THE FEDERAL DEMOCRATIC REPUBLIC OF

ETHIOPIA

ETHIOPIAN ROADS ADMINISTRATION

SAFEGUARD PERFORMANCE OF THE ROAD PROJECT

NAME OF THE ROAD PROJECT

QUARTERLY PERFORMANCE

REPORT

(DATE/ MM/ YEAR – DATE/ MM/ YEAR

MM/ YEAR
 Guiding Note
This reporting format should be used to report the environmental, social and Occupational Health and
Safety aspects of each project undertaken by ERA. The ERA Environmental, Social and Occupational
Health and Safety Management Teams (ERA-EMT, SMT & OHST) will verify authenticity and
consistency. The report will be submitted to Environment, Social and Occupational Safety Management
Directorate within every Quarter.
EXECUTIVE SUMMARY

It is good to include a section that deals with “Executive Summary” so as to provide a brief and accurate
overview of the report, specifically highlighting the main findings and recommendations.

CHAPTER-1-PROJECT BACKGROUND

In this section the report briefly introduces the project by describing the following:

 The project location, towns and Weredas traversed by the road, project length, Project
history in brief and the existing environmental and social conditions.
 Previous Relevant studies ( in detail)
 Socio-economic condition of the project influence area in detail.
 The importance of the project (the potential positive and negative impact of in detial)
 Need for the Safeguard Specialist in the project and major environmental and social
issues to be addressed /resolved (with in the reporting period)
 Source of financing for the required activities.
 Supervision and advisory arrangements and
 Availability of safeguard Specialist etc.

1.1. Basic Contract Data/General Information about the Project

In this section the following basic contract data shall be incorporated

Construction Contract Data

Contract Name
Funding
Client
Length (Km)
Type of Contract (contract delivery)
Construction Type
Contractor
Supervision Consultant
Counterpart Engineer (ERA)
Name of the Sociologist/Environmentalist/Safety Officer
Reporting Period (for the quarter of)
Frequency of visit
Total Budget for the Environmental and Social
Safeguard including HIV/AIDS
Budget Used so far
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Dates
Notification of Award
Contract Signing Date
Commencement Date
Original Completion Date
Original Contract Period
Maintenance Period
Extension of Time (EOT) approval
Revised Completion Date
Actual Completion Date
Delay Period ( Days)
The progress of project (within the reporting
period)

1.2. Objectives

The objective is to focus on the implementation of the legal requirements of GoE and
ERA safeguards policies triggered for the project(s) with respect to environmental and
social due diligence, including the reporting, documentation and monitoring
requirements.

1.3. Scope

This report covers main activities conducted by the project during the reporting period
(month/date/year) and the outcomes of these activities.

1.4. Methodology

This section describes how the data was collected and the report compiled including
source of data (Secondary and Primary). It should provide information whether project
implementation reports and documents are referred; information is extracted via
facilitated public hearing, consultation, field assessment and interview. Finally the
section will provide how the data is analyzed and organized in this report.
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September 4,
CHAPTER-2-ENVIRONMENTAL PERFORMANCE AND STANDARDS
2015

2.1. Main Environmental Issues

Based on the ESMP of the Environmental and Social Impact Assessment study of the
project and findings of the field assessment, please address the compliance status of the
main environmental issues with the environmental policy, proclamations and standards
of the Government of the Federal Democratic Republic of Ethiopia and the
environmental safeguards guidelines of ERA. Also address the environmental actions
that require special attention and follow up in line with the pre-construction,
construction or operation/maintenance phases/stages of the project.

2.2. Updated ESMP

ESMP is an instrument that outlines the mitigation, monitoring, consultative and

institutional strengthening measures to prevent, minimize, mitigate or compensate for
adverse environmental and social impacts and to enhance beneficial impacts. An ESMP
shall specify how, when and by whom these measures shall be implemented. This
instrument requires periodic review and updating.

The Environmental and Social Team of the supervision consultant and ERA respectively
shall review the ESMP to assess its effectiveness and relevance as follows:

 A full review shall be undertaken annually or biannually (typically

common during construction);
 Following a reportable incident, severe environmental and social
impacts and/or a significant non-compliance; and
 Following an addition, up-date or change order to the ESMP, or a sub-
plan. It should be noted that the review of the ESMP should consider (i)
adequacy of data collection, analysis and review; (ii) reporting; (iii) non-
compliances; and (iv) corrective actions implemented.

The ESMP shall also be reviewed periodically to evaluate environmental controls and
procedures to make sure they are still applicable to the activities being carried out.
Reviews will be undertaken by the ERA Environmental and Social Unit as follows

 The full ESMP shall be reviewed at least annually;

 Relevant parts of the ESMP shall be reviewed following a reportable incident;
 Relevant parts of the ESMP shall be reviewed following the receipt of
an updated sub- plan; and
 At the request of stakeholders, including Contractor, Supervising
Engineer, ERA Environmental and Social Management Team, Ministry
of Environment and Forest and its regional counter parts, and/or Project
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Affected peoples. September 4,

2015
The review shall include, among others, analysis of the data collection and analysis of
data, monitoring reports, incident reports, complaints/grievances and feedback from
stakeholders, consultation meeting minutes and training records to evaluate the
effectiveness of ESMP procedures. Site visits and interviews may also be used.

The updated ESMP should be sent for review and/or no objection/approval to the
concerned government stakeholders and ERA as well. The approved ESMP should be
distributed to concerned stakeholders for follow up, implementation and reporting
purposes, among others. From these perspectives, the report should provide relevant
information on the updated ESMP and site specific.

Suggested template for the updated ESMP is given below.

Project Impact Mitigation Frequenc Verifiabl Estimate Responsibility Remarks

Activities and y e d Costs
enhanceme Indicato
nt rs
measures
Preconstruction
Phase

Construction Phase

Operation/
maintenance Phase

Finally, the environmental performance and standards section of the report should
address environmental issues presented in the (updated) ESMP based on the phases of
the project (preconstruction, construction or operation/maintenance).

2.3. Site Afforestation/Reforestation and Grassing:

The report should provide brief information on site afforestation/reforestation and

grassing as stated in the ESMP of the project. Afforestation is the establishment of a
forest especially on land not previously forested while reforestation is the
reestablishment of forest cover. The information should include, among others, name
and number of each species planted, area covered by each/all species, and status of
establishment and management of the species at the site and benefits obtained from site
afforestation/reforestation and grassing. Use Annex 4 to provide further information.
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September 4,
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2.4. Soil Erosion and Siltation:

Soil erosion is one of the major environmental issues in implementing roads project,
specifically in relation to vegetation clearance, excavation, topsoil storage, and vehicle
movements, among others. Therefore, the report should address soil erosion and related
environmental problems including siltation and the measures (such as biological and
physical measures) taken to address the issues. Use Annex 5to provide detail
information.

2.5.Impact on Water Resources (Streams and Rivers)

The construction of roads may have both short-term and long-term impacts on water
resources. The report should therefore present any adverse (e.g. pollution/reduced water
quality, reduced water quantity/excessive water abstraction, impacts from floods,
sedimentation, etc.) and beneficial impacts created on water resources of the project
influence area. It should also highlight the measures taken to mitigate the problems and
enhance the beneficial impacts of the project.

2.6.Air and Noise Pollution

Air and noise pollutions from dust and vehicles are also problems in roads project.
Vibration can also be an issue if there is a requirement for blasting. Therefore, the report
should include air and noise pollution as well as vibration issues affecting local
communities and the measures taken to address the problems.

2.7. Land Slide and Slope Instability

The report should cover landslide and slope instability issues if any and the mitigation
measures taken to address the issues.

2.8. Liquid and Solid Waste Management

It is obvious that, road projects will generate both solid and liquid wastes, including
domestic waste from construction sites and worker camps. This could/may result in
water resources contamination and in an unauthorized disposal and littering if not
properly managed. Therefore, the report should present how solid and liquid wastes
management has been/are being addressed by the project. Please use Annex 5 to provide
additional information.

2.9. Borrow Pit, Quarry site and Crusher sites Management

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September 4,
There are various environmental issues (including dust, drainage, noise, explosives/blasting
management, closure activities including site rehabilitation, and site safety and security
2015
management) in relation to borrow pit, quarry and crusher site management. Therefore, the
report should include all environmental issues related to this subsection and management
measures taken to address the issues. Also provide relevant information in Annex 3.

2.10. Asphalt Plant, Bitumen Handling and Management

The report should address all environmental issues and mitigation measures related to
asphalt and bitumen management.

2.11. Impact on PCR (Physical Cultural Resources)

Road projects may pass through any known World Heritage, archaeological sites or chance
finds PCR. The report should therefore include any impacts on the PCR if any and the
measures taken to mitigate the problems.

2.12. Impact on Natural Habitats

Road project can have direct and indirect impact on natural habitats. Hence, the report
should present the impact of the project on natural habitats (comprising flora and fauna)
and as well as the measures taken to address the impacts.
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CHAPTER-3-THEPROJECT SOCIAL SAFEGUARDS

PERFORMANCE & STANDARDS

1. Land take or Resettlement of PAPs and delivery of compensation:

This section should include discussion of the number of PAPs identified in the approved
RAP and actual number impacted during RAP implementation disaggregated by sex and
summary the narration in tabular form. If possible, also include the total number of
household members identified during impacted. This section should include the PAPs
who were economically and physically displaced and the amount of compensation paid
for grazing land, farming land, and properties (houses, fences, graveyards, etc.) in birr.
In addition, it will provide information on the nature of the resettlement whether
voluntary or involuntary if any (please use Annex-1 to provide details on the land take).
The section will also indicate the methods used in calculating compensation (basis of
calculation for different forms of assets, income lost), nature of compensation (cash,
land for land, etc.) and the delivery of compensation to PAPs. (While the main text
should be kept precise, use annex 1 to provide the details).

2. Relocation and Resettlement Assistance

This section needs to include the number of households who are relocate and/or resettle and
weather assistance has been made. If there is variation for households and between the approved
RAP and implementation, please indicate the justification for the variation.

3. Vulnerability Assistance for Vulnerable Households/PAPs

This section needs to include (i) the number of households or people who are vulnerable
groups like elders, women, children etc. and weather assistance has been made. If there
is variation for households between the approved RAP and RAP implementation, please
indicate the justification for the variation. (ii) The report should provide the projects
commitment to underserved peoples and ethnic minorities as stated in the SIA and RAP.
(iii) Besides, the report should explore the efforts (special assistance provided) to pursue
inclusive engagement of vulnerable groups including women, elders and other
vulnerable groups.

4. Benefits and Livelihood Restoration:

This section of the report captures endeavors in reaching out communities to share project
benefits (mechanism in place and achievement), and employment opportunities, livelihood
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September groups.
restoration of PAPs and development assistance for underserved peoples and vulnerable 4,
The section of the report will summarize the socioeconomic changes compared to2015 the situation
before the project (While the main text should be kept precise, please use Annex 2- to provide
details on livelihood restoration and employment opportunities).

5. Disclosure of Safeguard Documents

All agreed social safeguards documents of the project should be publicly disclosed and
this should be communicated to project affected people to make meaningful and
informed choices. The report in this regard should provide details on type of documents
disclosed, date of disclosure, media used to disclose the information (radio, television,
workshop, website, public notice board) etc.

6. Institutional capacity:
The report includes the various capacity building activities to enhance capacity in
effectively implementing the agreed environmental and social safeguard instruments.

7. Employment Opportunities Generated

In the RAP documents, employment opportunity generation for local communities was indicated.
Please include how many local workers (disaggregated as skilled and unskilled including sex
composition employed in the project. It is possible to show the trend if there is variation in the
number of employed persons before and currently working.
8. Public and Stakeholders Consultation

This section should provide the efforts exerted in familiarizing communities and project affected
person’s rights related with project impact, procedures to claim entitlements as stipulated in the
agreed environmental and social safeguard instruments. Besides, the section reports about
consultations undertaken with Project Affected Persons. The report provides details of
participants (who was invited? who attended?), issues raised during consultations as potential
benefits, concerns and agreed next steps. The consultations should be documented, with the list
and address of participants.
9. Grievance Redress Mechanism
This is the key aspect of the overall process to inform availability of the mechanism, the process
and access to justice to PAPs to effectively deal with and redress grievances related with the
project. The section should summarize the total number of complaints filed, resolved, pending
and referred to the formal court system during project implementation. Also indicated the major
cause of complaints in the project. Please use the below GRM reporting template.
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GRM Reporting Template

Reporting Period Cumulative
Month/Quarter
No Year ______
GRM Activity Unit
.
Reportin Project Percentage
This quarter
g Year Life
Established and functional GRM
1 # of sites/woredas
sites/woredas1
# of trainings
Training provided for GRM
2 # of participants
committee
by sex
Awareness creation to Male
community on the availability, Female
procedures, focal persons and
3 resolution procedure of the
project, including the committee Total
members
4 Number of grievance registered # of cases
5 Number of grievance resolved #of cases
Number of grievances pending
6
(outstanding)
Number of grievances in formal
7 #of cases
courts
Nature and type of
8 Types of cases
cases/grievances
GRM budget allocation and
9 Birr
utilization
Number of feedback received on
10
the resolved cases
11 The number of SEA/GBV/VAW

1
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cases reported, September 4,

The number of SEA/GBV/VAW 2015

12
cases referred

Nature and type of cases/grievances: please describe the nature and type of the grievance cases here.

10. Gender Based Violence (GBV)

Please include any cases of gender based violence (GBV) if any including when and where the
case happened. Particularly, indicate the number of cases reported, response mechanism applied
and status of the survivor. Also mention the support provided for the survivor by the project or
any concerned body (including government bodies). In addition, activities done regarding
mainstreaming gender in the project such as awareness creation sessions, distributing IEC
materials, job priority for women, gender sensitive camp, assistance women PAPs etc.

11. Right of Way (ROW): include ROW issue

CHAPTER-4- Occupational Health and Safety Issues

3.1 Conducting OHS Risk Assessment

Risk identify existing potential hazardous like

 Physical
 Mechanical
 Chemical
 Ergonomics
 Biological and
 Psychological hazards before preparing plans

3.2 Fire accident prevention activities

 Like provision of fire extinguisher, giving training proving other option of fire accident
prevention like fire Hoss or pressurized water if possible.
3.3 Clinic and Ambulance
 Availability of Ambulance not why )
 Number of treated or Referred individual
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 Fatal accidents (major accident or Minor accident) September 4,

 Death if available 2015

 activities within the clinic materials

 Referral linkage with local health facility

3.4 PPE Provision

 Type of PPE Provided by number

 Time interval for PPE provision

3.4 Traffic Management

Activity conducted to prevent Traffic accident (Installing Traffic sign and giving training)
Vehicular maintenance checklist

3.5 Workers medical checkup prior to assign and during on job

3.6 Explosive management (stock area, fencing and procedure during explosion)

3.7 Identified highly risk area and their work plan (Administrative risk management)

DISCUSSION

5.1. Lessons Learnt

5.2. Weaknesses
5.3. Challenges

CHAPTER-5-CONCLUSION, RECOMMENDATIONS (THE WAY FORWARD)

This chapter of the report provides the key messages of the overall report in terms of
lessons learned, weaknesses/limitations and challenges encountered to guide the
operation of social development and safeguard of projects. The final section would
provide the overall conclusion and recommendations based on the lessons drawn and
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concerns stated to enhance implementation efforts. September 4,

2015

Annexes
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September 4,
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Annex-1 Compensation Payment and List of PAPs

Compensation Compensation Compensation Total Works Total amount paid PAPs who
paid within paid for paid for Amount Contract for declined to
No. Project the right of Quarries, relocation of Paid Price compensation/works accept the
way limit Borrow pits, Utilities (Revised contract *100 compensation
Camp sites etc contract and have
price) unresolved
grievance cases
1.
2.
3.
4.
5.
Total Amount Paid
Grand/Total

Note:-

 Payments belong to “Right of way, Quarries, Borrow Pits, Camp Sites etc.” are Buildings (houses), Farm Land, Trees, Crops, Perennial
Crops, Fence, Burial Ground, Septic Tanks, Water Pond etc.
 Payments affirmed as “Quarries, Borrow Pits, camp sites etc.” includes also payments made for detours, Culvert outlet & inlet, Access
Roads to Material and Camp Sites.
 Payments belong to “Utilities” are Telephone Lines, Electric Lines (Transformers) and Water Line
 PAPS-project affected persons (please, attach the list of persons compensated with full information i.e. location wereda, kebele and house no etc.
 The number of PAPs who declined to accept the proposed compensation and have unresolved grievance cases please, indicate in the last column.
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Annex 2- Livelihood Restoration Activities
a. Employment Opportunity (Contractor’s Staff)

Total No. of Employees Underserved Total Monthly Income (ETB)

Skill Level Male Female Total Peoples and Male Female Total
Vulnerable
Groups
A. Local Labor
Skilled
Engineers
Inspectors (Material site)
Foreman
Surveyor
Construction Equipment Operator
Others
Unskilled
B. Foreign Labor
Skilled
Engineers
Inspectors
Forman
Surveyor
Construction Equipment Operators
Others
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b. Employment Opportunity (Consultant’s Staff)

Total No. of Employees Underserved Total Monthly Income (ETB)
Skill Level Male Female Total Peoples and Male Female Total
Vulnerable
Groups
A. Local Labor
Skilled
Engineers
Inspectors (Material site)
Surveyors
Others
B. Foreign Labor
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Skilled 2015
Engineers
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Annex 3: Environmental Impact Mitigation Measures (Material Sites Including Camp Status)

Project: -------------------------------------------------------------- Total No. of Borrows -----------------------------------

Contract Management Directorate: ---------------------------- Total No. of Quarries -----------------------------------
Contractor: ----------------------------------------------------------- Detour (km) -----------------------------------------------
Consultant: ----------------------------------------------------------- Access Road (Km) ---------------------------------------
Reporting period: -----------------------------------------------------------
Date: -------------------

Established Rehabilitated

#
Item Location Side Period (from--to--) To date (from-to-) Period (from--to--) To date (from-to-)
Chainnage (R/L)
Planned Achieved Planned Achieved Planned Achieved Planned Achieved
(Km) Quantity Area Quantity Area Quantity Area Quantity Area Quantity Area Quantity Area Quantity Area Quantity Area
(No/Km) (m2/ha) (No/Km) (m2/ha) (No/km) (m2/ha) (No/km) (m2/ha) (No/km) (m2/ha) (No/km) (m2/ha) (No/km) (m2/ha) (No/km) (m2/ha)
Remarks
1 Borrow
2 Quarry

3 Detours N/A N/A N/A N/A N/A N/A N/A N/A

4 Access N/A N/A N/A N/A N/A N/A N/A N/A
Road
5 Crusher
Site
6 Asphalt
Plant
7 Camp
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8 Disposal 2015
Sites
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Annex 4. Environmental Mitigation and Enhancement Measures (Tree Planting and Grassing)

Project: -------------------------------
Contract Management Directorate: ----------------------------
Contractor: -----------------------------------------------------------
Consultant: -------------------------------------- Sub Consultant: --------------------------------- Date:
Reporting period:

No Ite Locatio Sid

m Removed Replaced/Covered Remarks
n e Period (from- To date (from- Period (from-to-) To Date (from-to-)
Chain (R/ to--) to-)
age L) Quant Are Quant Are Planned Achieved Planned Achieved
(km) ity a ity a Quant Are Quant Are Quant Are Quant Are
ity a ity a ity a ity a
(No) (M2/ (No) (M2/ (No) (M2/ (No) (M2/ (No) (M2/ (No) (M2/
ha) ha) ha) ha) ha) ha)
1. Tree

2. Grassing

Note and detail information about replanting and Road Side Slope Stabilization. (Please incorporate any clarification in the space provide
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Annex 5. Soil Erosion Control Measures and Waste Management
Name of the Project

Reporting Period to

Length of the Project km

Consultant: -------------------------------------- Sub Consultant: --------------------------------- Date:

Total Planned and Achieved

No. Erosion Protection Measures & Unit Total Planned Accomplished to Remained Remark
Waste Date s
Management
I. Physical Measures*

 Construction of Check dams m or km

 Construction of Cut off Drain m or km

 Construction of Side drain (Paved) m or km

 Construction of Artificial Water m or km

ways
 Construction of Cascades m or km

 Construction of Gabions m or km

 Construction of Retaining Walls m or km

II Biological Measures
 Replanting or Replacing Trees* no.
 Grassing of cut/fill slopes and m2
other Erosion Prone Areas
III Waste Management

Solid Waste m3

Liquid Waste L
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NB: - The contractor can include any additional items/activities other than these mentioned above.

** - Mention the species types of the planting trees and grasses

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2015