desp project plan framework 2014/2015

Agter Groenberg Alien Clearing DESP Business / Project Plan 2014/2015

DESP PROJECT PLAN FRAMEWORK 2014/2015

NAME OF THE PROJECT:

Agter Groenberg Alien Clearing

Tick where applicable

CONTINUING PROJECT NEW

X

Prepared by:

Frank Turner

Renosterveld Conservancy


1 Project Identification

Project number

(For office use only)

Project Name Agter Groenberg Alien Clearing

Province Western Cape

Magisterial district Wellington

Name of community Rhenosterveld Conservancy

Name of LandCare Group Rhenosterveld Conservancy

Project Start Date April 2014

Project End Date March 2015

Responsible Department, Directorate and section (Lead Institution)

Department of Agriculture, Western Cape

LandCare division

Departmental contact person for this project

Mnr E. Maree

Contact details for project contact person:

Address:P.O. Box 53

Wellington

7654

Phone:021-873 1135

Fax:021-873 3522

Email address:[email protected]

Partner Institutions Cape Nature

Project location Latitude: 33° 32’

Longitude 19° 03’

Area and or distance covered by activities of this project in hectares, kilometres or number of people (land users)

Area: 400 ha

Distance: 17 km from Wellington

------- / ------- /-------


2 Executive Summary

2.1 Project Summary

2.2 Budget Summary

BUDGET SUMMARY

(Complete the budget summary after completing question )

COMMUNITY GROUP & LOCAL CONTRIBUTIONS

PROVINCE &

OTHER CONTRIBUTIONS

NLP

CONTRIBUTIONS

TOTAL PROJECT COSTS

Totals for 2014/15 R 130 000 R 9 000 R 150 000 R 289 000

Totals for 2015/16 R 130 000 R 9 000 R 150 000 R 289 000

Totals for 2016/17 R 130 000 R 9 000 R 150 000 R 289 000

TOTAL (for project life cycle) R 390 000

R 27 000 R 450 000

R 867 000

This is an empowerment and employment project for previously disadvantaged contractors. The project will be on privately owned conservancy land along the Limietriver, Kompagniesriver and Koopmansriver near Wellington. Alien vegetation invaded the waterways and renosterveld. The 15 landowners being a conservancy, identified this project because of the direct impact invasive trees have on our environment and water resources. The Limietriver stopped to flow during daytime. It only flows at night when there is no transpiration from the trees along the river.

The project will focus on the manual clearing of Alien invasive vegetation in the Limietriver, Kompagniesriver and Koopmansriver catchments by means of felling, slashing, hand pulling and application of herbicides. It is extremely important that the project runs for at least 3 years, and that the process should start before the summer to prevent further infestation with seed.


3 Project Need

3.1 Project need

3.2 Related Projects

This project is related to the Working for Water programme from DWAF. The current unemployed contractors were all trained by the Working for Water programme.

The Drakenstein Municipality are budgeting for the clearing of invasive alien vegetation all along the different riverbeds on municipal land within the Wellington town border.

If WCNCB (Western Cape Nature Conservation Board) can clear their land on the higher slopes of the mountains, then the problem will be addressed from all possible sides.

The Dept of Agriculture and WFW is working on clearing the Bergriver

4 Project Aim

4.1 Project aim

1) The first project aim is to clear 400 ha of land from invasive alien vegetation. This achievement can be measured easily.

2) The second project aim would be to employ 4 teams of unemployed trained contractors, clearing this vegetation. Their socio-economic wellbeing will improve.

3) The third aim would be to see that the water flow in the mentioned rivers will improve again. This will be visible immediately.

The project will be on a privately owned conservancy land along the Limietriver, Kompagniesriver and Koopmansriver near Wellington. Alien vegetation invaded the waterways and renosterveld. The 15 landowners being a conservancy, identified this project because of the direct impact invasive trees have on our environment and water resources. The Limietriver stops flowing during daytime. It only flows at night when there is no transpiration from the trees along the river.

The project will focus on the manual clearing of Alien invasive vegetation in the Limietriver, Kompagniesriver and Koopmansriver catchments by means of felling, slashing, hand pulling and application of herbicides. It is extremely important that the project runs for at least 3 years, and that the process should start before the summer to prevent further infestation with seed. The project will focus on the area along the Limietriver, Kompagniesriver and Koopmansriver that is a tributary to the Berg river. The area is invested with Eucalyptus spp. Acacia spp. Pinus spp.


4) The last aim is to see that the local vegetation returns, creating new food reserves for wild animals. This will be easily visually noticeable within one year after clearing.

4.2 Project objectives

1) The first objective is to clear any resprouting of trees removed the previous cycle. This achievement can be measured easily.

2) The second objective is to do initial clearing with any funds that remain.

3) Increased water flow in the rivers.

4) Boost local fynbos and biodiversity.

4.3 Indicators of Success

1) GIS mapping will show after clearing that a given area was cleared. The task team consisting of landowners and the funding agency will check if clearing was done according to the given specification. The same will be applicable to objective number 2.

2) The increased water flow will be immediately visible.

3) The returning of Fynbos will be noticeable within a one year of clearing. The local plants will thrive because they do not need to fight for water and sunlight to survive.


Project objectives

Indicators Baseline Target

Site evaluation and map

Set out of Tenders

Clearing of invasive alien vegetation

Constant evaluation

Order of herbicides

Social upliftment Programs

Establish, location and density of the invasion

Setting out of Tenders for appropriate contractors.

Manual clearing by means of slashing, felling, hand pulling, stump treatment, stacking, burning and spraying young saplings with herbicides.

Evaluate process

Order herbicides for spraying

Skills Development

First Aid

HIV / AIDS

Substance abuse

Personal Finance Management

Environmental education

No maps available that indicates location and density of infestation

A tender is only valid for the present. With no tender, no costing can be done

Water resources and biodiversity are under severe stress as result of aliens

No planning can be done without proper evaluation.

Most species must be treated with a herbicide to prevent sprouting

Some contractors have not done these mentioned programs

Have the maps ready for planning and as a tool for the contractors to tender

The tender process must be completed by the end of September

Clearing must start at the beginning of September and finished by the end of October, before the weather is to hot.

r

Evaluation will be done on a daily basis by the Landowner and on a weekly basis by the task team

Landowners must order herbicides as soon as the funding has been approved

A needs survey must be done to see for which program there is a need for. These programs should be scheduled for rainy days.


4.4 Beneficiaries

This three columns should be a percentage of the total e.g. if the total number of labourers from community is 100 and 65 of them are women, 2 disabled, complete the table as follows:

Beneficiaries: Men Youth Women Disabled

Land users 6 1 1

Labourers from community

15 5 5

Local contractors (list them)

44 15 20

TOTALS 65 20 26 1

No. of jobs to be created

79

Total budget for creating jobs

R 100 000

Activities to create jobs

Alien clearing

Maximum period for job / beneficiary

3 Months

Wages/ Stipend per day


5 Implementation Strategy

Only a small portion of the 400ha can be cleared with the funds that is received from the LandCare program. The conservancy will decide (with the help of role players like WCNCB and Department of Agriculture) which areas on each property need to be cleared every time. Therefore, a task team will be formed by the members of the conservancy whose property are to be cleared, with the LandCare official and chairman of the conservancy. Since different properties will be done each year, the task team members will be different each year, except for the chairman and LandCare official.

The LandCare official will supply the task team with maps of the area to be cleared. The task team will then invite contractors on an open day to be present when these sites will be visited and beacons identified. The contractors will then quote via a sealed envelope for the different areas. These quotes will be opened on the day of closure in the presence of all the task team members. The best quotes will then be awarded to the successful contractors. These contractors must then start with the work on a set date. The landowner will be responsible for the daily supervision and smooth working of the contractors. He must supply the contractor of sufficient herbicides and also handle any queries on his property. The task team will visit the sites on a weekly basis to see that the work is up to standard and according to the set time frame. New completion dates will be given if there is sufficient reason for the contractor not to complete in time. (Rain and wet conditions can hamper the progress of the work.) A final inspection will be done by the task team before payment would be done. The task team system will result in equal payment for equal standard of work done.


6 Work Breakdown Structure

(1) Site evaluation:

(a) Decide on areas to be cleared. Considerations will be density, close to water and running corridors.

(b) Form the task team that represent the areas.

(c) Set up a tender and site map for each area.

(2) Set out tenders

(a) Advertise and make contact with contractors to set up a date for the site visit.

(b) Do the site visit and show the beacons for clearing (up to the fence, along the river etc)

(c) Set a date for the closure of the tender.

(d) Contractors tender for each area.

(e) Allocate areas to be cleared according to the tenders.

(f) Land owners to source and order herbicides.

(3) Get the signboards quotations for the awareness program

(4) Social upliftment programs

(a) Do a survey under the successful contractors who has a need to do the programs about HIV\AIDS, Substance Abuse, Personal Finance and Environmental Education.

(b) These programs can be run on Fridays or rainy days.

(5) Clearing

(a) Manual clearing by means of slashing, felling hand pulling and stump treatment.

(6) Constant evaluation

(a) Daily and weekly evaluation by the landowner and task team.

(b) Final evaluation of work before payment

(7) Payment and closure of project

(a) Payment of contractor

(b) Retainer of 10% for 3 months to ensure work quality.


7 Statement of Work

Objective

Activity and sub-activities

Start date for activity (Indicate also the quarter)

End date for activity (Indicate also the quarter)

Inputs required for activity

Outputs to be achieved / deliverables

Activity cost

Other resources required

Site Evaluation

Establish location and density of invasion

Q2

3 Sept 2014

Q2

10 Sept 2014

Get Landowners and partners together for the site visit

Know where clearing must be done

R 1 000

Set out of Tenders

Contact contractors to tender. Draw up tender doc. Make maps for area calculations

Q2

17 Sept 2014

Q2

21 Sept 2014

Task team must be formed and present on day of quotes and opening of tenders. Notify successful contractors.

Contactors will be assigned to areas to be cleared. Clearing can start

R 1 000

Order herbicides

Landowners to order

Q2

24 Sept 2014

Q2

28 Sept 2014

Areas and species to be cleared must be known

Herbicides must be ready on farm

R25 000

Awareness program

Decide location for boards and placement of articles

Q3

8 Oct 2014

Q3

29 Oct 2014

Meet task team. Place order. Write article.

Boards erected and articles placed in newspaper

R 5 000

Clearing Clearing of designated areas according to tender

Q3

8 Oct 2014

Q3

10 Dec 2014

Daily supervision and weekly evaluation of clearing

Cleared area,

Return of water flow

R150 000

Social programs

Run upliftment and social

Q3

8 Oct

Q3

10 Dec

Establish needs of contractor

Contractors empowere

R 6 000


programs 2014 2014 s. Book venue and speakers.

d with info

Evaluation

Weekly and final evaluation

Q3

8 Oct 2014

Q3

10 Dec 2014

Task team to liaises dates

Clearing done to satisfaction

R 6 000

R1000 WC Agric

R5000Conservancy

Payment Payment of contractors

Q3

29 Oct 2014

Q3

12 Dec 2014

Load bank details beforehand

Funding well utilised

None

8 Milestone Schedule

Year Quarter Project phase Milestone description

2014/15 Q2:Sept Site evaluation Location and density surveys completed

Q2:Sept Set out tenders Tenders allocated to contractors, ready to start

Q2:Sept Herbicides and awareness

Herbicides on farm and awareness boards in place

Q2:Oct-Dec Clearing Implemented

Clearing under way

Q2:Oct-Dec Implement social programs

Programs completed

Q3:Oct-Dec Evaluation Clearing completed

Q3:Oct-Dec Payment Project completed

Q3:Dec Close out Clearing completed and handover to community


9 Cost Breakdown Structure

9.1 Summarise project cost and funding requirements

(From details provided at Question 7). Complete a similar table for each financial year if the project is a multi-year project.

A B C D(A+B+C)

COST ITEM Community group and local contributions for 2014/15

Provincial government and other secured government contributions for 2014/15

Funding sought from National LandCare Programme

Total item cost for 2014/15

EMPLOYMENT COSTS

SALARIES/WAGES

150 000 150 000

CONSULTANCY/CONTRACTOR

OTHER EMPLOYMENT COSTS (list them....)Social Programs

6 000 6 000

Group contributions own labour R 100 000 100 000

Employment costs sub-total 256 000

OPERATING COSTS

LABOUR

MONITORING COST 1 000 1 000

EVALUATION COST 2 000 2 000

REPORTING COST

TRAVEL 3 000 3 000

EQUIPMENT HIRE

Training on veldt management 2 000 2 000

Operating costs sub-total 8 000

CAPITAL COSTS

MATERIALS (e.g.: herbicides) 25 000 25 000

SIGNBOARDS

Capital cost sub-total: 25 000

TOTAL FOR 2014/15 130 000 9 000 150 000 289 000


9.2 Cash Flow Projection

Activities Quarter1 Quarter2 Quarter3 Quarter4 Total

Preparation 3 000 3 000 3 000 9 000

Implementation 65 000 150 000 65 000 280 000

Total 68 000 153 000 68 000 289 000

Payment will be done after each tendered area is cleared and evaluated by the task team. There will probably be 6-8 payments.

9.3 Governance

Officials Role and Responsibilities

Control Industrial technician Set out contracts, Monitor & Evaluate

LandCare Manager : District Monitor & Evaluate at (quarterly)

Deputy Director Soil conservation Monitor & Evaluate project (2/year)

District Director Monitor & Evaluate project (1/year)

9.4 Project Organisational Structure

9.5 Resources

Trained contractors will be used who will bring along their own tools. They are responsible for the proper working of their tools to stay within the set timeframe.

An office close to the site for task team meetings and a shed for the social programs are usually set available by the landowners whose conserved areas are being cleared.

District Director

Deputy Director Soil Conservation

LandCare Manager :

District

Control Industrial

technician


9.6 External Interfaces

Weather has a big influence on the pace and timeframe of the project. Wet conditions will slow down the pace of clearing since it will become dangerous and the herbicides will not work well.

Other similar projects run by Local councils and Government Departments like DWAF may consume all the available contractors in a region.

9.7 External Dependencies

The farm/camp site where the training and work will be done has already been secured.

9.8 Project Evaluation and Monitoring

Monthly reports, including financial, will provided to provincial head of LandCare.

9.9 Reporting

Type of Report Generated by Approved by Frequency

Financial summary of income and expenses

LandCare Group : Renosterveld conservancy

Project Leader : Control Technician

Monthly

Assets and equipment purchase

LandCare Group : Renosterveld conservancy


Monthly

The running total of the number of people employed


District LandCare Manager

Monthly

A summary of the tasks completed by the contractors


District LandCare Manager

Monthly

A report will be generated by the task team once every tendered area is done. Payment will commence once the report is filed. The project leader will generate monthly reports and quarterly reports for the Area manager and Head of the LandCare division. Since the task team is setting the specifications for clearing no outside specifications are needed to comply with. Once the task team is happy that the clearing was done to their satisfaction, nothing more needs to be approved. Nothing needs to be built according to specifications


10 Assumptions and Risks

10.1 Assumptions

We assume that work will start in October when the winter rains are cleared up. As with weather it may happen that rainy days linger longer into the spring and summer, and that the time schedule for clearing will be extended towards November and December.

Another assumption was that landowners must be quick to order the herbicides, since it can slow down the clearing process. Herbicide must be on the farms before clearing starts.

10.2

Type of Risks and its budgets

a) Commitment from the landowners might be a risk.

b) Incapable contractors that tender for work can be a risk.

c) Commitment from additional funders

d) Weather conditions can impact progress

10.3 Abatement Strategies

a) Most of the risks with the implementation of the plan are addressed by the task team system. A landowner whose land is to be cleared must declare himself or a representative of him available to serve on the task team. If a landowner cannot commit himself to the task team and to the evaluation of work on his property, then another area will be considered for clearing. Landowners must know that they are responsible for the herbicides, and if not ready before clearing starts the team will be moved to another area. Total commitment towards the program is needed from the landowners.

b) Only contractors from the DWAF and WCNCB dada basis with a proven track record will be invited to tender.

11 Human Resource Strategy

The task team will be made up from the project leader and committed landowners. No more people are needed on the project team, and therefore human resources is not a problem. Since the task team is small, it will be easy to manage and open dates for meetings and evaluations can be set or changed easily.

12 Communication Strategy

This project is within a closed group. The communication within the project is already budgeted for with relation to mobile phones and e-mail.


13 Project Plan Approval

13.1 Executive members of LandCare Group

Application must be signed by two executive group members. (Chair, Secretary, Treasurer)

If the project is a partnership project between a government department and a community group, one representative from each organisation needs to sign the declaration.

I declare that the information given on this form is complete and correct and that the Group is supportive of this project.

I understand that the information on this application form, excluding contact details, may be released for public information purposes.

Signatures of representatives

Printed names of representatives

Position

Date / / Phone Date / / Phone

13.2 Traditional / Government / Landowners declaration

I am willing to have the activities described in this application carried out on land that I control and this does not conflict with proposed land management practices or degrade environmental or cultural values.

Signatures of representatives

Printed names of representatives

Position

Date / / Phone Date / / Phone


13.3 District Senior Manager: Department of Agriculture

I declare that the implementation of this project is part of my performance agreement

Signatures of Senior Manager

STAMP

Printed names of Senior Manager

Date / / Phone:

13.4 Local Government declarations

I hereby declare that this project is registered in the Integrated Development Plan (IDP) of the Local Municipality and is part of Local Economic Development (LED) Framework.

Signatures of Municipal Manager

STAMP

Printed name(s) of the Municipal Manager

Date / / Phone:

13.5 Recommendations by the Provincial Assessment Panel

This project has been assessed at Provincial Level and is hereby recommended for National Assessment and Funding

Signatures of the Chairperson

Printed name(s)

Date / / Phone:


14 ANNEXURES

None

desp project plan framework 2014/2015

Documents