Guidance For Oromia Irrigation Irrigation Development Project Implementation PDF

Japan International Cooperation Agency (JICA)
Oromia Irrigation Development Authority (OIDA)
Guidance for Oromia Irrigation

Development Project Implementation
May, 2014
The Project for Capacity Building in Irrigation Development (CBID)

Foreword
Oromia Irrigation Development Authority (OIDA) is established on June,

2013, as a responsible body for all irrigation development activities in the
Region, according to Oromia National Regional Government proclamation
No. 180/2005. The major purposes of the establishment are to accelerate
irrigation development in the Region, utilize limited resources efficiently,
coordinate all irrigation development activities under one institution with
more efficiency and effectiveness.
To improve irrigation development activities in the Region, the previous

Oromia Water Mineral and Energy Bureau entered into an agreement with
Japan International Cooperation Agency (JICA) for The Project for Capacity
Building in Irrigation Development (CBID) since June, 2009 until May,
2014. CBID put much effort to capacitate Irrigation experts in Oromia
Region through several activities and finally made fruitful results for
irrigation development. Accordingly, irrigation projects are constructed and
rehabilitated based on that several Guidelines & Manuals and texts
produced which can result in a radical change when implemented properly.
Herewith this massage, I emphasize that from Now on, OIDA to make efforts
to utilize all outputs of the project for all irrigation activities as a minimum
standard, especially for the enhancement of irrigation technical capacity.
I believe that all OIDA irrigation experts work very hard with their respective
disciplines using CBID outputs to improve the life standard of all people. In
addition, I encourage that all other Ethiopian regions to benefit from the
outputs.
Finally, I would like to thank the Japanese Government, JICA Ethiopia

Office, and all Japanese and Ethiopian experts who made great effort to
produce these outputs.
Feyisa Asefa Adugna

General Manager
Addis Ababa, Ethiopia
Oromia Irrigation Development
May, 2014
Authority
Introductory Remarks
Growth and Transformation Plan (GTP) from 2011 to 2015 intensifies use of
the countrys water and other natural resources to promote multiple cropping,
better adaptation to climate variability and ensure food security. Expansion of
small scale irrigation schemes is given a priority, while attention is also given
to medium and large scale irrigation.
In Oromia Region, it is estimated that there exists more than 1.7 million ha of
land suitable for irrigation development. However, only 800,000 ha is under
irrigation through Traditional and Modern irrigation technology. To accelerate
speed of Irrigation Development, the Oromia National Regional State requested
Japan International Cooperation Agency (JICA) for support on capacity
building of Irrigation Experts under Irrigation Sector.
In response to the requests, JICA had conducted "Study on Meki Irrigation and
Rural Development" (from September 2000 to January 2002) and Project for
Irrigation Farming Improvement (IFI project) (from September 2005 to August
2008). After implementation of them there are needs to improve situation on
irrigation sector in Oromia Region.
JICA and the Government of Ethiopia agreed to implement a new project,
named The project for Capacity Building in Irrigation Development (CBID).
The period of CBID is five years since June, 2009 to May, 2014 and main
purpose is to enhance capacity of Irrigation Experts in Oromia Region focusing
on the following three areas, 1) Water resources planning, 2)
Study/Design/Construction management, 3) Scheme management through
Training, On the Job Training at site level, Workshops, Field Visit and so on
and to produce standard guidelines and manuals for Irrigaiton Development.
These guidelines and manuals (Total: fourteen (14) guidelines and manuals)
are one of the most important outputs of CBID. They are produced as
standards of Irrigation Development in Oromia Region through collecting
different experiences and implementation of activities by CBID together with
Oromia Irrigation Experts and Japanese Experts.
These guidelines and manuals are very useful to improve the Capacity of OIDA
Experts to work more effectively and efficiently and also can accelerate
Irrigation Development specially in Oromia Region and generally in the country.
Finally, I strongly demand all Irrigaiton Experts in the region to follow the
guidelines and manuals for all steps of Irrigation Development for sustainable
development of irrigation.
Adugna Jabessa Shuba

D/General Manager & Head, Study,
Addis Ababa, Ethiopia Design, Contract Administration &
May, 2014 Construction Supervision
Oromia Irrigation Development
Authority
Table of Contents

1. Precondition ..................................................................................... 1
2. Necessary Item for implementation of irrigation project .................... 2

2.1 Identification ............................................................................... 2
2.2 Pre-Feasibility study .................................................................... 2
2.3 Feasibility and Detail Study ......................................................... 2
2.4 Appraisal Forum ......................................................................... 3
2.5 Bid process ................................................................................. 4
2.6 Contract out and handover the site to the contractor ................... 4
2.7 Construction Supervision ............................................................ 5
2.8 Inspection and evaluation ............................................................ 5
2.9 Handover to community (WUC/WUA) .......................................... 6
2.10 Irrigation Water Management .................................................... 6
2.11 Operation and maintenance ...................................................... 6
3. Flow of irrigation project implementation and

its relation with other guideline7
4. Duty and responsibility of manager, deputy manager and

process owner8
5. Important matter to make project document .................................... 9

5.1 Project planning .......................................................................... 9
5.2 Design ......................................................................................... 9
5.3 Secure the land ........................................................................... 9
5.4 Labor division for construction .................................................... 9
5.5 Cost estimation ........................................................................... 9
5.6 Construction Period................................................................... 10
5.7 Making Construction plan ......................................................... 10
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5.8 Constitution of Project Document .............................................. 10
5.9 Importance of surveying ............................................................ 11
6. Cost estimation for contract out ..................................................... 12

6.1 General ..................................................................................... 12
6.2 Type of works ............................................................................ 12
6.3 Caluclation of volume ................................................................ 14
6.4 Unit rate.................................................................................... 16
6.5 Cost estimation system by excel ................................................ 16
7. Procedure of Bid............................................................................. 19
7.1 Classification of bid ................................................................... 19
7.2 Flow of bid ................................................................................ 20
7.3 Checking the Bid document....................................................... 21
7.4 Bid evaluation criteria ............................................................... 22
8. Inspection and evaluation .............................................................. 29

8.1 How to inspect........................................................................... 29
8.2 Supplement of how to inspect .................................................... 30
8.3 How to evaluate ......................................................................... 31
8.4 How to mark each evaluation item ............................................. 31
8.5 Supplement of how to evaluate .................................................. 35
Annex-1 Contents of agreement with farmer36

Annex-2 Oromia Irrigation Development Authority (OIDA) Irrigation
Project Handover Format..37
Annex-3 The Federal Democratic Republic Of Ethiopia Standard
Bidding Document (SBD) For Procurement of Works For
National Competitive Biddings (NCB) and Users Guide...43
Annex-4 Cost estimation system by excel..173
List of Authors/Experts/Editors/Coordinators201
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Guidance for Oromia Irrigation Development Project Implementation
1. Precondition
This guidance explains mainly basic matter about what OIDA Managers
and Irrigation experts should do for the irrigation projects. On the
construction work of the irrigation project, there are community and
OIDA duty. Therefore, these should be clearly discussed in detail with
community in each stage of study. According to this manual each zone
office and contractors will be monitored and evaluated, then will be
supported and also measure will be taken.
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Japan International Cooperation Agency (JICA) & Oromia Irrigation Development Authority (OIDA)
2. Necessary Item for implementation of irrigation project
2.1 Identification
For sustainable and quality irrigation development proper and sound

resource (land, water, household) identification is the crucial. Where
this is not done accordingly negative environmental impact, conflict,
loss of money and total failure of projects will be the results. The
identification study is mandated to district and should be reviewed and
verified by zone level. The objectives of identification study are,
To assess the available land, water resources potentials and the
willingness of the community for irrigation development
To collect necessary data to be the basis for the next phase of the study.
To forecast the possible means of water abstraction for the proposed
irrigation development.
To present for pre-feasibility study
For the details, please refer to Study and Design Technical Guideline
for Irrigation Project.
2.2 Pre-Feasibility study
The Pre-Feasibility study is executed by zone level.

The candidate site for irrigation project should be selected in the
appropriate time based on the information of identification study such
as irrigable land, water resource conditions, community interest, and
the verification report of zone. Please refer to Study and Design
Technical guideline for Irrigation Project.
2.3 Feasibility and Detail Study
(1) Project document

The project document is prepared at zone or OIDA level. This document
has to be clear the necessity and propriety of the project.
According to this project document, feasibility and detail design is
decided so that construction work can be implemented. And roles of
government, farmer and others should be cleared by this project
document.
Project document should attain the feasibility and detail study
guideline. Not only construction work cost, but also supervision,
administration cost etc. should be included in this cost. This document
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has to be submitted to OIDA.
(2) Agreement with farmer

Awareness and agreement should be made with farmers about cost
share of Irrigation project construction, may be in cash or kind. Based
on this Principle, project study and design crew have to discuss this
issues with farmer and decide. In addition to cost sharing, farmers
should be aware cost recovery, O & M and irrigation water fee
principle.
TermofSurveyandPlanning TermofConstruction BenefitTerm
Farmers Participate with

no payment
SameValue
Farmers pay to
government from benefit
TermofSurveyandPlanning TermofConstruction BenefitTerm
Time
And agreement must be made with farmers and local administrators on

the use of the land on which camp site, night storage pond/s and others
will be constructed. This agreement with farmers is necessary, before
starting construction.
2.4 Appraisal Forum
For checking the project document, appraisal forum has to be

established. This forum checks the idea of planning and design and the
whole document according the guidelines
Members of this forum are;
Expert of OIDA
Expert of Zone in charge of the project
Experts in charge of the project should explain about planning and
design.
They have to correct the project document according to the result of
discussion at this forum and submit corrected document to this forum.
Before it is submitted, Zone office should check the contents. After this,
the project document will be approved by OIDA and the community,
then budget will be solicited from different sources.
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2.5 Bid process
(1) Preparing bid document

Bid documents such as Tender document (NCB), Qualification criteria,
BOQ, Bid announcement are prepared by irrigation engineers at zone or
OIDA level. Announcement will be made based on the budget location,
capacity and delegation
This document should be prepared clearly and precisely to minimize
future claim and for proper supervision.
(2) Discussion by OIDA Head / Process owner

After prepared the bid document, the responsible person has to discuss
with OIDA Head and Process owner about the content of bid document.
(3) Bid
Before starting the bid evaluation, bid evaluation team will be assigned
from responsible sector. Bid opening minute should be announced on
at least one national media considering project requirement according
to National Competitive Bid Method. Bid evaluation focuses on two
points that are technical and financial. According to this evaluation
should be more sensitive on technical capacity of bidder in that out of
100% evaluation points should be technical 60- 70% and financial
30-40 %. This range of ratio should be decided according to the
situation of the projects. Bid evaluation team has to prepare bid
evaluation report (technical and financial) and decide the potential bid
winner. This can be changed or modified according to the funding
agency interest.
2.6 Contract out and handover the site to the contractor
According to the bid evaluation result, the body in charge of the project
has to send the award letter to bid winner, and sign an agreement as
soon as possible after letter of acceptance from bid winner. And then,
after receive the performance bond from contractor, site hand over and
job order should be conducted as soon as possible. Community
awareness and participation (i.e. share) should be done together with
site handover for the commencement of the work by the concerned body.
The client in charge of the project can pay advance payment after
receiving advance guarantee bond.
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2.7 Construction Supervision
Supervisor has to get basic project document and drawings for the sake
of quality and timely completion. Especially construction schedule is
very important for supervisor in controlling construction Quality, Time,
and Cost. So, supervisor has to receive the general work schedule,
activity schedule, material schedule, man power schedule, machinery
schedule and payment schedule from contractor before starting the
construction. Supervisor should fully understand project plan and
design and as much as possible go to site and endeavor to understand
the existing situation. During the construction time, supervisor has to
execute quality control, dimension control. Some time, actual site
situation is not same to estimated situation before construction.
Therefore, according to actual site situation, design should be changed.
According to the actual construction, supervisor has to receive the
drawings which modify by contractor and prepare amendment
agreement based on the drawings and take-off sheet after check the
work volume with contractor. And supervisor has to prepare payment
certification and carry out the payment to contractor.
Community promoter has to be assigned so that the community
participates in the supervision and other works of the project.
Please refer to Construction Control Manual for the details.
2.8 Inspection and evaluation
To confirm the quality of construction, it is necessary.

It is important to see whether result of construction work is based on
drawing or thought of design or not.
Inspector should be another person not in charge of supervision.
For classifying the contractor according to actual work and using the
data for future bid, supervisor and inspector should evaluate the
contractor.
Supervisor evaluate the contractor in construction term, inspector
evaluate the result of construction. Project commissioning needs to be
done.
5
2.9 Handover to community (WUC/WUA)
Operation and maintenance manual, agricultural development plan

and schematic map of the project should be prepared and provided to
WUA by the body in charge of the project at zone level. In addition to
this, community awareness and participation should be done based on
the manual.
2.10 Irrigation Water Management
The purpose of irrigation project is to use water for crops production.

When irrigation facilities are passed to farmers, it is necessary to give
some guidance on how to use water. Please refer to Small Scale
Irrigation Water Management Guideline for the details.
2.11 Operation and maintenance
Irrigation facilities need to be operated and maintained. Thus,

operation & maintenance activity should be conducted by WUA / WUC
according to operation & maintenance manual provided to WUA / WUC
by the person in charge of the project at zone level. Please refer to
Guidance for Preparation of Operation and Maintenance Manual for
the details.
6
3. Flow of irrigation project implementation and its relation with other

guideline
7
4. Duty and responsibility of manager, deputy manager and process

owner
Position Duty and responsibility

OIDA Zone District
Manager -Endorse OIDA and Zone -Endorse District five years -Proposes five years and
five years and yearly plan and yearly plan yearly plan to Zone
-Evaluate OIDA and Zone -Proposes five years and -Gives work direction for
five years, yearly and yearly plan to OIDA District
monthly plan -Evaluates Zone and District -Implements yearly plan
-Gives work direction for yearly and monthly plan
OIDA, Zone and District -Gives work direction for
-Implements yearly plan in Zone and District
OIDA -Implements yearly plan
Deputy -Gives monthly work -Gives monthly work -Gives monthly work
manager direction for OIDA and direction for Zone and direction for District
Zone District -Follows up district
-Follows up OIDA and Zone -Follows up Zone and district activity
activity activity -Facilitates and gives
-Facilitates and gives -Facilitates and gives technical assistance for
technical assistance for technical assistance for Zone District
OIDA and Zone and District -Implement monthly plan
-Implement monthly plan -Implement monthly plan
Process -Gives technical assistance -Gives technical assistance -Gives technical
owner for OIDA and Zone for Zone and District assistance for District
-Prepares final planning -Prepares and submits final - Prepares and submits
document planning document to OIDA identification,
-Approves study and -Approves and submits study maintenance and
design document and design document to rehabilitation document
-Follows up OIDA and Zone OIDA to Zone
activity -Follows up Zone and -Follows up District
District activity activity
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5. Important matter to make project document
5.1 Project planning
Please refer to Study and Design Technical guideline for Irrigation

Project.
5.2 Design
Please refer to Technical Guideline for Design of Headworks, Technical

Guideline for Design of Small Scale Reservoirs and Technical Guideline
for Design of Irrigation Canal and Related Structures.
5.3 Secure the land
Irrigation facilities and construction work need the land. Sometimes these
lands are used for farmland and house/s. Before starting construction
works, these lands should be secured. Officers have to explain the project
to land users, and get the agreement of land use for project without any
conditions if possible.
In case of other situations, negotiation is important; as a result, the design
may be changed.
5.4 Labor division for construction
In principle, construction works are ordered to contractors. But easy work

like construction of secondary and other canals and repair works are done
by farmers and WUA, if zone and district officer can supervise constantly.
In any case, for smooth construction work and to respond the big change
of material price, it is possible to supply material and to contract out
labour (like cement and bar are purchased and supplied by client).
5.5 Cost estimation
In Ethiopia, price change is very big. Engineering price should include the
rate of inflation. For estimating this rate, the price of materials, labor, and
machine should be checked in each month, in each area and inflation
report of MoFED.
For implementation of projects, OIDA has to get the budget for not only
construction cost, but also for administration, supervision of the
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construction work and hand-over.
5.6 Construction Period
To estimate construction period decide biding time, rainfall seasons,

budget time and other important parameters consideration are necessary.
5.7 Making Construction plan
For cost estimation and term estimation, the construction plan is

necessary. When same facility is constructed, there are a difference cost
and term by different construction way. And for construction, sometime
temporary work is needed, for example, coffer dam, water pump, diversion
canal etc. After design, construction plan should be made. But the cases
that the design and information is old, it should be up dated as needed.
5.8 Constitution of Project Document
The Constitution of Project Document is as follows;

1. Standard cover (top page)
2. List of working groups
3. Silent features of the project
4. Executive summery
5. Introduction
6. Community Organization and Management
7. Socio-economy
8. Agronomy
9. Soil and Land Evaluation
10. Water shed management
11. Environmental Impact Assessment
12. Geology and geo-techniques
13. Hydrology
14. Engineering
15. Bill of quantity
16. Financial and economic analysis
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5.9 Importance of surveying
Survey result is most basic imformation for design and cost estimation.
And also, it is one of the most important item for construction
management. For instance, in Open canal type irrigation system, for Water
not to go up, canal bed slope and canal wall height is important, if some
mistakes are happened at these elevation survey, canal can not get design
capacity.
Thus, surveyors should fully understand their duty and purpose of the
work they did, they should survey carefully and endeavor not to lose the
result, data, mark etc at the site. For example, check the data after
surveying, bench mark should be made with concrete, data should be
taken in back up etc.
For this purpose, designer and supervisor have to ask surveyor about
situation of topographical matter, surveyor has to be able to answer
questions about toprgraphical matter. And surveyor should be
accompanied by designer as much as possible when he/she carry out
surveying.
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6. Cost estimation for contract out
6.1 General
There are different situation in each area, for example, labour fee, material
cost, and site situation. But basic thought is the same.
At first, calculate the volume of each type of the works. Next, multiply each
volume by each unit cost.
If it is difficult to calculate the volume, estimate some necessary input.
After the work starts, check the actual input at the site and make the
amendment.
For contract out, it is neccesary to give the volume of each type of works
and some clues. If there is no volume and no clue, bidder cant estimate the
correct cost.
6.2 Type of works
At the present, Type of works in the works by OIDA are below;

Type of works unit Contents Remark
Mobilizaton-demobilization According to necessary
ls
machine and distance
Red ash surfacing For construction of
m2
access road
Screeding work m2 For construction of
CIS Roofing work of d/t camp site
m2
gauges
CIS Walling work m2
CIS Window work m2
CIS Door work m2
Ceiling work m2
Plywood wall m2
Chipwood wall m2
Pile up and removal For temporary works
m3
sandbags
Rearrange sandbags m3
Site cleaning Cleaning the site before
m2 work. Taking the
vegitation etc
River cleaning m3 Cleaning the river
12

Excavation of normal soil Excavation of soil and
m3
sand
Excavation of soft rock m3 Excavation of soft rock
Excavation of hard rock Excavation of channel,
m3 boulders and hard
stone
Dismantling/removing Dismantling and
existing masonry and m3 removing existing
concrete masonry and concrete
Back fill, compaction and Material, labour and
m3
shaping equipment cost
Cart away According to necessary
m3
distance
Hard coring Material, labour and
m2
equipment cost
Masonry Material, labour and
m3
equipment cost
Plastering Material, labour and
m2
equipment cost
Pointing Material, labour and
m2 equipment cost
Wooden Form work Material, labour and

m2
equipment cost
Reinforcing bar Supply, cut, bend and
kg fix in position high yield
steel
Concrete C-15 Standarad ratio is 1:2:4
m3 (Material,labor and
equipment)
Concrete C-20 Standarad ratio is 1:2:3 For RCC
(Material,labor and combines with
m3 equipment) Reinforcing bar
and Concrete
C-20
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Cyclopean concrete According to ratio of
m3
rock
Gabion Material, labour and
m3
equipment cost
Plastic sheet for prevention Material, labour and
m2
of soil draw-out equipment cost
Stone pitching m2 Material, labour and
equipment cost
Geomembrane and geonet Material, labour and
m2
lining equipment cost
Pipe supply, fittings and According to the type of
m
Laying/Installation pipe
Fill and compaction layer by Material, labour and
m2
layer for earthen dam equipment cost
6.3 Caluclation of volume
For caluclation of volume and prevent the mistake, the drawing is needed.
The caluclation is based on drawing.
For understanding, and to prevent the mistake, the take-off sheet should
be made. This take-off sheet will be used for confirming the volume with
contractor.
It is not neccesary to make take off sheet by PC, it is enough to make by
hand writing. Sample of take-off sheet is next page.
14
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6.4 Unit rate
Usually, unit cost consists of labour fee, material cost and equipment cost.
The constitution of these are very important in calculating the
construction term, amount of material, arrangement of labor and
machinery. This is changed by conditions, construction method etc. But it
is basic for unit cost estimation.
And for implementation of construction works, not only construction cost
is needed, but also site management cost and general management cost
are necessary.
Site management cost is like salary of site engineers and cost of their work,
it is necceary to implement construction work correctly.
General management cost is the cost contractor keeps and manages
his/her business like salary of office worker, insurance fee, rental fee of
office etc.
To be easy the cost estimation, the system by Excel is made and it is
neccesary to verify and add more data.
Outline of the task to this system is given below;
6.5 Cost estimation system by excel
This system is made for the cost estimation of standard construction

works. Some items are not neccesary at each construction, and some items
are lacked. But each estimater can arrange it, because this system is made
by popular software. Please refer to attached CD.
(1) Basic data input

At first, estimator should input basic data in the sheet [1.Material cost],
[2.Material cost (Include Trans)], [3.Labor rate], [4.Equip cost] for each
construction. For example, labor fee, material cost, distance from factory
to the construction site etc. Yellow cells should be inputted.
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For inputting this date, zone and district officers should research at the
market and similar construction works near the site.
< Sample; Sheet [1.Material cost] >
(2) Unit rate

Each unit rate is caluclated accoding to basic data estimator inputted.
And there are norm and material requirment to produce each unit
production at each unit rate. These norm and material requirment is
following Ethiopia Building Constraction as much as possible. These
norm and material requirment can be modifed according to the contents of
work.
Each unit rate link with dasic data. The result of calcuration on unit rate
is reflected on sheet [5.Unit rate] and reached on sheet [6.Summary of
Unit rate]
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(3) Standard BOQ

This BOQ is standard of irrigation facilities construction work. According
to situation of each irrigation project, this should be changed.
After input basic data, unit rate is calculated automatically, estimator just
input quantity of each type of works calculated in take-off sheet on sheet
[7.BOQ].
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7. Procedure of Bid
7.1 Classification of bid
According to estimated price, bid method is changed.
Estimated price Bid method Class of bidder
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7.2 Flow of bid
(1) Bid process
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(2) Short list bid process less than 2 million,

Emergency, failure in three times calling
7.3 Checking the Bid document
Client should know about bidder at designation when the bid is hold by
the designated bidding. But it is necessary to confirm the capacity of the
bidder.
So, Checking bid document that the bidder submited is necessary, both
in the designated bidding and in the open bidding.
Item should be checked as written in Bid document bidder submited. The
amount of each item for checking is defferent by the size of the
construction, but the item is about the same in spite of the size of the
construction.
The bidder sometimes make a mistake and writes wrong and incorrect
information in the document. So the evidence of each item is necessary to
confirm the writen information. The bidder should seal envelope to
prevent injustice.
The bid document client distrbute should be written in an easy style for
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decreasing mistake by bidder.
7.4 Bid evaluation criteria
Bid evaluation criteria is as follows;
(1) Evaluation criteria for technical point

Evaluation criteria for technical point are as follows.
(a) Volume of construction work

Bidders shall have average annual volume of construction work over the
past two years of at least two million (2,000,000) birr ; or For new
contractors (less than two (2) years experience as contractor) only Direct
experience ten (10) years on irrigation and irrigation land Drainage on
Government projects.
(b) Similar Experience in Construction Works

Bidders shall have at least one (1) experiences of construction works for
facilities with similar type to the Project over the last two years (to comply
with this requirement, works cited should be at least 70 percent
complete); or For new contractors (less than two (2) years experience as
contractor) only Direct experience ten (10) years on irrigation and
irrigation land Drainage on Government projects.
(c) Key personnel (Engineers)

Bidders shall have at least the following qualified engineers.
Project Manager : - A Project Manager at least Five years experience in
works of an equivalent nature and volume with minimum qualification
of relevant education with minimum Advanced Diploma in
Engineering (Water related engineers).
Construction Engineer: - Construction Engineer who stays at field
during the construction period as full time at least Five years
experience in works of an equivalent nature and volume with
minimum qualification of relevant education with minimum Advanced
Diploma in Engineering
Surveyor: - Surveyor of minimum of five (5) years experience
qualification Technical Diploma, Level IV or above (Surveyor has to
be available on site whenever the client demands).
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Construction Forman: - Construction Forman who stays at field during

the construction period as full time at least with five (5) years
experience in works of an equivalent nature and volume with
minimum qualification of 10+1.
(d) Major item of construction equipment

Bidders shall prepare at least following essential equipments:
(Quality and capacity based on the specific project)
Service vehicle
Dump truck
Concrete mixer
Vibrator
Compactor
Set of surveying instrument
Dewatering Pump
(e) Financial Status

Bidders liquid assets and/or credit facilities, net of other contractual
commitments and exclusive of any advance payments which may be made
under the Contract shall be no less than five hundred thousand
(500,000) birr.
N.B Bold and underline parts can be changed according to specific project
for items listed from (a) to (e).
(f) Bills of Quantities and Unit Rate

Bidders shall prepare Bills of Quantities and Unit Rate breakdown which
considers the trend of current construction market and it has to be apply
to on the project.
(g) Personal Dispatch Schedule, Construction Schedule, Methodology

Bidders shall prepare appropriate Personal Dispatch Schedule and
Construction Schedule using appropriate methodology.
(h) Quality control

Bidders shall explain about material quality control & methods properly
on site.
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(i) Technical comment

Bidders shall comment on the project technically.
(j) Field visit

Bidders shall undertake site visit and submit the field visit certificate/
letter/ memo which has a legal seal from district or Zone OIDA where the
project is located with its own expense. If not, bidders will be disqualified
from the bid.
(k) The others

A consistent history of litigation project or arbitration awards against
the bidders or any partner of a Joint Venture may result in
disqualification.
The figures for each of the partners of a joint venture shall be added
together to determine the Bidders compliance with the minimum
qualifying criteria in (a) and (e) above; however, for a joint venture to
qualify, each of its partners must meet at least 25 percent of minimum
criteria (a), (b), and (e) above for an individual Bidder, and the partner
in charge at least 40 percent of those minimum criteria. Failure to
comply with this requirement will result in rejection of the joint
ventures Bid.
Subcontractors experience and resources will not be taken into
account in determining the Bidders compliance with the qualifying
criteria.
(2) Allotment of technical point (point can be changed according to the

project before the bid announcement)
(a) Summary allotment of technical point (In the case of 70points for
technical point)
24
The summary for allotment of technical point is as the following table:

No Detailed Criteria Point Remarks
(a) Volume of construction work 10 points
(b) Similar Experience in Construction Works 10 Points
(c) Key personnel (Engineers) 15 points
(d) Major item of construction equipment 15 points
(e) Financial Status 2 points
(f) Bills of Quantities and Unite Rate 5 points
(g) Personal Dispatch Schedule, Construction 6 points
Schedule
(h) Quality Control 5 points
(i) Technical comment 2 points
Total 70 points
(b) Detail allotment of technical point

The detail for allotment of technical point is as the following table:
Table 1: (a) Volume of construction work Evaluation point; 10 points

No Description Point
1 Project cost more than 5,000,000.00 birr 10
2 New Bidders who have less than two year experience as
a contractor, and have direct irrigation duty experience 10
of at least 10 years in government office
3 Project Cost 2,000,000.00 to 5,000,000.00 birr 5
Table 2: (b) Similar Experience in Construction Works and performance

evaluation on another similar project Evaluation point; 10 points
1 Similar work of irrigation project and good performance
10
evaluation results
2 New Bidders who have less than two year experience as
a contractor, and have direct irrigation duty experience 10
of at least 10 years in government office
3 Similar work on another project and medium
5
performance evaluation result
25
Table 3: (c) Key personnel (Engineers) Evaluation point; 15 points

Required professional Required educational
Point
No Personnel back ground level
1 Project Engineering (Water Above Advanced Diploma 6
Manager related engineers) Advanced Diploma 3
2 Construction Construction Above Advanced Diploma 4
Engineer Engineer Advanced Diploma 2
3 Surveyor Surveyor Above Technical Diploma
3
or above level IV
Technical Diploma or
1.5
level IV
4 Construction Construction Forman Above 10+1 2
Forman 10+1 1
Table 4: (d) Major item of construction equipment Evaluation point; 15

points
Number of Point
No List of Equipment
Equipment Owned Leased
I. Essential equipment
1 Service vehicle More than 1 2 1
0 0 0
2 Damp Truck More than 3 3 2
2 2 1
1 1 0.5
0 0 0
3 Concert Mixer More than 2 2 1
1 1 0.5
0 0 0
4 Vibrator More than 1 1 0.5
0 0 0
5 Compactor More than 1 1 0.5
0 0 0
6 Set of Surveying More than 1 1.5 0.75
Instrument 0 0 0
7 Dewatering Pump More than 1 1 0.5
0 0 0
26
Number of Point
No List of Equipment
Equipment Owned Leased
II. Additional equipment
8 Crasher More than 1 0.5 0.25
0 0 0
9 Dozer D7 and above More than 1 1 0.5
0 0 0
10 Loader More than 1 1 0.5
0 0 0
11 Excavator More than 1 1 0.5
0 0 0
N.B Owned and leased without conformation ownership certificate, lease

agreement and important legal documents will not be considered (Should be
attached Trade license for leasing, VAT registration & other docs.)
Table 5: (e) Financial Status Evaluation point; 2 points

No Description Amount Point
1 Certified credit facility 500,000 birr and above 2
arrangement Less than 500,000 birr 0
Table 6: (f) Bills of Quantities and Unite Rate Evaluation point; 5 points
No Description Description Point
1 Bills of Quantities and Unite Comprehensible 5
Rate Incomprehensible 0
Table 7: (g) Personal Dispatch Schedule, Construction Schedule

Evaluation point; 6 points
Good Fair Below
1 Personal Dispatch Schedule 3 1.5 0
2 Construction Schedule 3 1.5 0
27
Table 8: (h) Quality Control Evaluation point; 5 points

No Description Rating (5%)
Good Fair Below
1 Practical methodology for quality control for 3 1.5 0
lean concrete, RCC, masonry, mortar , work
man ship & others Work Methodology &
Procedure
2 Materials on site for quality control (sieve, 2 1 0
slump test, measuring instruments &
others)
Table 9: (i) Technical comment Evaluation point; 2 points

No Description Rating (5%)
Good Fair Below
1 Constructive technical comment related to 2 1 0
this project
(c) Evaluation criteria for financial point (In the case of 30points for
financial point)
Lowest bidder gets 30 points. Other bidders get price point according
to below formula.
30 (Bid price Lowest bid price) / Lowest bid price 30

= Financial point
28
8. Inspection and evaluation
8.1 How to inspect
Inspector checks the constructed facilities with drawing, and measure.

Some error is allowable. And also he/she should check quality giving
shock by using small hammer.
At the present situation, almost contractors cant construct the facilities as
the drawing and bid document because they dont have capacities to do it,
in case of the achievement of purpose are expected and destruction of the
facilities are not expected, it is allowable. So Inspector has to fully
understand the purpose of the inspected facilities.
The reason of measure is taking data, confirming existing situation and
evaluation.
The inspection is carried out based on dimension control standard and
checking form of the construction control manual. The inspection is failed
when there is the matter less than the inspection standard.
After inspection, inspector gives letter to contractor for informing success
or failure.
There are the allowable errors we try to explain in Construction Control
Manual.
Inspection points for achievement of purpose are expected.
Item Inspection point Reason
Head work Weir crest elevation is higher than To get enough water level
design
Intake bed is higher than design To get enough water level
Intake size is enough To get enough water amount
Wall thickness is thicker than design Not to destruct
Wall height is higher than design Not to destruct
Weir body is bigger than design Not to destruct
Facilities are not broken by small Not to destruct
hammer
Canal Flow capacity is enough as a whole* To bring enough water amount
Wall thickness is thicker than design Not to destruct
Wall height is higher than design Not to destruct
Facilities are not broken by small Not to destruct
hammer
Pond Dam crest elevation is higher than design Not to destruct
Dam body is bigger than design Not to destruct
No leak at surface of dam back Not to destruct
29
*[Flow capacity is enough as a whole]

This means as below;
For example, below drawing is profile of canal.
It is same about total canal bed slope from A to B between the design
and the constructed. And also it is same wall height from A to B
including C between the design and the constructed.
But, the wall height for using water flow is only D at C. The part E of
wall is not used for water flow. So, Flow capacity is small at C and over
flow will happen.
In this case, it is difficult to find if inspector checks only canal wide and
wall height. At least each 50m bed level should be checked and water
capacities should be calculated.
8.2 Supplement of how to inspect
If the result of inspection is failure, the contractor should repair or

reconstruct.
Supervisor has to indicate to contractor how to deal with the problem.
At the present, the contractor of small scale irrigation project is weak in
construction management aspect and financial aspect. It is difficult to
reconstruct, so failure facilities will be left with no repair. This means the
input for construction will be wasted.
To avoid the failure at inspection is one of supervisors duties. So at
construction time, supervisor has to check and guide strictly for getting
success at inspection.
30
8.3 How to evaluate
Evaluation is needed for giving special treatment to good contractor and

eliminating the bad contractor. Result of evaluation is used at future bid.
The evaluation has to be done on quarterly basis.
Supervisor knows how the contractor did, supervisor evaluates the matter
of construction term, inspector knows only result of construction,
evaluates result.
This is reference of the evaluation as follows.
Evaluation point
Evaluator Evaluation point Allotment
Supervisor Construction system 5-3
Key person (Project manager and Site 10-9
manager)
Construction management 10-6
Term management 10-15
Safety 4-3
Relation with farmer and local 5-5
community
Dimension 5-5
Quality 5-3
Condition 50
Contrivance 40
Contribution to local area 20
Observance of the law 0-20
Inspector Construction management 5-2
Dimension 150
Quality 150
< Calculation formula >
Total point 0.5 + 50 (if result of inspection is success)
8.4 How to mark each evaluation item
The criterion for each evaluation item is next page.

It is automatically marking by selecting Good or Bad for almost item. But
there is some item to need arranging at Medium. Some of Medium has
marking range.
If Medium has range, evaluator marks by his/her consideration.
Evaluator has to explain the reason what he/she marked score.
31
(1) Construction system (Supervisor)

Content Good Medium Bad
Contact adress of key person was informed to supervisor 1 - -1

Communication with key person was possible any time 1 0 -1
Person for work of a day was prepared 1 0 -1
Contact adress of relation was always ready 1 - 0
Drawing was always ready at the site 1 - 0
(2) Key person (Supervisor)

Key person fully understood whole of Constuction works 1 0 -1

Communication with supervisor was good 1 0 -1
Key person fully understood situation of Constuction
1 0 -1
works
Key person fully understood drawing and bid document 1 0 -1
Key person asked subject at proper time 1 0 -1
Key person arranged labour and material etc. properly
1 0 -1
accoding to situation of constraction works.
Key person corresponded properly when there was
1 0 -1
difference between drawing and actual situation.
Contact adress of relation was always ready 1 - -1
Drawing was always ready at the site 1 - -1
Key person implemented construction with contrivance 1 - 0
(3) Construction management (Supervisor)

labour and material etc. were supplied properly 1 0 -1

Contrivance for good quality was done. 1 0 -1
Daily demension control was done 1 0 -1
Daily quality control was done 1 0 -1
Auto level was used daily 1 0 -1
Transit or totalstation was used for making location 1 - 0
The site was cleared up daily 1 - 0
Payment request was submited at proper time and properly 1 0 0
Drawing was always ready at the site 1 - -1
There is daily record 1 - 0
32
(4) Term management (Supervisor)

The schedule was made for finishing until dead line 1 0 -1

Above schedule was followed up 1 0 -1
The schedule was put up at the site 1 0 -1
Correspondence to conditon change and arrangement with
1 0 -1
farmer and local community was proper
There were proper holiday 1 0 -1
Construction works finished until dead line 5 - -5
Construction works didnt finish one month later than dead
-5 - 0
line
(5) Safety (Supervisor)

There were no accident someone had affter effect or dead 1 - -1

Instruction to labor for safety was done 1 - -1
Safety goods lile safety boots, helmet and globes were
1 0
supplied to labor
Correspondence to injured person was porper 1 - -1
(6) Relation with farmer and local community (Supervisor)

There was no trouble with farmer and local comminity 2 - -5

Arrangement with farmer and local comminity was done
1 - 0
positively
There was no complaint from farmer and local comminity 1 0
Correspondence to complanit was proper 1 - 0
(7) Dimension (Supervisor)

There is dimension control sheet(reffer to construction

1 - 0
management manual)
Invisible part was checked with supervisor 2 1 -5
Dimension error is within the limit of allowable errow(reffer
2 1 0
to construction management manual)
33
(8) Quarity (Supervisor)

There is certificate of material 1 - 0

There is no crack 1 1 0
Quarty control was done as bid document 3 1 -3
(9) Condition (Supervisor)

There was water at site like in the river with flow 1 - 0

Very soft ground like mud or Very hard ground like
1 - 0
hardrock
Including removal concrete structure 1 - 0
It was neccesary not to cut irrigation water 1 - 0
It was neccesary to change design accoding to deffernce 1 - 0
between drawing and actual situation.
(10) Contrivance (Supervisor)

Tool, equipment etc for construction 1 - 0

Temporary work like avoiding rework and improving
1 - 0
quarity
Construction plan like for shortening the term 1 - 0
Equipment for safety 1 - 0
(11) Contribution to local area (Supervisor)

Volunteer activity was done for local area 1 - 0

Local resource like worker, material and equipment was
1 - 0
used positively.
(12) Observance of the law (Supervisor)

Contracotr violate the law.

Contractor cancel the contract without proper reason -20 - 0
Contractor repoted false to supervisor
Contractor didnt comply with indication of letter by
-10 - 0
supervisor
34
(13) Construction management (Inspector)

There is Construction plan document 1 - 0

There is construction record. 1 - 0
Construction works was finished until dead line 1 - -1
There is construction system document 1 - -1
There is built drawing 1 - 0
(14) Dimension (Inspector)

There is dimension control sheet(reffer to construction

5 - 0
management manual)
Dimension error is within the limit of allowable
10 91 0
errow(reffer to construction management manual)
(15) Quality (Inspector)

There is certificate of material 5 41 0

There is no crack 2 1 0
There is no mark of repairing by palster at concrete
5 41 0
surface
Facility looks nice 3 21 0
8.5 Supplement of how to evaluate
Result of evaluation should be sent to OIDA.
35
Annex-1 Contents of agreement with farmer
1. Name of scheme
2. Name of Project
3. Purpose of Project
4. Contents and range of Project
5. Role of each concerned
(1) Government(Zone, district)
(2) WUA(Farmer)
6. The way of cost sharing
7. Structure of Project implementation
8. Structure of WUA
9. Agreement of Farmer
36
Annex-2
Irrigation Project Handover Format
Zone:
Woreda:
Name of the Project:
Name of the Contractor:
Stating Date:
Completion Date:
Total Cost of the Project:
1) OIDAs Share:
2) Community Share:
Transferred from: Received by:
Name of representative Name of representative
Job title (Position) Job title (Position)
Signature Signature
Date Date

37
SectionI
MajorpointsthatshouldbefilledbyWaterUsersAssociation.
1. Concerningofbeneficiariesandlandowner
a) Describedivisionofland(dividedornotdivided):

Ifthelandhasbeendivided,
a) Minimumareaofthelandperhousehold(ha):
b) Maximumareaofthelandperhousehold(ha):

2. SchemeAdministration
a) IsitundertheadministrationofWUA?(YesorNo):
IfitisundertheadministrationofWUA,pleasedescribethestrengthandweaknessofthebylaw.

b) Isitmanagedundercooperative? (YesorNo):
IfitisundertheadministrationofWUA,pleasedescribethestrengthandweaknessofthebylaw.

3. Describetheworkwhichneedsmoreexpansionandwhichneedsmodificationinfuture.

38
SectionII
ThisparthastobefilledbyOIDA.
DifferenttypesofconstructionswhicharetransferredtoWUA.
No. Description Remarks

1 ProjectName:
2 LocationoftheProject
2.1 Coordinateoftheproject:Northlatitude,Eastlongitude
2.2 ElevationofHeadworkweir:(ma.m.s.l)
2.3 Distance:FromZoneoffice(km),FromWoredaoffice(km)
3 WaterUsersAssociation
3.1 Numberofhousehold:Male,Female,Total
3.2 NumberofFamily:Male,Female,Total
3.3 Others:
4 CurrentStatusoftheproject
4.1 Designcommandarea(ha):
4.2 Baseflowdischargeindryseason(l/s):
4.3 DesignIntakedischarge(l/s):
5 DifferentIrrigationstructuresintheprojectarea
5.1 Weir(Headworks):,Typeofweir:
Pump:No.,KVA:
Pond:No.,Storagecapacity(m3):
5.2 Maincanal
5.2.1 Maincanal1:Earthencanal(km):,Linedcanal(km):
5.3 Secondarycanal
5.3.1 Secondary1:Earthencanal(km):,Linedcanal(km):
5.4 Tertiarycanal

39
No. Description Remarks

5.4.1 Tertiary1:Earthencanal(km):,Linedcanal(km):
5.5 Divisionbox:No.
5.6 DropStructure:No.
5.6.1 0.5mdepthdrop:No.
5.6.2 1.0mdepthdrop:No.
5.6.3 Inclineddrop:No. Type?
5.7 CheckStructure:No.
5.8 InvertedSiphon:No.
5.9 Chute:No.
5.10 Culvert:No.
5.10.1 CattleofFootpathSlub:No.
5.10.2 RoadCrossingorvehiclespath:No.
5.10.3 Drainage:No.
5.11 Turnout:No.
5.12 Flume:No.
5.13 Others:
6 DesignDocumentwithdrawing
6.1 Document:AvailableornotAvailable
6.2 Drawing:AvailableinNo.,NotavailableinNo.
7 OperationandMaintenancemanual
7.1 Manual:AvailableornotAvailable
8. GeneralconditionoftheProject
a) Fromtheprojectreceiver

b) Fromtheprojecttransferredbody

40
MajorResponsibilities
OromiaIrrigationDevelopmentAuthority(OIDA) WaterUsersAssociation(WUA)
TechnicalsupportofIrrigationwatersupplytothe Implementbylawsproperly
Users
ExtensionandAdministrationofIrrigaitonwater CollectO&Mfeeanduseproperlyforscheme
onthefarmland operationandmaintenance
Facilitationofcommunitymobilizationandfollow Implementproperwatermanagement
upandstrengthen
Accordingtotheruleoflanduse,guidetechnical ImplementproperOperationandmaintenance
supportifnecessary activitiestousewaterefficientlyandeffectively
andtousefacilitieslongperiodwithgood
condition(byfollowingOperationand
MaintenanceManual)
FollowingtheinstructionwhichisgivenbyOIDA
ReportingresultofmonitoringbyWUAtothe
concernedbody
41
Witnessofhandoveringtheproject
Witness;
1. FromWoredaIrrigaitonDevelopmentOffice
Name:
Position:
Signature:

2. FromZoneIrrigaitonDevelopmentOffice
Name:
Position:
Signature:

3. FromWoredacooperativeOffice
Name:
Position:
Signature:

4. FromZonecooperativeOffice
Name:
Position:
Signature:

42
Annex-3
The Federal Democratic Republic

Of Ethiopia
Standard Bidding Document (SBD)
For Procurement of Works
For National Competitive Biddings (NCB)
Public Procurement Agency (PPA)

January 2006
Addis Ababa
43
{Entity or Project Crest or Logo}
Federal Democratic Republic of Ethiopia
{Name of Procuring Entity and/or

Project}
Bidding Document
for the
Procurement of Works
Subject of Procurement
Procurement Reference Number
Procurement Method
Date of Issue of Bidding Document
Standard Bidding Document for the Procurement of Works issued by the PPA (Version 1, January 2006)
Document: Preface. File Ref: Wks-SBD-NCB-Preface
44
45
Bidding Document
Table of Contents
Part 1 - Bidding Procedures

Section 1 Instructions to Bidders
Section 2 Bid Data Sheet
Section 3 Evaluation and Qualification Criteria
Section 4 Bidding Forms
Section 5 Eligible Countries
Part 2 - Schedule of Requirements

Section 6(A) Scope of Works
Section 6(B) Technical Specifications
Section 6(C) Drawings
Section 6(D) Bills of Quantities (or Activities Schedule)
Part 3 - Contract
Section 7 General Conditions of Contract
Section 8 Special Conditions of Contract
Section 9 Contract Forms
46
Part 1
Part 1 Bidding Procedures
Section 1 Instructions to Bidders

Section 2 Bid Data Sheet
47
Part 2
Part 2 Schedule of Requirements

Section 6(D) Bills of Quantities (or Activity Schedule)
48
Part 3
Part 3 - Contract

49
Part 1: Section 1 Instructions to Bidders
Section 1: Instructions to Bidders

Table of Clauses
A. General .................................................................................................................................................... 2
1. Scope of Bid .............................................................................................................................................2
2. Source of Funds ........................................................................................................................................2
3. Eligible Bidders ........................................................................................................................................2
4. Qualification of the Bidder .......................................................................................................................3
5. One Bid per Bidder...................................................................................................................................4
6. Cost of Bidding ........................................................................................................................................4
7. Site Visit ...................................................................................................................................................4
B. Bidding Documents ................................................................................................................................ 4
8. Content of Bidding Documents ................................................................................................................4
9. Clarifications of Bidding Documents .......................................................................................................5
10. Amendments of Bidding Documents .......................................................................................................5
C. Preparation of Bids ................................................................................................................................ 5
11. Language of Bid .......................................................................................................................................5
12. Documents Comprising the Bid ...............................................................................................................5
13. Bid Prices .................................................................................................................................................6
14. Currencies of Bid and Payment ................................................................................................................6
15. Bid Validity ..............................................................................................................................................6
16. Bid Security ..............................................................................................................................................7
17. Alternative Proposals by Bidders .............................................................................................................7
18. Format and Signing of Bid .......................................................................................................................7
D. Submission of Bids.................................................................................................................................. 8
19. Sealing and Marking of Bids ....................................................................................................................8
20. Deadline for Submission of Bids ..............................................................................................................8
21. Late Bids ..................................................................................................................................................8
22. Withdrawal, Substitution and Modification of Bids .................................................................................8
E. Bid Opening and Evaluation ................................................................................................................. 9
23. Bid Opening .............................................................................................................................................9
24. Process to be Confidential ........................................................................................................................9
25. Clarification of Bids and Contacting the Employer .................................................................................9
26. Examination of Bids and Determination of Responsiveness .................................................................. 10
27. Correction of Errors................................................................................................................................ 10
28. Evaluation and Comparison of Bids ....................................................................................................... 10
29. Domestic Preference............................................................................................................................... 11
F. Award of Contract................................................................................................................................ 11
30. Award Criteria and Notification of Proposed Award ............................................................................. 11
31. Employers Right to Accept the Bid and to Reject any or all Bids ........................................................ 11
32. Notification of Award and Signing of Agreement ................................................................................. 11
33. Contract Security .................................................................................................................................... 12
34. Adjudicator ............................................................................................................................................. 12
35. Corrupt or Fraudulent Practices.............................................................................................................. 12
Document: Section 1. Page 1 of 13 File Ref: Wks-SBD-NCB-Section 1
50
Section I. Instructions to Bidders

A. General
1. Scope of Bid
1.1 The Employer indicated in the Special Conditions of Contract (SCC), invites bids for the
construction of Works, as described in Section 6, Schedule of Requirements. The subject and
procurement reference number are provided in the SCC.
1.2 The successful Bidder will be expected to complete the Works by the Intended Completion Date
specified in the SCC.
1.3 Throughout these Bidding Documents:

(a) The term Employer means Procuring Entity as defined in the Public Procurement
Proclamation; and
(b) The term Contractor means Supplier as defined in the Public Procurement Proclamation.
2. Source of Funds
2.1 The Employer indicated in the SCC has an approved budget towards the cost of the procurement
described in Section 6, Schedule of Requirements and intends to use these funds to cover
eligible payments under the Contract for the Works. Payments will be made directly by the
Employer and will be subject in all respects to the terms and conditions of the resulting contract
placed by the Employer.
3. Eligible Bidders
3.1 A bidder shall:
(a) Have the legal capacity to enter into a contract;
(b) Not be insolvent, in receivership, bankrupt or being wound up, not have had their business
activities suspended and not be the subject of legal proceedings for any of the foregoing; and
(c) Have fulfilled their obligations to pay taxes according to the laws of the Federal Democratic
Republic of Ethiopia.
3.2 Unless otherwise specified in the SBD, in order to demonstrate compliance with the criteria in
ITB Sub-Clause 3.1, a Bidder shall submit with its Bid either:
(a) In the case of Ethiopian Bidders only, its certificate of registration from the mandated public
body specified in the SBD demonstrating its registered contractor status; or
(b) Appropriate documentary evidence demonstrating its compliance, which shall include:.
(i) Its trading licence and suppliers registration certificate
(ii) Its tax clearance certificate and VAT registration, if required; and
(iii) Any relevant professional practice certificates.
3.3 A bidder shall be required to obtain a certificate of registration from the mandated public body
referred to in ITB Sub-Clause 3.2, demonstrating registered contractor status, as a condition of
contract award.
3.4 Bidding is open to all bidders from eligible countries as defined in Section 5, Eligible Countries.
Any materials, equipment and services to be used in the performance of the Contract shall have
their origin in an eligible country, as defined in Section 5, Eligible Countries.
51
3.5 All bidders shall provide in Section 4, Bidding Forms, a statement that the Bidder (including all
members of a joint venture and subcontractors) is not associated, nor has been associated in the
past, directly or indirectly, with the consultant or any other entity that has prepared the design,
specifications, and other documents for the Project or being proposed as Engineer for the
Contract. A firm that has been engaged by the Employer to provide consulting services for the
preparation or supervision of the Works, and any of its affiliates, shall not be eligible to bid.
3.6 Government-owned enterprises in the Federal Democratic Republic of Ethiopia may only
participate if they are legally and financially autonomous, operate under commercial law, and
are not a dependent agency to the Employer.
3.7 A Bidder that has been debarred from participating in public procurement in accordance with
ITB Sub-Clause 35.1(c), at the date of the deadline for bid submission or thereafter, shall be
disqualified.
4. Qualification of the Bidder
4.1 All bidders shall provide in the Qualification Information Form in Section 4, Bidding Forms, a
preliminary description of the proposed work method and schedule, including drawings and
charts, as necessary.
4.2 In the event that prequalification of potential bidders has been undertaken, only bids from
prequalified bidders will be considered for award of Contract. These qualified bidders should
submit with their bids any information updating their original prequalification applications or,
alternatively, confirm in their bids that the originally-submitted prequalification information
remains essentially correct as of the date of bid submission. The update or confirmation should
be provided in the Qualification Information Form in Section 4, Bidding Forms.
4.3 If the Employer has not undertaken prequalification of potential bidders, all bidders shall include
the following information and documents with their bids, using the Qualification Information
Form in Section 4, Bidding Forms, unless otherwise stated in Section 3, Evaluation and
Qualification Criteria:
(a) Copies of original documents defining the constitution or legal status, place of registration, and
principal place of business or a copy of the Bidders registration certificate where such
documents have been provided to obtain registered contractor status; written power of attorney
of the signatory of the Bid to commit the Bidder;
(b) Total monetary value of construction work performed for each of the last five years;
(c) Experience in works of a similar nature and size for each of the last five years, and details of
work under way or contractually committed; and clients who may be contacted for further
information on those contracts;
(d) Major items of construction equipment proposed to carry out the Contract;
(e) Qualifications and experience of key site management and technical personnel proposed for the
Contract;
(f) Reports on the financial standing of the Bidder, such as profit and loss statements and auditors
reports for the past five years;
(g) Evidence of adequacy of working capital for this Contract (access to line(s) of credit and
availability of other financial resources);
(h) Authority to seek references from the Bidders bankers;
(i) Information regarding any litigation, current or during the last five years, in which the Bidder is
involved, the parties concerned, and disputed amount; and
52
(j) Proposals for subcontracting components of the Works amounting to more than 10 percent of
the Contract Price.
4.4 Bids submitted by a joint venture of two or more firms as partners shall comply with the
following requirements, unless otherwise stated in Section 3, Evaluation and Qualification
Criteria:
(a) The Bid shall include all the information listed in Sub-Clause 4.3 above for each joint venture
partner;
(b) The Bid shall be signed so as to be legally binding on all partners;
(c) All partners shall be jointly and severally liable for the execution of the Contract in accordance
with the Contract terms;
(d) One of the partners will be nominated as being in charge, authorized to incur liabilities, and
receive instructions for and on behalf of any and all partners of the joint venture; and
(e) The execution of the entire Contract, including payment, shall be done exclusively with the
partner in charge.
4.5 To qualify for award of the Contract, bidders shall meet the minimum qualifying criteria
specified in Section 3, Evaluation and Qualification Criteria.
4.6 Bidders applying for eligibility for a margin of preference in bid evaluation, shall supply all
information to satisfy the criteria for eligibility as described in Section 3, Evaluation and
Qualification Criteria.
5. One Bid per Bidder
5.1 Each Bidder shall submit only one Bid, either individually or as a partner in a joint venture. A
Bidder who submits or participates in more than one Bid (other than as a subcontractor or in
cases of alternatives that have been permitted or requested) will cause all the proposals with the
Bidders participation to be disqualified.
6. Cost of Bidding
6.1 The Bidder shall bear all costs associated with the preparation and submission of his Bid.
7. Site Visit
7.1 The Bidder, at the Bidders own responsibility and risk, is encouraged to visit and examine the
Site of Works and its surroundings and obtain all information that may be necessary for
preparing the Bid and entering into a contract for construction of the Works. The costs of
visiting the Site shall be at the Bidders own expense and the Employer will in no case be
responsible or liable for those costs.
7.2 Details of any Pre-Bid Meeting or Site Visit to be held by the Employer are given in the BDS.
B. Bidding Documents
8. Content of Bidding Documents
8.1 The set of bidding documents comprises the documents listed in the table below and addenda
issued in accordance with Clause 10:
PART 1 Bidding Procedures
Section 1 Instructions to Bidders (ITB)
Section 2 Bid Data Sheet (BDS)
53

PART 2 Schedule of Requirements
Section 6(D) Bills of Quantities (or Activity Schedule)
PART 3 Contract
Section 7 General Conditions of Contract (GCC)
Section 8 Special Conditions of Contract (SCC)
9. Clarification of Bidding Documents

9.1 According to the proclamation a candidate Bidder requiring any clarification of the bidding
documents may notify the Employer in writing at the Employer's address indicated in the BDS.
The Employer will respond to any request for clarification received earlier than 10 days prior to
the deadline for submission of bids. Copies of the Employer's response will be forwarded to all
purchasers of the bidding documents, including a description of the inquiry, but without
identifying its source.
10. Amendment of Bidding Documents
10.1 Before the deadline for submission of bids, the Employer may modify the bidding documents by
issuing addenda.
10.2 Any addendum thus issued shall be part of the bidding documents and shall be communicated in
writing to all purchasers of the bidding documents. Prospective bidders shall acknowledge
receipt of each addendum in writing to the Employer.
10.3 To give prospective bidders reasonable time in which to take an addendum into account in
preparing their bids, the Employer shall extend, as necessary, the deadline for submission of
bids, in accordance with Sub-Clause 20.2 below.
C. Preparation of Bids
11. Language of Bid
11.1 All documents relating to the Bid shall be in English. Any printed literature furnished by the
Bidder may be written in another language, as long as such literature is accompanied by a
translation of its pertinent passages into English; in which case, for purposes of interpretation of
the Bid, the translation shall govern.
12. Documents Comprising the Bid
12.1 The Bid submitted by the Bidder shall comprise the following, in the format indicated in Section
4, Bidding Forms, where appropriate:
(a) Bid Submission Form;
(b) Bid Security;
(c) Priced Bill of Quantities or Activity Schedule;
(d) Qualification Information Form and Documents and the documents evidencing eligibility in
accordance with ITB Sub-Clause 3.2;
54
(e) Alternative offers where invited; and

(f) Any other document or information required to be completed and submitted by bidders, as
specified in the BDS.
13. Bid Prices
13.1 The Contract will be an Admeasurement or Lump Sum Contract, as indicated in the BDS.
13.2 The Contract shall be for the whole Works, as described in ITB Sub-Clause 1.1, based on the:
(a) Priced Bill of Quantities submitted by the Bidder in the case of an Admeasurement Contract;
or
(b) Priced Activity Schedule submitted by the Bidder in the case of a Lump Sum Contract.
13.3 The Bidder shall fill in rates and prices for all items of the Works described in the Bill of
Quantities (or in the case of a lump sum contract, for all items of the Works described in the
drawings and specifications and listed in the Activity Schedule). Items for which no rate or price
is entered by the Bidder will not be paid for by the Employer when executed and shall be
deemed covered by the other rates and prices in the Bill of Quantities or Activity Schedule. If so
specified in the BDS, the Bidder shall provide a breakdown of rates and prices, showing
equipment, materials and labour, for all items whose cost is greater than the percentage of the
Bid Price specified in the BDS.
13.4 All duties, taxes, and other levies payable by the Contractor under the Contract, or for any other
cause, as of the date 28 days prior to the deadline for submission of bids, shall be included in the
rates, prices and total Bid price (or in the case of a lump sum contract, in the total bid price)
submitted by the Bidder.
13.5 The rates and prices (or in the case of a lump sum contract, the lump sum price) quoted by the
Bidder shall be subject to adjustment during the performance of the Contract if provided for in
Clause 47 of the Conditions of Contract. The Bidder shall submit with the Bid all the
information required under Clause 47 of the Conditions of Contract.
14. Currencies of Bid and Payment
14.1 The unit rates and prices (or in the case of a lump sum contract, the lump sum price) shall be
quoted by the Bidder entirely in Ethiopian Birr and shall be paid in Ethiopian Birr only.
15. Bid Validity
15.1 Bids shall remain valid for the period specified in the BDS.
15.2 In exceptional circumstances, the Employer may request that the bidders extend the period of
validity for a specified additional period. The request and the bidders responses shall be made
in writing. A Bidder may refuse the request without forfeiting the Bid Security. A Bidder
agreeing to the request will not be required or permitted to otherwise modify the Bid, but will be
required to extend the validity of Bid Security for the period of the extension, and in compliance
with Clause 16 in all respects.
15.3 In the case of contracts in which the Contract Price is fixed (not subject to price adjustment), if
the period of bid validity is extended beyond 60 days, the amount payable to the Bidder selected
for award, shall be increased by applying the factor specified in the BDS or in the request for
extension, for the period of delay beyond 60 days after the expiry of the initial bid validity, up to
the notification of award. Bid evaluation will be based on the Bid prices without taking the
above correction into consideration.
55
16. Bid Security

16.1 The Bidder shall furnish, as part of the Bid, a Bid Security in original form in Ethiopian Birr in
the amount specified in the BDS.
16.2 The Bid Security shall, at the Bidders option, be in the form of cash, a certified cheque or
payable order, bank draft, letter of credit, or an unconditional bank guarantee. Securities issued
by foreign banks or financial institutions shall be counter-guaranteed by an Ethiopian bank. The
format of the Bid Security should be in accordance with the form of Bid Security included in
Section 4, Bidding Forms or another form acceptable to the Employer. Bid Security shall be
valid for 28 days beyond the validity of the Bid.
16.3 Any bid not accompanied by an acceptable Bid Security shall be rejected by the Employer. The
Bid Security of a joint venture must define as bidder all joint venture partners and list them in
the following manner: a joint venture consisting of ______, ______, and ______.
16.4 The Bid Security of unsuccessful bidders will be returned within one week after concluding the
contract and after a contract security has been furnished by the successful Bidder.
16.5 The Bid Security of the successful Bidder will be discharged when the Bidder has signed the
contract and furnished the required Contract Security.
16.6 The Bid Security may be forfeited:

(a) If the Bidder withdraws the Bid after Bid opening during the period of Bid validity;
(b) If the Bidder does not accept the correction of the Bid price, pursuant to Clause 27; or
(c) In the case of a successful Bidder, if the Bidder fails within the specified time limit to:
(i) Sign the contract; or
(ii) Furnish the required Contract Security.
17. Alternative Proposals by Bidders
17.1 Bidders shall submit offers that comply with the requirements of the bidding documents,
including the basic technical design as indicated in the drawings and specifications. Alternatives
will not be considered, unless specifically allowed in the BDS.
18. Format and Signing of Bid
18.1 The Bidder shall prepare one original of the documents comprising the Bid as described in
Clause 12 of these Instructions to Bidders, bound with the volume containing the Bid
Submission Form, and clearly marked "ORIGINAL." In addition, the Bidder shall submit copies
of the Bid, in the number specified in the BDS, and clearly marked as "COPIES." In the event of
discrepancy between them, the original shall prevail.
18.2 The original and all copies of the Bid shall be typed or written in indelible ink and shall be
signed by a person or persons duly authorized to sign on behalf of the Bidder, pursuant to Sub-
Clauses 4.3(a) or 4.4(b), as the case may be. All pages of the Bid where entries or amendments
have been made shall be initialled by the person or persons signing the Bid.
18.3 The Bid shall contain no alterations or additions, except those to comply with instructions issued
by the Employer, or as necessary to correct errors made by the Bidder, in which case such
corrections shall be initialled by the person or persons signing the Bid.
56
18.4 The Bidder shall furnish information as described in the Bid Submission Form on commissions
or gratuities, if any, paid or to be paid to agents relating to this Bid, and to contract execution if
the Bidder is awarded the contract.
D. Submission of Bids
19. Sealing and Marking of Bids
19.1 The Bidder shall seal the original and all copies of the Bid in two inner envelopes and one outer
envelope, duly marking the inner envelopes as ORIGINAL and COPIES.
19.2 The inner and outer envelopes shall:

(a) Be addressed to the Employer at the address provided in the BDS;
(b) Bear the name and procurement reference number of the Contract as defined in the SCC; and
(c) Provide a warning not to open before the specified time and date for Bid opening as defined in
the BDS.
19.3 In addition to the identification required in Sub-Clause 19.2, the inner envelopes shall indicate
the name and address of the Bidder to enable the Bid to be returned unopened in case it is
declared late, pursuant to Clause 21.
19.4 If the outer envelope is not sealed and marked as above, the Employer will assume no
responsibility for the misplacement or premature opening of the Bid.
20. Deadline for Submission of Bids
20.1 Bids shall be delivered to the Employer at the address specified in ITB Sub-Clause 19.2(c)
above no later than the time and date specified in the BDS.
20.2 The Employer may extend the deadline for submission of bids by issuing an amendment in
accordance with Clause 10, in which case all rights and obligations of the Employer and the
bidders previously subject to the original deadline will then be subject to the new deadline.
21. Late Bids
21.1 Any Bid received by the Employer after the deadline prescribed in Clause 20 will be returned
unopened to the Bidder.
22. Withdrawal, Substitution and Modification of Bids
22.1 Bidders may withdraw, substitute or modify their bids by giving notice in writing before the
deadline prescribed in Clause 20.
22.2 Each Bidders withdrawal, substitution or modification notice shall be prepared, sealed, marked,
and delivered in accordance with Clauses 18 and 19, with the outer and inner envelopes
additionally marked WITHDRAWAL, SUBSTITUTION or MODIFICATION as
appropriate. The corresponding substitution or modification of the bid must accompany the
written notice.
22.3 No Bid shall be modified after the deadline for submission of Bids.
22.4 Withdrawal of a Bid between the deadline for submission of bids and the expiration of the
period of Bid validity specified in the BDS or as extended pursuant to Sub-Clause 15.2 may
result in the forfeiture of the Bid Security pursuant to Clause 16.
22.5 Bidders may only offer discounts to, or otherwise modify the prices of their bids by submitting
57
Bid substitutions or modifications in accordance with this clause, or included in the original Bid
submission.
E. Bid Opening and Evaluation

23. Bid Opening
23.1 The Employer will open the bids, including substitutions and modifications made pursuant to
Clause 22, in the presence of the bidders' representatives who choose to attend at the time and in
the place specified in the BDS.
23.2 Envelopes marked "WITHDRAWAL" shall be opened and read out first. Bids for which an
acceptable notice of withdrawal has been submitted pursuant to Clause 22 shall not be opened.
Next, envelopes marked SUBSTITUTION shall be opened and read out and exchanged with
the corresponding bid being substituted, and the substituted bid shall not be opened, but returned
to the Bidder. . No bid substitution shall be permitted unless the corresponding substitution
notice contains a valid authorization to request the substitution and is read out at bid opening.
Envelopes marked MODIFICATION shall be opened and read out with the corresponding bid.
No bid modification shall be permitted unless the corresponding modification notice contains a
valid authorization to request the modification and is read out at bid opening.
23.3 The bidders' names, the Bid prices, the total amount of each Bid and of any alternative Bid (if
alternatives have been requested or permitted), any discounts, Bid modifications and
withdrawals, the presence or absence of Bid Security, will all be announced by the Employer at
the bid opening. Further, any such other details as the Employer may consider appropriate, will
also be announced.
23.4 Bids, substitutions or modifications that are not opened and read out at bid opening shall not be
considered for further evaluation, irrespective of the circumstances. In particular, any discount
offered by a Bidder which is not read out at bid opening shall not be considered further.
23.5 The Employer will prepare minutes of the Bid opening, including the information disclosed to
those present in accordance with Sub-Clause 23.3.
23.6 No bid will be rejected at bid opening except for late bids, which will be returned unopened to
the bidder, pursuant to ITB Clause 21.
24. Process to be Confidential
24.1 Information relating to the examination, clarification, evaluation and comparison of bids and
recommendations for the award of a contract shall not be disclosed to bidders or any other
persons not officially concerned with such process until the award to the successful Bidder has
been announced. Any effort by a Bidder to influence the Employers processing of bids or award
decisions may result in the rejection of his Bid.
25. Clarification of Bids and Contacting the Employer
25.1 To assist in the examination, evaluation and comparison of bids, the Employer may, at the
Employers discretion, ask any Bidder for clarification of the Bidders Bid, including
breakdowns of unit rates (or in the case of a lump sum contract, the prices in the Activity
Schedule). The request for clarification and the response shall be in writing, but no change in the
price or substance of the Bid shall be sought, offered, or permitted except as required to confirm
the correction of arithmetic errors discovered by the Employer in the evaluation of the bids in
accordance with Clause 27.
25.2 Subject to sub-clause 25.1 no Bidder shall contact the Employer on any matter relating to its bid
from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to
58
bring additional information to the notice of the Employer, it should do so in writing.
25.3 Any effort by the Bidder to influence the Employer in the Employer's bid evaluation, bid
comparison or contract award decisions may result in the rejection of the Bidder's bid.
26. Examination of Bids and Determination of Responsiveness
26.1 Prior to the detailed evaluation of bids, the Employer will determine whether each Bid (a) meets
the eligibility criteria defined in ITB Clause 3; (b) has been properly signed; (c) is accompanied
by the required securities; and (d) is substantially responsive to the requirements of the bidding
documents.
26.2 A substantially responsive Bid is one, which conforms to all the terms, conditions, and
specifications of the bidding documents, without material deviation or reservation. A material
deviation or reservation is one (a) which affects in any substantial way the scope, quality, or
performance of the Works; (b) which limits in any substantial way, inconsistent with the bidding
documents, the Employers rights or the Bidders obligations under the Contract; or (c) whose
rectification would affect unfairly the competitive position of other bidders presenting
substantially responsive bids.
26.3 If a Bid is not substantially responsive, it will be rejected by the Employer, and may not
subsequently be made responsive by correction or withdrawal of the nonconforming deviation or
reservation.
27. Correction of Errors
27.1 Bids determined to be substantially responsive will be checked by the Employer for any
arithmetic errors.
27.2 In the case of admeasurements contracts, errors will be corrected by the Employer as follows:
(a) If there is a discrepancy between the unit price and the total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the total price shall be
corrected, unless in the opinion of the employer there is an obvious misplacement of the
decimal point in the unit price, in which case the total price as quoted shall govern and the
unit price shall be corrected;
(b) If there is an error in a total corresponding to the addition or subtraction of subtotals, the
subtotals shall prevail and the total shall be corrected; and
(c) If there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (a) and (b) above.
27.3 In the case of admeasurements contracts, the amount stated in the Bid will be adjusted by the
Employer in accordance with the above procedure for the correction of errors and, with the
concurrence of the Bidder, shall be considered as binding upon the Bidder. If the Bidder does
not accept the corrected amount, the Bid will be rejected, and the Bid Security may be forfeited
in accordance with Sub-Clause 16.6(b).
27.4 In the case of lump sum contracts, if there is a discrepancy between the words and figures, the
amount in words shall prevail.
28. Evaluation and Comparison of Bids
28.1 The Employer will evaluate and compare only the bids determined to be substantially responsive
in accordance with Clause 26.
59
28.2 In evaluating the bids, the Employer will determine for each Bid the evaluated Bid price by
adjusting the Bid price as follows:
(a) Making any correction for errors pursuant to Clause 27;
(b) Excluding provisional sums and the provision, if any, for contingencies in the Bill of Quantities
or Activity Schedule, but including Day work, where priced competitively;
(c) Making an appropriate adjustment for any other acceptable variations, deviations, or alternative
offers submitted in accordance with Clause 17; and
(d) Making appropriate adjustments to reflect discounts or other price modifications offered in
accordance with Sub-Clause 22.5.
28.3 The Employer reserves the right to accept or reject any variation, deviation, or alternative offer.
Variations, deviations, and alternative offers and other factors which are in excess of the
requirements of the bidding documents or otherwise result in unsolicited benefits for the
Employer will not be taken into account in Bid evaluation.
28.4 The estimated effect of any price adjustment conditions under Clause 47 of the Conditions of
Contract, during the period of implementation of the Contract, will not be taken into account in
Bid evaluation.
29. Domestic Preference
29.1 No margin of preference shall apply.
F. Award of Contract
30. Award Criteria and Notification of Proposed Award
30.1 Subject to Clause 31, the Employer will award the Contract to the Bidder whose Bid has been
determined to be substantially responsive to the bidding documents and who has offered the
lowest evaluated Bid price, provided that such Bidder has been determined to be (a) eligible in
accordance with the provisions of Clause 3, and (b) qualified in accordance with the provisions
of Clause 4.
30.2 Prior to expiry of the period of bid validity, the Employer shall notify all Bidders in writing of
the successful bid, but this notification shall not constitute a contract award. This notification
shall be made at least five working days prior to the award of contract in accordance with ITB
Clause 32.
31. Employers Right to Accept any Bid and to /or Reject any or all Bids
31.1 Notwithstanding Clause 30, the Employer reserves the right to accept or reject any Bid, and to
cancel the bidding process and reject all bids, at any time prior to the award of Contract, without
thereby incurring any liability to the affected Bidder or bidders or any obligation to inform the
affected Bidder or bidders of the grounds for the Employers action.
32. Notification of Award and Signing of Agreement
32.1 The Bidder whose Bid has been accepted will be notified of the award in writing by the
Employer prior to expiration of the Bid validity period and following the elapse of the
notification period in accordance with ITB Sub-Clause 30.2. This notification (hereinafter and in
the Conditions of Contract called the "Letter of Acceptance") will state the sum that the
Employer will pay the Contractor in consideration of the execution, completion, and
maintenance of the Works by the Contractor as prescribed by the Contract (hereinafter and in the
Contract called the "Contract Price").
60
32.2 The notification of award will constitute the formation of the Contract, subject to the Bidder
furnishing the Contract Security in accordance with Clause 33 and signing the contract in
32.3 The contract will incorporate all agreements between the Employer and the successful Bidder. It
will be signed by the Employer and sent to the successful Bidder following the notification of
award. Within 15 days of receipt, the successful Bidder will sign the contract and deliver it to the
Employer.
33. Contract Security
33.1 Within 15 days after receipt of the Letter of Acceptance, the successful Bidder shall deliver to
the Employer a Contract Security in the form of a Bank Guarantee, or in the case of Ethiopian
contractors only, in the form of a Performance Bond, in the amount and denominated in the type
and proportions of currencies specified in the Conditions of Contract.
33.2 Contract Securities issued by foreign banks or financial institutions shall be counter-guaranteed
by an Ethiopian bank.
33.3 Failure of the successful Bidder to comply with the requirements of Sub-Clause 33.1 shall
constitute sufficient grounds for cancellation of the award and forfeiture of the Bid Security.
34. Adjudicator
34.1 The Employer proposes the person named in the BDS to be appointed as Adjudicator under the
Contract, at an hourly fee specified in the BDS, plus reimbursable expenses. If the Bidder
disagrees with this proposal, the Bidder should so state in the Bid. If, in the Notice of
Acceptance, the Employer has not agreed on the appointment of the Adjudicator, the
Adjudicator shall be appointed by the Appointing Authority designated in the SCC at the request
of either party.
34.2 The Adjudicator shall act as an impartial expert to resolve disputes between the Parties as
rapidly and economically as is reasonably possible. Unless otherwise specified in the contract or
in any applicable rules for adjudication:
(a) The Adjudicators role may include, but not be limited to, requiring and examining any relevant
documents and written statements, making site visits, using his own specialist knowledge and
holding a hearing; and
(b) The Adjudicators decision shall reflect the legal entitlements of the Parties and his fair and
reasonable view of how the dispute should be resolved.
35. Corrupt or Fraudulent Practices
35.1 The Government of the Federal Democratic Republic of Ethiopia (hereinafter called the
Government) requires that Employers, as well as Bidders and Contractors under government-
financed contracts, observe the highest standard of ethics during the procurement and execution
of such contracts. In pursuance of this policy, the Government:
(a) Defines, for the purposes of this provision, the terms set forth below as follows:
(i) "Corrupt practice" means the offering, giving, receiving or soliciting, directly or
indirectly, of anything of value to influence the action of a public official in the
procurement process or in contract execution;
(ii) "Fraudulent practice" means a misrepresentation or omission of facts in order to
influence a procurement process or the execution of a contract;
(iii) Collusive practices means a scheme or arrangement between two or more
61
Bidders, with or without the knowledge of the Employer, designed to establish

prices at artificial, noncompetitive levels; and
(iv) Coercive practices means harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in a procurement process,
or affect the execution of a contract.
(b) Will reject a recommendation for award if it determines that the Bidder recommended for
award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive
practices in competing for the contract in question;
(c) Will debar a Bidder from participation in public procurement for a specified period of time if
it at any time determines that the firm has engaged in corrupt, fraudulent, collusive or
coercive practices in competing for, or in executing, a contract.
35.2 Furthermore, Bidders shall be aware of the provision stated in sub-clause 59.2 of the General
Conditions of Contract.
35.3 Any Bidder may seek administrative review, in accordance with Section 51 of the Public
Procurement Proclamation, of an act or omission by an Employer, which it considers to be in
breach of the Proclamation. Any application for review must be submitted in writing to the head
of the Employer, within five working days from the date the Bidder knew, or should have
known, of the circumstances giving rise to the complaint. If the head of the Employer does not
issue a decision within fifteen days, or the Bidder is not satisfied with the decision, the Bidder
may submit a complaint to the Public Procurement Agency.
62
Part 1: Section 2 Bid Data Sheet
Section 2. Bid Data Sheet

Instructions to
Bidders (ITB) Data relevant to ITB
reference
A. General
ITB 3.2 A Bidder shall submit with its bid the documentary evidence specified in
ITB Clause 3.2.
The documentary evidence required shall be amended as follows:
ITB 3.2(a) The mandated public body for the registration of contractors is:
ITB 7.2 The Employer __________ hold a pre-bid meeting.
If a pre-bid meeting is being held, it shall take place at:
Location:
Date:
Time:
The Employer __________ hold a site visit.
If a site visit is being held, it shall take place at:
Location:
Date:
Time:
ITB 9.1 For clarification purposes only, the Employers address is:
Attention:
Street Address:
Floor/Room number:
Town/City:
PO Box No/Postal Code:
Country:
Telephone:
Facsimile number:
Electronic mail address:
63
Instructions to
reference
ITB 12.1 (f) The Bidder shall submit with its bid the following additional documents or
information:
ITB 13.1 The Contract is an Admeasurement/Lump Sum Contract.
ITB 13.3 The Bidder __________ provide a breakdown of rates and prices [for all
items whose cost is greater than _____% of the Bid Price].
ITB 15.1 Bids shall remain valid for ____________________________days.
ITB 15.3 The adjustment of Bid price shall be calculated on the basis of an annual
increase of __________ percent.
ITB 16.1 The amount of the bid security shall be ETB __________.
ITB 17.1 Alternative proposals to the requirements of the bidding documents

__________ be permitted with respect to ____________________________.
ITB 18.1 In addition to the original of the bid, the number of copies is:
ITB 19.2(a) For bid submission purposes only, the Employers address is :
Attention:
Street Address:
Floor/Room number:
Town/City:
PO Box No/Postal Code:
Country:
ITB 20.1 The deadline for bid submission is:
Date:
Time:
ITB 23.1 The bid opening shall take place at:

Street Address:
Floor/Room number:
64
Instructions to
reference
Town/City:
Country:
Date:
Time:
ITB 34.1 The Adjudicator proposed by the Employer is ______________.
The hourly fee for this proposed Adjudicator shall be __________.
The biographical data of the proposed Adjudicator is as attached to this Bid

Data Sheet.
65
Part 1: Section 3 Evaluation and Qualification Criteria
Section 3. Evaluation and Qualification Criteria

This section, read in conjunction with Section 1, Instructions to Bidders and Section 2, Bid
Data Sheet, contains all the factors, methods and criteria that the Employer shall use to
evaluate a bid and determine whether a bidder has the required qualifications. No other
factors, methods or criteria shall be used.
1. Qualification Criteria
The information required from bidders in ITB Sub-Clause 4.3 is modified as follows:
The requirements for joint ventures in ITB Sub-Clause 4.4 are modified as follows:
To qualify for award of the Contract, in accordance with ITB Sub-Clause 4.5, bidders shall
meet the minimum qualifying criteria:
(a) Average annual volume of construction work over the past _____ of at least
__________;
(b) Experience as prime contractor in the construction of at least _____ works of a nature
and complexity equivalent to the Works over the last _____ years (to comply with this
requirement, works cited should be at least 70 percent complete);
(c) Proposals for the timely acquisition (own, lease, hire, etc.) of the following essential
equipment: __________;
(d) Personnel with the following qualifications and experience: __________;
(e) Liquid assets and/or credit facilities, net of other contractual commitments and
exclusive of any advance payments which may be made under the Contract, of no less
than ________;
A consistent history of litigation or arbitration awards against the Applicant or any partner of
a Joint Venture may result in disqualification.
The figures for each of the partners of a joint venture shall be added together to determine the
Bidders compliance with the minimum qualifying criteria in (a) and (e) above; however, for
a joint venture to qualify, each of its partners must meet at least 25 percent of minimum
criteria (a), (b), and (e) above for an individual Bidder, and the partner in charge at least 40
percent of those minimum criteria. Failure to comply with this requirement will result in
rejection of the joint ventures Bid.
Subcontractors experience and resources will not be taken into account in determining the
Bidders compliance with the qualifying criteria.
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Part 1: Section 4 Bidding Forms
Section 4. Bidding Forms

List of Forms
Bid Submission Form
Priced Schedules
Bid Security Form (Bank Guarantee)
Qualification Information Form
Note: All forms shown the information to be completed by the Bidder in bold in square
brackets e.g. [insert date] etc.
67
Note to Bidders: This Bid Submission Form should be on the letterhead of the Bidder and should be
signed by a person with the proper authority to sign documents that are binding on the Bidder. If the
Bidder objects to the Adjudicator proposed by the Employer in the bidding documents, he should so state
in his Bid, and present an alternative candidate, together with the candidates daily fees and
biographical data, in accordance with Clause 34 of the Instructions to Bidders.
Bid Submission Form

Date: [insert date]
Procurement Reference No.: [insert procurement reference number]
Page [insert page number] of [insert total number of pages] pages
To: [insert complete name of Employer]
We, the undersigned, declare that:
(a) We have examined and have no reservations to the Bidding Documents, including Addenda
No.: [insert the number and issuing date of each Addenda];
(b) We offer to execute the [insert the name and procurement reference number of the
Contract] in conformity with the Bidding Documents for the Contract Price of [insert
amount in numbers and words] Ethiopian Birr, excluding any discounts offered at (d)
below;
(c) The advance payment required is Ethiopian Birr:
(d) The discounts offered and the methodology for their application are:
Unconditional Discounts. If our bid is accepted, the following discounts shall apply.
[Specify in detail each discount offered and the specific item to which it applies.]
Methodology of Application of the Discounts. The discounts shall be applied using the
following method: [Specify in detail the method that shall be used to apply the
discounts];
Conditional Discounts. If our bid(s) are accepted, the following discounts shall apply.
[Specify in detail each discount offered and the specific item to which it applies.]
Methodology of Application of the Discounts. The discounts shall be applied using the
following method: [Specify in detail the method that shall be used to apply the
discounts];
(e) Our bid shall be valid for a period of [specify the number of days that the bid is valid for]
calendar days from the date fixed for the bid submission deadline in accordance with ITB
Sub-Clause 20.1, and it shall remain binding upon us and may be accepted at any time before
the expiration of that period;
(f) We, including any subcontractors or suppliers for any part of the contract, have nationality
from the following eligible countries: [insert the nationality of the Bidder, including that
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of all parties that comprise the Bidder, if the Bidder is a JV, and the nationality each
subcontractor and supplier]
(g) We have no conflict of interest in accordance with ITB Sub-Clause 3.2;
(h) Our firm, its affiliates or subsidiariesincluding any subcontractors or suppliers for any part
of the contracthas not been debarred from participation in public procurement by the
Government of the Federal Democratic Republic of Ethiopia, in accordance with ITB Sub-
Clause 3.4;
(i) We have read and understood the provisions on fraud and corruption in ITB Clause 35 and
we undertake to abide by the Code of Ethical Conduct for Bidders during the procurement
process and the execution of any resulting contract;
(j) We understand that this bid, together with your written acceptance thereof included in your
notification of award, shall constitute a binding contract between us, until a formal contract
is prepared and executed.
(k) We understand that you are not bound to accept the lowest evaluated bid or any other bid
that you may receive.
(l) We accept the appointment of [insert name of adjudicator proposed in the BDS] as the
Adjudicator. [or] We do not accept the appointment of [insert name of adjudicator
proposed in the BDS] as the Adjudicator, and propose instead that [insert name] be
appointed as Adjudicator, whose daily fees and biographical data are attached.
Signed: [insert signature of person whose name and capacity are shown] In the capacity of
[insert legal capacity of person signing the Bid]
Name: [insert complete name of person signing the Bid]
Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
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Note to Bidders: Bidders shall submit a fully priced Bills of Quantities for Admeasurement Contracts or
Schedule of Activities for Lump Sum Contract as provided in Section 6 of the Bidding Documents.
Each page of the Bills of Quantities or the Schedule of Activities should be signed by a person with the
proper authority to sign documents for the Bidder.
Priced Schedules
(Bills of Quantities or Schedule of Activities)
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Note to Bidders: This Bid Security should be on the letterhead of the issuing Financial Institution and
should be signed by a person with the proper authority to sign the Bid Security. It should be included by
the Bidder in its bid, in accordance with ITB Clause 16.
Bid Security (Bank Guarantee)

Date: [insert date]
Page [insert page number] of [insert total number of pages] pages
To: [insert complete name of Employer]
Whereas [insert complete name of Bidder] (hereinafter the Bidder) has submitted its bid
dated [insert date (as day, month and year) of bid submission] for procurement reference no.
[insert procurement reference no] for the construction of [insert name of Contract],
hereinafter called the Bid.
KNOW ALL PEOPLE by these presents that WE [insert complete name of bank issuing the
Bid Security], of [insert city of domicile and country of nationality] having our registered
office at [insert full address of the issuing institution] (hereinafter the Bank), are bound
unto [insert complete name of the Employer] (hereinafter the Employer) in the sum of
[specify in words the amount and currency of the bid security (specify the amount and
currency in figures)], for which payment well and truly to be made to the aforementioned
Employer, the Bank binds itself, its successors or assignees by these presents.
Sealed with the Common Seal of this bank, this [insert day in numbers] day of [insert month],
[insert year].
THE CONDITIONS of this obligation are the following:
1. If the Bidder withdraws its bid during the period of bid validity specified by the Bidder in
the Bid Submission Form, except as provided in ITB Sub-Clause 20.2; or
2. If the Bidder, having been notified of the acceptance of its bid by the Employer, during
the period of bid validity, fails or refuses to:
(a) Execute the Contract; or
(b) Furnish the Performance Security, in accordance with the ITB Clause 33; or
(c) Accept the correction of its bid by the Employer, pursuant to ITB Clause 27.
We undertake to pay the Employer up to the above amount upon receipt of its first written
demand, without the Employer having to substantiate its demand, provided that in its demand the
Employer state that the amount claimed by it is due to it, owing to the occurrence of one or more
of the above conditions, specifying the occurred conditions.
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This guarantee shall remain in force up to and including twenty-eight (28) days after the period of
bid validity, as stated in the Bid Submission Form or as it may be extended by the Bidder, notice
of which extension(s) to the Bank is hereby waived. Any demand in respect thereof should be
received by the Bank no later than the above date.
This Guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.
458.
Name: [insert complete name of person signing the Bid Security] In the capacity of
[insert legal capacity of person signing the Bid Security]
Signed: [insert signature of person whose name and capacity are shown above]
Duly authorized to sign the bid for and on behalf of: [insert complete name of bank]
Dated on ____________ day of __________________, _______ [insert date of signing]
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Note to Bidders: The information to be filled in by bidders in the following pages will be used for
purposes of post-qualification or for verification of pre-qualification as provided for in Clause 4 of the
Instructions to Bidders. This information will not be incorporated in the Contract. Attach additional
pages as necessary. If used for pre-qualification verification, the Bidder should fill in updated
information only.
Qualification Information Form

1. Individual 1.1 Constitution or legal status of Bidder: [attach copy]
Bidders or
Individual Place of registration: [insert]
Members of
Joint Ventures Principal place of business: [insert]
Power of attorney of signatory of Bid: [attach]
1.2 Average annual volume of construction work performed in the

previous number of years specified in Section 3, in the currency
specified in Section 3, Evaluation and Qualification Criteria:
[insert details below and state average]
Year:
Volume:
1.3 Work performed as prime Contractor on works of a similar

nature and volume over the last five years. The values should be
indicated in the same currency used for Item 1.2 above. Also list
details of work under way or committed, including expected
completion date.
Project name and Name of client and Type of work performed and Value of contract
country contact person year of completion
(a)
(b)
1.4 Major items of Contractors Equipment proposed for carrying out

the Works. List all information requested below. Refer to Section
3, Evaluation and Qualification Criteria.
Item of Description, make, Condition (new, good, poor) Owned, leased (from whom?), or to
equipment and age (years) and number available be purchased (from whom?)
(a)
(b)
etc.
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1.5 Qualifications and experience of key personnel proposed for

administration and execution of the Contract. Attach biographical
data.
Position Name Qualifications Years of experience Years of experience

(general) in proposed position
(a)
(b)
1.6 Proposed subcontracts and firms involved.
Sections of the Works Value of Subcontractor Experience in similar work

subcontract (name and address)
(a)
(b)
1.7 Financial reports for the last five years: balance sheets, profit and
loss statements, auditors reports, etc. List below and attach
copies.
1.8 Evidence of access to financial resources to meet the

qualification requirements: cash in hand, lines of credit, etc. List
below and attach copies of support documents.
1.9 Name, address, and telephone, telex, and facsimile numbers of

banks that may provide references if contacted by the Employer.
1.10 Information on current litigation in which the Bidder is involved.
Other party (ies) Cause of dispute Amount involved

(a)
(b)
1.11 Proposed Program (work method and schedule). Descriptions,

drawings, and charts, as necessary, to comply with the
requirements of the bidding documents.
2. Joint Ventures 2.1 The information listed in 1.1 - 1.10 above shall be provided for
each partner of the joint venture.
2.2 The information in 1.11 above shall be provided for the joint
venture.
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2.3 Attach the power of attorney of the signatory(ies) of the Bid

authorizing signature of the Bid on behalf of the joint venture.
2.4 Attach the Agreement among all partners of the joint venture
(and which is legally binding on all partners), which shows that
(a) All partners shall be jointly and severally liable for the
execution of the Contract in accordance with the Contract
terms;
(b) One of the partners will be nominated as being in charge,

authorized to incur liabilities, and receive instructions for
and on behalf of any and all partners of the joint venture;
and
(c) The execution of the entire Contract, including payment,

shall be done exclusively with the partner in charge.
3. Additional 3.1 Bidders should provide any additional information required in

Requirements Sections 2 or 3 of the Bidding Document or to fulfil the
requirements of Sub-Clause 4.1 of the Instructions to Bidders, if
applicable.
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Part 1: Section 5 Eligible Countries
Section 5. Eligible Countries

Procurement Reference Number:
All countries are eligible except countries subject to the following provisions.
A country shall not be eligible if:
(a) As a matter of law or official regulation, the Government of the Federal Democratic
Republic of Ethiopia prohibits commercial relations with that country, provided that
the Government is satisfied that such exclusion does not preclude effective
competition for the provision of the works required; or
(b) By an act of compliance with a decision of the United Nations Security Council
taken under Chapter VII of the Charter of the United Nations, the Government of the
Federal Democratic Republic of Ethiopia prohibits any procurement of works from
that country or any payments to persons or entities in that country.
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Part 2: Section 6 Schedule of Requirement
Section 6. Schedule of Requirements

Contents
A. Scope of Works ....................................................................................................................2
B. Technical Specifications......................................................................................................3
C. Drawings ..............................................................................................................................4
D. Bill of Quantities or Activity Schedule ..............................................................................5
Document: Section 6 Page 1 of 5 File Ref: Wks-SBD-NCB-Section 6
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A. Scope of Works
78
B. Technical Specifications
79
C. Drawings
List of Drawings
Drawing Number Drawing Title
80
D. Bill of Quantities or Activity Schedule
81
Part 3: Section 7 General Conditions of Contract
Section 7: General Conditions of Contract

Table of Clauses
A. General .................................................................................................................................................... 3
1. Definitions ................................................................................................................................................3
2. Interpretation ............................................................................................................................................4
3. Language and Law ...................................................................................................................................5
4. Engineers Decisions ................................................................................................................................5
5. Delegation ................................................................................................................................................5
6. Communications .......................................................................................................................................5
7. Subcontracting ..........................................................................................................................................5
8. Other Contractors .....................................................................................................................................5
9. Personnel ..................................................................................................................................................5
10. Employers and Contractors Risks ..........................................................................................................6
11. Employers Risks .....................................................................................................................................6
12. Contractors Risks ....................................................................................................................................6
13. Insurance ..................................................................................................................................................6
14. Site Investigation Reports ........................................................................................................................7
15. Queries about the Special Conditions of Contract ....................................................................................7
16. Contractor to Construct the Works ...........................................................................................................7
17. The Works to Be Completed by the Intended Completion Date ..............................................................7
18. Approval by the Engineer .........................................................................................................................7
19. Safety........................................................................................................................................................7
20. Discoveries ...............................................................................................................................................7
21. Possession of the Site ...............................................................................................................................7
22. Access to the Site .....................................................................................................................................8
23. Instructions ...............................................................................................................................................8
24. Disputes ....................................................................................................................................................8
25. Procedure for Disputes .............................................................................................................................8
26. Replacement of Adjudicator .....................................................................................................................8
B. Time Control ........................................................................................................................................... 8
27. Program ....................................................................................................................................................8
28. Extension of the Intended Completion Date .............................................................................................9
29. Acceleration .............................................................................................................................................9
30. Delays Ordered by the Engineer...............................................................................................................9
31. Management Meetings .............................................................................................................................9
32. Early Warning ..........................................................................................................................................9
C. Quality Control ..................................................................................................................................... 10
33. Identifying Defects ................................................................................................................................. 10
34. Tests ....................................................................................................................................................... 10
35. Correction of Defects ............................................................................................................................. 10
36. Uncorrected Defects ............................................................................................................................... 10
D. Cost Control .......................................................................................................................................... 10
37. Bill of Quantities or Activity Schedule .................................................................................................. 10
38. Change in the Bill of Quantities or Activity Schedule ........................................................................... 10
39. Variations ............................................................................................................................................... 11
40. Payment for Variations ........................................................................................................................... 11
41. Cash Flow Forecasts ............................................................................................................................... 11
42. Payment Certificates............................................................................................................................... 11
43. Payments ................................................................................................................................................ 12
44. Compensation Events ............................................................................................................................. 12
45. Tax.......................................................................................................................................................... 13
46. Currencies............................................................................................................................................... 13
47. Price Adjustment .................................................................................................................................... 13
48. Retention ................................................................................................................................................ 14
49. Liquidated Damages ............................................................................................................................... 14
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50. Bonus...................................................................................................................................................... 14
51. Advance Payment ................................................................................................................................... 14
52. Securities ................................................................................................................................................ 15
53. Dayworks ............................................................................................................................................... 15
54. Cost of Repairs ....................................................................................................................................... 15
E. Finishing the Contract ......................................................................................................................... 15
55. Completion ............................................................................................................................................. 15
56. Taking Over............................................................................................................................................ 15
57. Final Account ......................................................................................................................................... 15
58. Operating and Maintenance Manuals ..................................................................................................... 16
59. Termination ............................................................................................................................................ 16
60. Payment upon Termination .................................................................................................................... 17
61. Property .................................................................................................................................................. 17
62. Release from Performance ..................................................................................................................... 17
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Section 7. General Conditions of Contract

A. General
1. Definitions
1.1 The following words and expressions shall have the meanings hereby assigned to them:
The Activity Schedule means the priced Activity Schedule forming part of the Bid for a Lump
Sum Contract.
The Adjudicator is the person appointed jointly by the Employer and the Contractor to resolve
disputes in the first instance, as provided for in Clauses 24 and 25 hereunder.
Bill of Quantities means the priced and completed Bill of Quantities forming part of the Bid for
an Admeasurement contract.
Compensation Events are those defined in Clause 44 hereunder.
The Completion Date is the date of completion of the Works as certified by the Engineer, in
The Contract is the Contract between the Employer and the Contractor to execute, complete, and
maintain the Works. It consists of the documents listed in Clause 2.3 below.
The Contractor is a person or corporate body whose Bid to carry out the Works has been accepted
by the Employer and means Supplier as defined in the Public Procurement Proclamation.
The Contract Price is the price stated in the Letter of Acceptance and thereafter as adjusted in
accordance with the provisions of the Contract.
Days are calendar days; months are calendar months.
Day works are varied work inputs subject to payment on a time basis for the Contractors
employees and Equipment, in addition to payments for associated Materials and Plant.
A Defect is any part of the Works not completed in accordance with the Contract.
The Defects Liability Certificate is the certificate issued by Engineer upon correction of defects
by the Contractor.
The Defects Liability Period is the period named in the Special Conditions of Contract and
calculated from the Completion Date.
Drawings include calculations and other information provided or approved by the Engineer for
the execution of the Contract.
The Employer is the party who employs the Contractor to carry out the Works and means
Procuring Entity as defined in the Public Procurement Proclamation.
The Engineer is the person named in the Special Conditions of Contract (or any other competent
person appointed by the Employer and notified to the Contractor, to act in replacement of the
Engineer) who is responsible for supervising the execution of the Works and administering the Contract.
Equipment is the Contractors machinery and vehicles brought temporarily to the Site to construct the
Works.
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The Initial Contract Price is the Contract Price listed in the Employers Letter of Acceptance.
The Intended Completion Date is the date on which it is intended that the Contractor shall
complete the Works. The Intended Completion Date is specified in the Special Conditions of
Contract. The Intended Completion Date may be revised only by the Engineer by issuing an
extension of time or an acceleration order.
Materials are all supplies, including consumables, used by the Contractor for incorporation in the
Works.
Plant is any integral part of the Works that shall have a mechanical, electrical, chemical, or
biological function.
The Site is the area defined as such in the Special Conditions of Contract.
Site Investigation Reports are those that were included in the bidding documents and are factual
and interpretative reports about the surface and subsurface conditions at the Site.
Specification means the Specification of the Works included in the Contract and any modification
or addition made or approved by the Engineer.
The Start Date is given in the Special Conditions of Contract. It is the latest date when the
Contractor shall commence execution of the Works. It does not necessarily coincide with any of the
Site Possession Dates.
A Subcontractor is a person or corporate body who has a Contract with the Contractor to carry out
a part of the work in the Contract, which includes work on the Site.
The Contractors Bid is the completed bidding document submitted by the Contractor to the
Employer.
Temporary Works are works designed, constructed, installed, and removed by the Contractor that
are needed for construction or installation of the Works.
A Variation is an instruction given by the Engineer, which varies the Works.
The Works are what the Contract requires the Contractor to construct, install, and turn over to the
Employer, as defined in the Special Conditions of Contract.
2. Interpretation
2.1 In interpreting these General Conditions of Contract, singular also means plural, male also
means female or neuter, and the other way around. Headings have no significance. Words have
their normal meaning under the language of the Contract unless specifically defined. The
Engineer will provide instructions clarifying queries about these General Conditions of Contract.
2.2 If sectional completion is specified in the Special Conditions of Contract, references in the
General Conditions of Contract to the Works, the Completion Date, and the Intended
Completion Date apply to any Section of the Works (other than references to the Completion
Date and Intended Completion Date for the whole of the Works).
2.3 The documents forming the Contract shall be interpreted in the following order of priority:
(1) Agreement,
(2) Letter of Acceptance,
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(3) Contractors Bid,
(4) Special Conditions of Contract,
(5) General Conditions of Contract,
(6) Specifications,
(7) Drawings,
(8) Bill of Quantities or Activity Schedule, and
(9) Any other document listed in the Special Conditions of Contract as forming part of the
Contract.
3. Language and Law
3.1 The language of the Contract is Amharic and the law governing the Contract is that of the
Federal Democratic Republic of Ethiopia.
4. Engineers Decisions
4.1 Except where otherwise specifically stated and subject to any restrictions in the Special
Conditions of Contract, the Engineer will decide contractual matters between the Employer and
the Contractor in the role representing the Employer.
5. Delegation
5.1 The Engineer may delegate any of his duties and responsibilities to other people except to the
Adjudicator, after notifying the Contractor, and may cancel any delegation after notifying the
Contractor.
6. Communications
6.1 Communications between parties that are referred to in the Conditions shall be effective only
when in writing. A notice shall be effective only when it is delivered.
7. Subcontracting
7.1 The Contractor may subcontract with the approval of the Engineer, but may not assign the
Contract without the approval of the Employer in writing. Subcontracting shall not alter the
Contractors obligations.
8. Other Contractors
8.1 The Contractor shall cooperate and share the Site with other contractors, public authorities,
utilities, and the Employer between the dates given in the Schedule of Other Contractors, as
referred to in the Special Conditions of Contract. The Contractor shall also provide facilities and
services for them as described in the Schedule. The Employer may modify the Schedule of Other
Contractors, and shall notify the Contractor of any such modification.
9. Personnel
9.1 The Contractor shall employ the key personnel named in the Schedule of Key Personnel, as
referred to in the Special Conditions of Contract, to carry out the functions stated in the Schedule
or other personnel approved by the Engineer. The Engineer will approve any proposed
replacement of key personnel only if their relevant qualifications and abilities are substantially
equal to or better than those of the personnel listed in the Schedule.
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9.2 If the Engineer asks the Contractor to remove a person who is a member of the Contractors staff
or work force, stating the reasons, the Contractor shall ensure that the person leaves the Site
within seven days and has no further connection with the work in the Contract.
10. Employers and Contractors Risks
10.1 The Employer carries the risks which this Contract states are Employers risks, and the
Contractor carries the risks which this Contract states are Contractors risks.
11. Employers Risks
11.1 Unless otherwise specified in the SCC, from the Start Date until the Defects Correction
Certificate has been issued, the following are Employers risks:
(a) The risk of personal injury, death, or loss of or damage to property (excluding the Works, Plant,
Materials, and Equipment), which are due to:
(i) Use or occupation of the Site by the Works or for the purpose of the Works, which is
the unavoidable result of the Works, or
(ii) Negligence, breach of statutory duty, or interference with any legal right by the
Employer or by any person employed by or contracted to him except the Contractor.
(b) The risk of damage to the Works, Plant, Materials, and Equipment to the extent that it is due to
a fault of the Employer or in the Employers design, or due to war or radioactive contamination
directly affecting the country where the Works are to be executed.
11.2 From the Completion Date until the Defects Correction Certificate has been issued, the risk of
loss of or damage to the Works, Plant, and Materials is a Employers risk except loss or damage
due to
(a) A Defect which existed on the Completion Date,
(b) An event occurring before the Completion Date, which was not itself a Employers risk, or
(c) The activities of the Contractor on the Site after the Completion Date.
12. Contractors Risks
12.1 From the Starting Date until the Defects Correction Certificate has been issued, the risks of
personal injury, death, and loss of or damage to property (including, without limitation, the
Works, Plant, Materials, and Equipment) which are not Employers risks are Contractors risks.
13. Insurance
13.1 The Contractor shall provide, in the joint names of the Employer and the Contractor, insurance
cover from the Start Date to the end of the Defects Liability Period, in the amounts and
deductibles stated in the Special Conditions of Contract for the following events which are due
to the Contractors risks:
(a) Loss of or damage to the Works, Plant, and Materials;
(b) Loss of or damage to Equipment;
(c) Loss of or damage to property (except the Works, Plant, Materials, and Equipment) in
connection with the Contract; and
(d) Personal injury or death.
13.2 Policies and certificates for insurance shall be delivered by the Contractor to the Engineer for the
Engineers approval before the Start Date. All such insurance shall provide for compensation to
be payable in the types and proportions of currencies required to rectify the loss or damage
incurred.
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13.3 If the Contractor does not provide any of the policies and certificates required, the Employer
may effect the insurance which the Contractor should have provided and recover the premiums
the Employer has paid from payments otherwise due to the Contractor or, if no payment is due,
the payment of the premiums shall be a debt due.
13.4 Alterations to the terms of an insurance shall not be made without the approval of the Engineer.
13.5 Both parties shall comply with any conditions of the insurance policies.
14. Site Investigation Reports
14.1 The Contractor, in preparing the Bid, shall rely on any Site Investigation Reports referred to in
the Special Conditions of Contract, supplemented by any information available to the Bidder.
15. Queries about the Special Conditions of Contract
15.1 The Engineer will clarify queries on the Special Conditions of Contract.
16. Contractor to Construct the Works
16.1 The Contractor shall construct and install the Works in accordance with the Specifications and
Drawings.
17. The Works to Be Completed by the Intended Completion Date
17.1 The Contractor may commence execution of the Works on the Start Date and shall carry out the
Works in accordance with the Program submitted by the Contractor, as updated with the
approval of the Engineer, and complete them by the Intended Completion Date.
18. Approval by the Engineer
18.1 The Contractor shall submit Specifications and Drawings showing the proposed Temporary
Works to the Engineer, who is to approve them if they comply with the Specifications and
Drawings.
18.2 The Contractor shall be responsible for design of Temporary Works.
18.3 The Engineers approval shall not alter the Contractors responsibility for design of the
Temporary Works.
18.4 The Contractor shall obtain approval of third parties to the design of the Temporary Works,
where required.
18.5 All Drawings prepared by the Contractor for the execution of the temporary or permanent
Works, are subject to prior approval by the Engineer before this use.
19. Safety
19.1 The Contractor shall be responsible for the safety of all activities on the Site.
20. Discoveries
20.1 Anything of historical or other interest or of significant value unexpectedly discovered on the
Site shall be the property of the Employer. The Contractor shall notify the Engineer of such
discoveries and carry out the Engineers instructions for dealing with them.
21. Possession of the Site
21.1 The Employer shall give possession of the Site to the Contractor, as defined in the Contractors
approved work program. If possession of a part is not given by the date stated in the approved
88
work program, the Employer will be deemed to have delayed the start of the relevant activities,
and this will be a Compensation Event.
22. Access to the Site
22.1 The Contractor shall allow the Engineer and any person authorized by the Engineer access to the
Site and to any place where work in connection with the Contract is being carried out or is
intended to be carried out.
23. Instructions
23.1 The Contractor shall carry out all instructions of the Engineer, which comply with the applicable
laws where the Site is located.
24. Disputes
24.1 If the Contractor believes that a decision taken by the Engineer was either outside the authority
given to the Engineer by the Contract or that the decision was wrongly taken, the decision shall
be referred to the Adjudicator within 14 days of the notification of the Engineers decision.
25. Procedure for Disputes
25.1 The Adjudicator shall give a decision in writing within 28 days of receipt of a notification of a
dispute.
25.2 The Adjudicator shall be paid by the hour at the rate specified in the Bid Data Sheet and Special
Conditions of Contract, together with reimbursable expenses of the types specified in the Special
Conditions of Contract, and the cost shall be divided equally between the Employer and the
Contractor, whatever decision is reached by the Adjudicator. Either party may refer a decision of
the Adjudicator to an Arbitrator within 28 days of the Adjudicators written decision. If neither
party refers the dispute to arbitration within the above 28 days, the Adjudicators decision will
be final and binding.
25.3 The arbitration shall be conducted in accordance with the arbitration procedure published by the
institution named and in the place shown in the Special Conditions of Contract.
26. Replacement of Adjudicator
26.1 Should the Adjudicator resign or die, or should the Employer and the Contractor agree that the
Adjudicator is not functioning in accordance with the provisions of the Contract, a new
Adjudicator will be jointly appointed by the Employer and the Contractor. In case of
disagreement between the Employer and the Contractor, within 30 days, the Adjudicator shall be
designated by the Appointing Authority designated in the Special Conditions of Contract at the
request of either party, within 14 days of receipt of such request.
B. Time Control
27. Program
27.1 Within the time stated in the Special Conditions of Contract, the Contractor shall submit to the
Engineer for approval a Program showing the general methods, arrangements, order, and timing
for all the activities in the Works.
27.2 An update of the Program shall be a program showing the actual progress achieved on each
activity and the effect of the progress achieved on the timing of the remaining work, including
any changes to the sequence of the activities.
27.3 The Contractor shall submit to the Engineer for approval an updated Program at intervals no
longer than the period stated in the Special Conditions of Contract. If the Contractor does not
submit an updated Program within this period, the Engineer may withhold the amount stated in
89
the Special Conditions of Contract from the next payment certificate and continue to withhold
this amount until the next payment after the date on which the overdue Program has been
submitted.
27.4 The Engineers approval of the Program shall not alter the Contractors obligations. The
Contractor may revise the Program and submit it to the Engineer again at any time. A revised
Program shall show the effect of Variations and Compensation Events.
28. Extension of the Intended Completion Date
28.1 The Engineer shall extend the Intended Completion Date if a Compensation Event occurs or a
Variation is issued which makes it impossible for Completion to be achieved by the Intended
Completion Date without the Contractor taking steps to accelerate the remaining work, which
would cause the Contractor to incur additional cost.
28.2 The Engineer shall decide whether and by how much to extend the Intended Completion Date
within 21 days of the Contractor asking the Engineer for a decision upon the effect of a
Compensation Event or Variation and submitting full supporting information. If the Contractor
has failed to give early warning of a delay or has failed to cooperate in dealing with a delay, the
delay by this failure shall not be considered in assessing the new Intended Completion Date.
29. Acceleration
29.1 When the Employer wants the Contractor to finish before the Intended Completion Date, the
Engineer will obtain priced proposals for achieving the necessary acceleration from the
Contractor. If the Employer accepts these proposals, the Intended Completion Date will be
adjusted accordingly and confirmed by both the Employer and the Contractor.
29.2 If the Contractors priced proposals for an acceleration are accepted by the Employer, they are
incorporated in the Contract Price and treated as a Variation.
30. Delays Ordered by the Engineer
30.1 The Engineer may instruct the Contractor to delay the start or progress of any activity within the
Works.
31. Management Meetings
31.1 Either the Engineer or the Contractor may require the other to attend a management meeting.
The business of a management meeting shall be to review the plans for remaining work and to
deal with matters raised in accordance with the early warning procedure.
31.2 The Engineer shall record the business of management meetings and provide copies of the
record to those attending the meeting and to the Employer. The responsibility of the parties for
actions to be taken shall be decided by the Engineer either at the management meeting or after
the management meeting and stated in writing to all who attended the meeting.
32. Early Warning
32.1 The Contractor shall warn the Engineer at the earliest opportunity of specific likely future events
or circumstances that may adversely affect the quality of the work increase the Contract Price or
delay the execution of the Works. The Engineer may require the Contractor to provide an
estimate of the expected effect of the future event or circumstance on the Contract Price and
Completion Date. The estimate shall be provided by the Contractor as soon as reasonably
possible.
32.2 The Contractor shall cooperate with the Engineer in making and considering proposals for how
the effect of such an event or circumstance can be avoided or reduced by anyone involved in the
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work and in carrying out any resulting instruction of the Engineer.
C. Quality Control
33. Identifying Defects
33.1 The Engineer shall check the Contractors work and notify the Contractor of any Defects that are
found. Such checking shall not affect the Contractors responsibilities. The Engineer may
instruct the Contractor to search for a Defect and to uncover and test any work that the Engineer
considers may have a Defect.
34. Tests
34.1 If the Engineer instructs the Contractor to carry out a test not specified in the Specification to
check whether any work has a Defect and the test shows that it does, the Contractor shall pay for
the test and any samples. If there is no Defect, the test shall be a Compensation Event.
35. Correction of Defects
35.1 The Engineer shall give notice to the Contractor of any Defects before the end of the Defects
Liability Period, which begins at Completion, and is defined in the Special Conditions of
Contract. The Defects Liability Period shall be extended for as long as Defects remain to be
corrected.
35.2 Every time notice of a Defect is given, the Contractor shall correct the notified Defect within the
length of time specified by the Engineers notice.
36. Uncorrected Defects
36.1 If the Contractor has not corrected a Defect within the time specified in the Engineers notice,
the Engineer will assess the cost of having the Defect corrected, and the Contractor will pay this
amount.
D. Cost Control
37. Bill of Quantities or Activity Schedule
37.1 This Contract is:
(a) An Admeasurements Contract with a Bill of Quantities, subject to Option 1; or
(b) A Lump Sum Contract with an Activity Schedule, subject to Option 2,
as indicated in the Special Conditions of Contract.
Option 1: Bill of Quantities for Admeasurements Contract
37.2 The Bill of Quantities shall contain items for the construction, installation, testing, and
commissioning work to be done by the Contractor.
37.3 The Bill of Quantities is used to calculate the Contract Price. The Contractor is paid for the
quantity of the work done at the rate in the Bill of Quantities for each item.
Option 2: Activity Schedule for Lump Sum Contract
37.4 The Contractor shall provide updated Activity Schedules within 14 days of being instructed to
by the Engineer. The activities on the Activity Schedule shall be co-ordinated with the activities
on the Program.
37.5 The Contractor shall show delivery of Materials to the Site separately on the Activity Schedule if
payment for Materials on Site shall be made separately.
38. Change in the Bill of Quantities or Activity Schedule
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Option 1: Changes in the Bill of Quantities for Admeasurements Contracts

38.1 If the final quantity of the work done differs from the quantity in the Bill of Quantities for the
particular item by more than 25 percent, provided the change exceeds 5 percent of the Initial
Contract Price, the Engineer shall adjust the rate to allow for the change.
38.2 The Engineer shall not adjust rates from changes in quantities if thereby the Initial Contract
Price is exceeded by more than 15 percent, except with the prior approval of the Employer.
38.3 If requested by the Engineer, the Contractor shall provide the Engineer with a detailed cost
breakdown of any rate in the Bill of Quantities.
Option 2: Changes in the Activity Schedule for Lump Sum Contracts
38.4 The Activity Schedule shall be amended by the Contractor to accommodate changes of Program
or method of working made at the Contractors own discretion. Prices in the Activity Schedule
shall not be altered when the Contractor makes such changes to the Activity Schedule.
39. Variations
39.1 All Variations shall be included in updated Programs (or in the case of Lump Sum Contracts in
updated Programs and Activity Schedules) produced by the Contractor.
40. Payment for Variations
40.1 For both Admeasurements and Lump Sum Contracts, the Contractor shall provide the Engineer
with a quotation for carrying out the Variation when requested to do so by the Engineer. The
Engineer shall assess the quotation, which shall be given within seven days of the request or
within any longer period stated by the Engineer and before the Variation is ordered.
40.2 For Admeasurements Contracts only, if the work in the Variation corresponds with an item
description in the Bill of Quantities and if, in the opinion of the Engineer, the quantity of work
above the limit stated in Sub-Clause 38.1 or the timing of its execution do not cause the cost per
unit of quantity to change, the rate in the Bill of Quantities shall be used to calculate the value of
the Variation. If the cost per unit of quantity changes, or if the nature or timing of the work in
the Variation does not correspond with items in the Bill of Quantities, the quotation by the
Contractor shall be in the form of new rates for the relevant items of work.
40.3 For both Admeasurements and Lump Sum Contracts, if the Contractors quotation is
unreasonable, the Engineer may order the Variation and make a change to the Contract Price,
which shall be based on the Engineers own forecast of the effects of the Variation on the
Contractors costs.
40.4 For both Admeasurements and Lump Sum Contracts, if the Engineer decides that the urgency of
varying the work would prevent a quotation being given and considered without delaying the
work, no quotation shall be given and the Variation shall be treated as a Compensation Event.
40.5 For both Admeasurements and Lump Sum Contracts, the Contractor shall not be entitled to
additional payment for costs that could have been avoided by giving early warning.
41. Cash Flow Forecasts
41.1 When the Program (or in the case of Lump Sum Contracts the Program or Activity Schedule) is
updated, the Contractor shall provide the Engineer with an updated cash flow forecast.
42. Payment Certificates
42.1 The Contractor shall submit to the Engineer monthly statements of the estimated value of the
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work executed less the cumulative amount certified previously.
42.2 The Engineer shall check the Contractors monthly statement and certify the amount to be paid
to the Contractor.
42.3 The value of work executed shall be determined by the Engineer.
42.4 The value of work executed shall comprise the value of:
(a) The quantities of the items in the Bill of Quantities completed in the case of Admeasur-
ements Contracts; or
(b) Completed activities in the Activity Schedule in the case of Lump Sum Contracts.
42.5 The value of work executed shall include the valuation of Variations and Compensation Events.
42.6 The Engineer may exclude any item certified in a previous certificate or reduce the proportion of
any item previously certified in any certificate in the light of later information.
43. Payments
43.1 Payments shall be adjusted for deductions for advance payments and retention. The Employer
shall pay the Contractor the amounts certified by the Engineer within 30 days of the date of each
certificate. If the Employer makes a late payment, the Contractor shall be paid interest on the
late payment in the next payment. Interest shall be calculated from the date by which the
payment should have been made up to the date when the late payment is made at the prevailing
rate of interest for commercial borrowing for each of the currencies in which payments are
made.
43.2 If an amount certified is increased in a later certificate or as a result of an award by the

Adjudicator or an Arbitrator, the Contractor shall be paid interest upon the delayed payment as
set out in this clause. Interest shall be calculated from the date upon which the increased amount
would have been certified in the absence of dispute.
43.3 All payments and deductions will be paid or charged in Ethiopian Birr.
43.4 Items of the Works for which no rate or price has been entered in will not be paid for by the
Employer and shall be deemed covered by other rates and prices in the Contract.
44. Compensation Events
44.1 The following shall be Compensation Events:
(a) The Employer does not give access to a part of the Site by the Site Possession Date stated in the
Contractors approved work program.
(b) The Employer modifies the Schedule of Other Contractors in a way that affects the work of the
Contractor under the Contract.
(c) The Engineer orders a delay or does not issue Drawings, Specifications, or instructions required
for execution of the Works on time.
(d) The Engineer instructs the Contractor to uncover or to carry out additional tests upon work,
which is then found to have no Defects.
(e) The Engineer unreasonably does not approve a subcontract to be let.
(f) Ground conditions are substantially more adverse than could reasonably have been assumed
before issuance of the Letter of Acceptance from the information issued to bidders (including
the Site Investigation Reports referred to in GCC 14.1), from information available publicly and
from a visual inspection of the Site.
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(g) The Engineer gives an instruction for dealing with an unforeseen condition, caused by the
Employer, or additional work required for safety or other reasons.
(h) Other contractors, public authorities, utilities, or the Employer does not work within the dates
and other constraints stated in the Contract, and they cause delay or extra cost to the Contractor.
(i) The advance payment is delayed.
(j) The effects on the Contractor of any of the Employers Risks.
(k) The Engineer unreasonably delays issuing a Certificate of Completion.
(l) Other Compensation Events described in the Special Conditions of Contract or determined by
the Engineer shall apply.
44.2 If a Compensation Event would cause additional cost or would prevent the work being
completed before the Intended Completion Date, the Contract Price shall be increased and/or the
Intended Completion Date shall be extended. The Engineer shall decide whether and by how
much the Contract Price shall be increased and whether and by how much the Intended
Completion Date shall be extended.
44.3 As soon as information demonstrating the effect of each Compensation Event upon the
Contractors forecast cost has been provided by the Contractor, it shall be assessed by the
Engineer, and the Contract Price shall be adjusted accordingly. If the Contractors forecast is
deemed unreasonable, the Engineer shall adjust the Contract Price based on the Engineers own
forecast. The Engineer will assume that the Contractor will react competently and promptly to
the event.
44.4 The Contractor shall not be entitled to compensation to the extent that the Employers interests
are adversely affected by the Contractors not having given early warning or not having
cooperated with the Engineer.
45. Tax
45.1 Unless otherwise specified in the SCC, the Engineer shall not adjust the Contract Price if taxes,
duties, and other levies are changed that subsequently affect the Contract Price.
46. Currencies
46.1 All payments shall be made in Ethiopian Birr.
47. Price Adjustment
47.1 Prices shall be adjusted for fluctuations in the cost of inputs only if provided for in the Special
Conditions of Contract. If so provided, the amounts certified in each payment certificate, after
deducting for Advance Payment, shall be adjusted by applying the respective price adjustment
factor to the payment amounts due
Ln Mn En
pn = A + b +c +d + etc.
Lo Mo Eo
Where:
pn is a price adjustment factor to be applied to the amount for each payment certificate;
A is a constant, specified in the Contractors Bid, representing the nonadjustable portion in

contractual payments;
b, c, d, etc., are weightings or coefficients representing the estimated proportion of each cost
element (labour, materials, equipment usage, etc.) in the Works or sections thereof, net of
94
Provisional Sums, as specified in the Contractors Bid; the sum of A, b, c, d, etc., shall be one;
Ln, Mn, En, etc., are the current cost indices or reference prices of the cost elements at the date
28 days prior to the deadline for bid submission; and
Lo, Mo, Eo, etc., are the base cost indices or reference prices corresponding to the above cost
elements at the date 28 days prior to the last day of the period to which a particular Interim
Payment Certificate is related.
47.2 The sources of indices shall be those listed in the Contractors Bid, as approved by the Engineer.
Indices shall be appropriate for their purpose and shall relate to the Contractors proposed source
of supply of inputs. As the proposed basis for price adjustment, the Contractor shall have
submitted with his bid the tabulation of Weightings and Source of Indices, which shall be
subject to approval by the Engineer.
47.3 If the value of the index is changed after it has been used in a calculation, the calculation shall be
corrected and an adjustment made in the next payment certificate. The index value shall be
deemed to take account of all changes in cost due to fluctuations in costs.
48. Retention
48.1 The Employer shall retain from each payment due to the Contractor the proportion stated in the
Special Conditions of Contract until Completion of the whole of the Works.
48.2 On completion of the whole of the Works, half the total amount retained shall be repaid to the
Contractor and half when the Defects Liability Period has passed and the Engineer has certified
that all Defects notified by the Engineer to the Contractor before the end of this period have been
corrected.
48.3 On completion of the whole Works, the Contractor may substitute retention money with an on
demand Bank guarantee.
49. Liquidated Damages
49.1 The Contractor shall pay liquidated damages to the Employer at the rate per day stated in the
Special Conditions of Contract for each day that the Completion Date is later than the Intended
Completion Date. The total amount of liquidated damages shall not exceed the amount defined
in the Special Conditions of Contract. The Employer may deduct liquidated damages from
payments due to the Contractor. Payment of liquidated damages shall not affect the Contractors
liabilities.
49.2 If the Intended Completion Date is extended after liquidated damages have been paid, the
Engineer shall correct any overpayment of liquidated damages by the Contractor by adjusting
the next payment certificate. The Contractor shall be paid interest on the overpayment,
calculated from the date of payment to the date of repayment, at the rates specified in Sub-
Clause 43.1.
50. Bonus
50.1 The Contractor shall be paid a Bonus calculated at the rate per calendar day stated in the Special
Conditions of Contract for each day (less any days for which the Contractor is paid for
acceleration) that the Completion is earlier than the Intended Completion Date. The Engineer
shall certify that the Works are complete, although they may not be due to be complete.
51. Advance Payment
51.1 The Employer shall make advance payment to the Contractor of the amount stated in the Special
Conditions of Contract by the date stated in the Special Conditions of Contract, against provision
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by the Contractor of an Unconditional Bank Guarantee in a form and by a bank acceptable to the
Employer, denominated in Ethiopian Birr in the amount of the advance payment. The Guarantee
shall remain effective until the advance payment has been repaid, but the amount of the
Guarantee shall be progressively reduced by the amounts repaid by the Contractor. Interest will
not be charged on the advance payment.
51.2 The Contractor is to use the advance payment only to pay for Equipment, Plant, Materials, and
mobilization expenses required specifically for execution of the Contract. The Contractor shall
demonstrate that advance payment has been used in this way by supplying copies of invoices or
other documents to the Engineer.
51.3 The advance payment shall be repaid by deducting proportionate amounts from payments
otherwise due to the Contractor, following the schedule of completed percentages of the Works
on a payment basis. No account shall be taken of the advance payment or its repayment in
assessing valuations of work done, Variations, price adjustments, Compensation Events,
Bonuses, or Liquidated Damages.
52. Securities
52.1 The Contract Security shall be provided to the Employer no later than 15 days after receipt of the
Letter of Acceptance and shall be issued in the form of a Bank Guarantee, or for Ethiopian
Contractors only in the form of a Performance Bond. The Contract Security shall be issued in the
format specified in the contract and in an amount specified in the Special Conditions of Contract
and by a bank or surety acceptable to the Employer and denominated in Ethiopian Birr. The
Contract Security shall be valid until a date 28 days from the date of issue of the Certificate of
Completion in the case of a Bank Guarantee and until one year from the date of issue of the
Certificate of Completion in the case of a Performance Bond.
53. Dayworks
53.1 If applicable, the Dayworks rates in the Contractors Bid shall be used for small additional
amounts of work only when the Engineer has given written instructions in advance for additional
work to be paid for in that way.
53.2 All work to be paid for as Dayworks shall be recorded by the Contractor on forms approved by
the Engineer. Each completed form shall be verified and signed by the Engineer within two days
of the work being done.
53.3 The Contractor shall be paid for Dayworks subject to obtaining signed Dayworks forms.
54. Cost of Repairs
54.1 Loss or damage to the Works or Materials to be incorporated in the Works between the Start
Date and the end of the Defects Correction periods shall be remedied by the Contractor at the
Contractors cost if the loss or damage arises from the Contractors acts or omissions.
E. Finishing the Contract

55. Completion
55.1 The Contractor shall request the Engineer to issue a certificate of Completion of the Works, and
the Engineer will do so upon deciding that the work is completed.
56. Taking Over
56.1 The Employer shall take over the Site and the Works within seven days of the Engineers issuing
a Certificate of Completion.
57. Final Account
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57.1 The Contractor shall supply the Engineer with a detailed account of the total amount that the
Contractor considers payable under the Contract before the end of the Defects Liability Period.
The Engineer shall issue a Defects Liability Certificate and certify any final payment that is due
to the Contractor within 60 days of receiving the Contractors account if it is correct and
complete. If it is not, the Engineer shall issue within 60 days a schedule that states the scope of
the corrections or additions that are necessary. If the Final Account is still unsatisfactory after it
has been resubmitted, the Engineer shall decide on the amount payable to the Contractor and
issue a payment certificate.
58. Operating and Maintenance Manuals
58.1 If as built Drawings and/or operating and maintenance manuals are required, the Contractor
shall supply them by the dates stated in the Special Conditions of Contract.
58.2 If the Contractor does not supply the Drawings and/or manuals by the dates stated in the Special
Conditions of Contract, or they do not receive the Engineers approval, the Engineer shall
withhold the amount stated in the Special Conditions of Contract from payments due to the
Contractor.
59. Termination
59.1 The Employer or the Contractor may terminate the Contract if the other party causes a
fundamental breach of the Contract.
59.2 Fundamental breaches of Contract shall include, but shall not be limited to, the following:
(a) The Contractor stops work for 28 days when no stoppage of work is shown on the current
Program and the stoppage has not been authorized by the Engineer;
(b) The Engineer instructs the Contractor to delay the progress of the Works, and the instruction is
not withdrawn within 28 days;
(c) The Employer or the Contractor is made bankrupt or goes into liquidation other than for a
reconstruction or amalgamation;
(d) A payment certified by the Engineer is not paid by the Employer to the Contractor within 90
days of the date of the Engineers certificate;
(e) The Engineer gives Notice that failure to correct a particular Defect is a fundamental breach of
Contract and the Contractor fails to correct it within a reasonable period of time determined by
the Engineer;
(f) The Contractor does not maintain a Security, which is required;
(g) The Contractor has delayed the completion of the Works by the number of days for which the
maximum amount of liquidated damages can be paid, as defined in the Special Conditions of
Contract; and
(h) If the Contractor, in the judgment of the Employer has engaged in corrupt, fraudulent, collusive
or coercive practices in competing for or in executing the Contract.
For the purpose of this paragraph:
"Corrupt practice" means the offering, giving, receiving or soliciting, directly or indirectly, of
anything of value to influence the action of a public official in the procurement process or in
contract execution.
"Fraudulent practice" means a misrepresentation of facts in order to influence a procurement process or the
execution of a contract;
97
Collusive practices means a scheme or arrangement between two or more Bidders, with or
without the knowledge of the Employer, designed to establish prices at artificial, noncompetitive
levels; and
Coercive practices means harming or threatening to harm, directly or indirectly, persons or their
property to influence their participation in a procurement process, or affect the execution of a
contract.
59.3 When either party to the Contract gives notice of a breach of Contract to the Engineer for a
cause other than those listed under Sub-Clause 59.2 above, the Engineer shall decide whether the
breach is fundamental or not.
59.4 Notwithstanding the above, the Employer may terminate the Contract for convenience.
59.5 If the Contract is terminated, the Contractor shall stop work immediately, make the Site safe and
secure, and leave the Site as soon as reasonably possible.
60. Payment upon Termination
60.1 If the Contract is terminated because of a fundamental breach of Contract by the Contractor, the
Engineer shall issue a certificate for the value of the work done and Materials ordered less
advance payments received up to the date of the issue of the certificate and less the percentage to
apply to the value of the work not completed, as indicated in the Special Conditions of Contract.
Additional Liquidated Damages shall not apply. If the total amount due to the Employer exceeds
any payment due to the Contractor, the difference shall be a debt payable to the Employer.
60.2 If the Contract is terminated for the Employers convenience or because of a fundamental breach
of Contract by the Employer, the Engineer shall issue a certificate for the value of the work
done, Materials ordered, the reasonable cost of removal of Equipment, repatriation of the
Contractors personnel employed solely on the Works, and the Contractors costs of protecting
and securing the Works, and less advance payments received up to the date of the certificate.
61. Property
61.1 All Materials on the Site, Plant, Equipment, Temporary Works, and Works shall be deemed to
be the property of the Employer if the Contract is terminated because of the Contractors default.
62. Release from Performance
62.1 If the Contract is frustrated by the outbreak of war or by any other event entirely outside the
control of either the Employer or the Contractor, the Engineer shall certify that the Contract has
been frustrated. The Contractor shall make the Site safe and stop work as quickly as possible
after receiving this certificate and shall be paid for all work carried out before receiving it and
for any work carried out afterwards to which a commitment was made.
98
Part 3: Section 8 Special Conditions of Contract
Section 8. Special Conditions of Contract

The following Special Conditions of Contract (SCC) shall supplement the General Conditions of
Contract (GCC). Whenever there is a conflict, the provisions herein shall prevail over those in
the GCC.
GCC Clause Special Conditions

Reference
GCC 1.1 The Employer is ____________________
The Engineer is ____________________
The name and procurement reference number of the Contract is
______________________________________________________.
The Works consist of _____________________________________.
The Site is located at __________ and is defined in Drawings Nos.:
_______________.
The Start Date shall be __________.
The Intended Completion Date for the whole of the Works shall be
__________.
GCC 2.3 The following documents also form part of the Contract:
____________________________________________________________
GCC 4.1 The Employers specific approval is required for:

GCC 8.1 The Schedule of Other Contractors __________ part of the Contract
GCC 9.1 The Schedule of Key Personnel __________ part of the Contract
GCC 11.1 The Employers risks are as specified in the GCC.
GCC 13.1 The minimum insurance cover and deductibles shall be:
(a) The minimum cover for insurance of the Works, Plant and
Materials is __________.
(b) The maximum deductible for insurance of the Works, Plant and
Materials is __________.
(c) The minimum cover for insurance of Equipment is __________.
(d) The maximum deductible for insurance of Equipment is
__________.
(e) The minimum cover for insurance of property is __________
(f) The maximum deductible for insurance of property is _________
99

Reference
(g) The minimum cover for personal injury or death insurance is
__________ with no deductible.
GCC 14.1 Site Investigation Report(s) __________ part of the contract.
GCC 25.2 Fees and types of reimbursable expenses to be paid to the Adjudicator are:
__________.
GCC 25.3 The institution whose arbitration procedures shall be used is: __________.
Arbitration shall take place at: _______________
GCC 26.1 The Appointing Authority for the Adjudicator is: _______________.
GCC 27.1 The Contractor shall submit a revised Program for the Works within
__________ days of delivery of the Notice of Acceptance.
GCC 27.3 The period between Program updates is __________ days.
The amount to be withheld for late submission of an updated Program is
__________.
GCC 35.1 The Defects Liability Period is __________ days.
GCC 37.1 This Contract is a _______________ Contract.
GCC 44.1(l) The following events shall also be Compensation Events:
GCC 45.1 The Engineer shall not adjust the Contract Price if taxes, duties and other
levies are changed that subsequently affect the Contract Price.
GCC 47.1 The Contract __________ subject to price adjustment in accordance with
Clause 47 of the Conditions of Contract.
GCC 48.1 The proportion of payments retained is __________ percent.
GCC 49.1 The liquidated damages for the whole of the Works are __________ of the
final Contract Price per day.
The maximum amount of liquidated damages for the whole of the Works is
__________ percent of the final Contract Price.
GCC 50.1 The Bonus for the whole of the Works is __________ percent of final
Contract Price per day. The maximum amount of Bonus for the whole of the
Works is __________ percent of the final Contract Price.
GCC 51.1 The Advance Payment will be equivalent to __________ percent of the
Contract Price and will be paid in Ethiopian Birr. It will be paid to the
Contractor no later than __________.
GCC 51.3 The Advance Payment will be repaid by deducting proportionate amounts
from each payment certificate during the period starting __________
100

Reference
months after the Start Date and ending __________ months after the Start
Date.
GCC 52.1 The Contract Security shall be for __________ of the Contract Price:
GCC 58.1 The date by which operating and maintenance manuals are required is
__________.
The date by which as built drawings are required is __________.
GCC 58.2 The amount to be withheld for failing to produce as built drawings and/or
operating and maintenance manuals by the date required is __________
Ethiopian Birr.
GCC 60.1 The percentage to apply to the value of the work not completed, representing
the Employers additional cost for completing the Works, is __________.
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Part 3: Section 9 Contract Forms
Section 9. Contract Forms
Table of Forms
Agreement .......................................................................................................................2
Contract Security............................................................................................................3
Performance Bond ..........................................................................................................4
Advance Payment Security ............................................................................................6
102
Part 3: Section 9 Contract Forms
Agreement
Procurement Reference No:
THIS AGREEMENT made the ________ day of ________________________, _____, between
______________________________________of __________________________ (hereinafter the
Employer), of the one part, and __________________________________ of
______________________________ (hereinafter the Contractor), of the other part:
Whereas the Employer is desirous that the Contractor execute ____________________ (hereinafter
called the Works) and the Employer has accepted the Bid by the Contractor for the execution and
completion of such Works and the remedying of any defects therein for the Contract Price of the
equivalent of Ethiopian Birr _______________ (____________________).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement, words and expressions shall have the same meanings as are respectively
assigned to them in the Contract referred to.
2. In consideration of the payments to be made by the Employer to the Contractor as hereinafter
mentioned, the Contractor hereby covenants with the Employer to execute and complete the
Works and remedy any defects therein in conformity in all respects with the provisions of the
Contract.
3. The Employer hereby covenants to pay the Contractor in consideration of the execution and
completion of the Works and the remedying of defects therein the Contract Price or such
other sum as may become payable under the provisions of the Contract at the times and in
the manner prescribed by the Contract.
4 The Contract Price or such other sum as may be payable shall be paid in Ethiopian Birr.
IN WITNESS whereof the parties thereto have caused this Agreement to be executed in accordance
with the law specified in the Special Conditions of Contract on the day, month and year indicated
above.
Signed by ___________________________ (for the Employer)
Name:______________________________ Position:__________________________
Signed by ___________________________ (for the Contractor)
Name:______________________________ Position:___________________________
Witnesses
1. -------------------
2. -------------------
103
Part 3. Section 9. Contract Forms
Note for Bidders: The Contract Security should be on the letterhead of the issuing Financial Institution
and should be signed by a person with the proper authority to sign documents that are binding on the
Financial Institution.
Contract Security
(Bank Guarantee)
Contract Security (Unconditional Bank Guarantee)
Date: [insert date]
To: [name and address of Employer]
WHEREAS [name and address of Contractor] (hereinafter called the Contractor) has
undertaken, in pursuance of Contract No. [number] dated [date] to execute [name of Contract and
brief description of Works] (hereinafter called the Contract);
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish
you with a Bank Guarantee by a recognized bank for the sum specified therein as security for
compliance with his obligations in accordance with the Contract;
AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee;
NOW THEREFORE WE hereby affirm that we are the Guarantor and responsible to you, on behalf
of the Contractor, up to a total of [amount of Guarantee] [amount in words], such sum being
payable in the types and proportions of currencies in which the Contract Price is payable, and we
undertake to pay you, upon your first written demand and without cavil or argument, any sum or
sums within the limits of [amount of Guarantee] as aforesaid without your needing to prove or to
show grounds or reasons for your demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor before
presenting us with the demand.
We further agree that no change or addition to or other modification of the terms of the Contract or
of the Works to be performed thereunder or of any of the Contract documents which may be made
between you and the Contractor shall in any way release us from any liability under this Guarantee,
and we hereby waive notice of any such change, addition, or modification.
This Guarantee shall be valid until a date 28 days from the date of issue of the Certificate of
Completion.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458,
except that subparagraph (ii) of Sub-article 20(a) is hereby excluded.
Signature and seal of the Guarantor
Name of Financial Institution

Address
Date
Section 9: Page 3 of 6 File Name: Wks-SBD-NCB-Section 9
104
Note for Bidders: The Performance Bond should be on the letterhead of the issuing Institution and
should be signed by a person with the proper authority to sign documents that are binding on the
Institution.
Performance Bond
By this Bond, [name and address of Contractor] as Principal (hereinafter called the
Contractor) and [name, legal title, and address of surety, bonding company, or insurance
company] as Surety (hereinafter called the Surety), are held and firmly bound unto [name and
address of Employer] as Obligee (hereinafter called the Employer) in the amount of [amount
of Bond] [amount of Bond in words], for the payment of which sum well and truly to be made
in the types and proportions of currencies in which the Contract Price is payable, the Contractor
and the Surety bind themselves, their heirs, executors, administrators, successors, and assigns,
jointly and severally, firmly by these presents.
Whereas the Contractor has entered into a Contract with the Employer dated the [day] day of
[month], [year] for [name of Contract] in accordance with the documents, plans, specifications,
and amendments thereto, which to the extent herein provided for, are by reference made part
hereof and are hereinafter referred to as the Contract.
Now, therefore, the Condition of this Obligation is such that, if the Contractor shall promptly and
faithfully perform the said Contract (including any amendments thereto), then this obligation
shall be null and void; otherwise it shall remain in full force and effect. Whenever the Contractor
shall be, and declared by the Employer to be, in default under the Contract, the Employer having
performed the Employers obligations thereunder, the Surety may promptly remedy the default,
or shall promptly:
(1) Complete the Contract in accordance with its terms and conditions; or
(2) Obtain a Bid or bids from qualified bidders for submission to the Employer for
completing the Contract in accordance with its terms and conditions, and upon
determination by the Employer and the Surety of the lowest responsive Bidder,
arrange for a Contract between such Bidder and Employer and make available as
work progresses (even though there should be a default or a succession of defaults
under the Contract or Contracts of completion arranged under this paragraph)
sufficient funds to pay the cost of completion less the balance of the Contract Price;
but not exceeding, including other costs and damages for which the Surety may be
liable hereunder, the amount set forth in the first paragraph hereof. The term
Balance of the Contract Price, as used in this paragraph, shall mean the total
amount payable by the Employer to the Contractor under the Contract, less the
amount properly paid by the Employer to the Contractor; or
(3) Pay the Employer the amount required by the Employer to complete the Contract in
accordance with its terms and conditions up to a total not exceeding the amount of
this Bond.
The Surety shall not be liable for a greater sum than the specified penalty of this Bond.
105
Any suit under this Bond must be instituted before the expiration of one year from the date of
issuance of the Certificate of Completion.
No right of action shall accrue on this Bond to or for the use of any person or corporation other
than the Employer named herein or the heirs, executors, administrators, successors, and assigns
of the Employer.
In testimony whereof, the Contractor has hereunto set its hand and affixed its seal, and the Surety
has caused these presents to be sealed with its corporate seal duly attested by the signature of its
legal representative, this [day] day of [month], [year].
Signed by
on behalf of [name of Contractor] in the capacity of
In the presence of
Date
Signed by
on behalf of [name of Contractor] in the capacity of
In the presence of
Date
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Note for Bidders: The Advance Payment Security should be on the letterhead of the issuing Financial
Institution and should be signed by a person with the proper authority to sign documents that are binding
on the Financial Institution.
Advance Payment Security

Bank Guarantee for Advance Payment
To: [name and address of Employer]

[Name of Contract]
Gentlemen:
In accordance with the provisions of the Conditions of Contract, Clause 51 (Advance Payment)
of the above-mentioned Contract [name and address of Contractor] (hereinafter called the
Contractor) shall deposit with [name of Employer] a Bank Guarantee to guarantee his proper
and faithful performance under the said Clause of the Contract in an amount of [amount of
Guarantee] [amount in words].
We, the [Bank or Financial Institution], as instructed by the Contractor, agree unconditionally
and irrevocably to guarantee as primary obligator and not as Surety merely, the payment to
[name of Employer] on his first demand without whatsoever right of objection on our part and
without his first claim to the Contractor, in the amount not exceeding [amount of Guarantee]
[amount in words].
We further agree that no change or addition to or other modification of the terms of the Contract
or of Works to be performed thereunder or of any of the Contract documents which may be made
between [name of Employer] and the Contractor, shall in any way release us from any liability
under this Guarantee, and we hereby waive notice of any such change, addition, or modification.
This Guarantee shall remain valid and in full effect from the date of the advance payment under
the Contract until [name of Employer] receives full repayment of the same amount from the
Contractor.
This Guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.
458.
Yours truly,
Signature and seal:
Name of Bank/Financial Institution:
Address:
Date:
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User Guide for the Standard Bidding Document for Works (National Bidding)
Users Guide
for
Standard Bidding Document
for the
For National Competitive Bidding (NCB)
January 2006
Document: User Guide Page 1 of 65 File Ref: Wks-SBD-NCB-UsrGd
108
Table of Contents
Acronyms.....................................................................................................................................3
Guidance Notes on the use of Standard Bidding Documents and the User Guide.............................4
Purpose of the Standard Bidding Document ................................................................................................ 4
Purpose of the User Guide ........................................................................................................................... 4
When to Use the Standard Bidding Document for Works ........................................................................... 4
Structure of the Standard Bidding Document............................................................................................... 5
Rules for drafting Bidding Documents......................................................................................................... 6
Summary of the Bidding Process........................................................................................................8
Selection of Bidders ..................................................................................................................................... 8
Preparation and Issue of Bidding Documents .............................................................................................. 8
Bidding Period and Bid Receipt................................................................................................................... 9
Bid Opening ................................................................................................................................................. 9
Bid Evaluation ........................................................................................................................................... 10
Bid Acceptance and Contract Award and Placement ................................................................................. 11
Guidance Notes for the preparation of Invitation to Bid Notices or Letters.....................................12
Invitation to Bid Notices ............................................................................................................................ 12
Invitation to Bid Letters ............................................................................................................................. 14
Guidance Notes on the Preface Section............................................................................................16
Guidance Notes on Section 1. Instructions to Bidders.....................................................................17
Guidance Notes on Section 2. Bid Data Sheet.................................................................................18
Guidance Notes on Adjudication ............................................................................................................... 23
Guidance Notes on Section 3. Evaluation and Qualification Criteria..............................................25
1. Qualification Criteria ............................................................................................................................. 25
Guidance Notes on Section 4. Bidding Forms..................................................................................27
Guidance Notes on Section 5. Eligible Countries.............................................................................28
Guidance Notes on Section 6. Schedule of Requirements................................................................29
Scope of Works .......................................................................................................................................... 29
Technical Specifications ............................................................................................................................ 29
Drawings .................................................................................................................................................... 31
Bill of Quantities or Activity Schedule ....................................................................................................... 31
Guidance Notes on Section 7. General Conditions of Contract........................................................36
Guidance Notes on Section 8. Special Conditions of Contract........................................................37
Additional Optional Clauses ...................................................................................................................... 43
Guidance Notes on Section 9. Contract Forms.................................................................................46
Agreement .................................................................................................................................................. 46
Contract Security and Advance Payment Security ..................................................................................... 46
Guidance Notes on the Letter of Acceptance...................................................................................50
Guidance Notes on Letters to Unsuccessful Bidders.......................................................................52
Annex 1: Sample Bill of Quantities.................................................................................................53
109
Acronyms
BDS Bid Data Sheet

BD Bidding Document
BOQ Bill of Quantities
EQC Evaluation and Qualification Criteria
GCC General Conditions of Contract
FIDIC International Federation of Consulting
Engineers
ITB Instructions to Bidders
PE Procuring Entity
SBD Standard Bidding Document
SCC Special Conditions of Contract
SOR Schedule of Requirements
110
Guidance Notes on the use of Standard Bidding

Documents and the User Guide
Purpose of the Standard Bidding Document
The purpose of the SBD is to provide Procuring Entities (PEs) with one standard draft
containing basic contractual provisions and safeguards which are required by the Government
of the Federal Democratic Republic of Ethiopia in the execution of public procurement and
the use of public funds.
The Standard Bidding Document for the Procurement of Works has been designed to:
(i) Simplify the drafting of a specific bidding document for Procurement of Works by
procurement staff;
(ii) Minimise the time required by the Tender Committee to approve Bidding
Documents prior to release;
(iii) Reduce Bidders time and effort in the preparation of Bids; and
(iv) Facilitate and simplify the evaluation and comparison of bids and Contract award by
the Procuring Entity.
The key feature of the SBD is that it can be used with minimum changes, as it does not
contain explanations, footnotes or examples that should not form part of the Bidding
Document.
Purpose of the User Guide

This User Guide has been prepared to provide guidance to public officials in the correct use
of the Standard Bidding Documents (SBD) for Works as a model for preparing an individual
Bidding Document (BD).
Users should ensure that the correct User Guide is referred to. Different User Guides have
been produced for each SBD including those for the Procurement of Goods and Services.
Users should refer to the header and footer of each page of the User Guide to ascertain this.
The SBD contains guidance notes for Bidders (or Financial Institutions) only, which are
mainly in Sections 4 and 9. These notes should not be deleted from the Bidding document
when drafting.
All the explanations and notes necessary for PEs to use the SBD are contained in this User
Guide.
All guidance notes, in both the bidding document and the user guide, are found between
square brackets in bold e.g. [insert general description of works].
This User Guide is not part of the Bidding Document and is not intended for issue to Bidders.
When to Use the Standard Bidding Document for Works

Procurement Method
This SBD for the Procurement of Works is suitable for use under Open National Tendering,
either with or without pre-qualification. It is also suitable for use under Restricted Tendering.
An alternative SBD is available for Open and Restricted International Tendering.
111
For procurement using the Request for Quotations method, the Request for Quotations and
Construction Agreement Form documents should normally be used.
Type of Contract
This Document can be used when the Procuring Entity intends to place either an
Admeasurements contract (with a bill of quantities) or a Lump Sum contract (with an activity
schedule). It is essential that the type of contract is specified in the Bid Data Sheet and
Special Conditions of Contract in Sections 2 and 8 of the Bidding Document.
Admeasurements contracts should be used for roads, buildings and other forms of
construction, where the works may not be well defined and quantities cannot be accurately
determined and are subject to change in quantity or specifications resulting from site
conditions.
Lump sum contracts should be used for buildings and works, which are well defined and can
be accurately quantified prior to construction.
Scope and Value of Contract
This SBD is suitable for a standard contract, where the works have been fully designed by or
for the Procuring Entity (Employer), prior to bidding, and the Contractor will be responsible
for construction only.
It is suitable for works valued at up to US$10 million.
This SBD for the Procurement of Works is not suitable for the following situations:
Complex works under US$10 million, such as large water treatment plants;
Works over US$10 million;
Works designed by the Contractor, including turnkey contracts.
For any of these requirements, the Procuring Entity should find an alternative, more
appropriate document, such as an appropriate FIDIC standard form of contract.
Structure of the Standard Bidding Document

The SBD is divided into nine separate Sections and a Preface. Procuring Entities are required
to use all Sections of the Standard Bidding Document to produce an individual Bidding
Document for issue to Bidders. The Standard Bidding Document comprises:
Preface
Part 1 Bidding Procedures
Section 1. Instructions to Bidders (ITB)
Section 2. Bid Data Sheet (BDS)
Section 3. Evaluation and Qualification Criteria (EQC)
Section 4. Bidding Forms
Section 5. Eligible Countries
Part 2 Schedule of Requirements
Section 6. Schedule of Requirements
Part 3 Contract
Section 7. General Conditions of Contract (GCC)
Section 8. Special Conditions of Contract (SCC)
112
Section 9. Contract Forms

Each section is provided as a separate electronic document, removing the difficulties of
drafting long documents. Collation of the sections is accomplished by reading the preface (5
pages) and manually inserting the relevant sections into each part of the preface pages.
Rules for drafting Bidding Documents

It is important that Procuring Entities always use the original Standard Bidding Document to
commence drafting a new Bidding Document for each new procurement requirement.
Therefore, the original SBD should not be amended in any way.
The SBDs have been designed to require the minimum of input or changes to the document so
that a final Bidding Document can be produced with minimum time and effort.
Most importantly the provisions in
Section 1 Instructions to Bidders and
must be used with their text unchanged.
Any data or information that Sections 1 or 7 require are to be included respectively in
Section 2 Bid Data Sheet and
Data and information contained in the remaining Sections should be modified as follows:
Section 3 Evaluation and Qualification Criteria This section must be completed
with details of any evaluation criteria, and the qualification criteria, to be
applied, where a pre-qualification has not been conducted. Examples are
provided in this User Guide.
Section 4 Bidding Forms The Forms in this section are to be completed by the
Bidder. No changes to the standard forms should be made by the PE.
Section 5 Eligible Countries A standard wording is included for Government
funded procurement. Changes may be made where the procurement is
subject to donor rules or where the Government has introduced any
different or additional rules on eligibility.
Section 6 Schedule of Requirement This section should be completed with
technical details of the works required, through a scope of works,
technical specifications, drawings and a bill of quantities or activity
schedule.
Section 9 Contract Forms Procuring Entities are required to include the Contract
Form in the Bidding Document. Details do not need to be completed until
the contract award stage.
This User Guide contains a section corresponding to each section of the SBD. It also includes an
initial section on how to prepare the Invitation to Bid Notice or letter and a section at the end on
preparing a Letter of Acceptance.
113
In drafting Bidding Documents using the SBDs, users should not:

Delete any Section or page breaks,
Make any changes to the headers of the SBD,
Make any changes to the footers of the SBD.
114
Summary of the Bidding Process

The Public Procurement Proclamation of 2004 and the Procurement and Contracts Directives
detail the full procurement processes, rules and procedures and the procurement methods to
be followed by Procuring Entities. The Proclamation and Directives must be complied with at
all times.
The relevant parts of the bidding process are summarised here as follows:
Selection of Bidders;
Preparation and Issue of Bidding Documents;
Bidding Period and Bid Receipt;
Bid Opening;
Bid Evaluation; and
Bid Acceptance, Contract Award and placement.
Selection of Bidders
The method for selection of Bidders will depend on the procurement method being used and
whether or not a pre-qualification has been conducted.
Where Open Tendering is used without pre-qualification, the PE must publish an
Invitation to Bid notice, so that bidding is open to all interested bidders. A standard format,
with guidance notes on its completion, is provided later in this User Guide.
The notice must be published in at least one national newspaper of general circulation.
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.
Where Open Tendering is used with pre-qualification, the bidders invited will be those
selected during the pre-qualification process. There is therefore no need to publish an
Invitation to Bid notice, but the bidding document should be accompanied by an Invitation to
Bid letter. A sample letter, and guidance notes on completing it, are included later in this User
Guide.
Where this document is used under Restricted Tendering, the bidders invited will be those
included on the shortlist, who should be selected from among contractors registered in the
contractors list. There is no need to publish an Invitation to Bid notice, but the bidding
document should be accompanied by an invitation to bid letter. However, the Procuring
Entity may advertise the opportunity, to invite companies to express interest in being invited
to bid. A sample letter and guidance notes on completing an invitation to bid letter are
included later in this User Guide.
Preparation and Issue of Bidding Documents

The Procuring Entity is responsible for the preparation and issue of the Bidding Document
and must use the appropriate SBD, as this is a mandatory requirement for contracts to be
funded by the Government of the Federal Democratic Republic of Ethiopia.
115
In deciding the deadline for Bid Submission, the PE should allow Bidders sufficient time for
obtaining and studying the Bidding Document, preparing complete and responsive bids and
submitting the bids. Procuring Entities are required to comply with the minimum bidding
periods given in the Directives.
Where a Bid Notice has been published, the PE must issue Bidding Documents promptly to
all Bidders who request them and pay any required fees. A record must be kept of the Bidders
to whom Bidding Documents have been issued. Receipts must be issued for all fees paid.
Where the Bidding Document is issued to pre-qualified or short-listed bidders, the documents
must be issued to all bidders at the same time and must be issued early enough to ensure
compliance with the minimum bidding period given in the Directives. A record must be kept
of the issue of all bidding documents.
Bidding Period and Bid Receipt

The Bidder is responsible for the preparation and submission of its Bid. During the bidding
period, the Procuring Entity shall:
Hold any pre bid meeting or site visit and issue minutes promptly;
Promptly respond to requests for clarifications from Bidders;
Issue amendments to the Bidding Documents if necessary;
Receive and record sealed bids from Bidders or make a Bid Box available up to the
deadline for bid submission;
Close bidding at the precise date and time of the deadline and ensure that no late bids
are received; and
Keep all bids received secure until the time for bid opening.
Bid Opening
The Tender Committee is responsible for the Bid Opening, which is a critical event in the
bidding process. Procuring Entity staff must be aware that inappropriate procedures at Bid
Opening are usually irreversible and may require cancellation of the Bidding Process with the
consequent delays and waste of time and resources.
Best Bid-Opening Practices to Observe
The Tender Committee shall:
Conduct the Bid Opening strictly following the procedures specified in the ITB Sub-
Clause 23 for all bids received on or prior to the date and time of the bid submission
deadline. The term Bid Opening can be misleading because a bid for which a Bid
Withdrawal notice was received on time shall not be opened, but returned unopened
to the Bidder. The sequence in which bids are handled and opened is crucial.
Ensure that all bids that were received on time are accounted for, before starting
the Bid Opening, as bids that are not opened and read out at Bid Opening shall not
be further considered.
Not reject any bid at Bid Opening, except for late bids received after the date and
time of bid submission deadline. Technically, late bids should not reach the Bid
116
Opening, but in certain cases a Bidder may attempt to submit its bid at the Bid
Opening place after the deadline.
Examine the bids at Bid Opening in accordance with the provisions of ITB Sub-
Clause 19. The Procuring Entity shall, verify at the Bid Opening the existence of the
documentation, confirming the validity of a bid withdrawal or modification (as
specified in ITB Sub-Clause 22). A withdrawn bid shall not be opened and in
consequence not read out and, therefore, they shall not be further considered by the
Procuring Entity. Similarly, a bid modification shall be opened and read out to
amend a bid that was received on time.
Bid Evaluation
The Tender Committee, assisted by a Technical Committee if required, is responsible for the
evaluation of all bids received. The Tender Committee must remember that mistakes
committed at bid evaluation may later prompt complaints from Bidders, requiring re-
evaluation of the bids, with the consequent delays and waste of time and resources.
The Tender Committee shall:
Maintain the bid evaluation process strictly confidential
Reject any attempts or pressures to distort the outcome of the evaluation, including
fraud and corruption
Strictly apply only and all of the evaluation and qualification criteria specified in the
Bidding Documents to determine the lowest evaluated bid and to make a
recommendation for award of contract to the Tender Committee.
In conducting the evaluation, the Tender Committee will be required to make appropriate
adjustments for acceptable variations, deviations or alternatives offers, as specified in ITB
Clause 29.2(c). In determining whether such variations, deviations or alternatives are
acceptable, the Tender Committee should take into account the definition of a material
deviation given in ITB Clause 26.2. Any variation, deviation or alternative which
substantially affects the scope, quality or performance of the Works, substantially alters the
Employers rights or the Bidders obligations or would give the Bidder an unfair competitive
advantage over other Bidders should not be considered as acceptable and the bid should be
rejected.
In making adjustments for acceptable variations, deviations or alternatives, the Tender
Committee must try to quantity the effect of the change. For example:
Where Bidders request improved payment terms, the benefit should be calculated in
terms of their cash flow. The interest rate used may be one specified in the contract for
late payments.
Where a Bidder suggests the use of alternative materials (e.g. steel instead of
concrete), the increased or decreased cost of maintenance should be calculated.
Where a Bidder proposes a longer completion period, a penalty could be calculated
using the rates given in the contract for liquidated damages.
Where a Bidder proposes the use of alternative materials or a different design, the
difference in operational costs could be taken into account.
Where required, the Tender Committee should seek professional technical or financial advice
to assist in quantifying adjustments.
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Upon completion of the Bid Evaluation, the Tender Committee shall be requested to make a
Contract Award recommendation to the head of the Procuring Entity. It is important to note
that a Contract Award decision by the head of the Procuring Entity is not a contract; it is a
decision to award a contract to the bidder who submitted the lowest evaluated bid.
Bid Acceptance and Contract Award and Placement

Bid acceptance and award and placement of a contract can be confusing for both parties if
there is not a precise and specified procedure for award of contracts. The procedure specified
in the Proclamation and Directives provides a sequence of events based on the need to
recognise Bidders rights to appeal against the conduct of the evaluation and the need for a
contract to be placed as soon as is practical after a decision to award has been approved. The
following procedure is required under the Proclamation and Directives:
The head of the Procuring Entity makes a contract award decision, based on the
recommendation of the Tender Committee.
The Procuring Entity notifies all Bidders of the result of the evaluation.
After a period of five working days, if no complaint has been received by the
Procuring Entity, the PE awards the contract by issuing a Letter of Acceptance to the
successful bidder.
The contract will be confirmed by issue of a full conformed Contract Document.
PEs should note that the Letter of Acceptance and the Contract Document should not contain
any provisions or conditions which vary from those in the Bidding Document, or the Bidders
Bid, including any subsequent clarifications. Any such modifications should be agreed by the
Bidder in writing before a contract award decision is made.
The Contract Document comprises those papers contained at Section 9 of the Bidding
Document and it is at the stage of contract award that these can be completed with details of
the successful Bidder.
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Guidance Notes for the preparation of Invitation to Bid Notices or

Letters
Invitation to Bid Notices
Invitation to Bid Notices must be published under the Open Tendering method, unless a pre-
qualification has been conducted. They are designed to provide information that enables
potential bidders to decide whether to participate in a bidding process. Apart from the
essential items listed in the draft below, the Invitation to Bid Notice should also indicate any
important bid evaluation criteria (for example, the application of a margin of preference in bid
evaluation) or qualification requirements (a minimum level of turnover or experience).
The Invitation to Bid Notice is for publication purposes only and is not a part of the Bidding
Documents.
Standard Format for Invitation to Bid Notices
[Brief Description of the Works]
[Procurement Reference number]
1. The [insert name of Employer] has funds within the Employers budget to be used for the
procurement of [insert description of works to be procured].
2. The [insert name of Employer] invites sealed bids from eligible bidders for the provision of [insert
description of works to be procured]. 1,2
3. Bidding will be conducted in accordance with the open national tendering procedures contained in
the Public Procurement Proclamation of the Federal Government of Ethiopia and is open to all
bidders from eligible source countries. 3
4. Interested eligible bidders may obtain further information from [insert name of Employer] and
inspect the bidding documents at the address given below at 7(a) from [insert office hours]. 4
5. A complete set of Bidding Documents in Amharic may be purchased by interested bidders at the
address below at 7(b) and upon payment of a non-refundable fee5 of Ethiopian Birr [insert amount].
The method of payment will be [insert method of payment] 6. The document will be sent by [insert
delivery method]. No liability will be accepted for loss or late delivery.
6. Bids must be delivered to the address below at 7(c) at or before [insert time and date]. [If
appropriate, include the following: All bids must be accompanied by a bid security of
Ethiopian Birr (insert amount)].7 Late bids shall be rejected. Bids will be opened in the presence
of the bidders representatives who choose to attend at the address below at 7(d) at [insert time and
date] 8.
7. (a) Address documents may be inspected at: [Insert address and contact details]
(b) Address documents will be issued from: [Insert address and contact details]
(c) Address Bids must be delivered to: [Insert address and contact details]
(d) Address of Bid Opening: [Insert address and contact details]
Notes
1. A brief description of the Works should be provided, including the location of the
project, and other information necessary to enable potential bidders to decide whether to
respond to the invitation. If Bidding Documents require bidders to have specific
experience or capabilities, such restrictions should also be included in this paragraph.
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2. [Insert if applicable]. The completion period is [insert no. of days/months/years or

dates].
3. Occasionally, contracts may be financed out of donor funds that would restrict eligibility
to particular countries. When this is the case, it should be mentioned in this paragraph.
Also indicate any margin of preference that may be granted as specified in the Bidding
Documents.
4. For example: 09:00 to 12:00 hours.
5. The fee, to defray printing and mailing/shipping costs, should be nominal. If no fee is to
be charged ensure that this is stated.
6. For example, cashiers check, direct deposit to specified account no., etc.
7. The amount of bid security should be stated or if a bid security is not required, the
paragraph should so state.
8. The place for bid opening may not necessarily be the same as that for issuance of
documents or for bid submission. If they differ, each address must appear in paragraph 7
and be numbered. The text in the paragraph would then refer to address (1), (2), etc.
Only one place and its address may be specified for submission, and it should be near
the place where bids will be opened. Addresses should not be PO Boxes where physical
submission or collection of a document is required.
Any further information relating to the proposed bidding process, such as the intention to hold
a pre bid meeting should also be included as appropriate.
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Invitation to Bid Letters

Invitation to Bid letters are issued to short listed bidders under Restricted Tendering or where
bidders have been pre-qualified. They are used to invite specific Bidders who are felt to have
the prerequisite skills, capacity or qualifications to fulfil a requirement.
The Invitation to Bid Letter is not a part of the Bidding Documents. The letter should be
signed and the seal of the Procuring Entity should be affixed.
Standard Format for Invitation to Bid Letters
Letterhead paper with PE name and address
[Name and address of selected Bidders list all Bidders]
[Procurement Reference number]
[Date]
Dear Sirs,
Invitation to Bid for [Brief Description of the Works]
1. The [insert name of Employer] has funds within the Employers budget to be used for the
acquisition of the above referenced Works.
2. The [insert name of Employer] invites sealed bids from eligible/pre-qualified [delete as
applicable] bidders for the provision of these Works. 1,2
3. Bidding will be conducted in accordance with the open/restricted [delete as applicable] national
tendering procedures contained in the Public Procurement Proclamation of the Federal Government
of Ethiopia. Bidding is open to the Bidders listed above from eligible source countries.3
4. A complete set of Bidding Documents in Amharic may be purchased by interested bidders at the
address below at 6 (a) and upon payment of a non-refundable fee4 of Ethiopian Birr [insert amount].
The method of payment will be [insert method of payment].5 The document will be sent by [insert
delivery method]. No liability will be accepted for loss or late delivery.
5. Bids must be delivered to the address below at 6(b) at or before [insert time and date]. [If
appropriate, include the following: All bids must be accompanied by a bid security of
Ethiopian Birr (insert amount)].6 Late bids shall be rejected. Bids will be opened in the presence
of the bidders representatives who choose to attend at the address below at 6 (c) at [insert time and
date].7
6 (a) Address documents will be issued from: [Insert street address]
(b) Address Bids must be delivered to: [Insert street address]
(c) Address of Bid Opening: [Insert street address]
Yours sincerely,
[Insert name of office and name of officer] [Insert postal/street address]
Notes
1. A brief description of the Works should be provided, including the location of the
project and other information necessary to enable potential bidders to decide whether to
respond to the invitation. If Bidding Documents require bidders to have specific
experience or capabilities, such restrictions should also be included in this paragraph.
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2. [Insert if applicable]. The completion period is [insert no. of days/months/years or

dates].
3. Occasionally, contracts may be financed out of donor funds that would restrict eligibility
to particular countries. When this is the case, it should be mentioned in this paragraph.
Also indicate any margin of preference that may be granted as specified in the Bidding
Documents.
4. The fee, to defray printing and mailing/shipping costs, should be nominal.
5. For example, cashiers check, direct deposit to specified account no., etc.
6. The amount of bid security should be stated or if a bid security is not required, the
paragraph should so state.
7. The place for bid opening may not necessarily be the same as that for bid submission. If
they differ, each address must appear in paragraph 6. Only one place and its address may
be specified for submission, and it should be near the place where bids will be opened.
It should be noted that the Invitation to Bid Letter should be addressed to all Bidders that
have either pre-qualified or have been selected for restricted tendering so that each Letter
indicates the names of all Bidders that have been invited to bid.
Additional information, such as details of a pre-bid meeting should also be included in the
invitation to bid letter.
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Guidance Notes on the Preface Section

This Section of the Standard Bidding Document comprises five pages of which the first two
pages are the cover sheets to the Bidding Document and the remaining three pages are
separators or dividers for the three Parts of the Document. Only the first page of the Preface
requires any inputs or text changes as illustrated below.
{Entity or Project Crest or Logo}
{Name of Employer and/or Project}
Bidding Document
for the
Subject of Procurement: [Insert general description of works to be procured].

Procurement Reference [Insert the Procurement Reference number for this
Number: procurement]
Procurement Method: [Insert Open/Restricted National Tendering as appropriate]
Date of Issue of Bidding: [Insert official issue date of the Bidding Document]
Document
123
Guidance Notes on Section 1. Instructions to Bidders

The Instructions to Bidders (ITB) inform Bidders of the procedures that regulate the bidding
process. The ITB contain standard provisions that have been designed to remain unchanged
and to be used without modifying their text. The ITB clearly identify the provisions that
may normally need to be specified for a particular bidding process and require that such
details be introduced through the BDS.
Conventionally the Instructions to Bidders contain information and data relating to the
procedure for bidding and evaluation up to the point of contract award. Matters that will
govern the performance of the Contractor, payment under any resulting contract or the rights
and obligations under any resulting contract are contained in Section 7, 8 and 9, the General
and Special Conditions of Contract and the Agreement. If duplication of a subject is
inevitable in the different Sections of the document, care must be exercised to avoid
contradiction between clauses dealing with the same matter(s).
The Instructions to Bidders are not a Contract document and, therefore, will not form a part
of the Contract.
124
Guidance Notes on Section 2. Bid Data Sheet

The Bid Data Sheet (BDS) supplements the ITB by specifying details relevant to an
individual bidding document such as its closing date or the value of bid security required.
The Employer must specify in the BDS only the information that the ITB request be specified
in the BDS. All information shall be provided; no clause shall be left blank.
To facilitate the preparation of the BDS, its clauses are numbered with the same numbers as
the corresponding ITB clause. This Guide provides information to the Employer on how to
enter all required information, and includes a BDS formatted table that summarises all
information to be provided.
The BDS should be prepared by the PE prior to the issue of the Bidding Document.
Conventionally the BDS contains information and data relating to the procedure for bidding
and evaluation up to the point of contract award. Matters that will govern the performance of
the Contractor, payment or the rights and obligations under any resulting contract are
contained in Section 7, 8 and 9, the General and Special Conditions of Contract and the
Agreement. If duplication of a subject is inevitable in the different Sections of the document,
care must be exercised to avoid contradiction between clauses dealing with the same
matter(s).
The Bid Data Sheet is not a Contract document and, therefore, will not form a part of the
Contract.
125
Input of Information to be completed by Employer

Section 2. Bid Data Sheet
Instructions to
Bidders (ITB) Data relevant to the ITB
reference
A. General
ITB 3.2 A Bidder shall submit with its bid the documentary evidence specified
in ITB Clause 3.2. [Amend if no documentary evidence is required
e.g. if this has been verified during a pre-qualification exercise].
The documentary evidence required shall be amended as follows:
[amend if any alternative or additional documents are required].
ITB 3.2(a) The mandated public body for the registration of contractors is:
[insert public body responsible for contractor registration for the
works being purchased e.g. Ministry of Infrastructure or
Ministry of Water Resources].
ITB 7.2 The Employer [insert will or will not] hold a pre-bid meeting.
If a pre-bid meeting is being held, it shall take place at:
Location: [insert full address for pre-bid meeting].
Date: [insert day, date, month and year of pre-bid meeting e.g.
Monday 15th November 2004]
Time: [insert time and identify if a.m. or p.m. e.g. 11.00 a.m.]
The Employer [insert will or will not] hold a site visit.
If a site visit is being held, it shall take place at:
Location: [insert full address for site visit].
Date: [insert day, date, month and year of site visit e.g. Monday
15th November 2004]
Time: [insert time and identify if a.m. or p.m. e.g. 11.00 a.m.]
[For major contracts, it is good practice for the Employer to

organise a pre-bid meeting, which provides the opportunity of
providing information and a session for questions and answers. A
site visit should also be arranged where possible.]
126
Instructions to
reference
ITB 9.1 Clarification purposes only, the Employers address is:

Attention: [insert full name of contact person]
Address: [insert street address and number]
Floor/Room number: [insert floor and room number, if
applicable]
Town/City: [insert name of city or town]
PO Box No/Postal Code: [insert postal, or PO Box No if
applicable]
Country: [insert name of country]
Telephone: [insert telephone number, including
country & city codes]
Facsimile number: [insert fax number, including country &
city code]
Email address: [insert email address, if applicable]
ITB 12.1(f) The Bidder shall submit with its bid the following additional
documents or information: [insert any additional documents
required e.g. details of the Bidders insurance cover.]
ITB 13.1 The contract is an Admeasurements/Lump Sum [delete as applicable,

ensuring that the contract type is the same as in clause 37.1 of the
Special Conditions] Contract.
ITB 13.3 The Bidder [insert shall or shall not] provide a breakdown of
rates and prices [for all items whose cost is greater than [insert
percentage or delete if not applicable] % of the Bid Price].
ITB 15.1 Bids shall remain valid for [insert number] days.
[The period must be sufficient for the Employer to evaluate bids,
obtain all approvals and award a contract. Usually this is
expressed as 60, 90 or 120 days. A minimum of 60 days is normally
used, with up to 120 days for high value and complex works
127
Instructions to
reference
requiring detailed evaluation.]
ITB 15.3 The adjustment of Bid price shall be calculated on the basis of an
annual increase of [insert percentage] percent.
[The rate inserted should reflect the current rates of inflation in

Ethiopia and should be reasonably equitable]
ITB 16.1 The amount of the bid security shall be ETB [insert amount]. [The
amount should be in accordance with the Procurement Directives
i.e.
ETB 5,000 for contracts estimated at ETB 30,000 - 500,000

ETB 10,000 for contracts estimated at ETB 500,001 1,000,000
ETB 50,000 for contracts estimated at ETB 1,000,001 5,000,000
ETB 100,000 for contracts estimated to be above 5,000,000].
ITB 17.1 Alternative proposals to the requirements of the bidding documents

[insert will or will not, as appropriate] be permitted with
respect to [describe the alternatives to be permitted, or delete, as
appropriate].
[The admittance of alternatives must be considered on a case by

case basis. Alternatives could apply to certain parts of the works
e.g. the use of structural steel in place of reinforced concrete.
Often Contractors wish to propose alternatives because they own
specialised equipment or expertise for alternative construction
methods, which may offer cost savings. Where it is considered that
there are viable alternatives, alternative bids should be permitted.]
[If alternatives shall be considered, insert either:
A bidder may submit an alternative bid only with a bid for the
base case. The Purchaser shall only consider the alternative bids
offered by the Bidder whose bid for the base case was determined
to be the lowest-evaluated bid.
or
A bidder may submit an alternative bid with or without a bid for
the base case. The Purchaser shall consider bids offered for
alternatives as specified in the Schedule of Requirements. All bids
received, for the base case, as well as alternative bids meeting the
specified requirements, shall be evaluated on their own merits in
accordance with the same procedures, as specified in the ITB 29.]
[When alternative bids are permitted, it is important for the PE to

clearly state in the Bidding Document the performance
128
Instructions to
reference
requirements that the alternative is required to meet, which may
be in terms of technical performance parameters or other
conditions, such as operating costs or completion schedule.
Alternative bids can then be evaluated against these criteria, even
if they do not conform fully to the Bidding Document].
ITB 18.1 In addition to the original of the bid, the number of copies is: [insert
number, usually two, but more if essential] copies.
ITB 19.2(a) For bid submission purposes only, the Employers address is :
Attention: [insert full name of contact person]
Street Address: [insert street address and number]
Floor/Room number: [insert floor and room number, if applicable]
PO Box No/Postal Code: [insert postal code, if applicable]
ITB 20.1 The deadline for bid submission is:

Date: [insert day, date, month, and year, e.g.
Monday 15 November, 2004]
Time (local time): [insert time, and identify if a.m. or p.m., e.g.
10:30 a.m.]
ITB 23.1 The bid opening shall take place at:

Street Address: [insert street address and number]
Floor/Room number: [insert floor and room number, if
applicable]
Date: [insert day, date, month, and year, e.g.
Monday 15 November, 2004]
Time (local time): [insert time, and identify if a.m. or p.m. e.g.
11:00 a.m.]
ITB 34.1 The Adjudicator proposed by the Employer is [insert name and
129
Instructions to
reference
address. General guidance notes on the role and conduct of
adjudication are given below].
The hourly fee for this proposed Adjudicator shall be [insert currency
and amount].
The biographical data of the proposed Adjudicator is as attached to this

Bid Data Sheet. [Attach relevant information, such as education,
experience, age, nationality, and present position].
[The appointment of the Adjudicator requires care and attention.

The Adjudicator should be of an appropriate discipline and have
knowledge and experience of resolving contract disputes, either in
the Engineer, Adjudicator or Arbitrator role. The Contractor has
the option of proposing an alternative Adjudicator at the bid
stage, which in turn the Employer has the prerogative of accepting
or declining at the acceptance stage. If the Employer does not
accept the Adjudicator proposed by the Contractor, the
Appointing Authority designated in the SCC selects the
Adjudicator.]
[For smaller contracts, the Employer may decide not to appoint an

Adjudicator, in which case, the text should be replaced with No
Adjudicator is to be appointed under this contract. Where no
Adjudicator is to be appointed, the Employer must also make
appropriate amendments to the relevant Special Conditions of
Contract].
Guidance Notes on Adjudication

The precise role and functions of the Adjudicator will depend on the procedural rules for
adjudication adopted by the two parties (the Employer and the Contractor), but the following
notes are provided as general guidance.
The purpose of adjudication is to resolve disputes between the two parties as quickly and
economically as possible, without recourse to the more expensive and time-consuming
solutions of arbitration or legal proceedings. Any dispute submitted for adjudication may
subsequently be submitted for arbitration or legal proceedings, but the decision of the
Adjudicator is binding, until this happens.
The Adjudicator must be impartial and independent of both Parties and must treat the details
of the contract and the adjudication as confidential. The Adjudicator will give his decision on
the resolution of the dispute, but will not give advice on the conduct of the works.
In order to issue his decision, the Adjudicator may undertake any of the following activities,
or others that he considers necessary:
130
Receive written submissions from the parties.

Request and examine documentation relating to the dispute.
Use his own specialist knowledge or, where permitted by the adjudication rules,
obtain advice from specialist consultants.
Hold a hearing to receive oral submissions from both parties and their employees.
Make a site visit.
The scope of the adjudication is initially determined by the written request for adjudication.
However, it may also include other matters, which the parties decide to add or which the
Adjudicator determines to be necessary for the effective and meaningful resolution of the
dispute.
Where possible, the Adjudicators decision will reflect the legal rights of the two parties.
However, where it is not possible to decide the matter based solely on the parties legal rights,
the Adjudicator will reach a view based on his fair and reasonable view, based on the facts of
the case and the relevant legal provisions. The Adjudicators decision may include the
payment of interest by one party.
131
Guidance Notes on Section 3. Evaluation and

Qualification Criteria
The purpose of the Evaluation and Qualification Criteria (EQC) is to inform Bidders of the
criteria that the Employer will use to evaluate the bids and post-qualify the bidder submitting
the lowest evaluated bid. This is to ensure that the evaluation is fair and treats all Bidders in
the same manner. It also should assist Bidders to prepare responsive bids which meet the PEs
needs and are competitive. The Employer must prepare the EQC and include it as a part of the
Bidding Documents.
The EQC is not a Contract document and, therefore, it is not a part of the Contract.
Section 3 of the SBD requires criteria to be added in only one area:

1. Qualification criteria.
Guidance is provided below on the completion of these sections. Example criteria are
provided, but the criteria must be prepared for each individual requirement, depending on the
value of the potential bids, the complexity of the assignment.
1. Qualification Criteria
This part must be drafted in conjunction with the standard instructions in Section 1,
Instructions to Bidders. It is used to modify the standard instructions and to provide figures
and other details for the qualification criteria, which are appropriate to the particular works
contract.
Where a pre-qualification has been conducted, the standard wording in this part should be
deleted and replaced with Not applicable. Pre-qualification information will be verified in
accordance with ITB Clause 4.2.
Where no pre-qualification has been conducted, the standard wording should be completed as
shown below. The criteria can be amended or deleted, if appropriate, and further criteria can
be added as required.
The information required from bidders in ITB Sub-Clause 4.3 is modified as follows: [list
any additions or deletions to the list of information and documents in ITB Sub-Clause
4.3 or state no modifications].
The requirements for joint ventures in ITB Sub-Clause 4.4 are modified as follows: [list any
additions or deletions to the requirements in ITB Sub-Clause 4.4 or state no
modification].
To qualify for award of the Contract, in accordance with ITB Sub-Clause 4.5, bidders shall
meet the minimum qualifying criteria: [complete the details required for the criteria at (a)
to (e) below or delete or amend. Additional criteria may be added if required]
(a) Average annual volume of construction work over the past [insert number of years.
For major contracts, it is normally 5 years, for smaller contracts 3 years would be
sufficient] of at least [insert currency and amount. Ideally the minimum value of the
annual turnover of construction work should be set at not less than 2.5 times the
132
estimated annual cash flow for the Contract. For low risk works, this minimum could be
reduced to 2 times or less]
(b) Experience as prime contractor in the construction of at least [insert required

number of similar contracts, which should be in the range of one to three, depending on
the size of contract, risk of contractor default and market conditions]works of a nature
and complexity equivalent to the Works over the last _____ [insert number of years,
normally in the range of five to ten. For smaller contracts, low risk works or a newly
established local industry, the number of years could be reduced to 3] years (to comply
with this requirement, works cited should be at least 70 percent complete);
(c) Proposals for the timely acquisition (own, lease, hire, etc.) of the following essential
equipment: [insert list of equipment. For smaller contracts, the list should be limited to
specialised items that are critical to the execution of the contract and that may be
difficult for the successful Bidder to obtain quickly]
(d) Personnel with the following qualifications and experience: [insert qualifications
and experience required for key personnel e.g. a Contract Manager with five years
experience in works of an equivalent nature and volume, including no less than three
years as Manager. Personnel requirements should be limited to key site management
and technical personnel, who will be responsible for major components e.g. site
superintendents, contract manager etc]
(e) Liquid assets and/or credit facilities, net of other contractual commitments and
exclusive of any advance payments which may be made under the Contract, of no less than
[insert amount. The successful Bidder must demonstrate that it has or has access to the
financial means sufficient to meet the construction cash flow requirements for the
contract. The minimum liquid assets and credit should normally be set as the estimated
payment flow over approximately 3 months at the average (straight lined)
construction rate.];
A consistent history of litigation or arbitration awards against the Applicant or any partner of
a Joint Venture may result in disqualification.
The figures for each of the partners of a joint venture shall be added together to determine the
Bidders compliance with the minimum qualifying criteria in (a) and (e) above; however, for
a joint venture to qualify, each of its partners must meet at least 25 percent of minimum
criteria (a), (b), and (e) above for an individual Bidder, and the partner in charge at least 40
percent of those minimum criteria. Failure to comply with this requirement will result in
rejection of the joint ventures Bid.
Subcontractors experience and resources will not be taken into account in determining the
Bidders compliance with the qualifying criteria. [Amend if required].
133
Guidance Notes on Section 4. Bidding Forms

The Procuring Entity must include all bidding forms that the Bidder must complete and
include in its bid in the Bidding Document. As specified in Section 4 of the Bidding
Document, these forms are the Bid Submission Form, the Priced Schedules (Bill of Quantities
or Activity Schedule, depending on the type of contract), the Bid Security Form and the
Qualification Information form.
As the Bidder (or a financial institution in the case of the Security) is required to complete
these Forms, guidance notes are included on the forms (in bold between square brackets) in
the SBD. These guidance notes should not be deleted by the Procuring Entity prior to the
issue of the Bidding Document. The Procuring Entity is not required to input or change
any information in Section 4.
This User Guide is not intended for Bidders as all information that the Bidder is required to
provide should be detailed by the Procuring Entity in the Bidding Document. The forms in
Section 4, complete with guidance notes, are not therefore included in this User Guide.
134
Guidance Notes on Section 5. Eligible Countries

Section 5 specifies the countries from which bidders (including subcontractors or suppliers)
are eligible. Section 5 is not a contract document.
Section 5 of the SBD includes the following wording, which will normally apply to any
Government funded contract:
All countries are eligible except countries subject to the following provisions.
A country shall not be eligible if:
(a) As a matter of law or official regulation, the Government of the Federal Democratic
Republic of Ethiopia prohibits commercial relations with that country, provided that
the Government is satisfied that such exclusion does not preclude effective
competition for the provision of the works required; or
(b) By an act of compliance with a decision of the United Nations Security Council
taken under Chapter VII of the Charter of the United Nations, the Government of the
Federal Democratic Republic of Ethiopia prohibits any procurement of works from
that country or any payments to persons or entities in that country.
The list of eligible countries may differ, where the procurement is funded by a donor or where
other restrictions are imposed by Government policy. In such cases, the Procuring Entity
should amend the text accordingly, inserting either a list of eligible countries or a list of
ineligible countries. The list of countries should be checked directly with the Government or
donor.
135
Guidance Notes on Section 6. Schedule of Requirements

The Schedule of Requirements (SOR) informs Bidders of precisely what the Employer wishes
to procure. The Schedule of Requirements should provide sufficient information to enable
bidders to efficiently and accurately prepare bids that are realistic and competitive and to
ensure that bids meet the Employers needs. The SOR must be prepared by suitably qualified
and experienced staff. The specifications, drawings and the completed bill of quantities
or activity schedule will form part of the Contract.
The Employer must prepare the SOR and include it as a part of the Bidding Documents.
Depending on the size of the contract and the number of pages in each section, it is usual to
package Section 6, or each part of Section 6, in a separate volume or volumes. For example,
for a large contract, the Technical Specifications, Bills of Quantities and Drawings may all
need to be issued in separate volumes. Where separate volumes are issued:
Each volume should be appropriately titled and include the procurement reference
number; and
The relevant page of Section 6 should be included in the Bidding Document for
completeness, with a reference to the appropriate volume.
The Statement of Requirements consists of four parts:
1. Scope of Works
2. Technical Specifications
3. Drawings
4. Bill of Quantities or Activity Schedule
The following notes provide guidance on how to prepare each of these parts.
Scope of Works
The Employer should provide a description of the works, including approximate quantities of
major items, which adequately describe the contract scope of work. Additional information
that may be included is:
Site location
Climate and weather information
Site investigation studies and reports
Topographical data
Access details
Details of other ongoing or future works to be carried out by other contractors during the
Contract period
Information regarding disposal, borrow and quarry areas including royalty payments as
applicable
Any other pertinent information regarding the site and the works
A description of approximately 1-2 pages would be appropriate for most contracts.
Technical Specifications
General Notes on Specifications
136
A set of precise and clear specifications is a prerequisite for Bidders to respond realistically
and competitively to the requirements of the Employer without qualifying or conditioning
their bids. In the context of open tendering, the specifications must be drafted to permit the
widest possible competition and, at the same time, present a clear statement of the required
standards of workmanship, materials, and performance of the related goods and services to be
procured. Only if this is done will the objectives of economy, efficiency, and fairness in
procurement be realised, responsiveness of bids be ensured, and the subsequent task of bid
evaluation facilitated. The specifications should require that all goods and materials to be
incorporated in the Works be new, unused, of the most recent or current models, and
incorporate all recent improvements in design and materials unless provided otherwise in the
Contract.
Samples of specifications from previous similar projects are useful in this respect. The use of
metric units is mandatory. Most specifications are normally written specially by the Employer
or its consultants to suit the specific works in hand. There is no standard set of Specifications
for universal application in all sectors and in all countries, but there are established principles
and practices, which are reflected in these documents.
There are considerable advantages in standardising General Specifications for repetitive
Works in recognised public sectors, such as highways, bridges, railways, urban housing,
irrigation, and water supply, in the same country or region where similar conditions prevail.
The General Specifications should cover all classes of workmanship, materials, and
equipment commonly involved in construction, although not necessarily to be used in a
particular Works Contract. Deletions or addenda should then adapt the General Specifications
to the particular Works.
Equivalent Standards and Codes
Care must be taken in drafting specifications to ensure that they are not restrictive. In the
specification of standards for goods, materials, and workmanship, recognised international
standards should be used as much as possible. Where other particular standards are used,
whether Ethiopian or other standards, the specifications should state that goods, materials,
and workmanship that meet other authoritative standards, and which ensure substantially
equal or higher quality than the standards mentioned, will also be acceptable. The following
clause may be inserted in the Special Conditions or Specifications:
Equivalency of Standards and Codes
Wherever reference is made in the Contract to specific standards and codes to be met by
the goods and materials to be furnished, and work performed or tested, the provisions of
the latest current edition or revision of the relevant standards and codes in effect shall
apply, unless otherwise expressly stated in the Contract. Where such standards and
codes are national, or relate to a particular country or region, other authoritative
standards that ensure a substantially equal or higher quality than the standards and
codes specified will be accepted subject to the Employers prior review and written
consent. Differences between the standards specified and the proposed alternative
standards shall be fully described in writing by the Contractor and submitted to the
Engineer at least 28 days prior to the date when the Contractor desires the Engineers
consent. In the event the Engineer determines that such proposed deviations do not
ensure substantially equal or higher quality, the Contractor shall comply with the
standards specified in the documents.
137
Terminology
Care must be taken to use the same terminology in the Specifications as used in the remainder
of the bidding document, e.g. Engineer and not Engineer for the party administering and
supervising the contract.
Drawings
Generally the Employer will insert a list of the contract drawings, including site plans, in this
section of the Bidding Document, but will bind and issue the drawings themselves in a
separate volume, which is often larger than other volumes of the bidding Document. The size
will be dictated by the scale of the drawings, which must not be reduced to the extent that
details are rendered illegible. If drawings are to be issued in A1 or A2 format, they should be
issued in a separate volume. If the drawings are comparatively few in number and can be
issued in A4 or A3 size, then the drawings can be included in the Bidding Document itself.
Any notes on the drawings should use the same terminology as used in the rest of the bidding
documents.
A simplified map showing the location of the Site in relation to the local geography,
including major roads, posts, airports and railroads, is helpful.
The construction drawings, even if not fully developed, must show sufficient details to enable
bidders to understand the type and complexity of the work involved and to price the Bill of
Quantities.
Bill of Quantities or Activity Schedule

The Employer will insert:
A bill of quantities where the contract is to be Admeasurements; or
An activity schedule where the contract is to be Lump Sum.
The guidance notes below relate primarily to the preparation of a Bill of Quantities.
Alternative notes on preparing an Activity Schedule are provided in italics.
Objectives
The objectives of the Bill of Quantities are:
(a) To provide sufficient information on the quantities of Works to be performed to enable
bids to be prepared efficiently and accurately; and
(b) When a Contract has been entered into, to provide a priced Bill of Quantities for use in
the periodic valuation of Works executed.
In order to attain these objectives, Works should be itemised in the Bill of Quantities in
sufficient detail to distinguish between the different classes of Works, or between Works of
the same nature carried out in different locations or in other circumstances which may give
rise to different considerations of cost. Consistent with these requirements, the layout and
content of the Bill of Quantities should be as simple and brief as possible.
The objective of the Activity Schedule is to provide a breakdown of the activities and their
associated cost that form the Works to be paid on a lump sum basis. The breakdown is
138
intended to be used to as the basis for certifying interim payment to the Contractor and to
assist in valuing any ordered variations.
The works should be broken down by consideration of the nature of each activity and if
applicable by the location. The PE will have to determine the degree to which the Works need
to be broken down by consideration of the complexity of the Works and the stated time for
completion. Schedules can be provided for each different discrete element of the works. If the
works require plant and equipment to be provided, separate schedules for the supply only of
the plant and equipment may be provided.
Consistent with these requirements the Activity Schedule should be as simple and brief as
possible.
General
Care must be taken to use the same terminology in the Bill of Quantities (or Activity
Schedule) as used in the remainder of the bidding document, e.g. Engineer and not
Engineer.
Content
The Bill of Quantities should generally have a Preamble and be divided into the following
sections:
General Items
Bills for each type of work or work in each location for example:
o Earthworks
o Road Pavements
o Drainage Structures
o Retaining Structures
o Culverts and Bridges
Day work Schedules
Summary Bill of Quantities
The Activity Schedule should generally have a Preamble. While a single Schedule may suffice
for some contracts, more than one Schedule may be required for complex works, especially if
performed in different locations. For example for a hospital complex these may cover the
following:
o Site Works
o Utilities
o Hospital Building Structure
o Medical Equipment
o Nurses' Accommodation
o Doctors' Accommodation
Day work Schedules (to be used for any minor variations)
139
Summary Activity Schedule

Preamble
The Preamble should indicate the inclusiveness of the unit prices and should state the method
of measurement which has been adopted in the Preparation of the Bills of Quantities and
which is to be used for the measurement of the works.
The Preamble should state the objective and use of the Activity Schedule and shall contain
any pertinent instructions to Bidders regarding the inclusiveness of the prices, completing of
the schedules, currency of the prices, correction of errors, treatment of items not priced etc.
Work Items
The items in the Bills of Quantities should be grouped in sections to distinguish between parts
of the Works which by nature, location, access, timing or any other characteristic may give
rise to different methods of construction, phasing of the work or consideration of cost.
General items common to all parts of the works may be grouped as a separate section in the
Bills of Quantities.
The items in the Activity Schedule should be grouped in sections to distinguish between parts
of the Works which by nature, location, access, timing or any other characteristic may give
rise to different methods of construction, phasing of the work or consideration of cost.
General items common to all parts of the works may be grouped as a separate section in the
Activity Schedule.
Using the example of the hospital complex, the site works and utilities for the whole complex
may be grouped into separate Schedules, however the activities required for each of the
building should be detailed in a Schedule for that building. For example Sub Activities for
each building could include the following:
o Excavation
o Foundations
o Concrete or Steel Frame
o Roofing
o External Cladding and Windows
o Internal Floors and Walls
o Internal Finishes
o Water Supply System
o Drainage/Sewer System
o Power System
o Lighting System
o Communication/Call/Paging System, etc.
Quantities and Measurement (for Bill of Quantities)
Quantities should be stated in the metric system and computed net from the Drawings and no
allowances made for bulking, shrinkage or waste. The methods of measurement, if a standard
140
method is used, should be stated e.g. the UK Institution of Civil Engineers Standard
Method of Measurement. Alternatively, a description of the method of measurement for each
work item may be included in the Technical Specification. Clear definition is required to
avoid disputes during execution of the contract.
Quantities should be rounded up or down as appropriate to a logical degree of accuracy and
spurious accuracy should be avoided.
The following units of measurement and abbreviations are recommended for use.
Unit Abbreviation Unit Abbreviation

cubic meter m3 or cu m millimeter mm
hectare ha month mon
hour h number nr
kilogram kg square meter m2 or sq m
lump sum sum square millimeter mm2 or sq mm
meter m week wk
metric ton (1,000 kg) t
Ground and Excavation Levels (for Bill of Quantities)

The commencing surface should be identified in the description of work involving
excavation, boring or piling, for which the commencing level is not the original ground level
or the excavated level is not the final finished level. The depths of work should be measured
from the commencing level to the excavated surface level as defined by the drawings.
Day works Schedule
A Day work Schedule should generally be included in order to provide a payment mechanism
for unforeseen work, outside the items included in the Bill of Quantities (or ordered as a
variation by the Engineer in the case of an Activity Schedule). The Day work Schedule should
normally comprise a list of the various classes of labour, materials, and constructional plant
for which basic day work rates or prices are to be inserted by the Bidder, together with a
statement of the conditions under which the Contractor will be paid for work executed on a
day work basis.
Nominal estimated quantities for each item of Day work should be inserted in the Bill (or
Schedule), which is to be priced by each Bidder. This will enable the priced Day works to be
included in the total bid price and evaluated along with the price for the specified works. The
rate to be entered by the Bidder against each basic Day work item should include the
Contractors profit, overheads, supervision, and all other charges.
Provisional Sums
A general provision for physical contingencies (e.g. quantity overruns) may be made by
including a provisional sum in the Summary Bill of Quantities (or Summary Activity
Schedule). Similarly, a contingency allowance for possible price increases should be provided
as a provisional sum in the Summary Bill of Quantities (or Summary Activity Schedule). The
inclusion of such provisional sums often facilitates budgetary approval by avoiding the need
to request periodic supplementary approvals as the future need arises. Where such provisional
141
sums or contingency allowances are used, the Special Conditions of Contract should state the
manner in which they will be used, and under whose authority.
The estimated cost of specialised work to be carried out, or of special goods to be supplied,
by other contractors (refer to Clause 8 of the Conditions of Contract) should be indicated in
the relevant part of the Bill of Quantities (or Activity Schedule) as a particular provisional
sum with an appropriate brief description. To provide payment to the Contractor for
providing administration, facilities, amenities, attendance, etc., each related provisional sum
should be accompanied by an item in the Bill of Quantities (or Activity Schedule) for the
Bidders to quote a sum or a percentage fee for services to be provided.
Summary
The Summary should contain a tabulation of each separate Bill (or Schedule), including the
Day work Schedule, and provisional set amounts for contingencies (e.g. for quantities and/or
price increases) and a summation for the Total Bid Price.
Sample Bill of Quantities
A Sample Bill of Quantities is provided in Annex 1 to this User Guide to provide an example
and format for Procuring Entities. This should be amended as required for each specific
Bidding Document.
142
Guidance Notes on Section 7. General Conditions of

Contract
The General Conditions of Contract (GCC) contain standard provisions that have been
designed to remain unchanged and to be used without modifying their text. The GCC
clearly identify the provisions that may normally need to be specified for a particular bidding
process and require that such provisions be introduced through the SCC.
The GCC will form part of any resulting Contract.
143
Guidance Notes on Section 8. Special Conditions of

Contract
The Special Conditions of Contract (SCC) supplement the GCC by modifying conditions
applicable to an individual contract, such as payment terms or the name of the Engineer. The
SCC prevail over the GCC. The Procuring Entity should include all information that the GCC
indicate shall be provided in the SCC prior to issuing the Bidding Documents. No SCC
Clause should be left blank.
To facilitate the preparation of the SCC, its clauses are numbered with same numbers as the
corresponding GCC clauses. This Guide helps the Procuring Entity with inputting all
information required and includes a SCC format that summarises all information to be
provided.
The SCC will form part of any resulting Contract.
144
Input of Information to be completed by Procuring Entity

Special Conditions of Contract
The following Special Conditions of Contract (SCC) shall supplement the General
Conditions of Contract (GCC). Whenever there is a conflict, the provisions herein shall
prevail over those in the GCC.

Reference
GCC 1.1 The Employer is [insert name and address of Employer, and name of
authorized representative].
The Engineer is [insert name and address of the Engineer (assuming the
Engineer is an entity) and the name of its authorized representative].
[For smaller contracts, there may be no full-time person acting as
Engineer. However, the Employer may nominate an authorised
spokesman from among its own staff to act as its representative. Where
a Employer has appointed a consultant or independent body as the
Engineer, the Employer should be careful not to exercise any of the
Engineers or representatives powers itself, in order to avoid the risk
of conflicting instruction or decisions. The authority of the Engineer
can be limited in SCC 4.1 if required].
The name and procurement reference number of the Contract is [insert
name and number].
The Works consist of [insert brief summary, including relationship to
other contracts under the project].
The Site is located at [insert location] and is defined in Drawings Nos.:
[insert numbers].
The Start Date shall be [insert date. The intended Start Date and
Intended Completion Date may be best specified in terms of days or
weeks after the Letter of Acceptance is issued (provided that the site is
available to the Contractor at this juncture) rather than stating specific
calendar dates. For small contracts, 14 days may be sufficient. For
larger contracts, longer will be required. The Start Date is not
necessarily the same as any Site Possession Dates].
The Intended Completion Date for the whole of the Works shall be [insert
date or period after Letter of Acceptance. If different dates are
specified for completion of the Works by section (sectional
completion), these dates should be listed here.].
GCC 2.3 The following documents also form part of the Contract: [list any other
documents e.g. schedule of information provided by the Contractor].
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Reference
GCC 4.1 The Employers specific approval is required for: [insert any decisions for
which the Employers approval is required].
[e.g. If it is considered that the standard GCC clause gives too much
authority to the Engineer, or there is no full-time engineer as Engineer,
the following clause may be inserted to limit the authority of the
Engineer and require him to get the Employers approval where there
are potential additional costs or extensions of time involved:
The Engineer shall obtain specific approval from the Employer
before carrying out any of his duties under the Contract which in the
Engineers opinion will cause the amount finally due under the
Contract to exceed the Contract Price or will give entitlement to
extension of time. This requirement shall be waived in an emergency
affecting safety of personnel or the Works or adjacent property.]
[See also the additional optional clauses below.]
GCC 8.1 The Schedule of Other Contractors [insert is or is not] part of the
Contract. [Ensure the Schedule is attached if required. It is vital to
provide all relevant information on other contractors working on the
site. Failure to do so with the result that the Contractors work is
affected by the work of others, is likely to lead to claims for additional
payment].
GCC 9.1 The Schedule of Key Personnel [insert is or is not] part of the
Contract. [Ensure the Schedule is attached if required].
GCC 11.1 The Employers risks are as specified in the GCC. [Amend if the risks in
the GCC are to be modified].
GCC 13.1 The minimum insurance covers and deductibles shall be:
(a) The minimum cover for insurance of the Works, Plant and
Materials is [insert amount].
(b) The maximum deductible for insurance of the Works, Plant and
Materials is [insert amount].
(c) The minimum cover for insurance of Equipment is [insert
amount].
(d) The maximum deductible for insurance of Equipment is [insert
amount].
(e) The minimum cover for insurance of property is [insert amount]
(f) The maximum deductible for insurance of property is [insert
amount]
(g) The minimum cover for personal injury or death insurance is
[insert amount] with no deductible.
[The levels of cover and maximum deductible amounts will vary
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Reference
greatly, depending on the nature and value of the works. It is safer to
select a higher level of minimum cover and lower deductibles. If in
doubt, Procuring Entities should obtain professional advice on
acceptable minimum cover limits. The following values are given in
US Dollars as a guide only, but may be varied and may be specified in
Ethiopian Birr or another appropriate currency:
(a-b) minimum cover for loss of or damage to the Works, Plant, and
Materials: 110% of the Contract Value with US$50,000
maximum deductible
(c-d) minimum cover for loss of or damage to Equipment: 100% of
the value of equipment required for the performance of the
contract with US$25,000 maximum deductible
(e-f) minimum cover for loss of or damage to property (except the
Works, Plant, Materials, and Equipment) in connection with the
Contract: US$250,000 with US$25,000 maximum deductible
(g) minimum cover for personal injury or death. US$500,000 with
no deductible.]
GCC 14.1 Site Investigation Report(s) [insert are or are not and provide
details and references of the specific documents if part of the contract.
Reports should not be included if the PE is not confident of their
accuracy, as the Contractor has the right in the contract to rely on
them and to claim a compensation event if ground conditions turn out
to be substantially more adverse] part of the contract.
GCC 25.2 Fees and types of reimbursable expenses to be paid to the Adjudicator are:
[insert details of fees and expenses]. [Where no Adjudicator is to be
appointed, replace the text with No Adjudicator is to be appointed
under this contract].
GCC 25.3 The institution whose arbitration procedures shall be used is: [insert name
of institution e.g. UNCITRAL Arbitration Rules]
Arbitration shall take place at: [state place e.g. Addis Ababa or any other
convenient location or delete if arbitration is not applicable]
[Where arbitration is not being used, replace the text with Arbitration
shall not be used under this contract and disputes shall be resolved in
accordance with GCC 25.1].
GCC 26.1 The Appointing Authority for the Adjudicator is: [insert name of
Authority. The Appointing Authority should preferably be an
independent professional institution or an official (e.g. president) of
such an institution. An individual should not normally be nominated].
[For smaller contracts, where the Employer has decided not to appoint
an Adjudicator, the text should be replaced with No Adjudicator is to
be appointed under this contract].
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Reference
GCC 27.1 The Contractor shall submit the Program for the Works within [insert
number] days of delivery of the Letter of Acceptance. [For small
contracts, 14 days may be sufficient. For larger contracts, longer may
be required. Where no Letter of Acceptance is issued, amend to
contract document].
GCC 27.3 The period between Program updates is [insert number] days. [For a
short contract, this could be monthly and for longer contracts, every
two months. For very small contracts, no updates may be required, in
which case the text should be amended accordingly].
The amount to be withheld for late submission of an updated Program is
[insert currency and amount, which should be sufficient to encourage
prompt submittal].
GCC 35.1 The Defects Liability Period is [insert number] days. [The period is
normally 365 days (i.e. one year), but may be shortened for smaller contracts
or where the risk of defects is considered to be low].
GCC 37.1 This Contract is a [insert Admeasurements or Lump Sum, ensuring
that it is consistent with clause 13.1 of the Bid Data Sheet. PEs should
note that it is possible to include lump sum elements within an
admeasurements contract, but that the SCC must clearly state which
type of contract applies] Contract.
GCC 44.1(l) The following events shall also be Compensation Events: [insert list of
events or state none]
GCC 45.1 The Engineer shall not adjust the Contract Price if taxes, duties and other
levies are changed that subsequently affect the Contract Price. [Amend if
the Procuring Entity will amend the contract to reflect any changes in
taxes e.g. a change in the rate of VAT]
GCC 47.1 The Contract [insert is or is not] subject to price adjustment in
accordance with Clause 47 of the Conditions of Contract.
[Price adjustment is recommended for contracts which provide for time
of completion exceeding 18 months. Bidders are required to propose the
weightings for each cost element (labour, materials, equipment etc) and
the sources of indices. These are subject to approval by the Engineer
and should be carefully analysed by the PE, prior to acceptance of the
Bid].
GCC 48.1 The proportion of payments retained is [insert percent] percent.[This is
normally 5 percent, but should not exceed 10 percent].
GCC 49.1 The liquidated damages for the whole of the Works are [insert percent] of
the final Contract Price per day.
[If Sectional Completion and Damages per Section have been agreed,
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Reference
the latter should be specified here.]
The maximum amount of liquidated damages for the whole of the Works is
[insert percent] percent of the final Contract Price.
[Usually liquidated damages are set between 0.05 percent and 0.10
percent per day, and the total amount is not to exceed between 5
percent and 10 percent of the Contract Price.
It may be seen that if the lower or upper limits of the rate and total
amount are applied, the maximum liquidated damages are imposed
after 100 days delay. If the rate of 0.05% and the total amount of 10%
are assumed, then the maximum liquidated damages are imposed after
200 days delay. The number of days for which the maximum amount of
liquidated damages can be paid, as calculated under this clause, affects
termination for delaying the works as provided for in Clause 59,
Termination in Sub-clause 59.2, Paragraph (g).]
GCC 50.1 The Bonus for the whole of the Works is [insert percent of final Contract
Price amount. Insert zero if not applicable. If Sectional Completion and
Bonus per Section have been agreed, the latter should be specified
here.] of final Contract Price per day. The maximum amount of Bonus for
the whole of the Works is [percent] percent of the final Contract Price.
GCC 51.1 The Advance Payment will be equivalent to [insert percentage or state if
no advance payment is to be made] percent of the Contract Price and will
be paid in Ethiopian Birr. It will be paid to the Contractor no later than
[insert period within which payment will be made. This may be best
entered as a number of days after the issue of the Letter of Acceptance.
In setting the number of days, consideration should be given to the time
needed to effect disbursement of funds].
GCC 51.3 The Advance Payment will be repaid by deducting proportionate amounts
from each payment certificate during the period starting [insert number]
months after the Start Date and ending [insert number] months after the
Start Date. [This Sub-Clause allows the repayment of the advance
payment to be made over the whole of the contract period, or
alternatively, more stringent repayment terms may be inserted].
GCC 52.1 The Contract Security shall be for [insert percentage, normally between 5
and 10%] of the Contract Price.
GCC 58.1 The date by which operating and maintenance manuals are required is
[insert date or period before or after Date of Completion].
The date by which as built drawings are required is [enter date or period
before or after Date of Completion].
GCC 58.2 The amount to be withheld for failing to produce as built drawings and/or
operating and maintenance manuals by the date required is [insert amount,
which should be high enough to encourage timely submission of all
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Reference
documents] Ethiopian Birr.
GCC 60.1 The percentage to apply to the value of the work not completed,
representing the Employers additional cost for completing the Works, is:
[insert percent. This percentage is intended to compensate the
Employer for the additional costs that will be incurred in completing
the works following termination. A value between 10 and 20% is
considered equitable].
Additional Optional Clauses

The following draft clauses are provided for consideration and use by Procuring Entities.
They are not intended to be inserted in all Bidding Documents but to be used on an as
needed basis. Where the clauses are required, they should be inserted into the Special
Conditions of Contracts. No changes should be made to the GCC.
Condition of Special Conditions of Contract
Contract Clause
4. Engineers If it is desired that the limitations on the Engineers authority be more
Decisions clearly defined, then the following may be used instead of the text in
the SBD:
The Engineer shall obtain the specific approval of the Employer in
writing before taking any of the following actions specified in the
General Conditions of Contract:
(a) Certifying additional costs under Clause 44;
(b) Determining an extension of the Intended Completion Date under
Clause 28;
(c) Issuing a variation order under Clause 40 except in an emergency
situation as reasonably determined by the Engineer or if the
variation does not increase the Contract Price;
(d) Fixing rates under Clause 40;
(e) Ordering suspension or termination under Clause 59;
(f) [Add other limitations and quote clauses]
7. Subcontracting The following conditions shall apply to subcontracting: [insert any
additional conditions relating to subcontracting e.g. The
Contractor shall not impose inequitable or onerous conditions on
his appointed subcontractors and shall pay all subcontractors
promptly each month, irrespective of the Contractor himself
having received payment for work performed by the
subcontractor.]
9. Personnel Semi and Semi-Skilled Labour
150
Only Ethiopian Nationals shall be employed as unskilled labour. Only

Ethiopian Nationals shall be employed as semi-skilled labour unless
the Contractor can demonstrate that no suitably trained Ethiopian
Nationals are available.
Rates of Wages and Conditions of Labour
The Contractor shall pay rates of wages and observe employment
conditions not less favourable than those established for the trade and
industry where the work is being carried out. In the absence of any
established rates or conditions in the locality, the Contractor shall
follow those by other employers for similar trades and industries.
Burial of the Dead
The Contractor shall be responsible for the transport to his /her home of
any expatriate employee or members of their families who may die in
Ethiopia. The Contractor shall be responsible for arrangements for the
burial of local employees who may die while engaged upon the Works.
Visas and Permits
The Contractor shall be responsible for all arrangements and costs of
obtaining visas, work permits and other documents for his employees
and shall comply with all immigration and residence regulations of
Ethiopia.
Repatriation of Employees
The Contractor shall be responsible for repatriation of all non-Ethiopian
national employees to their country of residence or to their point of
recruitment and for their maintenance until the time of the return.
19. Safety Safety Officer
The Contractor shall employ a full-time qualified Safety Office on site
until the Works have been completed. The Safety Officer shall be
responsible for compliance with the Contractors Site Safety Plan by all
employees and shall hold regular safety meetings with all employees.
He shall be given authority to halt any unsafe working methods or
practices on site.
55. Completion In order that the Engineer may certify Completion of the Works, the
Works shall be capable of being used for the purpose intended. This
shall not necessarily include reinstatement of ground or surfaces unless
the reinstatement is required to ensure the safety and convenience of the
public or others.
Additional Conditions of Contract
Care of the The Contractor shall execute the Works in an environmentally friendly
Environment manner and shall avoid all unnecessary damage to property and flora.
All waste material shall be disposed of in a proper manner to the
satisfaction of the Engineer.
151
Confidentiality The Contractor shall treat the Contract and everything in connection
with it as private and confidential. In particular the Contractor shall not
publish or issue any information or photograph concerning the Works
and shall not use the site for any commercial purpose except with the
consent of the Engineer and subject to any conditions he may impose.
152
Guidance Notes on Section 9. Contract Forms

Section 9 of the Bidding Document contains forms for the Agreement, the Contract Security,
and the Advance Payment Security. The purpose of including these forms in the Bidding
Document is to notify the Bidders of the type and detail of the Contract they would received
in the event of an award. No input is required by the Employer when drafting the
Bidding Document and there is no requirement for Bidders to submit these forms with their
bids.
Procuring Entities should consult the section below (Guidance Notes on the Letter of
Acceptance) before issuing a Letter of Acceptance.
Agreement
The completed Agreement will form part of any resulting Contract. However, the details
to be completed on the Agreement are specific to the successful Bidder and therefore should
be left blank for inclusion in the Bidding Document.
After notification of award, the Employer shall prepare the Agreement using the Agreement
Form and send it to the successful Bidder. It is rare that a major works contract is awarded on
the basis of only the bid, as negotiations are normally held with the best evaluated Bidder to
settle any minor matters arising from the bid or clarifications. It is good practice to conform
the contract document in accordance with any agreements reached during negotiations and
any modifications during evaluation. The Agreement prepared should therefore incorporate
any corrections or modifications to the Bid resulting from corrections of errors, selection of
an alternative offer, acceptable deviations, or any other mutually-agreeable changes allowed
for in the Conditions of Contract, such as changes in key personnel, subcontractors,
scheduling etc. The contracting parties will then sign the conformed document.
This Guide includes an Agreement format that summarises all the information to be provided
when preparing the Agreement at contract award stage.
The successful Bidder should sign the Agreement and return it to the Employer.
Contract Security and Advance Payment Security

The Contract Security form should be completed by the financial institution and returned to
the Employer, by the Contractor with the signed Agreement. Similarly, if any advance
payment is specified in the contract, the Advance Payment Security should be completed by
the financial institution and submitted by the Contractor to the Employer with an invoice.
Therefore, the Employer is not required to input any information to the security forms.
The bank guarantee forms are drafts for unconditional (or on-demand) bank guarantees,
which have the merit of simplicity and of being universally known and accepted by
commercial banks. The contracting community, however, strongly objects to this type of
Security because the Guarantee can be called (or threatened to be called) by employers
without justification. Procuring Entities and Engineers should recognise the contractual
conditions governing nonperformance by the Contractor and should normally act only on the
advice of the Engineer in calling a bank guarantee. Any unjustified calling of a Bank
Guarantee, or unreasonable pressure exercised by an Employer/employer, would be regarded
as contrary to the spirit and basic principles of international procurement. Ethiopian
153
contractors are permitted to submit a performance bond, in place of a bank guarantee, for the
contract security. Only bank guarantees are permitted for the advance payment guarantee.
As the Bidder would be required to complete these Forms in the event of a contract award,
the guidance notes in bold between square brackets provide assistance to the Bidder or
financial institution and should therefore not be deleted by the Employer prior to the issue of
the Bidding Document.
This User Guide is not intended for Bidders as all information that the Bidder is required to
provide should be detailed by the Employer in the Bidding Document. Therefore the
Performance Security and Advance Payment Security forms are not included in this User
Guide.
154
No Input of Information required for inclusion in Bidding Document.

Input of Information to be completed by the Employer at contract award
stage.
Agreement
Procurement Reference No: [insert Procurement Reference number]
THIS AGREEMENT made the [insert day] day of [insert month], [insert year], between
[insert name of Employer] of [insert address of Employer] (hereinafter the Employer),
of the one part, and [insert name of Contractor] of [insert address of Contractor]
(hereinafter the Contractor), of the other part:
Whereas the Employer is desirous that the Contractor execute [insert brief description of
Works] (hereinafter called the Works) and the Employer has accepted the Bid by the
Contractor for the execution and completion of such Works and the remedying of any defects
therein for the Contract Price of the equivalent of Ethiopian Birr [insert contract price in
Ethiopian Birr in words and figures, ensuring it is the same as on any Letter of
Acceptance].
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement, words and expressions shall have the same meanings as are
respectively assigned to them in the Contract referred to.
2. In consideration of the payments to be made by the Employer to the Contractor as
hereinafter mentioned, the Contractor hereby covenants with the Employer to execute
and complete the Works and remedy any defects therein in conformity in all respects
with the provisions of the Contract.
3. The Employer hereby covenants to pay the Contractor in consideration of the
execution and completion of the Works and the remedying of defects therein the
Contract Price or such other sum as may become payable under the provisions of the
Contract, at the times and in the manner prescribed by the Contract.
4 The Contract Price or such other sum as may be payable shall be paid in Ethiopian
Birr.
IN WITNESS whereof the parties thereto have caused this Agreement to be executed in
accordance with the law specified in the Special Conditions of Contract on the day, month
and year indicated above.
Signed by [authorized signatory for the Employer to sign] (for the Employer)
155
Name: [insert name of authorized signatory]
Position: [insert position of authorized signatory]
Signed by _____________________________ (for the Contractor)
Name: ________________________________
Position: ______________________________
156
Guidance Notes on the Letter of Acceptance
The Letter of Acceptance does not form part of the Bidding Document. However, it is the
document normally used to accept a bid, and therefore to form a contract, so it is essential that
it is used correctly by Procuring Entities.
A Letter of Acceptance must not be issued prior to obtaining all required approvals, including
from the Tender Committee and head of the Procuring Entity and ensuring that sufficient
funds have been committed for the contract.
A sample wording for a Letter of Acceptance is included below. The letter should be signed
and the seal of the Procuring Entity should be affixed.

To: [Name and address of the Contractor]
[Date]
Dear Sirs,
Letter of Acceptance for [Brief Description of the Works]
This is to notify you that your Bid dated [insert date] for execution of the [name of the
Contract and procurement reference number] for the Contract Price of Ethiopian Birr
[insert amount in numbers and words], as corrected and modified [delete if no corrections
and/or modifications were made] in accordance with the Instructions to Bidders is hereby
accepted by our Agency.
We instruct you to submit to us by [insert date 15 days after receipt] the Contract Security
stipulated in the Contract.
You are hereby instructed to proceed with the execution of the said Works in accordance with
the Contract documents.
[Where appropriate, a statement on the proposed adjudicator should be included.
Recommended wording is given below:
(1) Where the Contractor disagreed in its Bid with the Adjudicator proposed by the
Employer and has accordingly offered another candidate who is acceptable to the
Employer, the following should be added:
We accept that [name proposed by bidder] be appointed as the Adjudicator.

(2) Where the Contractor disagreed in its Bid with the Adjudicator proposed by the
Employer and has accordingly offered another candidate who is not acceptable to the
Employer, the following should be added:
157
We do not accept that [name proposed by bidder] be appointed as adjudicator, and by

sending a copy of this letter of acceptance to [insert the name of the Appointing
Authority], we are hereby requesting [insert the name of the Appointing Authority], the
Appointing Authority, to appoint the Adjudicator in accordance with Clause 35.1 of the
Instructions to Bidders.
Yours sincerely,
158
Guidance Notes on Letters to Unsuccessful Bidders
Procuring Entities are required to inform unsuccessful Bidders that their bids have been
unsuccessful and to inform them of the successful Bidder and provide brief reasons why their
bid has failed. Unsuccessful Bidders must be informed of the successful Bidder at least five
working days prior to contract award.
A sample wording for a letter to an unsuccessful Bidder is included below. The letter should
be signed and the seal of the Procuring Entity should be affixed.
To: [Name and address of the Bidder]
[Date]
Dear Sirs,
[Procurement Reference No and Brief Description of the Works]
This is to notify you that your Bid dated [insert date] for [description of works and
procurement reference number] has been unsuccessful.
The successful Bidder was [name of successful Bidder] with a Contract Price of Ethiopian
Birr [insert amount]. A contract will be concluded with this Bidder, following the
procedures included in the Public Procurement Proclamation and Directives.
Your bid was unsuccessful because [insert brief reasons e.g. it was not technically compliant
with the specifications in the Bidding Document or your price was not the lowest evaluated
price,
Yours sincerely,
159
Annex 1: Sample Bill of Quantities

A. Preamble
1. The Bill of Quantities shall be read in conjunction with the Instructions to Bidders,
General and Special Conditions of Contract, Technical Specifications, and Drawings.
2. The quantities given in the Bill of Quantities are estimated and provisional, and are
given to provide a common basis for bidding. The basis of payment will be the actual
quantities of work ordered and carried out, as measured by the Contractor and verified by the
Engineer and valued at the rates and prices bid in the priced Bill of Quantities, where
applicable, and otherwise at such rates and prices as the Engineer may fix within the terms of
the Contract.
3. The rates and prices bid in the priced Bill of Quantities shall, except insofar as it is
otherwise provided under the Contract, include all Constructional Plant, Labour, supervision,
materials, erection, maintenance, insurance, profit, taxes, and duties, together with all general
risks, liabilities, and obligations set out or implied in the Contract.
4. A rate or price shall be entered against each item in the priced Bill of Quantities,
whether quantities are stated or not. The cost of Items against which the Contractor has failed
to enter a rate or price shall be deemed to be covered by other rates and prices entered in the
Bill of Quantities.
5. The whole cost of complying with the provisions of the Contract shall be included in the
Items provided in the priced Bill of Quantities, and where no Items are provided, the cost
shall be deemed to be distributed among the rates and prices entered for the related Items of
Work.
6. General directions and descriptions of work and materials are not necessarily repeated
nor summarised in the Bill of Quantities. References to the relevant sections of the contract
documentation shall be made before entering prices against each item in the priced Bill of
Quantities.
7. Provisional Sums included and so designated in the Bill of Quantities shall be expended
in whole or in part at the direction and discretion of the Engineer.
8. The method of measurement of completed work for payment shall be in accordance
with [insert the name of a standard reference guide, or full details of the methods to be used.
The method of measurement should be spelled out precisely in the Preamble to the Bill of
Quantities, describing, for example, the allowances (if any) for timbering in excavation, etc.
Many national standard reference guides have been prepared on the subject, and one such
guide is the Standard Method of Measurement of the U.K. Institution of Civil Engineers.]
9. Errors will be corrected by the Employer for any arithmetic errors in computation or
summation in accordance with ITB sub-Clause 27.
10. Rock is defined as all materials which, in the opinion of the Engineer, require blasting,
or the use of metal wedges and sledgehammers, or the use of compressed air drilling for their
removal, and which cannot be extracted by ripping with a tractor of at least 150 brake hp with
a single, rear-mounted, heavy-duty ripper.
160

B. Work Items
1. The Bill of Quantities usually contains the following part Bills, which have been
grouped according to the nature, location or timing of the work:
Bill No. 1: General Items;
Bill No. 2: Earthworks;
Bill No. 3: Culverts and Bridges;
Bill No. 4 Road Paving Works
Bill No. 4: etc., as required;
Day work Schedule; and
Summary Bill of Quantities.
2. Bidders shall price the Bill of Quantities in local currency only, and shall indicate in the
bid the percentage expected for payment in foreign currency or currencies.
161

Bill No. 1: General Items
Item Description Unit Quantity Rate Amount

No. in in ETB
ETB
101 Performance Bond/Guarantee sum item
102 Insurance of the Works sum item
103 Insurance of Constructional Plant sum item
104 Third Party Insurance sum item
105 Allow for maintenance of Works for 12 month 12

months after completion
106 etc.
112 Provide and equip Engineers offices nr 2
113 Maintain Engineers offices for 24 month 24

months, including services
114 etc.
121 Provide diversion road sum item
122 Provide for traffic control and month 24

maintenance of diversion road
123 etc.
132 Provide for cleaning up the Site on sum item

completion
etc.
Total for Bill No. 1

(Carried forward to Summary)
162

Bill No. 2: Earthworks

No. in in ETB
ETB
201 Excavate topsoil to maximum depth 25 m3 9,000
cm and stockpile for reuse, maximum
haul distance 1 km
202 Excavate topsoil to maximum depth m3 1,000
25-50 cm, and dispose
203 etc.
206 Excavate fill material from cuttings or m3 25,000
approved borrow pits, haul up to 1 km,
deposit, shape, and compact to fill
207 Excavate rock in cuttings and dispose, m3 250
any depth
208 etc.
163

Bill No. 3: Culverts and Bridges
Item no. Description Unit Quantity Rate Amount

in in ETB
ETB
301 Excavate in all materials other than m3 10,000
rock from ground level to underside of
foundations, maximum depth 5 m, and
dispose
302 Excavate in all materials other than m3 2,500
rock, depth 5 m to 7.5 m
303 Provisional Item m3 500
As Item 302, depth 7.5 m to 10 m
304 etc.
311 Concrete class B in abutments m3 2,000
312 etc.
318 Mild steel reinforcement in abutments t 37
and piers up to 20 mm diameter
319 etc.
164

C. Day work Schedule
General
1. Reference should be made to Clause 53 of the Conditions of Contract. Work shall not
be executed on a Day work basis except by written order of the Engineer. Bidders shall enter
basic rates for Day work items in the Schedules, which rates shall apply to any quantity of
Day work ordered by the Engineer. Nominal quantities have been indicated against each item
of Day work, and the extended total for Day work shall be carried forward as a Provisional
Sum to the Summary Total Bid Amount. Unless otherwise adjusted, payments for Day work
shall be subject to price adjustment, if applicable, in accordance with the provisions in the
Conditions of Contract.
Day work Labour
2. In calculating payments due to the Contractor for the execution of day works, the hours
for Labour will be reckoned from the time of arrival of the Labour at the job site to execute
the particular item of Day work to the time of return to the original place of departure, but
excluding meal breaks and rest periods. Only the time of classes of Labour directly doing
work ordered by the Engineer and for which they are competent to perform will be measured.
The time of gangers (charge hands) actually doing work with the gangs will also be measured
but not the time of foremen or other supervisory personnel.
3. The Contractor shall be entitled to payment in respect of the total time that Labor is
employed on Day work, calculated at the basic rates entered by him in the Schedule of Day
work Rates: 1. Labor. The rates shall be all-inclusive and shall cover all direct costs
(including the wages paid to such Labor, transportation time, overtime, subsistence
allowances, and any sums paid to or on behalf of such Labor for social benefits in accordance
with Ethiopian law), overheads (including superintendence, liabilities, and insurances and
allowances to Labor, timekeeping, and clerical and office work, the use of consumable stores,
water, lighting, and power; the use and repair of staging, scaffolding, workshops, and stores,
portable power tools, manual plant, and tools; supervision by the Contractors staff, foremen,
and other supervisory personnel; and charges incidental to the foregoing.) and profit. Payment
shall be made in the same currencies and proportion stated in the Contract
Day work Materials
4. The Contractor shall be entitled to payment in respect of materials used for day work at
the basic rates entered by him in the Schedule of Day work Rates: 2. Materials, together
with an additional percentage payment on the basic rates to cover overhead charges and
profit, as follows:
(a) The basic rates for materials shall be calculated on the basis of the invoiced price,
freight, insurance, handling expenses, damage, losses, etc., and shall provide for
delivery to store for stockpiling at the Site. The basic rates shall be stated in local
currency, but payment shall be made in the same currencies and proportion stated
in the Contract;
165
(b) The additional percentage payment shall be quoted by the Bidder and applied to
the equivalent local currency payments made under (a) above;
(c) The cost of hauling materials for use on work ordered to be carried out as day
work from the store or stockpile on the Site to the place where it is to be used will
be paid in accordance with the terms for Labour and Construction in this schedule.
Day work Constructional Plant
5. The Contractor shall be entitled to payments in respect of Constructional Plant already

on Site and employed on day work at the basic rental rates entered by him in the Schedule of
Day work Rates: 3. Construction Equipment. Said rates shall be deemed to include due
and complete allowance for depreciation, interest, indemnity, and insurance, repairs,
maintenance, supplies, fuel, lubricants, and other consumables, and all overhead, profit, and
administrative costs related to the use of such equipment. The cost of drivers, operators, and
assistants shall be included in the rate and no separate payment under the section on Day
work Labour shall be made.
6. In calculating the payment due to the Contractor for Constructional Plant employed on
day work, only the actual number of working hours will be eligible for payment, except that
where applicable and agreed with the Engineer, the travelling time from the part of the Site
where the Constructional Plant was located when ordered by the Engineer to be employed on
day work and the time for return journey thereto shall be included for payment.
7. The basic rates for Constructional Plant employed on day work shall be stated in local
currency, but payments to the Contractor will be made in the same currency and proportions
stated in the Contract.
166

Schedule of Day work Rates: 1. Labour

No. in in ETB
ETB
D100 Ganger hour 50
D101 Labourer hour 500
D102 Bricklayer hour 50
D103 Mason hour 50
D104 Carpenter hour 50
D105 Steelworker Erector hour 50
D106 etc. hour
D113 Driver for vehicle up to 5 tons hour 100
D114 Driver for vehicle over 5 tons hour 50
D115 Operator of Heavy Equipment (grader, hour 50
dozer etc)
D116 Operator for Light Equipment hour 50
(compactor, small roller etc.
D117 etc. hour
Subtotal
Total for Day work: Labour

(Carried forward to Day work Summary, p. )
167

Schedule of Day work Rates: 2. Materials
Item no. Description Unit Quantity Rate Amount

in in ETB
ETB
D201 Cement, ordinary Portland, in bags t 20
D202 Mild steel reinforcing bar up to 16 mm t 10
diameter to BS 4449 or equivalent
D203 Fine aggregate for concrete as specified m3 100
in Clause
D204 etc.
D222 Crushed road base material m3 50
Subtotal
D299 Allow percent1 of Subtotal for Contractors overhead,
profit, etc., in accordance with Paragraph 3(b) above.
Total for Day work: Materials

1
To be entered by the Bidder.
168

Schedule of Day work Rates: 3. Constructional Plant
Item no. Description Nominal Basic Amount

Quantity hourly rate in ETB
(hours) in ETB
D301 Tracked Excavator:

.1 Up to and including 1 m3 50
3 3
.2 Over 1 m to 2 m 40
3
.3 Over 2 m 10
D302 Tractor, including bulldozer:
.1 Up to and including 100 kW 50
.2 Over 100 kW to 150 kW 40
.3 Over 150 kW to 200 kW 20
D303 Dump Truck:
.1 7 to 10 m3 capacity 40
3
.2 10 to 15 m capacity 20
D304 etc.
Total for Day work: Constructional Plant
169

Day work Summary
Amount
in ETB
1. Total for Day work: Labour
2. Total for Day work: Materials
3. Total for Day work: Constructional Plant
Total for Day work (provisional sum)
(Carried forward to Bid Summary)
170

Summary of Specified Provisional Sums
Bill No. Item Description Amount in

No. ETB
1
2 2.8 Provide payment and compensation for crops and 250,000

damages resulting from construction activities.
4 4.32 Supply and install equipment in pumping station. 2,500,000
etc.
Total for Specified Provisional Sums 2,750,000

(Carried forward to Grand Summary (B))
171

Grand Summary
Contract Name:
Contract No.:
General Summary Amount

in ETB
Bill No. 1: Preliminary Items
Bill No. 2: Earthworks
Bill No. 3: Drainage Structures
etc.
Day works
Subtotal of Bills No 1 to [number] and Day works (A)
Specified Provisional Sums included in subtotal of bills (B) 2,750,000
Total of Bills less Specified Provisional Sums (A B) (C)
Add Provisional Sum1 for Contingency Allowance (D) [sum]2
Bid Price (A + D) (E)
Carried forward to Bid Submission Sheet
1
All provisional sums are to be expended in whole or in part at the direction and discretion of the Engineer in
accordance with Clause 53 of the Conditions of Contract.
2
To be entered by the Employer.
172
Annex-4 Cost estimation system by excel
173
Takeoff sheet
**** Small Scale Irrigation Project Place- Page _____
Designed by - CAD by Date ________
Measurement
Bill No Activities/sketch Depth (D) or Quantity
Quantity
Part No Length, L (m) Width, W (m) 2 Height (H) in Volume, V Remark
Area, A (m ) 3
m (m )
Name Signature
Prepared by ___________________________ ____________________
Checked by ___________________________ ____________________
Aproved by ___________________________ ____________________
174
1. The material cost (nessesary to consider transportation fee)

Price (Birr)
Market Price at ***
S/N Material Unit Adoption for BOQ Remark
A B C (average)
1 Sand m #DIV/0!
2 Gravel m #DIV/0!
3 Stone m #DIV/0!
pcs 1 pcs = 0.3 x 4.0 = 1.2m2 (Thickness0.02m)

4 Timber
m2 0.00 0.00 0.00 0.00
5 Cement qt #DIV/0!
pcs
1pcs=12m (12m * 0.89kg/m = 10.68kg)
(D12)
6 Reinforcement bar pcs

1pcs=12m (12m * 2.47kg/m = 29.64kg)
(D20)
kg 0.00 0.00 0.00 0.00
7 Eucalyptus poles pcs #DIV/0! L= 7m, 100
pac 1pac = 5kg

8 Roof Nail
kg 0.00 0.00 0.00 0.00
pac 1pac = 5kg

9 Nail
kg 0.00 0.00 0.00 0.00
10 Soft Wire kg #DIV/0!
pcs 1 Gabion(2*1*0.5)=20kg
11 Gabion (2*1*0.5)
kg 0.00 0.00 0.00 0.00
rol. Thin, 1 rol = L 50 m W 2 m = 100m2

12 Plastic sheet
m2 0.00 0.00 0.00 0.00
pcs
1 pcs = L 2m W 0 .9 m = 1.8m2
13 CIS 32
(Thickness1mm)
m2 0.00 0.00 0.00 0.00
14 Plywood m2 #DIV/0!
15 m2 #DIV/0!
Chipwood
#DIV/0!
16 #DIV/0! 1 pcs = 4m x 5m =20m2

Morale m
17 #DIV/0!
Geomembrane m2
18 #DIV/0!
Geonet m2
19 #DIV/0!
Nilon rope m
20 pcs #DIV/0!
Electrode
21 Pipe (PVC) m #DIV/0!
22 Red Ash m3 #DIV/0!
1-2. The material cost (unnessesary to consider transportation cost.

Transportation cost will be include the cost of Moblization and Demblization or Service vehicle fee)
S/N Material Unit cost (Birr) Remark

1 Pickaxe Pcs
2 Spade Pcs
3 Wheel Barrow/Barella Pcs
4 Sandbags Pcs
5 Chisel Pcs
6 Hinges No
7 Lock No
8 Paint Lt
175
2. Material Cost include Transportation Cost Estimation for Shaya SSIP
S/N Material Purchase Place Two way Unit Rental Rate Total Trans. Cost Material Material Unit Remarks
Transport cost at cost at
Distance supply construct
(km) site ion site
(ETB/km/ (ETB/km/ (ETB/qt) (ETB/m)
qt) m) Dump truck haulage
1 Sand 0.00 #DIV/0! #DIV/0! ETB/m Distance ETB/km/m
2 Gravel 0.00 #DIV/0! #DIV/0! ETB/m 0 to 10 2.88
3 Stone 0.00 #DIV/0! #DIV/0! ETB/m 10.1 to 20 2.40
4 Timber 0.00 0.00 0.00 ETB/m2 20.1 to 50 2.28
5 Cement 0.00 #DIV/0! #DIV/0! ETB/qt 50.1 to 100 2.16
6 Reinforcing bar 0.00 0.00 0.00 ETB/kg 100.1 to 200 2.04
7 Eucalyptus 0.00 #DIV/0! #DIV/0! ETB/pcs L 7m, 100 =
poles 7*0.05*0.05*3.14 =
0.055m3 200.1 to 300 1.74
8 Roof nail 0.00 0.00 0.00 ETB/kg More than 300.1 1.50
9 Nail 0.00 0.00 0.00 ETB/kg
10 Soft Wire 0.00 #DIV/0! #DIV/0! ETB/kg
11 Gabion 0.00 0.00 0.00 ETB/kg Distance ETB/km/qt
12 Plastic sheet 0.00 0.00 0.00 ETB/m2 1 roll=10kg/100m2 All 0.3
13 CIS 0.00 ETB/m2 check weight
176
14 Plywood #DIV/0! ETB/m2 check volume
15 Chipwood #DIV/0! ETB/m2 check volume
16 Morale #DIV/0! ETB/m2 check volume
17 Geomembrane #DIV/0! ETB/m2 check volume
18 Geonet #DIV/0! ETB/m2 check volume
19 Nilon rope #DIV/0! ETB/m check volume
20 Electrode #DIV/0! ETB/pcs check volume
21 Pipe #DIV/0! ETB/m check market price
(GI,PVC,UPVC,
Steel,Concrete)

22 Red ash 0.00 #DIV/0! #DIV/0! ETB/m
3. Labor Rates Estimation for Shaya SSIP
S/N Job Title Salary ( Birr ) Wage

Per day Per month (Birr/hour)
1 Daily Laborer 40.00 5.00
2 Machine operator 120.00 15.00
3 Mason 120.00 15.00
4 Plasterer 120.00 15.00
5 Bar bender 120.00 15.00
6 Carpenter 120.00 15.00
7 Chiseler 120.00 15.00
8 Welder 120.00 15.00
9 Plumber 120.00 15.00
10 Skilled Laborer 120.00 15.00
11 Forman 4,000.00 20.00
12 Surveyor 4,000.00 20.00
13 Cnstrn. Engineer 5,000.00 25.00
14 Project manager 7,000.00 35.00
177
4. Equipment rental rates adopted for unit rate analysis
S/N Sofamar OWWSDE (2008/9) OWWCE Average

(2008/9) (2008/9) (2008/9)
Type of Equipment Specification Capacity Rental Capacity Rental Rate Capacity Rental Rental Rate
Rate (Birr/Hr) Rate (Birr/Hr)
(Birr/Hr) (Birr/Hr)
1 Bull Dozer 140-200FWHP D8 1293.00 1326.00 D8R 1,375.00 1,331.33
2 Bull Dozer 200-300FWHP D7 1047.00 D8N 1,403.00 1,225.00
3 Bull Dozer W/ripper 200-300FWHP D9N 1,370.00 1,370.00
4 Motor Grader 140-200FWHP 140H 793.00 810.00 <140hp 782.00 795.00
5 Grader >140hp 802.00 802.00
6 Wheel Loader 2 - 2.5 m 195G(3.5) 643.00 457.00 2-3 m 419.00 506.33
7 Loader >3m 440.00 440.00
8 Excavator 1-1.5m 690.00 690.00
9 Excavator 1.5-1.8 700.00 700.00
10 Traxcavator 2 - 2.5 m 330L(1.5) 794.00 890.00 >1.8 987.00 890.33
11 Compactor Roller 8 -10 ton 12ton 432.00 15.00 10-14 ton 396.00 281.00
12 Compactor Roller >=15 ton 410.00 410.00
d/t rates per
13 Dump Truck 7m 16m 408.00 10.50 distance 209.25
14 Dump Truck 10m 14m 385.00 385.00
15 Dump Truck 12m 12m 162.00 162.00
16 Dump Truck 14m 10m 293.00 293.00
17 Dump Truck 16m #DIV/0!
18 Water Truck 12000-14000lit 14000lit 983.00 150.00 13000 lit 210.00 447.67
19 Water Tanker 3000lit 13000lit 843.00 843.00
20 Tractor Scraper 15-20 m #DIV/0!
21 Crusher Plant 75tph 1-1.2 m 380.00 380.00
22 Concrete Mixer 250lit 1.2-1.5 385.00 385.00
23 Concrete Mixer 500lit 5m 265.00 1.5-2m 403.00 334.00
24 Concrete Mixer 1000lit 2-2.5m 408.00 408.00
25 Transit Mixer 1000m 1.6m 330.00 2.5-3m 431.00 380.50
26 Transit Mixer 3-5m 460.00 460.00
27 Transit Mixer 5 to6m 489.00 489.00
28 Transit Mixer 6 to 7 m 517.00 517.00
29 Transit Mixer >7m 546.00 546.00
30 Concrete Vibrator 4hp 5.50 5.50
31 Compressor 7m/min #DIV/0!
32 Wagon Drill Crawler 4500kg #DIV/0!
33 Jack Hammer 25kg 100.00 100.00
34 Water Pump 230lit #DIV/0!
35 Hand Tamper - #DIV/0!
36 Steel Cutter - 1.50 1.50
37 Pipe Mould - #DIV/0!
38 Hand compactor 5.50 5.50
39 Hand Tools - 5.26 5.26
Service Car /Pickup or
40
station Wagon/ 100.00 100.00
41 Welding Machine 70.00 70.00
42 Simple Tools 6.75 6.75
43 Bar cutter 1.25 1.25
178
5. DETAILS OF UNIT RATE BREAK DOWN AND ANALYSIS
PROFIT & OVER HEAD COST 30%
Work item-1 : Red ash surfacing

TOTAL QUANTITY OF WORK ITEM 1m2 IF MANUAL 19.00 M2/hr
MATERIAL COST (a) LABOUR COST (b) EQUIPMENT COST (c)
Type of Material Unit Qty U.Price* T.Cost Trade No UF Wage Hourly Type of Equt No UF Rental Hourly
Red Ash m3 0.3125 #DIV/0! #DIV/0! DL 4 1 5.00 C 20.00 Service vehicle 1 15% 100.00 C 15.00
Forman 1 1 20.00 20.00 Grader 1 3% 802.00 24.06
Mason 1 1 15.00 15.00
Surveyor 1 0.2 20.00 4.00
Con. Engineer 1 0.15 35.00 5.25
Sub Total (a) #DIV/0! Sub Total (b) 64.25 Sub Total (c) 39.06
If manual #DIV/0!
#DIV/0!
#DIV/0! ETB/m2
Work item-2 : Screeding work

2
179
TOTAL QUANTITY OF WORK ITEM 1m2 IF MANUAL 2.00 M /hr
Cement qts 0.07 #DIV/0! #DIV/0! DL 4 1 5.00 C 20.00 Service vehicle 1 15% 100.00 C 15.00
Sand m3 0.03 #DIV/0! #DIV/0! Forman 1 1 20.00 20.00 Simple Tools 1 100% 6.75 6.75
Mason 1 1 15.00 15.00
Chiseler 1 1 15.00 15.00
If manual #DIV/0!

#DIV/0!
#DIV/0! ETB/m2
Work item-3: CIS Roofing work of d/t gauges
2
CIS m2 0.75 0.00 0.00 DL 4 1 5.00 C 20.00 Service vehicle 1 15% 100.00 C 15.00
Eucalyptus poles m3 0.67 #DIV/0! #DIV/0! Forman 1 0.75 20.00 15.00 Simple Tools 1 100% 6.75 6.75
Nail kg 0.3 0.00 0.00 Carpenter 1 1 15.00 15.00
If manual #DIV/0!
#DIV/0!
#DIV/0! ETB/m2
Work item-4: CIS Walling work

2
Hourly Hourly
180
Type of Material Unit Qty U.Price* T.Cost Trade No UF Wage Type of Equt No UF Rental
Morale m 3 #DIV/0! #DIV/0!
If manual #DIV/0!
#DIV/0!
#DIV/0! ETB/m2

Work item-5: CIS Window work
2
Morale m 2 0.00 0.00
Hinges No 2 0.00 0.00
Lock No 1 0.00 0.00
If manual #DIV/0!
#DIV/0!
#DIV/0! ETB/m2
Work item-6: CIS Door work

2
181
CIS m2 1 0.00 0.00 DL 2 1 5.00 C 10.00 Service vehicle 1 15% 100.00 C 15.00
Morale m 6 0.00 0.00
Hinges No 4 0.00 0.00
Lock No 1 0.00 0.00
If manual #DIV/0!
#DIV/0!

#DIV/0! ETB/m2
Work item-7: Ceiling work
2
Plywood m2 1 0.00 0.00 DL 6 1 5.00 C 30.00 Service vehicle 1 15% 100.00 C 15.00
Paint Lt 0.10 0.00 0.00 Forman 1 0.25 20.00 5.00 Simple Tools 1 100% 6.75 6.75
Morale m 4 0.00 0.00
Sub Total (a) 0.00 Sub Total (b) 65.00 Sub Total (c) 21.75
If manual 43.38
13.0125
56.39 ETB/m2
Work item-8: Plywood wall

2
Hourly Hourly
182
Type of Material Unit Qty U.Price* T.Cost Trade No UF Wage Type of Equt No UF Rental
Plywood m2 1 0.00 0.00 DL 4 1 5.00 C 20.00 Service vehicle 1 15% 100.00 C 15.00
Nail kg 0.2 0.00 0.00 Forman 1 0.25 20.00 5.00 Simple Tools 1 100% 6.75 6.75
Morale m 4 0.00 0.00 Carpenter 1 1 15.00 15.00
If manual 24.70
7.41
32.11 ETB/m2

Work item-9: Chipwood wall
2
Chipwood m2 1 0.00 0.00 DL 4 1 5.00 C 20.00 Service vehicle 1 15% 100.00 C 15.00
Nail kg 0.2 0.00 0.00 Forman 1 0.25 20.00 5.00 Simple Tools 1 100% 6.75 6.75
Morale m 4 0.00 0.00 Carpenter 1 1 15.00 15.00
If manual 24.70
7.41
32.11 ETB/m2
Work item-10: Pile up and removal sandbags (14 bags/m3)

Hourly Hourly
183
Type of Material Unit Qty U.Price* T.Cost Trade No UF Wage Cost Type of Equt No UF Rental Cost
Pickaxe Pcs 16 0 0.00 DL 16 1 5.00 80.00 Service vehicle 1 15% 100.00 15.00
Spade Pcs 16 0 0.00 Surveyor 1 0.25 20.00 5.00
Wheel Barrow/Barella Pcs 16 0 0.00 Forman 1 0.25 20.00 5.00
Sandbags Pcs 14 0 0.00 Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
If manual 88.40
26.52
114.92 ETB/m3

Work item-11 : Rearrange sandbags (Within 10m)
Hourly Hourly
DL 11.1 1 5.00 55.50 Service vehicle 1 15% 100.00 15.00
Surveyor 1 0.25 20.00 5.00
Forman 1 0.25 20.00 5.00
Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
If manual 68.80
20.64
89.44 ETB/m3
Work item-12 : Site clearance and removal of top soil to a max. depth of 20 cm /m
TOTAL QUANTITY OF WORK ITEM 1m IF MANUAL 5.00 M2/hr
Hourly Hourly
184
Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
If manual 10.10
3.03

13.13 ETB/m2
Work item-13 : Excavation of common soil except rock (ordinary soil)

Hourly Hourly
Type of Material Unit Qty U.Price* T.Cost Trade No UF/MD Wage Cost Type of Equt No UF Rental Cost
Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
If manual 80.80
24.24
105.04 ETB/m3
WORK ITEM-14: Excavation of soft rock

185
Hourly Hourly
Spade Pcs 2 0 0.00 Surveyor 1 0.25 20.00 5.00 Jack Hummer 1 100% 100.00 100.00
Chisel Pcs 2 0 0.00 Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
416.30

124.89
541.19 ETB/m3
WORK ITEM-15 : Fill with selected material from excavation, including compaction /onspot/
Hourly Hourly
Spade Pcs 10 0 0.00 Surveyor 1 0.25 20.00 5.00 Hand compactor 1 100% 5.50 5.50
0.00 Con. Engineer 1 0.15 25.00 3.75
0.00 Site Manager 1 0.05 35.00 1.75
If manual 34.40
10.32
44.72 ETB/m3
WORK ITEM-16: Excavation of hard rock

186
Hourly Hourly
Spade Pcs 2 0 0.00 Surveyor 1 0.25 20.00 5.00 Jack Hummer 1 100% 100.00 100.00
Chisel Pcs 2 0 0.00 Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
624.44
187.33

811.78 ETB/m3
Work item-17: Cart away (Within 500m)

Hourly Hourly
Type of Material Unit Qty U.Price* T.Cost Trade No UF/MD Wage Cost Type of Equt No UF Rental Cost
Spade Pcs 4 0 0.00 DL 4 1 5.00 20.00 Service vehicle 1 15% 100.00 15.00
Wheel Barrow/Barella Pcs 4 0 0.00 Surveyor 1 0.25 20.00 5.00
Forman 1 0.25 20.00 5.00
Con. Engineer 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
If manual 67.33
20.20
87.53 ETB/m3
WORK ITEM-18: Stone masonry work with mortar mix 1:4
187
Hourly Hourly
Stone M3 1.5 #DIV/0! #DIV/0! Mason 2 1 15.00 30.00 Simple Tools 1 100% 6.75 6.75
Sand M3 0.43 #DIV/0! #DIV/0! Laborer 6 1 5.00 30.00 Service vehicle 1 15% 100.00 15.00
Cement qts 1.5 #DIV/0! #DIV/0! Forman 1 0.5 20.00 10.00 Mixer 1 100% 385.00 385.00
Con.Eng. 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75 0.00

Direct Cost per hr = #DIV/0!
Profit & Over Head = #DIV/0!
Total Cost per m of Masonry #DIV/0! ETB/m3
HOURLY OUT PUT 5.00
WORK ITEM-19: Supply, cut, bend and fix in position high yield steel reinforcement bars of different dia EQUIPMENT OUT PUT (Bar Cutter) kg/hr
TOTAL QUANTITY OF WORK ITEM 1kg
Hourly Hourly
Reinforcement bar Bar bender 1 1 15.00 15.00 Bar cutter 1 100% 1.25 1.25
Diff. Diameter kg 1.1 - 0.00 Forman 1 1 20.00 20.00 Service vehicle 1 15% 100.00 15.00
Soft wire kg 0.05 #DIV/0! #DIV/0! Daily Laborer 4 1 5.00 20.00 0.00
0.00

Total Cost per kg of Re-bar #DIV/0! ETB/kg
HOURLY OUT PUT 3.00 m/hr

WORK ITEM-20: Wooden Form work (1 pcs = 0.02 x 0.3 x 4.0,cutting and fixing) (Man Power)
TOTAL QUANTITY OF WORK ITEM 1m
188
Hourly Hourly
Timber m2 1.1 0.00 0.00 Carpenter 2 1 15.00 30.00 Simple Tools 1 100% 6.75 6.75
Nails kg 0.15 0.00 0.00 D/L 2 1 5.00 10.00 Service vehicle 1 15% 100.00 15.00
Euc.poles No 1 #DIV/0! #DIV/0! Forman 1 0.25 20.00 5.00 0.00
Con.Eng. 1 0.15 25.00 3.75 0.00


Total Cost per m2of form #DIV/0! ETB/m2
WORK ITEM -21: Plastering Works HOURLY OUT PUT 4.38 m2/hr
TOTAL QUANTITY OF WORK ITEM 1 m2 (Man Power)
Hourly Hourly
Cement qts 0.18 #DIV/0! #DIV/0! Plasterer 1 1 15.00 15.00 Simple Tools 1 100% 6.75 6.75
Sand m3 0.04 #DIV/0! #DIV/0! D/L 2 1 5.00 10.00 Service vehicle 1 15% 100.00 15.00
Forman 1 0.5 20.00 10.00
Con.Eng. 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75

Total Cost per m2of plastering #DIV/0! ETB/m2
WORK ITEM -22: Pointing Works HOURLY OUT PUT 30.00 m2/hr
TOTAL QUANTITY OF WORK ITEM 1 m2 (Man Power)
189
Hourly Hourly
Cement qts 0.028 #DIV/0! #DIV/0! Mason 1 1 15.00 15.00 Simple Tools 1 100% 0.00 0.00
Sand m3 0.03 #DIV/0! #DIV/0! D/L 4 1 5.00 20.00 Service vehicle 1 15% 0.00 0.00
Forman 1 0.5 20.00 10.00
Con.Eng. 1 0.15 25.00 3.75
Chiseler 1 1 15.00 15.00

Total Cost per m2of plastering #DIV/0! ETB/m2
HOURLY OUT PUT 5.63 M2/hr
WORK ITEM -23: 10 cm thick basaltic or equivalent stone hard core well rolled, consolidated and blinded with crushed stone Man Power
TOTAL QUANTITY OF WORK ITEM 1m2
Hourly Hourly
Stone m3 0.125 #DIV/0! #DIV/0! Mason 1 1 15.00 15.00 Service vehicle 1 15% 100.00 15.00
Chisel Pcs 2 0.00 0.00 Laborer 4 1 5.00 20.00 0.00
Forman 1 0.15 20.00 3.00 0.00
Surveyor 1 0.15 20.00 3.00 0.00
Con.Eng. 1 0.15 25.00 3.75 0.00

Total Cost per m2 of hard coring #DIV/0! ETB/m2
HOURLY OUT PUT 2.00 peace or m3/hr

WORK ITEM -24: Providing and placing Gabion and filling with stone EQUIPMENT OUT PUT (Man Power)
190
Hourly Hourly
Gabion kg 20 - 0.00 Laborer 1 1 5.00 5.00 0.00
Forman 1 1 20.00 20.00 0.00
Surveyor 1 0.2 20.00 4.00 0.00
Con.Eng. 1 0.15 25.00 3.75 0.00

Total Cost per m of Gabion #DIV/0! ETB/peace or m3
HOURLY OUT PUT 10.00 m2/hr
WORK ITEM -25: Plastic sheet for prevention of soil draw-out EQUIPMENT OUT PUT (Man Power)
Hourly Hourly
Plastic sheet m2 1 - 0.00 Laborer 1 1 5.00 5.00 Service vehicle 1 15% 100.00 15.00
Forman 1 0.15 20.00 3.00 0.00
Surveyor 1 0.15 20.00 3.00 0.00
Con.Eng. 1 0.15 25.00 3.75 0.00
0.00
Direct Cost per hr = 2.98

Profit & Over Head = 0.89
Total Cost per m of Gabion 3.87 ETB/m2
HOURLY OUT PUT 10.00 m2/hr

WORK ITEM-26: Stone Rip Rap/Dry Stone Pitching (50cm) EQUIPMENT OUT PUT (Man Power)
191
Hourly Hourly
Laborer 2 1 5.00 10.00 0.00
Forman 1 0.25 20.00 5.00 0.00
Surveyor 1 0.1 20.00 2.00 0.00
Con.Eng. 1 0.15 25.00 3.75 0.00

Total Cost per m of Riprapg #DIV/0! ETB/m2
WORK ITEM -27: C-15 Mass/Lean concrete (1:2:4) EQUIPMENT OUT PUT (250lit Mixer)
Hourly Hourly
Cement qts 3.5 #DIV/0! #DIV/0! Forman 1 0.25 20.00 5.00 Simple Tools 1 100% 6.75 6.75
Sand m3 0.5 #DIV/0! #DIV/0! Mason 3 1 15.00 45.00 Mixer 1 100% 385.00 385.00
Aggregate m3 1.0 #DIV/0! #DIV/0! Carpenter 1 1 15.00 15.00 Vibrator 1 100% 5.50 5.50
D/L 22 1 5.00 110.00 Service vehicle 1 15% 100.00 15.00
Con.Eng. 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75
Direct Cost per m3 = #DIV/0!

Total Cost per m of concrete #DIV/0! ETB/m3
192
WORK ITEM -28: C-20 Reinforced concrete (1:2:3) EQUIPMENT OUT PUT (250lit Mixer)
Hourly Hourly
Cement qts 4.00 #DIV/0! #DIV/0! Forman 1 1 20.00 20.00 Simple Tools 1 100% 6.75 6.75
Bar Bender 1 1 15.00 15.00 Service vehicle 1 15% 100.00 15.00
D/L 22 1 5.00 110.00
Con.Eng. 1 0.15 25.00 3.75

Site Manager 1 0.05 35.00 1.75

WORK ITEM -29: C-20 Plain concrete (1:2:3) EQUIPMENT OUT PUT (250lit Mixer)
Hourly Hourly
Cement qts 4.00 #DIV/0! #DIV/0! Forman 1 1 20.00 20.00 Simple Tools 1 100% 6.75 6.75
D/L 22 1 5.00 110.00 Service vehicle 1 15% 100.00 15.00
Con.Eng. 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75

193
WORK ITEM -30: Cyclopean concrete (Plum concrete i.e Mass concrete with 30% Rock) EQUIPMENT OUT PUT (250lit Mixer)
Hourly Hourly
Cement qts 1.92 #DIV/0! #DIV/0! Forman 1 0.25 20.00 5.00 Simple Tools 1 100% 6.75 6.75
Stone m3 0.75 #DIV/0! #DIV/0! D/L 22 1 5.00 110.00 Service vehicle 1 15% 100.00 15.00
Con.Eng. 1 0.15 25.00 3.75

Site Manager 1 0.05 35.00 1.75
WORK ITEM -31: Geomembrane and geonet lining EQUIPMENT OUT PUT (Man Power)
Hourly Hourly
Geomembrane m2 1.1 0.00 0.00 Forman 1 1 20.00 20.00 Simple Tools 1 100% 6.75 6.75
Geonet m2 1.1 0.00 0.00 Welder 1 1 15.00 15.00 Welding Machine 1 100% 70.00 70.00
Nilon rope m 5 0.00 0.00 Surveyor 1 0.1 20.00 2.00 Service vehicle 1 15% 100.00 15.00
gravel m3 0.2 #DIV/0! #DIV/0! D/L 55 1 5.00 275.00
Electrode pcs 1 0.00 0.00 Con.Eng. 1 0.15 25.00 3.75
Site Manager 1 0.05 35.00 1.75

194
HOURLY OUT PUT m/hr
WORK ITEM-32: Pipe (GI,PVC,UPVC,steel,Concrete) supply, fittings and Laying/Installation DN***/m EQUIPMENT OUT PUT (Man Power)
Hourly Hourly
Pipe m 1 - 0.00 Plumber 1 1 15.00 15.00 Service vehicle 1 15% 100.00 15.00
Laborer 30 1 5.00 150.00 Simple Tools 1 100% 6.75 6.75
Forman 1 1 20.00 20.00 0.00
Surveyor 1 0.5 20.00 10.00 0.00

Con.Eng. 1 0.15 25.00 3.75 0.00

Total Cost per m of Riprapg
#DIV/0! ETB/m
HOURLY OUT PUT m2/hr
WORK ITEM-33: Fill and compaction layer by layer for earthen dam EQUIPMENT OUT PUT (*****)
Hourly Hourly
0.00 0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00

Total Cost per m of Riprapg #DIV/0! ETB/m2
195

6. Summary of Rated Work Items
Rate
S/N Name of Activity on BOQ Name of unit rate Unit
(ETB)
1 RedashSurfacing RedashSurfacing m2 #DIV/0!
2
2 Screedingwork Screedingwork m #DIV/0!
3 CISRoofingworkofd/tgauges CISRoofingworkofd/tgauges m2 #DIV/0!
2
4 CISWallingwork CISWallingwork m #DIV/0!
5 CISWindowwork CISWindowwork m2 #DIV/0!
2
6 CISDoorwork CISDoorwork m #DIV/0!
7 Ceilingwork Ceilingwork m2 56.39
2
8 PlywoodWall PlywoodWall m 32.11
9 ChipwoodWall ChipwoodWall m2 32.11
3
10 Pileupandremovalsandbags(14bags/m3) Pileupandremovalsandbags(14bags/m3) m 114.92
196
11 Rearrangesandbags(Within10m) Rearrangesandbags(Within10m) m3 89.44
12 Cofferdam Fillwithselectedmaterialfromexcavation,includingcompaction/onspot/ m3 44.72

2
13 SiteClearing Siteclearanceandremovaloftopsoiltoamax.depthof20cm/m m 13.13
14 Riverclearing Excavationincommonsoilexceptrockanddisposalforhauldistancewithin500m m3 105.04

3
15 Excavationofnormalsoil Excavationofcommonsoilexceptrock(ordinarysoil) m 105.04
16 Excavationofsoftrock Excavationofsoftrock m3 541.19
17 Excavationofhardrock Excavationofhardrock m3 811.78

3
18 Dismantling/removingexistingmasonryandconcrete Excavationofhardrock m 811.78
19 Backfill,compactionandshaping Fillwithselectedmaterialfromexcavation,includingcompaction/onspot/ m3 44.72

20 Cartaway(Within500m) Cartaway(Within500m) m3 87.53
Rate
S/N Name of Activity on BOQ Name of unit rate Unit
(ETB)
10cmthickbasalticorequivalentstonehardcorewellrolled,consolidatedandblinded
21 Hardcoring(10cm) m2 #DIV/0!
withcrushedstone
22 Masonry(1:4mortar) Stonemasonryworkwithmortarmix1:4 m3 #DIV/0!
2
23 Plastering(1:3mortar)t=3cm PlasteringWorks m #DIV/0!
24 Pointing Pointingworks m2 #DIV/0!

2
25 WoodenFormwork(1pcs=0.02x0.3x4.0,cuttingandfixing) WoodenFormwork(1pcs=0.02x0.3x4.0,cuttingandfixing) m #DIV/0!
26 Reinforcingbar Supply,cut,bendandfixinpositionhighyieldsteelreinforcementbarsofdifferentdia kg #DIV/0!
27 Concrete(1:2:4)C15(Leanconcretet=20cm) C15Mass/Leanconcrete(1:2:4) m3 #DIV/0!

3
28 Concrete(1:2:4)C15(Leanconcretet=10cm) C15Mass/Leanconcrete(1:2:4) m #DIV/0!
29 Concrete(1:2:4)C15t=13cm(Canallining) C15Mass/Leanconcrete(1:2:4) m3 #DIV/0!
30 Concrete(1:2:4)C15(Divisionparttotertiary) C15Mass/Leanconcrete(1:2:4) m3 #DIV/0!

3
31 Concrete(1:2:4)C15t=10cm(Outletfortertiary) C15Mass/Leanconcrete(1:2:4) m #DIV/0!
197
32 Concrete(1:2:3)C20(RCC) C20Reinforcedconcrete(1:2:3) m3 #DIV/0!
3
33 Concrete(1:2:3)C20 C20Plainconcrete(1:2:3) m #DIV/0!
34 Cyclopeanconcrete(Plumconcretei.eMassconcretewith30%Rock) Cyclopeanconcrete(Plumconcretei.eMassconcretewith30%Rock) m3 #DIV/0!
35 Gabion(2m*1m*0.5m) ProvidingandplacingGabionandfillingwithstone m3 #DIV/0!

2
36 Plasticsheetforpreventionofsoildrawout Plasticsheetforpreventionofsoildrawout m 3.87
37 Stonepitching StoneRipRap/DryStonePitching m2 #DIV/0!
38 Geomembraneandgeonetlining Geomembraneandgeonetlining #DIV/0!

m2
39 Pipe(GI,PVC,UPVC,steel,Concrete)supply,fittingsandLaying/InstallationDN***Pipe(GI,PVC,UPVC,steel,Concrete)supply,fittingsandLaying/InstallationDN***/m m #DIV/0!
40 Fillandcompactionlayerbylayerforearthendam Fillandcompactionlayerbylayerforearthendam m2 #DIV/0!

Irrigation Project Bill of Quantity

Sr. No Activity Unit Quantity Unit Rate Total Cost Remark
1 General items
1.1 Moblization and Demblization 0.00
1.2 Camping
1.3 Dewatering of open trench, cofferdam
0.00
Sub Total A 0.00
2 Headworks
2.1 Weir
2.1.1 Site Clearing m2 0.00 13.13 0.00
0.00
0.00
0.00
2.2 Sand sluice gate
0.00
0.00
0.00
2.3 Intake box
0.00
0.00
2.4 Retaining wall
0.00
2.5 Gabion
0.00
Sub Total B 0.00
3 Main canal
3.1 Lined canal
0.00
0.00
3.2 Earthen canal
0.00
0.00
3.3 Division box
0.00
Sub Total C 0.00
4 Secondary Canal
4.1 Secondary canal 1
0.00
0.00
0.00
Sub Total D 0.00
5 Accessory structures
5.1 Foot Bridge
0.00
0.00
5.2 Super passage
0.00
Sub Total E 0.00
Total (A+B+C+D+E) 0.00
VAT(15%) 0.00
Grand Total 0.00
198
Mix Ratio for Mortar and Concrete
Plastering (1:3 mortar) t=3cm

Cement 1400 kg/m3
1bag 50 kg = 0.036 m3 = 36 lit
Cement 1 Sand 3 Total *0.6

36 lit 108 lit 144 lit 86.4 lit
0.5 qt 0.108 m3
Casting Mortar 1m3(1000lit)

Cement Sand
1000/86.4
12 bag 1296 lit
600 kg 1.296 m3
6 qt
Concrete (1:2:4) C-15

Cement 1400 kg/m3
1bag 50 kg = 0.036 m3 = 36 lit
Cement 1 Sand 2 Gravel 4 Total *0.6

36 lit 72 lit 144 lit 252 lit 151.2 lit
0.5 qt 0.072 m3 0.144 m3 0.252 m3 0.1512 m3
Casting Concrete 1m3(1000lit)

Cement Sand Gravel
1000/151.2
7 bag 504 lit 1008 lit
350 kg 0.504 m3 1.008 m3
3.5 qt
Concrete (1:2:3) C-20

Cement 1400 kg/m3
1bag 50 kg = 0.036 m3 = 36 lit
Cement 1 Sand 2 Gravel 3 Total *0.6

36 lit 72 lit 108 lit 216 lit 129.6 lit
0.5 qt 0.072 m3 0.108 m3 0.216 m3 0.1296 m3
Casting Concrete 1m3(1000lit)

Cement Sand Gravel
1000/129.6
8 bag 576 lit 864 lit
400 kg 0.58 m3 0.86 m3
4.0 qt
199
Site Agreement No.
Date:
The Engineer and the Contractor agree the variation mentioned as below.
Variation Point:
Unit QTY
Cost
Item No. Description of Works Unit Cost Before After Reason
Variation
(Birr) Variation Variation
200
For the Employer For the contractor
********* (name) ********* (name)

************** (position) ************** (position)
************** (office) ************** (office)

For the Supervisor
********* (name)
************** (position)
************** (office)
List of Authors

Name of Guidelines and Manuals Name Field Affiliation
Ministry of
Water resources
Mr. Nobuhiko Suzuki Agriculture, Forestry
Guideline for Irrigation Master planning
and Fisheries
Plan Study Preparation
on Surface Water Resources
Mr. Roba Muhyedin Irrigation Engineer OIDA Head Office
LANDTEC JAPAN,
Manual for Runoff Analysis Mr. Yasukazu Kobayashi Runoff Analysis
Inc.
Manual of GIS for ArcGIS KOKUSAI KOGYO

Mr. Ron Nagai GIS Application
(Basic & Advanced Section) CO., LTD.
Manual on Land Use Classification KOKUSAI KOGYO

Mr. Kazutoshi Masuda Remote Sensing
Analysis Using Remote Sensing CO., LTD.
Guidance for Oromia Irrigation Facility Ministry of
Development Project Mr. Kenjiro Futagami Design/Construction Agriculture, Forestry
Implementation Supervision and Fisheries
Study and Design Technical Facility Design/ Ministry of
Guideline for Irrigation Projects Mr. Naoto Takano Construction Agriculture, Forestry
(Irrigaiton Engineering Part) Supervision and Fisheries
(Socio-Economy, Community,
Financial and Economic analysis Mr. Tafesse Andargie Economist OIDA Head Office
Part)
(Agronomy and Soil Part) Mr. Abdeta Nate'a Agronomist OIDA Head Office
Technical Guideline for Sanyu Consultants

Mr. Motohisa Wakatsuki Head works design
Design of Headworks Inc.
Project
Technical Guideline for Small Sanyu Consultants
Mr. Haruo Hiki Management/
Scale Reservoir Inc.
Planning/Reservoir
Facility Design/ Ministry of
Technical Guideline for Irrigation
Mr. Naoto Takano Construction Agriculture, Forestry
Canal and Related Structures
Supervision and Fisheries
Construction
Construction Control Manual Mr. Yoshiaki Otsubo Supervision (Bura Tokura Corporation
SSSIP)
Guidance for Preparation of Facility Ministry of
Operation and Maintenance Mr. Kenjiro Futagami Design/Construction Agriculture, Forestry
Manual Supervision and Fisheries
Irrigation Water Users Association
Formation and Development Mr. Tafesse Andargie Economist OIDA Head Office
Manual
Strengthening of
Mr. Yasushi Osato Nippon Koei Co.
Strengthening Irrigation Water WUA
Users Association (IWUA)
Guideline
Mr. Tafesse Andargie Economist OIDA Head Office
Small Scale Irrigation Water

Management Guideline Mr. Yohannes Geleta Irrigation Engineer OIDA Head Office
(Irrigation Water Supply Part)
(Field Irrigation Water
Mr. Abdeta Nate'a Agronomist OIDA Head Office
Management Part)
Remarks: Affiliation is shown when he work for CBID project.
201
List of Experts who contributed to revise guidelines and manuals (1/5)

Office Name Specialty
OIDA Head office Mr. Abdeta Nate'a Agronomist
OIDA Head office Mr. Kibrom Driba Irrigation Engineer
OIDA Head office Mr. Kurabachew Shewawerk Agronomist
OIDA Head office Mr. Lemma Adane Irrigation Engineer
OIDA Head office Mr. Roba Muhyedin Irrigation Engineer
OIDA Head office Mr. Shemeles Tefera Agronomist
OIDA Head office Ms. Sintayehu Getahun Irrigation Engineer
OIDA Head office Mr. Tafesse Andargie Economist
OIDA Head office Mr. Tafesse Tsegaye Irrigation Engineer
OIDA Head office Mr. Tatek Worku Irrigation Engineer
OIDA Head office Mr. Teferi Dhaba Irrigation Engineer
OIDA Head office Mr. Terfasa Fite Irrigation Engineer
OIDA Head office Mr. Tesfaye Deribe Irrigation Engineer
OIDA Head office Mr. Yohannes Dessalegn Economist

OIDA Head office Mr. Yohannes Geleta Irrigation Engineer
OWMEB Mr. Girma Etana Irrigation Engineer
OWMEB Mr. Kedir Lole Irrigation Engineer
Arsi Mr .Dedefi Ediso Agronomist
Arsi Mr. Birhanu Mussie Irrigation Engineer
Arsi Mr. Dinberu Abera Sociologist
Arsi Mr. Hussen Beriso Economist
Arsi Mr. Mulat Teshome Surveyor
Arsi Mr. Segni Bilisa Agronomist
Arsi Mr. Shewngezew Legesse Irrigation Engineer
202

Arsi Mr. Tamerwold Elias Irrigation Engineer

Arsi Mr. Tesfaye Gudisa Irrigation engineer
Arsi Mr. Teshome Eda'e Irrigation Engineer
Arsi Ms. Worknesh Kine Geologist
Bale Mr. Abboma Terresa Irrigation Engineer
Bale Mr. Abdulreshed Namo Irrigation Engineer
Bale Mr. Beyan Ahmed Economist
Bale Mr. Diriba Beyene Irrigation Engineer
Bale Mr. Firew Demeke Teferi Irrigation engineer
Bale Mr. Gosa Taye Debela Irrigation engineer
Bale Mr. Zeleke Agonafir Agronomist
Borena Mr. Dida Sola Irrigation Engineer
East Harerge Mr. Abdi Abdulkedar Irrigation Engineer
East Harerge Mr. Elias Abdi Irrigation Engineer
East Harerge Mr. Shemsedin kelil Irrigation Engineer
East Harerge Ms. Eskedar Mulatu Economist
East Shewa Mr. Andaregie Senbeta Economist
East Shewa Mr. Bekele Gebre Irrigation Engineer
East Shewa Mr. Dilibi ShekAli Sociologist
East Shewa Mr. Ejara Tola Agronomist
East Shewa Mr. Girma Niguse Irrigation Engineer
East Shewa Mr. Kebebew Legesse Irrigation Engineer
East Shewa Mr. Mulatu Wubishet Agronomist
East Shewa Mr. Tadesse Mekuria Agronomist
203

East Shewa Ms. Tigist Amare Irrigation Engineer

East Shewa Mr. Zerfu Seifu Irrigation Engineer
East Welega Mr. Benti Abose Economist
East Welega Mr. Birhanu Yadete Agronomist
East Welega Mr. Dasalegn Tesema Economist
East Welega Mr. Gamachis Asefa Irrigation Engineer
East Welega Mr. Getachew Irena Agronomist
East Welega Mr. Kidane Fekadu Irrigation Engineer
East Welega Mr. Milikesa Workeneh Irrigation Engineer
East Welega Ms. Mulunesh Bekele Irrigation Engineer
East Welega Mr. Samson Abdu Irrigation Engineer
East Welega Mr. Tulam Admasu Irrigation Engineer
East Welega Ms. Yeshimebet Bule Economist
Guji Mr. Abadir Sultan Sociology
Guji Mr. Dawud Menza Irrigation Engineer
Guji Mr. Fikadu Mekonin Geologist
Guji Mr. Megersa Ensermu Irrigation Engineer
Guji Mr. Wandesen Bakale Economist
Horoguduru Welega Mr. Seleshi Terfe Economist
Horoguduru Welega Mr. Temesgen Mekonnen Irrigation Engineer
Horoguduru Welega Mr. Tesfaye Chimdessa Economist
Illubabor Mr. Ahmed Sani Irrigation Engineer
Jimma Mr. Lebeta Adera Irrigation Engineer
Kelem Welega Mr. Ayana Fikadu Agronomist
204

Kelem Welega Mr. Megarsa Kumara Hydrologist

Kelem Welega Mr. Oda Teshome Economist
Northe Shewa Mr. Henok Girma Irrigation Engineer
South West Shewa Mr. Bedasa Tadele Irrigation Engineer
South West Shewa Mr. Gemechu Getachew Irrigation Engineer
West Arsi Mr. Abebe Gela Irrigation Engineer
West Arsi Mr. Demissie Gnorie Irrigation Engineer
West Arsi Mr. Feyisa Guye Irrigation Engineer
West Arsi Mr. Hashim Hussen Economist
West Arsi Mr. Jemal Jeldo Economist
West Arsi Mr. Mekonnen Merga Environmentalist
West Arsi Mr. Mohamedsafi Edris Irrigation Engineer
West Arsi Mr. Molla Lemesa Agronomist
West Arsi Mr. Tamene Kena Sociologist
West Arsi Mr. Tibaho Gobena Irrigation Engineer
West Harerge Mr. Alemayehu Daniel Agronomist
West Harerge Mr. Dereje Kefyalew Irrigation Engineer
West Harerge Mr. Ferid Hussen Irrigation Engineer
West Harerge Mr. Nuredin Adem Irrigation Engineer
West Harerge Mr. Seifu Gizaw Economist
West Shewa Mr. Jergna Dorsisa Irrigation Engineer
West Shewa Mr. Solomon Mengistu Agronomist
West Shewa Mr. Zerhun Abiyu Irrigation Engineer
West Welega Mr. Belaye kebede Irrigation Engineer
205

West Welega Mr. Busa Degefe Economist

West Welega Mr. Temesgen Runda Irrigation Engineer
Ministry of Agriculture Mr. Amerga Kearsie Irrigation Engineer
Ministry of Agriculture Mr. Zegeye Kassahun Agronomist
Amhara Agriculture
Mr. Assefa Zeleke Economist
Bureau
OWWDSE Mr. Damtew Adefris Irrigation Engineer
OWWDSE Mr. Demelash Mulu Irrigation Engineer
OWWDSE Mr. Teshoma Wondemu Irrigation Engineer
Latinsa SC. Mr. Aschalew Deme Irrigation Engineer
Latinsa SC. Mr. Daba Feyisa Agronomist
Metaferia Consulting
Mr. Getu Getoraw Irrigation Engineer
Engineers
Mr. Hassen Bahru Sociologist
Engineers
Ms. Nitsuh Seifu Irrigation Engineer
Engineers
Remarks: Office Name is shown when he/she works for CBID project.
206
List of Editors
Name of Guidelines and Manuals Name Field Affiliation
Guideline for Irrigation Master Lecturer in Arba

Mr. Ermias Alemu Demissie Irrigation Engineer
Plan Study Preparation on Minch University
Surface Water Resources Lecturer in Arba
Mr. Zerihun Anbesa Hydrologist
Minch University
Technical Guideline for Lecturer in Arba
Mr. Ermias Alemu Demissie Irrigation Engineer
Design of Headworks Minch University
Technical Guideline for Hydraulic
Irrigation Canal and Related Lecturer in Arba
Mr. Bereket Bezabih Engineer
Structures Minch University
(Geo technical)
Construction
LANDTEC JAPAN,
Construction Control Manual Mr. Eiji Takemori Supervision (Hirna
Inc.
SSIP)
Construction
Supervision Sanyu Consultants
Construction Control Manual Dr. Hiroaki Okada
(Sokido/Saraweba Inc.
SSIP)
Construction
Independent
Construction Control Manual Mr. Shinsuke Kubo Supervision
Consulting Engineer
(Shaya SSIP)
Technical Guideline for Chief JIID (The Japanese
Design of Headworks Mr. Toru Ikeuchi Advisor/Irrigation Institute of Irrigation
Construction Control Manual Technology and Drainage)
Technical Guideline for Facility Ministry of
Design of Headworks Mr. Kenjiro Futagami Design/Constructi Agriculture, Forestry
Construction Control Manual on Supervision and Fisheries
Chief Ministry of
All Guidelines and Manuals Mr. Hiromu Uno Advisor/Irrigation Agriculture, Forestry
Technology and Fisheries
Manual for Runoff Analysis
Manual of GIS for ArcGIS
Ministry of
(Basic & Advanced Section) Water resources
Mr. Nobuhiko Suzuki Agriculture, Forestry
Manual on Land Use planning
and Fisheries
Classification Analysis Using
Remote Sensing
Guidance for Oromia
Irrigation Development
Project Implementation
Study and Design Technical
Guideline for Irrigation
Projects
Technical Guideline for
Design of Headworks
Technical Guideline for Small
Scale Reservoir
Facility Design/ Ministry of
Construction Control Manual
Mr. Naoto Takano Construction Agriculture, Forestry
Guidance for Preparation of Supervision and Fisheries
Operation and Maintenance
Manual
Irrigation Water Users
Association Formation and
Development Manual
Strengthening Irrigation Water
Users Association (IWUA)
Guideline
Small Scale Irrigation Water
Management Guideline
207
List of Coordinators

Name Field Affiliation
Mr. Ryosuke Ito Coordinator/Training Independent
Mr. Tadashi Kikuchi Coordinator/Training Regional Planning International Co.
208
Contact Person
Mr. Yohannes Geleta (Irrigation Engineer; Environmentalist)

(Tel: 0911-981665, E-mail: yohketi@gmail.com)
Mr. Tafesse Andargie (Economist)

(Tel: 0911-718671, E-mail:andargietafesse@yahoo.com)
Mr. Abdeta Nate'a (Agronomist)

(Tel: 0912-230407, E-mail: abdetanatea@yahoo.com)

Tel: 011-1262245
C/O JICA Ethiopia Office

Mina Building, 6th & 7th Floor,
P.O.Box 5384, Addis Ababa, Ethiopia
Tel : (251)-11-5504755
Fax: (251)-11-5504465

Guidance For Oromia Irrigation Irrigation Development Project Implementation PDF

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Japan International Cooperation Agency (JICA)

Oromia Irrigation Development Authority (OIDA)

Guidance for Oromia Irrigation

The Project for Capacity Building in Irrigation Development (CBID)

Oromia Irrigation Development Authority (OIDA) is established on June,

To improve irrigation development activities in the Region, the previous

Finally, I would like to thank the Japanese Government, JICA Ethiopia

Feyisa Asefa Adugna

Adugna Jabessa Shuba

2. Necessary Item for implementation of irrigation project .................... 2

3. Flow of irrigation project implementation and

4. Duty and responsibility of manager, deputy manager and

5. Important matter to make project document .................................... 9

6. Cost estimation for contract out ..................................................... 12

8. Inspection and evaluation .............................................................. 29

Annex-1 Contents of agreement with farmer36

2. Necessary Item for implementation of irrigation project

For sustainable and quality irrigation development proper and sound

2.2 Pre-Feasibility study

The Pre-Feasibility study is executed by zone level.

2.3 Feasibility and Detail Study

(1) Project document

has to be submitted to OIDA.

(2) Agreement with farmer

TermofSurveyandPlanning TermofConstruction BenefitTerm

Farmers Participate with

TermofSurveyandPlanning TermofConstruction BenefitTerm

And agreement must be made with farmers and local administrators on

2.4 Appraisal Forum

For checking the project document, appraisal forum has to be

2.5 Bid process

(1) Preparing bid document

(2) Discussion by OIDA Head / Process owner

2.6 Contract out and handover the site to the contractor

2.7 Construction Supervision

2.8 Inspection and evaluation

To confirm the quality of construction, it is necessary.

2.9 Handover to community (WUC/WUA)

Operation and maintenance manual, agricultural development plan

2.10 Irrigation Water Management

The purpose of irrigation project is to use water for crops production.

2.11 Operation and maintenance

Irrigation facilities need to be operated and maintained. Thus,

3. Flow of irrigation project implementation and its relation with other

4. Duty and responsibility of manager, deputy manager and process

Position Duty and responsibility

5. Important matter to make project document

5.1 Project planning

Please refer to Study and Design Technical guideline for Irrigation

Please refer to Technical Guideline for Design of Headworks, Technical

5.3 Secure the land

5.4 Labor division for construction

In principle, construction works are ordered to contractors. But easy work

5.5 Cost estimation

construction work and hand-over.

5.6 Construction Period

To estimate construction period decide biding time, rainfall seasons,

5.7 Making Construction plan

For cost estimation and term estimation, the construction plan is

5.8 Constitution of Project Document

The Constitution of Project Document is as follows;

5.9 Importance of surveying

6. Cost estimation for contract out