REPUBLIC OF LIBERIA

MINISTRY OF PUBLIC WORKS

INFRASTRUCTURE IMPLEMENTATION UNIT
FISH TOWN HARPER ROAD PROJECT
SOUTH LYNCH STREET
MONROVIA, LIBERIA

TERMS OF REFERENCE
FOR
FISH TOWN- HARPER ROAD PROJECT
(Phase I: PAVING HARPER-KARLOKEN 50 KM)

TECHNICAL AND ROAD SAFETY AUDIT SERVICES

1.0 BACKGROUND
The Government of the Republic of Liberia has received funds from the African Development Bank
(AfDB) Group towards the cost of the upgrading of the Fish Town Harper Road Project
and intends to use part of an agreed amount of funding for the payment under the contract for the
Technical and Road Safety Audit for the paving of Road from Harper Karloken (50 km) and
maintenance of existing laterite road from Karloken Fish Town (80 km).

The Project involves upgrading from gravel to bitumen standard Fish Town Harper Road, Phase
I: Harper Karloken section (50 km) and maintenance of existing laterite road from Karloken
Fish Town (80 km). The Project components include: (i) Paving Harper City - Karloken Road (50
km), ESMP and Supervision of Works; (ii) Project Management (Implementation Support,
Financial/Technical/Road Safety Audits, Monitoring and Evaluation) and (iii) Complementary
Components: Compensation of PAPs, Capacity Building, and Awareness Campaigns - HIV/AIDS,
Malaria, Gender Sensitization and Road Safety Awareness Campaigns. The beneficiaries include
the local communities within the road catchment area, as the road is expected to provide access to
socio-economic centres (markets, schools, and health centres), which should in turn boost the
local economy, and contribute to poverty reduction. The road will also serve international traffic
within ECOWAS/Mano River Union Region (Cote dIvoire, Liberia, Guinea and Sierra Leone) and
will thus contribute to regional integration.

The Terms of Reference (TOR) relate to the Technical and Road Safety audit activities carried out
under the Fish Town Harper Road Project. The Financing Agreement was signed by the Republic
of Liberia and the African Development Bank on September 4, 2013 to finance the Fish Town
Harper Road Project. The Tore has been prepared to assist the prospective Technical and Road
Safety Auditors in submitting proposals to undertake the assignment.
2.0 OBJECTIVES OF THE ASSIGNMENT
2.1 Objective of the Technical Audit
The objective of the Technical audit is to assess the economic administrative and Technical
effectiveness in the use of resources and to enhance the quality of the road construction by the
Ministry of Public Works through the Fish Town Harper Road Project. The Technical audit will
focus on the performance of the Project in the respective fiscal years, 2014 2017, including a
defect liability of one year.
In achieving the overall objectives, the Technical Auditor shall:
Perform a diagnosis of the set of procedures and mechanisms used in works selection,
implementation and supervision;
Verify whether works performed by the agencies fulfilled the concerns of quality economy
and efficiency;
Consistency of Technical work and in conformity with standards and specifications;
Quality of materials, supplies and works;
Measurement and valuation of works;
Assess performance of completed works and structures; and
Identify implementation constraints or shortcomings and propose recommendations to
improve the existing arrangements

2.2 Objective of the Road Safety Audit (RSA)

The objectives of the Road Safety Audit are to identify road safety problems and to suggest
measures to eliminate or mitigate any concerns.
In achieving the overall objectives, the Road Safety Auditor shall:
Identify road safety shortcomings in the current design to minimize the frequency and
severity of preventable collisions;
Identify potential risks for road users, including vulnerable road users, later in the project
and during construction, which may require particular planning and provision of safety
measures;
Ensure that cost-effective changes and mitigating measures for each identified problem to
enhance safety during construction and operation are considered fully.

3.0 SCOPE OF WORK

3.1 Scope of Work for Technical Audit
In particular, the Technical Auditors shall audit the consistency of Technical work, including:
Preliminary designs from engineers;
Detailed Designs;
Drawings;
Works Description;
Specifications;
Measurements checking and list of unit prices;
 Bills of Quantities;
Audit the conformity of Technical bidding documents with:
Standards in use; and
Technical Documents.
Audit the quality of the works:
Quality of the supplies and materials (tests, destruction tests, etc.);
Use of materials on the site;
Construction techniques, including types of equipment used;
Quality of works supervision;
Completion time; and
Environmental mitigation measures.
Update the price series to the most comprehensive level possible, to be used as a basis for
the determination of the reference prices.

The specific tasks to be undertaken are as follows:

i. Review prioritization of the projects to ensure compliance with the agreed work program;
including verification that the projects identified are in respect to the work plan; and the
costing of each work plan project is consistent with the unit cost developed as a basis for
the respective work plan;
ii. Review to ensure that the bid documents, the bids, the bid evaluation documents, the
contract documents and the consultants progress report and contractual correspondence
are in accordance with good practice;
iii. Review the procedures used for pre-qualification of contractors when applicable;
iv. Inspect the works during construction and upon completion and verify that the materials,
the works, the measurement of the works, and the valuation of the works approved for
payment to the Contractor are in accordance with the Contract; and conduct independent
random or localized sampling and testing of materials and the works as necessary to
validate the findings;
v. Inspect the Contractors/Suppliers equipment, plant, personnel and supervision staff on
site, and the methods of work employed; and verify that it is in accordance with the
Contract and good working practice, with particular emphasis afforded to: verify that the
minimum equipment and manpower stipulated under the Contract is provided and
maintained in suitable quantities and condition; verify that the specified warning signs and
other safety aspects are fully respected; and verify that environmental impact mitigation
measures are implemented;
vi. At the end of fiscal year, establish and review the overall performance of the sub-projects
in respect to the Project Performance Indicators for the fiscal year and Project to-date;
vii. Review each individual consultants or project supervision engineer performance in
respect of their contractual responsibilities;
viii. Review the performance of the contractors and suppliers; and
ix. Submit reports of the Technical audit findings and recommendations.
 3.2 Scope of Work for Road Safety Audit

In preparing their technical and financial proposals, the auditors must take into consideration the
nature and scope of services required by the MPW. The scope of work for the RSA will be as
follows:
Hold commencement meeting to acquaint with the background and information available
on the project.
Presentation by the client and design team and obtaining all necessary design
drawings and reports;
Describe the audit process, the format, tone and table of contents of the audit
report and manage expectations concerning the need for a response report.
Study design drawings and reports received from the client;
(if relevant) Study general accident statistics for the existing road);
Compare safety related design elements with international good practice;
Conduct site visit and inspect the entire road alignment with respect to the road
environment and the existing and expected non-motorized and motorized traffic flow paying
due attention to the following:
Road function and context;
Provision of facilities for ALL road users;
Forgiving, passively safe infrastructure;
Management of vehicle speeds;
Consistency and road readability.
Undertake photograph and or video recordings of the hazardous sites for further detailed
study;
Identify shortcomings that may need to be mitigated to prevent road accidents;
Recommend mitigating measures for identified problems;
Prepare draft road safety audit report with the following contents:
List of drawings and materials submitted for audit and reviewed by the Auditor
(Audit Team);
Time and conditions for the site visit;
Each identified problem explained briefly and concisely (what element present
a safety concern, to which road users, why, and under what circumstances);
One or more recommendations for mitigating measures or changes to the
project design for each identified problem;
An audit declaration dated and signed by the Auditor (Audit Team)
Formal submission of Draft Road Safety Audit report to the design team and the client;
Hold Audit Completion Meeting (where the client, design team, supervision consultant or
contractor participate as appropriate) and make a formal presentation and discuss the audit
findings;
 Reception of the responses from (the client, design team, supervision consultant or
contractor as appropriate) during the meeting and in writing;
Preparation of Final Road Safety Audit report including:
Prepare and finalize the Audit Record as an annex with a table showing all
identified problems, recommendations, and the clients response and decision
for each and proposed time line actions
A final audit declaration dated and signed by the Auditor
The Auditor will also be required to provide a seminar to discuss the audit findings with the
design team, client and other relevant authorities; and assist the implementation of the audit
recommendations.

4.0 DURATION AND TIME SCHEDULES

4.1 Duration and Timing for the Technical Audit
The Technical audit shall cover the project period from May 2014 to April 2017. The estimated
duration of the assignment shall be for a period of four (4) months.

The assignment has been divided into four audit stages as follows:
Stage 1: Pre-audit familiarization This stage should be carried out immediately after the
Auditor has been appointed. The Auditor should review all contract documentation, drawings,
specification, materials reports and conditions of contract to clearly understand the scope and
complexities of the project.
Stage 2: Initial Audit To be carried out after construction has commenced and within an
approximate 20% of the contractor contract period. The first on site Audit will focus on project
management issues and construction methodologies.
Stage 3: Intermediate Audit To be carried out at approximately halfway (50%) of the project
execution. The auditor should concentrate on conformance with the contract and specification and
matters of effectiveness.
Stage 4: Final Audit This stage will commence at least 4 weeks before issuance of the
substantial completion certificate; this Audit should review the entire contract to determine
conformance of all aspects.
4.2 Duration and Timing for the RSA
The assignment will be carried out in three (3) stages:
(i) Detailed Design Audit
(ii) (ii) Pre-Opening Audit and
(iii) (iii) Post-Opening Audit.
The Audit would be conducted for a period of three (3) months (intermittently) within the project
development, implementation and operational stages. Audit at each stage will be carried out for a
period of one month.
Stage 1: Detailed Design Audit To be carried out prior to commencement of
construction activities.
Stage 2: Pre-Opening Audit To be carried out immediately before the road is opened to
traffic and involves a detailed inspection of the road, all the signs and other road furnitures.
Stage 3: Post-Opening Audit To be carried out six (6) months after the road opens to traffic
and prior to the end of the maintenance period.
5.0 AUDIT REPORTS/OPINION
5.1 Reports for Technical Audit
All four (4) Technical audit reports should be submitted within three (3) weeks of completion of the
respect Audits. As for the final report, the degree and complexity of the report will depend on the
report from the previous Audits and could include recommendations for and supervision of any
post construction testing that may be required.
5.2 Report for RSA
A report is required two (2) weeks after the completion of every stage of the RSA. The output of
the assignment will be:
An Inception Note prepared after the initial desk study and before the site visit listing

- Planning of the site visit and meetings;

- Needs for additional documentation, if needed
- Preliminary findings, if deemed important
Draft Road Safety Audit report;
Final Road Safety Audit Report, including the Clients response and decision.

6.0 KEY PERSONNEL

6.1 Key Personnel for Technical Audit
The key staff required for the Technical Audits must include:
i. The Auditor (Professional Civil Engineer) 4 man-months
ii. A Materials or Pavement Engineer 4 man-months
iii. Engineers with experience in drainage, structures/bridges and geometric design - 4 man-
months.

6.2 Key Personnel for RSA

i. Team Auditor/Team Leader 3 man-months
ii. Highway Engineer 3 man-months
iii. Traffic Engineer 3 man- months
7.0 STAFF REQUIREMENTS
7.1 Staffing Requirements for Technical Audit
The staff required for the Technical audit must have:
i. The Auditor Should be an appropriately qualified Professional Engineer with at least 15
years of experience covering among other things, highway design and construction and
contract management
ii. A Materials or Pavement Engineer Should be an appropriately qualified Professional
Engineer with at least 10 years of experience in pavement/ materials engineering.
iii. An Engineer with experience in drainage, structures/bridges and geometric design with
at least 5 years of experience.

7.2 Staffing Requirements for RSA

i. The Auditor/Team Leader - shall be a certified Road Safety Auditor or an experienced
international Road Safety Specialist with at least 15 years experience in road safety
engineering, standards, regulations and guidelines. The candidate must have proven
experience with road safety auditing. M.Sc. degree in road planning, traffic engineering
or related disciplines is preferable.
ii. Highway Engineer Should be an appropriately qualified Civil Engineer with at least 10
years of experience in pavement engineering an expert in detail design of road
elements, signal and facilities.
iii. Traffic Engineer - Should be an appropriately qualified Civil Engineer with at least 10
years of experience in the design of roads, signals and techniques in achieving safety
and efficiency for the movement people and good on roadways.
8.0 OBLIGATION OF THE CLIENT
8.1 The Client (MPW) will co-operate fully with the auditors and will make available to the
auditors all technical data, documentation and other information requested by the auditors in
connection with the audits. The auditors should be given access to all legal documents,
correspondences, and any other information associated with the project and deemed
necessary by the auditors.
9.0 SERVICE AND FACILITIES TO BE PROVIDED BY MPW
(i) For purposes of the audits, all requests for information relating to the technical audit
shall be channeled through the client;
(ii) However, all relevant technical data, records and pertinent information to facilitate the
work of the auditors, must be referred to the MPW. In addition, all programmes,
reports and related documentation (technical and financial), will be made available to
the auditors by the client;
10.0 TRANSPORTATION
The Auditors will make their own arrangements for transportation.
11.0 REPORTING SCHEDULE
In addition to the reporting requirements already stated above, the Auditors shall comply with the
following reporting arrangements:
(i) The auditors shall furnish a written opinion and report indicating the extent to which
the Technical and Road Safety Audit reports and supporting information to provide a
true and fair view of the technical performance of the Project;
(ii) The opinion of the auditors must be expressed in long form report which will
comment on the scope of audit work undertaken and the results of that work in
respect of principal items appearing in the Technical and Road Safety Audit reports
and generally, on the related information presented with the technical and RSA
reports;
(iii) Five (5) hard copies plus one electronic of the Draft Technical and Road Safety Audit
Reports, including a Management Letter for the audit shall be submitted to the Client
for review before finalization. The Client shall consolidate the comments on the draft
Technical and Road Safety Audit report; and
(iv) On review and finalization with the Client, ten (10) hard copies plus one electronic
copy of the final Technical and Road Safety Report and the Management Letter shall
be submitted to the Client not later than two (2) weeks after receipt of consolidated
comments from Client and the other implementing agencies.
12.0 MANAGEMENT LETTER
As indicated in 5.0 above, in addition to the audit reports, each auditor will prepare a Management
Letter in which the auditors will:
(i) Give comments and observations on the Technical and Road Safety records,
supervisory, monitoring and evaluations systems that were examined during the
course of the audits;
(ii) Identify specific deficiencies and areas of weakness in the supervisory, monitoring
and evaluations systems and make recommendations for their improvement;
(iii) Report on the degree of compliance of each of the financial covenants on the
financing agreements and give comments, if any, on internal and external matters
affecting such compliance;
(iv) Communicate matters that have come to their attention during the Technical and
Road Safety audit which might have a significant impact on the implementation of the
programmes; and
(v) Bring to the attention any other matters Technical and Road Safety that the auditors
considers pertinent.