UNWTO SHOPPING MALL AND 3 STAR HOTEL PROJECT: SEQUENCE OF EVENTS

DATE SITUATION CLIENT CORRESPONDENCE CONSULTANT CORRESPONDENCE REFERENCE

28/11/11 Initial project briefing with Ministry of Tourism VA jots notes for A Small City design Informal
approach for convention centre, 5,4 & (05)
3 star hotels
23/12/11 Initial project costing for financiers. TNZA costs for large scope project Appendix A (07)

02/02/12 Formal appointment by Ministry of Public MPW commissions architect for 150 PWD/A/L/3 (01)
Works bed 3* hotel and unspecified size
shopping mall
03/02/12 MPW appoints engineers CCE acknowledge appointment 49/EN/fm/030212/L01
Who come on board (02)
06/02/12 Consultants introduced to project by architect CCE requests for more information 49/EN/fm/060212/L01
and receive information on 144,000 shopping (03)
mall and 350 bed hotel
07/02/12 Initial cost estimates on big projects are Q.S produce preliminary cost (06) (07)
produced by Q.S estimates
15/02/12 Team Vengesayi now needs to coordinate with CCE requests inquires off MPW on site 49/EN/fm/150212/L01
global masterplan and Team Matiza visits and other coordinated efforts (08)
15/02/12 Big hotel and shopping mall are added onto the (09)
Masterplan
07/03/12 Coordination meeting of both teams where the (13)
hotel and shopping malls placement was
discussed.
14/03/12 Meeting with MPW- Ahmed with presentation VA produces minutes to capture MPW (11)
booklet to discuss alteration of masterplan to concerns of shopping mall size and
accommodate big hotel. Shopping mall is now hotel standards.
restricted to 20,000sqm
24/05/12 Architect revises shopping mall size and insures VA drawing issue sheet (12) (14)
that hotel design is in accordance with
international standards. Revised drawings are
produced and issued to consultants
4/06/12 Architect issues revised drawing to MPW with VA cover letter of big scope 472/12/171/15
accompanying fee notes for 350 bed hotel, and submission, Drawing issue sheets and (16) (17) (18)
20,000 sqm shopping mall as well as the bank details
drawings for big scope.
26/06/12 Meeting with Meikles group and the financiers No minutes of meeting, only contacts
on the Big scope project of those present.
4/07/12 MPW denounces big scope project and only MPW refers to the appointment letter V1/54
acknowledges the small shopping mall and the (21)
hotel
2/08/12 MPW instructs architect to submit drawings for MPW refers to the appointment letter V1/54
for shopping mall and hotel in accordance with (20)
the appointment letter
7/08/12 VA issues drawings of revised shopping mall MGP acknowledge receipt of dwgs but (19) (22) 2012/OG/fm
(20,000) to MPW and of the 350 bed hotel MGP air some concerns
At this point the Ministry has been issued with
dwgs of the revised shopping mall (20,000) and
the 350 bed hotel as well as the respective fee
notes
03/09/12 Non movement in payments whilst Team VA address Perm. Sec on the matter 472/12/171/24
Matiza is receiving. There is also a general (23)
communication breakdown between architect
and PD office.
05/09/12 VA justifies Big scale projects and requests for VA address Perm. Sec on the matter 472/12/171/25
payment on big shopping mall and big (350 (25)
bed) hotel.
07/09/12 MPW justifies payments to Team Matiza and MPW refers to the appointment letter (29) V1/54
snags the size of the 350 bed Hotel
07/09/12 MPW further denounce the big scale project MPW refers to the appointment letter (29) V1/54
At this point VA embarks on an exercise to
reduce the hotel to a 150 bed hotel
04/10/12 VA issues a revised set of revised 150 bed hotel VA drawing issue sheets to Ahmed 472/12/171/31
and makes reference to the design and Mlilo offices (31)
requirements on the Meikles group
30/10/12 VA send team Matiza masterplan drawing with VA letter requesting confirmation 472/12/171/34
revised 150 bed hotel on it. (34)
5/11/12 Team VA now working on revised 150 bed hotel CCE acknowledges design change (35)
13/11/12 Team Matiza confirm location of 150 bed hotel SAI confirms layout (36)
14/11/12 VA inform MPW of the confirmation revised VA letter to Ahmed 472/12/171/37
150 bed hotel complies with the masterplan.
19/11/12 Team VA produce cost estimate of 150 bed MGP cost estimate (38)
hotel
22/11/12 MPW approves dwgs of 150 bed hotel and MPW chairs a meeting to stop works
20,000sqm shopping mall but pronounces a
freeze on further work on the projects due to
financial constrains
5/12/12 VA captures the minutes of the 22/11 meeting VA letter to Ahmed and fee notes x 4 472/12/171/38
and resubmits fee notes for the 350 bed hotel for both big and small versions of the
and 120,000 shopping mall projects
01/10/13 MPW further denounces the big scale scope. MPW make reference to appointment (46) V/54
letter, the brief submitted by Min of
Tourism
29/04/14 Team VA send fees for both big and small VA and CCE issues fee notes for works 472/12/171/52
projects done on big and small hotel (49)
05/15/14 MPW requests approved documentation to MPW letter with itemized requisites of
process payments payment
27/06/14 VA disqualifies requisites for payment VA letter to Ahmed calling to mind the 472/12/171/55
previous approvals granted to the (56)
submitted dwgs
11/07/14 Meeting with MPW to discuss the requisites for VA captured minutes of the meeting Meeting 03
payment. MPW questions the approval process where MPW expressed (58)
for the designs discontentment with hotel design
At this point VA readdresses the design of the
hotel and issues them to MPW. VA also made
efforts to follow up on the payment process
thereafter but the key contacts from MPW
were unavailable to address the matter
02/10/14 Meeting with MPWs acting staff for VA captured minutes where MPW was
debriefing on the status of payments not clear on the status
16/10/14 Follow up meeting with MPW to outline the MPW outline minutes where VA was to (60)
payment structure receive 2.5% payment for Shopping mall
and 1.6% payment for Hotel according
to Gwenhure recommendations
3/11/14 MPW issues a formal statement of intent to MPW makes reference to Gwenhure
pay fractions of the fees recommendations
8/06/15 VA refutes the recommendations on payment VA writes to Mlilo and demand full
made by Gwenhure entitlement.
14/07/15 MPW requests for bills of quantities for the V.A writes to Gandi that only
projects estimates were available
13/10/15 MPW requests for Client/architect contract V.A writes to Mukaratirwa to repute
the validity of the request