THIRD QUARTER PERFORMANCE EVALUATION REPORT OF
THE STELLENBOSCH WASTEWATER TREATMENT PROJECT
WCR023
STELLENBOSCH LOCAL MUNICIPALITY
WESTERN CAPE
CHIEF DIRECTORATE: BULK INFRASTRUCTURE PROGRAMME
PERIOD: 1 OCTOBER 2014 – 31 DECEMBER 2014
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Table of Contents
1
2
INTRODUCTION ............................................................................................................ 1
BACKGROUND TO THE PROJECT .............................................................................. 1
2.1 Project description ................................................................................................. 1
2.2 Project History ....................................................................................................... 2
2.3 Project concept, design and plan ........................................................................... 3
2.4 Start date duration of the programme .................................................................... 4
2.5 Funds allocated to the project ................................................................................ 4
3 PROGRESS TO DATE ................................................................................................... 4
3.1 Milestones ............................................................................................................. 4
Implementation of the approved business plan ............................................................... 5
3.2 Schedule of work and phasing of the activities ...................................................... 5
3.3 Risks taken and management thereof ................................................................... 7
3.4 Capacities dedicated to the programme ................................................................ 7
3.5 Key challenges within the project ........................................................................... 7
4 PROJECT RESULTS AND BENEFICIARIES ................................................................ 8
4.1 Outcomes and outputs........................................................................................... 8
4.2 Beneficiaries and project results ............................................................................ 8
4.3 Jobs created .......................................................................................................... 8
5 CONCLUSIONS/ LESSONS LEARNT ........................................................................... 9
5.1 Lessons learnt ....................................................................................................... 9
5.2 Ownership and sustainability of infrastructure works ............................................. 9
6 RECOMMENDATIONS................................................................................................... 9
ANNEXURE A: PROJECT IMPLEMENTATION PHOTOS .................................................. 10
ANNEXURE B: LIST OF VILLAGES EXPECTED TO BENEFIT ......................................... 11
ANNEXURE C: DETAILS OF CONTRACTS ....................................................................... 12
ANNEXURE D: PROJECT SCHEDULE .............................................................................. 13
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31 December 2014
INTRODUCTION
In terms of Section 10(7)(b) of the Division of Revenue Act No 10 of 2014 (DORA) as
promulgated in Government Gazette No 37595 dated 26 April 2014, the transferring national
officer must submit an annual performance report for Schedule 6 within 45 days after the end
of each quarter.
The Regional Bulk Infrastructure Grant (RBIG) is a Schedule 6 indirect conditional grant for
the benefit in kind of municipalities.
The objective of this Report is to provide a performance evaluation report covering the 3rd
quarter of RBIG funded projects, in compliance with the DORA. The objective of this
evaluation was to determine whether the progress on the project is commensurate with the
expenditure to date as well as to determine whether the project is still on course in terms of
the original planning.
This performance evaluation report, covering quarter 3of the 2014/15 fiscal year, is for the
Stellenbosch Waste Water Treatment Works being implemented by the Stellenbosch Local
Municipality in the Western Cape Province. The Department of Water and Sanitation (DWS)
is co-funding, and Stellenbosch Municipality is the main funder.
2
BACKGROUND TO THE PROJECT
2.1
Project description
The Stellenbosch WWTW is located in the town of Stellenbosch in the Western Cape and
falls under the Stellenbosch Local Municipality’s jurisdiction. It is the only WWTW currently
serving the town of Stellenbosch, which is in the Western Cape (see Figure 1 on overleaf),
and further serves the surrounding suburbs and various large industries in the area. The
Works was commissioned in 1924.
The following is noted for the existing works:




The Works has a hydraulic capacity, namely an average dry weather flow (ADWF) of
approximately 20 Mℓ/day. Based on this capacity, the Works can handle a maximum
peak wet weather flow factor of 2.5;
The Works comprises of an activated sludge process, but only includes for COD
removal and nitrification. The works cannot biologically remove nitrate and phosphate;
Based on the above, the Works is organically and hydraulically overloaded and is
currently receiving an ADWF in excess of 23 Mℓ/day; and
The sludge treatment facilities are deficient and cannot adequately treat and
accommodate existing sludge volumes.
Further, the rapid urban expansion of Stellenbosch has placed pressure on the existing
WWTW, and is currently hindering development within the urban edge of the town. The
Works is currently in a poor condition and unused treated effluent from the WWTW is
discharged into the Eerste River system via the Veldwachters River. This water body is one
of the key water resources in Stellenbosch, and further supplies irrigation users downstream.
The Department of Water and Sanitation has issued a notice of intention to Stellenbosch
Municipality in respect of the poor quality of treated effluent being discharged into the
Veldwachters River.
As a result of the aforementioned, the Stellenbosch Municipality has decided to refurbish
the existing Works, namely civil, mechanical, electrical and electronic works, so ensuring that
wastewater received at the Works is treated appropriately by passing it through an effective
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treatment process so protecting downstream users. The refurbishment works has been
completed, and the contract is currently in the defects liability period.
In addition, the Municipality plans to increase the treatment capacity (hydraulic and process)
and upgrade the treatment process of the Works to cater for future growth within the
catchment area. The aforementioned upgrade is referred to as the Extension Works and the
Municipality has recently appointed a consultant for the Extension Works. The Extension
contract will be phased as follows:


Interim Works (emergency) related to the Extension of the works which was considered
vital in order to improve performance of the Works. The refurbishment works Contract
has been extended to include the aforementioned scope; and
Main Extension Contract.
This report shall provide progress feedback specifically on the aforementioned Extension
Contract, which is being co-funded by RBIG.
Figure 1: Locality Plan
The GPS co-ordinates of the project are 33°56’40”S / 18°49’25”E. The project is situated in
the Berg Water Management Area.
2.2
Project History
In October 2010, the Stellenbosch Municipality appointed Aurecon for the following scope:


Refurbishment of the Stellenbosch WWTW and sewer pump stations in Stellenbosch
and surrounds. This work was completed at the end of 2013; and
Technical planning and preparation of the Regional Bulk Infrastructure Grant (RBIG)
reports for the extension of the Stellenbosch WWTW. This works was completed at the
beginning of 2012.
In November 2013, the Stellenbosch Local Municipality appointed Aurecon as consultants for
the extension of the Stellenbosch WWTW and associated Works. The scope of works
includes the extension of the existing Stellenbosch WWTW to 35 Mℓ/day and conversion of
the existing works to a full biological nutrient removal (BNR) process. The main project
stages are as follows:
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




2.3
31 DECEMBER 2014
Planning and design (preliminary and detailed);
Preparation of contract documentation and tender evaluation;
Contract administration and construction supervision;
Project close-out; and
Managing of other professional services including the environmental approval
processes.
Project concept, design and plan
The project will entail the following scope which should be read in conjunction with the
programme included under Annexure D: Project Schedule.
Stage 1: Project Inception
The project commenced with an inception (project start-up) meeting to finalise the scope of
work. This meeting was held in mid-November 2013.
Stage 2: Technical Feasibility
This stage will include the following tasks:



Data collection;
Establish Design Parameters; and
Options Analysis: An options analysis will be undertaken for alternative process
technologies taking into account capital and lifecycle costs, space requirements, ease
of operation, treated effluent quality, potential for effluent reuse, sludge handling as
well as any other parameters which the Client deems to be important.
Stage 3: Preliminary Design

Finalisation of Design Parameters namely design flows and flow balancing
requirements, wastewater characterisation and process design parameters, TSE
discharge standards, reclamation requirements in terms of quantity and quality,
required sludge treatment criteria, odour limits and level of odour control required and
noise limits;

Process Design;

Finalise layout;

Hydraulic design;

Design of General Civil Works;

Mechanical Design;

Electrical/Electronic Design; and

Preliminary Design Report.
Stage 4: Site Investigations and EIA

Geotechnical Investigation; and

Environmental Impact Assessment, Waste License and Water Use License.
Stage 5: Detailed Design

Civil Design: Design, drawings, specifications and bill of quantities;

Mechanical, Electrical and Electronic Design: Design, drawings, specifications,
technical data sheets and bill of quantities; and

Preparation of Tender Drawings.
Stage 6: Tender Documentation

Tender documentation will be prepared in accordance with the CIDB standards and
project specific requirements as stipulated by Stellenbosch Municipality. The Main
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Extension will be executed as two contracts, namely a civil contract and a mechanical
and electrical contract.
Stage 7: Tender Process
An allowance of seven weeks has been made for the Tender period for the Mechanical and
Electrical Contract. For the Civil Contract, five weeks has been allowed for the Tender
Period. Thereafter the Tender evaluation will be undertaken.
Stage 8: Site Administration
Stage 9: Project Close-out
2.4
Start date duration of the programme
A detailed project programme is attached under Annexure D. The following is also noted:



2.5
Construction works for the Interim work related to the Main Extension Contract
commenced in April 2013 and completion is anticipated for the end of January 2015;
Aurecon was appointed as Consulting Engineers for the Main Extension Contract in
November 2013; and
It is anticipated that construction for the Main Extension Contract will commence during
the beginning of 2015.
Funds allocated to the project
Table 1 below indicates the RBIG funding that was made available to the project to date.
Table 1: Funding for the 4 last financial years (incl. VAT)
2011/12
Allocation /
Spent amount
R 2,000,000
(feasibility study)
2012/13
2013/14
2014/15
Total
R 0.00
R 10,000,000
18 169 987
R30,200,000
The project is budgeted to cost R396 million (Aurecon estimate including VAT based on
preliminary design and includes capital and indirect costs), funded as follows:



3
Stellenbosch Local Municipality
Regional Bulk Infrastructure Grant
Other funding
: R246,312,000.00
: R149,688,000.00
: R 0.00
PROGRESS TO DATE
A performance evaluation was conducted on 23 January 2015 by a team consisting of the
following people:






3.1
Ms Penina Sihlali
Lizemarie Tolken
Ms Toni Belcher
Neeren Govender
Murray Raubenheimer
Jaim Spear
DWS Regional Office
Stellenbosch Municipality
Consultant: Blue Science
Aurecon
Aurecon
Aurecon
Milestones
The project milestones are reflected in Table 2:
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Table 2: Milestones
Name of Organization
compiling/ developing
Product
Planned date for
completion
FS/IRS/Design/EIA
Date
FS/IRS/Design/EIA
approved
INTERIM WORK RELATED TO THE EXTENSION CONTRACT
Detailed Design
Aurecon
December 2013
January 2014
Construction
Inenzo Water
January 2015
January 2015
Operation and
Maintenance Plan
Inenzo Water
January 2015
January 2015
MAIN EXTENSION CONTRACT
Preliminary Design
Aurecon
March 2014
April 2014
EIA
Aurecon
June 2014
June 2014
WULA
Aurecon
October 2014
November 2014
Detailed Design
Aurecon
October 2014
November 2014
N/A
January 2017
January 2015
N/A
January 2018
January 2017
N/A
February 2017
February 2017
N/A
February 2018
February 2018
Construction
(Phase One)
Construction
(Phase Two)
Operation and
Maintenance Plan
(Phase One)
Operation and
Maintenance Plan
(Phase Two)
Implementation of the approved business plan
In its capacity as Water Service Authority and Implementing Agent, Stellenbosch Municipality
will provide specialized professional services, financial management and administrative
support to the project. Stellenbosch Municipality has also appointed external professional
service providers in terms of its supply chain management policies and procedures. These
include:


Aurecon for engineering consulting services for the Main Extension Contract; and
Withers Environmental Consulting (contracting through Aurecon) for the environmental
impact assessment and license application processes (Water Use License and Waste
License).
The details of the contracts are contained in Annexure C.
3.2
Schedule of work and phasing of the activities
The overall progress for the “Main Extension Contract” is:
Stage 1: Project Inception
100%
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Stage 2: Technical Feasibility

Data collection:

Parameters:

Options Analysis:
Stage 3: Preliminary Design

Finalisation of Design Parameters:

Process Design:

Finalise layout:

Hydraulic design:

Design of General Civil Works:

Mechanical Design:

Electrical/Electronic Design:

Preliminary Design Report:
31 DECEMBER 2014
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
60%
Stage 4: Site Investigations and EIA

Geotechnical Investigation: Completed August 2014

Environmental Impact Assessment (Submitted April 2014), Environmental
Authorisation (Received June 2014), Waste License (Received August 2014) and
Water Use License (anticipated November 2014).
Stage 5: Detailed Design

Civil Design: Design, drawings, specifications and bill of quantities; (90% Complete)

Mechanical, Electrical and Electronic Design: Design, drawings, specifications,
technical data sheets and bill of quantities; (100% Complete) and

Preparation of Tender Drawings. (80% Complete)
Stage 6: Tender Documentation

Mechanical and Electrical Tender documentation prepared and advertised (Complete).

Civil Tender documentation prepared and advertised (end of October 2014).
Stage 7: Tender Process
Mechanical and Electrical Tender: Currently on Tender and Contract award expected
December 2015.
Civil Contract Tender: Tenders to be advertised end of October 2014, and Contract award
expected January 2015
The project schedule is attached in Annexure D.
The overall progress for the “Interim work related to the Extension Contract” is:
In the period October to December 2014 the following happened:




Fitted ultra-sonic sensors to the emergency overflow channel.
Installed new grit classifiers and associated mechanical works to the vortex de-gritters.
Installed new skip dolley systems to collect the washed grit before collection.
Completed major earthworks for the new sludge lagoon and halted construction until
September 2014 as the site became inaccessible for construction vehicles and
prevented the adequate compaction of side slopes.
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31 DECEMBER 2014
Risks taken and management thereof
Major risks include:



3.4
Keeping the existing works operational and ensuring compliance throughout the
construction process. These are high risks that could impact the treatment process,
which could adversely impact on the effluent quality and odour. As a result, method
statements will be developed by the Contractor and approved by the Engineer and
Client before any construction works can commence.
Quality of construction: The quality of construction is always of concern, and adequate
where proper site supervision and regular inspections by the Engineer will form the
pillars for maintaining quality on site.
Operation and Maintenance of Membrane Technology: Membrane supplier provides a
two year operation assistance and maintenance plan with the Municipality for three
years, where the first year will be full time on site, and the second and third year will
entail monthly inspections.
Capacities dedicated to the programme
The project is managed by the Department of Water and Sanitation, jointly through the
Regional Bulk Infrastructure Programme and coordinated by the DWS Regional Office in
Region.
Project role-players and their roles include:








3.5
Water Services Authority – Stellenbosch Municipality;
Water Services Provider – Stellenbosch Municipality;
Funding – DWS – Regional Bulk Infrastructure Grant (RBIG) and Stellenbosch
Municipality (co-funding);
Regulator – DWS;
Overall Programme and Project Management – Stellenbosch Municipality;
Specialized professional services, financial management and administrative support –
Stellenbosch Municipality;
Design, contract administration and construction monitoring – Aurecon; and
Construction work:
o
Interim work: Inenzo Water
o
Main Extension Contract: Two separate contracts, with appointments
scheduled for December 2014.
Key challenges within the project
Key challenges include the following:


The Principle Contractor for the Main Extension Contract and the Stellenbosch
Municipality’s operators will be required to work together to ensure the plant operates
efficiently even though certain processes at the plant may not be operational. This will
prove to be a challenge and will require careful co-ordination by the Engineer.
Project delays must be avoided at all costs. Typical delays experienced during the
refurbishment contract included delays due to flooding, theft of new equipment etc.
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31 DECEMBER 2014
PROJECT RESULTS AND BENEFICIARIES
4.1
Outcomes and outputs
Currently the expected outcomes and outputs are on track for the phases under construction.
The Planning and Preliminary design phases has been completed.
The following is summarised:


4.2
Interim Works (emergency) related to the Extension of the works: This project was
scheduled for completion at the end of March 2014. There have been recent scope
changes, which will result in the Works being delayed to the start of December 2014.
Main Extension Contract: The Design for the Mechanical and Electrical works has been
completed, and this Contract is currently out for Tender. Aurecon is currently underway
with the detailed design for the Civil Works and it is anticipated that the Tender process
will commence during October 2014. The appointment of Contractor’s is anticipated for
January 2015.
Beneficiaries and project results
The bulk project aims to meet the expected sanitation demand which will arise from the
Municipalities projected urban growth in the Stellenbosch area. The housing backlog of
20,852 extracted from the 2011/2012 WSDP Draft Report of which 8,000 falls within the
Stellenbosch area. This will increase the number of houses connected to the sewerage
network and will add a further 5 Mℓ/day to the daily inflow at the Stellenbosch WWTW.
The 2011 Census data extracted for the Stellenbosch surrounds identifies the following
statistics in terms of access to sanitation facilities:


2,752 people have no access to any form of sanitation
2,595 people use the rudimentary bucket system
The sanitation backlog equates to 5,347 people, however this value is likely to rise if the
2011/2012 WSDP figures of an additional 8,000 houses are to be built in the near future.
The extension of the Stellenbosch WWTW will provide enough capacity to accommodate
these residents as their level of service improves towards waterborne sanitation, as well as
dry sanitation users, using facilities such as VIP latrines. The inflow of grey water from these
rural communities must also be accounted for as it contributes up to 60% of onsite
wastewater typically generated.
The completion of the project will also ensure the delivery of sustainable basic water
services, the enhancement of economic development towards achieving the national
services target by 2014, the objectives of water for growth and development, employment
and redistribution.
The communities and households expected to benefit are captured in Annexure B.
As stated in Section 2.3 above, the purpose of the project is to extend the works in order for
it to comply with effluent regulations and meet 35 Ml/day hydraulic requirements.
4.3
Jobs created
It is anticipated that for the entire project period 80 jobs will be created.
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In this 3rd quarter 5 new jobs were created as on-site construction of the sludge lagoon and
associated pipeline works commenced under the Stellenbosch WWTW Refurbishment
contract.
5
CONCLUSIONS/ LESSONS LEARNT
5.1
Lessons learnt
The upgrade and extension of the Stellenbosch WWTW is seen as a priority project for the
Stellenbosch Municipality as the Works has reached its design capacity, and is currently
hindering development in the town which will adversely impact on the town’s growth and
local economic development in the region. The plant will operate more efficiently once the
Interim work has been completed, and will ensure compliance of treated effluent during
construction of the Main Extension Contract (3 years).
5.2
Ownership and sustainability of infrastructure works
The Stellenbosch Local Municipality is the Implementing Agent and is the owner of the
existing infrastructure.
The municipality is currently operating the existing waste water treatment works and will
continue to do so with the upgraded Works.
Stellenbosch has a good record of maintaining the existing treatment works and DWS is
satisfied that they will be able to maintain the upgraded WWTW.
Stellenbosch will budget for O&M appropriately.
6
RECOMMENDATIONS
This project has just commenced as an RBIG-funded project. Progress will be monitored in
the following quarter.
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ANNEXURE A: PROJECT IMPLEMENTATION PHOTOS
Figure 1: Earthworks of the new Sludge Lagoon
31 DECEMBER 2014
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ANNEXURE B: LIST OF VILLAGES EXPECTED TO BENEFIT
As highlighted in the RBIG Scoping Report (Report No. 5676/106508 prepared in February 2012),
the number of households which lie below the adequate level of service mark are shown in the
table below. As highlighted in the Scoping Report, the number of households which lie below the
adequate level of service mark are shown in Table 3.1 below. There are no backlogs in terms of
water and sanitation services, but as can be seen from the table below, the housing backlog is in
the order of 8461 houses as abstracted from the 2010/11 WSDP.
Table 1: Water & Sanitation Backlog
Water
(No. of Units)
0
Sanitation
(No. of Units)
0
Housing Need (No Services)
201
29
Housing Need (Communal Services)
8260
8432
TOTAL
8461
8461
Service Level
Basic Need (RDP)
The proposed project will increase the hydraulic capacity of the Works by 15 Mℓ/day, while the
process capacity of the Works will be increased by 23 Ml/day. Assuming 80 ℓ/person/day and 5
people per household for those households which form the housing backlog, results in a total
annual average daily sewage yield of 3.4 Mℓ/day. As a result, the housing backlog will make up
approximately 22.5% of the Extension Works hydraulic capacity.
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ANNEXURE C: DETAILS OF CONTRACTS
CONTRACT NO. AND
NAME
Interim work under B/SM
365/11: Mechanical,
electrical and civil works for
the refurbishment of the
Stellenbosch WWTW
Emergency extension work
under B/SM 365/11:
Mechanical, electrical and
civil works for the
refurbishment of the
Stellenbosch WWTW
B/SM 4/15 & 5/15:
Mechanical, electrical and
civil works for the extension
of the Stellenbosch WWTW
(Phases One and Two)
NOTE:
*
**
CONTRACTOR
CONTRACT VALUE
(incl. VAT)
CONTRACT
AWARD /
START DATE
PLANNED
COMPLETION
DATE
ACTUAL
COMPLETION
DATE
Inenzo Water (Pty)
Ltd
R24,459,361.20
Nov 2012
June 2014
June 2014
Inenzo Water (Pty)
Ltd
R4,238,055.94
Dec 2013
June 2014
January 2015
To be procured
R370,000,000.00
Dec 2014/
Jan 2015
Jan 2018
Jan 2018
Retention monies withheld have been included as expenditure.
All figures include 14% VAT.
Estimated completion value.
Estimated revised completion date.
EXPENDITURE
AS AT
DECEMBER 2014
(incl. VAT)
R23,680,809.10
R
1,562,573.00
R0
%
COMPLETION
100%
37%
0%
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ANNEXURE D: PROJECT SCHEDULE
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