MOGALE CITY LOCAL MUNICIPALITY

WESTHAVEN CEMETERY PROJECT

PROJECT CHARTER/SCOPE BRIEF/BUSINESS PLAN

MARCH 2016

GAUTENG PROVINCE

PREPARED FOR:
PREPARED BY:

PARKS DEPARTMENT, 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
 Contents
1. EXECUTIVE SUMMARY........................................................................................................................ 4
2. BACKGROUND AND PROBLEM STATEMENT .............................................................................. 5
3. OUTLINE BUSINESS CASE ................................................................................................................. 5
5. PROJECT SCOPE .................................................................................................................................. 6
6. REGULATORY REQUIREMENTS ....................................................................................................... 8
6.1 Environmental Impact Assessment .......................................................................................................... 8
6.2 Geotechnical Studies ................................................................................................................................ 8
7. CONSTRAINTS AND ASSUMPTIONS ............................................................................................... 8
7.1 Physical Constraints.................................................................................................................................. 8
7.2 Financial Constraints .......................................................................................................................... 9
8. STAKEHOLDERS AND COMMUNICATION ..................................................................................... 9
9. PROJECT MANAGEMENT TEAM STRUCTURE ............................................................................. 9
10. TIME FRAME ..................................................................................................................................... 10
11. PROJECT FINANCES .................................................................................................................... 10
11.1 Professional Fees .................................................................................................................................. 10
11.2 Cost Estimate and Work Breakdown Structure.................................................................................... 12
11.3 Cash Flow Projection ............................................................................................................................ 13
12. PLACES OF WORK ......................................................................................................................... 13
13. SITE CLEARANCE ........................................................................................................................... 13
14. DELIVERABLES ............................................................................................................................... 13
15. MILESTONES .................................................................................................................................... 14
16. SUCCESS CRITERIA....................................................................................................................... 15
17. REPORTING REQUIREMENTS AND MEETING SCHEDULE ................................................. 15
18. GUIDELINES AND STANDARDS .................................................................................................. 16
19. QUALITY ASSURANCE AND CODE OF CONDUCT ................................................................ 16
20. RISK MANAGEMENT ...................................................................................................................... 17
20.1 Health and Safety Risks ........................................................................................................................ 17
20.2 Financial Risks ....................................................................................................................................... 17
21. PROJECT APPROVAL REQUIREMENTS................................................................................... 17
22. PROJECT SPONSOR ...................................................................................................................... 17
23. ACCEPTANCE .................................................................................................................................. 18

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ANNEXURE A: Appointment Letter

ANNEXURE B: Fee Proposal

ANNEXURE C: Project Program

ANNEXURE F: Cost Estimate

Page 3 of 18
1. EXECUTIVE SUMMARY
MORAD Consulting Engineers was appointed by Mogale City Local Municipality for the
Westhaven Cemetery Project. This Project Charter forms part the Consultants’
appointment and covers the strategy for the planning, designing, tender documentation
and contract administration of the construction of the cemetery at Westhaven in
Chamdor, Krugersdorp as per the subject project requirements.

The Munsieville Cemetery is now full. The space left for digging graves is rocky and is
becoming difficult and expensive to excavate. The ultimate goal of Municipality is to
construct another cemetery as a matter of urgency.

To achieve this goal, Mogale City Local Municipality assigned Morad Consulting the
Westhaven Cemetery project.

The project comprises of the construction of a cemetery with a total of 17924 adult
grave units and 3783 children grave units. The construction will also include the
necessary cemetery infrastructure i.e. roads, storm water, water, sewer, bulk earth
works, landscaping, perimeter wall, ablution blocks, administration block, chapel,
guard house and bus parking. The total project cost estimate including VAT is R 50
747 285.58.

The allocated budget for the project during this financial year is R 2 100 000 inclusive
of VAT, all inclusive. Therefore, we recommend that the project be executed in
phases, with the first phase catering for the professional fees. The duration of the
construction will be 18 months spread over 3 financial years.

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2. BACKGROUND AND PROBLEM STATEMENT

The Munsieville Cemetery is now full. The space left for digging graves is rocky and is
becoming difficult and expensive to excavate. The ultimate goal of Municipality is to
construct another cemetery as a matter of urgency.
.
Amongst other mitigation measures that could be done, Morad recommended the
construction of a new cemetery at Westhaven Cemetery in Chamdor. This will help
relieve the pressure for grave space at Munsieville Cemetery.

3. OUTLINE BUSINESS CASE

The main drivers for the implementation of this project are;

• Shortage of grave units at Munsieville Cemetery
• Difficulty and expense in excavation of the few left grave units at Munsieville
Cemetery as the place is now rocky.

To achieve these strategic goals, Mogale City Local Municipality assigned Morad
Consulting the Westhaven Cemetery project in-order to assist in coming up with an
engineering sound solution to curbing these grave units shortages.

4. PROJECT OBJECTIVES AND DESIRED OUTCOME

The major objective for this project is to construct a cemetery with a total of 17924
adult grave units and 3783 children grave units. The construction will also include the
necessary cemetery infrastructure i.e. roads, storm water, water, sewer, bulk earth
works, landscaping, perimeter wall, ablution blocks, administration block, chapel,
guard house and bus parking.

The Municipality intends the project to be ready for tender within the current financial
year ending June 2016.”

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5. PROJECT SCOPE

The project scope with regard to design and tender documentation is as follows;
• Conduct feasibility studies
• Prepare concept design report and drawings for the project.
• Do preliminary design for the water pipeline replacement.
• Preparation of a preliminary cost estimate for the project.
• Provide technical support to the Municipality regarding relevant studies.
• Prepare detail design report and drawings.
• Prepare detail cost estimate
• Prepare tender documents and drawings and assist with procurement.
• Contract Administration and Inspection
• Prepare close our report.

The project scope with regard to construction is as follows;

a) General
• Establishment of the contractor on site;
• Provision of offices, housing and laboratory for the engineer’s site staff;
• Searching, location, identification of services along the route, and relocation
of services if required;
• Traffic accommodation during construction including adjoining road
intersections. The total length of road will be open during construction
phase;
• Removal of site establishment.

b) Drainage
• Installation of new concrete storm water pipes and manholes, where
required;
• The installation of sub-soil drains in cuttings, if required;
• Cleaning of existing storm water drains.

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c) Road Works
• Clearing and grubbing;
• Removal of topsoil, where applicable
• Compaction of the Roadbed.
• Construction of gravel subbase layers (from materials obtained from
commercial sources);
• Construction of crushed stone base layers (from materials obtained from
commercial sources);
• Construction of a bituminous surfacing
• Maintenance of public roads and accommodation of traffic during
construction

d) Landscaping
• Landscaping for graves
• Grave Markings
• General landscaping around the cemetery
• Construct ruction of heroes’ acre
• Construction of entrance feature wall

e) Electrical works
• Street lights
• General electrification of the cemetery

f) Bulk Sewer & Water

• Construction of bulk sewer line using upvc pipe
• Construction of bulk water line using upvc pipe

g) Ancillary works
• Side Walks
• Road Signs and Road Markings
• Bulk Earthworks

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 h) Building services
• Construction of 2 ablution blocks
• Construction of a guard house
• Construction of one administration block
• Construction of a chapel
• Construction of a 330mm brick wall perimeter fence.

i) Existing Services
A number of services exist on the development. The exact location of some
services is not known and the Contractor will at all times be required to be in
contact with the relevant service owners. The positions and relocations of
services will be shown on the drawings and are based on the information
available at the time of tender; the Contractor is required to exercise extreme
caution in his construction activities until the exact positions of all services in the
vicinity have been established. It is expected however that in some cases final
decisions will have to be made on site as to the protection of services.

6. REGULATORY REQUIREMENTS
6.1 Environmental Impact Assessment
An EIA has already been conducted and approved as per the attached Record of
Development. See Annexure D.

6.2 Geotechnical Studies

Geotechnical studies are being conducted on the footprint of the development.
Morad Consulting are the geotechnical Engineers conducting the tests. Results
will be attached in the Preliminary design report.

7. CONSTRAINTS AND ASSUMPTIONS

7.1 Physical Constraints
About 50% of the area is lying on rock. It is highly unlikely that the required
number of 17924 adult grave units and 3783 children grave units will be
harvested. The geotechnical report will conclude on the amount of area that

Page 8 of 18
 can harvested for graves units.

7.2 Financial Constraints

The allocated budget for the project during this financial year is R2 100 000.00,
all inclusive. This budget is even insufficient to cater for professional fees only.
Professional fees are sitting at R 6 077 285.58 (incl VAT).

The total available project budget is R 22 000 000.00 (incl VAT). The estimated
total project cost is currently R 50 747 285.58 (incl VAT).

Additional funds will be need if the project is to be implemented with success.

8. STAKEHOLDERS AND COMMUNICATION

• The cemetery will be owned by Mogale City Local Municipality (MCLM)

and will service all the residence of Mogale City. The stakeholders are the
following:
• The community in the Chamdor area, represented by the Ward
Counsellors of the wards that fall wholly or partially within that area.
• 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: Mogale City Local
Environmental Municipality
Management
Manager: Parks Mogale City Local
Management Municipality
Department
Project Manager: Parks Leon van Zyl Mogale City Local Leon.vanzyl@mogalecity.gov.za
Department Municipality
Project Engineer Collin Radebe Morad Consulting collinr@morad.co.za
Project Manager Michael Morad Consulting michaelb@morad.co.za
Benhura
Table 1: 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 September October Nov 2015 Dec 2016 Jan 2016 Feb 2016 Mar 2016 Apr 2016 May 2016 Nov 2018
s 2015 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 2: 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)03/2014 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 – WESTHAVEN CEMETERY
1.0 PROFESSIONAL FEES
ITEM DESCRIPTION AMOUNT
1.1 Project Manager Fees R 939 861.25
1.2 Architect’s Fees R 119 024.53
1.3 Quantity Surveyor’s Fees R 80 509.79
1.4 Civil/Structural Engineer’s Fees R 575 415.74
1.5 Electrical/Mechanical Engineer’s Fees R 42 570.00
1.6 Landscape Architect’s Fees R 323 228.35
Sub-Total Excl. VAT (Professional Fees) R 2 080 609.67

2.0 ADDITIONAL FEES

ITEM DESCRIPTION RATE QTY AMOUNT
2.1 Survey R 70 000.00 1 R 70 000.00
2.2 Geotechnical Investigation R 180 000.00 1 R 180 000.00
2.2 Full Time Site Agent R 20 000.00 18 R 360 000.00
Sub-Total Excl. VAT (Additional Fees) R 610 000.00

3.0 DISBURSEMENTS
ITEM DESCRIPTION RATE QTY AMOUNT
3.1 Travelling R 5.72 12353 R 70 659.16
3.2 Reporting R 1 500.00 24 R 36 000.00
3.4 Copies and Printing
3.4.1. A4 Black and White R 0.93 48003 R 44 642.79
3.4.2 A4 Colour Pages R 12.71 500 R 6 355.00
3.4.3 A4 Typing R 47.67 600 R 23 835.00
3.4.4 A3 Black and White R 1.79 1050 R 1879.50
3.4.5 A3 Colour R 16.46 600 R 9894.20
3.4.6 A3 Typing R 47.67 30 R 1430.10
3.4.7. A4 Binding R 27.32 80 R 2185.60
3.4.8 A1 Printing R 86.43 150 R 12 964.50

Sub-Total Excl. VAT (Disbursements) R 819 846.69

TOTAL (Excl. 14% VAT) R 2 900 456.36
Add 14% VAT R 406 063.89
TOTAL (Incl. 14% VAT) R 3 306 520.25
Table 3: Professional Fees

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11.2 Cost Estimate and Work Breakdown Structure
Description Cost

Preliminary & Generals R 3 675 240.00

R 434 850.00
Provisional Amounts
Landscaping R 2 750 792.00

Sewer R 709 215.00

Water R 235 315.00

Roads R 15 919 925.00

Earthworks R 1 120 750.00

Electrical R 1 925 000.00

Boundary Wall R 4 717 100.00

Ablution Block 1 R 1 065 610.00

Ablution Block 2 R 1 065 610.00

Administration Block R 893 685.00

Chapel R 817 395.00

Guard House R 291 045.00

Sub-Total 1 Cost Estimate for Construction Works R 35 621 532.00

Allow for Contract Price Escalation to be claimed in accordance with
R 3 562 153.20
the GCC 2010 (2nd Edition) Including Contingencies @10%
VAT R 5 485 715.93
Total Cost Estimate for Construction Works (Incl. VAT) R 44 669 401.13
Professional Fees Estimate, including Survey, Geo-tech, etc. (incl VAT) R 6 077 884.45
Total Project Cost Estimate (Excl. VAT) R 50 747 285.58
Table 4: Cost Estimate and Work Breakdown Structure

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11.3 Cash Flow Projection
Period Payment Cumulative Total

2015/2016 R 10,000,000.00 R 10,000,000.00

2016/2017 R 20,373,642.79 R 30,373,642.79
Sep 2014 R 20,373,642.79 R 50,747,285.58
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 site in Chamdor
o Portion 182 of Farm Witpoortjie 245 IQ as necessary. Attendance of
scheduled meetings will be done at the offices of MCLM. Meetings with relevant
stakeholders like Rand Water and Johannesburg Water will be held at their
respective offices.

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 construction deliverables are as follows;

• Landscaping to harvest 17924 adults grave units and 3783 children grave
units.
• Construction of 800m of 160mm diameter upvc sewer pipeline and 600m
of 110mm diameter upvc sewer pipeline.

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 • Construction of 450m of 50mm diameter hdpe water pipeline and 480m of
75mm diameter upvc water pipeline.
• Bulk earthworks.
Construction of street lights and installation of electricity on the cemetery
premises.
• Construction of a 1700m brick wall perimeter fence.
• Construction of 2 ablution blocks
• Construction of an administration block
• Construction of a chapel
• Construction of a guard house

Reporting deliverables are as follows;

Deliverable Status Importance

Project Charter Finished Required

Concept Design Report and Drawings Finished Required
Preliminary Design Report and Drawings Finished Required
Detail Design Report and Drawings Started Required
Tender Documents and Drawings Started Required
Contract Administration, Inspection & Monthly Progress Reports Required

Close-out report Required

Table 6: Reporting Deliverables

15. MILESTONES

The main project milestone is the to construct a new cemetery at Westhaven

with 17924 adult grave units and 3783 children graven units by the end of the
2017/2018 financial year at a total project budget of R 55,456,343.59.

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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.
• Construction of a new cemetery at Westhaven with 17924 adult grave units and
3783 children graven units by the end of the 2017/2018 financial year at a total
project budget of R 55,456,343.59
• 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 provision of
enough grave sites.
The provisional meeting schedule allows for the following meetings:
• One monthly meeting with the Executive Manager: Environmental Management
and the Manager: Parks Management Department.
• A biweekly meeting with the Manager: Parks Management Department.

• Other staff shall attend the meeting when required by the Manager: Parks
Management Department.

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

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18. GUIDELINES AND STANDARDS

The design criteria, materials and methods of shall be based on the following
guidelines and standards:

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

ENGINEERING SERVICES FOR RESIDENTIAL TOWNSHIPS" – Redbook
▪ All materials and methods of not specifically listed in these guidelines shall be
in accordance with general methods of building as set out in the "SABS
STANDARD SPECIFICATIONS, STANDARDISED SPECIFICATIONS and
CODES OF PRACTICE" as applicable.
▪ The criteria and guidelines will be from “GUIDELINES FOR HUMAN AND
SETTLEMENT PLANNING AND DESIGN” and “DWAF GUIDELINES”. The
discussions will be based on actual field investigations, review of criteria
related to the project and current design and technical manuals.
▪ Department of Water Affairs and Forestry’s: “TECHNICAL GUIDELINES FOR THE
DEVELOPMENT OF WATER AND SANITATION INFRASTRUCTURE”
▪ Gauteng Department of Agriculture and Rural Development “GDARD
GUIDELINES”.

Additional guidelines and standards will be consulted where required. In such cases
Morad will ensure that only recognized local and international documents are used as
the basis for any analysis or design.

19. QUALITY ASSURANCE AND CODE OF CONDUCT

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

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20. RISK MANAGEMENT

20.1 Health and Safety Risks

Since the construction will be taking place next to 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.

20.2 Financial Risks

There is risk that the project might not get sufficient funding in the next financial year
and this can prohibit the completion of the next phases after phase 1.

21. PROJECT APPROVAL REQUIREMENTS

All deliverables under this appointment will be submitted to the Manager: Parks
Management Department for approval.

Each stage of the project shall be approved by the Manager: Parks Management
Department before the next stage is commenced.

22. PROJECT SPONSOR

The project sponsor is the Mogale City Municipality, represented by the Executive
Manager: Infrastructure Services, Mr Mpako Dennis Mokotedi.

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23. ACCEPTANCE

This Project Charter prepared by Morad Consulting is based on the content of the
appointment letter dated 15 September 2015 and the discussion during the Project
Specification Meeting held on 01 October 2015 at 10H00 at the Morad Consulting
Board Room, No 274 Voortrekker Road, 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 E.

Prepared by: Approved and accepted by:

Collin Radebe, Pr. Eng. Mr Leon van Zyl

Project Engineer Project Manager: Parks Management
Morad Consulting Mogale City Local Municipality

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