CITY OF EKURHULENI

DESCRIPTION: INCEPTION REPORT FOR THE CONSTRUCTION OF

PEDESTRIAN UNDERPASS BETWEEN STATION 8 AND 10 IN
TEMBISA

Prepared by: Prepared for:

Hoxana Consulting Engineers City of Ekurhuleni

Unit 1, Ground Floor Private Bag X1069

45 Marloth Street, Germiston
Sonheuwel, 1400,
Nelspruit, 1201 South Africa

Contact: Mr L. Mashele Contact: Mr Philani Mhlongo

Telephone: +27 (0)13 010 1261 Telephone: +27 (0)86 054 3000
Fax: +27 (0) 86 665 1259 philani.mhlongo@ekurhuleni.gov.za
mashelel@hoxanaholdings.co.za

DATE: 12 November 2021

 Document Control

Document ID: C:\Users\Hoxana Nspt 1\Hoxana Holdings\2. Hoxana Projects Files - General\1. CURRENT PROJECTS\CITY OF EKURHULENI
HTCEK

Document Type: Project Inception report

Document No: HTCEK/IR01

Project Title: CONSTRUCTION OF PEDESTRIAN UNDERPASS BETWEEN STATION 8 AND 10 IN

TEMBISA

General Description: Management Plan for Project Delivery

Position Name Signature Date

Managing Director Maduduzo Sibanda 12 Nov 2021

Approvals:
Chief Operations Thabani Vundla 12 Nov 2021
Officer

Chief Executive Officer Livingstone Mashele 12 Nov 2021

Company
Stamp:

Revisions

Rev Date Description By Checked Approved

No.

1 10 Nov 21 Draft inception Report Fanuel Maduduzo L. Mashele

Approvals
Hoxana Consulting Engineers
Project Contract Number: PS – EPMO 08/2019 Issue Date: 12 November 2021

CONSULTING ENGINEERS: (CLIENT):

Hoxana Consulting Engineers (Pty) Ltd City of Ekurhuleni

Physical Address: Regional Office Physical Address:

Unit 1, Ground Floor Left Head Office
45 Marloth Street 15 Queen Street
Sonheuwel Germiston, 1400
Nelspruit, 1201 South Africa

Postal Address: Postal Address:

Unit 1, Ground Floor Left Private Bag X1069
45 Marloth Street Germiston
Sonheuwel 1400,
Nelspruit, 1201 South Africa

Telephone: +27(0)13 010 1261 Telephone: +27 (0)86 054 3000

Fax : +27(0)12 633 1259
Author: Livingstone Mashele (Pr Tech Eng) Client: Mr. Philani Mhlongo
DISCIPLINE: Structural Engineering/ Concrete works, trenchless tunnelling

This report has been prepared under the control of the Hoxana Consulting Engineers’ Quality
Management System.
Verification Capacity Name Signature Date

Compiled: Project Engineer Maduduzo Sibanda 12 Nov 21

Reviewed: Project Thabani Vundla 12 Nov 21

Supervisor

Approved: Project Director Livingstone Mashele 12 Nov 21

Accepted: Client Authorized Philani Mhlongo

Represented
Table of Contents

Document Control...............................................................................................................................i
Approvals............................................................................................................................................ii
Table of Contents................................................................................................................................i
List of Tables.......................................................................................................................................i
List of Figures......................................................................................................................................i
Abbreviations......................................................................................................................................ii
Project Synopsis................................................................................................................................iii
1. INTRODUCTION........................................................................................................................1
1.1 Terms of Reference.............................................................................................................1
1.2 Inception meeting................................................................................................................1
1.3 Purpose of the report...........................................................................................................1
1.4 Project Description...............................................................................................................1
2. PROJECT SCOPE......................................................................................................................3
3. WAY FORWARD........................................................................................................................4

List of Tables

Table 2.1: Project timelines................................................................................................................3

Table 2.3: Proposed implementation plan for phase 1.......................................................................4

List of Figures

Figure 1.1: Locality Map.....................................................................................................................2

i
Abbreviations

ADS Anti-Drag System

EPMO Enterprise Project Management Office
COE City of Ekurhuleni
HCEOX Hoxana Consulting Engineers (Pty) Ltd.
PRASA Passenger Rail Agency of South Africa

ii
Project Synopsis

Project Title: Construction of a pedestrian underpass between Station 8 and 10, Tembisa

Project Number: PS – EPMO 08/2019

Project Location: Tembisa, on the grade grade-separated intersection of Andrew Mapheto

Drive (M18)
And the Limindlela to Leralla Railway line between Station 8 and 10 in
Tembisa, City of Ekurhuleni Metropolitan Municipality – South Africa

LONGITUDE -26.017066
LATITUDE 28.212835

Project Objectives: To transform the grade grade-separated intersection by trenchless tunnelling

2 (two) separate box culverts to serve as pedestrian and non-motorized
underpass corridors.

Project Activities: Client/ stakeholder Liaison

Conduct a design review of the design drawings received
Assessment and evaluation of existing site conditions
Preparation of a detailed box culvert jacking methodology
Preparation of Tender Documents
Contract Administration and Site Inspection
Preparation of a Close Out Report

Planned Outputs: Inception report

Critical Design review report
Proposed amendment to the original design
Box Culvert Jacking and construction methodology
Wayleave Authorization from Railway authorities
Tender Documents for construction
Construction Supervision and Project Management
Close Out report

iii
iv
1. INTRODUCTION

1.1 Terms of Reference

The Transport and Fleet Management Department of the City of Ekurhuleni (COE) resolved to
appointed Hoxana Consulting Engineers (Pty) Ltd (HCE) on the 22 nd of September 2021 from their
Enterprise Project management Office (EPMO) database of professional service providers for the
implementation of Normal Services (limited to Stage 4: Documentation and Procurement to Stage
6: Close-out) in terms of the Engineering Council of South Africa (ECSA) Guideline Scope of
Services and Tariff of Fees (Government Gazette No 42391 - 01 April 2019 to 31 March 2020), to
conduct a design review, implement the construction of a pedestrian and a non-motorized
underpass in Tembisa.

1.2 Inception meeting

An inception meeting was scheduled on site (Tembisa) for the 12th of November 2021. This also
served as an introductory meeting between the Consultant (HCE), the Client (CoE) and
the Passenger Rail Agency of South Africa (PRASA). The following items were discussed during
this meeting:

- Methodology of the implementation of the project

- Design changes (i.e.: span of culvert sections, provision of lighting etc.)
- Repositioning of existing billboards and streets lights
- Bracing of the railway
- Topographical survey
- Live load on the railway
- Timeline of the project

During this meeting PRASA representatives also indicated that they will provide the Consultant
with bracing details of the railway, foundation details of the electric poles along the railway, and
specifications on the earthworks and stones.

The following parties took part to the scheduled meeting:

- Mr. S. Nsthangase (CoE, Project Manager)

- Mr. Anthony Tshatsinde (PRASA representative)
- Mr. D. Duplessis (PRASA reprentative)
- Mr K. Mangxaba (Projet Management Unit representative)

1
 - Mr. B. Mudhawa (HCE, Resident Engineer)
- Mr. P. Ngombe (HCE, Resident Engineer)

Picture 1. Inception Meeting Attendees

All parties also agreed to have a fortnight technical meeting during which the Consultant will
present the final design review and methodology of the project implementation.

1.3 Purpose of the report

The objective of this Inception Report is to establish a clear project brief and develop a detailed
timetable for the implementation of the project. It specifies in detail the tasks of the Project and
identifies the various necessary work activities such as analysis, tests and other investigations that
are required for the successful implementation of the project. This Inception report also seeks to
confirm the scope of work to be carried out by Hoxana Consulting Engineers.

2
 1.4 Project Description

The project forms part of the City of Ekurhuleni’s Integrate Rapid Public Transportation Network
(IRPTN) project currently under implementation. The scope of work involves the construction of 2
No. culverts under the existing railway line, parallel to the BRT Trunk route, to allow movements of
pedestrians and other forms of Non-Motorised Transport along Andrew Mapheto Drive in Tembisa.
The culverts are planned to be constructed next to the railway embankment and jacked into
position across the embankment, below the railway line, while the railway line remains operational.

Figure 1.1: Locality Map

3
2. PROJECT SCOPE

The scope of work proposed during the inception involves the following:
 To undertake a detailed design review of the design drawings, methodology and Bill of
quantities obtained from the previous consultant, in order to assume liability,
 To provide any information that might be deemed to be outstanding,
 To provide a comprehensive drawing pack and detailed design report for construction
purposes,
 To apply for wayleave authorization from railway authorities,
 To prepare tender documents for procurement purposes,
 To conduct contract administration and site supervision,
 To prepare a close out report

The Instruction to Proceed with Works (Trans 10 08) states that these activities covers Stage 4:
Documentation and Procurement to Stage 6: Close-out) in terms of the Engineering Council of
South Africa (ECSA) Guideline Scope of Services and Tariff of Fees (Government Gazette No
42391 - 01 April 2019 to 31 March 2020)

The project is envisaged to have a maximum duration of 8 months lapsing by May 2022 duration

(including builder’s holidays) with the expected milestones for the various activities highlighted

below

4
 Description Expected Date Actual Date

Site Cognizance 28 October 2021 27 August 2021

Submission of scope confirmation 28 October 2021 08 September 2021
Approval of scope 04 November 2021 08 September 2021
Initial Engagements with Ward Councilor 04 November 2021 09 September 2021
Engagements with universal Access 11 November 2021 13 September 2021
Design Review Report 18 November 2021 TBD
Finalization of engagements with Prasa 22 November 2021 20 September 2021
Necessary approvals by Prasa 29 November 2021 27 September 2021
Submission of BOQ and Tender Specifications 02 December 2021 TBD
Appointment of a contractor 13 December 2021 TBD
Site Handover 14 January 2022
Project Close Close-Out 13 May 2022
Table 2.1: Project timelines

Calendar Year 2021 2022

Financial Year 2021/2022
Months O N D J F M A M J

Activity
Site Cognizance
Submission of
scope
confirmation
Approval of
scope
Initial
Engagements
with Ward
Councilor
Engagements
with universal
Access
Design Review
Report
Finalization of
engagements
with PRASA
Necessary
approvals by
PRASA
Submission of
BOQ and Tender
Specifications
Appointment of a
contractor
Site Handover

5
 Construction
begins
Project Close
Close-Out
Table 2.2: Proposed implementation plan for phase 1

3. WAY FORWARD

This Inception Report outlines the agreed Scope of work and marks the beginning of the preparation for the
critical design review report. City of Ekurhuleni will be required to issue an approval of the inception report. At
this stage, no Contractor has been appointed. Below is a table of all the contacts who will participate to in the
successful delivery of the project.

ORGANIZATION NAME EMAIL CONTACT No.

City of Ekurhuleni
City of Ekurhuleni
PRASA
PRASA
AMCE
Hoxana Consulting
Engineers
Hoxana Consulting
Engineers
Hoxana Consulting
Engineers