TIGANE EXTENSION 7 AND 8 INTERNAL CIVIL

ENGINEERING SERVICES PROJECT

CONTRACT NO.: TIG7 - 2020/21
CONTRACT NO.: TIG8 - 2020/21

MINUTES OF SITE PROGRESS MEETING NO. 10

TIGANE EXTENSION 7 AND 8 INTERNAL CIVIL

ENGINEERING SERVICES
MEETING VENUE: STAND NO. 1647, TIGANE EXTENSION 4.
Date: 23 SEPTEMBER 2021
TIME: 10H00
ATTENDANCE REGISTER
ITEM DESCRIPTION TO BE TARGET
ACTION BY DATE
PROJECT INSPECTION TEAM AND REPRESENTATIVE
Info
DEPARTMENT OF HUMAN SETTLEMENT:
The department of Human Settlement is represented by Mr
Rapula (M) Rinno as the Project Manager

HOUSING DEVELOPMENT AGENCY (HDA):

Housing Development Authority is represented by Mr
Thamsanqa Naphakade as the Project Manager

CITY OF MATLOSANA (COM):

The end user client City of Matlosana is represented by Mr
Khotso Seleke and Mr Monnapule Motshwari as the
Managers for Water and Sanitation

MXN DEVELPOMENT CONSTRUCTION CC (DEVELOPER):

The developer is represented by Mr Thabo Mofokeng, Mrs
Ronelle Booysen and Mr Thabo Bonokoane as the Project
Managers

RAJASAMWAY FAMILY HOLDINGS:

The employer’s agent is represented by Prof Wanjala Salim as
the Technical manager, Mr Michael Benhura as the Design
Engineer and Mr Caven Aphane as the Resident Engineer. The
employer’s agent is also represented by Franklin Jackson as
the OHS agent

MXN DEVELOPMENT CONSTRUCTION CC (CONTRACTOR):

The Contractor is represented by Mr Sibongile Mashiya as the
Site Manager, Mr Klaas Moleleki as the Safety Officer

TIGANE DEVELOPERS (SUBCONTRACTOR EXT.7)

The subcontractor is represented by Mr Ranga Nyachuru as
the project manager, Mr Gcina Mpukwana as the contract
manager, Nico Muller as the site manager, Mr Henry as the
engineer and Ashley Segoe as the health and safety officer.

TSEKGO PROJECTS CONSTRUCTION (SUBCONTRACTOR

EXT.8)
The subcontractor is represented by Mr Dumisani
Masombuka as the contract manager, Mr Shepherd Madyira
as Site Manager and Ms Maria Aphane as the safety officer.

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PROJECT INFORMATION
Contract Information: Info
 Ext.7 Contract No.: TIG7-2020/21
 Ext.8 Contract No.: TIG8-2020/21
 Contractor: MXN Development
Construction
 Project Period: 36 Months
 Handover Date: 15 SEPTEMBER 2020
 Commencement Date: 13 OCTOBER 2020
 Completion date: 30 OCTOBER 2023

SCOPE OF WORK
Tigane Extension 7
Sewer Reticulation Info
 Length: 15 123.56m
 Manholes: 379
 No of Connections: 1 599
Water Reticulation Info
 75mm DIA 10 764m
 110mm DIA 1 981m
 160mm DIA 2 347m
 No of Connections 1 599
Stormwater Info
 Length 10 876m
 Kerb inlets 153
 Manholes 29
Roads Info
 Length 18 021m
 All roads will be surfaced with AsphalTech

Tigane Extension 8
Sewer Reticulation Info
 Length: 15 123.56m
 Manholes: 379
 No of Connections: 1 506

Water Reticulation Info

 75mm DIA 9 535m
 110mm DIA 3 090m
 160mm DIA 2 556m
 No of Connections 1 506
Stormwater Info

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  Length 9 914m
 Kerb inlets 146
 Manholes 31

Roads Info
 Length 14 455m
 All roads will be surfaced with AsphalTech

1 OPENING AND INTRODUCTION

1.1 Mr Caven Aphane welcomed all to Site Meeting no. 10 and Info
the attendance register was circulated to all attendees

2 ATTENDANCE AND APOLOGIES

2.1 Attendance:
 As per attached register
2.2 Apologies:
 Mr. M. Benhura
 Mr. F. Jackson
 Mr. T. Mofokeng
 Mr. M. Matebele
 Mr. N. Mabusa
 Mr. T. Naphakade
 Mrs. R. Booysen
 Mr. T. Bonokoane
 Ms. P. Mashele
 Mr. H. Bwerinofa
 Mr. A. Segoe

2.3 Absent:
 None

3 MINUTES LEGALITY AND DISTRIBUTION

 Minutes will be distributed as per the attendance Info
register.
 Minutes of meetings will be circulated within 14 days
of the day of the meeting and comments should be
made a week prior to the meeting
4 ADOPTION OF THE PREVIOUS MINUTES
4.1  Minutes of previous meeting will be used as the
agenda for future meetings.
 Minutes for progress meetings no.9 was approved
during progress meeting no.10

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 5 MATTERS ARISING FROM PREVIOUS MINUTES
5.1 Baseline Program
 The revised baseline program for Extension 7 & 8 were Info Ongoing
submit and approved.
5.2 Cashflow
 Mr Aphane reported that cashflows for both RFH 15/10/2021
extensions were submitted in the morning of the
meeting on the 23rd of September 2021, and he will
review them on a later stage and provide feedback to
the Contractor.

5.3 Method Statement

 Contractor to finalise the method statement once the MXN Ongoing
AsphalTech trial in Matlosana estate extension 10 is
approved.
 Polyroads suppliers to assist the contractor with the Info Ongoing
method statement and quality control for AsphalTech
 Mr Seleke reported that feedback regarding Polyroads RFH 15/10/2021
was send to RFH, Mr Aphane to follow up with RFH
office.
 Mr Mashiya reported that the method of construction All Ongoing
for Polyroads will be the same as of conventional
method in terms of processing and quality control
5.4 Illegal Occupation in Ext.8
 Mr Motshwari has previously condemned the action of Info Ongoing
the Councillor and CLO for illegally issuing stands in
Ext.8 without involving the housing department of City
of Matlosana

6 CONTRACT DOCUMENTATION
6.1 Guarantees and Insurances
6.1.1 Extension 7:
 Guarantees and Insurances are in place, and they are Info
valid for the duration of the contract

6.1.2 Extension 8:
 Guarantees and Insurances are in place, and they are info
valid for the duration of the contract

6.2 Contract Document:

 Principal Contractor reported that the contract Info
document was signed by all relevant parties.
 SLA between Principal contractor and subcontractors Info
has been signed.

6.3 Construction Permit

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  OHS agent reported that the construction permit for Info
both projects were issued on the 14th of January 2021.

7 PROGRAM AND CASHFLOW

7.1 Program of works:
 Program of works for Tigane extension 7 & 8 was Info
submitted and approved.
7.2 Cashflow:
 Contractor has submitted cashflow for both Info
extensions on the 23rd of September 2021
 Engineer to review cashflows and provide feedback to RFH 15/10/2021
the contractor by the 15th of October 2021

8 PROJECT PROGRESS
8.1 Monthly Progress Report for Extension 7
8.1.1 The total construction period that has expired is 51% as per
the construction duration
8.1.2 Progress of works to date on site is 42.3% including roads,
refer to attached Contractor’s progress report for detailed
progress.
 Progress of Sewer is a 100%
 Sewer house connections 1599 of 1599
 Progress of water is at 100% (Main lines only)
 Water house connects 1535 of 1599.
 Progress of stormwater is at 38%
 Progress of Roads is at 0%
 Financial progress is at 36%

8.1.3 Commence on the Contractor’s report

 The Engineer requested the contractor to correct the MXN / Tig 01/10/2021
financial progress to reflect financial progress of the Dev
main Contractor
8.2 Monthly Progress Report for Extension 8
8.2.1 The total construction period that has expired is 47%
8.2.2 Progress of works to date on site is 41% inclusive of roads,
refer to attached Contractor’s progress report for detailed
progress.
 Progress of Sewer is at 89%
 Sewer house connections 1382 of 1492
 Progress of water is at 93%
 Water house connections 1492 of 1492
 Progress of stormwater is at 41%
 Progress of Roads is at 0%
 Financial progress is at 31%

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8.2.3 Comments on the Contractor’s report
 Mr Engineer requested the contractor to correct their Tsekgo 1/10/2021
time elapsed percentage and resubmit the progress
report to the Engineer
 Mr Engineer reported that he will arrange a sitting Tsekgo 15/10/2021
with the contractor to confirm stormwater quantities
since the contractor has reported some discrepancy
which affected the overall progress

8.3 Financial Progress

8.3.1 Refer to table 1 and table 2 below for summary of payment
certificate to date for Ext.7 and Ext.8 respectively

Table 1: Summary of Payment Certificate for Extension 7

IPC No. % Paid to Date Excl. VAT
1 2.7%
2 1.4%
3 4.0%
4 4.7%
5 6.2%
6 2.5%
7 7.9%
8 4.7%
% Total 34.1%

Table 2: Summary of Payment Certificate for Extension 8

IPC No. % Paid to Date Excl. VAT
1 2.7%
2 1.7%
3 3.0%
4 3.5%
5 3.7%
6 3.4%
7 6.4%
8 4.9%
% Total 29.2%
Info
 Nine (9) payment certificates have been submitted to
date, however, payment certificate no.9 has not yet
appeared to TTT for approval
Tig Dev/ Ongoing
 Contractors reported that they are frustrated by delay
Tsekgo
in payment for payment certificate no.8
 Mr Motshwari and Mr Seleke reported that the
COM Ongoing
Municipality is expecting funds latest the following
week ending 1st of October 2021, and payments will
be made as soon as the funds are available

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  The project team has agreed to consolidate the All Ongoing
quantities of September and August on payment
certificate no.9 since the payment is not yet presented
to the TTT for approval instead of compiling another
payment certificate for September.
 The Engineer instructed the contractors to consolidate Tig Dev/ 28/09/2021
quantities and send the revised payment certificate Tsekgo
no.9 to Mr Bonokoane
9 OCCUPATIONAL AND HEALTH AND SAFETY, AND
ENVIRONMENTAL MANAGEMENT
9.1 Tigane Extension 7
 Tigane Developers obtained compliance score of 86% Info
 Emergency plan not signed Tig Dev 15/10/2021
 No barricading at open excavations Tig Dev 15/10/2021
 OHS agent reported that he did not receive the close- Tig Dev 15/10/2021
out report for the previous audit although it was
issued to the Engineer
 Engineer requested that all health and safety reports Tig Dev 15/10/2021
should be send to the OHS agent within 7 days and
copy Engineer and MXN.
 Mr Mpukwana requested to be copied on the health VSL Ongoing
and safety correspondences
9.2 Tigane Extension 8
 Tsekgo Projects obtained compliance score of 92% Info
 No barricading on site Tsekgo 15/10/2021
 Contractor to rehabilitate all the arears where the soil Tsekgo 15/10/2021
is contaminated by oil spillages
 Engineer requested the contractor to submit a close- Tsekgo 15/10/2021
out report to VSL within 7 days
10 TECHINAL MATERS
All technical matters on site must be documented daily in the
site diary and site instruction book:
 Contractors reported that they have both site diary Info
and site instruction book are in place.
 Resident engineer reported that the design team is RFH 15/10/2021
currently busy with redesigning sewer and stormwater
on the omitted stands in Tigane extension 8.
 Engineer reported that the issue of vandalism of the RFH/MXN Ongoing
house connection is growing rapidly and it’s a concern
to the contractors
 Engineer reported that the design team is reviewing all RFH Ongoing
the stormwater daylight points to ensure that they can
daylight

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 11 EXISTING SERVICES
11.1 Wayleaves:
 All wayleaves are in place. Info

11.2 Encountered Existing Services:

 No other services have been encountered apart from Info
the communal water lines

12 COMMUNITY MATTERS
12.1 Extension 7
12.1.1 EPWP Participants:
There are 36 General Labourers under the Contractor and
Subcontractor:
 0 Male Adults
 32 Male Youth (1 being physically challenged)
 1 Female Adult
 3 Female Youth
12.1.2 CLO’s Report:
 No report was presented due to absenteeism of the Info
CLO
12.2 Extension 8
12.2.1 EPWP Participants:
There are 35 General Labourers under the Contractor and
Subcontractor:
 8 Male Adults
 15 Male Youth (1 being physically challenged)
 4 Female Adult
 8 Female Youth
12.2.2 CLO’s Report:
 No report was presented due to absenteeism of the Info
CLO

13 DELAYS AND FRUSTRATIONS

 SMME Appointment
 Late Payments
 Revised drawings for Ext.8 for the omitted section and
the extension of stormwater outlet
 Revised stormwater drawing for clashes between
waterline and stormwater line

14 INFORMATION REQUIRED
14.1 Information Required by COM, Human settlement & HDA:
 Layout Indicating current progress of works RFH/ MXN 15/10/2021

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14.2 Information Required by RFH:
 Method statement MXN Ongoing
 EPWP reports MXN Ongoing
 Corrected progress report for Ext.7 & 8 Contractors 26/09/2021
14.3 Information Require by Principal Contractor:
 None
14.4 Information Required by Contractors (Tsekgo & Tigane Dev)
 Revised drawing for sewer and stormwater layout for RFH Ongoing
Ext.8
 Detailed drawing for 90° Junction Box RFH Ongoing
 Revised Stormwater drawing for clashes of waterline
and Stormwater line RFH Ongoing
14.5 Information Required by MXN (Developer):
 None

15 GENERAL
15.1  Mr Seleke enquired about the readiness of the All Ongoing
developer to commence with bulk and Mr Mashiya
indicated that they should arrange for handover within
the next two months
 Mr Seleke requested the engineer to follow up with RFH Ongoing
the design team to finalise all the outstanding issues
especially electricity connections for all the pumps.
 Human Settlement and HDA are requested MXN to MXN Ongoing
issue them with layouts indicating progress to date
and they are still waiting
 The Engineer requested Mr Mashiya to escalate the MXN 15/10/2021
request of Human settlement and HDA to the CEO
 Engineer reported that the OHS agent is paid by RFH, Tig Dev / Info
and no subcontractor should make any payment to Tsekgo
the OHS agent unless instructed by either MXN or RFH
 Mr Nyachuru requested clarity on the payment of
surveyor by the contract and the engineer stated that All Ongoing
all survey works are covered under setting out of the
works for each sections
16 NEXT MEETING
16.1 The tentative date for site meeting no.11 is the 21st of
October 2021 at 10h00

17 CLOSURE
17.1 There being no any other matter the meeting was closed at
11:28

MINUTES APPROVAL

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Signed on………….day…………………Month 2021…..at ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

………………………………………….
FOR RAJASAMWAY FAMILY HOLDINGS

……………………………………………………………
FOR MXN DEVELPOMENT CONSTRUCTION CC (Developer/Client)

……………………………………………………………
FOR MXN DEVELPOMENT CONSTRUCTION CC (Principal Contractor)

……………………………………………………………
FOR TIGANE DEVELOPERS (Contractor Ext. 7)

……………………………………………………………
FOR TSEKGO CONSTRUCTION (Contractor Ext. 8)

…………………………………………………………..
FOR DEPARTMENT OF HUMAN SETTLEMENT

……………………………………………………………
FOR HOUSING DEVELOPMENT AGENCY (HDA)

…………………………………………………
FOR CITY OF MATLOSANA (COM)

TIG7&8-2020/21: Minutes of Progress Meeting No.10 Page 10 of 11