Terms of Reference –Infrastructure Implementation Programme Management insert Programme Name version X

Guidance Note: Highlighted areas should be inserted/modified. These TOR (sections 1 to 4) should either form part of the performance agreement in the case of an official mandated with this function or should form part of the contract of a service provider (all sections).

ANNEXURE 1 ASSIGNMENT: INFRASTRUCTURE PROGRAMME MANAGEMENT FOR: insert organisation name & name of infrastructure programme to be managed

TERMS OF REFERENCE

1. ASSIGNMENT OBJECTIVE The assignment objective is to insert assignment objective e.g. ensure the effective delivery of the infrastructure projects set down within the relevant Programme Scope assignment contained in the IPMP within the specified timeframe, project scope and budget specified for each project.

2. BACKGROUND Insert relevant background especially the process leading up to the formulation of the infrastructure plan and proposed infrastructure programme to be managed. Indicate the approvals and mandates given within regard to the infrastructure plan and infrastructure programme or sub-programme where applicable.

3. SCOPE OF WORK The scope of work to be undertaken is to:  Implement the Infrastructure Programme (or sub-programme) as defined in the Programme Scope assignment. e.g.

The XXX (sub) programme objectives are to implement the programme of XXX (define) projects for the XXX financial year.

The programme scope consists of n-number of (education / health / transportation) infrastructure projects totalling R YYY.

Ongoing commitments of projects commenced in previous years R XXX New projects to be commenced this year R ZZZ R YYY

The completion target for each project is defined in the attached projects list.  Mobilize a programme management unit to manage and implement the programme  Formulate an infrastructure programme implementation plan (IPIP)  Approve the plan  Implement the plan to effectively and efficiently deliver the infrastructure in terms of the infrastructure plan. Expand if appropriate

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The major work components to be undertaken, associated steps and the resultant deliverables to be achieved are set down below:

1. Establish infrastructure programme management– comprising receipt and review of the Programme Scope assignment contained in the approved IPMP. It is essential that the Programme Manager understands the nature and extent of the projects to be implemented including the project scope outline, norms & standards, budgets and target dates for delivery.

This work component will include the following main activities: a. Receive IPMP, norms & standards, MTEF budget; b. Review of project scope, timetable and budgets; c. Accept IPMP and mandate to delivery the projects; d. Negotiate and agree service delivery agreement

Deliverables to be achieved as a result of this activity comprise: 1.1 Infrastructure Plan and budget reviewed and accepted.

2. Formulate Infrastructure Programme Implementation Plan (IPIP) – comprising formulation of the IPIP in the specified format Template 3T01, and ensuring that the IPIP is approved by the relevant authority (specify who will approve the IPIP). This work component will include the following main activities: a. Preparation of a draft IPIP based on the approved Infrastructure Plan; b. Work shopping of the IPIP with the relevant stakeholders (specify who should be consulted) c. Enhancement of the IPIP taking into account the stakeholder inputs; d. Submission of the IPIP for approval; e. Finalisation of the IPIP if further inputs are required as instructed by the approving authority; f. Confirmation in writing of approval of the IPIP by the approving authority. Deliverables to be achieved as a result of this activity comprise: 2.1 Approved IPIP.

3. Establishment and Mobilization of Programme Management Team (PMT) – comprising establishing and mobilizing the programme management team required to manage the programme as defined within the IPIP. This work component will include the following main activities: a. Implementation of the programme mobilization as specified within the IPIP; b. Recruitment/mandating of programme management team; c. Establishment of the programme management unit offices including support requirements and equipment; d. Ensuring that the PMT is capacitated with the requisite skills in order to manage the programme; Deliverables to be achieved as a result of this activity comprise:

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3.1 Programme Management Team established as specified in the IPIP. 3.2 PMT capacitated.

4. Mandating of Project Managers – (Note:If PIAs are used then they will be directly responsible for contracting/mandating the project managers. – delete this activity if not applicable) comprising procuring the services of and mandating the project managers required to manage the delivery of the projects as defined within the IPIP. This work component will include the following main activities: a. Procuring the services of project managers (note if internal project managers are used then procurement will not be necessary) and establishment of the project management contracts as specified within the IPIP; b. Mandating of project managers and hand over of project scope; c. Ensuring that the project managers are capacitated with the requisite skills in order to manage the projects; Deliverables to be achieved as a result of this activity comprise: 4.1 Project manager contracts established as specified in the IPIP. 4.2 Projects handed over to project managers for delivery. 4.3 Project managers capacitated to manage the delivery process.

5. Manage Delivery of Programme – comprising ongoing management of the programme to achieve the project delivery on time to specification and within budget, including budget control, contract administration, monthly coordination, quality control, risk management, monitoring and reporting etc. This work component will include the following main monthly activities: a. Scope management of contracts; b. Administration of contracts, payment certification and confirmation; c. Cost control and forecasting of cash flows; d. Quality control; e. Time scheduling of the overall programme based on progress reporting from the PIAs/project managers (specify which); f. Coordination with stakeholders as specified in the IPIP; g. Monitoring and reporting as defined in the IPIP; h. Risk management; Deliverables to be achieved as a result of this activity comprise: 5.1 Monthly composite progress report on time covering all PMBOK components; 5.2 Monthly certification of payments within specified time and confirmation of payments.

6. Manage Handover of Projects – comprising managing the delivery of the projects to the client including scheduling quality audits, hand over process and timing, commissioning etc. This work component will include the following main monthly activities: a. Scheduling of hand over of projects and handover process; b. Coordinating the handover of projects including quality audits prior to handover,

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c. Managing the commissioning of the projects to ensure that they are handed over effectively to the operation & maintenance unit.

Deliverables to be achieved as a result of this activity comprise: 6.1 Projects completed and handed over to the client; 6.2 Projects commissioned and responsibility handed over to the Operation & Maintenance units.

7. Annual Work Plans – comprising formulation of the annual work plan for the projects to be implemented within the framework of the MTEF and annual budget cycle, Infrastructure Plan, Infrastructure Programme Implementation Plan and annual performance review of the programme. This work component will include the following main monthly activities: a. Annual performance review, identification of lessons learnt and recommendations for improvements; b. Formulation of the annual work plan for the programme within the framework of the IPIP; c. Consultations with stakeholders (insert who) regarding the annual work plan; d. Submission of the AWP for approval; e. Finalisation of the AWP if further inputs are required as instructed by the approving authority; f. Confirmation in writing of approval of the AWP by the approving authority.

Deliverables to be achieved as a result of this activity comprise: 7.1 Approved annual work plan.

4. ACCOUNTABILITY The service provider will be accountable to and under the direction of the insert the assignment manager in the performance of the programme management duties.

Note: if the programme management is to be performed by a service provider then section 5 onwards should also be included. If the programme is managed by internal resources then section 5 onwards are not required and should be deleted.

5. ASSIGNMENT COST Payment will be made on a time charge plus disbursements basis / fixed price basis per deliverable (delete/expand as applicable). The price per deliverable is set down in Table 2. A detail detailed budget per deliverable inclusive of professional fees, disbursements and VAT is to be provided by the service provider as an attachment Schedule 1. (Note: obtaining a detailed cost break down budget may not be appropriate in all circumstances particularly if the contract is fixed price per deliverable.

6. TIMEFRAME

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The timeframe for the issue of each deliverable is set down in Table 2 attached.

7. ASSIGNMENT TEAM The team who will work on the assignment and their charge out rates are set down in table 1 below.

Table 1 Assignment Team Name Function Charge out Rate inclusive of VAT

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8. MILESTONE COST SCHEDULE

Table 2 Major Activities/Deliverables/Completion and Cost

Assignment : XXXinsert programme name Total Cost R 0.00

Completion Cost inclusive Sub Total per Activity Deliverables Date per of VAT per Activity Deliverable Deliverable insert major activities insert deliverables related to each insert completion date insert fixed price per Insert the sub total of major activity per deliverable deliverable cost per activity for all the deliverables within the activity

Attachments Schedule 1 Detailed Budget (if applicable)

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