BLOEM WATER REQUEST FOR PROPOSAL (RFP): REPLACEMENT OF FLOW METERS – CONTRACT NO.: BW250/FM/18 – TECHNICAL PROPOSAL BOOK 1 (NB: Submit This Document in a Separate Envelope) TENDER SUBMITTED BY: Registered Name of Company………………………………………………………………………………………. Address………………………………………………………………………………………………......................... Telephone Number………………………………………………………………………………………………………… Fax Number……………………………………………………………………………………………………………………. E-mail: …………………………………………………………………………………………………………………………….. Issued by: Bloem Water PO Box 30121 Pellissier 9322 Contact Name: Mr T Ngubeni Telephone: 051 – 403 0800 Fax: 051 – 422 5333 E-mail: [email protected]ISSUE DATE: 08 November 2019 COMPULSORY SITE MEETING DATE: 18 November 2019 CLOSING DATE: 29 November 2019
Transcript
BLOEM WATER
REQUEST FOR PROPOSAL (RFP): REPLACEMENT OF FLOW METERS
– CONTRACT NO.: BW250/FM/18 – TECHNICAL PROPOSAL
BOOK 1
(NB: Submit This Document in a Separate Envelope)
TENDER SUBMITTED BY:
Registered Name of Company……………………………………………………………………………………….
Section T1.1: Tender Notice and Invitation to Tender Bloem Water is a schedule 3B Public Business Enterprises (PFMA, Act 1 of 1999), which has been established in
terms of the Water Services Act (Act 108 of 1997).
Bloem Water has been experiencing water losses in the past months, which could not be accounted for from the production volume and sales of water. The magnitude of the losses experienced could not be regarded as negligible as it affects Bloem Water’s bottom line. An investigation was conducted to determine what could be attributed to these water losses.
The water model is dependent on a stable and effective water measurement and billing system. Constant and regular monitoring of pipeline leaks, metering (flow totalizer), and reservoir levels (inflow and outflow) are key to determine the water balance in order to manage and optimize water delivery to customers. It is estimated that tenderers should have a CIDB contractor grading designation of 5EP or higher.
Scope of Works This appointment requires the provision of the following:
• Supply, deliver, install and commission flow meters for measurement of water as per the below specifications.
• A project implementation methodology together with relevant block diagrams and descriptions must be supplied detailing exactly how the proposed solution will meet the Bloem water requirements. This should also detail how the continuous operation of the Bloem water system as a whole is achieved during implementation of the upgrades i.e. what measures have been put in place in order to minimize downtime.
Electro-magnetic
• Maintenance-free: no moving parts, obstruction or wear
• Standard measurement accuracy: ±0.2%
• On-site verification of flow meter
• 2 wire, 4 – 20mA HART®
• The meter must be selected and installed to ensure the water quality does not adversely affect the performance and life expectancy of the flow meter.
Differential Pressure
• Accuracy - +- 0.065 %
• 2 wire, 4 – 20mA HART®
• Change of pressure transmitter without process interruption
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Measuring range: 30 mbar…16bar, 2 wire, 4 – 20 mA HART, profibus-PA. Reference accuracy of ±0.065%.
Final Water (P) Electro-Magnetic
1200mm
40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Tienfontein Pumpstation (R) Electro-Magnetic 900mm 16 bar
High accuracy (±0.2%), with CT approvals (OIML R49, MI-001), 3 X 4 – 20 mA HART, MODBUS, Profibus-PA/DP, Profinet
Brandkop – FQ 3 Electro-Magnetic 1200mm 25 bar
Transmitter features -Safe operation – no need
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
MODDER
Botshabelo/Country Bird Electro-Magnetic
800mm
PN 40
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Rustfontein Raw Water Electro-Magnetic
900 mm
40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Groothoek Raw water Electro-Magnetic
40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
ORANGE
J1 - J/fontein 200 mm TLC Electro-Magnetic 200 mm 3 bar
• Extra isolation of
electronics for use in
high humidity areas,
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Bethulie TLC Electro-Magnetic 100 mm 12 bar
• Extra isolation of
electronics for use in
high humidity areas,
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Pre- Qualification Specific Tender Conditions: The pre-qualifying criteria objective is to advance certain designated groups that meets the specific tendering condition (a) a tenderer having a stipulated minimum B-BBEE status level of contributor Level 2; (b) an EME or QSE; “Designated group” means i. Black people ii. Black Designated groups iii. Women iv. People with disabilities; or v. Small enterprise, as defined in the National Small Enterprise Act, 1996 (Act No. 102 of 1996) Preference will be given to Service Providers who have demonstrated previous expertise in the relevant field, capabilities, and have the required qualified human resources. A tender that fails to meet the pre-qualifying criteria stipulated in the tender documents is an unacceptable tender as stipulated in the PPPF Act 2017, (Act No.5 of 2000): Government Gazette No.40553 Firms who meet the specified pre-qualification will be further evaluated in line with the 80/20 method as per the PPPF Act; Bloem Water reserves the right not to award the tender to the highest scoring bidder.
Where bid documents can be obtained:
Website: www.etenders.gov.za - National Treasury Website – eTender Publication
Website: www.bloemwater.co.za – Bloem Water Website
A compulsory briefing session with representatives of the employer will be take place on Monday, 18 November
2019 at the Bloem Water Head-Office Entertainment Area, 02 Mzuzu Street, Pellissier, Bloemfontein, starting at
11h00am.
The office coordinates are - 29°08'42.2"S 26°09'23.5"E
Completed proposals must be addressed as below and deposited before 12:00 on Friday, 29 November 2019
at the Tender Box situated at the Bloem Water Reception Area for Attention:
REQUEST FOR PROPOSAL (RFP): REPLACEMENT OF FLOW METERS
CONTRACT NO.: BW250/FM/18
T1.2 : TENDER DATA
The Standard Conditions of Tender are contained in Annex F of Board Notice 136 of 2015 in Government Gazette No. 38960 of 10 July 2015 and may be obtained from the CIDB (Tel 012-3437136).which are reproduced without amendment or alteration for the convenience of Bidders as in Annex F to this Tender Data. The Standard Conditions of Tender for Procurement make several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the Standard Conditions of Tender. Each item of data given below is cross-referenced to the Clause in the CIDB Standard Conditions of Tender to which it mainly applies.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The following variations, amendments and additions to the Standard Conditions of Tender as set out in the Tender Data below shall apply to this tender:
Clause Addition or Variation to Standard Conditions of Tender
F.1 General
F.1.1 Actions The Employer is BLOEM WATER, represented by the CHIEF EXECUTIVE OFFICER. The Employer’s delegated representative is: Name: Mr Themba Ngubeni
Clause Addition or Variation to Standard Conditions of Tender
Book 2
Volume 3 (Submit in Separate envelope)
Financial Offer
T2.1 SBD 3.3 Pricing Schedule for Professional Services
Part C1 Agreement and Contract Data
C1.1 Form of Offer and Acceptance
Part C2 Pricing Data
C2.1 Pricing Instructions
C2.2 Schedule of Quantities
C2.3 Summary of Activity Schedule
C2.4 Banking Details
Book 1
Volume 4
The Contract
Part C1 Agreement and Contract Data
C1.2 Contract Data
C1.3 Standard Professional Services Contract
Part C3 Scope of Work
C3.1 Scope of Work
C3.1.1 Employers Objectives
C3.1.2 Description of Services Required
C3.1.3 Use of Reasonable Skill and Care
C3.1.4 Brief
C3.1.5 Deliverables
C3.1.6 Form of Communication
C3.1.7 Management Meetings
C3.1.8 Claims for Payment
C3.1.9 Employers Right to recover Costs
Part C4 Site Information
C4.1 Site Location and Directions
F.1.3
F 1.3.2
Interpretation The Standard Conditions of Tender, the Tender Data, List of Returnable Documents and Returnable Schedules which are required for tender evaluation purposes, shall also form part of the Contract arising from the invitation to tender.
F 1.4 Communication and Employer’s Agent
Attention is drawn to the fact that verbal information, given by the Employer’s
agent during site visits/clarification meetings or at any other time prior to the
award of the Contract, will not be regarded as binding on the Employer. Only
information issued formally by the Employer in writing to Bidders will be regarded
as amending the Tender Documents.
F 1.5
F 1.5.3
The Employer’s right to accept or reject any tender offer
The Employer may reject a tender if, in the opinion of the Employer, the Bidder will be unable to achieve the contract participation goal tendered, in the performance of the contract.
F.1.6.2 Competitive negotiation procedure
A competitive negotiation procedure will not be followed.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
F.1.6.3 Proposal procedure using the two-stage system
A two-envelope system will be followed.
F.2 BIDDER’S OBLIGATIONS
F.2.1.1 Eligibility Only those Bidders who satisfy the following criteria are eligible to submit tenders:
The bidder’s primary business is to provide supplies or services as per the bid invitation. Accept that all returnable documents and schedules which are required to be certified are done so by a registered Commissioner of Oaths of the Republic of South Africa. a) The Employer will only enter into a formal contract with a tenderer who is
registered on the National Treasury Central Supplier Data Base. In the case of Joint Venture partnerships this requirement will apply individually to each party of the Joint Venture.
b) The tender has not failed to perform on any previous contracts and has been given a written notice to this effect.
c) The Bidder or any of its Directors is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector.
d) Only authorised signatories may sign the original and all copies of the
tender offer where required in terms of Clause F.2.13.4 of these conditions of
tender
e) The Bidder should have the necessary professional indemnity insurance
cover by a reputable insurer in an amount specified in the contract data.
f) Bidders shall be registered and in good standing with the South African
Revenue Services (SARS) and should be able to submit a valid tax clearance certificate issued by SARS. Each party to a Consortium/Joint Venture should be able to submit a separate valid Tax Clearance Certificate and attach it to the schedule.
g) The Bidder should be able to complete the Compulsory Enterprise Questionnaire and confirm that there are no conflicts of interest which may impact on the Bidder’s ability to perform the contract in the best interests of the employer or potentially compromise the tender process and persons in the employ of the state are not permitted to submit tenders or participate in the contract.
h) Standard Bidding Documents (SBD) The following standard SBD’s should be completed (if applicable) legibly and in full in terms of the requirements of the Department of National Treasury of the Republic of South Africa:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
SBD1: Invitation to bid and company information SBD2: Tax clearance certificate requirements SBD3.3: Pricing Schedule for Professional Services SBD4: Declaration of interest SBD6.1: Preference points claim form SBD8: Declaration of bidder’s past supply chain management
practice SBD9: Certificate of independent bid determination i) The Bidder should be able to submit the following:
• Certified copy of certificate of Incorporation if Bidder is a company or; • Certified copy of founding statement if Bidder is a closed corporation or; • Certified copy of Partnership agreement if Bidder is a partnership or;
• Certified copy of Identity document if Bidder is a one-man concern.
j) Certified copy of joint venture agreement if Bidder is a joint venture.
k) Certified copy of latest Unemployment Insurance Fund (UIF) return (if
not stated on original tax clearance). l) The Bidder should be able to attach certified proof of registration and in
Good Standing with the Compensation Commissioner or with a licensed compensation insurer.
m) The Bidder should be able to provide a Bank Confirmation letter.
F2.6 Add the following to the clause:
Failure to acknowledge receipt of any addenda will result in disqualification.
It is the responsibility of the tenderer to provide accurate and clear information on the attendance register or Purchase of Tender document register. The Employer’s agent will not follow-up on incorrect on unclear information provided.
F.2.7 Clarification meeting Refer to the Tender Notice and Invitation to Tender (Section T1.1) for the compulsory site visit and clarification meeting information. Confirmation of attendance will be recorded on a register and Bidders must get the “Site Inspection Certificate” signed by the Employer’s agent or Employer’s agent’s representative that is included in Section T2 of the Document. If a Bidder fails to present a tender document in the meeting, arrangements must be made with the Employer’s agent to complete the “Site Inspection Certificate” at the Employer’s agent’s convenience. Such a document will only be signed by the Employer’s agent if the Bidder’s name is listed on the recorded register and the Bidder’s information is filled on “Site Inspection Certificate” (Section T2) Tender documents will not be made available at the site visit or clarification meeting. Detail relating to the collection of tender documents is indicated in the Tender Notice and Invitation to Tender (Section T1.1)
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
Failure to fill the attendance register and/or the “Site Inspection Certificate” will result in a disqualification. Bidders should be represented at the site visit/clarification meeting by a person who is suitably qualified and experienced to comprehend the implications of the work involved. Addenda will be issued to and tenders will be received only from those tendering entities appearing on the attendance list.
F.2.8 Request clarification of the tender documents, if necessary, by notifying the Employer’s Official or the Employer’s Agent indicated in the tender notice and invitation to tender (Section T1.1) in writing at least five (5) working days before the closing time stated in clause 2.15.
F.2.11 To correct errors made, draw a line through the incorrect entry and write the correct entry above in black ink and place the full signatures of the authorised signatories next to the correct entry.
F.2.12
F.2.12.1
Alternative tender offers If a Bidder wishes to submit an alternative tender offer, he shall do so as separate
complete offer on a separate complete set of tender documents clearly marked as
an “Alternative Tender” to distinguish it from the unqualified tender. The only
criterion permitted for such alternative tender offer is that it demonstrably satisfies
the Employer’s standard and requirements,
Technical information and characteristics as well as modified or proposed Pricing
Data must be submitted with the alternative tender offer to enable the Employer to
evaluate the efficacy of the alternative and its principal elements, to take a view on
the degree to which the alternative complies with the Employer’s standards and
requirements and to evaluate the acceptability of the pricing proposals.
Calculations must be set out in a clear and logical sequence and must clearly
reflect all design assumptions. Pricing Data must reflect all assumptions in the
development of the pricing proposal.
Acceptance of an alternative tender offer will mean acceptance in principle of the
offer. It will be an obligation of the contract for the Bidder, in the event that the
alternative is accepted, to accept full responsibility and liability that the alternative
offer complies in all respects with the Employer’s standards and requirements.
The modified Pricing Data must include an amount equal to 5% of the full amount
tendered for the alternative portion of the offer to cover the Employer’s costs in
confirming the acceptability of the detailed design.
F.2.13
Submitting a tender offer No claim will be entertained for faults in the tender price resulting from any discrepancies, omissions or indistinct figures.
F.2.13.3 Parts of each tender offer communicated on paper shall be submitted as an
original.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
F.2.13.4 The tender shall be signed by a person duly authorised to do so. Tenders submitted
by joint ventures of two or more firms shall be accompanied by the document of
formation of the joint venture, in which is defined precisely the conditions under
which the joint venture will function, its period of duration, the persons authorised
to represent and obligate it, the participation of several firms forming the joint
venture, and any other information necessary to permit a full appraisal of its
functioning.
F.2.13.5 The Employer’s address for delivery of tender offers and identification details to be shown on each tender offer package are: Location of tender box: Tender Box Physical address: Ground Floor Main Entrance, 2 Mzuzu Street,
Pellissier, Bloemfontein, 9322 Identification details: Tender number: BW254/TIA/19 Title of tender : Technical Infrastructure Audit 1. Sealed tenders with the Bidder’s name and address and the endorsement
“Request for Proposal (RFP): Replacement of Flow Meters – Contract No.:
BW250/FM/18– Technical Proposal
2. Request for Proposal (RFP): Replacement of Flow Meters – Contract No.:
on the envelopes, must be placed in the appropriate official tender box at the abovementioned address.
F.2.13.10 By signing the offer part of C1.1 Form of Offer and Acceptance the Bidder declares
that all information provided in the tender submission is true and correct.
F.2.13.11 Accept that the Employer shall in the evaluation of tender offers take due account of the tenderer’s past performance in the execution of similar engineering works of comparable magnitude, and the degree to which he possesses the necessary technical, financial and other resources to enable him to complete the Works successfully within the contract period. Satisfy the Employer and the Engineer as to his ability to perform and complete the Works timeously, safely and with satisfactory quality, and furnish details of contracts of a similar nature and magnitude which they have successfully executed in the past.
Accept that the Employer is restricted in accordance with clause 5(1) (h) of the Construction Regulations, 2014, and subject to Clause F.3.12, to only appoint a service Provider whom he is satisfied has the necessary competencies and resources to carry out the work safely.
F.2.14 Add the following to the clause: The Bidder is required to enter information in the following sections of the document:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
Section T2 : Returnable Documents and Schedules
Section C1.1 : Form of Offer and Acceptance
Section C1.2 : Contract Data
Section C2.2 : Bill of Quantities
Section C2.3 : Summary of Schedules
Section C2.4 : Bank Details
The above sections shall be signed by the Bidder (and witnesses where required). Individual pages should only be initialled by the successful Bidder and by the witnesses after acceptance by the Employer of the Tender Offer. The Bidder shall complete and sign the Form of Offer prior to the submission of a Tender Offer.
The Schedule of Deviations (if applicable) shall be signed by the successful Bidder after acceptance by the Employer of the tender offer.
F.2.15
F.2.15.1
Closing time: The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to Tender. Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
F.2.16
F.2.16.1
Tender offer validity The tender offer validity period is (60 days). If the tender validity expires on a Saturday, Sunday or public holiday, the tender shall remain valid and open for acceptance until the closure of business on the following working day.
F.2.17 Clarification of tender offer after submission Provide clarification of a tender offer in response to a request to do so from the
Employer during the evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors resulting from the product of the unit rate and the quantity by the adjustment of certain line item totals. No change in the unit rate or prices or substance of the tender offer is sought, offered, or permitted. The total of the prices shall be adjusted to reflect the arithmetically correct summation of corrected line item totals and shall be binding upon the tenderer. Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a preferred tenderer following a competitive selection process, should the Employer elect to do so.
F.2.23 Certificate Refer eligibility criteria as specified in Clause F.2.1.1, information and data to be completed in all respects as per Clause F.2.14, and the test for responsiveness as specified in Clause F3.8.1
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
F.3 The Employer’s undertakings
F.3.1.1 Respond to a request for clarification received up to five (5) working days before the Tender closing time stated in the Tender Data and notify all Bidders who drew procurement documents within seven (7) working days of the same date.
F.3.2
Issue Addenda Notwithstanding any requests for confirmation of receipt of Addenda issued, the Bidder shall be deemed to have received such addenda if the employer can show proof of transmission thereof (or a notice in respect thereof) via electronic mail, facsimile or registered post.
F3.4
F.3.4.1
Opening of tender submissions The time and location for opening of the tender offers is:
Time: Tenders will be opened immediately after the closing time (12:00) for receipt of tenders as stated in the Tender Notice and Invitation to Tender, or as stated in any Addendum extending the closing date.
F.3.8.1 Test for responsiveness A responsive tender will be evaluated in terms of the following: Accept that failure to comply with any one of this requirements, shall result in a tender offer being regarded as non-responsive • the eligibility requirements of Clause F.2.1,
• attendance at the clarification meeting as per Clause F.2.7,
• all required documents signed by the authorised signatories as per Clause
F.2.13.4,
• acknowledge addenda as per Clause F.3.2
• information and data to be completed in all respects as per Clause F.2.14
F.3.9.1
Arithmetical errors, omissions and discrepancies
Check all responsive tenders prior to the evaluation of tender offers in accordance with F.3.11 for: a) the gross misplacement of the decimal point in any unit rate; b) omissions made in completing the pricing schedule or bills of quantities; or c) arithmetic errors in:
i. line item totals resulting from the product of a unit rate and a quantity in bills of quantities or schedules of prices; or
ii. the summation of the prices.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
F.3.9.2 Where the Bidder elects to confirm the tender offer as tendered, correct the errors as follows: a) If bills of quantities or pricing schedules apply and there is an error in the line
item total resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total as quoted shall govern, and the unit rate shall be corrected.
b) Where there is an error in the total of the prices either as a result of other
corrections required by this checking process or in the Bidder's addition of prices, the corrected total of the prices shall govern and the tenderer will be asked to revise selected item prices (and their rates if bills of quantities apply) to achieve the tendered total of prices.
Consider the rejection of a tender offer if the tenderer does not correct or accept the correction of the arithmetical error in the manner described above
F.3.11.1 The Bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act, No. 5 of 2000 (PPPFA). A three-stage evaluation process will be followed to evaluate the bids the procedure for the evaluation of responsive tenders is: 1) Administrative Compliance Bids will be checked for the submission and completeness of the documents as
per clause F.3.8.1 2) Functionality (quality)
The technical evaluation of all responsive proposals will be done according to the following criteria and weighting, which are described in clause F.3.11.9
Attaining the Functionality score qualifies the bidder to enter the last stage of evaluation, but it is not factored into the final score. Only Proposals scoring at least 70% for Functionality will qualify for the third stage of adjudication. Bids that fall below the minimum threshold of 70% will be regarded technically unacceptable and will not be considered in the third stage. The Financial Proposal will not be opened and will be returned to the Bidder.
3) Price and Preference. The Financial Proposal of bids that are administratively compliant and have
attained 70% or higher for functionality are evaluated for price and BBBEE status level of contributor
Apply Method 2: Financial offer and preference.
Where a maximum of eighty (80) tender adjudication points be awarded for price and a maximum of twenty (20) points for B-BBEE status level of contributor. Refer
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
to the Preferential Procurement Regulations (2017).
F3.11.7 The maximum possible number of tender evaluation points awarded for the financial offer = W1 = (80) The financial offer will be scored in terms of formula 2, option 1 of the Standard Conditions of Tender. Refer to the Preferential Procurement Policy appended to the returnable document.
F3.11.8 The maximum possible number of tender evaluation points awarded for preferences = Np = (20)
F3.11.9 Functionality (Quality) Shall be scored independently by not less than three evaluators in accordance with the following schedules:
T2.2 Other Documents required for tender evaluation purposes:
Scores will be allocated to each of the criteria and sub-criteria based on the indicators contained in these schedules.
Notes for Functionality (quality) assessment (reference to table below):
1. The Bidder shall compile a list with relevant proof of each project claimed for points allocation. The list shall:
• refer to information contained in Form T2.2.4 (schedule of previous work carried out by Bidder);
• clearly describe the scope of works of the project/s with reference to the
evaluation indicators in the table below; and
• Only projects with corresponding reference letters or completion certificates from the Client or Engineer will be considered.
Description of Evaluation Quality Criteria for
Replacement of Electronic Flow Meters.
BW250/FM/18
MAXIMUM
NUMBER OF
TENDER
EVALUATION
POINTS
1. Tenderers Experience (Company)
Projects completed in the last 10 years:
Demonstrate experience in the projects related to the
installation and commissioning of Electronic Flow meters for
a value of more than
R 4 000 000.00 Including Vat.
20
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
a) 4 Projects (20 Points)
b) 3 Projects (15 Points)
c) 2 Projects (10 Points)
d) 1 Project (5 Points)
2. Contractors Equipment Resources Capacity
Indicate plant and equipment owned/leased/ to be hired/
purchased etc for the project 10
3. Human Resources Capacity;
(Evaluation will be based on human resource capacity
schedule including company’s project team vs Company
Organogram)
Project team member list including CV’s – indicating
whether resource in internal/ external hours dedicated to
other contracts, and hours to be dedicated for this contract,
active contracts information must be included in this
schedule) – the purpose is to establish an overall picture of
the company’s human resource capacity and ability to
undertake the work.
25
4. Project Methodology 15
5. Project Implementation Plan in Gantt Chart format
submitted
10
6. OHS Plan submitted 10
7. Quality Management Systems
- Evidence of being ISO 9001 certified or In-house QMS in
place
- Quality Control plan (Provide a typical/ template Quality
control plan used (for work similar to the Tender scope/
work)
10
TOTAL EVALUATION POINTS 100
The Bidder must comply with the minimum requirements in accordance with the functionality criteria listed above and must score at least 70% for Functionality will qualify for the third stage of adjudication. Bids that fall below the minimum threshold of 70% will be regarded technically unacceptable and will not be considered for the next stage. The Financial Proposal will not be opened and will be returned to the Bidder.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Clause Addition or Variation to Standard Conditions of Tender
F.3.16
F.3.16.1
F.3.16.2
Notice to successful and unsuccessful Bidders
Before accepting the tender of the successful Bidder the Employer shall notify the
successful Bidder in writing of the decision of the Employer to award the tender to
the successful Bidder.
The Employer shall, at the same time as notifying the successful Bidder of the
Employer’s decision to award the tender to the successful Bidder, also publish
tender results on the relevant Websites.
F.3.18 Provide copies of the contract The successful Bidder shall receive one copy of the signed contract.
F.4
Additional Conditions of Tender are
F 4.3 General Supply Chain Management conditions applicable to tenders
In terms of its Supply Chain Management Policy the Employer may not consider a tender unless the provider who submitted the tender: a) has furnished the Employer with that provider’s:
full name; identification number or company or other registration
number; and
tax reference number and VAT registration number, if any; Certificate of attendance at a compulsory site inspection, where applicable. b) has indicated whether:
the provider is in the service of the state, or has been in the service of the state in the previous twelve months;
the provider is not a natural person, whether any of the
directors, managers, principal shareholders or stakeholders is
in the service of the state, or has been in the service of the
state in the previous twelve months; or
whether a spouse, child or parent of the provider or of a
director, manager, shareholder or stakeholder referred to
above is in the service of the state or has been in the service
of the state in the previous twelve months.
Irrespective of the procurement process followed, the Employer is prohibited from
making an award to a person:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.2.14 Information and data to be completed in all respects .............................................................. T1.3-9
F.2.15 Closing time ............................................................................................................................. T1.3-9
STANDARD CONDITIONS OF TENDER As published in Annexure F of the cidb Standard for Uniformity for construction Procurement, Board Notice 136 Government Gazette No 38960 of 10 July 2015
F.1 General
F.1.1 Actions F.1.1.1 The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In their dealings with each other, they shall discharge their duties and obligations as set out in F.2 and F.3, timeously and with integrity, and behave equitably, honestly and transparently, comply with all legal obligations and not engage in anticompetitive practices. F.1.1.2 The employer and the tenderer and all their agents and employees involved in the tender process shall avoid conflicts of interest and where a conflict of interest is perceived or known, declare any such conflict of interest, indicating the nature of such conflict. Tenderers shall declare any potential conflict of interest in their tender submissions. Employees, agents and advisors of the employer shall declare any conflict of interest to whoever is responsible for overseeing the procurement process at the start of any deliberations relating to the procurement process or as soon as they become aware of such conflict, and abstain from any decisions where such conflict exists or recuse themselves from the procurement process, as appropriate. Note: 1) A conflict of interest may arise due to a conflict of roles which might provide an incentive for
improper acts in some circumstances. A conflict of interest can create an appearance of impropriety that can undermine confidence in the ability of that person to act properly in his or her position even if no improper acts result.
2) Conflicts of interest in respect of those engaged in the procurement process include direct, indirect
or family interests in the tender or outcome of the procurement process and any personal bias, inclination, obligation, allegiance or loyalty which would in any way affect any decisions taken.
F.1.1.3 The Employer shall not seek and a tenderer shall not submit a tender without having a firm intention and the capacity to proceed with the contract.
F.1.2 Tender Documents The documents issued by the Employer for the purpose of a tender offer are listed in the tender data.
F.1.3 Interpretation F.1.3.1 The tender data and additional requirements contained in the tender schedules that are included in the returnable documents are deemed to be part of these conditions of tender. F.1.3.2 These conditions of tender, the tender data and tender schedules which are only required for tender evaluation purposes, shall not form part of any contract arising from the invitation to tender.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.1.3.3 For the purposes of these conditions of tender, the following definitions apply: a) conflict of interest means any situation in which: i) someone in a position of trust has competing professional or personal interests which make it difficult
to fulfil his or her duties impartially; ii) an individual or organisation is in a position to exploit a professional or official capacity in some way
for their personal or corporate benefit; or iii) incompatibility or contradictory interests exist between an employee and the organisation which
employs that employee. b) comparative offer means the tenderer’s financial offer after all tendered parameters that will affect the
value of the financial offer have been taken into consideration in order to enable comparisons to be made between offers on a comparative basis.
c) corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the employer or his staff or agents in the tender process; and
d) fraudulent practice means the misrepresentation of the facts in order to influence the tender process or the award of a contract arising from a tender offer to the detriment of the employer, including collusive practices intended to establish prices at artificial levels.
e) organization means a company, firm, enterprise, association or other legal entity, whether incorporated or not, or a public body.
f) quality (functionality) means the totality of features and characteristics of a product or service that bear on its ability to satisfy stated or implied needs.
F.1.4 Communication and Employer’s agent Each communication between the Employer and a tenderer shall be to or from the Employer's agent only, and in a form that can be readily read, copied and recorded. Communications shall be in the English language. The Employer shall not take any responsibility for non-receipt of communications from or by a Tenderer. The name and contact details of the employer’s agent are stated in the tender data.
F.1.5 The Employer’s right to accept or reject any tender offer F.1.5.1 The Employer may accept or reject any variation, deviation, tender offer, or alternative tender offer, and may cancel the tender process and reject all tender offers at any time before the formation of a contract. The Employer shall not accept or incur any liability to a tenderer for such cancellation and rejection, but will give written reasons for such action upon written request to do so. F.1.5.2 The Employer may not subsequent to the cancellation or abandonment of a tender process or the rejection of all responsive tender offers re-issue a tender covering substantially the same scope of work within a period of six months unless only one tender was received and such tender was returned unopened to the tenderer.
F.1.6 Procurement procedures F.1.6.1 General Unless otherwise stated in the tender data, a contract will, subject to F.3.13, be concluded with the tenderer who in terms of F.3.11 is the highest ranked or the tenderer scoring the highest number of tender evaluation points, as relevant, based on the tender submissions that are received at the closing time for tenders.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.1.6.2 Competitive negotiation procedure F.1.6.2.1 Where the tender data require that the competitive negotiation procedure is to be followed, tenderers shall submit tender offers in response to the proposed contract in the first round of submissions. Notwithstanding the requirements of F.3.4, the Employer shall announce only the names of the tenderers who make a submission. The requirements of F.3.8 relating to the material deviations or qualifications which affect the competitive position of tenderers; shall not apply. F.1.6.2.2 All responsive tenderers, or not less than three responsive tenderers that are highest ranked in terms of the evaluation method and evaluation criteria stated in the tender data, shall be invited in each round to enter into competitive negotiations, based on the principle of equal treatment and keeping confidential the proposed solutions and associated information. Notwithstanding the provisions of F.2.17, the Employer may request that tenders be clarified, specified and fine-tuned in order to improve a tenderer’s competitive position provided that such clarification, specification, fine-tuning or additional information does not alter any fundamental aspects of the offers or impose substantial new requirements which restrict or distort competition or have a discriminatory effect. F.1.6.2.3 At the conclusion of each round of negotiations, tenderers shall be invited by the Employer to make a fresh tender offer, based on the same evaluation criteria, with or without adjusted weightings. Tenderers shall be advised when they are to submit their best and final offer. F.1.6.2.4 The contract shall be awarded in accordance with the provisions of F.3.11 and F.3.13 after Tenderers have been requested to submit their best and final offer. F.1.6.3 Proposal procedure using the two stage-system F.1.6.3.1 Option 1 Tenderers shall in the first stage submit technical proposals and, if required, cost parameters around which a contract may be negotiated. The Employer shall evaluate each responsive submission in terms of the method of evaluation stated in the tender data, and in the second stage negotiate a contract with the tenderer scoring the highest number of evaluation points and award the contract in terms of these conditions of tender. F.1.6.3.2 Option 2 F.1.6.3.2.1 Tenderers shall submit in the first stage only technical proposals. The Employer shall invite all responsive tenderers to submit tender offers in the second stage, following the issuing of procurement documents. F.1.6.3.2.2 The Employer shall evaluate tenders received during the second stage in terms of the method of evaluation stated in the tender data, and award the contract in terms of these conditions of tender.
F.2 Tenderer’s obligations
F.2.1 Eligibility F.2.1.1 Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and the tenderer, or any of his principals, is not under any restriction to do business with Employer. F.2.1.2 Notify the Employer of any proposed material change in the capabilities or formation of the tendering entity (or both) or any other criteria which formed part of the qualifying requirements used by the Employer as
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
the basis in a prior process to invite the tenderer to submit a tender offer and obtain the employer’s written approval to do so prior to the closing time for tenders.
F.2.2 Cost of tendering Accept that, unless otherwise stated in the tender data, the Employer will not compensate the Tenderer for any costs incurred in the preparation and submission of a tender offer, including the costs of any testing necessary to demonstrate that aspects of the offer complies with requirements.
F.2.3 Check documents Check the tender documents on receipt for completeness and notify the Employer of any discrepancy or omission.
F.2.4 Confidentiality and copyright of documents Treat as confidential all matters arising in connection with the tender. Use and copy the documents issued by the Employer only for the purpose of preparing and submitting a tender offer in response to the invitation.
F.2.5 Reference documents Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards, specifications, conditions of contract and other publications, which are not attached but which are incorporated into the tender documents by reference.
F.2.6 Acknowledge addenda Acknowledge receipt of addenda to the tender documents, which the Employer may issue, and if necessary apply for an extension to the closing time stated in the tender data, in order to take the addenda into account.
F.2.7 Clarification meeting Attend, where required, a clarification meeting at which tenderers may familiarize themselves with aspects of the proposed work, services or supply and raise questions. Details of the meeting(s) are stated in the tender data.
F.2.8 Seek clarification Request clarification of the tender documents, if necessary, by notifying the employer at least five working days before the closing time stated in the tender data.
F.2.9 Insurance Be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover required in terms of the conditions of contract identified in the contract data. The tenderer is advised to seek qualified advice regarding insurance.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.2.10 Pricing the tender offer F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except Value Added Tax (VAT), and other levies payable by the successful tenderer, such duties, taxes and levies being those applicable 14 days before the closing time stated in the tender data. F2.10.2 Show VAT payable by the employer separately as an addition to the tendered total of the prices. F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as provided for in the conditions of contract identified in the contract data. F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender data. The conditions of contract identified in the contract data may provide for part payment in other currencies.
F.2.11 Alterations to documents Do not make any alterations or additions to the tender documents, except to comply with instructions issued by the employer, or necessary to correct errors made by the Tenderer. All signatories to the tender offer shall initial all such alterations. Erasures and the use of masking fluid are prohibited.
F.2.12 Alternative tender offers F.2.12.1 Unless otherwise stated in the tender data, submit alternative tender offers only if a main tender offer, strictly in accordance with all the requirements of the tender documents, is also submitted as well as a schedule that compares the requirements of the tender documents with the alternative requirements that are proposed. F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated in the tender data or criteria otherwise acceptable to the Employer.
F.2.13 Submitting a tender offer F.2.13.1 Submit one tender offer only, either as a single tendering entity or as a member in a joint venture to provide the whole of the works, services or supply identified in the contract data and described in the scope of works, unless stated otherwise in the tender data. F.2.13.2 Return all returnable documents to the Employer after completing them in their entirety, either electronically (if they were issued in electronic format) or by writing legibly in non-erasable ink. F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus the number of copies stated in the tender data, with an English translation of any documentation in a language other than English, and the parts communicated electronically in the same format as they were issued by the Employer. F.2.13.4 Sign the original and all copies of the tender offer where required in terms of the tender data. The employer will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as joint ventures shall state which of the signatories is the lead partner whom the employer shall hold liable for the purpose of the tender offer. F.2.13.5 Seal the original and each copy of the tender offer as separate packages marking the packages as "ORIGINAL" and "COPY". Each package shall state on the outside the Employer's address and identification details stated in the tender data, as well as the tenderer's name and contact address.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.2.13.6 Where a two-envelope system is required in terms of the tender data, place and seal the returnable documents listed in the tender data in an envelope marked “financial proposal” and place the remaining returnable documents in an envelope marked “technical proposal”. Each envelope shall state on the outside the employer’s address and identification details stated in the tender data, as well as the tenderer's name and contact address. F.2.13.7 Seal the original tender offer and copy packages together in an outer package that states on the outside only the Employer's address and identification details as stated in the tender data. F.2.13.8 Accept that the Employer will not assume any responsibility for the misplacement or premature opening of the tender offer if the outer package is not sealed and marked as stated. F.2.13.9 Accept that tender offers submitted by facsimile or e-mail will be rejected by the Employer, unless stated otherwise in the tender data.
F.2.14 Information and data to be completed in all respects Accept that tender offers, which do not provide all the data or information requested completely and in the form required, may be regarded by the Employer as non-responsive.
F.2.15 Closing time F.2.15.1 Ensure that the Employer receives the tender offer at the address specified in the tender data not later than the closing time stated in the tender data. Accept that proof of posting shall not be accepted as proof of delivery. F.2.15.2 Accept that, if the Employer extends the closing time stated in the tender data for any reason, the requirements of these conditions of tender apply equally to the extended deadline.
F.2.16 Tender offer validity F.2.16.1 Hold the tender offer(s) valid for acceptance by the Employer at any time during the validity period stated in the tender data after the closing time stated in the tender data. F.2.16.2 If requested by the Employer, consider extending the validity period stated in the tender data for an agreed additional period with or without any conditions attached to such extension. F.2.16.3 Accept that a tender submission that has been submitted to the Employer may only be withdrawn or substituted by giving the Employer’s agent written notice before the closing time for tenders that a tender is to be withdrawn or substituted. F.2.16.4 Where a tender submission is to be substituted, submit a substitute tender in accordance with the requirements of F.2.13 with the packages clearly marked as “SUBSTITUTE”.
F.2.17 Clarification of tender offer after submission Provide clarification of a tender offer in response to a request to do so from the Employer during the evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
by the adjustment of certain rates or item prices (or both). No change in the competitive position of tenderers or substance of the tender offer is sought, offered, or permitted. Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a preferred
tenderer following a competitive selection process, should the Employer elect to do so.
F.2.18 Provide other material F.2.18.1 Provide, on request by the Employer, any other material that has a bearing on the tender offer, the tenderer’s commercial position (including notarized joint venture agreements), preferencing arrangements, or samples of materials, considered necessary by the Employer for the purpose of a full and fair risk assessment. Should the tenderer not provide the material, or a satisfactory reason as to why it cannot be provided, by the time for submission stated in the Employer’s request, the Employer may regard the tender offer as non-responsive. F.2.18.2 Dispose of samples of materials provided for evaluation by the Employer, where required.
F.2.19 Inspections, tests and analysis Provide access during working hours to premises for inspections, tests and analysis as provided for in the tender data.
F.2.20 Submit securities, bonds, policies, etc. If requested, submit for the Employer’s acceptance before formation of the contract, all securities, bonds, guarantees, policies and certificates of insurance required in terms of the conditions of contract identified in the contract data.
F.2.21 Check final draft Check the final draft of the contract provided by the employer within the time available for the Employer to issue the contract.
F.2.22 Return of other tender documents If so instructed by the Employer, return all retained tender documents within 28 days after the expiry of the validity period stated in the tender data.
F.2.23 Certificates Include in the tender submission or provide the Employer with any certificates as stated in the tender data.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.3.1 Respond to requests from the tenderer F.3.1.1 Unless otherwise stated in the Tender Data, respond to a request for clarification received up to five working days before the tender closing time stated in the Tender Data and notify all tenderers who drew procurement documents. F.3.1.2 Consider any request to make a material change in the capabilities or formation of the tendering entity (or both) or any other criteria which formed part of the qualifying requirements used to prequalify a tenderer to submit a tender offer in terms of a previous procurement process and deny any such request if as a consequence: a) an individual firm, or a joint venture as a whole, or any individual member of the joint venture fails to
meet any of the collective or individual qualifying requirements; b) the new partners to a joint venture were not prequalified in the first instance, either as individual firms
or as another joint venture; or c) in the opinion of the Employer, acceptance of the material change would compromise the outcome of
the prequalification process.
F.3.2 Issue Addenda If necessary, issue addenda that may amend or amplify the tender documents to each tenderer during the period from the date that tender documents are available until three days before the tender closing time stated in the Tender Data. If, as a result a tenderer applies for an extension to the closing time stated in the Tender Data, the Employer may grant such extension and, shall then notify all tenderers who drew documents.
F.3.3 Return late tender offers Return tender offers received after the closing time stated in the Tender Data, unopened, (unless it is necessary to open a tender submission to obtain a forwarding address), to the tenderer concerned.
F.3.4 Opening of tender submissions F.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data. Tender submissions for which acceptable reasons for withdrawal have been submitted will not be opened. F.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue indicated in the tender data, the name of each tenderer whose tender offer is opened and, where applicable, the total of his prices, preferences claimed and time for completion for the main tender offer only. F.3.4.3 Make available the record outlined in F.3.4.2 to all interested persons upon request.
F.3.5 Two-envelope system F.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical proposal of valid tenders in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data and announce the name of each tenderer whose technical proposal is opened.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.3.5.2 Evaluate the quality of the technical proposals offered by tenderers, then advise tenderers who remain in contention for the award of the contract of the time and place when the financial proposals will be opened. Open only the financial proposals of tenderers, who score in the quality evaluation more than the minimum number of points for quality stated in the tender data, and announce the score obtained for the technical proposals and the total price and any preferences claimed. Return unopened financial proposals to tenderers whose technical proposals failed to achieve the minimum number of points for quality.
F.3.6 Non-disclosure Not disclose to tenderers, or to any other person not officially concerned with such processes, information relating to the evaluation and comparison of tender offers, the final evaluation price and recommendations for the award of a contract, until after the award of the contract to the successful tenderer.
F.3.7 Grounds for rejection and disqualification Determine whether there has been any effort by a tenderer to influence the processing of tender offers and instantly disqualify a tenderer (and his tender offer) if it is established that he engaged in corrupt or fraudulent practices.
F.3.8 Test for responsiveness F.3.8.1 Determine, after opening and before detailed evaluation, whether each tender offer properly received: a) complies with the requirements of these Conditions of Tender, b) has been properly and fully completed and signed, and c) is responsive to the other requirements of the tender documents. F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and specifications of the tender documents without material deviation or qualification. A material deviation or qualification is one which, in the Employer's opinion, would: a) detrimentally affect the scope, quality, or performance of the works, services or supply identified in the
Scope of Work, b) significantly change the Employer's or the tenderer's risks and responsibilities under the contract, or c) affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified. Reject a non-responsive tender offer, and not allow it to be subsequently made responsive by correction or withdrawal of the non-conforming deviation or reservation.
F.3.9 Arithmetical errors, omissions and discrepancies F.3.9.1 Check responsive tenders for discrepancies between amounts in words and amounts in figures. Where there is a discrepancy between the amounts in figures and the amount in words, the amount in words shall govern. F.3.9.2 Check the highest ranked tender or tenderer with the highest number of tender evaluation points after the evaluation of tender offers in accordance with F.3.11 for: a) the gross misplacement of the decimal point in any unit rate; b) omissions made in completing the pricing schedule or bills of quantities; or c) arithmetic errors in:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
i) line item totals resulting from the product of a unit rate and a quantity in bills of quantities or schedules of prices; or
ii) the summation of the prices. F.3.9.3 Notify the tenderer of all errors or omissions that are identified in the tender offer and either confirm the tender offer as tendered or accept the corrected total of prices. F.3.9.4 Where the tenderer elects to confirm the tender offer as tendered, correct the errors as follows: a) If bills of quantities or pricing schedules apply and there is an error in the line item total resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total as quoted shall govern, and the unit rate shall be corrected.
b) Where there is an error in the total of the prices either as a result of other corrections required by this
checking process or in the tenderer's addition of prices, the total of the prices shall govern and the tenderer will be asked to revise selected item prices (and their rates if bills of quantities apply) to achieve the tendered total of the prices.
F.3.10 Clarification of a tender offer Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a contract arising from the tender offer.
F.3.11 Evaluation of tender offers F.3.11.1 General Appoint an evaluation panel of not less than three persons. Reduce each responsive tender offer to a comparative offer and evaluate them using the tender evaluation methods and associated evaluation criteria and weightings that are specified in the tender data. F.3.11.2 Method 1: Financial offer In the case of a financial offer: a) Rank tender offers from the most favourable to the least favourable comparative offer. b) Recommend the highest ranked tenderer for the award of the contract, unless there are compelling and
justifiable reasons not to do so. c) Re-rank all tenderers should there be compelling and justifiable reasons not to recommend the highest
ranked tenderer and recommend the highest ranked tenderer, unless there are compelling and justifiable reasons not to do so and the process set out in this sub-clause is repeated.
F.3.11.3 Methods 2: Financial offer and preference In the case of a financial offer and preferences: a) Score each tender in respect of the financial offer made and preferences claimed, if any, in accordance
with the provisions of F.3.11.7 and F.3.11.8. b) Calculate the total number of tender evaluation points (TEV) in accordance with the following formula:
TEV = NFO + NP
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
where: NFO is the number of tender evaluation points awarded for the financial offer made in
accordance with F.3.11.7; NP is the number of tender evaluation points awarded for preferences claimed in accordance with
F.3.11.8.
c) Rank tender offers from the highest number of tender evaluation points to the lowest. d) Recommend the tenderer with the highest number of tender evaluation points for the award of the
contract, unless there are compelling and justifiable reasons not to do so. e) Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points, and recommend the tenderer with the highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do so and the process set out in this sub-clause is repeated.
F.3.11.4 Method 3: Financial offer and quality In the case of a financial offer and quality: a) Score each tender in respect of the financial offer made and the quality offered in accordance with the
provisions of F.3.11.7 and F.3.11.9, rejecting all tender offers that fail to score the minimum number of points for quality stated in the tender data, if any.
b) Calculate the total number of tender evaluation points (TEV) in accordance with the following formula:
TEV = NFO + NQ where: NFO is the number of tender evaluation points awarded for the financial offer made in
accordance with F.3.11.7; NQ is the number of tender evaluation points awarded for quality offered in accordance with F.3.11.9.
c) Rank tender offers from the highest number of tender evaluation points to the lowest. d) Recommend tenderer with the highest number of tender evaluation points for the award of the contract,
unless there are compelling and justifiable reasons not to do so. e) Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points and recommend the tenderer with the highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do so and the process set out in this sub-clause is repeated.
F.3.11.5 Method 4: Financial offer, quality and preferences In the case of a financial offer, quality and preferences: a) Score each tender in respect of the financial offer made, preference claimed, if any, and the quality
offered in accordance with the provisions of F.3.11.7 to F.3.11.9, rejecting all tender offers that fail to score the minimum number of points for quality stated in the tender data, if any.
b) Calculate the total number of tender evaluation points (TEV) in accordance with the following formula,
unless otherwise stated in the Tender Data:
TEV = NFO + NP + NQ where: NFO is the number of tender evaluation points awarded for the financial offer made in accordance
with F.3.11.7;
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
NP is the number of tender evaluation points awarded for preferences claimed in accordance with F.3.11.8.
NQ is the number of tender evaluation points awarded for quality offered in accordance with F.3.11.9. c) Rank tender offers from the highest number of tender evaluation points to the lowest. d) Recommend the tenderer with the highest number of tender evaluation points for the award of the
contract, unless there are compelling and justifiable reasons not to do so. e) Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points and recommend the tenderer with the highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do so and the process set out in this sub-clause is repeated.
F.3.11.6 Decimal places Score financial offers, preferences and quality, as relevant, to two decimal places. F.3.11.7 Scoring Financial Offers Score the financial offers of remaining responsive tender offers using the following formula: NFO = W1 x A
where: NFO is the number of tender evaluation points awarded for the financial offer. W1 is the maximum possible number of tender evaluation points awarded for the financial
offer as stated in the Tender Data. A is a number calculated using the formula and option described in Table F.1 as stated in the Tender Data.
Table F.1: Formulae for calculating the value of A
1 2 3 4
Formula Basis for comparison Option 1 Option 2
1 Highest price or discount
A=
A= P/Pm
2 Lowest price or percentage commission/fee A=
A= Pm/P
a Pm is the comparative offer of the most favourable comparative offer. P is the comparative offer of the tender offer under consideration.
F.3.11.8 Scoring preferences Confirm that tenderers are eligible for the preferences claimed in accordance with the provisions of the tender data and reject all claims for preferences where tenderers are not eligible for such preferences. Calculate the
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
total number of tender evaluation points for preferences claimed in accordance with the provisions of the tender data.
F.3.11.9 Scoring quality Score each of the criteria and sub criteria for quality in accordance with the provisions of the Tender Data. Calculate the total number of evaluation points for quality using the following formula: NQ = W2 x SO/Ms Where;
• So is the score for quality allocated to the submission under consideration;
• Ms is the maximum possible score for quality in respect of a submission; and
• W2 is the maximum possible number of tender evaluation points awarded for the quality as stated in the tender data.
F.3.12 Insurance provided by the Employer If requested by the proposed successful tenderer, submit for the tenderer's information the policies and / or certificates of insurance which the conditions of contract identified in the contract data, require the Employer to provide.
F.3.13 Acceptance of tender offer Accept the tender offer, if in the opinion of the Employer, it does not present any unacceptable commercial risk and only if the tenderer: a) is not under restrictions, or has principals who are under restrictions, preventing participating in the
Employer’s procurement, b) can, as necessary and in relation to the proposed contract, demonstrate that he or she possesses the
professional and technical qualifications, professional and technical competence, financial resources, equipment and other physical facilities, managerial capability, reliability, experience and reputation, expertise and the personnel, to perform the contract,
c) has the legal capacity to enter into the contract, d) is not insolvent, in receivership, bankrupt or being wound up, has his affairs administered by a court or a
judicial officer, has suspended his business activities, or is subject to legal proceedings in respect of any of the foregoing,
e) complies with the legal requirements, if any, stated in the tender data, and f) is able, in the opinion of the Employer, to perform the contract free of conflicts of interest.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
F.3.14 Prepare contract documents F.3.14.1 If necessary, revise documents that shall form part of the contract and that were issued by the Employer as part of the tender documents to take account of: a) addenda issued during the tender period, b) inclusion of some of the returnable documents, and c) other revisions agreed between the Employer and the successful tenderer. F.3.14.2 Complete the schedule of deviations attached to the form of offer and acceptance, if any.
F.3.15 Complete adjudicator's contract Unless alternative arrangements have been agreed or otherwise provided for in the contract, arrange for both parties to complete formalities for appointing the selected adjudicator at the same time as the main contract is signed.
F.3.16 Notice to unsuccessful tenderers F.3.16.1 Notify the successful Tenderer of the Employer's acceptance of his tender offer by completing and returning one copy of the form of offer and acceptance before the expiry of the validity period stated in the tender data, or agreed additional period. F.3.16.2 After the successful tenderer has been notified of the employer’s acceptance of the tender, notify other tenderers that their tender offers have not been accepted.
F.3.17 Provide copies of the contracts Provide to the successful tenderer the number of copies stated in the Tender Data of the signed copy of the contract as soon as possible after completion and signing of the form of offer and acceptance.
F.3.18 Provide written reasons for actions taken Provide upon request written reasons to tenderers for any action that is taken in applying these conditions of tender, but withhold information which is not in the public interest to be divulged, which is considered to prejudice the legitimate commercial interests of tenderers or might prejudice fair competition between tenderers.
F3.19 Transparency in the procurement process F3.19.1 The cidb prescripts require that tenders must be advertised and be registered on the cidb
i.Tender system.
F3.19.2 The employer must adopt a transparency model that incorporates the disclosure and
accountability as transparency requirements in the procurement process.
F3.19.3 The transparency model must identify the criteria for selection of projects, project
information template and the threshold value of the projects to be disclosed in the public domain at various
intervals of delivery of infrastructure projects.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM OF OFFER The Employer, identified in the Acceptance signature block, has solicited offers to enter into a contract in respect of the following works:
Replacement of Flow Meters The Tenderer, identified in the Offer signature block below, has examined the documents listed in the Tender Data and addenda thereto as listed in the Tender Schedules, and by submitting this Offer has accepted the Conditions of Tender. By the representative of the Tenderer, deemed to be duly authorised, signing this part of this Form of Offer and Acceptance, the Tenderer offers to perform all of the obligations and liabilities of the Contractor under the Contract including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the Conditions of Contract identified in the Contract Data. THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VALUE ADDED TAX IS __________________________________________________________________________________________ _________________________________________(in words) R_______________________________(in figures) This Offer may be accepted by the Employer by signing the Acceptance part of this Form of Offer and Acceptance and returning one copy of this document to the Tenderer before the end of the period of validity stated in the Tender Data, whereupon the Tenderer becomes the party named as the Contractor in the Conditions of Contract identified in the Contract Data. Signatures ____________________________ ____________________________ Name(s) ____________________________ ____________________________ Capacity ____________________________ ____________________________ for the Tenderer ________________________________________________________________ (Name and address of organisation) Name of witness: ____________________________ Signature of witness: ____________________________ Date: ____________________________
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
By signing this part of this Form of Offer and Acceptance, the Employer identified below accepts the Tenderer’s Offer. In consideration thereof, the Employer shall pay the Contractor the amount due in accordance with the, Conditions of Contract identified in the Contract Data. Acceptance of the Tenderer’s Offer shall form an agreement, between the Employer and the Tenderer upon the terms and conditions contained in this Agreement and in the Contract that is the subject of this Agreement. The terms of the contract, are contained in: Part C1 Agreements and Contract Data, (which includes this Agreement) Part C2 Pricing Data Part C3 Scope of Work Part C4 General and drawings and documents or parts thereof, which may be incorporated by reference into Parts C1 to C4 above. Deviations from and amendments to the documents listed in the Tender Data and any addenda thereto listed in the Tender Schedules as well as any changes to the terms of the Offer agreed by the Tenderer and the Employer during this process of offer and acceptance, are contained in the Schedule of Deviations attached to and forming part of this Agreement. No amendments to or deviations from said documents are valid unless contained in this Schedule, which must be duly signed by the authorised representative(s) of both parties. The Tenderer shall within two weeks after receiving a completed copy of this Agreement, including the Schedule of Deviations (if any), contact the Employer’s agent (whose details are given in the Contract Data) to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the, Conditions of Contract identified in the Contract Data at, or just after, the date of this Agreement comes into effect. Failure to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this Agreement. Notwithstanding anything contained herein, this Agreement comes into effect on the date when the Tenderer receives one fully completed original copy of this document, including the Schedule of Deviations (if any). Unless the Tenderer (now Contractor) within five days of the date of such receipt notifies the Employer in writing of any reason why he cannot accept the contents of this Agreement, this Agreement shall constitute a binding contract between the parties.
Signature(s) ____________________________ ____________________________ Name(s) ____________________________ ____________________________ Capacity ____________________________ ____________________________ for the Tenderer ________________________________________________________________ (Name and address of organisation) Name of witness: ____________________________ Signature of witness: ____________________________ Date: ____________________________
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
SCHEDULE OF DEVIATIONS Notes : 1. The extent of deviations from the tender documents issued by the Employer prior to the tender closing
date is limited to those permitted in terms of the Conditions of Tender; 2. A Tenderer’s covering letter shall not be included in the final contract document. Should any matter
in such letter, which constitutes a deviation as aforesaid become the subject of agreements reached during the process of, offer and acceptance, the outcome of such agreement shall be recorded here;
3. Any other matter arising from the process of offer and acceptance either as a confirmation, clarification
or change to the tender documents and which it is agreed by the Parties becomes an obligation of the contract shall also be recorded here;
4. Any change or addition to the tender documents arising from the above agreements and recorded
here, shall also be incorporated into the final draft of the Contract. 1. Subject ___________________________________________________________________________ Details ___________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ 2. Subject ___________________________________________________________________________ Details ___________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ 3. Subject ___________________________________________________________________________ Details ___________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ 4. Subject ___________________________________________________________________________ Details ___________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
CONFIRMATION OF RECEIPT By the duly authorised representatives signing this Schedule of Deviations, the Employer and the Tenderer agree to and accept the foregoing Schedule of Deviations as the only deviations from the amendments to the documents listed in the Tender Data and addenda thereto as listed in the Tender Schedules, as well as any confirmation, clarification or change to the terms of the offer agreed by the Tenderer and the Employer during this process of offer and acceptance. It is expressly agreed that no other matter whether in writing, oral communication or implied during the period between the issue of the tender documents and the receipt by the Tenderer of a completed signed copy of this Agreement shall have any meaning or effect in the contract between the parties arising from this Agreement.
FOR THE TENDERER: Signature(s) ____________________________ ____________________________
SECTION C1.2: CONTRACT DATA ............................................................................... C1.2-1
CONTRACT DATA .................................................................................................. C1.2-2 Part 1: Data Provided by the Employer ................................................................... C1.2-2 Part 1: Appendix to Part 1- Data provided by the Employer .................................. C1.2-7 Part 2: Data provided by the Contractor ................................................................. C1.2-8
Annexure A: Health and Safety Specifications by Employer ................................... C1.2-9
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
CONTRACT DATA GENERAL CONDITIONS OF CONTRACT The General Conditions of Contract for Construction Works, third Edition (2015), published by the South African Institution of Civil Engineering, are applicable to this Contract. The General Conditions of Contract are not bound into this document, but are available at the Contractor’s expense from the Secretary of the South African Institution of Civil Engineering, Private Bag X200, Halfway House, Midrand, 1685. CONTRACT DATA In terms of Clause 1.1.1.8 of the General Conditions of Contract for Construction Works, third Edition (2015), the following Contract Data apply to this Contract. The Contract Data consists of two parts. Part 1 contains information provided by the Employer, while Part 2 contains information to be provided by the Contractor.
Part 1: Data Provided by the Employer
Clause Contract Data
1.1.1.12 Add the following to this Clause: The special non-working days are all South African statutory holidays.
1.1.1.14 Add the following to the end of this definition: This Clause shall apply to any portion or phase of the Works that may be described in the Scope of Works or in the Contract Data, or agreed subsequently between the Contractor and the Employer, and committed to writing. The time for completion of the Works is indicated in Clause 5.5.1.
1.1.1.15 Add the following: The definition of Employer: The Employer is: Bloem Water
1.2
Add the following to this Clause: 1.2.1.3 Sent by facsimile, electronic or any like communication irrespective of it being
during office hours or otherwise. 1.2.1.4 Posted to the Contractor’s address, and delivered by the postal authorities. 1.2.1.5 Delivered by a courier service, and signed for by the recipient or his representative.
The address of the Employer is: Bloem Water PO Box 30121 Pellissier
9322
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
1.3.5 Add the following to this Clause: The copyright in all documents, drawings and records (prepared by the Engineer) related in any manner to the Works shall vest in the Employer or the Engineer or both (according to the dictates of the Contract that has been entered into by the Engineer and the Employer for the Works), and the Contractor shall not furnish any information in connection with the Works to any person or organisation without the prior approval of the Employer to this effect.
3.1.3 The Engineer is, in terms of his/her appointment by the Employer for the design and administration of the Works included in the Contract, required to obtain the specific approval of the Employer for the execution of the following duties: 3.1.3.1 The issuing of an order to suspend the progress of the Works, the extra cost
resulting from which order is to be borne by the Employer in terms of Clause 5.11 or the effect of which is liable to give rise to a claim by the Contractor for an extension of time under Clause 5.12 of these conditions.
3.1.3.2 The issuing of an instruction or order to vary the nature or quantity of the
Works in Terms of Clause 6.3, the estimated effect of which will be to increase the Contract Price by an amount exceeding R50 000, the valuation of all variation orders in terms of Clause 6.4 and the adjustment of the sum(s) tendered for General Items.
3.1.3.3 The approval of any claim submitted by the Contractor in terms of Clause 10.
4.1.2 Add the following to this Clause: The Contractor shall provide the following to the Engineer for retention by the Employer or his/her assignee in respect of all works designed by the Contractor: 4.1.2.1 A Certificate of Stability of the Works signed by a registered Professional
Engineer confirming that all such works have been designed in accordance with the appropriate codes of practice.
4.1.2.2 Proof of registration and of adequate and current professional indemnity
insurance cover held by the designer(s). 4.1.2.3 Design calculations should the Engineer request a copy thereof. 4.1.2.4 Engineering drawings and workshop details (both signed by the relevant
professional engineer), in order to allow the Employer to compare the design with the specified requirements and to record any comments he may have with respect thereto.
4.1.2.5 “As-Built” drawings in DXF or any electronic format after completion of the Works. The Contractor shall be responsible for the design of the Temporary Works.
4.3.1.1 Add the following to this Clause: The Ministerial Determination, Special Public Works Programmes, issued in terms of the Basic Conditions of Employment Act of 1977 by the Minister of Labour in Government Notice No R63 of 25 January 2002, as appended to these Contract Data as Annexure B, shall apply to works described in the Scope of Work as being labour intensive and which are undertaken by unskilled or semi-skilled workers.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
4.3.1.2 The Contractor shall comply with the Occupational Health and Safety Specification prepared by the Employer in terms of the Construction Regulations, 2003 promulgated in terms of Section 43 of the Occupational Health and Safety Act (Act No. 85 of 1993). Without limiting the Contractor’s obligations in terms of the Contract, the Contractor shall before commencement of the Works or any part thereof, be in the possession of an approved Health and Safety Plan. The Contractor shall submit an approved Health and Safety Plan to the Engineer within 14 days of the Commencement Date.
Contractor’s liability as mandatory Notwithstanding any actions which the Employer may take, the Contractor accepts sole liability for due compliance with the relevant duties, obligations, prohibitions, arrangements and procedures imposed by the Occupational Health and Safety Act, 1993 (Act 85 of 1993), and all its regulations, including the Construction Regulations, 2003, for which he is liable as mandatory. By entering into this Contract it shall be deemed that the parties have agreed in writing to the above provisions in terms of Section 37 (2) of the Act.
Contractor to notify Employer The Employer retains an interest in all inquiries conducted under this Contract in terms of Section 31 and/or 32 of the Occupational Health and Safety Act, 1993 (Act 85 of 1993) and its Regulations following any incident involving the Contractor and/or Sub-Contractor and/or their employees. The Contractor shall notify the Employer in writing of all investigations, complaints or criminal charges which may arise pursuant to work performed under this Contract in terms of the Occupational Health and Safety Act, 1993 (Act 85 of 1993) and Regulations.
Contractor’s Designer The Contractor and his/her designer shall accept full responsibility and liability to comply with the Occupational Health and Safety Act, 1993 (Act 85 of 1993) and the Construction Regulations, 2003 for the design of the Temporary Works and those part of the Permanent Works which the Contractor is responsible to design in terms of the Contract.
4.4.4 Add the following to this Clause: The Engineer’s consent in respect of any particular subcontractor may be withdrawn at any time should reasonable grounds be given therefore in writing to the Contractor by the Engineer, in which event the Contractor shall forthwith terminate the engagement or that subcontractor on the Works. The withdrawal by the Engineer of his consent in respect of any particular sub-contractor that is engaged in the execution of any portion of the works, including any portions of the Works which are sub-let by the Contractor in accordance with Clause 4.4.3 shall not relieve the Contractor of any of his obligations under the Contract, nor of any of his obligations to sub-let the particular portions of the Works concerned.
4.10 Add the following to this Clause: 4.10.3 The Contractor shall use local labour in accordance with the requirements contained
within the Scope of Work.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
5.3.1 Add the following to this Clause: The Contractor shall commence executing the works within a period of 22 working days from the date of the written instruction by the Engineer unless otherwise agreed.
5.5.1 Add the following to this Clause: The time for Completion shall be a maximum of 9 months from Commencement Date, including year-end break/s.
5.6.1 Add the following to this Clause: The Contractor shall deliver his/her programme within 14 days of the Commencement Date or as requested by the Engineer.
5.6.2.6 Add the following to this Clause: The Contractor shall deliver his/her detailed cash flow forecast within 14 days of the Commencement Date or as requested by the Engineer.
5.7.1 Add the following to this Clause: No such instruction by the Engineer to expedite progress shall be the subject of additional compensation to the Contractor unless the instruction explicitly states that the Contractor is entitled to additional compensation, and cites the amount of such compensation or the basis upon which it is to be determined.
5.8.1 Add the following to this Clause: Special non-working days shall be all South African statutory holidays and the official building holidays.
5.13 Delete the contents of the Clause and insert the following:
5.13.1 If the Contractor fails to complete with the work as ordered by the Engineer the Contractor shall be penalised as follows:
The penalty for delay shall be 0.02% of the contract Price per calendar day.
5.13.2 All penalties for which the Contractor becomes liable in terms of Clause 5.13.1 shall be accumulative. The Employer may, without prejudice to any other method of recovery, deduct the amounts of all such penalties from any monies in his/her possession that are or may become due to the Contractor.
5.13.3 The imposition of penalties in terms of Clause 5.13.1 shall not relieve the Contractor
from his/her obligation to complete the Works, nor from any of his/her obligations and liabilities under the Contract.
5.13.4 The imposition of any penalties in terms of Clause 5.13.1 shall not limit the right of
the Engineer of the Employer to act in terms of Clause 9.2.1.3.5.
6.1 Add the following to this Clause: Payment for works identified in the Scope of Work as being labour-intensive shall only be made in accordance with the provisions of the Contract if the works are constructed strictly in accordance with the provisions of the Scope of Work. Any non-payment for such works shall not relieve the Contractor in any way from his obligations either in contract or in delict.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Add the following to this Clause: The Contractor shall deliver his/her guarantee within 14 days of the Commencement Date. The amount of the guarantee will be 10% of the Purchase Order as per Engineers instruction (including Value Added Tax) at the time that the Guarantee comes into effect. The guarantee shall remain valid until the issue of the Certificate or Certificates of Completion in respect of the whole of the Purchase Order. The Form of Guarantee (Deed of Suretyship) is appended to the Contract Data as Annexure A. The Guarantee shall be returned to the Contractor within 14 days after the issue of the Certificates or Certificates of Completion in respect of the whole of the Permanent Works as per Purchase Order.
6.8.2 The application of a Contract Price Adjustment factor will NOT apply to this Contract.
6.8.4 In line 5 delete the words “between the Employer and the Contractor”.
6.10.1.5 Add the following to this Clause: The percentage limit for materials not yet built into the Permanent Works is 80%.
6.10.3 Add the following to this Clause: The percentage retention is 10%. The limit of retention money is 5% of the Contract Price at the time of the Guarantee made in terms of the Form of Offer and Acceptance coming into effect.
6.10.4 In line 3 delete the word “said” and insert the word “correct”.
6.10.5.3 Add the following to this Clause: Defects Liability Period will be 12 months.
6.11.1.3 In line 2 of the second paragraph delete “15 %” and replace it with “25 %”.
8.6.1.3 Add the following to this Clause: Limit of indemnity shall be R2 million per event, the number of events being unlimited.
8.6.1.5 Add the following to this Clause: In addition to the insurance required in terms of General Conditions of Contract Clause 8.6.1.1 to 8.6.1.3 the following insurance is also required: Insurance cover against any damages or loss against production due to political unrest. The client shall not be held responsible for such damages or losses.
8.6.6
Add the following to this Clause: Proof of insurance shall be submitted to the Employer prior to Commencement of the Works (Clause 5.3.1), and copies of the policies and proof of due payment of all premiums shall be presented to the Employer within fourteen (14) days of the Date of Commencement.
10.5.1 Dispute resolution shall be Standing Adjudication
10.5.3 The number of adjudication Board Member to be appointed is one
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Part 2: Data provided by the Contractor The Contractor is advice to read the General Conditions of Contract as specified in part 1, in order to understand the implication of this Data which is required to be completed. Each item of data given below is cross-referenced to the clause in the Condition of Contract to which it mainly applies.
Clause Contract Data
1.1.1.9 The contractual name of the Contractor is: _________________________________________________________________________
1.2.1.2 The Contractor’s contractual address for receipt of communications is :
Telephone: Facsimile:
E-mail:
Address:
Signature of Tenderer ………………………………………………………
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Annexure A: Health and Safety Specifications by Employer
INDEX
1. GENERAL 1.1 Preamble 1.2 Scope of the Health and Safety Specification Document 1.3 Purpose 1.4 Definitions 1.5 Occupational Health and Safety Management 1.6 Interpretation 1.7 Project Health and Safety Specification Requirements 1.8 Responsibilities 1.9 Start of Construction Phase 1.10 Sub-Contractors, Suppliers and Designers 1.11 Liaison 1.12 Advice 1.13 General Health and Safety Provisions 1.14 Undertaking by Principal Contractor and Sub-Contractors appointed by the Principal Contractor 2. PROJECT DESCRIPTION 2.1 Employer. 2.2 Site Address 2.3 Description of Work 2.4 Estimated Duration of Construction Phase 2.5 Employer’s Agent 3 SITE CONDITIONS 3.1 Site Location 3.2 Site Use 3.3 Condition of the Premises 3.4 Existing Services 3.5 Fire Precautions and Means of Escape 3.6 Occupation 3.7 Existing Ground Conditions 4. EXISTING DRAWINGS 5. INFORMATION REQUIREMENTS 5.1 General 5.2. Management 5.3. Hazard Identification, Risk Assessment and Control 5.3.1 Hazard Identification, Risk Assessment and control (Base Line) 5.4 Issue Based Risk Assessment and control 5.4.1 Continuous Risk Assessment and control 5.5 Health and Safety Plan 5.6 Programme 5.7 Cost
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6 GENERAL SITE SAFETY 6.1 Safety training and education 6.2 Recording and reporting of injuries 6.3 First Aid 6.4 Fire protection and prevention 6.5 Site Emergency Procedures 6.6 Housekeeping 6.7 Stacking and storage 6.8 Illumination 6.9 Sanitation / Hygiene 6.10 Personal Protective Equipment 6.11 Permit to work requirements 6.12 Lock-out 6.13 Monthly Health and Safety Audits 6.13.1 Hands Specification and Programme 6.13.2 *Hazard Identification and Risk Assessment 6.13.3 Roof work 6.13.4 Scaffolding 6.13.5 Suspended Platforms 6.13.6 Excavations 6.13.7 Demolition Work 6.13.8 Materials Hoist 6.13.9 Explosive Powered Tools 6.13.10 Batch Plants 6.13.11 Cranes and Lifting Machines Equipment 6.13.12 *Designation of a Person to 6.13.13 Co-ordinate Emergency Planning 6.13.14 Fire Protection 6.13.15 Ramps 6.13.16 Lock-out Procedure 6.13.17 Ergonomics 6.13.18 Demarcation and Colour Coding 6.13.19 Portable and Bench Grinders 6.13.20 Battery Storage and Charging 6.13.21 Ancillary Lifting Equipment 6.13.22 Presses/Guillotines/ 6.13.24 Shears 6.14 Management Review 6.15 Provision of Information 6.16 Stop the execution of Construction Work 6.17 Handing over of Project Health and Safety file 6.18 Emergency Procedures 6.19 Hazards and Potential Situations 6.20 Health and Safety Signage 6.21 Demolition Work 6.22 Excavations, Shoring, Dewatering and Drainage 6.23 Explosives and Blasting 6.24 Piling 6.25 Speed Restrictions 6.26 Hazardous Chemical Substances 6.27 Asbestos
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6.28 Noise Induced Hearing Loss 6.29 Construction Plan and Equipment 6.30 Hired Plant and Equipment 6.31 Lifting Machines and Lifting Tackle 6.32 Fire Fighting Equipment 6.33 Vessels under Pressure (VuP) and Gas Bottles 6.34 Scaffolding / Working at Height / Roof Work 6.35 False Work for Structures 6.36 Ladders and Ladder Work 6.37 General Machinery 6.38 Portable Electrical Equipment / Explosive Power Tools 6.39 High Voltage Electrical Equipment 6.40 Public Health and Safety 6.41 Night Work 6.42 Transportation of Workers / Humans 6.43 Records and Records Management 7 OCCUPATIONAL HEALTH 7.1 Provision of Medical Service 8 HAZARDS INHERENT IN THE DESIGN 8.1 Chemical Hazards 8.1.1 Substances 8.2 Health and Safety Hazards 9. SITE WIDE ELEMENTS 9.1 Site Access and Egress 9.2 Visitors to the site 9.3 Deliveries 9.4 Emergencies 9.5 Location of Temporary Site Accommodation 9.6 Location of Materials Unloading and storage 9.7 Traffic and Pedestrian Routes 9.8 Environment 10 CONTINUING LIAISON 10.1 Unforeseen Eventualities 10.2 Site Liaison 10.3 Health and Safety File 10.4 Design Development
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
1. GENERAL 1.1 Preamble In terms of Construction Regulation 4(1) (a) of the Occupational Health and Safety Act, 1993 (Act 85
of 1993), The Employer and/or its Agent on its behalf, shall be responsible to prepare Health and Safety Specifications for any intended construction project and provide any Principal Contractor who is making a bid or appointed to perform construction work for the Employer and/or its Agent on its behalf with the same.
The Employer further duties are as described in The Act and the Regulations made there-under. The
Principal Contractor shall be responsible for the Health and Safety Policy for the site in terms of Section 7 of the Act and in line with Construction Regulation 5 as well as the Health and Safety Plan for the project.
This ‘Health and Safety Specifications’ document is governed by the “Occupational Health and Safety
Act, 1993 (Act No. 85 of 1993), hereinafter referred to as ‘The Act’. Notwithstanding this, cognizance should be taken of the fact that no single Act or its set of Regulations can be read in isolation. Furthermore, although the definition of Health and Safety Specifications stipulates ‘a documented specification of all health and safety requirements pertaining to associated works on a construction site, so as to ensure the health and safety of persons’, it is required that the entire scope of the Labour legislation, including the Basic Conditions of Employment Act be considered as part of the legal compliance system. With reference to this specification document this requirement is limited to all health, safety and environmental issues pertaining to the site of the project as referred to here-in. Despite the foregoing it is reiterated that environmental management shall receive due attention.
Due to the wide scope and definition of construction work, every construction activity and site will be
different, and circumstances and conditions may change even on a daily basis. Therefore, due caution is to be taken by the Principal Contractor when drafting the Health and Safety Plan based on these Health and Safety Specifications. Prior to drafting the Health and Safety Plan, and in consideration of the information contained here-in, the contractor shall set up a Risk Assessment Program to identify and determine the scope and details of any risk associated with any hazard at the construction site, in order to identify the steps needed to be taken to remove, reduce or control such hazard. This Risk Assessment and the steps identified will be the basis or point of departure for the Health and Safety Plan. The Health and Safety Plan shall include documented ‘Methods of Statement’ (see definitions under Construction Regulations) detailing the key activities to be performed in order to reduce as far as practicable, the hazards identified in the Risk Assessment.
The Employer is tasked to provide accommodation and operational facilities. A very large number of
municipal employees and public users of the facilities and the services provided there-in directly interacts with the facilities provided by the well-being, health and safety of a great number of people. This Employer thus has directly or indirectly, an impact on the Republic of South Africa as well as the Provincial Legislature.
In this a high premium is to be placed on the health and safety of the most valuable assets of the
Employer. These are its personnel, the personnel of its Employers and the physical assets of which it is the custodian and may also include the public as well. The responsibilities the Employer and relevant stakeholders have toward its employees and other people present in the facilities or on the sites are captured further in this specification document. These responsibilities stem from both moral, civil and a variety of legal obligations. The Principal Contractor is to take due cognizance of the above statement.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Every effort has been made to ensure that this specification document is accurate and adequate in all respects. Should it however, contain any errors or omissions they may not be considered as grounds for claims under the contract for additional reimbursement or extension of time, or relieve the Principal Contractor from his responsibilities and accountability in respect of the project to which this specification document pertains. Any such inaccuracies, inconsistencies and/or inadequacies must immediately be brought to the attention of the Agent and/or Employer.
1.2 Scope of the Health and Safety Specification Document The Health and Safety Specifications pertaining to the project; “(name of the project) – Phase 1 and
Phase 2” etc. etc. – see paragraph 8), cover the subjects contained in the index and is intended to outline the normal as well as any special requirements of the Employer pertaining to health and safety matters (including the environment) applicable to the project in question.
These Specifications should be read in conjunction with the Act, the Construction Regulations and all
other 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 Act, Regulations and Safety Standards which are promulgated under, or incorporated into the Act.
Contractors employed by the Employer are to ensure that the provisions of the OHSS (Occupational
Health and Safety Specification) are applied both on the site and in respect of all off site activities relating to the project, in particular in transport activities and project dedicated off site fabrication works
The Contractor is to enforce the provisions of the OHSS amongst all co-contractors and suppliers for
the project. 1.3 Purpose The Employer is obligated to implement measures to ensure the health and safety of all people and
properties affected under its custodianship or contractual commitments, and is further obligated to monitor that these measures are structured and applied according to the requirements of these Health and Safety Specifications. (All references to the singular shall also be regarded as references to the plural).
The purpose of this specification document is to provide the relevant Principal Contractor (and his
/her contractor) with any information other than the standard conditions pertaining to construction sites which might affect the health and safety of persons at work and the health and safety of persons in connection with the use of plant and machinery; and to protect persons other than persons at work against hazards to health and safety arising out of or in connection with the activities of persons at work during the carrying out of construction work for the Employer. The Principal Contractor (and his /her contractor) is to be briefed on the significant health and safety aspects of the project and to be provided with information and requirements on inter alia:
a) safety considerations affecting the site of the project and its environment; b) health and safety aspects of the associated structures and equipment; c) submissions on health and safety matters required from the Principal Contractor (and his /her
contractor); and d) the Principal Contractor’s (and his/her contractor) health and safety plan.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
To ensure that the Principal Contractor (and his /her contractor) is fully aware of what is expected from him/her with regard to the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and the Regulations made there-under including the applicable safety standards, and in particular in terms of Section 8 of the Act.
To inform the Principal Contractor that the Occupational Health and Safety Act, 1993 (Act 85 of 1993)
in its entirety shall apply to the contract to which this specification document applies. The Construction Regulations promulgated on 18 July 2003 and incorporated into the above Act by Government Notice R 1010, published in Government Gazette 25207 shall apply to any person involved in construction work pertaining to this project, as will the Act.
This Occupational Health and Safety Specification (OHSS) will be implemented during all construction
projects within the Employer or any other construction activity the Employer has control over. It will also assist in ensuring that all the costs related to the compliance with the Occupational Health and Safety Act (Act 85 of 1993) as well as the OHSS is taken into consideration at tender stage.
The OHSS is a performance specification to ensure that the Employer and any bodies that enter into
formal agreements with the Employer viz. Consultants, Contractors, Co-Contractors, Tenants and Concessionaires achieve an acceptable level of Occupational Health and Safety performance. No advice, approval, of any document required by the OHSS such as hazard identification risk assessment action plan or any other form of communication from the Employer shall be construed as an acceptance by the Employer of any obligation that absolves the Principal Contractor and or Co-Contractors from achieving the required level of performance and compliance with legal requirements. Further, there is no acceptance of liability by the Employer which may result from the Principal Contractor and or Co-Contractors failing to comply with the OHSS unless the Employer has issued an instruction to any requirement, i.e. the Principal Contractor and or Co-Contractors remain responsible for achieving the required performance levels.
The OHSS forms an integral part of the contract, and Principal Contractors and or Co-Contractors are
required to make it an integral part of their Contracts with sub-contractors and suppliers. It will be disseminated by the Employer to persons responsible for the design of infrastructure, who will ensure that it is included in the tender documents issued to prospective Contractors. The prospective Contractors shall incorporate the requirements of the OHSS in their submission of tenders to the Employer.
The Principal Contractor shall sign a Employer acknowledgement in Annexure A that he / she have
familiarized him / herself with the content of the OHSS and he / she shall comply with all his / her obligations in respect thereof.
1.4 Definitions The most important definitions in the Act and Regulations pertaining to this specification document
are hereby extracted. “Purpose of the Act” – To provide for the health and safety of persons at work and the health and safety of persons in
connection with the use of plant and machinery; the protection of persons other than persons at work against hazards to health and safety arising out of or in connection with the activities of persons at work; to establish an advisory council for occupational health and safety; and to provide for matters connected therewith.
“Agent” –
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
means any person who acts as a representative for a Employer; “Employer” – means any person for whom construction work is performed; ‘‘Construction Work’’ is defined as any work in connection with –
(a) the erection, maintenance, alteration, renovation, repair, demolition or dismantling of or addition to a building or any similar structure;
(b) the installation, erection, dismantling or maintenance of a fixed plant where such work includes the risk of a person falling;
(c) the construction, maintenance, demolition or dismantling of any bridge, dam, canal, road, railway, runway, sewer or water reticulation system or any similar civil engineering structure; or
(d) the moving of earth, clearing of land, the making of an excavation, piling, or any similar type of work;
“Contractor” – means an employer, as defined in Section 1 of the Act, who performs construction work and includes
Principal Contractors; “Health and Safety File” – means a file, or other record in permanent form, containing the information required a contemplated
in the regulations; “Health and Safety Plan” – means a documented plan which addresses hazards identified and includes safe work procedures to
mitigate, reduce or control the hazards identified; “Health and Safety Specification” – means a documented specification of all health and safety requirements pertaining to the associated
works on a construction site, so as to ensure the health and safety of persons; “Method Statement” – means a document detailing the key activities to be performed in order to reduce as reasonably as
practicable the hazards identified in any risk assessment; “Principal Contractor” – means an Employer, as defined in section 1 of the Act who performs construction work and is
appointed by the Employer to be in overall control and management of a part of or the whole of a construction site;
“Risk Assessment” –
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
means a program to determine any risk associated with any hazard at a construction site, in order to identify the steps needed to be taken to remove, reduce or control such hazard.
1.5 Occupational Health and Safety Management Structure and Organization of OHS Responsibilities Overall Supervision and Responsibility for OHS:
• The Employer and/or its Agent on its behalf to ensure that the Principal Contractor, appointed in terms of Construction Regulation 4(1)(c), implements and maintains the agreed and approved HS Plan. Failure on the part of the Employer or Agent to comply with this requirement will not relieve the principal Contractor from any one or more of his/her duties under the Act and Regulations.
• The Chief Executive Officer of the Principal Contractor in terms of Section 16 (1) of the Act to
ensure that the Employer (as defined in the Act) complies with the Act. The pro forma Legal Compliance Audit may be used for this purpose by the Principal Contractor or his/her appointed contractor.
• All OHS Act (85 /1993), Section 16 (2) appointee/s as detailed in his/her/their respective
appointment forms to regularly, in writing, report to their principals on matters of health and safety per routine and ad hoc inspections and on any deviations as soon as observed, regardless of whether the observation was made during any routine or ad hoc inspection and to ensure that the reports are made available to the principal Contractor to become part of site records (Health and Safety File).
• The Construction Supervisor and Assistant Construction Supervisor/s appointed in terms of
Construction Regulation 6 to regularly, in writing, report to their principals on matters of health and safety per routine and ad hoc inspections and on any deviations as soon as observed, regardless of whether the observation was made during any routine or ad hoc inspection and to ensure that the reports are made available to the principal Contractor to become part of site records (Health and Safety File).
• All Health and Safety Representatives (SHE-Reps) shall act and report as per Section 18 of the
Act. Further (Specific) Supervision Responsibilities for OHS Several appointments or designations of responsible and /or competent people in specific areas of
construction work are required by the Act and Regulations. The following competent appointments, where applicable, in terms of the Construction Regulations are required to ensure compliance to the Act, Regulations and Safety Standards.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
33. 26 (a) Stacking and storage supervisor Contractor
34. 27 (h) Fire equipment inspector Contractor
This list may be used as a reference or tool to determine which components of the Act and Regulations
would be applicable to a particular site, as was intended under paragraph 3 and 4 of the Chapter “Preamble” (page 4) above. This list must not be assumed to be exclusive or comprehensive.
Communication and Liaison
• OHS Liaison between the Employer, the Principal Contractor, the other Contractors, the Designer and other concerned parties shall be through the HS Committee as per the procedures determined by the HS Committee.
• In addition to the above, communication may be directly to the Employer or his appointed Agent, in writing, as and when the need arises.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Consultation with the workforce on OHS matters will be through their Supervisors and HS Representatives (‘SHE – Reps’)
• The Principal Contractor will be responsible for the dissemination of all relevant OHS information to the other Contractors e.g. design changes agreed with the Employer and/or its Agent on its behalf and the Designer, instructions by the Employer and/or his/her agent, exchange of information between Contractors, the reporting of hazardous/dangerous conditions/situations etc.
1.6 Interpretation
a) The Occupational Health and Safety Act and all its Regulations, with the exception of the Construction Regulations, distinguish between the roles, responsibilities and functions of employers and employees respectively. It views consultants and contractors as employees of the “owner” of a construction or operational project, the “owner” being regarded as the employer. Only if formally agreed to by way of the written agreement in this regard between the “owner(s)” and consultant and /or between the “owner(s)” and the contractor(s), will these assumptions be relinquished in favour of the position agreed upon between the relevant parties.
b) The position taken by the Construction Regulations is that the “owner”, in terms of its
instructions, operates (has to operate) in the role of Employer as per relevant definition. The contractors working for the “Employer” are seen to be in two categories, i.e. the Principal Contractor and Contractors. The Principal Contractor has to take full responsibility for the health and safety on the site of the relevant project / contract. This includes monitoring health and safety conditions and overseeing administrative measures required by the Construction Regulations from all contractors on the project site. (Ordinary / sub) Contractors are required to operate under the scrutiny and control (in terms of all health and safety measures which are covered in the Construction Regulations) of the Principal Contractor. Where, for the work the Principal Contractor will have to execute himself, practical health and safety measures are applicable, he will also be subject to the relevant requirements with which (ordinary / sub) Contractors have to comply. The Principal Contractor will, however, not have to actually fulfil such requirements in respect of any of the work / functions of any (ordinary / sub) Contractors on the site for which he has been appointed as Principal Contractor. However, he / she has to monitor / oversee such processes, ensuring that the requirements are complied with and that the required appointments / evaluations / inspections / assessments and tests are done and that the records are duly generated and kept as prescribed in the Construction Regulations. This has to feature clearly in the Principal Contractor’s Health and Safety Plan.
c) The OHSS (Occupational Health and Safety Specification) contains clauses that are generally
applicable to building / construction and to impose pro-active controls associated with the activities that impact on human health and safety as it relates to plant and machinery.
d) The Employer will monitor Contractors comply with the requirements of the OHSA and will not
prescribe to the Contractor how such compliance is achieved. 1.7 Project Health and Safety Specification Requirements This document is the pre-contract Standard Health and Safety Specification which must be used by
the Principal Contractor and Sub Contractors appointed by the Principal Contractor to compile Health and Safety Plans for this project and forms part of the tender documentation.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The Principal Contractor and Sub Contractor’s particular attention is drawn to Section 1.9 of this specification whereby
“Upon award of the contract, the contractor is to assume and adopt the function and duties of the
Principal Contractor as set out in the Construction Regulations 2003 No.R.1010 promulgated 18 July 2003.”
The health and safety specifications outlined herein must be taken into account and due allowance
made within the pricing of appropriate items contained within the specification. Where the tenderer is of the opinion that a requirement is missing or is not adequately specified then this shall be drawn to the Employer / Employer’s Agent’s attention during the tender period. In the absence of any direction to the contrary, the tenderer shall as part of the tender submission, set out the details of such discrepancy together with the costs associated therewith, separately identified and included within the tender figure.
1.8 Responsibilities 1.8.1 Employer 1.8.1.1 The Employer or his appointed Agent on his behalf will appoint each Principal Contractor for this
project or phase/section of the project in writing for assuming the role of Principal Contractor as intended by the Construction Regulations and determined by the Bills of Quantities.
1.8.1.2 The Employer or his appointed Agent on his behalf shall discuss and negotiate with the Principal
Contractor the contents of the health and safety plan of the both Principal Contractor and Contractor for approval.
1.8.1.3 The Employer or his appointed Agent on his behalf will take reasonable steps to ensure that the health
and safety plan of both the Principal Contractor and Contractor is implemented and maintained. The steps taken will include periodic audits at intervals of at least once every month.
1.8.1.4 The Employer or his appointed Agent on his behalf will prevent the Principal Contractor and/or the
Contractor from commencing or continuing with construction work should the Principal Contractor and/or the Contractor at any stage in the execution of the works be found to:
• have failed to have complied with any of the administrative measures required by the
Construction Regulations in preparation for the construction project or any physical preparations necessary in terms of the Act;
• have failed to implement or maintain their health and safety plan; • have executed construction work which is not in accordance with their health and safety plan;
or • act in any way which may pose a threat to the health and safety of any person(s) present on
the site of the works or in its vicinity, irrespective of him/them being employed or legitimately on the site of the works or in its vicinity.
1.8.2 Principal Contractor 1.8.2.1 The Principal Contractor shall accept the appointment under the terms and Conditions of Contract.
The Principal Contractor shall sign and agree to those terms and conditions and shall, before commencing work, notify the Department of Labour of the intended construction work in terms of
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Regulation 3 of the Construction Regulations. Annexure B of this Specification contains a “Notification of Construction Work” form. The Principal Contractor shall submit the notification in writing prior to commencement of work and inform the Employer or his Agent accordingly.
1.8.2.2 The Principal Contractor shall ensure that he is fully conversant with the requirements of this
Specification and all relevant health and safety legislation. This Specification is not intended to supersede the Act nor the Construction Regulations or any part of either. Those sections of the Act and the Construction Regulations which apply to the scope of work to be performed by the Principal Contractor in terms of this contract (entirely or in part) will continue to be legally required of the Principal Contractor to comply with. The Principal Contractor will in no manner or means be absolved from the responsibility to comply with all applicable sections of the Act, the Construction Regulations or any Regulations proclaimed under the Act or which may perceivable be applicable to this contract.
1.8.2.3 The Principal Contractor shall provide and demonstrate to the Employer a suitable and sufficiently
documented health and safety plan based on this Specification, the Act and the Construction Regulations, which shall be applied from the date of commencement of and for the duration of execution of the works. This plan shall, as appendices, include the health and safety plans of all Sub-contractors for which he has to take responsibility in terms of this contract.
1.8.2.4 The Principal Contractor shall provide proof of his registration and good standing with the
Compensation Fund or with a licensed compensation insurer prior to commencement with the works. 1.8.2.5 The Potential Principal Contractor shall, in submitting his tender, demonstrate that he has made
provision for the cost of compliance with the specified health and safety requirements, the Act and Construction Regulations. (Note: This shall have to be contained in the conditions of tender upon which a tenderer’s offer is based.)
1.8.2.6 The Principal Contractor shall consistently demonstrate his competence and the adequacy of his
resources to perform the duties imposed on the Principal Contractor in terms of this Specification, the Act and the Construction Regulations.
1.8.2.7 The Principal Contractor shall ensure that a copy of his health and safety plan is available on site and
is presented upon request to the Employer, an Inspector, Employee or Sub-contractor. 1.8.2.8 The Principal Contractor shall ensure that a health and safety file, which shall include all
documentation required in terms of the provisions of this Specification, the Act and the Construction Regulations, is opened and kept on site and made available to the Employer or Inspector upon request. Upon completion of the works, the Principal Contractor shall hand over a consolidated health and safety file to the Employer.
1.8.2.9 The Principal Contractor shall, throughout execution of the contract, ensure that all conditions
imposed on his Sub-contractors in terms of the Act and the Construction Regulations are complied with as if they were the Principal Contractor.
1.8.2.10 The Principal Contractor shall from time to time evaluate the relevance of the Health and Safety Plan
and revise the same as required, following which revised plan shall be submitted to the Employer and/or his/her Agent for approval.
1.8.3 Contractor (Responsibilities in terms of this contract and health and safety specification) As per 1.8.2 above, as and where applicable or as indicated in the letter of appointment.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
1.9 Start of Construction Phase The construction phase shall not commence until the Principal Contractor’s Health and Safety Plan
was considered and approved by the Employer / Employer’s Agent. The Employer / Employer’s Agent shall discuss and negotiate with the Principal Contractor the contents of the Health and Safety Plan submitted by the Principal Contractor before finally approving it for implementation.
The construction phase shall not commence until written permission is received from the Employer /
Employer’s Agent. In this respect the Employer / Employer’s Agent may rely on the advice of the Design Team as to the adequacy and comprehensiveness of the Plan offered by the Principal Contractor.
In preparing their detailed Health and Safety Plan based on the relevant sections of this Health and
Safety Specifications supplied to them by the Employer, Employer’s Agent, contractors must allow for the adoption of safe working procedures, method statements specific to health and safety and co-ordinate and rationalize activities to avoid uncontrollable hazards arising due to clashes of activities.
THE HEALTH AND SAFETY PLAN IS THEREFORE TO BE INCLUDED WITH THE TENDER DOCUMENTS
WHEN TENDERS ARE INVITED FOR THE PROJECT. 1.10 Sub-Contractors, Suppliers and Designers The Principal Contractor shall ensure that all direct appointments in connection with this project
include provisions for the compliance of his sub-contractors, suppliers and designers, etc, with the relevant provision of the Occupational Health and Safety Act (Act 85 of 1993) and it’s Regulations, in particular the Construction Regulations 2003 No. R. 1010 promulgated 18 July 2003.
1.11 Liaison The Principal Contractor shall together with all his appointees (Co-Contractors), liaise with the
Employer / Employer’s Agent as required under the Regulations and agree procedures for the transfer of relevant information in respect of designs and in connection with the preparation of the Health and Safety File.
1.12 Advice The tenderer shall as part of the tender submission indicate where advice will or may be required of
the Employer / Employer’s Agent in respect of the health and safety competence of the tenderer’s designers and the adequacy of resources allocated or to be allocated by them.
1.13 General Health and Safety Provisions 1.13.1 Notification of Intention to Commence Construction Work The Contractor shall notify the Provincial Director of the Department of Labour within 10 working
days of receipt of the Letter of Acceptance from the Employer, of any project initiation if:
• The project will exceed 3 months to complete;
• The Contractor is going to excavate trenches deeper than 1.5 meters and the volume exceeds cubic meters;
• Work carried out at heights in excess of 3 meters from ground or floor level.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
A copy of the notification letter to the Provincial Director shall be forwarded to the Employer for record purposes.
1.13.2 Competency of Contractor’s Responsible Persons The Contractor’s responsible persons shall be competent in Health and Safety Management and shall
undergo a half day Health and Safety Management Training Course arranged and conducted by the Employer prior to commencement of activities on site.
The Contractor shall submit CV’s with all relevant substantiating documentation to prove role player
competence for approval by the Employer at tender stage. 1.13.3 Compensation for Occupational Injuries and Diseases Act (Act 130 of 1993) The Contractor shall submit a letter of good standing with the Compensation Insurer to the Employer,
within 10 working days from receipt of the Letter of Acceptance from the Employer prior to commencement of construction.
1.14 Undertaking by Principal Contractor and Sub-Contractors appointed by the Principal Contractor The Principal Contractor as well as Sub-Contractors appointed by him / her shall undertake in writing
to ensure that the provisions of the Occupational Health and Safety Act (Act 85 of 1993) and it’s Regulations, in particular the Construction Regulation of 2003 No. R 1010 and any amendments or re-enactments thereto are complied with. The undertaking form shall be signed by the Managing Director of the company / firm awarded the tender.
2. PROJECT DESCRIPTION 2.1 Employer Bloemwater, 2 Mzuzu Street, Bloemfontein 2.2 Site Address See tender document 2.3 Description of Work See tender document These specifications are applicable to the specific scope of work pertaining to the above-mentioned
project as detailed in the tender documents (elaborate sufficiently and provide adequate information to give full understanding of all work to be done).
Notes to the Employer, Designer, Project Manager, Architect and Agent: add references to the above project and include specific elements identified as the ‘Critical Few’. The
‘Critical Few’ refer to those few or singular elements of the project that have the potential to impact in a major or devastating way on the project as a whole in the event of an accident or incident occurring. (20:80 principle)
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Because of the inherent generic nature of the Health and Safety Specifications document, specific relevant information on the project must be provided and it may be necessary to draft the required information under this paragraph on a separate attached document.
If at any time after commencement of the project changes are brought about to the design or
construction, sufficient health and safety information and appropriate resources are to be made available to the Principal Contractor to execute the work safely.
2.4 Estimated Duration of Construction Phase See tender document 2.5 Employer’s Agent Will be confirmed during tender clarification meeting. 3 SITE CONDITIONS 3.1 Site Location See tender document 3.2 Site Use See tender document 3.3 Condition of the Premises Will be confirmed during tender clarification meeting. 3.4 Existing Services See tender document 3.5 Fire Precautions and Means of Escape Will be confirmed during tender clarification meeting. 3.6 Occupation Will be confirmed during tender clarification meeting. 3.7 Existing Ground Conditions Will be confirmed during tender clarification meeting. 4. EXISTING DRAWINGS See tender document 5. INFORMATION REQUIREMENTS
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The contractor must provide the following information together with his tender documentation for pre-evaluation. Please note that if none of the mentioned information is submitted the particular tender will not be considered!!!
5.1 General
• The Principal Contractor / Sub-Contractor shall have an OHS Policy in accordance with the OHS (Occupational Health and Safety Act, Act 85 of 1993) and include a copy of the Policy in the Health and Safety Plan to be submitted by the Principal Contractor / Sub-Contractor.
NB: This needs to be submitted with your tender!
• The Principal Contractor / Sub-Contractor shall promptly display a copy of the Company’s OHS Policy on the OHS Notice Board for the duration of the contract and include it into information provided to persons at Project OHS induction.
• The Principal Contractor shall develop a Project specific OHS Management Commitment Statement based on the Company’s OHS Policy.
NB: This needs to be submitted with your tender!
• The Principal Contractor’s Managing Director shall sign the Commitment Statement and prominently display a copy on the OHS Notice Board for the duration of the project. A copy of the Commitment Statement shall be included in information provided to persons at the Project OHS induction and a copy shall also be supplied to each sub-contractor.
• The Principal Contractor is required to maintain an acceptable disabling incident frequency rate (DIFR) and report on this to the Employer and/or its Agent on its behalf on a monthly basis.
5.2. Management
• The Principal Contractor and all Co-contractors to be appointed by him / her attention is draw to the following pre-tender requirements. Please provide details of the personnel and management systems to be put in place to prepare, manage, implement, conduct and monitor the Health and Safety Plan for the project. Broadly speaking your:
- Organization’s internal structure that establishes SHE (Safety, Health and
Environmental) ROLES, RESPONSIBILITIES, ACCOUNTABILITIES, and REPORTING RELATIONSHIPS,
- SHE (Safety, Health and Environmental) PLANS, POLICIES, PROCEDURES, DIRECTIVES
and STANDARDS that provide instructions as to how activities and functions are to be carried out,
- SHE (Safety, Health and Environmental) CONTROLS, INSPECTIONS, REVIEWS, etc. built
into construction operations to ensure that performance is consistent with SHE (Safety, Health and Environmental) objectives and requirements,
- SHE (Safety, Health and Environmental) COMMUNICATION MECHANISMS for collecting,
handling and reporting information. In other words Management Systems that specifies WHO is going to do WHAT, WHERE, WHEN, Why and HOW.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Details of relevant Health and Safety Knowledge, Training, Experience and Qualifications held by the persons nominated above, including recent health and safety education and training undertaken. Please ensure that substantiating proof needs to accompany these details!
• Procedures for determining the competence of contractors engaged on the project, whether employed by the Principal Contractor directly or by others, to fulfil their duties under the Construction Regulations 2003 (No. R. 1010 Promulgated 18 July 2003).
NB: This needs to be submitted with your tender!
5.3. Hazard Identification, Risk Assessment and Control 5.3.1 Hazard Identification, Risk Assessment and control (Base Line)
• The Principal Contractor / Sub-Contractor shall detail and implement procedures that will identify hazards, assess risks and determine suitable control measures as they arise throughout term of the contract. These procedures shall both comply with and be implemented and managed in accordance with the specification.
• The Principal Contractor / Sub-Contractor shall detail and implement procedures that ensure control measures are evaluated for effectiveness and modified as necessary. The evaluation procedure shall detail the responsibilities, timelines and records that will be kept as part of the process.
• Where Risk is controlled through administrative control measures, the Principal Contractor / Sub-Contractor shall ensure that the administrative measures are:
- Clearly documented and those personnel responsible for implementation and
management are explicitly defined; - Understood by all relevant personnel through training and assessment; - Implemented as documented and promptly reviewed for effectiveness following initial
implementation; - Amended and authorized as required; - Adequately supervised, managed and audited to ensure continuing compliance; - Available at all times wherever the measures are being implemented.
• Any piece of plant or equipment not complying with the specification shall cease operation until the Principal Contractor / Sub-Contractor can demonstrate to the satisfaction of the Employer / Employer’s Agent that the piece of non-conforming plant or equipment conforms to these requirements.
• Important to note:
- All Hazard Identification Risk Assessments (HIRA) are to be conducted by a person with specific Knowledge, Training, Qualifications and Experience in determining potential threats to the health and safety of persons at work, persons other than persons at work as well as potential threats to health and safety in connection with the use and maintenance of plant, equipment and machinery;
- All HIRA’s needs to be comprehensive and may well lead to further, separate, more in depth risk assessment studies;
- All HIRA’s shall form part of the Contractor’s Health and Safety Plan; - All HIRA’s shall be periodically reviewed; - A copy of each HIRA document must be submitted to the Employer via the engineer for
approval by the Employer;
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
- Approval by the Employer via the engineer must be obtained before the work described is commenced. The HIRA must be submitted 14 calendar days prior to the planned commencement date;
- Should the Contractor commence construction activities without the approval of their HIRA, or should the HIRA not reflect the activities being undertaken, the Employer may instruct all construction activities to be halted immediately, and the Contractor will have no claim against the Employer in such a case for lost time or costs, irrespective of whether it can be demonstrated that the work was safely undertaken.
• The HIRA should include the following: - The identification of hazards to the health and safety to which persons may be exposed; - An analysis and evaluation of the hazards identified; - A documented method statement and written safe work procedures to mitigate reduce
or control the risks assessed; - A monitoring and review plan that will ensure the effective functioning of risk
mitigating, reducing and controlling measures; - The relevant PPE (personal protective equipment) and or clothing;
• The Principal Contractor shall ensure that all Co-Contractors are informed, instructed and trained by a person with specific Knowledge, Training, Qualifications and Experience in determining potential threats to the health and safety of persons at work, persons other than persons at work as well as potential threats to health and safety in connection with the use and maintenance of plant, equipment and machinery regarding any hazard and related safe work / activity procedures before any work commences and thereafter at 2 monthly intervals
5.4 Issue Based Risk Assessment and control As circumstances and needs arise, separate risk assessment studies will need to be conducted. These
will be associated with a system for the management of change. An additional risk assessment will need to be conducted and submitted to the Employer for approval when foe example:
a) A new machine is introduced onto site; b) A system of work is changed or operations altered; c) After an accident or “near miss incident” has occurred; d) New knowledge comes to light and information is received which may influence the level of
risk to employees on site. 5.4.1 Continuous Risk Assessment and control This is the most important form of risk assessment which should take place continually, as an integral
part of the day-to-day management. This activity must be conducted by frontline supervisors (6.1 and 6.2) on site and it is essential that
formal training be provided to enable this process to be efficient. Examples of continuous risk assessment include:
• Audits;
• General hazard awareness linked to a suggestion scheme;
• Pre-activity assessments using checklists.
• In general the Contractor must ensure that the risk assessment involves identifying the hazards present in a work activity on site. This is followed by an evaluation of the extent the risk involved taking into consideration those precautions already being taken.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The Contractor shall be responsible for making sure that all employees under his / her control are conversant with the content of the risk assessment and what appropriate measures have been put in place to either eliminate or reduce the identified risks. The Contractor shall outline to employees what role they are expected to fulfil in the risk assessment and control measure process.
The following general principles should be followed when conducting a risk assessment:
• All relevant risks and / or hazards should be systematically addressed;
• The risk assessment should address what actually happens in the workplace during the work activity;
• All employees and those who may be affected must be considered, including maintenance staff, security guards, visitors and co-contractors;
• The risk assessment should highlight those groups and individuals who may be particularly at risk, such as the young and inexperienced, and those who are required to work alone or who have disabilities;
• The risk assessment process should take into account the existing safety measures and controls;
• The level of detail on a risk assessment should be appropriate to the level of risk. 5.5 Health and Safety Plan The Principal Contractor as well as Co-Contractors appointed by him / her shall develop a Health and
Safety Plan to reflect variations in design or changes in site conditions and liaise with the Employer / Employer’s Agent.
The Principal Contractor shall develop this Health and Safety Plan so that it:
• Incorporates the contractor’s approach to managing the construction work to ensure the health and safety of all persons carrying out the construction work and all persons who may be affected by their work.
• Includes the risk assessments prepared by all Contractors under their duties set out in the Construction Regulations 2003 and any other relevant legislation (i.e. the OHS Act and Regulations, etc).
• Includes the arrangements for ensuring that, where appropriate or specifically requested, all Contractors / Sub-Contractors prepare suitable and sufficient method statements for their construction works which incorporate adequate measures for ensuring the health and safety of all persons who may be affected by these works.
• Incorporates the common arrangements for site safety, statutory notices and registers etc.
• Includes the site rules to be adopted for controlling the risks to health and safety during the construction phase(s) or the project.
• Includes reasonable arrangements for monitoring compliance with health and safety legislation and site rules.
• Includes reasonable measures to ensure co-operation between all Contractors and Sub-Contractors in respect of health and safety provisions and prohibitions.
• Includes the steps to be taken to ensure that only authorized persons are allowed into any premises or parts of the site / premises where construction work is being carried out.
• Includes arrangements for emergency procedures.
• Includes arrangements for ensuring that, so far as is reasonably practicable, every Contractor and Sub-Contractor is provided with comprehensible information about the risks to health and safety of that Contractor / Sub-Contractor, or of any employees or other persons under their control, arising out of the construction works, including the emergency procedures.
• Includes details of the arrangements for ensuring, so far as is reasonably practicable, that the employees or other persons under the control of any Contractor / Sub-Contractor, and any
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
visitors to the site, receive adequate information about the risks to their health and safety arising out of the construction works and, where necessary, adequate training to carry out their work in a safe and healthy manner.
• Includes arrangements for providing all persons at work on the site and visitors to the site with the opportunity and means of discussing and offering advice on health and safety issues relating to the construction works.
• Includes arrangements for the reporting of any accidents, injuries or dangerous occurrences, including conforming to the statutory requirements.
• Can be modified as the work proceeds to take account of any information received from Contactors / Sub-Contractors, any experience gained during the course of the project or any changes necessary as a result of unforeseen circumstances or alterations to the design.
5.6 Programme
The Contractor is required to provide together with his / her tender documentation a time estimate
that is required to effectively implement their Health and Safety Plan sufficiently before works commence on site.
5.7 Cost The Contractor is required to provide together with his / her tender documentation:
• A detailed breakdown of costs allowed in the contractor's tender for preparing, managing, implementing and monitoring the Health and Safety Plan, and for complying with the requirements imposed on the Principal Contractors under the Construction Regulations of 2003(No. R. 1010 Promulgated 18 July 2003).
• All safety personnel and competent persons are to be personnel employed by the Principal Contractor and no additional payment will be made for the appointment of such personnel;
• Provision of details and proof of Health and Safety Competence of a dedicated Construction Safety Officer.
before works commence on site.
6. GENERAL SITE SAFETY 6.1 Safety training and education The Principal Contractor (PC) shall detail and make available substantiating proof of the OHS
competencies and training received by its contract management personnel as well as key Health and Safety role players and makes a copy available to the Employer for assessment. This information is to be available with tender documentation.
The Principal Contractor’s Health and Safety Plan shall have a detailed register of the skills and
competencies for all personnel for activities which personnel will undertake under the contract. (E.g. Mobile plant operators, crane operators etc.)
The Principal Contractor shall demonstrate and maintain documentary evidence of competencies on
site for the duration of the contract. The Principal Contractor shall at quarterly intervals conduct a training needs analysis to ascertain what
health and safety training is required. A plan of action should be derived and forwarded to the Employer for record purposes. Once the identified people have attended the training, the PC must copy the Employer with certificates of training.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6.1.1 Induction Training The Principal Contractor / Sub-Contractor shall develop and detail a Site Induction Training
Programme as part of the Occupational Health and Safety Plan to be submitted to the Employer / Employer’s Agent prior to commencement of construction that includes as a minimum:
• Training related to hazards likely to be encountered on Site and control measures that have been developed in response to these hazards;
• Health and Safety Roles and Responsibilities;
• The requirements of the Health and Safety Plan submitted and approved
• Address the identified issues in the Fire Safety, Emergency, Evacuation and Rescue Plan to ensure that all Site personnel are aware of procedures in the event of an incident or emergency occurring;
The Principal Contractor / Sub-Contractor shall evaluate all persons undertaking the Site Induction
Training through a written test to ensure that inductees have an understanding of the OHS (Occupational Health and Safety) requirements for the contract. The written tests shall be signed and dated by the person undertaking the induction training to attest to their understanding and be retained by the Principal Contractor / Sub-Contractor as a record that the training has been completed.
6.1.2 Induction training for specified work The Principal Contractor / Sub-Contractor shall conduct Site Specific Occupational Health and Safety
Induction Training for all personnel, the Employer / Employer’s Agent and all visitors not escorted on Site by inducted persons.
The Principal Contractor / Sub-Contractor shall evaluate all persons undertaking the Site Induction
Training through a written test to ensure that inductees have an understanding of the OHS (Occupational Health and Safety) requirements for the contract. The written tests shall be signed and dated by the person undertaking the induction training to attest to their understanding and be retained by the Principal Contractor / Sub-Contractor as a record that the training has been completed.
The PC shall keep a copy of the attendance register of all persons inducted by him / her. Apart from
the attendance register the PC shall also keep the individual test papers of all inducted persons as record of their understanding of health and safety risks and all appropriate mitigating measures. Information to be retained in the PC’s Project Health and Safety File.
6.2 Recording and reporting of injuries The PC shall make arrangements for all his / her employees and Co-Contractors appointed by him /
her to report accidents, ill health and dangerous occurrences notifiable to the Department of Labour under Section 24 of the OHS Act (Occupational Health and Safety Act, Act 85 of 1993) (Reporting to DOL (Department of Labour) Inspector regarding certain incidents).
All lost time incidents associated with the contract works or reportable as defined by Section 24 of
the OHS Act shall be immediately reported to the Employer / Employer’s Agent. The Principal Contractor / Sub-Contractor shall provide a detailed report of all accidents / incidents,
including events that could have become lost time incidents were it not for fortuitous circumstances to the Employer / Employer’s Agent within 5 days of the incident occurring. The Principal Contractor
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
/ Sub-Contractor shall provide copies of all reports and information associated with the incidents to the Employer / Employer’s Agent. Copies of reports must be placed on the Health and Safety File.
Where the Principal Contractor / Sub-Contractor has been:
• Served with a prohibition, contravention or improvement notice under the OHS Act; or
• Required to comply with any order issued by an inspector for the Department of Labour;
The Principal Contractor / Sub-Contractor shall immediately supply a copy of that notice, order or notification to the Employer / Employer’s Agent.
Where the Principal Contractor / Sub-Contractor have been served with a summons or are convicted
of any offence in relation to occupational health and safety, the Principal Contractor / Sub-Contractor shall immediately supply a copy of that summons to the Employer / Employer’s Agent.
The Principal Contractor / Sub-Contractor shall detail the reporting and investigation procedures for
incident investigation. The procedures shall include the investigating officer responsible and the time limits imposed for reporting and investigating the incident and to implement corrective action in a timely manner so as to prevent a recurrence.
The Employer / Employer’s Agent may participate in or undertake an investigation into the incident,
injury or illness at its discretion and the Principal Contractor / Sub-Contractor shall cooperate with and provide assistance to the investigation organized and undertaken by the Employer / Employer’s Agent.
6.3 First Aid The PC shall establish and implement a first-aid programme to provide emergency treatment to
victims of accidents, chemical substances or excessive exposure to toxic substances. The programme shall include:
- proper first aid facilities administered by qualified personnel, - first-aid boxes, - first-aid room, where there are 500 or more workers on site, - training and re-training of first-aiders, - first-aid treatment procedures, - standard procedures, - special procedures, e.g. for poisoning, - maintenance of first-aid facilities
All first-aid provisions shall comply with the OHS Act (Act 85 of 1993) 6.4 Fire protection and prevention
• Appropriate measures shall be taken by the PC to avoid the risk of fire.
• The PC shall provide sufficient and suitable storage for flammable liquids, solids and gases.
• The PC shall ensure that smoking is prohibited and notices in this regard must be prominently displayed in all places containing readily combustible or flammable materials;
• The PC shall ensure that combustible materials do not accumulate on the construction site.
• The PC shall ensure that welding, flame cutting and other hot work are only conducted after the appropriate precautions have been taken to reduce the risk of fire.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• The PC shall ensure that suitable and sufficient fire-extinguishing equipment is placed at strategic locations and such equipment is maintained in good working order;
• The PC shall ensure that a sufficient number of workers are trained in the use of fire-extinguishing equipment.
6.5 Site Emergency Procedures The Principal Contractor / Sub-Contractor shall establish an Emergency Evacuation and Rescue plan. The plan shall include the following detail:
• The role and responsibility of every individual in the work area on fire safety emergency evacuation and rescue;
• General work area precautions, fire prevention, detection, protection and warning alarm systems;
• Fire fighting and rescue equipment including types of fire extinguishers;
• Fire safety measures for Site accommodation;
• Escape and communication;
• Fire brigade access, facilities and coordination;
• Fire drills and training including the use of fire fighting equipment;
• Material storage including flammable liquids, gasses and waste; The Principal Contractor / Sub-Contractor shall ensure that all procedures, precautionary measures
and safety standards stipulated in the Plan are communicated, implemented and complied with by all workers including other interfacing contractors on site.
The Principal Contractor / Sub-Contractor shall practice their emergency preparedness within six (6)
weeks of the commencement of work and at least two (2) monthly intervals thereafter. Reports detailing the state of effectiveness of emergency preparedness shall be compiled by the PC and a copy placed on the Project Health and Safety File.
The Principal Contractor / Sub-Contractor shall review and ensure the adequacy of the Plan as the
work progress. The Principal Contractor / Sub-Contractor shall conduct monthly checks on fire fighting equipment
and test alarms and detection devices installed on Site and document findings in a register which shall be placed on the Project Health and Safety File.
The Principal Contractor / Sub-Contractor shall conduct weekly inspections of escape routes, fire
brigade access, fire fighting facilities and working areas to ensure that the requirements stipulated in the Fire Safety, Emergency, Evacuation and Rescue Plan are complied with. All inspection records shall be documented in registers and kept in the Health and Safety file for inspection at any time.
6.6 Housekeeping The PC shall ensure that suitable housekeeping is continuously implemented on the construction site,
including:
• proper storage of materials and equipment
• removal of scrap, waste and debris at appropriate intervals; Loose materials shall not be placed or allowed to accumulate on the site so as to obstruct access and
egress from workplaces and passageways.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Good housekeeping will be maintained at all times as per Construction Regulation No. 25. Poor
housekeeping contributes to three major problems, namely, costly or increased accidents, fire or fire hazards and reduction in production. Good housekeeping will enhance production time.
Particular emphasis is to be placed on the following crucial elements of a construction site:
• Phase priorities and production/plant layout
• Enclosures
• Pits, openings and shoring
• Storage facilities
• Effective, sufficient and maintained lighting or illumination
• Principal sources of injuries e.g. stairways, runways, ramps, loose building material
• Oil, grease, water, waste, rubble, glass, storm water
• Colour coding
• Demarcations
• Pollution
• Waste disposal
• Ablution and hygiene facilities
• First aid This list must not be taken to be exclusive or exhaustive! In promotion of environmental control all waste, rubble, scrap etc, will be disposed of at a registered
dump site and records will be maintained. Where it is found to be impractical to use a registered dump site or it is not available, the Principal Contractor will ensure that the matter is brought to record with the Employer or Employer’s agent, after which suitable, acceptable alternatives will be sought and applied.
Dross and refuse from metals, and waste matters or by-products whose nature is such that they are
poisonous or capable of fermentation, putrefaction or constituting a nuisance shall be treated or disposed of by methods approved of by an inspector.
NOTE: No employer (Principal Contractor) shall require or permit any person to work at night or after
hours unless there is adequate, suitable artificial lighting including support services in respect of Health and Safety.
6.7 Stacking and storage
• The PC shall ensure that adequate storage areas are provided.
• The PC shall ensure that storage areas are kept neat and under control. 6.8 Illumination The PC shall ensure that adequate artificial lighting is provided when work is carried out after dark or
inside buildings. 6.9 Sanitation /Hygiene The PC shall ensure that site hygiene facilities are provided as follows:
• One sanitary facility for every 30 workers.
• Adequate washing facilities.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• One shower facility for every 15 workers; Drying sheds, huts, rooms or other accommodation for sheltering during bad weather, storing clothes
and taking meals. Facilities should include tables and chairs, suitable means for boiling water and a supply of wholesome drinking water.
The 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.
6.10 Personal Protective Equipment The Principal Contractor / Sub-Contractor shall provide and maintain suitable PPE (Personal Protective
Equipment) for all employees employed on the Site. The Principal Contractor / Sub-Contractor shall ensure that such PPE comply with the requirements
of the OHS Act (Occupational Health and Safety Act, Act 85 of 1993). The Principal Contractor / Sub-Contractor shall also ensure that all equipment is properly used by his
/ her employees during the course of their work. The Principal Contractor / Sub-Contractor shall record all issues of all equipment to his / her
employees in documented registers and such registers shall be kept in the Health and Safety File on site and made available for inspection at all times.
The Principal Contractor / Sub-Contractor shall provide the Employer / Employer’s Agent with a colour
code by which employees will be identified with regard to occupations, responsibilities, accountabilities, reporting relationships and access to different locations on site. (e.g. hard hats, overalls)
PPE shall be provided, used, and maintained in a sanitary and reliable condition wherever it is
necessary by reason of hazards All personal protective equipment shall be of safe design and construction for the work to be
performed. 6.11 Permit to work requirements The PC shall ensure that a written work permit is obtained from the Employer or engineer before
commencing with any work to be undertaken. A permit shall be issued for all hazardous or dangerous activities to be carried out during construction. The Employer or engineer shall be made aware of and ensure that he / she has signed the permit before the PC commences on site.
The following is a list of hazardous activities which need a permit:
• metalwork flame cutting;
• site welding;
• working in confined spaces;
• executing excavation work in excess of 1 meter in depth;
• use / handling of a hazardous chemical substance e.g. asbestos / lead;
• demolition work;
• use of explosives and blasting;
• Piling.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6.12 Lock-out The PC shall institute a "Lock-out" procedure in respect of controlling energy so as to prevent
unexpected operation or activation of machinery, equipment or source of energy. This procedure must include a written policy, specific procedures, rules and supervisory follow-up, covering the positive locking of switches and valves to ensure that alterations, maintenance, set-up and or other work can be performed safely.
Physical/mechanical lock-out systems shall be part of the safety system and included in training.
Lockouts shall be tagged and the system tested before commencing with any work or repairs. 6.13 Monthly Health and Safety Audits The Principal Contractor shall carry out monthly Health and Safety Audits on the measures contained
within his / her Health and Safety Plan submitted to the Employer / Employer’s Agent as well as Health and Safety Plans submitted by Sub-Contractors appointed by the Principal Contractor to demonstrate that the required level of health and safety are being achieved and maintained and compile a full report to the Employer / Employer’s Agent on such audit.
The Employer / Employer’s Agent will audit the Principal Contractor as well as his / her Sub-
Contractor’s Health and Safety Plans from time to time and will advise the Principal Contractor of any matter with which he / she is not satisfied and the Principal Contractor shall take such steps as are necessary to satisfy the Employer / Employer’s Agent.
The Employer / Employer’s Agent will carry out such audits as he / she considers necessary by not less
than monthly. The Principal Contractor shall make available, specialist personnel as the Employer / Employer’s Agent
may consider necessary for the performance of such audits. The Principal Contractor shall develop and maintain an Audit Schedule that details the audits planned
to be undertaken by the Principal Contractor of the work under the contract, including sub-contractors, for the duration of the contract. The Audit Schedule shall form part of the Health and Safety Plan that needs to be submitted by the Principal Contractor.
Audit reports shall detail the scope of the audit, the audit questions and the audit findings. The Employer / Employer’s Agent shall be promptly provided with copies of all audit reports together
with other documentation to show that all matters raised have been appropriately addressed. Unless otherwise directed by the Employer / Employer’s Agent the Principal Contractor / Sub-
Contractor shall undertake its initial OHS Audit within 4 weeks of commencement of work. The Principal Contractor / Sub-Contractor shall undertake subsequent OHS Audits at a frequency not less than once a month.
All Principal Contractor’s OHS Audits shall include an assessment of Sub-Contractor compliance with the approved OHS Plan. The following are in particular requirements depending on scope of works and will form a basis for compliance audits.
1. Administrative and Legal Requirements 2. Education, Training and Promotion 3. Public Safety and Emergency Preparedness 4. Personal Protective Equipment 5. Housekeeping
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6. Scaffolding, Formwork and Support work 7. Ladders 8. Electrical Safeguarding 9. Emergency/Fire Prevention and Protection 10. Excavations and Demolition 11. Tools 12. Cranes 13. Personnel and Material Hoists 14. Transport and Materials Handling 15. Site Plant and Machinery 16. Plant and Storage Yards/Site Workshops Specifics 17. Health and Hygiene
OUTLINED DATA, REFERENCES AND INFORMATION ON CERTAIN AND/OR SPECIFIC OBLIGATORY
REQUIREMENTS TO ENSURE COMPLIANCE Administrative and Legal Requirements
OHS Act Section/Regulation
Subject Requirements
Construction Regulation 3 Notice of carrying out Construction work
Department of Labour notified Copy of Notice available on Site
General Admin Regulation 4 *Copy of OHS Act (Act 85 of 1993) Updated copy of Act and Regulations on site Readily available for perusal by employees
COID Act Section 80
*Registration with Compens. Insurer
Written proof of registration / Letter of good standing available on Site
Construction Regulation 4 and 5(1)
HS Specification and Programme HS Spec received from Employer and/or its Agent on its behalf OHS programme developed and Updated regularly
Section 8(2)(d) Construction. Regulation 7
*Hazard Identification and Risk Assessment
Hazard Identification carried out/Recorded Risk Assessment and – Plan drawn up / Updated RA Plan available on Site Employees/Sub-Contractors informed/trained
Section 16(2) *Assigned duties (Managers) Responsibility of complying with the OHS Act assigned to other person/s by CEO.
Construction Regulation 6(1) Designation of Person Responsible on Site
Competent person appointed in writing as Construction Supervisor with job description.
Construction Regulation 6(2) Designation of Assistant for above Competent person appointed in writing as Assistant Construction Supervisor with job description.
Section 17 and18 General Administrative Regulations 6 and7
*Designation of Health and Safety Representatives
More than 20 employees -one HS Representative one additional HS Rep. for each 50 employees or part thereof. Designation in writing period and area of responsibility specified in terms of GAR 6 and 7. Meaningful HS Rep. reports. Reports actioned by Management.
Section 19 and 20 General Administrative Regulations 5
*Health and Safety Committee/s HS Committee/s established. All HS Reps shall be members of HS Committees Additional members are appointed in writing. Meetings held monthly, Minutes kept. Actioned by Management.
Section 37(1) and(2) *Agreement with Mandatories / (Sub-)Contractors
Written agreement with (Sub-)Contractors List of (Sub-) Contractors displayed. Proof of Registration with Compensation Insurer/Letter of Good Standing Construction Supervisor designated Written arrangements re. HS Reps and HS Committee Written arrangements re. First Aid
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Section 24 and General Admin. Regulation 8 COID Act Sect.38, 39 and 41
*Reporting of Incidents (Dept. of Labour)
Incident Reporting Procedure displayed. All incidents in terms of Sect. 24 reported to the Provincial Director. Department of Labour within 3 days. (Annexure 1?)(WCL 1 or 2) and to the Employer and/or its Agent on its behalf Cases of Occupational Disease Reported Copies of Reports available on Site Record of First Aid injuries kept
General Admin. Regulation 9 *Investigation and Recording of Incidents
All injuries which resulted in the person receiving medical treatment other than first aid recorded and investigated by investigator designated in writing. Copies of Reports (Annexure 1) available on Site Tabled at HS Committee meeting Action taken by Site Management.
OHS Act Section/Regulation
Subject Requirements
Construction. Regulation 8 Fall Prevention and Protection Competent person appointed to draw up and supervise the Fall Protection Plan Proof of appointees competence available on Site Risk Assessment carried out for work at heights Fall Protection Plan drawn up/updated Available on Site
Construction. Regulation 8(5) Roof work Competent person appointed to plan and supervise Roof work. Proof of appointees competence available on Site Risk Assessment carried out Roof work Plan drawn up/updated Roof work inspect before each shift. Inspection register kept Employees medically examined for physical and psychological fitness. Written proof on site
Construction. Regulation 9 Structures Information re. the structure being erected received from the Designer including: -geo-science technical report where relevant -the design loading of the structure -the methods and sequence of construction -anticipated dangers/hazards/special measures to construct safely Risk Assessment carried out Method statement drawn up All above available on Site Structures inspected before each shift. Inspections register kept
Construction. Regulation 10 Formwork and Support work Competent person appointed in writing to supervise erection maintenance use and dismantling of Support and Formwork Design drawings available on site Risk Assessment carried out Support and Formwork inspected: -before use/inspection -before pouring of concrete -weekly whilst in place -before stripping/dismantling. -Inspection register kept
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Construction. Regulation 14 Scaffolding Competent persons appointed in writing to: -erect scaffolding (Scaffold Erector/s) -act as Scaffold Team Leaders -inspect Scaffolding weekly and after inclement weather (Scaffold Inspector/s) Written Proof of Competence of above appointees available on Site Copy of SABS 085 available on Site Risk Assessment carried out Inspected weekly/after bad weather. Inspection register/s kept
OHS Act Section/Regulation
Subject Requirements
Construction. Regulation 15 Suspended Platforms Competent persons appointed in writing to: -control the erection of Suspended platforms -act as Suspended platforms Team Leaders -inspect Suspended Scaffolding weekly and after inclement weather Risk Assessment conducted Certificate of Authorization issued by a registered professional engineer available on Site/copy forwarded to the Department of Labour The following inspections of the whole installation carried out by a competent person -after erection and before use -daily prior to use. Inspection register kept The following tests to be conducted by a competent person: -load test of whole installation and working parts every three months -hoisting ropes/hooks/load attaching devices quarterly. Tests log book kept Employees working on Suspended Platform medically examined for physical and psychological fitness. Written proof available.
Construction. Regulation 11 Excavations Competent person/s appointed in writing to supervise and inspect excavation work Written Proof of Competence of above appointee/s available on Site Risk Assessment carried out Inspected: -before every shift -after any blasting -after an unexpected fall of ground -after any substantial damage to the shoring -after rain. Inspections register kept Method statement developed where explosives will be/ are used
Construction. Regulation 12 Demolition Work Competent person/s appointed in writing to supervise and control Demolition work Written Proof of Competence of above appointee/s available on Site Risk Assessment carried out Engineering survey and Method Statement available on Site Inspections to prevent premature collapse carried out by competent person before each shift. Inspection register kept
Construction. Regulation 17 Materials Hoist Competent person appointed in writing to inspect the Material Hoist.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Written Proof of Competence of above appointee available on Site. Materials Hoist to be inspected weekly by a competent person. Inspections register kept.
OHS Act Section/Regulation
Subject Requirements
Construction. Regulation 19 Explosive Powered Tools Competent person appointed to control the issue of the Explosive powered tools and cartridges and the service maintenance and cleaning. Register kept of above Empty cartridge cases/nails/fixing bolts returns recorded Cleaned daily after use Work areas are demarcated!
OHS Act Section/Regulation
Subject Requirements
Construction. Regulation 18 Batch Plants Competent person appointed to control the operation of the Batch Plant and the service maintenance and cleaning. Register kept of above Risk Assessment carried out Batch Plant to be inspected weekly by a competent person. Inspections register kept
Competent person appointed in writing to inspect Cranes Lifting Machines and Equipment Written Proof of Competence of above appointee available on Site. Cranes and Lifting tackle identified/numbered Register kept for Lifting Tackle Log Book kept for each individual Crane Inspection: -All cranes -daily by operator -Tower Crane/s -after erection/6monthly -Other cranes -annually by comp. person -Lifting tackle(slings/ropes/chain slings etc.) -daily or before every new application
Inspection and Maintenance of Electrical Installation and Equipment (including portable electrical tools)
Competent person appointed in writing to inspect/test the installation and equipment. Written Proof of Competence of above appointee available on Site. Inspections: -Electrical Installation and equipment inspected after installation after alterations and quarterly. Inspection Registers kept -Portable electric tools electric lights and extension leads must be uniquely identified/numbered. -Weekly visual inspection by User/Issuer/Store man. Register kept.
Construction. Regulation 26/ General Safety Regulation 8(1)(a)
*Designation of Stacking and Storage Supervisor.
Competent Person/s with specific knowledge and experience designated to supervise all Stacking and Storage Written Proof of Competence of above appointee available on Site
*Designation of a Person to Co-ordinate Emergency Planning And Fire Protection
Person/s with specific knowledge and experience designated to co-ordinate emergency contingency planning and execution and fire prevention measures Emergency Evacuation Plan developed: -Drilled/Practiced -Plan and Records of Drills/Practices available on Site Fire Risk Assessment carried out All Fire Extinguishing Equipment identified and on register. Inspected weekly. Inspection Register kept Serviced annually
General Safety Regulation 3 *First Aid Every workplace provided with sufficient number of First Aid boxes. (Required where 5 persons or more are employed)
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
First Aid freely available Equipment as per the list in the OHS Act. One qualified First Aider appointed for every 50 employees. (Required where more than 10 persons are employed) List of First Aid Officials and Certificates Name of person/s in charge of First Aid box/es displayed. Location of First Aid box/es clearly indicated. Signs instructing employees to report all Injuries/illness including first aid injuries
OHS Act Section/Regulation
Subject Requirements
General Safety Regulation 2 Personal Safety Equipment (PSE) PSE Risk Assessment carried out Items of PSE prescribed/use enforced Records of Issue kept Undertaking by Employee to use/wear PSE PSE remain property of Employer not to be removed from premises GSR 2(4)
General Safety Regulation 9 *Inspection and Use of Welding/Flame Cutting Equipment
Competent Person/s with specific knowledge and experience designated to Inspect Electric Arc Gas Welding and Flame Cutting Equipment Written Proof of Competence of above appointee available on Site All new vessels checked for leaks leaking vessels NOT taken into stock but returned to supplier immediately Equipment identified/numbered and entered into a register Equipment inspected weekly. Inspection Register kept Separate purpose made storage available for full and empty vessels
Hazardous Chemical Substances (HCS) Regulations Construction Regulation 23
*Control of Storage and Usage of HCS and Flammables
Competent Person/s with specific knowledge and experience designated to Control the Storage and Usage of HCS (including Flammables) Written Proof of Competence of above appointee available on Site Risk Assessment carried out Register of HCS kept/used on Site Separate purpose made storage available for full and empty containers
Vessels under Pressure Regulations
Vessels under Pressure (VUP) Competent Person/s with specific knowledge and experience designated to supervise the use storage maintenance statutory inspections and testing of VUP’s Written Proof of Competence of above appointee available on Site Risk Assessment carried out Certificates of Manufacture available on Site Register of VUP’s on Site Inspections and Testing by Approved Inspection Authority (AIA): -after installation/re-erection or repairs -every 36 months. -Register/Log kept of inspections tests. Modifications and repair
Construction. Regulation 21 Construction Vehicles and Earth Moving Equipment
Operators/Drivers appointed to: -Carry out a daily inspection prior to use -Drive the vehicle/plant that he/she is competent to operate/drive Written Proof of Competence of above appointee available on Site. Record of Daily inspections kept
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
*Inspection of Ladders Competent person appointed in writing to inspect Ladders. Ladders inspected at arrival on site and weekly thereafter. Inspections register kept Application of the types of ladders (wooden weekly thereafter. Inspections register kept Aluminium etc.) regulated by training and inspections and noted in register
General Safety regulation 13B
Ramps. Competent person appointed in writing to Supervise the erection and inspection of Ramps. Inspection register kept. Daily inspected and noted in register
Education and Training
Subject Requirement
*Company OHS Policy Section 7(1)
Policy signed by CEO and published/Circulated to Employees Policy displayed on Employee Notice Boards Management and employees committed.
Subject Requirement
*Company/ Site OHS Rules (Section 13(a)
Rules published Rules displayed on Employee Notice Boards Rules issued and employees effectively informed or trained: written proof Follow-up to ensure employees understand/adhere to the policy and rules.
*Induction and Task Safety Training (Section 13(a)
All new employees receive OHS Induction Training. Training includes Task Safety Instructions. Employees acknowledge receipt of training. Follow-up to ensure employees understand/adhere to instructions.
*General OHS Training (Section 13(a)
All current employees receive specified OHS training: written proof Operators of Plant and Equipment receive specified training Follow-up to ensure employees understand/adhere to instructions.
*Occupational Health and Safety Promotion
Incident Experience Board indicating e.g. *No. of hours worked without an Injury *No. of days worked without an Injury Mission, Vision and Goal Star Grading -Board kept up to date. Safety Posters displayed and changed regularly Employee Notice Board for OHS Notices. Site OHS Competition. Company OHS Competition. Participation in Regional OHS Competition Suggestion scheme.
Public Safety, Security Measures and Emergency Preparedness
Subject Requirement
*Notices and Signs Notices and Signs at entrances / along perimeters indicating “No Unauthorized Entry”. Notices and Signs at entrance instructing visitors and non -employees what to do where to go and where to report on entering the site/yard with directional signs. e.g. “Visitors to report to Office”. Notice & Signs posted to warn of overhead work and other hazardous activities. e.g. General Warning Signs.
Site Safeguarding Nets, Canopies, Platforms, Fans etc. to protect members of the public passing / entering the site.
*Security Measures Access control measures/register in operation Security patrols after hours during weekends and holidays Sufficient lighting after dark Guard has access to telephone/ mobile/other means of emergency communication
*Emergency Preparedness Emergency contact numbers displayed and made available to Security and Guard Emergency Evacuation instructions posted up on all notice boards (including employees’ notice boards) Emergency contingency plan available on site/in yard
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Doors open outwards/unobstructed Emergency alarm audible all over (including in toilets)
*Emergency Drill and Evacuation
Adequate No. of employees trained to use Fire Fighting Equipment. Emergency Evacuation Plan available displayed and practiced. (See Section 1 for Designation and Register)
Personal Protective Equipment
Subject Requirement
*PPE needs analysis Need for PPE identified and prescribed in writing PPE remain property of Employer, not to be removed from premises GSR 2(4)
*Head Protection All persons on site wearing Safety Helmets including Sub-contractors and Visitors (where prescribed)
*Foot Protection All employees on site wearing Safety Footwear including Gumboots for concrete / wet work and non-slip shoes for roof work Visitors to wear same upon request or where prescribed
*Eye and Face Protection Eye and Face (also Hand and Body) Protection (Goggles Face Shields Welding Helmets etc.) used when operating the following: *Jack/ Kango Hammers *Angle / Bench Grinders *Electric Drills (Overhead work into concrete / cement / bricks *Explosive Powered tools *Concrete Vibrators / Pokers *Hammers and Chisels *Cutting / Welding Torches *Cutting Tools and Equipment *Guillotines and Benders *Shears *Sanders and Sanding Machines *CO2 and Arc Welding Equipment *Skill / Bench Saws *Spray Painting Equipment etc.
*Hearing Protection Hearing Protectors (Muffs Plugs etc.) used when operating the following: *Jack / Kango Hammers *Explosive Powered Tools *Wood/Aluminium Working Machines e.g. saws planers routers
*Hand Protection Protective Gloves worn by employees handling / using: *Cement / Bricks / Steel / Chemicals *Welding Equipment *Hammers and Chisels *Jack / Kango Hammers etc.
*Respiratory Protection Suitable/efficient prescribed Respirators worn correctly by employees handling / using: *Dry cement *Dusty areas *Hazardous chemicals *Angle Grinders *Spray Painting etc.
*Fall Prevention Equipment
Suitable Safety Belts / Fall Arrest Equipment correctly used by persons working on / in unguarded elevated positions e.g.: *Scaffolding *Riggers *Lift shafts *Edge work *Ring beam edges etc. Other methods of fall prevention applied e.g. catch nets
*Protective Clothing All jobs requiring protective clothing (Overalls Rain Wear Welding Aprons etc.) Identified and clothing worn.
*PPE Issue and Control Identified Equipment issued free of charge. All PPE maintained in good condition. (Regular checks). Workers instructed in the proper use and maintenance of PPE. Commitment obtained from wearer accepting conditions and to wear the PPE. Record of PPE issued kept on HS File. PPE remain property of Employer not to be removed from premises GSR 2(4).
Housekeeping
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
*Scrap Removal System All items of Scrap/Unusable Off-cuts/Rubble and redundant material removed from working areas on a regular basis. (Daily) Scrap/Waste removal from heights by chute/hoist/crane. Nothing thrown/swept over sides. Scrap disposed of in designated containers/areas. Removal from site/yard on a regular basis.
Stacking and Storage(See Section 1 for Designation and Register)
Stacking: *Stable on firm level surface/base. *Prevent leaning/collapsing *Irregular shapes bonded *Not exceeding 3x the base *Stacks accessible *Removal from top only. Storage: *Adequate storage areas provided. *Functional – e.g. demarcated storage areas/racks/bins etc. *Special areas identified and demarcated e.g. flammable gas cement etc. *Neat safe stable and square. *Store/storage areas clear of superfluous material. *Storage behind sheds etc. neat/under control. *Storage areas free from weeds litter etc.
*Waste Control /Reclamation
Re-usable off-cuts and other re-usable material removed daily and kept to a minimum in the work areas. All re-usable materials neatly stacked/stored in designated areas. (Nails removed/bent over in re-usable timber). Issue of hardware/nails/screws/cartridges etc. controlled and return of unused items monitored.
Sub-contractors (Housekeeping)
Sub-contractors required to comply with Housekeeping requirements.
Working at Heights (including roof work)
Subject Requirement
Openings Unprotected openings adequately guarded/fenced/barricaded/catch nets installed Roof work discontinued when bad/hazardous weather Fall protection measures (including warning notices) when working close to edges or on fragile roofing material Covers over openings in roof of robust construction/secured against displacement
Scaffolding / Formwork / Support Work
Subject Requirement
Access/System Scaffolding Foundation firm / stable Sufficient bracing Tied to Structure/prevented from side or cross movement Platform boards in good condition/sufficient/secured Handrails and toe boards provided Access ladders / stairs provided Area/s under scaffolding tidy Safe/unsafe for use signs Complying with OHS Act/SABS 085
Free Standing Scaffolding Foundation firm / stable Sufficient bracing Platform boards in good condition/sufficient/secured Handrails and toe boards provided Access ladders / stairs provided Area/s under scaffolding tidy Safe/unsafe for use signs Height to base ratio correct Outriggers used /tied to structure where necessary Complying with OHS Act/SABS 085
Subject Requirement
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
*Mobile Scaffolding Foundation firm / stable Sufficient bracing Platform boards in good condition/sufficient/secured. Handrails and toe boards provided Access ladders / stairs provided Area/s under scaffolding tidy Safe/unsafe for use signs
*Mobile Scaffolding Wheels / swivels in good condition Brakes working and applied Height to base ratio correct Outriggers used where necessary Complying with OHS Act/SABS 085
Suspended Scaffolding Outriggers securely supported and anchored Correct No. of steel wire ropes used Platform as close as possible to the structure Handrails on all sides All winches / ropes / cables / brakes inspected regularly and replaced as prescribed Scaffolding complies with OHS Act (Act 85/93) Winch(es) maintained by competent person(s)
Formwork / Support Work All components in good condition Foundation firm / stable Adequate bracing / stability ensured Good workmanship / uprights straight and plumb Good cantilever construction Safe access provided Areas under support work tidy Same standards as for system scaffolding.
Special Scaffolding Special Scaffolding e.g. Cantilever Jib and Truss-out scaffolds erected to an acceptable standard and inspected by specialists.
Edges and Openings Edges barricaded to acceptable standards Manhole openings covered / barricaded Openings in floor / other openings covered barricaded/fenced Stairs provided with handrails Lift shafts barricaded / fenced off.
Ladders Subject Requirement
*Physical Condition / Use and Storage
Stepladders -hinges/stays/braces/stiles in order. Extension ladders -ropes/rungs/stiles/safety latch/hook in order. Extension / Straight ladders secured or tied at the bottom / top. No joined ladders used Wooden ladders are never painted except with varnish Aluminium ladders NOT to be used with electrical work All ladders stored on hooks / racks and not on ground Ladders protrude 900 mm above landings / platforms / roof Fixed ladders higher than 5 m have cages/Fall arrest system
Electricity Subject Requirement
*Electrical Distribution Boards and Earth Leakage
Colour coded / numbered / symbolic sign displayed. Area in front kept clear and unobstructed. Fitted with inside cover plate / openings blanked off / no exposed “live” conductors / terminals/Door kept close Switches / circuit breakers identified. Earth leakage protection unit fitted and operating. Tested with instrument: Test results within 15 – 30 milliamps Aperture/Opening/s provided for the plugging in and removal of extension leads without the need to open the door Apertures and openings used for extension leads to be protected against the elements and especially rain
*Electrical Installations and Wiring
Temporary wiring / extension leads in good condition / no bare or exposed wires. Earthing continuity / polarity correct: Looking at the open connectors to connect the wiring, the word “Brown” has the letter ‘R’ in it, so the b’R’own wire connects to the ‘R’ight hand connector. “Blue” has the letter ‘L’ in it, so the b’L’ue wire connects to the ‘L’eft hand connector. Cables protected from mechanical damage and moisture.
Subject Requirement
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Correct loading observed e.g. no heating appliance used from lighting circuit etc. Light fittings/lamps protected from mechanical damage/moisture. Cable arrestors in place and used inside plugs
*Physical condition of Electrical Appliances and Tools
Electrical Equipment and Tools: (includes all items plugging in to a 16 Amp supply socket) Insulation / casing in good condition. Earth wire connected/intact where not of double insulated design Double insulation mark indicates that no earth wire is to be connected. Cord in good condition/no bare wires/secured to machine and plug. Plug in good condition, connected correctly and correct polarity.
Emergency and Fire Prevention and Protection
Subject Requirement
*Fire Extinguishing Equipment
Fire Risks Identified and on record The correct and adequate Fire Extinguishing Equipment available for: *Offices *General Stores *Flammable Store *Fuel Storage Tank/s and catchment well *Gas Welding / Cutting operations *Where flammable substances are being used / applied. *Equipment Easily Accessible
*Maintenance Fire equipment checked minimum monthly, serviced yearly
*Location and Signs Fire Extinguishing Equipment: *Clearly visible *Unobstructed *Signs posted including “No Smoking”/ “No Naked Lights” where required. (Flammable store, Gas store, Fuel tanks etc.)
*Storage Issue and Control of Flammables (incl. Gas cylinders)
Storage Area provided for flammables with suitable doors, ventilation, bund etc. Flammable store neat / tidy and no Class A combustibles. Decanting of flammable substances carried out in ignition free and adequately ventilated area. Container bonding principles applied Only sufficient quantities issued for one task or one day’s usage Separate, special gas cylinder store/storage area. Gas Cylinders stored / used / transported upright and secured in trolley/cradle/structure and ventilated. Types of Gas Cylinders clearly identified as well as the storage area and stored separately. Full cylinders stored separately from empty cylinders. All valves, gauges, connections, threads of all vessels to be checked regularly for leaks. Leaking acetylene vessels to be returned to the supplier IMMEDIATELY.
*Storage, Issue and Control of Hazardous Chemical Substances (HCS)
HCS storage principles applied: products segregated Only approved, non-expired HCS to be used Only the prescribed PPE shall be used as the minimum protection Provision made for leakage/spillage containment and ventilation Emergency showers/eye wash facilities provided HCS under lock and key controlled by designated person Decanted/issued in containers as prescribed with information/warning labels Disposal of unwanted HCS by accredited disposal agent No dumping or disposal of any HCS on or inside the storage area or anywhere else on the project site All vessels or containers to be regularly checked for leaks
Excavations
Subject Requirement
Excavations deeper than 1.5 m.
Shored / Braced to prevent caving / falling in. Provided with an access ladder. Excavations guarded/barricaded/lighted after dark in public areas Soil dumped at least 1 m away from edge of excavation On sloping ground soil dumped on lower side of excavation All excavations are subject to daily inspections
Tools
Subject Requirement
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
*Hand Tools Shovels / Spades / Picks: *Handles free from cracks and splinters *Handles fit securely *Working end sharp and true Hammers: *Good quality handles, no pipe or reinforcing steel handles. *Handles free from racks and splinters Handles fit securely Chisels: *No mushroomed heads / heads chamfered *Not hardened *Cutting edge sharp and square Saws: *Teeth sharp and set correctly *Correct saw used for the job
*Explosive Powered Tools.
Only used by trained / authorized personnel. Prescribed warning signs placed / displayed where tool is in use. Work area must be properly isolated/demarcated during use of tool. Inspected at least monthly by competent person and results recorded. Issue and return recorded including cartridges / nails and unused cartridges / nails / empty shells recorded. Cleaned daily after use.
Cranes Subject Requirement
Tower Crane Only operated by trained authorized operator with valid certificate of training Structure -no visible defects Electrical installation good/safe Crane hook: Throat pop marked/safety latch fitted/functional SWL/MML displayed Limit switches with backup switches fitted/operational Access Ladder fitted with backrests/Fall arrest system installed Lifting tackle in good condition/inspection colour coding Lifting tackle checked daily
*Mobile Crane Only operated by trained authorized operator with valid certificate of training Rear view mirrors Windscreen visibility good Windscreen wipers operating effectively Indicators operational Hooter working Tyres safe/sufficient tread/pressure visibly sufficient No missing Wheel nuts Headlights, taillights operational Reverse alarm working and audible and known by all employees
*Mobile Crane continued Grease nipples and grease on all joints No Oil leaks Hydraulic pipes visibly sound/no leaks No corrosion on Battery terminals Boom visibly in good condition/no apparent damage Cable/sheaves greased/no visible damage/split wires/corrosion and checked daily Brakes working properly Crane hook: Throat pop marked/safety latch fitted/functional SWL/MML displayed By-pass valves operational Deflection chart displayed/visible to operator/driver Outriggers functional used
*Gantry Crane Only operated by trained authorized persons Correct slinging techniques used Recognized/displayed on chart signals used Log book kept/up to date Prescribed inspections conducted on crane and lifting tackle and checked daily “Crane overhead” signage, where applicable Crane hook: Throat pop marked/safety latch fitted/functional SWL/MML displayed/load limiting switches fitted/operational
Builder’s Hoist Subject Requirement
Builder’s Hoist “Hoist In Operation” -sign displayed.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
General construction strong and free from patent defects. Tower: *Adequately secured / braced. *At least 900 mm available for over travel. *Barricaded at least 2 100 mm high at ground level and floors. *Landing place provided with gate at least 1 800 high. Platform: *No persons conveyed on platform *Steel wire ropes with breaking strength of six times max. load. *Signal systems used which may include two way radio connection. *Goods prevented from moving / falling off. *Effective brake capable of stopping and holding max. load.
Transport and Materials Handling Equipment
Subject Requirement
*Site Vehicles All Site Vehicles, Dumpers, Bobcats, Loaders etc; checked daily before use by driver / operator. Inventory of vehicles used/operated on site Inspection by means of a checklist / results recorded. No persons riding on equipment not designed or designated for passengers. Site speed limit posted, enforced and not exceeded. Drivers / Operators trained / licensed and carrying proof. No unauthorized persons allowed to drive / operate equipment.
Conveyors Conveyor belt nip points and drive gear guarded. Emergency stop/lever/brake fitted, clearly marked and accessible and tested to be functional under full load.
Site Plant and Machinery
Subject Requirement
Brick Cutting Machine Operator Trained. Only authorized persons use the machine. Emergency stop switch clearly marked and accessible. Area around the machine dry and slip/trip free/clear of off-cuts All moving drive parts guarded/electrical supply cable protected Operator using correct PPE -eye/face/hearing/foot/hands/body.
*Electric Arc Welder Welder Trained. Only authorized / trained persons use welder. Earth cable adequately earthed to work. Electrode holder in good condition/safe Cables, clamps and lugs/connectors in good condition. Area in which welding machine is used is dry/protected from wet. Welder using correct PPE -eye/ face/foot/body/respirator. Correct transparent screens and warning signs placed
*Woodworking Machines Operators Trained. Only authorized persons use machines. Provided with guards. Guards used. Operators using correct PPE -eye/face/feet/hearing Circular saws strictly operated according to prescribed methods and settings Only prescribed saw blades (cross-cut, ripping blade, smooth cut, Aluminium) shall be used for various applications
*Compressors Relief valves correctly set and locked / sealed. Maximum Safe Working Pressure (MSWP) indicated on face of pressure gauge: not on glass cover. All drives adequately guarded. Receiver/lines drained daily Hoses good condition/clamped, not wired Compressed air NEITHER used to dust off clothing/PPE/ and work areas NOR on bare skin
Subject Requirement
Concrete Mixer / Batch Plant
Top platform provided with guardrails. Dust abatement methods in use.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Operators using correct PPE -eye / hands / respirators. All moving drive parts guarded. Emergency stops identified / indicated and accessible. Area kept clean/dry/and free from tripping and slipping hazards. Operator’s overseer identified and crane signals displayed and used.
*Gas Welding / Flame Cutting Equipment
Only authorized/trained persons use the equipment. Torches and gauges in good condition. Flashback arrestors fitted at cylinders and gauges. Hoses in good condition/correct type/all connections with clamps Cylinders stored, used and transported in upright position, secured in trolley / cradle / to structure. All cylinders regularly checked for leaks, leaking cylinders returned immediately Fire prevention/control methods applied/hot work permits
Plant and Storage Yards/Site Workshops Specifics
Subject Requirements
Section 8(2)(1) General Machinery Regulation 2(1): Supervision of the Use and Maintenance of Machinery
Person/s with specific knowledge and experience designated in writing to Supervise the Use and Maintenance of Machinery Critical items of Machinery identified / numbered / placed on register / inventory Inspection/maintenance schedules for abovementioned Inspections/maintenance carried out to above schedules Results recorded
General Machinery Regulation 9(2): Notices re. Operation of Machinery
Schedule D Notice posted in Work areas
Vessels under Pressure Regulation 13(1)(b): Supervision of the Use and Maintenance of Vessels under Pressure (VuP)
Person/s with specific knowledge and experience designated in writing to Supervise the Use and Maintenance of VuP’s VuP’s identified / numbered / placed on register / Manufacturers plate intact Inspection/maintenance schedules for abovementioned Inspections/maintenance carried out to above schedules Results recorded/Test certificates available
Lock-out Procedure Lock-out procedure in operation
Ergonomics Ergonomics survey conducted – results on record Survey results applied
Demarcation and Colour Coding
Demarcation principles applied All services, pipes, electrical installation, stop-start controls, emergency controls etc. colour coded to own published or SABS standard Employees trained to identify colour coding
Portable and Bench Grinders
Area around grinder clear/trip/slip free Bench grinders mounted securely/grinder generally in good condition/No excessive vibration On/Off switch/button clearly demarcated/accessible Adequate guards in place Tool rest – secure/square/max. 2 mm gap, perpendicular to drive shaft Stone/disk -correct type and size/mounted correctly/dressed Use of Eye protection enforced
Battery Storage and Charging
Adequately ventilated, ignition free room/area/no smoking sign/s Batteries placed on rubber/wooden surface Emergency shower/eye wash provided No acid storage in area Prescribed methods in place and adhered to when charging batteries
Ancillary Lifting Equipment Chain Blocks/Tirfors/jacks/mobile gantries etc. identified/ numbered on register Chains in good condition/links no excessive wear/checked daily Lifting hooks – throat pop marked/safety latch fitted SWL/MML marked/displayed
Presses/Guillotines/ Shears Only operated by trained/authorized persons Interlocks/lock-outs fitted/PPE worn or used at all times
Workplace Environment, Health and Hygiene
Subject Requirement
*Lighting Adequate lighting in places where work is being executed e.g. stairwells and basements. Light fittings placed / installed causing no irritating/blinding glare.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Stroboscopic effect eliminated (not only reduced) where moving objects or machinery is used
*Ventilation Adequate ventilation / extraction / exhausting in hazardous areas e.g. chemicals / adhesives / welding / petrol or diesel/ motors running and in confined spaces / basements.
*Noise Tasks identified where noise levels exceeds 85 dB at any one time. All reasonable steps taken to reduce noise levels at the source. Hearing protection used where noise levels could not be reduced to below 85 dB.
*Heat Stress Measures in place to prevent heat exhaustion in heat stress problem areas e.g. steel decks, when the WBGT index reaches 30. (See Environmental Regulation 4) Cold drinking water readily available at all times.
*Ablutions Sufficient hygiene facilities provided -1 toilet per 30 employees (National Building Regulations prescribe chemical toilets for Construction sites) Toilet paper available. Sufficient showers provided. Facilities for washing hands provided Soap/cleaning agent available for washing hands Means of drying hands available Lock-up changing facilities / area provided. Ablution facilities kept hygienic and clean.
*Eating / Cooking Facilities Adequate storage facilities provided. Weather protected eating area provided, separate from changing area Refuse bins with lids provided. Facilities kept clean and hygienic.
*Pollution of Environment Measures in place to minimize dust generation. Accumulation or littering of empty cement pockets, plastic wrapping / bags, packing materials etc. prevented. Spillage / discarding of oil, chemicals and dieseline into storm water and other drains or into existing or newly dug holes/cavities on site expressly prohibited.
*Hazardous Chemical Substances
All substances identified and list available e.g. acids, flammables, poisons etc. Material Safety Data Sheets (MSDS) indicating hazardous properties and emergency procedures in case of incident on file and readily available. Substances stored safely. Expiry dates meticulously checked where applicable
6.14 Management Review The Principal Contractor shall undertake an independent review of the Health and Safety Plan for the
contract in accordance with the requirements of the OHS Act, relevant Regulations and in particular the Construction Regulations 2003.
A review shall be undertaken 3 months after commencement of the contract and every 6 months
thereafter for the duration of the contract. Following the completion of the review, the Principal Contractor shall submit a written report that
details the suitability, adequacy and effectiveness of the OHS Plan and to certify that the Site procedures, practices and operations are in accordance with the contract.
6.15 Provision of Information The PC shall provide Sub-Contractors appointed by him / her with the relevant sections of the Health
and Safety specifications pertaining to the construction work which has to be performed. Where changes are brought to the design and construction, the PC shall provide sufficient
information and appropriate resources to the Sub-Contractor to execute the work safely. The PC shall discuss and negotiate with Sub-Contractors the contents of the Health and Safety Plan /
Plans submitted by them and finally approve such plans for implementation. The PC shall ensure that copies of Health and Safety plans compiled by the Principal Contractor and
his / her Sub-Contractors are available on request to an employee, DOL Inspector, contractor, Employer / Employer’s Agent.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The Principal Contractor / Sub-Contractor shall detail procedures that will ensure that personnel are
suitably consulted and communicated with during the planning and application of work activities associated with the contract.
The Principal Contractor / Sub-Contractor shall detail the procedures for the identification,
assessment and control of hazards associated with the day-to-day work activities. These procedures shall include requirements for consultation with personnel involved in the work activity.
The Principal Contractor / Sub-Contractor shall have procedures for ensuring that OHS information is
communicated to and from its personnel. The Principal Contractor / Sub-Contractor shall hold OHS meetings with all personnel or their representatives at the site on a weekly basis.
Minutes shall be recorded for all OHS meetings and posted on OHS notice boards within 48 hours of
the meeting. The Principal Contractor / Sub-Contractor shall maintain at the Site an OHS Notice Board located in a
prominent position and accessible to all personnel, for the distribution of OHS information. The Principal Contractor / Sub-Contractor shall as a minimum, establish and implement procedures
for reporting relevant and timely information with regard to OHS Performance and incidents. The Principal Contractor / Sub-Contractor shall establish, implement and maintain a controlled copy
of all Contract OHS documentation on Site. Where the Principal Contractor / Sub-Contractor’s Health and Safety Plan references other
documentation including the contract, the Principal Contractor / Sub-Contractor shall ensure that section and clause numbers are clearly denoted in its Health and Safety Plan. All documentation referenced in the Health and Safety Plan shall be available on Site for the duration of the contract.
The PC shall ensure that Health and Safety Files kept by Sub-Contractors appointed by the Principal
Contractor is kept on site and made available to an inspector, Employer / Employer’s Agent. The PC shall hand over a consolidated health and safety file to the Employer / Employer’s Agent upon
completion of construction work, including all drawings, designs, materials used and other similar information concerning the completed structure.
In addition to the Health and Safety File the PC shall compile a comprehensive and updated list of all
contractors on site accountable to the Principal Contractor as well as the agreements between the parties and the type of work done by them.
6.16 Stop the execution of Construction Work The Employer or Employer’s Appointed Health and Safety Agent are authorized by Construction
Regulation 4(1)é to Stop any construction / construction related work conducted by any person on the construction site, which is not in accordance with the Principal Contractor’s health and safety plan and or the health and safety plans of Sub-Contractors or which pose a threat to the health and or safety of persons.
The PC shall ensure that where construction work or related activities conducted not in accordance
with the PC’s approved health and safety plan, such activities or work are immediately stopped until such time that health and safety prescriptions are implemented and functioning effectively.
6.17 Handing over of Project Health and Safety file
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The PC shall hand over a consolidated health and safety file to the Employer / Employer’s Agent upon
completion of construction work, including all drawings, designs, materials used and other similar information concerning the completed structure.
In addition to the Health and Safety File compile and hand over a comprehensive and updated list of
all contractors on site accountable to the Principal Contractor as well as the agreements between the parties and the type of work done by them.
6.18 Emergency Procedures The PC shall submit a detailed Emergency Action Plan for approval by the Employer prior to
commencement of construction activities on site. The plan shall detail the response plan including the following:
• List of key personnel;
• Details of emergency services;
• Actions or steps to be taken in the event of an emergency;
• Information on hazardous material / situations / including each material’s hazard potential / impact or risk on the environment or humans / measures to be taken in the event of an accident.
Emergency procedures shall include, but shall not be limited to fire, spills, accidents, use of hazardous
substances, etc. The PC shall advise the Employer / Employer’s Agent in writing of any on site emergencies, together with a record of action taken, within 24 hours of the emergency occurring. A contact list of all service providers (Fire Department / Ambulance /Police /Medical and Hospital, etc.)must be maintained and available to site personnel.
6.19 Hazards and Potential Situations The PC shall immediately notify other contractors or Co-Contractors after the Employer / Employer’s
Agent / Engineer has been notified of any hazardous or potentially hazardous situations, which may arise during the performance of construction activities.
6.20 Health and Safety Signage The PC shall, ascertain and provide adequate on site HS signage. Signage shall include, but shall not
be limited to, hard hat / helmet areas; safety shoe areas; respiratory protection zones; ear protection zones; hand protection zones; eye protection zones; fall protection zones. The PC shall be responsible to maintain the quality and replacement of signage.
6.21 Demolition Work Prior to work being carried out; the PC shall submit a safe working method statement and a detailed
engineering survey for approval by the Project Engineer. Acceptance will then be issued to the PC to proceed. The PC shall ensure that demolition work complies with General Safety Regulation 13 (a) to (h) and Construction Regulation 12(1) to 12(12) at all times.
6.22 Excavations, Shoring, Dewatering and Drainage The PC shall make provision in his / her tender for barrier adjacent, shoring within and de-watering
or drainage of any excavation that requires it unless otherwise stipulated elsewhere. If an excavation is more than 1.5 meters deep / long a safe work method statement shall be submitted to the
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Employer HS Agent for approval. A permit will then be issued to the PC to proceed with the excavation work. The PC shall make sure that:
• The excavations are inspected by a competent person before the shift starts and a record kept;
• There are no un-barricaded excavations regardless of the depth;
• Danger tape is not used as barricading;
• A safe work procedure have been communicated to workers;
• The safe working procedure is enforced and maintained by the PC’s Responsible Construction
• Supervisors at all times;
• Written permission is granted to all relevant parties daily to enter excavations as per Construction Regulations 11(3) (b) (ii) (a).
6.23 Explosives and Blasting The PC shall ensure that the use of explosives and blasting operations (where required) be
undertaken by a specialist contractor with proven tract record in the type of work to be performed. A written safe work method statement shall be submitted for approval by the Employer’s HS Agent and Project Engineer before commencement of work.
6.24 Piling The PC shall ensure that piling, (where required) is undertaken by a specialist contractor with proven
tract record in the type of work to be undertaken. A written safe work method statement shall be submitted for approval to the Employer’s HS Agent and Project Engineer before commencement of this work.
6.25 Speed Restrictions The PC shall ensure that all persons in his / her employ and all those that are visiting the site are
aware and comply with the site speed restrictions. On site gravel or earth roads within 500 meters of the site, the vehicles of the PC as well as his / her suppliers shall be regulated to a maximum of 50 km/h or as directed by notices and or signs.
6.26 Hazardous Chemical Substances In addition to the requirements of the HCS Regulations, the PC must provide proof in the HS Plan
that:
• Material Safety Data Sheets (MSDS’s) of all the relevant materials / substances are available prior to use the PC. Mention should be made how the PC is going to act according to special / unique requirements made in the relevant MSDS’s. All MSDS’s shall be available for inspection by the Employer HS Agent at all times.
• Risk assessments are conducted at least once every 3 months;
• Exposure monitoring is done according to OEL (Occupational Exposure Limits) by an Approved Inspection Authority (AIA) and that the medical surveillance programme is based on the outcomes of the exposure monitoring;
• How the relevant HCS’s are being / going to be controlled by referring to:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
- Limiting the amount of HCS; - Limiting the number of employees exposed; - Limiting the period of exposure; - Substituting the HCS; - Using engineering controls; - Using appropriate written safe work procedures.
• The correct PPE is being used;
• HCS are stored and transported according to SABS 072 and0228;
• Training with regards to these regulations was given;
• The HS Plan should make reference to the disposal of hazardous waste on classified sites and the location thereof (where applicable);
• The first-aid officials must be made aware of the MSDS’s and how to treat HCS incidents appropriately.
6.27 Asbestos The PC shall ensure that all asbestos work is done only by registered “Asbestos Contractors” as
prescribed by the Asbestos Regulations 2001. The PC shall further submit an Asbestos Certificate from Department of Labour which refers to the prescribed requirements. The PC shall also notify the Employer HS Agent / Project Engineer if there is any asbestos material to be used on site.
Besides the requirements listed above, should asbestos be identified as a hazard at any construction
workplace, the following must be included in the PC’s HS Plan or as soon as it becomes available:
• Notify the Provincial Director of Department of Labour in writing, prior to commencement of asbestos work;
• Proof of a structured medical surveillance programme, drawn up by an Occupational Medical Practitioner;
• Proof that an initial health evaluation was carried out by an Occupational Medical Practitioner within 14 days after commencement of asbestos related work;
• Copies of the results of all assessments, exposure monitoring as well as the written inventory of the location of the asbestos at the workplace;
• Only proof that medical surveillance has been conducted and not the actual records itself since these records are of confidential nature;
• How records are going to be kept safe for the stipulated period of 40 years;
• Proof that asbestos demolition (if applicable) is going to be done by a registered asbestos contractor and provide proof that a plan of work for such demolition is submitted to an Approved Asbestos Inspection Authority 30 days prior to commencement of the demolition;
• Provide proof that the plan of work was approved by the asbestos AIA and submitted to the provincial director 14 days prior to commencement of demolition work together with the approved standardized procedures for the demolition work.
6.28 Noise Induced Hearing Loss Where noise is identified as a hazard the requirements of the NIHL (Noise Induced Hearing Loss)
Regulations must be complied with and the following must be included / referred to in the HS Plan:
• Proof of training with regards to these regulations;
• Risk assessment done within 1 month of commencement of work;
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Monitoring carried out by an AIA and done according to SANS 083;
• Medical surveillance programme established and maintained for the necessary employees;
• Control of noise by referring to: - Engineering methods considered - Admin control (number of employees exposed) considered; - Personal Protective Equipment considered / decided on;
• Describe how records are going to be kept for a period of 40 years. 6.29 Construction Plan and Equipment “Construction Plant and Equipment” encompasses all types of plant including but not limited to:
• Cranes;
• Piling frames;
• Coring machines;
• Drilling machines;
• Excavators;
• TLB’s
• Draglines;
• De-watering equipment
• Road vehicles with or without lifting equipment. The PC shall ensure that all such plant and equipment complies with the requirements of the OHS
Act. The PC shall also inspect and keep records of inspections of plant, equipment and tools used on site. Only authorized persons are to use plant, equipment and tools under proper supervision. Appropriate PPE and clothing as prescribed by the HIRA, shall be provided and maintained in good condition at all times.
6.30 Hired Plant and Equipment The PC shall ensure that any hired plant and equipment brought to site is safe for use. The necessary
requirements as stipulated by the OHS Act as well as those that are stipulated by the Employer OHSS shall apply. The PC shall ensure that operators hired with plant and equipment undergo an Employer health and safety induction, appropriate toolbox talks and be issued with the necessary PPE and or clothing.
6.31 Lifting Machines and Lifting Tackle The PC shall ensure that lifting machinery and tackle is inspected before use and / or on a monthly
basis. The PC shall appoint a Lifting Machinery and Tackle Inspector who will inspect the machinery and tackle daily or before use, taking into account that:
• All lifting machinery and tackle have a safe working load clearly displayed;
• Regular inspections and servicing are carried out;
• Records are kept of inspections and of service certificates;
• There is proper supervision in terms of guiding the loads which includes a trained banks man to direct and check lifting tackle.
6.32 Fire Fighting Equipment The PC shall provide and maintain regularly serviced fire extinguishers located at strategic points on
site. The PC shall also keep spare serviced portable fire extinguishers. Safety signage shall be posted
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
up in all areas where fire extinguishers are located. The contractor shall have adequate persons trained or competent to use extinguishers.
6.33 Vessels Under Pressure (VuP) and Gas Bottles The PC shall comply with Vessels under Pressure Regulations, including:
• Providing competency and awareness training to operators;
• Providing PPE and clothing;
• Providing and maintain appropriate signage in areas where VuP are used;
• Inspect equipment regularly and keep records of inspections;
• Providing appropriate fire fighting equipment (fire extinguishers). 6.34 Scaffolding / Working at Height / Roof Work Working at height includes any work which is 2 meters or more above ground level. The PC shall
ensure that a detailed HIRA has been undertaken and submitted for approval to the Employer before commencement of working at height activities. The PC shall appoint and train a Scaffold Inspector as well as Scaffold Erectors to control the safety of scaffolding at all times. The PC shall ensure that all scaffolding including freestanding scaffolding, complies with the requirements of General Safety Regulations and Construction Regulation 14(1) (2).
6.35 False Work for Structures The PC shall ensure that, after false work has been erected the PC’s professional engineer is notified
to check false work and that a permit has been issued before loads are applied. Notwithstanding issuing a permit, the PC shall be entirely responsible for the safety and adequacy of the false work.
6.36 Ladders and Ladder Work The PC shall ensure that all ladders are numbered and inspected regularly keeping record of
inspections. It should be noted that Aluminium ladders are preferred to wooden ones. 6.37 General Machinery The PC shall comply with the Driven Machinery Regulations, which include inspecting machinery
regularly, appointing a competent person to inspect and ensure maintenance, issue PPE and or clothing, train those people that use machinery and enforce compliance.
6.38 Portable Electrical Equipment / Explosive Power Tools The PC shall ensure that use and storage of all explosive powered tools and portable electrical
equipment / tools are in compliance with OHS Act requirements. The PC shall ensure that:
• A competent person undertakes routine inspections;
• Only authorized persons use the tools and equipment;
• There are safe working method statements applied;
• Awareness training is carried out and compliance is enforced at all times;
• PPE and clothing is provided and maintained. 6.39 High Voltage Electrical Equipment
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The PC shall ensure that, where construction work is under, on or near high voltage electrical equipment or in close proximity of Employer’s property, which is not maintained and or operated by the Employer, the Electrical Regulations, instructions by the Employer representatives and safety instructions (Regulations and or the owner) are complied with.
Such equipment includes:
• Eskom;
• The PC’s own supply;
• Electrical equipment being installed but not yet taken over from the contractor by the Employer.
6.40 Public Health and Safety The PC shall ensure that each person working on or visiting a site, and the surrounding community,
shall be made aware of the dangers likely to arise from on site activities and the precautions to be observed to avoid or minimize those dangers. Appropriate safety signage shall be posted at all times.
Both the Employer and the PC have a duty in terms of the OHS Act to do all that is reasonably
practicable to prevent members of the public and others being affected by the construction processes to be aware and put preventative measures in place. The public or visitors shall go through a brief health and safety induction detailing hazards and risks they may be exposed to and what measures are in place to control these hazards and risks.
6.41 Night Work The PC shall not undertake night work without prior arrangement and a written permit from the
Project Engineer. The PC shall ensure that adequate lighting is provided for all night work and failure to do so shall result in work being stopped.
6.42 Transportation of Workers / Humans The PC shall refer and comply with the requirements of the Labour Agreement. Over and above these
requirements the PC is required to comply with the National Road Transport Regulations 2000. The PC shall, and not be limited to:
• Not transport persons together with goods, tools, equipment, materials etc. unless there is an appropriate area or section to store them;
• Not transport persons in a non-enclosed (top less) vehicle, e.g. truck, there must be a proper canopy (properly covering the back and top) with suitable sitting area. Workers shall not be permitted to stand or sit at the edge of the transporting vehicle;
• Not transport workers on the back of any open bakkie;
• Provide a serviced portable fire extinguisher in transporting vehicles at all times. 6.43 Records and Records Management The PC shall ensure that the control of records is in accordance with the Principal Contractor’s / Sub-
Contractor’s approved Health and Safety Plan for the contract. Records shall be registered, ordered and retained on Site in the Health and Safety File for the duration
of the contract.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
7 OCCUPATIONAL HEALTH Exposure of workers to occupational health hazards and risks are very common in any work
environment, especially in construction. Occupational health hazard and risk exposure is a major problem and all contractors are to ensure that proper health and hygiene measures are put in place to prevent exposure to these hazards and risks. The occupational hazards and risks may enter the body in 3 ways:
• Inhalation through breathing e.g. cement / lime dust;
• Ingestion through swallowing e.g. food / water intake;
• Absorption through the skin e.g. use of chemicals All contractors are to ensure that where workers are exposed to airborne contaminants, pre-
employment medicals are conducted to ensure the fitness to work under such conditions. Tests conducted must indicate full lung function
All contractors will be responsible for the full cost of medical treatment that persons in his / her
employ may require. The contractor is therefore obligated to ensure that all employees are medically fit prior to being allowed onto the construction site.
All employees involved in a construction project are to undergo a pre-medical and exist-medical
examination. Sufficient time needs to be allocated for these medicals to be done prior to construction activities commencing. The cost of all medical examinations (pre, routine and post) are to be allowed for by the contractor in his / her price irrespective of whether the specific item is scheduled.
Any person normally working on the site and subsequently away from site for more than 1 month
shall be required to undergo another medical examination upon return. All contractors must ensure that Occupational Hygiene Surveys are conducted as per the
Occupational Health and Safety Act to ensure employees aren’t exposed to hazards. HIRA’s should identify areas where surveys are to be conducted.
7.1 Provision of Medical Service The PC shall be required to:
• Conduct pre and post employment medical examinations for all his / her employees based on a person-job specification that will be determined by the type of work the person would be required to do;
• Compile and implement the HIV / AIDS Programme including STI’s / STD’s and TB. The programme must be submitted to the Employer for approval. The programme shall contain, but not limited to the following topics: - Education and awareness; - Voluntary counselling; - Treatment or Preventative measures.
8 HAZARDS INHERENT IN THE DESIGN The following is a list of specific activities and considerations that have been identified for projects
and sites and for which Risk Assessments, Standard Working Procedures (SWP), management and control measures and Method Statements (where necessary) have to be developed by the Principal Contractor:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Site Establishment including: - Office/s - Secure/Safe Storage and storage are as for materials, plant and equipment - Ablution facilities - Sheltered dining area - Vehicle access to the site
• Dealing with existing Structures.
• Location of existing Services
• Installation and Maintenance of Temporary Construction Electrical Supply, Lighting and Equipment
• Adjacent Land uses/Surrounding property exposures
• Boundary and Access control/Public Liability Exposures (Remember: the Employer is also responsible for the OHS of non-employees affected by his/her work activities.)
• Health risks arising from neighbouring as well as own activities and from the environment e.g. threats by dogs, bees, snakes, lightning, allergies etc.
• Exposure to Noise
• Exposure to Vibration
• Protection against dehydration and heat exhaustion
• Protection from wet and cold conditions
• Dealing with HIV/Aids and other diseases
• Use of Portable Electrical Equipment including: - Angle grinder - Electrical Drilling machine - Skill saw
• Welding including: - Arc Welding - Gas welding - Flame Cutting - Use of LP Gas torches and appliances
• Loading and Offloading of Trucks
• Aggregate/Sand and other Materials Delivery
• Manual and Mechanical Handling
• Lifting and Lowering Operations
• Driving and Operation of Construction Vehicles and Mobile Plant including: - Trenching machine - Excavator - Bomag Roller - Plate Compactor - Front End Loader - Mobile Cranes and the ancillary lifting tackle - Parking of Vehicles and Mobile Plant - Towing of Vehicles and Mobile Plant
• Use and Storage of Flammable Liquids and other Hazardous Substances – the Employer and/or its Agent on its behalf to be informed of this prior to commencing of the project
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Use of Explosives -the Employer and/or its Agent on its behalf to be informed of this prior to
• commencing of the project
• Protection from Overhead Power Lines
• As discovered by the Principal Contractor’s hazard identification exercise
• As discovered from any inspections and audits conducted by the Employer and/or its Agent on its behalf or by the Principal Contractor or any other Contractor on site
• As discovered from any accident/incident investigation.
• Working in elevated positions;
• Handling chemical substances potentially hazardous to human health and safety;
• Manual handling due to labour intensive work methods;
• Working with compressed air;
• Nature aspects: weather conditions, veldt fires, hot temperatures, ultra violet sun rays;
• Manual handling of heavy /awkward equipment and materials;
• Formwork;
• Support work;
• Suspended platform usage;
• Excavations;
• Construction vehicles;
• Welding and cutting operations;
• Ergonomic aspects;
• Noise; 8.1 Chemical Hazards The following construction materials and substances to be used in the works have been identified as
potentially posing special health and/or safety hazards during the project: 8.1.1 Substances
• Grouting
• Cleaning agent
• Paint and paint removal, pickling
• Oxygen
• Acetylene
• Diesel
• Petrol
• Weed killer
• Cement
• Lime
• Paving blocks
• Glazing
• Epoxy resins
• Formwork release oils and releasing agents
• Facade cleaning
• Glass cleaning
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
➢ Adhesives / solvents which may make personnel ill by breathing in vapours, irritation if in contact with skin and eyes and can be highly flammable.
➢ Cement – can cause ill health by:
a) Skin contact, cement burns and dermatitis. b) Eye contact, irritation and inflammation. c) Inhalation of dust, irritation to nose and throat and causes difficulty with
breathing.
➢ Oil based paint can cause illness by breathing in vapours.
➢ Silicone sealant with fungicide can cause skin irritation.
➢ Timber preservative / flame retardant which can cause irritation to the skin, eyes, nose and throat and harmful if ingested.
➢ Paving slabs which may contain silica can, when cut, create dust which may affect
the lungs.
➢ Chemical cleaners can cause ill health mainly by:
a. Skin contact, acids and alkalis are highly corrosive and destructive to body tissue causing burns.
b. Inhaling fumes or mist, concentrated solutions of acids and alkalis emit toxic and corrosive fumes.
➢ All materials contained within aerosol containers which are pressurized.
Contractors are required to take appropriate measures to manage the risks arising and to provide details of their proposed measures within their tenders and to incorporate adequate method statements within the Health and Safety Plan.
This is not a definitive list of all potential harmful products. Other materials and substances
commonly used during construction may also present health or safety hazards, however, it is deemed that these should be familiar to the average competent Contractor as part of routine risk and OHSH (Occupational Health, Safety and Hygiene) assessments and are therefore not included here.
Adopt all precautionary measures provided by manufacturers for storage, use and application of
specified materials. Data sheets for these, and any other materials that will be used for the works, are to be obtained by
the contractor from the manufacturers. 8.2 Health and Safety Hazards
The following equipment, tools and energy sources have been identified as potentially posing health or safety hazards during the project:
• Handling of loads (lifting, carrying and pushing);
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
9.4 Emergencies Ensure that there are adequate escape routes and that they are kept clear at all times. 9.5 Location of Temporary Site Accommodation See Site Lay-out Plan. 9.6 Location of Materials Unloading and storage Materials are to be unloaded and stored in locations which will not in any way affect access or egress
to the site or the works. 9.7 Traffic and Pedestrian Routes The road, public footpaths and access way are to be kept open at all times. All necessary signage and
barriers are to be put in place to protect pedestrians at the site entrance and access and egress points. 9.8 Environment See Environmental Management Plan 10 CONTINUING LIAISON The procedures for consideration and evaluation of the health and safety implications of Contractor
designed elements of the works must follow the recognized principles of prevention and protection and take account of the issues highlighted in this OHS Specification.
The following information is to be submitted by the Contractor to the Employer / Employer’s Agent
in sufficient time to allow adequate consideration by the Employer / Employer’s Agent and, where appropriate, the design team, and the provision of relevant information to those persons affected by the works, prior to the commencement of the relevant works:
• Suitable and sufficient information to demonstrate that health or safety issues have been adequately considered.
• Risk assessments.
• A list of health and/or safety hazards identified which cannot be designed out.
• A list of any materials or substances which are specified or inherent in the design which is potentially hazardous to health and/or safety.
10.1 Unforeseen Eventualities The following action is to be taken in the event of unforeseen eventualities arising during the construction stage
of the project which require significant design changes, or affect the resources required to carry out the work without risk to health and/or safety, or have other health or safety implications.
The Employer / Employer’s Agent and, where possible, the Principal Contractor are to be advised as soon as
possible. Full details of the relevant health and safety issues involved are to be reviewed with the Employer / Employer’s
Agent and Principal Contractor as soon as possible. Full details of any revised designs, risk assessments and identified hazards and/or hazardous materials and
substances are to be issued to the Employer / Employer’s Agent and Principal Contractor in sufficient time to
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
allow for the revision of the Health and Safety Plan and notification of all persons affected by the health and/or safety implications of the changes prior to the commencement of the affected works.
10.2 Site Liaison Liaise with all other contractors and implement any agreed changes to the Health and Safety Plan
arising from such liaison. Set up regular training for all operatives including induction training for all staff upon arrival to site.
10.3 Health and Safety File Provide the Health and Safety Agent with the following information:
• Maintenance manuals (Schedules, service regimes, strategy);
• Test certificates (Fire alarm, loading, commissioning, etc.);
• Names, addresses, etc. (Project team, PCs, CCs) 10.4 Design Development Provide the Employer / Employer’s Agent with all design information prepared by sub-Contractors. Arrange liaison meetings with sub-contractors to discuss and review health and safety issues arising
from the subcontractors' designs.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The bidder must complete the following returnable documents. T2.1 RETURNABLE SCHEDULES REQUIRED FOR BID EVALUATION PURPOSES…………………………………………………………………………………………… ... T2.1-3 T2.2 OTHER DOCUMENTS REQUIRED FOR BID EVALUATION PURPOSES…………………………………………………………………………………………… ...... T2.22 T2.3 RETURNABLE SCHEDULES THAT WILL BE INCORPORATED IN THE CONTRACT……………………………………………………………………………………………………… .. .T2.3-2 T2.4 CHECKLIST…………………………………………………………………………………………………………………… . T2.4-1 NOTE: Although the documents under Part T2 is headed “Returnable Documents” in line with the CIDB model, these are not the only documents to be returned together with the bid. All the documents indicated on Part T1, must be completed and signed where applicable and submitted as a complete set of documents.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
BID DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT: Bloem Water Reception Area for Attention: Supply Chain Management, Bloem Water, 2 Mzuzu Street, Pellissier, BLOEMFONTEIN, 9322 Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.
The bid box is generally open 8 hours a day (7:30am to 16:15pm), 5 days a week. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT
THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)
NAME OF BIDDER ……………………………………………………………………………………………………………………… POSTAL ADDRESS …………………………………………………………………………………………………………………....... STREET ADDRESS ……………………………………………………………………………………………………………………… TELEPHONE NUMBER CODE……………NUMBER……………………………………………………………………………….. CELLPHONE NUMBER ………………………………………………………………………………………………………………………………………. FACSIMILE NUMBER CODE.NUMBER………………………………………………………………………………………….. E-MAIL ADDRESS ………………………………………………………………………………………………………………………. VAT REGISTRATION NUMBER ……………………………………………………………………………………………………… HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO IF YES, WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)……………………..……... A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR.…….… A REGISTERED AUDITOR .………………………………………………………………………….…………………………...….. [TICK APPLICABLE BOX]
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? YES or NO
[IF YES ENCLOSE PROOF]
SIGNATURE OF BIDDER …………………………………………………………………………………………………..
DATE …………………………………………………………………………………………………..
CAPACITY UNDER WHICH THIS BID IS SIGNED ……..…………………………………………………………………
TOTAL BID PRICE…………………………………… TOTAL NUMBER OF ITEMS OFFERED _____________________________________________________________________________________________________
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:
SBD 2 TAX CLEARANCE CERTIFICATE REQUIREMENTS It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have
been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.
1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001
“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax
Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.
2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year
from the date of approval.
3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original
and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance
Certificate will not be acceptable.
4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax
Clearance Certificate.
5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch
office nationally or on the website www.sars.gov.za.
6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision,
taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za.
SBD 4 DECLARATION OF INTEREST Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the
state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-
- the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a
person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted with
the bid. 2.1 Full Name of bidder or his or her representative: …………………………………………………………. 2.2 Identity Number:………………………………………………………………………………………………... 2.3 Position occupied in the Company (director, trustee, shareholder², member):
……………………………………………………………………………………………………………………. 2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust:
2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below.
¹“State” means – (a) 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); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
SBD 4 ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the
enterprise or business and exercises control over the enterprise. 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? 2.7.1 If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: ……....……………………………… Name of state institution at which you or the person connected to the bidder is employed : ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ……………………………………………………………… ……………………………………………………………… ………………………………………………………………
2.7.2 If you are presently employed by the state, did you obtain YES / NO
the appropriate authority to undertake remunerative work outside employment in the public sector?
2.7.2.1 If yes, did you attach proof of such authority to the bid YES / NO
document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
2.8 Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?
any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?
……………………………………………………………… 2.10 Are you, or any person connected with the bidder, YES/NO
aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? 2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….
3 Full details of directors / trustees / members / shareholders.
Full Name Identity Number Personal Income Tax Reference Number
State Employee Number / Persal Number
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. ………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of bidder
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 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, 2017.
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 equal to or above R 30 000.00 and up to
R 50 000 000.00 (all applicable taxes included); and
- the 90/10 system for requirements with a Rand value above R50 000 000.00 (all applicable taxes included).
1.2 The value of this bid is estimated not to exceed R50 000 000.00 (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
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.
SBD 6.1
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.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
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 or 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; 2.13 “person” includes a juristic person;
SBD 6.1
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;
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
2.16 “total revenue” bears the same meaning assigned to this expression 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 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 or bequeathed 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 bid must 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 have scored equal points including equal preference points for B-BBEE, the successful bid must be 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 the drawing of lots.
SBD 6.1
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
or
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
5. Points awarded for B-BBEE Status Level of Contribution
5.15 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:
−−=
min
min180
P
PPtPs
−−=
min
min190
P
PPtPs
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
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.
SBD 6.1
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. 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 sub- contractor 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.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
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 (delete which is not applicable) 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)
SBD 6.1
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
(Pty) Limited [TICK APPLICABLE BOX] 9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
9.7 Total number of years the company/firm has been in business? …………………………………… 9.8 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-BBEE 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:
SBD 6.1
(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 the satisfaction 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 favourable 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 obtaining business 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; and
DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS
This Standard Bidding Document (SBD) must form part of all bids invited. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably).
Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of
Local Content as prescribed in the Preferential Procurement Regulations, 2017, the South African Bureau of Standards
(SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local
Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D
(Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to
Annex C)].
1. General Conditions
1.1. Preferential Procurement Regulations, 2017 ( Regulation 8 . 1 ) makes provision for the promotion of local production
and content.
1.2. Regulation 8 . 1 prescribes that in the case of designated sectors, where in the award of bids local production and
content is of critical importance, such bids must be advertised with the specific bidding condition that only locally
produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local
production and content will be considered.
1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process may be followed,
where the first stage involves a minimum threshold for local production and content and the second stage price and B-
BBEE.
1.4. A person awarded a contract in relation to a designated sector, may not sub-contract in such a manner that the
local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.
1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS
approved technical specification number SATS 1286: 2011 as follows:
LC = [1 - x / y] * 100
Where
x is the imported content in Rand y is the bid bid price in Rand excluding value added tax (VAT)
Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published
by South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as indicated in paragraph
4.1 below.
The SABS approved technical specification number SATS 1286:2011 is accessible on
http:/www.thedti.gov.za/industrial development/ip.jsp at no cost.
SBD 6.2
1.6 A bid may be disqualified if –
(a) this Declaration Certificate and the Annex C (Local Content Declaration: Summary
Schedule) are not submitted as part of the bid documentation; and
(b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been
2.1. “bid” includes written price quotations, advertised competitive bids or proposals;
2.2. “bid price” price offered by the bidder, excluding value added tax (VAT);
2.3. “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.4. “designated sector” means a sector, sub-sector or industry that has been designated by the Department of Trade and
Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production
and content;
2.5. “duly sign” means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer or
other legally responsible person nominated in writing by the Chief Executive, or senior member / person with
management responsibility(close corporation, partnership or individual).
2.6. “imported content” means that portion of the bid price represented by the cost of components, parts or materials
which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are
inclusive of the costs abroad (this includes labour or intellectual property costs), plus freight and other direct
importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the
South African port of entry; 2.7. “local content” means that portion of the bid price which is not included in the imported content, provided that local
manufacture does take place;
2.8. “stipulated minimum threshold” means that portion of local production and content as determined by the Department
of Trade and Industry; and
2.9. “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.
3. The stipulated minimum threshold(s) for local production and content (refer to
Annex A of SATS 1286:2011) for this bid is/are as follows:
Description of services, works or goods Stipulated minimum threshold
___ %
%
%
4. Does any portion of the services, works or goods offered have any imported
content?
(Tick applicable box)
YES NO
4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph
1.5 of the general conditions must be the rate(s) published by SARB for the specific currency at 12:00 on the
date of advertisement of the bid.
The relevant rates of exchange information is accessible on www.reservebank.co.za.
Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to
NB: Bidders must submit proof of the SARB rate (s) of exchange used.
5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct?
(Tick applicable box)
YES NO
5.1. If yes, provide the following particulars:
(a) Full name of auditor: ………………………………………………………
(b) Practice number: ….………………………………………………………………………..
(c) Telephone and cell number: ……………………………………………………………….
(d) Email address: ……………………………………………………………………..
(Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the
Accounting Officer / Accounting Authority)
6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the dti must be informed accordingly in order for the Dti to verify and in consultation with the AO/AA provide directives in this regard.
SBD 6.2
LOCAL CONTENT DECLARATION (REFER TO ANNEX B OF SATS 1286:2011)
LOCAL C O N T E N T DECLARATION BY C H I E F F I N A N C I A L OFFICER OR O T H E R LEGALLY RESPONSIBLE
PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT
RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL)
IN RESPECT OF BID NO. ............................................................................................................................
ISSUED BY: (Procurement Authority / Name of Institution): ……………………………….......................................................................................................................... NB
1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized
representative, auditor or any other third party acting on behalf of the bidder.
2 Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and
E) is accessible on http://www.thdti.gov.za/industrial development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on
Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by
the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract.
I, the undersigned, …………………………….................................................... (full names), do hereby declare, in my capacity as ………………….……………………………… of ..................................................................(name of bidder entity), the following:
(a) The facts contained herein are within my own personal knowledge.
(b) I have satisfied myself that:
(i) the goods/services/works t o be delivered in terms of the above-specified bid comply with the
minimum local content requirements as specified in the bid, and as measured in terms of
SATS 1286:2011; and
(ii) the declaration templates have been audited and certified to be correct.
(c) The local content percentage (%) indicated below has been calculated using the formula given in
clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E which has been consolidated in Declaration C:
SBD 6.2
Bid price, excluding VAT (y) R
Imported content (x), as calculated in terms of SATS 1286:2011 R
Stipulated minimum threshold for local content (paragraph 3 above)
Local content %, as calculated in terms of SATS 1286:2011
If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above
The local content percentages for each product has been calculated using the formula given in clause 3 of
SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E.
(d) I accept that the Procurement Authority / Institution has the right to request that the local content
be verified in terms of the requirements of SATS 1286:2011.
(e) I understand that the awarding of the bid is dependent on the accuracy of the information
furnished in this application. I also understand that the submission of incorrect data, or data that are not
verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Institution imposing
any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations,
2017 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000).
SIGNATURE: DATE: _
WITNESS No. 1 DATE: _
WITNESS No. 2 DATE: _
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
SBD 8 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1 This Standard Bidding Document must form part of all bids invited.
2 It serves as a declaration to be used by institutions 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 disregarded if that bidder, or any of its directors have-
a. abused the institution’s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. failed to perform on any previous contract.
4 In order to give effect to the above, the following questionnaire must be completed and submitted with
the bid.
Item Question Yes No
4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons 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 Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page.
Yes
No
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)? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.
Yes
No
4.2.1 If so, furnish particulars:
4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?
Yes
No
4.3.1 If so, furnish particulars:
4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?
I, THE UNDERSIGNED (FULL NAME)………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS 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
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION This Standard Bidding Document (SBD) must form part of all bids¹ invited.
1 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between,
or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal
relationship and if it involves collusive bidding (or bid rigging).²
2 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:
a. disregard the bid of any bidder if that bidder, or any of its directors have abused the institution’s
supply chain management system and or committed fraud or any other improper conduct in relation to such system.
b. cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt
or fraudulent act during the bidding process or the execution of that contract.
3 This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.
4 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) 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.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
6. The bidder has arrived at the accompanying bid independently from, and without consultation,
communication, agreement or arrangement with any competitor. However communication between
partners in a joint venture or consortium³ will not be construed as collusive bidding.
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 (market allocation)
(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 and conditions 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.
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.
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
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner must be completed and submitted.
Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director,
manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months in the service of any of the following:
o a member of any municipal council o a member of any provincial legislature o a member of the National Assembly or the o National Council of Province o a member of the board of directors of any municipal entity o an official of any municipality or municipal
entity
o an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)
o a member of an accounting authority of any national or provincial public entity
o an employee of Parliament or a provincial legislature
If any of the above boxes are marked, disclose the following:
Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder
Name of institution, public office, board or organ of state and position held
Status of service (tick appropriate column) Current Within last
12 months
*insert separate page if necessary
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Section 7: Record of spouses, children and parents in the service of the state
Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months been in the service of any of the following:
a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the National Council of Province
a member of the board of directors of any municipal entity
an official of any municipality or municipal entity
a member of an accounting authority of any
national or provincial public entity an employee of any provincial department, national or
provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)
an employee of Parliament or a provincial legislature
*insert separate page if necessary
The undersigned, who warrants that he / she is duly authorized to do so on behalf of the enterprise: i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services that my /
our tax matters are in order; ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other
person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;
iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears, has within the last five years been convicted of fraud or corruption;
iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest; and
iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct.
Signed Date
Name Position
Enterprise name
Name of spouse, child or parent
Name of institution, public office, board or organ of state and position held
Status of service (tick appropriate column) Current Within last
12 months
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
.................................................………............................ was represented by the person(s) named below at the
compulsory meeting held for all tenderers at (location)……………………………………………………………………………….
........................................................ on (date).................................... starting at (time) …………….…...
I / We acknowledge that the purpose of the meeting was to acquaint myself / ourselves with the Site of the Works and its surroundings and / or matters incidental to doing the work specified in the Tender Documents in order for me / us to take account of everything necessary when compiling our rates and prices included in the tender. I / We also acknowledge that I / we have examined the Site Data made available by the Employer (including borehole cores and related information).
We confirm that the following communications received from The Employer before the submission of this tender offer, amending the tender documents, have been taken into account in this tender offer:
Date
Title or Details
1.
2.
3.
4.
5.
6.
7.
8.
Attach additional pages if more space is required.
Signed Date
Name Position
Tenderer
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Indicate the status of the Tenderer by ticking the appropriate box hereunder. The Tenderer must complete the certificate set out below for the relevant category.
(I)
COMPANY (II)
CLOSE CORPORATION
(III) PARTNERSHIP
(IV) JOINT VENTURE
(V) SOLE
PROPRIETOR
All signatories, including sole proprietors, shall confirm their authority by attaching to this page of this tender a duly signed and dated original or certified copy of the relevant resolution of their members or their board of directors, as the case may be
(I) Certificate for Company
I, ………………………………………, chairperson of the Board of Directors of ………………………………………………………….
....................................................................., hereby confirm that by resolution of the Board (copy attached)
taken on ......................... 20......, Mr/Ms ..................................., acting in the capacity of
.........................................................., was authorized to sign all documents in connection with the tender for
CONTRACT BW250/FM/18 and any contract resulting from it on behalf of the company.
As Witnesses: 1...................................................................................... 2......................................................................................
Date: ..................................
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
We, the undersigned, being the key members in the business trading as .............................................
......................................... hereby authorize Mr/Ms .…………………………... , acting in the capacity of
..........................................................................................., to sign all documents in connection with the tender for
Tender CONTRACT BW238/COMM/CR/MR/OR/16 and any contract resulting from it on our behalf.
NAME ADDRESS SIGNATURE DATE
Note: This certificate is to be completed and signed by all key members upon whom rests the direction of the affairs of the Close Corporation as a whole.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
. . . . . . . . . . . . . . ., acting in the capacity of lead partner, to sign all documents in connection with the tender offer and any contract resulting from it on our behalf.
Tax Clearance Certificate obtained from SARS to be inserted here.
IMPORTANT NOTES:
1. The following is an abstract from the Preferential Procurement Regulations 2017 promulgated with the Preferential Policy Framework Act No 5 of 2000: Tax clearance certificate
No contract may be awarded to a person who has failed to submit a valid Tax Clearance Certificate from the South African Revenue Service (“SARS”) certifying the taxes of that person to be in order or those suitable arrangements have been made with SARS."
2. The ST 5.1 form, Application for Tax Clearance Certificate (in respect of tenders), must be completed by the
tenderer in every detail and submitted to the Receiver of Revenue where the tenderer is registered for income tax purposes. The Receiver of Revenue will then furnish the tenderer with a Tax Clearance Certificate that will be valid for 6 months from date of issue.
Each party to a Consortium / Joint Venture / Subcontractors must complete a separate Tax Clearance Certificate.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
T2.1-44
FORM T2.1.8 CERTIFIED COPY OF LATEST MUNICIPAL RATES AND
TAXES CLEARANCE CERTIFICATE OR COPY OF VALID LEASE AGREEMENT (IF RENTING)
The Tenderer must attach hereto a certified copy of their latest municipal rates and taxes clearance certificate or a copy of a valid lease agreement (if renting)
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.1.10 CONTRACTOR’S CERTIFIED COPY OF CIDB REGISTRATION CERTIFICATE.
Provide CRN Number of CIDB Certificate of Registration: ………………………………….
The Tenderer shall attach hereto the Contractor’s Certificate of Registration with CIDB. Failure to submit the certificate with the tender document will lead to the conclusion that the Tenderer is not registered with the CIDB and therefore not eligible to tender.
Tenderers who have made application to CIDB for registration and are capable of being so registered prior to the
evaluation of submissions must attach a notification from CIDB that their application is being considered.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.1.11 BROAD BASED BLACK ECONOMIC EMPOWERMENT (B- BBEE) STATUS LEVEL CERTIFICATES
1. Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof
together with their bids, to substantiate their B-BBEE rating claims.
2. Bidders w h o d o n o t s u b m i t B -BBEE S ta tu s L e ve l V e r i f i c a t i o n C e r t i f i c a t e s o r a r e non-compliant contributors to B-BBEE do not qualify for preference points for BBBEE but should not be disqualified from the bidding process. They will score points out of 90 or 80 for price only and zero (0) points out of 10 or 20 BBBE
3. A trust, consortium or joint venture must submit a consolidated B-BBEE Status Level Verification certificate for every
separate bid.
4. Public entities and tertiary institutions must also submit B-BBEE Status Level Verification Certificates together with their bids.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.1.12 PRO-FORMA CERTIFICATE OF INSURANCE COVER
Note to tenderer:
In the event of the tenderer being a joint venture/consortium the following details of the individual members must also be provided after award of Contract.
The tenderer shall provide the following details of this insurance cover:
1. Name of Tenderer: …………………………………………………………………………………..
2. Period of Validity: …………………………………………………………………………………….
3. Value of Insurance:
(a) Insurance for Works and Contractor’s Equipment: Company: ……………………………………………………………. Value: …………………………………………………………………
(b) Insurance for Contractor’s Personnel: Company: ……………………………………………………………. Value: …………………………………………………………………
(c) General Public Liability: Company: ……………………………………………………………. Value: …………………………………………………………………
(d) South African Special Risks Insurance Association (SASRIA):
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM 2.1.16 VALID COPY OF REGISTRATION ON THE CENTRAL SUPPLIER DATABASE The Tenderer must attach hereto a valid copy of Registration on the National Treasury Central Supplier Data
Base. In the case of Joint Venture partnerships this requirement will apply individually to each party of the
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.2.1 APPROACH PAPER
The tenderer shall prepare an approach paper to be evaluated in terms of the tenderers ability to relate to the proposed scope of work/project design.
The tenderers APPROACH PAPER shall include, but not limited to, the following:
1) CONSTRUCTION METHOD STATEMENT/APPROACH
2) PROPOSED PROJECT SCHEDULE
3) PROPOSED PROJECT ORGANISATION AND STAFFING
o The tenderer should propose the structure and composition of their team i.e. the main disciplines involved,
the key staff member / expert responsible for each discipline, and the proposed technical and support staff
and site staff. The roles and responsibilities of each key staff member / expert should be set out as job
descriptions. In the case of an association / joint venture / consortium, it should, indicate how the duties
and responsibilities are to be shared
4) KEY PERSONNEL NUMBERS
o In terms of the Project Specification and the Conditions of Tender, unskilled workers may only be brought
in from outside the local community if such personnel are not available locally.
o The Tenderer shall list in the Approach Paper the number of personnel which he intends to utilize on the
Works, including key personnel which may have to be brought in from outside if not available locally.
o The tenderer shall name the proposed employee and refer to information contained in Form T2.2.2.
5) HEALTH AND SAFETY PLAN
o In terms of Clause F.4.1, the Tenderer shall submit with his tender, a detailed Health and Safety Plan in respect of the Works in order to demonstrate the necessary competencies and resources to perform the construction work all in accordance with the Act and Regulations. Such Health and Safety Plan shall cover inter-alia the following details:
1. Management structure, site supervision and responsible persons including a succession plan. 2. Contractor’s induction training Programme for employees, sub-contractors and visitors to the
Site. 3. Health and safety precautions and procedures to be adhered to in order to ensure compliance with the
Act, Regulations and Safety Specifications. 4. Regular monitoring procedures to be performed. 5. Regular liaison, consultation and review meetings with all parties. 6. Site security, welfare facilities and first aid. 7. Site rules and fire and emergency procedures.
o Tenderers are to note that the appointed Contractor is required to ensure that all sub-contractors or others
engaged in the performance of the contract also comply with the above requirements.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.2.2 EXPERIENCE OF KEY STAFF
The experience of assigned staff members in relation to the scope of work will be evaluated from three different points of view:
1. General experience (total duration of professional activity), level of education and training and positions held by the team leader.
2. The education, training, skills and experience of the assigned staff in the specific sector, field, subject, etc. which is directly linked to the scope of work.
3. The key staff members’ / experts’ knowledge of issues which the tenderer considers pertinent to the project e.g. local conditions, affected communities, legislation, techniques etc.
NOTE: Only those tenderers who have in their employ management and supervisory staff satisfying the requirements of the scope of work for labour intensive competencies for supervisory and management staff are eligible to submit tenders.
The tenderer shall submit the names of all management and supervisory staff that will be employed to supervise the labour-intensive portion of the works together with satisfactory evidence that such staff members satisfy the eligibility requirements.
The CV should be structured under the following headings:
1 Personal particulars:
- name - date and place of birth - place (s) of tertiary education and dates associated therewith - professional awards
2 Qualifications (Certificate, degrees, diplomas, grades of membership of professional societies and professional registrations)
3 Skills
4 Name of current employer and position in enterprise
5 Overview of post graduate / diploma experience (year, organization and position)
6 Outline of recent assignments / experience that has a bearing on the scope of work
Note: An individual may be nominated to serve as the team leader in more than one discipline and as the team leader and a discipline specific leader.
The undersigned, who warrants that he / she is duly authorized to do so on behalf of the enterprise, confirms that the
contents of this schedule are within my personal knowledge and are to the best of my belief both true and correct.
Signed Date ………………………………………….. ……………………………………… Name Position
……………………………………………….. ……………………………………………..
Tenderer
Provide separate forms for each position listed in Form: Key Personnel
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
FORM T2.2.3 SCHEDULE OF PREVIOUS WORK CARRIED OUT BY TENDERER
The experience of the tenderer or joint venture partners in the case of an unincorporated joint venture or consortium as opposed to the key staff members / experts in similar projects or similar areas and conditions in relation to the scope of work will be evaluated.
Tenderers should very briefly describe his or her experience in this regard and attach this to this schedule.
The description should be put in tabular form with the following headings:
Employer, contact person and telephone number, where
available
Description of work (service)
Value of work (i.e. the
service provided) inclusive of VAT (Rand)
Date completed
Completion certificate attached
Yes / No
The undersigned, who warrants that he / she is duly authorized to do so on behalf of the enterprise, confirms that the
contents of this schedule are within my personal knowledge and are to the best of my belief both true and correct.
We notify you that it is our intention to employ the following Sub-contractors for work in this contract. If we are awarded the contract we agree that this notification does not change the requirement for us to submit the names of proposed Sub-contractors in accordance with requirements in the contract for such appointments. If there are no such requirements in the contract, then your written acceptance of this list shall be binding between us.
Name and address of proposed Sub-contractor
Nature and extent of work Previous experience with
FORM T2.2.7 FORM CONCERNING FULFILMENT OF THE CONSTRUCTION REGULATIONS, 2014
In terms of Clause 4(4) of the Occupational Health and Safety Act, Act no 85 of 1993 (OHSA) Construction Regulations 2014 (referred to as "the Regulations" hereafter), a Contractor may only be appointed to perform construction work if the Employer is satisfied that the Contractor has the necessary competencies and resources to carry out the work safely in accordance with the Occupational Health and Safety Act No 85 of 1993 and the OHSA 1993 Construction Regulations 2014.
To that effect a person duly authorized by the tenderer must complete and sign the declaration hereafter in detail.
Declaration by Tenderer
1. I, the undersigned hereby declare and confirm that I am fully conversant with the Occupational Health
and Safety Act No 85 of 1993 (as amended by the Occupational Health and Safety Amendment Act No 181 of 1993), and the OHSA 1993 Construction Regulations 2014.
2. I hereby declare that my company has the competence and the necessary resources to safely carry out the
construction work under this contract in compliance with the Construction Regulations and the Employer’s Health and Safety Specifications.
3. I hereby confirm that adequate provision has been made in my tendered rates and prices in the Bill of
Quantities to cover the cost of all resources, actions, training and all health and safety measures envisaged in the OHSA 1993 Construction Regulations 2014, including the cost of the specific items listed in the tables hereafter.
4. I hereby undertake, if my tender is accepted, to provide, before commencement of the works under the contract, a suitable and sufficiently documented Health and Safety Plan in accordance with Regulation 5(1) of the Construction Regulations, which plan shall be subject to approval by the Employer.
5. I confirm that copies of my company's approved Health and Safety Plan, the Employer's Safety Specifications as
well as the OHSA 1993 Construction Regulations 2014 will be provided on site and will at all times be available for inspection by the Contractor's personnel, the Employer's personnel, the Engineer and his Agents, visitors, and officials and inspectors of the Department of Labour.
6. I hereby confirm that I will be liable for any penalties that may be applied by the Employer in terms of the said
Regulations (Regulation 30) for failure on the Contractor's part to comply with the provisions of the Act and the Regulations.
7. I agree that my failure to complete and execute this declaration to the satisfaction of the Employer will mean that
I am unable to comply with the requirements of the OHSA 1993 Construction Regulations 2014, and accept that my tender will be prejudiced and may be rejected at the discretion of the Employer.
T2.3 OTHER DOCUMENTS THAT WILL BE INCORPORATED INTO THE CONTRACT
The tenderer must complete the following returnable schedules.
The documents and schedules the tenderer shall submit with the tender shall include, but not be limited to those set out below.
Documents that will become part of the Contract:
INDEX Section Description Page
FORM T2.3.1 Prospective Tenderer’s registration form/change of registration form ............................. T2.3-3
FROM T2.3.2 Declaration……………………………………………………………………………………………………………………. T2.3-4 FORM T2.3.3 Conditions Pertaining to Targeted Procurement............................................................... T2.3-5
FROM T2.3.4 Contract Participation Goal Schedule: Participation of Targeted Labour .......................... T2.3-13
FORM T2.3.1 PROSPECTIVE TENDERER’S REGISTRATION FORM/CHANGE OF REGISTRATION FORM
The Main Tenderers, Subcontractors or Joining Entities listed in Table 1 of the Schedule No 7 must complete this form despite the fact that they must register as a Registered Tenderer separately.
All Tenderers (Main Contractor, Subcontractors or Joining Entities) intending to tender, or a Registered Tenderer who’s registration information has changed in the meantime, must complete this form and submit it to the client not later than 7 days before the closing of the relevant tender.
* Complete in full (indicate N/A where not available or applicable) and indicate if the information
is submitted for the first time (F), it is unchanged (U) or has changed (C) since the previous submission.
o Name of Business (or person, in case of goods/services provided by a person: ......................................................................................................................................... ( )*
o Official physical address of business, e-mail, telephone and fax numbers:
(a) bid to supply and deliver to BLOEMWATER [hereafter "BW"] all or any of the supplies and to render all or
any of the articles, goods, materials, services or the like described both in this and the other Schedules to this
Contract;
(b) agree that we will be bound by the specifications, prices, terms and conditions stipulated in those
Schedules attached to this bid document, regarding delivery and execution;
(c) further agree to be bound by those conditions, set out in, “PARTS T1; T2; C1; C2; C3 and C4”, attached
hereto, should this bid be accepted in whole or in part;
(d) confirm that this bid may only be accepted by BW by way of a duly authorised Letter of acceptance;
(e) declare that we are fully acquainted with the Bid document and Schedules, and the contents thereof and that we
have signed the Bill of Quantities and completed the Returnable Schedules and declarations, attached hereto;
(f) declare that all amendments to the bid document have been initialled by the relevant authorised person and that
the document constitutes a proper contract between BW and the undersigned;
(g) certify that the item/s mentioned in the bid document, qualifies/qualify for the preference(s) shown.;
(h) acknowledge that the information furnished is true and correct;
(i) accept that in the event of the contract being awarded as a result of preference claimed in this bid
document, I may be required to furnish documentary proof to the satisfaction of BW that the claims are correct.
If the claims are found to be inflated, BW may, in addition to any other remedy it may have, recover from me all
cost, losses or damages incurred or sustained by BW as a result of the award of the contract and/or cancel the
contract and claim any damages which BW may suffer by having to make less favourable arrangements after
such cancellation;
(j) declare that no government rates and taxes or municipal service charges owed by the bidder or any of its
directors to the government, or to any other municipality or municipal entity, are in arrears for more than three
(3) months; and
(k) declare that I have not failed to perform satisfactorily during the last five (5) years on a previous contract or any o ther organ of state, after written notice was given to me that my performance was unsatisfactory.
Signed at.............................………………………………...this.................day of………………......................... 2017 Authorised Signature: Name of Bidding Entity: Date: As witness: 1.
2.3.3 CONDITIONS PERTAINING TO TARGETED PROCUREMENT THE FOLLOWING IS AN EXTRACT FROM THE PROCUREMENT POLICY AND STRATEGY TERMS OF THE PREFERENCE DOCUMENT 2.3.3.1 PREAMBLE
BLOEMWATER aims to improve the quality of life of all citizens and to free the potential of each person. Within a framework of facilitating service delivery, through efficient and effective governance, Bloem Water wishes to take into account the need for transparent and effective Supply Chain Management Procurement Policy that give effect to the principle of preferential procurement.
2.3.3.2 DEFINITIONS
In this policy, unless the context otherwise indicates:
2.3.3.2.1 “Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid document, including conditions as specified in the Supply Chain Management Procurement Policy and related legislation.
2.3.3.2.2 “Chairperson” means the chairperson of the Bid Committee. 2.3.3.2.3 “Executive Engineer” means the Head of Engineering and Projects, Bloemwater. 2.3.3.2.4 “Committee” refers to the Bid Committee. 2.3.3.2.5 “Contractor” refers to bidders who have been successful in being awarded Bloem Water contracts. 2.3.3.2.6 “Equity ownership” refers to the percentage ownership and control, exercised by individuals within an enterprise. 2.3.3.2.7 “HDI equity ownership” refers to the percentage of an enterprise, which is owned by individuals, or in the case of
a company, the percentage shares that are owned by individuals meeting the requirements of the definition of an HDI.
2.3.3.2.8 “Member” means a member of the Bid Committee. 2.3.3.2.9 “Historically disadvantaged individuals (HDI’s)” means all South African citizens –
(i) Who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993 (Act No 200 of 1993) (“the Interim Constitution”); and / or
(ii) Who is a female; and / or (iii) Who has a disability Provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be an HDI. “
2.3.3.2.11 “SMMEs” (Small, Medium and Micro Enterprises) refers to separate and distinct business entities, including co-
operative enterprises and NGOs, managed by one owner or more, as defined in the National Small Business (Act 102 of 1996). Please note the attached addendum for a definition of SMMEs for different economic sectors (Clause 2.3.3.14).
2.3.3.2.12 “Bid Advice Centre” refers to a centre established and operated by Government, which provides information and assistance to SMMEs in general, and bidders biding for Government goods and services.
2.3.3.2.13 “Contract” refers to a legally binding agreement between Bloem Water and the Contractor. 2.3.3.3 LEGISLATIVE BASE
The Bloem Water Supply Chain Management Policy is governed by the following legislation and informed by the following policy frameworks:
• Constitution of South Africa (Act 108 of 1996)
• Preferential Procurement Policy Framework Act (Act 5 of 2017)
• Broad Based Black Economic Empowerment Act (Act No. 53 of 2003)
• PFMA Finance Management Act (Act No. 1 of 1991).
2.3.3.4 SCOPE
The Bloem Water Supply Chain Management Policy applies to all contracts awarded by Bloem Water.
2.3.3.5 PURPOSE
The purpose of the policy is to provide a framework within which effect can be given to the principle of preferential procurement, while ensuring that transparent, efficient and effective procurement practices are adhered to.
2.3.3.6 OBJECTIVES
The objectives of BLOEM WATER’s procurement policy are to:
2.3.3.6.1 Provide clarity on BW approach to procurement, particularly with regards to the requirements of
preferential procurement. 2.3.3.6.2 Provide access to contracts for historically disadvantaged individuals. 2.3.3.6.3 Promote SMME participation. 2.3.3.6.4. Promote capacity development and skills transfer. 2.3.3.6.5 Promote community empowerment and development. 2.3.3.6.6 Promote job creation. 2.3.3.6.7 Create an enabling contractual environment.
2.3.3.7 GENERAL PRINCIPLES GOVERNING BLOEM WATER IN ITS INTERACTION WITH BIDDERS
In dealing with bidders biding for BW work, BW will adhere to the principles of:
2.3.3.7.1 Efficiency 2.3.3.7.1.1 BW undertakes to administer the procurement process in the most efficient manner possible, avoiding time
delays and duplication of activities. 2.3.3.7.1.2 Where such delays are unavoidable, BW undertakes to inform all bidders of the nature of the delay and the
revised time frames.
2.3.3.7.2 Courtesy All staff members of BW will deal with bidders in a courteous and respectful manner.
2.3.3.7.3.1 All bidders’ processes will be open to the scrutiny of the public and interested parties. 2.3.3.7.3.2 Bloem Water will take all reasonable steps to ensure that its processes are clearly defined and
understandable to all interested parties.
2.3.3.7.4 Access to Information Bloem Water will take reasonable steps to ensure that all bidders have equal access to information on the product or service to be bided, as well as the bid process itself.
2.3.3.8 ADJUDICATION OF BIDS
Bids are adjudicated in terms of BW Procurement Policy, and the following framework is provided as a guideline
in this regard.
2.3.3.8.1. Technical adjudication and General Criteria
Bids will be adjudicated in terms of inter alia:
• Compliance with bid conditions
• Technical specifications
2.3.3.8.2 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.
2.3.3.8.3 Size of enterprise, and current workload
Evaluation of the bidder’s position in terms of:
• Previous and expected current annual turnover
• Current contractual obligations
• Capacity to execute the contract
2.3.3.8.4 Staffing profile
Evaluation of the bidder’s position in terms of:
• Staff available for this contract being bided for
• Qualifications and experience of key staff to be utilised on this contract.
Evaluation of the bidder’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.
2.3.3.8.6 Financial ability to execute the contract
Evaluation of the bidder’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.
2.3.3.9 IMPLEMENTATION FRAMEWORK 2.3.3.9.1 For contracts with a Rand value above a prescribed amount (taken as R50 000 000.00) a maximum of 10 points may be allocated for specific goals as outlined above provided that the lowest acceptable bid scores 90 points.
2.3.3.9.2 For contracts with a Rand value equal to or below a prescribed amount (taken as R50 000 000,00) a maximum of 20 points may be allocated for specific goals as outlined above, provided that the lowest acceptable bid scores 80 points for price.
2.3.3.9.3 Any other acceptable bids that are higher in price must be awarded fewer points, on a pro rata basis, calculated
on their bid price in relation to the lowest acceptable bid, in accordance with a prescribed formula.
2.3.3.10 COMPLAINTS/DISQUALIFICATIONS
Should any issues of concern with regard to the procurement process arise, the following steps will apply:
2.3.3.10.1 A bid will be subject to rejection/disqualification when: 2.3.3.10.1.1 A supplier provided false information.
2.3.3.10.1.2 Under pressure or influence was exerted on a person involved in evaluating a bid.
2.3.3.10.1.3 A financial reward was provided to a person involved in evaluating a bid.
2.3.3.10.1.4 A person involved in evaluating a bid has a material interest in the outcome of the application, and has not
declared such interest, or has not recused him/herself from the evaluation process of such a bid.
2.3.3.10.2 In such cases the following steps should be taken: 2.3.3.10.2.1 The Executive Engineer will investigate the matter and make recommendations to the Bid Committee.
2.3.3.10.2.2 The Bid Committee will decide or make recommendations to BW, for a resolution on the matter.
2.3.3.10.2.3 A written notice will be sent to the bidder or service provider requiring him/her to make a representation to
the Bid Committee on how the issues of concern will be addressed, within 14 days of receiving the notice, subject to it being an issue which can in fact be addressed.
2.3.3.10.2.4 The Bid Committee will consider the representation and if they are not satisfied that the issues of concern have been addressed will:
FORM T2.3.4 CONTRACT PARTICIPATION GOAL (CPG) SCHEDULE: PARTICIPATION OF TARGETED LABOUR
1. DEFINITIONS
The following definitions shall apply to this schedule:
1.1 Targeted labour
Individuals, employed by the Contractor or approved SMME/ABE subcontractors in the performance of the contract, who are defined as the target group in the contract and who permanently reside in the target area or who are recognized as being residents of the target area on the basis of identification and association with and recognition by the residents of the target area.
1.2 Target Group
For this project the contract does not specify the target group based on gender, age or disability. However, specifically excluded from the Target Group is the Contractor’s own staff, unless such staff are also from the Target Area.
1.3 Target Area
The target area is defined as the area resorting under Bloemfontein and its immediate environs, in which the project is located.
2. CONDITIONS ASSOCIATED WITH THE GRANTING OF CPG CREDITS
The Tenderer, undertakes to:
(1) engage Targeted Labour in accordance with the provisions of the SANS 1914-5 as varied in Section 3 hereunder;
(2) accept the sanctions set out in Section 4 below should such conditions be breached; and
(3) complete the Tendered Contract Participation Goal contained in section 5 of this schedule.
3. VARIATIONS TO THE TARGETED CONSTRUCTION PROCUREMENT SPECIFICATION SANS
1914-5
The variations to SANS 1914-5 are set out below. Should any requirements of the variations conflict with requirements of SANS 1914-5, the requirements of the variations shall prevail: 3 Requirements 3.1 Contract participation goal
ADD THE FOLLOWING TO 3.1.1: “Targeted labour shall be engaged in the performance of the contract to the value of 7.5.% (insert%) of the Net Amount as defined in 2.6 of SANS 1914-5.”
In the event that the Tenderer fails to substantiate that any failure to achieve the Contract Participation
Goal was due to quantitative under runs, the elimination of items, or any other reason beyond the
Contractor’s control which may be acceptable to the Employer, it shall be liable to pay to the Employer a
financial penalty calculated in the following manner:
P = 1.0 x (D – Do) x NA
(100)
where:
D = tendered Contract Participation Goal percentage
Do = the Contract Participation Goal which the Employer’s representative based on the credits
passed, certifies as being achieved upon completion of the Contract
NA = Net Amount (Actual contract expenditure, excluding VAT) P =Rand value of penalty payable.
5. TENDERED CONTRACT PARTICIPATION GOAL (minimum set-aside on this contract is 7.5%)
I/we hereby tender a Contract Participation Goal of ……….% for the Participation of Targeted Labour.
The undersigned, who warrants that he/she is duly authorized to do so on behalf of the tenderer, confirms that he/she understands the conditions under which such Contract Participation Goal is approved and confirms that the tender satisfies the conditions pertaining to the Contract Participation Goal for the Participation of Targeted Enterprises.
........................................................................................................................................... ……………………………………………………………... NAME IN CAPITAL (BLOCK) LETTERS SIGNATURE
END OF SECTION
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Section C2.4: Banking Details The Tenderer is requested to complete the following as well as include an original bank rating certificate in Section T2.1: Bank Name : ____________________________________________________________ Account Holder’s Name : ____________________________________________________________ Account Number : ____________________________________________________________ Branch Code : ____________________________________________________________ Contact Person : ____________________________________________________________ Contact Number : ____________________________________________________________
Signature of Tenderer: ________________________ Date: ____________________
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Part C3: Scope of Works SECTION C3.1: DESCRIPTION OF WORKS C3.1-3 SECTION C3.2: STANDARD SPECIFICATIONS C3.2-1 SECTION C3.3: PROJECT SPECIFICATIONS C3.3-1 SECTION C3.4: MANAGEMENT C3.4-1
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Section C3.1: Description of Works C3.1.1 MISCELLANEOUS C3.1.2 THE SITE The sites are located in different sites of Bloem Water’s supply areas in the Southern Free State.
Caledon River
1. Filter backwash - 29.545049 E;26.504085
2. Welbedacht Water Treatment final water - S29.54.983'E026.50.757
3. Tienfontein pump station - S;2947037 E;26.54612
4. Brandkop – FQ3 - S29.08553 E26.09308
Modder River
1. Rustfontein Raw Water – S29˚16,247' EO 26˚37,002'
2. Botshabelo/Country bird – S29˚14,813' EO 26˚44,863'
3. Groothoek Raw Water - S29˚18,129' EO 26˚50,767'
Orange River
1. Bethulie - S30°29.419' E25°58.474'
2. Jagersfontein - S29°46.020' E25°25.456'
C3.1.3 DETAILED DESCRIPTION OF THE WORKS
• Supply, deliver, install and commission the flow meters for measurement of water as per the below specifications.
• A project implementation methodology together with relevant block diagrams and descriptions must be supplied detailing exactly how the proposed solution will meet the Bloem water requirements. This should also detail how the continuous operation of the Bloem water system as a whole is achieved during implementation of the upgrades i.e. what measures have been put in place in order to minimize downtime.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
• Maintenance-free: no moving parts, obstruction or wear
• Standard measurement accuracy: ±0.2%
• On-site verification of flow meter
• 2 wire, 4 – 20mA HART®
• The meter must be selected and installed to ensure the water quality does not adversely affect the performance and life expectancy of the flow meter.
Differential Pressure
• Accuracy - +- 0.065 %
• 2 wire, 4 – 20mA HART®
• Change of pressure transmitter without process interruption
Water Supply Scheme Meter Name
To be Supplied, Installed and Commissioned
Pipe Size in mm
Maximum Pressure/Flange
rating
Specifications/Features
CALEDON
Filter Wash Meter Differential Pressure
400mm 16 bar
Measuring range: 30 mbar…16bar, 2 wire, 4 – 20 mA HART, profibus-PA. Reference accuracy of ±0.065%.
Final Water (P) Electro-Magnetic
1200mm
40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Tienfontein Pumpstation (R) Electro-Magnetic 900mm 16 bar
High accuracy (±0.2%), with CT approvals (OIML R49, MI-001), 3 X 4 – 20 mA HART, MODBUS, Profibus-PA/DP, Profinet
Brandkop – FQ 3 Electro-Magnetic 1200mm 25 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
MODDER
Botshabelo/Country Bird Electro-Magnetic
800mm
PN 40
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Rustfontein Raw Water Electro-Magnetic
900 mm 40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Groothoek Raw water Electro-Magnetic
400 mm 40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
ORANGE
J1 - J/fontein 200 mm TLC Electro-Magnetic 200 mm 3 bar
• Extra isolation of
electronics for use in
high humidity areas,
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Bethulie TLC Electro-Magnetic 100 mm 12 bar
• Extra isolation of
electronics for use in
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The management of the site shall be in accordance with the Standard Specifications. C3.1.5 CHANGES TO SCOPE OF WORK It is a condition of this contract that the employer reserves the right to limit the total expenditure on the Works due to possible budget constraints. Should the tender sum exceed the budgeted amount, the scope of the works may be reduced at any time before or during the contract period to ensure that the final contract amount does not exceed the budgeted amount.
high humidity areas,
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PORTION 2: CONTRACT Section C3.2: Standard Specifications
South African National Standard
The South African National Standard below as amended shall apply to this contract.
SANS 1200 A : GENERAL (1986) SANS 1200 AB : ENGINEER'S OFFICE (1986) SANS 62443-2-1 : INDUSTRIAL COMMUNICATION NETWORKS, PART 2-1 ESTABLISHING AND INDUSTRIAL AUTOMATION AND CONTROL SYSTEM SECURITY PROGRAM (2016) SANS 12100 : SAFETY OF MACHINERY (2013) SANS 1186-1 : SAFETY SIGNS, PART 1 STANDART SIGNS AND GENRAL REQUIREMENTS (2011) Note 1 The Standard Specifications are not bound into the tender and contract documents, but are available
at the Tenderer’s/Contractor’s expense from the South African Bureau of Standards in Pretoria, Private Bag X191, PRETORIA, 0001.
Note 2 Each of the Standard Specifications contains an appendix, which in turn lists further specifications,
which are not bound into the tender and contract documents. Note 3 Both of the Standard Specifications, as well as those specifications that are listed in the appendix to
the Standard Specifications, shall apply to the Contract to the same extent as if each of these specifications had been bound into the tender/contract documents.
International Standards ISO 2186 – Fluid flow in closed conduits – connections for pressure signal transmissions between primary and
secondary elements. ISO 6817 – Measurement of conductive liquid flow in closed conduits – methods using electromagnetic flow
meters ISO 4064-1 – Measurement of water flow in fully charged closed conduits- meters for cold portable water and hot
water. OIML D11:1994 – General requirements for electronic measuring instruments
Committee of Land Transport Officials (COLTO) The Standard Specifications for Road and Bridge Works for State Road Authorities 1998, prepared by the Committee of Land Transport Officials, (COLTO), as amended, shall apply to this contract. The contractor will familiarize themselves with the contend of the COLTO and any additions, variations and amendments. The Specifications for Road and Bridge Works for State Road Authorities 1998, are not bound into this document, but are available at the Contractor’s expense from South African Institution of Civil Engineering, Private Bag X200, Halfway House, Midrand, 1685.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
General Conditions of Contract 2015 (GCC) The General Conditions of Contract for Construction Works, Third Edition (2015), published by the South African Institution of Civil Engineering, are applicable to this Contract. The General Conditions of Contract are not bound into this document, but are available at the Contractor’s expense from the Secretary of the South African Institution of Civil Engineering, Private Bag X200, Halfway House, Midrand, 1685. Note: Variations and Additions to the above standards will supersede the Standard Specifications
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Section C3.3: Project Specifications STATUS In the event of any discrepancy between the Project Specifications and a part or parts of the Standardized Specifications, the Schedule of Quantities or the Drawings, the Project Specifications shall take precedence. Where discrepancies arise with regard to the units of the payment items only, the units stated in the Schedule of Quantities shall prevail.
SECTION C3.3: PROJECT SPECIFICATIONS .................................................................. C3.3-1 PS 1: GENERAL DESCRIPTION ....................................................................................................... C3.3-3 PS 2: DESCRIPTION OF SITE AND ACCESS .................................................................................... C3.3-3 PS 4: DETAILS OF CONTRACT ....................................................................................................... C3.3-4 PS4.1 Detailed description of the works ....................................................................................... C3.3-4 PS 4.2 Management of the works ................................................................................................. C3.3-8 PS 4.3 Changes to scope of works ................................................................................................. C3.3-8 PS 4.4 Engineering ......................................................................................................................... C3.3-8 PS 5: CONSTRUCTION PROGRAMME ........................................................................................... C3.3-9 PS 6: SITE FACILITIES AVAILABLE................................................................................................ C3.3-10 PS 6.1: Camp site .......................................................................................................................... C3.3-10 PS 6.2: Water, electricity and sewage .......................................................................................... C3.3-10 PS 7: SITE FACILITIES REQUIRED ................................................................................................ C3.3-10 PS 7.1: Facilities for the Engineer ................................................................................................. C3.3-10 PS 7.2: Equipment for Engineering staff ...................................................................................... C3.3-10 PS 7.3: Water, electricity and sewage .......................................................................................... C3.3-10 PS 7.4: Site instruction book ........................................................................................................ C3.3-11 PS 7.5: Site correspondence book ................................................................................................ C3.3-11 PS 7.6: Rainfall facilities ................................................................................................................ C3.3-11 PS 8: FEATURES REQUIRING SPECIAL ATTENTION ..................................................................... C3.3-11 Ps 8.1: Access to Properties ......................................................................................................... C3.3-11 Ps 8.2: Existing Residential Areas ................................................................................................. C3.3-11 Ps 8.3: Facilities to Other Contractors ......................................................................................... C3.3-11 Ps 8.4: Contractor's Vehicles ........................................................................................................ C3.3-12 Ps 8.5: Site Maintenance .............................................................................................................. C3.3-12 Ps 8.6: Testing and Quality Control .............................................................................................. C3.3-12 Ps 8.7: Subcontractors ................................................................................................................. C3.3-12 Ps 8.8: Existing Services................................................................................................................ C3.3-12 Ps 8.9: Safety ............................................................................................................................... C3.3-13 PS 9: INFORMATION SUPPLIED BY EMPLOYER .......................................................................... C3.3-13 PS 10: EXTENSION OF TIME ARISING FROM ABNORMAL RAINFALL ............................................ C3.3-13 PS 11: CERTIFICATES OF PAYMENT .............................................................................................. C3.3-14 PS 12: CONSTRUCTION IN LIMITED AREAS .................................................................................. C3.3-14 PS 13: NON-WORKING DAYS ....................................................................................................... C3.3-14 PS 14: SPOIL MATERIAL ............................................................................................................... C3.3-15 PS 15: DRAWINGS ....................................................................................................................... C3.3-15 PS 15.1 Drawings prepared by the employer ................................................................................ C3.3-15 PS 15.2 Drawings prepared by the contractor .............................................................................. C3.3-15 PS 16: LENGTH OF TRENCHES ...................................................................................................... C3.3-15 PS 17: SAMPLES ........................................................................................................................... C3.3-15
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 18: MANUFACTURER'S INSTRUCTIONS ................................................................................... C3.3-15 PS 19: PROPRIETARY MATERIALS ................................................................................................ C3.3-15 PS 20: NOTICES, SIGNS, BARRICADES AND ADVERTISEMENTS .................................................... C3.3-16 PS 21: SETTING OUT OF WORK .................................................................................................... C3.3-16 PS 22: WORKMANSHIP AND QUALITY CONTROL ........................................................................ C3.3-17 PS 23: TRANSPORT OF MATERIAL ................................................................................................ C3.3-17 PS 24: PROTECTION OF HISTORICAL WALL / BUILDING ............................................................... C3.3-17 PS 25: LIAISON WITH LOCAL AUTHORITIES ................................................................................. C3.3-17 PS 26 LOCAL LABOUR AND LOCAL SUBCONTRACTORS .............................................................. C3.3-18 Ps 26.1 Introduction ...................................................................................................................... C3.3-18 Ps 26.2 Workload .......................................................................................................................... C3.3-18 Ps 26.3 Assisting Abe’s .................................................................................................................. C3.3-18 Ps 26.4 Local Labour ..................................................................................................................... C3.3-18 Ps 26.5 Contractors Obligations .................................................................................................... C3.3-18 Ps 26.6 Work Considered to be Labour Based .............................................................................. C3.3-19 PS 27 TRAINING SCHEMES .......................................................................................................... C3.3-19 PS 28 PRESCRIPTIONS IN RESPECT OF EXISTING SERVICES ......................................................... C3.3-20 PS 29: APPLICABLE STANDARDISED SPECIFICATIONS.................................................................. C3.3-21
South African National Standard 1200 .............................................................................................. C3.3-21
Committee of Land Transport Officials (COLTO) ............................................................................... C3.3-21
General Conditions of Contract 2015 (GCC) ...................................................................................... C3.3-21 PS 30: APPLICABLE TECHNICAL SPECIFICATIONS ......................................................................... C3.3-21
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 1: GENERAL DESCRIPTION The Project Specifications form an integral part of the Contract Documents and supplement the Standard Specifications. In the event of any discrepancy with a part or parts of the Standard Specifications, the Schedule of Quantities or the drawings, the Particular or Project Specifications shall take precedence. The Standard Specifications, which form part of this contract, have been written to cover all phases of work normally required for road contracts, and they may therefore cover items not applicable to this particular contract.
PS 2: DESCRIPTION OF SITE AND ACCESS The site is located at the following co-ordinates: The sites are located in different towns of the three Bloem Water regions of supply, namely the Caledon River
Region, Modder River Region and the Orange River Region areas in the Southern Free State.
CALEDON RIVER
1. Filter backwash - 29.545049 E;26.504085
2. Welbedacht Water Treatment final water - S29.54.983'E026.50.757
3. Tienfontein pump station - S;2947037 E;26.54612
4. Brandkop – FQ3 - S;29.08553 E;26.09308
MODDER RIVER
1. Rustfontein Raw Water – S29˚16,247' EO 26˚37,002'
2. Botshabelo/Country bird – S29˚14,813' EO 26˚44,863'
3. Groothoek Raw Water - S29˚18,129' EO 26˚50,767'
ORANGE RIVER
1. Bethulie - S30°29.419' E25°58.474'
2. Jagersfontein - S29°46.020' E25°25.456'
PS 3: NATURE OF GROUND AND SUBSOIL CONDITIONS
The contractor must liaise with the client’s agent with regards to obtaining the available geotechnical data. The client and the client agent take no responsibility for the accuracy of the available geotechnical data.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The work covered under the contract includes the following:
• Supply, deliver, install and commission the flow meters for measurement of water as per the below specifications
• A project implementation methodology together with relevant block diagrams and descriptions must be supplied detailing exactly how the proposed solution will meet the Bloem water requirements. This should also detail how the continuous operation of the Bloem water system as a whole is achieved during implementation of the upgrades i.e. what measures have been put in place in order to minimize downtime.
Electro-magnetic
• Maintenance-free: no moving parts, obstruction or wear
• Standard measurement accuracy: ±0.2%
• On-site verification of flow meter
• 2 wire, 4 – 20mA HART®
• The meter must be selected and installed to ensure the water quality does not adversely affect the performance and life expectancy of the flow meter.
Differential Pressure
• Accuracy - +- 0.065 %
• 2 wire, 4 – 20mA HART®
• Change of pressure transmitter without process interruption
Water Supply Scheme Meter Name
To be Supplied, Installed and Commissioned
Pipe Size in mm
Maximum Pressure/Flange
rating
Specifications
CALEDON
Filter Wash Meter Differential Pressure
400mm 16 bar
Measuring range: 30 mbar…16bar, 2 wire, 4 – 20 mA HART, profibus-PA. Reference accuracy of ±0.065%.
Final Water (P) Electro-Magnetic
1200mm 40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Tienfontein Pumpstation (R) Electro-Magnetic 900mm 16 bar
High accuracy (±0.2%), with CT approvals (OIML R49, MI-001), 3 X 4 – 20 mA HART, MODBUS, Profibus-PA/DP, Profinet
Brandkop – FQ 3 Electro-Magnetic 1200mm 25 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
MODDER
Botshabelo/Country Bird Electro-Magnetic
800mm
PN 40
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Rustfontein Raw Water Electro-Magnetic
900 mm
40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
Groothoek Raw water Electro-Magnetic
400 mm 40 bar
Transmitter features -Safe operation – no need to open the device due to display with touch control, background lighting. Time-saving local operation without additional software and hardware – integrated web server. Integrated verification – Heartbeat Technology. Transmitter housing made of durable polycarbonate or aluminium. WLAN access. Sensor features - Flexible engineering – sensor with welded or lap-joint process connections. Reliable measurement – accurate measured values even with 0 DN inlet run. Improved plant availability – sensor compliant with industry-specific requirements. International drinking water approvals. Degree of protection IP68 (Type 6P enclosure).
ORANGE
J1 - J/fontein 200 mm TLC Electro-Magnetic 200 mm 3 bar
• Extra isolation of
electronics for use in
high humidity areas,
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Construction methods must be such that no property or life is endangered. The Employer accepts no responsibility for work that is done outside the Site boundaries without the Employer’s approval.
PS 4.2 Management of the works
The management of the site shall be in accordance with the Standard Specifications.
PS 4.3 Changes to scope of works It is a condition of this contract that the employer reserves the right to limit the total expenditure on the Works due to possible budget constraints. Should the tender sum exceed the budgeted amount, the scope of the works may be reduced at any time before or during the contract period to ensure that the final contract amount does not exceed the budgeted amount.
PS 4.4 Engineering
The design responsibilities of the Employer and the Contractor are as follows: Employer:
• Engineering designs and drawings.
Contractor:
• Revising and finalising (as may be required to suit detail designs) of tender drawings for construction purposes and provision of new drawings (as may be required) of Electrical Works, including (but not limited to) general arrangements, schematic drawings, cable layouts, piping and instrumentation diagrams and cable single line diagrams.
• Methods and method statements for the works as detailed in the Construction Environmental Management Plan (CEMP) and Health and Safety Plan by the Contractor.
• All Temporary Works.
• Operation and Maintenance Manuals.
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Bethulie TLC Electro-Magnetic 100 mm 12 bar
• Extra isolation of
electronics for use in
high humidity areas,
4…20 mA, pulse,
frequency, status, HART®,
Modbus. Liner materials
resistant to low
concentrated chemicals
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Note: All the Contractor’s designs, drawings and method statements shall be timeously submitted to the Engineer for acceptance so as not to delay the Works. Unless separately scheduled the costs for detail designs, drawings and method statements shall be deemed to be included in the rates of existing payment items the Bills of Quantities.
PS 5: CONSTRUCTION PROGRAMME It is a prerequisite of this contract that minimal disruption of the public is ensured during construction. Construction methods must be of such a nature that no property or life is endangered. The Employer accepts no responsibility for any work done outside the site boundaries without the Employer’s agent's approval. The Contractor himself is responsible for liaison and arrangements with the Employer’s agent in connection with the finalization and approval of the construction programme. The Contractor is responsible for liaison with residents and house owners via the Project Steering Committee in respect of the programming of construction through private erven and the crossing of driveways to erven. No additional payment will be made in this regard and it shall be deemed to be covered by the relevant items. Sufficient digital photographs of all existing structures and obstructions must be taken by the Contractor, compiled electronically, indexed and handed over to the Employer’s agent before construction commences. A special payment item is included for a digital photo record in the Schedule of Quantities under other fixed-charge obligations. The Contractor shall submit a programme of work to the Employer’s agents stated in the Contract Data. This programme must take into account, and allow for phased completion of the work. The Employer’s agent may instruct the Contractor to stop construction work at any stage and time, as may be dictated by financial constraints highlighted by the Clients Cost Control Programme. If necessary, the Employer’s agent may instruct the Contractor to adjust his programme to suit other activities. The programme shall not be in the form of a bar chart only, but shall clearly show the anticipated quantities, schedule of material orders, the production rates and value of work to be performed each month. A network-based programme according to the precedence method shall also be provided showing the various activities and critical path in such detail as may be required by the Employer’s agent. The programme shall be updated monthly in accordance with the progress made by the Contractor. Failure to comply with these requirements will entitle the Employer’s agent to use a programme based on his own assumptions for the purpose of evaluating claims for extension of time or additional payments. If the programme submitted by the Contractor in terms of Clause 5.6 of the General Conditions of Contract, has to be revised because the Contractor is falling behind in his programme, he shall submit a revised programme of how he intends to regain lost time to ensure completion of the Works within the period defined in Clause 5.5.1 of the General Conditions of Contract or within a granted extension of time. A proposal to increase the tempo of work must incorporate positive steps to increase production either by more labour and plant on the site, or by using the available labour and plant in a more efficient manner. Failure on the part of the Contractor to submit or to work according to the programme or revised programmes shall be sufficient reason for the Employer’s agent to take steps as set out in Clause 9 of the General Conditions of Contract.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The approval by the Employer’s agent of a programme shall have no contractual significance other than the Employer’s agent will be satisfied if the work is carried out according to the programme. The said approval shall not limit the right of the Employer’s agent to instruct the Contractor to vary the programme if necessary. The Contractor shall allow for the effect of normal rainfall and special non-working days in his programme. (CRITICAL PATH MUST BE INDICATED ON PROGRAMME)
PS 6: SITE FACILITIES AVAILABLE PS 6.1: Camp site A site will be chosen by the Contractor for his construction camp and offices and be approved by the Employer or Employer’s agent. PS 6.2: Water, electricity and sewage The contractor will clarify the availability of water, electricity and sewerage services in the vicinity with the Employer or Employer’s agent.
PS 7: SITE FACILITIES REQUIRED PS 7.1: Facilities for the Engineer No separate office is required for the Employer’s agent's representative but the Contractor must provide an office with a table, a chair and a plan cupboard in one of his offices for the exclusive use of the Employer’s agent's representative. The Employer’s agent's representative shall be allowed free use of the Contractor's facilities. The Employer’s agent's representative shall be allowed free use of survey equipment and survey assistants to carry out control work as and when required. PS 7.2: Equipment for Engineering staff The Contractor shall allow for providing the protective clothing for the engineering staff. The contractor shall supply the Employer’s agent with a Business cell phone and be responsible for the monthly running cost, and other cost relating to the use of the cell phone. Office facilities shall be provided by the Contractor as described in the Standard Specification. PS 7.3: Water, electricity and sewage The Contractor shall, at his own expense, be responsible for obtaining and distributing the water and electricity required for construction and domestic use. The distribution of water and electricity shall be carried out in accordance with the applicable laws and regulations. No separate payment will be made for obtaining and distributing water and electricity, the cost of which will be deemed to be included in the tendered rates.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 7.4: Site instruction book A triplicate book shall be provided for the Employer’s agent to be used for site instructions. It shall at all times be kept on the site. PS 7.5: Site correspondence book A triplicate book shall be provided for the Employer’s agent to be used for correspondence. It shall at all times be kept on the site. PS 7.6: Rainfall facilities The contractor must set up his own rainfall gauge. The Employer or Employer’s agent must approve the location and positioning of the rail gauge. A special payment item is included for a rainfall gauge in the Schedule of Quantities under other fixed-charge obligations.
PS 8: FEATURES REQUIRING SPECIAL ATTENTION PS 8.1: Access to properties The Contractor shall organize the work in such a manner as to cause the least possible inconvenience to the public and to the property owners adjacent to or affected by the work included in this contract. If, as a result of restricted road reserve widths and the nature of the works, the construction of bypasses is not feasible, construction shall be carried out under traffic conditions in order to provide access to the erven and properties. The Contractor may, with the approval of the Employer’s agent, make arrangements with the occupiers of the affected erven and properties to close off a portion of a street, road, footpath or entrance temporarily, provided the Contractor duly notifies the occupiers of the intended closure and its probable duration and shall, as punctually as possible, re-open the route at the prescribed time. Where possible, the road shall be made safe and re-opened to traffic overnight. Any such closure shall be made by arrangement between the Contractor and the occupiers and shall not absolve the Contractor from his obligations under the contract to provide access at all times. Barricades, traffic signs and drums shall be provided by the Contractor to suit the specific conditions. The Contractor shall also comply with all the requirements of the Local Authority with regard to safety, signage and notices to the public. PS 8.2: Existing residential areas Access to the adjacent residential areas shall be maintained at all times, as shall access to individual houses. Electricity and water supply interruptions to existing residential areas shall be kept to a minimum. Whenever it is necessary to interrupt these supplies, the Employer’s agent's approval shall first be obtained. The affected residents shall then be notified in writing at least 3 days, but not more than 5 days in advance. Supplies shall be normalized by 16:00 on the same day. Cognisance shall be taken by the Contractor of the possibility of residents from the adjacent residential areas having access, whether authorized or not, to the works. It is strongly emphasized that under no circumstances shall any claims be considered for delays or disruptions as a result of the presence of residents from the adjacent occupied areas. PS 8.3: Facilities to other Contractors
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
In addition to the requirements of clause 4 of the general conditions of contract, the Contractor must make allowance for the presence of other Contractors engaged on other contracts on the site, which may involve, inter alia, the adoption of his programme to fit in with work to be done by the other Contractors, as well as assuring other Contractors access to their sites along prescribed routes which may fall within the site of this contract. PS 8.4: Contractor's vehicles All equipment and vehicles used by the Contractor shall be roadworthy at all times and all drivers and operators shall be in possession of valid drivers' licences. PS 8.5: Site maintenance During the progress of the work and upon its completion, the site of the works shall be kept and left in a clean and orderly condition. The Contractor shall at all times store materials and equipment for which he is responsible in an orderly manner, and shall keep the site free from debris and obstruction. Workers shall lunch or have tea breaks only in a designated area with approved refuse and toilet facilities. No open fires shall be permitted on the site. Vehicles and workers must adhere to property demarcated access routes and not take or make short cuts. PS 8.6: Testing and quality control PS 8.6.1 Testing of civil works The Civil Works shall be tested in accordance with the relevant Standardised Specifications SANS 1200, as amended in Portion 2. Every completed layer or section of the Works shall be subject to check testing by the Contractor and the Engineer in accordance with Clause PSA 7.1.1 of Portion 2. PS 8.6.2 Factory tests and inspections of mechanical and electrical plant PS 8.6.3 preliminary testing of mechanical and electrical plant PS 8.6.4 Tests on Practical Completion for Mechanical and Electrical Plant PS 8.6.5 Operational Acceptance Period for Mechanical and Electrical Plant PS 8.6.6 Training the Employer’s Staff for Mechanical and Electrical Plant PS 8.7: Subcontractors The Contractor is responsible for work carried out on his behalf by subcontractors. The Employer’s agent will not liaise directly with such subcontractors, and all problems relating to payments, programming, workmanship, etc, shall be the concern of the Contractor and the subcontractor, and the Employer’s agent will not be involved. PS 8.8: Existing Services Before the Contractor commences operations, he must discuss with and have the approval of the Employer, authority or owner concerned regarding the method he proposes to use for relocating or safe-guarding any services and existing works he may encounter during construction.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The positions of existing services shown on the Drawings are given in good faith and no guarantee can be given that: (a) these services actually are in the approximate positions indicated. (b) that these are the only services in the vicinity, and (c) that the nature and description of these services are correct. The Contractor shall be responsible to locate and safeguard any existing service or works he may encounter during construction and shall obtain clearance from the Employer, authority and the Employer’s agent before commencing work in the proximity of existing services or works. The Contractor shall be responsible for any damage to such existing services and works in the execution of this contract and shall reimburse the Employer, authority or the owner concerned for any repairs required and for damages. The Contractor shall be responsible for immediately notifying the Employer’s agent and the authorities concerned regarding any damage caused to public services and existing works. Any alteration to public services shall be carried out by the Authority concerned unless the Contractor is instructed otherwise. The Contractor shall provide the necessary assistance during any operations necessary in connection with the removal, alteration or safe-guarding of any public service. PS 8.9: Safety The Contractor shall apply suitable proven methods for construction so that his activities will not constitute a hazard to the public or any adjacent property. All excavations shall be suitably safeguarded and barricaded especially during night time, weekends or holidays and any other day of inactivity by the Contractor.
PS 9: INFORMATION SUPPLIED BY EMPLOYER Certain information contained in these contract documents, or provided separately, is being offered in good faith. However, in the circumstances pertaining to the type of information supplied, no guarantee can be given that all the information is necessarily correct or representative. More specifically this applies to all material surveys and reports and similar information, the accuracy of which is necessarily subject to the limitation of testing, sampling, the natural variation of material or formations being investigated and the measure of confidence with which conclusions can be drawn from any investigations carried out. It also applies to the positions of existing services as indicated on the drawings. The Employer accepts no liability for the correctness or otherwise of the information supplied or for any resulting damages, whether direct or consequential, should it prove during the course of the contract that the information supplied is either incorrect or not representative. Any reliance placed by the tenderer on this information shall be at his own risk.
PS 10: EXTENSION OF TIME ARISING FROM ABNORMAL RAINFALL If abnormal rainfall or wet conditions occur during the course of the Contract, the Employer may grant an extension of time in accordance with Clause 5.12 of the General Conditions of Contract, calculated in accordance with the formula given below for each calendar month or part thereof:
V = (Nw - Nn) + (Rw - Rn)/X If V is negative and its absolute value exceeds Nn, then V shall be taken as equal to minus Nn. The symbols shall have the following meanings:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
V = Extension of time in calendar days for the calendar month under consideration. When the value of V for any month exceeds the number of days in the particular month, V will be the number of days in the month.
Nw = Actual number of days in the calendar month on which a rainfall of Y mm or more were
recorded. Nn = Average number of days, derived from existing rainfall records, on which a rainfall of Y mm or
more were recorded for the calendar month. Rw = Actual rainfall in mm recorded on the Site in an approved rain gauge for the calendar month
under consideration. Rn = Average rainfall in mm for the calendar month, derived from existing rainfall records. The total extension of time is the algebraic sum of all the monthly totals for the period under consideration, but if the total is negative, the time for completion will not be reduced on account of subnormal rainfall. Extensions of time for part of a month will be calculated by using pro rata values for Nn and Rn. The factor (Nw - Nn) is considered a fair allowance for variations from the average number of days during which the rainfall exceeds Y mm. The factor (Rw - Rn)/X is considered a fair allowance for variations from the average number of days during which the rainfall did not exceed Y mm but wet conditions prevented or disrupted work. The average rainfall record for the past 10 years at the nearest rainfall station shall be for the purposes of this Contract are taken as normal rainfall. Rn and Nn for this period shall be used and the values of X and Y are 20 and 10 respectively.
PS 11: CERTIFICATES OF PAYMENT The master copy of the payment certificates would be drawn up and processed by the Contractor. All costs to this effect, as well as reproduction costs shall be to the account of the Contractor. The first month’s certificate will be evaluated and if in order, the same format will be used throughout the contract. The first certificate will only be processed by the Employer’s agent if the value of work executed exceeds 5%.
PS 12: CONSTRUCTION IN LIMITED AREAS In certain cases working space may be limited. The method of construction in these restricted areas will depend largely on the Contractor's plant. However, the Contractor must note that measurement and payment will be according to the specified cross-sections and dimensions irrespective of the method used to achieve these cross-sections and dimensions, and that the rates and prices tendered shall be deemed to include full compensation for any difficulty encountered while working in limited areas and narrow widths, and that no extra payment will be made, nor will any claim for payment due to these difficulties be considered.
PS 13: NON-WORKING DAYS The Contractor shall not work on Sundays or on the following statutory Public Holidays: New Years Day, Human Rights Day, Good Friday, Family Day, Freedom Day, Workers Day, Youth Day, National Women's Day, Heritage Day, Day of Reconciliation, Christmas Day and Day of Goodwill. Whenever any of the above statutory Public Holidays fall on a Sunday, the following Monday shall be a Public Holiday.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 14: SPOIL MATERIAL No indiscriminate spoiling of material will be allowed. All surplus or unsuitable material shall be spoiled in designated areas approved by the Employer’s agent. Spoiling shall comply with the applicable statutory and municipal regulations. PS 15: DRAWINGS PS 15.1 Drawings prepared by the employer Originals of reduced drawings are available for inspection at the offices of the engineer or prints may be purchased by arrangement with the Engineer. No claim for misunderstanding reduced drawings will be considered. PS 15.2 Drawings prepared by the contractor PS 15.2.1 As built (record) drawings The Contractor is responsible for preparation of all as built (record) drawings in accordance with the requirements of the Contract. PS 15.2.2 Other drawings The Contractor is responsible for preparation of all drawings and documents in accordance with Clause PS 4.4, drawings of surveyed services and pipeline routes in accordance with Clause PSA 5.1.3 (refer to Portion 2), workshop drawings where specified and all other drawings as the required in the execution of the contract.
PS 16: LENGTH OF TRENCHES
PS 17: SAMPLES The Contractor shall at his own cost, supply all samples that may be required. Material or work not conforming to the approved samples shall be rejected. The Employer’s agent reserves to himself the right to submit samples to any tests to ensure that the material represented by the sample conforms to the requirements of the specifications. The cost of all tests failed shall be for the Contractor’s account.
PS 18: MANUFACTURER'S INSTRUCTIONS The recommendations of the manufacturers of patented materials must be strictly adhered to regarding the use, mixing, application, fastening, etc. thereof except when otherwise instructed in writing by the Employer’s agent.
PS 19: PROPRIETARY MATERIALS Where proprietary materials are specified it is to indicate the quality or type of materials or articles required, and where the terms "or other approved" or "or approved equivalent" are used in connection with proprietary materials or articles, it is to be understood that the approval shall be at the sole discretion of the Employer’s agent.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 20: NOTICES, SIGNS, BARRICADES AND ADVERTISEMENTS The Contractor shall erect the necessary signs, notices and barricades for the duration of the contract in order to safeguard both the works and the public. Notices, signs and barricades as well as advertisements may be used only upon approval by the Employer’s agent, and the Contractor shall be responsible for their supply, erection, maintenance and ultimate removal and shall make provision for this in his tendered rates. The Employer’s agent shall have the right to have any sign, notice or advertisement moved to another position or to have it removed from the site of the works, should it in any way prove to be unsatisfactory, inconvenient or dangerous to the general public. Such notices, signs and barricades shall be provided and erected at the Contractor's own expense. The standard name board of the South African Association of Consulting Engineers is specified.
PS 21: SETTING OUT OF WORK Reference and level beacons will be shown to the Contractor by the Employer’s agent at the commencement of the Contract and the Contractor will be responsible for transferring the data to the Site of Works. The Contractor shall check the condition and accuracy of all reference and level beacons and satisfy himself that they have not been disturbed and are true with regard to position and level. A beacon that has been disturbed shall not be used until its true position and level have been re-established and the new values have been certified by the Employer’s agent. The Contractor shall thereafter be held entirely responsible for the protection of all reference and level beacons. The Contractor shall employ a capable surveyor to set out the Works to the required lines and levels. The Employer’s agent shall be informed immediately should any discrepancy be discovered between the levels or dimensions obtained by the Contractor and those shown on the drawings. Where a beacon is likely to be disturbed during construction operations, the Contractor shall establish suitable reference beacons at locations where they will not be disturbed during construction. No beacons shall be covered over, disturbed or destroyed before accurate reference beacons have been established and details of the positions and levels of such beacons have been submitted to the Employer’s agent. The Contractor's reference beacons shall be of at least the same accuracy and sturdiness of construction as the existing beacons. The Contractor shall submit the method of setting out he proposes to employ to the Employer’s agent. Accurate control of line and level shall be provided by the Contractor at all stages of construction. Work set out by the Contractor may be checked at any time during or after construction by the Employer’s agent and any errors found shall be rectified by the Contractor at his own expense. The Contractor shall supply any instrument, equipment, material and labour required by the Employer’s agent for this survey work. Any assistance, including checking given to the Contractor by the Employer’s agent or any setting out done by the Employer’s agent for Contractor shall not be held as relieving the Contractor of his responsibility for the accurate construction of the Works. The Contractor's survey instruments and survey equipment shall be suitable for the accurate setting out of the Works and shall be subject to the approval of the Employer’s agent. They shall furthermore be checked and correctly adjusted by the authorized agents before the commencement of the contract and subsequently when required by the Employer’s agent and when otherwise necessary. When required the Contractor shall, at his own expense, provide two labourers to assist the Employer’s agent. The Employer’s agent shall have the sole right of approving of such a labourer.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Survey work shall not be measured and paid for directly and compensation for the work involved in setting out shall be deemed to be covered by the rates tendered and paid for the various items of work included under the contract.
PS 22: WORKMANSHIP AND QUALITY CONTROL The onus to produce work which conforms in quality and accuracy of detail to the requirements of the Specifications and Drawings rests with the Contractor, and the Contractor shall, at his own expense, institute a quality-control system and provide experienced engineers, foremen, surveyors, materials technicians, other technicians and technical staff, together with all transport, instruments and equipment, to ensure adequate supervision and positive control of the works at all times. The costs of all supervision and process control, including testing thus carried out by the Contractor shall be deemed to be included in the rates tendered for the related items of work. The Contractor's attention is drawn to the provisions of the various standardized specifications regarding the minimum frequency of testing that will be required for process control. The Contractor shall, at his own discretion, increase this frequency where necessary to ensure adequate control. On completion of every part of the work and submission thereof to the Employer’s agent for examination, the Contractor shall furnish the Employer’s agent with the results of all relevant tests, measurements and levels to indicate compliance with the specifications.
PS 23: TRANSPORT OF MATERIAL All costs of transporting material, including overhaul, shall be included in the applicable tendered rates. All references in the specifications to transport, overhaul and haul distances shall be deleted irrespective of whether or not the deletion is included in these project specifications.
PS 24: PROTECTION OF HISTORICAL WALL / BUILDING The Contractor shall make every effort to protect A historical wall or building running through the site. No unnecessary damage may be caused and no rocks may be removed. If, in the opinion of the Employer’s agent, unnecessary damage is caused by uncontrolled vehicle or plant movements, the Contractor will be fined R5000-00 for every square metre so destroyed or damaged.
PS 25: LIAISON WITH LOCAL AUTHORITIES The Contractor will have to liaise with local authorities regarding the following matters: (a) Dealing with traffic. (b) Locating of existing underground services. (c) Protection of existing services during construction. All the relevant authorities were notified of above operations. It is then the Contractor's onus to immediately contact all these authorities and to accommodate their involvement in his programme of work. The Contractor should also warn the authorities at least 48 hours before the actual work commences. Compensation for delays, losses or accidents will not be considered should the Contractor at any time have failed to keep the local authorities informed. The Employer’s agent or Employer must immediately be notified, should the Contractor experience any problem regarding work which involves a local authority.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 26 LOCAL LABOUR AND LOCAL SUBCONTRACTORS PS 26.1 Introduction It is envisaged that the works will be constructed by one Contractor employing local labour to construct the work applying the principles of the Expanded Public Works Programme (EPWP). PS 26.2 Workload The Contractor is required to execute certain components of this contract with labour-based construction methods as described in the Specifications. PS 26.3 Assisting ABE’s The Contractor is required to assist ABE's in accordance with the Contractors proposal included in his/her tender. PS 26.4 Local Labour It is the intention that this Contract should make maximum use of the local labour force that is presently under-employed. To this end the Contractor is expected to limit non-local employees to key personnel only and to employ and train local labour on this Contract. The Contractor shall complete the form “Supervisory and Safety Personnel” in Section T2.2 Returnable Schedules and state how many non-local key personnel he intends to employ in the various categories. The numbers stated on the above-mentioned form will be strictly controlled during the Contract period and any increase in numbers is subject to the approval of the Employer. A Community Liaison Officer (CLO) will be identified by the employer and appointed by the Contractor. A Project Steering Committee (PSC) will be formed and consists of a Ward councillor of the affected community, 3 representatives of the affected community and the CLO. The PSC will be up to date with the details of the project and appointment of all local labour must be through the PSC. The Contractor will be required to arrange his own documentation regarding a contract for locally employed labour and must include provisions for the Occupational Health and Safety Act (1993) and the Compensation for Occupational Injuries and Diseases Act. The minimum daily wage to be paid in accordance with the Wage Bill for the geographical area shall be as stated in the Government Gazette in terms of Wage Determination for the Employer’s agenting Industry. PS 26.5 Contractors Obligations The Contractor is to supply the Employer’s agent with copies of the agreements between himself/herself and his/her subcontractors within twenty-one (21) days of the contract being awarded. Should the Contractor be unable to or unwilling to: i) Subcontract the required Works as detailed in his/her tender document; ii) Submit the necessary documentation to prove that he/she is subcontracting the work iii) Implement his/her proposed training scheme or any other scheme agreed to by the relevant parties; The Employer reserves the right to: a) nullify the said contract and re-issue it to tender; b) nominate available local subcontractors for the required Works; c) deduct payment from the monthly certificates, the value of which will be calculated as follows:
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
X = Y - Z X = Amount of deduction from the monthly certificate Y = Value of the work that should have been undertaken by the subcontractor during the month Z = Value of the work actually undertaken by the Subcontractor during the month; (d) = Nominate agents to undertake the proposed training at the expense of the Contractor. PS 26.6 Work considered to be Labour Based It is a condition of this contract that the following components of work must be executed using labour based construction methods. 1) Excavation of soft/ intermediate / hard material in pipe trenches not deeper than 1,2 m if the
uninterrupted trench length of soft material is greater than 50 m, and the total depth of the trench consists of soft material.
2) Excavation of soft/ intermediate/ hard material in all pipe trenches for erf connections with no limitations.
3) Preparation of pipe bedding. 4) Laying and jointing of all pipes with a nominal diameter smaller than 230mm: 5) Backfilling of all trenches with compaction excluded. 6) Placing of concrete for anchor blocks. 7) Brickwork. 8) Location of existing services. Note: The abovementioned work must either be done by local labourers employed by the Contractor or by local subcontractors. In the Schedule of Quantities, as an alternative to machine excavation, the cost of a compulsory labour based construction activity is covered by using the standard SANS 1200 payment item (where applicable). Site conditions and material present will dictate the application of labour-based trench excavation or machine excavation. A prerequisite for payment of these labour-based excavation items is that the Contractor keeps daily written records with names of labourers, tasks completed, man-hours spent and payments made. Items excluded from labour based items: 1) Excavation in Boulders and rock material - Mechanical excavators and blasting allowed. 2) Compaction of bedding and backfilling - Rollers and plate compactors allowed. 3) Transport of materials LDV, dumpers and other transport equipment allowed. 4) Mixing of concrete - Mechanical mixers allowed. 5) Vibration of concrete - Vibrators compulsory. 6) Precast concrete manholes.
PS 27 TRAINING SCHEMES Certain members of the Contractors staff will be selected from the locally recruited employees, to be subjected to training in tasks related to the execution of the contract. An item with a provisional sum to cover the cost of training is included in the Schedule of Quantities. The PSC will select the trainees and decide upon the specific training for each of them. The Contractor must guide PSC in this regard and make all the necessary arrangements with the training institution and the trainees, to ensure that the process runs smoothly. This training must be completed before the Contractor will receive any payments. The provisional sum in the Schedule of Quantities is to cover the fees of the training institution and the daily wage for each trainee during training. All other costs, including transport of trainees, will be borne by the Contractor and should be included in the percentage handling fee of the Contractor.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
PS 28 PRESCRIPTIONS IN RESPECT OF EXISTING SERVICES The definitions for known and unknown services, as set out in Subsection 5.4 of the SANS 1200 A, are extended so that provision is made where work is to be carried out, parallel to or crossing existing electrical services. The following procedures will apply: 1. The Contractor will in all instances submit construction drawings to the Supply and Service Authority
for comments and to indicate known services. These drawings will in all instances be available on site during the construction period or in the possession of the supervisor of the construction workers.
2. The precise position of services on the terrain, with reference to the approximate position as indicated
on the drawing, must be confirmed on terrain by means of tracing equipment to be supplied or arranged by the Contractor for this purpose.
3. The Contractor must thereafter, very carefully, open up services by hand on at least two places, of
which the in between distances will not exceed 50 meters. 4. At any position, between any two points of the exposed servile as described in 1.3 above, that service
shall be identified as a known service if it lays within 0,5 meters of a straight line drawn between these two points.
5. If a service lays further than 0,5 meters away from a straight line drawn between the two exposed
points, it shall be identified as an unknown service. 6. With reference to the approximate position of services on the drawing, the Contractor will be
responsible for confirming the location of such service on terrain by means of the equipment referred to in 1.2 above, and by careful digging by hand. If the exact position of the cables cannot be determined without doubt, the Service provider should be approached for help.
7. When existing services fall within the excavation area of the new service, the Contractor will be
responsible for protecting and supporting such service. During backfilling, the Contractor will ensure that the service is not damaged and repositioned at the original position and depth with the necessary bedding and marker tape.
8. Before any exposed service is backfilled, such service shall be inspected for possible damage by the
terrain agent, in the presence of the Employer’s agent or his/her representative. A complete record of all positions where services were exposed must be indicated on the drawing.
9. The Contractor is responsible for keeping a complete record of incidents where service (known or
unknown) were damaged that includes the following:
• Date when damaged and the reason
• Date when repaired
• The extent of repairs
• The exact service position and depth indicated on the plan 10. The Employer’s agent’s representative must check these records. The above-mentioned record will be
an annexure to the minutes of the monthly site meetings. The account for repairs done on known services will be delivered to the Contractor via the Employer’s agent. The repair cost of a known service that was damaged, will be recovered from the Contractor’s certificate.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
South African National Standard The South African National Standard below as amended, shall apply to this contract. SANS 1200 A : GENERAL (1986) SANS 1200 AB : ENGINEER'S OFFICE (1986) SANS 12100 : SAFETY OF MACHINERY (2013) SANS 1186-1 : SAFETY SIGNS, PART 1 STANDART SIGNS AND GENRAL REQUIREMENTS (2011) Note 1 The Standard Specifications are not bound into the tender and contract documents, but are
available at the Tenderer’s/Contractor’s expense from the South African Bureau of Standards in Pretoria, Private Bag X191, PRETORIA, 0001.
Note 2 Each of the Standard Specifications contains an appendix, which in turn lists further specifications,
which are not bound into the tender and contract documents. Note 3 Both of the Standard Specifications, as well as those specifications that are listed in the appendix
to the Standard Specifications, shall apply to the Contract to the same extent as if each of these specifications had been bound into the tender/contract documents.
Committee of Land Transport Officials (COLTO)
The Standard Specifications for Road and Bridge Works for State Road Authorities 1998, prepared by the Committee of Land Transport Officials, (COLTO), as amended, shall apply to this contract. The contractor will familiarize themselves with the content of the COLTO and any additions, variations and amendments.
The Specifications for Road and Bridge Works for State Road Authorities 1998, are not bound into this document, but are available at the Contractor’s expense from South African Institution of Civil Engineering, Private Bag X200, Halfway House, Midrand, 1685.
General Conditions of Contract 2015 (GCC)
The General Conditions of Contract for Construction Works, third Edition (2015), published by the South African Institution of Civil Engineering, are applicable to this Contract. The General Conditions of Contract are not bound into this document, but are available at the Contractor’s expense from the Secretary of the South African Institution of Civil Engineering, Private Bag X200, Halfway House, Midrand, 1685. Note: Variations and Additions to the above standards will supersede the Standard Specifications PS 30: APPLICABLE TECHNICAL SPECIFICATIONS The following technical specification shall apply to this contract and is bound into this document as part of the Scope of Works. ISO 2186 – Fluid flow in closed conduits – connections for pressure signal transmissions between primary and
secondary elements. ISO 6817 – Measurement of conductive liquid flow in closed conduits – methods using electromagnetic flow meters ISO 4064-1 – Measurement of water flow in fully charged closed conduits- meters for cold portable water and hot
water. OIML D11:1994 – General requirements for electronic measuring instruments
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The Contractor shall provide his banking details to enable electronic payments to be made
for all payment certificate; such payments shall be at the direction of Council’s Director of
Procurement.
C3.4.7 KEY PERSONNEL
The Contractor shall provide a schedule of key personnel, with contact particulars and
experience.
C3.4.8 HEALTH AND SAFETY
C3.4.8.1 Health and safety requirements and procedures a) In terms of the provisions of Section 37(2) of the Occupational Health and Safety
Amendment Act, 1993 (Act 85 of 1993), hereinafter referred to as the Act, the following arrangements and procedures shall apply between the Contractor and the Employer to ensure compliance by the Contractor with the provisions of the Act:
(i) The Contractor undertakes to acquaint the appropriate officials and employees
of the Contractor with all relevant provisions of the Act and the Regulations promulgated in terms of the Act.
(ii) The Contractor undertakes that all relevant duties, obligations and prohibitions
imposed in terms of the Act and Regulations on the Contractor will be fully complied with.
(iii) The Contractor accepts sole liability for such due compliance with the relevant
duties, obligations and prohibitions imposed by the Act and Regulations and expressly absolves the Employer from himself being obliged to comply with any of the aforesaid duties, obligations and prohibitions, with the exception of such duties, obligations and prohibitions expressly assigned to the Employer in terms of the Act and its associated Regulations.
(iv) The Contractor agrees that any duly authorised officials of the Employer shall be
entitled, although not obliged, to take such steps as may be necessary to monitor that the Contractor has conformed to his undertakings as described in paragraphs (i) and (ii) above, which steps may include, but will not be limited to, the right to inspect any appropriate site or premises occupied by the Contractor, or any appropriate records or safety plans held by the Contractor.
(v) The Contractor shall be obliged to report forthwith to the Employer and
Engineer any investigation, complaint or criminal charge which may arise as a consequence of the provisions of the Act and Regulations, pursuant to work performed in terms of this Contract, and shall, on written demand, provide full details in writing, to the Employer and Engineer, of such investigation, complaint or criminal charge.
(vi) The Contractor shall furthermore, in compliance with Constructional
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
Regulations 2003 (Notice No R1010, dated 18 July 2003) to the Act acquaint himself with the requirements of the Employer’s health and safety specification as laid down in regulation 4(1)(a) of the Construction Regulation 2003, and prepare a suitably and sufficiently documented health and safety plan as contemplated in regulation 5(1) of the Construction Regulation 2003 for approval by the Employer or his assigned agent. The Contractor's health and safety plan and risk assessment shall be submitted for approval, to the Employer or his agent, within 14 days of the Commencement Date and shall be implemented and maintained from the commencement of the Works.
The Contractor shall at all times be responsible for full compliance with the
approved plan as well as with the Construction Regulations and no extension of time will be considered for delays due to non-compliance with the abovementioned plan or regulations.
(vii) The Employer, or his assigned agent, reserves the right to conduct periodic
audits, as contemplated in the Construction Regulations 2003, to monitor that the Contractor is compliant in respect of his obligations. Failure by the Contractor to comply with the requirements of these Regulations shall entitle the Engineer, at the request of the Employer or his agent, to suspend all or any part of the Works, with no recourse whatsoever by the Contractor for any damages incurred as a result of such suspension, until such time that the Employer or his agents are satisfied that the issues in which the Contractor has been in default have been rectified.
(viii) The proposed type of work, materials to be used and potential hazards likely to
be encountered on this Contract are detailed in the Parts C3.4 and C3.5, the Bill of Quantities, the Drawings, and in the Employers' health and safety specification (regulation 4(1) of the Construction Regulations 2003), which is contained in the Particular Specifications.
Payment items are included in the Bill of Quantities to cover the Contractor's cost for
compliance with the OHS Act and the abovementioned regulations.
C3.4.8.2 Health and Safety Plan
Without limiting his obligations and liabilities in terms of the Construction Regulations, 2003 of the OHS Act, the Contractor, in his Health and Safety Plan to be submitted in terms of the Contract Data, shall inter alia deal with the safety provisions he will set up in respect of the aspects specified in the Specifications.
The Health and Safety Plan shall be neatly set out in a lever-arch type file, with labelled dividers for each section.
A copy of the approved Health and Safety Plan shall be kept on Site and made available upon request.
C3.4.8.2 Protection of the public and Employer's staff
The Contractor shall at all times ensure that his operations do not endanger any member of the public, or the Employer's staff.
Open excavations and other hazardous conditions on site shall be barricaded and precautions shall be taken to protect the public from the same in terms of the OHS Act.
Project Description: Replacement of Flow Meters Project Number: BW250/FM/18
The Contractor shall direct, control, facilitate and safeguard all pedestrian traffic during construction of the Works, provide all notices, and arrange for watching and lighting in accordance with the requirements of the relevant authorities.
C3.4.8.3 Excavations Without limiting his responsibility for the safety of his workers in any excavation, the
Contractor shall ensure the safety of his workers in trenches and excavations deeper than 1,0 m. in terms of the provisions of the OHS Act. The Contractor may choose to batter excavations to a safe slope if sufficient space is available, or adequately shore the excavations.
C3.4.8.4 Health and safety specialist The contractor shall employ a health and safety specialist, with suitable and proven
qualifications, either on full-time or part-time basis, for the duration of the Contract. This specialist shall assist with the preparation of the health and safety plan, shall provide on-going training for all construction staff (at least 1 hour per week whilst work on site is in progress, in the form of weekly tool-box talks), and shall assist with the upkeep of the health and safety plan and associated regular inspections etc.
The requirement for a weekly presence on Site necessitates that the Health and Safety
Specialist be based locally, at least for the period while the Contractor is working on Site (i.e. during delivery, installation, testing and commissioning).
C3.4.8.5 Monthly health and safety reports The health and safety specialist required in terms of C3.5.8.4 shall submit a report to the
Engineer at the monthly site meetings, detailing the state of health and safety on the site over the last month, new risk assessments added, potential new risks, new precautions taken, and summarising the results of various inspections required in terms of the health and safety plan, etc. If this report is not submitted at each monthly site meeting, the Engineer shall impose a fine of R5000.00 on the Contractor, in each instance.
C3.4.9 ENVIRONMENTAL MANAGEMENT The Contractor will be responsible for managing his activities so that damage to the
environment is minimised. C3.4.10 FORMS FOR CONTRACT ADMINISTRATION The Contractor shall submit with each monthly statement for payment the following updated
returns:
▪ Project Labour Report ▪ HDI Contract Participation Expenditure Report ▪ Targeted Labour Contract Participation Expenditure Report
The Project Labour Report must include details of all labour (including that of sub-contractors) earning less than R200 per day (excluding any benefits) employed on this contract in the month in question.
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