ENVIRONMENTAL CONTROL OFFICER
(ECO) - CONSTRUCTION PHASE
REQUEST FOR QUOTATION
CONSULTING ENGINEERING SERVICES FOR THE SUPERVISION OF
SLOPE STABILISATION ON NATIONAL ROUTE 7 SECTION 7 FROM KM
18.3 TO KM 20.3: GARIES AND SLOPE STABILISATION ON NATIONAL
ROUTE 7 SECTION 3 FROM KM 72.5 TO KM 74.5: PIEKENIERSKLOOF
CUTTING
PREPARED BY:
CLIENT
DATE: June 2018The contents of all documents shall be treated as confidential.
Issued by:
CLIENT
HHO Consulting Engineers (Pty) Ltd
PO Box 6503
ROGGEBAAI
8012
Tel: 021 425 2870
Fax: 021 419 4689CONTENTS
1. INTRODUCTION ............................................................................................. 1
2. LOCATION OF THE PROJECT......................................................................... 2
3. DESCRIPTION OF THE WORKS ....................................................................... 3
3.1
3.2 Overview of the Works ........................................................................................................... 3
Extent of the Works ................................................................................................................. 3
3.2.1 Cutting on Section 3 at Piekenierskloof ............................................................................... 3
3.2.2 Cutting on Section 7 at Garies .............................................................................................. 3
3.2.3 Road works .............................................................................................................................. 4
3.2.4 Road markings and signage ................................................................................................. 4
3.2.5 Structures ................................................................................................................................. 4
3.2.6 Landscaping and maintenance .......................................................................................... 4
3.3
3.4
3.5 Boundaries of the Sites ........................................................................................................... 4
Occupation of the Sites ......................................................................................................... 4
Construction Programme ...................................................................................................... 4
4. SCOPE OF WORK REQUIRED ......................................................................... 5
4.1
4.2 Competency of the ECO ...................................................................................................... 5
Duties of the ECO ................................................................................................................... 5
5. CONDITION OF APPOINTMENT .................................................................... 6
5.1
5.2
5.3
5.4
5.5 Form of Quotation ................................................................................................................... 6
All Inclusive Rates ................................................................................................................... 6
Ownership and Confidential Nature of Documents ........................................................... 6
Termination of the Appointment ........................................................................................... 6
Measurement and Payment .................................................................................................. 6
5.5.1 Section 1: Project Initiation Meeting ..................................................................................... 6
5.5.2 Section 2: Environmental Awareness Training Session ........................................................ 6
5.5.3 Section 3: Monthly Costs to Act as Environmental Control Officer (ECO)....................... 7
5.5.4 Section 4: Monthly Costs to Attend Site Meetings .............................................................. 7
5.5.5 Section 5: Final Post-construction Audit Report .................................................................. 7
5.5.6 Section 6: Travelling ................................................................................................................ 7
6. SUBMISSION OF QUOTATION/RETURNABLE DOCUMENTS .......................... 8
6.1
6.2
6.3
6.4 Closing Date ............................................................................................................................ 8
Service Provider’s Understanding of the Quotation ............................................................ 8
Completion of the Quotation and General Information .................................................... 8
Acceptance of Quotation ..................................................................................................... 87. LIST OF ANNEXURES ...................................................................................... 9
7.1
7.2
7.3 ANNEXURE A: Form of Quotation ...................................................................................... 10
ANNEXURE B: Schedule of Quantities ............................................................................... 11
ANNEXURE C: List of Returnable Documents ................................................................... 121.
INTRODUCTION
HHO Consulting Engineers (hereinafter referred to as the Engineer) has been appointed
by SANRAL (hereinafter referred to as the Employer) for the provision of professional
engineering services for contract
Contract N.007-070-2020/1S - CONSULTING ENGINEERING SERVICES FOR THE
SUPERVISION OF SLOPE STABILISATION ON NATIONAL ROUTE 7 SECTION 7 FROM KM
18.3 TO KM 20.3: GARIES AND SLOPE STABILISATION ON NATIONAL ROUTE 7 SECTION
3 FROM KM 72.5 TO KM 74.5: PIEKENIERSKLOOF CUTTING .
Quotations are herewith requested from competent and acceptable Environmental
Control Officers to be appointed as the Employers Agent to act as an independent
quality controller and monitoring agent regarding all environmental concerns and
associated environmental impacts.2.
LOCATION OF THE PROJECT
The project is located at two separate zones along National Route 7, the first on section
3 on the Piekenierskloof pass and the second on section 7 near the town of Garies.
LOCALITY PLAN – Garies FIGURE 1
LOCALITY PLAN – Piekenierskloof FIGURE 23.
3.1
DESCRIPTION OF THE WORKS
Overview of the Works
Two cuttings on the National Route 7, the first on section 3 at the Piekenierskloof pass
(km 73.5 (project limits km 72,5 to km 74.5)) and the second on section 7 near the town
of Garies (km 19.32 (project limits km 18.32 to 20.32)) will be repaired where required
with rock bolts, mesh and drainage systems. No roadworks are part of this project.
A more detailed description will be given below.
3.2
Extent of the Works
3.2.1
Cutting on Section 3 Piekenierskloof
This cutting consists of sedimentary rock (sandstone and shale) which over time has
weathered. Certain sections of rock have shown evidence of being loose and
dangerous.
The loose particles, small rocks and debris will need to be removed with hand tools by
barring and even chemical splitting and then spoiled off site.
Certain large rocks and rock wedges will need to be stabilised in-situ with installation of
rock dowels of 1m to 5m in length.
Certain bands of soft shale rock will need to be stabilised with 3m securing dowels and
shotcrete (coloured with pigment) and also have drainage installed with geosynthetic
band drains and weepholes.
Full establishment of the contractor’s camp. Submission of all necessary OHS
requirements. Repair or replacement of fencing may be necessary on the boundaries
of the road reserve. Construction of any temporary access roads or ramps where
required to access the cutting slopes with the full removal and reinstatement after
completion of the works.
3.2.2
Cutting on Section 7 Garies
This cutting consists of igneous (granite) which over time has weathered. Certain
sections of rock have shown evidence of being loose and dangerous.
The loose particles, small rocks and debris will need to be removed with hand tools by
barring and even chemical splitting and then spoiled off site.
Removal and spoiling of loose rock and sand material and trimming back of the crest
to a slope of 1:3 over a 25m length of the cutting.
The installation of a steel wired mesh system (rockfall netting) secured by rock dowels
in a specified arrangement over a 95m length of the cutting. Also the installation of 4m
rock dowels and hydro seeding over a 25m length.
Drilling of 20m long horizontal drainage holes and installation of HDPE pipes lined with
non-woven punched geosynthetic.
Full establishment of the contractor’s camp. Submission of all necessary OHS
requirements. Repair or replacement of fencing may be necessary on the boundaries
of the road reserve. Construction of any temporary access roads or ramps where
required to access the cutting slopes with the full removal and reinstatement after
completion of the works.3.2.3
Road works
No roadworks are planned for this project.
3.2.4
Road markings and signage
Only the road markings affected during the project will be reinstated after completion
of the works. Temporary road marking shall be done as part of traffic accommodation
where required.
3.2.5
Structures
No structures are affected during this project.
3.2.6
Landscaping and maintenance
All landscaping and environmental requirements will be in accordance with the
environmental specifications. Work in/around water courses will be to the requirements
of the Enviromental Management Plan.
Over and above the responsibilities under Care of the Works, the contractor shall also
be responsible for routine maintenance of the site. For the N7 a routine maintenance
contract is in existence (Contract N.007-014-2019/1), and potentially an agreement
can be reached with the routine maintenance contractor regarding cooperation and
a division of responsibilities.
3.3
Boundaries of the Site(s)
The site of the works shall consist of the entire road reserve over the two 2 km lengths to
include the cutting in question and the road lengths on either side where signage is
necessary.
This includes construction camp, any storage area on the site which the Contractor
may require in addition to the area required for construction of the works and special
works as defined by the limits of construction shown on the drawings. The site of the
works also include the above detailed additional lengths of road that required for the
erection of the advanced warning signs and/or traffic accommodation measures
beyond the limits of construction shown on the drawings.
3.4
Occupation of the Site
Access to the Site of the Works will be given to the Contractor upon the Engineer’s
written instruction to commence executing the Works. Such instruction shall be subject
to the submission by the Contractor, and approval by the Engineer, of the
documentation required before commencement with Works execution, as set out in
the Contract.
The site of the works is on public roads, which will remain in use during the course of the
work. No road may be closed, unless so instructed by the Engineer. Traffic shall be
accommodated as shown on the drawings or as instructed by the Engineer.
3.5
Construction Programme
The time for completion of the Contract is eight (8) months including the initial two
month mobilisation period and the year-end break and gazetted public holidays
falling outside the year-end break. Although the Contractor shall plan and
programme his construction sequence for completion within the time period
specified, extension of time for the completion of the works due to unforeseen
circumstances may be required. Allowance for seven (7) months was therefore
included in the Schedule of Quantities for this service.4.
4.1
SCOPE OF WORK REQUIRED
Competency of the ECO
The ECO must have:
• a good working knowledge of all relevant environmental policies, legislation,
guidelines and standards;
• the ability to conduct inspections and audits and to produce thorough, readable
and informative reports;
• the ability to manage public communication and complaints;
• the ability to think holistically about the structure, functioning and performance of
environmental systems; and
• proven competence in the application of the following integrated environmental
management tools:
o
Environmental Impact Assessment.
o
Environmental management plans/programmes.
o
Environmental auditing.
o
Mitigation and optimisation of impacts.
o
Monitoring and evaluation of impacts.
o
Environmental Management Systems.
It will be an advantage for the tenderer to be registered with the Environmental Division of
the South African Council of Natural Science Professions (SACNASP) and or any other
recognised environmental professional body.
4.2
Duties of the ECO
The ECO will be responsible for monitoring, reviewing and verifying compliance with the
Environmental Management Programme (EMP) and the Environmental Authorisation
and Exemption (EA) by the Contractor.
The ECO's duties in this regard will include but are not necessarily limited the following:
• assisting the ER in ensuring necessary environmental authorizations and permits have
been obtained;
• monitoring and verifying that the EMP & EA are adhered to at all times and taking
action if the specifications are not followed;
• monitoring and verifying that environmental impacts are kept to a minimum;
• reviewing and approving construction method statements together with the EMP &
EA;
• assisting the Contractor in finding environmentally responsible solutions to problems;
• giving a report back on the environmental issues at the monthly site meetings and
other meetings that may be called regarding environmental matters;
• keeping records of all activities / incidents concerning the environment on Site in the
Site Diary;
• inspecting the Site and surrounding areas regularly with regard to compliance with
the EMP & EA;
• keeping a register of complaints in the Site Office and recording and dealing with
any community comments or issues;
• monitoring the undertaking by the Contractor of environmental awareness training
for all new personnel coming onto site;
• advising on the removal of person(s) and/or equipment not complying with the
specifications (done via the ER);
• recommending the issuing of fines for transgressions of site rules;
• ensuring that activities on site comply with legislation of relevance to the
environment;
• recommending the issuing of penalties (via the ER) for contraventions of the EMP &
EA (e.g. damage to "no go" areas);• keeping a photographic record of progress on Site from an environmental
perspective; and
• undertaking a continual internal review of the EMP & EA and submitting a report to
the Employer and at the end of the project.
Note: The ECO shall direct all his/her instructions and communications through the
Engineers Representative in order to ensure that the Contractor receives instructions via
a single channel of communication, thus avoiding the risk of contradicting instructions
being issued with respect to the EMP and EA. Only in emergency situations may the ECO
report directly to the Contractor.5.
5.1
CONDITION OF APPOINTMENT
Form of Quotation
The Form of Quotation shall be signed by a person duly authorized to do so on the
relevant form attached as Annexure A. Quotation to include form of quotation, CSD
registration, tax compliance certificate/PIN number and an original or certified copy of
the original B-BBEE certificate. Pre-qualification B-BBEE level 1-4 is required as a minimum
on this project.
5.2
All Inclusive Rates
The tendered rates for each payment item shall include all costs and any other
incidentals required for the execution of the work as specified. The rates tendered shall
be fixed for the period of the appointment. The Employer is in the process of awarding
the Contract and the site would most probably be handed over during August 2021. It
can thus be assumed that the Commencement Date would be the beginning of
September 2021 and with the Contract period of 8 months including mobilisation 2
months, the Due Completion Date would then be early May 2022 or as extended.
However, these dates might be modified and will be determined once the main
contract has been awarded. A schedule of Quantities with the payment items is
attached as Annexure B. The rates and amounts shall be filled in on this schedule. All
rates and amounts shall exclude VAT.
Note: Please clearly indicate by entering the words “Included in Item 1, 2, etc.” in the
Rate Column should the rate for one item be included in the rate for another item.
5.3
Ownership and Confidential Nature of Documents
The contents of all documents shall be treated as confidential.
5.4
Termination of the Appointment
The Engineer in co-operation with the Employer shall have the right to terminate any
appointment resulting from this agreement upon fourteen (14) days written notice
should they consider, in their sole discretion, that the audits and/or reports are not
conducted and submitted within fourteen (14) days after an audit was conducted or
that the reports are not up to standard. In the event of such termination, the Service
Provider shall not be entitled to any compensation other than that due for the reports
that had been submitted and were acceptable.
5.5
Measurement and Payment
The sections referred to in this subsection are in accordance with the sections in the
Schedule of Quantities with the payment items that are attached as Annexure B. The
Service Provider will be paid monthly by the Engineer after the Engineer has received
payment from the Employer. The different Sections are as follows:
5.5.1
Section 1: Project Initiation Meeting
This section provides for the discussions with the Contractor with regard to requirements
in terms of the EMP and EA and all method statements required up to and including
final approval. All possible support and co-operation will be required from the service
provider during this stage to ensure that the Contractor may commence with the
execution of the Works.Payment of this item will be considered and claimed from the Employer after the
Principal Contractor’s initial method statements have been approved and the
Contractor, Engineer and Employer have been informed in writing.
5.5.2
Section 2: Environmental Awareness Training Session
This section provides for the environmental awareness training session to the
Contractor’s and Engineer’s staff. Payment of this item will be considered and claimed
from the Employer based on the number of training sessions conducted on site and a
report / proof has been submitted and accepted by the Engineer and the Employer.
5.5.3
Section 3: Monthly Costs to Act as Environmental Control Officer (ECO)
This section provides for the costs of the monthly site visits, which shall include an
environmental audit and audit report as well as monthly overhead costs for setting up
the site visits, safety meetings, audits, checks, etc. including allowance for PI insurance
for the duration of the Contract period as extended or as agreed between the
Engineer and the Service Provider. The rate for this item shall cover all costs for one
monthly site visit, including a safety meeting, the audit and audit report as well as all
other related costs and disbursements. Travelling will be paid separately under Item
5.5.6
Payment of this item will be done on a monthly basis and would only be considered
and claimed from the Employer after the audit for a specific month has been
conducted and a report has been submitted and accepted by the Engineer and the
Employer.
5.5.4
Section 4: Monthly Costs to Attend Site Meetings
This section provides for the costs of attending and reporting any issues at the monthly
site meeting. The rate for this item shall cover all costs for attending one monthly site
meeting, including all other related costs and disbursements. Travelling will be paid
separately under Item 5.5.6
Payment of this item will be done on a monthly basis and would only be considered
and claimed from the Employer if the monthly meeting was attended.
5.5.5
Section 5: Final Post-construction Audit Report
This section provides for the costs to prepare the final post-construction audit report
and to ensure that all registers and records are up to date and accurate prior to the
final hand over of the Site to the Employer.
Payment of this item will be considered and claimed from the Employer after the final
audit report has been submitted and accepted by the Employer at completion of the
Contract.
5.5.6
Section 6: Travelling
This section provides for the travelling costs per km for the monthly site visits and audits
and attending monthly meetings. The furthest point of travel will only be paid for
travelling from Cape Town to the site and back or as otherwise agreed with the
Engineer. The total kilometres allowed in the Schedule of Quantities shall not be
exceeded without the prior approval and agreement of the Engineer.
Payment of this item will be done monthly for the actual kilometres travelled according
to a log sheet and would only be considered and claimed from the Employer if a site
meeting has been attended and after the audit for a specific month has been
conducted and a report has been submitted and accepted by the Engineer and the
Employer.6.
6.1
SUBMISSION OF QUOTATION/RETURNABLE DOCUMENTS
Closing Date
Quotations should be submitted no later than 12h00 on Thursday 26 August 2021.
Quotations must be delivered to HHO Infrastructure Engineers offices at 14 Floor, The
Towers South, 2 Hertzog Boulevard, Cape Town. Quotations to be evaluated on price
and preference
6.2
Service Provider’s Understanding of the Quotation
It is the Service Provider's responsibility to obtain all the necessary information
concerning the intent and requirements of this Quotation.
6.3
Completion of the Quotation and General Information
(a) The service provider shall fully complete the pricing schedule as well as the Form
of Quotation (Annexures).
(b) Failure to submit by the time and date specified shall result in disqualification of
the Quotation. The Service Provider alone bears the responsibility for the delivery
of the Quotations to the stipulated address, closing date and time.
(c) Unsigned Quotations or amendments thereof will be rejected by the Engineer.
(d) Service Providers shall not submit more than one (1) Quotation. No alteration or
modification to the Quotation will be accepted after the specified closing time
for submitting Quotations.
(e) Queries relating to issues arising from this document may be addressed to:
Mr A Laatz of HHO Consulting Engineers
Tel No.:
(082) 787 58 75
e-mail:
andy@hho.co.za
No information given orally by the Engineer will be considered binding unless
confirmed in an Addendum to this Quotation.
(f)
The lowest priced quotation will be recommended for the award of the
contract, unless there are compelling and justifiable reasons not to do so.
(g) Items 3 and 4 should be priced separately, as two independent site visits will be
required. The monthly site audit should be conducted approximately two weeks
prior to the monthly site meeting. During this meeting the findings and
ratifications of the audit should be reported.
6.4
Acceptance of Quotation
The following documents shall be submitted for consideration of the quotation:
• Form of Quotation: Annexure A;
• Schedule of Quantities with rates and amounts filled in: Annexure B;
• A list of similar work that were completed successfully as well as references of clients
and their contact details;
• Abbreviated CV of person that will be responsible for the work;
• Copy of IoSM or any other registration;
• Valid Tax Clearance Certificate;
• Copy of B-BBEE scorecard if available; and
• Copy/proof of liability insurance.7.
LIST OF ANNEXURES7.1
ANNEXURE A: Form of Quotation
CONTRACT N.007-070-2020/1S
REQUEST FOR QUOTATIONS: TERMS OF REFERENCE
I/We………………………………………………………………..
(name
of
person),
being
acquainted with the project and fully aware of the nature of the work to be executed,
undertake to act as Environmental Control Officer (ECO) for the Client in accordance with
the requirements as specified in the Terms of Reference.
My/Our total price for each section submitted in the Schedule (Annexure B) shall be fixed
for the duration of the Contract (for the execution of the project).
NAME OF SIGNATORY: ..........................................................................
ON BEHALF OF: ......................................................................................
ADDRESS:
..........................................................................................
............................................................................................
............................................................................................
SIGNATURE : ……………………………………………
DATE : …………………………………7.2
ANNEXURE B: Schedule of Quantities
CONTRACT NO..
I/We hereby submit the following amounts for each Section as specified in the Terms of
Reference (TOR).
SCHEDULE OF QUANTITIES
Item
Description
Unit Quantity
Sum 1
Rate
Amount
SECTION 1: PROJECT INITIATION MEETING
1
Conducting an initiation meeting as specified
under Sub-clause 5.5.1 of the TOR
SECTION 2: ENVIRONMENTAL AWARENESS TRAINING SESSION
2
Conducting training sessions as specified
under Sub-clause 5.5.2 of the TOR
No.
2
SECTION 3: MONTHLY COSTS TO ACT AS ENVIRONMENTAL CONTROL OFFICER (ECO)
3
Monthly costs to act ECO as specified under
Sub-clause 5.5.3 of the TOR
Month
7
SECTION 4: MONTHLY COSTS TO ATTEND SITE MEETINGS
4
Monthly costs to attend site meetings as
specified under Sub-clause 5.5.4 of the TOR
Month
7
SECTION 5: FINAL POST-CONSTRUCTION AUDIT REPORT
5
6
Final Post-construction Audit Report as
specified under Sub-clause 5.5.5 of the TOR
SECTION 6: TRAVELLING
Travelling for monthly Site meetings and audits
as specified under Sub-clause 5.5.6 of the TOR
Sum 1
km 8 000
SUBTOTAL FOR ALL SECTIONS R
Add 15% VAT (if registered) R
TOTAL PRICE R
Signed: ……………………………..
ECO Signed: ……………………………..
ENGINEER
Date: ………………………………. Date: ……………………………….
51 (AD1)7.3
ANNEXURE C: List of Returnable Documents
List of Returnable Documents
Form of Quotation: Annexure A
Schedule of Quantities with rates and amounts filled in: Annexure B
A list of similar work that were completed successfully
Abbreviated CV of person that will be responsible for the work
Copy of CSD/IoSM or any other registration
Valid Tax Clearance Certificate/ PIN number
Copy of B-BBEE scorecard original or certified copy
Copy/proof of liability insurance
Tick