Munsievile Project Charter

274 Voortrekker Road Noordheuwel Mogale City

1739 Tel: (011) 954 3835

Fax: (011) 954 3447

Email: [email protected]

PROJECT CHARTER FOR

THE DETAIL DESIGNS, AND TENDER

DOCUMENTATION FOR

MUNSIEVILLE, ZONE

35, WATER PIPELINE

REPLACEMENT

PROJECT

mailto:[email protected]

Page 2 of 15

Contents

1. EXECUTIVE SUMMARY ............................................................................................................ 3

2. BACKGROUND AND PROBLEM STATEMENT ................................................................... 6

3. OUTLINE BUSINESS CASE ..................................................................................................... 6

4. PROJECT OBJECTIVES AND DESIRED OUTCOME ......................................................... 7

5. PROJECT SCOPE AND EXCLUSIONS .................................................................................. 7

6. CONSTRAINTS AND ASSUMPTIONS .................................................................................... 7

7. STAKEHOLDERS AND COMMUNICATION .......................................................................... 8

8. PROJECT MANAGEMENT TEAM STRUCTURE ................................................................. 8

9. TIME FRAME ................................................................................................................................ 9

10. PROJECT BUDGET ................................................................................................................ 9

11. PLACES OF WORK ................................................................................................................ 9

12. SITE CLEARANCE ............................................................................................................... 10

13. DELIVERABLES .................................................................................................................... 10

14. PROFESSIONAL FEES........................................................................................................ 10

15. MILESTONES ......................................................................................................................... 11

16. SUCCESS CRITERIA ........................................................................................................... 12

17. REPORTING REQUIREMENTS AND MEETING SCHEDULE...................................... 12

18. GUIDELINES AND STANDARDS ...................................................................................... 13

19. QUALITY ASSURANCE AND CODE OF CONDUCT ..................................................... 13

20. RISK MANAGEMENT ........................................................................................................... 14

21. PROJECT APPROVAL REQUIREMENTS ....................................................................... 14

22. PROJECT SPONSOR ........................................................................................................... 14

23. ACCEPTANCE ....................................................................................................................... 15

ANNEXURE A: Appointment Letter

ANNEXURE B: Project Inception Meeting Minutes

ANNEXURE C: Fee Proposal

ANNEXURE D: Project Program

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1. EXECUTIVE SUMMARY

MORAD Consulting Engineers was appointed by Mogale City Local Municipality

for the Munsieville, Zone 35 Water Pipeline Replacement Project. This Project

Charter forms part the Consultants’ appointment and covers the strategy for the

planning, designing and tender documentation of the water pipelines

replacement in Munsieville as per the subject project requirements.

Mogale City Local Municipality is experiencing unaccounted for water losses in

most of its areas including along the bulk water lines supplying Munsieville with

portable water. The existing bulk waterline comprises of rotten AC pipes, prone

to bursting. The infrastructure along the water pipelines is also now old.

This has made Mogale City Local Municipality assign Morad Consulting the

Munsieville bulk water pipeline replacement project in-order to assist in curbing

water losses.

The Water & Sanitation Department of MCLM has got funds in place for the

designing, tender documentation and implementation for the Munsieville, zone

35 bulk water pipeline replacement project during this current financial year.

The major objective of this project is to reduce the unaccounted for water

losses in the Municipality.

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The project deliverables under this appointment are as follows:

Deliverable Status Importance

Project Charter Finished Required

Fee Proposal Finished Required

Concept Design Report and Drawings

Finished Required

Preliminary Design Report and Drawings

Finished Required

Preliminary Cost Estimate Finished Required

Detail Design Report and Drawings

Started Required

Detail Cost Estimate Started Required

Tender Documents and Drawings

Started Required

Contract Administration, Inspection & Monthly Progress Reports

Required

Project Program Started Required

Cash Flow Projection Started Required

Close-out report Required

The project deliverables listed above lead to the projects milestones and they will

be submitted in line with the project stages as follows:

Deliverable Submission Category Status Importance

Project Charter Inception Stage Finished Required

Fee Proposal Inception Stage Finished Required


Concept and Viability Stage

Finished Required



Finished Required

Preliminary Cost Estimate Concept and Viability Stage

Finished Required


Design Development Stage

Started Required

Detail Cost Estimate Design Development Started Required

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Stage


Documentation and Procurement Stage

Started Required


Contract Administration and Inspection Stage

Required

Project Program Concept and Viability Stage

Started Required

Cash Flow Projection Design Development Stage

Started Required

Close-out Report Close-out Stage Required

The completion of the assignment shall be constituted by submission and

acceptance of the close out report.

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2. BACKGROUND AND PROBLEM STATEMENT

Mogale City Local Municipality is experiencing unaccounted for water losses in

most of its areas including along the bulk water lines supplying Munsieville with

portable water. The existing bulk waterline comprises of rotten AC pipes, prone

to bursting. The infrastructure along the water pipelines is also now old.

In a letter dated 19 November 2013, Mogale City Local Municipality appointed

Morad Consulting to develop a solution to the problem. The appointment is for

the “Preparation of Detail Designs and Tender Documents so that the project is

ready for tender within the current financial year ending June 2014.”

3. OUTLINE BUSINESS CASE

Mogale City as the local Water Services Authority, one of its main responsibility

is to ensure effective, efficient, affordable and sustainable access to water

services with minimum or no losses within the distribution network As a result

Mogale City has to meet its service delivery mandate in Munsieville

where they are experiencing numerous unaccounted for water losses. This has

motivated the need to come up with a water pipeline replacement project to

eradicate these water losses being caused by problems stated under the

problem statement above.

With the implementation of the project, unaccounted for water losses will

be curbed in Munsieville, resulting in the Municipality saving money.

The implementation of this project will also ensure:

To achieve these goals, MOGALE CITY APPOINTED Morad Consulting

to design an appropriate solution based on current best engineering

practice and at a cost and within a time frame that is acceptable to MCLM.

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4. PROJECT OBJECTIVES AND DESIRED OUTCOME

The major objective of this project is to reduce the unaccounted for water

losses in the Municipality.

The Municipality intends the project to be ready for tender within the current

financial year ending June 2014.”

5. PROJECT SCOPE AND EXCLUSIONS

The Scope is as follows;

Prepare concept design report and drawings for the project.

Do preliminary design for the water pipeline replacement.

Preparation of a preliminary cost estimate for the project.

Provide technical support to the Municipality regarding relevant

studies.

Prepare detail design report and drawings.

Prepare detail cost estimate

Prepare tender documents and drawings and assist with

procurement.

Contract Administration and Inspection

Prepare close our report.

Exclusions

EIA

6. CONSTRAINTS AND ASSUMPTIONS

The constraints and assumptions pertaining to this project area;

It is assumed that the roads that will be crossed during laying of the

pipes are municipal roads and that permission to cross will be

obtained.

The other constraint is the unavailability of a survey along the strip

of the bulk waterline.

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7. STAKEHOLDERS AND COMMUNICATION

The bulk water line is owned by Mogale City Local Municipality

(MCLM) and will be used to supply potable water to the consumers

in the Munsieville area. The reservoirs are owned by MCLM as well.

Hence the stakeholders are the following:

The community in the Munsieville, zone 35 areas, represented by

the Ward Counsellors of the wards that fall wholly or partially within

the supply zone of the reservoir.

Mogale City Local Municipality, represented by the Municipal

Manager, Mr Dan Mashitisho.

Rand Water

Johannesburg Water

8. PROJECT MANAGEMENT TEAM STRUCTURE

Project Team Role

Project Team

Member(s) Organization Email

Manager: Water & Sanitation

Sandile Mbanjwa

Mogale City Local Municipality

[email protected]

Specialist: Water & Sanitation

Johann van Eck

Mogale City Local Municipality

[email protected]

Engineering Technician: Water & Sanitation

Org Viljoen Mogale City Local Municipality

[email protected]

Project Executive

Collin Radebe

Morad Consulting

[email protected]

Project Manager

Anna Viljoen

Morad Consulting

[email protected]

Project Engineer

Michael Benhura

Morad Consulting

[email protected]

Additional team members will be introduced as required for the successful

completion of the project. Only skilled and experienced staff, professionally

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registered where appropriate, will be assigned to the project. Mrs Anna Viljoen

will act as Project Manager for Morad Consulting and will be responsible for the

delivery of the project in terms of the defined scope. Mrs Viljoen’s authority in

terms of the execution of the project will be in accordance with the provisions of

the management of Morad Consulting.

9. TIME FRAME

The following time frames will apply to the project;

All planning, designing and tender document preparation to be done

so that the project is ready for the advertising within the current

financial year ending June 2014.

10. PROJECT BUDGET

The project budget for the planning, design, tender documentation and

implementation of the project is about R7, 652,173.00. The professional fees

are also included in the budget.

11. PLACES OF WORK

The planning, designing, tender document and preparation for the new

business plan will be primarily carried out at the Morad Consulting Offices,

at 274 Voortrekker Road, Noordheuwel. Site visits will be done to the

existing distribution network sites in Munsieville as necessary. Attendance

of scheduled meetings will be done at the offices of MCLM. Meetings with

relevant stakeholders like Rand Water and Johannesburg Water will be

held at their respective offices.

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12. SITE CLEARANCE

Clearance to proceed with construction will only be given when all required

approvals and authorization have been obtained and all applicable

environmental requirements have been satisfied. Land ownership and Surveyor-

General boundaries will be confirmed where necessary.

.

13. DELIVERABLES

Deliverable Status Importance

Project Charter Finished Required

Fee Proposal Finished Required

Concept Design Report and Drawings Finished Required

Preliminary Design Report and Drawings Finished Required

Preliminary Cost Estimate Finished Required

Detail Design Report and Drawings Started Required

Detail Cost Estimate Started Required

Tender Documents and Drawings Started Required


Required

Project Program Started Required

Cash Flow Projection Started Required

Close-out report Required

14. PROFESSIONAL FEES

As per Mogale City Local Municipality appointment letter to Morad Consulting

Engineers, the appointment is in line with Morad’s existing Contract

COO(PMU)01/2011 with Mogale City Local Municipality.

Fees will be calculated according to the fee scales agreed in the above contract,

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for the following stages as defined in the Engineering Professions Act (Act 46 of

2000):

Inception

Concept and Viability

Design Development

Documentation and Procurement

Contract Administration and Inspection

Close-out

15. MILESTONES

The project deliverables listed above lead to the projects milestones and they will

be submitted in line with the project stages as follows:

Deliverable Submission Category Status Importance

Project Charter Inception Stage Finished Required

Fee Proposal Inception Stage Finished Required



Finished Required



Finished Required

Preliminary Cost Estimate Concept and Viability Stage

Finished Required


Design Development Stage

Started Required

Detail Cost Estimate Design Development Stage

Started Required


Documentation and Procurement Stage

Started Required


Contract Administration and Inspection Stage

Required

Project Program Concept and Viability Stage

Started Required

Cash Flow Projection Design Development Stage

Started Required

Close-out Report Close-out Stage Required

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The completion of the assignment shall be constituted by submission and

acceptance of the final tender documents and tender drawings.

16. SUCCESS CRITERIA

The success of the project will be measured in terms of the following criteria:

Submission of a complete design, including design report, tender

drawings and cost estimate.

Submission of complete tender documents and drawings, based on a

draft submitted to MCLM for comment.

Submission of a Close Out Report

17. REPORTING REQUIREMENTS AND MEETING SCHEDULE

During the execution of the project, regular progress meetings shall be held

between MCLM and Morad, to discuss progress and to ensure that the

development of options and solutions remains aligned with the ultimate vision of

MCLM for the water supply system as a whole.

The provisional meeting schedule allows for the following meetings:

One monthly meeting with the Executive Manager: Infrastructure Services

and the Manager: Water & Sanitation.

A biweekly meeting with the Manager: Water & Sanitation.

Other staff shall attend the meeting when required by the Manager: Water &

Sanitation.

During the execution of the project, the following reports will be prepared and

submitted

Concept Design Report

Preliminary Design Report

Detail Design Report

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Monthly Technical Project Report

Close-out Report

18. GUIDELINES AND STANDARDS

The design criteria, materials and methods of shall be based on the

following guidelines and standards:

The National Housing Board's: "GUIDELINES FOR THE PROVISION

OF ENGINEERING SERVICES FOR RESIDENTIAL TOWNSHIPS" –

Redbook

All materials and methods of not specifically listed in these guidelines

shall be in accordance with general methods of building as set out in

the "SABS STANDARD SPECIFICATIONS, STANDARDISED

SPECIFICATIONS and CODES OF PRACTICE" as applicable.

The criteria and guidelines will be from “GUIDELINES FOR HUMAN

AND SETTLEMENT PLANNING AND DESIGN” and “DWAF

GUIDELINES”. The discussions will be based on actual field

investigations, review of criteria related to the project and current

design and technical manuals.

Department of Water Affairs and Forestry’s: “TECHNICAL GUIDELINES

FOR THE DEVELOPMENT OF WATER AND SANITATION

INFRASTRUCTURE”

Gauteng Department of Agriculture and Rural Development “GDARD

GUIDELINES”.

Additional guidelines and standards will be consulted where required. In such

cases Morad will ensure that only recognized local and international documents

are used as the basis for any analysis or design.

19. QUALITY ASSURANCE AND CODE OF CONDUCT

Morad’s ISO 9001-accredited Quality Assurance procedures will be adhered to

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during the execution of the project.

Morad project team members will at all times conduct themselves in a

professional manner and act in accordance with the provisions of the

Engineering Services Act (Act 46 of 2000).

20. RISK MANAGEMENT

A risk is something that may happen and if it does, will have a positive or

negative impact on the project. Risk management serves to identify sources of

risk and uncertainty, determine their impact, and developing appropriate

management Reponses to minimise their impact on the project.

During the execution of this project the following four stages to risk

management planning will be observed:

Risk Identification

Risks Quantification

Risk Response

Risk Monitoring and Control

21. PROJECT APPROVAL REQUIREMENTS

All deliverables under this appointment will be submitted to the Manager: Water

& Sanitation for approval.

Each stage of the project shall be approved by the Manager: Water & Sanitation

before the next stage is commenced.

22. PROJECT SPONSOR

The project sponsor is the Mogale City Municipality, represented by the

Executive Manager: Infrastructure Services, Mr Mpako Dennis Mokotedi.

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23. ACCEPTANCE

This Project Charter prepared by Morad Consulting is based on the content of

the appointment letter dated 19 November 2013 and the discussion during the

Project Inception Meeting held on 08 August 2014 at 15H00 at the Mogale City

Local Municipality offices in President Street, Krugersdorp.

The meeting was attended by the persons identified on the Attendance Register

attached to the Minutes of the Project Inception Meeting, included in the

Annexure B.

Prepared by: Approved and accepted by:

Collin Radebe, Pr. Eng. Mr Sandile Mbanjwa

Project Manager Manager: Water & Sanitation

Morad Consulting Mogale City Local Municipality

ANNEXURE A

Appointment Letter

ANNEXURE B

Inception Meeting Minutes

Prepared By: Morad Consulting Engineers

Minutes Meeting No1 - Inception Meeting:

Contract No. COO (PMU) 01/2011

Munsieville Waterline Replacement

IN

MOGALE CITY

14 August 2014

14H50

Mogale City Local Municipality – Muldersdrift Reservoir Page 2

MOGALE CITY LOCAL MUNICIPALITY

Munsieville Waterline Replacement

ATTENDANCE REGISTER

NAME REP TEL/CELL NO:

GENDER RACE DISABLED Job Category Level

E-MAIL

Sandile Mbanjwa

Mogale City: W & S

0783480882 M B NONE NONE [email protected]

Org Viljoen Mogale City: W &S

0832802694 M W NONE NONE [email protected]

Johann Van Eck

Mogale City: W &S

0835225038 M W NONE NONE [email protected]

Rahel D. Shibesh

Morad 0745274773 F B NONE Civil & Structural Engineer

[email protected]

Michael Benhura

Morad 0605254873 M B NONE Civil Engineer

[email protected]

Thebe Montiane

Morad 0845526897 M B NONE Civil Engineering Technician

[email protected]


AGENDA

ITEM

DESCRIPTION ATTENTION TO

1 OPENING AND INTRODUCTION :

Welcome from Mr Sandile Mbanjwa

ALL

2 PROJECT TEAM:

Mogale City : Sandile Mbanjwa – Project Manager Morad Consulting Engineering and Project Management: Collin Rahel Shibeshi – Civil & Structural Engineer, Michael Benhura – Civil Engineer Anna Viljoen – Project Manager

3 ATTENDANCE:

As per register attached

4 APOLOGIES :

C Radebe,

5 PURPOSE OF MEETING:

5.1 Mogale City explained that the meeting was for the clarification of

the assignment given to Morad Consulting by Mogale City on the proposed bulk waterline replacement in Munsieville.

5.2 The assignment is for Morad to do the planning, designing and

tender documentation for the proposed bulk waterline replacement in Munsieville.

MORAD MORAD

6 DETAILS OF THE SCOPE OF WORKS:


The scope of works to include the following;

6.1 Conducting investigations around the existing pipeline and proposed route of the new pipeline.

MORAD

6.2 Do designs for the new proposed new bulk water pipeline.

MORAD

6.4 Prepare a design report for the new bulk water pipeline. MORAD

6.5 Provide technical support to the Municipality regarding the suitable land and the relevant studies, i.e., geotechnical studies, topo-survey, etc.

MORAD

6.6 Prepare a tender document

7

PROBLEM STATEMENT:

7.1 The bulk water line supplying the vast of the Krugersdorp west areas including Munsieville area with water from Rand Water is experiencing frequent bursts. This pipe is now old and is made up of Asbestos Cement in some portions and steel in some portions. The pipe size ranges from 600mm DIA to 400mm DIA. The pipe is approximately 2.5km long. As a result of the pipe busts, the Munsieville area and Krugersdorp West areas sit without water the majority of the time. This has necessitated the need to replace the whole pipeline.

MORAD

8

DELIVERABLES:

8.4 Morad to do preliminary designs for the bulk waterline replacement and come up with a preliminary design report for submission to Mogale by the 22

nd of August.

MORAD

8.6 Morad to produce monthly progress reports for the project and present them to Mogale City.

MORAD

8.7 Morad to prepare a project program.

MORAD

8.8 Morad to produce a cash flow projection for the program.

MORAD

8.9 Morad to produce a tender document for the project by

November 2014

MORAD

9

EXPECTED TIME FRAMES:

9.1 Project Preliminary Design to be submitted by Friday 22nd

of August 2014.

MORAD

MORAD


9.2 All planning and designing should be finished by November 2014 so that the tendering process should start that time.

10 CLOSURE

10.1 Mogale City informed Morad that they now have the ticket to start working on the project.

MORAD

11 GENERAL:

11.1 Morad to collect information of the existing distribution network soon after the meeting from Mr Org Viljoen.

MORAD/MOGALE

11.2 For access to information on existing infrastructure, Morad to liaise with Mr Van Eck for access to information on existing infrastructure, Morad to liaise with Mr Van Eck.

MORAD/MOGALE

NEXT MEETING 22 August 2014 at 10h00 Meeting adjourned.

Signed on this ...........................day of..........................................................................20..................... At ..................................................................................................................................................................

..................................................... ...............................................

For Mogale City For Morad

ANNEXURE C

Fee Proposal

MOGALE CITY LOCAL MUNICIPALITY (B) PROFESSIONAL SERVICES PROVISION FEES - MUNSIEVILLE ZONE 35

1.0 PROFESSIONAL FEES

ITEM DESCRIPTION % AMOUNT

1.1 Inception 5 R 43,157.27

1.2 Concept and Viability 25 R 215,786.34

1.3 Design Development 25 R 215,786.34

1.4 Documentation and Procurement 15 R 129,471.80

1.5 Contract Administration and Inspection 25 R 215,786.34

1.6 Close Out Report 5 R 43,157.27

Sub-Total Excl. VAT (Professional Fees) 100 R 863,145.34

2.0 ADDITIONAL FEES

ITEM DESCRIPTION RATE QTY AMOUNT

2.1 Survey R - 1 R -

2.2 Geotechnical Investigation R - 1 R -

2.2 Full Time Resident Engineer R 15,000.00 6 R 90,000.00

Sub-Total Excl. VAT (Additional Fees) R 90,000.00

3.0 DISBURSEMENTS

ITEM DESCRIPTION RATE QTY AMOUNT

3.1 Travelling R 5.72 3000 R 17,160.00

3.2 Reporting R 1,500.00 8 R 12,000.00

3.3 Health and Safety R 30,000.00 6 R 180,000.00

3.4 Copies and Printing

3.4.1. A4 Black and White R 0.93 8000 R 7,440.00

3.4.2 A4 Colour Pages R 12.71 500 R 6,355.00

3.4.3 A4 Typing R 47.67 500 R 23,835.00

3.4.4 A3 Black and White R 1.79 20 R 35.80

3.4.5 A3 Colour R 16.46 20 R 329.20

3.4.6 A3 Typing R 47.67 10 R 476.70

3.4.7. A4 Binding R 27.32 20 R 546.40

3.4.8 A1 Printing R 86.43 80 R 6,914.40

Sub-Total Excl. VAT (Disbursements) R 255,092.50

TOTAL (Excl. 14% VAT) R 1,208,237.84

Add 14% VAT R 169,153.30

TOTAL (Incl. 14% VAT) R 1,377,391.14

ANNEXURE D

Project Program

PROJECT PROGRAMME

The proposed programme is shown in figure 1 below. (can be fast-tracked if necessary)

Activities/Milestones

July 2014 Aug 2014 Sep 2014 Oct 2014 Nov 2014 Dec 2014 Jan 2015 Feb 2015 Mar 2015 Arp 2015

Inception

Concept and Viability

Design development

Documentation and Procurement

Working drawings

Construction Stage

Close Out

Legend:

Planned Tasks Completed Tasks

Figure 1 – Proposed Programme (Munsieville, Zone 35)

Munsievile Project Charter

Documents

project objectives

project charter

project scope

project budget

project sponsor

project approval requirements

appointment letter annexure

meeting schedule