WCG WATER BUSINESS CONTINUITY PLANNING Progress report – 27

WCG WATER BUSINESS CONTINUITY PLANNING Progress report – 27 September 2017 Gavin Kode

Western Cape Government (WCG) Water Business Continuity Planning (BCP) Progress report: 1. 2. 3. 4. 5. Water BCP - General Context of Water BCP Structure of Water BCP Prioritisation of service delivery Dashboards (high priority areas only): – 5.1 – 5.2 – 5.3 – 5.4 – 5.5 – 5.6 – 5.7 – 5.8 Water BCP SCM Health Education Social Development General office Infrastructure contracts Asset management aspects

WCG Water BCP - General Water scarcity and the current drought are a given – the new normal National and Municipal competence to provide water (supply and reticulation) WCG BCP needs to address a potential failure of any municipal supply WCG water BCP focusses on how the service delivery requirements of the WCG can continue to be met when there is constrained or no municipal water in a geographic area i.e. dry taps Water BCP focusses on – Demand management to save the resource and avoid a dry taps scenario Supply side interventions to make facilities water secure (drinking water, hygiene and fire safety) to at least deliver critical services and strategic operations of the WCG Plans being developed with parallel immediate implementation in highest risk areas first Plans structured across Immediate, Short, Medium and Long terms (current focus on WCG critical service delivery areas) Reporting will also include what has already been completed/achieved Western Cape Government 2012 3

WCG Water BCP - Context Four primary concerns – health, education, social development services and office accommodation (command and control structures and critical service points) Water security is threefold - Drinking water, hygiene and fire safety Broader context of WCG critical services – 52 provincial hospitals – initial focus on 12 facilities in higher risk areas 1445 schools (203 leased in schools)(423 have an existing borehole, largely used for fields and gardens), 548 in high risk areas, 159 in medium risk areas 10 CYCCs (secure facilities) Offices – 36 largest offices across the province accommodate 8 658 WCG staff in 209 975 m2 of owned and leased space Infrastructure projects – 58 schools projects (approx. 100 kl/d), 24 general infrastructure projects (approx. 58 kl/d), health facility projects (approx. 38 kl/d), Roads 1 or 2 high risk projects but very high use (2000 kl/d N1 project) Western Cape Government 2012 4

WCG Water BCP - Structure Plans being developed with parallel immediate implementation in high risk areas Plans structured across Immediate, Short, Medium and Long terms (for reporting purposes, will include Immediate (already completed/achieved) The Provincial BCP and hence each departmental and entity BCP will be structured in a staggered approach towards a critical point where the local municipality in which the WCG service is rendered increasingly progresses towards a dry taps situation Each department or entity will have prioritised its service delivery requirements and business processes from Normal (5) to Critical/Life sustaining (1) The services will therefore potentially be scaled back, curtailed, concentrated or terminated through the various stages of water crisis readiness to the point where only priority 1 services are rendered at the point of dry taps Funding for and of water interventions – some existing own funding, some being through departmental reprioritisation and others to be taken up in MTEC discussions Western Cape Government 2012 5

Service delivery priority levels Priority one These service delivery areas or business processes are highly critical. These services cannot be interrupted without risk to life. Every effort has to be made to ensure the services can continue to be rendered, at least partially to ensure no loss of life. Interruption to water supplies must be restored within a few hours; otherwise it will have a catastrophic impact to the Department. Priority two 2A These service delivery areas or business processes are very important to the organisation. The loss of or inability to deliver such services or processes as a result of the lack of water will have a serious impact; they need to be recovered within a month. 2B Plus service delivery areas or business processes that would otherwise be Priority 4A or 3A service delivery areas or business processes but which have a low water intensity areGovernment not water Westernor Cape 2012 reliant at all but which need to be Priority three 3A These service delivery areas or business processes are required, contracted or legislative processes. Loss of such service delivery areas or business processes has a significant impact to the organisation; they should be recovered within as soon as possible. 3B Plus service delivery areas or business processes that would otherwise be Priority 4A service delivery areas or business processes but which have a medium water intensity and scaling back will Priority four 4A These service delivery areas or business processes are necessary processes but which have high water intensity and scaling back will materially reduce water demand; whereas the impact of their loss is low to the organisation. These processes can be recovered when business resumes to normal operations. All All The entire basket of service delivery areas or business processes of a particular department or entity 6

WCG Water BCP WCG Water BCPs WCG Water BCP Task Group Technical Committee Immediate done Immediate in progress Short term Medium term Long range ToR for Water BCP Technical Coordinating committee (including membership) Membership provisionally determined ToR for WCG Water Task Group to be developed and approved 1.Identify Departmental 1. Develop framework 1. First draft and entity Water BCP and template for departmental Water coordinators and collate Departmental Water BCPs finalised and departmental BCPs BCPs (all compiled into WCG (statutory) departments) Water BCP 2.Initial engagements 2. Develop structure conducted with WCGH, for Water BCP plans WCED, DTPW (GI) and DSD implementation Western Cape and Government 2012 to assess critical needs for BC Finalisation of working draft WCG Water BCP implementation plan Ongoing updating and refinement of WCG Water BCP implementation plan 7

SCM visor Balance of borehole suppliers Drillers, testers, geohydrologists Immediate done Immediate in progress Procure geohydrologists , drillers and testers Short term Medium term Procurement framework for procurement of balance of service providers and contractors for borehole works (equipping, treatment, storage and reticulation) Procure provincial Western Cape Provincial Government 2012 Provincial geohydrological geohydrological advisor geohydrological advisor appointed across advisor period Long range Ongoing updating and refinement of WCG Water BCP implementation plan Provincial geohydrological advisor appointed 8

Health Immediate in progress 8 of 12 Geohydrological Finalisation of 4 assessments at Priority outstanding hospitals 1 and 2 Hospitals Further complete geohydrological assessments at Priority 3 and 4 Hospitals ial Hospitals Management coordination Geohydrological assessments Immediate done Short term Medium term Long range Weekly WCGH / Water BCP / DTPW meetings arranged to coordinate and drive plans and implementation Procurement for full Procurement for full Procurement for full Procurement for service ground water service ground water service ground water full service ground to high risk (priority to medium risk to high risk (priority 4) water to high risk 1 and 2) hospitals (priority 3) hospitals hospitals (priority 5) Western Cape Government 2012 hospitals 9

Education strictor devices and metering New bore holes Existing bore holes Immediate done Immediate in progress Short term Assessment of schools that already have boreholes with the view of reticulating into the school either for ablutions or all water supply Reticulate (with or without treatment as is applicable) into feasible schools with existing boreholes 1. Assessment of schools without boreholes in high risk areas with a view to drilling and reticulating to school or secure municipal supply (and thereby hospital and schools etc) 2. Drilling etc to make boarding houses in high risk areas water secure 3. alternatively to establish key schools to make water secure for use as central community disaster management coordination points 1. Assessments to be undertaken at 50 schools in Bitou, Knysna, Ladismith and Beaufort West (phase 1) to install restrictor devices together with water metering 2. Implement restrictor devices and metering at phase 1 schools 3. Assessments to be undertaken at all Metro schools (phase 2) to install restrictor devices together with water metering actual drilling etc at sites determined from immediate assessments Western Cape Government 2012 1. Implement restrictor devices and metering at phase 2 schools 2. Assessments to be undertaken at balance of high and medium risk schools (phase 3) to install restrictor devices together with water metering Medium term 1. Implement restrictor devices and metering at phase 3 schools 2. Assessments to be undertaken at balance of schools across the province (phase 4) to install restrictor devices together with water metering Long range 1. Implement restrictor devices and metering at phase 4 schools 10

Assessment of critical needs Needs analysis Social Development Immediate done Immediate in progress Engagement with Categorising service delivery Regional Service according to priority needs Directors - establishing and critical service points the framework for Water BCP Assess critical service Implement critical measures points (i.e. CYCCs) in to achieve water security at high risks areas for high risk services delivery water security sites (10 x CYCCs) interventions and implement identified necessary measures Western Cape Government 2012 Short term Medium term Long range Implement further critical measures to achieve water security at high risk services delivery sites 11

General office facilities ties Water metering Black water treatment systems Ground water use Immediate done Immediate in progress 9 Dorp street ground water system commissioned in April 2017 - ground water now being utilized in ablutions and in water cooled HVAC Study complete and implementation of ground water use in 1 and 3 Dorp to run with Office Modernisation. Other key facilities being investigated for ground water capture and use Green Building in Bellville has black water treatment system (5 star Green Star rated building, with specific focus on water) Assessment of suitability of installing Black water treatment systems in key large office facilities to reduce water consumption Phase 1 of time of use water Further roll out of metering to more metering devices complete. facilities, focussing on high risk areas Linked to live view monitoring in priority system, including a waste alerts system Western Cape Government 2012 1. Property Efficiency Report leased facilities ( 1000m2) Short term Medium Long term range Ongoing roll out of metering to medium and low risk areas 12

General office facilities (continued) aintenance Water technology interventions Alternative water sources Immediate done Immediate in progress Short term Medium Long term range Investigations (in, during procurement and funding) for Water from Air technology devices to secure drinking water to certain sites to sustain operations and make facilities water secure Waterless urinals rolled out as a Waterless urinals to be rolled out to pilot in CBD owned facilities other owned facilities Water leak response ongoing Maintenance Helpdesk on high alert and rapid response to Western Cape Government 2012 water related issues logged 13

Infrastructure contracts ntracts Existing contracts Situational analysis and assessment Immediate done Immediate in progress Short term Medium term Long range Identify current Develop plans for each such infrastructure projects (and infrastructure project in stages toward commitments) that are a potential dry taps scenario water intensive and evaluate costs and risks of postponement, curtailment, use of alternative water resources, termination relative to area specific requirements and risks Prioritise in terms of service 1. delivery and weigh up socio economic factors 2. Amend procurement, scope of work and contract documentation for water intensive contracts to provide for alternative water sources to be provided other than municipal sources in future contracts Where current contracts or committed contracts provide for boreholes in the scope of work, ensure that borehole is sunk at the outset and ground water utilised in construction. Also amend scope of works to provide for use and reticulation to facility. All future contracts to be amended to contain water resource Western Cape Government 2012 management provisions and alternative water supply sources Implement further critical measures to achieve water security at high risk services delivery sites 14

Asset management aspects tates Leased offices Operational Property management Immediate done Immediate in progress Short term Medium term Long range Assessments underway regarding impact of rates hikes, loss of parking space for blackwater treatment works, security for vacated buildings 1. Property Efficiency Engagements with CBD large Report leased facilities facility landlords in terms of ( 1000m2) already Green Lease addendum being assessed for provisions to reduce water water consumption by consumption, introduce new Resource Champion water saving interventions, 2. Green lease installation of granular water addendums with metering landlord to plans and implement various sustainability interventions, including specifically water resource efficiency Government 2012 Communication Western Cape Ongoing and ramped up through estate communications Ongoing implementation of the Office Modernisation programme to make owned space more efficient and to release leased office accommodation Installation of individual water Ongoing Office Modernisation coupled with the implementation of the Master Accommodation Plan 15

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