Part 3 Scope of Works (Provision of Professional Engineering Services and Specialist ...... · 2015-10-23 · transnet national ports authority enquiry / contract number: tnpa 588

TRANSNET NATIONAL PORTS AUTHORITY ENQUIRY / CONTRACT NUMBER: TNPA 588 DESCRIPTION OF SERVICES: THE PROVISION OF PROFESSIONAL ENGINEERING SERVICES AND SPECIALIST

SKILLS ON AN “AS AND WHEN REQUIRED’’ BASIS FOR A PERIOD OF 3 YEARS

NEC 3 PSC Part C3: The Scope of Services Page 1 of 37

Part 3 Scope of Works

(Provision of Professional Engineering Services and Specialist Skills on as and when required basis)




PART C3.1: THE SCOPE

Contents 1 General description of the services .................................................................. 4

1.1 Employer’s Objectives ............................................................................ 4

1.2 Background ............................................................................................ 4

1.3 Management and Oversight Structures ............................................... 76

1.4 Scope of Services ................................................................................... 8

1.4.1 Specialised Areas ................................................................................... 8

1.4.2 General Requirements to Scope ........................................................... 98

1.4.3 Services Common to all Specialised Areas ............................................ 9

1.4.4 Civil, Structural, Mechanical, Electrical, Electronic and Industrial

Engineering ........................................................................................... 11

1.4.5 Rail Engineering ................................................................................ 1211

1.4.6 Port and Coastal Engineering ........................................................... 1413

1.4.7 Land and Geotechnical Surveying ........................................................ 14

1.4.8 Port Planning ..................................................................................... 1514

1.4.9 Project Management, Construction Management, Quality Services,

Architectural Services, Space Planning and NEC Support Services . 1615

1.4.10 Quantity Surveying & Costing Services ............................................ 1817

1.4.11 Environmental Specialist Services .................................................... 2019

1.4.12 Occupational Health and Safety Act (Act 85 of 1993) and new

construction regulations: .................................................................. 2120

1.5 Requirements .................................................................................... 2322

2 Skills Development and Skills Transfer Programme Requirements ........... 2322

2.1 General Requirements ...................................................................... 2322

2.2 Skills Transfer and Mentorship Objectives ....................................... 2423

2.3 Skills Development and Skills Transfer Services ............................. 2624

2.4 Programme Key Deliverables ............................................................ 2826

2.5 Required experience ......................................................................... 2927

3 PLP and Gate Review process .................................................................... 2928

4 Co-operation with other Services Providers .............................................. 3029




5 Facilities and equipment to be provided by the Employer ......................... 3129

6 Reference Data .......................................................................................... 3130

7 Particular and/or Generic Specifications ................................................... 3231

8 Approvals ................................................................................................... 3231

9 Procurement .............................................................................................. 3331

10 Access to Land, Buildings and Sites owned or Operated by the Employer . 3432

11 Planning and Programme .......................................................................... 3433

12 Communications (Refer To TNPA Standard Project Procedure, available on

request) ........................................................................................................... 3433

13 Document Retention (Refer To TNPA Standard Project Procedure, SPP) .. 3533

14 Key personnel ............................................................................................ 3534

15 Management Meetings .............................................................................. 3634

16 ASSESMENT AND Payment for work completed ........................................ 3634

17 Use of Documents by Employer ................................................................. 3635

18 Proof of compliance with the law and Statutory Bodies ............................ 3735




1 GENERAL DESCRIPTION OF THE SERVICES

1.1 Employer’s Objectives

The Employer’s objective is to enter into a Framed Approved List Agreements with

the panel of Consultants (Consultants, generally known as MC’s) to provide services

(professional engineering services and specialist skills on “as and when required”

basis) for a fixed period of 3 years. The rationale is to supplement the TNPA in-house

skills in order to advance the efficient and effective Capital (Capex) and Operational

Expenditure (Opex) programmes.

Transnet National Ports Authority (TNPA) investment program aims to redevelop

existing infrastructure and superstructure and develop new infrastructure and

superstructure to meet the changes in technology and the market growth that have

impacted ports and harbours over the past few years.

To meet the strict timeline requirements of the infrastructure programme, the

Employer has embarked on a process to employ Consultants to offer technical,

specialist, project and construction management services to assist the team of

engineers, business unit representatives and projects personnel employed to

undertake projects from initiation to hand over in line with the Transnet Project Life

Cycle Process (PLP).

1.2 Background

The Employer has embarked on a large investment program to redevelop and

expand a large portion of the existing infrastructure and superstructure to meet the

market and technological changes that have occurred over the past few years.

In some cases the infrastructure in the various ports around the country has reached

a state where urgent refurbishment is required to ensure continued safe use. In

these cases the Employer undertakes refurbishment projects to ensure the

infrastructure meets the required standards for safe operations and aims to reduce

the life cycle costs of the infrastructure. These projects include, but are not limited

to: the replacement of sheet pile walls; repair of wet infrastructure; repaving areas




behind the quay walls, and replacement of basic services such as water, sewage,

electrical networks and fire-fighting systems.

Due to changes in the port environment, led by changes in vessel sizes, a portion of

critical port infrastructure requires redevelopment which includes the extension of

quay walls; the development of new infrastructure to cater for larger vessels; and

the increase in port traffic.

Expected growth in cargo volumes informs the port development plans, which is

used to determine the requirements for port infrastructure and superstructure in the

short, medium and long term.

Projects undertaken by the Employer follow PLP, which is based on the Project

Management Institute, Project Management Body of Knowledge process. The stages

of a project under the PLP are listed below in Table 1: Project Life Cycle

Classification. The table includes the phases of the project, the expected outcome

and the accuracy of the costs associated with the particular phase. (Check the PLP

Process which includes FER (Front End Research).

Project Life Cycle Classification

FEL 1 FEL 2 FEL 3 FEL 4 Close Out

Conceptual study

Pre- Feasibility study

Feasibility Study (up to 100% Detailed Engineering)

Procurement & Construction Management

Classification Level 1 Level 2 Level 3 Level 4

Gate Review 1 2 3 4

Phase Outcome

Commercial need, Identification of Options

Selection of Best Option (Technical and Viability)

Develop best option and complete execution planning Detail Design and specifications

Procurement, Construction and Commission

Hand Over, Ramp down resources and Project Closure

Indicative Actuary Range

-50% to +50% -20% to +20% -5% to +10% - -

Table 1: Project Life Cycle Classification




The PLP process is summarised in Figure 1 (PLP Phases) and Figure 2 (Deliverables

of PLP). Figure 1: PLP Phases

The project phases range from FEL 1 (Conceptual study phase) to FEL 4 (Project

Execution phase).

Figure 2: Deliverables of PLP

Note: The details of the requirements of the Gate Reviews for each Phase of the

PLP are contained in

a) Appendix A: FEL 1 Project Life Cycle Process Gate Review Manual

b) Appendix B: FEL 2 Project Life Cycle Process Gate Review Manual

c) Appendix C: FEL 3 Project Life Cycle Process Gate Review Manual

d) Appendix D: FEL 4 Project Life Cycle Process Gate Review Manual




1.3 Management and Oversight Structures

The Employer appoints a Business Unit Representative who will perform the role of

the Employer’s Agent for the specific Project(s). The Employer’s Agent appointed to

the project will be the person responsible for the management of the project and the

Consultant for the duration of the project and has the authority delegated to him/her

commensurate with the role being fulfilled. The Employer’s Agent is supported by the

Programme Manager, the Programme Director and Senior Port Staff in the region. All

correspondence for a particular project should be channelled through the appointed

Employer’s Agent. If there is an issue that cannot be resolved by the Employer’s

Agent it may be escalated to the Programme Manager or Programme Director who

will engage senior management within the Employer where required to resolve the

matter.

Figure 3 indicates a Generic Project Organisational Breakdown structure. The

structure may require some changes for specific projects, but these changes will be

finalised before engaging Consultant to undertake a specific Scope on each Task

Order.




Project SponsorTNPA

Employer’s Agent TNPA

(Project Manager)

TNPA Project Office Staff including but not limited to: Programme Director; Regional Project Managers; Programme Managers

Port Engineer / Business Unit Manager

Consultant (Managing Contractor)

TNPA Project Office Staff including but not limited to: Lead MC Contract Administrator; Project Support Services; Project Engineers, Cost Engineers; Schedulers; Health & Safety; etc.

Managing Contractor’s Team

Specialist Services (As and When Required)

Construction Contractor

Figure 3: Generic Project Organisational Breakdown structure

1.4 Scope of Services

1.4.1 Specialised Areas

The Consultant Provides the Services, but not limited to the Specialised Areas of:

a) CSMEEI – This category covers the Civil, Structural, Mechanical, Electrical,

Electronics and Industrial Engineering

b) Rail Engineering

c) Port and Coastal Engineering

d) Land and Geotechnical Surveying




e) Project & Construction Management – includes services such as Project

management, Construction Management, Project Quality Management,

Architectural, Space Planning and NEC Support.

f) Quantity Surveying and Costing

g) Port Planning

h) Environmental Specialist Services

i) OHS and Construction Safety Agent Services

1.4.2 General Requirements to Scope

a) The following sub-sections are the non-exhaustive Scope to be provided by the

Consultant.

b) The Consultant Provides Scope based on the Guidelines for Services and

Processes for Estimating Fees for Persons Registered in terms of the various acts

and policies controlled by the Council for the Build Environment.

c) The Consultant also references his Scope on other relevant professional

institutions such as ECSA, SACPCMP, SACPA, SACNSP, SAHRA, SAMTRAC, Council

for Quantity Surveyors, Land Surveying Council, etc.

d) Where the services under a specific standard Guideline Scope of Services

overlaps with similar services under another Guideline Scope of Services, the

Consultant must not provide duplicate services. When this happens, the

Consultant, and after consultation with the Employer’s Agent, defaults to the

Employers Task Order requirements.

1.4.3 Services Common to all Specialised Areas

a) The required services cover the full spectrum of engineering work related to

engineering and other specialist services, and apply to all functional areas of the

Employer’s business.




b) In executing these services the Consultant ensures that he takes reasonable skill

and care in the development of infrastructure and superstructure required by the

Employer and also ensures engineering design and management that will result

in market related development costs while ensuring the overall life cycle costs are

kept within the standards and norms set out by the appropriate engineering

profession and industry.

c) The Consultant must demonstrate capabilities and capacity commensurate with

the specific aspects of the project, including but not limited to – managing Scope;

schedule and cost aspects; environmental compliance and reporting; managing

design and construction safety; managing engineering and other business

interfaces; provision of quality assurance and control; risk management,

procurement and contract management; and logistics management.

d) The Consultant must satisfy the stated objectives of the Employer in relation to

the entire project identified under Employer’s objectives and those stated in the

Task Order for each specific project.

e) The Consultant may be engaged at any stage of the project, from FEL 1

(Conceptual Study phase) to FEL 4 (Construction and later Hand Over phase).

f) The Consultant may be required to assist the Employer with the tender technical

evaluation process, excluding the adjudication of the costs of tenderers. The

Consultant only scores the technical section element of the tender. However the

Consultant may be requested to analyse the reasonableness of the rates (only)

and comment on the comparison of the rates (only) between the various

tenderers. When this happens, the Consultant signs the Confidentiality

Agreement with the Employer and declares any conflict of interest for every

tender evaluation he is required to partake on.

g) Other services that may be required over and above the normal services listed

above include but are not limited to the following:

i. The development of purpose made items and promotional material, and

artworks for ports.




ii. Feasibility studies, including economic, technical studies, site selection and

traffic impact studies, energy studies and market surveys.

iii. Requirements analysis, design and submission to the heritage societies for

projects related to historical infrastructure and superstructure.

iv. Additional work in obtaining formal approval from the appropriate

Government Department or Public Authority including revisions of such as

may be required as a result of the Government Department or Public

Authority which may arise due to changes in policy.

v. Detailed inspection, review and checking the designs, drawings or other

documents prepared by other parties and submitted to the Consultant, which

could include alternative designs submitted by potential contractors.

vi. Travel and time related costs for the inspection and testing of materials for

the project, during the manufacturing process or prior to delivery to site.

vii. Preparing or managing the preparation of detailed operations and

maintenance manuals of the project.

viii. Preparing or managing the preparation of as-built drawings compiled by

others or related to alterations to existing works.

ix. Specialist design services including the preparation of rational designs by

other Consultants.

h) With compliance to section 2 of the Scope (Skills Development and Skills

Transfer Programme Requirements), the Consultant provides and implements

skills transfer and development programme. The Consultant also provides

mentorship and support to the Employer’s selected staff with the intent to

produce fully fledged professionals in various disciplines with a solid practical

grounding.

1.4.4 Civil, Structural, Mechanical, Electrical, Electronic and Industrial Engineering




a) In this category the Consultant Provides the Services in line with the latest ECSA

Guidelines and Employer’s PLP Requirements. The typical services will involve:

i. Consultation with the Employer or Employer’s authorised representative.

ii. Provide engineering solutions and carry out engineering studies and designs

iii. Searching for, obtaining, investigating and collating available data, drawings and

plans relating to the services

iv. Inspection of the site of the project.

v. Necessary investigations, considering of options and a level of design appropriate

to the FEL stage of the task order

vi. Consultation with authorities having rights or powers of sanction as well as

consultation with the public and stakeholder groups.

vii. Advice to the Employer as to regulatory and statutory requirements, including

environmental management and the need for surveys, analyses, tests and site or

other investigations, as well as approvals, where such are required for the

completion of the report, and arranging for these to be carried out at the

Employer’s expense.

viii. Investigating financial and economic implications relating to the proposals or

feasibility studies. (Where appropriate, the Quantity Surveyor may be outsourced

for this service).

ix. .

b) The Consultant provides the relevant CIDB certificates for specialising in various

areas of the works and for producing the CIDB work related deliverables (services

or product outcomes).

1.4.5 Rail Engineering

a) The Consultant Provides the Services in line with ECSA Guidelines and Employer’s

PLP Requirements.

b) The Consultant must have competency in railway tracks and overhead lines; and

system design, construction and maintenance of rail.




c) The Consultant provides a complete engineering solution for rail Infrastructure

and must demonstrate capabilities to:

i. Develop theoretical models to analyse problems;

ii. Design and produce monitoring systems to validate the output from the

models;

iii. Install the monitoring system, gather data and analyse the outputs;

iv. Design and test prototypes of the design solutions, both within laboratory

conditions and a railway environment.

v. Provide structural engineering for the assessment of body-shells, interior

attachments and under–frame equipment, bogie design from full locomotive

bogies to modifications.

vi. Investigate and analyse structural failures including those resulting from

fatigue, corrosion or accident.

d) The Consultant may be required to perform rail network studies, which may

include but not limited to:-

i. Engage with key stakeholders to assess rail and rail network needs and

establish views on concept.

ii. Provide concepts for railway lines.

iii. Ensure that the interface to the rail proposal at the ports integrates with all

operational and strategic plans for the existing and future rail and road

network.

iv. Identify key issues, constraints and opportunities, relating to transport

efficiency and reliability, land use planning, and environmental, social and

economic sustainability.




v. Develop a report that provides recommendations to the Employer for a rail

and road solutions, with an assessment of potential impacts, and provision of

impact reduction and mitigation strategies.

1.4.6 Port and Coastal Engineering

a) The Consultant Provides the Services in line with Guidelines for the Coastal

Engineering Profession and Employer’s PLP Requirements and considers the

following functions as minimum requirements:-

i. Develop designs, mathematical models and physical models.

ii. Undertake necessary wind, tide, currents, wave, climate etc studies and

prepare the necessary reports on the findings.

iii. Design and provide options/alternatives for berths, quay walls and jetty

structures.

iv. Design and provide options of port channels and basins allowing for the

navigation requirements of the port. Ship simulation studies may be required

where necessary, be they mathematical or full bridge simulation studies.

v. Design and implement systems to prevent damage caused by waves, such as

breakwaters, sea walls, revetments and groynes.

vi. Design and implement defence systems to protect coastlines and structures

from the ravages of storm flooding).

vii. Plan, develop and design new harbours or parts of harbours.

b) The Consultant reviews the master plan layout, design criteria definition and

nautical study; produces specifications on soil investigation, bathymetry and

topography; carries out detailed designs; prepares tender documents and bill of

quantities; conducts technical tender evaluation, reviews contractors’ design and

execution drawings etc.

1.4.7 Land and Geotechnical Surveying




a) The Consultant Provides the Services in line with Professional Land Surveyor

Guidelines and Employer’s PLP Requirements.

b) For each Task Order issued to him, the Consultant complies with the following,

but not limited to:

i. Professional Engineers and Land Surveyor’s “Standards of Practice for

Surveying” in South Africa.

ii. Latest Land Surveying laws of South Africa.

iii. Local Zoning and Subdivision laws and regulations in the project area.

iv. Setting out or staking out the works and indicating boundary beacons and

other reference marks

c) For Geotechnical Surveying services, the Consultant Provides the following

Services in line with Employer’s PLP Requirements:-

i. Identifying all the types of geotechnical tests required for the proposed

solutions

ii. Field Testing - Topographical and environmental surveys, tests and site

foundation or other investigations, model tests.

iii. Laboratory testing and analysis that may be requested by the Employer.

iv. Engineering Analysis and Recommendations.

v. Provision of Geotechnical Report.

1.4.8 Port Planning

a) The Consultant provides the Master Plan which includes the definition, planning

and layouts of potential future buildings and facilities with the cooperation of

specialist port planners where required.




b) The Consultant develops comprehensive and researched plans for port

development and advances strategies for national development of major

commodities and cargo types.

c) In this category, the Consultant performs the following basic functions of port

planning as minimum: -

i. Development and planning of ports.

ii. Develop or review and update the National Port Plans.

iii. Develop or review and update the Port Development Framework Plans.

iv. Land use planning.

v. Capital project planning.

vi. Development of expansion concepts and pre-feasibilities; FEL1 and FEL2.

vii. Integrated planning (terminals, cargo owners, roads, rails and pipelines).

viii. Collaborative planning with cities, government, industry and port

stakeholders.

ix. Latest information and trends on port and shipping developments.

1.4.9 Project Management, Construction Management, Quality Services, Architectural Services, Space Planning and NEC Support Services

a) The architectural services including space planning and/or other specialist design

must satisfy the stated objectives of the Employer in relation to the entire project

identified under Employer’s objectives and those stated in the Task Order issued

for a specific project. In this regard, the Consultant Provides the normal Services

set out in the Guideline Scope of Services and Tariff of fees for persons

registered in terms of the Architectural Professions Act, Act 44 of 2000.

b) The project and construction management services must satisfy the stated

objectives of the Employer in relation to the entire project identified under




Employer’s objectives and those stated in Consultant’s Task Order issued for a

specific project.

c) The Consultant Provides the normal Services set out in the Guideline Scope of

Services and Tariff of fees for persons registered in terms of the Project and

Constructions Management Professions Act, Act 48 of 2000. This includes but not

limited to creation of project cost estimates and budgets by:

i. Establishing the Employer’s requirements and preferences; assessing user

requirements, needs and options; establishing the project brief including

project objectives, priorities, constraints, assumptions, aspirations and

strategies.

ii. Reviewing and updating or preparing and finalising the project concept in

accordance with the brief including the scope, scale, character, form, function

and preliminary programme and viability of the project.

iii. Reviewing and updating or developing the approved concept to finalise the

design, outline specifications, cost plan, financial viability and Programme for

the project.

iv. Evaluating or preparing the construction and procurement documentation,

confirm and implement the procurement strategies and procedures for

effective and timeous procurement of necessary resources for the execution

of the project.

v. Managing, administering and monitoring the contracts and processes,

including the preparation and co-ordination of the procedures and

documentation to facilitate practical completion of the works.

vi. Fulfilling and completing the project close-out including the preparation of the

necessary documentation to facilitate effective completion, handover and

operation of the project.




d) In some circumstances, the Consultant may be required to undertake level 3 (full

time) construction monitoring, over and above the normal services.

e) The Consultant, in the case of level 3 construction monitoring, undertakes the

role of the Supervisor under the NEC 3 construction contracts. In his role as the

Supervisor, the Consultant maintains a full time presence on site and constantly

review samples of materials and work procedures to ensure conformity to the

quality requirements, contract documentation and reviews prior to Task

Completion.

f) The Consultant prepares the as-built drawings and records in line with the

requirements stipulated in the Task Order.

1.4.10 Quantity Surveying & Costing Services

a) The quantity survey services must satisfy the stated objectives of the Employer in

relation to the entire project identified under Employer’s objectives and those

stated in the Task Order issued for a specific project.

b) The Consultant Provides the normal Services set out in the Guideline Scope of

Services and Tariff of fees for persons registered in terms of the Quantity

Surveying Professions Act, Act 49 of 2000. This includes but not limited to:

i. Provide estimating and costing advice to the Employer, including:

Receiving instruction from the Employer and advising on various courses of

action and procedures to suit the particular requirements of the Project;

Providing financial design criteria advice; Preparing preliminary and

comprehensive estimates of construction cost and providing such other cost

advice as may be reasonably required prior to the commencement of

documentation and procurement activities.

ii. Compilation of documentation, and management of the

procurement processes, including: Preparing documents for procurement

of Consultants and construction contracts; Financially evaluating and

reporting on tender offers, including financial comparisons with budget;




Examining and verifying priced documents including preparing same for

incorporation into the signed contract.

iii. Administration of the contracts on behalf of the Employer, including:

Examining and reporting on tender offers, including financial comparisons

with budget; Preparing schedules of predicted cash flows; Attending progress

meetings at reasonable intervals to suit the nature and size of the Project in

order to ensure acquaintance with contractual matters and matters affecting

costs; Attending other meetings at reasonable intervals to suit the nature and

size of the Project including presenting financial management reports

apprising the Employer of the financial implications of the Project; Preparing

valuations for the issue of payment certificates including calculating,

evaluating or verifying fluctuations in cost applicable to the contract;

Preparing cost estimates for proposed variations for Employer decision-

making; Monitoring project cost performance against the financial budge;

Proceeding with preparing the final account; Adjudicating and resolving the

financial and contractual aspects of claims between the Employer and the

consultants and contractors, excluding services related to mediation,

arbitration and litigation.

iv. Preparation, measurement of all final quantities, and evaluation of

the final account as submitted by the contractor, including:

Determining and agreeing all variations and adjustments for incorporation

into the final account; Agreeing and finalising all contracts and adjusting

against provisional sums; Concluding the final account, including fluctuations

in costs (if applicable); Preparing and presenting the final account to the

Employer, including any necessary reconciliations and explanations against

the financial budget.

v. Other Services includes: Financial viability studies, and other pre-design

phase studies involving economic investigations and appraisals of a project;

Quality inspection, being the inspection of the services and/or construction

works at intervals as may be considered appropriate to assess and report on

whether the services and/or construction works are being completed




generally in accordance with the drawings and specifications; Quality

inspection specifically excludes the inspection of mechanical and electrical

installations, structural works and other specialist installations or works for

which inspections are to be executed by specialist professionals under

“Project Management, Construction Management, Quality Services,

Architectural Services, Space Planning and NEC Support Services”

category of this contract.

1.4.11 Environmental Specialist Services

a) In this category the Consultants Provides the Services in line with EIA Guidelines

and Employer’s PLP Requirements and this include the following as minimum:-

i. Environment Impact assessment - Identify, predict and assess the

potential positive and negative impacts of a proposed project (including

reasonable alternatives) on the biophysical, social and economic environment

and to propose appropriate management actions and monitoring

programmes.

ii. Pre-application Planning - identify and incorporate environmental

opportunities and constraints into the early stages of project planning and

design, prior to the submission of an application for statutory approval. This

includes the identification of potential fatal flaws and negative impacts of

potentially high significance, as well as the identification of alternatives and

management actions that could prevent avoid or reduce significant impacts or

enhance and secure benefits.

iii. Screening - determine whether or not a development proposal requires

environmental assessment, and if so, what level of assessment is appropriate.

iv. Scoping - determine the spatial and temporal boundaries (i.e. extent) and

key issues to be addressed in an impact assessment. The main purpose is to

focus the impact assessment on a manageable number of important

questions on which decision-making is expected to focus and to ensure that

only key issues and reasonable alternatives are examined. The outcome of

the scoping process is a Scoping Report that includes issues raised during the




scoping process, appropriate responses and, where required, terms of

reference for specialist involvement, such as Biodiversity Specialists, HIA

Specialists, Wet-lands Specialists, etc.

v. Impact assessment - Issues that cannot be resolved during scoping and

that require further investigation are taken forward into the impact

assessment. Depending on the amount of available information, specialists

may be required to assess the nature, extent, duration, intensity or

magnitude, probability and significance of the potential impacts; define the

level of confidence in the assessment; and propose management actions and

monitoring programmes. Specialist studies/reports form the basis of the

integrated Environmental Impact Report which is compiled by the Consultant.

vi. Monitoring and control during construction by ECO to ensure compliance ROD

(Record of decision)by an independent body/individual

b) The Consultant performs any other environmental specialist services which the

Employer may require from time to time.

1.4.12 Occupational Health and Safety Act (Act 85 of 1993) and new construction regulations:

a) The Employer may request the Consultant to undertake the duties required under

the construction regulations of the Occupational Health and Safety Act.

b) Where this requirement is included in the Task Order, the Consultant deploys the

required staff and manages the requirements specified under the construction

regulations.

c) The Consultant must be registered with SACPCMP for the provision of

Professional Construction Health Agents and Construction Health & Safety

Officers.

d) The Consultant must demonstrate capabilities and capacity with respect to the

Provision of the Services as per SACPCMP guidelines in connection with

construction project health and safety management systems; construction health

and safety management; construction health and safety performance




measurement and monitoring; construction health and safety continual

improvement:

Construction project health and safety management systems -

knowledgeable in:-

i. Identifying and developing an appropriate health and safety legal framework

for a construction project.

ii. Principles of cause and effect analysis and its application to hazard

identification and risk management on a construction project.

iii. Identifying leading construction health and safety practice and applying such

to a construction project.

iv. Construction project health and safety risk profiling.

v. Designing and developing a construction project health and safety

management system.

vi. Construction project health and safety policy and standards.

vii. Design risk management.

Construction health and safety management - knowledgeable in:-

i. Identifying and developing an appropriate health and safety legal framework for

a construction project.

ii. Construction health and safety resource planning across all stages of a

construction project.

iii. Construction health and safety budgeting.

iv. Occupational hygiene in construction.

v. Construction project health and safety risk communication.

vi. Construction health and safety document management.




vii. Construction project emergency preparedness and response planning.

viii. Human factors in construction health and safety.

ix. Construction project health and safety standards, safe work procedures and

processes.

x. Construction project health and safety training and competency requirements.

Construction health and safety performance measurement and

monitoring – knowledgeable in:-

i. Construction project health and safety systems, legal compliance, verification,

auditing, audit result analysis and reporting.

Construction health and safety continual improvement - knowledgeable

in:-

i. Construction health and safety management system reviews.

ii. Change management.

iii. Construction health and safety trends analysis.

1.5 Requirements

The Consultant must familiarise himself with all the relevant Employer’s standards,

procedures and polices prior to the appointment of a task.

2 SKILLS DEVELOPMENT AND SKILLS TRANSFER PROGRAMME REQUIREMENTS

2.1 General Requirements

a) The Consultant must undertake a process of skills transfer for the Employer’s

junior staff members assigned to the project.

b) The skills transfer includes design skills, drawing development, use of applicable

software, critical analysis of software outputs and design processes, development

of specifications and procedures, development of contract information and tender




documentation, site supervision skills, quality management systems for

construction works and skills in other specialist areas.

c) Specific Skills Development and Transfer requirements will be included in the

Task Order prior to the appointment.

d) The Consultant provides with his tender the skills development and transfer plan

indicating the following as minimum:

i. Development and Transfer of Skills Areas/Categories.

ii. Details of required competency for a particular Skills Category.

iii. Skills Gap Analysis.

iv. Specific Skills Development and Transfer Plan.

v. Skills Transfer Assessment Criteria.

vi. Frequency of Assessments.

vii. Mentoring Requirements and Plans.

viii. Candidate’s Performance Progress Reports on Acquired Competencies over

the period under review.

ix. MC Skills Development and Transfer Mentor’s report.

x. Candidate’s Phase-in and MC’s Phase-out plan on managing TNPA’s project.

e) The Consultant’s skills transfer plan assists the respective Employer’s junior staff

(Candidates) to be able to perform tasks on their projects without the assistance

of Consultant’s after some projected time to similar project requirements. The

Consultant must provide a plan as contemplated item 2.1 (d) iv above (reference

is wrong) on how this requirement will be achieved and measured.

2.2 Skills Transfer and Mentorship Objectives

a) Transnet National Ports Authority (TNPA) requires Consultant to provide and

implement programme for the development and transfer of skills, provision of




mentorship and support to the Employer’s personnel with the intent to produce

fully fledged professional engineers, technologist, technicians and other project

management personnel with a solid practical technical and professional

grounding. The programme will prepare and enable TNPA’s selected employees

to be ready for professional registrations to institutions such as Engineering

Council of South Africa (ECSA), Project Management Institute (PMI), South

African Council for Project and Construction Management Professions (SACPCMP),

Association of South African Quantity Surveyors (ASAQS), etc.

b) The mentorship will enable these employees and new recruits an opportunity to

learn from various professionals of the Consultants. The Skills Development and

Skills Transfer Programme is intended to produce fully fledged and experienced

professionals with a solid practical grounding, to enable them to make a

significant contribution in their discipline to achieving company objectives.

c) This skills transfer and mentorship is aimed at providing Employer’s personnel

with the required skills for registration in the following professional disciplines:

i. Engineering:-

Candidate Engineers and Professional Engineers;

Candidate Technologists and Professional Technologists; and

Candidate Technicians and Professional Technicians.

ii. Project Management:-

Candidate Project Managers and Professional Project Managers;

Candidate Programme Managers and Professional Programme Managers

Candidate Portfolio Managers and Professional Project Managers

Candidate Construction Project Managers and Professional Construction

Managers

Candidate Risk Managers and Professional Risk Managers

http://www.asaqs.co.za/




iii. Costing Engineering:-

Professional Quantity Surveyors

2.3 Skills Development and Skills Transfer Services

a) The Consultant has in his employ highly qualified and competent professionals

who have the capability to transfer skills and provide mentorship to Employer’s

personnel.

b) The Consultant provides a structured skills transfer and mentorship as well as

provides support to each selected Employer’s personnel.

c) The skills transfer programme and mentorship includes but is not limited to the

following:

i. Skills Gap Analysis: Identify the required skill in the relevant discipline and

evaluate the existing skill gaps;

ii. Individual assessments: In addition to initial assessments and skills gap

analysis, weekly/monthly and final assessments are required;

iii. In addition, the Consultant ensures that as part of the assessment, the

selected Employer’s personnel (Candidate) compiles training report that is in

line with the relevant professional institution’s standard reports per respective

discipline where training is required.

iv. Individual interventions: Where gaps are identified in individuals, the

Consultant provides actions to close these gaps. The Consultant also monitors

the progress on closing these gaps; and

v. Liaison with Employer’s Management: A liaison officer appointed by the

Consultant meets with Employer’s Management on a regular basis to monitor

the effectiveness of the Programme and to address issues and problems.

d) As minimum the Programme covers the following phases:




i. Phase 1: Basic Project and Company Induction, Site Orientation and

Mentorship Protocols

ii. Phase 2: Basic Training accompanied with relevant discipline modules

iii. Phase 3: Intermediate Training (e.g. Job Specific Designs, Job Specific

Construction Administration and Management, etc.). This may be

accompanied by formal training courses. The Consultant recommends the

required courses for Employer’s consideration in the Operational (Opex)

budget

iv. Phase 4: Advanced Training (e.g. project specific implementation such as

project management functions on live projects, live costing of work packages,

etc.)

v. Phase 5: Professional Registration Preparations. The Consultant prepares the

candidates for relevant disciplines and support them compiling the required

reports

e) Ongoing Assessments. At each pre-determined periodic performance review,

the candidate’s work will be assessed by the Consultant’s mentor or supervisor

together with Employer’s business representative(s). The assessment will be

based on candidates:

i. Understanding and implementation of development modules.

ii. Satisfactory completion of required reports.

iii. Problem identification and formulation.

iv. Information sourcing.

v. Evaluating, investigating, testing & research.

vi. Subject matter analyses.

vii. Execution of tasks.

viii. Utilisation of people, materials and equipment.




ix. Application of technical knowledge.

x. Manipulative and thinking skills.

xi. Communication and presentation skills.

xii. Interpersonal Skills.

xiii. Technical problem solving.

xiv. Initiative.

2.4 Programme Key Deliverables

a) The Programme is expected to provide suitably qualified and experienced

professionals who are capable of providing services such as:

i. Engineering:- designing, signing-off designs and manage and implement

designs;

ii. Contract Administration:- contract strategy formulation, procurement

planning, tender documents compilation, tender evaluation and adjudication,

and post contract administration and ten;

iii. Other disciplines: - The required deliverables will be agreed with the

Consultant prior to issuing each Task Order.

b) The Consultant carries out ongoing monitoring and intervention during the

implementation of each Task Order.

c) The Consultant provides weekly and monthly reports, which are supported

formally by the Employer’s business unit representative.

d) The Consultant provides the portfolio of evidence for each skills development and

skills transfer initiative.

e) As part of reporting and communication, the Consultant provides and maintains

an issues log, which tracks issues and problems and how these were addressed.




2.5 Required experience

a) The Consultant has an adequate experience in the related Specialised Skills

categories, Skills Development, Skills Transfer and Mentorship.

b) The Consultant’s Mentors must be professionally registered person with the

relevant professional institution for that specific discipline where skills

development and skills transfers are offered.

c) The Consultant’s proposal contains at least the following information when

submitting with his tender:

i. Description of proposed approach

ii. A project plan setting out phases, tasks, resource requirements and timing of

skills development and skills transfer.

iii. Detailed CV’s of the people assigned to the project.

3 PLP AND GATE REVIEW PROCESS

a) The projects undertaken by the Employer follow the Project Life Cycle Process,

PLP, which is based on the Project Management Institute, Project Management

Body of Knowledge process.

b) There are a number of documents that are required to be completed during the

execution of the project through the various phases and these include an Owner

Requirement specification (ORS), a Work Plan or Project execution Plan

depending on the phase of the project and a Business Case. Other Documents

required include Pre-Feasibility, Feasibility and design reports and drawings. All

design reports and drawings must be signed off by the Consultant including the

necessary professional engineers with their registration number

c) At the end of each phase the project team is to submit all documentation for

review by the Gate Review Committee which comprises of subject matter experts

in the employ of Transnet National Ports Authority.




d) The Gate review committee will review the documentation submitted in order to

satisfy itself that sufficient and appropriate work has been completed to allow the

project to move to the next phase.

e) After receipt of necessary signatures from Programme Managers, Port Engineers

and Port Managers (Port Capic), the documentation is issued to the Gate Review

Committee by the Employer’s Agent two weeks before sitting for the Gate

Review, during which time the Committee will have all documentation received.

f) The studies or designs undertaken by the Consultant will be reviewed as part of

the Gate Review process and it is required that the Consultant attends the gate

review sessions to answer any queries related to the study or design submitted.

g) It is the responsibility of the Employer’s Agent to ensure all the updated

documentation, including that of the Consultant is received for review within the

time agreed at the Gate Review.

h) Once all documentation is approved a green status will be given and the projects

in FEL 2 and 3 stages will, after Capital Investment Committee approval, move to

the next phase respectively.

i) Projects in FER and FEL 1 do not need Capital Investment Committee Approval

and will move directly to the respective subsequent phases.

j) The gate review is generally held in the port where the project will be executed.

k) The Consultant, including his key personnel will be expected to attend a 1 day

introductory session to the PLP within 4 weeks of after contract award. The cost

of the training shall be borne by the Employer and this excludes the costs

associated with the Consultant’s traveling to the venue – these are for the

Consultant’s own account.

4 CO-OPERATION WITH OTHER SERVICES PROVIDERS

a) The Employer may employ other service providers to undertake projects during

the execution of the project.




b) Coordination and interface between the various service providers is the

responsibility of the Employer’s Agent, but it is expected that the parties will

collaborate to ensure the objectives of the Employer are met.

5 FACILITIES AND EQUIPMENT TO BE PROVIDED BY THE EMPLOYER

a) The Employer will not provide office space and facilities such as office equipment,

software, telecommunications systems and vehicles for use by the Consultant for

the duration of the project.

b) The Consultant provides his own office requirements, including

telecommunications and office equipment but makes a work area, with office

furniture and tools such as applicable software, available for periods when the

Employer’s junior staff undertakes skills transfer at the office of the Consultant.

c) In cases where the Consultant is required to relocate to a port or other facility

owned and operated by the Employer, the Employer makes sufficient space

available for the Consultants employed directly on the project being undertaken.

The Employer supplies office furniture and office equipment required for the

project and retains ownership of the office furniture and office equipment at the

completion of the project.

d) The Employer provides services to a Site Office set up by the Consultant during

the construction period of a project where required. The connection to the site

office will be made at the expense of the Employer and the services to the Site

Office will be supplied at no cost to the Consultant for the period of the

construction phase of the project. The Employer monitors the services provided

and may charge the Consultant if the services rendered, such as water, electricity

and sewage removal are deemed excessive for a Site Office of a similar size. The

charge will be levied at the rates charged to long term lessees.

6 REFERENCE DATA

a) All reference data available in the possession of the Employer is made available

to the Consultant for the project.




b) The data includes, but is not limited to past study reports, surveys, maps and

other records applicable to the project.

c) Data required for the project but not in the possession of the Employer will be

sourced by the Employer where possible.

d) The Consultant uses all South African National Standards applicable to the scope

of work being undertaken for the project.

e) Where South African National Standards are not available, the Consultant is

required to undertake design work in line with applicable standards and

guidelines that are specified in the project brief issued for the particular project.

Duplication with 7b

f) The Consultant will use the standard Document Numbering used by the Employer

for all documents, reports and drawings and other items that will form part of the

deliverable of the Consultant in the execution of the project.

g) A copy of the Document Control referencing system will be issued to the

Consultant at the time of appointment to a project.

7 PARTICULAR AND/OR GENERIC SPECIFICATIONS

a) The Consultant must use all South African National Standards applicable to the

scope of work being undertaken for the project.

b) Where South African National Standards are not available, the Consultant is

required to undertake design work in line with applicable standards and

guidelines that will be specified in the project brief issued for the particular

project.

8 APPROVALS

a) All studies, investigations, assessments and designs are to be accepted in writing

by the Employer prior to formal issue to third parties including the Contractors.




b) The Employer’s Agent is responsible for the Employer acceptance process and

ensures the Consultant has a copy of all approved documents in his possession at

all time for the duration of the project.

c) This acceptance does not relieve the Consultant of his responsibilities and

professional liability for the study, investigation, assessment or design

undertaken by him, and his appointed service providers.

9 PROCUREMENT

a) The Consultant undertakes procurement in line with the Policies and procedures

of the Employer. Wherever possible the Consultant procures services from a

provider with a level three or higher verifiable B-BBEE status.

b) The Consultant may procure outsourced services, which are not available from

his organisation but are required for the completion of the services required from

other specialists.

c) The Consultant chooses these specialists within the Employer’s Approved List of

Specialists Services. If the Consultant does not find a suitable specialist skill

within the Employers Approved List of specialist skills, the Consultant is free to

select any suitable specialist of his choice but with Employer’s prior acceptance.

d) The Consultant compiles specifications and detailed Tender Documentation in the

NEC 3 format for tender for the construction of the works.

e) The Consultant may be required to assist the Employer’s team with the Technical

Evaluation of tenders received but is not required to evaluate the costs of the

submitted tenders, unless this is the requirement of the Task Order only for

“Quantity and Costing Services” category.. The Consultant only scores the

technical section element of the tender. However the Consultant may be

requested to analyse the reasonableness of the rates (only) and comment on the

comparison of the rates (only) between the various tenderers.




10 ACCESS TO LAND, BUILDINGS AND SITES OWNED OR OPERATED BY THE EMPLOYER

a) The Employer complies with the rules and regulations as set out in the

International Ship and Port Facility Security published by the International

Maritime Organisation.

b) Under the code, port and harbour facilities are required to enforce minimum

security measures.

c) The Employer issues access badges to the Consultant and his staff employed for

the duration of the project at no cost to the Consultant.

d) The Consultant is liable for replacement of the security card if the card is lost or

misplaced.

e) The security cards issued to the Consultant and his staff for the project must be

returned to the Employer at the completion of the project.

f) The Employer has the right to revoke or withdraw the security card if there is any

violation of the Employer’s policies pertaining to security during the execution of

the project.

11 PLANNING AND PROGRAMME

a) The Consultant provides an example of detailed plan and schedule (level 4)

during the proposal stage.

b) The Consultant submits a level 4 project schedule both in a native and pdf format

for each Task Order issued.

c) The Consultant updates the schedule on a regular basis for the duration of the

Task Order.

12 COMMUNICATIONS (REFER TO TNPA STANDARD PROJECT PROCEDURE, AVAILABLE ON REQUEST)

a) Communication between the project team members is vital for the project’s

overall success.




b) Communication via emails and official letters are submitted to the Employer’s

Agent and the Employer’s document control centre is always copied.

c) The details of the document control centre related to a specific project are

addressed in the project brief at the start of the project.

d) No instructions for changes in the Scope, costs or design information is

entertained unless the instruction is reduced to writing and signed by both the

Consultant and the Employer’s Agent.

13 DOCUMENT RETENTION (REFER TO TNPA STANDARD PROJECT PROCEDURE, SPP)

a) All documents and records produced for the project are issued to the Employer in

soft copies, PDF format at the close of the project.

b) Formal hard copies of all final reports, as-built drawings and other documents

pertaining to the project must be issued to the Employer’s Agent at the close of

the project.

c) All drawings produced must be signed by the registered personnel employed by

the Consultant and must be issued to the Employer in PDF format and native

drawing format, AutoCAD or equivalent (These drawings must include the as-built

drawings).

d) The Consultant keeps all records related to the project for a minimum period of 5

years in line with the appropriate subject matter legislation.

14 KEY PERSONNEL

a) The Consultant must list the key personnel appointed to each project under the

task order issued for the specific project.

b) Details of the key personnel submitted must include the position / role title of the

person or persons, the tasks performed by the person or persons and the

expected time the key personnel will be appointed to the project.

c) The tasks undertaken by the key personnel is included in the schedule.




15 MANAGEMENT MEETINGS

a) The Employer’s Agent and the Consultant attend kick off meetings to discuss and

agree on the Scope prior to the issuing of the purchase order and subsequently

attend project management and review meetings in line with the agreed schedule

and meeting invites issued with the task order for the services.

b) The Consultant and the Employer’s Agent also attend the close-out meeting for

the project.

c) All minutes for the management meetings shall be issued by the Employer’s

Agent within two weeks of the management meeting and distributed to the

Consultant and other members of the project team.

16 ASSESMENT AND PAYMENT FOR WORK COMPLETED

a) The Consultant submits a detailed update, which will include the updated

schedule, the costs incurred for all personnel who worked on the project and the

disbursement costs related to the project, to the Employer’s Agent by the 20th of

each month, or the next working day if the 20th falls within the week-end or

public holiday. The update includes a copy of the payment certificate addressed

to the Employer’s Agent.

b) Once the Employer’s Agent and the Consultant have agreed on the amounts

reflected in the payment certificate the Consultant submits an invoice to the

Employer’s Agent by not later than the 22nd of the Month, or the next working

day if the 22nd falls within the week-end or public holiday..

c) The Employer’s Agent processes the invoice for payment through the Employer’s

payment process and makes payment not later than 30 days of the date of the

invoice.

17 USE OF DOCUMENTS BY EMPLOYER

a) The Consultant transfers any and all rights he may hold over the studies,

investigations, assessments and designs produced as part of the project, to the

Employer.




b) These studies, investigations, assessments and designs may be used at the

discretion of the Employer.

c) These documents exclude the use of patents, trade secrets or proprietary

information that has been developed by the Consultant and used in his normal

operation of his business.

18 PROOF OF COMPLIANCE WITH THE LAW AND STATUTORY BODIES

a) All Subconsultants and suppliers of the Consultants who render a service or

supply goods to the Consultant for the purposes of this contract are to be

registered with the relevant tax and other government requirements such as

workman’s compensation.

b) The Consultant submits proof of registration with statutory bodies such as the

Engineering Council, South African Council of Project and Construction

Management Professionals, South African Council for the Quantity Surveying

Profession, The South African Council for the Architectural Profession or other

bodies associated with the projects that are undertaken by the employer.

c) The proof of registration is submitted at the time of tender.