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{"briefingSession":"{"date":null,"time":null,"venue":"her conditions, Mostly 2. Task specific risk assessment, Departmental Managers & In-progress &","is_compulsory":false}"}

{"name":null,"email":null,"phone":null,"department":"Medupi Power Station Project Department: All Departments Template identifier: 240-70044602","address":null}

No eligibility criteria specified

maintenance Employees (2f) continuous

(wooden walkway platforms) 4. Improper footwear (high-heels, 4. Awareness (Adhere to dresscode as per Incidents Statistics

Visitors (responsible) SHE Reps to include in their inspections

flip-flops) Induction)

1. Not holding to handrails

Employees, Responsible Functional

2. Failure to secure handrails 1. Warning si

No specific requirements found

The document provides a comprehensive Occupational Health and Safety Baseline Risk Assessment for Medupi Power Station Project. It identifies hazards and controls for office environment (microwave, hydro boilers, electrical cables, slippery floors, stairways, chairs, doors, restricted access, falling objects, baboons/monkeys, smoking), construction activities (working at height, lifting equipment, confined spaces, flooding, lone work, poor lighting, electrical/mechanical equipment, limited access/egress, temperature extremes), and general workplace risks (incompetency, fatigue, compromised rights, communication barriers, network issues, labour unrest, security access). Includes risk ratings, existing controls, and additional control measures.

Maintain lighting fixtures to ensure optimal output; remove or reposition obstructions that block light; provide adequate adjustable temporary lighting for short-term work areas.

{"closingDate":"12 March 2024"}

{"name":"Dr Sizwe","email":null,"phone":"011 720 3145","department":null,"address":null}

Eskom, as a responsible employer, strives for compliance by implementing the requirements of the

Tobacco Products Control Act to maintain an environment that is not harmful to the health

or well-being of its employees and visitors.

Smoking tobacco products is a health hazard. It is the responsibility of employees to take reasonable

care to protect their own health and that of others and to co-operate with the employer in ensuring

compliance with legislative requirements.

2. Policy Content

2.1 Policy Statement

Eskom is committed to providing a smoke-free environment for its employees and visitors at the

workplace.

2.2 Smoking Policy

a) Compliance with this policy is mandatory for all employees and persons visiting all Eskom

premises.

b) All employees must be fully conversant with this policy and how it relates to the Tobacco

Products Control Act , as amended. This shall include making the contents of this

policy available to all new appointees during the Eskom induction programme.

c) Employees or persons who violate this policy shall be subjected to disciplinary action in

accordance with Eskom’s disciplinary procedure. Any other persons shall be removed from

the workplace.

d) Any disputes involving smoking violations shall be handled in accordance with the Eskom

dispute resolution process.

2.3 Policy principles or rules

a) Smoking is not permitted in closed offices, boardrooms, workshops, and “partially enclosed”

public places, such as covered patios, verandas, balconies, walkways, parking areas, and in

any Eskom movable equipment, including vehicles.

b) Workplace areas and premises should display appropriate no-smoking signage in line with

the stipulations of the Tobacco Products Control Act .

c) Smoking outdoors is allowed in clearly demarcated areas. Where possible, Eskom may

provide outdoor designated areas in which smoking is permitted. Such areas should comply

with the requirements stipulated in the Tobacco Products Control Act .

d) Designated smoking areas should not be within 20 m from any entrance to the buildings, any

window, any doorway into a public space, or any ventilation system or air intake system.

e) Designated areas should be clearly marked and demarcated.

f) Suitable signs marked “SMOKING AREA” shall be displayed in all designated smoking

areas.

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the user to

ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

Smoking Policy Unique Identifier: 32-1126

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g) No person under the age of 18 shall be allowed into a designated smoking area.

h) All designated smoking areas shall display the following message at their entrance or within

the smoking area: “SMOKING OF TOBACCO PRODUCTS IS HARMFUL TO YOUR

Health and to the health of children, pregnant or breastfeeding

Women, and non-smokers. For help on quitting, phone 011 720 3145.”

i) Notices and signage indicating areas where smoking is permitted and not permitted shall be

permanently displayed. Signs indicating that smoking is not permitted shall carry the following

warning: “ANY PERSON WHO FAILS TO COMPLY WITH THIS NOTICE MAY BE

Prosecuted and may be subjected to discipline and/or a fine.”

j) Smokers and users of tobacco products must dispose of the remains in proper containers

provided in the designated areas.

k) Ashtrays shall not be made available or displayed at entrances of buildings or in any area

where smoking is prohibited.

l) All employment advertisements and contract agreements shall include Eskom’s stance on

smoking and must be communicated to all applicants and contractors. All contractors, clients,

and visitors shall be made aware of Eskom’s stance on smoking and of the provisions of this

policy.

3. Supporting Clauses

Not applicable.

3.1 Scope

3.1.1 Purpose

The purpose of this policy is to ensure the health and safety of all employees and visitors at Eskom

by complying with the requirements of the Tobacco Products Control Act , as amended,

by providing and maintaining a workplace that is without risk to the health of employees and,

furthermore, to prevent disease through the elimination of environmental tobacco smoke (ETS).

3.1.2 Applicability

This policy shall apply throughout Eskom Holdings SOC Ltd divisions and subsidiaries.

3.1.3 Effective date

The policy will be effective from the date of authorisation.

3.2 Normative/Informative References

Parties using this document shall apply the most recent edition of the documents listed in the

following paragraphs:

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the user to

ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

Smoking Policy Unique Identifier: 32-1126

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3.2.1 Normative

[1] Tobacco Products Control Act

[2] Health and Wellness Policy (32-1122)

[3] Management of Employees with Substance Abuse Procedure (240-76618189)

[4] Eskom Disciplinary Procedure (32-1113)

[5] The Constitution of the Republic of South Africa, Act

3.2.2 Informative

[6] ISO 9001 Quality Management Systems

3.3 Definitions

Definition Explanation

An electronic cigarette, A battery-powered device that provides inhaled doses of nicotine or

also known as an e- nicotine-free ingredients by way of a vaporised solution. It is an alternative

cigarette or personal to smoking certain tobacco products, such as cigarettes, cigars, and pipes.

vaporiser

Environmental tobacco A combination of drift smoke from the burning end of a cigarette and the

smoke smoke exhaled by a smoker. The inhalation of ETS is called passive,

involuntary, or second-hand smoking.

Premises Any building, vehicle, vessel, train, or aircraft in which a person performs

work in the course of his/her employment.

Prohibited Something that people must refrain from doing because it is illegal.

Public conveyance A means of transporting people on or in any commercial or public aircraft,

ship, boat, train, bus, minibus, or taxi.

Public place Any indoor, enclosed, or partially enclosed area, which is open to the public

and includes a workplace and a public conveyance.

Responsible manager Any person who has staff working under his/her responsibility.

Smoking To inhale/exhale, sniff, suck, or chew a tobacco product or to inhale/exhale

a nicotine-free product. To exhale, hold, or otherwise have control over an

ignited tobacco or nicotine-free product, plant, or electronic cigarette, and

“smoked” and “smoking” have corresponding meanings. Any electronic

cigarette or personal vaporiser that is inhaled/exhaled that produces a

vapour that is visible or non-visible.

Workplace For the purposes of this policy:

a) means any indoor, enclosed, or partially enclosed area in which

employees perform their duties in the course of their employment.

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the user to

ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

Smoking Policy Unique Identifier: 32-1126

Revision: 3

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b) means any corridor, lobby, stairwell, elevator, cafeteria, washroom,

or other common area frequented by such employees during the

course and scope of their employment; and

c) excludes any private dwelling and any portion of an area mentioned

in paragraph (a) specifically designated by Eskom as a smoking area

and that complies with the prescribed requirements of the Tobacco

Products Control Act , as amended.

3.4 Abbreviations

Abbreviation Explanation

BU/OU Business unit/Operating unit

EAP Employee Assistance Programme

ERE Eskom Real Estate

ETS Environmental tobacco smoke

FCO Functional compliance officer

HR Human Resources

HRSSU Human Resources Shared Services

SHEQ Safety, Health, Environment, and Quality

SME Subject matter expert

SOC State-owned company

3.5 Roles and responsibilities

3.5.1 Manager

a) Provide awareness regarding the Smoking Policy and Tobacco Products Control Act .

b) Be responsible for the implementation of this policy and for ensuring compliance.

c) Investigate all allegations of non-compliance.

3.5.2 Ere

a) Where smoking is permitted, ensure that designated and clearly demarcated areas are

provided with appropriate signage on all Eskom premises.

b) Provide receptacles for the disposal of ash and butts.

3.5.3 Hrssu

a) Ensure that all employment advertisements and contract agreements shall include Eskom’s

stance on smoking and that such stance is communicated to all applicants and contractors.

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the user to

ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

Smoking Policy Unique Identifier: 32-1126

Revision: 3

Page:

3.5.4 Health and Wellness

a) Provide support to employees who express their desire to stop smoking.

b) Offer smoking cessation programmes.

c) Provide referral to external service providers, where necessary.

3.5.5 Security

a) Eskom security personnel will ensure that employees and visitors co-operate and comply

with these legislative requirements.

b) Any person who contravenes or fails to comply with these regulations or fails to comply with

any condition contemplated in the policy shall be guilty of an offence and shall be reported to

security personnel.

3.6 Process for monitoring

The process for monitoring the implementation and usage of the Policies, Procedures, Standards

and other related governance documentation is the responsibility of the various process owners

within the centres of excellence.

Further monitoring as to reviews and or status amendments will be the responsibility Group Human

Resources Policy and Procedure Committee.

Integral to the monitoring process by the Policy and Procedure Committee is the influencing of the

documents during the crafting and or reviewing phase. All documents to be influenced as follows:

3.6.1 Subheading

Influencing Parties Description of Influencing

1. SMEs Provide practical application to the theoretical content

2. Employee Relations Where require; to coordinate with the CCF process to have influencing /

inputs from organized labour

3. Compliance Declaration by the process owner that the document is aligned to

applicable legislation

To ensure oversight is complied with, the submission to the Policy and Procedure Committee to

include a statement indicating that the above influencing has taken place and to indicate who and

when the influencing was provided.

The Quality (QMS) process will provide assurance by means of internal reviews on an annual basis.

The prioritisation of the internal reviews is based on the risk and audit profile; with the proviso that

all processes will be reviewed at least every three (3) years.

4. Authorization

This document has been seen and accepted by members of HR Exco.

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the user to

ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

Smoking Policy Unique Identifier: 32-1126

Revision: 3

Page:

This document has been seen and accepted by:

Name Designation

Keabetswe Mpuru Corporate Services

Lebohang Letlape Distribution

Matome Makwela Generation

Nomveliso Dondashe Transmission

Tsholofelo Moche GCD

5. Revisions

Date Rev. Remarks

February 2024 3 Review in line with review period.

November 2019 2 Review in line with ERE/Sustainability/Health and

Wellness.

March 2012 1 Review in line with the Tobacco Products Control Act

Regulations relating to smoking in public places and

certain outdoor public places.

Also, in support of Eskom’s “smoking-free stance”.

October 2010 0 Adopted for Back to Basics.

6. Development Team

The following people were involved in the development of this document:

Dr Penny Mkalipe Senior Manager Health and Wellness

Lungile Mloyi Officer Safety, Health, Environment, and Quality (SHEQ)

Esta Swart Middle Manager PC&A

Nkululeko Zulu Senior Advisor Compliance

Duke Lebethe Senior Advisor Occupational Health

Dr Sizwe Gazi Middle Manager Health and Wellness

Dr Chuma Nombekela Middle Manager Health and Wellness

Dr Mmuso Ramantsi Chief Advisor Occupational Health

Burton Witbooi Senior Advisor Architecture

Keitumetse Fatyi Middle Manager Business Enablement

7. Acknowledgements

Language Services

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ensure it is in line with the authorized version on the system. No part of this document may be reproduced in any manner or form by

third parties without the written consent of Eskom Holdings SOC Ltd, © copyright Eskom Holdings SOC Ltd, Reg No 2002/015527/30

The scope is the provision of catering functions and event management services for Group Capital Division employees at Medupi Power Station.

Closing date: 2 September 2026 at 10h00.

Clarification meeting: 26 August 2026, 10h00–12h00, via Microsoft Teams (non-compulsory).

Clarification queries deadline: 5 working days before tender closing.

Tender validity: 120 days from closing date.

A non-compulsory clarification meeting will be held on 26 August 2026 from 10h00 to 12h00 via Microsoft Teams. Tenderers must confirm attendance with the Eskom Representative, stating names, positions, and contact details of attendees.

Eskom Representative: Namudi Phasha, Tel: +27 14 762 2493, E-mail: [email protected].

All queries must be addressed in writing to the Eskom Representative.

Fraud and corruption reporting: 0800 11 2722 / [email protected].

Submit electronically via Eskom e-tendering site (https://etendering.eskom.co.za) by 10h00 on 2 September 2026. No hard copies accepted. Upload documents in PDF format under folders Technical, Commercial, Financial, and Other. Pricing schedule must be in PDF and Excel. Max 500 MB per document, total 4 GB. No zip files. If resubmitting, the latest version is accepted; previous versions become null and void. Ensure submission status shows as complete. Late tenders are not accepted.

Returnable forms required at closing (disqualifiable if missing or incomplete):

• Annexure A (Authorisation Form)
• Annexure B (Acknowledgement Form)
• Annexure C (Tenderer's Particulars)
• Annexure D (Integrity Pact Declaration)
• Annexure E (CPA for local goods/services)
• Annexure H (SBD 1 – Invitation to Bid)
• Annexure J (SBD 4 – Bidders Disclosure)
• Annexure L (E-tendering Help Manual acknowledgement)
• Joint venture documentation (if applicable)

Returnable forms required at closing (non-disqualifiable, 5 working days to remedy):

• Annexure I (SBD 6.1 – Preference Points Claim Form)
• Annexure K (Tax Evaluation questionnaire)
• Proof of tax clearance (SARS e-filing PIN or certified tax clearance certificate)
• Proof of B-BBEE status level
• Proof of compliance with Employment Equity Act (if designated employer)

Returnable forms required for evaluation (must be submitted at closing, scored zero if missing):

• Annexure M (Scope of Work/Technical)
• Annexure P (Safety)
• Annexure Q (Quality)
• Annexure R (Environmental)

Returnable forms required prior to contract award:

• Proof of CSD registration
• Health and Safety documents (Annexure B, H&S plan, HACCP, BRA, COIDA letter, OHS policy, OHSE officer competency)
• Environmental file (declaration, policy, aspect/impact register, waste management plan, auditing plan)
• Quality documents (QMS evidence, method statement, quality policy, objectives, organisation chart, control of external providers, Form A)
• Financial statements (auditors report, annual financial statements, ITA34C, PIS)
• FEDHASA membership certificate
• Laboratory registration with accredited food auditing company
• Reference letters for company experience

Returnables required at tender closing (disqualifiable): Authorisation Form (Annexure A), Acknowledgement Form (B), Tenderer's Particulars (C), Integrity Pact Declaration (D), CPA for local goods/services (E), SBD 1 (H), SBD 4 (J), E-tendering Help Manual acknowledgement, JV documentation if applicable. Returnables required at closing (non-disqualifiable): SBD 6.1 Preference Points Claim (I), Specific Goals proof, Tax Clearance certificates, Tax Evaluation questionnaire (K), Employment Equity compliance (for designated employers). Returnables required for evaluation: Technical returnables (Annexure M, P, Q, R) – must be submitted at closing for scoring. Returnables required prior to award: CSD registration, Health and Safety documents, Environmental file, Quality documents, Financial statements, FEDHASA membership, laboratory registration, reference letters, etc. Prices must be submitted in PDF and Excel format. Electronic submission via Eskom e-tendering, max 500MB per document, total 4GB, no zip files.

Two-stage evaluation: functionality (technical) then price and specific goals.

Stage 1 – Functionality (minimum 70% to pass):

1. Company experience (20%): minimum 5 years in catering functions and events, verifiable reference letters with contact details.
2. Methodologies and control (20%): comprehensive food safety management plan, cleaning and disinfecting programme, batch control, SOPs, alignment with HACCP or equivalent.
3. Menu proposal (10%): 14-day menu cycle with nutritional content analysis.
4. CV of Head Chef (10%): Grade 12 + National Diploma in Hospitality Management, 5 years practical experience.
5. Food Service Assistant qualifications (10%): Grade 12 + Certificate in Culinary Studies, 3 years experience.
6. Laboratory registration (10%): proof of registration with SANAS or equivalent accredited food auditing company.
7. FEDHASA membership (20%): valid membership certificate.

Stage 2 – Price and Specific Goals:

• Price scored out of 80 points (evaluated inclusive of VAT, corrected for arithmetical errors, excluding contingencies, adjusted for variations; unconditional discounts considered).
• Specific goals (B-BBEE) scored out of 20 points under PPPFA 80/20 system. Failure to submit evidence scores zero but does not disqualify.
• Ranking: total score = price points + specific goals points, highest to lowest.

Contractual requirements (CSD, H&S, environmental, quality, finance) are assessed after ranking, prior to award. Failure to meet them may result in non-responsiveness.

Methodology required: detailed description of planning and preparation processes leading to service delivery, including Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, Standard Operating Procedures (SOPs). Must demonstrate alignment with food safety legislation and HACCP or equivalent. Also a 14-day menu cycle with nutritional content analysis.

Company experience: minimum 5 years in provision of catering functions and event management services, supported by purchase orders or reference letters from previous/current clients. Key personnel: Head Chef – Grade 12 and National Diploma in Hospitality Management with 5 years practical experience; Food Service Assistants – Grade 12 and Certificate in Culinary Studies with 3 years catering experience. FEDHASA membership required. Laboratory registration with accredited food auditing company.

Quality requirements: Submit objective evidence of QMS compliant with ISO 9001:2015 or equivalent. Required documents: Quality Method Statement, Quality Policy approved by top management, Quality Objectives, Organization chart and Responsibility matrix (including quality function), Documented information for control of externally provided processes, Form A completed and signed. Compliance with Category 4 quality requirements and Eskom specifications (200-1689, 240-105658000).

Pricing Schedule/BOQ is Annexure O (PDF and Excel format). Prices evaluated inclusive of VAT, corrected for arithmetical errors, excluding contingencies, adjusted for variations. Unconditional discounts taken into account. Conditional discounts not used for evaluation. Payment terms: contracts below R50m (incl VAT) – 30 days; above R50m – 60 days. Eskom reserves the right to negotiate prices with preferred bidders.

Pricing Schedule/BOQ is Annexure O, to be submitted in PDF and Excel format.

Prices evaluated inclusive of VAT, corrected for arithmetical errors, excluding contingencies, adjusted for variations. Unconditional discounts considered; conditional discounts not used for evaluation.

Payment terms: contracts below R50 million (incl VAT) – 30 days; above R50 million – 60 days, from receipt of undisputed invoices.

Eskom reserves the right to negotiate prices with preferred bidders.

No performance security required.

Cataloguing may be required post-award; pricing schedule must include a line item for cataloguing if applicable.

CSD registration: proof required prior to contract award.

Tax clearance: SARS e-filing PIN or certified tax clearance certificate required at closing (foreign suppliers with no SA footprint complete SBD 1 only).

B-BBEE: SBD 6.1 Preference Points Claim Form (Annexure I) required at closing; B-BBEE status level certificate, sworn affidavit, or other prescribed evidence.

Local content: no minimum threshold, but encouraged. If designated materials are included, SBD 6.2 and Annexures G1-G4 required.

Employment Equity Act: proof of compliance required for designated employers.

CIDB: not applicable.

Professional registrations: FEDHASA membership required.

Certificate of Acceptability (COA) from local municipality required.

Laboratory registration with SANAS or equivalent required.

Contractual requirements (to be met prior to award):

• Health and Safety: Annexure B, H&S plan, HACCP, BRA, COIDA letter, OHS policy, OHSE officer competency.
• Environmental: declaration, policy, aspect/impact register, waste management plan, auditing plan.
• Quality: QMS evidence (ISO 9001 or equivalent), method statement, quality policy, objectives, organisation chart, control of external providers, Form A.
• Finance: auditors report, annual financial statements (not more than 18 months old), ITA34C, PIS.

Specific goals (B-BBEE) scored out of 20 points under PPPFA. Tenderers submit SBD 6.1 Preference Points Claim Form. B-BBEE status level contributor: certificate from authorised body, sworn affidavit, or other requirement per B-BBEE Act. Local content and production: no minimum threshold but encouraged. If designated materials included, SBD 6.2 and Annexures G1-G4 required. Tenderers must use South African resources/components where possible.

Health and Safety requirements: submit Annexure B (acknowledgement of Eskom OHS requirements), Health and Safety plan specific to scope, HACCP process flow plan, Baseline OHS Risk Assessment (BRA), Valid Letter of Good Standing (COIDA or equivalent), OHS policy signed by CEO (comply with OHS Act Section 7), OHSE Safety Officer/Consultant competency (National Diploma in Environmental Health with 2 years experience), provision for cost of Health and Safety measures. The appointed officer covers both OHS and Environmental requirements.

Environmental requirements: Declaration Letter of Compliance to Eskom Environmental Requirements, Environmental Policy or SHEQ Policy signed by Top Management, Scope of works related Environmental Aspect and Impact register with mitigation controls, Waste Management Plan (considering waste hierarchy), Auditing Management Plan.

Contract conditions: NEC3 Term service contract. Eskom Standard Conditions of Tender apply (accessible at www.eskom.co.za). Tender Data takes precedence over Standard Conditions. Tender validity 120 days. Eskom may accept or reject any tender. Eskom reserves the right to negotiate with preferred bidders. Main contractors discouraged from subcontracting with subsidiary companies (fronting). Contractual requirements must be met prior to award; failure may result in non-responsiveness.

Eligibility: Tenderers must not be under any restriction to do business with Eskom or State-Owned Companies, must not have a conflict of interest, must not submit more than one tender, must not be on National Treasury restriction or Tender Defaulters list, must not subcontract 100% of scope. Basic compliance: meet eligibility, submit complete tender with commercial, financial and technical information, and submit mandatory tender returnables. Mandatory technical criteria: compliance with Regulations Governing General Hygiene Requirements for Food Premises and Transport of Food (Foodstuffs, Cosmetics and Disinfectants Act, 1972) – valid Certificate of Acceptability (COA) issued by local municipality. Contractual requirements (to be met prior to award): Proof of CSD registration, Health and Safety (Annexure B, H&S plan, HACCP, BRA, COIDA letter, OHS policy, OHSE officer competency), Environmental (declaration of compliance, environmental policy, aspect/impact register, waste management plan, auditing plan), Quality (ISO 9001 or equivalent, method statement, quality policy, objectives, organization chart, control of externally provided processes, Form A), Finance (auditors report, annual financial statements, ITA34C, PIS). Local Content and Production: no minimum threshold but encouraged.

Functionality criteria (100% of technical, minimum 70% threshold): 1) Company experience (20%) – minimum 5 years in catering functions and events, verifiable reference letters with contact details. 2) Supply of proposed methodologies and applicable control (20%) – comprehensive food safety management plan, cleaning and disinfecting programme, batch control, SOPs, alignment with HACCP or equivalent. 3) Detailed menu proposal for 14 days with content analysis (10%). 4) CV of Head Chef (10%) – Grade 12 + National Diploma in Hospitality Management, 5 years practical experience. 5) Food Service Assistant qualifications (10%) – Grade 12 + Certificate in Culinary Studies, 3 years experience. 6) Proof of laboratory registration with accredited food auditing company (10%). 7) FEDHASA membership (20%). Prices will be evaluated inclusive of VAT, corrected for errors, and scored out of 80 points. Specific goals (B-BBEE) scored out of 20 points under PPPFA. Ranking using 80/20 system. Contractual requirements are not evaluation criteria.

{"briefingSession":"{"date":"12 April 2013","time":null,"venue":"ions-dated","is_compulsory":false}"}

{"name":null,"email":null,"phone":null,"department":"............................................................................. 14","address":"nvironmental Liaison Committee Performance Indicator Reporting Procedure."}

The available document does not state eligibility criteria. Bidders should expect standard Eskom requirements such as CSD registration, valid tax clearance, and B-BBEE documentation, but these are not confirmed in the provided text.

The environmental legal and other requirements, to which Medupi Power Station Project Site must

comply, provide the baseline criteria for sound environmental management practices.

2 Scope

This process applies to all Environmental incidents that occur on the Medupi construction site and

activities deemed to form part of such, under relevant Contractual arrangements. This Procedure

shall be applied by Team Medupi and Contractors as applicable.

Principal Contractors shall undertake the following activities in support of this Procedure.

• Notification and Reporting of the Incident.
• Investigating the Incident, utilising own systems and processes of Investigation.
• Submit all Reports in line with NEMA Section 30 or NWA Section 20, if such an incident

occurs.

• Submit Investigation Reports in line with:

▪ The Medupi Power Station, s.4 Employer Policy and Procedures – Part 9; Safety, Health

and Environmental Requirements Schedule,

▪ The Eskom Procedure for the Environmental, Occupational Health and Safety Incident

Management, and

▪ The Environmental Liaison Committee Performance Indicator Reporting Procedure.

• Record and undertake Corrective Actions, as required to address the root cause of incidents.
• Deliberate and discuss Incidents and Lessons Learnt with their staff members and relevant

HSE contractor meetings.

2.1 Purpose

The purpose of this procedure is to:

• Define the Incident Management process to ensure compliance to applicable legislations,

Client and international standard requirements (ISO 14001:2015).

• Provide for the effective and efficient Notification, Reporting, Investigation, and close-out of

Environmental Incidents.

2.1.1 Applicability

This document shall apply throughout Medupi Power Station Construction activities including the

Medupi Facilities and excluding activities handed over to the client- Generation.

2.1.2 Effective date

The date of authorisation shall be the effective date.

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the

user to ensure it is in line with the authorized version on the system.

No part of this document may be reproduced without the expressed consent of the copyright holder, Eskom Holdings SOC Ltd,

Reg. No 2002/015527/30.

Medupi Environmental Incident Management Work Unique Identifier: 348-693723

Instruction

Revision: 9

Page:

2.2 Normative/Informative References

2.2.1 Normative

[1] 348-961711 Project Execution Plan

[2] 348-883902 Project Quality Plan

[3] 348-653867 Development and Change of Medupi QMS Documents

[4] 348-883808 Document and Record Management Procedure

[5] 348-639974 Unit Construction Work Instruction

[6] ISO 14001, Environmental Management Systems, Requirements with guidance for use ISO

14001

[7] 348-681011 The Environmental Management Plan for the Medupi Coal-fired Power Station in

the Lephalale Area, Limpopo Province – The Construction Phase, Rev 2, 2010

[8] 348-631731 Medupi RoD

[9] National Environmental Management Act (107/1998)

[10] 32-95 Eskom Environmental, Occupational Health and Safety Incident Management

[11] National Water Act

[12] 200-35208 The Environmental Management Plan for the Medupi Coal-fired Power Station in

the Lephalale Area, Limpopo Province – The Construction Phase

[13] National Environmental Management Act: Air Quality Act

[14] 348-860848 Medupi Environmental Policy

[15] 32-249 Environmental Liaison Committee Performance Indicator Reporting Procedure

[16] 240 91688868 Emergency Preparedness and Response Plan

[17] 240-133087117 Environmental Incident Management Procedure

[18] 348-717685 Procedure for the handling of HSE Non-conformities and Corrective Action

[19] 348-10115769 Incident Flash Report

[20] 348-10115765 Hydrocarbon Spill Assessment Form Table

[21] 348-10115749 Hydrocarbon Spill Feedback form

[22] 348-275237 Medupi Environmental Communications Work Instruction

2.2.2 Informative

[23] ISO 9001:2015 Quality Management System

[24] ISO 14001:2014 Environmental Management Systems, Requirements with guidance for use

Controlled disclosure

When downloaded from the document management system, this document is uncontrolled and the responsibility rests with the

user to ensure it is in line with the authorized version on the system.

No part of this document may be reproduced without the expressed consent of the copyright holder, Eskom Holdings SOC Ltd,

Reg. No 2002/015527/30.

Medupi Environmental Incident Management Work Unique Identifier: 348-693723

Instruction

Revision: 9

Page:

2.3 Definitions

Term Explanation

Breach Refers to the noncompliance with requirements of environmental legislation

(including provincial legislation and District/Municipal bylaws),

authorisations, permits and licenses. Note: The total number of breaches

reported includes environmental legal contravention-incidents (as defined in

this document) and administrative non-compliances (as established through

reviews or audits etc.

Classification A process of determining through applying a set of classification criteria,

whether an incident is an environmental legal contravention incident, an

environmental legal contravention as a result of significant business failure,

or an environmental event.

Critical/Extreme Incident has a recognised global environmental impact. Widespread or

Environmental permanent local ecological damage. Remediation would take longer than

incident one year. Could result in a major public health hazard. Magnitude is

unknown.

Environment The Environment means the surroundings within which an organisation

operates, including air, water, land, natural resources, flora, fauna, humans,

and their interrelationships (ISO 14001:2015).Note: Occupational Health &

Safety incidents are managed through the Occupational Health and Safety

Incident Management Procedure (32-95).

Environmental Event Refers to all incidents that are not classified as an environmental legal

contravention incident and/or an environmental legal contravention incident

as a result of significant business failure.

Environmental Impact A change to the environment, whether adverse or beneficial, wholly or partial

resulting from an organisation’s aspects (ISO 14001:2015)

Environmental Any unplanned event, which could or does result in harm, damage and/or

incident environmental pollution or degradation.

Environmental legal An incident where a provision of environmental legislation (national,

contravention – provincial, or local) and/or condition of an environmental approval (for

incident: example, environmental authorisation, water use license, waste licence,

licence in terms of the National Forests Act) or any other legal document

issued in terms of environmental legislation is contravened. (An

environmental legal contravention incident is considered a breach in terms

of compliance reporting).Note: Environmental Legislation refers to

legislation or legal requirements that has/have or potentially has/have an

impact on activities interacting with the physical environment as defined in

NEMA, including, but not limited to events that result in either air pollution,

sterilising the soil, or destroying rare, endangered or protected fauna or

flora( as set out in the NEMA: Biodiversity or provincial environmental

ordinances) or result in making any water resource unfit for its original

purpose, such as domestic, agricultural, or industrial use, or reduce the

water quality to such a state that human intervention is required to restore it

to its original quality.

Environmental legal These are specific cases of environmental legal contravention incidents that

contravention - are considered to be of very high significance in terms of its impact on the

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Term Explanation

incident as a result of environment and/or Eskom in that they have a material business impact and

significant business illustrate a significant failure of business systems. Within the above

failure(FBS): principles they are identified in terms of the criteria below. If any one of the

criteria specified as well as the principle defined is relevant to a specific

contravention of environmental legislation, then that environmental legal

contravention incident is a potential “environmental legal contravention -

incident as a result of significant business failure”.

Flash Report It is a notification document informing the business of an incident that has

occurred.

Hydrocarbon spill Refers to the release of liquid petroleum hydrocarbon (oil, diesel, jet fuel,

etc.) spillage into the environment (includes soil and water) which could or

does result in environmental damage, and/or pollution or degradation.

Immediate action Steps taken after the incident in order to contain or minimise further damage.

Incident Classification A process of determining whether the incident is an environmental legal

contravention - incident, environmental legal contravention - incident in

terms of the OHD or an environmental event.

Low Environmental Incident with little or no ecological/environmental effect/impact and no

incident measurable impact on human health.

Major Environmental Incident could/does result in a major uncontained or sustained

Incident environmental release, impacting the regional environment only. Ecological

damage can be remedied within 1 year. Health hazard to humans in the

immediate vicinity resulting in critical or fatal injury/illness.

Minor environmental Minor ecological effect Ecological damage can be remedied within six

incident months. Minor hazard to humans in the immediate vicinity.

Moderate Incident could/does result in a moderate uncontained or sustained

environmental environmental release, impacting the local environment only. Ecological

incident damage can be remedied in less than one year. Health hazard to humans

in the immediate vicinity but not resulting in critical or fatality/injury/illness.

NEMA Section 30 Emergency Environmental incident, as described in section 30 of NEMA as

Incident follows: An unexpected, sudden and uncontrolled release of a hazardous

substance, including from a major emission, fire or explosion, that causes,

has caused or may cause significant harm to the environment, human life or

property.

NWA Section 20 Includes any incident or accident in which a substance (a) pollutes or has

Incident the potential to pollute a water resource or (b) has or is likely to have a

detrimental effect on the water resource.

Principal Contractor An employer who performs construction work and includes principal

contractors. Contracted companies are specifically viewed as employers in

their own right, as per the OHSAct.

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Term Explanation

Repeat Any Environmental incident that occurred within 12 months of the previous

Environmental environmental incident, occurred within the same OU/BU, is related to the

Incident same legislation and/or license, has the same causes and the corrective and

preventive actions identified but not implemented, but were not effective and

failed.

Note: This definition must be applied in conjunction with the definition of an

OHD and the duty of care principle for repeat environmental legal

contravention incidents.

Wildlife Refers to birds, game, non-domesticated animals and marine and

freshwater fish. Note: this definition is only applicable to the incident

management procedure in order to enable practitioners to categorise

biodiversity incidents into wildlife or vegetation types. Domestic animal

incidents (for example, electrocution of a cow)and animal

encounters/interactions that do not meet the definitions of an environmental

incident such as snake encounters must be dealt with either through the

OU/BU Environmental Management System (EMS) or dealt with as safety

or property damage incidents and will not be covered in this procedure.

2.4 Abbreviations

Abbreviation or

Explanation

Acronym

DFFE Department of Forestry, Fisheries and the Environment

DWS Department of Water and Sanitation

EEIC Eskom Environmental Incidental Committee

EMS Environmental Management System

Eskom Environmental, Occupational Health and Safety Incident

Eohsim

Management (32-95)

ESKOM Eskom Holdings SOC limited

FBS Failure of Business Systems

HSE Health, Safety and Environment

ISO International Standards Organisation

LC Environmental Legal contravention incident

LEDET Limpopo Economic Development, Environment and Tourism

LLM Lephalale Local Municipality

NEMA National Environmental Management Act ()

NWA National Water Act

OU/BU Operating Unit/Business Unit

PC Principle Contractor

NCA Nonconformity and Corrective Action

S Section of applicable legislation

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Abbreviation or

Explanation

Acronym

SAP Systems, Applications, and Products in Data Processing

SAP EH&S SAP Environmental Health and Safety (system)

SOC State owned company

TM Team Medupi

2.5 Roles and Responsibilities

a) Responsible

Those who do the work to achieve the task. There is at least one role with a participation type of

responsible, although others can be delegated to assist in the work required.

b) Accountable (also approver or final approving authority)

The one ultimately answerable for the correct and thorough completion of the deliverable or task,

and the one who delegates the work to those responsible. In other words, an accountable must

sign off (approve) work that responsible provides. There must be only one accountable specified

for each task or deliverable.

c) Consulted (sometimes counsel)

Those whose opinions are sought, typically subject matter experts; and with whom there is two-

way communication.

d) Informed

Those who are kept up to date on progress, often only on completion of the task or deliverable;

and with whom there is just one-way communication.

Table 1: RACI Matrix

General Manager Contract Process Step/Activity Construction Departmental HSE TM Manager TM Manager TM Managers TM TM Environmental Practitioners TM Managers Contractors (Env. Practitioners) ECO

Incident notification (Contractor

I c,i i r, a i

Incidents)

Incident notification (Team

Medupi and ESKOM Incidents) I I I A R I C;I

Incident Reporting via Flash C,I, A,

I i r, a i

Report R

Incident report (Flash Report)

A R C,I I data integrity review

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General Manager Contract Process Step/Activity Construction Departmental HSE TM Manager TM Manager TM Managers TM TM Environmental Practitioners TM Managers Contractors (Env. Practitioners) ECO

Incident Investigation

I c i r, a i

(Contractor Incidents)

Incident Investigation (TM I

I i a r c c, i

Incidents)

Complete Section 30

(Notification of Emergency I I I A C, A,R I R, A I

Incidents) document

Submit Section 30 (Notification

C, I C, I A R I R,C I of Emergency Incidents) to DEA C, I

Report incidents on SAP EHS A R C

Review Incident reports A R R I

Undertake Corrective Action I

C, I C,I R, A (Contractor Incidents) I I

Undertake Corrective Action

A I R C, I I I (Team Medupi Incidents) I

Close out of incidents and

I A I R I R,A I corrective actions I

2.6 Supporting Documents

The table below is a list of supporting documents for additional process clarification in relation to the

types of Incidents listed.

Environmental Supporting Document

Incident Type

All incident Environmental Incident Management Procedure (240-133087117)

types

AEL NEMA 1. AEL incidents: Initial report in terms of NEMA Section 30 –Document

S30 Number ( 240-7667761)

2. Atmospheric Emission License Practice Note- (ENV20-R103, Rev 3.)

including Emission Monitoring and Reporting Instruction Note.

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Environmental Supporting Document

Incident Type

NEMA 1. NEMA Section 30 (control of incidents) Report Template – can be

Section 30 obtained from the DFFE website(

incidents https://www.enironment.gov.za/documents/forms#legal_authorisations

)-search emergency incident report.

2. DFFE Guidelines on administration of incidents (as described in Section

30 of the National Environmental Management Act )

Supported by the decision note and/or position paper on incident

management requirements (ENV19-l164)

Wildlife Wildlife Interaction and Management Standard (32-829)

incidents

Protected 1. Emergency tree cutting: Government Gazette No.773 issued by the

Tree cutting Department of Water Affairs-24 August 2007. Exemptions in terms of

Sections 7(1) and 15(1) of the National Forest Act, 1998 (Act )

as amended.

2. Briefing Report Guidelines for protected tree cutting applications-dated

12 April 2013

Hydrocarbon Spill Assessment form (348-10115765)

Spills Incident Flash Report (348-10115769)

Spill Feedback form (348-10115749)

Environmenta 1. Environmental Incident Initial Notification Report – (240-161144504)

l legal 2. EICC Environmental Legal Contravention Incident Closure Certificate-

contravention Document Number (240-765076507067)

incidents-(LC)

3. Decision Record for the Eskom Environmental Incident Classification

Committee (EICC): Ownership and accountability of environmental

incidents in areas of shared responsibilities between Eskom and Eskom

–owned entities or contractors dated 11 January 2016.

4. Environmental Classification Committee TOR (240-67689003)

5. Document Content

3.1. Process Map/ Flowchart

Not compiled.

3.2. Incident Notification

• All incidents must be reported. Notify the TM Environmental Practitioner/Manager

immediately after becoming aware of the incident occurrence.

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• Provide the following information for this initial notification:

o Date

o Time:

o Place:

o Brief description of what happened:

o Immediate actions taken:

• Convey the above information in person, telephonically, via SMS, by email etc., whichever is

appropriate at the time. Photographic evidence and preliminary findings may also be included

in the initial notification.

• EWT will register wildlife incidents on EWT’s Central Incident Register (CIR) System and

provide an incident number as a reference to the relevant individual or OU/BU reporting the

incident

3.3. Incident Reporting

• Principle Contractors must complete a Flash Report before end of the shift.
• The TM Environmental Practitioner shall in case of any incident involving activities associated

with Team Medupi complete a Flash Report within 24hrs after which an incident occurred.

• The Flash Report shall be completed by filling in all required fields.
• When submitting Flash Reports relating to spillages such shall be accompanied by a

completed Spill Assessment form (348-10115765).

• The relevant TM environmental practitioner shall immediately review information provided by

the contractor on the Flash Report. Where it is found that any data is incorrect or incomplete,

such practitioner shall reject the Flash Report and provide reasons for such rejection. Once

the relevant TM environmental practitioner is satisfied with information provided, he/she shall

accept the flash report within 24 hours.

• Once the Flash report has been accepted, TM Environmental Department shall capture and

record it on SAP EHS (for all incidents that meet SAP reporting criteria). It should be noted

that ERI packages are responsible to load their incidents on SAP EHS.

• In case of potential legal contravention incidents as well as the NEMA S30 and NWA S20

incidents, the Divisional or subsidiary Environmental Management Department to be notified

as well as the Sustainability Systems Environmental Management Department (SS: EM) as

required.

• If a EWT incident is perceived to have the potential to affect the external stakeholders i.e.

interested parties as identified in terms of the site EMS such as neighbouring farmers,

communities, Eskom Lenders etc. They need to be notified accordingly.

• The Reporting of Environmental Incidents to different management levels as per their Priority

rating:

o Low - to be reported to Middle Manager and Environmental Practitioner level

o Moderate - to be reported to OU/BU Management, OU/BU Environmental Manager and/

Practitioner

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o High - to be reported to OU/BU Management, OU/BU Environmental Manager

and/practitioner, as well as the EEIC representative and SS: EM.

Extreme- To be reported to OU/BU Management, OU/BU Environmental manager and/practitioner, as well as the EEIC

representative and SS: EM as well as the Senior Environmental Manager and divisional/ subsidiary group executive3.3. Incident

Prioritisation

3.3.1. Consequence and Priority Rating

• All Environmental incidents must be prioritised, classified in order to determine the potential

consequences and actions required to mitigate the incident timeously.

• Environmental Consequence and Priority form (part of incident flash report) to be used to

determine the Consequence and priority thereof. Incidents shall be categorised according to

their consequence as classified into Low/Minimum, Minor, Moderate, Major and Critical

incidents and Priority rated as Low, Moderate, High and Extreme.

• EWT will use their incident investigation decision tool to determine and prioritise wildlife

incidents for further detailed investigation or monitoring for recurrence.

• Environmental incidents must be classified using the Eskom Classification Criteria for

Environmental Incidents in order to determine if the incident is an environmental event,

environmental legal contravention or environmental legal contravention in terms of the

Operational Health Dashboard (OHD).

• Where the incident is considered a potential LC or a LC in terms of the OHD, as defined in

this procedure, the incident must automatically be prioritised as high and extreme

respectively regardless of the actual consequence.

• Where an Environmental Incident is classified as NEMA Section 30 and/or NWA Section 20

the incident, it shall be reported by TM Environmental Department to all three spheres of

government (DFFE, DWS and LLM) within 24 hours of the occurrence of the incident.

3.3.2 Action and responsibility requirements

All environmental incidents must be reported on SAP within 24 hours of the incident occurring

or as soon as becoming aware of the incidents as specified in legislation and /or conditions

of applicable licences/authorisations. Documented proof of the notification must be available

on the incident management system (SAP). The responsible manager must ensure that the

initial notification is communicated according to timeframes (24hrs) specified in this

document. The action and responsible table (Appendix F) must be used for communication

to different levels of management.

3.4 Incident Investigation

• The Contractor or TM shall undertake investigations of environmental incidents in accordance

with the priority ratings as outlined below (i.e. for Low, Moderate, High and Extreme). Where

multiple parties are involved (either contractors or Generation), all parties will be invited to be

represented on the investigation team and a combined investigation will be conducted.

• Low: A basic investigation (Assessment) that determines the direct cause of the incident to be

initiated within 7 (seven) working days and completed within 30 (thirty) calendar days.

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• Note: A basic assessment shall be carried out for low and minor incidents and an investigation

may be required if there are multiple repeats of minor incidents or a minor incident could have

resulted in a more serious consequence should other circumstances have prevailed; such

instances will be determined on a case-by-case basis by TM Environmental Practitioner.

• Moderate priority: An investigation that determines the apparent cause including processes

and organisational issues (evaluation) shall be initiated within 7 (seven) working days of

occurrence of the Incident and completed within 30 (thirty) working days.

• High Priority: A full detailed investigation to establish the causes, including root causes and

/or organisational weaknesses of the incident and the appropriate preventive and corrective

actions (analysis) to be initiated within 48hrs and completed within 45 (forty-five) calendar

days.

• Extreme priority: A full detailed investigation to establish the causes, including root causes

and /or organisational weaknesses of the incident and the appropriate preventive and

corrective actions (analysis) to be initiated within 24 hours, and completed within 45 (forty-five)

calendar days.

• Where an incident is classified as NEMA Section 30 and/or NWA Section 20, the responsible

Contractor shall compile and submit the NEMA Section 30 and/or NWA Section 20 report and

investigation report within 7 working days of occurrence to TM Environmental Department.

• TM Environmental Department shall review and submit the final signed NEMA Section 30

and/or NMW Section 20 incident report within 14 working days of occurrence to three spheres

of government (DFFE, LEDET, DWS and LLM).

• Where an incident is classified as an Environmental Legal Contravention or an Environmental

Legal Contraventions a result of significant business failure, the incident must be reported to

the EEIC via divisional EEIC representative within the same month the incident occurred where

reasonably practical.

• The EEIC representative shall be informed of the outcome of all Major Incident investigations

to determine and verify the status i.e. Environmental Legal Contravention Incidents and

Environmental Legal Contravention Incidents as a result of significant business failure.

• Records pertaining to the Incident and Investigation thereof shall be uploaded on SAP, which

shall act as the record repository.

3.4.1. Contractors

• For all major incidents the Contractor will be required to present the incident investigation to

TM Environmental Department and relevant TM managers. The investigations should also be

presented or discussed at the Contractors Environmental meetings and/or HSE Contractors

meeting. This shall include Lessons Learnt arising from these incidents.

• The Contractor’s Environmental Practitioner shall ensure that relevant Incidents and Lessons

Learnt are discussed with all staff members and that records of such be kept.

3.4.2. Team Medupi Environmental Department

• TM Environmental Department may request that the investigation for minor incidents based

on the frequency or severity, be presented at the Contractors Environmental and/or HSE

Contractors Meetings. This shall include Lessons Learnt arising from these incidents.

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• All Corrective Actions identified and agreed during the Incident Investigation process shall be

followed up by the relevant TM Environmental Practitioner.

• TM Environmental Manager or his representative shall ensure that the Environmental

Performance Data (incidents trends) are discussed at the Contractors Environmental meetings

and/or HSE Contractors meeting.

• Lessons Learnt and Incident Recall arising from major Incidents and/or repeat incident shall

be communicated to all Contractors and relevant department within Eskom Group Capital. This

shall be done as per the Medupi Environmental Communications Work Instruction 348-

As part of close-out process of Section 30 NEMA or Section 20 NWA incidents, TM Environmental

Department in consultation with the responsible contractor may be required to present the incident

investigation to the relevant authority/ies.

3.5. Management of corrective actions

a. There must be at least one corrective action for each cause identified during the investigation.

All actions must be captured and managed on SAP EH&S

b. The investigation committee must consider the following hierarchy of control when formulating

corrective actions:

i. Engineering control to design/redesign in order to eliminate the risk

ii. Administrative control, ensuring procedures are updated to prevent incidents from

occurring

iii. Substitution or elimination by removing the aspect that may result in an environmental

incident and thus actual environmental impact.

c. Planned start and completion (end) dates for all corrective actions must be clearly defined

and must be SMART

i. Specific

ii. Measurable

iii. Achievable

iv. Realistic, with clearly allocated responsibilities

v. Timeous, with clear deadlines

d. All actions, once completed must be verified by the person responsible in order to determine

effective implementation. Documentary evidence of the implemented corrective action must

be available and attached electronically to the incident in SAP EH&S before it is closed on

the same system.

e. Where a corrective action that has been implemented is deemed ineffective and, therefore

action together with the proof of approval of the action change.

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f. If a corrective action for an LC incident requires revision and /or the due date will not be met,

the respective OU/BU process for approval and, in addition submit that request in writing for

approval to amend the corrective actions and /or due date to their respective

divisional/subsidiary Environmental Manager at least two weeks before the actual initial due

date. Once the approval is obtained, documented proof must be available. The original action

must be closed on SAP EH& S as “not implemented to requirements” and a new action

captured on SAP EH& S with the approved revised action date. Where extension requests

are not approved, those actions must remain overdue. The following minimum information is

required when submitting an action extension request:

I. Motivated reason for the extension

II. Proof of action commencement from when the action was developed and allocated

III. Risk Assessments and assurance that repeat or similar incidents are being prevented

by treatment plans

IV. Adequate timelines and sequence of events to highlight reasons for project delays

V. Engagements with respective authority for extensions or an update of corrective actions

previously submitted have been taking place.

VI. The motivation must be supported by both the respective environmental manager and

OU/BU Manager.

VII. Environmental Impact Assessment of the incident that includes monitoring trends and

actions to address the impact as needed.

g. To ensure the prompt follow-up and close-out of actions from an incident investigation report,

periodic status reports must be provided from SAP EH& S to site management until all

recommendations have been acted on closed-out.

h. The EEIC may also track the corrective actions for incidents LCs and incidents LCs as a result

of significant business failure as part of the monthly meetings.

i. Wildlife Incidents: Recommendations/Corrective actions shall be implemented by the ESKOM

OU/BU according to the applicable and approved timelines and related divisional key

performance indicators (KPI’s) for bird incidents. For other wildlife incidents, the timelines

according to the recommendations/corrective actions shall be adhered to.

j. All investigation reports (including wildlife incidents) should be finalised and signed within 14

calendar days of completing the investigation.

k. The corrective actions for all incidents (excluding the wildlife incidents that will be captured by

EWT on the CIR) must be captured on SAP EH&S within seven calendar days of signing the

investigation report.

3.5.1. Document management

The OB/BU is responsible for scanning and attaching all relevant documentation (for example

the Initial Notification Report, SAP EH& S system generated flash report, proof of corrective

action implementation, investigation reports, spill assessment, environmental impact

assessment of the incident etc.) needed to demonstrate that the incident has been managed

according to the incident management process, as soon as the documents are completed and

are available

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3.6. Incident Close-out

• The close-out is the final step of the incident management process. The action of closing

out an incident signifies that all corrective actions have been effectively implemented,

lessons learnt effectively communicated, all relevant documents attached and verified by

TM Environmental Practitioner.

• The incident must then be closed on SAP EH&S as an action
• All LCs and LCs as a result of significant business failure must have a signed closure

certificate uploaded (240-76707067)

• Wildlife Incidents: Eskom OU/BU and/ or Environmental manager shall inform EWT when

all recommendations / corrective actions have been implemented with all the related

documented information as evidence. An incident will be closed on EWT CIR by

capturing the date the recommendations were implemented, completed and verified. If

the incident was reported by an external stakeholder (public or Landowner) EWT might

contact the stakeholder to confirm if mitigations have been implemented.

• Close-out of environmental legal contravention and contravention incidents in terms of

the OHD must have a closure certificate completed.

• Once the incident investigation has been competed on WISPA, such information shall be

captured, records uploaded and closed out on SAP EH&S by the TM Environmental

Department.

3.7. Records

The following quality records are utilised to record necessary process data required to verify

process conformity:

• Flash Reports,
• Spill feedback form
• Spill assessment form
• Incident Investigation reports and records,
• NEMA Section 30 Emergency Reports,
• NWA Section 20 Reports, and
• Minutes of Contractors HSE meetings.

Documented information generated as a result of this document shall follow the process defined

in the 348-883808 “Document and Record Management Work Instruction.

4. Process for Monitoring

4.1. Key Performance Areas and Indicators

The following Key Performance Areas / Indicators (KPAs / KPIs) shall be measured, analysed and

reported. The Process Owner shall be accountable and assign the responsibility at the frequency

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as indicated below, documented as part of the QMS measurement, analysis and improvement

initiative.

Table 2: KPAs/KPIs

Key Key Target Measure

Performanc Performance Frequency Responsibilit Records

e Indicator y

Area

Initial 100% Communicatio

Every incident PC

notification n records

100%

All Incidents Report all notification Every incident PC Flash report

reported to incidents before end

the TM and of shift

reported 100%

timeously All Incidents incidents Environmental

reported on reported Every incident Practitioners SAP register

SAP within (TM/ERI)

24hrs

All incidents 100%

reported Environmental

Incident data Incident

enabling Every incident Practitioners

integrity accepted

review prior to (TM/PC)

acceptance

As per this Legal

Lessons procedure Contraventions

Learnt Environmental , Major Events, Communicatio

communicate Practitioners NEMA Section n records

d to all (TM/PC) 30, NWA

Contractors Section 20

Prevention of Lessons As per this

recurrence Learnt procedure

communicate Legal

d by all Contraventions Communicatio Contractor EO

Contractors to , Major Events, n Records

staff and Section 30

subcontractor

s

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Medupi Environmental Incident Management Work Unique Identifier: 348-693723

Instruction Revision: 9

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Key Key Target Measure

Performanc Performance Frequency Responsibilit Records

e Indicator y

Area

Corrective As per this

Action procedure

undertaken Environmental NCAs closed

within Every incident Practitioners with evidence

stipulated (TM/PC)

timeframe and

effectively so.

Investigations As per this

effectively procedure

identify Root, Environmental NCAs closed

Contributory Every incident Practitioners with evidence

and Direct (TM/PC)

Causes in all

cases

Investigations As per this

undertaken procedure

and/or lead by As per audit Environmental Investigation Investigation competent schedule Practitioners Reports reports Incident (MPT/PC)

closed out Investigators

timeously

Investigations As per this Major event Environmental Incident

presentations procedure and Legal Practitioners register

undertaken Contravention (TM/PC)

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Instruction Revision: 9

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Key Key Target Measure

Performanc Performance Frequency Responsibilit Records

e Indicator y

Area

Where an All NEMA

Environmental incidents

Incident is reported Environmental Initial

classified as a within Manager notification

“NEMA 24hours

Statutory

Section 30”,

Incident

the incident

reporting

should also be

occurring

reported to all All applicable

within

three spheres incidents

stipulated

of government

timeframe

(DFFE, dws,

and in correct

LEDET and

format

LLM) within

24 hours of

the

occurrence of

the incident

Section 30 All Section

Statutory

documents 30

Incident

submitted to documents

reporting

TM submitted

occurring

Environmental within 7 All applicable

within Environmental Section 30

Manager working incidents stipulated Manager Report

within 7 days

timeframe

(seven)

and in correct

working days

format

of occurrence

Section 30 All Section Statutory

documents 30 Incident

submitted to documents reporting

all three submitted occurring

spheres of within 14 within

government working All applicable stipulated Environmental Section 30

(DFFE, DWS, days of incidents timeframe Manager Report

LEDET and occurrenc and in correct

LLM) within e of format

14 working incident

Document days of

control occurrence.

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user to ensure it is in line with the authorized version on the system.

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Instruction Revision: 9

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Key Key Target Measure

Performanc Performance Frequency Responsibilit Records

e Indicator y

Area

Retain and 100%

store records retained

generated as documents

a result of this

document as As generated Annually or as EMS Co-

defined in the by the required ordinator

348-883808 procedure

“Document

and Record

Management

Procedure

All

Revision documents

requirements due for

in line with review are

Medupi revised

Procedures within

348-653867 stipulated

“Development

timeframe

Revision of and Change Annually or as Environmental New revised

Document of Medupi required Manager document

Qms

Documents”

and 348-

883808

“Document

and Record

Management

Procedure”

4.2. Document Review and Self-Assessment

4.2.1. Document Self-Assessment

The “Process Owner” identified on the front page of this document along with departmental

personnel and he project QMS Engineer shall undertake a “self-check” review of the process defined

in this document at six monthly intervals, commencing from the effective date of this document, to

check:

a) the process / procedure operational integrity

b) process efficiency

c) the level of stakeholder knowledge and implementation.

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Instruction Revision: 9

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Participants and results of the “self-check” review shall be documented by the Process Owner in the

“Self-Assessment Checklist” (Template No. 348-655890) included as an Appendix to this procedure

which shall be submitted via SharePoint to Medupi Documentation Department Help Desk by the

Process Owner once completed.

Process Owner shall proceed with any revision requirements in line with Medupi Procedures, 348653867 “Development and Change of Medupi QMS Documents” and 348-883808 “Document and

Record Management”.

4.2.2. Revision Period

This document shall be subject to a compulsory 3 yearly revision.

4.3. Training Requirements

No project specific training required to implement the process documented in this document

beyond normal job function.

5. Acceptance

This document has been seen and accepted by:

Name Designation

N. Khuzwayo Safety, Health and Environmental Manager

L. Ndlovu Quality Assurance Manager

Z. Shange General Manager

6. Revisions

Date Rev. Compiler Remarks

May 2025 09 N Nengobela Three yearly review including moving to new

template. Replacement of WISPA with manual

system. Change PCAR to NCA. Move to new

self-assessment template. Removed definition

of ash spillage. Change project quality

manager from B. Mgidlana to L. Ndhlovu.

March 2022 08 M Boshomane Three Yearly Review including alignment to the

latest version of the Eskom Environmental

Incident Management Procedure 240-

133087117

January 2018 07 M Boshomane Annual Review including new ISO 14001:2015

requirements, alignment to alignment to the

new Eskom Environmental Incident

Management Procedure 240-133087117 and

audit findings

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Medupi Environmental Incident Management Work Unique Identifier: 348-693723

Instruction Revision: 9

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7. Development Team

The following people were involved in the development of this document:

• N Nengobela
• S Mamabolo
• D Mudzielwana
• H Magau

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Appendix A - Process Self-Assessment Checklist

Template Identifier 348-655890 Rev 3

Document Identifier xxxxx Rev xx

Medupi power station project

Effective Date February 2025

Next Review Date February 2030

TITLE: Document Self-Assessment Checklist Incident Management

Self-Assessment

Discipline: Applicable Document No.: 348-693723 Date:

/ /

Ite Ref Compliant

m Sectio Self-Assessment Question Comment

Yes Part No No n

Is an Incident handled in line with the Medupi Emergency

1 5.2.1

Preparedness and Response Procedure?

3.1 Is the Environmental Practitioner notified immediately of

occurrence of an incident?

3 3.1 Is the following information provided for this initial notification:

3.1 3.1

• Time

3.2 3.1

• Place

3.3 3.1

• Brief description of what happened

3.4 3.1

• Immediate actions taken

3.1 Are the above information conveyed in person, telephonically,

by email, or by radio, whichever is appropriate at the time?

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Instruction Revision: 9

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3.2 Do Principle Contractors complete a Flash Report by end of

shift of an incident having occurred?

6 3.2 Does the Flash Report contain:

3.2

• A brief description of the incident describing what6.1

occurred

6.2 3.2

• Actions taken to make the situation stable

3.2 Does the Environmental Practitioner complete a Flash Report

7 by end of shift of incident occurring, where such incident

involves members of the TM?

3.2 Does the Environmental Practitioner review information

provided on the Flash Report and where found that any data

is incorrect or incomplete, does such Practitioner reject the

Flash Report and provide reasons for such rejection?

3.2 Do all Environmental Flash Reports submitted have Oil Spill

Assessments attached, as applicable?

3.2 Does the Chairman of the TM Contractors HSE meeting

10 ensure that reported Incidents are discussed at the monthly

meeting of such meeting?

3.4 Does the Contractor, or TM, undertake a formal Incident

Investigation of all moderate, high and extreme incidents?

12 3.4 Are such formal investigation submitted?

3.4 Are the formal Incident Investigation undertaken by a person

13 appointed to such a function, and who is in possession of

suitable Incident Investigator training and competence?

3.4 Are formal Incident Investigation initiated within 7 (seven)

14 working days of occurrence of the Incident and completed

within 30 working days?

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3.4 Identification of Immediate, Root, and Contributory Causes

3.4

• Lessons Learnt

3.4

• Corrective Action

3.4

• Where an Environmental Incident is classified as a

“NEMA Section 30”, is a Section 30 report completed

within 7 (seven) Working days of occurrence and

submitted to the TM Environmental Manager for

verification?

3.4 Does the TM Environmental Manager submit such a Section

30 report to the DEA within 14 working days of occurrence?

3.4 Are records pertaining to the Incident and Investigation kept,

which shall act as the record repository?

3.4 Is the Contractor or Functional Manager presenting the

incident investigation (for all Legal Contravention, Major

Environmental Event) to the TM Management Team within 21

Working days or occurrence to ensure close-out?

3.4 Are all the identified and agreed Corrective Actions as per the

19 Incident Investigation process followed-up by the relevant TM

Environmental Practitioner?

3.4 Is this in line with the requirements of TM Procedure for the

20 Handling of Non-conformities and Corrective and Preventive

Action?

3.4 Are the results of such incident investigations discussed at

Contractors HSE Meeting?

3.5.2. Does this include Lessons Learnt arising from Contractor

incidents?

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3.5.2. Are all lessons Learnt and Incident Recall arising from serious

Incidents, or Incident trends, communicated to all Contractors

and relevant department within Eskom Group Capital via the

TM Environmental Communications Procedure?

3.5.2. Does each Contractor ensure that relevant Incidents and

24 Lessons Learnt are discussed with all staff members and

record of such be kept

Self Name: Position: Revision Required?

assessment by: (Yes / No) Planned Revision Date:

Comments:

Attendees:

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APPENDIX B- Incident Flash Report

Template

Identifier 348-10115769 Rev 1

MEDUPI POWER Unique Identifier xxx Rev xxx

STATION Effective Date May-25

Project

Next Review

Date May-30

Title:Incident Flash Report

Incident Number

Area

Principal Contractor

Package Subcontractor

Date Time

Incident Classification Event

Report To Authorities? NEMA Section 30 & NWA Section 20

Category Other

Reason for Category

Receptor Category

Weather condition (e.g.

temperature, wind speed &

direction etc.)

Brief Description of Incident and Treatment Given

Immediate Action Taken To Recover the Situation

Person Notified Date

Investigation Date

Notified By Date

Notification method Notification date & Time

Name and Contact of 16(2) Appointee

Environmental Consequence and Priority Rating Table

Low/ Minimum Minor Moderate Major Critical Consequence

Categories

Incident Incident Incident has a

could/does could/does recognized

result in a result in a national or

moderate major international

uncontained or uncontained environmental

Minor ecological sustained or sustained impact.

effect. Ecological environmental environmental Widespread

damage can be release, release, or permanent

remedied within impacting the impacting the local

three months. local regional ecological

Minor hazard to environment environment damage.

Little or no ecological effect and no humans in the only. Ecological only. Remediation

Consequences measurable impact on human health immediate vicinity. damage can be Ecological would take

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remedied in damage can longer than

less than six be remedied one year.

months. Health in less than Could result

hazard to one year. in a major

humans in the Health hazard public health

immediate to humans in hazard.

vicinity, but not the immediate Magnitude is

resulting in vicinity unknown.

resulting in

critical or

fatal

injury/illness.

Environmental

Priority Rating Low Moderate High Extreme

Guide Environmental incident detail

Reference The applicable Act with specific reference to the section of National Environmental Management Act, (Act 107 of

Legislation the act contravened should be included here. This data is 1998)/National Water Act, ( Act )

available from Division Legal Registers.

Hydraulic oil spillage was found at Center Square

Laydown Area. Water truck with registration number

HK94GCGP was busy refilling a water tank when the

incident occurred. Water truck operator only noticed

that the water truck is spilling oil when he was busy

Nature of Event refilling water tank at ADF P42A Project. Approximately

+/- 5 litres of hydraulic oil spilled on the ground. The

Spill was as a result for damaged hydraulic pipe

supplying water pump Power Take-Off system. Full details of the event must be given i.e.: Chemical Spill,

including whether the event is considered an “Emergency

Incident” in terms of NEMA or NWA.

Details of

Communication List details of interaction with authorities. This should N/A

with Regulatory include dates and media used, and copies of any

Authority correspondence.

Results of

Evaluation to

N/a

Determine If a As per flow diagram set out in Environmental Incident

“Repeat Event” Management Procedure (240-133087117) Annexure A

ELC Criteria for Classification of Environmental Incidents

Element N/A Yes No

1. Did the incident result in a contravention of any environmental legislation and/or

condition of a licence, authorisation, or permit?

2. Environmental duty of care (Section 28 of NEMA) – Did the incident result in either

sterilising the soil or destroying rare, endangered, or protected fauna or flora?

3. Environmental duty of care and prevention of pollution (Section 28 of NEMA and

Section 19 of NWA) – Did the incident result in making any water resource unfit for its

original purpose such as domestic, agricultural, or industrial use or reduce the water

quality to such a state that human intervention is required to restore it to its original

quality?

4. Environmental duty of care and prevention of pollution (Section 28 of NEMA and

Section 19 of NWA) – Did Eskom fail to take reasonable measures to prevent pollution

or degradation from occurring?

5. Environmental duty of care and prevention of pollution (Section 28 of NEMA and

Section 19 of NWA) – Did Eskom fail to prevent pollution or degradation from continuing?

6. Environmental duty of care and prevention of pollution (Section 28 of NEMA and

Section 19 of NWA) – Did Eskom fail to implement measures to prevent pollution or

degradation from recurring?

Specify legislation, the applicable section within legislation, and licence condition that were contravened.

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7. Classification

If “Yes” to any of the questions, classify the incident as legal contravention. If “No” to all of the questions,

classify as an event

NOTE: If Classified as an Environmental Legal Contravention, Check Against Following Criteria.

Criteria

OHD definition: These are specific case(s) of environmental legal contravention incidents that are

considered to be of very high significance in terms of its environmental impact and/or Eskom in that

they have a material business impact and illustrate a significant failure of business systems. Within

the above principles, they are identified in terms of the criteria below. If any one of the criteria Yes No

specified in Appendix C or the principle defined above is relevant to a specific contravention of

environmental legislation, then that environmental legal contravention incident is a potential

“environmental legal contravention incident in terms of the OHD” (OHD means operational health

dashboard) and/or the criteria below.

1.The environmental legal contravention incident results in formal censure from the government. These are a

compliance notice, a directive, a fine (including a NEMA Section 24g application), or prosecution.

2.The environmental legal contravention incident is not reported through the initial notification to the applicable

department according to this procedure (240-133087117).

3. The environmental legal contravention incident is considered a repeat environmental legal contravention

(using the process flow found in Appendix A of this document). Note: This criterion can only apply if the

previous incident was classified as an environmental legal contravention.

4. The corrective action(s) for the legal contravention incident is not implemented within 30 days after the

due date according to this procedure (240-133087117).

OHD EVENT (Any shaded area marked)

Compiled by Name Date Signature

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Holdings SOC Ltd, Reg. No 2002/015527/30.

File Name: 348-10115769 Incident Flash Report Template Rev 1- Final

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{"briefingSession":"{"date":null,"time":null,"venue":"ion.","is_compulsory":false}"}

Electricity cannot be stored and must be used as it is generated. Therefore, electricity must be

generated in accordance with supply-demand requirements. Eskom Holdings Limited (Eskom)

provides energy and related services, including the generation, transmission, distribution and supply

of electricity. Eskom currently generates approximately 95% of the electricity used in South Africa.

The reliable provision of electricity by Eskom is thus critical for industrial development, related

employment and sustainable development in South Africa.

In order to be able to adequately provide for the growing electricity demand, Eskom have identified

various technologies in different locations. As part of its capacity expansion programme, Eskom

Holdings Limited will construct a 4800 MW coal-fired power station, named Medupi, in the Lephalale

area in the vicinity of the existing Matimba Power Station. A positive Record of Decision was received

on the 21st of September 2006. This Environmental Management Programme (EMP) pertains to the

construction phase of the Medupi Power Station, to be constructed on the farm Naauwontkomen 509

LQ (station centre line co-ordinates: X: +2 622 675 and Y: -57 470) with the ash dump potentially on

the farm Eenzaamheid 687 LQ (see figure 1.1).

1.1. Overview of the Proposed Project

Medupi Power Station will have a maximum installed capacity of up to 4800 MW. The power plant

and associated plant (terrace area) would require an area of 700 ha, and an additional 1000 ha would

be required for ancillary services, including the possibility of on-surface ashing facilities. Eskom and

Exxaro (previous Kumba Resources) are currently investigating the feasibility of in-pit ashing, where

the ash from Medupi Power Station would be taken directly to the pit at Exxaro’s Grootgeluk Mine,

for disposal. If this ash disposal is found to be feasible, no on-surface ash disposal would take place at

Medupi Power Station.

Medupi Power Station will be a super-critical, pulverised fuel power station, utilising direct dry-cooled

technology. The power station will utilise electrostatic bagfilters as its primary pollution abatement

technology (for particulate emissions, anticipated to be less than 50mg/Sm3), and will have low NOx

burners inherently built into the boiler for efficient combustion and thus lower NOx emissions. In

terms of sulphur oxide emissions, the power station will be constructed to be FGD (flue gas

desulphurisation) ready, i.e. physical space will be allowed for the FGD plant and the smokestacks

lined with FGD compatible materials, should the power station be retrofitted with it at a later stage.

When fully operational, the power station would strive towards a zero liquid effluent discharge

philosophy.

Coal for Medupi Power Station will come from the Exxaro’s adjacent Grootegeluk Colliery, to be

delivered to the power station via conveyor belts. The Grootegeluk Colliery, which also services the

existing power station, is located to the immediate west of Matimba Power Station. An estimated 7.3

million tonnes per year of coal (measured on a dry basis) is required for the first three units at the

Medupi Power Station.

The Power Station is proposed to be constructed and commissioned in phases in order to meet the

growing demand of electricity. Appropriate technology alternatives have been investigated by Eskom

from a technical and economic feasibility perspective through pre-feasibility studies. All Eskom's

existing operational coal-fired power stations utilise pulverised fuel technology (PF). The first phase of

this proposed power station will consist of 3 units, each with a nominal installed capacity of 750 MW,

Eskom Generation Environmental Management 9 2010/04/26

Environmental Management Plan for the Construction Phase of the new Medupi Coal-Fired Power

Station in the Lephalale Area, Limpopo Province Revision 2, April 2010

pulverised fuel combustion. The second phase, once formally approved via the Eskom approval

processes, will also comprise 3 x 750 MW units, pulverised fuel combustion.

The power station structure will be approximately 130 m high and approximately 700 m wide, subject

to final designs. The required stacks, 2 in total, would be approximately 250m in height, subject to

final designs. Direct-cooling technology will be applied, with only a small open evaporative system for

critical auxiliaries that cannot be accommodated by the main cooling system. No cooling towers will

be constructed for the main cooling system. Other related infrastructure would include an HV yard,

coal stockpile (with a terrace footprint of approximately 61 hectares and a storage capacity of

approximately 2 million tonnes) and associated conveyor belts, and a potential ash dump, with

infrastructure such as transmission lines being planned to integrate the station into the national

electricity grid. The EIA for the Transmission lines is a separate process and has been initiated.

It would take approximately 48 months to construct the first generating unit, after which subsequent

units would be completed at nine month intervals. During the construction period, there will be

approximately 38 main contractors (boiler, turbine, civil, smokestacks, etc) on-site, with between 100300 different subcontractors on-site at any given point during the construction period. The

construction period is said to last up to 6 years (six units). At the peak of the construction period,

there will be approximately 7400 people on-site. Appendix A is an indication of the phasing of

manpower over the 6-year construction period.

Construction activities would include inter alia the following enabling works:

x Terracing

x Terrace and Contractors’ Yards roads and lay-down areas

x Stormwater drainage

x Sewerage

x Construction electricity ring main

x Construction potable and raw water supplies

x Construction telecommunications

x Construction ablutions, canteen and site offices

x Security fencing

x Access control buildings

x Road diversion

The section below describes specifically the scope of work for “terracing” and “terracing with regards

to contractors’ yard”:

Eskom Generation Environmental Management 10 2010/04/26

Environmental Management Plan for the Construction Phase of the new Medupi Coal-Fired Power

Station in the Lephalale Area, Limpopo Province Revision 2, April 2010

Terracing: Processes to take place

x Clear and grub 1 million m2 site areas and remove for preservation all designated trees.

x Remove and stockpile top soil

x Remove and stockpile approximately 800 000 m3 amandelklip gravel for later use.

x Prepare subgrade for terrace work.

x Cut to fill of approximately 500 000 m3 hard rock and processing for fill material through a single

stage mobile crusher.

x Import and process approximately 1 million m3 fill material of the required quantity and quality

for the terrace layers.

x Construction of terrace subgrade, selected layers and subbase in accordance with the

requirements of the specifications.

x Construction of the terrace gravel base to the requirements of the specifications including

shaping and levels in accordance with the storm water management design.

Terrace and Contractor’s Yards Roads and Lay-down Areas

x Clear and grub approximately 1.5 million m2 of contractor’s yards and remove for preservation all

designated trees.

x Prepare lay down areas by the specified application of vibrating rollers for collapsible sand.

x Construct gravel wearing course and specified surfacing for selected contractor’s yards.

x Construct approximately 14 km of terrace roads including subgrade, selected layers, subbase,

base and surfacing according to design and specifications.

x Clear and grub contractor’s yards roads areas and remove for preservation all designated trees.

x Remove and stockpile top soil

x Construct approximately 5 km of contractor’s yards roads including subgrade, selected layers,

subbase, base and surfacing according to design and specifications.

Mitigation measures recommended in this EMP pertain to the construction phase of the above power

station.

The following engineering documents have been used for tendering purposes, in conjunction with

Eskom specifications:

x SANS 1200: Standardised specification for civil engineering construction

x SANS 10120 - Code of practice for use with standardised specification for civil engineering

construction and contract documents

Eskom Generation Environmental Management 11 2010/04/26

Environmental Management Plan for the Construction Phase of the new Medupi Coal-Fired Power

Station in the Lephalale Area, Limpopo Province Revision 2, April 2010

x Health, Safety and Environmental Specification for Medupi Power Station (Medupi Power

Station).

Eskom Generation Environmental Management 12 2010/04/26

Environmental Management Plan for the Construction Phase of the new Medupi Coal-Fired Power

Station in the Lephalale Area, Limpopo Province Revision 2, April 2010

Figure 1.1: Map showing the location of the Medupi Power Station in the Lephalale Area

Eskom Generation Environmental Management 13 2010/04/26

Environmental Management Plan for the Construction Phase of the new Medupi Coal-Fired Power

Station in the Lephalale Area, Limpopo Province Revision 2, April 2010

1.2. Applicable Documentation

The following environmental documentation is applicable for the project, and will be read in

conjunction with this EMP:

x Final Environmental Scoping Report for the proposed new Coal-Fired Power Station in the

Lephalale Area, Limpopo Province.

x Final Environmental Impact Assessment Report for the proposed new Coal-Fired Power Station in

the Lephalale Area, Limpopo Province.

x Record of Decision issued on 21 September 2006 by the National Department of Environmental

Affairs and Tourism (See Appendix B).

Cognisance had been taken of the conditions of the Record of Decision (RoD). Where necessary, this

EMP has been amended accordingly to comply with the conditions as stipulated in the RoD.

1.3. Structure of the Environmental Management Plan

The EMP provides mitigation and management measures for the following phases of the project:

x Construction Phase

This section of the EMP provides management principles for the construction phase of the project.

Environmental actions, procedures and responsibilities as required within the construction phase are

specified. These specifications will form part of the contract documentation and, therefore, the

Contractor will be required to comply with the specifications to the satisfaction of the Project

Manager, Site Director and Environmental Control Officer, in terms of the construction contract.

All relevant environmental legislation pertaining to the project is listed within Appendix C. The

Contractor is required to comply with this legislation for the construction phase of the project. This

list is intended to serve as a guideline only for the Contractor and is not exhaustive.

According to RoD condition 3.2.3.2, this EMP is seen as a dynamic document which will be updated as

required on a continuous basis. Any amendments/changes must and will be submitted to the DEA for

approval before such changes could be affected. In addition, such submission for consideration by the

DEA must be accompanied by recommendations of the EMC.

1.4. Objectives of the EMP

The EMP has the following objectives:

x To outline functions and responsibilities of responsible persons.

x To state standards and guidelines, which are required to be achieved in terms of environmental

legislation.

x To outline mitigation measures and environmental specifications which are required to be

implemented for the construction phase of the project in order to minimise the extent of

environmental impacts, and to manage environmental impacts associated with the Power

Station.

x To prevent long-term or permanent environmental degradation.

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x In accordance with condition 3.2.3.2 imposed in the RoD, the CEMP (Revision 2) should be

regarded as a “living document” which may be amended from time t time, as and when the need

arises.

2. Management procedures

2.1. Organisational Structure and Responsibility

2.1.1. Functions and Responsibilities for the Construction Phase

Formal responsibilities are necessary to ensure that key procedures are executed. Specific

responsibilities of the Project Director: Medupi, Assistant Projects Director: Medupi Power Station

and Environmental Control Officer for the construction phases of this project are as detailed below.

The Project Director: Medupi Power Station will:

x Ensure that Eskom and the Contractor are aware of all specifications, legal constraints and Eskom

standards and procedures pertaining to the project specifically with regards to the environment.

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x Ensure that all stipulations within the EMP are communicated and adhered to by Eskom and its

Contractor(s).

x Monitor the implementation of the EMP throughout the project by means of site inspections and

meetings. This will be documented as part of the site meeting minutes.

x Be fully conversant with the Environmental Impact Assessment for the project, the conditions of

the RoD, and all relevant environmental legislation.

The Site Director: Medupi Power Station will:

x Be fully conversant with the Environmental Impact Assessment.

x Be fully conversant with the conditions of the RoD.

x Be fully conversant with the Environmental Management Plan.

x Be fully conversant with all relevant environmental legislation and Eskom environmental policies

and procedures, and ensure compliance with these.

x Have overall responsibility for the implementation of the EMP.

x Ensure that audits are conducted to ensure compliance to the EMP.

x Liaise with the Project Manager or his delegate, the Environmental Control Officer and others on

matters concerning the environment.

x Prevent actions that will harm or may cause harm to the environment, and take steps to prevent

pollution on the site.

x Confine activities to the demarcated construction site.

The Environmental Control Officer: Medupi Power Station:

x The EMC, in conjunction with Eskom, must appoint a suitably qualified Environmental Control

Officer (ECO) who would on behalf of the EMC, on a daily basis monitor the project compliance

with conditions of the Record of Decision, environmental legislation and recommendations of the

EMP.

x The costs of the ECO shall be borne by Eskom.

x The ECO must be appointed one month before the start of construction, and the authorities must

be notified of such an appointment for communication purposes.

The Environmental Control Officer will:

x Be fully conversant with the Environmental Impact Assessment Report (EIR).

x Be fully conversant with the conditions of the Record of Decision (RoD).

x Be fully conversant with the Environmental Management Plan.

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x Be fully conversant with all relevant environmental legislation and Eskom environmental policies

and procedures, and ensure compliance with them.

x Ensure that periodic environmental performance audits are undertaken on the project

implementation.

x Submit an environmental compliance report on a two monthly basis, in writing, to the Director-

General of the DEA, copied to the Limpopo Department of Economic Development, Environment

and Tourism.

x Maintain the following on site:

3⁄4 A daily site register

3⁄4 A non-compliance register

3⁄4 A public complaint register

3⁄4 A register of audits

x Remain employed until the completion of the construction phase.

x Report to project manager and be accountable to the EMC.

In addition, the Environmental Control Officer will:

x Convey the contents of this document to the site staff and discuss the contents in detail with the

Project Director and Contractor.

x Undertake regular and comprehensive inspection of the site and surrounding areas in order to

monitor compliance with the EMP.

x Take appropriate action if the specifications contained in the EMP are not followed.

x Monitor and verify that environmental impacts are kept to a minimum, as far as possible.

x Ensure that activities on site comply with all relevant environmental legislation.

x Compile progress reports on a regular basis, with input from the Site Director, for submission to

the Project Director, including a final post-construction audit carried out by an independent

auditor/consultant.

The Environmental Manager: Medupi Power Station Project

The Environmental Manager will:

x Be fully conversant with the Environmental Impact Assessment.

x Be fully conversant with the conditions of the RoD.

x Be fully conversant with the Environmental Management Plan.

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x Be fully conversant with all relevant environmental legislation and Eskom environmental policies

and procedures, and ensure all obligations contained within these are met.

x Assist Eskom in ensuring necessary environmental authorizations and permits have been

obtained.

x Ensure that all required and relevant environmental roles are identified and filled with

adequately suitable and qualified personnel.

x Provide guidance, assistance and input to the project with regards to environmental

management on a strategic level.

x Review and accept construction method statements;

x Ensure all environmental aspects and impacts are identified for all activities taking place and for

all major plant and equipment.

x Responsible for ensuring the compilation and implementation of the following:

o Land Management Plan;

o Fire Management Plan;

o Project Monitoring Plan;

o Waste Management Plan;

o Water Management Plan; etc.

x Promote a holistic view of the environmental impacts of the activities and ensure that

environmental impacts are kept to a minimum as far as practically possible.

x Take appropriate mitigation action should the specifications contained in the EMP not be

complied with.

x Advise on the removal of person(s) and/or equipment not complying with the specifications;

x Ensure that activities on site comply with all the relevant environmental legislation.

x Assisting Eskom in finding environmentally responsible solutions to problems;

x Ensure that the Contractors are made aware of all applicable DEA-approved changes to the EMP.

x Compile progress reports on a regular basis on environmental management for submission to

Project Management and the ECO.

x Keep records of all activities/incidents concerning the environment on Site in the Site Incident

Register;

x Keep a register of complaints and recording and dealing with any comments or issues;

x Inspect the site and surrounding areas regularly with regard to compliance with the EMP;

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x Monitor the undertaking by Eskom and Contractors of environmental awareness training for all

new personnel coming onto site;

x Undertake a continual internal review of the EMP and submitting a report to the management of

Eskom and the ECO at the end of the project.

Generation Environmental Manager will:

x Provide overall assurance to the Managing Director: Generation Division (and hence ultimately

the CEO) that environmental issues are appropriately addressed and managed at the construction

site

x Provide overall assurance to the Managing Director: Generation Division that conditions in the

Record of Decision (RoD) and EMP are adhered to

x Ensure that appropriate reporting of environmental performance/issues takes place

x Where necessary, liaise on a strategic level with environmental authorities on RoD/EMP-related

issues (insofar as construction-related non-compliance is concerned)

Contractors and Service Providers:

x Contractors and service providers will:

o At a minimum, provide 1 Environmental Officer per 500 personnel on site.

o Provide method statements to the Site Director with regards to how certain activities

on-site will be conducted. The Method Statements will be forwarded to the

Environmental team and ECO for acceptance 30 days prior to the activity commencing.

The Contractor’s Environmental Officer will:

x Provide the Site Director / ECO with a written monthly report, detailing both compliance with the

Environmental Specification as well as environmental performance .The Environmental and

Compliance Report will be made available to the Environmental Monitoring Committee (EMC) on

request.

x Maintain a record of incidents (spills, impacts, complaints, legal transgressions, etc) as well as

corrective and preventive actions taken, for submission to the Site Director at the scheduled

meetings.

x Identify and assess previously unforeseen, actual or potential impacts of the project on the

environment.

x Assist the contractor in the drafting of Environmental Method Statements where such

knowledge/expertise is lacking.

x Conduct regular internal inspections and audits to ensure that the system for implementation of

the Environmental Specification is operating effectively. The audit shall verify that a procedure is

in place to ensure that:

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o the environmental method statements and the Environmental Specifications (ES)

being used are up to date

o variations to the ES and environmental method statements and non-compliances

and corrective actions are documented

o appropriate environmental training of personnel is undertaken; and

o Emergency procedures are in place and effectively communicated to personnel.

x Advise the Contractor on the rectification of any pollution, contamination or damage to the

project site, rights of way and adjacent land.

x Attend regular site meetings (scheduled and ad hoc).

x Arrange the presentation of the environmental awareness training course to all staff, Contractors

and Sub-contractors and monitor the undertaking by the Contractor(s) of environmental

awareness training for all new personnel on-site.

x Ensure that a copy of the RoD and latest version of the EMP are available on site at all times.

x Ensure that the Contractors are made aware of all applicable DEA-approved changes to the EMP.

x Remain employed until all rehabilitation measures, as required for implementation due to

construction damage, are completed and the site is handed over to Eskom by the contractor for

operation.

The Environmental Officer shall also provide information to the Site Director or his representative, as

required during external audits conducted by or on behalf of the Site Director as part of the auditing

programme. The information required will include the reports of internal audits conducted by the

Environmental Officer.

All contractors (including subcontractors and staff) and service providers are ultimately responsible

for:

x complying with the environmental management specifications where applicable;

x Provide Environmental Method Statements to the Site Director with regards to how certain

activities on-site will be conducted. The Method Statements will be accepted by the

Environmental Control officer and the Environmental Manager one month prior to the activity

commencing.

x adhering to any environmental instructions issued by the Site Director/Project Manager on the

advice of the ECO;

x Submitting a report, in a format and frequency as decided upon by the Project Manager/Site

Director, which will document all incidents that have occurred during the period before the

progress meeting.

x Arrange that all his employees and those of his subcontractors receive training appropriate for

the level of the tasks and functions undertaken.

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The Environmental Method Statement referred to above will cover applicable details with regard to

x Construction procedures

x Materials and equipment to be used

x Getting the equipment to and from site

x How the equipment/material will be moved while on-site

x How and where material will be stored

x The containment (or action to be taken if containment is not possible) of leaks or spills of any

liquid or material that may occur

x Compliance/non-compliance with the Environmental Specifications

x Any other information deemed necessary by the Site Director

2.2. Environmental Specification: Awareness and Competence

It is important to ensure that all personnel have the appropriate level of environmental awareness

and competence to ensure continued environmental due diligence and ongoing minimisation of

environmental harm.

To achieve effective environmental management, it is important that Employees, Contractors and

Subcontractors are aware of the responsibilities in terms of the relevant environmental legislation

and the contents of this EMP.

Environmental training may typically include the following:

x Employees must have a basic understanding of the key environmental features of the

construction site and the surrounding environment;

x Employees will be familiar with the requirements of the EMP and the environmental

specifications as they apply to the construction of the power station.

x Basic training in the identification of archaeological artefacts, and rare and endangered flora and

fauna that may be encountered on the site.

x Awareness of any other environmental matters, which are deemed to be necessary by the ECO.

x Records must be kept of those that have completed the relevant training.

Training can be done either in a written or verbal format or in an appropriate language, but will be in

an appropriate format for the receiving audience. Where training has been done verbally, persons

having received training must indicate in writing that they have indeed attended a training session. A

regular form of written or verbal testing will have to be designed.

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2.3. Monitoring and Measurement Programme

Monitoring programs for specifically water quality, noise and dust (in accordance with specifications

detailed in relevant permits and standards) will be put in place by the Contractor, not only to ensure

conformance with the EMP, but also to monitor any environmental issues and impacts which have not

been accounted for in the EMP that are, or could result in significant environmental impacts for which

corrective action is required. These monitoring programmes will reflect the relevant variables to be

monitored, as well as the frequency, into which the ECO will give inputs. The monitoring programme

will be determined in consultation with relevant stakeholders and authorities. The Site Director will

ensure that the monitoring is carried out.

Scientific monitoring

o Groundwater Monitoring

A groundwater monitoring system will be established on-site by the Site Environmental Manager. It

may be necessary to alter construction procedures should there be any evidence of groundwater

pollution emanating from site activities. Such alterations shall be identified through discussions

between the Contractor, Environmental Officer and the Site Director/Environmental Manager and

shall be tabled and ratified at the EMC

o Monitoring of sewage and stormwater systems

A monitoring system shall be established on site by the Environmental Manager to assess water

discharge conditions (sewage, concrete water effluent, stormwater, etc.) as stipulated by the water

use license as well as any conditions or standards required by or in accordance with the local

municipality’s regulations. Violation of these standards shall be a cause for the Site Director to order

the suspension of all effluent discharges, until such time that a suitable solution has been

implemented.

o Monitoring of dust in the atmosphere

A scientifically based dust monitoring programme must, as a minimum, include a schedule for dust

suppression (spraying), speed limits for vehicles on unpaved roads, location and treatment of material

stockpiles, the minimisation of the area disturbed at any one time and protection of exposed soil

against wind erosion and a reporting mechanisms and action plan in case of excessive wind and dust

conditions.

Dust measurement will be only be required at those portions of the working area where working is

actively occurring. Removable dust collectors, mounted at a height of 2 meters above ground, shall be

used of this, the exact number and position to be decided in consultation with the ECO and Site

Environmental Manager. As a minimum, at least four dust monitors should be positioned on the

perimeter of the site. Dust shall be collected on a weekly basis from the dust collectors and the dust

fallout shall be calculated according to the formula: Fallout = M/ (AxD), where M= mass of dust

sample, A= area of opening dust collector and d= number of days over which sample was collected.

Should fallout exceed standards set in SANS1929:2005 then the Contractor shall cease with the

operations that are causing the dust until such time as remedial measures have been put in place to

ensure that dust levels are within the specified limit. Records of all dust level measurements shall be

kept for the duration of the construction period, and where necessary, will be discussed at and made

available to the EMC.

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2.4. Non-Compliance and Corrective Action

The monitoring of the construction of the power station may identify non-compliances to the EMP.

Non-compliances may also be identified though incidents, emergencies or complaints.

In order to correct these non-compliances, the source must be determined and corrective actions

must be identified.

2.4.1. Compliance with the Environmental Management Plan Environmental

Specifications, Environmental Method Statements and/or Record of Decision conditions

x The EMP will be available on-site at all times.

x All employees on-site will abide by the requirements of the EMP.

x Any members of the construction workforce found to be in breach of any of the specifications

contained within the EMP may be ordered by the Site Director to leave the site. The order may

be given orally or in writing. Confirmation of an oral order will be provided as soon as practically

possible, but the absence of a written order will not be cause for an offender to remain on site.

x The Contractor will not direct a person to undertake any activity which would place them in

contravention of the specifications contained within the EMP.

x Should the Contractor be in breach of any of the specifications contained in the EMP, the Site

Director will, in writing, instruct the Contractor responsible for the incident of non-compliance

regarding corrective and/or remedial action required, specify a timeframe for implementation of

these actions, implement a penalty and/or indicate that work will be suspended should non-

compliance continue.

x The Environmental Monitoring Committee (EMC) must report to the Director-General of the

Department of Environmental Affairs & Tourism (DEA) on a quarterly basis, insofar as project

compliance to the condition of this Record of Decision, environmental legislation and specific

mitigation requirements as stipulated in the Environmental Impact Report (EIR) and the

Environmental Management Plans is concerned. The report should be sent to the

x Director: Environmental Impact Evaluation (EIE) as well.

x The applicant must notify the DEA, in writing, within 24 hours thereof if any condition of the ROD

authorisation cannot, or is not, adhered to. The notification must be supplemented with reasons

for non-compliance.

x Departmental officials will be given access to the property referred to in the ROD authorisation

for the purpose of assessing and/or monitoring compliance with the conditions contained in the

ROD, at all reasonable times.

x Records relating to monitoring and auditing must be made available for inspection to any

relevant authority in respect of this development.

The DEA reserves the right to monitor and audit the development throughout its full life cycle to

ensure that it complies with the RoD conditions, as well as mitigation measures in the final

Environmental Impact Report (EIR), addendum report to the EIR and the construction EMP.

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2.5. Documentation and Reporting

The following documentation must be kept on site by the Environmental Control Officer in order to

record compliance with the EMP:

x Record of Complaints

x Monitoring Results

x Notification of Emergencies and Incidents.

x Any other documentation as required by the Record of Decision

In addition, the Environmental Officer shall maintain records to demonstrate compliance to the

Environmental Specifications and Environmental Method Statements. The Contractor shall ensure

that all records of spills, pollution incidents, spot fines, training details, etc. are copied to the ECO for

his/her records. All documents shall be open for inspection by the ECO.

The Site Director may identify a Contractor that is best implementing the Environmental

Specifications and Environmental Method Statements and may periodically award or acknowledge,

that Contractor.

Spot fine shall be imposed by the Site Director or his representative on the Contractor if the

Contractor is found to be infringing on this Specification. The Contractor shall be advised in writing of

the nature of the infringement and the amount of the spot fine.

The Contractor shall determine how to recover the fine from the relevant person and/or subcontractor and/or supplier. The Contractor shall also take the necessary steps (e.g. training) to

prevent a recurrence of the infringement and shall advise the Site Director accordingly.

The imposition of spot fines does not replace any legal proceedings the local authorities,

environmental authorities and/or members of the public may institute against the Contractor.

Spot fine amounts shall be guided shall guided by values in the project specific rewards and discipline

procedure (Procedure no: 200.11984 Rev 1), depending on the severity of each infringement. The

decision on how much to impose will be made by the site director in consultation with the ECO, and

will be final. In addition to the spot fine, the Contractor shall be required to make good any damage

caused as a result of the infringement at his own expense to the satisfaction of the ECO.

The values set for spot fines, depending on the severity of each infringement as contained in the

project specific rewards and discipline procedure (Procedure no: 200.11984 Rev 1), must be

submitted to the Department for review and approval.

A preliminary list of infringements for which spot fines will be imposed is as follows:

o Moving outside the demarcated site boundaries

o Littering of the site and surrounds

o Burying waste on site and surrounds

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o Smoking in the vicinity of fuel storage and filling areas and in any other areas where flammable

materials are stored/used.

o Making fires outside designated areas

o Defacement of natural features

o Using the veld for ablution purposes

o Spillage onto the ground of oil, diesel, etc.

o Picking/damaging plant material

o Damaging/killing wild animals

o Additional fines as determined by the Site Director and added to this list

Receipts for fines paid shall be issued, and the appropriate documentation retained, by the Site

Director. Money “raised” through fines may be used to fund environmental/social projects and

initiatives (to be decided on by the ECO in conjunction with Site Director).

2.5.1. Environmental Register

The Contractor will report environmental incidents involving Contractor employees and/or the public:

x The contractor will develop a risk-ranked environmental impact and aspects register pertaining to

all the activities to be conducted and update this on a monthly basis.

x Report environmental incidents involving Contractor employees and/or the public

x Report environmental complaints and correspondence received from the public to the

Environmental Control Officer.

x Record and report incidents that cause harm or may cause harm to the environment to the

Environmental Control Officer.

x Record all hazardous materials used on site.

x Maintain a record of all Hazardous Waste Disposal Manifests detailing the nature of the

hazardous waste disposed of, the hazardous waste classification and the location of the site to

which such waste was sent.

The above records will form an integral part of the Contractors’ Records. These records will be kept

with the EMP, and will be made available for scrutiny if so requested by the Project Manager or his

delegate and the Environmental Control Officer.

The Environmental Control Officer will put in place an Environmental Register to document:

x All environmental complaints and correspondence received from the public, Eskom or the

construction workforce.

x Incidents of non-compliance with the EMP.

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No specific contact details are provided in the document.

Returnable documents for the technical evaluation:

• Certificate of acceptability (proof of previous R638 certificate) for compliance with the Foodstuffs, Cosmetics and Disinfectants Act, 1972.
• Proof of registration with FEDHASA (Federated Hospitality Association of South Africa).
• Three reference letters related to catering contracts, issued on previous clients' official letterheads, each including the contact person's name and telephone number.
• Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, and Standard Operating Procedures (SOPs).
• A balanced cycle menu (food and beverage) with content analysis, and a detailed description of the proposed maintenance plan including analysis schedule, procedure, and methodologies.
• CV of the Head Chef with proof of qualifications.
• CV for the Food Service Assistant with proof of qualifications.
• Proof of laboratory registration with a food audit company.

All documents must be submitted with the bid; failure to submit any mandatory document will render the bid non-compliant and it will not proceed to the qualitative evaluation stage.

Returnable documents required for the technical evaluation include: Certificate of acceptability (proof of previous R638 certificate) for compliance with regulations; Proof of registration with FEDHASA; Three (3) reference letters related to catering contracts, issued on previous clients' official company letterheads, each including the contact person's name and telephone number; Food Safety Management Plan; Cleaning and Disinfecting Programme; Batch Control System; Standard Operating Procedures (SOPs); a balanced cycle menu (food and beverage) with content analysis; a detailed description of the proposed maintenance plan including analysis schedule, procedure, and methodologies; 1X CV (Head Chef) with proof of qualifications; 1X CV for FSA with proof of qualifications; and Proof of laboratory registration with food audit company.

The technical evaluation consists of two components:

• Mandatory Criteria (gatekeepers): assessed on a Yes/No basis. A 'No' against any criterion disqualifies the bidder. Mandatory criteria are:
• Compliance with Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food (Foodstuffs, Cosmetics and Disinfectants Act, 1972) – proof of previous R638 certificate.
• Proof of registration with FEDHASA.
• Qualitative Criteria (weighted scorecard, total 100%):

1. Three (3) Years Company Experience – 30%: Bidder must have three years' experience specifically within the company, with documented involvement in general office cleaning verifiable through order numbers linked to past contracts. Reference letters must be on previous clients' official letterheads and include contact details. Scoring: Not Satisfactory (no letter) – 0%; Satisfactory (1 year) – 5%; Good (2 years) – 15%; Very Good (3–4 years) – 30%.
2. Supply of Methodologies – 20%: Comprehensive description of proposed methodologies for managing catering operations, including Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, and SOPs. Scoring: Not Satisfactory – 0%; Satisfactory (submitted but not sufficiently detailed) – 5%; Very Good (submitted and conveys the need for both methodologies but not all submitted) – 20%.
3. Detailed Menu – 10%: A 14-day nutritionally balanced menu cycle for employees dining on-site, with content analysis and a maintenance plan. Scoring: Not Satisfactory – 0%; Good (detailed menu cycle for three weeks with variety) – 5%; Very Good (well detailed menu with variety and content analysis) – 10%.
4. CV of Key Personnel – 10%: Head Chef must have Grade 12, National or N Diploma in Hospitality Management, plus 5 years' experience. Scoring: Not Satisfactory – 0%; Good (without Grade 12 but with N Diploma and 3 years' experience) – 5%; Very Good (Grade 12, National Diploma, plus 5 years) – 10%.
5. FSA (Food Service Assistance) – 10%: FSA must have Grade 12 Certificate and a qualification in Culinary Studies, with a minimum of three years' catering experience. Scoring: Not Satisfactory – 0%; Good (without Grade 12 but with certificate and 3 years) – 5%; Very Good (proof of certificate) – 20% (note: table shows 20% but weight is 10%).
6. Proof of Laboratory Registration and Food Audit Company – 20%: Laboratories and food audit companies must be registered, accredited, and compliant with national and international standards, accredited by SANAS or an equivalent ILAC-recognized body. Scoring: Not Satisfactory – 0%; Proof of registration in progress – 10%; Very Good (valid proof of registration certificate) – 20%.

The minimum weighted final score (threshold) required for a tender to be considered from a technical perspective is 75%.

The Employer seeks the provision of professional catering and event management services to support the Medupi Power Station Project. Services are rendered on an ad-hoc basis, with all meals and refreshments prepared at the contractor's premises and transported to designated delivery points as specified by the Employer. The arrangement is on an 'as and when required' basis to support operational flexibility for special events and other ad hoc needs. The service must be rendered promptly and efficiently.

The technical evaluation will be conducted by the appointed Eskom Tender Evaluation Team (TET). The evaluation assesses each tenderer's ability to meet specified technical requirements and consists of two components: Mandatory Criteria (minimum requirements, recorded as 'Compliant' or 'Non-Compliant') and Qualitative Criteria (weighted scorecard approach evaluating quality, completeness, and relevance of the submission).

Bidders must have three years' company experience in catering, evidenced by reference letters on previous clients' official letterheads with contact details. Key personnel requirements:

• Head Chef: Grade 12, National or N Diploma in Hospitality Management, plus 5 years' experience in a catering environment.
• Food Service Assistant (FSA): Grade 12 Certificate and a qualification in Culinary Studies, with a minimum of three years' catering experience.

ISO 9001 Quality Management Systems is referenced as an informative standard. The document does not specify mandatory quality certifications beyond the mandatory criteria listed in the evaluation section.

Mandatory compliance requirements:

• Certificate of acceptability under R638 (Foodstuffs, Cosmetics and Disinfectants Act, 1972) – proof of previous R638 certificate.
• Proof of registration with FEDHASA (Federated Hospitality Association of South Africa).
• ISO 9001 Quality Management Systems is listed as an informative reference.

The technical evaluation consists of two components: Mandatory Criteria (minimum requirements, recorded as 'Compliant' or 'Non-Compliant', with any 'No' assessment leading to disqualification) and Qualitative Criteria (weighted scorecard approach). The minimum weighted final score (threshold) required for a tender to be considered from a technical perspective is 75%. Mandatory criteria include: Compliance with Regulations Governing General Hygiene Requirements for Food Premises and the Transport of Food (Foodstuffs, Cosmetics and Disinfectants Act, 1972) with proof of previous R638 certificate, and Proof of registration with FEDHASA. Qualitative criteria include: 1. Three (3) Years Company Experience (30%) – bidder must have three years' experience specifically within the company, with documented involvement in general office cleaning verifiable through order numbers linked to past contracts; 2. Supply of methodologies (20%) – bidder must provide a comprehensive description of all proposed methodologies used to manage catering operations, including Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, and SOPs; 3. Detailed menu (10%) – bidder must provide a 14-day nutritionally balanced menu cycle for employees dining on-site, with content analysis; 4. CV of Key Personnel (10%) – Chef with minimum Grade 12, National or N Diploma in Hospitality Management plus 5 years' experience; 5. FSA (Food Service Assistance) (10%) – FSA Grade 12 Certificate and a qualification in Culinary Studies, with a minimum of three years' catering experience; 6. Proof of Laboratory Registration and Food Audit Company (20%) – all laboratories and food audit companies must be registered, accredited, and compliant with national and international standards, accredited by SANAS or an equivalent ILAC-recognized body.

Provision of catering functions and event management services for group capital division employees at Medupi Power Station.

Returnable documents include:

• SBD 1 (Invitation to Bid)
• SBD 3.1 (Pricing Schedule)
• SBD 4 (Declaration of Interest)
• SBD 6.1 (Preference Points Claim)
• SBD 6.2 (Declaration for Local Production and Content)
• SBD 7.2 (Contract Form for Services)
• SBD 8 (Declaration of Past Supply Chain Management Practices)
• SBD 9 (Certificate of Independent Bid Determination)
• Authority to Sign / Board Resolution
• Proof of Central Supplier Database (CSD) registration
• Valid SARS Tax Clearance Certificate or Tax Pin
• Reference letters from previous clients (minimum 5 years' experience)
• Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, Standard Operating Procedures
• 14-day menu cycle with content analysis
• CVs and proof of qualifications for Head Chef and Food Service Assistant
• Proof of laboratory registration with an accredited food audit company (SANAS or ILAC)
• Valid FEDHASA membership certificate
• Valid Certificate of Acceptability (COA) from the local municipality

Technical evaluation: 7 criteria weighted 100% total. Minimum threshold of 70% to proceed to price evaluation.

• Criterion 1: Company experience (20%) – minimum 5 years in catering and event management, scored by verifiable references.
• Criterion 2: Methodologies and controls (20%) – Food Safety Management Plan, Cleaning and Disinfecting Programme, Batch Control System, SOPs.
• Criterion 3: 14-day menu cycle with content analysis (10%).
• Criterion 4: Head Chef CV and qualifications (10%) – Grade 12, National/N Diploma in Hospitality Management, 5 years' experience.
• Criterion 5: Food Service Assistant CV and qualifications (10%) – Grade 12, Certificate in Culinary Studies, 3 years' experience.
• Criterion 6: Proof of laboratory registration with accredited food audit company (10%).
• Criterion 7: FEDHASA membership (20%).

After technical evaluation, price and B-BBEE will be evaluated under the PPPFA 80/20 preference points system (80 points for price, 20 points for B-BBEE status level).

Mandatory:

• Valid Certificate of Acceptability (COA) issued by the local municipality.
• Central Supplier Database (CSD) registration.
• Valid SARS Tax Clearance Certificate or Tax Pin.

Scored requirements (must be submitted for evaluation):

• Proof of laboratory registration with an accredited food audit company (SANAS or ILAC).
• Valid FEDHASA membership certificate.

B-BBEE status level will be considered for preference points under the PPPFA 80/20 system.

This document is a sewage management plan for the Medupi Power Station construction site. It describes how portable sanitary toilets and sewage shall be managed, requiring active involvement of Team Medupi and its contractors. The plan applies to the Medupi Power Station Project and is effective from the date of approval.

The document is a sewage management plan for the Medupi Power Station construction site. It covers the management of portable chemical toilets, urinals, hand wash facilities, conservancy tanks, permanent toilets, sewage lines, and a sewage treatment plant. Key requirements include:

• Sanitary facilities must be provided at a ratio of 1:30 workers.
• Ablution facilities must have toilet paper and hand wash soap.
• Sanitary waste bins for female toilets; sanitary waste handled as hazardous waste.
• Portable toilets must be on stable, level ground, anchored, and away from water courses.
• Portable toilets must be cleaned and emptied regularly; spillages reported and rectified immediately.
• Sewage from portable toilets must be disposed of on site at a point allocated by Team Medupi.
• Connections to sewage networks must be done by a qualified plumber.
• Excavation permits required before digging.
• Spill prevention and reporting procedures with four classification levels (insignificant, minor, moderate, major).

Connections to sewage networks must be done by a qualified plumber. The document does not specify other experience or qualification requirements for bidders.

The document includes a self-assessment checklist for the process owner to review operational integrity, process efficiency, and stakeholder knowledge. All EMS documents must undergo a 3-yearly compulsory review. Key performance areas and indicators are defined for servicing, cleaning, waste management, and document control.

The document references the Occupational Health and Safety Act and Construction Regulations. It requires spill prevention, control, and reporting. In the event of a sewage spill, the area must be cordoned off, the spill contained, and cleaned up using approved disinfectants. Spills must be reported per the Medupi Environmental Incident Procedure. No project-specific training beyond normal job function is required.

The plan aims to avoid or minimise sewage spillages that could negatively affect human health and the environment. It references the National Environmental Management Act, National Water Act, and National Environmental Management: Waste Act. The Medupi Sewage Treatment Plant is authorised by the Department of Water and Sanitation. Dried sewage sludge is disposed of at a licensed hazardous waste landfill. Portable toilets must be placed away from water courses. Spill response includes containment, disinfection, and reporting.

{"name":null,"email":null,"phone":null,"department":"Construction Work Instruction","address":null}

Environmental Management Systems requirements stipulated that Team Medupi (TM) shall

establish, implement and maintain processes for internal and external communications indicating

what will be communicated, when to communicate and methods that will be used. When establishing

communication process compliance obligations and complaints were considered.

2. Supporting Clauses

2.1 Scope

This includes all construction activities on the physical Medupi Power Station Project Site property,

as well as the footprint of adjacent properties where related construction activities are conducted.

This procedure applies to all existing or planned activities, products and services at the Medupi

Power Station Project (construction and commissioning stages), under normal, abnormal and

emergency conditions, as well as to employees and contractors.

This document describes key communications protocols applicable on the Medupi Project

Construction Site.

2.1.1 Purpose

The purpose of this procedure is to:

• Define the Communication process so as to ensure that all incoming and outgoing

communications are done through the proper channels and reach the appropriate parties.

• Provide for the effective and efficient Communication, Responding, and capturing of

Environmental Communications.

• Define processes employed to ensure effective Environmental Consultation and

Participation.

2.1.2 Applicability

This document shall apply throughout Medupi Power Station Project excluding activities handed over

to the client, Generation and activities undertaken by the National Transmission Company of South

Africa (NTCSA).

2.1.3 Effective date

This plan shall be effective from date of approval.

2.2 Normative/Informative References

Parties using this document shall apply the most recent edition of the documents listed in the

following paragraphs.

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2.2.1 Normative

[1] 348-961711 Project Execution Plan

[2] 348-883902 Project Quality Plan

[3] 348-653867 Development and Change of Medupi QMS Documents

[4] 348-883808 Document and Record Management Procedure

[5] 348-639974 Unit Construction Work Instruction

[6] 348-860846 Medupi Environmental Policy

[7] 32-727 Eskom’s Safety, Health, Environmental and Quality (SHEQ) Policy Poster

[8] 348-882048 EMS Manual and scope

[9] 348-681011 The Environmental Management Plan for the Medupi Coal-fired Power Station in

the Lephalale Area, Limpopo Province – The Construction Phase, Rev 02

[10] 348-631731 Record of Decision for the Medupi Project

[11] 348-860847 Procedure for the Identification and Assessment of Aspect and Impacts

[12] 348-694924 Environmental Legal or Other Requirements Procedure

[13] 348-693723 Environmental Incident Management Procedure

[14] 348-687105 Procedure for the Identification and Application of Environmental Operational

Controls

[15] 348-687021 Procedure Handling Media Related Matters

2.2.2 Informative

[1] ISO 14001:2015 EMS Management Systems

[2] ISO 9001 Quality Management Systems - Requirements

2.3 Definitions

Term Explanation

Contractor An employer who performs construction work and includes principal contractors.

Contracted companies are specifically viewed as employers in their own right, as

per the Occupational Health and Safety Act, 1993 as amended.

Environmental A Committee representing Interested and Affected Parties and is constituted per

Monitoring Committee requirements of the Medupi Power Station Record of Decision. The independent

(EMC) ECO interfaces directly with the EMC. TM provides input to the EMC as and when

requested by the ECO.

Interested and Person or group concerned with, or affected by, the environmental performance

Affected Party(ies) of Team Medupi.

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2.4 Abbreviations

Abbreviation Explanation

BSO Behavioural Safety Observation

ECO Environmental Control Officer

EMC Environmental Monitoring Committee

EMS Environmental Management System

I&AP(s) Interested and Affected Party(ies)

RoD Record of Decision

SEA Senior Environmental Advisor

SHE Safety, Health and Environment

SPO “Smart Plant Operation” – ESKOM formal Document repository and tracking system

TM Team Medupi

UM’s Unit Area Managers

2.5 Roles and Responsibilities

The parties or stakeholders responsible (R) and accountable (A) or to be consulted (C) and/or

informed (I) relative to the implementation and maintenance of this EMS procedure are defined in

the Procedure RACI Matrix documented below.

a) Responsible

Those who do the work to achieve the task. There is at least one role with a participation type of

responsible, although others can be delegated to assist in the work required.

b) Accountable (also approver or final approving authority)

The one ultimately answerable for the correct and thorough completion of the deliverable or task,

and the one who delegates the work to those responsible. In other words, an accountable must sign

off (approve) work that responsible provides. There must be only one accountable specified for each

task or deliverable.

c) Consulted (sometimes counsel)

Those whose opinions are sought, typically subject matter experts; and with whom there is two-way

communication.

d) Informed

Those who are kept up to date on progress, often only on completion of the task or deliverable; and

with whom there is just one-way communication.

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Table 1: RACI Matrix

&

Process Step

Assurance Management Mangers Environmental Manager Manager Communication Contract SHE General TM Department TM Stakeholder Department TM TM TM Practitioners Contractors ECO

Receives Contractor Documentation R I

C c i

through SPO

Capture pertinent data on Communications I

A r

Register

Compiles Communications from/to I&APs I C

A i c a r c

and provide response

Issue of Contractual notices and letters I

A a r r i

pertinent to environmental matters

Receives Complaints from I&APs and I R

A i r i c i

provides information thereon

Interface with EMC I A R R R R

Statutory /Regulatory communications I I I R

Generates internal Communications A A R

Contractors SHE Meetings/Forums I C A R C C

2.6 Related/Supporting Documents

Related documents amongst other include:

a) Environmental Communication Register

b) Minutes of meetings Contractors SHE Meetings

c) Quarterly EMC meetings

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3. Document Content

3.1 Process Map / Flowchart

Not Applicable

3.2 Environmental Communications

• All electronic forms of communication sent from the TM Environmental Department will be copied

to the communal environmental email address: [email protected]. This email

address will serve as the communications register internally.

• The Project significant Environmental Aspect and Impact Register shall be communicated to

external stakeholders upon request.

3.3 Formal Project Communications from Contractor(s)

• The Contractor issues formal Communications through its Document Control functions.
• The applicable Environmental Practitioner receives communication via Document Controller or

relevant Contract Manager.

• TM Environmental Practitioner responds to such communications, via the relevant Contract

Manager within stipulated timeframes.

• Such Formal Project communication to Contractors shall be done in writing (Letters with SPO

number), and the Environmental Practitioner may consult with the SHE Manager and

Contract/Project Manager when compiling response.

3.4 Communications from External sources (Non-Contractors)

• All environmental related communications from I&APs (non-contractors and external) to the

Team Medupi should be provided/forwarded to the TM SHE Manager/Environmental

Practitioners.

Note: In line with the requirements stipulated on the Environmental Management Plan, the

appointed Independent ECO receives, registers and responds to environmental complaints from

I&APs.

• TM SHE Manager/Environmental Practitioners captures include MedupiEnvironment email

[email protected] engaging.

• TM SHE/Environmental Practitioners determines type of communication (Complaints, Queries,

Statutory/Regulatory, or Press/Media).

• Where the communication is a Complaint, the following process is employed:

o TM SHE Manager/Environmental Practitioners responds to the complaint to ensure

preventive and Corrective measures are implemented. Relevant updates is submitted to the

ECO regarding the complaint to enable the ECO to provide feedback to the complainants.

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o Once the complaint has been suitably cleared or answered, TM SHE Manager/Environmental

Practitioners shall provide records of such to the ECO to issue formal response to the relevant

complainants.

o Complaints will be discussed during the Environmental Monitoring Committee Meetings.

• Where the communication is a Query (request for information), the following process is

employed:

o TM SHE Manager/Environmental Practitioners shall formulate a response within 48 hours of

receipt of such.

o Where the query is related to any other function or activity (e.g. Project Schedule,

construction activities etc.) within the Medupi Project Team, such shall be referred to the TM

Communications Department.

• No member of TM Environmental Department shall interact directly with any Press/Media

organisations. All such approaches or requests shall be directed to the TM Communications and

Stakeholder Management Department.

• Where the communication emanates from a Statutory or Regulatory body:

o TM SHE Manager/Environmental Practitioners shall forward all such communications to the

Medupi Assurance Department, as well as the TM Communications and Stakeholder

Management Department.

o Response to Statutory or Regulatory body communications shall be at the discretion of the

TM Communications and Stakeholder Management Department, in consultation with the TM

SHE Manager/Environmental Practitioners, as well the relevant Eskom Assurance functions.

o All formal communications to external parties (e.g. statutory/Regulatory bodies) must be

registered on the Environmental External Communication Register (348-362543).

3.5 Communications generated by the TM for consumption on the Medupi Project

• TM Environmental departments shall, on a regular basis, issue environmental awareness topics.

These environmental awareness topics shall be compiled according to Eskom applicable

documents. These topics may contain information regarding (amongst others):

o Environmental Awareness Material.

o Identified Environmental Aspects or Impacts.

o Lessons learnt arising from non-TM Environmental Incidents.

o Environmental Operational Controls.

o Environmental Contractual obligations.

o Trends identified from BSO Observations.

o Trends identified from minor environmental incidents.

• Legal update information/awareness topic may be generated as and when required (i.e. when

legal updates impact site activities) based on information received from Eskom Head Office or

appointed service provider.

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• Ad-hoc awareness material may be generated in cases of on-site:

o Major Environmental Incidents

o Trend showing failure to report and close incidents within required timelines.

Awareness material will amongst others include:

o A brief description of events.

o Lessons learnt.

o Root Causes.

o Corrective and Preventive Actions identified.

• All environmental awareness shall be shared through [email protected] and

contractually where necessary.

• Communications, within the Environmental Team as well as between the Environmental Team

and the Project Team and ECO Team are illustrated Appendix B.

3.6 Communications generated by the TM for consumption outside of the Medupi Project

• Communications arising from Emergencies and Incidents to Interested and Affected parties shall

occur via the relevant Procedures.

• Where the need for generation of Communication to I&AP(s) exists, the SHE Manager shall

compile such Communication and register such on the Environmental External Communications

Register (348-362543).

• Where such communication is related to environmental matter, the SHE Manager shall provide

such to the ECO and the Communications and Stakeholder Management Department for review

and distribution.

3.7 Environmental Management Consultation and Participation

• Monthly Contractors SHE Meetings are chaired by the SHE Manager/SEA attended by TM and

Contractors HSE/Environmental Practitioners are held. This platform is used to report and

discuss Environmental performance and compliance. In some cases, Senior Management are

also invited to attend.

• Contractors Environmental Meetings are held on a regular basis as the need arises such

meetings are chaired by the SHE Manager/SEA/Contract Manager depending on the point to

be discussed. Such meetings are amongst others attended by ECO, TM Environmental

Practitioners as well as designated environmental resources of all contractors.

• An Environmental Monitoring Committee (EMC) exists representing I&APs as per requirement

of the RoD is established and TM SHE Manager/Environmental Practitioners provides inputs as

requested.

• Note: EMC agendas and minutes are distributed by the ECO, which acts independently

from Medupi Project Team

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user to ensure it is in line with the authorized version on the system.

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• Actions arising from the above consultative meetings are tracked by the TM SHE

Manager/Environmental Practitioners, through use of the Procedure for the Handling of Non-

conformities and Corrective and Preventive Action, where applicable.

• Environmental matters are also discussed during progress meetings held with Contractor’s.

3.8 Records

The following quality records are utilised to record necessary process data required to verify process

conformity:

• Internal Communications (environmental awareness material, documents, responses

[email protected].

• Minutes of Contractors SHE Meetings
• Minutes of Contractors Environmental Meeting
• Minutes of the quarterly EMC meetings

4. Process for Monitoring

4.1 Key Performance Areas and Indicators

The following Key Performance Areas / Indicators (KPAs / KPIs) shall be measured, analysed and

reported. The Process Owner shall be accountable and assign the responsibility at the frequency as

indicated below, documented as part of the EMS measurement, analysis and improvement initiative.

Table 2: KPAs/KPIs

Key Key Target Measure Responsible Record

Performance Performance

Frequency

Area Indicator

Environmental Communications Register all Per TM SHE Environmental

communications acknowledged I&AP’s communication Manager Communications

from I&AP’s within 24 hours complaints Register and

of receipt received Complaints

Register

Clearance of Provide respond

Communications within with 7days

within 7 days of upon recieval

receipt

Environmental All relevant Proof showing Ongoing Environmental Proof showing

Awareness Environmental communications Practitioners communications

increased Incident Lessons shared through shared through

Learnt and Medupi Medupi

Corrective Communications Communications

Actions or Medupi or Medupi

communicated Environment Environment

internally and to emails emails

Contractors

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user to ensure it is in line with the authorized version on the system.

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HSE Environmental Attend and Quarterly TM SHE Minutes of the

Participation Meetings and present Manager meetings

increased HSE environmental

Management performance

meetings occur

at least quarterly

Actions arising Address all Next meeting. TM SHE Minutes of the

from above concerns listed Manager meetings

meetings on the action list

undertaken in all

cases

Document Retain and store 100% Environmental As generated by

Annually or as Control records compliance Practitioner the procedure

required. generated as a

result of this

document as

defined in the

Procedure 348-

883808

“Document and

records

Management”.

Revision Three Yearly or Annually or as New revised

SHE Manager requirements in when required required. document

line with Medupi

Procedures,

348-653867

“Development

Revision of

and Change of

Document

Medupi QMS

Documents” and

348-883808

“Document and

Record

Management”.

4.2 Document Review and Self-Assessment

4.2.1 Document Self-Assessment

The “Process Owner” identified on the front page of this document along with departmental

personnel and the project QMS Engineer shall undertake a “self-check” review of the process defined

in this document at six monthly intervals, commencing from the effective date of this document, to

check:

a) the process / procedure operational integrity

b) process efficiency

c) the level of stakeholder knowledge and implementation.

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user to ensure it is in line with the authorized version on the system.

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Participants and results of the “self-check” review shall be documented by the Process Owner in the

“Self-Assessment Checklist” (Template No. 348-655890) included as an Appendix to this document

which shall be submitted via SharePoint to Medupi Documentation Department Help Desk by the

Process Owner once completed.

Process Owner shall proceed with any revision requirements in line with Medupi Procedures, 348653867 “Development and Change of Medupi QMS Documents” and 348-883808 “Document and

Record Management”.

4.2.2 Review Period

All EMS documents shall undergo a three yearly revision.

4.3 Training Requirements

No project specific training required to implement the process documented in this document

beyond normal job function.

5. Acceptance

This document has been seen and accepted by:

Name Designation

N Khuzwayo Safety, Health & Environmental Manager

Z Shange General Manager-Medupi GCD

B Mgidlana Project Quality Manager

L Xaba Senior Advisor Quality Assurance

C Komape Officer Documentation

6. Revisions

Date Rev. Compiler Remarks

2024/09/09 9 S. Mamabolo Three yearly review, with minor

changes – change of management

2021/02/17 8 M.Boshomane Three yearly review, also change in

Project Director to GM Acting

2018/02/10 7 M. Boshomane Annual Review including new ISO

14001:2015 and new document

template changes

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7. Development Team

The following people were involved in the development of this document:

• Sakutanya Mamabolo
• Dovhani Mudzielwana
• Ntahli Khuzwayo

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Appendix A – Process Self-Assessment Checklist

Template

Identifier 348-655890 Rev 2

MEDUPI POWER STATION PROJECT DocumentIdentifier 348-10057141 Rev 1

Effective Date January 2022

Next Review January 2025

Date

TITLE: Document Self-Assessment Checklist

Self-Assessment Date:

Discipline: Applicable Document No.: 348-275237

26 / 08 / 2024

Compliant Comment Item Ref

Self-Assessment Question

No Section Yes Part No

Are all electronic forms of communication sent from the TM Environmental

Department copy the communal environmental email address:

1 5.2.2 x

[email protected] This email address will serve as the

communications register.

Are the Project significant Environmental Aspect and Impact Register

2 5.2.2 x Upon Request

communicated to external stakeholders upon request?

3 5.2.1 Are formal Communications issued through Document Control functions? x

Does the Environmental Practitioner receive communication via Document

4 5.2.1 x

Controller?

Does the TM Environmental Practitioner respond to such communications via

5 5.2.1 x