Health and Safety File Requirements for Construction Tenders

In the South African construction industry, 'Safety First' is more than a slogan—it's a legal mandate. Under the Occupational Health and Safety (OHS) Act, every contractor working on a public sector site must maintain a comprehensive Health and Safety File. Failure to provide this file during the tender process or at the site handover is an immediate reason for disqualification or project stoppage.

What is a Construction Safety File?

A Health and Safety File is a record of information focusing on the health and safety management of construction projects. It aims to alert the site manager and the client (government department) to the risks that need to be managed during the construction phase and even after the building is completed.

Core Components of a Compliant File

While every project is different, the following 'Core Four' sections must be present in every file submitted for a government tender:

1. Administrative Compliance

• <strong>COIDA Letter of Good Standing:</strong> Proof that your staff are insured against workplace injuries.
• <strong>OHS Policy:</strong> A signed commitment from the CEO detailing the firm's approach to safety.
• <strong>Public Liability Insurance:</strong> Typically a minimum of R1 million to R10 million.

2. Risk Assessments (RAMS)

You must provide a <strong>Risk Assessment and Method Statement (RAMS)</strong>. This involves identifying every possible danger on the site (e.g., working at heights, electrical shock) and explaining exactly how you will prevent it.

3. Mandatory Appointments

Under the Construction Regulations, you must appoint specific people in writing, including:

• Section 16.2 Appointment (The person accountable for safety).
• Health and Safety Representative (Elected by staff).
• First Aider and Fire Fighter (With valid training certificates).

4. Training and Medicals

Every person on a government site must have an 'Annexure 3' Medical Certificate of Fitness, issued by an Occupational Medical Practitioner. You must also include proof of safety induction training for all staff.

The Safety File Evaluation Criteria

Conclusion

A safety file is not a document you create once and forget; it is a living record. For government tenders, having a pre-built 'Master Safety File' that you can quickly customize for specific sites will save you days of administrative work. More importantly, it demonstrates to the department that you are a professional, low-risk contractor capable of delivering the project without incidents or delays.