CIVIL ENGINEERING MANUAL - Department of Public Works

1 Department OF Public Works CIVIL ENGINEERING MANUAL OCTOBER 2004 PW 347 1 CONTENTS LIST Page Colour SECTION A GENERAL PROCEDURE .. White SECTION B THE DESIGN STAGE .. Blue SECTION C DESIGN GUIDE .. Green SECTION D THE CONSTRUCTION STAGE .. Pink SECTION E VARIATIONS .. Yellow SECTION F REFERENCE DOCUMENTS .. White ANNEXURES FOR SECTIONS A as per Section PRM FORMS: (Only PRM Forms modified for .. White use in CIVIL ENGINEERING Contracts) 2 SECTION A: GENERAL PROCEDURE Clause Page THE 4 DEFINITIONS.

2 4 4 Department .. 4 Director 4 Departmental Project 4 4 Principal Agent / Lead Consulting Engineer .. 4 4 Engineer s Representative / Resident 4 Client / User Department .. 5 Letter of Appointment .. 5 PDR .. 5 PEP .. 5 GCC 90 .. 5 PW 677 .. 5 PW 772 .. 5 PW 371 .. 5 PRM 5 THE 5 5 THE 6 THE BRIEFING MEETING .. 6 APPROVAL ..6 Official 6 Approval by a Client / User Department .. 7 THE CLIENT / USER 7 PROGRESS REPORTS .. 7 FINANCIAL CONTROL .. 7 General .. 7 Departmental Budget .. 7 Approved Cost Limit .. 7 QUALITY ASSURANCE PLAN .. 8 CONSULTANT TEAM .. 8 Appointment of other Consultants .. 8 Liaison with Consultants .. 8 Responsibility of CIVIL and Structural Engineers.

3 9 USE OF SPECIALISTS .. 9 Geotechnical investigations .. 9 Traffic impact studies .. 9 Site surveys .. 9 Hydrological studies, etc.. 9 FORMS OF 9 CIVIL ENGINEERING Contract (GCC 90) .. 9 Nominated Sub-contract to Building Contract .. 10 CIVIL Work Included in Building Contract (PW 677) .. 10 Separate Mechanical and / or Electrical Contract .. 10 CONSTRUCTION MONITORING .. 10 DRAWINGS .. 10 TRAVELLING PROCEDURES AND 10 General .. 10 Authority to 11 SUBMISSION OF 11 Form of Submission .. 11 Claims for Subsistence and Travelling .. 11 Claims for Other 11 Fees on Contract Price Adjustments .. 11 4A. GENERAL PROCEDURE THE MANUAL The purpose of this MANUAL is to serve as a guide to the functions, duties and responsibilities of consulting CIVIL engineers in the design, documentation and administration of projects for the Department of Public Works .

4 DEFINITIONS The following words, expressions and abbreviations shall have the meanings assigned to them except where the context requires otherwise: Employer Employer means the Government of the Republic of South Africa as represented by the Director General: Department of Public Works and includes any person acting in and duly authorised to act in that capacity as well as any officer to whom any powers vested in the Director General have been delegated. Department The National Department of Public Works . Director General The person appointed as Head of Department , of the Department of Public Works . Departmental Project Manager (see Section ) Consultant The Consultant is the Private Consulting CIVIL Engineer or Consulting CIVIL ENGINEERING Firm appointed by the Department in terms of the Letter of Appointment , to execute the work for which this MANUAL of Procedure is intended.

5 Principal Agent / Lead Consulting Engineer A Consultant (not necessarily a CIVIL engineer) appointed by the Department to act as co-ordinator and team leader of a group of consultants working on the same project. Engineer The Engineer means the natural or juristic person or partnership named as the Engineer in the Special Conditions of Contract (see Annexure ) for the supervision and management of the ENGINEERING Works undertaken by the Contractor. Engineer s Representative / Resident Engineer A person appointed from time to time by the Engineer to represent the Engineer on the Construction Site. Client / User Department (see Section ) Letter of Appointment (see Sections and ) PDR Preliminary Design Report, as described further in Section B of this MANUAL .

6 PEP Project Execution Plan GCC 90 The General Conditions of Contract for use in connection with Works of CIVIL ENGINEERING Construction (6th Edition, 1990); issued by the South African Institution of CIVIL Engineers. PW 677 The departmental Conditions of Contract as published by the Department of Public Works , mainly applicable to Building Contracts. PW 772 The Department s Preliminaries etc. forming part of Bills of Quantities . PW 371 The Department s Specification of Materials and Methods to be Used . PRM Forms A system of pro-forma documents used by the Department for Project Management. THE EMPLOYER The Employer for the work is the Director General: National Department of Public Works or his authorised representative.

7 The Consulting Engineer will deal with the Employer through the Departmental Project Manager as set out in this MANUAL . APPOINTMENT The letter of invitation to perform professional services (generally referred to as the letter of appointment ) together with the associated annexures, forms a binding contract between the Department and the Consulting ENGINEERING Firm the moment the Consultant accepts the invitation to perform professional services in writing. 6 The Consultant and the Departmental Project Manager will initial each page at the bottom right hand corner as well as all changes / amendments, if applicable, made to the original contract documentation. THE AGREEMENT Where the Department s standard letter of appointment forms the basis of the commission, the Consultant is required to execute the work in accordance with this MANUAL and with such supplementary instructions as the Department may issue from time to time.

8 In cases where a special agreement is entered into, this will state any variations in procedure, which may be required. The standard appointment letter consists of the following: The appointment letter itself Section A: General Conditions and Information Section B: Reimbursement tariffs for typing, printing, duplicating work and forwarding Section C: Travelling and subsistence arrangements and tariffs on Charges Section D: Indemnification of the Department by firms with limited liability Section E: Conditions applicable to the appointment of firms in association Section X1: Extent of CIVIL ENGINEERING appointment Section X2: Professional fees in respect of CIVIL engineers appointment Appendix N : Briefing document, if applicable After appointment, the Consultant shall draw up a Project Execution Plan (PEP) indicating cashflows as well as work program.

9 This document, once approved, will form part of the agreement. Remuneration tables referred to in the appointment letter are available on the Departmental website, . THE BRIEFING MEETING After acceptance of the appointment the Consultant is required to arrange a consultation / briefing meeting with the Departmental Project Manager. At this stage the Consultant shall advise the Department which partner/director will be responsible for controlling the service. Minutes of this meeting must be kept and forwarded to the Departmental Project Manager. APPROVAL Official Approval The Consulting Engineer may not proceed from one stage to another without the written approval of the Departmental Project Manager.

10 He must obtain prior approval before undertaking any survey, soil testing, travelling, etc. See also Section in this regard. Approval by a Client / User Department Approval of any proposals either verbally or in writing by a Client / User Department is not binding on the Director General and does not relieve the Consultant in any way of the responsibility for obtaining written approval of any proposals from the Departmental Project Manager. THE CLIENT / USER Department The designated occupant(s)/user(s) of a facility is/are the Client or User Department (s). Any discussions between the Consultant and the Client / User Department , must be arranged through the Departmental Project Manager.