annexure “b - ekurhuleni metropolitan · web viewinjury to workers & property damage...

ANNEXURE “B.2”REQUEST FOR FORMAL WRITTEN PRICE QUOTATION FORMProcurement from R30 000, 00 up to a transaction value of R200 000, 00 (including Vat)(For publication on Ekurhuleni Metropolitan Municipality Website and Notice Board)

1. NAME AND ADDRESS OF SUPPLIER

QUOTATION NUMBER BRQ.MI.02.04FULL NAME

PROCUREMENT FORM WILL BE OBTAINABLE FROM THE SUPPLY CHAIN MANAGEMENT UNIT, CENTRAL PROCUREMENT OFFICE, NO: 5 JUNCTION RD DRIEHOEK, GERMISTON. QUOTATIONS MUST BE DEPOSITED IN BID BOX

NUMBER…25…. BEFORE…15H00 @ CENTRAL PROCUREMENT OFFICE, NO: 5 JUCTION RD, DRIEHOEK.

ADDRESS

ID NUMBER (SOLE PROPRIETOR) COMPANY OR CC NUMBER

2. REGISTRATION NUMBER (PTY) LTD

DATE OF ADVERTISEMENT

19 FEBRUARY 20163. TAX REFERENCE NUMBER

4. VAT REGISTRATION NUMBER (IF ANY)

5. CONTACT PERSON

6. ALTERNATIVE CONTACT PERSON

7. TELEPHONE NUMBER

8. CELL PHONE NUMBER

9. FAX NUMBER

SECTION 1

BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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CLOSING DATE: 04 MARCH 2016 CLOSING TIME: 15H00

Quotations are hereby invited for the following:Appointment of a contractor for removing and replacing miniature substations on an as and when required basis within Brakpan; Kwa-Thema and Tsakane areas.

1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:

MBD 4: Declaration of interest MBD 6.1: B-BBEE Status level of Contribution. MBD 6.3: Promotion of SMME MBD 8: Declaration of bidders past supply management practices MBD 9: Certificate of Independent bid determination

If the MBD forms are not completed & submitted, your quotation will be rejected. No quotation will be considered from persons in the service of the state (MBD4).

As from the 7 December 2011, all Service providers/contractors other than EMEs must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.

In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.

Electronic (e-mailed or faxed) quotations are not accepted.

Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.

2 A COMPULSORY BRIEFING SESSION at 13H00 on 26th February 2016 at Room E119/120; Energy Department; CNR Elliot Rd and Escombe Ave; Brakpan Civic Centre; Brakpan.

EMM contact person: N MAHLANGU TEL NO: 011 999 8112/7769SECTION 2

1. The Lowest or any bid will not necessarily be accepted and the EMM reserves the right not to consider any bid not suitably endorsed or comprehensively completed as well as the right to accept a bid in whole or part.


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2. Brand names MUST be specified in MBD 3.1” attached hereto (Price Schedule document).3. Where deliveries are quoted “ex-stock” the period of delivery must not exceed Five (5) maximum

working days after receipt of order. If this condition is not adhered to, the order could be cancelled.

4. Quotations are to be completed in accordance with the conditions as set out in the quotation document and must be sealed and externally endorsed with the quotation number and place in the quotation box indicated above.

5. Payments will be made thirty (30) days after receipt of invoice by Council. 6. Quotations received after the closing date and time will not be considered.7. Samples of the required items or goods are available for your perusal (when applicable.)8. Should the above-mentioned conditions not be adhered to, the quotation will be considered

invalid.9. Quotation to be valid for 60 days.

DECLARATION

I, the undersigned hereby confirm that the information herein is a true reflection of the facts presented, and the person signing this document on behalf of the bidder duly authorised to do so. Should this not be the fact, stipulations regarding this as contained in the EMM’s Policy applies. I accept that the EMM may act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false.

Signing of the quotation in the appropriate space, as well as the initialling of each page and any amendments by the bidder mandatory.

________________________________ _____________________MR K NGEMA SIGNATURE OF BIDDERCITY MANAGEREKURHULENI METROPOLITAN MUNICIPALITY

VERY IMPORTANT NOTICE ON DISQUALIFICATIONS:

A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected.

“Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in


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Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy.

1. If a VALID ORIGINAL TAX clearance certificate or copy thereof (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid.

2. If any pages have been removed from the bid document, and have therefore not been submitted, or a copy of the original bid document has been submitted.

3. Failure to complete the schedule of quantities as required, i.e only lump sums provided.4. Scratching out, writing over or painting out rates and or totals without initialling next to the amended rates or information, affecting the evaluation of the bid.5. The use of correction fluid (i.e. tippex) or any erasable ink, e.g. pencil.6. Non-attendance of mandatory/compulsory:

- Site inspections or;- Information/Clarification meetings

7. The Bid has not been properly signed by a party having the authority to do so, according to the example of “Authority for Signatory”

8. If the MBD forms are not completed & submitted, your quotation will be rejected.9. No quotation will be considered from persons in the service of the state (MBD4).10. The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of

the contract11. The bid has been submitted either in the wrong bid box or after the relevant closing date and

time12. Failure to provide a valid certificate from the Department of Labour, or a declaration (Specific

goals – “Equity ownership”) by a designated employer that it complies with the Employment Equity Act 55 of 1998.

13. If any municipal rates and taxes or municipal service charges owed by the bidder or any of its directors to the municipality, or to any other municipality or municipal entity, are in arrears for

more than three months.14. If any bidder who during the last five years has failed to perform satisfactorily on a previous contract with the municipality, municipal entity or any other organ of state after written notice

was given to that bidder that performance was unsatisfactory.15. The accounting officer must ensure that irrespective of the procurement process followed, no

award may be given to a person –

(a) who is in the service of the state, or;(b) if that person is not a natural person, of which any director, manager, principal

shareholder or stakeholder, is a person in the service of the state; or; who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest.

16. Not attaching or submitting of required documentations.17. Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document.18. Price schedule to be completed in full ie: Rates; unit prices; sub-totals; vat if applicable and totals

OCCUPATIONAL HEALTH AND SAFETY INFORMATION FOR QUOTATIONS

THE CONTRACTOR SHALL/MUST SUBMIT THE FOLLOWING TO THE MANAGER OH&S TO OBTAIN A CERTIFICATE OF COMPLIANCE FROM OH&S EKHURHULENI METROPOLITAN MUNICIPALITY BEFORE ANY WORK MAY COMMENCE, only where applicable.

1. Proof of Registration with the Compensation Commissioner. 2. Letter of “Good Standing” with Compensation Commissioner.3. Certified copy of first aid certificate.4. Physical address where contract is taking place (on Company letterhead).


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5. Detailed description of intended work (on Company letterhead).6. List of all Personal Protective Equipment issued to employees (company letterhead).7. List of ALL employees on site (on company letterhead).8. Detailed Health and Safety Plan (on company letterhead).9. Comprehensive Risk Assessment (Qualification and Contact details of Risk Assessor).10. Public Liability and Commercial Insurance Certificate.11. All related statutory appointments.12. Certificates of relevant Training.

The above list represents the minimum content of a safety file In terms of the Construction Regulations (GNR 1010 of 18 July 2003). OHS Act 85 of 1993.

Contact details: Grace Mosia Occupational Health and Safety OfficerBrakpan CCC Brakpan Civic Centre 1st, Room 123Tel: 011 999 7802Fax: 011 741 2010 Cell: 079 880 5224

NAME OF BIDDERS:........................................................................................

FORM “E”

QUOTATION SPECIFICATION

FOR: APPOINTMENT OF A CONTRACTOR FOR REMOVING AND REPLACING MINIATURE SUBSTATIONS, ON AN AS AND WHEN REQUIRED BASIS WITHIN BRAKPAN, KWA-THEMA AND TSAKANE AREAS LIMIT TO THE VALUE OF R200 000, 00 INCLUSIVE OF VAT.

SCOPE OF WORK


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ENERGY DEPARTMENT

SCOPE OF CONTRACT

The Energy Department requires the services of a suitably qualified and experienced contractor for removing and replacing miniature substations, on an as and when required basis within Brakpan, Kwa-Thema and Tsakane areas as indicated on the attached schedules, in accordance with the contract and the contractor/bidder will submit for the entire contract (the contract will not be fragmented into individual tasks and then tendered for).

The Contractor shall provide the resources, personnel, transport, equipment, hand tools, consumable spares and materials, necessary to execute the task.

There will be many situations where the contractor will not be permitted or allowed to excavate with the aid of mechanical equipment, in these situations the contractor will have to excavate by hand with the aid of picks and shovels or just with the aid of shovels.

It will be required from the successful contractor to be able to make use of heat shrink, cold shrink, joints and terminations or any new method of jointing or termination specified, depending on what is required from the particular Acting Area Manager.

BASIC DESCRIPTION OF THE VARIOUS TASKS

EXCAVATIONS AND BACKFILLING: (SCHEDULE OF PRICES)

The unit rate in cubic meter for excavations and backfilling includes the following items:

The initial clearing of the route of all unwanted vegetation or material and the removal thereof to a suitable dumping site.

The excavations itself which includes the excavations in rock, stone, clay or in any other material as well as cable crossings or any other service crossings.The safeguarding and the maintenance of the excavations in terms of the relevant Acts and By-Laws. The bidder/contractor shall acquaint him-/herself with the specific requirements in this regard.

The Planning Services shall make the necessary arrangements with all the relevant Service Providers which include the following: Electricity Services, Roads, Transport and Civil Works, Water and Sewer Services, Emergency Services and the Provincial Administration, to comply with their requirements and for supervision by one of their representatives when necessary. The Planning Services shall make application for way-leaves in terms of the EMM (Ekurhuleni Metropolitan Municipality) standard requirements.


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The sifting and installation of the needed bedding, the backfilling of the excavation and compacting of the ground after the installation of the cables. The backfilling and compaction of all trenches and holes shall be according to the requirements of the Acting Area Manager: Energy Department or his authorized representative.

The restoration of the route to its original form and the clearing of the route of all unwanted material, in accordance with the contract.

TRENCHES AND HOLES (SCHEDULE OF PRICES)

Pick able ground is defined as follows: Ground, which can be removed with spades and pickaxes and includes loose gravel, loose or soft shale, loose ferricrete and stones (<75 mm diameter). Provision was made in the bid to do the work by hand or mechanically. Mechanical excavations will however only be allowed with the consent of the Acting Area Manager: Energy Department or his authorized representative.

Soft rock is defined as follows: Rocks or stones which can be loosened by hand and includes shale, compact ferricrete and rocks with a diameter of 75 mm or bigger. (0, 03 m³ in volume).Compacted ground is defined as follows: Ground, which had been compacted previously, and can only be excavated by the use of a jackhammer or any other mechanical means. The decision if the ground is compacted lies with the Area Manager: Energy Department or his authorized representative. Excavations in compacted ground will only be allowed with consent of the Acting Area Manager: Energy Department or his authorized representative.

Hard rock is defined as follows: Granite, quartz sandstone, slate and any other rock with the same hardness or size, solid shale and rocks more than 0, 03 m³ in volume and where the use of a jack-hammer or any other mechanical means is necessary.

Very hard rock is defined as follows: Can only be broken by means of explosives.

BREAKING/ PAVING (SCHEDULE OF PRICES)

The unit rate in cubic meter for the breaking of tar, concrete or in-print paving includes the breaking of the tar, concrete or in-print paving by means of a jackhammer as well as the removal of all unwanted material to a suitable dumping site.The unit rate in cubic meter for the lifting of paving includes the cost to lift any form of paving (bricks, tiles, blocks etc.) and stack them neatly in terms of the Acting Area Manager: Energy Department or his authorized representative’s requirements. Any material that is damaged will be for the account of the contractor.

HORIZONTAL DRILLING: (SCHEDULE OF PRICES)

The unit rate per meter for horizontal drilling of holes includes the collection and installation of sleeves, the supply and installation of steel wire and the placing of the end seal. The contractor shall supply water for the drilling process.


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At tarred road intersections, the number of sleeves to be installed will be determined by the Acting Area Manager: Energy Department or his authorized representative.

An accurate hole is defined as when a hole is drilled in such a way that the sleeves installed are more or less at the same height on both ends. Inaccurate holes are unacceptable and no payment will be made for such mistakes. The Acting Area Manager: Energy Department or his authorized representative will make the decision. Payment will only be made for sleeves that were successfully installed.

The unit rate (each) for the drilling pits includes the following:

The initial clearing of the site of all unwanted vegetation or material and the removal thereof to a suitable dumping site.

The digging of the pit.

The safeguarding and the maintenance of the excavations in terms of the relevant Acts and By-Laws. The bidder/contractor shall acquaint him-/herself with the specific requirements in this regard.

The supply, sifting and spreading of the needed bedding, the backfilling of the excavation and compacting of the ground after installation of the cable/s.

The backfilling and compaction shall be according to the requirements of the Area Manager: Energy Department or authorized representative.

The restoration of the route to its original form and the clearing of the site of all unwanted material, in accordance with the contract.

JOINTING PIT: (SCHEDULE OF PRICES)

The unit rate (each) for the digging of a jointing pit includes the following:

The initial clearing of the site of all unwanted vegetation or material and the removal thereof to a suitable dumping site.

The digging of the hole.

The safeguarding and the maintenance of the excavations in terms of the relevant Acts and By-Laws. The Bidder/Contractor shall acquaint him-/herself with the specific requirements in this regard.

The Planning Services shall make the necessary arrangements with all the relevant Service Providers which include the following: Electricity Services, Roads, Transport and Civil Works, Water and Sewer Services, Emergency Services and the Provincial Administration, to comply with their requirements and for supervision by one of their representatives when necessary. The Planning Services shall make application for way-leaves in terms of the EMM standard requirements.


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The supply, sifting and spreading of the needed bedding, the backfilling of the excavation and compacting of the ground after the completion of the joint. The backfilling and compaction shall be according to the requirements of the Acting Area Manager: Energy Department or his authorized representative.

The restoration of the route to its original form and the clearing of the site of all unwanted material, in accordance with the contract.

INSTALLATION OF SLEEVES: (SCHEDULE OF PRICES)

The unit rate (per six meter sleeve) for the installation of sleeves includes the following:

This section excludes sleeves installed by means of horizontal drilling.

The collection and installation of the sleeves and the placing of the necessary end seals on the sleeves, which are not used.

If the sleeves shall be installed in concrete the unit rate (per six meter sleeve) shall include the supply of the concrete and the casting work.

Payment will only be made for sleeves successfully installed. Successful installation is defined as when the sleeves are installed at the same height.

CROSSINGS: (SCHEDULE OF PRICES)

The unit rate (per meter) for crossings includes the following:

Tarred, concrete or paved road crossings, entrance roads or ramps where drilling is impossible.

The contractor tendering for this section must also tender for horizontal drilling, excavations and the installation of sleeves.

The service must be cut with a mechanical machine in order to ensure a smooth breaking service. Breaking of the required service must be in terms of item 2.3.

The contractor tendering for this section must also tender for breaking of tar or concrete, excavations, installation of sleeves and the repair of surface coverings.The EMM shall make application for way-leaves and provide it to the successful bidder.

REPAIR OF SURFACE COVERINGS: (SCHEDULE OF PRICES)

The work must be carried out according to the requirements of the EMM.

Paving/ tiles/stones bricks. The unit rate (per square meter) for the repair of tiles or bricks includes the compacting of the ground and the restoration thereof to the original condition. Any bricks or tiles that are broken by the contractor will be for the account of the contractor.


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SUITABLE GROUND FOR BACKFILLING OF CABLE TRENCHES: (SCHEDULE OF PRICES)

This section is only valid when the ground at the excavations is not suitable and extra ground must be supplied.

The unit rate (per cubic meter) includes the supply, delivery and spreading of the necessary bedding. The supplied bedding must be suitable for use. The decision will lay with the Acting Area Manager: Energy Department or his authorized representative whether the bedding is suitable or not.

The excavation of the trench will be 1m depth X 500 mm wide.

HIRING OF MACHINERY: (SCHEDULE OF PRICES)

The unit rate (per hour) includes the hire of the relevant equipment or machinery.

The cost of the driver/operator of the vehicle/machinery/equipment supplied by the Contractor must be given per hour.

The driver/operator shall be able to operate the vehicle/machinery/equipment on the vehicle in the case of crane trucks, hydraulic towers etc., and shall have the necessary training certificates.

The contractor shall supply proof of training certificates of the driver/operator, when requested by the Acting Area Manager: Energy Department or his authorized representative.

INSTALLATION OF CABLES. (SCHEDULE OF PRICES)

The unit rate (per meter) for the installation of cables includes the installation of the cable (per three cores for single core cables) and the earth wire (where applicable), the handling thereof in the excavations, pipes, sleeves or channels as well as the straightening of the cables.

JOINTING OF CABLES. (SCHEDULE OF PRICES)This work must be carried out in compliance with the relevant section of the Occupational Health and Safety Act and the Ekurhuleni General Instructions, Operational Procedures and Policies.

Jointing and terminating must be carried out strictly in accordance with the “jointing and terminating instructions” issued by the material manufacturer and the EMM’s specific requirements.

TERMINATING OF CABLES. (SCHEDULE OF PRICES)

Only competent personnel, as defined in the Occupational Health and Safety Act, may be used for terminating cables which are in close proximity of electrically energized equipment.


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This work must be carried out in compliance with the relevant section of the Occupational Health and Safety Act and the Ekurhuleni General Instructions, Operational Procedures and Policies.

Jointing and terminating must be carried out strictly in accordance with the “jointing and terminating instructions” issued by the material manufacturer and the EMM’s specific requirements.

SWITCHING AND COMMISSIONING

The Contractor shall make the necessary arrangements with the EMM for the power to be switched off before any work is carried out on or near live equipment. A permit that states that the power is off and that all relevant switchgear has been locked out and sign posted and equipment earthed as contemplated in the OHS Act shall be obtained from the EMM before any work is put in hand. If possible the keys to the locked-out switches shall be obtained and handed to the person working on the equipment that can be made live through the locked-out switches. Adequate precautions shall be taken to ensure that a permit is not signed off prematurely and/or that somebody does not return to a job after the permit has been signed off.

The Contractor shall, before requesting the EMM to make any equipment live, conduct a thorough inspection of all equipment that is to be energised to confirm that all work has indeed been completed, that all signs and notices are in place and that all equipment and cubicle doors are closed and locked. All relevant circuits shall then be tested for continuity and insulation integrity and, where applicable, for phase coincidence before the permit is signed off. The Contractor shall also bring it to the attention of all his staff that the equipment will be made live and that they must stay clear of equipment from then on.

EKURHULENI METROPOLITAN MUNICIPALITY WILL SUPPLY THE REQUIRED MATERIAL.

PRICING INSTRUCTIONS

1 The General Conditions of Contract, the Contract Data, the Specifications (including the Project Specifications) and the Drawings shall be read in conjunction with the Bill of Quantities.

2 The Bill comprises items covering the Contractor's profit and costs of general liabilities and of the construction of Temporary and Permanent Works.Although the Bidder is at liberty to insert a rate of his own choosing for each item in the Bill, he should note the fact that the Contractor is entitled, under various circumstances, to payment for additional work carried out and that the Engineer is obliged to base his assessment of the rates to be paid for such additional work on the rates the Contractor inserted in the Bill.Clause 8 of each Standardized Specification, and the measurement and payment clause of each Particular Specification, read together with the relevant clauses of the Project Specifications, all set out which ancillary or associated activities are included in the rates for the specified operations.

3 Descriptions in the Bill of Quantities are abbreviated and may differ from those in the Standardized and Project Specifications. No consideration will be given to any claim by the Contractor submitted on such a basis. The Bill has been drawn up generally in accordance with the latest issue of Civil Engineering Quantities. Should any requirement of the measurement and payment clause of the appropriate Standardized or Project Specification(s) be contrary to the terms of the Bill or, when relevant, to the Civil Engineering Quantities, the requirement of the appropriate Standardized, Project, or Particular Specification as the case may be, shall prevail.


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4 Unless stated to the contrary, items are measured net in accordance with the Drawings without any allowance having been made for waste.

5 The amounts and rates to be inserted in the Bill of Quantities shall be the full inclusive amounts to the Employer for the work described under the several items. Such amounts shall cover all the costs and expenses that may be required in and for the construction of the work described, and shall cover the costs of all general risks, profits, taxes (but excluding value-added tax), liabilities and obligations set forth or implied in the documents on which the Bid is based.

6 The quantities set out in the schedule of quantities are only approximate quantities and are for evaluation purposes only. The quantities of work finally accepted and certified for payment, and not the quantities given in the schedule of quantities, will be used to determine payments to the contractor.

7 An amount or rate shall be entered against each item in the Bill of Quantities, where a quantity is stated. Failure to do so will render the bid non-responsive.Should the Bidder group a number of items together and bid one sum for such group of items, the single bidded sum shall apply to that group of items and not to each individual item, or should he indicate against any item that full compensation for such item has been included in another item, the rate for the item included in another item shall be deemed to be nil.The bidded rates, prices and sums shall, subject only to the provisions of the Conditions of Contract, remain valid irrespective of any change in the quantities during the execution of the Contract.

8 The quantities of work as measured and accepted and certified for payment in accordance with the Conditions of Contract, and not the quantities stated in the Bill of Quantities, will be used to determine payments to the Contractor. The validity of the Contract shall in no way be affected by differences between the quantities in the Bill of Quantities and the quantities certified for payment.

Ordering of materials is not to be based on the Bill of Quantities, but only on information issued for construction purposes.

9 For the purposes of this Bill of Quantities, the following words shall have the meanings hereby assigned to them:Unit : The unit of measurement for each item of work as defined in the Standardized,

Project or Particular SpecificationsQuantity : The number of units of work for each itemRate : The payment per unit of work at which the Bidder bids to do the workAmount : The quantity of an item multiplied by the bidded rate of the (same) itemSum : An amount bidded for an item, the extent of which is described in the Bill of

Quantities, the Specifications or elsewhere, but of which the quantity of work is not measured in units

10 The units of measurement indicated in the Bill of Quantities are metric units. The following abbreviations may appear in the Bill of Quantities:

mm = millimetrem = metre km = kilometre km-pass = kilometre-passm² = square metre m²-pass = square metre-passha = hectarem³ = cubic metrem³-km = cubic metre-kilometrekW = kilowattkN = kilonewtonkg = kilogramt = ton (1 000 kg)% = per centMN = meganewtonMN-m = meganewton-metrePC Sum = Prime Cost SumProv Sum = Provisional Sum

BILL OF QUANTITIES BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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NOTES: To be completed in black ink; Prices shall exclude VAT and a price shall be submitted for each asked item, the

bid will be rejected if no price is submitted for any item. The quoted prices (RATE) will be in rand and will include all overhead costs and other expenses as stated in

the Scope of work. The quantities set out in the schedule of quantities are only approximate quantities and are for evaluation

purposes only. Hiring of Specialised machinery and equipment is subject to approval from the relevant Area Chief Engineer

or his/her representative.

C. HEALTH AND SAFETY

C.1 Health and Safety requirements and proceduresC.2 Protection of the PublicC.3 Barricades and lightingC.4 Traffic control on roadsC.5 Measures against disease and epidemicsC.6 Aids awareness

C.1 HEALTH AND SAFETY REQUIREMENTS AND PROCEDURES

A. CONSTRUCTION REGULATIONS, 2014

The Contractor shall be required to comply with the Occupational Health and Safety Act, 1993: Construction Regulations, 2014 (the regulations) as promulgated in Government Gazette No 37307 and Regulation Gazette No 10113 of 7 February 2014 Non-compliance with these regulations, in any way whatsoever, will be adequate reason for suspending the Works.

The proposed type of work, materials to be used and potential hazards likely to be encountered on this Contract are detailed in the Project Specifications, Schedule of Quantity and Drawings, as well as in the Employers' health and safety specifications (regulation 4(1)) of the Construction Regulations 2014, which are bound in the Contract document.

The Contractor shall in terms of regulation 5(1) provide a comprehensive health and safety plan detailing his proposed compliance with the regulations, for approval by the Employer.The Contractor shall at all times be responsible for full compliance with the approved plan as well as the Construction Regulations and no extension of time will be considered for delays due to non-compliance with the abovementioned plan or regulations.

A payment item is included in the Schedule of Quantities to cover the Contractor's cost for compliance with the OHS Act and the abovementioned regulations.

B. EMPLOYERS FRAMEWORK FOR SAFETY, HEALTH & ENVIRONMENTAL MANAGEMENT

NOTE: Depending on the scope of work tendered for, the site and / or the project, if there are any section/s or requirement/s that are not applicable in a specific project, then those sections or specific requirements should be deleted. If there are additional sections and / or requirements that are required then those should be added on the site and project specific Health & Safety Plan and File.

CONTENTS:

1) INTRODUCTION:

1.1 Purpose and Scope of Specification1.2 Project / Contract Information1.3 Normative and Informative References

2) DEFINITIONS AND ABBREVIATIONS:


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2.1 Definitions2.2 Abbreviations

3) ADMINISTRATIVE REQUIREMENTS:3.1 Notification of Construction Work3.2 Appointment of Contractor3.3 Compensation for Occupational Injuries and Diseases3.4 Cost of Health and Safety3.5 Mandatory Agreement3.6 Organisational Structure3.7 Competency3.8 Legal Appointments3.9 Training and Competence3.10 Forums for SHE Communication3.11 Access Control to the Construction Site3.12 Incident Management3.13 Hazard Identification and Risk Management3.14 Occupational Health, Hygiene, Rehabilitation and Welfare3.15 Emergency Procedures3.16 Welfare Facilities and First Aid3.17 Signage3.18 Personal Protective Equipment (PPE)3.19 SHE Plan3.20 Legal Compliance3.21 Overtime Work3.22 Monthly / Weekly Statistical Reports3.23 Transport of Workers3.24 Auditing3.24.1 Contractor SHE Performance Evaluation3.24.2 Internal Audits3.24.3 Third Party Legal Compliance3.24.4 SHE Plan Audits3.25 Omissions from this specification3.26 SHE File3.27 Sub-Contractor Management3.28 Critical Tasks3.29 Barricading

4) HAZARDS:

4.1 Portable Electrical Tools4.2 Stacking & Storage4.3 Hand Tools4.4 Ladders4.5 HV, MV Electrical Equipment4.6 Housekeeping4.7 Fire Precautions4.8 Working Near Public Roads4.9 Plant, Machinery & Equipment4.9.1 Construction Vehicles & Mobile Plant4.9.2 Lifting Machinery & Tackle

5) ENVIRONMENTAL MANAGEMENT PLAN / GUIDELINES:

5.1 Introduction5.2 Monitoring Compliance and Reporting5.2.1 Environmental Site Agent5.2.2 Environmental Awareness Training5.2.3 On-site Communication Procedure5.3 Basic rules of Conduct5.4 Impacts and Risks Identified5.5 Decommissioning Phase5.6 Persons responsible for EIP & EMP5.7 Emergency Response Plan 1. INTRODUCTIONBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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EMM’S responsibility and commitment is to ensure a safe working environment that is in line with our Safety, Health, and Environmental Policy, along with legislative obligations. The objective of this Specification is to outline the minimum requirements appropriate to the Occupational Health and Safety Act 85/1993 and Regulations and to ensure that a common approach is adopted when engaging in construction work.1.1 Purpose and Scope of Specification

Scope of Specification:

This Specification should be read in conjunction with the latest edition of the Occupational Health and Safety Act 85/1993 and Regulations with particular reference to the latest Construction Regulations, the Energy Department’s Operational Procedure, Standards and Policies and all other Relevant Regulations and Safety Standards which were or will be promulgated under the Act or incorporated into the Act and be in force or come into force during the effective duration of the project.

The stipulations in this specification, as well as those contained in all other documentation pertaining to the project, including contract documentation and technical specifications shall not be interpreted, in any way whatsoever, to countermand or nullify any stipulation of the OHS Act, Regulations and Safety Standards which are promulgated under, or incorporated into the Act.

Purpose of Specification:

To assist in achieving compliance with the Occupational Health & Safety Act 85/1993 and the now promulgated Construction Regulations (7 Feb 2014, 37305) in order to reduce incidents and injuries.

This specification shall act as the basis for the drafting of the construction Health & Safety Plan by the Principal Contractor and all subsequent Health & Safety Plans by Contractors and Sub-Contractors.

The Health and Safety Specification sets out the intention of the Client, Designer and Appointed OHS Agent (Health and Safety Executive). It also includes arrangements made by the OHS Agent to ensure that the parties involved in the project co-operate and co-ordinate their activities, to remove or minimise the risks to health and safety of those who are involved in the construction project, or who may be affected by the work activities.

This document sets out the requirements, under a number of pieces of Health and Safety legislation, for the successful health and safety management of the Project by the Principal Contractor in accordance with the requirements set out in this Health and Safety Specification. The Principal Contractor will be expected to integrate their own health and safety policy and arrange documents into this plan.

The format is in line with the requirements of Regulation 7(1) of the Construction Regulations 2014, for a health and safety plan to be further developed before the commencement of construction by the principal contractor or his sub-contractors.

1.2 PROJECT / CONTRACT INFORMATION

1.2.1 Location: In all areas of the Ekurhuleni

1.2.2 Scope of Work:

As described in the tender document “Description of Works” C.3.1

1.3 NORMATIVE AND INFORMATIVE REFERENCES:

Parties using this specification shall apply the most recent edition of the documents listed below:

• The Occupational Health and Safety Act, 1993 (Act 85 of 1993)• Health Act, 63 of 1977• Environment Conservation Act, 73 of 1989


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• National Heritage Resources Act, 25 of 1999• Latest Construction Regulations • The EMM By-Laws• The latest Energy Department’s Operational Procedures and Guidelines• Electricity Act, 1987 (Act 41 of 1987) (as amended). (Note, particularly, Government Gazette R103, 26 January 1996).• National Environmental Management Act 107/1998• Compensation for Occupational Injuries and Diseases Act• Basic Conditions of Employment Act 75/1997• Labour Relations Act 66/1995• National Road Traffic Act 93/1996• Latest Relevant SANS Standards• Latest Relevant NRS Standards• Latest IEC Standards

2. DEFINITIONS AND ABBREVIATIONS

2.1 DEFINITIONS

Client: means any person / company for whom construction work is performed on the basis of a contractual agreement.

Competent Person: means any person having the knowledge, training and experience specific to the work or task being performed: provided that where appropriate qualifications and training are registered in terms of the South African Qualifications Authority Act, 1995 (act 58 of 1995), these qualifications and training shall be deemed to be the required qualifications and training.

Contractor: means an employer, as defined in section 1 of the OHSA, who performs construction work for the client either directly or through an agent and includes principal contractors and the subcontractor.

Employee: means a person who is employed by or works for an employer and who receives or is entitled to receive any remuneration or who works under the direction or supervision of an employer or any other person

Employer: means any person who employs or provides work for any person and remunerates that person or expressly or tacitly undertakes to remunerate him/her.

Energy Department requirements: Energy Department requirements flowing out of directives, policies, standards, procedures, specifications, work instructions, guidelines, or manuals.

Fall arrest system: a system used to arrest an employee in a fall from an elevated working level. It consists of an anchor point, connectors, and a body harness and may include a lanyard, deceleration device, lifeline, or suitable combinations of these, BUT excludes body belts. The entire system must be capable of withstanding the tremendous impact forces involved in stopping or arresting the fall.

Fall prevention equipment: means equipment used to prevent persons from falling from an elevated position, including personal equipment, body harnesses, body belts, lanyards, lifelines or physical equipment, guardrails, screens, barricades, anchorages, or similar equipment.

Fall protection plan: means a documented plan of all risks relating to working from an elevated position, considering the nature of work undertaken and setting out the procedures and methods to be applied in order to eliminate the risk.

Hazard: means a source of, or exposure to, dangerHazard Identification: means the identification and documenting of existing or expected hazards to the health and safety of persons, which are normally associated with the type of construction work being executed or to be executed


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Method statement or safe working procedure: means a written document detailing the key activities to be performed in order to reduce the hazards identified in any risk assessment.

On site/site: any workplace where the contractor or his/her employees perform contract-related work.

Pre-job brief meetings: a meeting that is held prior to the commencement of the day’s work with all relevant personnel associated with the work task in attendance. The job, relevant procedures, associated hazards, and safety measures, that is, the task risk assessments, shall be discussed. Each employee who attends the briefing shall sign an attendance register. The toolbox topics will be based on SHE issues pertaining to the construction site. The topic contents shall be in writing.

Principal contractor (PC): means an employer, as defined in section 1 of the Act, who performs construction work and is appointed by the client or the client’s agent to be in overall control and management of a part of, or the whole of, a construction site.

Project manager: means the person who has the responsibility for the successful planning and execution of a project. The project manager must satisfy the certification requirements set by the South African Council for the Project and Construction Management Professions

Risk assessment: means a programme to determine any hazard at a construction site and to identify the steps needed to remove, reduce, or control such hazard.

Safety, Health, and Environmental (SHE) specification: means a documented specification of significant residual SHE requirements for a construction site, which a competent and resourced principal contractor or subcontractor would not have been aware of. This is to ensure the health and safety of persons, both workers and the public, and duty of care for the environment. The client/agent compiles the SHE specification, which shall be specific to each construction project.

Safety, Health, and Environmental (SHE) file: means a permanent record, containing the information on the SHE management system during construction and all information relating to the post-construction phase after the handover to client, so that the client can maintain the works in a healthy and safe way.

Safety, Health, and Environmental (SHE) plan: means a written plan that addresses hazards identified during a risk assessment as well as the identified impacts in the SHE specification. This would include safe work procedures to mitigate, reduce, or control the hazards identified. It is specific to each construction project undertaken, is compiled by a principal contractor or subcontractor, and must be approved by the client or agent. Both the principal contractor and the client (or agent where applicable) shall be signatories to the SHE plan once acceptable.

Service Provider: any private person or legal entity that provides any service(s) to EMM for compensation

Site: means a unit, complex, building, specific project, work site, or the site where agents, clients, principal contractors, contractors, suppliers, vendors, and service providers provide a service to EMM, directly or indirectly.

Sub-contractor: means a contractor who is employed by a principal contractor and has no direct formal agreement of employment with the client/agent.

Toolbox Talks: where the team leader, after conducting pre-task planning, shares all the tasks at hand and discusses task allocation, the identified risks, and the control measures with all his/her team members on site before commencing a specific task and documenting the agreed strategy. (This shall be done to ensure common understanding of the tasks, risks, and control measures required.)

2.2 ABBREVIATIONS

Abbreviation Description AIA Approved Inspection Authority


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CEO Chief Executive OfficerCOID Compensation for Occupational Injuries and Diseases CR Construction RegulationsDEA Department of Environmental AffairsDMR Driven Machinery RegulationsDOL Department of LabourECO Environmental Control OfficerEIR Environmental Impact ReportEMM Ekurhuleni Metropolitan MunicipalityEAP Environmental Assessment PractitionerEMR Electrical Machinery RegulationsEMP Environmental Management PlanEMPr Environmental Management ProgrammeESA Environmental Site AgentEIA Environmental Impact AssessmentFAS Fall Arrest SystemsGAR General Administrative RegulationsGMR General Machinery RegulationsGSR General Safety RegulationsHCS Hazardous Chemical SubstancesHIRA Hazard Identification and Risk AssessmentHV High Voltage (44 000 – 132 000V)IEC International Electro technical Commission (International Standards)IEM Integrated Environmental ManagementLDV Light Delivery VehicleLV Low Voltage (1-1000V)PC Principal ContractorPM Project ManagerPPE Personal Protecting EquipmentMSDS Material Safety Data SheetsMV Medium Voltage (1000 – 33 000V)NEMA National Environmental Management ActNRS National Rationale StandardsOHS Act Occupational Health and Safety Act and Regulations, 85 of 1993ORHVSOperating Regulations for High Voltage SystemsOU Operating UnitPPE Personal Protecting EquipmentRSA Republic of South AfricaSANS South African National StandardsSACPCMP South African Council for the Project & Construction Management ProfessionsSABS South African Bureau StandardSHE Safety, Health and EnvironmentSSC Species of Special ConcernSWP Safe Work ProcedureOHS Act Occupational health and Safety Act 85

3. ADMINISTRATIVE REQUIREMENTS

3.1 Notification of Construction Work

Both the client and principal contractor must apply to the provincial director in writing for a construction work permit if any of the stipulations in the Construction Regulations 2014 under section 3(1) and 4(1) persist.

Such construction work permit issued by the provincial director must form part of the principal contractor’s health and safety file.

3.2 Appointment of Contractor


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Appointment shall only be done after Client has satisfied him / herself that the potential contractor has the necessary competencies required to do the work as per Tender and Energy Department requirements. A copy of the appointment letter by the client to be kept in site safety file of the principal contractor.

3.3 Compensation for Occupational Injuries and Diseases

The contractor must submit proof of registration (Letter of Good Standing) with the compensation fund or with a licensed compensation insurer for his/her company and each of his/her subcontractors. This must remain valid for the duration of the contract. The Letter of Good Standing must reflect the name of the contractor and/or subcontractor Company and registration number.

3.4 Cost of Health and Safety

All contractors tendering to do work on this project must ensure that they have made provision for the Cost of Health and Safety so as to comply with this specification, OHS Act 85 of 1993 and Regulations. Items to be considered: Training; PPE; Site laydown incl. fencing, access control, Signage; Medical surveillance; Welfare facilities; demarcation etc. The above is extracts of items that should be considered but is not exhaustive.

3.5 Mandatory Agreement

In terms of section 37(2) of the OHS Act 85 of 1993, it shall be required of every contractor to sign such an agreement with EMM. Where a contractor appoints a sub-contractor the same shall apply. Where a Contractor appoints a sub-contractor the sub-contractor must also be on the EMM database.

3.6 Organisational Structure

The contractor’s organisational SHE structure shall be provided in the form of an Organogram. The organogram shall reflect intended appointments in cases where such appointments have not been made yet. The organogram to be updated when changes in SHE structure and dated accordingly.

3.7 Competency

All persons deemed competent should have the necessary training, experience and qualifications specific to the task being performed. Proof of competency (Competency Certificates) needs to be attached to the relevant appointments.3.8 Appointments

Note: No work shall commence and/or continue without the presence of an appointed competent supervisor and other relevant appointees during performance of the contracted work.

• The Principal Contractor will be appointed by EMM on the awarding of the contract and the Principal contractor will be responsible and accountable for all legislative and EMM requirements for the duration of the contract.

• The principal contractor shall ensure that the performance of all specified work is supervised, throughout the contract period, by a sufficient number of competent appointed representatives of the principal contractor and/or subcontractor, who have experience in the type of work specified.

• The principal contractor shall appoint a full time competent employee in writing to supervise the construction work and who informs, instructs and trains all employees under their control on any hazard and related work procedures before any work commences and thereafter, at such times as may be determined by a risk assessment.

• The appointed construction supervisor shall not supervise construction work on any site other than the site for which such supervisor has been appointed. If a sufficient number of competent employee(s) have been appointed to assist the construction supervisor, then the construction supervisor may supervise more than one site.


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• The principal contractor’s site manager/supervisor shall provide a list of names and contact details of all his/her strategic employees as well as the sub-contractor’s employees on site. This list shall be updated as and when new sub-contractors commence on site.

• The principal contractor’s site manager/supervisor shall keep a record of all employees, including the sub-contractor’s employees, including date of induction, relevant skills, and licenses, and be able to produce this list at the request of the EMM project manager. These records shall be filed in the SHE file.

• The contractor, as defined in the contract, shall ensure that all site-related appointments are in place prior to work commencing and that it is specific and indicate for which areas within the OHS Act individuals are responsible.• The contractor shall ensure that all his/her appointees are made aware of their accountabilities and responsibilities in terms of their appointment and that he/she advises and assists these appointees in the execution of their duties.

• Copies of any appointments made by the contractor shall be included in the health and safety plan and be provided to the client. Proof of competency and training must be attached to the appointment letters.

• The contractor shall upon having considered the size of the project, the degree of dangers likely to be encountered or the accumulation of hazards or risks, appoint a full time or part time construction safety officer in writing to assist in the control of all safety related aspects on the site.

• Appointed Contractor shall comply with the relevant Legal appointments included, but not limited to:

ITEM LEGAL REFERENCE APPOINTMENT DESCRIPTION1 Sect. 16.1 CEO2 Sect 16.2 Assistant to CEO3 Sect. 17(1) Health and Safety Representative4 Sect. 19 Health and Safety Committee Member5 CR 4(1)(c) Principal Contractor for each phase or project6 CR 5(3)(b) Contractor7 CR 6(1)Construction Work Supervisor8 CR 6(2)Assistant Construction Work Supervisor9 CR 6(6)Health and Safety Officer10 CR 7(1)Risk Assessor11 CR 8(1)(a) Fall Protection Plan Developer12 CR 10 (a) Formwork and Support Work Supervisor13 CR 11(1) Excavation Work Supervisor14 CR 12(1) Demolition Work Supervisor15 CR 14(2) Scaffold Supervisor16 CR 15(1) Suspended Platform Supervisor17 CR17(8)(a) Material Hoist Inspector18 CR 18(1) Batch Plant Supervisor19 CR 19(2)(g)(i) Explosive Power Tool Supervisor20 CR 21(1)(j) Construction Vehicle and Mobile Plant Inspector21 CR 22(e) Temporary Electrical Installations Controller22 CR 22(d) Electrical Machinery Inspector23 CR 26(a) Stacking and Storage Supervisor24 CR 27(h) Fire Equipment Inspector25 DMR18 (11) Lifting Machine Operator26 DMR18 (5) Lifting Machine Inspector27 DMR 18(10)(e) Lifting Tackle Inspector28 GMR 2(1) Supervisor of Machinery29 GMR 2(7) Supervisor of Machinery Assistant30 GSR 3 First Aider31 GAR 9(2) Incident/ Accident Investigator32 Emergency Planning Co-coordinator


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33 Fire official

3.9 Training and competence

The aim of this section is to outline expectations in respect of the scope of the training that the contractor and sub-contractor employees receive. The scope of the training includes, but is not limited to, the type of work being performed and the relevant procedures. Additional to the requirements will be that the contractors and sub-contractors will have the appropriate qualifications, certificates, and requirements and will be under competent supervision.

Records of all training and qualifications of all contractor employees must be kept. The contractor shall for the duration of the contract, maintain comprehensive records of all employees under his/her control (including all employees of the subcontractor) attending induction training. Acknowledgement of receiving and understanding the induction must be signed by all persons receiving the induction. All training needs shall be identified and considered in the SHE plan.

When there is an amendment to the Acts and/or to the regulations, SHE specification, and SHE plan, all affected staff shall undergo the relevant retraining as soon as reasonably practicable.

General construction site induction carried out by the contractor – Induction

The contractor shall ensure that all his/her employees and subcontractor employees undergo general work induction with regard to the approved SHE plan, general hazards prevalent on the construction site, construction risk assessment, rules and regulations, and other related aspects prior to commencing work on site. Proof of such training will be kept in site safety file. The induction should also include identification of sensitive features such as wetlands/vlei areas, red data species, graves, etc.

The principal contractor shall ensure, prior to the commencement of construction work, that all persons involved in the construction work as well as subcontractors have received the Client’s health and safety induction.

Job-specific induction carried out by the contractor/subcontractor supervisor on the site - Daily Safety Task Analysis

The contractor is required to ensure, before an employee commences work on the project, that the supervisor in control with responsibility for the employee has informed the employee of his/her scope of authority, any hazards associated with the work to be performed, as well as the control measures to be taken. This will include man-task specifications and the discussion of any standard task procedures or hazardous operational procedures to be performed by the employee. The contractor is to ensure that the supervisor has satisfied himself/herself that the employee understands the hazards associated with any work to be performed by conducting task/job observations.

Proof of job-specific induction signed by inductor and trainee must be kept in the health & safety file.

Toolbox Talk – The contractor shall conduct daily on site toolbox talks, display posters and contract statistics regularly and before any hazardous work takes place. Records of attendance must be kept in the health and safety file. Safe Work Procedures shall be discussed with workers and signed attendance registers kept of communication thereof.

Site Visitor Induction Training

Visitors to the site shall be required to undergo and comply with site-specific safety induction requirements prior to being allowed access to the site. All visitors must remain in the care and custody of a person (host) who has been properly inducted. No visitors are permitted to undertake any construction work of any nature.

3.10 Forums for SHE communication


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Occupational Health and Safety Act - Sections 17, 18, 19, and 20The contractor shall provide a communication strategy outlining how he/she intends to communicate SHE issues to his/her staff and, where appropriate, his/her subcontractors and their staff, the mediums he/she will employ, and how he/she will measure the effectiveness of his/her SHE communication.

The contractor shall ensure that safety representatives are trained and appointed and SHE committee formed and shall perform all statutory functions.

Monthly SHE Meetings shall be held on site and records of these meetings shall be kept in site safety file as well as signed attendance registers of such meetings.

Matters to be discussed shall include, but are not limited to the following:

• Accident/safety incidents• Accident investigations (including near misses) and close-out of recommendations• Audit findings and close-out• Hazardous materials/substances• Work procedures• Protective clothing/equipment• Housekeeping• Work permits• Non-conformances• Emergency preparedness• Medicals• Training• Forthcoming high risk activities• General SHE issues• Matters arising from contractor’s SHE meetings

3.11 Access control to the construction site

• The contractor in collaboration with the Client’ Representative and Protective Services will ensure that proper access control is in place and functional at all times for all persons working on site.

• All contractor employees shall be identifiable as EMM contractor employees and be issued with contractor identification cards. Contractor identification cards shall be carried on person at all times. Emergency contact numbers to be on back of access cards for workers and visitors.

• All visitors to site shall sign in on Visitor Access Control Register.

• Where there is construction vehicles and mobile plant on site then the contractor shall draft a site traffic plan, communicate this to all and demarcate such traffic routes. This plan shall be reviewed at the monthly safety meeting to ensure its applicability.

• All security requirements shall be highlighted at the general construction site induction. All contractors shall adhere to site security requirements

3.12 Incident management

The contractor shall have an incident reporting system that is compatible and complies with EMM’s Incident Management Procedure, Section 24 of OHS Act 85 of1993 and all other applicable legislation. Any incident or near miss involving the clients, contractors, or third-party’s personnel, property, plant, or equipment shall be reported as soon as reasonably practicable, but not later than 24 hours, to the client’s/agent’s representative, irrespective of whether injury to personnel or damage to property or equipment resulted.

The contractor shall ensure compliance with the processes for reporting and investigation of incidents as prescribe in the OHS Act 85 of 1993. The contractor shall investigate the causes of all incidents


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and shall within seven working days, provide the client/agent with the results of the investigation and recommendations on how to prevent a recurrence. The client/agent shall have a right to designate a representative to participate in the investigation at the client’s/agents sole discretion.

The principal contractor shall keep on site/at the workplace a record of all accidents and incidents reported in the form of the OHS Act Annexure 1 – GAR 9 investigation form as referenced in the OHS Act (Incident Investigation Report).

The principal contractor shall provide SHE-related statistics to the client at the end of each month.

EMM reserves the right to conduct an independent investigation in any incident.

3.13 Hazard identification and risk management, safe work procedure

Every contractor performing construction work shall before the commencement of any construction work and during construction work, cause a risk assessment to be performed by a competent person appointed in writing and the risk assessment shall form part of the health and safety plan to be applied on the site and shall include at least:

• The identification of the risks and hazards to which persons may be exposed to;• The analysis and evaluation of the risks and hazards identified;• Documented plan of safe work procedures to mitigate, reduce or control the risks and hazards that have been identified;• Monitoring plan; and• Review plan.• A contractor shall ensure that all employees under his or her control are informed, instructed and trained by a competent person regarding any hazard and the related work procedures before any work commences, and thereafter at such times as may be determined in the risk assessment.• A principal contractor shall ensure that all contractors are informed regarding any hazard as stipulated in the risk assessment before any work commences, and thereafter at such times as may be determined in the risk assessment.• A contractor shall ensure that as far as is reasonably practicable, ergonomic related hazards are analysed, evaluated and addressed in the risk assessment.• Notwithstanding the requirements, no contractor shall allow or permit any employee or person to enter any site, unless such employee or person has undergone health and safety induction training pertaining to the hazards prevalent on the site at the time of entry.• A contractor shall ensure that all visitors to a construction site undergoes health and safety induction pertaining to the hazards prevalent on the site and shall be provided with the necessary personal protective equipment.• Every employee on site shall be in possession of proof of the health and safety induction training, issued by a competent person prior to the commencement of construction work.• The contractors risk assessments shall be reviewed on a monthly basis, when designing new job or task, change in job or task or introduction of new equipment and updated accordingly. Updated risk assessments shall be communicated with all employees and proof of such communication kept in the site safety file.• The anticipated project specific hazards are as follows in order to make potential Contractors aware of the hazards. The list below is by no means exhaustive and should not be limited to these activities, but must cover all activities that form part of the said construction work, contractors are required to compile their own risk assessment including mitigation factors for risks / hazards identified:

ACTIVITY / TASK HAZARD RISK

Driving Road condition – tar and gravelDriving on site and public roads,Speeding, Mechanical failureDriver intoxicated

Vehicle accident due to driver not observingDifferent types of road conditions and adapting thereto, Vehicle incident involving member of publicInjuries even death


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Working close to roads and rail way crossings

Possible collusion with vehicles and trains Injury to persons or death

Transporting material, equipment and people on the same vehicle

Vehicle involved in accident Injury to persons due to loose material and equipment fallingDamage to material or equipment

Walking on site Uneven surfacesOpen HolesSmall streamsScrubsSnakes

Strip & fall-injury to workersSlips & fall – injury to workersSlips & fall – injury to workersEye injury, strips & fallSnake bites –injury to workers

Work areas / environment -

Adverse weather conditions ( Too hot or too cold)Loose gravel and stone leading to slips, trips and fallsRubbish , off cuts thrown around & oil leaks / spillsMaterial theft

Ill health of workersInjury to workers (broken bones / fractures)Environmental (Ground) pollutionAsset loss

Fire prevention Uncontrolled fires Injury to workers (Burns), Damage to property

Working directly underneath or in proximity to overhead power lines / Close proximitywork to live equipment

Contact with live overhead power linesFlash overs – Mobile plant and workersStatic ElectricityInduction

Injury to workers (Electrocution)

Injury to workers, Damage to property

Electrocution

Manual handling Overexertion, sprains and strainsIncorrect lifting and handling procedures

Injury to workersInjury to workers

Overhead work Foreign object entering eyeOverexertion, sprains, strains, awkward position


Use of hand tools Defective hand toolsIncorrect tool for the job

Injury to workers (Cuts, bruises, fractures)Injury to workers (Cuts, bruises, fractures)

Site surveying & pegging Uneven surfacesSnakes

Strip & Fall to workersSnake bites

Site Clearance Digger Loader (assumed)Loader (assumed)NoiseDust

Move or reverse over workersMove or reverse over workersHearing damageDust inhalation

Excavations Use of defective tools or equipmentFall of workers & people of the public intoHolesPossible collapse of excavations

Injury to workersInjury to workers & people of the publicDamages to other servicesDeath of workers

Installation of stays Stay may whiplashRock anchor may pull out

Injury to workers & people of the public

Planting of Poles PolesLifting machineChain slings

Struck against of workers to polesFall of poles on workers during operationChain slings knock to workers during operation

Loading & off-loading of material

Lifting heavy objectsUsing of incorrect lifting machineUsing incorrect lifting positioningErgonomic hazards

Injury to workersInjury to workersInjury to workersInjury to workers

Installation of conductors Wrong method statementUse of defective tools



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Work in elevation position Fall of workers & tools from heightsStringing of conductors Elevation position

Inclined weather conditionsConductors may breakTools may fall from a heightPossible static electricity from bare conductors

Fall of workers from elevation positionInjury to workers & property damage

Installation of a ground mounted transformer / mini-substation

Transformer might swayTransformer might fall due to faulty lifting equipmentEnvironmental pollution due to oil spillagesSpilled oil can also cause a slipping danger

Injury to workers (Cuts, bruises, fractures),Property Damage

Climbing to elevation position

Elevation positionIncorrect positioning of the body to the rungs of the ladder

Fall from elevation positionFall from elevation position

Use of Portable electrical tools

Defective electrical tool, Exposed cables and leadsTrailing cables leading to trips and falls

Injury to workers (Cuts, bruises, fractures),Property DamageInjury to workers

General safe guarding of machinery

Unguarded or poorly guarded machinesUse of Poor maintained machinery

Injury to workers (Cuts, bruises, fractures),Property Damage

Working in elevated positions / at heights

Untrained workers, Falls from heights

Failure to use FASDefective / Ineffective PPEWorkers unfit to perform work at heightsLack of / inadequate emergency planning

Injury to workers (Broken bones, fractures,fatality)Injury to workersInjury to workersInjury to workersInjury to workers

Lifting machine, cranes and tackle

Incompetent operator; Expired or lack of valid training or medical certificateExpired or lack of Load test certificate or 6 monthly inspection records of lifting machineExpired or lack of 3 monthly inspection record of lifting tackleLack of / inadequate emergency planningFailure of lifting machine or tackleIncorrect lifting and rigging practise, Safe working load not displayed


Use of slings Failure of slings Injury to workers, Damage to propertyStacking and Storage Incorrect procedure followed,

Stacks collapsing Overexertion, Sprains and Strains Walkways obstructed, Unauthorised entry, Lack of demarcation, Theft

Injury to workers(fractures, broken bones, fatality), Damage to propertyInjury to workers(fractures, broken bones, fatality) Injury to workers, Damage to property, Asset Lost

Use of ladders Falls of workers and toolsDefective / inadequate ladder used


Use of air compressors Noise exposureAir entering body orifices and skin under pressureWhiplash of air hosesPressure vessels exploding

Noise induced hearing lossInjury to workers

Bodily injury

Use of portable gas containers

Uncontrolled release of high concentrations of gas

Explosions due to unsafe storage or the non-existence / faulty safety

Injury to people / death


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regulators Site establishment and de-establishment

Use of lifting equipment and tackleOff-loading containersErecting temporary site offices, amenities andstores, site boundary fenceErecting / Dismantling roof sheetingProvision of potable water and ablution facilitiesUse of hand toolsManual Handling

Injury to workers, Damage to propertyInjury to workers, Damage to propertyInjury to workers, Damage to propertyInjury to workers, Damage to propertyInjury to workers


Electrical work Incorrect / defective tools usedIncorrect / defective PPE usedWork performed by person not competent /authorised to perform such work

Bodily injuryBodily injuryElectrocution, Electric shock

Installing heavy equipment

Load swinging out of controlLifting tackle failureUnbalanced loadWorks area beneath slew area to be kept clearIncorrect PPE worn by workers

Damage to property, Injury to workersDamage to property, Injury to workersDamage to property, Injury to workersDamage to property, Injury to workersIn jury to workers

Use of pneumatic tools Noise exposureVibration exposureForeign objects entering eyeDust exposureBlunt attachments used

Noise induced hearing lossInjury to workersInjury to workersIll health of workersBodily injury

Stepping down from elevation position

Short cutsMiss step

Fall from heightsFall from elevation position

Use of an Auger Prolonged exposure to noise may result in noise induced hearing loss.

Some dust is also generated during the use of the machine resulting in possible ill health effects due to the exposure to dust.

Contact with the moving drill bit may result in serious physical injury.

The following requirements to be complied with:

Only competent persons to be allowed to operate equipment;

The operator to inspect the equipment before use as to ensure that where possible moving machine parts (Excluding the drill bit) are properly guarded;

All requirements pertaining to excavation work as per this Health and Safety Specification to be complied with;

The vehicle and drilling machine to be inspected, tested and maintained

Vehicle to be stabilized and earthed prior to use;

Operator to stand on earth / foot plate at all times while

operating the equipment from ground level;

All staff except for the operator to be instructed to stand clear of the machine while in use; and


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The operator to be provided with and wear required PPE

Use of Bentonite Exposure to hazardous chemical substances

Occupational health diseases contracted by people

Work performed in hot environments and / or direct sunlight

Possible Heat StrokesSkin burnsPossible ill health

Cancer Ill health

Handling of asbestos Inhaling of asbestos particulars Very dangerous to people and animals

Storage of flammable liquids / material

Increase risk of fires Injury to workers, Damage to property

Negative Environmental Impact

Intoxicated workers No control over machinery, equipment and vehicles

Danger to other people


Ablution, change and dining room facilities

Workers misusing these facilities Lack of good house keeping

Possible environmental pollution Health risks

When compiling mitigation measures for possible identified risks to eliminated / reduce accidents and incidents than the following table should be also considered:

LIKELIHOOD

CONSEQUENCE / SEVERITY

Low / Minimum Minor Moderate Major Serious / Critical

Frequent, almost certain

Moderate High Extreme Extreme Extreme

Likely Moderate High Extreme Extreme Extreme

Possible Low Moderate High Extreme Extreme

Unlikely Low Low Moderate High Extreme

Rare Low Low Low Moderate High

3.14 OCCUPATIONAL HEALTH, HYGIENE, REHABILITATION AND WELFARE

The aim of this section is to stipulate EMM’s requirements with regard to occupational health and hygiene practices and welfare facilities expected from the contractors and their sub-contractors.

3.14.1Protection from adverse weather conditions

Hot and humid conditions:

Contractors shall take into consideration and shall mitigate dehydration and exhaustion of employees.

Wet, Windy and cold conditions:

Contractors shall take into consideration and shall mitigate inclement and extreme weather conditions.

3.14.2Medical surveillance programme


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The contractor must ensure that his/her employees and subcontractor employees shall be registered on a medical surveillance programme and shall be in possession of a valid medical health certificate issued by Occupational Health Practitioner. A certificate of fitness is also required that is relevant to the type of work (risk-based) that the employee will be carrying out.

The contractor must ensure that his/her employees and subcontractor employees have undergone pre-entry medical examination before starting work on site should it be for longer than three (3) days. An exit medical examination must be done by all employees before leaving the site.

The certificate shall be issued before commencement of work and shall be presented at induction. If the contractor does not provide proof of valid certificates of fitness for his/her employees and subcontractor employees, then EMM will not give those employees site access.

The certificate shall be renewed at permitted legal intervals but as a minimum; annually (for employees who are not office-bound, including drivers) and once every three years (for employees who are office-bound) (until completion of the project), at which stage an exit medical examination shall be conducted, unless otherwise advised by the occupational health practitioner.

All employees shall be issued with the required medical records to prove medical status at the time of exiting the construction project.

The contractor shall provide a documented process for managing those employees who are issued with a conditional certificate of fitness.

3.15 EMERGENCY PROCEDURES

The contractor shall draft emergency procedures for the site and ensure that such emergency procedures are communicated to all. Proof of communication must be kept in the safety file on site. A list of emergency numbers must be posted at phones and in every office. The contractor must ensure that his/her employees, visitors and subcontractor employees are familiar with the emergency procedures and numbers. Emergency contact numbers shall be provided to all employees, subcontractor employees and visitors to site. The emergency contact numbers shall be provided on back of site access cards.

3.16 WELFARE FACILITIES AND FIRST AID

3.16.1First aid

Contractor shall outline first aid arrangements in SHE Plan. Contractors shall at all times have a first-aid box placed conspicuously on site and ensure that a certified level 2 first aider is on site at all times. Contractors shall have one first-aid box for the first five persons and, thereafter, one for every 50 or team of workers on site or part thereof.

More first-aid boxes shall be provided if the risks, distance between work teams, or workplace requirements require it (it should be available and accessible for the treatment of injured persons at that workplace).

Minimum contents of a first-aid box:In the case of shops and offices, the quantities stated under items 1, 8, 9, 10, 14, 15, 17, and 18 may be reduced by half:

Item 1: wound cleaner/antiseptic (100 ml)Item 2: swabs for cleaning woundsItem 3: cotton wool for padding (100 g)Item 4: sterile gauze (minimum quantity 10)Item 5: one pair of forceps (for splinters)Item 6: one pair of scissors (minimum size 100 mm)Item 7: one set of safety pinsItem 8: four triangular bandages


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Item 9: four roller bandages (75 mm x 5 m)Item 10: four roller bandages (100 mm x 5 m)Item 11: one roll of elastic adhesive (25 mm x 3 m)Item 12: one non-allergenic adhesive strip (25 mm x 3 m)Item 13: one packet of adhesive dressing strips (minimum quantity 10 assorted sizes)Item 14: four first-aid dressings (75 mm x 100 mm)Item 15: four first-aid dressings (150 mm x 200 mm)Item 16: two straight splintsItem 17: two pairs large and two pairs medium disposable latex glovesItem 18: two CPR mouth pieces or similar devices

A prominent notice or sign shall be displayed at the work place in a conspicuous place, indicating where the first-aid box or boxes are kept as well as the name and contact details of the first-aider.

The contractor and subcontractor shall ensure that alternative arrangements shall be made for possible incidents occurring after normal working hours.

A first aid register shall be kept in the first aid box and contents of first aid box inspected on a monthly basis

3.16.2 Welfare facilities

The following welfare facilities shall be provided in a clean and suitable condition, unless an agreement is reached with the client representative regarding the use of existing facilities:

Sanitary facilities for male and female staff – 1 for every 15

Sheltered Changing facilities for male and female.

Sheltered Eating areas.

Potable Drinking water at strategic locations on site.

A contractor shall provide reasonable and suitable living accommodation for the workers at construction sites which are remote from their homes and where adequate transportation between the site and their homes, or other suitable living accommodation, is not available.

3.17 SIGNAGE

The contractor(s) shall use all symbolic safety signage that conforms to the requirements of SANS and/or applicable legislative requirements.

The display of the following signs is mandatory:

For contractors with site establishment: the contractor company sign must be posted at their site offices to reflect the name and contact details of the construction supervisor, first-aider, health and safety representative.

Site office location, Visitors to report to site office, location of every first-aid box, fire extinguisher, and emergency exit and assembly points to be clearly indicated by means of a sign.

When in use, an explosive-powered tool shall have a sign warning people of its use.

The contractors shall provide signage where work is conducted and where unauthorised entry is prohibited and/or where alerting and cautioning passers-by to be aware of potential dangers.

3.18 PERSONAL PROTECTIVE EQUIPMENT (PPE)

In terms of Section 8 of the OHS Act, the duty of the employer is to take steps to eliminate or mitigate (hierarchy of control measures) any hazard or potential hazard to the safety or health of employees before resorting to PPE. PPE matrix shall be drawn up and reviewed as required.


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Training regarding issue, use, maintenance and care of PPE shall be provided to all employees and signed attendance registers of such interventions kept in site safety file.

Relevant notices and signs shall be displayed where required. Detailed PPE program shall be outlined in Safety Plan. Refer to General Safety Regulation 2 of the OHS Act:

Strict non-compliance measures must be administered for any employee not complying with the use of PPE.

All personal protective clothing needed to provide all the works on the site shall be provided by the Contractor.

NB: All hard hats shall be purchased with an adjustable chin strap in accordance with SANS 1397; Sec 3.8

3.19 SHE PLAN

The SHE plan is a detailed document comprising of specific plans and programmes for implementing the health, safety, and environmental requirements of the contract i.e. Site Safety Management System and shall be supported by relevant documentation.

The SHE Plan will be drafted by the Principal Contractor after receiving Clients specification for the project. The SHE plan shall meet requirements of OHS Act 85/1993 and Regulations, other Legislative Requirements and be aligned to Client Project / Site Specification.

SHE Plan must then be submitted by Contractor to Client for Client approval, 10 working days before implementation on site. SHE Plan must be reviewed so as to determine applicability.

Following find a guide for contents of SHE Plan. This list is not exhaustive and other items might be added or some might be omitted due to scope of work. Each Safety, Health and environmental Plan must be site specific.

Introduction, Purpose, Scope, Contact details

Organisational Structure (Organogram) and Appointments

Exemptions and / or Notifications (D.O.L)

SHE Policy ( Policy statement)

Compensation Insurance

HIRA Process and methodology, Fall Protection Plan, Safe Work Procedures

PPE (Issue, management and control)

Inspection Registers (Type, Frequency, Non-compliance / deviation management)

Training and Awareness (Types, Proof of training, Frequency, Non-compliance management

etc)

Site lay down area

First aid and Welfare ( Requirements, Management etc)

Emergency and Evacuation procedure (Management, Notification, Implementation, Drills, Responsibilities, Communication etc)

Incident Management Process ( Incident types, Management of incident types –

Reporting, Recording, Investigation, Analysis, Communication and Non-compliance

management)

Medical Surveillance Plan

HCS and MSDS (Types, Management, communication etc.)

Site statistics (Data collection, Analysis, Client feedback etc)

Inspections and Audits ( Work area, Plant and Machinery, Contractors etc)

Site and Statutory Meetings (Frequency, Agenda etc)


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Contractor Management ( Contractor assessment, Compliance management, SHE Plans etc)

SHE Plan Review

3.20 LEGAL COMPLIANCE

Contractors on the project site shall comply, as a minimum, with all relevant legislation, South African National Standards, or international standards and with the client’s policies and procedures, which include, but are not limited to the following:

The Constitution of the Republic of South Africa (particularly section 24 of the Bill of Rights)

Occupational Health and Safety Act 1993 (Act 85 of 1993) and its Regulations

National Environmental Management Act 1998 (Act 107 of 1998)

Environment Conservation Act 1989 (Act 73 of 1989)

National Water Act 1998 (Act 36 of 1998)

Conservation of Agricultural Resources Act 1983 (Act 43 of 1983)

COID Act

Any other applicable South African legislation

Applicable South African National Standards (SANS)

Applicable international standards

Operating Regulations for High-voltage Systems

Plant Safety Regulations (Low-voltage Regulations)

Project and Construction Management Professions Act, Act 48 of 2000

Construction SHE Management Procedures

Work-at-height Procedures

Incident Management Procedures

EMM SHE Policy

Energy Department’s General Policies & Procedures

It is the duty of the contractor(s) and their subcontractor(s) to ensure that they are familiar

with all the necessary SHE legislation required for implementation on this project.

The contractor shall compile a legal register listing all applicable legislation and standards that may have an impact on the scope of work that he/she is performing on this project. The register shall be updated on a regular basis.

The client is entitled to stop work and issue non-conformance reports whenever health, safety, or environmental violations are observed for both contractors and/or their sub-contractors. Any costs incurred as a result of such work stoppage and standing time shall be for the contractor’s account.

Any non-conformances/findings/observations found during audits/inspections on subcontractors shall be raised, discussed, and resolved with the relevant contractor (with whom the subcontractor is contracted).

3.21 OVERTIME WORK (BEFORE AND AFTER-HOURS)

Any work that is to be performed outside of normal working hours shall be regarded as overtime work. The contractor shall ensure that adequate provision is made for overtime work in regards to first aider availability, emergency preparedness etc.

The contractor shall also ensure that where a sub-contractor is working overtime a responsible contractor supervisor is on site. Where required provision must be made for adequate artificial lighting so as to allow work to be carried out safely at all times.

3.22 MONTHLY / /WEEKLY STATISTICAL REPORTSBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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Contractors shall report all incidents to the Department of Labour and to EMM.

Procedure and shall include the following as a minimum:

Incidents: lost time, medical, first aid, near misses reported

Manpower numbers per principal contractor and Sub-contractor Company

Actual man-hours worked

Status on incidents investigated and recommendations closed out

Status on audits conducted and findings closed out

3.23 TRANSPORT OF WORKERS / DRIVING

The Principal Contractor shall refer and comply with the requirements of the latest National Road Transport Regulations.

All vehicles shall be fitted with a serviced portable fire extinguisher and a vehicle first aid kit at all times.

Contractor shall ensure adherence to Energy Department’s Vehicle and Driver Safety Management procedure.

Contractor shall ensure that all vehicles are in a road worthy condition, fitted with seatbelts for all occupants of vehicle.

No people will be transported on back of a vehicle.

The principal contractor shall include a plan to enhance safe driving within the principal contractor’s organisation.

3.24 AUDITING

EMM reserves the right to conduct unannounced audits on contractors.

Compliance and approval of contractor’s SHE plan

The contractor’s SHE plan will be audited against a compliance checklist so as to confirm compliance with the requirements in the EMM SHE specifications. Once there is compliance, only then will the contractor’s SHE plan be approved by the client/agent. The implementation of the SHE plan shall be assessed by conducting a systems and physical conditions evaluation.

3.24.1Contractor SHE performance evaluation

EMM shall evaluate contractor SHE performance on an on-going basis against the EMM requirements.

3.24.2Internal audits

Contractors are required to conduct internal audits on both their employees and their subcontractors on the implementation of their SHE plan on a monthly basis or when the scope of work changes. A summary of the findings and the proposed corrective actions shall be submitted to the EMM project/site manager on the last day of the audit. The report shall be submitted within one week after completion of the audit.

3.24.3 Third-party legal compliance verification audits

If contractors have a third-party legal compliance verification audit that is to be conducted on the site activities, then a copy of the summary of the findings and the proposed corrective actions shall be submitted to the EMM project/site manager. The written report shall be submitted within one week after the completion of the audit.

3.24.4 SHE plan audits


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There will be monthly audits conducted by EMM on the principal contractor(s) and/or subcontractors. These audits shall be attended by the contractor’s site manager or his/her representative.

If there are any findings / non-compliances identified in these audits, work will be stopped for that specific principal contractor and Sub-contractor Company.Non-compliance and Penalties

EMM will view the following at-risk behaviour in a very serious light:

Disregarding any requirements contained in OHS Act, this document, site specific health and safety requirements and plan.

Performing an unsafe act or creating an unsafe condition that could pose a danger to themselves or to others.

A Principal Contractor allowing any of their employees or sub-contractors employees (including casual labourers, or labour broker employees) to work on any site without ensuring that each employee has received proper training.

If any of the above are noted, it may result in cancellation of the contract.

3.25 OMISSIONS FROM THIS SHE SPECIFICATION

By drawing up this SHE specification, EMM has endeavoured to address the most critical aspects relating to SHE issues in order to assist the contractor in adequately providing for the health and safety of employees on site.

Should EMM not have addressed all SHE aspects pertaining to the work that is tendered for, the contractor needs to include them in the SHE plan and inform EMM of such issues when submitting the tender.

3.26 SHE FILE

The Principal Contractor must, in terms of the Construction Regulation, keep a Health & Safety File on site at all times that must include all documentation required in terms of the Act and Regulations and must also include a list of all Contractors on site that are accountable to the Principal Contractor and the agreements between the parties and details of work being done.

The contractor must keep records of this specification, SHE plan and supporting documents in the SHE File.

IMPORTANT:

The Health and Safety File will remain the property of the Client and/or its Agent on its behalf throughout the period of the project and shall be consolidated and handed over to the Client and/or its Agent on its behalf at the time of completion of the project.

3.27 SUB-CONTRACTOR MANAGEMENT

Contractor accountabilities for their sub-contractors

When subcontractors are appointed, the contractor shall inform the client/agent and obtain his/her approval.

When contractors appoint subcontractors, the contractors would then have the same role and responsibility in relation to the subcontractors as the client/agent has in relation to the principal contractor.

Contractors are directly accountable for the actions of their subcontractors. The contractor will also be responsible for initiating any remedial action (recovery plan) that may be necessary to ensure that the contractor complies with all requirements..


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The principal contractor shall provide any subcontractor who is making a bid or is appointed to perform construction work with the relevant sections of the documented SHE specification, who would, in turn, provide the client/agent with a SHE plan for approval.

The contractor shall carry out audits on the subcontractor at least monthly to ensure that his/her SHE plan is being implemented and maintained.

EMM may conduct audits on subcontractors. Any non-conformances / findings / observations found in these audits shall be raised and discussed with the relevant contractor (with whom the subcontractor is contracted).

EMM may conduct audits on subcontractors. Any non-conformances/ findings/observations found in these audits shall be raised and discussed with the relevant contractor (with whom the subcontractor is contracted).

The client/agent shall stop any contractor and/or the contractor shall stop any sub-contractor from executing construction work that poses a threat to the safety and health of persons or the environment or non-compliance with the approved SHE plan.

Contractors shall have a work coordination process in place that will prevent any conflict occurring between individual site activities and subcontractor activities.

The work coordination process provides the management arrangements for reviewing, controlling, and monitoring each subcontractor and his/her individual work packages while he/she is present and working on the project site.

The work coordination process should identify the overall SHE working requirements that a contractor and subcontractor will need to provide to the project to enable assessment of their procedure and controls. The work coordination process will allow the work to proceed without risk to the health and safety of the contractor’s personnel, other contractors operating in the vicinity, visitors, delivery personnel, and the client’s personnel present on the site.

3.28 CRITICAL TASKS

The following activities are considered critical for EMM, the principal contractor and sub-contractors should perform a risk analysis before commencing with any of these tasks. It is critical that work method statements be compiled for each task together with a risk assessment before commencing with these tasks:

Replace / Install a pole mounted transformer; miniature substations; substation

transformers

Work with/on extension/single ladders

Work with/on pedestal mounted ladders

Operate a vehicle mounted crane

Operate an elevated platform mounted vehicle (Bucket Vehicle / Cherry Picker)

Medium voltage operating

Work in live chambers and prohibited areas

Operate metal clad switch gear

Replace a rotten/broken pole manually

Replace a rotten/broken pole with a vehicle mounted crane

Drilling pole holes with an augur

Build/maintain overhead lines (LV) under or close to energised / deadlines

Build/maintain overhead lines (MV) under or close to energised / deadlines

Work in an energised electrical enclosure, miniature substation, substations (MV and

LV)

Cut a newly constructed line into an energised line (live tapping)

Work with chainsaws (petrol driven) and high cutters (mechanical)


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Physical material handling

Vehicle risk management

Install pre-paid meters – Electricity dispenser (ED)

Working close to traffic

Working in isolated areas

Excavations near live equipment

Excavations deeper than 1.5m

3.29 BARRICADING (GUARDING OF EXCAVATIONS, TRENCHES AND FLOOR OPENINGS)

In areas where the restriction or prevention of unauthorised persons/members of the public/passers-by is required, the barricading requirements shall be adhered to.

Requirements for barricading (if risk assessments require more stringent mitigation measures, then those stringent measures shall apply):

The name and contact detail of the person and contractor company responsible for the

barricading shall be posted on the actual barricading.

All barricading shall be of the rigid type.

All openings and edges must be barricaded with solid barricading to withstand an impact of at

least 100 kg.

Only solid (scaffolding or standalone) barricading with orange “snow netting” will be allowed.

Bollards (containers filled with liquid) can be used as solid barricading (exempted for use

inside power plant units).

Physical barriers to prevent persons falling into openings in floors, stairwells, staircases,

open-sided buildings, and any structure in the course of erection where dangerous openings

exist.

Contractors must pre-plan the delivery of floor grating, stair treads, landings, and handrails to

ensure safe access and protection for persons working on structures

No danger tapes are allowed for barricading purposes.

The contractor’s barricading standard must accompany the SHE plan.

4. HAZARDS

Design and Construction Hazards

4.1 Portable electrical tools

The Principal Contractor shall ensure that portable electrical tools:

Are inspected regularly by a competent person.

Are on register.

Are maintained in good working order.

4.2 Stacking & StorageThe Principal Contractor shall ensure:

A Competent Person appointed in writing

Adequate demarcated storage area available

Storage areas kept neat and under control

Stacks not exceed 3 x minimum base width

Stacks stable and of same size and shapeBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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4.3 Hand tools

Contractor shall ensure that hand tools are:

Inspected monthly on a register

Maintained in a good condition

Properly stored

Contractors shall ensure that awareness training re hand tools are provided to Workers and

proof of such training kept on record.

4.4 Ladders

Contractor shall ensure that:

Ladders are Inspected monthly, Proof of such inspection kept in site safety file

Correct ladder used for type of work to be performed, Workers trained on use of ladders and

training records kept in site safety file,

Wooden ladders not allowed, ladders should be Constructed from sound material, Fitted with

non-skid devices, secured against displacement.

Prevent tools are prevented from falling from ladders.

Ladders are stored out of walkways.

4.5 High Voltage and Medium Voltage Electrical Equipment

Where work is carried under, on or near high / medium voltage equipment, work is performed by a person authorised to do so in terms of the Client’s ORHVS or under supervision of a responsible person in possession of a working permit.

4.6 Housekeeping

The contractor and sub-contractor shall maintain a high standard of housekeeping within the site. Prompt disposal of waste materials, scrap, and rubbish is essential. Adequate care must be taken by the contractor to ensure that storage and stacking are correctly and safely carried out. Before stacking any material, the contractor, subcontractor, or their employees must consult the EMM project/site manager for allocation of a stacking area.

Materials/objects shall not be left unsecured in elevated areas; falling objects may cause serious injuries/fatalities. Nails protruding through timber shall be bent over or removed so as not to cause injury. All packaging material, including boxes, pallets, crates, etc. to be removed from the work area immediately.

Eating facilities shall be kept in a clean and tidy manner. On completion of his/her work, the contractor is responsible for clearing his/her work area of all materials, scrap, temporary buildings, and building bases to the satisfaction of the client.

In cases where an inadequate standard of housekeeping has developed, compromising safety and cleanliness, everyone has the responsibility to bring it to the attention of the EMM project/site manager. The EMM project/site manager has the right to instruct the contractor and his/her subcontractor to cease work until the area has been tidied up and made safe.

Neither additional costs nor extension of time to the contract shall be allowed as a result of such a stoppage.

Failure to comply will result in site cleaning by another cleaning contractor company at the cost of the contractor. The contractor shall carry out regular safety/housekeeping inspections (at least weekly) to ensure maintenance of satisfactory standards.

4.7 Fire Precautions


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Contractor shall ensure:

Fire Risk assessment done

Suitable fire extinguishers available and accessible.

Fire extinguishers inspected monthly by a person designated thereto

Fire extinguishers serviced and inspected by a competent person on a yearly basis

Smoking and open flames prohibited where deemed

Combustible materials regularly removed from site

Hot work done after necessary pre-cautions taken

Workers trained in use of fire extinguishers

Escape routes clearly indicated

Siren sounded in the event of a fire

4.8 Working near public roads

Contractor shall take the necessary precautionary and preventive safety measures where persons are required to work on or near roadways.

Wearing of high-visibility vests, and protection by red cones or flags during daylight and use of red or amber flashing lamps at night.

Work areas must be adequately barricaded so as to prevent unauthorised access.

Road traffic warning signs shall be placed well ahead of the work area.

4.9 Plant, Machinery and Equipment

The Principal Contractor shall comply with the requirements of the Driven and Machinery Regulations promulgated under the OHSA. The regulations include inspecting machinery regularly, designating a competent person to inspect and ensure maintenance, issuing PPE or clothing and training those that use machinery and enforce compliance.

Contractor shall ensure that Schedule D of General Machinery Regulations is communicated to operators.

Proof of communication kept in site safety file and displayed.

All employees shall: (1) Be competent when operating or using machines and tools, (2) Be in possession of valid medical (issued by Occupational Health Practitioner or Occupational Medicine Practitioner) and training certificate (issued by approved training institution), (3) Have proof of any form of task related training.

4.9.1 Construction vehicles and mobile plant

All construction vehicles and mobile plant shall comply with the Road Traffic Ordinance and Road Traffic Act, CR 21, GMR, DMR as well as EMM requirements.

Designated drivers shall be in possession of a national driver’s licence, valid for the class of vehicle. The driver’s licence shall be kept by the person so authorised, and he/she shall produce such card on request.

All drivers of construction vehicles and mobile plant shall have valid medical certificates of fitness to determine physical and psychological fitness.

Each project site shall have a system/process to manage vehicle access to the site. Vehicle management processshall be included in the SHE Plan.


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Operators and drivers shall comply with site speed limit of 30 km/h. Site speed limit shall be communicated to all operators and drivers on site.

Operators and drivers shall not talk on cell phone or radio while driving / operating.

Contractor shall ensure that drivers and operators comply with following: All passengers wear seat belts while the vehicle is in motion;

Operators / drivers comply with all safety, direction, and speed signs;

Loads are properly secured and loaded onto vehicles; and

Vehicles not overloaded.

Daily inspections done on construction Vehicles and Mobile Plant and records kept in site safety file. Contractors shall ensure that adequate measures are put in place when refuelling, servicing and repairing on site and that such measure are communicated to operators.

4.9.2 Lifting machine and tackle

A risk assessment shall be conducted prior to commencing with the task to identify the risk involved and appropriate mitigation measures must be put in place.

If it is the Principal Contractor’s intention is to use lifting machinery on site, it should be indicated in the Principal Contractor’s SHE plan, so that the EMM Project/Site Manager can conduct an inspection when equipment is brought onto site. If his/her intention is to use a subcontractor he must enter the name of the sub-contractor into the notification letter to the Department of Labour.

All lifting machine operators shall be competent to operate a lifting machine. They must be in possession of a valid training certificate and medical certificate.

Whenever making use of an external contractor to do lifting work the Principal Contractor must ensure that the operator is competent and if the Principal Contractor is satisfied with the operator's competency after looking at his portfolio he/she should issue a temporary permit to the operator.

The Principal Contractor should verify if the lifting machines and tackle have been examined and a performance test done by registered Lifting Machine Inspector. Proof of the performance test and last inspection shall be on site at all times.

Performance tests shall be done at intervals not exceeding 12 months, Lifting machines shall be inspected every 6 months and Lifting tackle every 3 months. No work to commence without valid Performance test certificate.

Operator training shall be done according to relevant Code of practice by a provider registered with the Department of Labour. Before using any lifting machines or tackle the operator should inspect it. Refer to the requirements of the Driven Machinery Regulation, Construction Regulation and the OHS Act.

4.10 Excavations and Trenches

Not require or permit any person to work in an excavation which has not been adequately shored or braced:

Provided that shoring and bracing may not be necessary where-

(i) The sides of the excavation are sloped to at least the maximum angle of repose measured relative to the horizontal plane; or

(ii) Such an excavation is in stable material: Provided that permission being given in writing by the appointed excavation work

competent person upon evaluation by him or her of the site conditions; and

Where any uncertainty pertaining to the stability of the soil still exists, the decision from a professional engineer or a professional technologist competent in excavations shall be decisive and such a decision shall be noted in writing and signed by both the


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competent person (excavation work) and the professional engineer or technologist, as the case may be.

Ensure that no load, material, plant or equipment is placed or moved near the edge of any excavation where it is likely to cause its collapse and thereby endangering the safety of, any person, unless precautions such as the provision of sufficient and suitable shoring or bracing are taken to prevent the sides from collapsing.

Cause convenient and safe means of access to be provided to every excavation in which persons are required to work and such access shall not be further than 6m from the point where any worker within the excavation is working;

Ascertain as far as is reasonably practicable the location and nature of electricity, water, gas or other similar services which may in any way be affected by the work to be performed, and shall before the commencement of excavation work that may affect any such service, take the steps that may be necessary to render the circumstances safe for all persons involved.

Cause every excavation, including all bracing and shoring, to be inspected-

(i) Daily, prior to each shift;

(ii) After every blasting operation;

(iii) After an unexpected fall of ground;

(iv) After substantial damage to supports; and

(v) After rain, by the competent person (excavation work), in order to pronounce the safety

of the excavation to ensure the safety of persons, and those results are to be recorded

in a register kept on site and made available to an inspector, client, client’s agent,

contractor or employee upon request;

Client shall review the said register on a pre-determined frequency not exceeding seven (7) days. Any ground operations which may include digging, excavation, or driving a peg, pile or spike into the ground by the Contractor and their sub-contractors may not commence without the written authorisation from the Engineer.

All excavations done by the Contractor are to be clearly demarcated and barricaded to prevent accidental access. Only solid barricading will be used at areas where a fall hazard is present. Solid barricading and / or hole covers shall be provided around all holes or openings to prevent any person being injured as a result of a fall.

Barricade to be at least 1m high.

Danger tape may only be used as a pre-warning to make the solid barricading more visible and to prevent persons from coming close to the danger area. Where excavations are to be left open overnight in public areas adequate warning measures are to be implemented, visibility ensured and signage shall be displayed. Danger tape has to be used in conjunction with proper barricading methods.

5. ENVIRONMENTAL MANAGEMENT PLAN / GUIDELINES

5.1 INTRODUCTION

The following sections describe mitigation measures and are partly prescriptive, identifying specific people to undertake specific tasks, in order to ensure that impacts on the environment are minimized during the construction- and operational and decommissioning phases when conducting certain projects under this contract.

NOTE: This Environmental Management Plan (EMP) is by no means site specific because this contract is an as and when required contract throughout the Ekurhuleni Metro.

The aim of this EMP is to integrate environmental planning, design, construction, and operational activities on the site. The EMP must form part of the contractual obligation between the Contractor and the Client.


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5.2 PROPOSED MECHANISMS FOR MONITORING COMPLIANCE WITH THE EMP AND REPORTING THEREOF:

5.2.1 Environmental Site Agent

The environmental site agent (ESA) is the person involved with the development project who is responsible for the implementation of the environmental management plan. This person is therefore responsible for the environmental issues involved with the construction phase of the project.The ESA must be a person with adequate environmental knowledge to understand and implement this management plan. The ESA may not be someone appointed by the contractor, engineer or other party involved with the project.

The ESA must report to the applicant only. The ESA has the authority to stop works if in his opinion there is a serious threat to or impact on the environment caused directly from the construction operations, this authority is to be limited to emergency situations where consultation with the engineer or applicant is not immediately available. In all such work stoppage situations the ESA is to inform the engineer and applicant of the reasons for the stoppage as soon as possible.

Upon failure by the contractor or his employee to show adequate consideration to the environmental aspects of this contract, the ESA may recommend to the engineer to have the contractor's representative or any employee(s) removed from the site or work suspended until the matter is remedied. No extension of time will be considered in the case of such suspensions and all costs will be borne by the contractor.

5.2.2 Environmental Awareness Training for Site Personnel

All contractor teams involved in work on the development are to be briefed on their obligations towards environmental controls and methodologies in terms of this EMP prior to work commencing. The briefing will usually take the form of an onsite talk and demonstration by the ESA. The education / awareness program should be aimed at all levels of management within the contractor team. (See "Do's & Don'ts" summary sheet).

5.2.3 On-Site Communication Procedure

5.2.3.1 Site Instruction Entries

The site instruction book entries will be used for the recording of general site instructions as they relate to the works on site. It will also be used for the issuing of stop work orders for the purposes of immediately halting any particular activities of the contractor in lieu of the environmental risk that they may pose.

5.2.3.2 ESA Diary Entries

The purpose of these entries will be to record the comments of the ESA as they relate to activities on the site. Each of these books must be available in duplicate, with copies for the Engineer and ESA. These books should be available to the authorities for inspection or on request. Contractors meeting minutes must reflect environmental queries, agreed actions and dates of eventual compliance. These minutes form part of the official environmental record.

5.2.3.3 Method Statements

Method statements from the contractor will be required for specific sensitive actions on request of the authorities or ESA. A method statement forms the base line information on which sensitive area work takes place and is a “live document” in that modifications are negotiated between the contractor and ESA / Engineer, as circumstances unfold.

All method statements will form part of the EMP documentation and are subject to all terms and conditions contained within the EMP main document. A method statement describes the scope of the intended work in a step by step description in order for the ESA and Engineer to understand the contractors’ intentions. This will


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enable them to assist in devising any mitigation measures, which would minimize environmental impact during these tasks.

For each instance wherein it is requested that the contractor submit a method statement to the satisfaction of the ESA, the format should clearly indicate the following:

What - a brief description of the work to be undertaken;

How - a detailed description of the process of work, methods and materials;

Where - a description/sketch map of the locality of work (if applicable); and

When - the sequencing of actions with due commencement dates and completion

date estimates.

The contractor must submit the method statement before any particular construction activity is due to start. Work may not commence until the method statement has been approved by the ESA.

5.2.3.4 Record Keeping

All records related to the implementation of this management plan (e.g. site instruction book, ESA diary, method statements) must be kept together in an office where it is safe and can be retrieved easily. These records should be kept for two years and should at any time be available for scrutiny by any relevant authorities.

5.2.3.5 Photographs

It is recommended that photographs are taken of the site prior to, during and immediately after construction as a visual reference. These photographs should be stored with other records related to this EMP. If captured in digital format hard copies must be kept with all other records relevant to the implementation of this EMP.

5.2.3.6 Environmental Completion Statement

An Environmental Completion Statement is a report by the ESA to the relevant authorities stating completion of the project and compliance with the EMP and conditions.

5.3 BASIC RULES OF CONDUCT

The following list represents the basic Do’s and Don’ts towards environmental awareness, which all participants in this project must consider whilst carrying out their tasks. These are not exhaustive and serve as a quick reference aid. NOTE: ALL new site personnel must attend an environmental awareness presentation.

Please inform your foreman or manager if you have not attended such a presentation or contact the ESA.

DO:

Use the toilet facilities provided – report dirty or full facilities

Clear your work areas of litter and building rubbish at the end of each day – use the waste

bins provided and ensure that litter will not blow away.

Report all fuel or oil spills immediately & stop the spill continuing.

Dispose of cigarettes and matches carefully. (Littering is an offence.)

Confine work and storage of equipment to within the immediate work area.

Use all safety equipment and comply with all safety procedures.

Ensure a working fire extinguisher is immediately at hand if any “HOT WORK” is undertaken

e.g. welding, grinding, gas cutting etc.


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Prevent excessive dust and noise.

DO NOT:

Make any fires.

Enter any fenced off or marked area.

Allow cement or cement bags to blow around.

Allow waste, litter, oils or foreign materials into the storm water channels

Litter or leave food laying around

5.4 IMPACTS AND MITIGATION MEASURES IDENTIFIED

A number of potential environmental impacts that may arise during the contract have been identified.

These are outline below, and guidelines and mitigation are proposed. The contractor must familiarize

himself with the requirements of the EMP, keeping in mind that this EMP specifies the minimum

performance specifications and that other site-specific requirements and possible additional

requirements from the Department of Environment and Tourism, as outlined in the Environmental

Authorization, must be complied with.

ACTIVITY / TASK IMPACT EFFECTS POSSIBLE MITIGATION MEASURES

Vegetation clearing for construction purposes,

Site establishment etc.

Excavations

Pole planting

Building and mini-sub foundations

Fauna and Flora

Loss of vegetation cover;

Loss of

seep/wetland/seasonal

pan vegetation;

Loss of habitat for Species

of Special Concern;

Loss of Species of Special

Concern;

Increased risk of alien

invasion;

Clearing of alien invasives;

Disruptions to ecological

processes as a result of

habitat fragmentation

Habitat destruction

Construction is a disruptive activity and all due consideration must be given to the environment, including the social environment during the execution of a project to minimise the impact on affected parties.

Minimisation of areas disturbed by construction activities (i.e. the ‘footprint’ of the construction area) should minimise many of the construction related environmental impacts of the project and reduce rehabilitation requirements and costs.

All relevant standards relating to international best practices and standards; and national, provincial and local legislation and standards, as applicable, should be adhered to.

Every effort should be made to minimise, reclaim and/or recycle waste materials.

Vegetation clearing must be kept to the minimum


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necessary.

Appropriate permits must be obtained for removal of protected tree species if necessary.

Riparian areas must be avoided as far as possible, where unavoidable, appropriate specialist input must be obtained before activities commence and appropriate measure implemented.

No overhead lines and access roads should be constructed within 32 m of a seep, wetland and/or seasonal pan, unless no alternative is possible. Where unavoidable, appropriate specialist input must be obtained before activities commence and appropriate measure implemented.

Should species of special concern be identified, all reasonable measures must be implemented to minimise destruction of localised populations that may occur. Where unavoidable, permits must be obtained from respective departments.

Rocky refugia (such as along ridges) should be avoided where possible during pylon positioning. Where unavoidable, permits must be obtained from respective departments.

Search and Rescue of SSC to be implemented before any construction commences.

A suitable timeframe must be allowed before construction commences to undertake the plant rescue and relocation operation.

Plants that can be used during rehabilitation should be identified and


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stored appropriately off-site for use after construction and alien vegetation clearing.

Plants identified as being suitable for relocation listed above can either be removed from the site or replanted within the proposed buffer areas.

An alien management plan must be implemented and long-term monitoring conducted.

Clearing of alien vegetation must be conducted as per the recommendations of an Environmental Management Plan to ensure that the spread of seed into surrounding areas is prevented

Substations must avoid any wetland areas (including seasonal wetlands, pans and seeps), other sensitive vegetation (thicket and forest), drainage lines and riparian vegetation along river banks. Should it be unavoidable, relevant permissions will need to be obtained

No power line pylons should be placed within the 1:50 year flood line or on flood plains that may be susceptible to future flooding.

A Construction Action Plan for clearing of vegetation must be developed before construction activities are to commence.

Detailed Re-vegetation and Rehabilitation Plan to be conducted during construction and operation.

All the areas disturbed during construction work needs to be landscaped to a standard similar or better than before on


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completion of the works before replacement of topsoil,

Alien vegetation clearing

Fauna & Flora

Invasion of problem plants

Loss of vegetation cover

Loss of habitat for Species of

Special Concern;

Loss of Species of Special

Concern

Habitat destruction

An alien removal program must be implemented to remove alien vegetation from within the servitude during construction phase and for the lifespan of the power line operation.

Cleared alien vegetation must not be dumped on adjacent intact vegetation during clearing but should be temporarily stored in a demarcated area or removed from site.

Any seed bearing material should be removed from the drainage areas to prevent the spread of seed.

Chopped brushwood can be used to stabilise steep areas that may be susceptible to erosion during clearing activities.

A suitable re-vegetation or rehabilitation plan must be implemented after alien vegetation clearing.

A weed and invader control program needs to be implemented

Clearing of access roads for construction purposes

Fauna & Flora

Surface damage and erosion to

soil / ground

Habitat destruction

Enforce speed limits at all times. Unless otherwise specified by the ECO, the speed limit on construction roads is 50km/h,

Ensure that only authorised roads and access

routes are used,

Vehicles may not leave the designated roads and tracks and turnaround points needs to be limited to specific sites,

Maintain the access road adequately in order to minimise erosion and undue surface damage.

Repair rutting and BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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potholing and maintain storm water control mechanisms,

Clear up any gravel or cement spillage on roads,

Clean and repair any damage to public or private roads caused by the Contractor during the construction phase,

Usage of Surface water and/or existing storm watersystems

Flora Contamination of the ground /

soil

Contamination of storm water

run-offs

Ground Erosion

Habitat destruction

Contain soils and materials within defined areas

Disposal of waste excavated material at appropriate waste disposal sites

Concrete mixing to be carried out away from sensitive areas and on impermeable surfaces

Construct and operate the necessary collection facilities and storm water management systems such as diversion berms, ditches, drains, oil separation sumps, gross water ways etc. to prevent contamination of any water

Provide suitable and sufficient ablution facilities

Do not locate any site toilet, sanitary convenience, septic tank or French drain within the 1:100 year floodline, or within a horizontal distance of 100m (whichever is greater) of a watercourse or drainage line,

Combine drinking water facilities with hand washing facilities near site toilet.

Demarcation of NO GO areas

Flora Contamination of the ground /

soil

Damage to soil / ground

Habitat destruction

No go areas must be clearly demarcated (using fencing and appropriate signage where applicable) before any construction commences.

Contractors and construction workers must be clearly informed of


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such no-go areas and held accountable for any infringements that may occur.

No access to the demarcated areas should be permitted during the construction phase and contractors must be clearly informed of these areas. A suitable control measure must be implemented to discourage infringement by contractors.

Activities including but not restricted to the following must not be permitted in designated no-go areas:

Dumping of any material during and after construction;

Turning of vehicles;

Trampling and urination by construction workers.

Handling of waste material

Fauna & Flora

Contamination of the ground /

soil

Damage to soil / ground

Contamination of water systems

Provide adequate waste bins on-site equipped with a lid to ensure no pollution,

Set up system for regular waste removal to approved facility,

Minimize waste by sorting wastes into recyclable and non-recyclable wastes,

No solid waste may be burned on site,

Contain chemical spills, and arrange for clean-up / control by the supplier, or by professional pollution control personnel,

Hazardous substances, e.g. diesel, oil, etc. required by the contractors shall be stored in dedicated areas developed to minimize spills and protect the


47

environment. All storage areas, spillage containment areas, containers of hazardous substances and dangerous equipment shall be clearly and prominently marked as such.

Excavated materials and construction materials

Air Pollution

Dust Nuisance Implement dust suppression measures e.g. regular watering,

Concrete mixing to be carried out away from sensitive areas,

Build a settling dam off the concrete vehicle wash.

Uncontrolled fireoutbreak

Fauna & Flora

Loss of Fauna and Flora

Air Pollution

Habitat destruction

Establish and maintain fire breaks around the Work Sites if as and when specified by the EO / ECO and as required by applicable legislation and the local authority.

Ensure Work Site and the contractor’s camp is equipped with adequate firefighting equipment.

This includes at least rubber beaters when working in veld areas, and at least one fire extinguisher of the appropriate type irrespective of the site,

No open fires are permitted anywhere on site.

Restrict contained fires for heating and cooking (i.e.in a fire drum) to designated areas on site,

Prevent employees from creating fires randomly outside designated areas,

Do not store any fuel BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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or chemicals under trees,

Do not store gas and liquid fuel in the same storage area,

Do not permit any smoking within 3m of any fuel or chemical storage area, or refueling area.

Noise Nuisance from Construction Activities

Noise Pollution Limit working hours of noisy equipment to daylight hours,

Fit silencers to equipment,

Unless otherwise specified by the EO/ECO, normal work hours will apply (i.e. from 08H00 to 17H00, Mondays to Fridays),

Ensure that employees and staff conduct themselves in an acceptable manner while on site, both during work hours and after hours.

Air Pollution from Construction Activities

Air Pollution caused by excessive smoke from machinery, vehicles and other construction equipment eg. Compressors / generators and other motorised non-electrical machinery / equipment / tools

Ensure equipment / machinery / vehicles are always serviced and fit for work

Inspections on equipment / machinery / vehicles to be conducted on a regular basis.

Avoid the use of any equipment / machinery / vehicles causing excessive smoke

Avoid the use of any equipment / machinery / vehicles causing air pollution in sensitive areas

Birds and overhead power line challenges

Fauna & Flora

Electrocution of Birds

Injuries to Birds

Habitat destruction

Fit pole structures with a perch at the top of the pole to increase amount of perching space,

Mark all sections of line passing over or adjacent to pans, dams, wetlands & arable lands on the earth wires with a suitable marking device.

All sections of line crossing rivers should be marked.


49

Once the exact alignment of the line has been chosen a “walk through” must be conducted to identify areas for marking.

The line should be marked with anti-collision devices

Aesthetic view of the working area

Vista View Pollution Demolition of all temporary infrastructure should be done,

Ripping and landscaping of compacted areas should be done,

Removal of debris

Always keep working area clean and tidy

Store materials in demarcated areas

Fauna Disturbance

Fauna Habitat Destruction

Fauna Disturbance

No hunting, snaring, shooting, nest raiding or egg collection by the construction staff should be allowed

5.5 DECOMMISSIONING PHASE

The objective of providing guidelines during the decommissioning phase is to prevent structures being left to deteriorate.

Therefore it is imperative that non-functional structures be removed as soon as possible and the area rehabilitated to its former natural state.

If non-functional structures are not needed anymore, or not removed, it must be maintained as if it is used to prevent the environmental degrading of the area.

To ensure the integrity of the area, this aspect must also form part of the checklist of the annual environmental audit.

5.6. IDENTIFICATION OF PERSONS RESPONSIBLE FOR IMPLEMENTATION OF THE EIR AND EMP

5.6.1 Construction Phase

The construction contractor shall:

Be held responsible for the implementation of the EMP,

Be responsible to have the EMP available on site at all times, Identify the need/extent, and be responsible for the implementation on of an environmental awareness-training program for construction staff, to be conversant with EMP content and their responsibilities before the commencement of construction,

Be held responsible for compliance with all relevant aspects of the EMP, Be held responsible for all environmental issues on site, for one raining season after finishing of the construction phase to determine the effectiveness of the storm water control measures,

Provide the applicant with a “Method Statement” which will indicate the procedures that will be applied in order to meet the requirements of any aspect of the EMP,


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Ensure that all problems identified during environmental inspections, are addressed and rectified as soon as reasonable possible,After ceasing of construction activities, an environmental audit should be done, by the ESA, before commencing with the operational phase, to determine compliance with the EMP.

5.6.2 Operational Phase

During this phase the applicant, EMM will be responsible to prevent negative environmental impacts, and as such will be responsible for:

Providing a budget for maintenance,

Maintaining all approved infrastructure in good working order to effectively fulfil its intended purpose and to prevent negative environmental impacts,

Not construct any additional buildings, infrastructure, etc. contrary to the approved

Environmental Authorization, without performing an environmental impact assessment to evaluate alternatives and environmental impacts,

To immediately remedy any factors that contribute to negative environmental impacts,

To do an annual environmental audit and to have the results in writing available at the administration offices of the Energy Department.

5.6.3 Decommissioning

The objective to provide guidelines during the decommissioning phase is to prevent structures being left to deteriorate. Therefore it is imperative that non-functional structures are removed as soon as possible and the area is rehabilitated. If non-functional structures are not required any longer, and not removed, it must be maintained as if it is in used to prevent the environmental degrading of the area.

The Applicant is responsible for:

Removal of the construction building rubble to a suitable disposal facility,

Ensure that suitable arrangements be made to protect the environment against long term negative impacts,

Minimize negative visual impacts,

Maintain the storm water channels in a working condition,

To clean up contaminants of the environment,

Prevent erosion through regular monitoring and rehabilitation of degraded areas

5.7. EMERGENCY RESPONSE PLAN

The objective of this section is to provide a brief summary of options available to the project manager. The details of the design will reside with the designers, but cognizance should be taken of the design philosophy and key aspects given in the guidelines to problem solving given below.

Typical remedial work options

The following table is provided to assist the inspector and project manager with problem solving:

OBSERVATION OREVENT

ACTION BY INSPECTOR OR OBSERVER

ACTION BY PROJECT MANAGER

Spillage of diesel orhydrocarbons on soil

Report to Project Manager and continue observations.

Also check:

Action will be required

ASAP by following the next steps:

Dig down into the soil to see how


51

That the source causing the spillage is decommissioned, and that the affected area is isolated to prevent spreading of the hazardous substance.

far down the pollution penetrated,

If less than 300mm penetration:

Turn the soil over to expose it to the air,

Apply Mono Ammonium Phosphate (MAP) at a rate of 58gr/m² to the dug up soil

Water enough to keep the soil moist.

If penetration is greater than 300mm:

Remove the affected soil and spread in a layer not more than 300mm thick,

Apply MAP at a rate of 50gr/m²

Water enough to keep the soil moist.

Repeat the above steps every 6 weeks or until the soil is clean.

Deterioration ofaccess road

Report to Project Manager and continue observations.

Also check:

That all vehicular movement is restricted to existing access routes to prevent crisscrossing of tracks through undisturbed areas.

Action will be required ASAP:

Implement erosion protection works at identified problem areas,

Implement remedial works to be done at affected areas in order to restore the area to its previous or better status.

C.2 PROTECTION OF THE PUBLIC

The Contract requires the erection, maintenance and removal upon completion of hoardings with gantries, fans, safety screens, barriers, access gates, covered gangways, etc. as necessary for the enclosure of the works or portions thereof for the protection of the public at all times.

C.3 BARRICADES AND LIGHTING

The Contract requires barriers, hoardings, access gates, fences, access gangways and hand-railing, weather protection, temporary lighting and anything else necessary for the security, protection, and safety of the public, employees of the contractor and others

C.4 TRAFFIC CONTROL ON ROADS

The Contractor shall be responsible for arrangement with the Metro Police when traffic Control is required.

C.5 MEASURES AGAINST DISEASE AND EPIDEMICS

N/A

C.6 AIDS AWARENESS

N/A


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MBD 2

TAX CLEARANCE REQUIREMENTS

IT IS A CONDITION OF BIDDING THAT –


53

1. The taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with the Receiver of Revenue to meet his / her tax obligations.

2. The attached form “Application for Tax Clearance Certificate (in respect of bidders) must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes. The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of twelve (12) months from date of issue. This Tax Clearance Certificate must be submitted in the original or copy thereof; together with the bid. Failure to submit the original and valid Tax Clearance Certificate may invalidate the bid.

3. In bids where Consortia / Joint Ventures / Sub-contractors are involved each party must submit a separate Tax Clearance Certificate. Copies of the Application for Tax Clearance Certificates are available at any Receiver’s Office.

MBD2/ Application for tax Certificate.

APPLIICATION FOR TAX CLEARANCE CERTIFICATE(IN RESPECT OF BIDDERS)

1. Name of taxpayer / bidder:........................................................................................

2. Trade name: ...................................................................................................................

3. Identification number:

4 Company / Close Corporation registration number


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5. Income tax reference number

6. VAT registration number (if applicable)

7. PAYE employer’s registration number (if applicable)

Signature of contact person requiring Tax Clearance Certificate: ............................................

Name: ......................................................................................................

Telephone number:…………………………………….

Address: ......................................................................................................

......................................................................................................

..................................................................................................... Code:…………………

DATE: 20_____ / ______ / ______

PLEASE NOTE THAT THE COMMISSIONER FOR THE SOUTH AFRICAN REVENUE SERVICE (SARS) WILL NOT EXERCISE HIS DISCRETIONARY POWERS INFAVOUR OF ANY PERSON WITH REGARD TO ANY INTEREST, PENALTIES AND / OR ADDITIONAL TAX LEVIABLE DUE TO THE LATE- OR UNDERPAYMENT OF TAXES,DUTIES OR LEVIES OR THE RENDITION RETURNS BY ANY PERSON AS A RESULT OF ANY SYSTEM NOT BEING YEAR 2000 COMPLIANT.

MBD 3.1

PRICING SCHEDULE – FIRM PRICES(PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder……………………………………………………………………..

OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE OF BID.

1 EXCAVATION OF TRENCHES AND HOLES : TRENCHES (450mm width x 600mm depth)HOLES - (not more than 3 m³ in volume and depth not exceeding 1,5m for planting of poles)

ITEM DESCRIPTION UNIT QTY RATE (Excl. VAT) TOTAL (Excl. VAT)

1.1.1 Pickable Soil (Excavation with shovel is not difficult) m³ 10


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1.1.2 Soft Rock (Excavation with shovel is difficult) m³ 10

1.1.3 Hard Rock (Excavation with compressors and other machinery only) m³ 5

1.1.4 Very Hard Rock (Blasting) m³ 2

1.2 BACKFILLING WITH SIFTED MATERIAL AND COMPACTION (200mm layers) OF TRENCHES AND HOLES

1.2.1 Pickable Soil Areas (Backfill with sifted original removed soil free from foreign objects) m³ 10

1.2.2 Soft Rock Areas (Backfill first 150mm layer with imported sand, remaining with original removed soil) m³ 10

1.2.3 Hard Rock Areas (Backfill first 200mm layer with imported sand, remaining with original removed soil) m³ 10

1.2.4 Very Hard Rock Areas (Backfill first 250mm layer with imported sand, remaining with original removed soil) m³ 10

1.2.5 Supply imported soil when required especially where rocks were removed m³ 10

1.3 HORIZONTAL DRILLING UNDER ROAD, PAVED OR CONCRETE SURFACES

1.3.1 Drill a single hole for installation of a 110 mm sleeve m 2

1.3.2 Drill a single hole for installation of a 150 mm sleeve m 2

1.3.3 Insert a 110 mm sleeve m 2

1.3.4 Insert a 150 mm sleeve m 2

1.3.5 Supply a 110 mm sleeve 6m 2

1.3.6 Supply a 150 mm sleeve 6m 2

1.4 DRILLING PIT

1.4.1 Starting pit Each 2

1.4.2 Finishing pit Each 2

TOTAL FOR EXCAVATION, BACKFILLING AND HORIZONTAL DRILLING - CARRIED OVER TO SUMMARY PAGE

2 BREAKING AND REINSTATMENT OF SURFACES


2.1 BREAKING SURFACES

2.1.1 Concrete m² 10

2.1.2 Tar m² 10

2.1.3 In-print paving m² 10

2.1.4 Lifting of paving m² 10

2.2 REPAIR/REINSTATE SURFACE COVERINGS: LABOUR ONLY:

2.2.1 Paving/tiles/stones/bricks m² 10

2.2.2 Channel covering tiles m² 10

2.2.3 Concrete m² 10

2.2.4 Tarred pavement m² 10

2.2.5 In- print concrete paving m² 30


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2.3 LANDSCAPING AND MISCELANEOUS

2.3.1Remove existing ground cover (e.g. grass and keep wet and in good condition where removal is necessary for cable laying.

m² 10

2.3.2Reinstate after applying a 25mm layer of compost worked into top soil and water well immediately after replanting

m² 10

2.3.3Remove shrubs up to 1,0m tall with large amount of soil intact around roots, marking the orientation of the plant (North facing side) and keep wet retaining soil around roots with Hessian or plastic sheets.

Each 10

2.3.4

Replant, retaining original orientation after applying 3 litres of compost worked into the top soil and water well immediately after replanting, as close as possible to original location or any other position preferred by the occupants.

Each 10

2.4 MISCELANEOUS

2.4.1 Allow for barricading of open trenches m 10

2.4.2 Supply and deliver concrete slaps 1500x300x75mm Each 10

2.4.3 Supply and deliver paving/tiles/stones/bricks m² 10

2.4.4 Supply concrete m² 10

2.4.5 Supply and deliver tar m² 10

2.4.6 Supply and delver material for in- print concrete paving m² 10

TOTALFOR BREAKING AND REINSTATMENT OF SURFACES AND LANDSCAPING AND MISCELANEOUS - CARRIED OVER TO SUMMARY PAGE

3 HIRING OF MACHINERY AND SPECIALISED VEHICLESMACHINERY HIRING AS AND WHEN REQUIRED


3.1 Compressor Per Hour 8

3.2 Compactor Per Hour 8

3.3 Jack Hammer Per Hour 8

3.4 Generator Per Hour 8

3.5 Water Pump Per Hour 8

SPECIALISED VEHICLES HIRING AS AND WHEN REQUIRED

3.6 Crane Truck (3-10 Ton) Per Hour 8



3.9 Hydraulic Lifting Platform Per Hour 8

3.10 Back Actor (TLB) Per Hour 8

3.11 Bobcat Excavator for smaller trenches Per Hour 8

3.12 Driver / Operator for above Per Hour 8

HIRING OF SPECIALISED VEHICLES AND MACHINERY - CARRIED OVER TO SUMMARY PAGE


57

4 INSTALLATION OF (600/1000 VOLTS) CABLES IN PRE EXCAVATED TRENCHES


4.1Cable, Airdac, 10 and 16 mm² x 7 strands stranded Cu conductor with 7 insulated neutral and 3 bare earth Cu strands with two communication cores

m 20

4.2Cable, (600/1000 Volts), below 16, 25 and 35 mm² x 2 and 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized SWA.r

m 20

4.3Cable, (600/1000 Volts), between 70 and 95mm² x 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

m 20

4.4Cable, (600/1000 Volts), between 120 and 185mm² x 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

m 20

4.5Cable, (600/1000 Volts), between 70, 95mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

m 20

4.6Cable, (600/1000 Volts), between 120 and 185mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized SWAr

m 20

TOTAL FOR INSTALLATION OF LOW VOLTAGE CABLES - CARRIED OVER TO SUMMARY PAGE

5 JOINTING AND TERMINATING LOW VOLTAGE CABLES

JOINTING 600/1000 VOLTS CABLES


5.1.1Cable, Airdac, 10 and 16 mm² x 7 strands stranded Cu conductor, split concentric service cable with 7 insulated neutral and 3 bare earth Cu strands with two communication cores

Each 5

5.1.2Cable, (600/1000 Volts), below 16,25 and 35 mm² x 2 and 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.1.3Cable, (600/1000 Volts), between 70 and 95mm² x 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.1.4Cable, (600/1000 Volts), between 120 and 185mm² x 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.1.5Cable, (600/1000 Volts), between 70,95mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.1.6Cable, (600/1000 Volts), between 120 and 185mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.2 TERMINATING 600/1000 VOLTS CABLES

5.2.1Cable, Airdac, 10 and 16 mm² x 7 strands stranded Cu conductor, split concentric service cable with 7 insulated neutral and 3 bare earth Cu strands with two communication cores

Each 5

5.2.2Cable, (600/1000 Volts), below 16,25 and 35 mm² x 2 and 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized SWA

Each 5

5.2.3Cable, (600/1000 Volts), between 70,95mm² x 4 core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.2.4 Cable, (600/1000 Volts), between 120 and 185mm² x 4 Each 5BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

58

core stranded copper conductor, PVC insulated, Bedded and Sheathed with Galvanized SWA

5.2.5Cable, (600/1000 Volts), between 70,95mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized Steel Wire Armour

Each 5

5.2.6Cable, (600/1000 Volts), between 120 and 185mm² x 4 core stranded aluminium conductor, PVC insulated, Bedded and Sheathed with Galvanized SWA

Each 5

TOTAL FOR JOINTING AND TERMINATING OF LOW VOLTAGE CABLES - CARRIED OVER TO SUMMARY PAGE

6 ELECTRICAL EQUIPMENT AND ASSOCIATED ITEMS


6.1 Circuit breakers, 5/6kA for mini rail mounting / clip in module

6.1.2 Single phase 60A, 80A or 100A Each 10

6.1.3 Three phase 60A, 80A or 100A Each 10

6.2 Circuit breakers, 5/6kA for pole mounting box

6.2.1 Single phase 60A, 80A or 100A Each 10

6.2.2 Three phase 60A, 80A or 100A Each 10

6.3 Moulded Case Circuit Breakers, 15/25kA in miniature substations, distribution boxes and metering boxes.

6.3.1 125,150,175A, 200A, 225A, 250A and 300 A Each 10

6.3.2 Installation of 1-phase 20/100 Amp kWh split prepayment meter Each 10

6.3.3 Installation of 3-phase 20/100 Amp kWh meter Each 10

6.3.4 Installation of 3-phase 20/100 Amp prepayment meter Each 10

6.3.5 Installation of 3-phase 40/160 Amp kWh meters Each 10

6.3.6 Installation of 3-phase kWh/kVA demand Each 10

6.3.7 Installation of current transformers (CT’s) for connection with kWH/kVA demand meter Each 10

6.3.8Install Miniature Substations (Unit free supply by EMM) 315-630kVA, 6600V/420V or 11000/420V complete with mounting on concrete base (base measured separately), as specified

Each 10

6.3.9 Disconnect, remove and transport miniature substation and plinths back to electricity workshop. Each 10

TOTAL FOR ELECTRICAL EQUIPMENT AND ASSOCIATED ITEMS - CARRIED OVER TO SUMMARY PAGE

7 INSTALLATION, JOINTING AND TERMINATING MEDIUM VOLTAGE CABLES, INCLUDING EARTHING.

MEDIUM VOLTAGE CABLES UNIT QTY RATE (Excl. VAT) TOTAL (Excl. VAT)

7.1.1 Cable 6.35/11kV, XLPE 150mm² Three Core, Copper Conductor m 10

7.1.2 Cable 6.35/11kV, PILC 70, 95 120mm² three Core, Copper Conductor m 10


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7.1.3 Cable 6.35/11kV, PILC 150, 185, 300mm² three Core, Copper Conductor m 10

7.1.4 Cable 12,7/22kV, 95mm² and 185mm² three core PILC Screened Armoured Copper m 10

7.1.5 Cable 19/33kV, 150mm² and 185mm² Three Core Copper XLPE Armoured (SWA) m 10

7.1.6 Cable Markers m 10

7.2 JOINTING MEDIUM VOLTAGE COPPER CABLES (heat or cold shrink, compound cables)

7.2.1 Cable 6.35/11kV, XLPE 150mm² Three Core, Copper Conductor Each 5

7.2.2 Cable 6.35/11kV, PILC 70, 95 120mm² three Core, Copper Conductor Each 5

7.2.3 Cable 6.35/11kV, PILC 150, 185, 300mm² three Core, Copper Conductor Each 5

7.2.4 Cable 12,7/22kV, 95mm² and 185mm² three core PILC Screened Armoured Copper Each 5

7.2.5 Cable 19/33kV, 150mm² and 185mm² Three Core Copper XLPE Armoured (SWA) Each 5

7.3 TERMINATING MEDIUM VOLTAGE COPPER CABLES.

13.2.1 Cable 6.35/11kV, XLPE 150mm² Three Core, Copper Conductor Each 5

13.2.2 Cable 6.35/11kV, PILC 70, 95 120mm² three Core, Copper Conductor Each 5

13.2.3 Cable 6.35/11kV, PILC 150, 185, 300mm² three Core, Copper Conductor Each 5

13.2.4 Cable 12,7/22kV, 95mm² and 185mm² three core PILC Screened Armoured Copper Each 5

13.2.5 Cable 19/33kV, 150mm² and 185mm² Three Core Copper XLPE Armoured (SWA) Each 5

7.4 EARTHING

7.4.1

Install earthing according to the specification (see section 33 - EARTHING OF MINIATURE SUBSTATION AND OTHER OUTDOOR ELECTRICAL INSTALLATIONS). Earth conductor supplied by EMM Contractor to supply terminals lugs, earth pegs and welding equipment.

Each 10

7.4.2Conduct a final earth resistivity test in the presence of a representative of EMM, after installation of earthing pegs (quoted separately). Effective earthing resistance to be 2,0 Ω or less.

Each 10

7.4.3 To supply and install one 1.2m x 16mm copper tinted earth spike / rod for earthing purposes. Each 10

7.4.4 To supply and install one 1.2m x 20mm copper tinted earth spike / rod for earthing purposes. Each 10

7.4.5 To install one metre of Bare copper conductor (70mm²-120mm²) for earthing purposes. Each 10

TOTAL FOR INSTALLATION, JOINTING AND TERMINATING MEDIUM VOLTAGE CABLES, INCLUDING EARTHING - CARRIED OVER TO SUMMARY PAGE

SUMMARY OF SCHEDULE OF PRICES

Item Description Sub-Total Amount

1. EXCAVATION, BACKFILLING AND HORIZONTAL DRILLING R

2. BREAKING AND REINSTATMENT OF SURFACES AND LANDSCAPING AND MISCELANEOUS R

3 HIRING OF SPECIALISED VEHICLES AND MACHINERY R


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4. FOR INSTALLATION OF LOW VOLTAGE CABLES R

5. JOINTING AND TERMINATING OF LOW VOLTAGE CABLES R

6. ELECTRICAL EQUIPMENT AND ASSOCIATED ITEMS R

SUB-TOTAL R

VAT @ 14% R

GRAND TOTAL R

Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document.Price schedule to be completed in full IE: Rates; unit prices; sub-totals; vat if applicable and totals

- Does the offer comply with the specification(s)? *YES/NO

- If not to specification, indicate deviation(s) ………………………………….

- Period required for delivery …………………………………………..…………..

- Name of Authorised Person:……………………………………………

-Signature:……………………………………………………… Date....................................................................

-Witness:………………………………………………………

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemploymentinsurance fund contributions and skills development levies.


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MBD 4DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state¹.

2. Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.

3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

3.1 Full Name of Owner of the Bidding Entity: ……..…………………………………

3.2 Identity Number if applicable: ……………………………………………………….

3.3 Position occupied in the Company (director, trustee, shareholder²): ……………

3.4 Company Registration Number: …………………………………………………….

3.5 Tax Reference Number:………………………………………………………………

3.6 VAT Registration Number: …………………………………………………………

¹MSCM Regulations: “in the service of the state” means to be –(a) a member of –

(i) any municipal council;(ii) any provincial legislature; or(iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity;(c) an official of any municipality or municipal entity;(d) an employee of any national or provincial department, national or provincial public

entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);


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(e) a member of the accounting authority of any national or provincial public entity; or(f) an employee of Parliament or a provincial legislature.

² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.

3.7 The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state? (Tick applicable box)

3.8.1 If yes, furnish particulars. ….………………………………………………………………………………………………………………………………..

3.9 Have you been in the service of the state for the past twelve months? (Tick applicable box)

3.9.1 If yes, furnish particulars.………………………...………..

………………………………………………………………………………

3.10 Do you have any relationship (close family member, partner or associate) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? (Tick applicable box)

3.10.1 If yes, furnish particulars.………………………………………………………………………………

………………………………………………………………………………

3.11 Are you aware of any relationship (close family member, partner or associate) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid? (Tick applicable box)

3.11.1 If yes, furnish particulars………………………………………………………………………………

……………………………….……...........................................................

3.12 Are any of the company’s directors, trustees, managers, principle shareholders or stakeholders in service of the state?

(Tick applicable box)

3.12.1 If yes, furnish particulars.……………………………………………………………………………….

……………………………………………………………………………….


YES NO

YES NO

YES NO

YES NO

YES NO

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3.13 Are any spouse, child or parent of the company’s directors trustees, managers, principle shareholders or stakeholders

in service of the state? (Tick applicable box)

3.13.1 If yes, furnish particulars.……………………………………………………………………………….

……………………………………………………………………………….

3.14 Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of this companyhave any interest in any other related companies or business whether or not they are bidding for this contract. (Tick applicable box)3.14.1 If yes, furnish particulars:

……………………………………………………………………………..

……………………………………………………………………………..

4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee Number

CERTIFICATION

I, THE UNDERSIGNED (NAME) ………………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.

I ACCEPT THAT THE STATE AND/OR THE EMM MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.


YES NO

YES NO

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………………………………….. …………………………………….. Signature Date

…………………………………. ……………………………………… Capacity Name of Bidding Entity

MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,

DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

_________________________________________________________________________________

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and therefore the 80/20 system shall be applicable.

1.3 Preference points for this bid shall be awarded for:

(a) Price; and(b) B-BBEE Status Level of Contribution.

1.3.1 The maximum points for this bid are allocated as follows:

POINTS

1.3.1.1 PRICE 80

1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20

Total points for Price and B-BBEE must not exceed 100


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1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African

Accreditation System (SANAS or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2. DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;

2.7 “consortium or joint venture” means an association of persons for the purpose of combining Their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.9 “EME” means any enterprise with an annual total revenue of R5 million or less .

2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty,levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working o operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

2.12 “non-firm prices” means all prices other than “firm” prices;


66

2.13 “person” includes a juristic person;

2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;

2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of GoodPractice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17 “trust” means the arrangement through which the property of one person is made over orbequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3. ADJUDICATION USING A POINT SYSTEM

3.1 The bidder obtaining the highest number of total points will be awarded the contract.

3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bidmust be the one scoring the highest number of preference points for B-BBEE.

3.5 However, when functionality is part of the evaluation process and two or more bids havescored equal points including equal preference points for B-BBEE, the successful bid mustbe the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by thedrawing of lots.

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid


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5. Points awarded for B-BBEE Status Level of Contribution

5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level ofContributor

Number of points(90/10 system)

Number of points(80/20 system)

1 10 202 9 183 8 164 5 125 4 86 3 67 2 48 1 2

Non-compliant contributor

0 0

5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.

5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.


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5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended subcontractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

6. BID DECLARATION

6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1

7.1 B-BBEE Status Level of Contribution: (maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES / NO

8.1.1 If yes, indicate:(i) what percentage of the contract will be subcontracted? ............…………….…%(ii) the name of the sub-contractor? ………………………………………………..(iii) the B-BBEE status level of the sub-contractor? …………………………..(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

9. DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of company/firm :..........................................................................................

9.2 VAT registration number :.........................................................................................

9.3 Company registration number :……………………………………………………………….:9.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company


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(Pty) Limited[TICK APPLICABLE BOX]

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES…………....................................................................................................................................................

……………….............................................................................................................................................

………………………………………………………………………………………………………………………

9.6 COMPANY CLASSIFICATION

Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc.[TICK APPLICABLE BOX]

9.7 MUNICIPAL INFORMATIONMunicipality where business is situated……………………………………………………………

Registered Account Number…………………………………………………………………………

Stand Number…………………………………………………………………………………

9.8 TOTAL NUMBER OF YEARS THE COMPANY/FIRM HAS BEEN IN BUSINESS? …………….

9.9 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

(i) The information furnished is true and correct;(ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form.(iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraph 7, the contractor may be required to furnish documentary proof to thesatisfaction of the purchaser that the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –(a) disqualify the person from the bidding process;(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favorable arrangements due to such cancellation;(d) restrict the bidder or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, from obtainingbusiness from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; andforward the matter for criminal prosecution

WITNESSES:


70......................................................SIGNATURE (S) OF BIDDER(S)

1. ………………………………………

NAME OF BIDDING ENTITY ……………………………………..

EKURHULENI METROPOLITAN MUNICIPALITYQUOTATION NUMBER: ..BRQ..............................

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Municipal Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system;

b. been convicted for fraud or corruption during the past five years;c. willfully neglected, reneged on or failed to comply with any government,

municipal or other public sector contract during the past five years; ord. been listed in the Register for Tender Defaulters in terms of section 29 of the

Prevention and Combating of Corrupt Activities Act (No 12 of 2004).

4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No4.1 Is the bidder or any of its directors listed on the National

Treasury’s database as a company or person prohibited

from doing business with the public sector?

(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yes No


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4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445).

Yes No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?

Yes No


Item Question Yes No4.4 Does the bidder or any of its directors owe any

municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?

Yes No


4.5 Was any contract between the bidder and the municipality / municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes No



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http://www.treasury.gov.za/

CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) …………..……………………………..………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………………... …………………………..

Signature Date

…………………………………… ………………………………………..………..

Position Name of Bidder


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MBD 9

NAME OF BIDDER:.........................................................................................

EKURHULENI METROPOLITAN MUNICIPALITYQUOTATION NUMBER: ...BRQ.........................

CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9)

1 This Form “I“ must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits anagreement between, or concerted practice by, firms, or a decision by an association offirms, if it is between parties in a horizontal relationship and if it involves collusivebidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannotbe justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policymust provide measures for the combating of abuse of the supply chain management

system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused thesupply chain management system of the municipality or municipal entity or hascommitted any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt orfraudulent act during the bidding process or the execution of the contract.

4 This Form “I“ serves as a certificate of declaration that would be used by institutions toensure that, when bids are considered, reasonable steps are taken to prevent any formof bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination must be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

NAME OF BIDDER:...........................................................................................................................


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CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9)

I, the undersigned, in submitting the accompanying bid:

______________________________________________________________________(Bid Number and Description)

in response to the invitation for the bid made by:

EKURHULENI METROPOLITAN MUNICIPALITY (Name of Municipality / Municipal Entity)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: __________________________________________________ that:(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and withoutconsultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

(a) prices;

(b) geographical area where product or service will be rendered (marketallocation)


75

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications andconditions of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions

or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.

………………………………………………… …………………………………Signature Date

…………………………………………………. …………………………………Position Name of Bidder

ANNEXURE “B”EKURHULENI METROPOLITAN MUNICIPALITY (EMM)

QUOTATION PROCUREMENT FORM

ABOVE R30 000 UP TO R200 000 (VAT INCLUDED)1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points

will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:

MBD 4: Declaration of interest


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MBD 6.1: B-BBEE Status level of Contribution. MBD 6.3: Promotion of SMME MBD 8: Declaration of bidders past supply management practices MBD 9: Certificate of Independent bid determination

If the MBD forms are not completed & submitted, your quotation will be rejected. No quotation will be considered from persons in the service of the state (MBD4).

As from the 7 December 2011, all Service providers/contractors must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.

In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.

Electronic (e-mailed or faxed) quotations are not accepted.

Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.

ADJUDICATION OF BIDS

Bids are adjudicated in terms of EMM Supply Chain Management Policy, and the following framework is provided as a guideline in this regard.

1. Technical adjudication and General CriteriaBids will be adjudicated in terms of inter alia:

Compliance with bid conditions Technical specificationsIf the bid does not comply with the bid conditions or technical specifications, the bid shall be rejected. See page 3 for examples.

2. Infrastructure and resources available

Evaluation of the following in terms of the size, nature and complexity of goods and/or services required:

Physical facilities Plant and equipment available for the contract owned by the bidder Plant and equipment the bidder intends renting, should the contract be awarded to him.

3. Size of enterprise, and current workload

Evaluation of the bid’s position in terms of:

Previous and expected current annual turnover Current contractual obligations Capacity to execute the contract


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4. Staffing profile

Evaluation of the bid’s position in terms of:

Staff available for this contract being bidded for Qualifications and experience of key staff to be utilised on this contract.

5. Previous experience

Evaluation of the bid’s position in terms of his previous experience. Emphasis will be placed on the following:

Experience in the relevant technical field Experience of contracts of similar size Some or all of the references will be contacted to obtain their input.

6. Financial ability to execute the contract

Evaluation of the bid’s financial ability to execute the contract. Emphasis will be placed on the following:

Surety proposed Estimate cash flow Contact the bid’s bank manager to assess the bidder’s financial ability to execute the

contract and the bidder hereby grants his consent for this purpose.7. Good standing with SA Revenue Service

Establish whether a valid original tax clearance certificate or copy thereof has been submitted with the Bid document on closing date of the bid. If no such Certificate or copy thereof has been submitted, the bid must be rejected. If a valid original tax clearance certificate has not been submitted, the bidder must be requested in writing and in the standard format approved by the Executive Director: Legal & Administration, to submit a valid original tax clearance certificate by a specific date and at a specific venue.

The bidder must affix a valid original Tax Clearance Certificate or copy thereof, to the last page of the bid documentIf the bid does not meet the requirements contained in the EMM Supply Chain Management Policy,

and the mentioned framework, it shall be rejected by the Municipality, and may not subsequently

be made acceptable by correction or withdrawal of the non-conforming deviation or reservation.

8.3 Total Bid Adjudication Points

The total number of bid adjudication points awarded, is the sum of:

Bid price points + meeting specific goals points (not to exceed 100)

9. PenaltiesThe City Manager must act in terms of paragraph 15 of the Preferential Procurement Policy Regulations 2001, as published on 10 August 2001, against the person awarded the contract upon detecting that a preference in terms of the Preferential Procurement Policy has been obtained on a fraudulent basis, or any specified goals are not attained in the performance of the contract.

Regulation 15 of the Preferential Procurement Policy provides as follows:


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“15 (1) An organ of state must, upon detecting that a preference in terms of the Act and these regulations has been obtained on a fraudulent basis, or any specified goals are not attained

in the performance of the contract, act against the person awarded the contract.

(3) An organ of state may, in addition to any other remedy it may have against the person contemplated in sub-regulations (1) –

(a) recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(b) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;

(c) impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the tender; and

(d) restrict the contractor, its shareholders and directors from obtaining business from any organ of state for a period not exceeding 10 years.

GENERAL INFORMATION TO BE SUPPLIED BY THE BIDDER:(SHOULD THE INFORMATION REQUIRED ON THIS FORM NOT DULY BE SUPPLIED, THIS BID WILL BE REJECTED)

1. Name of bidding entity: _____________________________________________________________

2. Contact details

Address : _____________________________________________________________

_____________________________________________________________

Tel no : (________)____________________________________________________

Fax no : (________)____________________________________________________

E-mail address : _____________________________________________________________

3. Legal entity: Mark with an X.

Sole proprietor

Partnership

Close corporation


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Company (Pty) Ltd

Joint venture

In the case of a Joint venture, provide details on joint venture members:

Joint venture member Type of entity (as defined above)

NAME OF BIDDER:.....................................................................................................

4. Income tax reference number: (COMPULSORY)(In the case of a joint venture, provide for all joint venture members)

____________________________ _________________________

____________________________ _________________________

5. VAT registration number (COMPULSORY):(In the case of a joint venture, provide for all joint venture members)

____________________________ _________________________

____________________________ _________________________

6. Company or closed corporation registration number (COMPULSORY):(In the case of a joint venture, provide for all joint venture members)

____________________________ _________________________

____________________________ _________________________7. Municipal rates and taxes or service charges account numbers of

bidding entities OR its directors / members (COMPULSORY) (ATTACH LATEST STATEMENT/S)(In the case of a joint venture, provide for all joint venture members)ACCOUNT NUMBERS LOCAL AUTHORITY


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___________________ __________________

8. Details of proprietor, partners, closed corporation members, or company directors, indicating technical qualifications where applicable (Form on the next page).

9. For joint ventures the following must be attached:

Written authority of each JV partner, for authorized signatory. The joint venture agreement. The major partner to satisfy at least 40 percent of the turnover and credit amount

criteria, and each other partner at least 25 percent of the criteria.

SIGNATURE OF AUTHORIZED PERSON : ………………………………………………………

DATE : ………………………………………………………


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DETAILS OF PROPRIETOR, PARTNERS, CLOSED CORPORATION MEMBERS OR COMPANY DIRECTORS(In the event of a joint venture, to be completed by all joint venture partners)

Name and Surname Identity Number Members or Directors Tax Reference Number

HDI%

FEMALE%

DISABLE%

YOUTH%

EMM BASED

YES NO


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DETAILS OF BIDDING ENTITY’S BANK

If the bidder is a Joint Venture or partnership, the information requested below is required for each member / partner.

I/We hereby authorize the Employer/Engineer to approach all or any of the following banks for the purposes of obtaining a financial reference:

DESCRIPTION OFBANK DETAIL

BANK DETAILS APPLICABLE TOBIDDER

Name of bank

Contact person

Branch name

Branch code

Street address

Postal address

Telephone number ( )

Fax number ( )

Account number

Type of account, (i.e. cheque account)

BIDDER’S TAX DETAILSBidder’s VAT vendor registration number: .............................................................................................

Bidder’s SARS tax reference number: .................................................................................................

AUTHORITY FOR SIGNATORY

All signatories, excluding sole proprietors, shall confirm their authority by attaching to the last page of this bid a duly signed and dated original or certified copy of the relevant resolution of their


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meeting of members or their board of directors, as the case may be, or by completing one of the following:

1: COMPANIES / CLOSE CORPORATIONS

EXAMPLE SHOWN BELOW

"By resolution of the board of directors or meeting of members passed on 15 January 2006________________,

Mr A. APPLE_____________ has been duly authorised to sign all documents in connection with the Bid for

Contract number RTCW 10/2006 and any Contract, which may arise there from on behalf of the Bidding

Entity, namely, “ABCD (PTY) LTD”

SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: B.J. JONES____________

SIGNATURE:_______________________

IN HIS/HERS CAPACITY AS: DIRECTOR / MEMBER

DATE: 15 January 2006

AUTHORISED PERSON’S SPECIMEN SIGNATURE: _SIGNATURE OF A. APPLE___

AUTHORISED PERSON’S SPECIMEN INITIAL __INITIAL OF A. APPLE ______

*AND/OR __________________(SIGNATURE)__________(INITIAL)

*AND/OR__________________ (SIGNATURE)__________(INITIAL)

* DELETE WHICH IS NOT APPLICABLE

AS WITNESS: 1. B. XABA

NAME OF BIDDER:..................................................................................................................................

PLEASE TURN OVER FOR FORM TO BE COMPLETEDAUTHORITY FOR SIGNATORY

1: COMPANIES / CLOSE CORPORATIONS


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FORM TO BE COMPLETED

"By resolution of the board of directors or meeting of members passed on ____________________________________________ ,

(Mr/Me.).____________________________________ has been duly authorised to sign all documents in connection

with the Bid for Contract number______________________ and any Contract, which may arise there from

on behalf of the Bidding Entity, namely,______________________________________________________

SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: ______________________

SIGNATURE:_______________________

IN HIS/HERS CAPACITY AS: _____________________________

DATE: _____________________________

AUTHORISED PERSON’S SPECIMEN SIGNATURE: ___________________________

AUTHORISED PERSON’S SPECIMEN INITIAL ___________________________

*AND/OR __________________(SIGNATURE)__________(INITIAL)

*AND/OR__________________ (SIGNATURE)__________(INITIAL)

*AND/OR____________________

* DELETE WHICH IS NOT APPLICABLE

AS WITNESS: 1. ______________________

2: JOINT VENTURE / CONSORTIUM / PARTNESHIP :

EXAMPLE SHOWN BELOW

We, the undersigned are submitting this bid and hereby authorize Mr. B. BROOK,

to sign all documents in connection with the

bid for Contract number RTCW 10/2006 and any contract resulting from it on our behalf.

NAME OF FIRMS ADDRESS, TEL. NO., FAX. NO. DULY AUTHORIZED SIGNATORY


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Name of Firm no1 P.O. Box 111Springs1560

Signature:……………………………..…….

Name:………………………........................

Designation:…………………………………

Name of Firm no 2 Address of 2nd Firm Signature:……………………………..…….Name:………………………........................Designation:…………………………………

Name of Firm no 3 Address of 3rd Firm Signature:……………………………..…….

Name:………………………........................Designation:…………………………………

Name of Firm no 4 Address of 4TH Firm Signature:……………………………..……

Name:……………………….......................


Name of Firm no 5 Address of 5TH Firm Signature:……………………………..…….

Name:………………………........................


SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION

1.___________________________(SIGNITURE)__________________(INITIAL)


DATE: _______________________

AS WITNESS: 1. ______________________

_____________________________________________________________PLEASE TURN OVER FOR FORM TO BE COMPLETEDAUTHORITY FOR SIGNATORY

2: JOINT VENTURE / CONSORTIUM / PARTNERSHIP

FORM TO BE COMPLETED

We, the undersigned are submitting this bid and hereby authorize 1)____________________,

2)_________________________, 3)_____________________________

to sign all documents in connection with the bid for Contract number ______________________________ and any contract

resulting from it on our behalf.

NAME OF FIRMS ADDRESS, TEL. NO.,FAX. NO. DULY AUTHORIZED SIGNATORY

ADDRESS________________________________________________________________________________________________TEL. NO. __________________

Signature:……………………………..…….

Name:………………………........................


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FAX. NO.__________________ Designation:…………………………………ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________

Signature:……………………………..…….Name:………………………........................Designation:…………………………………

ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________

Signature:……………………………..…….

Name:………………………........................Designation:…………………………………

ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________

Signature:……………………………..……

Name:……………………….......................

Designation:…………………………………ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________

Signature:……………………………..…….

Name:………………………........................


SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION




DATE: _______________________

AS WITNESS: 1. ______________________

JOINT VENTURE INFORMATION(Complete only if applicable)

The parties hereto form a Joint Venture for the purpose of jointly bidding and obtaining the award of contract for …………………………………………………………………………………………………………………… ……………………………………………………………… …………………………………………… … \ (hereinafter called the “Project”) and of jointly performing such contract under joint and several responsibility .

The share of the partners in the Joint Venture shall be :

Full Name and address of Lead enterprise

…………………………………………………………….. ………%

………………………………………………………………

Full Name and address of 2nd enterprise


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……………………………………………………………. ………..%

……………………………………………………………..Full Name and address of 3rd enterprise

……………………………………………………………. ………..%

……………………………………………………………..

The Lead Partner is hereby authorised to incur liabilities, receive instructions, payments, sign all documents in connection with the bid, and to be responsible for the entire execution and administration of the contract for and on behalf of the partners.

The parties hereto shall make available to the Joint Venture the technical advice and benefit of their individual experience and shall, in all other respects, endeavour to share the responsibility and burden of the performance of the Joint Venture.

To this end the parties hereto shall share, in the above proportions, in all risks and obligations arising out of or in connection with the Contract, especially in the provisions of all necessary working capital and guarantees, in profit and loss and personnel.

The Lead Partners shall supply, in its name, Professional Liability Insurance for the amount and period as stated in the Contract Data.

The Joint Venture may not be terminated by any of the parties hereto until either:

The contract has been awarded to another bidder

or

The work undertaken by the Joint Venture under the contract has been completed and all liabilities and claims incurred by and made by the Joint Venture have been settled, the bid is cancelled or the period of validity of bid extended.

No party to the Agreement shall be entitled to sell, assign or in any manner encumber or transfer its interest or any part thereof in the Joint Venture without obtaining the prior written consent of the other party hereto.

The Parties of the Joint Venture shall cooperate on an exclusive basis. No Party shall during the validity period of the bid submit a bid to or enter into a Contract with the EMM or any other party for the Project, either alone or in collaboration with a third party.

Authorised Signature Lead Partner…………………………………………….

Name ……………………………………………..

Designation …………………………………………….

Signed at……………………………………… on ………………………………………..

Authorised Signature of 2nd Partner…………………………………………….

Name ……………………………………………..

Designation …………………………………………….

Signed at……………………………………… on ………………………………………..


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Authorised Signature of 3rd Partner…………………………………………….

Name ……………………………………………..

Designation …………………………………………….

Signed at……………………………………… on ………………………………………..

ALL SIGNATORIES SHALL CONFIRM THEIR AUTHORITY BY ATTACHING TO THE LAST PAGE OF THE BID, ORIGINAL OR CERTIFIED COPIES OF DATED AND SIGNED RESOLUTIONS OF THE MEMBERS/DIRECTORS/PARTNERS AS THE CASE MAY BE.)

GENERAL CRITERIA

Provide information on the following:

Infrastructure and resources available

Physical facilities

Description Address Area (m²)


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Plant / Equipment

Provide information on plant / equipment that you have available for this project. Attach details if the space provided is not enough.

Description : Owned Plant / Equipment Number of units

Description : Owned Plant / Equipment (continued) Number of units

Description : Hired Plant / Equipment Number of units


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Description : Plant / Equipment to be purchased Number of units


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Size of enterprise and current workload

What was your turnover in the previous financial year? RWhat is the estimated turnover for your current financial year? RList your current contracts and obligations

Description Value (R) Start date DurationExpected

completion date

Do you have the capacity to supply the goods and services described in this bid, should the contract be

awarded to you? ____________________________________________________________________________


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Staffing Profile

Provide information on the staff that you have available to execute this contract (attach a separate list if the space provided is insufficient)

Own staff : gender and race Number of staff

Staff to be employed for the project : gender and race Number of staff

Proposed Key Personnel


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Provide information on key staff you intend utilising on this contract, should it be awarded to you. (In case of engineering construction projects key staff is defined as staff of foreman level and above)

Name and Surname Position in your organisation Qualifications Experience

HDI status (Y/N)

Previous experience


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Provide the following information on relevant previous experience (indicate specifically projects of similar or larger size and/or which is similar with regard to type of work. No points will be awarded if reference cannot be reached or if it refuses to supply information.

Description Value (R, VAT excluded)

Year(s) executed

ReferenceName Organisation Tel no

COMPULSORY SITE INSPECTIONS / INFORMATION / CLARIFICATION MEETINGS

Where Compulsory Site Inspections and Compulsory Information, Briefing or Clarification Meetings are to be held, it shall be subject to the following conditions:BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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1. Necessity for Compulsory Site Inspection and Compulsory Information / Briefing / Clarification MeetingsCompulsory Inspections / Meetings must only be held where the nature of the contract is such that it requires either an inspection of a site or a briefing session. The Bid Specification Committee should indicate to the Tender Office that such a compulsory inspection or briefing is regarded as a necessity.

2. Attendance RegisterAn attendance register of potential bidders and the firms they represent shall be kept and signed by attendees. A copy of such Attendance Register shall immediately after the inspection/briefing be sent to the Tender Office.

3. Confirmation Notes of Inspection/Briefing SessionsConfirmation Notes of the Compulsory Inspection or Briefing Session shall be held by or on behalf of the contact person of the Department for whom the Bid is being advertised. A copy of the notes shall be sent to each firm that was represented at the inspection/meeting as soon as possible after the inspection or meeting and before the closing date of the bid. A copy of the notes shall also be sent to the Tender Office. The relevant Department will ensure that the notes are submitted to the Bid Evaluation Committee and to the Bid Adjudication Committee.

4. Bid DocumentsThe bid documentation shall clearly state that where the inspection of a site or the attendance of a briefing session is compulsory, non-attendance thereof will lead to the disqualification of the bidder in question. The bid documentation shall further clearly state that if bid documents are obtained after the compulsory briefing session or site inspection, it will only be made available to firms that were represented at the meeting. The mere fact that a firm that was not represented at a compulsory meeting, but nevertheless submitted to the municipality a set of bidding documents, should not be construed as creating any expectations that a bid will be considered by the Municipality.

NAME OF BIDDING ENTITY ……………………………………………………….

FORM “G”EKURHULENI METROPOLITAN MUNICIPALITY

CONTRACT NUMBER ……BRQ.………..(DESCRIPTION)


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DECLARATION FOR MUNICIPAL ACCOUNTS

MUST BE COMPLETED FOR THIS BID

Declaration in terms of paragraph 38(1)(d)(i) of the Supply Chain Management Policy of the EMM, irrespective of the contract value of the bid:

NB: Please note that this declaration must be completed by ALL bidders

(i). I, the undersigned hereby declare that the signatory to this tender document; is duly authorised and further declare:

(ii) that at the closing date of the bid, no municipal rates and taxes or municipal service charges owed by the bidder or any of its directors/members to the EMM, or to any other municipality or municipal entity, are in arrears for more than three (3) months.

(iii). I acknowledge that should it be found that any municipal rates and taxes or municipal charges as set out in (i) above are in arrears for more than three (3) months, the bid will be rejected and the EMM may take such remedial action as is required, including the rejection of the bid and/or termination of the contract.

(iv) I further declare that copies of any rates and taxes or municipal service charges account/s, will be submitted to the EMM to its satisfaction, PRIOR to the commencement with the service/work but not later than 14 days after having been informed of the acceptance of the bid; and that

(v) I declare that if the bid is awarded to the bidding entity, any moneys due to the bidding entity for services/goods rendered shall be utilised to offset any monies due to a municipality or a municipal entity.

(vi) The following account/s of the bidding entity has reference:

Municipality Account number

................................................................................................................................

................................................................................................................................

................................................................................................................................

(NB: If insufficient space above, please submit on a separate page)

PLEASE NOTE further that if no municipal rates and taxes or municipal charges are payable by the bidding entity, indicate the reason/s for that in the space below by means of a tick next in the relevant block,

Bidding entities who operate from informal settlements


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Bidding entities who operate from a property owned by a director / member / partner

Bidding entities who operate from somebody else’s property

Bidding entities who rent premises from a landlord

Other (Please specify)

Signed at.............................……this..............day of………………............... 20…

Name of Duly Authorised Signatory: (Please print)................................................

Authorised Signature: ....................................................

As witness: 1. …...............................................................

2. ..................................................................

Government Gazette, 26 November 2003

PLEASE REMEMBER:

TO ATTACH A VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY THEREOF TO ATTACH A VALID ORIGINAL BEE CERTIFICATE OR EXEMPTED MICRO ENTERPRISE

LETTER FROM ACCOUNTING FIRM OR COPY THEREOF


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IN THE CASE OF A JOINT VENTURE, THE VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY/IES THEREOF, OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT

IN THE CASE OF A JOINT VENTURE, COPIES OF MUNICIPAL ACCOUNTS NOT OLDER THAN THREE (03) MONTHS OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT

ATTACH ALL REQUIRED DOCUMENTS TO THE LAST PAGE OF YOUR BID DOCUMENT


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