IMESA Municipal Guidelines

MG 4

MANAGEMENT OF MINIBUS – TAXI FACILITIES

FOR FURTHER INFORMATION PLEASE CONTACT

P Myburgh Pr Eng–(044) 690 3116 / 8

M VermeulenPr Techni Eng– (011) 874 6624

P O Box 646

MosselBay 6500

1st Draft July 2008

MG4 Pages 1 – 14, Mossel Bay, South Africa, 2008

INDEX PAGE

Purpose 3

Background3

Benefits3

Scope of Works (General)3

Security4

Site Personnel4

Project Specification (General)4

Duties of Personnel4

Accessibility to Ablution Facilities5

Equipment6

Buildings6

Ablution Facilities6

Offices7

Parking Areas8

Health and Safety9

Measurement and Payment9

Bill of Quantities 10

Closure and Possible Income 14

Purpose

This document is a guideline to ensure that the municipality’s asset be properly utilized, maintained and operated for the benefit of the community using that facility.

Background

The image of public transport facilities within a municipal area is fundamental in the provision of public transport services to communities in general. The proper management of minibus taxi facilities will ensure that the existing negative image of public transport facilities be overturned.

Taxi ranks are clustered into three (3) categories, based on the size of the facility (Large, medium or small) whereby each rank should have dedicated personnel to execute the job as per the estimated minimum number of cleaners required per taxi rank. A small taxi rank can have an estimate minimum of two (2) cleaners; medium taxi rank minimum of three (3) cleaners and a large taxi rank can have a minimum of four (4) cleaners.

Benefits

The provision of a management team can have numerous benefits for the community and the local authority:

  • The project will have a positive impact on job creation in the area as the personnel needed can be trained and utilized from the local community.
  • Communication between the different taxi associations (If there is more than one sharing the facilities of the rank) will improve because they must, together with the local municipality, agree on a management plan for the rank.
  • There is an opportunity for additional income for the successful contractor if the management is done properly.
  • The municipality will only have to conduct regular unannounced site visits to inspect the state of cleanliness of such facilities and ad-hoc monitoring and control to verify work completed.
  • The municipality can have a record of the community retained earnings and amount of local laborers’ employed as the contractor must submit a monthly progress report with detailed information needed by the local authority.

Scope of Work

1.Description of Works

1.1 General

This contract entails the management operation, maintenance, cleaning, supervision, security of the taxi terminus and hawker area.

The work to be executed in this contract consists mainly of the following, but not necessarily limited to:

  • the overall management, operation and co-ordination of the works at the Site;
  • the monitoring and cleaning of ablution facilities (inside and outside);
  • the monitoring and cleaning of parking areas and internal roads;
  • the monitoring and cleaning of the office building;
  • the provision of a security service at the Site;
  • the supervision of personnel employed at the Site;
  • the performance of light routine maintenance on all aspects of the works and minor repairs.
  • the contractor’s manager and security officer shall also be responsible for keeping order on the Site but should call the police if the matter gets out of hand.

1.2 Security

The Contractor shall be responsible for the security of his personnel and any equipment on and around the Site of the Works, and no claims in this regard will be considered.

1.3 Contractor's site personnel

  • The Contractor's Site Personnel shall be dressed in a uniform bearing the name of the Contractor clearly on the back of the uniform.
  • The personnel shall be issued with and have in their possession at all times an identification card to be approved by the Employer's Representative.
  • The Contractor shall be responsible for the conduct and behavior of his Site personnel at all times, and if considered necessary by the Employer, conduct courses to educate and train them in respect of public courtesy and how to deal with the general public.
  • The Site personnel shall be fully trained to perform the tasks required under the Contract.
  • The Contractor shall source his personnel from the local municipal area.

2.Project Specification

2.1 General

The project specifications form an integral part of the contract documents.

The Contract covers the proper execution of the Works on Site as described in the project specification.

The following specifications apply to the management and maintenance of the rest areas in

General, unless specific mention is made to certain rest areas only.

2.2 Duties of personnel

The Contractor shall at all times be responsible for his personnel and their actions.

The Contractor shall provide the following staff, apart from the management, for cleaning,

Security and traffic law enforcement areas, but not limited to:

  • Contractor’s supervisor x 1
  • Cleaning staff x 4
  • Security officer x 2
  • Contractor's supervisor
  • The Contractor or an authorized and competent supervisor shall be on Site at all times when work is being performed.
  • The supervisor shall be responsible to inspect the Site, including buildings, hawkers area, ablution facilities etc every two (2) hours, to issue instructions to laborers for tasks to be performed, to check that the tasks are performed by moving from area to area throughout the day and to complete a checklist for confirmation of compliance with required standards.
  • Cleaning staff
  • The cleaning staff shall be responsible to perform the tasks at each ablution facility, as specified or instructed by the Supervisor. The number of staff to perform the tasks will be at the discretion of the Contractor, but if the required standard of the Site areas is not met the Contractor shall increase the number or replace specific under-performing staff to the satisfaction of the Employer. The Employer shall be entitled to instruct the Contractor to add to or remove from Site.
  • Security officers
  • A security services are required to be rendered on a full time basis 24 hours per day for 7days per week.
  • The security officers should do inspections in regard to all fixed assets of Council and to report any damages or deficiencies immediately to the contractor who will inform the Employer within 24 hours. All officers shall wear similar neat approved uniforms at all times when performing tasks and must be identifiable.

2.3 Accessibility to ablution facilities and the attendance of contractor's personnel

The Employer requires that the ablution facilities shall be open and available for use by the public as follows:

  • The ablution facilities must be open for 16 hours per day, 5 days per week with two (2) members of the Contractor’s personnel present on site to assist public using thefacility from Monday to Friday.
  • The Contractor shall be required to lock the ablution facilities as follows:

Monday to Friday: 22h00 – 06h00

Saturday: 17h00 – 06h00

Sunday: 14h00 – 06h00

  • In addition the Contractor shall be required as and when requested to open the ablution centre for special pre-arranged occasions.
  • Presence by a minimum of two (2) of the Contractor’s personnel at each ablution required while the ablution facilities are open to public. Should members of the public be present when an ablution facility is to be locked, they must be informed 15 minutes in advance.

2.4 Equipment

The Contractor shall have as a minimum the following equipment, or similar available for the execution of the cleaning tasks. This equipment is the Contractor’s responsibility and all costs involved in the supply and maintenance shall be to his own account, and will not be provided by the Employer:

  • Vehicle to transport personnel
  • Cleaning equipment for buildings such as mops, brooms, toilet cleaners, cleansingfluids, cloths, etc.
  • Equipment for cleaning parking and pavement areas such as spades, brooms, wheelbarrows, refuse bags, etc.
  • Security officers should be equipped with portable radios and self defending equipment to protect them and to report emergencies to the Contractor.

2.5 Buildings

The Contractor shall be responsible for the cleaning, routine maintenance and minor repairs of the ablution facilities, office buildings and hawker area.

2.5. (a) Ablution facilities

The Contractor shall be responsible to ensure that the ablution facilities are at all times, that the particular facilities is open (as indicated in 2.3), be in a neat, tidy and hygienic condition, suitable for inspection by the Employer at any time.

Female toilets shall be cleaned by women personnel.

The following is a list of activities considered necessary to maintain the ablution facilities in therequired conditions. The frequency indicated is indicative of the anticipated requirement, but will vary depending on the climatic conditions, public usage and general wear and tear.

  • Daily (twice per day)
  • Floor maintenance: Tiles
  • Sweep with broom, wash with mop, clean and disinfect with industrial cleaning agent.
  • Spot clean and remove all dirt, etc.
  • Dusting and cleaning, etc.
  • Dust and chemical clean all fittings.
  • Dust all accessible surfaces.
  • Clean wall tiles.
  • Dust window sills, skirting, ledges, etc.
  • Inspect for graffiti and remove
  • Spot clean windows and mirrors.
  • Hand/wash basins
  • Toilets
  • Empty and clean all waste receptacles and ashtrays and replenish soap dispensers, toilet and tower paper dispensers.
  • Clean and sanitize all bowls, basins, vanities and urinals.
  • Clean and sanitize tiled surfaces.
  • Clean sanitary bins.
  • Weekly
  • Polish floor.
  • Dust vertical surfaces, doors, etc.
  • Supply deodorant blocks in urinals.
  • Clean and polish all bright metal fittings.
  • Monthly
  • Clean and wash down inside and outside faces of all windows.
  • Clean and polish all door ironmongery, handles, etc.

Note:

  • The Supervisor will be required to open the ablution facility at the required times. In
  • addition each facility shall be checked twice daily by the Supervisor who will be required to sign an Inspection Report confirming that the facility was checked and report any damage, malfunction or defect.
  • The Inspection Report form shall be developed by the Contractor and approved bythe Employer. The form shall be placed in a protective holder that is visible for easy inspection.
  • All damages, malfunctions or defects shall be reported to the Employer's Representative, as soon as possible but at least on a daily basis. This will enable the Employer's Representative to give the necessary instruction to repair/replace the particular item.

2.5. (b)Offices

The same requirements, as specified in 2.5.1 regarding cleaning inspections and reporting

will be required for these building.

The anticipated cleaning requirements and frequency thereof are as follows:

  • Daily (twice per day)
  • Floor Maintenance: Vinyl and travertine tiles, ceramic tiles, etc.
  • Sweep with broom, wash with mop, clean and disinfect with industrial cleaning agent.
  • Spot clean and remove all dirt, etc.
  • Dusting and cleaning, etc.
  • Dust all accessible surfaces.
  • Dust window sills, skirting, ledges, etc.
  • Inspect for graffiti and remove
  • Spot clean windows.
  • Weekly
  • Polish floor.
  • Dust vertical surfaces, doors, etc.
  • Monthly
  • Clean and wash down inside and outside faces of all windows.
  • Clean and polish all door ironmongery, handles, etc.

AS NECESSARY OR REQUIRED DUE TO DAMAGE

Repair damage to windows, doors, walls, etc

2.5. (c) Parking areas (All) / Internal roads / Rank Area / Hawker area on site

The areas are to be kept neat and tidy in appearance by the Contractor at all times. The work entailed in keeping these areas neat and tidy, shall be, but not necessarily limited to the list below. The Contractor will be required to determine the exact requirements at each parking area.

  • Daily
  • Sweep parking areas.
  • Tidy areas and remove litter from bins.
  • Clean areas and seats
  • Remove weeds from paving
  • Inspect damage to paving, parapet walls, and seating for damage and report.
  • Remove all litter from areas outside the parking areas visible but limited to15m from the edges of the parking areas.
  • The Supervisor shall inspect these areas daily and report any damage to the Employer'sRepresentative as required in 2.5.1.

2. Health and Safety

The contractor shall comply with the Occupational Health and Safety Act (Act No. 85 of 1993) and in particular with its Construction Regulations, 2003

(a) She-bin in female and toilets

The contractor shall provide she-bin’s in all female toilets (one per ablution facility) by an approved supplier. The bins shall be serviced on a regular basis to comply with health requirements. Payment will be on a monthly basis.

3.Measurement and Payment

3.1 Service contract management ...... month

The tendered rate per month shall include full compensation for providing necessary management supervision and co-ordination of operations for the project, for the inspection of all facilities as specified, for reporting thereon as required by the Employer and for communicating with and providing the required reports to the Employer's Representative. The tendered rate shallalso include the entire Contractor's overhead costs; public liability insurance costs profits and handling costs as well as attending monthly meetings, security of personnel, uniforms, identification cards, training of personnel and equipment not included under specific items.

3.2 Cleaning of ablution facilities, hawker area (specify facility) ...... month

The tendered rate per month shall include full compensation for cleaning and maintaining the facilities in a hygienic condition. The rate shall cover the cost of all labour, tools and equipment required and any incidental costs, as well as the removal of all rubbish to approved dumping sites.

3.3 Cleaning of roads, parking areas paved areas, rank areas …………………………month

The tendered rate per month shall include full compensation for clearing the site of all litter,

rubbish and minor flood debris including the removal of all cleared rubbish to approved dumping

Sites.

3.4Security services ...... month

The rate per month includes full compensation for providing the necessary security services on site for 24hrs and 7 days a week.

3.5 Materials

(a) Purchasing of materials for repairs...... PC Sum

(b) Handling costs and profit in respect of sub item 3.6(a)...... percentage (%)

(c) Consumables (state item)...... various

The unit of measurement for 3.5(a) shall be the prime cost, which shall be paid in accordance with the provisions of the general conditions of contract. Item 3.5(b) the tendered percentage is a percentage of the amount actually spent under the relevant prime cost item, which shall include full compensation for the handling costs of the Contractor, and the profit in connection with providing the specified service.

The unit of measurement for item 3.6(c) shall be the unit indicated in the schedule of quantities. The tendered rate shall include full compensation for procuring, delivering to site and all other associated costs. The Employer will require proof of usage of the various items.

Item 3.5(c), Paper towels shall be measured in rolls. The standard roll is a single ply towel roll consisting of 800 sheets (360m).

3.6 Provisionof She-bin service…………………………………………..………………….month

The tendered rate per month shall include full compensation for providing the she-bin service at the ablution facility as required. The rate shall cover all cost to provide the service

3.7 Day works schedule

The unit of measurement shall be the hour and shall include full compensation for the cost of supplying the labour, inclusive of all transport, tool and equipment. Payment will be made in accordance with the provisions of the general conditions of contract.

Bill of Quantities

1. Preamble to the Schedule of Quantities

1.1 For the purpose of this schedule of quantities, the following words shall have the meanings

hereby assigned to them:

Unit The unit of measure for each item of work as defined in the specifications.

Quantity The number of units of work for each item.

Rate The payment per unit of measurement at which the tendered tenders to do the work.

Amount The product of the quantity and the rate tendered for an item.

Lump sum an amount tendered for an item, the extent of which is described in schedule of quantities, the specifications or elsewhere but the quantity of work of which is not measured in any units.

1.2 This schedule of quantities forms an integral part of the contract documents.

1.3 The quantities set out in the schedule of quantities are approximate quantities only. The quantities of work finally accepted and certified for payment, and not the quantities given in the schedule of quantities, shall be used for determining payments to the contractor.

The validity of the contract shall in no way be affected by differences between the quantities in the schedule of quantities and the quantities finally certified for payment. Work shall be valued at the rates or lump sums tendered, subject only to the provisions of the conditions of contract and paragraphs 11 and 12 of this preamble

1.4 Rates and lump sums shall be comprehensive (but excluding VAT). Full compensation for

executing all the work specified in the specifications, and for all the risks, obligations and responsibilities specified in the conditions of contract, and specifications shall be considered as provided for collectively in the items of payment given in the schedule of quantities, except in so far as the quantities given in the schedule of quantities are only approximate.

1.5 The tendered shall fill in a rate or a lump sum for each item where provision has been made for it, even, where no quantities are given. Should the tendered not wish to provide a rate or lump sum for an item a rate or sum of nil shall be entered.

A tender may be rejected if the tendered has not filled in a rate or a lump sum against each item.