Stages of a Civil Engineering Project

– Pre design stage activities

– Design stage activities
– Construction tenders processing
– Construction stage activities
– Completion and hand over stage activities
– Maintenance stage

By Ins.Kebede .H(MSc,PE):[email protected]
 STAGES OF CIVIL ENGINEERING PROCESS

CONSTRUCTION
PRE DESIGN
STAGE DESIGN STAGE TENDER
ACTIVITIES ACTIVITIES PROCESSING
STAGE

COMPLETION AND CONSTRUCTION

MAINTENANCE HAND OVER STAGE STAGE
STAGE ACTIVITIES
ACTIVITIES

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities

 Feasibility study
 Selection of suitable site,

 Preparation of tentative cost estimate,

 selection of designer.
 preliminary soil investigations.

 Program Preparation and Allocation of Space

 Assign Budget

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities
Selection of Contractor & consultation Firm
Selection methods:

 Quality and Cost based Selection (QCBS);

 Quality Based Selection (QBS);

 Least-Cost Selection

 Single Source Selection (SSS).

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Qualification of Candidates
Candidates must qualify the following criteria in order to
participate in public procurement:
Posses the necessary
1. professional and technical qualifications
 equipment and other physical resources;
 managerial capability;
 experience in the procurement object;
 the personnel to perform the contract.
2. financial evaluation;
3. Have the legal capacity to enter into the contract;
4. Have fulfilled their obligations to pay taxes according to
the Ethiopian Tax Laws By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities

(a) Quality and Cost-Based Selection (QCBS)

The relative weight to be given to the quality and cost shall be
determined for each case depending on the nature of the assignment.
The Selection Process
 Preparation of Terms of Reference (TOR);
 Objectives,
 Goals and
 Scope of the assignment and
 Provide background information
 Preparation of cost estimate and the budget;
 Realistic budgetary resources By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities
The Selection Process cont…
 Advertising;

 In a national newspaper
 In an international newspaper of a technical magazine, and
 Contact Embassies, professional organizations, or firms
 Preparation of the short list of consultants;

 Firms expressing interest which possess the relevant qualifications

 Preparation and Request for Proposals (RFP):

 Letter of Invitation (LOI);

 Information to Consultants (ITC);
 Proposed contract;
 Receipt of proposals; By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities

Evaluation of technical proposals: consideration of quality;

 Consultant's specific experience: 5 to 10 points

 Methodology: 20 to 50 points
 Key personnel: 30 to 60 points
 Equipment 20 t0 40 points
 Train employers : 0 to 10 points
 Participation by nationals: 0 to 10 points

Total: 100 points

Evaluation of financial proposal;

The minimum offer (Fm) within this range will be given the maximum
financial score (100). The financial scores of the other participants will be
Sf = 100 x Fm/F By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities

 Final evaluation of quality and cost;

By weighting the quality and cost scores and adding them.

 Negotiations and award of the contract to the selected firm

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities
Exercise: QCBS Evaluation.

Consider the following:

 Technical score=80%

 Financial Score=20%

Step 1: Technical Evaluation (80%) –Passing mark 70%

Company: A B C

Score: 72 70 78

Step 2: Financial Evaluation

Price: Br. 475,000 Br.500,000 Br. 625,000

Financial Score: ________ _______ _________

Total Score: _________ _______ __________

By
Selected Consultant is: __________________________
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities
(b) Quality-Based Selection (QBS)

 Complex or highly specialized assignments

 Assignments that have a high downstream impact and if proposals will not be

comparable

(c) Least-Cost Selection

More appropriate for Engineering design of non complex works where well-

established standards exist, and in which the contract amount is small.

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Pre design stage activities

(d) Single-Source Selection

 Used only in exceptional cases

 When a new competitive process is not practicable.

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
2. DESIGN STAGE ACTIVITIES

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 2. Design stage activities

2.1. Preparation of conceptual (sketch) design .

The consulting firm shall elaborate sketch level proposals in regard to:

 Land use plan

 Elevations

 Sections and

 re evaluation of the project cost.

2.2. Preparation of preliminary design

 Preparation of preliminary drawings

 Preparation of Preliminary cost estimate

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 2. Design stage activities

2.3. Preparation of final design

Preparation of final design

Preparation of bid document

Drawings

Contractor's qualification format

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 2. Design stage activities

2.4. Preparations of Detailed Cost Estimates

 Direct Cost  Indirect Cost

• Labor • Supervision (of
• Material contractor)
• Equipment • Financial matters
• Survey activities
• Clerical
Works/secretary,
office, bookkeeping
• Head and Project
office contribution
By
• Profit and Risk
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
3. STAGE OF CONSTRUCTION TENDERS PROCESSING

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 1.Bidding procedure for works
The relevant parts of the bidding process are
summarised here as follows:
Preparation and Issue of Bidding Documents;
Identification of Bidders;
Bidding Period and Bid Receipt;
Bid Opening;
Bid Evaluation; and
Bid Acceptance, Contract Award and Signing.

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Identification of Bidders
a. Open tendering without pre-Qualification
 The PE must publish an Invitation to Bid notice, so that
bidding is open to all interested bidders
 The notice must be published in at least one national
newspaper .
 Notices should also be published on the internet,
wherever possible.
 PEs should also ensure that bidding documents are
finalised and approved before publishing the Invitation
to Bid notice, to avoid any delays in the process.
By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Summary of BP for Service Contract
Preparation of Terms of Reference (TOR)
Preparation contract document & Cost Estimate
Advertise for expression of interest
Prepare short list
Prepare and issue Request for Proposal (RFP)
Evaluate Technical & financial proposal
Notify Unsuccessful Bidder
Notify bidders (passing technical & financial Requirements)
about the date of financial opening
Open financial opening in public
Evaluate financial proposal
By
Negotiate price and sign contract
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 …continued
The TOR normally consist of
Background of the project;
Objectives of the Assignment;
Scope of work;
List of reports, schedule of deliveries, period of
performance;
Data, local services, personnel, and facilities to
be provided by the borrower; and
Institutional arrangements.

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 Bid

Competitive Bid Negotiative Bid

Short-Listed Bid Open Bid

Financial Proposal

One-Stage Two-Stage Procedure

Procedure
Financial Proposal

Pre-Qualification Post Qualification

•Technical Proposal
•Financial Proposal
•Financial Proposal
By •Technical Proposal
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
2. Methods of bidding

(A) International Competitive Bidding (ICB)

 If the work is beyond the capacity of individual and joint

ventured domestic contractors

 If it is stipulated in the loan/credit agreement for a project

to be mandatory.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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(B) National Competitive Bidding (NCB)
The preferred method of procurement where foreign
bidders are not expected to be interested because
 The contract values are small
 Works are labor intensive, or
 The goods or works are available locally at prices
below the international market.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
3. Tendering Procedure

1. Prequalification procedures
 The Client’s invitation to Contractors to be pre-qualified.
 The Contractors request for prequalification documents
 The Client submit the prequalification documents to the
Contractors.
 The Contractor fill in and submit the documents to the
client

By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
3. Tendering Procedure

1. Prequalification procedures
 The Client acknowledge receipt of the clarifications
papers.
 The client make a list of tenderers (short list)
 The client analyze & evaluate the received
prequalification data
 The Client inform the selected tenderers
 The Contractors confirm their intention to tender
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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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2. The Tender Documents
 Invitation to bid
 Conditions of Contract,
 Specification,
 Drawings,
 Bill of Quantities, and
 Form of Tender, together with Instructions to Tenderers.
All except Instructions to Bidders/Tenders become Contract
documents on award of Contract

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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3.Bid Opening and its process

I. Bid opening:

The Bid of a project shall be opened in the presence of

 The procuring entity ‘s purchase committee

 The consultant

 Bidders or their representatives

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 II. Bid Opening Process…

 At opening the following shall be read out:

names of Bidders;

all data filled out by the bidder in the "Form of Bid"; and

letter submitted with the bid.

 No bid shall be rejected at Bid opening except for late bids

 Register all read out data

 The Bid Register Format and all pages of each bid submission shall be signed by

a representative of each of the attendants except the Contractors' representatives.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 BID EVALUATION
1. Competitive Selection Process Quality v Cost based
(QCBS):
 Financial proposal and Technical proposal is evaluated(Sf = 100
x Fm/F
 Financial proposal opened in public, Example 100,000.00 Birr
project.
2. Competition on quality (QBS)
 Technical Evaluation Only
 Negotiations on Price
3. Least Cost Selection (LCS)
 Financial Proposal will be ranked
By
 The lowest priced proposal
Ins.Kebede will be recommended for contract
.H(MSc,PE):Kebetewabech@gm
ail.com
Bid Evaluation And Award Process
I. Preliminary Examination of Bids

 Check if each page has been signed or initialed as required by the

bidding documents.

 Check if all requisite information has bee filled in the document or is

submitted as required by the Instruction to Bidders.

 Verify that all pages of the bid document are in order.

 Generally check if the submission is in accordance with the

requirements of the Instruction to Bidders.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 II. Detailed Examination of Bids

Corrections for arithmetic Errors:

 Where there is a discrepancy between amounts in figures and in words, the

amount in words will govern; and

 Where there is a discrepancy between the unit rate and the total amount, the

unit rate will govern

In evaluating bids, each bid price should be adjusted as follows:

 Making correction for errors,

 Excluding unforeseen events in the summary Bill of Quantities;
 Deduct any rebate given by the bidder (if any).

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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 If the employer intends to combine the Technical & financial merits,
Technical: Financial weights can be 70:30, 60:40 or 80:20

Proposed Award:

 the lowest Evaluated Bid Price

 eligible and qualified

 substantially responsive

Rejection of all bids. If

(a) none of the bids are found to be responsive,

(b) bids are unreasonably high in price compared with the

adjusted estimate, or

(c) none of the bidders are qualified,

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Alterations of Bids
bidders shall not be requested or permitted to alter their bids
after the deadline for receipt of bids.

Bid Evaluation Report

The Engineer shall prepare a detailed report on the evaluation
and comparison of bids
Award of Contract
(a) be substantially responsive to the bidding documents and
(b) offer the lowest evaluated cost

(c) eligible and qualified By

Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
Contents of Contract Document and Contract Signing

(a) Contract Document

 The Invitation to Bid;

 The Construction Agreement and Appendices

 The Letter of Acceptance dated [dated and address];

 Signed form of Bid of the Contractor, Appendices and Annexes

thereof;

 The Particular Conditions of Contract

 Standard Conditions of Contract for Building Construction Works

 Specifications and Priced Bill of Quantities;

 Numbered Prints of drawings;

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(a) Contract Document…
(a) Technical Specifications and Methods of
Measurement;
 The Standard Instructions and Information to Bidders
for Building Construction Works and the Particular
Project Information and Instruction thereto;
 Any other documents required to form part of the
Contract.
(b) Singing of Contract
 signed copies shall be distributed to the contracting
parties.
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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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4. CONSTRUCTION STAGE ACTIVITIES

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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1. Guideline on Control of Construction Project
1. Pre-mobilization Stage
During signing the Agreement, the Engineer shall ensure that the
Contractor submits the following programs in 3 copies:
 a. Project's works schedule
 b. Material Delivery Schedule

c. On-site availability program for major Equipment

d. Project Cash-flow
e. Proposed Project's Organization Chart (inclusive of description
of qualifications or supervisory and administrative staff)
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2. Post Mobilization Stage
 Engineer/Supervisor and contractor shall discuss the
quarterly schedules submitted and sign them subsequent to
making necessary adjustments to them.
 Copies of adjusted schedule shall be retained by the
Employer, Engineer/Supervisor and contractor.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 3. Site Control
a. Clearing off site  
b. Leveling and layout of e. Concrete works:
foundation works  - mixes
c. Checking of foundation - form works
depth - reinforcement bars
f) Masonry work at:
 d. Material quality of :
 - foundation level
 - sand
- above ground level
- aggregates
- elevation walls
- water
g. Roofing works
- concrete block, bricks, stone
- fabrication and erection of
- limes
steel and wooden trusses
- steel, etc.
h. Finishing works
 
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3. Site Control
i. Submitting progress reports & all necessary instructions to
the contractor/pm. The reports submitted to consultant at
least once in a month.

 k. Preparing certificates for payment.

 l. Checking of payment certificates.

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4. Monthly and Quarterly Progress Evaluation Meetings

 A joint evaluation meeting is to be conducted quarterly in the

presence of the following:
a. The regulatory body representative (if any)
b. Employer representative (if necessary)

 c. Contractor
 d. Project site supervisor
• Official minutes of such meetings shall be recorded, signed and
distributed to each participant.
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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
5.Provisional Acceptance

The supervisor jointly with the line office representative and

the contractor shall conduct inspection and reporting of
provisional acceptance of the project.
6.Final Acceptance
The supervisor jointly with the line office representative and
the contractor shall conduct inspection and reporting of final
acceptance of project.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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7. Safety

The Contractor shall be responsible for the safety of all activities on

the Site.

Various measures are available to improve jobsite safety in

construction. This includes:
– Educating workers and managers.

– Perform a job hazard analysis prior to operation.

– Prevent substance abuse

– Pre-qualification of contractors and sub-contractors with

regard to safety
– Personal protective equipment By (for all parties involved)
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
Personal protective equipment:
– Head protection (hard hats),
– Hand protection (gloves),
– Foot protection ( Safety shoes),

– Eye protection ( safety glasses and goggles),

– Body protection ( protective clothing, oily body-paint ),
– Hearing protection ( earplugs and earmuffs),

– Respiratory protection ( respirators),

– Providing first-aid supplies and trained personnel on
site. By
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
5. COMPLETION AND HAND OVER
STAGE ACTIVITIES

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 Completion and Hand over Stage Activities

Provisional Defects
Final
acceptance acceptance
liability period

Procedures for Procedures for FA

PA should be Should be followed
followed

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
 1. Procedure for Provisional Acceptance

 Acceptance may be requested by the contractor and confirmed by

the Engineer of the employer.

 If the Engineer rejects the request, he shall prepare a checklist of

all defective works and give it to the contractor for correction.

 Whenever the Engineer confirms, that the work is substantially

completed he conduct the acceptance in the presence of the line
office representative.

 The committee (representative of the stake holders and the

Engineer) inspecting the site and the work should confirm, that the
work is done according to theBy specification and drawings.
Ins.Kebede .H(MSc,PE):Kebetewabech@gm
ail.com
1. Procedure for Provisional Acceptance

 Following the confirmation of the committee the Engineer

should prepare the standard format prepared for this purpose
for signing by the committee. The format should include the
defects observed by the committee during inspection for
acceptance.
 The Engineer should send the signed format and certificate
of payment at completion of work to the employer for final
approval.
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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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2. Procedure for Final Acceptance
 Final acceptance may be requested by the contractor and
confirmed by the Consultant.
 If the Engineer rejects the request, he shall prepare a checklist of
all defective works and give it to the contractor for correction.
 Whenever the Engineer confirms, that the defective works has
been made good he asks in writing to the stake holders to send
their representative to conduct the acceptance jointly
 The committee (representative of the Client, and Consultant)
inspecting the site and the work should confirm, that defective
works has been made good.
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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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2. Procedure for Final Acceptance
 Following the confirmation of the committee the Engineer
should prepare the standard format prepared for this
purpose for signing by the committee.
 The Consultant should send the signed format and final
certificate of payment to the employer for final approval.

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Ins.Kebede .H(MSc,PE):Kebetewabech@gm
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