IMPROVED BOTT
Volume 3
Sustainability
TABLE OF CONTENTS
PAGE(S)
PART 1: OPERATIONS AND MAINTENANCE 1 (1)
PART 2: INSTITUTIONAL AND SOCIAL DEVELOPMENT 2 (1)
D4705 Vol 3.doc/ 7/6/01 Improved BoTT: Version 1: June 2001
IMPROVED BOTT
Volume 3
Part 1
Operations and Maintenance
TABLE OF CONTENTS
PAGE(S)
1. scope and background 1
1.1 Scope and Definitions 1
1.2 Process 1
1.3 Background Documentation 1
2. description of the o&m sites 2
3. interfaces 2
3.1 Business Planning Interface 2
3.2 Facilities 3
3.3 Construction Section interface 3
4. Employers Requirements 3
4.2 General Operations Services 4
5. take over/transfer 4
6. Mentorship 5
7. KEY PERFORMANCE INDICATORS 6
8. Appendix 1: Services appendix 7
8.1 Interpretation 7
8.2 Overall description of Section for Business Planning Reports on O&M 7
8.3 General Water Operations Services 10
8.4 General Wastewater Operations Services 11
8.5 Maintenance of the Facilities, Vehicles And Equipment 11
8.6 Customer Service 12
8.7 Customer Service 12
9. APPENDIX 2 KEY PERFORMANCE INDICATORS 12
9.1 Assurance and Reliability of Supply 12
9.2 Water Quality 13
9.3 Cost Effectiveness 13
9.4 Water Loss/Accountability Management 13
9.5 Take over 13
9.6 Continuous Maintenance 13
D4705 Vol 3.doc/ 7/6/01 Improved BoTT: Version 1: June 2001
1. scope and background
1.1 Scope and Definitions
This volume applies to the operation, maintenance, institutional and social development for the infrastructure Sections of the Works described in the previous volume and any other works as identified by the DM.
n Operations and Maintenance (O&M); Part 1 addresses the aspects of sustainability through appropriate operations and maintenance of a number of different projects and may include existing water schemes and new schemes all within the area as described.
n Institutional and social development (ISD); Part 2 of this volume looks at the ISD requirements of a particular Project or Section of the Works and will be applied and should be included throughout all Sections of the contract
Definition of “Facilities”. The Facilities shall be the completed works resulting from a construction Section of the Works or an existing water services facility as listed in 2 below.
1.2 Process
Following on from the Business Planning processes allowed for in this contract individual Projects are converted into a lump sum for the construction Section of the Works, with the risk sharing as per the conditions of contract.
At the end of the construction Section of the Works, the following possibilities exist:
n The individual Section of the Works terminate in the usual manner, with a defects liability period of 12 months; or
n The Project then enters an Operation and Maintenance Section of the Works for a longer period of 1 to 3 years. This Section has been included so that sustainability aspects of the water supply and sanitation services provided for under the earlier Sections of this contract are adequately addressed.
1.3 Background Documentation
The following documentation, which will be considered as read as part of the Terms of Reference for this project, shall form the technical background to this volume:
- Operation and maintenance of urban water supply and sanitation systems. A guide for managers: World Health Organisation Geneva 1994
- Guidelines for the Development and Operation of Community Water Supply Projects, First Edition, January 1999 by the Department of Water Affairs and Forestry
- Framework for establishing Water Services Providers in Rural Areas DWAF August 1998
- Guidelines for Human Settlement Planning and Design (The RED BOOK), 2000, by the CSIR, Pretoria
- Institutional and Social Development package for water supply projects (2 Volumes) DWAF 1999
2. description of the o&m sites
The work is to be undertaken in the supply area of
A detailed map of the area is attached in Appendix and Projects scoped so far have been located on that map.
Individual Sections will be identified as the work proceeds and may consist of all or any combination of the following:
n Pump stations
n Water reticulation systems
n Water storage facilities
n Water treatment works
n Wastewater treatment works
n Onsite sanitation
n Sewerage reticulation systems
n [list in this section any other main components of the envisaged contract, ]
This O&M will be for the Projects and existing facilities as detailed below.
n For the 1st year [x Projects or Sections of the Works]
n For the 2nd year [y Projects or Sections of the Works]
n For the 3rd year [z Projects or sections of the works]
3. interfaces
3.1 Business Planning Interface
The PIA shall include full details of the Operations and Maintenance of a Project as a separate section included in part of the Business Plan. This shall include methodology, administrative structures, reporting, operating cost ranges, maintenance structures, interfacing with communities and Local Authorities.
It shall be noted that existing Facilities together with the new Projects jointly make up the water supply and sanitation infrastructure within an administrative area of supply, and that operations and maintenance strategies will not succeed if they only cater for planned new Projects, whilst existing Facilities are left in a state of disrepair or are neglected. Where included in an agreed PEP and therefore Business Plan Section of the Works the PIA shall determine the extent and condition of existing water supplies in the area and shall incorporate these into the Business Plan for approval and then execution during the O&M Section of the Works.
3.2 Facilities
3.2.1 Taking over existing Facilities
The PIA shall carry out a review of the operations, maintenance, and administrative performance of existing Facilities if required, in the Business Plan Section of the Works and shall report on its findings as per the following sections of the O&M portion of the Business Plan. If approved, the PIA will execute the programmes and plans to address the findings in the Business Plan in the O&M Section of the Works.
(i) O&M Situation
(ii) Management Information Systems
(iii) Safety Deficiencies Correction
(iv) Occupational Health and Safety
(v) Inventory Management
(vi) Energy Management
3.2.2 Facilities Constructed by the PIA
The PIA shall assess the need for any of the programmes and plans in the above list and shall address them in its Business Plan for the particular Section of the Works. The PIA shall execute them during the O & M Section of the Works.
3.3 Construction Section interface
The PIA shall advise when it has completed the construction Section of the Works of a Project. Where O&M services are to be provided by the PIA, the O&M Section of the Works shall flow seamlessly on the completion of the Construction Section i.e. upon the issue of a Taking Over Certificate of such a Construction Section of the Works.
The PIA shall immediately commence Operation and Maintenance of the project as per the approved Business Plan. It is the responsibility of the PIA to ensure that all preparatory work, structures and systems are in place so that the Operation and Maintenance Section can start according to the Business Plan.
4. Employers Requirements
4.1.1 Overall Description of Services to be provided by the PIA
(a) The PIA shall,
[List to be finalised by DM. Guidelines given here for information purposes only]
(i) operate the existing and new water services Facilities to carry out,
n the pumping and transportation of water
n the disinfection of water where necessary; and
n the distribution and supply of drinking water to the Customers;
(ii) operate the existing and new Sanitation facilities to carry out,
n the collection of wastewater;
n the treatment of wastewater; and
n the pumping and transportation of treated wastewater to the point of discharge;
(iii) maintain the Facilities and develop a comprehensive maintenance management program for the Facilities;
(iv) (except as provided otherwise in this Contract, carry out all management, financial and administrative responsibilities as defined in the Business Plan;)
4.2 General Operations Services
4.2.1 Management of Water Sources
[The DM shall list the services to be provided. An indicative list is given in Appendix1]
4.2.2 Management of Wastewater
[The DM shall list the services to be provided. An indicative list is given in Appendix1]
4.2.3 Maintenance Of the Facilities, Vehicles And Equipment
[The DM shall list the services to be provided. An indicative list is given in Appendix1]
4.2.4 Customer Service
(a) Customer Service Plan
(b) Customer Service Training Program
(c) Public Education Program
[The DM shall list the services to be provided. An indicative list is given in Appendix1].
5. take over/transfer
The objective of the transfer of projects is to place the water supply and sanitation services under the effective control of competent and democratically elected local government, and to place regional bulk water schemes under the control of regional or second tier institutions such as water boards where appropriate.
Take over shall take place when systems are in place for proper maintenance, operations arid cost recovery as agreed with the DM. The PIA is responsible for preparing the Project for take over.
The Business Plan should provide a take over programme in which the following aspects should be addressed:
n Identification of water supply infrastructure for take over.
n Preparation of an application for the take over of user ownership.
n Identification of staff employed on existing schemes and proposals for their retraining, redeployment or take over.
The proposals shall indicate clearly the support facilities, management systems, and procedures, which will be provided to the WSA in order to allow them to effectively administer, operate, and maintain the administratively grouped water supply and sanitation schemes.
Functions of the Water Service Authority after Take over
Apart from the statutory functions and regulations, the Water Service Authority or District Municipality will, in consultation with the beneficiary communities, also:
n Accept responsibility for the Operations and Maintenance functions of the water supply scheme.
n Bill and collect water tariffs. Tariffs should also make provision for operation, maintenance and replacement costs.
n Operate and maintain the facility according to the Operation and Maintenance Manuals provided by the PIA.
6. Mentorship
After take over the responsibility for the Operation and Maintenance of the scheme remains with the Water Service Authority. The PIA may be required to provide a mentoring service to the Water Service Authority for a period of [period to be inserted………..] as detailed by the DM.
This mentoring service shall include, but shall not be limited, to the following:
[The DM shall adopt this list to meet its requirements or delete it]
n Providing a six monthly report on the Operation and Maintenance of the schemes. This report should highlight deficiencies and provide recommendations as to how they can be addressed. The report shall assess performance of the Water Service Authority or District Municipality against the Key Performance Indicators
n Provide an advisory Service for the Water Service Authority or District Municipality, which they can call on from time to time for assistance.
n Provide support systems to the DM that may include, but are not restricted to the following:
Budgeting and Financial Tools,
Costing system,
Cost recovery support (billing and collection system),
Water loss management system,
Procedures for the procurement of spares and repairs,
Preventative maintenance system,
Operations and maintenance support infrastructure (depot and spares),
Training capacity building package or plan,
Management and staffing procedures,
Communication and computer facilities,
Banking facilities,
These systems shall be tailored and clearly linked to the DM requirements and operating Business Plan of each specific Project.
Costs for the mentorship period will be reimbursed on a time basis at the tendered rates.
7. KEY PERFORMANCE INDICATORS
The performance of the PIA in operating and maintaining the Sections of the Works will be evaluated each month. The PIA shall report to the DM on its performance against the Key Performance Indicators on a project-by-project basis. The Engineer may carry out audits of these reports from time to time.
The actual key performance indicators (KPIs) to be used by the DM will be derived from the approved Business Plan.
To assist the DM in evaluating performance of the successful tenderer against the KPIs the successful tenderer will be expected to include proof in each of the monthly progress reports, of the degree to which the KPIs were achieved or not.
A list of KPIs is given in Appendix 2. These KPIs will be agreed with the PIA in the business plan and used in the O & M section of the work.
The following KPIs are anticipated:
n Assurance and reliability of supply
n Water Quality
n Cost effectiveness
n Water loss / accountability management
n Take over
n Continuous maintenance
8. Appendix 1: Services appendix
8.1 Interpretation
8.1.1 Supplementing the Conditions of Contract
The provisions contained in this Service Appendix are intended to supplement the General Conditions for the purpose of providing greater specificity of the Services that the PIA shall perform.
8.1.2 “Existing” Conditions
If the PIA is required in this Services Appendix to review an existing situation, the word “existing” shall mean existing as of the issue of the 8.1A notice for the Business Planning Section of the Works.
8.1.3 Taking over existing facilities, plans and reports
The PIA shall carry out a comprehensive review of the operations, maintenance, and administrative performance of existing facilities in the Business Plan Section of the Works and shall report on its findings.