to manage a contract should be proportional to the size, scope,
complexity, duration, risk, and strategic importance of the contract. One size does not fit all.

For example, low-value, routine purchase for off-the shelf Goods normally require minimal contract
management efforts. On the other hand, a high-value, complex IT system that is strategically important
to the beneficiary agency will need a dedicated contract management team (including specialists), greater
monitoring, evaluation, risk management, sound decision making and relationship management.

Too many checks and balances can result in an overly bureaucratic culture that can delay decision making,
impede contractor payments and stifle value engineering and innovation. Too little control can result in
an undisciplined, crisis management culture. Getting the balance just right is the success to “fit-for-
purpose” contract management.

Supply positioning
A significant factor in designing a fit-for-purpose contract management strategy is identifying how critical
or important the Goods, Works, Non-consulting or Consulting Services are to the Borrower. This in turn,
indicates the approach to be taken to building the relationship with the contractor. For example, the
provision of hospital facilities and services in an at-risk district will be more critical to secure than the
procurement of office consumables (paper and pens) for a public-sector agency.

A useful tool to help this analysis is the “supply positioning matrix”. This is a model that helps Borrowers
to rank, in order of importance, their procurements, based on the value of the contract (including life-
cycle costs, if applicable), and the level of vulnerability (impact and consequences) to the agency if the
supplier (contractor) fails to deliver. If the Goods, Works, Non-consulting or Consulting Services are not
delivered on time, to quality (including environmental and safety standards) and at cost, how will this
affect the delivery of the development needs, and what will be the impact on the beneficiary
stakeholders?

The supply positioning matrix can be used at various phases in the procurement, from the planning and
market research phase through to contract management.

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 Contract Management Practice

Figure V – Supply positioning matrix Figure VI – Supply positioning matrix explained

The impact of the supply positioning in relation to the approach to contract management is described in
Table V. This is to be read in conjunction with the next section “Managing relationships”, as the two
concepts are closely linked.

Table V – Explanation of the supply positioning matrix

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Managing relationships
Managing relationships

Successful relationship management

As mentioned earlier, managing relationships is one of the essential skills required of Contract Managers.
It involves understanding the nature of different types of relationships (e.g. between the Borrower and
contractor, or Borrower and end-user) and identifying how much time and resources need to be
committed to communicating and handling each relationship. Each contract is different, so careful
considerations of the parties/groups involved, the nature of the contract, and its value, scope and
complexity need to be taken into account when developing a relationship management strategy, as part
of the Contract Management Plan.
The hallmarks of good relationships include:
1. commitment to the relationship;
2. honesty;
3. trust;
4. goodwill;
5. effective two-way communications;
6. common understanding;
7. mutual respect;
8. openness and accountability.
In a contract setting certain factors promote successful relationships and others inhibit successful
relationships. Table VI describes such factors.

POSITIVE FACTORS NEGATIVE FACTORS

for successful relationships that inhibit successful relationships

• securing senior level support for the contract • failure to prioritize managing the relationship
• ensuring that the governance arrangements are • discourteous or offensive styles of
robust and fair communicating
• open sharing of information • blame culture
• collaborative relationship (problem solving) • failure to communicate information that is
• ensuring that relationships between the parties important to the other party
are peer-to-peer as far as possible • failure by either party to fulfill its contractual
• ensuring that roles and responsibilities are obligations
clearly understood by all parties

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 Contract Management Practice

POSITIVE FACTORS NEGATIVE FACTORS

for successful relationships that inhibit successful relationships
• ensuring that the necessary authority levels have • recourse to remedies in a manner not
been delegated consistent with the contract
• ensuring that escalation routes (for issues and .
disputes) are clear and understood
• issues and disputes are addressed/resolved in a
timely and effective manner
• separating strategic matters from the day-to-day
service delivery issues
• ensuring that appropriate attitudes and behavior
are practiced and displayed to assist the
promotion of a positive and constructive
interactions
• communicating clear expectation of outcomes
and sharing information at the appropriate
levels, e.g. strategic, business and operational
levels
• timely and effective change management in
accordance with the contract
• fair and consistent application of remedies as
per the contract
• timely payment for successful delivery
• formal and methodical change management of
the contract

Table VI – Positive and negative factors affecting relationship management

Plan and act early

Relationship-building takes time. One should not wait until there is a problem to start engaging. For
example, engagement with the contractor/consultant starts at the beginning of the procurement process,
through contractor selection, negotiation and contract award. The way that bidders/proposers are
treated or their understanding of the Borrower’s level of professionalism during these stages can have an
impact on the quality of the relationship by the time it gets to contract implementation. The initial period
of contract implementation could set the tone for the contractor’s performance for the rest of the
contract, and therefore the relationship is expected to be proactively firm and fair.

Engagement strategies for relationship management with relevant stakeholders would need to be
developed early. These can be included in the Contract Management Plan. The type of strategy and the
amount of resources applied to relationship management need to be in line with the needs of the

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individual procurement/project i.e. fit-for-purpose. A good start is to map the parties and their respective
relationships.

Relationship mapping
The typical contract management relationships are between the Borrower (project implementing agency,
Purchaser, Employer, Client etc.) and contractors, and the Borrower and consultants. Consultants may in
turn serve as Contract Managers thereby having contract management relationships with both the
Borrower and contractors. In addition, there is often a beneficiary group or stakeholders whose needs are
to be considered. For IPF funded operations, there is also the World Bank. Figure VII provides an example
mapping of these inter-relationships.

Figure VII – Key relationships mapping in Bank financed contracts

Bank and Borrower

The legal relationship between the Bank and Borrower is established through the loan or credit
agreement. Each party’s obligations and responsibilities are clearly described in these documents. The
Bank supervises Projects financed by it, which may normally comprise of numerous contracts. In addition,
for contracts subject to prior review, types of contract modifications (as specified in the Procurement
Regulations) or contract terminations require the Bank’s no objection.

Borrower and contractor

The contract governs the relationship between the Borrower and contractor. Depending on the nature of
the contract, the Borrower may wish to develop a close partnership or invest less time and resources in
managing this relationship.

Borrower and Contract Manager

The relationship between the Borrower and the Contract Manager depends on the duties assigned to/
authority vested on/ delegation to manage the execution of a contract. This could range from assigning

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contract management duties to internal staff to employing consultants to serve as “Engineer”, “Project
Manager”, “Employer’s Representative” etc.

Contract Manager and contractor

The relationship between the Contract Manager and contractor is governed by the applicable contractual
arrangements. The role of the Contract Manager is specified in the contractor’s contract.

Bank and contractor/consultant (Contract Manager)

There is no contractual relationship between the Bank and contractors/consultants. Specific provisions in
the contract between the Borrower and the contractor/consultant state that the Bank has inspection and
audit rights.

Contractor to contractor
In small scale, less complex contracts, there is often no relationship between contractors. However, in
large scale, complex projects, with many dependencies and multiple contractors and sub-contractors, the
need to coordinate activities and manage these relationships i.e. interface management becomes
essential.
A systematic approach is required to streamline communications, effect good communications and apply
robust reporting systems. This involves identifying critical interactions and monitoring the progress of the
work. The interaction of the contractors could be related to:
1. physical interactions;
2. harmonizing functional requirements;
3. competing contractual obligations;
4. information exchange;
5. utilization of resources;
6. coordinating implementation schedules.
Not having an effective interface management system could negatively impact the cost and schedule of
the contract. Factors to consider when establishing an interface management system include:
1. assign a manager or consultant to be responsible for the interface between contractors and create
an interface team;
2. each contractor identifies a contact person with sufficient authority to work with the interface
manager for each party affected by the interface;
3. clearly define the roles and responsibilities of each interface team member;
4. share regular reports on performance and critical issues;
5. arrangements for effective resolution of differences or conflicts;
6. risk is assigned to the party best able to manage it. Emerging risks are shared and a common
management plan is agreed.

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Borrower and beneficiary/stakeholder group/s

This refers to relationships between the Borrower and the beneficiary (end user) and/or stakeholder
groups (e.g. affected communities). Just as consulting with end users and affected communities in early
procurement planning and design stages has significant benefits to the development of
specifications/requirements, it is essential to continue these relationships throughout contract
implementation.

The needs of the beneficiary/stakeholder groups should be understood, their requirements and concerns
should be communicated to the contractor/consultant, and the risks and issues formally addressed. This
requires a degree of ongoing coordination and channels of communication, so that end-users/community
groups have a voice. The Borrower should develop a stakeholder engagement plan to keep end-users and
communities engaged during contract execution. This is particularly important in large infrastructure
contracts which have a significant impact on end users/communities. Environmental and Social specialists
would need to actively support these relationships.

Actively involving the community has several benefits including:

1. better control of the contract’s implementation and operational risks, leading to improved
contract outcomes;
2. reduced incidence of fraud and corruption (communities can often act as active watchdogs);
3. better awareness of ESHS issues (including Gender Based Violence (GBV) and Sexual Exploitation
and Abuse (SEA));
4. opportunity to identify and address grievances in a timely manner;
5. increased ownership and sustainability.

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Preparing a Contract Management Plan

Preparing a Contract Management Plan

Why plan
Planning how, when, where and by whom a contract will be implemented, monitored, managed and
administered is an important step to ensure that what is procured will be delivered. A Contract
Management Plan (CMP) provides a structured and systematic approach. An example CMP is provided in
Annex 3.

When to plan
The Borrower begins development of the CMP as early as possible in the procurement process. Preferably,
the plan is expected to be completed when signing the contract. In practice, it may be promptly thereafter.

How to plan
The CMP should be fit-for-purpose. This means that the level of detail and length of the document should
be proportionate to the scope, value, risk, complexity and duration of the contract. Typically, a CMP will
cover some, if not all of the following:

1. contract management roles and responsibilities (ensure that each party has established the
necessary authorizations and delegations for its personnel at the beginning of the contract as this
is an important prerequisite to ensuring that all contracting decisions are valid and enforceable);
2. list of key contacts (e.g. the names and contact details of the key contacts for the Borrower and
the contractor);
3. contract management system;
4. governance structure;
5. contract documents (including key contractual terms and conditions);
6. key milestones (including the critical path);
7. Key Performance Indicators (KPIs) and a description of the standards or measurement process, if
relevant;
8. key contract deliverables (identified and properly described, and updated to account for change
orders during the execution of the contract);
9. reporting requirements (types of reports, times, contents etc.) and lines of reporting;
10. payment procedures consistent with contractual provisions;
11. record keeping requirements and procedures;
12. audit or independent assurance requirements;
13. change management or contract variation procedures;

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14. issues management and escalation;

15. key contractual remedies;
16. risk management plan (see risk register below);
17. stakeholder engagement plan;
18. communication plan;
19. insurance coverage, if required;
20. guarantees and/or securities, if applicable;
21. price adjustment formula and circumstances, if applicable;
22. interface management (between contractors), if applicable;
23. contract closure procedures.
If requested by the Bank, the CMP, including the KPIs, should be submitted for prior review.

The CMP should be shared with the contractor and all parties involved in contract implementation,
management, administration and governance. The Borrower is advised to discuss the plan with the
contractor (face-to-face) to ensure that it is fully understood, especially the allocation of risks and
responsibilities.

Risk register
A risk register may be initiated in the initial stages of Project preparation (such as the environmental and
social risks identified in the Environmental and Social Commitment Plan) and developed further at key
milestones such as design finalization and preparation of Procurement Documents. The risk register
should be reviewed and updated (with contractor’s input) during contract award/signing of contracts and
included within the CMP as a practical tool to support effective contract management.

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Contract start-up
Contract start-up

Transition
Transition is the initial period between contract award and the start of contract implementation. In some
circumstances, this transition period may involve a changeover from a previous contractor to a new
contractor. Depending on the nature and circumstances of the contract, the transition may require
planning.

Facilitating contract start-up

It is incumbent upon the Borrower to support, and where possible facilitate, the contract start- up. This
includes:

1. preparing a CMP and discussing it with the contractor;

2. ensuring that the contract management team is in place and fully resourced to undertake its
responsibilities;
3. ensuring that the contract management team is familiar with the CMP, the contract management
systems and processes, and all of the actions necessary for contract start-up;
4. assisting the contractor in obtaining the necessary documentation such as: visas, residency, work
permits etc. for expatriate staff.
In some contracts there are contract effectiveness/commencement conditions that need to be met e.g.
in Works contracts. These conditions are detailed in the contract documents.

Where such effectiveness/commencement conditions exist, the Borrower should ensure that it meets its
obligations in a timely manner. If this does not happen, it could lead to delays in start-up, cost
compensation requests by the contractor, and even termination of the contract.

Generally, the Borrower/ Contract Manager needs to take the following actions:

1. properly analyze and understand contract’s needs, including functional/ performance/technical

requirements;
2. establish Key Performance Indicators (KPIs) with contractor’s input, as appropriate;
3. ensure that the contractor submits an acceptable performance security/ESHS performance
security, if required, in due time. Check that the amount, validity and text are in accordance with
the contract document;
4. if there is reason to suspect the performance security and/or advance payment security, verify
the authenticity of the performance security and advance payment security with the issuing
financing institution before making the advance payment;
5. subject to submission of an acceptable advance payment guarantee ensure that the advance
payment is made in a timely manner;

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 Contract Management Practice

6. verify adequacy of any insurance policy taken out by the contractor (see below on insurance);
7. if the contract applies a letter of credit as an instrument for payment, ensure that an error free
letter of credit is issued in a timely manner;
8. for Works- related contract, ensure that the contractor has submitted required ESHS
documentation as required by the contract.

Insurance
Insurance provisions are valuable risk management tools. The Borrower has to ensure that:

1. the insurance policies are in place in accordance with the contract;

2. the coverages are adequate and within the thresholds specified in the contract;
3. the insurance policies contain the essential information such as coverage, duration, applicability
etc.;
4. due diligence is applied to checking the authenticity of the insurance document and payment of
insurance premiums.

Insurance Verification Checklist

Issuing company: Is the issuer of the policies a properly established and reputable insurer
in the Borrower’s country or abroad? Information on foreign insurance
companies may be available through the insurance market regulators in
the home country.
Payment of insurance premiums:

Amount: Does the insured amount properly cover the requirements of the
contract?
Coverage: Does the policy fully cover all general and specific risks that may occur on
the site?
Continuity: The Borrower should check proof of payment of insurance premiums and
periodically request confirmation from the insurance company (say twice
a year) that the respective policies are still valid.
Validity: Is the policy valid for the entire period required by the contract? Did the
contractor submit the proof of paying the premiums to the insurance
company? If payments are to be made by the contractor periodically, the
Borrower would need to periodically request evidence of payments.
Insured parties: Does the policy expressly name both the Borrower and the contractor as
jointly insured? Policies where only the contractor is insured are not
acceptable as they transfer the entire risk on the Borrower.

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Exclusions: Are there any exclusions? The Borrower should check the exclusions of
the policies and should request that the insurance company confirm the
exact list of exclusions and their applicability.
Deductibles: These represent the amounts that the insured party must cover from its
own funds when an insured event occurs. Higher deductibles translate
into cheaper insurance premiums, but also in higher risks, because the
contractor and/or the Borrower will need to cover more of the damage.
The Borrower should check the adequacy of the deductibles.
Terms and conditions: Check any terms and conditions that may render the policy invalid and
under what circumstances or events. The Borrower should check any
conditions attached to the insurance policies such as prior notification
requirements and any other clauses that may affect its rights under the
terms of the policy.

Box II – Insurance verification checklist

Some bottlenecks affecting contract start-up

Some examples of bottlenecks that often affect contract effectiveness/commencement are indicated
below.

Permits
If the Borrower must acquire planning, zoning, building permits or similar permissions for the Works,
these should be obtained early in the process to allow effectiveness/commencement. If the processes for
obtaining such permits is cumbersome or lengthy, the Borrower should plan to initiate the process well in
advance and take adequate measures to mitigate the risk of delays. Such measures may include:

1. acquiring the permits before entering into the contract;

2. if the final design must be completed before the permits can be obtained, then completing the
design before inviting bids/proposals (rather than applying a Design and Build approach, for
example); and
3. providing reasonable assistance to the contractor to obtain permits as required in the contract.

Access to site
A common cause of complications in infrastructure contracts is delay in giving the contractor access to,
and possession of, the site within the time stated in the contract. If no time is stated in the contract, the
Borrower should give the contractor access and possession within such time that enables the contractor
to proceed in accordance with the agreed program.

If the start of the program is delayed, this may result in time extensions for the Works, and increased costs
to the Borrower. Given the consequences, it is good practice that Borrowers prepare themselves well
before award of contract to enable them to readily give the rights of access and possession in accordance
with the contract.

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Letter of credit
Where the Borrower has to arrange a letter of credit, it is important that this is done in a timely manner
(to allow the Goods to be shipped) and that the letter of credit is in the correct form. Errors in the letter
of credit, require formal amendments, and this process results in delays. Further, as a copy of the issued
letter of credit is a key document for the Bank to disburse funds using the “Special Commitment”
disbursement method, it is important that the letter of credit is operational (e.g. with valid expiry date).

Customs clearance
Even if not normally an effectiveness condition, any expected custom clearance bottleneck should be
addressed by the Borrower as early as possible. Customs clearance can in some places involve complex
and lengthy processes. Delays can be caused by:

1. delayed payment of custom/import duties by the Borrower or the contractor (whoever is

responsible);
2. incomplete documentation or documents that don’t comply with customs requirements;
3. inherent bureaucratic hurdles in clearance procedures.
The time and effort needed to handle the formalities may be identified in the early planning stages and
factored in to the contract management plan. Appropriate mitigation measures should be put in place.

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Contract Implementation: Managing time, cost,
quality and risk
Contract Implementation: Managing time, cost, quality and risk

Three-dimensional approach
Time, cost and quality can be seen as three constraints within which the contract needs to be delivered.
Changes in one constraint may necessitate changes in another to compensate.

The Contract Manager should be mindful of how any change in one constraint could impact the others
and affects the contract risks.

Figure VIII – Time, cost, quality (TCQ) interdependencies

Time control
An essential part of contract management is identifying the critical path. The critical path is the sequence
of activities, which add up to the shortest time possible to complete the contract. Identifying the activities,
the sequencing and other dependencies, and estimating times for completion, are the first steps in
developing a robust and realistic schedule for contract implementation.

Key factors in time control include:

1. developing a comprehensive, practical and realistic schedule of key activities (this may include
key deliverables and milestones and projected contract completion date);
2. undertaking a quality assurance check of the schedule including identifying any flaws in logic or
faulty assumptions;
3. ensuring that the Borrower/Contract Manager and the contractor are working to the same
schedule;

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4. implementing an effective tool or system to track and monitor progress against the schedule;
5. ensuring early intervention when a potential or actual delay is identified;
6. implementing appropriate action to mitigate or manage a delay and recording the decision/s.

Time extensions
The Contract Manager will often be required to decide when it is appropriate to allow a time extension.
How the Contract Manager resolves delays will depend on the facts and circumstances of the delay, and
always based on the contract. These could be, for example, a delay that:

1. is due to the Borrower being in default (e.g. failing to carry out its contractual responsibility which
impacts on the contractor’s ability to progress the work);
2. is due to new or extra work/services not included in the original scope.

Cost control
Managing costs is essential to ensure that the contract is delivered within the contract price. The approach
to managing costs will depend to some extent on the nature of the contract. The Contract Manager should
put in place appropriate financial systems and reporting mechanisms that record the budgeted costs, track
actuals and provide alerts where there are cost overruns. Ideally, the contract management system should
be integrated with the financial management system of the government or the project as the case maybe.
The key elements of a contract inventory report embedded within such a system, are indicated in Annex
5. It would be helpful to have an assigned person for tracking costs against actual and reporting to the
Borrower.

Causes of cost overrun Action

1. The Borrower’s design has flaws. • On discovering the flaws, the contractor notifies the
2. The Borrower’s design is not capable Contract Manager in accordance with the contract.
of being implemented or constructed. • This may trigger a variation order and likely result in a
cost increase.

3. Increased price of raw materials or • to be managed in accordance with the contract.

products due to inflation, fluctuations
in exchange rates, or changes in taxes,
or duties.

4. Unforeseen conditions emerge, e.g. a • If contractually justified, the Borrower/Contract

significant difference in sub-surface Manager may approve the increase in cost/time
ground conditions from what was extension.
expected.

5. Higher level of change • The Borrower/Contract Manager needs to scrutinize

orders/variations than expected all change order/variation requests and when granted,
(especially if they relate to high unit to track and control cost increases.
rates or prices).

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Causes of cost overrun Action

• The contractor must provide proper contractual
justification, analysis, method statements, evidence of
the origin of additional costs and the reasonableness
of the cost increase. Circumstances that may justify
approval include:
• necessary design modifications;
• unforeseen change in conditions that materially
affects costs;
• additional/reduced scope of works;
• Borrower/Contract manager-directed
acceleration or slowdown of contract progress;
• delayed, denied or restricted access to the site.

6. Fraudulent practices by suppliers, The Borrower/Contract Manager needs to establish

contractors and consultants such as proper verification procedures, such as periodical internal
overbilling, double billing, timesheets audits to assist the double checking of supporting payment
for no show amongst other practices documents for contracts paid in multiple instalments,
including consultant time-based contracts.

Table VII – Examples of causes of cost overruns

Price adjustment
Some contracts allow the price to be adjusted where, for example, local or foreign inflation is expected to
be high. If applicable, the process for adjusting the price is detailed in the contract, including the
appropriate formula to be applied. Contract cost control mechanisms include monitoring the correct
application of price adjustment provisions, where included in the contract.

A separate excel based Contract Price Adjustment Computation Workbook is available to support
Borrowers in applying contractual price adjustments.

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The following case studies illustrate the application of price adjustment provisions.

Case study: the application of a price adjustment formula

The scenario in this example is where the currency of input is different from the currency of payment.

If a foreign currency component (say US$) of the contract price (or a portion of the contract price, such
as pavement work) is made of the costs of fuel, bitumen, equipment and spares for 20%, 30% and 40%
respectively with a fixed portion of 10%, the formula for adjustment of this US$ portion of the Contract
Price would be:

Adjusted Price = Base Price*[0.1 + 0.20*Fc/F0 + 0. 30*Bc/B0 + 0.40*Eqc/Eq0]

Where F, B and Eq are respectively indices for fuel, bitumen and Equipment respectively, c refers
to the current value of an index and 0 refers to the base value - at the Base Date of the contract
which is normally specified as the date 28 days prior to the bid submission deadline. It is reasonable
to expect that the bidder was aware of the various costs at this Base Date when preparing and
submitting the bid/proposal.

If an index Ix for a given input (input X) from a country (country B) that is different from the country of
the currency of payment (Country A), corrections must be applied. Let us see the variation of the price
of Input X from country A, using its cost converted to the currency of Country A:

(i) at the Base date the measurement of index value for Input X would provide the following data:

[Ix0*value of one unit of currency of country B in currency of country A on the Base Date]

whereas

(ii) at a certain current date, the measurement would provide the following data:

[Ixc*value of one unit of currency of country B in currency of country A on current Date]

Hence the variation of cost of input X measured from country A, using its cost converted to the currency
of Country A would be:

[(Ixc*value of one unit of currency of country B in currency of country A on current Date)/

(Ix0*value of one unit of currency of country B in currency of country A on the Base Date)].

Box III – Case study: application of price adjustment

Case study: adequate and inadequate application of price adjustments

Country A (country of currency of payment) experiences no inflation during the period considered (i.e.
from Base Date to the current date). Whereas Country B (country of origin of indices) experiences 100%
inflation for the cost of a given input. Consequently, the value of the corresponding price adjustment
factor Ic/I0 equals 2.0, reflecting 100% inflation or doubling of price for the input in the currency of
country B.

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During the same time, the Country B currency has considerably weakened against Country A currency
and the following is observed:

Ix0 = Value of one unit of currency of country B in currency of country A on Base Date = 0.4

Ixc= Value of one unit of currency of country B in currency of country A on current Date = 0.2

Scenario 1: If no correction were applied, the payment would be adjusted by a factor of Ic/I0 (or 2.0),
unduly because the cost of the given input did not fluctuate in the currency of payment, which is the
currency of Country A.

Scenario 2: If the correction were applied incorrectly for instance, by using the following formula in which
the sequence of “country A” and “country B” has been inverted:

(Ixc*value of one unit of currency of country A in currency of country B on current Date)/

(Ix0*value of one unit of currency of country A in currency of country B on Base Date)

The adjustment factor would turn out to be or 2.0 x 0.4/0.2 which equals 4.0! Obviously, the given
payment would be unduly adjusted by a large factor on account of the given input, when actually no
adjustment was justified.

Scenario3: If the correction to the currency of payment is correctly applied the actual adjustment to the
contract price in the currency of Country A (currency of Payment) would be:

= Ic/I0 x Ixc / Ix0 = 2.0 x 0.2/0.4

The value of which is 1.0, reflecting that no adjustment will be made on account of the given input. Note
that in the real world, the value of this factor may be different from 1.0, but normally not very
substantially.

Box IV – Case study: adequate and inadequate application of price adjustments

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Case study: inadequate application of price adjustments

A Borrower chose Alternative A in the bidding documents i.e. the contract price is entirely in local
currency with percentages of foreign currencies. The rates of exchange to be used as specified by the
bidder to determine the amounts of foreign currencies based on the percentages was included in the
contract and shall apply for all payments under the contract so that exchange risk will not be borne by
the contractor.

In determining contractual price adjustments, the Borrower/Contract Manager applied the formulae
to the amount of payment due expressed in the local currency, e.g. before converting the amount to
the currency(ies) of payment, and then wrongly added up all the amounts obtained expressed in the
local currency prior to breaking down the resulting sum according to the currency split which is the
method of the said Alternative A.

Such errors defeat the purpose of having a different price adjustment formula for each payment
currency, and may result in excessive payment to the contractor for price adjustment in one or more
of the stronger currency(ies) as the related payment may unduly “benefit” from a higher inflation in
another currency, in particular if the inflation rate in the country of the Borrower is, for example, a
two-digit figure.

Box V – Case study: inadequate application of price adjustments

Case study: inadequate application of price adjustments

A Borrower issued a contract for road rehabilitation. This is a 24 months’ contract with price adjustment
clause. The Borrower and the contractor did not apply the price adjustment clause till the first 18
months. They then started to apply the price adjustment provisions. The price adjustments were
applied with wrong indices and coefficients. For example, the fixed coefficient in the applied formula
was 0.02, instead of 0.2 in the contract.

Box VI – Case study: inadequate application of price adjustments

Use of proxy indices

A specific price index may not be available from existing official publications or is available but cannot be
used in practice because its value is not regularly published. This may occur for local indices in some
countries, i.e. indices to be used in the formula for local currency adjustment. A proxy index may have
been agreed to be used, and/or computed, for instance, by surveying the cost of the corresponding input
from the local market. The average monthly cost observed for the item may be used as the value of the
proxy index. In any case, the Borrower should not rely solely on data provided by the contractor to
establish proxy indices as such data may be biased or manipulated.

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Replacement of indices
During the term of a contract, the publication of a given price index may have discontinued, or the index
value may have been reset to 100. In such cases, the Borrower needs to proceed with a new index or the
reset index, with some adjustment. If the source of publication of the discontinued index (say Iold)
recommends the use of another applicable index (Inew) from a date i, then after the date i the factor
[Ioldc/Iold0] should simply be replaced with [Ioldi/Iold0*Inewc/Inewi]. The new index takes over from the
old one after “date i”.

There may also be cases when a (technical) amendment to a contract may require modifying the selection
of a specific index or the weightings in the price adjustment provision, e.g. lime was to be used in the
original contract but is deleted early in the contract and cement used instead for soil stabilization. In such
cases, the formula(e) should be amended by contract amendment, to reflect the changes in both the
indices to be used and perhaps the weight of the corresponding inputs (the old and the new ones) in
contract price whenever a renegotiation of unit rate is also necessary.

Formula redesign
Normally, a price adjustment formula established at the time of award of the contract will be used
throughout contract implementation. However, there may be exceptional circumstances which require
that the price adjustment formula be redefined at some point in time during the term of the contract. This
may happen for relatively long execution period contracts, or when the cost of a given input (input
reflected by an Index “I”) is subject to an exceptionally high variation. In such case, the continued use of
the same linear price adjustment formula using same Index “I” may distort the price adjustment.

Box VII – Case study: redesign price adjustment formula during contract term

Case study: redesign price adjustment formula during contract term

Initial formula:

Adjusted Price = Base Price*[0.10+ 0.20*Ic/I0+0.30*Bc/B0+0.40*Cc/C0]

Assuming Ic is as high as two times the value of I0 at the Time 1, whereas the other indices are supposed not to
have varied at all, the adjustment produced by the formula at Time 1 would be:

Adjusted Price1 = Base Price*[0.10+ 0.20*2+0.30*1+0.40*1] or Base Price*1.2

Redefined formula: (example)

Takes account of revised weightings of the corresponding inputs, as follows:

Adjusted Price = Base Price* [0.10+ (0.40*0.9/1.10) * Ic/I 1 + (0.30 * 0.9/1.10) * Bc/B1 + (0.40 * 0.9/1.10) *
Cc/C1]

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Quality control
It is good practice to monitor and assess quality as the contract is being implemented. This ensures that
quality is controlled and consistently delivered. There are many different types of quality management
and control systems. It is important to select an appropriate system or methodology based on the nature
of the contract. The system should be agreed with the contractor and put in place before the contract
commences.

Causes of poor quality Action

1. Flaws in the Borrower’s design. • On discovering the flaws, the Borrower/contractor

immediately notifies the other in accordance with the
contract. This may trigger a variation order and likely
result in a cost increase.

2. The deliverables do not meet the • investigate to determine the cause/s.

required specifications. • apply the appropriate contractual remedies.

3. Poor quality assurance tests or • Redesign the quality assurance tests or inspections to
inspections do not identify issues with ensure that quality issues are found and dealt with.
the quality being delivered.

4. Fraud and corruption result in inferior • Report suspected fraud and corruption to the Bank.
materials being used and poor-quality • Apply appropriate contractual remedies.
outputs.

Table VIII – Examples of causes of poor quality outputs

Tests and inspections

For some contracts, the Borrower or its representatives may need to attend tests and/or inspections in
the premises of the supplier (contractor). The applicable Bank’s standard contract provisions require the
supplier to provide all reasonable facilities and assistance related to the inspection/tests at no charge to
the Borrower. However, the Borrower is required to bear its own travel and accommodation costs and
expenses in relation to attending the inspection/test. Any practice of demanding that the supplier meets
these costs, including per diems, could create ethical issues, and is therefore highly discouraged.

Managing Contract risks

The Contract Manager should regularly review the risk register (with inputs, as appropriate, from the
contracting parties) during contract implementation to ensure that the risks are being managed
proactively by those that the mitigation measures have been allocated to and to identify emerging risks.
For example:

1. Has the contractor provided an update of the work program and has the Borrower reviewed this
against the schedule for the release of land (to enable the contractor to proceed without delay)?

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2. Has the Borrower provided the necessary permits that it is responsible for?
3. Has the Borrower provided the designs and drawings to contractors (when required by the
contract);
4. Have any risks related to the process for making contractual payments been mitigated?
5. Is the process for responding to contractor’s notices operating as envisaged?
Any new risk that is identified should be analyzed, and mitigation measures allocated prior to the risk
materializes and becomes a bottleneck to contract implementation.

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Managing contract change

Managing contract change

The need for change

To some extent, the need to change or vary a contract depends on the nature and complexity of the
Goods, Works, Non-consulting or Consulting Services being procured. A one-off straightforward purchase
of Goods, for example, is unlikely to require changes to the contract (unless there has been an error)
compared to a complex infrastructure contract which may require a number of changes as works progress.
Despite best efforts of contracting parties, changes in a contract may be necessary for a range of reasons
such as errors, unforeseen conditions, emerging risks and changes in the Borrower’s needs. Changes in a
contract may also be due to application of value engineering. The latter is treated in the next section:
“Managing value engineering.”

Change management procedures

The key to managing change is to establish robust change management procedures and to ensure that
these procedures are followed. Some tips to good practice change management include:

1. as early as possible during the contract execution phase, establish a formal and documented
change management process consistent with the scope of the contract and contractual change
management procedures;
2. have appropriate forms and clear procedures for requesting a change proposal (or change order),
estimating the change (e.g. scope, costs, implications and risks), and approving the change
proposal (the SPD- Plant, for example, includes relevant change order procedure and forms);
3. clarify who is responsible for what during change management, and ensure that individuals have
clear delegated authority to act, or to escalate change requests where there are issues;
4. familiarize those involved in contract change management (e.g. contract managers, consultants,
contractors) with the procedures, documents, decision making process and record keeping
requirements;
5. identify areas susceptible to change, evaluate risk, and proactively manage those areas;
6. ensure timely communication of change information to the relevant people;
7. make sure all relevant factors are considered when assessing change proposal (e.g. in terms of
technical, quality, impact and risks (including on ESHS, if applicable), time and cost);
8. monitor the change management process to ensure that proper procedures are being followed;
9. ensure that changes are captured as Addenda to the contract, and approved at the appropriate
level specified in the contract;
10. unless contractually justified and/or due to emergency situation, do not order or execute changes
to a contract without the appropriate change documentation;

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11. comply with the Bank’s requirements for prior review to changes to a contract;
12. adhere to the Bank’s requirements where the changes relate to a contract with a firm that has
been sanctioned by the Bank (see below);
13. keep records of all change orders, including the reasons;
14. at contract close-out, evaluate the changes and their impact/s on the contract cost, schedule and
performance for future use as lessons learned.

Bank sanctioned firms or individuals

According to the Bank’s Procurement Guidelines, Consultants Guidelines and Procurement Regulations,
the Bank does not finance any new contract, or any amendment introducing a material modification to
an existing contract, where the contract is with a firm or individual that has been suspended or debarred
by the Bank. This applies on or after the effective date of suspension or debarment.

The key phrase for such contract amendments is “material modification.” What constitutes a material
modification needs careful assessment on a case-by-case basis.

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Managing value engineering

Managing value engineering

Definition
The term ‘value engineering’ (VE) refers to a technique for improving the value in a contract. Value can
be increased by either improving the function or reducing the cost. It is sometimes described as “providing
the necessary function/s at the optimal cost”.

VE involves a systematic method of analysis. It requires the examination of the function of the contract,
system, product, item of equipment, building, facility, or service, with the objective of improving
performance, reliability, quality, safety, and/or costs (including life-cycle costs). VE could result in the
reduction of time or the substitution of better materials, more efficient methods, or less expensive inputs,
all without sacrificing the needed functionality, longevity, or reliability. The fundamental premise is that
the basic function/s is preserved and not reduced because of a VE improvement.

Benefits
VE analysis could help the Borrower to realize benefits such as:

1. design improvements;
2. cost savings;
3. improved constructability;
4. accelerated incorporation of new materials and construction techniques;
5. elimination of unnecessary functions and establishment of combinations of functions that are
more responsive to the needs of the Borrower;
6. reduced environmental impacts;
7. reduced schedule;
8. reduced risk;
9. improved operations;
10. greater opportunity for stakeholders’ participation in the process;
11. improvement of standards and/or policies.
VE may be undertaken at various stages during the procurement, including:

1. concept design;
2. preliminary design;
3. submitted proposals and before the decision to award the contract;
4. final design stage;

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5. contract execution e.g. during construction.

Where a contract allows for VE, the process for undertaking VE would need to be stipulated in the
contract. Normally, the contract will state:

1. how the benefits arising from the VE will be shared between the parties;
2. the process for the contractor to prepare and submit a VE proposal;
3. that the VE proposal is prepared at the contractor’s cost, and the decision of whether to adopt
the VE proposal rests solely with the Borrower/Contract Manager;
4. the acceptable reasons for initiating a VE proposal, such as: reduction of costs to the Borrower,
enhanced performance, shortened completion time, or the creation of some other benefit/s to
the Borrower.

VE at the design stage

VE may be used when the design is in the schematic stage. VE provides an opportunity to review the
proposed design solution/s, the cost estimate, and the proposed implementation schedule and approach,
with the objective of refining the solution to find the best value for the money option.

Undertaking a VE workshop at the initial design stage may result in enhanced benefits for the contract.
Workshop activities may include:

1. determining and evaluating the essential functions of the present design;

2. realistic assessment of costs;
3. examining costs and determining the present design constraints;
4. obtaining relevant and up-to-date information from the best possible sources;
5. brainstorming to challenge the initial conceptual design and thinking and creating alternative
design/s that meet the basic function required;
6. using sound, practical judgement;
7. assessing the technical and financial feasibility of the new design/s;
8. consulting experts to test the new design/s;
9. making a VE recommendation describing and justifying the new design.

VE during contract implementation

The purpose of including the VE provisions in the contract is to encourage contractors to investigate, for
example, improved construction methods and materials, submit VE proposals and, upon acceptance,
receive fair and reasonable compensation.

During contract implementation, VE improvements may be applied if provided for in the contract. A
contractor working on site every day is in a good position to identify VE opportunities and can provide a
fresh approach to the construction methods or materials that could reduce the cost and/or time.

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Submitting a VE proposal
When the contractor makes the decision to submit a VE change proposal, the contractor would need to
realize that the chance of the proposal being approved depends on the completeness of its preparation
and the demonstrated benefits (value) to the Borrower. Sufficient information must be provided so that
the Borrower/Contract Manager can conduct a thorough evaluation within a reasonable period. Failure
to provide adequate data may result in a request for additional data (which could delay the process) or
may even result in the rejection of the VE proposal.

The following is generally good practice information (for exact required information, refer to the subject
contract), for a contractor’s VE proposal:

1. the proposed change/s, and a description of the difference to the existing contract requirements;
2. sufficient ESHS information to enable an evaluation of ESHS risks and impacts (for Works related
contracts, for example);
3. a full cost/benefit analysis of the proposed change/s including a description and estimate of costs
(including life-cycle costs) the Borrower may incur in implementing the VE proposal;
4. a description of any effect(s), implications or risks of the change on performance/functionality;
5. a description of the comparative advantages and disadvantages of existing contract requirements
and the VE requirements;
6. a justification when an item’s function or characteristic is being changed and any effect of the
change on the end item’s performance;
7. any pertinent objective test data;
8. any contract requirements that must be changed if the VE proposal is accepted, including any
suggested specification revisions.

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Managing contractual disputes

Managing contractual disputes

Contract disputes
Contractual disputes could be time-consuming, expensive and difficult. They can damage
Borrower/contractor relationships, cause delays and negatively impact contract execution. They could
also substantially increase the contract price. It is therefore in the interest of contracting parties to work
at avoiding disputes in the first place. This can be achieved, among other things, through developing good
communications and working relationship management with the contractor.

To minimize contractual disputes and complication, all parties would need to effectively carry out their
duties in accordance with the contract. For Works contracts, for example, as mentioned in the section
Special Considerations: Works and Plant Contracts, the Contract Manager (Engineer, Employer’s
Representative etc.) has a key role in effectively handling matters for its determination and claims.

Despite best of efforts, matters may elevate to the level of disputes. When they do, every attempt should
be made to find an efficient and cost-effective resolution including through amicable settlement. The
dispute should be managed actively and positively and at the right level/s. A quick resolution saves time,
money and effort at later stages, if the dispute remains unresolved. On the other hand, delays in
resolution can lead to rapid escalation of costs and further damage to relationships and ultimately
termination of the contract.

Dispute resolution, in its widest sense, is any process which can bring about the conclusion of a dispute.
Techniques range from the most informal discussions, through to formal negotiations, mediation and
arbitration. Arbitration and litigation should be considered as resolution methods of the last resort.

Dispute management
Contracts should set out the procedures to be used when a dispute arises. Often these will focus on formal
processes such as arbitration. For major contracts (such as Works, Plant), the contract documents specify
the role of the Contract Manager (Engineer, Project Manager etc.) in making determinations on claims.
All parties are expected to act in accordance with the contractual provisions in this regard.

Depending on the contract, alternative dispute resolution mechanisms include:

1. adjudicator,
2. dispute review expert, or
3. dispute review board.

If the contract provides for the appointment of such a dispute resolution mechanism, contracting parties
should ensure that the mechanism/s is put in place in a timely manner. Trying to establish this mechanism
after a dispute arises is a recipe for failure. Contracting parties should do their part to ensure the effective
operation of the chosen mechanism.

If a party is not satisfied with the outcome of the mechanism in place to settle disputes, it is in the benefit
of the parties to try to settle a dispute amicably before the commencement of arbitration. Amicable

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settlement if carried out professionally and in good faith could save contracting parties time and cost
while preserving their working relationships.

Arbitration
Contracts with international firms should apply international commercial arbitration in a neutral venue
unless the national regulations and arbitration procedures are acceptable to the Bank. International
commercial arbitration has many advantages compared to national courts. As contracting parties
(contracts with foreign contractors) come from different jurisdictions around the world with different
legal, cultural, political and ethical contexts, international commercial arbitration provides a neutral venue
to settle disputes effectively. Borrowers should utilize this facility if the need arises.

Some of the aspects that may help in preparing for an arbitration include:

1. check the pre-arbitration procedures in the contract and assess whether you have complied with
them;
2. conduct an early case assessment with legal advisors at the outset of the dispute, and review
periodically as the arbitration progresses. This helps to get an early sense of potential outcomes
and costs of the arbitration and make necessary preparation accordingly;
3. brief relevant management/authorities on: what the arbitration will be about, why the parties
have been unable to resolve the dispute, how long the arbitration may take, expected costs and
outcomes;
4. advise concerned staff and managers that an arbitration is about to be initiated so that they will
be readily available (if needed) at the arbitration hearing (if possible, it may be a good idea to
book possible hearing dates in their diaries to ensure their availability);
5. manage the risk of internal and external communications on the issues in dispute: relevant
Borrower staff would need to be advised to avoid any internal or external communications
outside of the established contract management protocol with legal counsel advice;
6. document retention notice: advise all involved to preserve/retain relevant documents by
explaining the nature of the documents and how to retain them. In international arbitration
documentary evidence is very important. Where the contract had a systematic recording
mechanism, this may not be an issue.

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Contractual remedies
Contractual remedies

Contractual remedies
Contractual remedies are available for both the Borrower and the contractor. The main purpose of such
remedies is:

1. to ensure each party to the contract does its part;

2. to provide financial protection against damage, delay, defect and other situations calling for
remedial actions.
Contracting parties are expected to be familiar with the contractual remedies available. The remedies
available will depend on the nature of the contract.

Example: Borrower’s remedies, based on contract for Works.

Remedy Situations which may trigger this remedy

1. withholding of payments • failing to perform work or obligation in accordance

with the contract.
• not meeting ESHS obligations.

2. calling performance security • contractor breaches its obligations under the

contract.

3. calling ESHS performance security • contractor breaches its ESHS obligations under the
contract.

4. applying liquidated damages (delay • when the contract/sections of contract are not
damages) completed within time stipulated.

5. termination • upon the occurrence of a termination event specified

in in the contract.
Table IX – Example: Borrower’s remedies

Example: Contractor’s remedies

Remedy Situations which may trigger this remedy

1. extension of time for completion, • Borrower is in default of the contract: e.g. delayed
2. cost compensation drawings or instructions, failed to provide access to
and possession of the site.

3. financing charges • late payment by the Borrower.

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Remedy Situations which may trigger this remedy

4. suspension • delays in payment, unavailability of funds.

5. termination • upon the occurrence of a termination event specified

in the contract.
Table X – Contractor’s remedies

Performance security
The performance security is an important contractual remedy tool. Despite having this provision in the
contract, Borrowers/Contract Managers may not apply/enforce it adequately.

Liquidated damages
Another important remedy instrument that the Borrower/Contract Manager can use is liquidated
damages (or liquidated damages for delay i.e. delay damages).

Contracts normally provide a percentage or an amount to be deducted from the payments due to the
contractor if it fails to deliver the contract within the stipulated time. There is usually a limit on the
aggregate amount (say, 10% of the contract price), and sometimes there is also a contract termination
consideration once the aggregate amount of liquidated damages amount has reached this limit.

It is important to have a payment schedule that allows for the deduction of liquidated damages. For
example, if the payment schedule was front-loaded and the contractor has already received 95% or 100%
of the contract price, the Borrower would need to invoice and pursue the contractor to receive the
damages due through other means.

Termination
Termination of a contract is the ultimate remedy for default. The table below summarizes some of the
key issues observed when Borrowers try to terminate a contract.

Issue about the termination Recommended action

1. There is a lack of evidence supporting the • Keep records of performance, delivery,

Borrower’s claim that the contractor has communications, notices, dates and the
defaulted e.g. insufficient records people involved.
• Ensure adequate contract management
system is in place to be able to recover
appropriate records.

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Issue about the termination Recommended action

2. No contractual justification for the • Before initiating the termination, check that
termination. the breach is described in the contract as a
cause for termination.

3. Not complying with termination procedures • Before initiating the termination, check the
as set out in the contract. This may lead to procedures and follow them.
the following issues:
a. manner the contractor leaves the site and
the Borrower entering to have the works
completed;
b. valuation at date of termination;
c. determination of payment including
amounts for any loss or damage.

4. Following termination, lack of timely action • Quickly assess the status of the Works and
by the Borrower in completing the remaining decide the most feasible option to complete
Works leading to deterioration of the the remaining Works e.g. force account, open
components of the contract already delivered bidding, limited bidding, direct contracting
(e.g. an incomplete road is left to deteriorate etc.
for months).
Table XI – Contract termination issues

Case study: no record of notices

Situation:
A Borrower issued three 18-months Works contracts to a contractor to rehabilitate rural roads. Six
months after contract signature, the Borrower found that the contractor was performing only in one
contract and there was no progress in the other two. The Borrower informed the contractor several
times to rectify this. After twelve months, the Borrower decided to terminate the two contracts that
were showing no progress.
Issue:
When the Borrower decided to issue the letter of termination, it found out that all previous notices to
the contractor were verbal and there was no written documentation to substantiate them.
Result:
The termination process was delayed for several months with all the consequences.
Box VIII – Case study: no record of notices

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Case study: Borrower causes the problem

Situation:
In a Works contract, the Borrower tried to terminate by using one of the contractor’s defaults that
could lead to termination i.e. the contractor abandons the Works. The contractor contested stating that
it had given the required notice on its suspension of Works due to delay in contractual payments by the
Borrower. The contractor provided evidence of how the Borrower had been delaying payments which
resulted in serious impact on the construction cash flow to the extent that the contractor was not able
to sustain the site operations.

Issue:
Termination due to the alleged contractor’s default was indefensible.

Lessons to be learnt:
1. Understand the provisions of the contract and how they apply;
2. Apply the contract provisions;
3. make payments on time when Work has been delivered in accordance with the contract;
4. be mindful of the consequences of undue delay in payments to a contractor, which in this case,
resulted in stopping site operations because of cash flow problems;
5. “crying foul” after creating a problem does not help.
Box IX – Case study: Borrower causes the problem

Fraud and corruption

The Bank requires compliance with the Bank’s Anti-Corruption Guidelines and its prevailing sanctions
policies and procedures as specified in the World Bank Group Sanctions Framework, as set forth in the
F&C provisions of the contract.

Any suspicious F&C related activities should be promptly reported to the Bank’s on the online Integrity
Complaint form:
https://intlbankforreconanddev.ethicspointvp.com/custom/ibrd/_crf/english/form_data.asp

In summary:

1. contracting parties and all those that are involved in the delivery of the contract, are required to
observe the highest standards of ethics and refrain from F&C during the procurement process and
contract execution of Bank-financed contracts. All parties involved in the execution and
management of contracts should therefore hold themselves and their staff to the highest levels
of integrity and professional conduct;
2. contracting parties should take F&C seriously and take appropriate remedial actions (such as
removal of personnel from site and contract termination);
3. the Bank has the right to inspect the Site and/or the accounts and records relating to the
procurement process, selection and/or contract execution, and to have such accounts and records
audited by auditors appointed by the Bank if requested by the Bank;

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4. any obstruction to impede the exercise of the Bank’s inspection and audit rights constitutes a F&C
with all the consequences.
F&C practices could manifest themselves in different forms. Not all poor contract execution may
necessarily be attributed to F&C. Some examples of F&C red flags include the following:

1. poor quality of materials and/or workmanship;

2. change orders that are not contractually justified;
3. unjustified changes in specification and/or contract conditions;
4. payments not in accordance with the contract;
5. false or duplicate invoices.
For treatment of fraudulent contract implementation, refer to the Bank’s Fraud and Corruption
Awareness Handbook.

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Special considerations: Works and Plant contracts

Special considerations: Works and Plant contracts

Managing infrastructure contracts such Works and Plant demand additional considerations in addition
to the generic aspects described earlier.

Project management software

Complex contracts, such as civil Works and design, supply and installation contracts, normally require the
use of proper project management software. The chosen software should enable the contract
management team to monitor the physical progress of the Works/Plant against the planned schedule,
and actual payments made against budget. The Borrower should ensure that the contract management
team is properly trained in the chosen software, and that the software is deployed and operational from
the start of the contract.

Infrastructure contracts (such as the FIDIC Conditions of Contract for Construction, 2017 (Red Book))
require that the work program is prepared and revised using the programming software named in the
specification (if not stated, the programming software acceptable to the Engineer). There are many types
of software that are based, for example, on tracking the critical path (Critical Path Methodology (CPM)).
The Borrower may choose software which has been reviewed and pre-approved. If the Borrower wishes
to name a software in the specification, it is recommended that at least three choices of software is given,
with the words “or substantially equivalent” added. If not included in the specification, the Borrower
should ensure that the contract management software to be used by the contractor is fit for the purpose
of the contract.

The software chosen to support contract implementation should serve at a minimum to:

1. provide additional assurance by the contractor of adequate, planning, scheduling, progress,

financial management, risk management and reporting so that the activities under the contract
are carried out in an orderly and expeditious manner within the contract end date and the
milestones specified in the contract;
2. provide additional assurance by the contractor of the coordination of the work of the contractor
and its sub-contractors;
3. enable the Borrower/Contract Manager to monitor the progress of the Works/Plant and evaluate
the contractor’s progress payments;
4. assist the Borrower/Contract Manager to evaluate the potential impact of proposed changes to
the contract;
5. assist both the Borrower/Contract Manager and the contractor in detecting problems, risks and
issues to enable taking timely corrective action and provide a mechanism for determining and
monitoring such corrective actions.

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The Borrower/Contract Manager should use the software to determine if the contract is starting to fall
behind. It may also give an early warning that the contractor is having difficulties that may result in a claim
against the Borrower. This could be done, among other things, by:

1. requiring that major revisions to the contractor’s work program should be preceded by a full
documentation of the status of the contract. Minor revisions (such addition of changes and
unanticipated events to the last update to determine their impact) may be done on a
contemporaneous basis;
2. requiring a full and complete update of the status of the contract prior to modifying the approved
baseline plan;
3. checking that the actual start and finish dates and remaining durations for work in progress
matches the actual situation on the ground;
4. carefully reviewing to determine if the contractor is deviating from its plan and the reasons why;
5. reviewing the near-term critical and near-critical paths so that the risk is mitigated in a timely
manner;
6. checking signs of understaffing or lack of progress on non-critical but soon to be critical activities.

Delays due to the Borrower

Lack of timely readiness and planning (prior to entering a contract) by Borrowers is known to be a major
cause of delays in execution of infrastructure contracts.

Case study: infrastructure upgrade

Situation:
A Borrower issued a Works contract for upgrading infrastructure. There were significant land related
issues.
The Borrower tried to advance the land related issues in parallel with the procurement process. The
Borrower awarded the contracts while some land issues were still not resolved.
Two years after contract award, the Borrower was not able to fully resolve the land related issues. The
contract was revised with reduced scope and contract execution was delayed by about 18 months.
Lesson learned:
1. Borrowers would need to apply a project management approach and an appropriate software
tool covering: site acquisition, resettlement, environmental permits, coordination with other
relevant government departments, consistency of design review and contract selection and
implementation plan.
2. Borrowers should take prompt action on activities identified/could fall on the critical path.
Box X – Case study: infrastructure upgrade

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Case study: new water treatment system

Situation:
A Borrower issued a Works contract to rehabilitate drinking and waste water system. This was a design
and build contract and there were several design changes.
Initially it was a lump-sum contract and then it was converted to an admeasurement contract. The
contract was amended seven times and had three variation order price increases. There were many
non-tendered items in the revised bill of quantities.
Lesson learned:
Plan properly. Choose the right contracting strategy from the outset based on a number of
considerations (see Annex 1) instead of trying to change when the contract is in progress.

Box XI– Case study: new water treatment system

Variations
Considerations to managing variations in Works admeasurement contracts. These may include:

1. verifying supporting documents (specifically to check how appropriate or necessary are the
proposed variations);
2. checking how the variation was valued (i.e. were the existing contract rates correctly applied; if
new rates were used, were they correctly constructed based on fair market prices etc.);
3. checking if a change in unit rates would be appropriate or required according to the contract;
4. checking if the time impact (extension of time for completion) has been correctly assessed and is
duly justified;
5. checking if the variation has taken due consideration of ESHS aspects, as applicable;
6. checking the level of approval required for the variation (e.g. approval by the Contract Manager
or Borrower).

Site visits
One of the key responsibilities of the Borrower throughout the execution of an infrastructure contract is
to maintain a good understanding as to what is happening on site. This cannot effectively be done without
inspecting the site. Borrower’s technical experts should be actively involved in the site visits and it is
recommended that the Borrower undertakes joint site visits with the Contract Manager. This will ensure
that any issues identified during the site visits can be discussed with the Contract Manager, and
appropriate action agreed.

The Contract Manager should undertake regular site inspections to ensure activities are progressing in
accordance with the contract requirements. The Contract Manager should ensure that it has the right
skills available to inspect the activities being undertaken and that inspections are regularly carried out
jointly with the contractor.

The types of aspects that are expected to be checked during a site visit inspection include:

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1. follow-up of previously agreed action;

2. actual progress of Works against planned/scheduled;
3. quality of Works (do the Works comply with the quality requirements in the technical
specifications?);
4. deployment of staff and labor in accordance with the contract;
5. contractor’s materials and equipment (does the contractor have all necessary equipment and
construction materials to complete the Works per the specifications and on time?);
6. health and safety with regard not only to the contractor’s personnel, but also to public safety
(have all necessary health and safety measures been implemented?);
7. environmental issues (is the contractor’s Environmental Management Plan being enforced
appropriately?);
8. adequacy of measures in place to manage risks of gender-based violence and sexual exploitation
and abuse;
9. is the contractor’s code of conduct being implemented effectively?
10. are permits in place and is documentation up-to-date.

Contract Manager’s documents

The Contract Manager would need to have a set of desk control documents available for inspection. At a
minimum, these may include:

1. measurement logs: for admeasurement contracts;

2. activity reports: daily, weekly, monthly showing in tabular format quantities of work done,
number of staff and equipment involved, consumption of materials, testing and samples, ESHS
reporting etc. The reports are expected to mention any specific events, incidents, weather
conditions etc.;
3. issues log: which records all issues that have occurred during the execution of Works, with
appropriate descriptions and the date, cause, remedial measures taken, responsible party, status
of remediation etc.;
4. variation orders: all variation orders showing the justification for the changes in quantities, prices
and times of completion;
5. communications: records of all relevant communications with the contractor and any third party;
6. inspection and control logbook: records of technical inspections, lab tests, etc. which are either
conducted by or witnessed by the Engineer; inspections, audits and controls performed by any
other relevant party (e.g. Employer, environmental agency, financial control, local authorities
etc.).

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Design and build contracts

While Borrowers are used to the traditional design-bid-build-(DBB) contracts (e.g. contracts based on the
FIDIC red book), managing integrated contract delivery approaches such as design and build (D&B) can
pose some challenges. This sub-section is devoted to managing D&B type of contracts.

Success factors
Borrowers would need to be mindful of the following factors, which may demand a cultural shift away
from the DBB approach, when managing D&B type contracts:

1. D&B requires a higher level of trust and partnering comparing to the DBB approach;
2. D&B requires the Borrower to develop definitive, functional driven performance criteria as
opposed to detailed design and drawings;
3. D&B is a scope driven effort;
4. the contractor owns the design;
5. establish the contract management team early and keep it together;
6. designers have been doing design for Borrowers and constructors have been doing construction
of the designed Works in the traditional approach (DBB) whereas this approach demands a
construction team integrated with design professionals;

Performance/functional criteria
It is helpful to realize that in DBB, requirements are communicated to the contractor through complete
drawings and specifications. In contrast, the Borrower communicates its requirements for a D&B contract
through the description of the performance/functional criteria. The contractor develops the design based
on the latter.

Design review
In D&B approach, because the contractor owns the design, the Borrower’s/Contract Manager’s design
review, unless otherwise specified, is normally to verify that the design solution/s comply with the
performance criteria. The main reason for this shift is the need to ensure that the design liability remains
with the contractor.

Initial design meeting

It may not be possible in the request for proposals for the Borrower to elaborate every potential
preference or expectation that it may have in a complex D&B contract. Therefore, after the contract is
awarded, it is good practice to have an initial design meeting with the contractor. An outline for the
agenda for such a meeting may include:

1. breakdown of the design scope into specific features of tasks (that can be designed, reviewed,
approved and constructed in that order) and identify features where the contractor may have
design flexibility;

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2. identify the features that have limited or no option for variance during the design process so that
there is clear understanding from the outset;
3. identify any design criteria that may have been incorporated by reference in the contract;
4. identify any features whose design is contractually open to interpretation;
5. discuss the list of preliminary design solutions for all features of Works in scope;
6. discuss the Borrower’s/Contract Manager’s review process of design submittals and establish a
communication system;
7. develop a system whereby a difference of professional judgment that is not clearly covered by
contract language can be expeditiously resolved.

Contract administration
DBB contract administration is based on the administration of the design consultants, and their
deliverables, and administration of the construction contractor. In a D&B contract, both the design and
construction are the responsibility of the contractor.

The cultural shift from a DBB to a D&B contract administration demands that both the Borrower and the
contractor create a contract administration system that supports the development of design and is
responsive to the D&B contract. The Borrower/Contract Manager needs to be aware of the time element
in D&B administration and the fact that the contractor expects the Borrower/Contract Manager to
collaborate by expediting design reviews. Given the significance of close coordination during the design
phase, it is recommended to require that the contractor has an experienced design professional to
manage the internal and external coordination during the design phase.

If the Borrower has separate design and construction administration systems, they both need to be
integrated and operating throughout the delivery of a D&B contract.

Payments
The scope of a D&B contract is defined by a set of performance criteria to be completed within a specified
period. This normally requires the contractor to offer a lump sum price (broken down into activities to
facilitate payments). As cost and time are already set-out in the contract, quality is constrained by both
cost and schedule. As a result, at the outset of the contract, it is important to both the contractor and the
Borrower to have a clear understanding and agreement on the requirements for quality.

Constructability
One of the stated benefits of a D&B approach is improved constructability due to significant contractor’s
input during the design phase. Unlike DBB, a D&B contract design can be thought to be under continuous
constructability review. To maximize the benefits of a continuous constructability review, the D&B
contract administration system must play an enabling role to facilitate this critical process.

Progress payments
Borrowers are normally used to unit price contracts where measured quantities of unit price items are
used to compute progress payments and where the risk for quantity overrun is absorbed by the Borrower.

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The transition to a lump sum D&B contract should be carefully managed to ensure that the contracting
parties understand the financial implications.

Prior to the first progress payment, in order to facilitate payment, the two sides may agree on a schedule
of values i.e. breakdown of each lump-sum item in the contract into component parts of design
deliverables or construction Works for which progress payments may be requested. This essentially
requires the D&B contractor to assign a value for each activity in its program. Such a schedule of values
should include enough details to facilitate continued evaluation of payment application and progress
reports. Upon review and approval by the Borrower/Contract Manager, this allows the development of a
periodic payment estimate to be made for those activities that were underway during the pay period. This
helps the Borrower/Contract Manager to ensure that the contractor’s financial progress reasonably
reflects the physical progress. It also ensures that the contractor continues to get progress payments that
closely follow the physical activities.

Contractor’s claims in construction contracts

The FIDIC conditions of contract define a claim to be a request or assertion by one contracting party to
the other party for an entitlement or relief under any clause of the conditions of contract or otherwise in
connection with, or arising out of, the contract or the execution of the Works.

Through good contract management practices, the Borrower and Contract Manager are expected to take
measures to avoid situations that lead to contractor’s claims. Some of these measures include:

1. having a thorough understanding of the contract document and how the contract is to be
implemented;
2. ensuring timely payment for successful delivery;
3. ensure that there is a proper definition of scope of works, appropriate specifications and timely
provision of design and drawings (if it is the responsibility of the Borrower);
4. provide timely possession of site;
5. ensure timely responses to contractor’s notices.

Role of Contract Manager

The Contract Manager (Engineer, Employer’s Representative etc.) has a key role in making a fair
determination of the matter or claim, in accordance with the contract, taking due regard of all relevant
circumstances. Agreement or Determination is regulated by, for example, sub-clause 3.7 of FIDIC:
Conditions of Contract for Construction, 2017, which requires the Engineer, when carrying out its duties
under the sub-clause to act neutrally between the contracting parties and shall not be deemed to act for
the Employer. Similarly, this matter is treated in, for example, sub-clause 3.5 - Agreement or
Determination of FIDIC: Conditions of Contract for EPC/Turnkey, 2017, which states to the effect that when
carrying out its duties under that sub-clause, the Employer’s Representative shall not be deemed to act
for the Employer.

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Requirements for contractor’s claims

In general, the contract documents define the primary relationship between the parties and form the
basis of claims. Claims should include statements of the contractual and/or other legal basis.

Timely notice and submission

Timely notice and timely submission by the contractor is essential as otherwise delayed notice and
submission could have consequences based on the contract.

Proof of entitlement and damages

The Contract Manager is expected, as much as possible, to ensure that the contractor’s claim is
substantiated by an analysis of costs and supporting documentary evidence such as invoices, reports and
records etc.

Assessment of claim
The Contract Manager assesses the claim to ensure that the contractor has demonstrated:

1. that it is entitled under the contract (contractually justified) to claim for the cost/time;
2. that it has indeed incurred the additional cost/time, and the extent of the claimed cost/time is
reasonable;
3. that there is a cause and effect between the Borrower’s default and the damages incurred by the
contractor.

Claims due to delays in execution

Determination of time extension

Granting a time extension to a contractor has implications both for the implementation schedule and
contract price. The Contract Manager should ensure that the contractor provides sufficient details
including an updated contract schedule and impact schedule (of delay events) clearly justifying the
requested time extension.

Determination of costs
The Contract Manager should carefully check the determination of any costs associated with the claimed
delay. Some examples include:

1. Additional labor or equipment costs: When a contract is delayed due to a matter which is the
Borrower’s responsibility, the contractor may have claimed for additional labor or equipment.
When claiming for labor or idle equipment, the contractor needs to normally show that the labor
or equipment could not have been discharged or used in other activities without risking
unavailability for the contract when needed.
2. Site and home office overhead costs: While direct cost of the contract may reduce during the
delay period, the site and home office overhead costs (normally fixed) continue to accrue during
the delay period. A certain portion of the overhead cost may therefore not be absorbed or may

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be extended because of the delay. The Contract Manager should ensure that the contractor’s
claim for unabsorbed overhead costs is reasonably demonstrated.
3. Profit: In addition to recovering overhead, the contractor may claim for profit on the additional
costs. The Contract Manager should verify the contract to check whether the relevant contractual
provision allows cost compensation only or cost + profit. Unless the profit % is already specified
in the contract, the Contract Manager should ensure that the claimed profit rate is reasonable.

Assessment of contractor’s claimed amounts

Reasonable cost
The Contract Manager is expected to check that, whenever applicable, the contractor’s claims are based
on contractual unit rates for equivalent or similar items. When no equivalent contractual unit prices are
applicable (example a new item of work), the quantification would need to be based on actual historical
costs recorded and maintained as the costs incurred on the contractor’s books. When this is not
applicable, market rates may be used as a proxy.

Analysis of contractor’s billing

In a change order situation, the first determination that the Contract Manager needs to make is to check
whether the claimed extra work is not an item which is contractually in-scope and that has been
improperly characterized as an extra by the contractor. In such a situation, it is important to understand
the nature of the work claimed by the contractor as extra work. Once this is established, the claimed costs
should be checked to be related to the extra work and reasonable as mentioned above.

Analysis of labor, material and equipment costs

A contractor normally breaks its claimed amount in terms of labor, material and equipment.

There are different methods and approaches in the industry to determine ownership and operating costs
i.e. capital recovery by a contractor. The Contract Manager may refer to the most common methods of
calculating ownership and operating costs.

The Contract Manager should assess that the method applied is reasonable and appropriate. For relatively
complex claims, it would be helpful to seek the support of an experienced claims expert, as there is often
a disagreement between the contractor and the Contract Manager as to which costs are to be covered
and how they are calculated.

Overhead costs
Construction claims by their nature may include, as a component, a demand for overhead costs. Both field
overhead, and home office overhead may be elements of a claim incurred because of a delay

1. Field overhead: are direct contract costs such as power, water, communications which may easily
be identifiable.
2. Home office costs: The concept of unabsorbed overhead is based on the assumption that during
a delay period the cash flow that would have been generated by the delayed contract is no longer
available. Thus, home office overhead costs, which in general are fixed, are absorbed by the
contractor’s other activities. The allocable portion of home office overhead costs attributable to

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delays is however not so straight forward. One method applied by contractors to determine
unabsorbed home office over head is the Eichleay formula (see below). Generally, before the
formula is applied, the contractor is expected to show that it was imprudent or impractical for a
reasonable contractor to take other work during the delay period given the facts and
circumstances.

Eichleay formula
The Eichleay formula is one approach for estimating the amount of unabsorbed home office overhead
resulting from construction delays. Some of the aspects that the Contract Manager may request additional
information from the contractor to support it are:

1. have the delays decreased the stream of direct costs?

2. are the contractor’s home office overhead costs pertinent to make sure that questionable costs
are not included?
3. was there a possibility for the contractor to shift the overhead costs to other contracts concurrent
with the contract being challenged? The contractor must, for example, show that it was unable
to take other concurrent work.
The following case is for illustration purposes only, and not a recommendation to use the formula.

Case study: Eichleay formula

This example is a calculation to determine the portion of the home office overhead to be allocated to
the contract. The contract is expected to pay its fair share of home office overhead and this is a way of
calculating that amount.
Basic Eichleay formula:
1. Allocable overhead. This is a calculation to determine the portion of the home office overhead
allocated to this contract. This contract is expected to pay its fair share of home office overhead and
this is a way of calculating that amount.
Contract’s allocable overhead = (contract price x total home office overhead)
total firm billings
2. Daily allocable overhead. Next, we want to determine a daily rate for the allocation of home office
overhead.
Daily allocable overhead = contract allocable overhead
contract period in days
3. Home office overhead damages. This is simply a matter of multiplying the number of compensable
delay days by the daily allocable overhead rate.

Home office overhead damages = daily allocable overhead x compensable delay days

Worked example:
The contract price is $10 million. The contractor has suffered compensable delays of 20 days. During
this period, the contractor has 10 contracts whose aggregate value is $80 million. The contractor's

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home office overhead during this period totaled $2 million. The duration of this project, including
excusable delays is 400 days. The sample calculation of home office overhead damages follows:
Contract’s allocable overhead = 10 x 2/80 = $0.25 m = $250,000
Daily allocable overhead =250,000/400 = $625 per day
Home office overhead damages (unabsorbed overhead) = $625 x 20= $12,500
The contractor may therefore claim $12,500 in compensation for home office overhead that should
have been allocated to this contract because of the increased duration of the contract.
Box XII – Case study: Eichleay formula

Construction contracts Taking-over

Once the Works or Plant are substantially completed in accordance with the contract except for any
minor outstanding work and defects (as listed in the Taking-Over Certificate) which will not substantially
affect the safe use of the Works or Plant, the taking-Over Certificate/completion certificate is issued and
the Borrower takes over the Works (or part of, as applicable). For Plant, for example, this is followed by
commissioning (including functional guarantee tests) and operational acceptance certificate.
At completion, depending on the contract, the responsibility for care and custody and the risk of loss
normally passes to the Borrower and the defects liability period commences. Prior to taking-over by the
Borrower, the Contract Manager is expected to ensure substantial performance by the contractor
including the following:
1. required tests successfully completed and the Works or Plant are substantially completed as
specified;
2. any ESHS design considerations have been delivered,
3. contractual requirements have been met by the contracting parties;
4. contractually required documentation (such as operation and maintenance manuals, as-built
records etc.) have been handed over by the contractor and are acceptable;
5. equipment warranties, and documentation for any installed equipment are provided;
6. all surfaces are reinstated (unless for parts considered minor and included in the list included in
the Taking-Over Certificate to be carried out by the contractor);
7. ancillary features such as borrow pits, quarries, disposal sites are restored to according to permits,
consents or the Contract Manager’s instructions
8. the site is clean of debris and any required reinstatement
9. any change orders are reviewed to ensure that these have been completed;
10. Borrower notes are reviewed to ensure that any requests have been attended to and that the site
is ready to be handed over;
11. demobilization (equipment, personnel etc.) from the work site is done in an orderly manner.

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Defect Liability Period

Any outstanding work at the time of completion and defects due to design, workmanship etc. as specified
in the contract is remedied by the contractor at its cost and risk. The defect liability period is important as
it is the opportunity to have any outstanding Works (that did not affect substantial completion) completed
and to have the contractor repair, replace or make good any defects concealed in the Works and may
become apparent during the defect liability period.
The Borrower should ensure that appropriately trained staff operate/maintain the Works/facilities, as,
depending on the contract, improper operation or maintenance of the Works/facilities (not attributable
to matters for which the contractor is responsible) by the Borrower or operation of the Works/facilities
outside the specifications provided in the contract may not be covered under the defect liability period.

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Special considerations: Managing ESHS Risks in
Contract Management Practice

Works Contracts
Special considerations: Managing ESHS Risks in Works Contracts

Background
Ensuring that ESHS requirements are implemented in Works contracts, requires professionals with
appropriate skills to be part of the teams managing and executing the contract. Such professionals may
be required on part time or full-time basis, depending on the nature of the ESHS risks and impacts and
the role they are performing.
Along with the ESHS requirements for the Works, the need for specialist environmental, social or health
and safety skills or experience is established during the preparation of the Procurement Documents.
Guidance and information on how to integrate ESHS requirements into the Procurement Documents
(including for specification of Works and TORs for Contract Managers) is provided in the Procurement
Guidance- Environmental, Social, Health and Safety in Procurement, July 2018.
This section describes the responsibilities of the ESHS specialists (as part of Contract Manager, contractor,
Borrower) during contract start-up/mobilization, contract implementation and contract close-out (taking-
over). It describes not only the responsibilities according to the role/organization, but also, where
appropriate, the interface that these roles may have with each other, and with other bodies such as
regulatory authorities (with the right to inspect and monitor construction activities regarding ESHS
performance).

Relationships and responsibilities

To understand fully their responsibilities, environmental, social or health and safety specialists need to
appreciate the broader responsibilities of the role that they are performing (e.g. Contract Manager,
contractor or Borrower), and the soft and hard skills that these roles require. A description of the
relationships between these roles, their areas of responsibility and the skills required to perform the role
are provided in The Fundamentals, and Managing Relationships sections earlier in this guidance.
In addition, earlier sections of this guidance set out where ESHS interacts with broader contract
management actions (for example in the Contract Management Plan preparation,) and it is recommended
that this section is not read in isolation of the whole guidance note.

Overview of the Roles

Borrower’s ESHS Specialists

The Borrower should monitor the Contract Managers’ performance in ensuring that the contractor
(including their sub-contractors) delivers to the ESHS contractual requirements through mobilization,
construction and demobilization.
The Borrower should assess the Contract Manager’s performance through: review of the regular reports
(usually monthly) on the contractor’s ESHS performance provided by the Contract Manager; how the
contractor is performing on site (Borrower site visits); and on how effective the project meetings are in
dealing with ESHS issues.
In addition to the regular reporting there should be a requirement for the Borrower to be immediately
notified of any serious ESHS event (e.g. death on the site): how the Contract Manager responds is an
indicator of the Contract Manager’s performance. Timely reporting (as set out in the applicable contracts)

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of ESHS performance and outcomes enables the Borrower to identify opportunities for improvement,
address poor performance issues, and take contractual remedial actions as appropriate.
In addition to reviewing the written reports, it is essential to have regular meetings with the Contract
Manager to review ESHS performance as against the contractual requirements and identify any emerging
risks or issues.

Contract Manager’s ESHS Specialists

The Contract Manager is responsible for supervising/monitoring that the contractor delivers the ESHS
requirements of the contract.
The Contract Manager’s ESHS specialists would need to be aware of the duties, roles, delegation and
authority assigned to them and be fully conversant with the relevant provisions of the contract including
the applicable ESHS requirements and specifications. As an example, the Contract Manager’s ESHS
specialists should review any contract change proposals to ensure that the proposal has given adequate
attention to ESHS aspects.
In carrying out their function, the Contract Manager’s ESHS specialists should also be mindful of the roles
of other key Contract Manager’s staff (such as the resident engineer), and respect the relevant
communications protocol of the contract which describes who is authorized to issue communications and
other requirements.

Contractor’s ESHS Specialists

The contractor’s ESHS specialists should advise the contractor on the measures necessary to ensure
compliance with the Works/Employer’s ESHS requirements during execution of the Works.
The contractor’s ESHS specialists should serve as the “eyes and ears” on the site to support and ensure
that the contractor’s personnel (including sub-contractors) are all complying with the contractual ESHS
obligations. They therefore need to maintain professional relationship with all the contractor’s personnel.
The contractor’s ESHS specialists should ensure that the necessary equipment, material and other
resources are provided, to fulfill the requirements such as spill kits, drip trays, segregated waste facilities,
bunded storage, covered storage, vehicle washing, concrete washout pits, etc. to deliver the specified
environmental outcomes. They should also ensure that the necessary equipment, material and other
resources are provided to ensure the health and safety at site, such as flashback protectors for welding,
welding masks, hats, gloves, overalls, boots, ear defenders, eye protection, speed guns, noise meters,
traffic control, barricade tape, signage and fencing.

Independent ESHS Specialists

Independent ESHS specialists may be employed as third- party monitors in order to advise the Bank and/or
the Borrower on whether the environmental and social requirements agreed for the Project are being
implemented as required. Although there is no direct contractual relationship between them, the
contractor’s and Contract Manager’s ESHS specialists should provide support to the third- party monitor
as necessary for the third-party monitor to undertake their duties. Further information is provided in the
Good Practice Note: Environmental and Social Framework for IPF Operations- Third-party monitoring.

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Regulatory Authority
Contracting parties would need to recognize that in many jurisdictions there are regulatory authorities
whose function is dictated by law. These authorities may undertake periodic inspections to determine
whether activities are being carried out in compliance with applicable laws and regulations and/or permit
conditions. The purpose is normally to uphold the law and not to monitor whether contractual
requirements and obligations are being met. These authorities may have the power to investigate
breaches of the law and take appropriate measures such as invoking judicial proceedings, issuing
instructions to stop the work, issuing fines or to require certain actions to be taken. It is important that
the contracting parties cooperate with them.

Contractor mobilization/contract initiation

Following contract award and prior to commencement of the Works, there are conditions to be met as
discussed in the contract start-up section of this guidance. The commencement of Works normally begins
with a mobilization or preconstruction phase during which the site is prepared for construction.
The mobilization period should be carefully managed by the contracting parties and given its significance
to the successful execution of a contract, the contract mobilization may itself require a plan. See example
template in Annex 4 of this guidance.
The mobilization or pre-construction phase can include major activities such as land clearance, excavation,
building access roads to the site, work site establishment and construction of contractor’s personnel
accommodations. This is often an overlooked period of ESHS impacts, and therefore it is critical that the
correct documents, training, procedures, and systems are in place to ensure that all ESHS impacts are
identified and managed appropriately.
Borrowers should not require contractors to begin work until the Contract Manager is satisfied that
appropriate measures are in place to address ESHS risks and impacts. The appropriate measures should
be agreed during a pre- mobilization meeting; at a minimum, the contractor shall apply the Management
Strategies and Implementation Plans and ESHS Code of Conduct, submitted as part of the bid/proposal
and agreed as part of the contract.
During the contractor mobilization/contract initiation phase the following should be undertaken.

Hold Pre-mobilization meeting

The Borrower should ensure that ESHS requirements are discussed during a pre-mobilization meeting so
that all parties have a common understanding and are aware of their obligations. During the meeting the
Contract Manager should agree with the contractor the documents and information that are needed prior
to any activity, to demonstrate effective management of the ESHS risks and impacts, such as method
statements/ safe systems of work. The meeting should involve not only ESHS specialists but also the
responsible managers of the Borrower, contractor, Contract Manager and any other relevant party.

Review and Develop Management Strategies and Implementation Plans (MSIPs)

The contractor should be required by the Contract Manager to develop any additional MSIPs to those
agreed at contract award to ensure that all ESHS risks and impacts likely to arise during mobilization will
be effectively managed. These should be subject to the prior approval of the Contract Manager. If the

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Health and safety management plan is not ready at mobilization, an MSIP describing how the mobilization
activities would be undertaken safely should be prepared.
The contractor should be required to submit, on a continuing basis through mobilization and into
implementation, for the Contract Manager’s prior approval, further MSIPs as needed to supplement those
already agreed to manage the ESHS risks and impacts of ongoing Works.

Monitor Contractor’s and Contract Manager’s Code of Conduct

The Borrower should monitor to ensure that the contractor’s and Contract Manager’s codes of conduct,
agreed in the respective contracts, are in place and are being implemented. The contractor and the
Contract Manager should keep in mind that compliance with the codes of conduct starts from the day the
contract is signed.

Confirm ESHS Induction Proposals

The Borrower shall ensure that the contractor and the Contract Manager provide ESHS awareness and
induction to all individuals authorized to be on site.
The content of the induction should describe the contract’s ESHS impacts and the activities to be
undertaken to manage risks; describe the various duties and responsibilities of the personnel; and ensure
understanding of the ESHS code of conduct, stakeholder relationships, security arrangements as a
minimum. Furthermore, relevant personnel of all parties involved in the execution and management of
the contract shall be made aware of the worker and public grievance mechanisms and how to access
them, and contractors should develop and implement appropriate (to the contract) SEA and GBV
awareness training for staff at all levels.
Some further considerations in developing an ESHS induction program are:
1. coverage: to include Borrower’s personnel, Contract Manager’s personnel, contractor’s
personnel, visitors and other individuals authorized to be on site;
2. system: what system will be used to ensure that the contractor can identify the personnel on site
that have been inducted (card site access system, displayed ID card, helmet sticker etc.);
3. frequency: how often will the induction be repeated (recommended to be conducted at least once
a year) and how it will be tracked (what records will be kept)?

Review ESHS Training Plans

During mobilization phase, the contractor should identify the technical training required during the Works
and prepare an appropriate plan for the timely delivery of that training. The contractor should ensure that
personnel receive technical training in ESHS matters adequate to perform their duties. This may take the
form of, for example, specialized training courses in remedial actions such as hazardous materials
management and controls, or toolbox talks on safe systems of work. The contractor should keep records
of the training provided.

The Contract Manager should review the training plans and provide comments as necessary to ensure the
training is adequate and appropriate for the activities being undertaken.

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Contract implementation
During contract implementation, the ESHS specialists’ primary focus is to ensure that the contractual ESHS
provisions are continuously adhered to. This will involve the timely preparation and/or review of
documentation such as contractor’s plans and procedures, undertaking of inspection, supervision, and/or
audit, attending progress meetings, reporting and resolving issues that may occur.

Review and Develop MSIPs - Contractor’s Environmental and Social Management Plan (C-
ESMP)
The MSIPs agreed as part of the contract and during mobilization should continue to be reviewed, updated
and supplemented during implementation to ensure adequate control of ESHS risks ad impacts.
Collectively the MSIPs comprise the Contractor’s Environmental and Social Management Plan (C-ESMP).
As stated in the Conditions of Contract, the C-ESMP should be approved by the Contract Manager prior to
the commencement of construction activities (e.g. excavation, earth works, bridge and structure works,
stream and road diversions, quarrying or extraction of materials, concrete batching and asphalt
manufacture).
The approved C-ESMP (which may comprise a series of MSIPs) should be reviewed periodically and
updated in a timely manner by the contractor to ensure that it contains measures appropriate to the
Works activities being undertaken throughout contract implementation. The updates should be subject
to prior approval by the Contract Manager.

Review and Approve Health and Safety Management Plan

The Contractor’s Health and Safety Management Plan (HSMP) should be reviewed/ approved by the
Contract Manager prior to the start of Works. The HSMP should be updated by the contractor as necessary
to reflect the needs of the Works to be undertaken.
The HSMP should describe the activities to be undertaken and, using Job Hazard analysis (JHA), identify
the impacts and risks associated with those activities. The plan should describe any protective measures
that would be required to manage the potential hazards and establish safe systems of work.
For each activity, the contractor should prepare and submit for approval of the Contract Manager a
method statement describing the safe system of work that will be applied. In preparing the method
statement, the contractor should draw from the information contained in the HSMP. For example, the
HSMP should identify the risk of collapse when excavating on site, and the safe system of work described
in the method statement should set out the controls of access to the excavation, the use of fencing at an
appropriate distance from the top, shoring up the sides of the excavation etc.

Monitoring the Contractor’s and Contract Manager’s Code of Conduct during Implementation
The Borrower should ensure that the Contract Manager implements and monitors compliance with its
code of conduct effectively.
In monitoring implementation, the Borrower may try to seek evidence of the following:
1. Is the code disseminated as envisaged in the contract? Is it easily accessible to the community
and project affected people?
2. Is the code a condition of employment of the Contract Manager’s staff?
3. What evidence is there of the Contract Manager’s senior team leading by example?

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4. Does the Contract Manager provide training and ongoing support to its staff? Or provide
information and advice to clarify any aspects of the code?
5. Are training records maintained?
6. Do the Contract Manager’s staff show confidence to challenge others when a breach of the code
is suspected.
7. How are internal and external complaints handled? Are they taken seriously?
8. How is the Contract Manager perceived by the local communities?
The Contract Manager should, in turn, ensure that contractor implements and monitors the contractor’s
codes of conduct effectively. In doing so, the Contract Manager should seek answers to the questions as
above as applied to the contractor.
Evidence on the implementation of the code of conduct could be found in progress reports, behaviors
exhibited in progress meetings, discussions with representative personnel on site, through consultations
with the local communities and the worker and community grievance redress mechanisms. In addition,
the timeliness of the enforcement by the contractor or Contract Manager of disciplinary actions for
violations of the code will indicate how effectively the code is implemented.
The Borrower would need to be mindful of the Contract Manager’s and contractor’s code of conduct and
not take any action or behavior that may undermine it. They should lead by example.

Monitoring Accordance with the ESHS Policy

During progress review meetings, the Borrower should ask adequate questions and seek evidence on how
the Works are being implemented in accordance with the policy. For example, the Borrower may ask the
contractor for examples of that Good International Industry Practice that they are applying and may ask
the Contract Manager whether the workers’ terms of relevant ILO conventions. In addition, during site
visits, the Borrower should consider whether site activities are in accordance with the policy. This may
require, for example: interviewing site health and safety officials, site security officials and representatives
of the local communities to get their perspective on the operation of site activities.

Contract Manager’s Inspection and Supervision

The inspection of ESHS aspects should be integrated into the broader site visit process as described in the
section “Special Considerations: Works and Plant contracts.” The Contract Manager’s ESHS specialists
should follow a phased approach to inspections as described below:
1. Preparation: in preparing for the inspection, the ESHS requirements as set out in the contract, any
permits and the regulatory framework should be reviewed: it is good practice to develop a list of
the issues to be checked during the site visit. An understanding of the activities being carried out
by the contractor should be obtained, for example, through reference to the work program, to
assist in the selection of areas subject to site visit.
2. Document review: An important part of the inspection is to confirm that the contractor’s
documentation is in place and up to date. This should be done during a meeting with relevant
contractor’s personnel prior to undertaking the site visit, as the contractor’s documentation may
identify issues to be validated during site visit. As a minimum the status of the following
contractor’s documentation should be ascertained:

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a. MSIP/ C-ESMP;
b. Code of Conduct;
c. HSMP/method statements;
d. Accident records;
e. Worker labor records;
f. Progress reports;
g. Induction and Training records;
h. Worker and community grievance.
3. Site visit: For large/complex contracts, a representative sample of the Works may be visited during
the inspection. Selection of the areas to be visited should be informed by the activities being
undertaken, their potential ESHS impacts, locations of sensitive/important environmental and/or
social features, and the need to validate any aspects of the contractor’s documentation. The
issues to be considered during the site visits may include:
a. presence of safety features and equipment such as traffic signs and signals, protective
fencing, machine guards, etc.;
b. labor facilities such as provision of drinking water and wash room facilities;
c. evidence of Good International Industry Practice in relation to, for example:
o Storage and handling of hazardous materials;
o Concrete wash-out facilities;
o Spill kits and water pollution prevention measures.
d. site security arrangements;
e. worker behavior.
4. Corrective actions: At the end of the site visit, an action plan should be agreed with the contractor
to take any needed corrective actions. The action plan should clearly set out what the contractor
should do and by when, and progress in resolving the actions should be checked by the Contract
Manager on a timely basis. If necessary, further remedies to rectify non-compliances may be
applied as discussed below.
Inspections should be documented, and records retained in contract files (minimum information to be
recorded include: date and time, location, activity inspected, inspection observations and relevant data,
corrective actions, if any, inspection team’s name, signature and date).

Rectifying Contractor Non-compliance

The Contract Manager should bring to the attention of the contractor, in accordance with relevant
provisions of the contract, non-compliances identified during contract execution. The instruction should
refer to the relevant contract provision that has been breached, clearly stating what is needed to rectify
it, by when it needs to be rectified and the contractual consequences if the contractor does not comply.

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The contractual provisions set out how remedies are to be applied by the Contract Manager in the event
of non-compliance, including with respect to the following:
1. removal of personnel from site (for example, for breach of Code of Conduct, or for repeated
dangerous working practices);
2. withholding payments (for example for not rectifying a non-compliance in the specified time
scale);
3. getting others to rectify the works at the contractor’s expense (for example following repeated
discussions and warnings regarding pollution from asphalt plant);
4. suspension of works (for example at a quarry or borrow pit until the operation can be made safe);
5. performance security (for repeated non-compliances and a lack of willingness to expediently and
effectively address the deficiencies); and
6. termination.
For further detail see the section on Contractual Remedies.

Contract Taking-over ESHS aspects

As mentioned in “Special Considerations: Works and Plant Contracts”, prior to taking-over by the
Borrower, the Contract Manager should ensure that substantial performance has been achieved by the
contractor. Once the Contract Manager is satisfied, it issues the taking-over certificate and the Borrower
takes-over the Works. After taking-over the Works, the Borrower becomes responsible for the care and
custody of the Works. The consequences of taking-over Works that are deficient or prove unsafe has
significant ramifications for the Borrower, including with respect to reputational and financial risks.
In terms of ESHS, the Contract Manager’s ESHS team therefore need to ensure that prior to issuing the
taking-over certificate that, for example:
1. the ESHS design has been fully delivered;
2. there are no potential legacy issues, for example, that may substantially affect the safety and
stability of the site;
3. the site is clean of debris and all surfaces are reinstated (unless for parts considered minor and
included in the list included in the Taking-Over Certificate to be carried out by the contractor);
4. ancillary features such as borrow pits, quarries, disposal sites are restored according to permits,
consents or the Contract Manager’s instructions;
5. the contractor does not negatively impact the environment and the communities while
demobilizing (equipment, personnel etc.) from the work site.

Defect liability Period-ESHS aspects

As mentioned under “Special Considerations: Works and Plant Contracts”, the defect liability period is also
critical from the ESHS point of view.
The Contract Manager’s and Borrower’s ESHS specialists:

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1. should inspect the site to identify any negative impacts to the ESHS aspects that may arise during
this period attributable to the contractor;
2. monitor that any dismantling or repair work carried out by the contractor on site does not have a
negative ESHS impact; and
3. monitor that the contractor’s staff involved in any dismantling, repair, reinstallation, retesting etc.
observe the code of conduct.
Upon the end of the defects liability period and issuance of performance certificate, the Borrower’s and
Contract Manager’s ESHS team should ensure that the contractor:
1. removes any remaining contractor’s equipment, surplus material, wreckage, rubbish and
temporary Works from the site;
2. reinstates all parts of the site which were affected by the contractor’s activities during the
execution of the Works and are not occupied by the permanent Works; and
3. leaves the site and the works in the condition stated in the Specification (if not stated, in a clean
and safe condition).

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Special considerations: Goods contracts

Special considerations: Goods contracts

Supply chain management

A key consideration for supply of Goods is management of the whole supply chain from purchase, delivery
to named place of destination or final destination, until end users. This may include the following
activities:

1. applicable quality assurance system put in place (such as factory test witnessing, pre-shipment
inspection, acceptance tests);
2. formal acceptance of the Goods;
3. information provided to concerned Borrower/Contract Manager’s staff on the warranty
provisions (duration, coverage, service level agreement, contact information of any service
provider etc.) so that they know what to do in case of defects or malfunction;
4. logistics (transport, insurance, incidental services) to deliver the Goods to the end users;
5. warehousing facilities at the various points of the supply chain including arrangements for e.g.
space, climate control, electricity;
6. inventory control;
7. measures to avoid the risk of obsolescence and pilferage;
8. training of end users on the use of the Goods, if applicable;
9. end users’ satisfaction survey.
For Goods that have a limited shelf life (such as medicines and pharmaceuticals), the Borrower must take
measures to maximize the products’ shelf life. This may include an action plan which details the measures
to be taken. Such an action plan can be included in the CMP. Factors to be addressed in the action plan
may include:

1. arrangements for recording dates of receipt of Goods and dates of expiry;

2. arrangements to ensure “last-in first-out” distribution of Goods;
3. developing a system to manage the Goods by consulting the product specifications and relevant
guidelines on storage requirements e.g.: storage space, cleanliness, cold storage, climate control
(temperature, humidity), pest, water and dirt damage protection;
4. implementing safe handling measure and ensure appropriate safety equipment is used;
5. planning regular quality checks to ensure that the Goods are not deteriorating;
6. providing a means for the Goods to be readily available for distribution to the end users.

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Case study: poor supply chain management

Situation A:
A Borrower procured transformers for indoor installation which were delivered to its warehouse. The
Borrower accepted the transformers in accordance with the contract. According to the manufacturer
instructions, the transformers are to be stored in a closed space.
The Borrower had planned to use its own installation team to install the transformers. However, the
Borrower’s installation team was still occupied with some earlier work and was not able to start this
work before 12 months. The Borrower’s indoor storage area was full of other items and the Borrower
was obliged to leave the transformers outdoors for almost a year. The location was in the tropics with
excessive humidity and rainfall. The outdoor area did not have a good drainage system. The Borrower
did not take the necessary steps to prevent water condensation forming in the transformer accessories
and parts that were delivered separately. There was no protection against corrosion. As a result, a good
number of the transformers were damaged and not usable.
Situation B:
A Borrower awarded contract for the procurement of vehicles at a price of US$ 450,000 based on CIP
(Incoterms). The Borrower received the shipping documents from the supplier before arrival of the
Goods, so the supplier was not responsible for any consequent expenses. A delay in the clearance of the
above vehicles from the port, led to demurrage charges amounting to US$130,000. Such charges were
determined to be ineligible for Bank’s financing.
Lesson learned:
1. delivery of Goods to the warehouse is not an end by itself, plan for the whole of the supply chain
to ensure the Goods continue to be in working order at the time of delivery to the end user;
2. prepare appropriate storage area and facilities prior to delivery of Goods;
3. assess capacity and logistics in advance to inform the procurement and contracting strategy; e.g.
if there is no appropriate facility available to store the Goods, purchase them using supply and
installation by the supplier;
4. Ensure that the appropriate arrangements are in place for timely clearances.
Box XIII – Case study: poor supply chain management

Incoterms
Incoterms (known as international commercial terms) are sets of commercial terms published by the
International Chamber of Commerce (ICC). The terms interpret commonly used foreign trade and deal
with the transfer of title and risk in various contracting scenarios. For complete information on Incoterms
refer to the International Chamber of Commerce website.

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For relevant procurements (such as Goods), the Bank’s SPDs specify the appropriate Incoterms that apply.
The Incoterms that are commonly used in Bank financed contracts are CIP and EXW. The Borrower/
Contract Manager should be familiar with the applicable Incoterms. See Box below.

Case Study: misconception- Incoterm CIP

Situation:
The contract for supply of Goods specified CIP (named place of destination). The delivery period was
stated as 180 days following the date of effectiveness of the contract. The contract became effective
and the Borrower instructed the supplier that it expects the Goods to arrive in the named place of
destination within the 180 days following the date of effectiveness. The supplier responded that as per
as per the applicable Incoterm (CIP, in this case), its obligation is to deliver to the carrier within the 180
days and not to provide the Goods at the named place of destination within that period; the named
place of destination is not for the purpose of specifying the delivery period.
Lesson learned:
Delivery, risks and costs are governed by the applicable incoterm used. If the Borrower’s intention were
to have the Goods in the named place of destination within the specified 180 days, the delivery period
should have been specified to be less than that (if feasible) considering the additional time that will be
needed for international or national transit to the named place of destination.

Box XIV-Case study: misconception on applicable Incoterm

Export restrictions
Export restrictions may arise due to trade regulations from the country supplying the Goods. Under such
situations, the supplier is released from the obligation to provide deliveries or services. However, the
supplier should have met all of its other contractual obligations including permits, formalities, licenses
etc., in order to be released from its obligations (e.g. see contract provision: SPD, Goods, 1 envelope, GCC
37).

Delay in L/C processing

As mentioned in the Section “Contract start-up”, issuance of an operational letter of credit is a critical
activity for the timely delivery of Goods. Suppliers of Goods from abroad may not normally ship Goods
unless they have confirmation that an operational L/C is in place. Care would need to be exercised to
ensure that the L/C is free of errors, as defective L/C results in delays and complications.

Any risks related to timely processing of an L/C should be identified early (e.g. at the PPSD stage), and
appropriate mitigation measures put in place.

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Special considerations: Information Systems
contracts Special considerations: Information Systems contracts

This section presents some issues and lessons learned to support Borrowers in some of the issues that
may be encountered in managing information system contracts.

Software license agreements

Issue: There are cases where a supplier provided no license, pirated license, or fewer number of licenses
than required. Sometimes the licenses are not in the name of the Purchaser and some licenses are based
on multiple-use. When this happens, the software does not run properly and will not be regularly updated
with latest patches and upgrades.

Relevant contract condition: The relevant condition of contract is GCC 16 (“Software License Agreement”)
in the Bank’s SPD: Request for Proposal - Information System. This clause provides that the supplier shall
grant to the Purchaser the original license to access and use the software, including all inventions, designs,
and marks embodied in the software.

Case study: pirate licenses

Situation:
A Borrower purchased 45,000 laptops and desktops, including licensed software, for schools. The
successful bidder supplied a renowned brand of laptops and desktops. It was later found that the
supplier did not provide genuine licenses.
Lessons learned:
1. the terms of payment should be linked to the provision of the required licenses;
2. the Borrower (using an IT specialists) should verify that the licenses are genuine and granted in
the name of the Purchaser. Most of the renowned firms in the industry publish specific license
information on their websites;
3. when in doubt, the Borrower may confirm with the software company if the licenses are genuine
and in the name of the Purchaser.
Box XV – Case study: pirate licenses

Source code
Issue: In custom/bespoke software development contracts the Purchaser does not secure the base source
code from the supplier/developer. This can result in significant problems for the Purchaser including
performance issues, difficulty making modifications and upgrades, delays in the provision of an operating
system and additional costs.

Background: Normally, there are two types of software systems, namely:

1. custom/bespoke software built by a developer (supplier) for the Purchaser’s specific needs;
2. “commercial of-the-shelf” (COTS) software which is a standard system that has already been
developed for generic needs, tested and launched commercially for use by multiple clients.

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Having possession of the software source code is critical for custom or bespoke software systems. The
source code allows the Purchaser to make subsequent modifications, bug-fixing, and updates. For COTS
(commercial off the shelf) software and software-as-a-service, the risk is much less, as the developer is
responsible for future modification and regular upgrades of the system

In custom and bespoke software development contracts, the supplier (developer) is often reluctant to
provide the source code to the software that it is developing. This may allow them to charge high prices
for future modifications and upgrades. Even when the Purchaser requests and receives the source code,
it may not have the specialist knowledge to check it on receipt. If the source code that has been provided
is not correct this can result in serious problems when the Purchaser attempts to modify the system at a
later date.

Relevant contract condition: in the Bank’s SPD, GCC 15.4 “Source Code” is specified as:

“the database structures, dictionaries, definitions, program source files, and any other symbolic
representations necessary for the compilation, execution, and subsequent maintenance of the Software
(typically, but not exclusively, required for Custom Software).”

Case study: base source code

Situation:
A Purchaser developed a nationwide MIS system with key performance indicators. The Purchaser did
not review the contract carefully and did not challenge the developer’s provision that it would provide
only “upper-level source code” and that the base source code will be the developer’s property and will
not be shared with the Purchaser.
The developer completed the contract successfully and handed over the MIS system with a one-year
free service. During implementation of the system, several issues were identified and there was a need
for modification and upgrade. The Purchaser realized that the “upper-level source code” provided by
the developer was not sufficient to allow it to make these changes. As the required base source code
belonged to the developer, the Purchaser had no option but to grant a sole source contract to this
developer at a relatively high price for the ongoing required modifications and upgrades.
Lessons learned:
1. do a market analysis of the product especially for custom made / bespoke software and check
whether discloser of source code is allowed by the key developers;
2. include the appropriate source code disclosure / ownership requirement in the contract;
3. appoint a qualified project manager in the field to manage the contract implementation and
takeover “Source Code” from the Developer (if mentioned in the contract). The project manager
should verify that all source code is duly received and in future the Borrower can do modifications
by its own staff or any other developer.
Box XVI– Case study: base source code

Specialist project manager

Issue: Generally, the Purchaser does not appoint a qualified project manager and tries to fulfill this
function using its own staff, who may not be knowledgeable in such a specialized field. This can affect
quality control and contract implementation.

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Relevant contract condition: The relevant condition of contract (Bank’s SPD- information systems)- GCC
18.1. “Project Manager” states that the project manager shall have the authority to represent the
Purchaser on all day-to-day matters relating to the system or arising from the contract. It is the project
manager that normally gives and receives notices on behalf of the Purchaser.

Case study: project manager not competent

Situation:
A Borrower contracted the development of a bespoke MIS system. The Borrower had one systems
analyst who was the Borrower’s staff. The Borrower appointed this person as the Project Manager. He
was not trained, had insufficient experience to manage such a complex contract and had little expertise
on this type of system. In addition, he had other routine work and day-to-day responsibilities. The
developer took advantage of this. There were inordinate delays, several variation orders, and the base
source code was not handed over at the end of the systems development.
Lessons learned:
1. a qualified ICT expert should review the bidding documents and advise on the level of expertise,
training and experience that will be required for the project manager.
2. a suitably qualified and experienced project manager should be identified and, if possible,
involved in the procurement at an early stage (involved in bid/proposal evaluation, supplier
selection, contract development and the development of the CMP;
3. the project manager should dedicate sufficient time to properly manage the contract;
Box XVII – Case study: project manager not competent

Systems requirements
Issue: As part of the detailed design, the supplier was to prepare a System Requirement Specification
(SRS). This is the most important document for the development of a successful system.

During preparation of the SRS, the supplier normally needs to have significant consultations and
information gathering with the Borrower, relevant stakeholders and end users. In most cases,
stakeholders and end users provide limited time and information. This could result in the supplier not
getting the information that it needs to design a system that is fit-for-purpose. It could also result in delays
as the supplier makes efforts to try to reach the stakeholders and end users to get answers.

The Borrower should review the final SRS and satisfy itself that there has been a sufficient level of
stakeholder and end user engagement. If not, the Borrower should take the initiative to source the
appropriate information so that it can provide constructive comments on the SRS. Generally, this does
not happen. As a result, there are significant design and engineering changes during contract execution.
This translates into cost and time overruns and risks developing a system that is not fit-for-purpose.

Relevant contract condition: The relevant condition of contract is GCC 21. “Design & Engineering”. It
states that the supplier shall execute the basic and detailed design and the implementation activities
necessary for successful installation of the system in compliance with the provisions of the contract.

Case study: insufficient consultation

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Situation:
A Borrower was developing a comprehensive MIS system following bespoke software development.
After some consultation with the stakeholders and end users, the developer submitted the SRS for
Borrower’s approval. The Borrower did not have enough expertise in its team and approved the SRS
with minimal comments. During final stage of implementation, it was found many of the required
features were not working as expected, but that the design was consistent with the approved SRS. The
Borrower had to approve change orders and time extensions, resulting in delays and increased costs.

Lessons learned:
1. identify the relevant stakeholders and end users and fully inform them of the proposed systems
development and set expectations in terms of developer consultation;
2. select representatives from the stakeholders and end users to actively engage with the developer
during the development of the SRS, provide constructive feedback on the draft SRS and act as a
sounding board during systems development;
3. facilitate the consultation and ensure adequate dissemination of information;
4. establish a qualified subject manager team to review the feedback from stakeholders and end users
and check that all design factors have been included and are properly stated;
5. involve the stakeholders and end users in reviewing and testing the final proposed product.
Box XVIII – Case study: insufficient stakeholder and end user consultation

Quality of product

Independent testing
Issue: Some IT products provide warranties for long periods (5 or more years). It is sometimes difficult to
judge, on inspection, if these products will last till the expiry of the warranty.

Relevant contract condition: The relevant condition of contract GCC 25. “Inspection and Testing”.

Case study: durability of national ID cards

Situation:
A Borrower wanted to procure “smart” national ID cards citizens. As per the strategy, the Borrower
wanted 10 years’ durability of the cards. Through conventional pre-shipment inspection or ISO
certification, it was not possible to ensure 10 years’ durability. This was a major investment and the
Borrower wanted to make sure that it received a quality product with appropriate durability. After
detailed market analysis, it was found that a certain specific test arranged by an independent firm could
ensure the durability of the card. It took almost 10 months to get to this point. The Purchaser
incorporated the test for each batch of cards supplied. The condition agreed was, if the test result was
“negative” then the supplier will replace the whole batch. An extended performance guarantee was
agreed to cover an additional 10 months after delivery.

Lessons learned:

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1. incorporate, as appropriate, independent testing to ensure that the technical specifications and
performance are consistent with the contract requirements;
2. Payments may be linked with the results of the independent tests.
Box XIX – Case study: durability of national ID cards

Delivery acceptance testing

Issue: The testing mechanism needs to be appropriate to the nature of the Goods.

Relevant contract condition: The relevant condition of contract GCC 25. “Inspection and Testing”

Case study: brand and performance requirements not met

Situation:
A Borrower awarded a contract for the supply of desktop computers. The supplier offered the latest
model of a known brand and delivered the desktop computers. The Borrower distributed the desktops
and all were working in different work stations. As part of procurement post review exercise, the Bank’s
team reviewed the contract and found that the computers were not the claimed brand and the processer
speed was much less than stated in the contract specification. The computer body had apparently
specifications consistent with the contract.
Lessons learned:
1. incorporate testing, as appropriate, on delivery to ensure that the technical specifications and
performance are consistent with the contract requirements;
2. payments may be linked, as appropriate, to satisfactory quality assurance testing;
3. clearly mention in the contract that the product will be in the name of the Borrower’s relevant
agency and the manufacturer must issue certificates in this name mentioning the model and serial
number of each product;
4. the Borrower should verify with the manufacturer the authenticity of the products.
Box XX– Case study: brand and performance requirements not met

Upgrades and discontinued products

Issue: IT procurement is subject to relatively rapid technological advances. The offered model may have
become obsolete or close to obsolete. By purchasing such a product, the Borrower loses value for money
with the added difficulty of getting repairs and spare parts.

Relevant contract condition: The relevant standard condition of contract (GCC 23 “Product Upgrades” in
Bank’s SPDs). This clause states that at any point during performance of the contract, should technological
advances be introduced by the supplier for Information Technologies originally offered by the supplier in
its bid, and still to be delivered, the supplier shall be obligated to offer to the Purchaser the latest versions
of the available Information Technologies having equal or better performance or functionality at the same
or lesser unit prices.

Similarly, the mentioned condition of contract adds that at any point during performance of the contract,
for Information Technologies still to be delivered, the supplier will pass on to the Purchaser any cost

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reductions and additional and/or improved support and facilities that it offers to other clients of the
supplier in the Purchaser’s country.

Case study: upgrades and discontinued products

Situation:
A Borrower initiated a process to procure 4,000 desktops for its whole organization as part of a full
atomization process. The bid evaluation and contract award process took nearly 7 months due to a
complaint and other evaluation issues. When the Borrower issued the purchase order, it was found
that the cost of the specific model was 30% cheaper in the market. In addition, the new series of this
model has been launched by the manufacturer. After 1.5 years of service the Borrower had difficulties
in getting spare parts as the supplier had discontinued production of this model. This is a classic example
of significant monitory and efficiency loss in IT procurement.
Lessons learned:
1. Borrowers should be aware of relevant contract clauses (such as GCC 23.1 and 23.2) and take
benefit from these provisions;
2. It would be helpful to highlight for bidders’ attention (for example in the Bid Data Sheet) the
contractual provision on product upgrade;
3. during contract execution, the Borrower should enforce this requirement, by for example asking
the supplier to provide updated information on monthly basis;
4. the Borrower should check the product price and new release/upgrade information monthly.
Generally, this information is available on the manufacturer’s website.
Box XXI – Case study: upgrades and discontinued products

Transfer of knowledge
Issue: The proper transfer of knowledge to run the IT system after hand- over can be an issue. This creates
difficulties for the Purchaser in running the system. There are three ways to operate an ICT system:

1. by the Purchaser’s own staff;

2. by the developer through a service agreement with the Purchaser;
3. by a third-party service agreement (where the third-party is selected competitively or by sole
source).
As part of the CMP, the Borrower should have a method of ensuring knowledge transfer to ensure the
sustainability of the system. As part of this, the Borrower should consider the costs of keeping the system
up-to-date.

Relevant contract condition: The relevant condition of contract GCC 19 “Project Plan”. This clause states
to the effect that the transfer of knowledge is key in IT systems development contracts. A detailed
approach to the transfer of knowledge should be part of Project Plan and which needs to be approved by
the project engineer.

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Case study: knowledge transfer and ongoing funding

Situation:
The Borrower developed a contract management MIS for all contracts being managed by the Roads
and Highway Department (RHD). The system was running well and the RHD discontinued the old
manual entry process. The new system increased efficiency and transparency significantly. The system
continued to run through donor funding support with an agreement with the developer. Three years
later the donor pulled out of the transport sector. RHD had shortage of funds to continue to run the
system with the developer. As a result, RHD tried to run the system on its own (using staff in the IT
department) but their capacity was insufficient and there had been no knowledge transfer or training
by the developer. Gradually the MIS system failed and the RHD abandoned it.
Lessons learned:
1. the Borrower should prepare a strategy to run the IT system taking into account: HR resources,
costs, technological resources etc.;
2. based on its strategy a transfer of knowledge program should be agreed with the developer and
included in the contract. The transfer of knowledge must target the appropriate staff, and there
should be a plan in place to continue to transfer knowledge with that team to support greater
sustainability;
3. consider including the national IT department in developing the strategy and transfer of knowledge
plan;
4. the developer’s transfer of knowledge to the Borrower’s staff should be linked to contractual
payments.
Box XXII – Case study knowledge transfer and ongoing funding

Value engineering
Issue: ICT technology is generally subject to rapid changes. During the bidding stage or contract
implementation stage new technology may come on the market, often at a reduced cost. In ICT contracts
the use of value engineering (VE) can be beneficial where solutions exist, or alternate technological may
be developed.

Relevant contract condition: The relevant condition of contract GCC 39.4. “Value Engineering”. The
supplier/developer can give a VE proposal to the Purchaser at any time during the performance of the
contract. The Purchaser may accept the VE proposal if the proposal demonstrates benefits that:

1. accelerate the delivery period;

2. reduces the contract price or the life cycle costs; or
3. improves the quality, efficiency, safety or sustainability of the system.

Case study: data center VE

Situation:
For a nationwide IT system, a Borrower designed a data center and backup data center with full
redundancy. Both data centers had the same capacity servers and storage, so that if the main data

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center failed then the backup data center will take over. The design was based on an active–passive
mode (meaning that the main data center worked continuously whilst the back-up data center
remained idle). The backup center only worked when the main data center failed. During the contract
implementation stage, the supplier identified that the main data center and backup data center were
within 3 km distance of each other and it was possible to work in an active-active mode (meaning both
the data centers could work simultaneously). In such a scenario, the server and storage size can be
reduced by 30% and the system still capable of working on one data center if other one fails. By
implementing this change the total contract savings was 25% of the contract price.
Lessons learned:
1. the Borrower should encourage VE with a suitable $% supplier incentive included;
2. suitably qualified experts should review the VE proposal to make sure the proposed alternate
solution demonstrates the stated benefits.
Box XXIII – Case study: data center VE

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Special considerations: Consulting Services contracts

Special considerations: Consulting Services contracts

Supervision
The Borrower is responsible for supervising Bank financed consulting assignments. The Borrower should
monitor the progress of work, the timely completion of deliverables, the staff months and funds expended
(for time-based contracts), and determine where, within the contract, changes in the scope of work might
be appropriate. The contract normally requires that the consultants submit regular progress reports and
that the Borrower provides comments in a timely manner.

The Borrower should designate a contract manager with adequate technical qualifications, managerial
experience, and authority. In certain instances, involving large and complex projects, a steering committee
composed of high-level representatives of the Borrower and the consultant may be formed to exercise
arm’s length supervision over the assignment through the counterpart project manager and the
consultant’s team leader. The steering committee can be particularly useful when the Borrower’s executing
agency and the consultant have to coordinate their work with other agencies of the Borrower. The
opportunity to report on a regular basis to such a committee can facilitate collaboration and understanding
between the Borrower and the consultant and avoid disputes over technical or other issues.

Contract management
The Borrower must ensure that there is sufficient time spent planning the implementation of the contract.
Some of the internal arrangements that the Borrower may need to make include:

1. assign specific and detailed contract management tasks to the individuals or the team responsible
for contract implementation. The tasks assigned would need to be precise and realistic
(considering the specific experience, expertise and workload of each individual);
2. ensure that counterpart staff are made available, in timely manner, in accordance with the
contract;
3. ensure that facilities to be provided by the Borrower are made available, in a timely manner, in
accordance with the contract;
4. establish sufficient internal procedures (hierarchy, communication, levels of authority, flow of
documents, reporting, verification and acceptance procedures, payment procedures, internal
audit etc.);
5. monitor and evaluate contract implementation risks and ensure effective management and
mitigation measures are taken, including assigning responsibility for their enforcement;
6. coordinate arrangements with third parties (other agencies, end users, beneficiaries etc.),
especially when the Consulting Services are contracted on behalf of end users (e.g. training).

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Kick-off meeting
A kick-off meeting with the consultant is critical at the start of the consulting assignment. The Borrower’s
Contract Manager and other staff involved in supervision of the consulting assignment would need to be
present. It is also good practice to involve end users of the assignment, if any, at this stage.

The kick-off meeting may at least cover the following:

1. introducing the parties, their roles and responsibilities;

2. establishing the communication and reporting procedures;
3. review of contract documents to ensure everyone understands the key provisions, the priority and
inter-correlation of contract documents; conditions of contract; Terms of Reference; payment
schedules and covenants; implementation milestones (deliverables, reports etc.);
4. review the consultant’s quality plan, if required;
5. review applicable legislation and any obligations deriving in connection to the execution of the
contract in the client’s country (e.g. applicable tax regime, reporting obligations, if any, to other
agencies etc.);
6. define escalation procedures to resolve critical situations or bottlenecks (delays in performance or
in obtaining permits and approvals, abuses of power from the Borrower’s Coordinator, non-
performance of consultants etc.);
7. establish clear reporting procedures (level, frequency, templates, minimum information etc.);
8. for supervision of Works contracts, ensure that the consultant has a clear understanding of its
responsibilities to manage ESHS risks, ESHS reporting requirements and implementation of the
ESHS Code of Conduct;
9. ensure that all parties involved in the contract implementation share the same understanding of
their obligations, roles and responsibilities derived from the contract, as well as each other’s
expectations of the timeframe and any particular constraints in the implementation.

Non-compliant deliverables
One of the features of consulting contracts is that the consultant does not provide a performance security.
Given the intellectual nature of the deliverables, it is a challenge to associate consulting services with a
performance security.

In the absence of performance security, the main remedy (short of suspending payments and termination)
available to the Borrower is the non-acceptance of the deliverables and/or reports submitted by the
consultant, the latter when the deliverables fail to meet the requirements of the contract.

Unsatisfactory performance
Poor performance may involve one or more staff of the consultants’ team, or the whole team. Based on
the provisions of the contract, the Borrower would need to advise the consultants to take the necessary
measures to rectify the poor performance.

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Poor performance should not be tolerated, and the consultants are expected to act quickly to comply with
a reasonable request to improve the performance of the team or to replace any staff member who is not
performing adequately. If the consultant fails to take adequate corrective actions, the Borrower may take
appropriate further remedial actions in accordance with the contract.

Approving payments
Lump sum contracts are paid on the basis of acceptance of deliverables, with no actual verification of the
inputs used by the consultants. Conversely, payments under time-based contracts are made after due
verification of all supporting documents (reports, timesheets, invoices, receipts etc.).

The following aspects are important in the process of verification of payment applications:

1. establish internal control mechanisms for the verification and approval of payment applications,
such as internal audits, double checking etc.;
2. verify professional rates, actual time spent (for remuneration and per diems), unit prices and
quantities (for reimbursable expenditures);
3. verify supporting documents in time-based contracts (timesheets, reports, invoices, receipts etc.);
4. ensure that the appropriate recovery of the advance payment has been deducted from the
payment (in time-based contracts);
5. check that the requested amounts have not been already paid;
6. verify invoices;
7. check if the payment request fits the payment schedule/milestones in the contract.

Time control
The Borrower should monitor implementation against the agreed schedule of work. The following time
control checks should be made:
1. check compliance with the contract milestone dates (submission of deliverables, reports etc.);
2. consider actions to speed up progress and ensure compliance with contractual time for completion
of the assignment.

Key risks
There are some specific risks associated with consulting contracts.

General
In general, the following aspects should be looked for:

1. consultants usually work on multiple assignments for different clients, so they might end up with
more work than they can handle;
2. frequent requests for replacement of staff;

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3. some consultants may take excessive time to fully understand the needs of the Borrower, the
scope of assignment and the constraints;
4. the consultants may not actually transfer knowledge and capacity building as required by the
contract.

Time based contracts

In general, the following aspects should be looked for:

1. because of the flexible nature of the contract, consultants may have the tendency to slow down
the progress of the assignment and seek additional time;
2. the consultant may be over-charging, especially the “home/office” time;
3. the consultant tries to reallocate time from field to home/office activities;
4. payments are not related to actual deliverables;
5. tendency of front-loading: claiming more days at the start of the assignment and delay completion
once most of the money has been paid;
6. use of less senior consultants in the home office that originally agreed in the contract;
7. same consultant charging the same professional time (same days) in two or more consulting
assignments.

Lump sum contracts

In general, the following aspects should be looked for:

1. due to the inflexible nature of the contract, the scope of assignment cannot be easily modified or
adapted to fit the changing needs of the Borrower;
2. when negotiating additional tasks:
a. be aware that the consultant may overestimate the actual input;
b. ensure that the rates used to calculate any additional services are the unit rates included in
the contract;
c. be aware that the consultants may attempt to create a need for more expensive extra
expertise or additional expenses to use higher rates than those provided in the contract.

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Annex 1: World Bank contracting modalities

Annex 1: World Bank contracting modalities

Contracting modalities
The contracting modality selected for a contract defines the allocation of risks, responsibilities and
relationship between the contracting parties.

Good practice is that there is a fair and balanced allocation of risks between the Borrower and the
contractor. The following factors help determine what is fair and balanced. Which party:

1. can best foresee/identify the risk?

2. can best control the risk and its consequences?
3. can best bear the risk?
4. suffers the most if the risk materializes?
The Procurement Regulations outline types of contracts that are normally used in Bank financed projects.
The following table summarizes the different types of contracts.

Type of Procurement
Type of Contract Goods Works Plant Info. Non- Text Consultants Management
Systems Consulting Books Services
Services
Design and Build
Contract ✓ ✓ ✓
Engineering,
Procurement and ✓ ✓ ✓
Construction
Performance Based
Contracts ✓ ✓ ✓ ✓ ✓
Contract based on
Unit Prices ✓ ✓ ✓ ✓ ✓
Time-based
Contracts ✓ ✓
Reimbursable-cost
Contracts ✓ ✓ ✓
Lump-Sum
Contracts ✓

Table XII: Types of contracts

Design and Build

Design and Build (D&B) is a method of contracting where the contractor is responsible for both the design
and building/construction/installation under a single contract. D&B contracts are normally used for Works,
Plants and information systems. Payments are made on a lump sum basis except for specific work items

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(e.g. foundation). Where the facilities are to be operated by the contractor for a specified time, the
contracting arrangement becomes a Design, Build and Operate (DBO).

The pros and cons of D&B contracts with respect to contract management are summarized in the table
below:

Pros Cons

Single point of responsibility. Risk of reduced quality of material and

workmanship.

Potential for better design and construction Borrower has less control over the design work.
coordination.

Borrower is not responsible for any dispute Borrower does not benefit from independent
between design and construction teams. advice and input from design consultant. The
design consultant works for the contractor.

Less risk to Borrower for errors and There is a need to define the functional, esthetical
omissions. and performance requirements upfront.

Could be less administrative burden to More risk to contractor’s design and build team.
Borrower.

Potential for cost saving.

Potential for faster implementation.

Table XIII: Pros and Cons of D&B contracts

Special contract management considerations for D&B contracts:

1. Scope of Work: both the Borrower and the contractor are expected to have a clear understanding
of their respective roles and responsibilities taking into consideration the contractor’s
responsibility for the design work;
2. Insurance: Borrowers would need to confirm that the contractor’s insurance includes design
professional liabilities;
3. Expertise: the need for professional expertise by the contractor to be able to design the Works in
accordance with the Borrowers requirements and the Borrower to be able to review the designs
and confirm that they meet its requirement.

Lump-sum
Lump-sum payments (linked to milestones) are normally applied to D&B, DBO, Engineering Procurement
and Construction (EPC) and noncomplex Works (such as simple maintenance). However, lump-sum
contracts within the context of Bank financed projects normally refer to Consulting Services contracts.

Payments under lump-sum contracts are normally made upon successful delivery of a contractual
milestone. Payment may be a percentage of the total contract amount. Lump-sum contracts are
appropriate when the deliverables of the Consulting Services can be clearly and accurately specified.

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In managing lump-sum contracts, the key factors that the Borrower should focus on include:

1. have an effective quality assurance system in place;

2. monitor the performance of the contractor towards meeting the milestones in a timely manner;
3. ensure that the outputs are delivered in a timely manner to the level of quality required by the
contract.

Time-based
In the context of Bank financed projects, time-based contracts are normally used for Consulting Services
when it is difficult to define or fix the scope and duration of the services (such as supervision of Works that
are dependent on activities of the contractor/s). Time-based contracts need to be monitored very closely
to ensure that the consultants are charging for the time actually spent on the assignment, that
reimbursables are in accordance with the contract and that the quality of services are acceptable. If not
managed closely, time-based contracts can be the source of huge time and cost overrun coupled with poor
quality of services.

Case study: poor management of time-based contract

Situation: An international expert was employed for a period of two years by the Borrower under a
technical assistance project. The TOR included structured training (classroom and on-the-job training) of
the Borrower’s staff in a specialized field.
Relevant Borrower staff attended the structured trainings. However, the Borrower’s management kept
the relevant staff busy with their operational tasks. The Borrower’s relevant staff had little incentive to
get the on-the-job training.
The consultant continued to give the structured training. When the consultant was asked why on-the-
job training was not being carried out, the consultant complained that staff had been kept busy with
their other work and had little incentive for on-the-job training. This coupled with the lack of a
monitoring and evaluation mechanism to ensure the knowledge transfer outcomes resulted in the expiry
of the two years with minimum practical knowledge transferred to the Borrower’s staff.
Box XXIV– Case study: poor management of time-based contract

Performance-based
Performance-based contracts are result- oriented and payments are made for measurable outputs that
satisfy the Borrowers functional/performance requirements. Performance-based contracts may be
appropriate for road maintenance and rehabilitation, Non-consulting Services, operation of facilities or
other similar contracts where satisfactory performance is the primary focus.

Key factors for successful performance-based contract execution include:

1. adequate skills and expertise within the Borrower’s staff;

2. appropriate capability of the contracting and consulting industry;
3. facilitating an enabling contracting and partnering environment;
4. stable multi-year funding;

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5. adapting the general principles to the local context of each country.

In managing performance-based contracts, the Borrower would need a performance assessment plan
describing how the Borrower will assess the contractor’s performance in accordance with the requirements
in the contract. Several methods can be used to decide on the scope and timing of the assessment. This
may include:

1. random sampling;
2. periodic sampling;
3. trend analysis;
4. customer feedback;
5. third party audit.

Admeasurement
Admeasurement can be used in a contract based on unit price. A unit price contract is based on estimated
quantities of items included in the project and unit prices (hourly rates, rate per unit work, volume, etc.).
In general, contractor’s overhead and profit are included in the rate. The final price of the contract is
dependent on the quantities needed to carry out and complete the work.

In a unit price contract, the risk of inaccurate estimation of uncertain quantities for some key tasks has
been removed from the contractor. However, some contractors may submit an "unbalanced bid" when
they discover discrepancies between their estimates and the Borrower’s estimates of quantities.

Managing unit price contracts includes:

1. ensuring that payments are made using the unit prices in the contract;
2. ensuring that the quantities are measured using the method of measurement applicable to the
contract;
3. revisiting the unit prices if provided for in the contract.

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Annex Annex
2: 2:Measuring
Measuring performance
performance

Monitoring of KPIs
Key performance indicators (KPIs) are helpful internal tool for the Borrower to facilitate monitoring
contract performance and to ensure that successful outcomes are achieved. KPIs are only a monitoring
tool and are not a substitute for the contract provisions.

Although the KPI may vary depending on the specific contract, the performance measures normally rotate
around cost, time, quality, ESHS performance (for infrastructure contracts) and stakeholder (end users/
community) satisfaction. The contract performance target should be tangible and measurable. It should be
kept in mind that monitoring performance using KPIs is not necessarily monitoring activities. The detailed
contract execution activities are monitored/ supervised in accordance with the contract and relevant
elements of the CMP (if there is one). The KPIs support these efforts by focusing on key indicators for
successful performance.

If needed, the key performance indicators could include sub-indicators. A color system may be used to
show the monitoring results of the indicators, to guide the focus of attention. The indicators could also be
weighted (out of 100 for example) depending on the relevance to successful contract performance, and
scores given based on the monitoring results. Caution needs to be taken so that such a weighting system
does not end up being a mechanical exercise and thereby losing sight of the realities of the contract. As an
example, % of actual physical completion vs. contractual physical completion over the period may score
9/10. On face value, this may seem that the contract is almost progressing as scheduled (which may as well
be the case). However, it could as well be that a critical path in the program has just started to be affected
and its effect is not yet apparent. If the Borrower loses sight because of the 9/10 performance in this
indicator, the contract could soon start to suffer with significant consequences.

KPIs are only indicators and not an end by themselves. If a certain KPI is not met, the reasons should
immediately be identified, discussed with the contractor as needed, and issues/bottlenecks addressed in
a timely manner in accordance with the contract. As an example, % of actual physical completion vs.
contractual physical completion over the period should be 100% if the contract is being implemented in
accordance with the agreed programme. If this is below 100%, the reasons should be immediately
investigated with focus on the causes. The delay is an effect and the underlying causes could be cascaded
and therefore the need to address the underlying cause. In this example, the cause of the delay could be
because the contractor has started to slow site operations. The underlying cause may be because the
Borrower is delaying payments due and hence the contractor is facing cash flow issues. The real cause is
the undue delay in payments and therefore should promptly be addressed.
Good practice would be that the Borrower:

1. includes the KPIs in the CMP;

2. communicates with the contractor to ensure understanding, and get inputs as appropriate;
3. monitors contract implementation against the KPIs;
4. tests the KPIs, reviews and updates them, as appropriate;

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5. includes the KPIs in the items for discussion in progress meetings; and
6. uses the KPIs in post-contract review, and record lessons for future operations.

What tools are available to the Borrower to monitor KPIs? This may include:

1. Gantt chart;
2. CMP reports and updates;
3. procurement plan updates;
4. disbursement reports and withdrawal applications;
5. regular progress meeting minutes;
6. project management software.

Example KPIs- Illustrative only (actual KPIs should be developed depending on the nature, size, risk
and complexity of the subject contract)

Time
1. Measure of physical progress =
% of actual physical completion vs. contractual physical completion over the period

2. Measure of time over run =

actual contract period - contract period x 100 (%)
contract period
3. Measure of contractor’s default: un-excusable delays percentage =
un-excusable delays x 100 (%)
total delays
4. Measure of Borrower’s default: excusable delays percentage =
excusable delays x100 (%)
total delays

Cost
1. Measure of financial progress =
% of actual paid vs. contractual expected payment over the period
2. Financial progress vs. physical progress: (%):
3. Cost overrun =
actual contract price x 100 (%)
original contract price

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Quality
1. Number of defects identified during the period.
2. Performance guarantees: % met.
3. End user/ community satisfaction:
a. number of community grievances during period;
b. end user satisfaction survey.

ESHS
1. Lost time due to safety related incidents (%) =
lost time x100 (%)
contract period
2. Number of environmental related breaches.
3. Number of GBV/SEA related breaches.
Box XXV: Example KPIs

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Annex 3: SAMPLE TEMPLATE - Contract Management
Plan Annex 3: SAMPLE TEMPLATE - Contract Management Plan

CONTRACT MANAGEMENT PLAN

Project name:…………………………………………………………………..

Project ID number: ……………………………………………………………

Contract name: ………………………………………………………………..

Contract description:…………………………………………………………..

CMP prepared by:……………………………………………………………..

Date:…………………………………………………………………………….

Version [0.0]
[Date]

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Instructions for preparation of a Contract Management Plan (CMP).

This template should be customized to suit the specific needs of the contract implementation.
Entries inserted in this sample template tables are examples and the CMP should therefore
be prepared based on the needs and specifics of the contract.
A draft contract management plan should be prepared by the Borrower during the initial stages
of the procurement process. The first version should be finalized promptly after a contract
award decision has been made. It is good practice to share the CMP with the contractor, to
ensure that there is a shared understanding of how the delivery of the contract will be
managed.
The CMP should be a living document that is updated on a regular basis to ensure that it stays
relevant and reflects the latest status of the contract.

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PROJECT DESCRIPTION
[Insert a brief description of the project under which the contract is being implemented]

GENERAL CONTRACT INFORMATION

Contract Title
Contract Number:
Contract Type:
Location:
Contract Start Date:
Contract Duration:
Contract end Date:
Contract Amount and
currency
Name of Contractor and
address

PURPOSE OF THE CONTRACT MANAGEMENT PLAN

[Indicate the purpose of the contract management plan as it relates to the contract under consideration.
The information shall include the intended user, values and benefits].

The main objectives of the CMP are to ensure that there is a clear understanding of the roles and
responsibilities of the Borrower and contractor.

GOVERNANCE STRUCTURE
[Describe the governance structure relevant to the contract. Where possible include a diagram showing
the key parties, the hierarchy, lines of reporting etc.]

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RISK MANAGEMENT
Event Risk Impact Likelihood Risk Rating Risk Mitigation Time line Responsible Remark
Action

[insert the
identified
potential
risks.]

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KEY CONTACTS, ROLES AND RESPONSIBILITIES

Contact Information
Organization Name and Title Roles and Responsibilities
(email, tel, address)
Borrower Contract Manager

Contractor Contractor’s
representative:

Consultant Engineer

COMMUNICATION AND REPORTING PROCEDURE

Communication Procedures
Communication Objective Format Frequency Audience Owner
Type

Contractual Notices

Descriptions Objective Contract Frequency/ From to

Reference Timing

Contractor’s documents

Descriptions Objective Contract

Reference

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Reporting Requirement and Procedure

No. Contract Due date/ Recipients Responsibilities Required

Ref. Clause frequency Action
[Progress [Monthly]
Report]
[ESHS [Monthly]
Progress
reports]
[ESHS [immediately
immediate after
reports] occurrence of
event
Test results

Issues Escalation Procedure

Nature
Level of review Responsible body Response time Type of issue
of Issue
Low or
Routine
Medium
High
Critical

KEY CONTRACTUAL PROVISIONS

No. Description Contract Responsible Remark Risks
reference
1. Care and Supply of Employer 2 copies issued to
Documents contractor
2. Delayed Drawings or Employer Time extension
Instructions cost
compensation
3. Right of Access to Employer Give right of access
the Site within time stated
in data sheet.
4.

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CONTRACTUAL MILESTONES AND DELIVERABLES

Activity / Contract
Responsible Start date End date Remark
Milestone Reference
Submit work Contractor
schedule
Foundation Contractor Critical path
work for
section…
Complete Contractor
structure for …
Pilot testing for
…

KEY PERFORMANCE INDICATORS (to MEASURE PERFORMANCE AND OUTCOMES)

No. Deliverable KPI Performance Test Verification Remark
target
1.
2.
3.

UNDERPERFORMANCE/DEFAULT CONTRACTUAL ACTIONS

No. Description of underperformance Responsible Applicable Actions to Remark
contractual be taken
provision/s
1.
2.
3.

CHANGE MANAGEMENT PROCESS

No. Change Type of change Responsible Required Review/ Contract Status
initiated Action Approval Amendment
by Process Requirement
1. Employer Change in Employer Inform
authority of the Contractor
Engineer of any
change
2. Employer Change in scope Engineer
of work
3.

INSURANCE
Contract Amount / Information
Required
No Type of Insurance Ref. Limit of Expiry date Required
Date
liability

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1.
2.
3.

GUARANTEES AND SECURITIES

Contract Amount / Information
Type of Guarantee / Required Expiry
No Ref. Limit of Required
Security Date date
liability
1. [Advance Payment
Guarantee]
2. [Performance Security]
3. [ESHS Performance
Security]
4. [Retention Guarantee]

PAYMENT PLAN /PROCEDURES

No. Type of When / Documents Process Verification Approvals
Payment frequency Required time process
1. Advance Once Advance
payment payment
Guarantee
2. Interim Every month Interim payment
payments certificates,
timesheets, proof
of incurred
expenditure,
shipping
documents etc.
3. Interest Delayed
payments payments
4. Price -
adjustment
5. Claims/ As needed Contractors
Compensation
6. Final Payment

RECORDS MANAGMENT
No. Type of Record Owner Responsible Action required Remark
1. [Contract
documents and
any
amendments/]
2. Insurance details
3. [change orders]
4. [notices]

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No. Type of Record Owner Responsible Action required Remark

5. [Payment
Documents,
including
documents on
application of
price adjustment
if any]
6. Minutes of
contract related
meetings
7. [Progress
Reports]
8. [immediate
Reports on ESHS,
if applicable]
9. [Test Results]
10. [Guarantees,
warranty/defect
liability and
Securities]
11. Documents
related to any
suspension or
termination

KEY STAKEHOLDERS ENGAGEMENT PLAN

No. Stakeholder Format Frequency Remark
1.
2.
3.

CONTRACT CLOSURE PROCEDURES

No. Activity Responsible Remark
1.
2.
3.

PRICE ADJUSTMENT PROCEDURES

No. Activity Responsible Remark
1. e.g. verification of indices
2.
3.

100
 Contract Management Practice

INTERFACE MANAGEMENT
No. Activity Responsible Remark
1.
2.
3.

101
Annex 4:Management
Contract SAMPLE TEMPLATE - Contract
Practice

Mobilization
Annex 4: SAMPLE TEMPLATE - Contract Mobilization

Contract Mobilization Plan

(based on SPD- Works, October 2017)
USER INSTRUCTIONS: This template is an example (Works admeasurement type of contracts. It is not a
complete treatment of the subject (as the latter depends on the actual contract entered to by the parties).
Where a mobilization plan is required, this may be incorporated in the CMP.

Contractual
Clause [insert
applicable
Timeline Responsible
Mobilisation Action contractual
(period) party/person
provision
reference, as
applicable]

Commercial • Ensure that all relevant parties

have copies of the Contract

• Establish contract information

management system

• Establish a system to monitor

expenditures and timelines for
the Contract

• Obtain evidence of insurance

and policies, advance payment
and performance securities in
accordance with the Contract

• Ensure that advance payment

is made in accordance with the
Contract

• Deliver to the contractor

reasonable evidence of the
Employer’s financial
arrangements

• Agree on contractor’s
Representative (if already not
named in the Contract)

• Obtain planning, zoning and

other permissions as required

102
 Contract Management Practice

Contractual
Clause [insert
applicable
Timeline Responsible
Mobilisation Action contractual
(period) party/person
provision
reference, as
applicable]

by the Contract

• Give right of access to and

possession of the Site as
required by the Contract

ESHS • Ensure that appropriate

measures are in place to
address environmental, social,
health and safety (ESHS) risks
and impacts.
• Ensure that Management
Strategies and Implementation
Plans and Code of Conduct,
submitted as part of the
bid/proposal and agreed as
part of the contract are being
applied.

• Evidence of induction/ training

of contractor’s and Contract
Manager’s Personnel on ESHS.

• Ensure health and safety risk

assessments have been
completed for the mobilization
activities and necessary safety
measures are in place.

Operational/ • Ensure that the Engineer is in

Technical place and the contractor is
notified (if not already notified
in the Contract)

• Establish key performance

indicators (KPIs) for the
Contract

• Check compliance with

Employer’s Requirements

103
 Contract Management Practice

Contractual
Clause [insert
applicable
Timeline Responsible
Mobilisation Action contractual
(period) party/person
provision
reference, as
applicable]

• Establish schedule for regular

meetings, field visits,
inspections, reviews and audits

• Ensure that the contractor has

instituted a quality assurance
system relevant to
mobilization

• Dispute Board appointed in

accordance with the Contract

• Notice of the intended date of

the commencement of each
sub-contractor’s work, and of
the commencement of such
work on the Site

Contractual • Establish reporting modalities

Relationship
• Notify the contractor on the
Employer’s Personnel i.e. the
Engineer, employees of the
Engineer and of the Employer;
and any other personnel
relevant to the Contract

• Establish roles and

responsibilities

• Establish modalities of
communication

104
 Contract Management Practice

Annex 5: SAMPLE TEMPLATE - Contracts Inventory Listing

Annex 5: SAMPLE TEMPLATE - Contracts Inventory Listing

Interim Unaudited Financial Report

Contract Inventory Listing
as of: ________________

Project: _________________________________________________
Project No: ____________________ Account No: __________________

Ref. Contract Contractor Effective Expiry Contract Component Disbursement Disbursement Cumulative Contract
Ref. Date Date value / Sub- from previous in the disbursement balance
Number component period reporting
period
1
2
3
4
5
Total

Prepared by_____________________________ Signature ________________ Date ____________

Reviewed by ____________________________ Signature ________________ Date ____________

Approved by ____________________________ Signature ________________ Date ____________

105
For additional information about the World Bank Procurement Framework, including Standard
Procurement Documents (SPDs), Guidance, briefing, training and e-learning materials see
www.worldbank.org/procurement