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 94 274 VOORTREKKER ROAD

KRUGERSDORP, 1740 NOORDHEUWEL, 1739

TEL: +27 (0)11 668 0724 TEL: +27 (0) 11 954 3835
FAX: +27 (086) 6922903 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
7. CONSTRAINTS AND ASSUMPTIONS ............................................................................................... 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

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 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

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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.

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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.

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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 Quart end Jun 2015
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
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.

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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
Project Team Role Organization Email
Member(s)
Executive Manager: S. Mathebula Mogale City Local
Social Services Municipality
Manager: Sports, Art , Bertha Mogale City Local
Culture and Recreation Bongopane Municipality

Project Executive Collin Radebe Morad Consulting collinr@morad.co.za

Project Manager Anna Viljoen Morad Consulting annav@morad.co.za

Project Engineer Michael Morad Consulting michaelb@morad.co.za

Benhura

Table 2: Project Management Team Structure

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 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 Sep 2014 Oct 2014 Nov 2014 Dec 2014 Jan 2014 Feb 2014 Mar 2015 Arp 2015 May 2015 Jun 2015
s

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

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 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
ITEM DESCRIPTION % AMOUNT
1.1 Inception 5 R 3 009.87
1.2 Concept and Viability 25 R 15 049.34
1.3 Design Development 25 R 15 049.34
1.4 Documentation and Procurement 15 R 9 029.61
1.5 Contract Administration and Inspection 25 R 15 049.34
1.6 Close Out Report 5 R 3 009.87
R 60
Sub-Total Excl. VAT (Professional Fees)
100 197.37

2.0 ADDITIONAL FEES

ITEM DESCRIPTION RATE QTY AMOUNT
2.1 Suryey R - 1 R -
2.2 Geotechnical Investigation R - 1 R -
Sub-Total Excl. VAT (Additional Fees) R -

3.0 DISBURSEMENTS
ITEM DESCRIPTION RATE QTY AMOUNT
3.1 Travelling R 4.00 2000 R 8 000.00
3.2 Health and Safety R 500.00 4 R 2 000.00
3.2 Copies and Printing R 0.35 25000 R 8 750.00
R 18
Sub-Total Excl. VAT (Disbursements)
750.00
R 78
TOTAL (Excl. 14% VAT)
947.37
Add 14% VAT R 11 052.63

TOTAL (Incl. 14% VAT) R 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

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 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.

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 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. Mrs Bertha Bogopane

Project Manager Manager Sports, Art, Culture and
Recreation
Morad Consulting Mogale City Local Municipality

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