Upgrade Of Muldersdrift Sports Complex Project Charter 23.09.2014.docx
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MOGALE CITY LOCAL MUNICIPALITY
MULDERSDRIFT SPORTS COMPLEX
PROJECT CHARTER/SCOPE BRIEF/BUSINESS PLAN
SS (SR) 09/2015 NOVEMBER 2014 GAUTENG PROVINCE
PREPARED FOR: PREPARED BY:
SOCIAL SERVICES, MOGALE CITY LOCAL MUNICIPALITY
MORAD CONSULTING (PTY) LTD
PO BOX 94 KRUGERSDORP, 1740
274 VOORTREKKER ROAD NOORDHEUWEL, 1739
TEL: +27 (0)11 668 0724 FAX: +27 (086) 6922903
TEL: +27 (0) 11 954 3835 FAX: +27 (0) 11 954 6565
Table of Contents 1.
EXECUTIVE SUMMARY........................................................................................................................ 4
2.
BACKGROUND AND PROBLEM STATEMENT .............................................................................. 5
3.
OUTLINE BUSINESS CASE ................................................................................................................. 5
5.
PROJECT SCOPE .................................................................................................................................. 6
6.
REGULATORY REQUIREMENTS ....................................................................................................... 6 6.1 Environmental Impact Assessment .......................................................................................................... 6 6.2 Geotechnical Studies ................................................................................................................................ 6 CONSTRAINTS AND ASSUMPTIONS ............................................................................................... 7
7.
7.1 Physical Constraints.................................................................................................................................. 7 7.2
Financial Constraints ........................................................................... Error! Bookmark not defined.
8.
STAKEHOLDERS AND COMMUNICATION ..................................................................................... 7
9.
PROJECT MANAGEMENT TEAM STRUCTURE ............................................................................. 7
10.
TIME FRAME ....................................................................................................................................... 8
11.
PROJECT FINANCES ...................................................................................................................... 8
11.1 Professional Fees .................................................................................................................................... 8 11.2 Cash Flow Projection .............................................................................................................................. 9 12.
PLACES OF WORK ......................................................................................................................... 10
13.
SITE CLEARANCE ........................................................................................................................... 10
14.
DELIVERABLES ............................................................................................................................... 10
15.
MILESTONE....................................................................................................................................... 11
16.
SUCCESS CRITERIA....................................................................................................................... 11
17.
REPORTING REQUIREMENTS AND MEETING SCHEDULE ................................................. 11
18.
GUIDELINES AND STANDARDS .................................................................................................. 12
19.
QUALITY ASSURANCE AND CODE OF CONDUCT ................................................................ 13
20.
RISK MANAGEMENT ...................................................................................................................... 13
20.1 Health and Safety Risks ........................................................................................................................ 13 20.2 Financial Risks .......................................................................................... Error! Bookmark not defined. 21.
PROJECT APPROVAL REQUIREMENTS................................................................................... 13
22.
PROJECT SPONSOR ...................................................................................................................... 13
23.
ACCEPTANCE .................................................................................................................................. 14
Page 2 of 14
Table of Tables Table 1: Project objectives and desired outcome .............................................................................................. 6 Table 2: Project Management Team Structure .................................................................................................. 7 Table 3: Time Frames Related to the Project ..................................................................................................... 8 Table 4: Professional Fees .................................................................................................................................. 9 Table 5: Cash Flow Projection .......................................................................................................................... 10 Table 6: Reporting Deliverables ....................................................................................................................... 11
ANNEXURE A: Appointment Letter ANNEXURE B: Project Inception Meeting Minutes ANNEXURE C: Fee Proposal ANNEXURE D: Project Program ANNEXURE E: Table from the MCLM SS Department 2014/15 SDBIP ANNEXURE F: Pictures of Existing Facilities
Page 3 of 14
1. EXECUTIVE SUMMARY MORAD Consulting Engineers was appointed by Mogale City Local Municipality for the Upgrade of Muldersdrift Sports Complex Project. This Project Charter forms part the Consultants’ appointment and covers the strategy for the planning, designing, tender documentation and contract administration of the upgrade of Muldersdrift Sports Complex as per the subject project requirements.
Morad undertook site investigations at Muldersdrift Sports Complex with the view of establishing the extend of deterioration of the facilities at the swimming pool. The investigations showed that there is need to upgrade the Muldersdrift Sports Complex.
The project comprises of:
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
The allocated budget for the project during this financial year is R 500 000.00, all inclusive. The total project cost estimate for the construction would be R410 000.00 including contingencies and VAT. The professional fees would be R90 000.00 including VAT. The duration of the construction will be 6 months.
Page 4 of 14
2. BACKGROUND AND PROBLEM STATEMENT Morad undertook site investigations at Muldersdrift Sports Complex with the view of establishing the extend of deterioration of the facilities at the swimming pool. During the investigations, it was discovered the following;
The steel sports pavilion sits right onto the edge of the sports field and it needs to be moved by 7 meters backwards.
The soccer field sits right on to the edge of the buildings and it needs to be moved by 3m away from the existing buildings
The soccer field needs to be expanded.
The soccer goal posts need to be relocated together with the soccer field.
See attached pictures in annexure F.
Amongst other mitigation measures that could be done, Morad recommended moving of the sports pavilion and soccer field.
3. OUTLINE BUSINESS CASE Mogale City Local Municipality’s sole objective is to provide quality service delivery for all in Mogale City. Mogale City LM has the unique opportunity to lead this service delivery mandate in Muldersdrift through the requisite strategies and policies that they have in place. Their 2014/15 Top Layer Service Delivery and Budget Implementation Plan (SDBIP) is one of the tools that will assist them to achieve this mandate. It gives details of the key actions that the administration of Mogale City Local Municipality intends to take and be accountable for during the financial year (2014/15). According to the 2014/15 SDBIP, the Social Services Department needs to undertake the upgrade of the Muldersdrift Sports Complex and finish it by the end of the current financial year. See Appendix F for extracts of the Capital Expenditure tables from the 2014/15 SDBIP for the Social Services department. To meet this target, Mogale City Local Municipality assigned Morad Consulting the Upgrade of Muldersdrift Sports Complex project in-order to assist in coming up with an engineering sound solution to relocated the sports pavilion and soccer field.
Page 5 of 14
4. PROJECT OBJECTIVES AND DESIRED OUTCOME The major objective of this project is to complete the Upgrade of Muldersdrift Sports Complex by the end of the 2014/15 financial year as follows; Quart end Sep
Quart end Dec
Quart end
2014
2014
Mar 2015
Stage 1: Prepare a
Stage 2: Final
Stage 3:
Stage 4: Upgrade of
report to request
Designs and Bid
Tender
Muldersdrift Sports
Permission from the
Specifications
process
Complex completed:
MM to assign the
Completed.
completed
Project and draft
and
Designs.
contractor
Quart end Jun 2015
appointed Table 1: Project objectives and desired outcome
5. PROJECT SCOPE The project scope is as follows;
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
6. REGULATORY REQUIREMENTS 6.1 Environmental Impact Assessment The project comprises of the relocation of the existing sports pavilion and soccer field.
This project is not listed under the Environmental Impact Assessment Regulations Listing Notice 1 of 2010, hence there is no need to conduct an EIA.
6.2 Geotechnical Studies Geotechnical studies may be required for this upgrade of the Muldersdrift Sports Complex project.
Page 6 of 14
7. CONSTRAINTS AND ASSUMPTIONS 7.1 Physical Constraints The upgrade of the swimming pool is being done on public facilities which are being utilized by the public at the moment. Simultaneously carrying out the refurbishments and using the facilities is going to be a huge challenge and this might mean closing some or all of the facilities at some point to allow the upgrade to go on.
8. STAKEHOLDERS AND COMMUNICATION
The Muldersdrift Sports Complex is owned by Mogale City Local Municipality (MCLM) and is used by the residents in the Kagiso area. Hence the stakeholders are the following:
The community in the Muldersdrift area, represented by the Ward Counsellors of the wards that fall wholly or partially within the sercive area for the sports complex.
Mogale City Local Municipality, represented by the Municipal Manager, Mr Dan Mashitisho.
9. PROJECT MANAGEMENT TEAM STRUCTURE Project Team Role
Project Team Member(s)
Organization
Email
Executive Manager: Social Services
S. Mathebula
Mogale City Local Municipality
Manager: Sports, Art , Culture and Recreation
Bertha Bongopane
Mogale City Local Municipality
Project Executive
Collin Radebe
Morad Consulting
[email protected]
Project Manager
Anna Viljoen
Morad Consulting
[email protected]
Project Engineer
Michael Benhura
Morad Consulting
[email protected]
Table 2: Project Management Team Structure
Page 7 of 14
Additional team members will be introduced as required for the successful completion of the project. Only skilled and experienced staff, professionally registered where appropriate, will be assigned to the project.
10. TIME FRAME The following time frames will apply to the project; Activitie s
Sep 2014
Oct 2014
Nov 2014
Dec 2014
Jan 2014
Feb 2014
Mar 2015
Arp 2015
May 2015
Jun 2015
Inceptio n Concept and Viabilit y Design develop ment Docume ntation and Procure ment Workin g drawing s Constru ction Stage Close Out
Table 3: Time Frames Related to the Project
Legend: Planned Tasks Completed Tasks
11. PROJECT FINANCES 11.1 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, for
Page 8 of 14
the following stages as defined in the Engineering Professions Act (Act 46 of 2000)
MOGALE CITY LOCAL MUNICIPALITY (B) PROFESSIONAL SERVICES PROVISION FEES - MULDERSDRIFT SPORTS COMPLEX 1.0 PROFESSIONAL FEES DESCRIPTION
ITEM 1.1 1.2 1.3 1.4 1.5 1.6
%
Inception Concept and Viability Design Development Documentation and Procurement Contract Administration and Inspection Close Out Report
5 25 25 15 25 5
2.0 ADDITIONAL FEES RATE
DESCRIPTION
2.1 2.2
Suryey Geotechnical Investigation
R R R R R R
R R
-
3.1 3.2 3.2
DESCRIPTION Travelling Health and Safety Copies and Printing
3.0 DISBURSEMENTS RATE R R R
4.00 500.00 0.35
197.37
QTY
AMOUNT
1 1
R R
-
R
-
QTY 2000 4 25000
AMOUNT R R R
18 750.00
R
TOTAL (Excl. 14% VAT)
TOTAL (Incl. 14% VAT)
8 000.00 2 000.00 8 750.00
R
Sub-Total Excl. VAT (Disbursements)
Add 14% VAT
60
100
Sub-Total Excl. VAT (Additional Fees)
ITEM
3 009.87 15 049.34 15 049.34 9 029.61 15 049.34 3 009.87
R
Sub-Total Excl. VAT (Professional Fees)
ITEM
AMOUNT
78 947.37
R
R
11 052.63
90 000.00
Table 4: Professional Fees
11.2 Cash Flow Projection Period
Payment
Cumulative Total
Sep 2014
R 12,009.37
R 12,009.37
Oct 2014
R 22,303.12
R 34,312.50
Page 9 of 14
Nov 2014
R 13,725.00
R 48,037.50
Dec 2014
R 47,421.87
R 95,459.37
Jan 2015
R 49,701.87
R 145,161.25
Feb 2015
R 75,961.87
R 221,123.12
Mar 2015
R 73,961.87
R 294,805.00
Arp 2015
R 71,081.88
R 365,886.88
May 2015
R 69,121.87
R 435,008.75
Jun 2015
R 64,991.25
R 500,000.00
Table 5: Cash Flow Projection
12. 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 Muldersdrift as necessary. Attendance of scheduled meetings will be done at the offices of MCLM.
13. 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. .
14. DELIVERABLES The project deliverables for this upgrade of Muldersdrift Sports Complex project are as follows;
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
Reporting as follows;
Page 10 of 14
Deliverable
Status
Importance
Project Charter
Started Required
Concept Design Report and Drawings
Started Required
Preliminary Design Report and Drawings
Required
Detail Design Report and Drawings
Required
Tender Documents and Drawings
Required
Contract Administration, Inspection & Monthly Progress Reports
Required
Close-out report
Required Table 6: Reporting Deliverables
15. MILESTONE The main project milestone is to complete the upgrade of the Muldersdrift Sports Complex by the end of the 2014/15 financial year within the allocated budget of 500 000.00.
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. Page 11 of 14
The provisional meeting schedule allows for the following meetings:
One monthly meeting with the Executive Manager: Social Services and the Manager: Sport, Art, Culture and Recreation.
A biweekly meeting with the Manager: Sport, Art, Culture and Recreation.
Other staff shall attend the meeting when required by the Manager: Sport, Art, Culture and Recreation.
During the execution of the project, the following reports will be prepared and submitted
Concept Design Report
Preliminary Design Report
Detail Design Report
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”
Page 12 of 14
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 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 20.1 Health and Safety Risks Since the construction will be taking place in a built up residential area, there are safety risks due to the presents of plant and other equipment. The contract needs to take serious safety measures so as to avoid causing any damage to property or people in the neighborhood.
21. PROJECT APPROVAL REQUIREMENTS All deliverables under this appointment will be submitted to the Manager: Social Services for approval.
Each stage of the project shall be approved by the Manager: Sport, Art, Culture and Recreation before the next stage is commenced.
22. PROJECT SPONSOR The project sponsor is the Mogale City Municipality, represented by the Executive Manager: Social Services, Ms S. Mathebula.
Page 13 of 14
23. ACCEPTANCE This Project Charter prepared by Morad Consulting is based on the content of the appointment letter dated 06 August 2014 and the discussion during the Project Specification Meeting held on 22 September 2014 at 10H00 at the Mogale City Local Municipality Social Services Board Room in Commissioner 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. Project Manager
Mrs Bertha Bogopane Manager Sports, Art, Culture and Recreation Mogale City Local Municipality
Morad Consulting
Page 14 of 14
MULDERSDRIFT SPORTS COMPLEX
PROJECT CHARTER/SCOPE BRIEF/BUSINESS PLAN
SS (SR) 09/2015 NOVEMBER 2014 GAUTENG PROVINCE
PREPARED FOR: PREPARED BY:
SOCIAL SERVICES, MOGALE CITY LOCAL MUNICIPALITY
MORAD CONSULTING (PTY) LTD
PO BOX 94 KRUGERSDORP, 1740
274 VOORTREKKER ROAD NOORDHEUWEL, 1739
TEL: +27 (0)11 668 0724 FAX: +27 (086) 6922903
TEL: +27 (0) 11 954 3835 FAX: +27 (0) 11 954 6565
Table of Contents 1.
EXECUTIVE SUMMARY........................................................................................................................ 4
2.
BACKGROUND AND PROBLEM STATEMENT .............................................................................. 5
3.
OUTLINE BUSINESS CASE ................................................................................................................. 5
5.
PROJECT SCOPE .................................................................................................................................. 6
6.
REGULATORY REQUIREMENTS ....................................................................................................... 6 6.1 Environmental Impact Assessment .......................................................................................................... 6 6.2 Geotechnical Studies ................................................................................................................................ 6 CONSTRAINTS AND ASSUMPTIONS ............................................................................................... 7
7.
7.1 Physical Constraints.................................................................................................................................. 7 7.2
Financial Constraints ........................................................................... Error! Bookmark not defined.
8.
STAKEHOLDERS AND COMMUNICATION ..................................................................................... 7
9.
PROJECT MANAGEMENT TEAM STRUCTURE ............................................................................. 7
10.
TIME FRAME ....................................................................................................................................... 8
11.
PROJECT FINANCES ...................................................................................................................... 8
11.1 Professional Fees .................................................................................................................................... 8 11.2 Cash Flow Projection .............................................................................................................................. 9 12.
PLACES OF WORK ......................................................................................................................... 10
13.
SITE CLEARANCE ........................................................................................................................... 10
14.
DELIVERABLES ............................................................................................................................... 10
15.
MILESTONE....................................................................................................................................... 11
16.
SUCCESS CRITERIA....................................................................................................................... 11
17.
REPORTING REQUIREMENTS AND MEETING SCHEDULE ................................................. 11
18.
GUIDELINES AND STANDARDS .................................................................................................. 12
19.
QUALITY ASSURANCE AND CODE OF CONDUCT ................................................................ 13
20.
RISK MANAGEMENT ...................................................................................................................... 13
20.1 Health and Safety Risks ........................................................................................................................ 13 20.2 Financial Risks .......................................................................................... Error! Bookmark not defined. 21.
PROJECT APPROVAL REQUIREMENTS................................................................................... 13
22.
PROJECT SPONSOR ...................................................................................................................... 13
23.
ACCEPTANCE .................................................................................................................................. 14
Page 2 of 14
Table of Tables Table 1: Project objectives and desired outcome .............................................................................................. 6 Table 2: Project Management Team Structure .................................................................................................. 7 Table 3: Time Frames Related to the Project ..................................................................................................... 8 Table 4: Professional Fees .................................................................................................................................. 9 Table 5: Cash Flow Projection .......................................................................................................................... 10 Table 6: Reporting Deliverables ....................................................................................................................... 11
ANNEXURE A: Appointment Letter ANNEXURE B: Project Inception Meeting Minutes ANNEXURE C: Fee Proposal ANNEXURE D: Project Program ANNEXURE E: Table from the MCLM SS Department 2014/15 SDBIP ANNEXURE F: Pictures of Existing Facilities
Page 3 of 14
1. EXECUTIVE SUMMARY MORAD Consulting Engineers was appointed by Mogale City Local Municipality for the Upgrade of Muldersdrift Sports Complex Project. This Project Charter forms part the Consultants’ appointment and covers the strategy for the planning, designing, tender documentation and contract administration of the upgrade of Muldersdrift Sports Complex as per the subject project requirements.
Morad undertook site investigations at Muldersdrift Sports Complex with the view of establishing the extend of deterioration of the facilities at the swimming pool. The investigations showed that there is need to upgrade the Muldersdrift Sports Complex.
The project comprises of:
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
The allocated budget for the project during this financial year is R 500 000.00, all inclusive. The total project cost estimate for the construction would be R410 000.00 including contingencies and VAT. The professional fees would be R90 000.00 including VAT. The duration of the construction will be 6 months.
Page 4 of 14
2. BACKGROUND AND PROBLEM STATEMENT Morad undertook site investigations at Muldersdrift Sports Complex with the view of establishing the extend of deterioration of the facilities at the swimming pool. During the investigations, it was discovered the following;
The steel sports pavilion sits right onto the edge of the sports field and it needs to be moved by 7 meters backwards.
The soccer field sits right on to the edge of the buildings and it needs to be moved by 3m away from the existing buildings
The soccer field needs to be expanded.
The soccer goal posts need to be relocated together with the soccer field.
See attached pictures in annexure F.
Amongst other mitigation measures that could be done, Morad recommended moving of the sports pavilion and soccer field.
3. OUTLINE BUSINESS CASE Mogale City Local Municipality’s sole objective is to provide quality service delivery for all in Mogale City. Mogale City LM has the unique opportunity to lead this service delivery mandate in Muldersdrift through the requisite strategies and policies that they have in place. Their 2014/15 Top Layer Service Delivery and Budget Implementation Plan (SDBIP) is one of the tools that will assist them to achieve this mandate. It gives details of the key actions that the administration of Mogale City Local Municipality intends to take and be accountable for during the financial year (2014/15). According to the 2014/15 SDBIP, the Social Services Department needs to undertake the upgrade of the Muldersdrift Sports Complex and finish it by the end of the current financial year. See Appendix F for extracts of the Capital Expenditure tables from the 2014/15 SDBIP for the Social Services department. To meet this target, Mogale City Local Municipality assigned Morad Consulting the Upgrade of Muldersdrift Sports Complex project in-order to assist in coming up with an engineering sound solution to relocated the sports pavilion and soccer field.
Page 5 of 14
4. PROJECT OBJECTIVES AND DESIRED OUTCOME The major objective of this project is to complete the Upgrade of Muldersdrift Sports Complex by the end of the 2014/15 financial year as follows; Quart end Sep
Quart end Dec
Quart end
2014
2014
Mar 2015
Stage 1: Prepare a
Stage 2: Final
Stage 3:
Stage 4: Upgrade of
report to request
Designs and Bid
Tender
Muldersdrift Sports
Permission from the
Specifications
process
Complex completed:
MM to assign the
Completed.
completed
Project and draft
and
Designs.
contractor
Quart end Jun 2015
appointed Table 1: Project objectives and desired outcome
5. PROJECT SCOPE The project scope is as follows;
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
6. REGULATORY REQUIREMENTS 6.1 Environmental Impact Assessment The project comprises of the relocation of the existing sports pavilion and soccer field.
This project is not listed under the Environmental Impact Assessment Regulations Listing Notice 1 of 2010, hence there is no need to conduct an EIA.
6.2 Geotechnical Studies Geotechnical studies may be required for this upgrade of the Muldersdrift Sports Complex project.
Page 6 of 14
7. CONSTRAINTS AND ASSUMPTIONS 7.1 Physical Constraints The upgrade of the swimming pool is being done on public facilities which are being utilized by the public at the moment. Simultaneously carrying out the refurbishments and using the facilities is going to be a huge challenge and this might mean closing some or all of the facilities at some point to allow the upgrade to go on.
8. STAKEHOLDERS AND COMMUNICATION
The Muldersdrift Sports Complex is owned by Mogale City Local Municipality (MCLM) and is used by the residents in the Kagiso area. Hence the stakeholders are the following:
The community in the Muldersdrift area, represented by the Ward Counsellors of the wards that fall wholly or partially within the sercive area for the sports complex.
Mogale City Local Municipality, represented by the Municipal Manager, Mr Dan Mashitisho.
9. PROJECT MANAGEMENT TEAM STRUCTURE Project Team Role
Project Team Member(s)
Organization
Executive Manager: Social Services
S. Mathebula
Mogale City Local Municipality
Manager: Sports, Art , Culture and Recreation
Bertha Bongopane
Mogale City Local Municipality
Project Executive
Collin Radebe
Morad Consulting
[email protected]
Project Manager
Anna Viljoen
Morad Consulting
[email protected]
Project Engineer
Michael Benhura
Morad Consulting
[email protected]
Table 2: Project Management Team Structure
Page 7 of 14
Additional team members will be introduced as required for the successful completion of the project. Only skilled and experienced staff, professionally registered where appropriate, will be assigned to the project.
10. TIME FRAME The following time frames will apply to the project; Activitie s
Sep 2014
Oct 2014
Nov 2014
Dec 2014
Jan 2014
Feb 2014
Mar 2015
Arp 2015
May 2015
Jun 2015
Inceptio n Concept and Viabilit y Design develop ment Docume ntation and Procure ment Workin g drawing s Constru ction Stage Close Out
Table 3: Time Frames Related to the Project
Legend: Planned Tasks Completed Tasks
11. PROJECT FINANCES 11.1 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, for
Page 8 of 14
the following stages as defined in the Engineering Professions Act (Act 46 of 2000)
MOGALE CITY LOCAL MUNICIPALITY (B) PROFESSIONAL SERVICES PROVISION FEES - MULDERSDRIFT SPORTS COMPLEX 1.0 PROFESSIONAL FEES DESCRIPTION
ITEM 1.1 1.2 1.3 1.4 1.5 1.6
%
Inception Concept and Viability Design Development Documentation and Procurement Contract Administration and Inspection Close Out Report
5 25 25 15 25 5
2.0 ADDITIONAL FEES RATE
DESCRIPTION
2.1 2.2
Suryey Geotechnical Investigation
R R R R R R
R R
-
3.1 3.2 3.2
DESCRIPTION Travelling Health and Safety Copies and Printing
3.0 DISBURSEMENTS RATE R R R
4.00 500.00 0.35
197.37
QTY
AMOUNT
1 1
R R
-
R
-
QTY 2000 4 25000
AMOUNT R R R
18 750.00
R
TOTAL (Excl. 14% VAT)
TOTAL (Incl. 14% VAT)
8 000.00 2 000.00 8 750.00
R
Sub-Total Excl. VAT (Disbursements)
Add 14% VAT
60
100
Sub-Total Excl. VAT (Additional Fees)
ITEM
3 009.87 15 049.34 15 049.34 9 029.61 15 049.34 3 009.87
R
Sub-Total Excl. VAT (Professional Fees)
ITEM
AMOUNT
78 947.37
R
R
11 052.63
90 000.00
Table 4: Professional Fees
11.2 Cash Flow Projection Period
Payment
Cumulative Total
Sep 2014
R 12,009.37
R 12,009.37
Oct 2014
R 22,303.12
R 34,312.50
Page 9 of 14
Nov 2014
R 13,725.00
R 48,037.50
Dec 2014
R 47,421.87
R 95,459.37
Jan 2015
R 49,701.87
R 145,161.25
Feb 2015
R 75,961.87
R 221,123.12
Mar 2015
R 73,961.87
R 294,805.00
Arp 2015
R 71,081.88
R 365,886.88
May 2015
R 69,121.87
R 435,008.75
Jun 2015
R 64,991.25
R 500,000.00
Table 5: Cash Flow Projection
12. 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 Muldersdrift as necessary. Attendance of scheduled meetings will be done at the offices of MCLM.
13. 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. .
14. DELIVERABLES The project deliverables for this upgrade of Muldersdrift Sports Complex project are as follows;
Relocation of the steel sports pavilion by 7 meters.
Relocation of the soccer by 3m from the existing buildings
Expansion of the soccer field.
Relocation of the soccer goal posts.
Reporting as follows;
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Deliverable
Status
Importance
Project Charter
Started Required
Concept Design Report and Drawings
Started Required
Preliminary Design Report and Drawings
Required
Detail Design Report and Drawings
Required
Tender Documents and Drawings
Required
Contract Administration, Inspection & Monthly Progress Reports
Required
Close-out report
Required Table 6: Reporting Deliverables
15. MILESTONE The main project milestone is to complete the upgrade of the Muldersdrift Sports Complex by the end of the 2014/15 financial year within the allocated budget of 500 000.00.
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. Page 11 of 14
The provisional meeting schedule allows for the following meetings:
One monthly meeting with the Executive Manager: Social Services and the Manager: Sport, Art, Culture and Recreation.
A biweekly meeting with the Manager: Sport, Art, Culture and Recreation.
Other staff shall attend the meeting when required by the Manager: Sport, Art, Culture and Recreation.
During the execution of the project, the following reports will be prepared and submitted
Concept Design Report
Preliminary Design Report
Detail Design Report
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”
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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 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 20.1 Health and Safety Risks Since the construction will be taking place in a built up residential area, there are safety risks due to the presents of plant and other equipment. The contract needs to take serious safety measures so as to avoid causing any damage to property or people in the neighborhood.
21. PROJECT APPROVAL REQUIREMENTS All deliverables under this appointment will be submitted to the Manager: Social Services for approval.
Each stage of the project shall be approved by the Manager: Sport, Art, Culture and Recreation before the next stage is commenced.
22. PROJECT SPONSOR The project sponsor is the Mogale City Municipality, represented by the Executive Manager: Social Services, Ms S. Mathebula.
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23. ACCEPTANCE This Project Charter prepared by Morad Consulting is based on the content of the appointment letter dated 06 August 2014 and the discussion during the Project Specification Meeting held on 22 September 2014 at 10H00 at the Mogale City Local Municipality Social Services Board Room in Commissioner 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. Project Manager
Mrs Bertha Bogopane Manager Sports, Art, Culture and Recreation Mogale City Local Municipality
Morad Consulting
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