Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698751276364.pdf (Namibia)
-I m -:r;n z :::I: ~ Z n -s n l> r- ~ r- l> ::0 C ~ 0 ~ n ~ c: ~-m Z -I ~ 0:1 c: c "m -I INTRODUCTION The Department of Works is responsible for the provision, management and maintenance of Government Buildings and related infrastructure.

It is a services-rendering department, which fulfils the requirements of other Government Offices, Ministries and Agencies when it comes to the provision of Office Accommodation.
Omuthiya Regional Office without proper workshops for artisans • MANDATE The mandate of the Department of Works is to ensure the provision of building infrastructure and services as per the needs of Offices/ Ministries/ Agencies (aIM/A's).

It also regulates the Architect, Quantity Surveyor and Engineering Professions Acts and administrating legislation for these professions.
Ministry of Home Affairs and Immigration HQ building under construction BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018) HIGH LEVEL STRATEGIES ND P4 Prioritv High-level strategy Logistics[l] Create an enabling environment whereby N amibia by the year 20 17 will be operating from high quality, well constructed and maintained fimctional and institutional facilities Indicators: Percentage enabling environment created Ministerial priority High-level strategy Indicator Ministerial priority High-level strategy Indicator Ministerial priority High-level strategy Indicator the current and future construction and requirements of clients and in the Public Service Meet accommodation other stakeholders Execution rate ofbuilding construction projects on the development budget increased Regulate and monitor the Construction Industry in N amibia New Legislation implemented and!
or existing Legislation reviewed and updated.

Constantly Review and Improve Operational Excellence Percentage work done towards restructuring of the Department of Works the BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) 27.~1 -8' DESCRIPTION OF PROGRAMMES Programme 01: Provision of Horticultural Services Purpose of this programme: 1.

To render horticultural services at government office buildings and service centres.

2.

To maintain existing landscape gardens and to create new ones where needed.
3.

To promote greener environment to all existing and newly established government buildings.

Main activities under this programme: 1.

Maintenance of landscape garden to Government buildings such as Ministerial Head Quarters, government fiats, v.I.P.

residences, Hospital/Clinics, Government guesthous- es, Courts, Monuments, Sports fields and Public parks.

2.

Removal of hazardous/ problematic trees mechanically 3.

Maintenance of swimming pools and water fountains 4.
Installation and maintenance of irrigation system 5.

Production of plant seedlings including indigenous plants 6.

Decoration of state functions 7.

Recycling of vegetation 8.

Provision of Garden Maintenance Services Achievements to date: Garden services within the Ministry of Works and Transport was created with the rationale of growing and eu!tivating plants as part of horticulture.
Since itsereation, it is always the task of Garden Services to create a friendly, pleasant atmo- sphere by beautifying the surroundings of Government buildings, despite to which ministry the garden belongs.

BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Garden services During 201612017 financial year, Garden Service successfully managed to perform the activ- ities such as 1.

Pruning of shrubs, 2.

Mowing of lawns and removal of problematic trees at various government institutions.

3.
3.

Continuous supply of decorative plants during state functions 4.

Continuous supply of indoors and outdoors plants to line ministries, agencies and offices.

Constraints 1.

Shortage of qualified technical staff such as horticulturists and Landscape Architectures.

2.

Lack of specialised horticultural equipment such as tractors and power in order to ac- cess and remove problematic big trees at Government buildings.

3.
3.

High mortality rates of plants at various garden sites/institution was recorded due to water shortage in the region.

4.

Dilapidated infrastructures such as nurseries and buildings Trees needed to be watered and pruned BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Programme 02: Provision of Stores and Printing Services Purpose of this programme: 1.
To economize and facilitate the provision of goods and services and supplies as well as reproduction services (reproducing and producing office stationaries) through the cen- tral purchase stores and delivery services to government Ministries/Offices/Agencies (OIM/As).

Main activities under the programme: 1.

Government Stores and Reproduction Services Administration.

2.

The procurement and delivery of standard stock supplies such as office furniture, equip- (OIM/As).
ment and materials through Government Stores to Ministries/Offices/Agencies 3.

Provision of reproduction services to all Government institutions and the administering of auctioneering services for Government redundant/obsolete goods/ items.

Central Government Store - office stationaries Achievements to date: 1.

Government Stores and Printing served the Ministries/Offices/Agencies (OIM/As) with standard stock items.
The Printing Services, under this programme, reproduce and pro- duce stationaries on a daily basis or when required.

About 20 million to 25 million BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 1017/1018) 27A.1~-., copies including budget books for 2017/2018 were reproduced for Offices/Ministries/ Agencies (aIM/As) and Regional Councillors.

2.

Auction services are also conducted, country wide, for redundant or obsolete goods and items for the State.
The revenue generated from these auctions for 2016/2017 is N$ 17, 369,321.20.

Central Government Store - toiletry Government Central Store - tools and items BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Challenges: 1.

The main challenge is the budget cut during the period under review and many activities were not implement.

Another challenge is the recovery of money owed to Stores Trade Account by Ministries/Offices/Agencies (OIM/ As).

2.
2.

The money that has been collected from the auctions is in cash and poses a huge risk for the staff working with it, as well as for the State due to the fact that the Ministry lack swipe machines.

3.

There is a need of additional N$ 6,500,000.00 to renovate Government Stores Ondang- wa which was gutted fire in 2015.

Currently the staff members are operating in a small room and share one toilet, which is posed a health hazard.

4.
4.

Additional funds are required, amounting to N$ 8,866,000, 00, for the payment of rental and maintenance agreements of Reproduction Services .N[achines country-wide for the rest of the 2017/2018 financial year.

This amount is a 're~d from the payment per month ofN$ 738,809 x12 months.

5.

The amount provided in the coming financial year's budget is N$1,700,000.00 compare to N$ 8,865,708, 00 required for the financial year.

6.
6.

Government Reproduction Services renders support services to Government Offices!

Ministries!

Agencies Regional Council/Local Authority through printing, binding of of- books (budget books) and examination question papers for Govern- ficial documents, ment Schools.

However, these services are rendered free of charge to OfficeslMin- istries!Agencies (OIM/As), as they only provide photocopy papers.

The Ministry of Works and Transport is going to introduce a tariff for copy charges.
Programme 03: Maintenance of GRN properties Purpose cf this programme: 1.

To administer and maintain government buildings and related infrastructure to the best possible standard, to improve working conditions for staff members of OfficeslMinis- tries/Agencies (OIM/As) of Government in order to operate more efficiently.

2.
2.

To improve living conditions in both rural and urban areas in all thirteen regions by pro- at far off remote places viding sound environment management to go~~filcilities where municipal services are not provided.

3.

To ensure sustainable and reliable maintenance anqwabilitation of existing Govern- ment properties and related infrastructure to the best possible standard according to the availability of funds and priorities set by the Government.
BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Main activities under this programme: 1.

To repair and maintain government properties to the best possible standard.

2.

Service specialised installations.

3.

Executing Minor Capital Works inside Omuthiya Regional Office Store Specialisation installations such generator at Bravo Gate has to be serviced and maintained BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Main activities under this programme: 1.
To repair and maintain government properties to the best possible standard.

2.

Service specialised installations.

3.

Executing Minor Capital Works r"'- I··~ +;.

:><\ ~" .~ ') ~_t_l •.

\ ') Inside Omuthiya Regional Office Store Specialisation installations such generator at Bravo Gate has to be serviced and maintained BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018) .•.•Aeievements to date: 1.

Alteration to Opuwo Regional office workshop in Kunene Region completed to the amount N$547,000.00.

2.
2.

Fencing off the Okangwati Sub Office, in Kunene Region, completed at amount of N$$422,000.00.

3.

Renovation 743,000.00. to Omaruru Sub Office, in Erongo Region, Completed at amount of N$ 4.

Fencing off Oxidation Pond at Ekulo Secondary School, in Oshikoto Region, Complet- ed at amount ofN$498,000.00.

5.

Construction of sewer line at Engela State Hospital, in Ohangwena Region, completed to the amount N$922,000.00.

6.
6.

Various Government flats have been renovated, in Khomas Region, Erongo and Zam- bezi Region.

for the Decentralized Maintenance and Technical Services also responsible 7.

Maintenance Equipment partment Office in Kavango East Region at amount N$398,000.00 Kavango West Region at amount N$398, 000.00."

successfully purchased tools and equipment Functions for purchasing of the Tools and in all 14 Regions.

The de- for New Sub Offices at Divundu and Nkurenkuru Sub Office in 8.
The Department of Works also purchased the cellular phones for some of staff members for amount N$720.000.00 to be used in case of emergencies.

Challenges: The following activities were earmarked to be finalised during the 201612017 financial year, but due to the budgetary constrain it did not happened: 1.

The preparation for construction documents of Eenhana Regional Office in Ohangwena Region.

2.
2.

The construction of Sub-Offices in Okongo and Helao Nafidi in Ohangwena Region, -Oshivelo in Oshikoto Region.

3.

Construction of Okangwati in Kunene Region 4.

Upgrading of existing Sub-Offices in Tsumeb and Tsumkwe 5.

Renovation of Marien tal Regional Office main storeroom.

6.
6.

The construction of staff accommodations at places in remote area need to be construct- BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) ed at Sesfontein and Okangwati Sub Office in Kunene Region ; Oshivelo Sub- Office in Oshikoto Region; Okongo in Ohangwena Region and Tsumkwe Sub office in Otjo- zondjupa Region.

7.

The new constructed offices like Opuwo Regional Office, Okahao Sub Office and Nku- renkuru Sub Offices need office furniture.

8.
8.

The Omuthiya Regional Office and Outapi Regional Office were constructed without the workshops and need urgent attention to build the workshops.

Tsumeb Sub-office need to be upgraded to comply with standard sub-office Store room for Omuthiya Regional Office inside with less space.

BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018) Overflowing oxidation ponds at Uukule Secondary School need upgrading Programme 04: Provision of Office Accommodation Requirements Purpose of this programme: 1.
To assess the accommodation needs of OfficeslMinistries!

Agencies (OIM!

As); acquire suitable accommodation by means of hire or purchase, register, manage, control and dispose of all immovable assets.

The division also negotiates, conclude and maintain contracts regarding the acquisition of immovable assets by means of hire or purchase.

2.

To study office accommodation requirements of all line ministries.

3.
3.

To purchase or rent office buildings and land, and allocate them to the line ministries; to make rental payments, water and electricity charges and minor maintenance supplies.

Main activities under this programme: 1.

Main activities entail acquisition, management, control and disposal of, as well as con- trol over the effective and optimal use of accommodation allocated to OfficeslMinis- tries!Agencies.

2.

Rendering of Asset Management services to OfficeslMinistries!

Agencies (OIM!

As).


3.: The management of fixed assets and catering for the rental costs of Government offices with the property assessment study that will assist in the management and administra- tion of Government property portfolio worth approximately N$ 25 billion.

BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Achievements 90% of government the direct control and mandate of the 1.

Approximately currently Department being done.


So far 6717 properties has been captured on the in-house developed system while capturing for the rest of fixed asset information and data verification is ongoing.

of Works are captured on the Asset Register with verifications assets under 2.

The register is available in an electronic spreadsheet The Ministry is now busy to reconcile the electronic mation.

The services providers, to address any shortfall encountered.
added annually from projects the Minister Parastatals are available.

format as well as in hard copy.

format and the hard copy infor- it is Silnam and Oracles, were consulted for their input It remains an ongoing process as new assets are budget.

As directed by assets on farmland as well as assets of to be reflected on the Asset Register.

This exercise can only start when funds there is a need to have government completed on the development 3.
The completion for the development of the Fixed Asset Management database by SIL- NAM Namibia could not materialize, hence a decision to develop it in-house and avoid avoidable cost and delays.

Development (Procurement, Prop- erty and tenant modules) was completed internally by the MWT IT staff.

Development to of the other modules spearhead the entire project, data capturing and data verifica- tion process and to ensure that data capturing is completed within a planned timeframe.

is ongoing.
is ongoing.

The Permanent Secretary appointed a committee from system development, of the first three modules 4.

The sale of non-assigned government its momentum and since is maintaining of the scheme in 1998 a total of1222 houses were sold countrywide the implementation with an amount ofN$ 208 420 288-00 generated.

During the financial year 2016117 an amount of N$ 1 100 132-00 was generated until 31 January 2017 from the sale of 80 houses houses 5.
An engagement of the service ofa Consultant, Terms of Reference are drafted by OPM to call for an expression of interest to outsource the management of government flats.

6.

In-house consultations of assigned houses.

at management level are still ongoing regarding the maintenance 7.

The condition of government flat complexes Cabinet approved the usage of funds from the alienation of Government for the renovation of four (4) flat complexes final stage.
in Windhoek was assessed and prioritised, pool houses is at the and the Department in Windhoek; BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) ._-., 27_'1 Challenges: 1.

It was noted that some properties' records, within the available data, do not have identi- fication numbers such as BM for Houses or flats and K numbers for functional or insti- tutional buildings.

This is especially true for newly constructed and procured properties.

2.
2.

Due to the lack of proper documentation ofBM or K numbers, IT staffs are finding it difficult to employ validation checks to avoid duplication of assets in the system or per- form automatic data migration from the existing spreadsheets to the new system.

It is therefore essential that records on electronic spreadsheets are verified with manual files before their migration to the new system.

3.
3.

The subdivision lease and letting in the Ministry is experiencing a severe shortfall on funds available to honor contractual agreements with regard to the leasing of office accommodation on behalf of Offices/ Ministries/ Agencies (aIM/As).

An amount of approximately N$ 100,000,000.00 is needed to clear the backlog for 2016/2017 fi- nancial year.

The financial year 2017/2018 budget was cut to an extent where only N$4.000.000.00 reserved.
This will leave the Ministry of Works and Transport with deficit ofN$289.000.000.00 contractual agreements in place will not be paid which will result in lawsuits.

4.

Illegal occupation of Government flats still remains a big challenge, issue despite the fact that Messengers of Court issued eviction court orders December 2016, which re- sulted in only few people have moved out.

Slow execution of illegal occupant by Attor- ney General, encourages illegal occupation.

.
.

Programme Supervision 05: GRN Construction Building Regulation, Coordination and Purpose of this programme: 1.

The programme is responsible for the effective and efficient planning, monitoring, construction of new capital proj- control, coordination and overall supervision of ects.

It also ensure proper renovation and upgrading of Government buildings; as well as timeous hand-over of completed facilities to line Ministries.
This includes the proper maintenance of electrical and mechanical systems in buildings.

2.

The Programme ensures that all the new and ongoing projects averaging 300 in number, comply with set building quality regulations and technical standards.

BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) 3.

The Programme administers and regulates the Namibia Council of Architects and Quan- tity Surveyors Act, and Engineering Council ofN amibia Act.
These are the professional bodies involved in the construction industry (i.e., Architects, Quantity Surveyors and Engineers) and supervise and monitor the construction work by contractors on Govern- ment projects.

Main activities under this programme: 1.

To supervise the design work for Government buildings including approving drawings and specifications.

2.

To monitor consulting firms on Construction work.

3.

To coordinate, monitor and evaluate the actual construction on site.
Achievements to date: 1.

The Department, on behalf of the Government of Namibia, entered into a Memorandum of Understanding with the Public Works Department of the Government of Zimbabwe in seconding ninety seven (97) professionals to Namibia to assist the Department in the implementation and monitoring of capital construction projects on the Development Budget.
Thus far seventy nine (79) professionals have been recruited on a five (5) year contract to assist and at the same time train Namibian professionals as understudies.

The is in the process of deploying professionals to the four remaining Regions Department to assist Offices/ Ministries/ Agencies with professional and technical advice, and to co-ordinate and monitor the implementation of construction projects in the Regions.

2.
2.

Through the development and implementation of time frames stipulated in a capital proj- that was widely consulted and distributed to Offices/ Ministries/ ect cycle document, Agencies (OIM/As) of the Government, the Department managed an average imple- mentation rate of 77% on construction projects under its mandate on the Development Budget during the last three years.
The Department revived its in-house design office where the planning and design of some projects will be dealt with by in-house thereby reducing the cost of outsourcing consultancy services.

3.

The targeted implementation rate of92% in the 3rd quarter of2016117 financial year has been met.

The figures for the fourth quarter for 2016117 financial year are not yet avail- able.

The Budget Review towards the end of2016 may negatively/adversely affect the performance targets of the programme.

4.
4.

In order for the exchange programme between the two governments to be deemed a success, the Ministry has employed thirty six (36) Namibian Graduates additional to the BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) ._., 27_1 staff establishment for a period of 12 months while awaiting the approval of the revised staff establishment submitted to the Office of the Prime Minister for consideration.

5.
5.

The Ministry has developed a document for an understndy programme to be finalized in consultation with professional statutory bodies for approval by the Permanent Secretary.

employed by the The aim of this programme is to ensure that every~f9.I..e.jgnex~iate Ministry is understudied by a Namibian.

6.

The Ministry has initiated a training programme for SME Contractors which started 2015/2016 financial year.
One Hundred and Thirty ~e {l31) SME construction com- panies were trained in two-week intensive training sessions in tendering, project man- agement and contract administration in Windhoek.

7.

A cumulative number of One Hundred and Sixty Eight (168) construction companies were trained in Oshakati, Swakopmund and Otjiwarongo.

It is planned that more train- ing sessions will be conducted in Katima Mulilo, Rundu and Keetmanshoop in this financial year.

8.
8.

The programme is very useful and many more SME contractors in different regions are expected to benefit from it.

This is an ongoing training programme in addition to the day-to-day advice the Ministry provides to the SME contractors.

The Ministry would welcome any advice on how best to improve the programme.

9.

The technical intervention by the Ministry of Works and Transport in the National Mass Housing Programme exposed the shortcomings associated with the exercise.
This led to the identification of design deficiencies, poor workmanshipand subsequent demolition of sub-standard houses.

Irregularities in project financial management were also high- lighted and rectified.
SME Contractors Training in Otjiwarongo, October 2016 BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) New Nampol Headquarter under construction National Housing Enterprise (NHE) at Otjomuise, Khomas Region BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018) Completed Katima Mulilo Meteorological Services National Housing Enterprise (NHE) at Katima Mulilo, Zambezi Region BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Challenges: 1.
Recruiting and retaining Namibian professionals remains a challenge because the public service remuneration packages are very low compared to the State Owned Enterprises and private sector.

2.

There is no provision in Public Service for subsistence allowance for internship while institutions are training.

Therefore those doing internship in government on practical office bound missing out on field practical training.

3.

Some user ministries give unilateral technical instructions.
In most cases the Ministry of Works and Transport is only made aware when there are challenges resulting from the said instructions.

4.

Reluctance by some ministries to re-priorities their capital projects in line with the new budgetary requirements.

S. Non-payment or delayed payments by user OMAs for services rendered by consultants and contractors.

6.

Poor performance by SME contractors has resulted in the abandonment or delayed com- pletion of projects.
This is hampering the government's empowerment drive.

Demolitions of National Housing Enterprise (NHE) in Swakopmund, Erongo Region BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) Challenges 1.

The Department is faced with backlog of connecting the entire Ministry's office net- work countrywide due shortage of funds and staff.

There are also problem such as lack stakeholder participation, prolonged budget release, training needs and delays in award- ing tenders.

2.
2.

The Division Finance continues to face challenges with regard to clear policies and directives on financial management of State Resources, and need to improve technical skills in the fields of Accounting and Auditing.

3.

The Division Human Resources still experiences delays in the short listing of candidates for advertised positions by line departments resulting in the postponement of interviews.

Programme 06: Supervision and Support Services Purpose of this programme: Purpose of this programme: 1.
To direct, coordinate and supervise the activities of the Ministry including the Para- statals enterprises.

2.

To be accountable for the administration of the Ministry of Works and Transport.

3.

To render Management and Support Services.

4.

Provide reliable and sustainable System Administration, System Development and 5.

Technical Support Services Main activities under this programme: 1.

Policy supervision 2.

Coordination and support services in auxiliary, finance and personnel affairs 3.
Acquisition and Maintenance ofICT hardware and software and Installation of IT 4.

Infrastructures BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018) Achievements to date: 1.

During the financial year 2016/2017 the Ministry expenditure was 100% of its total allo- cation.

2.

Stock taking and inspections at 105 stock taking points were successfully conducted.

3.

Six (6) labour related cases were successfully processed.

4.
4.

One hundred and seventy positions were suitably filled on the establishment of the Min- istry Works and Transport.

s. Wellness ambassadors were trained across the country.

6.

Networks connections were also established for all regional Government Garages and Government Stores.

Computer equipment were also purchased and distributed to different regions and head office.

Challenges: 1.

2.

3.

4.

5.

6.


Qualified audit reports Ministerial Budget cuts- unable to complete projects and execution of responsibilities and duties Training on treasury regulations Trade account deficit Human capital management system not yet fully operational.

Stakeholder delays and financial constraints.


BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 20l7/20l8) IT Staff busy repairing computers to be used for capturing information on Fixed Asset Resister BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 2017/2018) vote 23 - Budget execution by Programme for 2016/1?

.. .
Programme P-Code Budget allocation Revised Alloca- tion Actual % execution rate Provision of Horticul- tural Services to GRN Offices and services centres of Stores Provision and Printing Services Maintenance properties of GRN Provision Administration of Office Construction Regulation, and Su- GRN Building Coordination pervision Supervision and Sup- - 0/ port Services Minister Administration ICT TOTALS 6-01 6-02 6- The Ministry is looking forward for this August House to support our budget for 2017/2018 financial year.
BUDGET TECHNICAL DOCUMENT (FINANCIAL YEAR 201712018)