Refurbishment of media room at terminal b, or tambo international airport – safety file requirements

This document sets out insurance clauses for landside construction contracts where the awarded contract value does not exceed R150 million, construction period does not exceed 36 months, and defects liability period does not exceed 24 months.

Insurance claims contacts at Airports Company South Africa:

• Nokulunga Masiza: +27 (0)11 723 1400, mobile +27 (0)79 512 0532, [email protected]
• Buhle Mnguni: +27 (0)11 723 1400, mobile +27 (0)74 535 9075, [email protected]

These contacts are for notifying the employer of any occurrence likely to give rise to an insurance claim.

The contract is for landside construction works where the awarded contract value does not exceed R150 million, the construction period does not exceed 36 months, and the defects liability period does not exceed 24 months.

Insurance deductibles payable by the contractor:

• Contract Works: R150,000 per occurrence, increased to R250,000 for testing and commissioning.
• Contractors Public Liability: R75,000 per claim for property damage.
• Removal of Lateral Support Liability: R75,000 per claim.
• Contract Works SASRIA (theft): R25,000 per occurrence.
• Design & Construct Professional Indemnity: R5,000,000 for contracts under R50 million at award; R10,000,000 for contracts over R50 million.

The contractor must not include premiums for employer-arranged insurance in its pricing, but may include costs for supplementary insurance it chooses to take out.

The contractor must maintain the following insurances at its own expense:

• Construction Plant and Equipment insurance (replacement value), with the employer named as additional insured.
• Employer's liability / workers' compensation insurance with a limit of not less than R20,000,000.
• Motor vehicle liability insurance (balance of third party risks including passenger liability) with a limit of not less than R5,000,000.
• Buy-down cover for employer's deductibles if the contractor finds them unacceptable.
• Public liability and professional indemnity insurance in excess of the employer's covers.
• Marine cargo insurance if applicable (CIF plus 10%).
• Any other insurance customary or required by law.

Insurance policies must be with insurers and on terms approved by the employer, and produced within 28 days of contract commencement.

The employer arranges and pays for principal controlled insurance (PCI) in joint names of employer, contractor and subcontractors, covering contract works, public liability, removal of lateral support, SASRIA, and design & construct professional indemnity. The contractor must comply with all terms and conditions of these policies and is deemed aware of their limits and exclusions. The employer's professional indemnity limit is R25,000,000 aggregate per policy year, but this applies to all ACSA contracts and may be exhausted. The contractor is liable for specified deductibles. On any occurrence likely to give rise to a claim, the contractor must immediately notify the employer and the employer's insurance brokers, complete a Claim Advice Form (Appendix A), preserve damage, take photographs, inform police if theft, and not proceed with making good without insurer authorisation. The contractor must keep separate records of costs and cooperate with insurer investigations. Claims proceeds may be paid to the employer, who will arrange payment per the contract.

Refurbishment of Media Room at Terminal B Area at OR Tambo International Airport. NEC 3: Term Service Contract (TSC) between Airports Company South Africa SOC Limited and the contractor. SCM Reference Nr: ORTIA8094/2025/RFP. Service period: 6 months.

Employer: Airports Company South Africa SOC Limited, Western Precinct Aviation Park, OR Tambo International Airport, 1 Jones Road, Kempton Park, 1632, Tel 011 921 6642. Service Manager: Yvonne Mangoenyane, Tel 011 921 6882, email [email protected].

Returnable documents: completed Form of Offer and Acceptance with offered total prices (exclusive and inclusive of VAT), Schedule of Deviations (if any), and any securities, bonds, guarantees, and proof of insurance as required by the Contract Data. The contractor must contact the Employer's agent within two weeks of receiving the signed agreement to arrange delivery of these documents; failure constitutes repudiation. The agreement becomes binding unless the contractor notifies the Employer in writing within five working days of receipt of any reason for non-acceptance.

No specific evaluation criteria (e.g., price/functionality split, minimum qualifying scores) are stated in the provided document. The contract requires a valid offer with pricing inclusive of VAT (15%).

Scope: Refurbishment of Media Room at Terminal B Ground Floor Area at OR Tambo International Airport. Service period: 6 months. Contractor must submit a first plan for acceptance within 2 weeks of the Contract Date; main responsibilities are detailed in Part C3 (Service Information). Contractor must implement and maintain a quality management system as stated in the Works Information and submit a quality plan for acceptance within 2 weeks of the contract date. Risk Register includes: material arriving on time (place orders in advance), electrical cable damage (caution when demolishing old infrastructure), passenger flow disruption (move rubble at night), working at heights (use safety harness).

Contractor submits a first plan for acceptance within 2 weeks of the Contract Date. Contractor's main responsibilities are detailed in Part C3 (Service Information).

Contractor must implement and maintain a quality management system with requirements stated in the Works Information. Contractor submits a quality plan for acceptance within 2 weeks of the contract date. Project Manager may instruct correction of failure to comply with quality plan.

Pricing Data: Part C2.1 Pricing assumptions for Option B (Priced contract with Bill of Quantities). Option B is a re-measurement contract; contractor paid based on actual quantities of work performed. Bill of Quantities is a pricing document only, not Works Information. Units of measurement are metric (m, m2, m3, kg, etc.). Prices and rates are fully inclusive of all work, risks, liabilities, overheads and profit. Quantities in the Bill of Quantities may not be final. Part C2.2 Price List includes items such as compliance, equipment/scaffolding/barricading, drawings, comprehensive condition assessment and recommendations report, and services including design development, drawings, 3D renders, and approvals.

Pricing: NEC3 Option B – Priced contract with Bill of Quantities. Re-measurement contract; payment based on actual quantities of work performed. Bill of Quantities is a pricing document only, not Works Information. Prices and rates are fully inclusive of all work, risks, liabilities, overheads and profit. Quantities may not be final. Performance bond: 10% of contract value excluding VAT, unconditional and on-demand, in the form set out in Annexure B. Delay damages: 0.05% of contract value per day, up to maximum 10%. Low-performance damages: 0.05% per day, up to 10%. Payment: assessment interval 30 days of each successive month; payment within 30 days; interest at Nedbank prime lending rate. Insurance per Annexure D.

No specific eligibility thresholds (e.g., CSD, B-BBEE, CIDB) are stated in the provided document. Contractor must provide proof of insurance as per Annexure D and comply with safety file requirements (Annexure A).

Annexure E: Environmental Management System (EMS) – see attached Annexure E document.

Contract is NEC3 Term Service Contract (April 2013) with main Option B (Priced contract with Bill of Quantities), dispute resolution Option W1, and secondary Options X1 (price adjustment for inflation), X2 (changes in law), X7 (delay damages), X12 (partnering), X13 (performance bond), X15 (limitation of design liability), X17 (low-performance damages), X18 (limitation of liability), X20 (key performance indicators), and Z (additional conditions). Law: South African; language: English; period for reply: 2 weeks. Starting date: upon contract signing by ACSA; service period: 6 months. Defect date: 52 weeks after completion; defect correction period: 4 weeks. Payment: assessment interval 30 days of each successive month; payment within 30 days; interest at Nedbank prime lending rate. Delay damages: 0.05% of contract value per day up to 10% maximum. Performance bond: 10% of contract value excluding VAT. Low-performance damages: 0.05% per day up to 10%. Limitation of liability: contractor's liability for indirect/consequential loss limited per Annexure D; total liability limited to total of Prices other than excluded matters. Additional Z clauses cover interpretation, project manager delegation, early warning, fitness for purpose warranty, subcontracting payment proof, setting out, acceleration, defects date extension, quality management system, assessment of amount due, final assessment, compensation events, termination, changes in law, delay damages, performance bond, limitation of liability, cession/delegation/assignment, joint and several liability, ethics, confidentiality, liens and encumbrances, and intellectual property.

Force Majeure definition: additional conditions must be satisfied including engaging with persons responsible for riot/commotion/disorder/strike/lockout, obtaining proof, reporting to SAPS, bringing urgent court application, and ensuring court order is enforced. Adjudicator panel (Annexure C) valid for three years from 1 May 2020, with listed adjudicators. Dispute resolution: Adjudicator selected from panel; tribunal is arbitration under Association of Arbitrators (Southern Africa) rules; arbitration held in city where site is located.

Environmental terms and conditions for service and maintenance contractors working for ACSA.

Bidders must accept ACSA's environmental terms and conditions before commencing work. This includes liability for pollution clean-up costs and potential penalties (R200–R20,000) for infringements. Compliance with applicable national, regional and local legislation for waste and hazardous substances is mandatory. No other eligibility criteria are explicitly stated.

The contractor must comply with ACSA's Environmental Policy and Terms and Conditions to Commence Work. This includes preventing pollution, managing waste, minimizing noise and energy consumption, and reporting spills. The contractor is responsible for disposing of hazardous waste appropriately.

Contractors must comply with applicable regulations regarding noise, waste management, and handling of hazardous substances. They must maintain a tidy environment and keep necessary records. Penalties may be imposed for infringements, ranging from R200 to R20,000, depending on severity.

Contractors must comply with noise regulations, separate waste into general and hazardous, and maintain a tidy, litter-free work area.

Contractors must identify and manage work activities that may result in water and energy wastage, as ACSA promotes conservation of these resources.

Penalties may be imposed by ACSA on contractors found to be infringing these requirements or legislation. The contractor will be advised in writing of the nature of the infringement and the amount of the penalty.

The project involves the refurbishment of a media room at Terminal B, OR Tambo International Airport, over a six-month period. The Bill of Quantities covers demolition, construction, mechanical, electrical, and furnishing works as detailed in the technical specifications.

Bidders must complete the Form of Offer and submit pricing on the Bill of Quantities (BOQ). The BOQ is provided as an Excel file (Annex F Media Room BOQ.xlsx). The grand total (including VAT) must be transferred to the Form of Offer. No other submission instructions are stated.

No specific evaluation criteria are stated in the provided document. Bidders must complete the Form of Offer and submit pricing on the BOQ.

The project involves the refurbishment of a media room at Terminal B, OR Tambo International Airport, over a six-month period. The Bill of Quantities covers:

• Preliminaries and general: site establishment, health and safety compliance, preparation of Health & Safety File, ACSA permit compliance, access equipment/scaffolding/barricading, as-is drawings, comprehensive condition assessment with recommendations report, and interior design services (design development, drawings, 3D renders, approvals).
• Media room works: demolition of existing wall, ceiling, and floor finishes (190 m² each); supply and install matt ceramic tiles (190 m²); remove wall cladding (160 m²); install acoustic wall panels (160 m²); suspended acoustic ceiling panels (190 m²); customised illuminated bulkhead wall features with OR Tambo branding (4 items) and ceiling features (2 items); timber stage framing, timber decking (25 m²), carpet (25 m²), steel edging/trims (16 m), skirting (16 m), access steps (1); quartz countertop (5 m) and base cabinets (5 m).
• Kitchen works: removal of existing cabinets; supply and install base cabinets (3 m), wall cabinets (3 m), quartz countertop (3.5 m), stainless steel sink with mixer tap (1), ceramic splashback tiles (2 m²), non-slip floor tiles (14 m²), and hydroboil (1).
• Control room works: operator control desk (1), quartz countertop (4 m), acoustic wall panels (14 m²).
• Carpentry works: timber doors with ironmongery (5), GLSAA front entrance door with aluminium frame, glazing, ironmongery, 'Media Room' signage and ACSA logo (1).
• Mechanical works (HVAC): controller to existing AHU with 4kW VSD (1), modern air diffusers and return air grilles (35).
• Fire protection/sprinkler works: relocate existing sprinkler heads (10), additional sprinkler pipework (10 m), new sprinkler heads (10).
• Electrical works: remove and make safe existing installations (20), distribution board modifications (1), LED light fittings (15), motion sensors (5), twin socket outlets (10), dedicated AV power outlets (16), stage outlets (2), cable trays and conduits (2), UPS connections (1), earthing and bonding (1), testing and certification per SANS 10142-1 (COC) (1).
• Furnisher: layout, seating, workstations, media desks, storage, podium (sum).

Pricing must be submitted on the Bill of Quantities (BOQ). The BOQ requires rates and prices for each item, with subtotal (excluding VAT), VAT amount, and grand total (including VAT). The grand total must be transferred to the Form of Offer.

Health and safety compliance is required, including preparation of a Health & Safety File. ACSA permit compliance is required. Electrical installations must be tested and certified per SANS 10142-1 (Certificate of Compliance). No other compliance requirements are stated.

The safety file must include a list of employees working on the project with ID numbers and positions, a list of tools and equipment, subcontractor employee induction, letter of appointment, agreement with mandatory, statutory legal appointments, other appointments, company health and safety plan, environmental management plan, method statement, hazard identification and risk assessments, registers and checklists, accident/incident procedure, certificates of competency, medical certificates, certificates of competency of operators, toolbox talks, awareness training records, and accident/incident investigation records. All information must be site-specific and related to the scope of work. Bidders are responsible for providing PPE for their employees. Approval of safety files takes 14 working days.

Returnable documents: a fully compliant safety file compiled strictly in the prescribed order, site-specific and related to the scope of work. The safety file must include: company HSE policy, HIV/AIDS policy, letter of good standing, company profile, proof of company registration, proof of SARS registration, public liability insurance, company and site team organograms, scope of work, list of employees with ID numbers and positions, list of tools and equipment, subcontractor employee induction records, letter of appointment/award, agreement with mandatory signed by contractor and principal contractor, statutory legal appointments with ID, CV and certificates, other appointments as required, company health and safety plan signed by CEO/owner, environmental management plan signed by CEO/owner, method statement, hazard identification and risk assessments, registers and checklists, accident/incident procedure, certificates of competency, medical certificates, certificates of competency of operators, toolbox talks, awareness training records, and accident/incident investigation records. All information must be specific to the site/project. Bidders are responsible for providing PPE for their employees. Approval of safety files takes 14 working days.

Submission of a fully compliant safety file compiled strictly in the prescribed order, site-specific and related to the scope of work, is a precondition for bid approval. Bidders must hold a current letter of good standing, proof of company registration, SARS tax clearance, and public liability insurance. Statutory appointments (CEO delegation of duties, construction supervisor, subordinate supervisor, fall protection plan developer, risk assessor, portable electrical tools inspector, accident/incident investigator, safety committee member, stacking/storage inspector, hand tools inspector, safety officer, first aider, SHE representative, emergency evacuation planner) must be present with ID, CV and valid certificates.

The safety file must include a list of employees working on the project with their ID numbers and positions, and a list of tools and equipment to be used. Subcontractor's internal employee induction must cover specialist work, specific tasks, risk assessments, methods and general site safety. A letter of appointment/award from the client and an agreement with mandatory signed by contractor and principal contractor are required. Statutory legal appointments apply to all contractors and must include ID, CV and certificates for each role. Other appointments (safety officer, first aider, SHE representative, emergency evacuation planner) must be certified with certificates attached. The company's health and safety plan must be site-specific, related to the scope of work, and signed by the CEO/owner. An environmental management plan including waste management must be signed by the CEO/owner, with the name of the waste disposal site and copies of waste disposal certificates. A method statement describing how the work will be done is required. Hazard identification and risk assessments must be based on the method statement, and communication of risks must be signed by all persons involved. Registers and checklists, including a Material Safety Data Sheet register, are required as per scope of work. Accident/incident procedures must include appointment of an investigator, proof of competency, and an accident/incident register. Certificates of competency for first aider and SHE representative must include training records. Medical certificates are required for persons working above 2m on edges, on scaffolding, painting, rooftops, or operating machinery, specialized trucks, vehicles or equipment. Certificates of competency of operators must include medical certificates (lung function, hearing, eye tests), vehicle maintenance records, operator appointments, inspector appointments, explosive power tools, and portable electrical tools. Toolbox talks and awareness training records (equipment use, waste management, site safety rules) are required. Accident/incident investigation must include an accident/incident register, reporting procedure, recording, employer's report (WCL1 and WCL2), and emergency contact list.

Proof of company registration, proof of SARS registration, public liability insurance cover, company organogram, and site team organogram with names and cell numbers are required.

Proof of company registration, proof of SARS registration, and public liability insurance cover are required. The safety file must include a company organogram and site team organogram with names and cell numbers.

Public liability insurance cover is required. A company organogram showing reporting structure must be provided.