DEPARTMENT OF WATER AFFAIRS

Directorate: National Water Resource Planning

Terms of Reference

JANUARY 2010

DEVELOPMENT OF A RECONCILIATION STRATEGY FOR THE LUVUVHU AND

LETABA WATER SUPPLY SYSTEM

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1. INTRODUCTION .............................................................................................. 1

2. BACKGROUND ............................................................................................... 1

3. STUDY OBJECTIVES ...................................................................................... 2

4. PURPOSE OF THE TERMS OF REFERENCE ................................................ 3

4.1. General Information ....................................................................................................................... 3

4.1.1. Client and Study Name ................................................................................................................... 4

4.2. Study Area ....................................................................................................................................... 4

4.3. Extent and Level of Investigation .................................................................................................. 4

5. STUDY APPROACH AND STRUCTURE ........................................................ 4

5.1. Study Manager ................................................................................................................................ 4

5.2. Study Management ......................................................................................................................... 4

5.2.1. Study Co-ordination ........................................................................................................................ 5

5.2.2. Liaison and Supervision.................................................................................................................. 5

6. SCOPE OF SERVICES TO BE PROVIDED BY THE PSP ....................................................... 5

6.1. General ............................................................................................................................................. 5

6.2. Phase 1: Study Planning and Process Initiation ........................................................................... 6

6.3. Phase 2: Study Implementation ..................................................................................................... 7

6.3.1 TASK 1: Summary of Previous and Current Studies .................................................................. 7

6.3.2. TASK 2: Preliminary Screening Workshop ................................................................................. 8

6.3.3. TASK 3: Hydrological Analysis ..................................................................................................... 9

6.3.4. TASK 4: Current and Future Water Requirements and Return Flows .................................. 10

6.3.5. TASK 5: Water Conservation and Demand Management (WCDM) ....................................... 12

6.3.6. TASK 6: Opportunities for Water Re-use .................................................................................. 13

6.3.7. TASK 7: Invasive Alien Plants (IAPs) ......................................................................................... 13

6.3.8. TASK 8: Water Quality ................................................................................................................ 14

6.3.9. TASK 9: Reserve Requirement Scenarios and Scheme Yields ................................................. 14

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6.3.10. TASK 10: Groundwater Utilisation Scenarios ........................................................................... 15

6.3.11. TASK11: Honoring International Obligations ........................................................................... 15

6.3.12. TASK 12: Yield Analysis (WRYM) ............................................................................................. 17

6.3.13. TASK 13: Water Quality Modelling (WQT) .............................................................................. 18

6.3.14. TASK 14: Planning Analysis (WRPM) ....................................................................................... 18

6.3.15. TASK 15: Final Screening Workshop ......................................................................................... 17

6.3.16. TASK 16: Review or Assess Social and Environmental Impacts .............................................. 18

6.3.17 TASK 17: Assembly of Information and Formulation of Scenarios ......................................... 18

6.3.18. TASK 18: Final Screening Workshop ......................................................................................... 20

6.3 19. TASK 19: Stakeholder Engagement and Public Participation ................................................. 20

6.4. Phase 3: Study termination. ......................................................................................................... 20

7. RELEVANT SKILLS AND EXPERIENCE REQUIRED ........................................................ 21

8. INFORMATION TO BE PROVIDED IN THE PROPOSAL BY THE PSP........................... 22

8.1. Extent of Proposals ....................................................................................................................... 22

8.2. Scope of Work ............................................................................................................................... 22

8.3. Study Team - Summary of Capacity, Capability and Experience ............................................ 22

8.4. CVs ................................................................................................................................................. 22

8.5. Participation of HDIs and HDEs ................................................................................................. 22

8.5.1. General ........................................................................................................................................... 22

8.5.2. HDI ownership % and Project Rand Value ................................................................................ 23

8.5.3. HDI Participation Rate and Professional Fees Earned .............................................................. 23

8.6. Certification of Association or Joint Venture ............................................................................. 24

8.7. Tax Clearance Certificate ............................................................................................................. 24

8.8. Retention on PSP Contracts ......................................................................................................... 24

8.9. Work Program .............................................................................................................................. 24

8.10. Study Budget ................................................................................................................................. 25

9. STUDY DURATION AND BRIEFING ...................................................................................... 25

10. PROGRAMME OF WORK ......................................................................................................... 25

11. PROPOSAL EVALUATION AND ADMINISTRATIVE DETAILS ...................................... 25

11.1. Evaluation System ......................................................................................................................... 25

11.2. Format of Proposal Documentation and Contact Persons ........................................................ 26

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12. GLOSSARY OF ABBREVIATIONS .......................................................................................... 26

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1. INTRODUCTION The Department of Water Affairs (DWA) is calling for Proposals from Professional Service

Providers (PSPs) to develop the reconciliation strategy for the Luvuvhu and Letaba water

supply system to ensure adequate and sustainable water supply for the next 30 years within

the Luvuvhu and Letaba Water Management Area (WMA) and adjacent areas.

2. BACKGROUND Most of the development in this water management area is agriculture based, with strong

contributions by irrigated agriculture and afforestation. Areas under natural vegetation are

mostly used for livestock farming, with severe overgrazing experienced over large parts of

the water management area. Isolated mining developments are found in its southern half.

Thohoyandou, Tzaneen and Giyani are the largest urban centers in WMA, with some agro-

based industries mainly at Tzaneen. The Kruger National Park (KNP) lies along the eastern

boundary and occupies approximately 35% of the Water Management Area. Approximately

80-90% of the population can be described as rural. A large proportion of the population

depends on subsistence farming and this makes availability of water a vital subject for

consideration.

The WMA can be described as fully developed. The Letaba River currently exceeds its yield

capability. Regulation is provided by Middle Letaba, Ebenezer and Tzaneen Dams.

The construction of Nandoni/Mutoti dam and operating it together with Albasini, Vondo and

Damani Dams has led to full utilization of the Luvuvhu River. A better understanding of the

resource is needed and other alternatives need to be investigated in order to bring back the

system into balance.

The Limpopo Provincial Department of Agriculture (LDA) has embarked on a programme of

revitalizing of irrigation schemes that have fallen into disuse. This has put reasonable

pressure on the water resource. To further exacerbate the situation, most urban and

industrial developments, as well as some dense rural settlements, have been established in

locations remote from large watercourses and in most cases these locations are perennially

dry with no surface water. As a consequence, water has to be delivered to these people or

other alternative sources have to be identified.

Thohoyandou was identified as one of the 26 areas key to the national economy, but recently

the town has been experiencing severe water shortages. The completion of water treatment

works at Nandoni dam is expected to ensure water supply to a distant future, but without

proper water resource management strategies there will be no guarantees that the water

supply situation will significantly improve. This study will have to come up with the most

efficient, robust and sustainable strategies for operating the system. Furthermore, a proper

water demand and conservation plan should be formulated.

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To date the Middle Letaba is in a serious water supply crisis, which has been, aggravated by

a series of draughts, coupled by poor water management practices in the operation of the

system. To ameliorate the situation the Department together with the local authorities and

water users are implementing a series of actions, ranging from water restrictions,

groundwater development to the implementation of Water Conservation and Water Demand

Management measures. These actions are mainly to address the short term crisis. The

reconciliation strategy study aims at consolidating these actions together with long term

strategies, putting emphasis into detailed investigation of the water resources, particularly

groundwater.

The Department of Water Affairs is currently conducting a number of studies:

1. Validation and Verification of Water Use in the Luvuvhu-Letaba Water Management

Area;

2. Water Demand and Water Conservation Study for the Limpopo WMA and the Luvuvhu

/Letaba WMA;

3. Annual Operating Rules for the Letaba River;

4. Groot Letaba Development Project (Nwamitwa Dam); and

5. Socio-Economic and Ecological Implications of Water Restrictions in the Letaba

Catchment.

Further reference should also be given to the Luvuvhu River Dam Feasibility Study

conducted by then Project Planning in 1997, Luvuvhu River System Annual Operating

Analysis (December 2005) conducted by the Directorate: Water Resource Planning Systems

and the Letaba Basin study (DWAF,1990).

3. STUDY OBJECTIVES 3.1. Broad objective To develop water availability assessment methodologies and tools applicable to this area

that can be used for decision support as part of Compulsory Licensing to come and to

formulate a reconciliation strategy for the entire Luvuvhu/Letaba River water supply system

up to year 2040.

3.2. Specific objectives

• To set up the system models (WRSM2005, WRYM, WRPM) in the Study Area at a

quaternary catchment scale, or finer where required, in a manner that is suitable for

allocable water quantification;

• To firm up on the approach and methodology, as well as modeling procedures, for

decision support to ongoing licensing processes;

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• To use the system models, in the early part of the study, to support allocable water

quantifications in the Study Area and, in the later part of the study, to support ongoing

licensing decisions, as well as providing information for the development of the

reconciliation strategy;

• To use the system models to perform evaluations of water availability (both surface water

and groundwater) under different scenarios of water resource classification and water

use/demand;

• To provide technical support to DWA in the process of developing Water Allocation

Schedules in the Study Area, in agreement with the requirements of the NWA;

• To establish operating rules for the whole WMA as a single unit;

• To formulate a strategy to address growing water demands for agriculture as well as

domestic and industrial;

• To identify resource development options;

• To assess and address water quality problems in the whole system;

• To provide reconciliation interventions, both structural and administrative/regulatory;

• To take cognizance of the international implications related to SADAC Protocol and other

relevant international agreements; and

• To properly address Ecological Water Requirements (EWR), specifically water

requirements from the Kruger National Park.

The strategy will not necessarily conclude with an individual water resource option which will

then be implemented. It will rather identify groups of options, which will collectively form

reconciliation scenarios.

The strategy should also provide the level of information and time frames required for

implementation of reconciliation options. It should be a flexible water resource management

tool, which would be able to respond to actual water requirements and other changing

conditions (as it is envisaged that the strategy will be monitored and regularly

reviewed/improved).

4. PURPOSE OF THE TERMS OF REFERENCE The purpose of these Terms of Reference is to provide a framework for the functions and

responsibilities of the Professional Service Provider (PSP) undertaking all aspects of the

study. The PSP therefore must provide the diverse skills and expertise required to undertake

this study.

4.1. General Information

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4.1.1. Client and Study Name The Department of Water Affairs will be the Client for the proposed study. The assignment

shall be called: “Luvuvhu/Letaba Water Resources Availability Assessment and

Reconciliation Strategy Development”.

4.2. Study Area The area under investigation is the entire WMA 2 (tertiary catchments A91, A92; B81, B82,

B83 and B90) and adjacent areas supplying water to or getting water from the WMA.

4.3. Extent and Level of Investigation This study must be undertaken at a high confidence level of detail. Before the analyses of

various options commence, information available from all previous studies will be made

available to the PSP. The documents must be reviewed and all relevant information must be

incorporated into this study where appropriate. Repeating work that has previously been

done must be strictly avoided.

5. STUDY APPROACH AND STRUCTURE 5.1. Study Manager The Study Manager is the Chief Water Resources Planner: National Water Resource

Planning (North) of the Department of Water Affairs.

5.2. Study Management Strategic direction and guidance will be provided by the Study Steering Committee (SSC),

comprising representatives of the Directorates: National Water Resource Planning, Options

Analysis, Water Resource Planning Systems and Water Allocation, as well as representation

from the Regional Offices and other affected organs of state. The SSC will meet at the end

of the Inception Phase and thereafter every four to six months and the PSP will present a

technical Progress Report at each of these meetings. The PSP is to make provision for eight

of such meetings.

The routine administration of the Study will be managed by the Study Management Team

(SMT), comprising the DWA Study Manager and PSP Study Leader, who will meet every

four - six weeks. Together the Study Manager (DWA) and the Study Leader (PSP) will form

the Study Management Team (SMT). Brief reports on Study administration, invoicing and

cash flows will be tabled by the PSP at SMT meetings. The PSP is to make provision for

thirty of these meetings.

Structures for stakeholder engagement and public participation will function in parallel to

these two Committees. The PSP should budget for at least four stakeholder meetings.

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The PSP will provide the secretariat for both the SSC and SMT meetings. Both meetings will

be chaired by the Study Manager.

The PSP shall nominate a Study Leader representing the PSP in the execution of the Study

and in liaison with the Client.

The Client reserves the right to second to the PSP one or more of his staff to work on the

Study or to nominate any person to be part of the study team.

Meetings of the Study Management Team will be held from time to time at a venue chosen

by the client, as the need arises, to resolve specific problems associated with the study

management and co-ordination. The SMT meetings will be convened at the discretion of the

Study Manager, usually upon request of the Study Leader or vice versa.

5.2.1. Study Co-ordination The PSP will assist the Client in administering and managing all the necessary work to

comply with this brief, including those aspects of the study that may be undertaken by DWA.

In this regard the PSP will act as the Study Management Coordinator. The PSP will be

responsible for securing the venues, the advertisements, equipment required for

presentations, and for drafting and posting of the starter documents, news letters, minutes

and any other material relevant to this assignment, which will be done in collaboration with

the client

5.2.2. Liaison and Supervision The Client will be responsible for the general liaison and supervision of the study. Sub-

consultants and/or co-consultants that may be required to render specialist services will be

appointed by and directly responsible to the PSP. The PSP shall however obtain the Client's

approval prior to the appointment of any sub-consultant/co-consultant. Application for

appointment shall be supported by an estimate of sub-consultant's/co-consultant's fees.

6. SCOPE OF SERVICES TO BE PROVIDED BY THE PSP 6.1. General The services to be provided by the PSP must be in accordance with these terms of

reference. The study shall be undertaken in a phased manner as follows:

• Phase 1: Study Planning and Process Initiation;

• Phase 2: Study Implementation; and

• Phase 3: Study Termination.

Activities from component 1 and 2 will run concurrently where ever possible.

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6.2. Phase 1: Study Planning and Process Initiation The primary purpose of this phase is to plan the study and to compile an Inception Report.

This phase must commence with consultations with the Client and stakeholders regarding

the particular requirements of the assignment, work processes and programs, investigative

methods that are to be employed as well as the study management and administration

functions and responsibilities of the key members of the study team. These aspects must

then be consolidated into a Study Plan, which can serve as a baseline against which

progress with each study module can be monitored and evaluated, (i.e. time, budget and

deliverables).

The PSP shall compile and submit to the Client an Inception Report (also referred to in this

document as Report (1)) containing inter alias the Study Plan and deliver a presentation

thereon to the Director: National Water Resource Planning and the Study Manager. The

Client must approve the Inception Report before the implementation phase (Phase 2)

commences. The Client may, at his discretion, terminate the study at this point if the Study

Plan reflected in the Inception Report does not give the Client a reasonable assurance that

the objectives of the study will be achieved within the time and budget allocations set for it.

The requirements for the tasks in Phase 1 are set out hereunder:

• Prepare preliminary plans (a Study Plan to be documented in the Inception Report) to

serve as a basis for a detailed description of the various tasks that must be undertaken

and deliverables produced in order to achieve the objectives of the assignment;

• Derive a consolidated module budget and schedule using the work plans developed in

the sequence above. The consolidated schedule must be based on the individual

schedules of the various activities that make up this Study; and

• Develop a precise description of all study status reports and indicate when they are to be

delivered.

The Study Plan must include but not be confined to the following elements:

• Overview - a detailed statement of the objectives and scope of the assignment;

• General Approach - the strategy and managerial approach to be followed to achieve the

objectives of the assignment;

• Contractual Aspects - a description of all the reporting requirements, client supplied

information, liaison arrangements with various role players (stakeholders), study review

procedures, expected technical deliverables, their specifications and delivery schedule.

This section shall contain milestones, the overall work breakdown structure and linear

responsibility charts;

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• Resources - a clear description of the personnel, financial and other resources required

for the assignment. Availability of specialist skills during the duration of the study must

be highlighted. A study budget must be formulated by study activity or work module. The

financial control procedures must be described;

• Evaluation methods - a brief description of the procedure to be followed in monitoring,

collecting, storing and evaluating the study history must be provided; and

• Deliverables - a description of all deliverables must be provided.

6.3. Phase 2: Study Implementation 6.3.1. TASK 1: Summary of Previous and Current Studies Task 1 will comprise the following sub-tasks:

• Abstract the information listed from all previous studies in the study area in order to

prepare a summary document for consideration at the Preliminary Screening Workshop

(Task 2);

• Identify and liaise with all organizations and consultants currently engaged on studies

and projects in the affected areas, as described above, in order to include the most up to

date information in the summary document; and

• Compile a document summarising the most recent information on the existing systems

and their possible future sources of supply as follows:

o Historical and projected future water use (for all water use groups), its geographical

distribution in the WMA and in affected areas of the adjacent WMAs;

o Existing water supply infrastructure;

o Hydrological information and concerns

o Geohydrological information about the various aquifers;

o Water quality information and concerns;

o The Reserve requirements;

o System modelling and operational management;

o Potential impacts of climate change on water usage and scheme yields;

o Water conservation and demand management (urban and irrigation);

o Current and potential water reuse;

o Water utilization by and removal of invasive alien plants;

o Trading of existing allocations (especially unutilized allocations);

o Potential surface water schemes, both local and transfer;

o Potential groundwater schemes, both local and transfer (including utilizing of mine

treated water by local municipalities and Eskom);

o Potential desalination schemes;

o Other potential importation schemes and options;

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o Existing institutional responsibilities and co-operative governance (including

operating rules, infrastructure planning and development, tariff structures and

monitoring); and

o Existing public participation in the water sector.

The information on potential future schemes should be based on available information. As far

as possible this should include potential yields, the likely impact of the Reserve on yields,

Unit Reference Values (URVs) including bulk distribution costs and adjustments for

escalation, time for implementation, social and environmental impacts and mitigation

measures, and other impacts, concerns or uncertainties. Expert opinion should be utilized to

provide missing information and information on any new schemes not previously identified.

Deliverables Report (2): “Summary of Previous and Current Studies”, summarizing all available

information on the systems, particularly information about existing and potential schemes.

In addition, emphasis should be put on water quality issues in the WMA.

Report (3): “Water Abstractions and Return Flows”, on historical water abstractions and

return flows in the study area, which will be the key data used in the hydrological analysis

(Task 3).

6.3.2. TASK 2: Preliminary Screening Workshop The purpose of the Preliminary Screening Workshop will be to identify the main issues and

concerns of the various stakeholders and to screen out those options which should not be

given further consideration under the current study.

Therefore Task 2 will comprise the following sub-tasks:

• Identify key stakeholders to attend workshop;

• Identify the main concerns of the key stakeholders;

• Arrange the workshop and distribute to key stakeholders the summary document on

potential future schemes and concerns;

• At the workshop utilize Multi-Criteria Decision Analysis or another similar approach to

screen potential future schemes; and

• Document the workshop proceedings.

The findings of the workshop will focus the remainder of the study.

Deliverables A document summarizing the proceedings of the workshop, and defining the schemes to

be investigated and the shortfalls in information to be provided. This summary should be

incorporated into Report (2).

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6.3.3. TASK 3: Hydrological Analysis

This task will involve a comprehensive hydrological analysis on the entire Luvuvhu and

Letaba River catchments to update and extend the hydrological data set for the catchment to

the 2008 hydrological year (i.e. up to September 2009).

The sub-tasks that form part of the hydrological analysis are:

Task 3a: Data collection and collation

In order to undertake the hydrological analysis, it is first necessary to prepare a reliable

hydrological database. Such a database will include rainfall, streamflow, evaporation as well

as land-use information which will be used to configure and calibrate the rainfall-runoff

model, naturalize streamflow data and generate historical as well as fixed development-level

water demand files for the various water users.

Task 3b: Rainfall data analysis

Task 3c: Evaporation data analysis

Task 3d: Streamflow data analysis

Task 3e: Groundwater assessment and groundwater-surface water interaction

As part of the Internal Strategic Perspective (ISP) of the Luvuvhu and Letaba Water

Management Area the water resources of the Luvuvhu and Letaba River catchments were

estimated by summing the available surface and groundwater resources. However, this

simplistic approach ignores the impact of groundwater abstraction on base flow and the fact

that the utilisation of groundwater may deplete available surface water resources. These

impacts need to be quantified in order to optimise water use. For this purpose, a number of

aspects should be investigated:

• An overview of the character of the groundwater resources should be provided;

• Existing estimates of groundwater harvest potential should be assessed and verified;

• Groundwater exploitation potential should be determined, taking into account economic

and environmental considerations;

• A basic groundwater quality evaluation should be undertaken;

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• The interaction between groundwater and surface water should be modelled using the

Groundwater-Surface Water Interaction Model (GWSWIM), developed by Mr K Sami (one

of the components– see of WRSM2005 task 3f below) and the results should be verified

against existing base-flow estimates.

• Finally, a groundwater balance should be undertaken to compare existing groundwater

use to the harvest and exploitation potential, in order to determine the extent to which the

groundwater resources in each quaternary are utilised.

Task 3f: Configuration and testing of the Water Resources Simulation Model (WRSM2005)

The WRSM2005 should be configured in order to simulate the historical streamflow

sequences and to generate the natural streamflow sequences. Modelling should be based on

a monthly temporal resolution and at least at a quaternary catchment level. The model

should be configured to represent the physical layout of the catchment to account for the

historical land and water use activities upstream of selected streamflow gauging points.

Task 3g: Calibration of WRSMS2005

Task 3h: Naturalisation of streamflow records

Task 3i: Verification and validation of stochastic hydrology

This task should be undertaken using the Monthly Multi-Site Stochastic Streamflow Model

(STOMSA), which was developed by the Water Research Commission (WRC).The model

generates the various statistical parameters required to generate stochastic streamflow

sequences, as well as undertakes the numerous verification and validation tests on the

generated sequences.

Deliverables

Report (4): “Hydrological Analysis”.

Calibrated WRSM2005 model with data files.

Hydrological data in ASCII-file format.

6.3.4. TASK 4: Current and Future Water Requirements and Return Flows There is a wide range of water users in the Luvuvhu/Letaba River system. The PSP should

assess each water use category in detail. Water requirement scenarios should be formulated

taking into account potential developments in the catchment.

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Task 4a: Domestic water requirements and return flows (urban and rural)

If any update or check is required, the PSP should utilize two important sources of

information:

• Directorate: Water Resources Planning Systems – population database; and

• Directorate: Water Services – population and services database.

The first database provides the current population data and the future population projections

up to 2030. It is based on the latest Census 2001 update done by STATSA in 2007.

The second database gives the current population numbers as well as service levels (water

and sanitation) linked to population. It was updated in December 2007.

Based on the current and projected population numbers and associated service levels,

scenarios for the domestic water requirements and return flows should be developed up to

the year 2040.

Task 4b: Industrial, power generation and mining water requirements and return flows

The PSP should utilize information provided by Studies mentioned in the background

information. The collated information should be checked and confirmed for being correct and

realistic.

Task 4c: Irrigation water requirements and return flows

The irrigation is the biggest water user in the study area, therefore it must be investigated in

great detail using all the available information such as:

• Reports from previous studies;

• WARMS database;

• Database developed during the validation and verification process; and

• Local knowledge of DWA officials in the DWA Limpopo Province offices.

Intensive irrigation farming is practised in the upper parts of the Klein Letaba River

catchment, upstream and downstream of the Middle Letaba Dam, along the Groot Letaba

and Letsitele Rivers, as well as in the upper Luvuvhu River catchment.

Vegetables (including the largest tomato production area in the country), citrus and a variety

of fruits such as bananas, mangoes, avocados and nuts are grown. The PSP should

investigate various scenarios, which will look at:

• Eradication of illegal irrigation;

• Revitalizing small holder irrigation schemes;

• Trading of irrigation allocations; etc.

Task 4d: Afforestation

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Large areas have been planted with commercial forests in the high rainfall parts of the

Drakensberg escarpment and on the Soutpansberg. These forests have a significant impact

on the runoff and water availability to users in the lower parts of the catchments, therefore

runoff reduction due to afforestation must be properly assessed. Extent of invasive alien

plants and their impact on the runoff should also be investigated.

Deliverables Report (5): “Future Water Requirements and Return Flows”, summarizing all water

requirements and return flows scenarios developed for all the water use sectors. The

report should incorporate Task 5 and 6 as well.

Updated DWA water usage database for the study area.

Water requirement projection scenario database spreadsheet.

6.3.5. TASK 5: Water Conservation and Demand Management (WCDM) Based on information from studies listed in the background information and other sources,

where required, the PSP shall check if the recommendations of the WCDM studies have

been implemented and whether an ongoing monitoring and assessing of benefits of various

interventions is done. Potential of WCDM in all water use sectors should be addressed.

The actions in this task should include:

• Review previous reports;

• Liaise with various municipalities (where appropriate) and other water service authorities

(WSAs) concerning the costs and benefits of the various WCDM interventions

implemented to date, including the potential diminishing returns of extending some of the

interventions (the 80/20 principle);

• Update the costs and benefits of all interventions previously investigated by WSAs,

including the implications of reduced effluent flows to wastewater treatment works;

• Assess the costs and benefits of the interventions for other WSAs;

• Assess the likely impacts of the various WCDM interventions on municipalities and other

WSAs’ ability to apply various restriction measures during droughts (taking account of

their recent experiences and proposed future WCDM measures). This information should

be used under Task 11 to establish the impacts of WCDM on yields and the phasing of

future schemes;

• The opportunities for WCDM in irrigation and their implications on future demands; and

• Include WCDM measures in developing future water requirement and return flow

scenarios under Task 4.

Deliverables

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A summary document describing all available WCDM measures, those that have been

implemented by the municipalities and the other WSAs in the study area, their impacts on

demands (actual or estimated savings), their costs and any other impacts (including the

impact on the ability to apply restrictions). This summary should be incorporated into

Report (5).

6.3.6. TASK 6: Opportunities for Water Re-use PSP should check to see whether the municipalities or WSAs have undertaken any studies

to identify options for re-using treated sewage effluent. Also whether any studies to

determine the impacts of return flows on rivers and vleis have been undertaken.

The following sub-tasks should be conducted:

• Review all previous reports;

• Obtain from the municipalities their most up to date information on current and future

effluent return flows and their quality, and on existing and potential re-use (taking quality

into account, e.g. domestic or industrial effluent, the latter perhaps containing cacogenic

heavy metals), their policy on re-use and their pricing thereof;

• Also provide informed comment on the environmental benefits (including the re-

instatement of seasonality) and lower costs of maintaining rivers and vleis if effluent

return flows are reduced;

• Update the costs and benefits of options for re-use previously investigated by the

municipalities, water boards or WSAs; and

• Include this option in developing future water requirement and return flow scenarios

under Task 4.

Deliverables A summary document describing the extent of existing effluent re-use and potential

schemes for additional re-use by the municipalities and other WSAs in the study area.

This summary should be incorporated into Report (5).

6.3.7. TASK 7: Invasive Alien Plants (IAPs) There are significant areas of invasive alien plants in the catchment. It is expected that areas

of IAPs will remain constant in future. It is necessary to analyse scenarios for removal of

IAPs in some parts of the study area. The PSP should liaise with DWA Working for Water

Directorate regarding future plans for IAPs eradication in the Luvuvhu/Letaba catchments.

Associated increase in the system yield should also be assessed.

This task interlinks with land use data collection for hydrological analysis (Task 3a) as well as

Task 4d (Current and Future Water Requirements and Return Flows: Afforestation).

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Deliverables A summary document on:

• Present areas of IAPs;

• Scenarios/plans for their removal; and

• Associated net system yield increase due to IAPs eradication under specific scenarios.

This summary should be included in Report (4): “Hydrological Analysis”.

6.3.8. TASK 8: Water Quality Water quality can affect the water allocation process on two fronts: firstly, as an operating

rule, when freshening releases from local impoundments or inter-catchment transfers are

required to ameliorate downstream water quality concerns, and, secondly, if the Water

Allocation Plan specifies that not only water quantity, but also water quality load, should be

formally partitioned among user groups. Water quality is defined in terms of a range of

variables; therefore, selection of modelling approaches should accommodate those variables

that are of acute concern. The following DWA documents provide guidance on the water

quality component of the water allocation process: A Guideline to the Water Quality

Management Component of a Catchment Management Strategy1 and A Guide to Conduct

Water Quality Catchment Assessment Studies: In Support of the Water Quality Management

Component of a Catchment Management Strategy2 The sub-tasks will include:

• Assessment of the likely impacts of potential new mining developments on the system

water quality;

• Evaluation of likely future impacts of irrigation on the system water quality;

• Assessment of the potential effects of nutrients and urban area wash-off pollution on the

system; and

• Identification and assessment of mitigating measures for the above threats.

Deliverables Report (6): “Water Quality Assessment” describing the likely effects of potential new

developments (mining, irrigation, urban) on the Luvuvhu/Letaba River system water

quality and recommended mitigating measures.

6.3.9. TASK 9: Reserve Requirement Scenarios Currently, for modelling purposes, the Ecological Reserve for streamflow is specified in the

form of flow duration curves at the identified “IFR” sites, as well as particular season-linked

1 Water Quality Management Series, Sub-Series No. MS 8.2, Edition 1, March 2003, DWA, Pretoria. 2 Water Quality Management Series, Sub-Series No. MS 8.3, Edition 1, March 2003, DWA, Pretoria.

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flood flows. Modelled reservoir releases required for maintenance of the Ecological Reserve

need to be “triggered” by flows at a so-called indicator site and sized according to the

relationship between the relevant flow duration curves. PSP should consider scenarios where intermediate values of the Reserve are applied. The

PSP should also establish the priorities for determining the Reserve for groundwater

schemes.

Deliverables A summary of Reserve classifications of rivers affected by possible schemes and on the

impacts of the Reserve classifications on scheme yields. This summary should be

incorporated into the WRYM analysis report (Report (8)).

6.3.10. TASK 10: Groundwater Utilization Scenarios A detailed assessment of groundwater and its interaction with surface water will be

conducted under Task 3e. Task 10 will focus on assessing various scenarios related to

groundwater utilization.

In addition to Schedule 1 use, groundwater from the primary aquifers could be extensively

utilized for irrigation.

The following sub-tasks should be undertaken:

• Select the most favorable previously identified options for groundwater development;

• Identify options for conjunctive groundwater and surface water usage including aquifer

recharge and storage; and

• Prepare cost estimates of schemes together with their main features including: yield,

storage, water quality, unit cost, infrastructure cost, URV, Reserve requirements and

environmental impacts.

Deliverables Report (7): “Groundwater Assessment and Utilization Scenarios” on groundwater options

describing the most favorable of them, their management and conjunctive utilization with

surface water, their yield, storage, water quality, unit cost, infrastructure cost, Reserve

requirements and environmental impacts. This report should also cover Task 3e.

6.3.11. TASK11: Honoring International Obligations The Luvuvhu and Letaba Water Management Area falls within the Limpopo River Basin,

which is shared by South Africa, Botswana, Zimbabwe and Mozambique. As all the rivers in

the water management area flow directly from South Africa to Mozambique, developments

and water resource management in South Africa can be of particular importance with respect

to Mozambique.

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Deliverables A detailed appraisal of the international water-related aspects of the WMA.

Summary of possible impacts of water resource management in the Luvuvhu and Letaba

WMA on water quality and quantity down stream. This summary should be included in

the main strategy report (Report (12)).

6.3.12. TASK 12: Yield Analysis (WRYM) The main objective of the yield analysis is to assess yields of all major dams in the Luvuvhu

and Letaba water supply system, based on the updated and extended hydrology (1920 to

2008 hydrological years, i.e. October 1920 to September 2009). For the purposes of this

study major dams will mean all the dams with the storage capacities exceeding 1 million m3.

The yield analysis shall include the following components:

• Stochastic streamflow analysis (generation of the statistical parameter file PARAM.DAT

and verification and validation tests on generated stochastic streamflow sequences);

• Configuration and testing of the Water Resources Yield Model (WRYM) for the whole

Luvuvhu and Letaba water supply system. This component will utilize the information

gathered/developed in the tasks described above. The WRYM layout will be based on the

layout of WRSM2005 (quaternary of finer level od detail). The WRYM configuration

should also include development of appropriate operating rules where ever required.

• Historic firm yield analysis;

• Testing of existing operating rules;

• Scenario analysis (present and future);

• Long-term stochastic analysis; and

• Short-term stochastic analysis.

Deliverables Report (8): “Yield Analysis (WRYM)”summarizing all work done under this task.

WRYM with input files in ASCII-file format and in the WRYM-IMS database.

A set of short-term yield curves to be used in the Planning Analysis (Task 14).

6.3.13. TASK 13: Water Quality Modelling (WQT) The task will include the following components:

• Set-up of the salt wash off model (based on the Water Resources Planning Model

(WRPM) layout);

• Data preparation;

• Model calibration; and

• Scenario analysis.

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Deliverables Report (9): “Water Quality Modelling”summarizing all work done under this task.

WRYM with input files in ASCII-file format and in the WRYM-IMS database.

A set of output files to be used in the Planning Analysis (Task 14).

6.3.14. TASK 14: Planning Analysis (WRPM) The layout of the WRPM is expected to be very similar to the WRYM. The WRPM input files

shall be prepared/based on the outputs from the WRSM2005, WRYM and WQT modelling.

The planning analysis will include the following actions:

• Split of water requirements into water user categories and corresponding assurances of

supply;

• Configuration and testing of the Water Resources Planning Model (WRPM) for the whole

Luvuvhu and Letaba water supply system;

• Data preparation;

• Analyses of scenarios identified during the development of the Reconciliation Strategy for

the Luvuvhu and Letaba water supply system; and

• Calculation of water balance at the key points where ever required (e.g. quaternary

catchment, sub-systems, etc.).

Deliverables Report (10): “Planning Analysis (WRPM)”summarizing all work done under this task.

WRPM with input files in ASCII-file format.

6.3.15. TASK 15: Review Schemes and Update Cost Estimates The configurations of the schemes identified by the Preliminary Screening Workshop should

be reviewed and updated cost estimates prepared as follows:

• Investigate state of water services infrastructure. Some of the water problems a town has

may be the result of the poor state of infrastructure or the poor management of the

infrastructure and not necessarily a lack of water resources. This study must address the

state of the infrastructure in enough detail to identify that, but will not propose detailed

solutions for such problems;

• Update cost estimates of schemes including estimates of the cost of infrastructure to

convey the water to major users; and

• Prepare URVs for schemes in such a way that, if necessary, these can be easily updated

to assess the impacts of different demand growth rates and different sequences of

implementation.

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Deliverables Report (11): “Water Supply Schemes”, which will provide a summary of identified

schemes, their yields, costs and URVs.

6.3.16. TASK 16: Review or Assess Social and Environmental Impacts The social and environmental impacts of schemes previously identified and assessed by

earlier studies to be reviewed and checked if circumstances have changed. Therefore the

following sub-tasks are required:

• Undertake a desktop review of previous and recent assessments and itemise the key

issues and concerns; and

• Either undertake a desktop assessment with the aid of DWA's most recent aerial colour

photographs or, if necessary, visit the sites not previously assessed and itemise the key

issues and concerns.

Deliverables A summary of social and environmental impacts of identified schemes. This summary

should be incorporated into Report (11).

6.3.17. TASK 17: Assembly of Information and Formulation of Scenarios This task is the key element of the study since under it the reconciliation strategy will be

developed. Due to expected short term water supply deficit in some sections of the system, it

is envisaged that two reconciliation strategies will have to be compiled, namely:

• Preliminary Reconciliation Strategy; and

• Final Reconciliation Strategy.

The Preliminary Reconciliation Strategy is required at a relatively early stage of the study to

assist DWA, WSPs and WSAs in selecting interventions to meet the potential immediate

shortfalls in water supply. This strategy should provide action plan for meeting water

requirements up to the year 2012. The development of the Preliminary Reconciliation

Strategy will include:

• Development of short term water requirement scenarios;

• Assessment of required interventions;

• Development of a short term reconciliation strategy; and

• Reporting on a short term reconciliation strategy.

The Final Reconciliation Strategy is required to assist DWA, WSPs and WSAs to develop

future water requirement scenarios and to identify or confirm interventions that need to be

investigated further, as well as the scope and timing of such investigations. This should be

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facilitated by establishing the most appropriate sequences of interventions to be

implemented. This strategy should address future water requirements up to 2040. The

selection process followed in compiling the strategy should be well documented so that it can

be easily reviewed and updated when necessary. Other issues, such as those that might

affect the efficient operation of the system, information requirements for planning purposes

and co-operative governance should also be documented. The necessary actions to address

these issues must be determined and the responsible authorities identified. The development

of the Final Reconciliation Strategy will include:

• Development of long term water requirement scenarios;

• Assessment of sequences of interventions;

• Development of the Final Reconciliation Strategy;

• Recording/documenting the reconciliation process;

• Identifying other issues and concerns; and

• Compilation of the Final Reconciliation Strategy report.

In formulating the reconciliation scenarios the following methodology should be applied.

The information gathered from the previous tasks should be assembled together in a

document containing the following:

• Allocations to all users taking assurances of supply into account as well as possible

improvements to the existing and future operating rules;

• Future water demand and return flow scenarios (low, medium and high);

• The potential impacts of the Reserve requirement scenarios on the yields of existing

dams and system;

• Impact of IAPs and their removal on the net system yield;

• For each reconciliation option selected by the Preliminary Screening Workshop:

o Yields for various Reserve requirement classification scenarios (Task 9);

o Costs and URVs (Tasks 10 and 15);

o Social and environmental impacts (Task 16);

o Other factors which may be relevant such as water quality (Task 8) or phasing; and

• Possible scenarios for prioritizing the implementation of future reconciliation options.

Deliverables Report (12): “Reconciliation Strategy”, integrating the findings of the previous tasks for

each identified scheme concerning the Reserve, its effect on yields, costs and URVs,

social and environmental impacts and any other factors.

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6.3.18. TASK 18: Final Screening Workshop The purpose of the Final Screening Workshop is be to obtain the views and also the

agreement of key stakeholders on the most favourable future reconciliation options and

sequence of implementation. The workshop should also prioritize future investigations to

reduce uncertainties and to enable more definitive medium to long term reconciliation

planning to be undertaken.

Deliverables A document summarizing the proceedings of the Final Screening Workshop, the

recommendations of the experts on the most likely future options and their sequence of

implementation, and their recommendations for future investigations.

6.3.19. TASK 19: Stakeholder Engagement and Public Participation The stakeholders in question should include, but not limited to, firstly, representatives of the

Validation and Verification (V&V) and Ecological Reserve studies respectively. Effort should

be made to include Water Users forums and SANParks -Kruger National Park.

This study needs to be fed into existing public participation exercises that are currently being

or will soon be undertaken. Public participation will require the following:

• Assist DWA’s RO to establish a database of interested and affected parties for the

establishment of a CMA Reference Group (where applicable);

• Present the findings of the Preliminary and Final Workshops (Tasks 2 and 18) to the

CMA Reference Group;

• Arrange and present the findings of the Final Workshop at one public meeting;

• Assume that the findings of the Workshops will be presented to three other committees or

groups; and

• Prepare and distribute two newsletters on the findings of the Workshops to the CMA

stakeholders.

Deliverables A database of interested and affected parties, proceedings of the CMA Reference Group

Meetings, proceedings of the public meeting and of the three other committee and group

meetings, and two newsletters.

6.4. Phase 3: Study termination A project close out report will be required outlining all the project deliverables, milestones,

challenges and way forward. How we can avoid similar problems and future work

requirements.

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7. RELEVANT SKILLS AND EXPERIENCE REQUIRED The PSP team must have proven capacity, skills and experience to undertake the tasks

listed above with high degree of excellence.

The proposal must present the Key Components of the Study Team in the form of an

Organogram. The proposal must also contain explicit information about the relevant

capacity, capability and experience of Key Personnel.

The following are some of the particular skills and experience that would be required:

• Ability to identify and investigate water related information sources, assess and interpret

information, collate and present for decision making and also develop information and

data management systems for future use;

• Ability to think creatively and to interact with and successfully manage multidisciplinary

teams;

• Ability to utilize selection processes to identify the most appropriate series of options to

meet various requirement scenarios;

• Ability to synthesise recommendations in a complex environment and give strategic

advice;

• Ability to communicate and negotiate easily (particularly in English) with multidisciplinary

experts, as well as decision makers and the public;

• Ability to undertake the Reserve Determination at an intermediate level and to assess its

effect on yields;

• Ability to compile concise technical reports;

• Experience in developing water reconciliation scenarios;

• Experience and competency in water resources planning including hydrology,

geohydrology, river systems analysis, the costing of infrastructure, the determination of

URVs and the unit cost of water;

• Experience in the determination of the environmental and social impacts of interventions

and in formulating mitigation measures;

• Experience in water resource investigations in Southern Africa;

• Experience with the water resource models (in this specific case using the WRSM2005,

WRYM, WQT and WRPM);

• Experience of water resources-related work in typical catchments and river systems that

represent the range of catchment conditions and complexities in SA;

• Thorough understanding of water and environmental legislation and codes and

processes;

• Thorough understanding of national institutional structures and processes for successful

implementation of a water resource development project;

• Leadership and human resource management skills; and

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• Ability to co-ordinate and control this magnitude of a project.

8. INFORMATION TO BE PROVIDED IN THE PROPOSAL BY THE PSP 8.1. Extent of Proposals The text of the Proposal, including a Work Programme Schedule and a detailed Schedule of

Resources versus Costs, should be to the point, with at a font-size of 11 and 1.5 line

spacing.

8.2. Scope of Work The Scope of Work must reveal that the PSP understands the Study. The proposed

approach, methodology and models to be used during the Study should be outlined. The

PSP is encouraged to use this Section in the Proposal to present innovative approaches or

other special features of the PSP’s response to the ToR.

8.3. Study Team - Summary of Capacity, Capability and Experience The Proposal must present the Key Components of the Study Team in the form of an

Organogram. The Proposal must also contain explicit information about the relevant

capacity, capability and experience of Key Personnel, with particular reference to:

• Experience with the models and modelling fields;

• Experience in and knowledge of historical or current water resource investigations and/or

management in the Study Area;

• The roles of individual Key Personnel in the study; and

• Experience of working in multi-disciplinary teams in the water resources domain.

8.4. CVs Abbreviated CVs of all Key Personnel included in the study team must form attachments to

the Proposal. CVs must be presented in font-size 11 and 1.5 line spacing, and must not be

longer than 2 pages.

8.5. Participation of HDIs and HDEs 8.5.1. General The participation of HDIs (historically disadvantaged individuals) in the Study is strongly

recommended. The definition of an HDI follows that of DWA’s current Policy. Proposals

must be explicit about the following:

• Percentage HDI ownership of each participating firm in Associations or Joint Ventures

formed for this study;

• The roles of HDIs in Key Personnel and Technical Support positions; and

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• The composition of HDEs that participate in Associations or Joint Ventures formed for

this Project.

Two sets of data are required to be submitted by PSPs in the proposal and after completion

of the project, namely: HDI ownership and HDI participation rate/fees earned.

8.5.2. HDI ownership % and Project Rand Value The ownership % for a single PSP is calculated as a direct % and in the case of JV’s as a

weighted average % based on the participation rate. Project Rand Value refers to the total

contract value.

This information has to be summarized in the following format:

HDI Ownership % Total PSP Expenditure

(Rm) % of Total

0-10

11-20

21-30

31-40

41-50

51-60

61-70

71-80

81-90

91-100

TOTAL 100

A weighted average HDI expenditure % can be calculated using median ownership %

values.

8.5.3. HDI Participation Rate and Professional Fees Earned This requires a breakdown by project team member of fees earned on the basis of gender

and disability. Professional fees earned information is important as it measures the extent of

actual project involvement of all team members. This information needs to be summarized in

the following format:

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Project Staff Category Professional Fee

Expenditure (Rm) % of Total

Black Male

Black Female

White Female

Disabled Person

Sub-total

White Male

TOTAL 100

The participation of HDIs in professional services rendered to DWA follows from the above

table.

The detailed information required on the invoice submitted by the PSP is set out in the

appended Monthly Report of Procurement Reform: Explanatory Notes and Data Input Sheet.

8.6. Certification of Association or Joint Venture In the case of collaboration among different PSPs, the proposal shall be accompanied by a

suitably worded letter from each participating firm, confirming their participation in the

Association or Joint Venture, signed by a Principal of each participating firm.

8.7. Tax Clearance Certificate No contract may be awarded to a person who has failed to submit an original Tax Clearance

Certificate from the South African Revenue Service (SARS) certifying that the taxes of that

person are in order or that suitable arrangements have been made with SARS.

8.8. Retention on PSP Contracts It is now a DWA practice to impose a retention amount equal to 10% of the approved

contract amount where the suite of draft reports or final reports have not yet been submitted

or approved by the Employer. The retention clause comes into effect near the end of the

study, reference to the appropriate clause in the contract document needs to be made, and it

is mentioned here to assist with the planning of cash flow for the study.

8.9. Work Program A detailed work programme, broken down to individual tasks and indicating the contributions

by all study personnel, shall be presented. The work programme must indicate all study

landmarks and target dates for deliverables.

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8.10. Study Budget The study budget shall present the full resourcing (both professional fee [time-based] costs

and disbursements) associated with each major component and each primary task in the

study, as well as the timing of the costs involved. The resourcing must provide details of the

employment of all study personnel on a primary task basis. The hourly fee rates of all study

personnel must be stated. CPIX-related escalation of fees may be allowed for. The study

budget must include VAT at 14%.

There must be no contingency allowance in the study cost estimate. All approved cost

increases will be handled as Variation Orders on the original cost estimate after approval by

the DWA Study Manager.

The study budget must provide a breakdown by study team member of fees to be earned on

the basis of the categories detailed in paragraph 8.5.3

9. STUDY DURATION AND BRIEFING It is envisaged that the study will cover a 36 months period, including a 6 months Inception

Phase. A briefing session will be held on ------ 2010 at 10:30, Sedibeng Building Room 845 at

DWA’s head office at 185 Schoeman Street, Pretoria.

10. PROGRAMME OF WORK This assignment is expected to be completed within 36 months.

11. PROPOSAL EVALUATION AND ADMINISTRATIVE DETAILS 11.1. Evaluation System The 90/10 point system will be used in evaluating all proposals. The criteria and guideline

weighting points applicable are detailed in the following Table:

90 points

Criteria Weighting Points

Functionality

Past Experience 10

Methodology 35

Team Capability 25

HDI Participation 10

Price LOWEST PRICE X 20

Proposed Price 20

The weighting for functionality is 80% of the 90 points.

The weighting for price is 20% of the 90 points.

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10 points

Preference HDI Ownership 10

The PSP needs to achieve a score in excess of 49 out of the 80 on functionality for the

proposal to be considered acceptable.

11.2. Format of Proposal Documentation and Contact Persons This Terms of Reference and Proposal Invitation are administered by the Directorate:

National Water Resource Planning. Proposal documentation to be submitted in hard copy.

Receipt of each submission will be acknowledged. Enquiries about any aspect of this

Proposal invitation can be obtained from the following persons:

Ms Ntombencinci Ntolosi - for administrative or procurement matters Telephone: 012-336-8364 Fax number: 012 336 8295 E-mail: NtolosiN@dwaf.gov.za

Mr. Tendani Nditwani - for technical matters Telephone number: 012 336 8189 Fax number: 012 336 8295 E-mail address: igh@dwaf.gov.za

12. GLOSSARY OF ABBREVIATIONS

CMA Catchment Management Agency

DWA Department of Water Affairs

HDE Historically Disadvantaged Enterprise

HDI Historically Disadvantaged Individual

ISP Internal Strategic Perspective

NWA National Water Act

NWRS National Water Resources Strategy

PSP Professional Service Provider

SSC Study Steering Committee

SMT Study Management Team

ToR Terms of Reference

WMA Water Management Area

WSA Water Service Authority

WSP Water Service Provider

WRPM Water Resources Planning Model

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WRSM Water Resources Simulation Model

WRYM Water Resources Yield Model