Section 5.

– Terms of Reference TOR-58

Chapter 6. Reporting

Within the scope of consulting services, the Consultant shall prepare and submit reports
and documents to DOTr as shown in the table below. The Consultant shall also provide
an electronic copy of each of these reports.

Table 5: Reporting Schedule

No. of
Category Type of Report Timing
Copies
Within 1 month after
Inception Report commencement of the 10
services
Within 6 months after
Detailed Design Review
Consultancy commencement of the 10
Reports, and BOQ
Services services
Monthly Progress Report Every month 10
Quarterly Progress Report Every quarter 10
Project Completion Report
At the end of services 10
(for submission to JICA)
Quality Control Report Every month 10
Construction
Supervision Completion Report (and
At the end of the project 10
as-built drawing)
Environmental Monitoring
Every quarter 10
Report
Land Acquisition and
Environmental
Resettlement Monitoring Every month 10
and Social
Report
Safeguard
Environmental and Social
Safeguard Evaluation At the end of the Project 20
Report
As
Other Report Technical Report As required or upon request
required

Contents to be included in major reports are as follows:

a) Inception Report: To be submitted within 1 month after the commencement of the
services, presenting the methodologies, schedule, organization, etc.
b) Detailed Design Review Reports and BOQ: To be submitted within 6 months after the
commencement of the services or after DOTr transmittal of the pertinent documents to
the Consultant, presenting the results of review of the detailed design, calculation
sheets, design drawings, cost estimate, technical specification and BOQ.
c) Monthly Progress Report (“MPP”): Describes briefly and concisely all activities and
progress for the previous month by the 10th day of each month. Problems encountered

58
Section 5. – Terms of Reference TOR-59

or anticipated will be clearly stated, together with actions to be taken or

recommendations on remedial measures for correction. It also indicates the work to
be performed during the coming month. This MPP shall form part of the Monthly Billing
Claims.
d) Quarterly Progress Report: To be submitted at every quarter during construction,
presenting the progress status of the project.
e) Project Completion Report (for submission to JICA): To be submitted within 3 months
after completion of construction, which comprises a project description and final details
of the construction completed together with photographs.
f) Quality Control Report: Includes all activities regarding quality control with quality/
workmanship control data and photographs for the previous month by the 10th day of
each month. Problems encountered or anticipated will be clearly stated, together with
actions to be taken or recommendations on remedial measures for correction.
g) Construction Completion Report: To be submitted within 3 months after completion of
construction, which comprises a full size of as-built drawings for all the structures and
facilities completed, and the final details of the construction completed together with all
data, records, material tests results, field books.
h) Environmental Monitoring Report: To be submitted at every quarter after the
commencement of the services, presenting the environmental impacts and
implementation of environmental mitigation measures during the construction stage.
Environmental monitoring forms will be filled and attached to the Report.
i) Land Acquisition and Resettlement Monitoring Report: To be submitted every month
during land acquisition and resettlement implementation periods. RAP monitoring form
will be filled and attached to the Report.
k) Environmental and Social Safeguard Evaluation Report: To be submitted by the end of
the consulting services, presenting the EMP, EMoP, and RAP prepared.

59