MONITORING GUIDE FOR ROADS

Classification of Road
1. National Road - This road connects one province to another province.
Its minimum thickness is 0.23 meter (9 inches) and a width of 6.10
meters for a two way traffic.
2. Provincial Road connects the municipalities within the province. The
minimum thickness is 8 inches but sometimes they adopted a 9 inches
and a width of 6.10 meters for a two way traffic.
3. Municipal Road - refers to the road network within a town. Its
thickness is 0.2 meter (8 inches) with a width of 6.10 meters for a two
way traffic.
4. Barangay Road - refers to the road that connects the barangays from
the town. The minimum thickness is 0.15 meter
(6 inches) with an ideal width of 4.50 meters.
5. Farm-to-Market Road - this refers to the access to transport of products
to the market outlet. The minimum thickness is 0.15 meter width an
ideal width of 4.50 meters.
General Work items involved in road construction /rehabilitation

EARTHWORK

I.
A.

Item 100 Clearing and Grubbing

This refers to the clearing of all vegetations and debris with in the road
project and it should be confined within the work limit designated in the
contract.

How to Assess Clearing & Grubbing (Item 100)

1. All surface objects like trees, stumps, roots and other protruding
obstructions shall be removed.
2. The monitor should verify the existence of vegetations to be cleared prior
to the execution of work
3 For environmental concerns, the contractor should only confine their
operations within the work limit specified specially when the project is
new road opening
4. Look for the change of method
The area being cleared and grubbed will be the basis of payment.
B.

Item 101 Removal of Structures

This refers to the removal and satisfactory disposal of obstructions

(Existing Structures) like buildings, fences, old pavements, abandoned
pipelines, etc. which are not permitted to remain.

How to assess Item 101

Prior to placing of new work, all existing structures or obstruction
indicated not to remain in the plan be removed.
C.

Item 102 -Roadway Excavation

It is the excavation and grading for roadways. Slope rounding including

the removal of unsuitable materials from the roadbed.
There are two classification of excavation
[Link] Earth Excavation
b. Solid Rock Excavation

How to Assess Excavation (Item 102: Widening or Opening)

1. Compare existing field profile/condition with that of the plan.

2. Verify the class of soil that is being excavate and compare it

with the class of soil loaded into the cost breakdown.

3Verify the actual quantity of work to be done vis--vis the
programmed
4. The planned width of the road is met.
5. The roadbed is set with respect to the
slopes

planned grades and

6. The newly constructed roadway is free

from landslides.

7. The quantity of rock and common earth excavation is

calculated separately as basis of payment.
8. The road shall be provided with earth canal or side ditches to
avoid scouring at the roadway due to water run-off.
9. Verify the actual quantity of work to be done vis--vis the
programmed
D.

Item 103 Structure Excavation

This refers to the excavation for foundation of structures like riprap, trenches for
drainage, ditches, etc.

E.

Item 104: Embankment

Embankment is the placing and compacting of approved materials

within the roadway where unsuitable materials has been removed,
and the placing and compacting of material in holes, pits and other
depressions within the roadway area.

How to Assess Embankment (Item 104)

1.

Look for the established vertical control point. This will be used
for the computation of the actual volume of embankment.

2.

Verify the actual source of embankment materials and compare

it with the approved quarry site.

3.

Any approved change in the quarry site/borrow pit location

should bear a corresponding adjustment on the computation of
cost.

4. Make sure that the materials used is granular such as sand and
gravel or selected
borrow.
5. The embankment should be compacted.
6. The embankment should be completed as planned and
programmed.
F. Item 105 Subgrade Preparation Description
Subgrade Preparation is the removal of unsuitable and detrimental
organic materials such as grass roots and sewage which can not be
properly compacted which may eventually cause the surface to sink or
make the surface uneven.

How to Assess Subgrade Preparation (Item 105)

a) Prior to commencing subgrade preparation, all culverts, cross drains

(including their fully compacted backfill), ditches, drains and drainage
outlets must be done first.
b) The subgrade are prepared to the full width of the roadway.
c) This should be properly graded, compacted and stabilized.
d) In a cut section, the subgrade is the original soil lying below the subbase
and base materials.

e) The subgrade consist of the materials taken from nearby roadway cuts or
from borrow pit.
f)

Determine the area of work to be done and compare it with the program.

II.

SUB-BASE AND BASE COURSE

Item 200 Aggregate Sub-base Course
Item 201 Aggregate Base Course
Item 200 & Item 201 : Aggregate Sub-base Course and
Aggregate Base Course
These items are the furnishing, placing and compacting an aggregate or
sand and gravel
sub-base or base course over a prepared road subgrade.

How to assess these items? (Items 200 & 201)

1. Verify the actual area and thickness of the compacted road base vis--vis
the plan.
2. For the materials, the coarse aggregates should be provided with right
amount of binding materials and should be mixed uniformly.
3. The sub-base and base materials should be compacted in accordance with
the specifications.
4. Verify the source of materials
Characteristics of the Sub-base / Base Courses:
a) Should be free of large rocks/stones,
b) The full width of the roadway should be properly prepared/compacted.
c) The maximum compacted thickness is 150mm for each layer. If the
required thickness is greater than 150mm, the materials should be
spread and compacted in two or more layers of approximately equal
thickness.
d) The road surface should be properly shaped to prevent water
accumulation within the roadway.
e) The sub-base and base should be properly prepared and compacted prior
to placing of forms.

f) Verify the actual area and thickness of the compacted road base vis-a-vis
the plan.
g) For the materials, the coarse aggregate should be provided with right
amount of binding materials and should be mixed uniformly.
h) Verify the actual source of materials and compare it with the approved
quarry site.

III. SURFACE COURSES

Item 311 Portland Cement Concrete Pavement (PCCP)
A pavement of Portland cement concrete with or without reinforcement
constructed over a prepared road base.

How to assess Portland Cement Concrete Pavement (Item

311)?
A. Pre-Construction

a. Prior to pouring of concrete, the road base should be well-prepared.

b. Ensure that there is no excessive crowning on the base cross-sectional
profile. This will create a substandard pavement in terms of thickness of
the mid section.
c. No boulders are laid over the prepared road base that will lessen the
required thickness of the pavement.
d. The forms should be rested over the prepared base and not embedded in
the ground.
e. Dowel and tie bars are present with their specified size and spacing.
f) River mix gravel or unsreened aggregates should not be used without the
approval of the engineer.
g. The aggregates are screened. The maximum size of coarse aggregate
(gravel) is 2 1/2 inches.
h) Dirty aggregates should not be used.
i) Verify for the provision of the specified slope/crown of the pavement
surface.
j) Provision of specified tie bars
B. During Construction
a. The concrete mixture should be Class A. A bag of cement is mixed with
2 boxes of fine aggregates (sand) and 4 boxes of coarse aggregates
(gravel).

b. Concrete vibrator or concrete screeder with vibrator should be used during

a spreading of concrete to prevent honeycombs
c. For every 4.50m length of the pavement, a contraction joint or weakened
plane joint should be provided.
d. For every pouring of concrete, the end of the pavement should be
provided with dowel bars spaced at 0.30m O.C.
e. Too much water or too wet concrete mixture will weaken the structure.
f. Construction joint should be located at 1/3 or 2/3 away from the weakened
plane joint
g. Shear key or groove is provided at the center line (pavement side) for
better connection to the other lane.
h. Brooming on the pavement surface should be uniform in depth and
direction.

IV. DRAINAGE AND SLOPE PROTECTION

Item 500 : Reinforced Concrete Pipe Culvert
This item consists of the construction or reconstruction of pipe culverts and
storm drains, oftentimes referred to as conduits.
Culverts are reinforced concrete drainage having dimensions of 0.30m to
2.0m diameter and a standard length of 1.0. They are usually installed
along the original stream bed. The laying of the conduit/culvert must
begin at the downstream end of the conduit line.
How to Assess Pipe Culvert & Storm Drains (Item 500)?
1. The size of the reinforced concrete pipe culvert should accommodate

the volume of water run-off in the area.

2. The culvert should be installed with minimum covering of 300mm or

deeper.
3. All joints should be applied with mortar
4. Headwall, catch basin and concrete apron should be

constructed at the culvert inlet and outlet respectively.

5. The culvert must be installed with 10% slope descending from

inlet to outlet for smooth flowing of water.

6. The culvert should extend to the full width of the roadway.
7. Verify the actual quantity as basis of payment.

Item 504 : Grouted Riprap

A riprap is commonly used to protect the sloping ground from sliding or

scouring. This item is composed of boulders laid at the designed width
and height of the structure. Mortar is poured between the boulders in
order to bind them.

Item 505 : Stone Masonry

Stone Masonry is always used in minor structures like headwall for
culverts and retaining
walls.
Material Requirements

Stones which are clean, hard, durable and of good shape.

Mortar of a stone masonry is made of one part Portland cement and
two parts of fine aggregates and sufficient water to make it easy to
spread. Mortar that is not used within 90 minutes after mixing is
discarded

How to assess Grouted Riprap (Item 504) and Stone Masonry

(Item 505)?
The foundation should reach the hard strata of the soil.
The stones/boulders being used should be clean, hard and
durable.
Every layer of stones/boulders should be applied with mortar
All voids of boulders should be poured with mortar
The structure should be provided with PVC weep holes spaced not
more than 2.0 meters on center.

1.
2.
3.
4.
5.

6. Check the volumetric quantity of the structure as basis for payment.

7. Verify depth of foundation which will be deep enough to reach stable
formation.
8. Verify backfill materials if it is conforming to specification which is a
granular soil.
9. As to the method of construction, grouting should be per layer basis or
patong-buhos not patong, patong, buhos.
10. Verify the kind of boulders/stone used vis--vis the programmed.

Item 509 : Gabion

Gabions are wire mesh baskets which are filled with durable rocks and used
as protection walls and flood control systems and installed at designated
locations.
Material Requirements

A. The length of gabions come in various lengths: in multiples of 2, 3 or 4

times its width. The horizontal width of the gabion shall not be less than
one (1) meter
B. Rock Fill
Rocks used in the gabions shall consist of hard, durable rock pieces that
will not deteriorate nor break when submerged in water or when
exposed to severe weather conditions.
The sizes of rocks/stones range from 100mm to 200mm.

How to assess Gabions?

1. The foundation should reach the hard strata of the soil or river bed.
2. The gabion is assembled with wire ties at all vertical edges on
approximately 6 inches spacing or by wire stitching around the vertical
edges.
3. The stones/boulders filled in the gabion should be bigger than the wire
mesh or screen opening and it should be hard and durable.

MONITORING PROCESSES
I.

PRE-MONITORING ACTIVITIES
1. Data gathering and review of project documents such as plans and
specifications of the
project, program of work, construction
schedule, memorandum of agreement, project status or accomplishment
reports and other pertinent documents.
2. Information and coordination with the implementing agency/office, the
Water District or Barangay Waterworks and Sanitation Association
(BAWASA) and the concerned LGU who has jurisdiction over the project
site/location.
3. Preparation of monitoring tool kit and equipment like camera, measuring
tape, record book, etc.

II.

ACTUAL MONITORING
1. Courtesy Call to LGU, Implementing Agency, contractor
2. Conduct of Project visits or Ocular Project Inspection
Ocular inspection is done by going through the different scopes and items
of work.
Checking what happened on the project related activities through the
following strategies:
Conduct of interviews to project beneficiaries/workers, contractor and
field personnel of the implementing agency

Checking the actual work accomplishments and compare it to the work

programmed and also to validate reported accomplishments
Verifying the actual work if it is in accordance with the project plans
and specifications. If there are discrepancies, note them as monitoring
findings/observations. Articulate on possible recommendations for
concerned agency considerations
3. Conduct of exit conference to project beneficiaries, contractor and
implementing agency
Presentation of initial findings in the project especially if there are
problems that need immediate actions
Recommendation and suggestion of solutions to resolve problems, if
there are.

The table below will be used as a tool to monitor the development of a domestic water supply project. The
items and questions are to be answered with yes or no with follow-up questions. Plans and

specifications, programs of work, pictures, minutes of meetings and other documents are means
of verifying the answers to the questions.

ITEMS AND
QUESTIONS

YE
S

N
O

REMARKS OR
RECOMMENDATION
S

MEANS OF
VERIFICATI
ON

Pre-Implementation Phase
a. Is the project based on
the felt needs of the
community?

b. Is there a resolution
passed by the LGU or
Community?
c. Is the project acceptable
to the majority of the
people?
d. Is the project fund a
grant or a loan?

e. Is there a counterpart
shouldered by the
community
beneficiaries?
f. Are there Rights-of-Way
issues?

If yes, are there minutes/

resolution on the General
Assembly consultation
with the community?

If yes, who made it?

Minutes of
General
Assembly

Copy of the
resolution

If no, explain why?

If grant, indicate fund
source
If loan, what is the mode
of payment
If yes, how many percent
of the total project cost?

Memorandum
of Agreement
(MOA)

Project
proposal

If none, explain why?

If yes, how many landowners are affected?
Are there out-of-town
landowners? How many?

g. Are all Rights-of-Way

issues resolved/
negotiated?

If no, give details.

Right-of-Way
waiver, deed of
donation

Procurement Stage of the Project

a. Is the project
procured through the
Government
Procurement Processes
(GPRA 9184)
b. Is there a PreProcurement Conference
conducted?

If yes, secure procurement Copy of the

documents.
documentation
in the
procurement
proceedings
Minutes of the
conference

 Copy of the
invitation to bid
posted/
advertised

c. Is the project posted

in the PHIL-GEPS,
agency website,
newspaper with
nationwide circulation
and in conspicuous
place at the agency
premises.
d. Is there a Pre-Bid
Conference conducted?

e. Is there any
supplemental bid
bulletin posted after the
pre-bid conference?
f. In the submission and
receipt of bids, are there
bidder(s) who submit
bids?
g. Are all bidder(s)
qualified?

h. In the post
qualification, are there
bidder(s) rated as
responsive?

i. Is the project awarded

to the bidder with
Lowest Calculated and
Responsive Bid (LCRB)?

How many prospective

bidder(s) who submitted
bid.
How many bidder(s) are
eligible
If there are ineligible
bidder(s), what are the
grounds/reasons for their
disqualification?
Who are the bidder(s)
qualified during the post
qualification stage?

Who is the winning

bidder?

Minutes of the
conference
Photo
documentation
Copy of the
supplemental
bid bulletin
posted
Bids received

Abstract of Bids

Copy of the
BAC
recommendatio
n to award the
contract to the
bidder with
Lowest
Calculated and
Responsive Bid
(LCRB)
Copy of the
Notice of Award
issued by the
procuring
entity.
Copy of the
signed contract

Implementation Phase
a. Did the Procurement

If yes, what is the date? It

Copy of the

Entity issue Notice to

Proceed (NTP) to the
contractor?
b. Was there a Preconstruction conference
conducted?
c. Did the contractor(s)
hire laborers from the
community?

is also the reckoning date

of project duration.

NTP
Minutes of the
Conference.

How many are hired?

List of
manpower

What is the mode of

payment?
Is it on a daily basis?
How much is the minimum
wage for unskilled
workers?

d. In case of a Force
account work or by
administration; are there
pakyaw groups formed?

e. Are all project

structures constructed
in accordance with the
plans and
specifications?
f. Is there a Project-incharge who supervised
the construction works?
g. Is the quantity of
materials delivered on
site the same as
indicated in the bill of
materials?
h. Does the quality of
materials delivered on
site correspond to the
technical specifications
as stipulated in the
POW?

The basis of payment for

this kind of work
arrangement is the
volume of work
accomplished by each
working group using the
unit cost of the item of
work done.
If no, why? Request the
variation order document
or revised plan to the
implementing agency.

Revised plan

If yes, how frequent is his

presence in the area?
If no, why? Quantify the
lacking materials and to
verify with the contractor
if there is a revision of
work.

Revised POW

If no, quantify the

materials that do not
conform to the technical
specifications for
verification with the
contractor during
coordination meeting.

Revised POW
Technical
Specifications

III.

POST MONITORING ACTIVITIES

A. Prepare and submit monitoring report to implementing agency, a copy of
which to be furnished to the contractor.

Monitoring Report Format

Project Title:
Location :
Appropriation/Project Cost:
Source of Fund:
Implementing Agency:
Contractor:
Date of Inspection:
Team Composition:
Findings/Observations:
a. Brief description//background of the project
b. Status of the project
Scope of Work

Programmed
Quantity as
per POW

Findings/Observations

Recommendation
s

The scope of
works are the
items of work to
be done in the
project as
enumerated in
the programs of
work

Every item of
work, a
corresponding
quantity is
indicated in
the POW. This
will be the
basis of
project actual
accomplishme
nts.

During monitoring work,

what is the actual
accomplishment or
status of the project in
terms of quantity and
quality? Is the
programmed quantity
already done? Are the
plan and specifications
of the project followed?
What are your
observations?

Based on your
findings and
observations,
what do you
recommend in
order to address
or resolve
deviations,
problems or
issues in the
project, if there
are?

Prepared by: These are the names of people involved duly signed by those who
monitored and prepared the report.
Tips on Writing a Good Monitoring Report

Objectives of Monitoring

To ascertain the existence of the project.

To validate/ confirm compliance of project plans and specifications.
To validate financial expenditures against actual work.

Check on physical accomplishment (Quantity and Quality)

1. There should be no figures in the report if there is no actual
measurement conducted.
2. Indicator of failures or defects noticed/observed in the project should be
specified.
3. Make the report specific.
Describe in detail the extent of defects such as major, minor, severe, etc.
These should be supported with pictures and other means of documentation.
Give enough details necessary for decision making. Report with too many
unnecessary details are usually not read. Most often, they are placed in the
trashcan or put in the library archives.

B. Conduct Problem Solving Session with all stakeholders if there are major
problems in the
Project.
Dialogue among project stakeholders like the implementing agency,
contractor, beneficiaries, LGUs, CSOs, etc to discuss issues and
concerns regarding the project in order to resolve issues and find
possible solution to the problems.
C. Follow-up agreements made during Problem Solving Session
Get updates from implementing agency
Ocular inspection of the project site

SAMPLES OF MONITORING REPORT

MONITORING REPORT
PROJECT INFORMATION:
NAME OF PROJECT:
LOCATION/LIMITS:
APPROPRIATION:

ROAD UPGRADING OF ABRA-KALINGA ROAD

BAAY-LICUAN,ABRA (Bituen section)
P143,669,000.00

LENGTH:
CLASSIFICATION:
NATIONAL ROAD
STARTING DATE:
IMPLEMENTING AGENCY:
DPWH-CAR REGIONAL OFFICE
PROJECT BRIEF OF DESCRIPTION:
DATE OF VISIT:
SEPTEMBER 09,2011
TEAM COMPOSITION : CCAGG MONITORING TEAM
Engr. Don B. Smith
Elaine Mercado
Princess Vanessa Alcantara
Jessalyn Agudal
Maverick Dannang

Engr. Renato P. Brasuela

Michaella Isabelle Bagioan
Tonet Pearl Bayle
Sharon Disagan

FINDING/OBSERVATIONS AND RECOMMENDATIONS;

SCOPE OF
WORKS
ITEM 105
(SUB-GRADE
PREPARATION
)

ITEM 201
(AGGREGATE
BASE
COURSE)

FINDINGS AND OBSERVATIONS

The subgrade was prepared by the
use of a loader instead of a road
grader.

It was observed that no compaction

was done after scraping the road
subgrade.

It was observed that base course

was spread at some portions only.
Most part of the road, the existing
road gravel is served as the road
base course. Forms for the
pavement was placed right after
sraping the existing road.
After placing the lumber forms,
levelling course is filled up at
portions where the elevation of
roadbed is not on grade. The filled
materials are no longer compacted.

RECOMMENDATIONS

The implementing
agency should require
the contractor to follow
the standard
preparations of the
subgrade to ensure a
better quality of the
project.

The subgrade
preparation should be
done through the use of
road grader.

The standard
specifications for road
base preparation should
be followed. Placing of
base course should be
done especially if this is
included in the POW.
The base should be
compacted prior to
concreting works.

No compaction on the road base

was done as no compaction
equipment was present in the
project site.

The levelling coarse

should be compacted
through the use of road
roller.

According to the foreman, he

already requested a road roller to
their boss but no action yet.

Field density test

shall be done and make

ITEM 311
(PORTLAND
CEMENT
CONCRETE
PAVEMENT)

During concrete pouring, no

concrete vibrator was used to
consolidate the concrete. The
concrete vibrator was stocked in the
bunk house. A concrete screeder
was being used. However, its
vibrating machine was out of order.

sure that the density

requirement will be
attained prior to
pouring of concrete.

Concrete vibrator
should be used for
concrete consolidation
to avoid honeycombs.

Honeycombs were found during

the inspection.
Dowel and tie bars were visible
at the finished concrete pavement.
The width of the half-lane that
was previously accomplished is
3.05 m. but the newly poured lane
during the project visit is 3.35 m.
According to the foreman, a field
personnel from DPWH-CAR
instructed them to make the width
of the pavement a total of 6.70 m.
for the 2 lanes.

Lumber should be
used for the provision of
shear key.

Bamboo was used for the

provision of shear key which
resulted to an irregular form or
shape of the groove.
Construction
Supervision

The CCAGG monitoring team

witnessed that both the
implementing agency and
contractor have no technical people
deployed in the project site to
supervise the day-to-day activities.
The quality of the project might be
affected due to the absence of
technical people.

The contractor
must deploy a technical
person in the project
site to manage and
supervise the project
implementation.

The implementing
agency should detail an
engineer to closely
supervise the work of
the contractor.

Prepared by: The CCAGG Monitoring

Team
DON B. SMITH
RENATO P. BRASUELA
ELAINE MERCADO
Noted by:
PURA C. SUMANGIL
CCAGG Chairperson

MONITORING REPORT
PROJECT INFORMATION:
NAME OF PROJECT:
Rehab./Reconstruction/ Upgrading of Damage Paved
National Road LOCATION/LIMITS: Abra Ilocos Sur (Pidigan and Bangued
Section)
APPROPRIATION:
P23,830,000.00
SOURCE OF FUND:
CLASSIFICATION:
National Road
STATION LIMITS:
Km 398+ 000 Km 405 + 000
NET LENGTH :
IMPLEMENTING AGENCY: DPWH-Abra Engineering District
DATE OF VISIT:
October 17, 2011
TEAM COMPOSITION :

CCAGG Monitoring Team

Don B. Smith
Renato P. Brasuela

FINDING/OBSERVATIONS:
The CCAGG monitoring team visited the on-going project along Abra Ilocos
Sur Road particularly at Pidigan and Bangued section. During the project
visit, the following are the findings:
1. The reblocking at both approaches of Alinaya Bridge was already
completed. The existing pavement with major cracks has been
removed and replaced with new concrete pavement. However, the
half-lane that was already opened to traffic has major defects. Major
scaling of the pavement surface were found at some sections.
2. Pouring of concrete at the widening block and construction of curb
and gutter are the on-going activities during the visit. It was

observed that the base for the widening block was not properly
prepared. The base course was not compacted through the use of
road roller. There was no concrete vibrator used during the concrete
pouring to consolidate the concrete.
Recommendations:
1. To ensure a better road quality, a closer supervision from the implementing agency is
much needed.
2. The implementing agency should require the contractor to remove and replace the
pavement with major defects.
3. The contractor should prepare the road bed based on the specifications prior to the
pouring of concrete.

Prepared by:

DON B. SMITH
Noted by:
PURA C. SUMANGIL
CCAGG Chairperson

CC: DPWH-Abra, COA, MQC, CCAGG File

RENATO P. BRASUELA