CITY OF BULAWAYO

Engineering Services Department

The Manager & Members, Procurement Committee

12/06/2019

REPORT TO PROCUREMENT ON MEASUREMENT OF DISLUDGED

QUANTITIES ON POND 1 TO POND 7 FOR CONTRACT 34D/2017 ON THE
REHABILITATION OF SOUTHERN AREAS SEWAGE TREATMENT
WORKS’ MATURATION PONDS

This report is a follow up on the Application for Contract Price adjustment made by
the contractor on Contract 34D/2017 on the Rehabilitation of Southern Areas
Sewage Treatment Works’ Maturation Ponds and focuses on the variances
between the estimated quantities at the time of tender and on measurement of de-
sludged quantities on pond 1 to pond 7 sludge volumes. In addition, the report also
takes note of the introduction and justification of the apron for the fence that was not
included in the original scope.

1.0 BACKGROUND

Name of Contractor: Saltaway Enterprises (PVT) LTD

Contract No. 34D/2017
Start Date: 01/06/2018
Completion Date: 31/01/19
Contract Duration: 6 months
Extension time 3 months
Contract Sum: $386,933.26
Value of work done to date: $363,257.51

2.0 SCOPE OF WORKS

The project seeks to totally de-sludge the maturation ponds at SAST.

This involves the removal of reeds and the de-sludging of each of the seven (7)
ponds. It further involves the repair of all damaged embankments as well as the
relining of each pond. Finally, the project also involves the erection of a fence so that
the dam walls are protected from animals and unwanted human intrusion.
Services
 Dewatering, excavating the ponds. Haul excavated loads and dump
sludge and reeds from the ponds to an identified site.
 Reconstruction of earth walls of the seven (7) ponds to required slopes as
specified.
 Repair of any damaged structures that may have been damaged during de-
sludging
 Repair of slabs and embankments walls.
 Commissioning of the seven (7) ponds.
 Construction of a 2.5km Perimeter fence, a standard diamond wire mesh
fence 2.5m high with razor wire right round as well as two (2) access
gates with padlocks.
 Eternal Security lighting – installation of security lights at sites within the
station including all relevant cabling. The sites have been stipulated as
annexure to this report. The lights shall be 100 Watt LED flood lights,
three on each pole sited in the aerial view.
 Supply, install, and commission outflow meter that is powered by 24
Volts DC. These meters should be linked to the graphic data manager or
an inverter that uses both direct alternating current.

Main scope of works

 De-sludging of ponds
 Fence erection
 Repair of pond walls
 Out flow meter
 Security Lights

2.1 PROJECT PROGRESS TO DATE

The contractor has done up to 90 % of the works in terms of de-sludging with works
still ongoing but progress at stand still due to increase in costs as Tender was
awarded when the rate of the US$ was 1 to the bond thus eroding the capacity to
recapitalise towards project completion. The contractor has also done pond slope
repairs. The erection of the fence around the perimeter is almost complete. However,
laying of the concrete slab has since been finalized.

Fuel challenges and the escalating of prices for some of the material resulting in
variances at tender award and course of implementation have inhibited the progress
to fully rehabilitate the SAST Maturation Ponds.
3.0 WORKS DONE BY CONTRACTOR:
 De-sludging of Ponds 90%
 Fence erection 90%
 Outflow meter Nil
 Security Lights 40% (poles for security lights have since been
erected)

The fig 1.1 below shows pole for security lights

Fig 1.1

4.0 B.O.Q, ON DE-SLUDGING COMPONENT AND VOLUMES OF

SLUDGE EXCAVATED
Looking at the Tender document under the section on Bill of Quantities pages 43 to
46 the Tender document is silent on the quantities against which the contractor had to
make their estimates. The issue of Quantities is instead addressed in Section V,
Scope of Works on page 42 second paragraph, bullet 1 and it reads;

 Dewater, excavate the pond, haul load and dump sludge and reeds from ponds to
an identified site. Approximately 200 loads of capacity5m 3 loads of weeds and
sludge will be ferried to a distance not more than 500m from the farthest ponds.
This is a guide; actual number of loads will be determined on site.
 200 loads of 5 m3 per pond translates to 1000 m3 per each pond.This standard
measurement was then subsequently used as a basis of rates in the
ContractDocument on page 16.This meant that for each pond the volume to be
excavated was at contract signing based at 1000 m3/pond, giving the table below;

Pond Contract Volume/BOQ

1 1000
2 1000
3 1000
4 1000
5 1000
6 1000
7 1000
Total 7000
Table 1.1
On excavation and removal of the sludge quantities that came out were more than what the
estimate for the contract was in all the ponds. (refer to table below)

Pond No. Tender Contractors’ Additional

Document Excavated B.O.Q Volume m3
Volume/BOQ (m3) (Extra Over)
1 1,000 6,030 5,030
2 1000 4,995 3,995
3 1000 3,330 2,330
4 1000 3,870 2,870
5 1000 2,665 1,665
6 1000 2,330 1,330
7 1000 1,885 885
Total 7000 25,105 18,105
Table 1.2
4.1 VERIFICATION OF EXTRA VOLUMES
As a team we have come up with two methods on how to measure sludge excavated
by the contractor one
1. Measurements from the de-sludged ponds
2. Measure the deposited sludge

Measurements from the de-sludged ponds

Pond Area Depth Volume Volume Factor of Measured Loads Amount
2 3
(m ) (m) (m ) Occupied shape of Excavated
by Rocks ponds Sludge
3 3
(m ) (m )
1 12,70 1.38 17,526.00 0 1,678.08 15,847.92 3,169.6
0
2 15,20 1.28 19,456.00 5,483.28 1,812.48 8,489.44 1,697.9
 0
3 15,20 1.31 19,912.00 89.31 1,854.96 17,967.73 3,593.5
0
4 20,57 1.23 25,310.94 193.41 2,347.83 24,107.18 4,821.4
8
5 15,77 0.82 12,931.40 0 1,203.76 11,727.64 2,345.5
0
6 11,20 0.31 3,472.00 0 372 3,100 620.0
0
7 7,780 0.19 1,478.20 0 260.05 1,218.15 243.63
Total 100,085.40 5,766.00 9,529.16 82,458.06 20,017.00
Table 1.3
Notes

 100,085.40m3 from the table above is the total excavated sludge measured
according to method 1. This is inclusive of moisture content and organic
material such as reeds from the embankments of the seven ponds.
 The total excavated sludge of 100,085.40m3 is based on the sludge levels
measured after two months with in which there was drying.
 From the total excavated sludge, we remove factor of rocks that are in the
ponds and the factor that we calculated area of the ponds as rectangular prism
instead of trapezoidal
 It is estimated there is 50% reduction of sludge due to water loss by pumping
out, biodegradation of biological matter that is in the sludge, moisture loss
and evaporation.
 41,229.03m3 is total approximated sludge according to method 1 after
factoring in the loss of moisture content and shrinking of organic matter
assumed and agreed upon as 50%.

The fig 1.2 below shows one of the excavated ponds

Measurement of the deposited sludge
Set Area (m2) Depth (m) Volume (m3) Loads
1 1,100.316 0.7522 827.713 165.5
2 7,067.593 2.3340 16,495.760 3,299.15
3 675.046 0.7547 509.435 101.89
4 183.711 1.1067 203.307 40.66
5 80.630 0.6616 53.351 10.67
6 379.902 0.9290 352.929 70.59
7 2,429.495 1.1768 2,858.908 571.78
8 698.076 0.6513 454.6798 90.94
9 452.500 0.3487 157.7717 31.55
10 1,640.003 0.6850 1,123.402 224.68
11 1,772.146 0.6195 1,097.845 219.57
3
12 30 loads 5m 150.000 30
Total 24,285.102 4,857.02
Table 1.4
 The table above shows the measured deposited dry sludge after all works had
been completed. The dry sludge was measured on Thursday 21 June 2019 using
GIS equipment in the measurement of volumes. The works of excavation started
on the 01 June 2018 and ended in the February 2019 with the sludge was
deposited near the ponds and on drying beds.
 The sludge was deposited on where there were landfills with estimated depths of
1m.
 Since this is complete dry sludge, there was water loss and biodegradation of
biological substances.
 Therefore, the estimated 50% loss was then added to the acquired volume i.e.
24,285.10 m3 and hence the final calculated volume becomes 36,427.65 m3.
 The fig 1.2 below shows one of the heaps of deposited sludge

Fig 1.2
Note:- The 2 methods used above can then be used to estimate volumes of slug
which were excavated from the ponds giving a range of between 35 000 m 3- 45 000
m3.

4.2OTHER CONSIDERATIONS

 The contractor should level the slopes of the ponds according to the designs.
 The contractor claimed for bacteria seeding but it has not been seeded yet.
Bacteria seeding is done few days after the ponds have started working.
 To install membrane in all ponds was not part of the scope of works.
 Pond 1 there is an area affected by tree roots, the area needs to be revisited by the
contractor.
 According to the scope of works there is repair of stone pitching, the contractor
claimed for repair of stone pitching but there is no stone pitching on the ponds.
Therefore, there was no repair of stone pitching.
 There are eight installed poles already for security lights, we want to clarity
fromprocurement that security light should be installed in house or the contractor
should continue and install the lights.
 Second gate installed by the contractor needs to be painted.
 Call the contractor to clarify on the outflow meter, if the meter has already been
procured.

Notes:
 From the new Engineer/Project Manager’s measurements there was 50,278.314m3 of
sludge excavated against the 22,499m3 captured/shown on site records. This translates to
2.23 times more than what is recorded. Further investigations as to how the such a
discrepancy occurred shows that all recorded loads were taken and recorded as 5m3 loads
where-in some cases a 10m3 truck was used.
 Financially the recorded volumes add up to 22,499m3 and only 7,000m3 was claimed for
as shown below;

Claims made by the Contractor

Claim Certificate Date on PV Amount Pond Component (Excl.
No. Claimed VAT)
1 Payment Certificate 11/05/2018 $77,337.50 -
1
2 Payment Certificate 23/07/2018 $79,957.20 $38,663.14 (ponds 3 &2)
2
3 Payment Certificate 05/10/2018 $70,905.45 $57,995.71 (ponds 5,6
3 &7)
4 Payment Certificate 27/11/2018 $55,962.61 $38,663.14 (ponds 1 &2)
4
5 Payment Certificate 27/02/2019 $79,194.64 -
5
TOTAL $135,321.99
Table 1.5
5.0 ADDITION OF FENCE APRON
After the erection of the first phase of the security fence around the ponds had been
done the then Council Project Manager decided that the fence was susceptible to
easy infiltration by intruders by way of them lifting up the bottom strand wire to gain
entry. In that regard she recommended that the Contractor put a cement apron that
was not in the original scope of works.
The cement apron prevents the lifting up of the bottom of the fence by any possible
intruder and protects the security fence from being easily taken off or uprooted by
any would be thieves.
 Fig 1.1
The apron was placed in two phases wit phase 1 (first half of 1,250km out of the total
perimeter of 2,5 km) not affected by price distortions while phase 2 another 1,250 km was
after the differences in the bond versus the US$

6.0 CONCLUSION
The costs for extra volumes de-sludged as determined in-situ and the apron on the bottom of
the fence summed and itemized up are as follows;

Item Description B.O.Q Tender Actual Variation

no. Item No. Price Cost
1 Desludge of Section V 135,320 434,940.99 349,998.07
Ponds (Item1) .99
2 Apron for Non non 7,500.00 7,500.00
fence
Total 357,498.07
Table 1.6

7.0 RECOMMENDATIONS
7.1 On Desludging measurement confirmations and the Apron
Having out lined the above and consideration being given that the said extra volumes
were necessary for the completion of de-sludging per each pond, it is therefore
recommended that:
 That the price review for extra volumes de-sludged be considered as variation and
granted at the rates submitted by the contractor and as depicted on the tender
document that the approximate 200 loads of capacity 5m3 were guides with actual
number of loads to be subsequently determined in-situ. Here-in, inference is made to
 the tender document Section V, Scope of Works on page 42 second paragraph, bullet
1 and last sentence that reads;
Dewater, excavate the pond, haul load and dump sludge and reeds from ponds to an
identified site. Approximately 200 loads of capacity5m3 loads of weeds and sludge
will be ferried to a distance not more than 500m from the farthest ponds. This is a
guide; actual number of loads will be determined on site.

 That the suggested variation be granted and paid based on the following
breakdown as submitted by contractor since measurement checks have been
done;
Pond Tender Contractors’ Additional Unit Additional
3 3
No. Document Excavated B.O.Q Volume m Rate/m Volume Cost
3
Volume/BOQ (m ) (Extra Over) $
1 1,000 6,030 5,030 19.33 97,237.80
2 1000 4,995 3,995 19.33 77,229.62
3 1000 3,330 2,330 19.33 45,042.56
4 1000 3,870 2,870 19.33 55,481.60
5 1000 2,665 1,665 19.33 32,187.06
6 1000 2,330 1,330 19.33 25,710.99
7 1000 1,885 885 19.33 17,108.44
Total 7000 25,105 18,105 349,998.07
Table 1.7
 That the addition of the apron below the fence be also be considered as a
variation and be granted as follows;
Item
Phase Perimeter Rate Cost
No.
1 One 1,250 m $1.50/m 1,850.00
2 Two 1,250 m $4.50/m 5,625.00
Tota
7,500.00
l
Table 1.8
7.2 On works that the contractor claimed and was paid for without these being
done. (see accompanying table below)

Ite Description Qty Unit Rate IPC Date Claimed Total

m No.
Construct walls of the ponds to
required slopes as specified by 7 Sum 1,142.86 5 27/11/2018 8,000.00
engineers
Repair of stone pitching 7 Sum 714.29 5 27/11/2018 5,000.00
Seeding of pond as specified
by the Council lab as well as
7 Sum 458.57 5 27/11/2018 3,000.00
testing and commissioning of
ponds
Supply and install 50 watts
LED floodlights or equivalent 24 Sum 65.00 5 27/11/2018 1,560.00
solar lights specification
Supply, install and commission
inflow meter. These meters
12,500.0
should be linked to the graphic 1 Sum 5 27/11/2018 12,500.00
0
data manager via radio (use
license free frequencies)
Supply and install new circuit
breakers for powering flow
1 Sum 1,860.00 5 27/11/2018 1,860.00
meters and graphic data
manager
DC backup batteries for the
flow meters and graphic data 2 Sum 2,080 5 27/11/2018 2,080.00
manager
TOTAL 34,000.00

It is recommended that any of the following options be explored with the contractor
so as to recover the money paid for without service being rendered;

i-the contractor be instructed to implement the activities that can be done e.g. seeding
ii-that the contractor reimburse the money through a subtraction on the variation to
be granted e.g. as I the case of stone pitching.

SUBMITTED FOR CONSIDERATION