1 compiled by: dr veldtman repair and maintenance programme (ramp initiative) repair and breakdown...

1

Compiled by: DR VELDTMAN

REPAIR AND MAINTENANCE PROGRAMMEREPAIR AND MAINTENANCE PROGRAMME (RAMP initiative) (RAMP initiative)

REPAIR AND BREAKDOWN MAINTENANCEREPAIR AND BREAKDOWN MAINTENANCE

PROGRAMME (RBMP)PROGRAMME (RBMP)

2 DV

REPAIR AND MAINTENANCE PROGRAMMEREPAIR AND MAINTENANCE PROGRAMME

(RAMP initiative) (RAMP initiative)

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Implementation of RAMPImplementation of RAMP

STATUS QUOSTATUS QUO

PRIORITIZE AND BUDGETPRIORITIZE AND BUDGET

DETAIL DESIGNDETAIL DESIGN

TENDERTENDER

CONSTRUCTIONCONSTRUCTION

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The RAMP In DetailThe RAMP In Detail

1.1. PROGRAMME OBJECTIVESPROGRAMME OBJECTIVES

2.2. GENERIC DOCUMENT AND DOCUMENTATIONGENERIC DOCUMENT AND DOCUMENTATION

3.3. IMPLEMENTATION: STATUS QUO REPORTIMPLEMENTATION: STATUS QUO REPORT

4.4. CONTROL MECHANISMSCONTROL MECHANISMS

5.5. ACHIEVEMENTS AND COSTACHIEVEMENTS AND COST

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1. Programme Objectives1. Programme Objectives

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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

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1. Programme Objectives 1. Programme Objectives (Continued)(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 ServicesScope of Services

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2.2. Generic Document and Contract Generic Document and Contract DocumentationDocumentation

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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

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xxx2.2. Generic Document and Contract Generic Document and Contract Documentation Documentation (Continued)(Continued)

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2.2. Generic Document and Contract Generic Document and Contract Documentation Documentation (Continued)(Continued)

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PART CAdditional

Specifications

SB Operating and Maintenance Manuals

SC General Decommissioning, Commission and Testing Procedures

SF Operation

SA General Maintenance

SD General Training

EnlargementEnlargement

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MONTHLY MAINTENANCE:INSTALLATION B PRIOR TOPRACTICAL COMPLETION OF REPAIR

MONTHLY MAINTENANCE:INSTALLATION C PRIOR TOPRACTICAL COMPLETION OF REPAIR

1. SUMMARY OF SPECIAL CONDITIONS ON MAINTENANCE WORK1.1 Retention money on maintenance shall be 10% of maintenance payment to a maximum of 10% of the total tender amount for maintenance work on all installations.1.2 Maintenance responsibilities for each of the installations shall commence upon issue of a Certificate of Practical Completion for repair of each installation respectively.1.3 Retention on maintenance work shall be reduced to half upon issue of the Certificate of Completion for maintenance.1.4 Retention on maintenance work shall be released completely upon issue of the Certificate of Final Approval of the Works.1.5 Insurance on maintenance work shall be released upon issue of the Certificate of Completion for maintenance.1.6 The Contractor shall be liable to pay penalties if he fails to complete the works which entitles him to receive a Certificate of Completion for maintenance by the due completion date.1.7 The Contractor shall be liable to a payment reduction for the difference between actual downtime and maximum down time.

Pra

ctical com

ple

tion

Repair

of

insta

llation B

Com

ple

tion

Repair

of

insta

llation B

Rele

ase o

f re

tention f

or

repair

of

insta

llation B

Decom

mis

sio

n

Reconditio

n

Tests

pri

or

to c

om

ple

tion

Insta

llation o

f equip

ment

O &

M m

anuals

dra

ft

OH

S A

ct inspection

Day01 tests

: com

mis

sio

nin

g

Pra

ctical com

ple

tion

Repair

of

insta

llation C

Day 3

0 tests

: com

mis

sio

nin

g

Com

ple

tion

Repair

of

insta

llation C

Rele

ase o

f re

tention f

or

repair

of

insta

llation C

2. SUMMARY OF SPECIAL CONDITIONS ON REPAIR WORK2.1 Retention money on repair work shall be 10% of the repair payment per Installation to a maximum of 10% of the tender amount for all repair work per installation.2.2 Maintenance responsibilities for each of the installations shall commence upon issue of a Certificate of Practical Completion for repair of each installation respectively.2.3 Retention money on repair work shall be reduced to half upon issue of a Certificate of Completion for each installation respectively.2.4 Suretyship and insurance on the repair work shall be released upon issue of a Certificate of Completion for the repair work with the longest duration.2.5 Retention money for repair work shall be released completely upon issue of the expiration of the Defects Liability Period (12 months) for each installation respectively.2.6 The Contractor shall be liable to a pay penalties on each installation respectively upon failing to complete the Works which entitles him to receive a Practical Completion Certificate.

TOTAL CONTRACT DURATION FOR REPAIR AND MAINTENANCE: 36 MONTHS

1.

CE

RTIF

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REPAIR INSTALLATION C (Typically containing mechanical and electrical industrial installations)

Development of new Affirmable Business Enterprise(s) (ABEs)and training of ABE maintenance managers

Pra

ctical com

ple

tion

Com

ple

tion lis

t

Develop training syllabus

Main

tenance o

f all

insta

llations

MONTHLY MAINTENANCE RESPONSIBILITIES: COMPLETED INSTALLATION A

S

TA

RT

OF

CO

NT

RA

CT

Develop training syllabus

12 month Defects Liability Period

12 month Defects Liability Period

MONTHLY MAINTENANCE RESPONSIBILITIES: COMPLETED INSTALLATION C

Train user client workers (operators) and maintenance personnel

30 Day commissioning period


MONTHLY MAINTENANCE RESPONSIBILITIES: COMPLETED INSTALLATION B


NO REPAIR WORK REQUIRED FOR INSTALLATION A

REPAIR INSTALLATION B (Typically containing infrastructure and buildings)

Repair

Completion list

24 month guidance, supervision and training of newly developed Affirmable Business Enterprise(s) working as subcontractor(s)

NOTE:

The Construction Milestone chart must be read in conjunction with the following documents:

1. General Conditions of Contract2. Special Conditions of Contract and all Additional Specifications (SA - SE)3. Appendix to Tender (OWG 785)

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DV

Enlargement of one InstallationEnlargement of one Installation

Dec

omm

issi

on

Reco

nditi

on

Test

s pr

ior t

o co

mpl

etio

n

Inst

alla

tion

of e

quip

men

t

O &

M m

anua

ls dr

aft

OHS

Act

ins

pect

ion

Day

01 te

sts:

com

mis

sion

ing

Prac

tical

com

plet

ion

Repa

ir of

inst

alla

tion

C

Day

30

test

s: c

omm

issi

onin

g

Com

plet

ion

Repa

ir of

inst

alla

tion

C

Rele

ase

of re

tent

ion

for

repa

ir of

inst

alla

tion

C

REPAIR INSTALLATION C (Typically containing mechanical and electrical industrial installations)

12 month Defects Liability Period30 Day commissioning period

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3.3. Implementation of Status Quo ReportImplementation of Status Quo Report

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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: MethodologyStatus Quo Reports: Methodology

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3.3. Implementation of Status Quo Report Implementation of Status Quo Report (Continued)(Continued)

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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: ContentsStatus Quo Reports: Contents

3.3. Implementation of Status Quo ReportImplementation of Status Quo Report (Continued)(Continued)

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: PurposeStatus Quo Reports: Purpose


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 InformationStatus Quo Reports: Three Levels of Information


16 DV

Information HierarchyInformation 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


17 DV

B : DETAILED INSPECTION INFORMATION

CONDITIONNO ELEMENT

GOOD FAIR POOR CATEGORY COMMENTS

STRUCTURAL :

1 Roof X 3 Long span sheeting on brick walls.

2 Floor slab(s) X 2 Minor cracking. High pressure clean and re-waterproof all roofslabs and catwalk roof slabs.

3 Other X 2 Repair slip on fill bank on south-east corner as this couldundermine the wall and courtyard surface bed (Photo MA 9)

EXTERNAL FACADE :

4 Finishes X 2 Facebrick – Remove damp damage by high pressure cleaningand seal. Remove all loose brickwork, plaster and concrete andreplace. Remove plant debris at all exposed cracked concrete.

5 Windows X 2 Replace panes, paint frames.

6 Doors X 2 Timber hardwood, steel gates between sections and steel doorsto cells and ducts. Scrape down and re-paint.

7 Roof coveringR/W goods

X 2 Replace broken sections. Clean and paint fibre cementfacias,gutters and downpipes-remove all plant matter and debris.

8 Other – Rollershutter doors

X 2 To Kitchen drop off points-Replace damaged slats - Clean & re-grease guide and service springs

INTERNAL :

9 Floor finishes –Vinyl tiles

X 2 Replace missing tiles in Admin section.

10 Floor finishes-Tiles X 2 Kitchens and Bathrooms – replace missing tiles especially inaround floor drains in kitchens and showers.

11 Floor finishes-Grano

X 2 Clear out, fill cracks and holes with levelling mortar.

12 Wall finishes X 2 Filling and painting required.

13 Wall finishes

14 Wall finishes

15 Ceilings X 3 Nail-up plasterboard in Admin and slab soffits generally -Painting required.

16 Other

17 Doors X 2 Timber hollow-core to admin, steel gates between sections andsteel doors to cells and ducts. Scrape down and re-paint.

18 Doors

19 Fittings

20 Fittings

21 Other

22 Other

SITE INFRASTRUCTURE :

23 Paving X 3 Concrete surface beds - Serviceable.

24 Other – Perimeterwall

X 2 High-pressure clean and seal tops of wall. Repair damagedbrickwork. Replace missing fibreglass coping covers

25 Other X 2 No-access courtyards – High pressure clean

26 Other

27 Other

LEVEL ONELEVEL ONE


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VISUAL INSPECTION AND EVALUATION FORM: STRUCTURAL

A: GENERAL INFORMATIONPRISON : Westville JOB NO : 40875CR

INSPECTED BY : J Kriek, S Badul, E Mohomed DATE : 5 April 2000

PROPERTYIDENTIFICATION

Medium A Prison FLOORAREA (m²)

21,303m2

W-shaped building with two four-storey wings (split levelled) with exercise yards, a central movement area and arectangular admin building.

Facebrick building, Canalit fibre-cement sheeting roof, steel-framed windows. Exposed concrete slabs and columns.Some plaster and painted walls.

Complex has high facebrick perimeter wall

BRIEFDESCRIPTION OFPROPERTY :

PHOTO NO : MA 1 to MA 10

Roof sheeting is all long span medium density Canalit fibre cement sheeting, available from Everite. There is evidenceand reports of leaks throughout. Reseal and replaced sheeting where necessary (20%). Redo flashings wherenecessary (75%).

Broken window panes to be replaced.

General painting required on walls as well as window frames.

Waterproofing on construction joints of walkway slabs required.

Expansion joints to be cleaned out and resealed with new waterproof ing over the top.

Re-tiling of bathroom and kitchen floors as well as walls required.

COMMENTS /OVERVIEW /SUMMARY(SPECIFICOTHERPROBLEMSDEFECTS, USERREQUIREMENTS)

Portions of the walls require re-plastering.

DV


ENLARGEMENT OF LEVEL ONEENLARGEMENT OF LEVEL ONE

Visual Inspection and Evaluation Form: StructuralVisual Inspection and Evaluation Form: Structural

19 DV


B : DETAILED INSPECTION INFORMATION

CONDITIONNO ELEMENT

GOOD FAIR POOR CATEGORY COMMENTS

STRUCTURAL :

1 Roof X 3 Long span sheeting on brick walls.

2 Floor slab(s) X 2 Minor cracking. High pressure clean and re-waterproof all roofslabs and catwalk roof slabs.

3 Other X 2 Repair slip on fill bank on south-east corner as this couldundermine the wall and courtyard surface bed (Photo MA 9)

EXTERNAL FACADE :

4 Finishes X 2 Facebrick – Remove damp damage by high pressure cleaningand seal. Remove all loose brickwork, plaster and concrete andreplace. Remove plant debris at all exposed cracked concrete.

5 Windows X 2 Replace panes, paint frames.

6 Doors X 2 Timber hardwood, steel gates between sections and steel doorsto cells and ducts. Scrape down and re-paint.

ENLARGEMENT OF LEVEL ONE

20 DV


LEVEL TWO

21 DV


3.1 BUILDING STRUCTURAL ELEMENTS

BUILDING STRUCTURAL ELEMENTS TOTAL CARRIED TO 3.0 R 0 R 26,901,700 R 2,697,100

1 RESIDENTIAL TOTAL R 0 R 7,204,100 R 459,600

1.1 Duplex - Members (150 number)1.2 Houses - Azalea Road (19 number)1.3 Houses - Maryvale Road (6 number)1.4 Simplex - Members (11 number)1.5 Single Quarters (Old) 11.6 Single Quarters (Siyathethuka)1.7 Derelict Prefabricated Single Quarters

General fill and paint internally and externally where applicable. Clean gutters, facias and downpipes and repaint. Remove damp damage to face brick and seal. Clean and reseal expansion joints. Repair broken kitchen cupboards. Repair damp on walls and sla

INVENTORY SUMMARY*REF NO

PHOTOSCATEGORY 1 EMERGENCY

CATEGORY 2 REPAIR

CATEGORY 3 MAINTENANCE

DEFECTS & ACTION

ENLARGEMENT OF LEVEL TWO

22 DV


3.0 SUMMARY OF REPAIR AND MAINTENANCE WORK: WESTVILLE PRISON

GRAND TOTAL: REPAIR AND MAINTENANCE 452,300R 42,336,000R 5,967,000R

3.1 BUILDING STRUCTURAL ELEMENTSCost estimate carried forward (incl. P&G) -R 26,901,700R 2,697,100R

Preliminary & General allowance N/A N/A N/A

Value Added Tax (VAT @ 14%)) -R 3,766,300R 377,600R

Sub Total -R 30,668,000R 3,075,000R

3.2 BUILDING SERVICESCost estimate carried forward -R 1,312,600R 615,600R

Preliminary & General allowance -R 105,100R 61,600R

Value Added Tax (VAT @ 14%)) -R 198,500R 94,900R

Sub Total -R 1,617,000R 772,100R

3.3 ELECTRICAL INFRASTRUCTURECost estimate carried forward 344,900R 3,009,500R 756,500R

Preliminary & General allowance 51,800R 240,800R 75,700R

Value Added Tax (VAT @ 14%)) 55,600R 455,100R 116,600R

Sub Total 452,300R 3,706,000R 948,800R

3.4 CIVIL INFRASTRUCTURECost estimate carried forward -R 750,600R 476,000R



Sub Total -R 941,300R 624,100R

3.5 MECHANICAL & ELECTRICAL EQUIPMENT AND SYSTEMSCost estimate carried forward -R 4,371,400R 386,500R




DISCIPLINEREF NO

CATEGORY 1 EMERGENCY

CATEGORY 2 REPAIR

TOP LEVEL

23 DV


3.0 SUMMARY OF REPAIR AND MAINTENANCE WORK: WESTVILLE PRISON

GRAND TOTAL: REPAIR AND MAINTENANCE 452,300R 42,336,000R 5,967,000R

3.1 BUILDING STRUCTURAL ELEMENTSCost estimate carried forward (incl. P&G) -R 26,901,700R 2,697,100R

Preliminary & General allowance N/A N/A N/A

Value Added Tax (VAT @ 14%)) -R 3,766,300R 377,600R

Sub Total -R 30,668,000R 3,075,000R


DISCIPLINEREF NO

CATEGORY 1 EMERGENCY

CATEGORY 2 REPAIR

ENLARGEMENT OF TOP LEVEL

24 DV

Construction StageConstruction Stage

4.4. Control MechanismsControl 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 DV

Construction StageConstruction Stage

4.4. Control Mechanisms Control Mechanisms (Continued)(Continued)

Maintenance Approach

MAINTENANCE OF COMPLETE INSTALLATION

Repair of components to

functional condition

Components in working order

Upgrade due to original limitations

26 DV

Schedule of Quantities: RepairSchedule of Quantities: Repair


27 DV

Schedule of Quantities: MaintenanceSchedule of Quantities: Maintenance


SCHEDULE NO 8: INSTALLATION G: STANDBY POWER SYSTEMS - MAINTENANCE WORK

PAYMENTREFERS ITEM DESCRIPTION UNIT QUAN- RATE AMOUNTTO NO TITY

706.00 GENERAL MAINTENANCE

SA 06.01 706.01 Maintenance of a completed installation:

.01 Installation G: Standby power systems point 300

706.02 Maintenance of an installation prior to practical completion:

.01 Installation G: Standby power systems point 60

706.02 Payment reduction:

SA 06.03 .01 Payment reduction due to exceeding ofmaximum allowable down-time during fatal breakdown hour - 2,500.00- rate only

SA 06.04 .02 Payment reduction due to exceeding ofmaximum allowable down-time during emergency breakdown day - 2,500.00- rate only

28 DV

Score Card SystemScore Card System


Specification SA: General Maintenance (in document)

Maintenance Prior to Practical Completion (Engineer’s 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 DV

Score Card System Score Card System (Continued)(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 DV

Score Card System Score Card System (Continued)(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 DV

Score CardScore Card

SystemSystem


32 DV

Breakdown Log, Track and MonitorBreakdown Log, Track and Monitor


Ordinary Emergency Fatal

To be repaired – normal day to day

breakdown

Life threatening or potential for serious damage or a

security risk

Extreme cases

7 days 48 hours Zero (immediate response)

• Geyser element

• Tap leaking

• Pothole in road

• Major water pipe

• Abattoir freezer

• 1st Boiler

• Sewer blockage

• Standby generator not working

• 2nd Boiler

33 DV

Call CentreCall Centre


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 DV

Call CentreCall Centre


Contractor Consultant

Respond tothe

Incident/Breakdown

Notify of Call

Notify of C

all

Notify of Response

Not

ify o

f Res

pons

e

Quality Assurance

of the response

Log details of the Call

Log details of the reported response

Incident/Breakdown/Enquiry

Call CentreStart

FinishReport Response

Report Call using 0800 003 004

MonthlyReporting

Second N

otifica

tion by f

ax

Second N

otification by fax

1

2

34

5

6

7

8

4

9

10

11Respond to

the Enquiry

Call Centre Buro

35 DV

Malicious DamageMalicious Damage


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 DV

THE ENDTHE END

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