1. 1 Compiled by: DR VELDTMAN REPAIR AND MAINTENANCE PROGRAMME (RAMP initiative) REPAIR AND BREAKDOWN MAINTENANCE PROGRAMME (RBMP)

2. 2 DV REPAIR AND MAINTENANCE PROGRAMME (RAMP initiative)

3. 3 Implementation of RAMP STATUS QUO PRIORITIZE AND BUDGET DETAIL DESIGN TENDERCONSTRUCTION DV

4. 4 The RAMP In Detail 1.PROGRAMME OBJECTIVES 2.GENERIC DOCUMENT AND DOCUMENTATION 3.IMPLEMENTATION: STATUS QUO REPORT 4.CONTROL MECHANISMS 5.ACHIEVEMENTS AND COST DV

5. 5 1. Programme Objectives DV Ensure the optimum functionality of installations and facilities Tackle the current repair backlog Comprehensive inventory of a facility and its equipment with a record of maintenance requirements / problems Guide future repair and maintenance Informed budgeting

6. 6 1. Programme Objectives (Continued) DV Mechanical Engineer Boilers, steam generating, & distribution Kitchen, refrigeration & laundry equipment Heating, ventilation & air-conditioning system Electrical Engineer Reticulation Standby power Substations, transformers & switchgear Electric motors Lifts & escalators Building & Civil Engineer Roads Wastewater & solid waste Water reticulation & plumbing Security fencing Scope of Services Scope of Services

7. 7 2.Generic Document and Contract Documentation Documentation DV Creative methods to measure and pay Document is being implemented and revised (Latest rev no 10 – October 2005) GCC 2004 (based on CIDB contract format) Generic Document Guide future repair and maintenance User Manual 11 Sections 18 Components 95 Technical particular specifications Innovative specification for Labour intensive work and job creation

8. 8 xxx 2.Generic Document and Contract Documentation (Continued) Documentation (Continued) DV

9. 9 2.Generic Document and Contract Documentation (Continued) Documentation (Continued) DV PART C Additional Specifications SB Operating and Maintenance Manuals SC General Decommissioning, Commission and Testing Procedures SF Operation SA General Maintenance SD General Training Enlargement Enlargement

10. 10 2.Generic Document and Contract Documentation (Continued) Documentation (Continued) DV

11. 11 2.Generic Document and Contract Documentation (Continued) Documentation (Continued) DV Enlargement of one Installation Enlargement of one Installation

12. 12 3.Implementation of Status Quo Report DV Step 1:Introduction on Site Step 2:Surveying of Installations Step 3:Information existing contracts Step 4:Status Quo Report Step 5:Status Report is reviewed with User Client and Role-players, updated and revised Status Quo Reports: Methodology Status Quo Reports: Methodology

13. 13 3.Implementation of Status Quo Report (Continued) DV An inventory of installations The operational state thereof A cost estimate to repair it to its original state An annual cost estimate to maintain the facility Submit to Client for discussion Status Quo Reports: Contents Status Quo Reports: Contents 3.Implementation of Status Quo Report (Continued) (Continued)

14. 14 DV Basis to determine the content of repair and maintenance contracts Appoint consultants Guide maintenance planning and budgeting Accommodate existing contracts and contracts in planning Final scope of work discussed with Client Status Quo Reports: Purpose Status Quo Reports: Purpose 3.Implementation of Status Quo Report (Continued) (Continued)

15. 15 DV Top Level: Per discipline costing estimate (structural, electrical, mechanical, etc.) Emergency Repair Repair Maintenance Level 2: Summary of Installation and categorise First Level: Field survey. Detail of Installation Status Quo Reports: Three Levels of Information Status Quo Reports: Three Levels of Information 3.Implementation of Status Quo Report (Continued) (Continued)

16. 16 DV Information Hierarchy Information Hierarchy TOP LEVEL TOTAL AND DISCIPLINE SUMMARY OF CATEGORIES 2ND LEVEL INVENTORY SUMMARY CATEGORIES COST ESTIMATE PER INSTALLATION FIRST LEVEL VISUAL INSPECTION AND EVALUATION FORMS. INSPECTION INFORMATION ( CONDITION, CATEGORY, COMMENTS PER ELEMENT) CATEGORY 1: EMERGENCY REPAIR CATEGORY 2: REPAIR CATEGORY 3: MAINTENANCE APPOINTMENT OF CONSULTANTS DETAIL SCOPE SITE PARTICULARS 3.Implementation of Status Quo Report (Continued) (Continued)

17. 17 DV LEVEL ONE 3.Implementation of Status Quo Report (Continued) (Continued)

18. 18 DV 3.Implementation of Status Quo Report (Continued) (Continued) ENLARGEMENT OF LEVEL ONE Visual Inspection and Evaluation Form: Structural Visual Inspection and Evaluation Form: Structural

19. 19 DV 3.Implementation of Status Quo Report (Continued) (Continued) ENLARGEMENT OF LEVEL ONE

20. 20 DV 3.Implementation of Status Quo Report (Continued) (Continued) LEVEL TWO

21. 21 DV 3.Implementation of Status Quo Report (Continued) (Continued) ENLARGEMENT OF LEVEL TWO

22. 22 DV 3.Implementation of Status Quo Report (Continued) (Continued) TOP LEVEL

23. 23 DV 3.Implementation of Status Quo Report (Continued) (Continued) ENLARGEMENT OF TOP LEVEL

24. 24 DV Construction Stage Construction Stage 4.Control Mechanisms 1.Contract Documentation / Bills of Quantities Competitive Tenders 2.Score Card System Measure the performance of all role-players 3.Breakdown Log, Track and Monitor Measure the performance of all role-players 4.Scope of the work is controlled and managed by consultant with proper contract documentation 5.Single point responsibility

25. 25 DV Construction Stage Construction Stage 4.Control Mechanisms (Continued) Maintenance Approach MAINTENANCE OF COMPLETE INSTALLATION Repair of components to functional condition Components in working order Upgrade due to original limitations

26. 26 DV Schedule of Quantities: Repair Schedule of Quantities: Repair 4.Control Mechanisms (Continued)

27. 27 DV Schedule of Quantities: Maintenance Schedule of Quantities: Maintenance 4.Control Mechanisms (Continued)

28. 28 DV Score Card System Score Card System 4.Control Mechanisms (Continued) Specification SA: General Maintenance (in document) Maintenance Prior to Practical Completion (Engineers decision during repair phase) Maintenance After Practical Completion Performance Based Payment: Monthly Scoring Maintenance Control Plan (contractor) Operation and Maintenance Manuals (contractor) Breakdowns: Call Centre Buro – 0800 003 004

29. 29 DV Score Card System (Continued) Score Card System (Continued) 4.Control Mechanisms (Continued) Performance Based Payment: Score Card 10 Points (performance indicators) per month Satisfactory or unsatisfactory performance i.e. 1 or 0 per point (no in-between score) The contractor shall always have the opportunity to score the maximum points Selection of points: - Select points at the start of the month - Engineer: 5 points - Contractor: 5 points - Copy of scorecard to contractor Engineer to inspect site on any arbitrary day

30. 30 DV Score Card System (Continued) Score Card System (Continued) 4.Control Mechanisms (Continued) Scorecard: Choosing Performance Indicators Choose specific Components or Tasks: Maintenance of final effluent pumps Maintenance of stormwater inlets – north terrain Maintenance of flush masters – administration building Refrain from using General Performance Indicators: Maintenance of pump station Maintenance of stormwater network Maintenance of plumbing Where to obtain Performance Indicators: Document Specification Operation and Maintenance Manuals Maintenance Control Plan

31. 31 DV Score Card System 4.Control Mechanisms (Continued)

32. 32 DV Breakdown Log, Track and Monitor Breakdown Log, Track and Monitor 4.Control Mechanisms (Continued) OrdinaryEmergencyFatal To be repaired – normal day to day breakdown Life threatening or potential for serious damage or a security risk Extreme cases 7 days48 hoursZero (immediate response) Geyser element Tap leaking Pothole in road Major water pipe Abattoir freezer 1 st Boiler Sewer blockage Standby generator not working 2 nd Boiler

33. 33 DV Call Centre Call Centre 4.Control Mechanisms (Continued) 0860 004 002 (toll free) 24 hours a day, 7 days a week All calls to be logged (any time) Good description of breakdown and address required Name and contact number of the person originally logging the call

34. 34 DV Call Centre Call Centre 4.Control Mechanisms (Continued) ContractorConsultant Respond to the Incident/ Breakdown Notify of Call Notify of Response Quality Assurance of the response Log details of the Call Log details of the reported response Incident/ Breakdown/ Enquiry Call Centre Start Finish Report Response Report Call using 0800 003 004 Monthly Reporting Second Notification by fax 1 2 3 4 5 6 7 8 4 9 10 11 Respond to the Enquiry Call Centre Buro

35. 35 DV Malicious Damage Malicious Damage 4.Control Mechanisms (Continued) Always log as a breakdown at the Call Centre Contractor to report on each malicious damage incident Date and Time of occurrence Component description (and serial number) Photograph Person responsible (if possible) Repair of Malicious Damage: New Variation Order (M) Re-measurable included

36. 36 DV THE END