QUARTERLY REGIONAL WORKSHOP WATER SERVICES SUPPORT PROGRAMMES PROGRESS / LATEST DEVELOPMENT OF ALL PROGRAMMES Present

1. QUARTERLY REGIONAL WORKSHOP WATER SERVICES SUPPORT PROGRAMMES PROGRESS / LATEST DEVELOPMENT OF ALL PROGRAMMES Presented by: Mr G Constantinides Date: 30 Oct 2013

2. Contents Planning presentation: • Sustainability project forms • MWIG letter to WSA and way forward • Technical Guidelines (Chris Hani DM) • RBIG Regional Bulk Master Plans • Sign Boards

3. 1:Sustainability • A lot of pressure imposed on CD regarding sustainability • Questions asked by SCOPA and NT • The National Office is compiling a report to Top Management and subsequently to (NT) regarding any challenges and proposals with regards to the transfer of assets of all completed projects including projects that are over R100 million. • Sustainability report template was developed • Thulo had originally completed this report • Report needed every 6 months for a period of 2 years after project is completed. • Report template updated. Include project completion issues • Template to be include in M & R system

4. --Sustainability Template sections: • Description • Commissioning • Operational • Sustainability • Legal

5. ..Sustainability Way forward • R,O to complete sustainability reports for all completed projects • R.O to also indicate the following: • Make recommendations to address any functionality or operation concerns (such recommendations may include variation request to extend the duration of any existing O & M contract) • Make recommendation and commitments to address any outstanding issues (i.e project exist requirements) Due date : 30 November 2013

6. 2: MWIG Letter to WSA regarding planning Letter drafted regarding studies /planning • Municipalities must budget and pay for MWIG technical reports (feasibility studies). • MWIG funding can only be transferred to a WSA if there is an approved business plan; • MWIG Business Plans must be supported by Technical Reports (feasibility studies); • Where feasibility studies exist, these can be submitted with the BP and no budget allowance for studies is required. • WSA must inform the DWA, on how much money has been allocated for the appointment of PSP to carry out the required studies. • Where there is no technical report or the technical report is found to be lacking, a BP submitted by 30 Sep 13 may be approved conditionally. The condition being that the technical report is finalised for approval before 1 July 2014; 4. 6.7. Municipalities must budget, up to a maximum of at least 5 – ten per cent (10%) of their budget for technical reports, and must include project management costs and designs; 5. 6. The budget allocated for technical reports must be for direct costs incurred by the municipality for appointing a Professional Service Provider (PSP) to undertake the required studies. 7. The DWA welcomes any municipality who has the capacity to carry the necessary planning and develop a technical report without appointing a PSP. 8. DWA strongly opposes the practice of appointing PSP or consultants on risk to carry out planning and designs for the following reasons: a. PSP may promote designs that meet their own agenda to maximise profits. b. Municipalities often do-not exercise enough control over the planning and designs if they don’t pay for them. c. There procurement process for t

7. …MWIG Letter to WSA regarding planning Letter drafted regarding studies /planning • WSA must budget, up to a maximum of at least 5 – ten per cent (10%) of their budget for technical reports, and must include project management costs and designs; • The budget allocated for technical reports must be for direct costs incurred by the municipality for appointing a Professional Service Provider (PSP) to undertake the required studies. • The DWA welcomes any municipality who has the capacity to carry the necessary planning and develop a technical report without appointing a PSP. • DWA strongly opposes the practice of appointing PSP or consultants on risk to carry out planning and designs for the following reasons: a. PSP may promote designs that meet their own agenda to maximise profits. b. Municipalities often do-not exercise enough control over the planning and designs if they don’t pay for them. c. There procurement process for the implementation of the project can be compromised.

8. Proposals and DWA assistance The DWA will like to offer some assistance and make the following proposals with regards to the technical report and design process: • .. the DWA will like to propose that municipalities consider using the existing PSP available from the nationally procured planning PSPs. It must be noted however that municipalities must pay the PSP to undertake the technical report– the WSA must scope the appointment and pay for the independent professional advice in the best interests of the municipality; and • Assistance in compiling the project B/P • The DWA can make available to your municipality the following generic guidelines: • Terms of reference for the appointment of PSP to carry out feasibility studies and designs • Proposed design and assessment parameters for MWIG projects

9. 3: Technical guidelines (Chris Hani technical report)

10. CH DM Guidelines - Contents • Introduction • Specifications • Contractual Maters • General Design Considerations • Reporting • Authorisations and compliance • Occupational Health and Safety • General Construction considerations • General Water Supply Guidelines • Sanitation Guidelines • References

11. Use / development of DWA • The CH DM guidelines are good but there are a number that are not adequately addressed. • DWA had also developed it own guidelines (Northern Cape aprox. 10 years ago) Way forward: • Use CH DM guidelines in the interim • DWA to issue summary technical guidelines in a week (on key issues) • DWA to eevice / develop its own comprehensive technical Guidelines on; Planning , Design and construction of Water Supply.

12. 4: Regional Bulk Infrastructure plans Some of the proposed changes and improvements to the process for developing the Master Plans are as follows: • Improve the accountability and stakeholder participation • DWA to identify and initiate projects that are linked to the all town studies and reconciliation studies. • The PBMP will be used as a catalyst to integrate the entire water services value chain. • Water Resources Planning must become integral to the PBMP process. • The assessment and prioritisation criteria of projects will be revised. • The RO must take ownership of the process. • A number of conditions and protocols have been developed in order to ensure that RO take adequate control of the planning process and that the objectives of the PBMP are met. Although the National Project Manager will be Mr S Marais from the National Office, it is proposed that the Provincial Project Manager must be an official from the RO. Action Plan 7: AP 7.1: The Regional head must identify, nominate and submit the name of the official that will be responsible for the management of the PBMP.

13. ….Regional Bulk Infrastructure plans • A number of conditions and protocols have been developed in order to ensure that RO take adequate control of the planning process and that the objectives of the PBMP are met. Although the National Project Manager will be Mr S Marais from the National Office, it is proposed that the Provincial Project Manager must be an official from the RO. Action Plan The Regional head must identify, nominate and submit the name of the official that will be responsible for the management of the PBMP.

14. 5: MWIG Sign Boards Kind take note of the following and implement where required: • WSA who receive funding from MWIG for projects exceeding R 10 million must develop a board indicating the project and that it is funded through MWIG. • The cost of the board must not exceed 1,5 % of the total value of the project. (i.e R 20 million , R 30 000) • The format of the sign Board should look as follows.

16. 8: Action Plan for land issues Action 1: All Implementation Ready Studies currently been undertaken must be approved by Mr Thamsanqa Phakathi (TP) Action 2: TP must review the IRS of all RBIG projects currently been implemented that are GT than R 50 million. (complete by Mar 14) Action 3: TP must review the IRS of all RBIG projects that have been completed. – (complete by Jul 14) Action 4: Planning to assist TP to generate a report to highlighting any potential land issues form the B/P for all MWIG projects. – Nov 13 Action 5: N.O./R.O. to draft a letter that must be send to all I.A and WSA regarding land issues. – Nov 13

17. …..Action Plan for land issues Action 6: N.O. to increase / highlight land issues in the following documents (Nov 13): • Funding agreements • Programme frameworks /guidelines • ToR and assessment of feasibility studies. IRS and B/P Action 7: GC to highlight land issues in PMU strategic framework and risk analysis. (Nov 13) Action 8: GC to propose the development of a dedicated sub process for PMU on land issues (by Mar 14)

18. 9 Additional UW resources. • Geo-Hydrologist • Process mapping • Financial expert

19. Scope of Work for Finance expert • Review and assess all on-going studies, particularly IRS with regards to the financial issues. The assessment will involve the following • sustainability of large projects • Review the financial status of a benefiting WSA • Asses where necessary the impact on tariffs • Asses the ability of a WSA to co-fund RBIG projects • Review and assess any application by WSA to reduce the co-funding requirement of any on-gong project. • Review and assess the financial parameters of any projects completed which may not be functioning effectively due to financial reasons. • Review the financial status of any WSA implementing or is the recipient of an RBIG projects, when deemed necessary by the RBIG: CD • Assist the RBIG: CD in determining the capacity of any potential IA. • Assist in developing a financial assessment tool and guidelines of RBIG • Project finance: Identify possible solutions on how the municipality could raise the required co-funding, and make the project “bankable”.

20. Scope of Work for Geo-Hydrologist RBIG /ACIP • Evaluation of current feasibility studies • Offer advice relating to ground water resources in any RBIG project currently been implemented. • Assist in the development of terms of reference for new studies, where ground water will be part of the study.. MWIG • Carry out or manage studies for small projects involving ground water. • Assessment of feasibility studies / business plans of projects involving ground water. • Assessment of all feasibility studies / technical reports of projects involving ground water that are greater than R 20 million and participating in an evaluation panel . • Assisting in developing guidelines, standards and terms of reference with regard to ground water.

21. UW resources: Way forward • R.O, must submit requests by 6 Nov. • Indicate project • Scope of work to be carried out • Why (2 sentences) • N.O. Coordinators to advice MWIG Director • N.O to prioritise by 11 Nov

22. End