Department of Public Works functions on Robben Island and DSVH Facilities Management: briefings

Meeting report

Department of Public Works functions on Robben Island presentation
The Chairperson commenced the meeting by reading a letter dated 15 March 2011 which had earlier been written to the Department of Public Works (DPW) requesting the Department to furnish the Committee with information regarding its functions and activities in respect of Robben Island. The DPW had failed to respond to the letter despite to a verbal request which had further been made in respect of the issue.

The Chairperson wanted to know the expenditure of the DPW, especially in relation to the amount of money expended on fuel in respect of Robben Island.

Mr Fred Johnson, DPW Regional Manager, stated that the role of the DPW in the maintenance of Robben Island consisted of three areas - project management services, workshop services and horticultural services. The DPW acted as the custodian of all immovable assets, provided accommodation to the Department of Arts and Culture of which the Robben Island Museum (RIM) was an entity, and also rendered a number of services. The DPW rendered project management services to repair and renovate infrastructure and buildings, including the appointment of necessary service providers; workshop services; to attend to the day- to-day maintenance requirements and to implement preventative maintenance strategies; and horticultural services to render gardening services for both the formal and informal areas. It also ensured that all municipal services such as electricity, water, sewerage and waste collection were provided to the Island on a continuous basis. Robben Island represented a world heritage site and one of the critical requirements to retain this status was to ensure that the infrastructure and buildings were restored to their original status and to maintain it to the required standard.

In respect of the role of the DPW in the area of project management services, the key performance areas were in respect of the execution of capital and planned maintenance projects and to manage the provision of bulk utility services. There were three project managers and the scope of work was determined by the needs of clients. The capital projects for 2011/12 in respect of this role of the DPW were 12 for which there had been an allocation of R18 million and there had been an expenditure of R13.6 million. The planned maintenance projects for 2011/12 were three for which there had been an allocation of R7.7million and an expenditure of R8.2million.

As regards the role of the DPW in the area of workshop services, the key performance area was in the performance of reactive day to day maintenance and emergency repairs. There were a number of staff to execute this role of the DPW. The staff included one artisan superintendent; two artisan foremen (carpenters); one painter (vacant); two plumbers; one bricklayer (vacant ); one handyman; one admin clerk; two electricians (vacant); one fitter and turner (vacant); one handyman (vacant); and four tradesmen . The scope of work was in respect of the clinic, lighthouse, power station, final approach beacon for Cape Town International Airport, landing lights on the runway, fog horn for misty weather, desalination plant, sewage system, assisting with all functions (VIP & ministerial), fire fighting services, and standby & after hour emergency Services. There was a budget for day to day maintenance. In relation to the role of the DPW in the area of horticulture, the key performance area was the daily maintenance and upkeep of both formal and informal areas. The staff available to execute this role were one horticulturist, one foreman, nine groundsmen and one driver. The scope of work was in respect of fire break maintenance; clearing road perimeter; felling of dead, dangerous and alien trees; mowing and gutting of both formal and informal grass areas; maintenance of sport fields; maintenance of three graveyards; disposal of garden waste and garden waste management; maintenance of air strip and helicopter pad; coastal road clean ups; and landscape planning and implementation.

Discussion
The Chairperson stated that she had been informed that it took over three weeks for the administrative staff to have access to items of stationery and asked the reason for this situation. She had also been informed that there was a problem with the hot water heaters. These were prone to damage because of the presence of salt in the water. She asked what was been done to solve the problem.

The Chairperson further made reference to the two rubber dingies on the Island. The rubber dingies had been kept without been put any use despite the fact that they were in proper working condition. She asked what accounted for the non-use of the rubber dingies.

The Chairperson commented that the sewage system on the Island was blocked and asked what was been done to rectify the situation.

The Chairperson stated that she had been informed that the artisans on the Island had been told to vacate in order to pave the way for service providers to come in and maintain the Island. She asked whether the workers had been informed about the reason for their forced eviction and where these workers would be taken to.  

Mr P Mnguni (COPE) asked how the projects embarked upon by the DPW would benefit the people. He observed that no specifics had been given concerning the details of the projects referred to in the presentation.

Mr Mnguni further referred to the amounts which had been budgeted for the projects of the DPW and asked why the presentation had failed to give details on how the money had been spent of these projects.

Mr M Swathe (DA) observed that there were vacancies in respect of certain workers who did not need to be highly skilled. He asked if the vacancies had ever been advertised.

Ms P Ngwenya-Mabila (ANC) referred to the budget for Arts and Culture and asked how much of the budget had been allocated to Robben Island.

Mr P Ntshiqela (COPE) observed that the DPW had not exhausted the money which had been allocated to it in respect of certain projects. He asked why the presentation did not explain what happened to the rest of the money which had not been spent.

Ms C Madlopha (ANC) observed that the presentation was general and did not give any specific in relation to the activities of the DPW especially as regards the money spent in respect of the various projects. There ought to be a breakdown of the expenditure.

Ms N Ngcengwane (ANC) asked why the DPW was just giving the Committee its report when the request had been as far back as 2011. No explanation had been given for the refusal to present the report earlier in time.

She asked why repairs were carried out after hours if there were workers staying on the Island. This might just be a way of making money out of the Government.

Ms Ngwenya-Mabila further stated that there was no need to get service providers for the work on the Island. The work could be done by ordinary workers who could be managed by one expert.

The Chairperson asked when last the Robben Island buildings had been painted.

Mr Johnson apologised for the report not been very detailed and specific.

He replied to the comment that it took three weeks for the administrative staff to get access to items of stationery. The challenge was that the stock level was at a bare minimum but this level had been improved upon.

The Chairperson interjected and requested that Mr Johnson should be honest with the Committee. The information she had earlier gotten based on her findings appeared to be in contrast to the information presented to the Committee.

Mr Johnson replied to the question relating to the hot water heaters on the Island. There was indeed a challenge in respect of the water heaters because of the salty water on the Island. The water processed by the desalinisation plant on the Island sometimes still contained much salt. The company charged with the servicing and maintenance of the desalinisation plant was currently looking at how to improve the quality of the water.

The rubber dingies were only used in cases of emergency and this explained the reason for their not been utilised. The dingies, however, been launched at intervals in order to ensure that the engines did not become permanently dormant. Furthermore, only a licensed skipper could navigate the rubber dingies and there was only one licensed person on the Island, which further explained why they were parked and only used at intervals.

Mr Johnson replied to the allegation that the DPW had plans to eject the workers in order to employ service providers to take over the maintenance of the Island. He stated that several meetings had been held with the workers on the Island to sensitise them on the services to be performed by the service providers and that there had never been any indication that the workers would be removed from the Island.

The Chairperson interjected and commented that she had information that the DPW had set August 2012 as the deadline for the workers to leave the Island. She once again pressed Mr Johnson to be honest to the Committee.

Mr Johnson replied that this information was not correct and that in fact no definite plan had been as to when the service providers would be appointed.

Mr Mnguni wondered why the presentation had excluded so many facts and details. He commented that the tendency which had been developed was that officials deliberately omitted vital information from their presentation so that they could make verbal reports. This would ensure that it would be difficult to capture all what had been reported by the officials to the Committee.

Mr Johnson replied to the question relating to why specifics had not been given in respect of the budget of the projects of the DPW. He gave a verbal report on how the money for the projects had been spent.

Ms N Madlala (ANC) wondered why the DPW had to make a verbal report when the details could have been incorporated into the presentation.

Mr Johnson stated that the DPW had advertised the vacant posts twice already and what presented a challenge was the level at which the posts were fixed. This was coupled with the challenge posed by the needed requirements of such posts. This challenges were responsible for the difficulty in recruiting people to fill the posts.

The Chairperson interjected and asked how the DPW advertised the vacant posts.

Ms Ngwenya-Mabila asked what constituted the requirements of the vacant posts so that the Committee could look at the challenges in filling the posts.

Ms Madlopha wondered why there should difficulty in filling the vacant posts in consideration of the fact that the vacant posts were in common jobs which could be filled by painters and bricklayers. These were jobs which could be easily filled because of the large number of people on the streets who could do such jobs. She asked how the vacant posts were advertised.

Mr Johnson replied that the advertising was normally done internally within the DPW.

The Chairperson remarked that the method of advertisement employed by the DPW was responsible for the difficulty experienced in getting people to fill the posts.

Ms Ngwenya-Mabila proposed that the Committee should stop the meeting in view of the shoddy presentation made by the DPW. She commented that it would be a waste of time to continue to deliberate on the presentation and suggested that it would be better for the DPW to make another presentation in order to clarify the ambiguous areas in its report.

Mr Ntshiqela supported the suggestion made Ms Ngwenya-Mabila.

The Members also voiced their support in favour of suspending further deliberations

The Chairperson stopped further deliberations on the presentation and stated that the DPW would be required to make another presentation to clarify all the grey areas in its report.

The Committee moved on to the next presentation by the DPW.

DSVH facilities management presentation
Mr Johnson stated that full meaning of DSVH was Drake & Scull Facilities Management in joint venture with Vulindlela Holdings. The functions of the DSVH included an all inclusive facilities management service; proactive and reactive facilities management service; quick turn-around time for small to medium size repair/renovations services; monitoring performance, evaluation of facilities and service delivery to ensure client satisfaction; monitoring DPW projects; and providing annual building plans of all the facilities. The services provided by the DSVH were in respect of building and cleaning, repairs and maintenance, customer care office, health and safety, ceremonial duties and events.

In respect of the building and cleaning services rendered by the DSVH, the areas covered were the 120 Plein Street Building, the Parliament precinct, Presidential and Deputy Presidential residences, Ministerial and Deputy Ministerial residences and the Parliamentary villages and prestige flats. The functions of the DSVH in respect of these areas were to provide cleaning staff to daily undertake normal cleaning & housekeeping as well as deep cleaning.  The activities of the DSVH in respect of the areas included making teas/coffees and washing-up, air refreshment, toilet services, window cleaning, general cleaning and dusting as well as deep cleaning when required.

In relation to the repairs and maintenance services rendered by the DSVH, the areas covered were the Parliamentary precinct, Groote Schuur and Walmer estates, the various Ministers' / Deputy Ministers' residences, Parliamentary villages and prestige owned flats. The functions of the DSVH in respect of these areas were in relation to building fabric, mechanical services, electrical services, civil & wet services, landscaping & grounds, swimming pools, waste removal & management, domestic appliance, electronic security equipment and pest control.

In respect of the customer care office, the areas covered were all areas falling under the facilities management contract and all areas situated on the ground floor of 120 Plein Street Building. The functions of the DSVH in respect of these areas were front line client relations office for direct liaison between the financial management service provider and clients. Another function was to co-ordinate sub-contractors operating on Parliamentary Precinct. The activities of the DVSH in respect of these areas included receiving complaints, assisting clients face to face, solving parking disk issue & control, receiving fines for clamped vehicles and co-ordinating conference room’s bookings.

In relation to health and safety, the areas covered by the DVSH were the Parliamentary precinct, Groote Schuur & Walmer estates, the various Ministers / Deputy Ministers residences, Parliamentary villages and prestige owned flats. The functions of the DSVH in respect of these areas was to ensure safe and healthy work environments, in accordance with the  Occupational Health and Safety Act and Regulations. The activities of the DVSH in respect of these areas included assisting clients set-up and implementation of comprehensive health & safety and evacuation programmes. Another function was to lead, participate and take an active part in the health & safety meetings.

In relation to ceremonial duties and events, the areas covered were Parliamentary precinct, Groote Schuur and Walmer estates, the airport, and various other locations within the Cape Metropole. The functions of the DSVH in respect of these areas was in respect of official openings, press conferences, unveiling of plaques, state banquets, inaugurations, funerals, visits by foreign and domestic dignitaries and official ministerial functions. The activities of the DVSH in respect of these areas was to arrange infrastructure for all events, operating technical equipment during functions, and ensuring the correct personnel, such as electrical and  air-conditioning technicians, plumbers and handy men, were on standby during functions.

Discussion
Ms Ngwenya-Mabila asked why Members were not allowed to make duplicates of their keys by themselves whenever they were missing. She stated that it was more expensive when the duplicates of the keys had to be made by the service provider which was triple the normal price.

Mr Swathe referred to some of the number signs at the parliamentary villages which were damaged. He asked how soon these damaged number signs would be fixed or replaced.

Mr Swathe further referred to the burst pipes at the parliamentary villages. He asked how long it would take the service providers to fix these damaged pipes.

Ms Madlala observed that there was no analysis of the money spent by the DPW in respect of the services carried out by DSVH.

Mr N Magubane (ANC) asked if the labour force working at the parliamentary villages belonged to the DPW or the service providers.

Ms Ngcengwane asked when the consortium was appointed. She further asked where and to whom did the consortium report.

Mr Johnson replied that only the service providers were allowed to make the duplicate of missing keys because it was a security measure. However, the issue of replacing missing keys had been raised a number of times it would be discussed at the next board meeting of the DPW to see if Members could be allowed to make the duplicates of missing keys by themselves.

The Chairperson interjected and complained that some mattresses in the parliamentary villages were old and were no longer fit to be used yet the DPW had done nothing about the situation. The curtains in the villages  were dirty and in a terrible state. Something had to be done.

Mr Johnson replied that the curtains were only cleaned upon the request of any Member who requested such services. However, in view of the observations made by the Committee there would be a programme to ensure that the curtains were cleaned at regular intervals.

Mr Chris Wallem, DPW Project (Facilities) Manager, responded that the damaged signs had already been taken note of and efforts were underway to ensure that they were repaired as soon as possible.

Mr Johnson assured the Committee that there would be an analysis of the money spent by the DPW at the next presentation.

Ms Ngwenya-Mabila observed that it appeared that the water sprinklers at the parliamentary villages were operating erratically. She commented that there ought to be designated periods during the day when the sprinklers would be activated.

Mr Johnson replied that the sprinklers were timed at different intervals. The sprinklers were computer controlled and some were activated at night while some were activated during the day. This was due to the fact that if all the sprinklers were activated at the same time, there would be little pressure to make the sprinklers work properly.

The discussion ended.

The Chairperson directed the DPW to prepare another presentation which would incorporate all the facts which had been left out in the current presentation.

Mr Johnson assured the Committee that another presentation would be made to give an analysis of all the finances of the DPW.

The meeting was adjourned.