Simmerpan engineering building space optimization – construction tender in gauteng

Eskom Holdings SOC Ltd Registration Number 2002/015527/00

The questionnaire is applicable to all contractors (individuals, companies, close corporations, trusts) providing services or labour to Eskom Group of Companies. There is no specific eligibility criteria beyond being a potential or current contractor. The questionnaire is used to determine tax classification, not to assess technical capability.

Eskom Holdings SOC Ltd Registration Number 2002/015527/00

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{"name":null,"email":null,"phone":null,"department":null,"address":"gers (contract custodians), line management, suppliers, and OHS professionals underlining"}

Suppliers must be registered on Eskom's vendor database and must pass mandatory and functionality evaluations, including an OHS functionality threshold of 70%. They must demonstrate compliance with OHS legislation and Eskom's requirements, provide valid OHS documentation, and have the necessary competencies and resources for the scope of work. For construction work, they must be registered with the SACPCMP (for CHSA) and the Compensation Fund. Non-responsive suppliers (those failing to submit required OHS documents within specified timelines) may be disqualified.

Eskom is committed to creating and sustaining the Zero Harm value and standard of Occupational,

Hygiene and Safety (OHS). Achieving the OHS requirements will be integrated into the Eskom

procurement and supply chain processes.

This standard sets the minimum criteria for managing supplier OHS compliance and conformity

based on standards, procedures, policies, and legal obligations with which an Eskom

supplier/contractor needs comply from inception to completion of the contract/transaction.

2. Supporting clauses

2.1 Scope

This standard outlines the key responsibilities of procurement professionals, contract/project

managers (contract custodians), line management, suppliers, and OHS professionals underlining

the minimum OHS requirements that shall be addressed during the following phases, namely:

a) Project initiation and briefing, concept and feasibility study, design development;

b) Tender enquiry, evaluation, and contract award;

c) Supplier registration on the Eskom vendor database;

d) Site access/mobilisation;

e) Monitoring of performance during the contract execution period;

f) Contract completion, closeout, and post contract review; and

g) Instances where works or services under a contract can be stopped, suspended, or terminated.

2.1.1 Purpose

The purpose of this document is to guide Eskom employees when performing OHS-related

activities beginning from the procurement and supply chain process to the end of the

contract/transaction. To ensure standardisation of the OHS requirements within Eskom contract

and contractor OHS management as is reasonably practicable.

2.1.2 Applicability

The requirements contained in this document shall apply throughout Eskom Holdings SOC Ltd, its

divisions, subsidiaries, and entities in which Eskom has a controlling interest or influence.

2.1.3 Effective date

Effective from date of authorisation.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.2 Normative/Informative references

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

the following paragraphs.

2.2.1 Normative

[1] 32-727 Eskom Safety, Health, Environmental and Quality Policy

[2] 32-1034 Eskom’s Procurement and Supply Chain Management Procedure

[3] 32-196 Eskom Disciplinary Code Standard

[4] 240-62196227 Eskom Life-Saving Rules Standard

[5] National Environmental Management: Waste Act

[6] Occupational Health and Safety Act and Regulations

2.2.2 Informative

[1] 32-520 Occupational Health and Safety Risk Assessment Procedure

[2] ISO 9001 Quality Management Systems

[3] 32-95 Environmental, Occupational Health, and Safety Incident Management Procedure

[4] Compensation for Occupational Injuries and Diseases Act

[5] OHSAS 18001 Occupational Health and Safety Management Systems

[6] ISO 14001 Environmental Management Systems

[7] Mine Health and Safety Act

[8] The Constitution of the Republic of South Africa, 1996

[9] National Environmental Management Act

[10] Environment Conservation Act

[11] National Water Act

[12] National Environmental Management: Waste Act

[13] National Environmental Management: Air Quality Act

[14] National Forests Act

[15] National Environmental Management: Biodiversity Act

[16] National Environmental Management: Protected Areas Act

[17] National Heritage Resources Act

[18] National Veld and Forest Fire Act

[19] Conservation of Agricultural Resources Act

[20] 32-136 Eskom Contractor Health and Safety Requirements Standard

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.3 Definitions

Definition Explanation

Business unit A division, site, grid, operational unit, or project within, for, or on behalf

of, Eskom Holdings SOC Ltd.

An agreement with specific terms between two or more persons or

Contract entities in which there is a promise to do something in return for a

valuable benefit known as consideration/ payment.

Contract custodian The person defined in a contract as the Eskom representative, for

example, the project manager/end user, that is, the person

responsible for managing the contract and ensuring that the works or

services are executed in terms of the contract.

Contract management It is a process of managing contract creation, execution and analysis

in order to maximise operational performance and mitigate legal

ramifications, reducing financial risk at an organization. The art and

science of managing a contractual agreement throughout the contract

life cycle.

Contractual Contractual requirements consist of legal and other OHS requirements

requirements for OHS for procuring goods and/or services to be rendered for/on behalf of

Eskom. These are OHS documents required from tenderers at the

procurement phase (enquiry, evaluation, negotiation meeting and

contract award) and only tenderers that have met the mandatory and

functionality threshold will be evaluated.

Construction health A person who is registered as such in terms of the Project and

and safety agent Construction Management Profession Act, as amended.

(CHSA) Any competent person who acts as a representative for a client in

managing health and safety on a construction project for the client and

who has satisfied the registration criteria of the SACPCMP to perform

the required functions.

Competent person A person who, in respect to the work that has to be done, has the

required training, knowledge, and experience, and, where applicable,

qualification relevant to perform that work or task, provided that where

appropriate qualifications and training are registered in terms of the

provisions of the National Qualifications Framework Act ,

those qualifications and training are regarded as the required

qualifications and training, and is familiar with the Act and applicable

regulations made under the Act.

Contractor A contractor is a current or potential supplier, vendor, consultant, or

service provider. A contractor/supplier may be a natural or legal

person.

Environment The surroundings within which humans exist.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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Definition Explanation

Health and Safety A site-specific plan that forms part of the project safety file containing

plan minimum requirements as defined in the OHS Act as well as the

Eskom OHS requirements.

OHS requirements Requirements prescribed in the applicable OHS legislation, SANS

codes, municipal by-laws, and Eskom OHS requirements.

Safety, health and An act, event, initiative, or campaign that is intended to alter the

environmental current levels of OHS awareness, knowledge and/or performance in

intervention the organisation, a specific division, operating unit, or business unit.

OHS professional The key individual in Eskom charged with OHS responsibilities, such

as OHS managers, officers, advisors, and co-ordinators (for this

purpose, the OHS individual allocated to the project/programme). An

OHS professional should not be confused with a health and safety

representative, as defined in sections 17 and 18 of the OHS Act.

OHS functional head The manager in Eskom charged with OHS responsibilities in a

division/operating unit/business unit.

Site An Eskom department, a specific project site, or the site where a

supplier provides a service to Eskom, directly or indirectly.

Tender An open or closed competitive request for quotations/prices against a

clearly defined scope/specification.

Transaction Exchange of goods or services or money between a buyer and a

seller.

2.4 Abbreviations

Abbreviation Explanation

BRA baseline risk assessment

CHSA Construction health and safety agent

COIDA Compensation for Occupational Injuries and Diseases Act

DE Divisional executive

DEL Department of Employment and Labour

DMR Department of Mineral Resources

EMP Environmental Management Programme

ESR Environmental status rating

ISO International Organization for Standardization

MTC Multidisciplinary committee

OHS Occupational hygiene and safety

ORHVS Operating Regulations for High-Voltage Systems

PPPFA Preferential Procurement Policy Framework Act

PSR Plant Safety Regulations

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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Abbreviation Explanation

RFI Request for information

SACPCMP South African Council for Project and Construction Management

Professions

2.5 Roles and responsibilities

2.5.1 Designers shall:

The designer shall ensure that the occupational health and safety (OHS) requirements applicable

to the project/scope of work are incorporated into the design. Consider the associated risks

identified in the scope of specific OHS specification/requirements and baseline risk assessment.

The identification and analysis of hazards and risks must form part of the design process.

Note: Environmental issues, as they may affect the site/project, shall be identified, assessed,

controlled, and monitored for compliance and efficiency by the environmental professionals.

2.5.2 Procurement practitioners shall

2.5.2.1 Ensure that sufficient notification and preparation times are provided for the relevant OHS

professional to form part of the multidisciplinary team for the preparation of the relevant

and specific OHS requirements for the procurement enquiry.

2.5.2.2 Ensure that the appropriate OHS representative provides the OHS requirements and

specified documents before the release of the procurement enquiry.

2.5.2.3 Ensure that the OHS professional participates in, and provides input into, relevant

meetings or forums, processes, and reports that lead to the awarding of a contract (for

example, supplier evaluations, squad check meetings, contracting strategies,

negotiations, clarification meetings, tender evaluations, evaluation report compilation,

contract awarding, and briefing meetings).

2.5.2.4 Ensure that the records about supplier OHS non-conformances during contract

execution, post contract reviews, supplier suspensions, and contract terminations are

received from the contract custodian and where applicable, Procurement shall keep a

record of such information to make it easily accessible to the relevant stakeholders for

future reference, especially when determining the allocation of future works or services.

2.5.2.5 Ensure that applicable OHS requirements for any emergency work are provided to the

preferred contractor/supplier at the same time when the enquiry is made to avoid delays.

The supplier OHS documentation shall be received from the preferred contractor/supplier

and approved urgently to allow work to commence.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.3 Contract custodian (contract executor, end user)

The contract custodian shall:

2.5.3.1 Ensure that the contract specifies how OHS will be managed and reported on for the

duration of the contract/transaction and the supplier/contractor adheres to the relevant

contract OHS requirements.

2.5.3.2 Ensure that the OHS professional forms part of the cross-functional team and take part

in all relevant meetings.

2.5.3.3 Ensure that project-specific OHS requirements are provided by the OHS professional.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.3.4 Ensure that the OHS costing prepared is informed by the risks associated with the scope

of work and forms part of the bill of quantities or the pricing schedule.

2.5.3.5 Ensure that if any designs are to be carried out, the OHS requirements shall be

forwarded to the designer for inclusion in the design.

2.5.3.6 Ensure that a project OHS specification/requirements, together with the project baseline

risk assessment (BRA), Eskom’s Acknowledgement form for OHS legal and other

requirements (Annexure B), 32-136 standard, evaluation criteria, and other relevant

documents (for example, 32-418, if the scope of work includes working at heights, PSR.

or ORHV regulations, etc.) are prepared in conjunction with the OHS professional and

provided/published with the procurement enquiry.

2.5.3.7 Ensure that the principal contractor develops a project-specific OHS plan. When a tender

has been awarded, it is the contract custodian’s responsibility to ensure that the OHS

plan of the principal contractor is evaluated and approved before the commencement of

work.

2.5.3.8 Ensure that the OHS file is evaluated for compliance once the contract has been

awarded. Once satisfied that the contents of the OHS file meet the requirements, a letter

of acceptance shall be issued to the contractor.

2.5.3.9 Ensure that, after signing the contract (national/divisional/panel contracts), the contractor

shall immediately meet the OHS professional on site to discuss the site OHS

requirements and thereafter the contractor/supplier shall prepare the OHS file within

seven working days/or within the timeframe agreed between the contractor/supplier and

the site/BU/OU OHS professional.

2.5.3.10 Ensure that the OHS plan of the principal contractor and any appointed contractor is

audited throughout the execution of the project for compliance from a legislative and

OHS point of view

2.5.3.11 Ensure that the necessary details/issues pertaining to contractor non-conformances on

contractual OHS obligations during contract execution, safety interventions, post contract

review, and supplier reconsideration are adequately addressed, recorded, and submitted

to Procurement Department for recording and to support future reference;

2.5.3.12 Ensure that, after the initial procurement process has concluded for national or divisional

contracts (registration, tender evaluation and contract award phases), there is handover

to the site OHS professional at the site where the work/service is to be conducted.

2.5.3.13 Ensure that for national and divisional contracts, when a supplier mobilises to site, the

responsible manager based at the Eskom site must take over the responsibility for

ensuring that the supplier works according to the approved OHS plan and provides

oversight supervision over the contractor for task / activities / work / service being

performed.

2.5.3.14 Ensure that the Health and safety specification and BRA are made available to the

appointed contractors where additional contractors are appointed.

2.5.3.15 Ensure that the 37(2) agreement is signed by the contract custodian and the

contractor/supplier when signing the contract.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.4 Line managers

All managers to whom OHS professionals report (that is, project, grid, operating unit, business unit,

power station, etc.) shall:

2.5.4.1 Be responsible for allocating resources to participate in all phases of contractor OHS

management and the procurement and supply chain processes for their respective

division and sites.

2.5.4.2 Ensure that the OHS professionals allocated to participate in the procurement and

supply chain processes are competent and aware of their roles and responsibilities in

embedding OHS requirements to contract.

2.5.4.3 Apply discretion when allocating an OHS resource to represent OHS by considering the

value and complexity of the scope of work. A subject matter expert may be seconded or

sourced to assist with certain projects/transaction/scope of work.

2.5.4.4 Ensure that all parties are familiar with the inclusion of OHS requirements in the enquiry

documents.

2.5.5 OHS professionals shall:

2.5.5.1 Ensure that the relevant OHS procedures and documentation used during the

procurement processes are always applicable to the project and form part of the

procurement enquiry.

2.5.5.2 Conduct the research, preparation, and consolidation of the applicable OHS

requirements, together with the designer/project engineer and contract custodian (end

user) for each market engagement, supplier selection, contracting, contract execution,

etc.

2.5.5.3 Ensure that OHS requirements are handed over to the allocated procurement and supply

chain representative.

2.5.5.4 Determine which services are exempted or waived and advise the procurement

representative/contract custodian accordingly in writing.

2.5.5.5 Ensure that requirements listed in Annexure C1/C2/C3/C4/C5 (evaluation criteria) are

always relevant to the scope of work/project that shall be used during the tender

evaluation stage.

2.5.5.6 Audit the OHS plans and all the contents of the OHS file of the principal contractor and

any appointed contractor for compliance. Auditing will be conducted by the client’s

representatives as per the client’s OHS requirements and applicable legislation as

amended.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.5.7 Ensure the utilisation and support of the mechanism for monitoring OHS performance

and compliance during contract execution

2.5.5.8 Provide detailed information pertaining to supplier non-conformances and safety

interventions for the post contract OHS review and provides reports for the contract

custodian to submit to Procurement.

2.5.5.9 Ensure that the OHS plan/OHS systems of the principal contractor and any appointed

contractor is audited throughout the execution of the project for compliance from a

legislative and OHS point of view.

2.5.5.10 Determine whether the work falls within the definition of “construction work”. If the work

falls within “construction work”, he/she must ensure alignment of the OHS requirements

such that compliance with the Construction Regulations 2014 is achieved.

2.5.6 Construction and safety agent (CHSA)

The responsibilities and duties of the construction health and safety agent shall be aligned to the

Construction Regulations and CBE published scope of work as amended.

The construction health and safety agent shall:

2.5.6.1 Ensure that a BRA is prepared for an intended construction work project.

2.5.6.2 Provide the designer with a health and safety specification contemplated in paragraph

5(b) of the CR 2014.

2.5.6.3 Facilitate that the health and safety specification is included in the tender documents.

2.5.6.4 Facilitate that the potential principal contractors submitting tenders have made adequate

provision for the cost of health and safety.

2.5.6.5 Facilitate that the principal contractor to be appointed has the necessary competencies

and resources to carry out the construction work safely.

2.5.6.6 Facilitate that the principal contractor is registered and in good standing with the

compensation fund or with a licensed compensation insurer as contemplated in the

Compensation for Occupational Injuries and Diseases Act .

2.5.6.7 Ensure an appointment of every principal contractor in writing for the project or part

thereof on the construction site.

2.5.6.8 Ensure that copy of the principal contractor’s health and safety plan is available on

request by an employee, inspector, or contractor.

2.5.6.9 Conduct periodic health and safety audits in accordance with Construction Regulations

requirements.

2.5.6.10 Facilitate that the health and safety file contemplated in regulation 7(1) (b) of the CR

2014 is kept and maintained by the principal contractor.

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.7 National and divisional contract

2.5.7.1 The responsible division that initiated the project/contract to be established must provide

or allocate an OHS resource for the project/contract/transaction.

2.5.7.2 After contract award, the OHS professional responsible for the procurement enquiry shall

hand over the relevant OHS documentation applicable to the scope of work/contract to

the division/BU/OU OHS professional.

2.5.7.3 The division/BU/OU that requested the work to be done and the division/BU/OU that will

be overseeing the execution of the work must have a service-level agreement to ensure

compliance during the project execution stage.

2.5.7.4 Eskom site management is responsible for directly supervising and managing such

contracts and ensuring that OHS is complied with. This will require that operational

control be managed and enforced at the operational level, and not by an oversight or

indirect supervisory function.

2.5.7.5 After signing the contract, the supplier/contractor must, within five working days, meet

the OHS professional on site to discuss the OHS site requirements. The site must allow

five to 15 working days for the preparation of the OHS site requirements by the

contractor/supplier.

2.5.6 Tender committee

It is the responsibility of the tender committee to ensure that OHS requirements have been catered

for with every transaction unless the services/products being procured are exempted from such.

2.5.7 Supplier/Contractor/Service provider

2.5.7.1 It is the responsibility of the supplier to provide valid and authentic documentation for

assessment.

2.5.7.2 The supplier may seek guidance, clarity, and advice from Eskom to comply with the

requirements of this standard (excluding the tender phase).

2.5.7.3 The supplier must comply with, and adhere to, OHS legislation and Eskom OHS

requirements at all times when conducting work for or on behalf of Eskom or any of its

subsidiaries.

2.5.7.4 The supplier, as a legal entity, must be conversant with OHS legal obligations related to

the works tendered for.

2.5.7.5 Each site or premises of Eskom and its subsidiaries has/have different OHS site-specific

requirements, and it is the responsibility of the supplier to ensure that those requirements

are met before work can commence. Approval from one site/premises does not

automatically provide authorisation to execute work at another site that is outside the

jurisdiction of the authorising OHS personnel, even if the scope is similar.

2.5.8 Training

All individuals or roles players involved in the procurement process of a service or enquiry shall be

rained on this procedure (procurement official, end users, designers, contract custodians and OHS

professionals).

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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2.6 Process for monitoring

The implementation of this standard will be monitored as part of contract reviews, inspections,

and/or audits undertaken.

2.7 Related/Supporting documents

1. 240-77433139 Annexure A: Supplier risk category
2. 240-77471499 Annexure B: Eskom’s Acknowledgement form for OHS legal and other

2.5.3.11 Ensure that the necessary details/issues pertaining to contractor non-conformances on

contractual OHS obligations during contract execution, safety interventions, post contract

review, and supplier reconsideration are adequately addressed, recorded, and submitted

to Procurement Department for recording and to support future reference;

2.5.3.12 Ensure that, after the initial procurement process has concluded for national or divisional

contracts (registration, tender evaluation and contract award phases), there is handover

to the site OHS professional at the site where the work/service is to be conducted.

2.5.3.13 Ensure that for national and divisional contracts, when a supplier mobilises to site, the

responsible manager based at the Eskom site must take over the responsibility for

ensuring that the supplier works according to the approved OHS plan and provides

oversight supervision over the contractor for task / activities / work / service being

performed.

2.5.3.14 Ensure that the Health and safety specification and BRA are made available to the

appointed contractors where additional contractors are appointed.

2.5.3.15 Ensure that the 37(2) agreement is signed by the contract custodian and the

contractor/supplier when signing the contract.

value, duration, complexity, environmental aspects, and impacts and the criticality of the

scope of working conditions of any applicable environmental approvals.

3.4.4 Phase 5: Contract/Service execution and continual monitoring

3.4.4.1 Continual OHS performance monitoring

a) Eskom shall conduct risk-based inspections, audits, and blitz inspections to monitor OHS

compliance and adherence to the OHS plan by the contractor.

b) The contractor performing construction work shall be audited in accordance with the

applicable legal and other requirements as amended.

c) For contractors performing non-construction work, the frequency of the audit/inspection

shall be determined by the risk associated with the scope of work based on legal and other

requirements as amended.

d) The contract custodian shall ensure that monitoring mechanisms (such as audits and

reviews) are instituted, with the support of OHS professionals, to ensure compliance with

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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3.4.4.2 Management of contractors

a) The contract custodian shall ensure that the principal contractor is notified that he/she is

accountable for the management of his/her employees/contractors/suppliers and also to

ensure that his/her contractors/suppliers comply with the applicable legal and other

requirements (applicable during contract execution of works and services in terms of the

contract).

b) The contract custodian, in consultation with the procurement practitioner, has to ensure that

all the non-conformances or non-compliances of the suppliers/contractors are dealt with by

means of approved Eskom contractor management processes, for example, supplier

reconsideration review committee.

3.4.4.3 Enforcement of compliance and monitoring during contract execution

review committee:

 The supplier investigation report by BU/OU will be required.

 The Non-conformance reports issued.

 Written feedback from the supplier.

 The minutes of the meetings held with the supplier.

 Sanction: state the period of suspension/blacklisting.

 Contract: will the supplier complete the outstanding work, or is there another option/plan B?

 Project information: start and end date.

demobilisation inspection is carried out a month before the contract end date is reached with the

assistance of the OHS professionals or the contractor leaves site.

The contractor’s OHS file or copy thereof shall be handed over to the contract custodian on

completion of the project 10 days before the contract ceases. Eskom shall retain the OHS file for a

minimum of 40 years.

division’s premise/site, the project handover shall include the OHS file, which shall be handed over

to the client or client’s agent (site owner/asset owner).

3.7.2 Phase 6: Post contract review

3.7.2.1 The contract custodian has to inform the supplier about the OHSKPIs before work can

commence, and Annexure D can be used as a guideline. The contractor performance

monitoring process will be applied based on the risk of the project. The BU/OU should

develop its contractor monitoring process. The OHS professional has to be involved to

assist the contract custodian with setting the OHSKPIs and shall prepare the OHS

component in preparation for the review process, that is, audit reports and the OHS

compact/contract, inspections, minutes, presentations, etc.

3.7.2.2 After a contract has ceased or ended, the supplier must be evaluated on OHS

performance throughout the project by the contract custodian, with the support of the

a) OHS professionals shall conduct work stoppages, inspections, audits, and blitzes to monitor OHS compliance

240-77471651 Annexure C1: Supplier OHS tender evaluation template (high and medium risk)

240-77471969 Annexure C2: Supplier OHS tender evaluation template (medium risk)

240-106084657 Annexure C3: Supplier OHS tender evaluation template (low risk)

240-106084699 Annexure C4: Supplier OHS tender evaluation template (construction work)

240-77472561 Annexure D: Contract OHS performance evaluation template

240-108987034 Annexure E: OHS procurement process checklist

37(2) agreement

240-73198256 Professional services Health and safety specification template

240-73416879 High-risk services Health and safety specification template

240-157810171 Construction services Health and safety specification template_

240-73418055 Manufacturers Health and safety specification template

240-73419711 General services Health and safety specification template

240-157810099 Supply and delivery Health and safety specification template

240-162195779 Tender Evaluation report

Document content 3.1 The contractor OHS management model Eskom has adopted a six-phase OHS contractor management model to manage contracts, contractors and suppliers effectively. See Figure 1.1 on . 3.1 Phase 1: Project Initiation and briefing, concept and feasibility study, design development 3.1.1 Initiation and briefing The OHS professional/CHS agent shall form part of the meetings in this phase to assist in developing a clear construction/project health and safety requirements, ensure that OHS forms part of the initiation meetings and identify preliminary construction/project health and safety risk profile and record construction/project health and safety risk communication. CONTROLLED DISCLOSURE When downloaded from the document management system, this document is uncontrolled, and the responsibility rests with the user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30. Contract and Contractor OHS management Unique Identifier: 32-726 Revision: 3 Page: 3.1.2 Concept and feasibility The OHS professional/CHS agent shall attend the design meetings in accordance with the project planning phases, take part in preliminary cost estimates/budgets for construction project health and safety, prepare the draft construction/project BRA, health and safety specification and share the required surveys, tests, and other investigations and related reports. 3.1.3 Design development For any product or service that includes compiling the design of a building, equipment, modification of existing plant, etc., the Eskom contract custodian, with the assistance of the OHS professional and occupational hygiene professional have to provide the designer with an health and safety specification/requirements specific to the project to ensure integration of OHS requirements in the design. The designer shall not commence with the design if the health and safety specification has not been provided. The designer (internal or external), contract custodian, and responsible OHS professional have to conduct a site visit before commencing with the design or before any health and safety specification/OHS requirements can be developed. (This phase may not apply to all projects/transactions). For the responsibilities of the Professional Construction health and safety agent, refer to the Construction regulations 2014 as amended. 3.2 Phase 2: Tender phase (procurement strategy, tender enquiry and documents, evaluation, and award) 3.2.1 Procurement strategy 3.2.1.1 OHS shall form part of the cross-functional team during the procurement of goods and services for, or on behalf of, Eskom. 3.2.1.2 OHS professional will influence the initial development of a procurement strategy to the market engagement for supplier selection, contracting, contract handover, and performance monitoring and contract execution based on the scope of work. 3.2.1.3 The OHS professionals shall ensure that the compiled scope-specific OHS requirements are listed in the procurement strategy. CONTROLLED DISCLOSURE When downloaded from the document management system, this document is uncontrolled, and the responsibility rests with the user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30. Contract and Contractor OHS management Unique Identifier: 32-726 Revision: 3 Page: 3.2.2 Tender enquiry

OHS, legal, and other requirements are to be complied with at all times, and OHS professionals shall form part of the cross-functional team during the procurement of goods, products, and/or services in Eskom.

The OHS professional shall compile the scope-specific/risk-based OHS requirements and submit to the procurement professional. OHS requirements shall form part of the tender enquiry.

The OHS requirements shall be aligned with the Contractor OHS management risk category as per Annexure A. The tender enquiry shall be accompanied by scope-specific OHS requirements and the BRA, Annexure B (Acknowledgement form for Eskom’s OHS legal and other requirements, 32-136 (Contractor Health and Safety Requirements Standard), and the evaluation criteria.

OHS tender returnable must be clear and explicit to suppliers/contractors.

Where applicable, the tenderers or potential suppliers/contractors may be expected to conduct a site visit of the area where the work will be executed before tendering, under the supervision of the Eskom contract custodian and the procurement practitioner.

Further guidance and support with regard to OHS matters will be provided at the clarification meeting. OHS shall be a standard item on the agenda for the clarification meeting. 3.2.2.1 Other transactions (RFI, emergency procurement, sole source, contract extension or modification, etc.) The OHS requirements shall be provided to the contractor/supplier when requesting quotations to avoid delays. The supplier’s OHS documentation shall be received from the preferred contractor/supplier and approved before commencement of work. For tender prequalification (RFI) purpose, the OHS professional shall form part of the multidisciplinary committee (MTC). 3.2.2.2 International suppliers/contractors performing work for or on behalf of Eskom All international contractors conducting work for or on behalf of Eskom shall comply with Eskom OHS requirements and the applicable South African legislation. Their OHS documents shall be written in English. The OHS requirements to be communicated to the supplier/contractor shall be risk-based and scope-specific. 3.2.2.3 OHS documents to be published in the tender enquiry To avoid bombarding suppliers/contractors who wish to respond to the Eskom tender, the following minimum OHS requirements must be submitted to the procurement and supply chain. The applicable Eskom OHS policies and procedures will be given to the successful supplier/contractor. CONTROLLED DISCLOSURE When downloaded from the document management system, this document is uncontrolled, and the responsibility rests with the user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30. Contract and Contractor OHS management Unique Identifier: 32-726 Revision: 3 Page: Scope-specific OHS specification/OHS requirements, including the project BRA, Annexure B: Eskom’s Acknowledgement form for OHS legal and other requirements (the listed legislature, Eskom policies and procedures shall be amended to align with the scope of work/identified risks)

32-136 Contractor Health and Safety Requirements

OHS tender evaluation criteria

Applicable Eskom procedures that contain the requirements the supplier/contractor needs to be informed of before responding to the enquiry/transaction in order to make provision for the OHS costs in the bill of quantities, for example, 32-418 for the scope of work that includes working at heights, plant safety regulations (PSR) for or scope of work requiring ORHV regulations training, etc. 3.2.2.4 Occupational health and safety specification and plan The health and safety specification shall be issued with the enquiry/transaction to inform the future contractors/suppliers of the health and safety requirements associated with the scope of work/contract/project, and the contractor/supplier shall submit the health and safety plan in response. The health and safety specification templates are made available and shall be updated, amended to cover the OHS requirements related to the scope of the risks of the project/contract. Once the health and safety specification is completed, it must be signed by both the OHS professional and the contract custodian. The health and safety specifications and plans shall be named in the following.  For construction work: The health and safety specification and health and safety plan.  For non-construction work: The health and safety requirements for the site/BU/OU (add BU/OU/site name) and audible OHS system/manual that satisfy the issued OHS site, legal and other requirements.  For national contracts: The health and safety requirements for ... (include the name of the project/ scope of work) and audible OHS system/manual that satisfy the issued OHS, legal and other requirements. The Eskom OHS professional must communicate to the potential supplier/contractor that the health and safety plan must be approved internally before submission to Eskom. When the Eskom OHS professional is satisfied with the contents of the health and safety plan; the plan will first be signed by the OHS professional and approved by the contract custodian and initialled on every page at the bottom right corner. Note: Health and Safety specifications and plans are construction regulations requirements and only applicable to the construction work. For other projects/contracts the above identification will be used. 3.2.2.5 OHS application, evaluation, and reports OHS as a contractual requirement will only evaluate the shortlisted suppliers that have passed mandatory and functionality evaluation threshold. CONTROLLED DISCLOSURE When downloaded from the document management system, this document is uncontrolled, and the responsibility rests with the user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30. Contract and Contractor OHS management Unique Identifier: 32-726 Revision: 3 Page

On completion of the tender evaluation of shortlisted suppliers, OHS will compile an initial tender evaluation report, which will highlight compliance/conformance gaps (outstanding documents/information or insufficient evidence of compliance) by the suppliers and recommend or not recommend supplier based on the level of compliance/conformance.

The procurement practitioner will engage the suppliers only once, requesting all the outstanding tender documents to be submitted within a period not exceeding seven working days.

When the procurement practitioner receives the submitted tender documents within the stipulated timelines, OHS will re-evaluate the submitted tender documents and will compile, and resubmit a final tender evaluation report. However, insufficient evidence of compliance/gaps will be addressed with the preferred supplier at the negotiation meeting as part of the contract conditions. The closeout timelines of the compliance/conformance/gaps will be determined by the OHS professional.

OHS as functionality; the technical, procurement and OHS teams will conduct the initial tender evaluation in line with the OHS functionality threshold of 70% (see Appendix A below) and the successful potential tenderers may undergo further evaluation. Where applicable, OHS will form part of the initial tender evaluation, including both desktop and onsite (supplier/contractor site) evaluations.  For open market tender/enquiry, the suppliers that did not submit the requested OHS documents within the specified time will be regarded as non-responsive. In contrast, the suppliers that responded will be re-evaluated. Should the submitted OHS documents not conform to/meet the compliance standard, the gaps will be addressed with the preferred bidder/tenderer during the negotiation meeting. After negotiations, the supplier shall submit the site-specific OHS file for evaluation and must address the gaps prior to commencement of work on site.  For panel contracts, the suppliers that did not submit the requested OHS documents within the specified time will be regarded as non-responsive. In contrast, the suppliers that responded will be re-evaluated. Should the submitted documents not conform to/meet the compliance standard, the gaps will be addressed with the preferred bidders/tenderers during the negotiation meeting. The reviewed OHS returnable will be submitted to Eskom by the preferred tenderers/bidders and the final OHS report will be submitted to the buyer. The site- or scope-specific OHS file requirements will be communicated to the supplier/contractor by the BU/OU when issuing the task order. The BU/OU must allow 5 to 15 working days for preparation of the OHS site requirements by the contractor/supplier in consultation with the OHS professional.

Note: For OHS as contractual requirements, each supplier will only be evaluated twice during tender evaluation stage before the final report is submitted to the procurement practitioner. To avoid the delays and the effective use of OHS resources, no supplier/contractor’s tender OHS documents shall be evaluated more than two times before contract award. However, the OHS file must be evaluated and approved before commencement of work.

However, should any further tender evaluations be required, the procurement manager will submit a motivation and supporting documentation for the request to the relevant OHS senior manager/OHS manager for approval.

B-BBEE Details: ge of goods or services or money between a buyer and a

seller.

2.4 Abbreviations

Abbreviation Explanation

BRA baseline risk assessment

CHSA Construction health and safety agent

COIDA Compensation for Occupational Injuries and Diseases Act

DE Divisional executive

DEL Department of Employment and Labour

DMR Department of Mineral Resources

EMP Environmental Management Programme

ESR Environmental status rating

ISO International Organization for Standardization

MTC Multidisciplinary committee

OHS Occupational hygiene and safety

ORHVS Operating Regulations for High-Voltage Systems

PPPFA Preferential Procurement Policy Framework Act

PSR Plant Safety Regulations

Controlled disclosure

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

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

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Abbreviation Explanation

RFI Request for information

SACPCMP South African Council for Project and Construction Management

Professions

2.5 Roles and responsibilities

2.5.1 Designers shall:

The designer shall ensure that the occupational health and safety (OHS) requirements applicable

to the project/scope of work are incorporated into the design. Consider the associated risks

identified in the scope of specific OHS specification/requirements and baseline risk assessment.

The identification and analysis of hazards and risks must form part of the design process.

Note: Environmental issues, as they may affect the site/project, shall be identified

. Introduction ............................................................................................................................... 4

2. Supporting clauses ................................................................................................................... 4

2.1 Scope ............................................................................................................................... 4

2.1.1 Purpose ................................................................................................................. 4

2.1.2 Applicability ........................................................................................................... 4

2.1.3 Effective date ......................................................................................................... 4

2.2 Normative/Informative references ..................................................................................... 5

2.2.1 Normative .............................................................................................................. 5

2.2.2 Informative............................................................................................................. 5

2.3 Definitions ........................................................................................................................ 6

2.4 Abbreviations ................................................................................................................... 7

2.5 Roles and responsibilities ................................................................................................. 8

2.5.1 Designers shall: ..................................................................................................... 8

2.5.2 Procurement practitioners shall ............................................................................. 8

2.5.3 Contract custodian (contract executor, end user) .................................................. 9

2.5.4 Line managers ..................................................................................................... 11

2.5.5 OHS professionals shall: ..................................................................................... 11

2.5.6 Construction and safety agent (CHSA) ................................................................ 12

2.5.7 National and divisional contract ........................................................................... 13

2.5.6 Tender committee................................................................................................ 13

2.5.7 Supplier/Contractor/Service provider ................................................................... 13

2.5.8 Training................................................................................................13

2.6 Process for monitoring .................................................................................................... 14

2.7 Related/Supporting documents ...................................................................................... 14

3. Document content .................................................................................................................. 14

3.1 The contractor OHS management model ....................................................................... 14

3.1 Phase 1: Project Initiation and briefing, concept and feasibility study, design

development ................................................................................................................... 14

3.1.1 Initiation and briefing ........................................................................................... 14

3.1.2 Concept and feasibility ........................................................................................ 15

3.1.3 Design development ............................................................................................ 15

3.2 Phase 2: Tender phase (procurement strategy, tender enquiry and documents,

evaluation, and award) ................................................................................................... 15

3.2.1 Procurement strategy .......................................................................................... 15

3.2.2 Tender enquiry .................................................................................................... 16

3.2.3 Phase 3: Supplier registration .............................................................................. 21

3.2.4 Phase 4: Site mobilisation/Access to the site ....................................................... 21

3.3 Site mobilisation/Access to the site ................................................................................. 22

3.4 Health and safety non-negotiable rules .......................................................................... 22

Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

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3.5 Supplier relationship management ................................................................................. 23

3.6 Material handling and storage equipment ....................................................................... 24

3.7 Supplier review committee ............................................................................................. 24

3.7.1 Contract completion/handover ............................................................................. 25

3.7.2 Phase 6: Post contract review ............................................................................. 25

4. Acceptance ............................................................................................................................. 25

5. Revisions ................................................................................................................................ 26

6. Development Team ................................................................................................................ 26

Appendix A: OHS functionality evaluation criteria.......................................................................... 27

Appendix B: Tender/Enquiry process flow ..................................................................................... 28

Appendix C: Contractor OHS management model flow diagrams ................................................. 29

Hygiene and Safety (OHS). Achieving the OHS requirements will be integrated into the Eskom

procurement and supply chain processes.

managers (contract custodians), line management, suppliers, and OHS professionals underlining

the minimum OHS requirements that shall be addressed during the following phases, namely:

a) Project initiation and briefing, concept and feasibility study, design development;

b) Tender enquiry, evaluation, and contract award;

c) Supplier registration on the Eskom vendor database;

d) Site access/mobilisation;

e) Monitoring of performance during the contract execution period;

f) Contract completion, closeout, and post contract review; and

g) Instances where works or services under a contract can be stopped, suspended, or terminated.

2.1.1 Purpose

the following paragraphs.

2.2.1 Normative

[1] 32-727 Eskom Safety, Health, Environmental and Quality Policy

[2] 32-1034 Eskom’s Procurement and Supply Chain Management Procedure

[3] 32-196 Eskom Disciplinary Code Standard

[4] 240-62196227 Eskom Life-Saving Rules Standard

[5] National Environmental Management: Waste Act

[6] Occupational Health and Safety Act and Regulations

2.2.2 Informative

[1] 32-520 Occupational Health and Safety Risk Assessment Procedure

[2] ISO 9001 Quality Management Systems

[3] 32-95 Environmental, Occupational Health, and Safety Incident Management Procedure

[4] Compensation for Occupational Injuries and Diseases Act

[5] OHSAS 18001 Occupational Health and Safety Management Systems

[6] ISO 14001 Environmental Management Systems

[7] Mine Health and Safety Act

[8] The Constitution of the Republic of South Africa, 1996

[9] National Environmental Management Act

[10] Environment Conservation Act

[11] National Water Act

[12] National Environmental Management: Waste Act

[13] National Environmental Management: Air Quality Act

[14] National Forests Act

[15] National Environmental Management: Biodiversity Act

[16] National Environmental Management: Protected Areas Act

[17] National Heritage Resources Act

[18] National Veld and Forest Fire Act

[19] Conservation of Agricultural Resources Act

[20] 32-136 Eskom Contractor Health and Safety Requirements Standard

and safety agent Construction Management Profession Act, as amended.

(CHSA) Any competent person who acts as a representative for a client in

managing health and safety on a construction project for the client and

who has satisfied the registration criteria of the SACPCMP to perform

the required functions.

2.5 Roles and responsibilities

2.5.1 Designers shall:

The designer shall ensure that the occupational health and safety (OHS) requirements applicable

to the project/scope of work are incorporated into the design. Consider the associated risks

identified in the scope of specific OHS specification/requirements and baseline risk assessment.

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.3.4 Ensure that the OHS costing prepared is informed by the risks associated with the scope

of work and forms part of the bill of quantities or the pricing schedule.

2.5.3.5 Ensure that if any designs are to be carried out, the OHS requirements shall be

forwarded to the designer for inclusion in the design.

2.5.3.6 Ensure that a project OHS specification/requirements, together with the project baseline

risk assessment (BRA), Eskom’s Acknowledgement form for OHS legal and other

requirements (Annexure B), 32-136 standard, evaluation criteria, and other relevant

documents (for example, 32-418, if the scope of work includes working at heights, PSR.

or ORHV regulations, etc.) are prepared in conjunction with the OHS professional and

provided/published with the procurement enquiry.

2.5.3.7 Ensure that the principal contractor develops a project-specific OHS plan. When a tender

has been awarded, it is the contract custodian’s responsibility to ensure that the OHS

plan of the principal contractor is evaluated and approved before the commencement of

work.

2.5.3.8 Ensure that the OHS file is evaluated for compliance once the contract has been

awarded. Once satisfied that the contents of the OHS file meet the requirements, a letter

of acceptance shall be issued to the contractor.

2.5.3.9 Ensure that, after signing the contract (national/divisional/panel contracts), the contractor

shall immediately meet the OHS professional on site to discuss the site OHS

requirements and thereafter the contractor/supplier shall prepare the OHS file within

seven working days/or within the timeframe agreed between the contractor/supplier and

the site/BU/OU OHS professional.

2.5.3.10 Ensure that the OHS plan of the principal contractor and any appointed contractor is

audited throughout the execution of the project for compliance from a legislative and

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

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2.5.5.7 Ensure the utilisation and support of the mechanism for monitoring OHS performance

and compliance during contract execution

2.5.5.8 Provide detailed information pertaining to supplier non-conformances and safety

interventions for the post contract OHS review and provides reports for the contract

custodian to submit to Procurement.

2.5.5.9 Ensure that the OHS plan/OHS systems of the principal contractor and any appointed

contractor is audited throughout the execution of the project for compliance from a

legislative and OHS point of view.

2.5.5.10 Determine whether the work falls within the definition of “construction work”. If the work

falls within “construction work”, he/she must ensure alignment of the OHS requirements

such that compliance with the Construction Regulations 2014 is achieved.

2.5.6 Construction and safety agent (CHSA)

2.5.6.1 Ensure that a BRA is prepared for an intended construction work project.

2.5.6.2 Provide the designer with a health and safety specification contemplated in paragraph

5(b) of the CR 2014.

2.5.6.3 Facilitate that the health and safety specification is included in the tender documents.

2.5.6.4 Facilitate that the potential principal contractors submitting tenders have made adequate

provision for the cost of health and safety.

2.5.6.5 Facilitate that the principal contractor to be appointed has the necessary competencies

and resources to carry out the construction work safely.

2.5.6.6 Facilitate that the principal contractor is registered and in good standing with the

compensation fund or with a licensed compensation insurer as contemplated in the

2.5.6.7 Ensure an appointment of every principal contractor in writing for the project or part

thereof on the construction site.

2.5.6.8 Ensure that copy of the principal contractor’s health and safety plan is available on

request by an employee, inspector, or contractor.

2.5.6.9 Conduct periodic health and safety audits in accordance with Construction Regulations

requirements.

2.5.6.10 Facilitate that the health and safety file contemplated in regulation 7(1) (b) of the CR

2014 is kept and maintained by the principal contractor.

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

Revision: 3

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2.5.7 National and divisional contract

2.5.7.1 The responsible division that initiated the project/contract to be established must provide

or allocate an OHS resource for the project/contract/transaction.

2.5.7.2 After contract award, the OHS professional responsible for the procurement enquiry shall

hand over the relevant OHS documentation applicable to the scope of work/contract to

the division/BU/OU OHS professional.

2.5.7.3 The division/BU/OU that requested the work to be done and the division/BU/OU that will

be overseeing the execution of the work must have a service-level agreement to ensure

compliance during the project execution stage.

2.5.7.4 Eskom site management is responsible for directly supervising and managing such

contracts and ensuring that OHS is complied with. This will require that operational

control be managed and enforced at the operational level, and not by an oversight or

indirect supervisory function.

2.5.7.5 After signing the contract, the supplier/contractor must, within five working days, meet

the OHS professional on site to discuss the OHS site requirements. The site must allow

five to 15 working days for the preparation of the OHS site requirements by the

contractor/supplier.

2.5.6 Tender committee

and/or audits undertaken.

2.7 Related/Supporting documents

1. 240-77433139 Annexure A: Supplier risk category
2. 240-77471499 Annexure B: Eskom’s Acknowledgement form for OHS legal and other

requirements

3. 240-77471651 Annexure C1: Supplier OHS tender evaluation template (high and medium

risk)

4. 240-77471969 Annexure C2: Supplier OHS tender evaluation template (medium risk)
5. 240-106084657 Annexure C3: Supplier OHS tender evaluation template (low risk)
6. 240-106084699 Annexure C4: Supplier OHS tender evaluation template (construction

work)

7. 240-77472561 Annexure D: Contract OHS performance evaluation template
8. 240-108987034 Annexure E: OHS procurement process checklist
9. 37(2) agreement
10. 240-73198256 Professional services Health and safety specification template
11. 240-73416879 High-risk services Health and safety specification template
12. 240-157810171 Construction services Health and safety specification template_
13. 240-73418055 Manufacturers Health and safety specification template
14. 240-73419711 General services Health and safety specification template
15. 240-157810099 Supply and delivery Health and safety specification template
16. 240-162195779 Tender Evaluation report

developing a clear construction/project health and safety requirements, ensure that OHS forms

part of the initiation meetings and identify preliminary construction/project health and safety risk

profile and record construction/project health and safety risk communication.

planning phases, take part in preliminary cost estimates/budgets for construction project health and

safety, prepare the draft construction/project BRA, health and safety specification and share the

required surveys, tests, and other investigations and related reports.

3.1.3 Design development

of existing plant, etc., the Eskom contract custodian, with the assistance of the OHS professional

and occupational hygiene professional have to provide the designer with an health and safety

specification/requirements specific to the project to ensure integration of OHS requirements in the

design. The designer shall not commence with the design if the health and safety specification has

not been provided.

The designer (internal or external), contract custodian, and responsible OHS professional have to

conduct a site visit before commencing with the design or before any health and safety

specification/OHS requirements can be developed. (This phase may not apply to all

projects/transactions). For the responsibilities of the Professional Construction health and safety

agent, refer to the Construction regulations 2014 as amended.

3.2 Phase 2: Tender phase (procurement strategy, tender enquiry and documents,

evaluation, and award)

3.2.1 Procurement strategy

3.2.1.1 OHS shall form part of the cross-functional team during the procurement of goods and

services for, or on behalf of, Eskom.

3.2.1.2 OHS professional will influence the initial development of a procurement strategy to the

market engagement for supplier selection, contracting, contract handover, and

performance monitoring and contract execution based on the scope of work.

3.2.1.3 The OHS professionals shall ensure that the compiled scope-specific OHS

requirements are listed in the procurement strategy.

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

Revision: 3

Page:

3.2.2 Tender enquiry

a) OHS, legal, and other requirements are to be complied with at all times, and OHS

professionals shall form part of the cross-functional team during the procurement of goods,

products, and/or services in Eskom.

b) The OHS professional shall compile the scope-specific/risk-based OHS requirements and

submit to the procurement professional. OHS requirements shall form part of the tender

enquiry.

c) The OHS requirements shall be aligned with the Contractor OHS management risk

category as per Annexure A. The tender enquiry shall be accompanied by scope-specific

OHS requirements and the BRA, Annexure B (Acknowledgement form for Eskom’s OHS

legal and other requirements, 32-136 (Contractor Health and Safety Requirements

Standard), and the evaluation criteria.

d) OHS tender returnable must be clear and explicit to suppliers/contractors.

e) Where applicable, the tenderers or potential suppliers/contractors may be expected to

conduct a site visit of the area where the work will be executed before tendering, under the

supervision of the Eskom contract custodian and the procurement practitioner.

f) Further guidance and support with regard to OHS matters will be provided at the

clarification meeting. OHS shall be a standard item on the agenda for the clarification

meeting.

3.2.2.1 Other transactions (RFI, emergency procurement, sole source, contract

extension or modification, etc.)

written in English. The OHS requirements to be communicated to the supplier/contractor shall be

risk-based and scope-specific.

3.2.2.3 OHS documents to be published in the tender enquiry

Annexure B: Eskom’s Acknowledgement form for OHS legal and other requirements (the

listed legislature, Eskom policies and procedures shall be amended to align with the scope

of work/identified risks)

a) 32-136 Contractor Health and Safety Requirements

b) OHS tender evaluation criteria

c) Applicable Eskom procedures that contain the requirements the supplier/contractor needs

to be informed of before responding to the enquiry/transaction in order to make provision

for the OHS costs in the bill of quantities, for example, 32-418 for the scope of work that

includes working at heights, plant safety regulations (PSR) for or scope of work requiring

3.2.2.4 Occupational health and safety specification and plan

contractors/suppliers of the health and safety requirements associated with the scope of

work/contract/project, and the contractor/supplier shall submit the health and safety plan in

response. The health and safety specification templates are made available and shall be updated,

amended to cover the OHS requirements related to the scope of the risks of the project/contract.

professional and the contract custodian. The health and safety specifications and plans shall be

named in the following.

 For construction work: The health and safety specification and health and safety plan.

 For non-construction work: The health and safety requirements for the site/BU/OU

(add BU/OU/site name) and audible OHS system/manual that satisfy the issued OHS

site, legal and other requirements.

 For national contracts: The health and safety requirements for ... (include the name of

the project/ scope of work) and audible OHS system/manual that satisfy the issued

and safety plan must be approved internally before submission to Eskom. When the Eskom OHS

professional is satisfied with the contents of the health and safety plan; the plan will first be signed

by the OHS professional and approved by the contract custodian and initialled on every page at

the bottom right corner.

Note: Health and Safety specifications and plans are construction regulations requirements and

only applicable to the construction work. For other projects/contracts the above identification will be

used.

3.2.2.5 OHS application, evaluation, and reports

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

Contract and Contractor OHS management Unique Identifier: 32-726

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a) On completion of the tender evaluation of shortlisted suppliers, OHS will compile an initial

tender evaluation report, which will highlight compliance/conformance gaps (outstanding

documents/information or insufficient evidence of compliance) by the suppliers and

recommend or not recommend supplier based on the level of compliance/conformance.

b) The procurement practitioner will engage the suppliers only once, requesting all the

outstanding tender documents to be submitted within a period not exceeding seven working

days.

c) When the procurement practitioner receives the submitted tender documents within the

stipulated timelines, OHS will re-evaluate the submitted tender documents and will compile,

and resubmit a final tender evaluation report. However, insufficient evidence of

compliance/gaps will be addressed with the preferred supplier at the negotiation meeting as

part of the contract conditions. The closeout timelines of the compliance/conformance/gaps

will be determined by the OHS professional.

d) OHS as functionality; the technical, procurement and OHS teams will conduct the initial

tender evaluation in line with the OHS functionality threshold of 70% (see Appendix A

below) and the successful potential tenderers may undergo further evaluation. Where

applicable, OHS will form part of the initial tender evaluation, including both desktop and

onsite (supplier/contractor site) evaluations.

 For open market tender/enquiry, the suppliers that did not submit the requested OHS

documents within the specified time will be regarded as non-responsive. In contrast, the

suppliers that responded will be re-evaluated. Should the submitted OHS documents not

conform to/meet the compliance standard, the gaps will be addressed with the preferred

bidder/tenderer during the negotiation meeting. After negotiations, the supplier shall submit

the site-specific OHS file for evaluation and must address the gaps prior to commencement

of work on site.

 For panel contracts, the suppliers that did not submit the requested OHS documents

within the specified time will be regarded as non-responsive. In contrast, the suppliers that

responded will be re-evaluated. Should the submitted documents not conform to/meet the

compliance standard, the gaps will be addressed with the preferred bidders/tenderers

during the negotiation meeting. The reviewed OHS returnable will be submitted to Eskom

by the preferred tenderers/bidders and the final OHS report will be submitted to the buyer.

acceptance will be issued to the supplier/contractor. Should the supplier not meet minimum OHS

requirements at this stage, the OHS professional will give the supplier another chance to address

the shortcomings within a period not exceeding seven working days or as agreed by the crossfunctional team in consultation with the OHS professional.

3.4 Health and safety non-negotiable rules

3.4.1 The health and safety file/document is to be evaluated before site mobilisation or task order

allocation to assess the compliance/conformance status of the supplier. No work shall

commence before the health and safety file/document has been accepted by the allocated

3.4.2 OHS requirements, after contract award, shall be enforceable on the successful supplier in

accordance with the OHS specification/health and safety file/documentation requirements.

3.4.3 OHS documents or actions that are required after contract award, that is, during the

execution of the contract, must be included as contractual obligations. The time frame for

submission will be negotiated as determined by the cross-functional team appointed by

supplier’s compliance at predetermined intervals during contract execution and that these reports

are provided to the contract custodian, during the execution of the contract and for the post

contract review process.

3.4.4.4 Work stoppage/Safety interventions/Suspension of works and services under a

contract

safety of Eskom employees, contractor employees, and the public. The BU/OU/project should

devise a process for reporting unsafe work /stopping working or conditions.

and safety of persons to the authorised person.

The temporary stoppage of an activity/activities or task(s) may be due to OHS concerns,

including the following circumstances:

a) Ad hoc safety intervention by Eskom management: all work of a similar nature may be

stopped due to the occurrence of a serious incident, and the relevant supplier will be

required to comply with, and/or verify, the conditions stipulated in the safety intervention

instruction pack.

b) Ad hoc safety intervention by any person, especially OHS professionals, may be due to

unsafe work or unsafe behaviour by the contractor. The conditions that gave rise to the

work stoppage will determine the corrective measures to be taken urgently to protect the

health and safety of employees and protect the environment and plant or equipment, etc.

c) Work stoppage initiated by the government and other relevant agencies.

3.5 Supplier relationship management

a) OHS professionals to participate and support the SD&L initiatives.

b) Supplier registration reviews for OHS are conducted as centralised function by Risk and

May 2021 3 F Pooe/D Review was conducted to combine 32-726, 32-524

Maunatlala and 37(2) agreement into one procedure and also to

align with the reviewed 32-1034.

August 2 D Maunatlala A review was conducted to align the standard with

2016 the new procurement process in Eskom.

June 2014 1 D Maunatlala A review was conducted to realign the standard with

the PPPF Act (Act ).

June 2011 0 Development This standard addresses minimum safety, health,

team and environmental requirements that must be

integrated into the Eskom procurement process.

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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Appendix A: OHS functionality evaluation criteria

• The table below provides guidance in implementing functionality criteria for OHS

scoring / threshold per functional area to proceed to the next step

• The total percentage allocated to OHS will be set at 100% and the minimum threshold is

70%

• Potential tenders who do not meet the minimum threshold(s) will not be evaluated further.

Table 1: Evaluation Criteria on Functionality

score at least the minimum functional area

threshold per functional area

to proceed to the next step

Safety & Health 70% 100%

Minimum Threshold 70%

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Appendix B: Tender/Enquiry process flow

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Appendix C: Contractor OHS management model flow diagrams

Phase 1

briefing: Concept and

Project initiation  OHS forms part of feasibility:

and briefing and the multidisciplinary  Attend design and

concept and team. project review  Design

feasibility and  Attend the meetings. development

design construction/ project  Prepare draft

development initiation meetings. construction/

 Advise on OHS project baseline

requirements in line risk assessment.

with the project.

Phase 2

enquiry,  OHS requirements form evaluation in recommended suppliers for

evaluation, part of the strategy accordance with the contract award.

and contract  The following documents published Annexure  37(2) agreement must be

award are sent out with the C1/C2/C3/C4/C5. signed with the contract.

enquiry: OHS  The OHS professional  Contractor /supplier must

specification, Annexure B, compiles the evaluation be provided with relevant

Note: Environmental issues, as they may affect the site/project, shall be identified, assessed,

controlled, and monitored for compliance and efficiency by the environmental professionals.

2.5.2 Procurement practitioners shall

2.5.2.1 Ensure that sufficient notification and preparation times are provided for the relevant OHS

professional to form part of the multidisciplinary team for the preparation of the relevant

and specific OHS requirements for the procurement enquiry.

2.5.2.2 Ensure that the appropriate OHS representative provides the OHS requirements and

specified documents before the release of the procurement enquiry.

2.5.2.3 Ensure that the OHS professional participates in, and provides input into, relevant

meetings or forums, processes, and reports that lead to the awarding of a contract (for

example, supplier evaluations, squad check meetings, contracting strategies,

negotiations, clarification meetings, tender evaluations, evaluation report compilation,

contract awarding, and briefing meetings).

2.5.2.4 Ensure that the records about supplier OHS non-conformances during contract

execution, post contract reviews, supplier suspensions, and contract terminations are

received from the contract custodian and where applicable, Procurement shall keep a

record of such information to make it easily accessible to the relevant stakeholders for

future reference, especially when determining the allocation of future works or services.

2.5.2.5 Ensure that applicable OHS requirements for any emergency work are provided to the

preferred contractor/supplier at the same time when the enquiry is made to avoid delays.

these service providers or services or scope of work, are exempted from the OHS prerequisites for

tendering process. Thus, OHS will not form part of the tender evaluation criteria nor the crossfunctional team. However, OHS inputs on the design and product specification should not be

excluded from the tendering process.

a) Manufacturing and supply where the scope of work excludes delivery by the supplier to any

of the Eskom premises or sites

b) Services where the conditions of the service provided are not provided at any of the Eskom

premises or sites (for example, consulting, motor claim insurance, IT online service,

manufacturing, etc.)

c) Government entities or agencies

d) Independent electricity generators, electricity distributors, and demand response suppliers

for a rebate

e) Procurement of consumables from established retailers where there is no contract (for

example, Woolworths, Makro, Shoprite, Game, clothing trading outlets, etc.)

f) Accommodation that is booked once off where there is no contract

g) Professional registration bodies

h) Non-profit organisations (for funding purposes)

3.2.2.8 Contract awarding

a) All findings/observations recorded in the OHS tender evaluation report must be addressed

with the supplier at the negotiation meeting. If the contract is signed before addressing the

gaps, they should form part of the conditions of the contract, including the time frame

allowed to close the findings. The contract should clearly state that no work should

commence before the approval of the OHS file.

b) For contracts where the scope of work is classified as construction work and requires

c) a construction work permit in accordance with the Construction Regulations as amended, a

minimum of 30 days must be allocated to allow the application to the Department of

Employment and Labour (DEL) for the permit to be processed. Thus, work shall only

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commence after obtaining the corresponding construction work permit from the DEL.

d) For national contracts that have been evaluated centrally, after signing the contract, the

supplier/contractor must within five working days meet the OHS professional on site to

discuss the OHS site requirements. The divisional/BU/OU OHS professionals shall

communicate and provide their corresponding OHS requirements to the supplier/contractor

and allow 5 to 15 working days for the preparation of the OHS site requirements by the

contractor/supplier.

e) The supplier shall, as a result, ensure compliance with each BU’s/OU’s OHS requirements,

regardless of being approved centrally.

3.2.2.9 OHS 37(2) Agreement (COID)

The function of the 37(2) Agreement is primarily to indemnify Eskom from any acts or omissions by

its contractors/suppliers and its employees in contravention of the OSH Act. This means that

contractors/suppliers are deemed to be employers in their own right, their employees are not

deemed to be employees of Eskom and acknowledges that is solely responsible for its employees,

employee insurance certificate written in English shall be submitted to Eskom. It shall be in line

with the South African legislation.

for registration purposes:

a) Where maintenance of Eskom’s assets or any service is performed/provided externally

off/beyond Eskom premises/site, for example, maintenance of vehicles at motor vehicle

manufacturer/supplier/repairer premises

b) Suppliers who mechanically repair Eskom vehicles off Eskom sites

c) Independent electricity generators, electricity distributors, and demand response

suppliers for a rebate

d) Venue, seminar, conference and accommodation services, where a contract does not

exist between Eskom and the supplier

e) Municipalities from which Eskom acquires utility services, for example, water, sanitation,

etc.

f) Purchasing of consumables from established retailers (for example, Woolworths, Makro,

Shoprite, Game, clothing trading outlets)

g) Agents: suppliers acting on behalf of Eskom to source out a certain commodity or

product

h) Property leasing: suppliers who lease building(s) to Eskom

i) Recruitment agencies and temporary employment services/labour brokers

j) Professional registration bodies and accreditation authorities

k) Suppliers providing online services from their premises (IT licensing, insurance, etc.)

l) Non-profit organisations (for funding purposes)

3.2.4 Phase 4: Site mobilisation/Access to the site

3.2.4.1 Prerequisites for the commencement of works or services following contract

award

a) The procurement practitioner shall ensure that the site OHS professionals are given notice

of the contract award to ensure that the supplier/contractor’s OHS file is evaluated and

approved before commencement of work.

b) For a national contract, OHS professionals responsible for the national contract shall within

five working days hand over the project to the relevant BU/OU OHS professional.

enables Eskom to terminate the contract in the event when the supplier has built up a history of

poor performance in relation to matters or aspects of compliance with safety and health

regulations, policies, and/or procedures. The contract termination process can run concurrently

with the initiation process of referring the supplier/contractor to the review committee while

terminating the contract.

a) The procurement practitioner shall ensure that the site OHS professionals are given notice

of the contract award to ensure that the supplier/contractor’s OHS file is evaluated and

approved before commencement of work.

b) For a national contract, OHS professionals responsible for the national contract shall within

five working days hand over the project to the relevant BU/OU OHS professional.

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c) When the OHS professional is satisfied with the contents of the OHS plan, it must be

signed and initialled on the bottom right of each page by the client (Eskom OHS

professional and the project manager) and the supplier/contractor representative.

d) The contractor employees shall also undergo the company’s induction, which must be risk-

or scope-based before commencement of any activities.

e) Eskom shall induct the contractor employees before commencement of any activities.

3.3 Site mobilisation/Access to the site

The allocated OHS professional shall evaluate the health and safety file. If satisfied, the letter of

acceptance will be issued to the supplier/contractor. Should the supplier not meet minimum OHS

requirements at this stage, the OHS professional will give the supplier another chance to address

the shortcomings within a period not exceeding seven working days or as agreed by the crossfunctional team in consultation with the OHS professional.

3.4 Health and safety non-negotiable rules

3.4.1 The health and safety file/document is to be evaluated before site mobilisation or task order

allocation to assess the compliance/conformance status of the supplier. No work shall

commence before the health and safety file/document has been accepted by the allocated

OHS professional.

3.4.2 OHS requirements, after contract award, shall be enforceable on the successful supplier in

accordance with the OHS specification/health and safety file/documentation requirements.

3.4.3 OHS documents or actions that are required after contract award, that is, during the

execution of the contract, must be included as contractual obligations. The time frame for

submission will be negotiated as determined by the cross-functional team appointed by

Procurement and Supply Chain Management. The decision will be risk-based, based on the

value, duration, complexity, environmental aspects, and impacts and the criticality of the

scope of working conditions of any applicable environmental approvals.

3.4.4 Phase 5: Contract/Service execution and continual monitoring

3.4.4.1 Continual OHS performance monitoring

a) Eskom shall conduct risk-based inspections, audits, and blitz inspections to monitor OHS

compliance and adherence to the OHS plan by the contractor.

b) The contractor performing construction work shall be audited in accordance with the

applicable legal and other requirements as amended.

c) For contractors performing non-construction work, the frequency of the audit/inspection

shall be determined by the risk associated with the scope of work based on legal and other

requirements as amended.

d) The contract custodian shall ensure that monitoring mechanisms (such as audits and

reviews) are instituted, with the support of OHS professionals, to ensure compliance with

OHS legislative and other requirements.

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3.4.4.2 Management of contractors

a) The contract custodian shall ensure that the principal contractor is notified that he/she is

accountable for the management of his/her employees/contractors/suppliers and also to

ensure that his/her contractors/suppliers comply with the applicable legal and other

requirements (applicable during contract execution of works and services in terms of the

contract).

b) The contract custodian, in consultation with the procurement practitioner, has to ensure that

all the non-conformances or non-compliances of the suppliers/contractors are dealt with by

means of approved Eskom contractor management processes, for example, supplier

reconsideration review committee.

3.4.4.3 Enforcement of compliance and monitoring during contract execution

OHS professionals shall ensure that there is a mechanism to monitor OHS performance and the

supplier’s compliance at predetermined intervals during contract execution and that these reports

are provided to the contract custodian, during the execution of the contract and for the post

contract review process.

3.4.4.4 Work stoppage/Safety interventions/Suspension of works and services under a

contract

Eskom reserves the right to stop any unsafe work that poses a risk or harm to the health and

safety of Eskom employees, contractor employees, and the public. The BU/OU/project should

devise a process for reporting unsafe work /stopping working or conditions.

Should an imminent risk with the potential to cause harm to an Eskom employee, contractor

employee, or the public be identified, the observer may engage with the affected parties because

of addressing the risk.

Individuals may report an activity, unsafe act, or unsafe condition that poses a threat to the health

and safety of persons to the authorised person.

The temporary stoppage of an activity/activities or task(s) may be due to OHS concerns,

including the following circumstances:

a) Ad hoc safety intervention by Eskom management: all work of a similar nature may be

stopped due to the occurrence of a serious incident, and the relevant supplier will be

required to comply with, and/or verify, the conditions stipulated in the safety intervention

instruction pack.

b) Ad hoc safety intervention by any person, especially OHS professionals, may be due to

unsafe work or unsafe behaviour by the contractor. The conditions that gave rise to the

work stoppage will determine the corrective measures to be taken urgently to protect the

health and safety of employees and protect the environment and plant or equipment, etc.

c) Work stoppage initiated by the government and other relevant agencies.

3.5 Supplier relationship management

a) OHS professionals to participate and support the SD&L initiatives.

b) Supplier registration reviews for OHS are conducted as centralised function by Risk and

Sustainability.

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c) For due diligence, OHS will conduct a desktop evaluation and/or site supplier site capability

and capacity assessment to verify the processes for the products and services contracted

and due diligence OHS report to be generated and submitted to Procurement and Supply

Chain /the initiator.

3.6 Material handling and storage equipment

a) Material handling and storage (preservation) manuals/procedures shall be provided to

Eskom by the suppliers/contractors during delivery or receipt inspection of the

goods/products/services.

b) The above requirements shall be stated in the enquiry/transaction documents. This is the

responsibility of the contract custodian/end user.

c) OHS professionals will advise the cross-functional team to ensure the above is included in

the enquiry/transaction documents.

3.7 Supplier review committee

The supplier review committee has been established to take such remedial measures, as

bestowed upon it by the Executive Tender Committee (ETC) and to the extent allowed by law,

against any tenderer or supplier found to have abused the supply chain management system or to

have been found guilty of misconduct, which measures include, but are not limited to,

reconsidering the registration status of such bidder or supplier based on the general or additional

grounds for consideration.

The Eskom contracts between Eskom and contractors/suppliers must include a clause that

enables Eskom to terminate the contract in the event when the supplier has built up a history of

poor performance in relation to matters or aspects of compliance with safety and health

regulations, policies, and/or procedures. The contract termination process can run concurrently

with the initiation process of referring the supplier/contractor to the review committee while

terminating the contract.

However, all the necessary steps need to be taken to assist the supplier/contractor to address their

shortcomings/gaps. The Eskom representatives must consider implementing the rehabilitation

process assisting the supplier/contractor to improve their performance and rectify the nonconformances, incidents, fatalities, etc. The review process should follow to assess the

effectiveness of the initiatives/action plan/recommendations.

Note: referring the contractor/supplier to the review committee should be the last resort. All

avenues to help the contractor/supplier should be exhausted.

The following process shall be followed when referring to the supplier/contractor to the

review committee:

 The supplier investigation report by BU/OU will be required.

 The Non-conformance reports issued.

 Written feedback from the supplier.

 The minutes of the meetings held with the supplier.

 Sanction: state the period of suspension/blacklisting.

 Contract: will the supplier complete the outstanding work, or is there another option/plan B?

 Project information: start and end date.

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3.7.1 Contract completion/handover

Where applicable, it is the responsibility of the contract custodian to ensure that the final OHS

demobilisation inspection is carried out a month before the contract end date is reached with the

assistance of the OHS professionals or the contractor leaves site.

The contractor’s OHS file or copy thereof shall be handed over to the contract custodian on

completion of the project 10 days before the contract ceases. Eskom shall retain the OHS file for a

minimum of 40 years.

For in-house projects, where an Eskom department or division manages a project at another

division’s premise/site, the project handover shall include the OHS file, which shall be handed over

to the client or client’s agent (site owner/asset owner).

3.7.2 Phase 6: Post contract review

3.7.2.1 The contract custodian has to inform the supplier about the OHSKPIs before work can

commence, and Annexure D can be used as a guideline. The contractor performance

monitoring process will be applied based on the risk of the project. The BU/OU should

develop its contractor monitoring process. The OHS professional has to be involved to

assist the contract custodian with setting the OHSKPIs and shall prepare the OHS

component in preparation for the review process, that is, audit reports and the OHS

compact/contract, inspections, minutes, presentations, etc.

3.7.2.2 After a contract has ceased or ended, the supplier must be evaluated on OHS

performance throughout the project by the contract custodian, with the support of the

OHS professional.

3.7.2.3 The Procurement Practitioner shall ensure that post contract reviews are incorporated

in the procurement process, to review the supplier OHS performance during the

execution of the contract and ensure that the assessment results are made accessible

and available to relevant stakeholders for future reference.

3.7.2.4 The output of the post contract assessment shall be submitted to Procurement

(supplier management) for record-keeping purposes.

4. Acceptance

This document has been seen and accepted by:

Name Designation

K Pather General Manager – Sustainability Systems

M Moahlodi Senior Manager- Corporate Hygiene and Safety

Marius Atterbury Operational and Contractor OHS Manager (Acting)

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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5. Revisions

Date Rev. Compiler Remarks

May 2021 3 F Pooe/D Review was conducted to combine 32-726, 32-524

Maunatlala and 37(2) agreement into one procedure and also to

align with the reviewed 32-1034.

August 2 D Maunatlala A review was conducted to align the standard with

2016 the new procurement process in Eskom.

June 2014 1 D Maunatlala A review was conducted to realign the standard with

the PPPF Act (Act ).

June 2011 0 Development This standard addresses minimum safety, health,

team and environmental requirements that must be

integrated into the Eskom procurement process.

6. Development Team

 Florence Pooe

 Diane Maunatlala

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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Appendix A: OHS functionality evaluation criteria

• The table below provides guidance in implementing functionality criteria for OHS

scoring / threshold per functional area to proceed to the next step

• The total percentage allocated to OHS will be set at 100% and the minimum threshold is

70%

• Potential tenders who do not meet the minimum threshold(s) will not be evaluated further.

Table 1: Evaluation Criteria on Functionality

Functionality Criteria Tenderers will be expected to Total percentage allocated per

score at least the minimum functional area

threshold per functional area

to proceed to the next step

Safety & Health 70% 100%

Minimum Threshold 70%

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Contract and Contractor OHS management Unique Identifier: 32-726

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Appendix B: Tender/Enquiry process flow

The process flow below shall be followed in implementing OHS in the procurement and supply chain processes.

Provide scope-specific OHS requirements

OHS shall form part of the negotiation meeting and highlight the gaps identified and influence the procurement strategy

during the tender evaluation. Further clarify the OHS file requirements and

negotiate the new submission date.

OHS will participate in all the meetings, i.e. The suppliers that did not respond to the request within the stipulated time will

clarification, squad check, negotiation, etc. be rendered non-responsive, whereas the suppliers that responded will be re-

evaluated. The final OHS tender evalution report will be generated and

submitted to the procurement and supply chain management. Note: The Evaluate the OHS file. If

supplier will only be evaluated twice during the tender phase prior to contract satisfied, provide a letter

award, this is also applicable to due diligence transactions. of acceptance. Should

the supplier/contractor

not meet most of the

critical OHS

requirements, OHS shall

For contractal requirements, OHS will only evaluate the shortlisted suppliers. give the

OHS professionals will conduct the initial tender evaluation and OHS report will be supplier/contractor an For functionality, OHS must form part of the

generated and submtted to procurement and supply chain management. opportunity to address mandatory tender requirements. For

evaluations under functionality, refer to the The procurement and supply chain will engage the suppliers only ONCE, requesting the the shortcomings and

outstanding documents to be submitted within a period not exceeding seven working the OHS file must be Annexure A for setting the threshold criteria

days or as agreed by the cross-functional team approves prior to the in applying OHS.

commencement of work.

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user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

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Appendix C: Contractor OHS management model flow diagrams

Phase 1

Project initiation and

briefing: Concept and

Project initiation  OHS forms part of feasibility:

and briefing and the multidisciplinary  Attend design and

concept and team. project review  Design

feasibility and  Attend the meetings. development

design construction/ project  Prepare draft

development initiation meetings. construction/

 Advise on OHS project baseline

requirements in line risk assessment.

with the project.

Phase 2

Tender enquiry Tender evaluation Contract award

 OHS forms part of the  OHS function conducts  The OHS professional

Tender multidisciplinary team the OHS tender must advise on

enquiry,  OHS requirements form evaluation in recommended suppliers for

evaluation, part of the strategy accordance with the contract award.

and contract  The following documents published Annexure  37(2) agreement must be

award are sent out with the C1/C2/C3/C4/C5. signed with the contract.

enquiry: OHS  The OHS professional  Contractor /supplier must

specification, Annexure B, compiles the evaluation be provided with relevant

Project risk assessment report and submits to OHS procedures, policies

and 32-136 Contractor the procurement office. and standards.

OHS requirements and

Annexure C1/2/3/4/5

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Contract and Contractor OHS management Unique Identifier: 32-726

Revision: 3

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Phase 3

Supplier registration

 It is conducted centrally by Sustainability.

 The supplier registers on the portal.Supplier/Vendor

registration

Phase 4

OHS File Induction

 OHS file must be submitted  The contractor employees Access

to the OHS professional to shall undergo Eskom  The contractor employeesAccess to site/Site

evaluate and approve induction must be provided accessmobilization

 The end-user/project  The contractor must provide after complying with the

manager/contract custodian his/her employees with the site’s OHS prerequisite

must co-sign the approved company’s risk based/scope

OHS file specific induction

Phase 5

Continual monitoring

a) OHS professionals shall conduct work stoppages, inspections, audits, and blitzes to monitor OHS compliance

Contracts/Services and adherence by the contractor. The Eskom OHS professional reserves the right to conduct these

execution, performance measurement activities on all its contractors.

continual

b) The project manager shall ensure that monitoring mechanisms (such as audits and reviews) are instituted, with

monitoring OHS file

CONTROLLEDthe supportDISCLOSUREof OHS professionals, to ensure compliance with OHS legislative and Eskom requirements.

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

user to ensure that it is in line with the authorised version on the system. No part of this document may be reproduced without

the express consent of the copyright holder, Eskom Holdings SOC Ltd, Reg. No. 2002/015527/30.

{"name":null,"email":null,"phone":null,"department":"ies. Eskom’s approach to occupational health, safety, the environment and quality is","address":"Environment, Unique Identifier: 32-727"}

The document does not specify explicit eligibility criteria (e.g., financial, technical, or legal requirements) for this tender. However, as a contractor/supplier to Eskom, applicants must be formally contracted and must demonstrate the ability to meet the SHEQ policy requirements, including having a relevant management system (ISO 9001, 14001, 45001) and a commitment to zero harm and zero defects.

Eskom Holdings SOC Ltd, Registration Number 2002/015527/30, is South Africa’s primary electricity

supplier and is wholly owned by the South African Government.

Eskom’s mandate is to efficiently ensure a stable electricity supply, contributing to lower business

costs and enabling economic growth. Given this mandate, Eskom has a considerable impact on the

economy and the everyday lives of all South Africans and the region. In the same way that the

concept of sustainable development is understood, it is recognised that there is always a relationship

and thus influence between financial, technical, environmental, social and governance risks and

opportunities. Eskom’s approach to occupational health, safety, the environment and quality is

entrenched in its values and living the purpose of ‘powering growth sustainably’ to achieve the vision

of ‘sustainable power for a better future.

Eskom is committed to upholding safety, health, environmental, and quality principles to ensure that

no operating condition or service urgency justifies exposing anyone to risks that could lead to

incidents with health, safety, environmental, and quality consequences. This Safety, Health,

Environment & Quality (SHEQ) Policy governs principles and rules to fulfil Eskom’s commitment to

people, the environment and quality.

Eskom's operations are underpinned by the organisation’s mandate, vision, purpose, shareholder

priorities, strategic objectives and values

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2. Supporting clauses

2.1 Scope

This policy addresses safety, health, environment and quality across the Eskom Holdings SOC Ltd

and its subsidiaries.

2.1.1 Purpose

The intent of this policy is to affirm the commitment to excellence in safety, health, environment, and

quality management, encompassing the ESG framework within Eskom Holdings SOC Ltd, and to

ensure uniformity and compliance with legal and other requirements across the organisation.

2.1.2 Applicability

This policy shall apply throughout Eskom Holdings SOC Ltd divisions, subsidiaries, and entities in

which Eskom has a controlling interest or influence.

2.1.3 Effective date

Implementation of this policy shall take effect from the date of its official authorisation and

communication.

2.2 Normative/Informative references

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

following paragraphs.

2.2.1 Normative

[1] Constitution of the Republic of South Africa Act, No. .

[2] National Environmental Management Act, No. .

[3] Occupational Health and Safety Act, No. .

[4] Compensation for Occupational Injuries and Diseases Act, No. .

[5] Climate Change Act .

[6] 559-1176736448 Eskom Environmental, Social and Governance (ESG) Framework.

[7] 240-77569976 Eskom Climate Change Strategy.

[8] Eskom Environmental, Social and Governance (ESG) Plan.

[9] 240-62196227 Life-saving Rules Standard.

[10] 32-716 OHS Communications Standard.

[11] 240-121768701 Quality Management Communication and Change Management Plan.

[12] 240-53413860 Business Management System Auditing Standard.

[13] 240-53458685 Management System Review Standard.

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[14] 240-62582234 OHS Roles and Responsibilities and Statutory Appointments.

[15] 240-163949531 Eskom Quality Control Procedure.

[16] 32-1122 Health and Wellness Policy.

[17] 240 - 89609040 Physical Wellness Standard.

[18] 240-91258590 Employee Assistance Programme (EAP) Standard.

[19] ISO 9001 Quality Management Systems – Requirements.

[20] ISO 14001 Environmental Management Systems – Requirements with guidance for use.

[21] ISO 45001 Occupational Health and Safety Management System Standard — Requirements

with guidance for use.

2.2.2 Informative

[1] ISO 9000 Quality Management Systems – Fundamentals and Vocabulary.

[2] Health and Safety Agreement between Eskom and Organised Labour.

[3] ISO 9004 Managing for the Sustained Success of an Organisation – A Quality Management

Approach.

[4] ISO 31000 Risk Management - Principles and guidelines on implementation

[5] Mines Health and Safety Act, No. .

[6] 240-77569976 Eskom Climate Change Policy

[7] 240-101714742 Eskom Quality Strategy

[8] 32-391 Eskom Integrated Risk Management Standard

[9] 240-50054140 Subsidiary Governance Framework Policy

[10] 32-86 Enterprise Risk and Resilience Policy

[11] 240-82410629 Environmental Strategy

[12] 240-60490979 OHS Operational Plan

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2.3 Definitions

2.3.1 Accident: Any unplanned event, arising out of and during, an Eskom or contractor

employee’s employment and resulting in personal injury, ill-health, or death of the employee,

including damage and/or environmental pollution or degradation, as well as death of, or injury

to, any member of the public.

2.3.2 Climate Change definitions:

2.3.2.1 Climate Change Act : A change of climate that is attributed directly or indirectly

to human activity that alters the composition of the global atmosphere and that is in addition

to natural climate variability observed over comparable time periods

2.3.2.2 The global phenomenon marked by substantial and enduring shifts in temperature, weather

patterns, and environmental conditions. These changes are primarily driven by human

activities, such as the burning of fossil fuels, deforestation, and industrial processes, which

release significant amounts of greenhouse gases (GHGs) into the atmosphere. These gases

trap outgoing longwave radiation, increasing the average global temperature − a warming

effect that leads to a range of climate-related impacts.

2.3.3 Competence: Process of attaining competence in terms of (knowledge, experience, skill)

2.3.4 Conformity: Fulfilment of a requirement

2.3.5 Consultation: Seeking views before making a decision.

2.3.6 Continual improvement: Recurring activity to increase the ability to fulfil requirements.

2.3.7 Contractor/Supplier: Any employer formally contracted (directly or indirectly) by Eskom and

who performs work and supplies a service, product, equipment or material to advance

Eskom’s business or other interests is classified as a contractor. This includes Eskom non-

executive board members, personal contractors (that is, consultants) and third-party

contractors (that is, vendors, suppliers, agents, joint ventures, principal contractors and

subcontractors). (The OHS Act section 1 refers to the definition as mandatory).

2.3.8 Customer: person or organization that could or does receive a product or a service that is

intended for or required by this person or organization.

2.3.9 Environment: The surroundings within which humans exist and that are made up of:

i. The land, water, and atmosphere of the earth.

ii. Micro-organisms and plant and animal life.

iii. Any part or combination of (i) and (ii) and the interrelationships among and between

them; and

iv. The physical, chemical, aesthetic, and cultural properties and conditions of the foregoing

that influence human health and well-being.

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2.3.10 Environmental, social and governance1: These are called pillars in the ESG Framework

and represent the three main topic areas that companies are expected to report on. The goal

of ESG is to capture all the non-financial risks and opportunities inherent to a company's day-

to-day activities. Note: In the ESG context, environmental risks refer to how a company

impacts the environment; social risks refer to actions that affect the communities around

them; governance risks refer to how a business operates, including its governing policies.

2.3.11 Eskom: Eskom Holdings SOC Ltd.

2.3.12 Incident: Any unplanned event that could or does result in harm, injury and ill-health,

damage, and/or environmental pollution or degradation or gives rise to an accident or has the

potential to lead to an accident.

2.3.13 Interested party: Person or organisation that can affect, be affected by, or perceive itself to

be affected by a decision or activity.

2.3.14 Lean: A business approach that focuses on maximizing customer value by minimizing waste

and using a mindset of continuous improvement

2.3.15 Nonconformity: Non-fulfilment of a requirement

2.3.16 Occupational health and safety: Deals with the prevention of occupational injuries and

diseases as well as the protection, promotion and maintenance of the health of all employees

and other workers (including temporary workers, contractors and visitors). It includes

occupational hygiene, occupational safety, occupational medicine, occupational health

nursing, fire safety, public safety and emergency preparedness.

2.3.17 Objective: Result to be achieved - An objective can be strategic, tactical, or operational

2.3.18 Participation: Involvement in decision-making.

2.3.19 Quality: quality degree to which a set of inherent characteristics of an object fulfils

determined by comparing a set of inherent characteristics with a set of requirements. If those inherent characteristics meet all requirements, high or excellent quality is achieved. If those characteristics do not meet all requirements, a low or poor level of quality is achieved. 2.3.20 Rework: Action on a non-conforming product or service to make it conform to the requirements. 2.3.21 Requirement: A need or expectation that is stated, generally implied or obligatory 2.3.22 Risk: Effect of uncertainty 2.3.23 Six Sigma: A standard deviation from the mean 1 https://www2.deloitte.com/ce/en/pages/global-business-services/articles/esg-explained-1-what-is-esg.html 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: 2.3.24 Subsidiary: A company of another juristic person if that juristic person, one or more other Subsidiaries of that juristic person, one or more nominees of that juristic person or any of its Subsidiaries, alone or in any combination

is or are directly or indirectly able to exercise, or control the exercising of, a majority of the general voting rights associated with issued securities of that company, whether pursuant to a shareholder agreement or otherwise; or

has or have the right to appoint or elect, or control the appointment or election of, directors of that company who control a majority of the votes at a meeting of the Board. "Subsidiary” in the context of the SGF refers to Eskom's wholly owned subsidiaries 2.3.25 Top Management: Person or group of people with directs and controls an organisation at the highest level. 2.3.26 Zero defects: Aimed at the reduction of defects through prevention. It is designed to motivate people to prevent mistakes by cultivating a consistent, conscious desire to do their job right the first time. 2.3.27 Zero Harm: Ensuring that the Eskom operational activities do not inflict harm on Eskom’s assets, its employees, contractors/suppliers and members of the public to be affected by its operations, and the environment in terms of compliance obligation 2.4 Abbreviations Abbreviation Explanation EDC Eskom Documentation Centre ESG Environmental, Social and Governance Escap Eskom Captive ERI Eskom Rotek Industries EXCO Executive Management Committee ISO International Organisation for Standardisation ISO 9001 Quality Management System requirements ISO 14001 Environmental management systems - Requirements with guidance for use ISO 45001 Occupational health and safety management systems - Requirements with guidance for use GHG Greenhouse Gases LTD Limited NTCSA National Transmission OHS Occupational Health and Safety PDCA Plan, Do, Check, Act SHEQ Safety, Health, Environment and Quality SOC State-Owned Company 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: 2.5 Roles and responsibilities 2.5.1 Eskom’s leadership is accountable for leading the practices and processes needed to control and manage safety, health, environment and quality risks, opportunities and impacts as an integral part of Eskom’s operations. 2.5.2 Eskom leadership is accountable and responsible for reviewing, maintaining and ensuring the implementation of the SHEQ Policy and driving SHEQ initiatives. 2.5.3 Eskom employees are responsible for understanding and incorporating safety, health, environment and quality into daily work activities by ensuring adherence to standards, procedures, rules, regulations and participating in SHEQ improvement efforts. 2.5.4 Eskom’s external service providers have a duty to fulfil all relevant safety, health, environmental, and quality compliance obligations, including conformity to standards and organisational requirements.

Policy Content 3.1 Policy Statement Eskom will integrate and/or incorporate safety, health, environmental, and quality requirements into its operations through the Plan-Do-Check-Act (PDCA) quality cycle. This approach will ensure that decisions are made with consideration for economic development, environmental duty of care, social equity, continuous process performance improvement, and the achievement of key stakeholder requirements. 3.1.1 Fulfilling compliance and conformity to legal and other requirements to which Eskom subscribes and sets to meet the intent of this policy. 3.1.2 Establishing, documenting, implementing and review of the management systems in accordance with, but not limited to ISO 9001, ISO 14001, and ISO 45001 requirements. 3.1.3 Setting safety, health, environment, and quality objectives to achieve intended outcomes and measuring performance against these to ensure continual improvement. 3.1.4 Taking overall responsibility and driving accountability for ensuring safe and healthy workplaces and operations, with the clear aim of preventing work-related injuries and ill-health through the consistent provision of safe practices, environments, and activities. 3.1.5 Consultation and participation of workers and/or worker representatives on safety, health, environment, and quality management systems matters. 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: 3.1.6 Engaging interested parties and stakeholders by promoting open communication that is purpose-driven in line with safety, health, environment, and quality requirements 3.1.7 Conducting safety, health, environment and quality training and creating employee awareness. 3.1.8 Minimising the impact of our business on the environment, encouraging the development and implementation of environmentally friendly technologies. This will ensure the preservation of natural resources, sustainability, and the setting and achievement of environmental targets and objectives in line with the environmental strategy. 3.1.9 Proactively managing Eskom’s environmental footprint. This will be achieved by minimising pollution and environmental degradation, pursuing a low-carbon future, and prioritising energy and water conservation and demand management with Eskom stakeholders. 3.1.10 Ensuring the Eskom vision of ‘sustainable power for a better future’ is realised through, among others, the ongoing determination of the environmental, social and governance (ESG) risks it face, and opportunities presented. Eskom will treat identified risks and pursue opportunities through plans and initiatives with the oversight of appropriate governance structures, and measure effectiveness against key performance indicators (KPIs). 3.1.11 Addressing climate change, with a combined focus of: (i) reducing GHG emissions, whilst maintaining grid stability, meeting electricity demand, minimizing electricity supply costs and supporting financial sustainability; and (ii) protecting and securing Eskom's assets and operations from the adverse impacts of climate change to promote resilience 3.1.12 Addressing the needs and expectations of Eskom’s employees, customers, interested parties and stakeholders using methodologies from frontline to executive leadership, utilising digital innovation and proactive communication to achieve consistent operational reliability and intended outcomes. 3.1.13 Eskom's approach to quality is underpinned by the principles of Lean, Six Sigma, to drive continuous improvement and operational excellence. The organisation is committed to the proactive elimination of waste, zero rework, the reduction of variation and the optimisation of processes to enhance value. 3.1.14 Ensuring the opportunity for SHEQ management systems improvement by applying risk- based assessment methodologies (e.g., conducting risk assessment, emergency preparedness and disaster responses, response to emerging outbreaks and medical surveillance. 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: 3.1.15 Eskom external service providers (contractors/suppliers) should establish, develop, and implement a relevant management system that conforms to, but is not limited to, ISO 9001, ISO 14001, ISO 45001 or other applicable standards. 3.1.16 Supporting the establishment and functioning of safety, health, environment and quality committees. 3.1.17 To contribute to effective management of SHEQ requirements, Eskom and its partners are committed to developing skills and enhancing employee competency at all organisational levels through continuous training, education and awareness. 3.1.18 Ensuring that adequate structures and resources are available for safety, health, environment and quality management. 3.1.19 Ensuring the management of safety, health, environment, and quality during the procurement and supply chain of the goods, services, and products that are sourced from external service providers(contractors/suppliers). 3.1.20 Ensuring continual improvement in SHEQ systems to enhance Eskom’s business performance 3.2 Policy principles or rules Eskom’s principles and rules that underpin the way in which the organisation approaches safety, health, environment and quality, embracing risk, resilience and climate change, are as follows

Poor quality performance and occupational health, safety and environmental incidents are preventable through effective management and proactive measures.

SHEQ performance is achieved through a Zero Harm, Minimal aspects leading to impacts and zero-defect culture.

Management is accountable for setting safety, health, environment and quality policy and where every employee is expected to ensure compliance, conformity and implementation and within the scope of their duties.

Conducting business with respect and care for people, the environment, and assets, by fostering a culture of ethical leadership, accountability, and sustainability.

Eskom will support national government to achieve the objectives that are set to ensure a low- carbon, climate resilient future by mainstreaming climate change initiatives throughout the different business divisions and subsidiaries. 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page

Eskom strives to ensure that Zero Harm befalls its employees, contractors, the public and the environment by pursuing: i.Open, isolate, test, earth, create an equipotential zone bond, and/or insulate before touch. ii.Zero fatalities. iii.Zero injuries, ill-health. iv.Zero environmental incidents. v.Zero tolerance. vi.Zero defects. vii.Ensure safe live working.

Eskom’s Life-saving Rules support the intent of the policy and applies to all employees, external service providers (contractors/suppliers) and visitors: i.Open, isolate, test, earth, create an equipotential zone bond, and/or insulate before touch ii.Hook up at heights iii.Buckle up iv.Be sober v.Permit to work vi.Ensure safe live working

Top management's commitment to translating the strategic objectives into measurable safety, health, environment, and quality goals and robust processes to demonstrate and support sustainable outcomes.

No operating condition or urgency of service justifies exposing anyone to negative risks arising out of Eskom’s business, causing an incident with safety, health, environmental and quality consequences.

Governance, decision-making processes and plans are based on safety, health, environment and quality intended outcomes and criteria in line with Eskom values and promote efficiency. 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: 3.3 Process for monitoring The implementation of this policy throughout Eskom Holdings SOC Ltd and its subsidiaries shall be audited in accordance with the respective audit schedules.

Authorisation This document has been seen and accepted by: Abbreviation Designation/Committees OHS Occupational Health and Safety Steering Committee Environmental Management Environmental Steering Committee EQSC Eskom Quality Steering Committee EOQF Eskom Operational Quality Forum ERI REXCO Eskom Rotek Industries Executive Committee ERI SHEQ COE Eskom Rotek Industries Safety, Health Environment Quality-Centre of Excellence NTSCA EXCO National Transmission South Africa Executive Committee ESCAP SES ESCAP Social & Ethics Committee Meeting

Revisions Rev Date Coordinator Remarks Reviewed as per document review cycle to ensure alignment with the latest ISO 9001, ISO 14001 and ISO May 2025 P Dondashe 5 45001 standards, including new business requirements practices for its operations and processes. 4 October 2020 K Modiole Adding the word “environment”. Align to the requirements of the latest ISO 9001, ISO August 2020 3 K Modiole 14001 and ISO 45001 standards and new business requirements. Update of policy based on revised ISO 9001 and 14001 standards; change in Eskom’s registration name; August 2016 2 L Cloete changed to refer to other standards as may be applicable; aligned to Corporate Plan; and the appointment of a new Group Chief Executive. Update of policy based on revision date, while taking into August 2013 1 S Sambo account Eskom’s strategic imperatives, changed structure and additional Eskom values. 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 Safety, Health, Environment, Unique Identifier: 32-727 Revision: 5and Quality (SHEQ) Policy Page: Rev Date Coordinator Remarks This policy supersedes 32-94 and 32-7 SHE and Quality Policies. The contents of both policies were revised and August 2010 0 TL Ndlela incorporated into one policy, which was reallocated the reference number 32-727 in accordance with the Eskom Documentation Centre (EDC) requirements.

Development team The policy was reviewed by the Risk and Sustainability Business Unit, incorporating inputs from the divisions/groups across Eskom Holdings SOC Ltd and its subsidiaries.

Acknowledgements A special thanks to the review team for their valuable contribution and dedication in shaping and reviewing this policy and the SHEQ structure. 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

and Quality (SHEQ) Policy

EDC TR Formatted and Quality Control 03.02.2026

Revision: 5and Quality (SHEQ) Policy

The document does not explicitly list eligibility criteria, but bidders must be capable of delivering the scope of work as described in the NEC/RFQ. They must demonstrate relevant competencies, training, and infrastructure (PPE, tools, equipment) to execute the project. Compliance with Eskom's quality management and safety standards is implied. Bidders should have experience in building space optimization and be able to provide a detailed method statement as per the template.

Method statement Title ( Title as per tender/RFQ title) Full Name ( Supplier Representative Details ) Originated by Reviewed by

(if applicable) Approved by: (if applicable) Approved by: (if applicable)

Method statement Title ( Title as per tender/RFQ title) Designation ( of the compiler)

Method statement Title ( Title as per tender/RFQ title) Contact No ( of the compiler)

Method statement Title ( Title as per tender/RFQ title) Date

Client (Division/Operating/ Business Unit as per tender RFQ) Tender /RFQ Number/ Contract Number

Activity Detailed Description (type in the information required) Detailed Description (type in the information required) Detailed Description (type in the information required) Reference Document/ Procedure Area / Dept./ Discipline

Scope of work as described in the contract document/ order/ tender Outline the scope of work as detailed in the Works Information of the NEC document/ RFQ Outline the scope of work as detailed in the Works Information of the NEC document/ RFQ Outline the scope of work as detailed in the Works Information of the NEC document/ RFQ Note the relevant document ref number ( if available) Relevant discipline (if any)

Scope of work Objectives/ Outputs / contract objectives List 2-3 objectives (SMART) in relation to the SOW outputs List 2-3 objectives (SMART) in relation to the SOW outputs List 2-3 objectives (SMART) in relation to the SOW outputs

Customer Focus - The primary focus of quality management is to meet customer requirements and to strive to exceed customer expectations. How are customer needs identified, and effectively communicated to affected personnel? How are customer needs identified, and effectively communicated to affected personnel in the organisation? How are customer needs identified, and effectively communicated to affected personnel in the organisation? How are customer needs identified, and effectively communicated to affected personnel in the organisation?

Competency, empowering and engaging people throughout the organization to enhance its capability to create value. What Human Resources, training and authority are required for delivering this SOW? Provide details of skills/ competencies and training required to deliver the tender/order Scope of work? Provide details of skills/ competencies and training required to deliver the tender/order Scope of work? Provide details of skills/ competencies and training required to deliver the tender/order Scope of work?

Infrastructure: PPE required PPE that is required in executing the scope of work PPE that is required in executing the scope of work PPE that is required in executing the scope of work

Infrastructure; What tools and equipment are required to deliver this SOW. List the tools/equipment/infrastructure (including testing/ measurements to be done) required to deliver the scope of work? List the tools/equipment/infrastructure (including testing/ measurements to be done) required to deliver the scope of work? List the tools/equipment/infrastructure (including testing/ measurements to be done) required to deliver the scope of work?

Leadership- How is the organization’s mission, vision, strategy, policies and processes communicated throughout the organization; What are the shared values of this organisation? The mission; vision; values of the organisation. The mission; vision; values of the organisation. The mission; vision; values of the organisation.

How are risks that affect outputs of the processes and overall outcomes of the SOW identified and managed? List all Risks associated with delivering the scope of work, what actions will be taken to minimise and mitigate the identified risks. List all Risks associated with delivering the scope of work, what actions will be taken to minimise and mitigate the identified risks. List all Risks associated with delivering the scope of work, what actions will be taken to minimise and mitigate the identified risks.

What actions will be undertaken for improving efficiency and effectiveness of the business processes? Explain how the organisation identifies gaps for improvement in business processes to meet or exceed customer/regulatory requirements Explain how the organisation identifies gaps for improvement in business processes to meet or exceed customer/regulatory requirements Explain how the organisation identifies gaps for improvement in business processes to meet or exceed customer/regulatory requirements

Data and Analysis –what data will be collected from this contract and what analysis will be carried out to assist with decision making in the future. What data is analysed for improvement on this scope of work? What data is analysed for improvement on this scope of work? What data is analysed for improvement on this scope of work?

Relationship Management. For sustained success, organizations manage their relationships with interested parties, such as suppliers. Purchasing/Procurement done including supplier selection criteria and monitoring if any. What other stakeholders, may be affected by the product/service being offered?

How are they affected (low; medium and high), and what actions are taken to address the stakeholders?

Is outsourcing involved in delivering this scope of work?

Explain how suppliers are identified, selected; evaluated and their performance monitored. What other stakeholders, may be affected by the product/service being offered?

How are they affected (low; medium and high), and what actions are taken to address the stakeholders?

Is outsourcing involved in delivering this scope of work?

Explain how suppliers are identified, selected; evaluated and their performance monitored. What other stakeholders, may be affected by the product/service being offered?

How are they affected (low; medium and high), and what actions are taken to address the stakeholders?

Is outsourcing involved in delivering this scope of work?

Explain how suppliers are identified, selected; evaluated and their performance monitored.

{"closingDate":"19 Jan 2024","briefingSession":"{"date":null,"time":null,"venue":"the Environmental Acknowledgement Form (Appendix E) is reviewed by the","is_compulsory":false}"}

{"name":null,"email":null,"phone":null,"department":"Supply Chain Management","address":"Practitioner and Contract or Project managers (contract custodians). It also"}

Tenderers must be able to demonstrate environmental compliance and management capability. They must have a documented EMS (preferably ISO 14001), appoint a qualified environmental representative (with relevant qualifications or training), and provide all required environmental returnables within the tender submission timeframe. Exemptions apply to certain suppliers (e.g., municipalities, emergency services, retail purchases), but for this tender, full compliance is expected.

Eskom is committed to creating and sustaining a Zero Harm culture and standard of safety, health,

the environment, and quality (SHEQ). Zero Harm means ensuring that the Eskom operational

activities do not inflict harm on Eskom’s assets, its employees, contractors, and members of the

public affected by its operations, and the environment in terms of compliance obligations. All

procurement has some level of impact on the environment that needs to be minimised to ensure

sustainable procurement practices. Most environmental impacts occur before goods, works or

services are procured, for example, resource extraction, design development, manufacturing,

transportation and storage, etc. Environment is an integral part of Eskom sustainable procurement

strategy.

This standard sets the minimum criteria for assessing supplier environmental conformity, based on

standards, procedures, policies, and compliance obligations with which Transmission suppliers need

to comply. It specifies a pre-determined set of environmental criteria to evaluate and monitor

potential and contracted Transmission suppliers. The objective is to ensure a common

understanding and consistent implementation of environmental requirements for procurement of

assets, goods, and services.

2. Supporting Clauses

2.1 Scope

The standard outlines the key responsibilities of Procurement Practitioner, Contractor/Supplier,

Clients, Environmental Practitioner and Contract or Project managers (contract custodians). It also

provides the minimum environmental requirements to be addressed during:

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a) Design phase.

b) Tender enquiry, evaluation, and contract award.

c) Supplier registration on the Transmission vendor data base.

d) Site access /site mobilization.

e) Monitoring of performance during the contract execution period.

f) Contract completion, close out, and post-contract review and

g) Instances and criteria where works or services under a contract can be stopped, suspended or

termination of contracts.

2.1.1 Purpose

The purpose of this standard is to ensure that Suppliers, Contractors, and Sub-Contractors

contracted to Transmission have established an Environmental Management System for goods,

works, or services they provide.

2.1.2 Applicability

This document shall apply throughout Transmission including Suppliers, Service providers,

Contractors, and Sub-Contractors.

2.1.3 Effective date

This standard shall be effective from the date of the signature.

2.2 Normative/Informative References

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

following paragraphs.

2.2.1 Normative

[1] 32-1034 Eskom Procurement and Supply Chain Management Procedure.

[2] 32-196 Eskom Disciplinary Code Standard.

[3] Project Specific Environmental Management Programmes/Environmental Management Plan.

[4] Project Specific Permits and Licenses (Construction stage).

[5] 240-43921804 Environmental Tender Evaluation Template.

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[6] 240-151560800 Environmental Evaluation-Commencement of work.

[7] 240-180100148 Pre-construction Access Agreement Form.

[8] 240-110600836 Contractor Environmental Requirements Proforma.

2.2.2 Informative

[9] National Environmental Management Act No

[10] ISO 14001: Environmental Management Systems

[11] National Environmental Management: Waste Act (Act )

[12] Environmental Impact Assessment Regulation (2014)

[13] National Water Act (Act )

[14] National Environmental Management: Air Quality Act (Act )

[15] National Environmental Management: Biodiversity Act (Act )

[16] National Environmental Management: Protected Areas Act (Act )

[17] National Heritage Resources Act (Act )

[18] National Veld and Forest Fire Act (Act )

[19] 240-82410629 Environmental Management Strategy

[20] 240-81146134 Implementing SHEQ as Objective Criteria Position Paper

2.3 Definitions

Definition Explanation

Environmental Any change to the environment, whether adverse or beneficial, wholly, or

Impact partially resulting from an organisation’s environmental aspects.

Environmental Authorisation obtained from a competent authority responsible for

Authorisation authorising listed activities in terms of the National Environmental

Management Act No .

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Environmental It is a programme/plan of action for achieving organisational objectives

Management relating to the mitigation of environmental impacts of its activities, products,

Programme and services.

Environmental A programme for achieving organisational objectives and targets relating to

Management Plan mitigation of the environmental impacts of an organisation’s activities,

products, and services.

Project Means an activity or a group of activities that has a defined start and end

date, a defined scope, and as defined sum of money allocated to complete

the activities.

Project Life Cycle The project life cycle is a step-by-step framework of best practices used to

manage a project from its beginning to its end. It provides Project Managers

a structured way to create, execute, and finish a project.

Environmental file Means a permanent record containing information about the Environmental

management system during construction and all information relating to the

post-construction phase after the handover to the client, so that the client

can maintain the works in a healthy and safe way.

Method Statement Means a written document detailing the key environmental activities to

reduce the hazards identified in any risk assessment. In the case of internal

work, it includes procedures, safe work procedures, and work standards.

Environmental The measurable results of an organization's management of its

Performance environmental aspects.

Organisation A company, corporation, firm, enterprise, authority or institution, or part or

combination thereof, whether incorporated or not, public or private, that has

its own functions and administration.

Note: For organisations with more than one operating unit, a single

operating unit may be defined

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Environmental authorisation obtained from a competent authority responsible for

Authorisation authorising listed activities in terms of the National Environmental

Management Act, 1998 (Act No.) Environmental Impact

Assessment Regulations (2014).

Contractor/Supplier Organisation or person that provides a product or service.

Organisation Example: Producers, distributor, retailer or vendor of a product, or provider

of a service or information.

Note 1: A supplier can be internal or external to the organisation.

Note 2: In a contractual situation, a supplier is sometimes called

“contractor”.

Document Controlled disclosure to external parties (either enforced by law or

Controlled discretionary).

Disclosure

Environmental Is a system which integrates policy, procedures, and processes for training

Management of personnel, monitoring, summarizing, and reporting of specialized

System environmental performance information to internal and external

stakeholders of an organisation.

2.4 Abbreviations

Abbreviation Explanation

EA Environmental Authorisation

ECO Environmental Control Officer

EMPr Environmental Management Programme

EMP Environmental Management Plan

EMS Environmental Management System

ISO International Organisation for Standardization

SDS Safety Data Sheet

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Abbreviation Explanation

TDP Transmission Projects Delivery

SHE Safety Health and Environmental

SHEQ Safety Health Environment and Quality

P&SCM Procurement and Supply Chain Management

SHERQS Safety Health Environment Risk Quality & Security

2.5 Roles and Responsibilities

Procurement Practitioner shall:

• Ensure that sufficient notification and preparation times are provided to the relevant

Environmental Practitioners for the preparation of the relevant environmental requirements

for the enquiry.

• Ensure that the environmental requirements and specification documents are provided by

the appropriate environmental practitioners prior to the release of tender documents.

• Ensure that Environmental Practitioner participates in the commercial process, and provides

input into the relevant meetings or forums, processes, and reports that lead to the awarding

of the contract (e.g., supplier evaluation, squad check meetings, contracting strategies,

negotiations, clarification meetings, tender evaluations and evaluation report compilations,

contract award, briefing meetings).

• Ensure that the Environmental Acknowledgement Form (Appendix E) is reviewed by the

Environmental Practitioner to ensure that all applicable rules and requirements are

referenced in this form for Tenderers to acknowledge and comply with and ensure that its

completed and included in their tender.

Business Unit Manager shall be responsible for:

• Implementation of the requirements as stipulated in this standard.

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The Environmental Practitioner shall:

• Participate in, and input into all the relevant meetings/forums, processes and reports that

lead to the awarding of the contract.

• Co-ordinate the research, preparation, and consolidation of the applicable environmental

requirements together with members of the cross functional team for each tender/enquiry

and shall ensure that these requirements are handed over to commercial representative

for inclusion in the tender/enquiry.

• Ensure that environmental requirements are listed in and are specific to the scope of

work and environmental risk assessment conducted for the contract.

• Ensure that the tender’s response to environmental requirements in the tender/enquiry

are submitted with the tender returnables.

• Ensure the monitoring of environmental performance and compliance during the contract

execution and post-contract review and assessment and must also ensure that all reports

are provided to contracts management.

• Provide detailed information pertaining to the supplier’s non-compliances, environmental

interventions taken and provide the report to the contract custodian and submit to

contracts management.

• Identify specific technical environmental requirements that will be included in the

technical evaluation criteria for the contract.

The Contract Custodian (Contract Executor) shall:

• Ensure that the Supplier adheres to the relevant contract environmental requirements.

• Ensure that project-specific environmental specifications together with specific

environmental aspects and other relevant procedures and documents are developed in

conjunction with the Environmental Practitioner and provided with the tender package.

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• Ensure that necessary details/issues pertaining to non-conformances on contractual

environmental obligations during contract execution, environmental intervention or

standoff, post contract review, supplier reconsideration are adequately addressed,

recorded, and submitted to contracts management for record and future references.

• Compile a motivation outlining the scenario, the reasons why the requirements is/are

impractical to comply with and suggested recommendations shall be submitted in writing

to contract management where it is impractical to implement and /or comply with

environmental requirements as set out in this standard.

• Ensure that post contract review is conducted with the relevant information and that the

results of such assessment are recorded, documented, and kept.

• Ensure that environmental budgeting is done as per the contract scope, and it forms part

of the Bills of Quantities in the contract.

Supplier /Service Provider:

• It is the responsibility of the Tenderer to provide valid and authentic environmental

documentation for evaluation.

• The Tenderer may seek support, guidance, and advice from relevant Environmental

Practitioners during the tender clarification meeting to fully comply with the requirements

of this standard. Such support, guidance and advise shall be levelled in writing with the

Eskom Representative whose details are in the tender document. Direct communication

between tenderers and Environmental Practitioners shall not be allowed. .

• The Supplier must comply with, and adhere to, environmental legislation and

Transmission environmental requirements always when contracted with Transmission

Business Units.

• The Supplier as a legal entity must be conversant with the environmental obligations

related to the works, services or goods tendered for.

• Each site or premises of Transmission and its Business Unit has specific environmental

site requirements, and it is the responsibility of the Supplier to ensure that these

requirements are met before work can commence.

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2.6 Process for Monitoring

Compliance to this standard will be monitored during tender evaluations, periodic inspections and

audits on the works, goods or services rendered. The procedure / process shall include documenting

information to monitor performance, applicable operational controls (method statements) and

conformity with the Transmission EMPr/EMP and/or the EA.

• Transmission may conduct due diligence to the supplier’s product/services and

environmental management procedures, and/or any inspection authority acting on

supplier’s behalf, to make available all information at its disposal certificates for review

by Transmission or its appointed inspection agency.

• The supplier shall keep records of the results of the periodic evaluations, and the records

shall be made available to Transmission business units. These shall not be limited to:

o A procedure for Monitoring, Measurement, Analysis and Evaluation of

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• Ensure that necessary details/issues pertaining to non-conformances on contractual

environmental obligations during contract execution, environmental intervention or

standoff, post contract review, supplier reconsideration are adequately addressed,

recorded, and submitted to contracts management for record and future references.

• Compile a motivation outlining the scenario, the reasons why the requirements is/are

impractical to comply with and suggested recommendations shall be submitted in writing

to contract management where it is impractical to implement and /or comply with

environmental requirements as set out in this standard.

• Ensure that post contract review is conducted with the relevant information and that the

results of such assessment are recorded, documented, and kept.

• Ensure that environmental budgeting is done as per the contract scope, and it forms part

of the Bills of Quantities in the contract.

the supplier prior the work made available for review when requested by Transmission or

is executed its appointed inspection agency. The supplier shall provide

suitable facilities and safe working environmental to

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• The national contracts management process (phase 1 and phase 2) environmental

requirements to be co-ordinated by the Office of the Group Executive - environmental

practitioners. The co-ordinating environmental practitioner will hand over to the business unit

environmental practitioner (phase 4 to 6), where the works or goods/services will be executed

by the environmental practitioners at relevant business unit.

• The following documents shall be prepared and maintained for the duration of the contract

and/or qualification validity period and shall be submitted to Transmission or its inspection

agency prior to commencement of the works. Documents to be submitted to Transmission

include, but may not be limited to the following:

o A completed and signed contractor Environmental Requirements Pro – Forma

(Appendix E).

o Contractors/suppliers Environmental procedures/method statement will be in

accordance with Transmission specific requirements.

o EMS documentation as required for the works.

o All documentation shall be submitted to Transmission for evaluation 7 days after

contract award.

o Organisation’s EMS records (refer to Appendix D).

o Permits as applicable.

o Corrective actions taken because of non-conformances raised by either the

• Environmental practitioners shall conduct inspection, audits to monitor environmental

compliance and adherence by the contractor. The Environmental Practitioner reserves the

right to conduct the performance measures on all contractors.

• The business unit that receives products, goods and services shall ensure that monitoring

mechanism (such as audits and reviews) is instituted with the support of the environmental

practitioners to ensure compliance with environmental legislative/ legal obligation and

• It is the responsibility of the project manager from the business unit to ensure that the final

environmental inspection is conducted with the assistance of the environmental practitioners

allocated for the work. The environmental practitioner will ensure that the rehabilitation is

executed according to the EMPr/EMP and EA conditions. The environmental practitioner will

sign off the project close out handover form. This must be done before a contract is closed.

• The environmental file shall be handed over from supplier to the asset owner. The handover

form with all records will be signed by all and handed over to business unit on completion of

the works/project. For work/project where the Business unit Managers are on another division

/site, the handover shall include the environmental file that will be handed over to the client

or client agent (site owner /asset owner).

• Documents to be submitted to Transmission on completion of scope of works, which shall

accompany every shipment of product to its specified delivery destination(s) include, but may

not be limited to the following:

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• Organisation certificates of conformance.

• Organisation test certificates etc. as required by the applicable technical specification(s).

• Inspection release reports issued by Transmission or its inspection agency including but

may not limited to:

o ECO close out report

o Final rehabilitation report

o Final sites close out audit/inspection report/NCR close out

NOTE: The above can be submitted and summarised in a form of a controlled register.

3.9 Phase 6: Post-Contract Review

• Commercial shall ensure that post -contract reviews are incorporated in the commercial process

to review the supplier’s environmental performance during the execution of contract and ensure

that the assessment results are made accessible and available to all relevant stakeholders for

future reference.

• Environmental practitioners shall prepare the environmental component in preparation for the

review process, that is, audit reports and the environmental compact/contract.

• The output of the post-contract assessment shall be submitted to commercial (supplier/contract

management) for record keeping purposes and the results input into the supplier database for

future consideration of the specific contractor.

o Document specific checklists and registers o Monitoring/Inspection reports o Findings and close out reports. o Natural resource consumption (water, fuel, electricity usage etc.) 2.7 Related/Supporting Documents [1] 32-1034 Eskom Procurement and Supply Chain Management Procedure [2] 240-106082683 SHEQ Requirements for the Procurement and Supply Chain Processes in Eskom 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page

The Contractor Environmental Management Model Transmission has adopted a six-phase environmental contractor management model to effectively manage contracts and suppliers. Phase 2: Phase Phase 4: Site Phase Tender Phase 5:Contract Phase 6: Post Mobilisation 1:Design Enquiry, 3:Supplier Execution -Contract /Access to Phase Evaluation Registration and Continual Review site and Award Monitoring Figure 1: illustrate the six phases environmental contractor management model 3.1 Phase 1: Design Phase

Environmental Practitioners to provide the designer with an environmental specification that are specific to the contract or services to ensure integration of the environmental requirements into the design.

The designer and the responsible environmental practitioner to conduct a site visit before commencing with the design or contract goods and services environmental specification can be developed. 3.2 Phase 2: Tender Enquiry, Evaluation, and Award

Functional environmental requirements will form part of the tender/enquiry. The tender/ enquiry shall be accompanied by a contract specific environmental specification and risk assessment and applicable SHE policies and procedures. 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page: Transmission Supplier Conduct due diligence on All environmental documentation, records, reports shall be the supplier prior the work made available for review when requested by Transmission or is executed its appointed inspection agency. The supplier shall provide suitable facilities and safe working environmental to Transmission or its appointed environmental agency 3.3 Contractors Environmental Management System Requirements

The Contractor/supplier shall have a documented, implemented and maintained environmental management system, preferably guided by the ISO 14001:2015 Standard. New Suppliers can provide evidence of their compliance by maintaining accurate and up-to- date documentation and records related to their environmental management practices. This can include policies, procedures, training records, audits, and monitoring reports.

The Contractor shall be responsible for ensuring that all their Supplier Organisation’s environmental programmes comply with the Transmission requirements. The Contractor shall define the specific environmental control elements applicable to the scope of works, goods or services.

The Contractor shall inform Transmission of any changes to the environmental requirements that were evaluated during the tendering stage prior to implementation of these changes. 3.4 Environmental Planning

Any revisions to the plans/programmes shall require the agreement of Transmission or its environmental representatives prior to the commencement of work involving an activity affected by such changes.

The revision of environmental documents shall be subjected to review and approval by all parties previously responsible for evaluation prior to implementation. 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page

The following will form part of the supplier’s documented EMS, and shall be internally reviewed, and formally approved. The environmental management system must cover each distinct stage of work performed/undertaken and it shall include but not be limited to: o Site establishment. o Access control to site. o Site construction and installation work (civil, electrical, power lines etc.). o Manufacturing (site, factory, temporary workshops etc.). o Storage areas (plant, equipment, free issue material etc.). o Waste Management Plan (or method statement); Site and Vegetation Clearing. o Handling of Hazardous Chemical substances. o Site management (water management, dust and noise, landowner liaison, final release and settlement of disputes and claims). o Rehabilitation. o Site demobilization.

Different physical locations where the supplier’s work will be performed, the significant environmental conditions will be included and mitigated.

Work to be performed by the supplier and their pre-determined scoping requirements.

Waste management plan/procedure that includes waste segregation and minimisation, waste disposal register, anticipated waste streams to be generated and related legal requirements applicable to waste management for specific scope of work.

Environmental records to be retained at site for the specific scope of work and, shall include but not be limited to: o Environmental Authorisation (including all other permits and licenses). o Project specific Environmental Management Plan/Programme. o Aspects and Impacts register. o Incident register and Investigation reports. o Non – Conformance register. 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page: o Complaints register. o Waste statistics (reused, recycled, donated and disposal records). o Water use records. o Hazardous Substances registers and Safety Data Sheets. o Records of internal and external audits and inspections (reports, findings, action plans and close outs). o Records of site inspections conducted (checklists and reports). o ECO reports (where applicable). o Energy Efficiency Checklists. o Appointed environmental representative (Appointment Letter). 3.5 Organisational Environmental Aspects and Impacts Registers

Transmission Aspects and Impacts register shall identify/indicate/define/reflect the supplier’s scope as per the requirements of ISO 14001: 2015.

Transmission requires that the service providers ’s environmental requirements documentation meet the additional requirements below as a minimum

Identify and list all environmental aspects per activity.

Determine all the possible environmental impacts for each of the identified aspects.

All environmental aspects shall be assessed before and after controls.

Identify significant Aspects and Impacts and establish programmes/ procedures on how to address the impact to the environment.

The impacts shall be rated and must be included in a compiled Environmental Aspects and Impacts register (See Appendix A).

Aspects and Impacts register by the contractors/suppliers must be a revision-controlled document; An example of the Environmental Criteria for determining the significant impacts are explained in Appendix A. Note: this shall be managed according to the level of environmental risk. 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page: Transmission Supplier Significant aspects shall be considered in the Planned actions and impact control (corrective) setting of Objectives and Targets and the measures for the medium and high significant determination of the environmental risks and impacts shall be undertaken through opportunities at the project level. environmental management programme/plan and/or through operational controls. Note: These records shall be kept in a hard copy and submitted to the environmental practitioners

The supplier’s organisational structure shall indicate the current management hierarchy as per scope of work (include SHEQ representatives). The structure must clearly show lines of responsibility and authority and shall reflect both the names of the appointed persons and their respective designations and positions. The management representative (i.e. appointed responsible authority of site) having overall responsibility for environmental management and planning.

A qualified person (National Diploma or a degree e.g., Environmental Sciences/Management or Nature Conservation or relevant Natural Sciences) having the responsibility for monitoring environmental planning and activities and their relationship within the management structure according to the project EMPr/EMP and/or EA requirement. For low risk projects an environmental representative with two weeks environmental training will be sufficient to be an environmental representative.

Environmental tender returnable must be clear to suppliers. The environmental practitioner to identify and list all applicable environmental requirements in relation to the scope of work

Where applicable, the tenders or potential suppliers must conduct a site visit of the area where the work shall be executed before tendering.

The site visit will be conducted with the supervision of contract custodian together with the commercial practitioner. 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 Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134 Suppliers Revision: 1 Page: Items for informing the Tenderer

For the environmental requirements that were not met during the evaluation phase, the Tenderer will be given seven (7) days to submit the outstanding requirements. failure to submit the outstanding requirements within the seven (7) days period will render the tenderer non-compliant and the evaluated score will not change. As environmental requirements in a tender are contractual requirements, the non-compliance will not lead to a tenderer’s disqualification but will be highlighted in the submission report to the Delegated Approval Authority (DAA) for the Tenderer to address during the negotiations or post contract award.

Outstanding environmental issues at the clarification must be provided for in the contract with the tenderer given a specific period post contract award to address.

B-BBEE Minimum Level: 2

the environment, and quality (SHEQ). Zero Harm means ensuring that the Eskom operational

activities do not inflict harm on Eskom’s assets, its employees, contractors, and members of the

public affected by its operations, and the environment in terms of compliance obligations. All

procurement has some level of impact on the environment that needs to be minimised to ensure

sustainable procurement practices. Most environmental impacts occur before goods, works or

services are procured, for example, resource extraction, design development, manufacturing,

transportation and storage, etc. Environment is an integral part of Eskom sustainable procurement

strategy.

reduce the hazards identified in any risk assessment. In the case of internal

work, it includes procedures, safe work procedures, and work standards.

for the enquiry.

• Ensure that the environmental requirements and specification documents are provided by

the appropriate environmental practitioners prior to the release of tender documents.

• Ensure that Environmental Practitioner participates in the commercial process, and provides

input into the relevant meetings or forums, processes, and reports that lead to the awarding

of the contract (e.g., supplier evaluation, squad check meetings, contracting strategies,

negotiations, clarification meetings, tender evaluations and evaluation report compilations,

contract award, briefing meetings).

• Ensure that the Environmental Acknowledgement Form (Appendix E) is reviewed by the

• Participate in, and input into all the relevant meetings/forums, processes and reports that

lead to the awarding of the contract.

• Co-ordinate the research, preparation, and consolidation of the applicable environmental

requirements together with members of the cross functional team for each tender/enquiry

and shall ensure that these requirements are handed over to commercial representative

for inclusion in the tender/enquiry.

• Ensure that environmental requirements are listed in and are specific to the scope of

work and environmental risk assessment conducted for the contract.

• Ensure that the tender’s response to environmental requirements in the tender/enquiry

are submitted with the tender returnables.

• Ensure the monitoring of environmental performance and compliance during the contract

execution and post-contract review and assessment and must also ensure that all reports

are provided to contracts management.

• Provide detailed information pertaining to the supplier’s non-compliances, environmental

interventions taken and provide the report to the contract custodian and submit to

contracts management.

• Identify specific technical environmental requirements that will be included in the

technical evaluation criteria for the contract.

The Contract Custodian (Contract Executor) shall:

• Ensure that the Supplier adheres to the relevant contract environmental requirements.

• Ensure that project-specific environmental specifications together with specific

environmental aspects and other relevant procedures and documents are developed in

conjunction with the Environmental Practitioner and provided with the tender package.

site

and Award Monitoring

Figure 1: illustrate the six phases environmental contractor management model

3.1 Phase 1: Design Phase

• Environmental Practitioners to provide the designer with an environmental specification that

are specific to the contract or services to ensure integration of the environmental

requirements into the design.

• The designer and the responsible environmental practitioner to conduct a site visit before

commencing with the design or contract goods and services environmental specification can

be developed.

3.2 Phase 2: Tender Enquiry, Evaluation, and Award

• Functional environmental requirements will form part of the tender/enquiry. The tender/

enquiry shall be accompanied by a contract specific environmental specification and risk

assessment and applicable SHE policies and procedures.

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o Complaints register.

o Waste statistics (reused, recycled, donated and disposal records).

o Water use records.

o Hazardous Substances registers and Safety Data Sheets.

o Records of internal and external audits and inspections (reports, findings, action plans

and close outs).

o Records of site inspections conducted (checklists and reports).

o ECO reports (where applicable).

o Energy Efficiency Checklists.

o Appointed environmental representative (Appointment Letter).

3.5 Organisational Environmental Aspects and Impacts Registers

• Transmission Aspects and Impacts register shall identify/indicate/define/reflect the supplier’s

scope as per the requirements of ISO 14001: 2015.

• Transmission requires that the service providers ’s environmental requirements

documentation meet the additional requirements below as a minimum:

• Identify and list all environmental aspects per activity.

• Determine all the possible environmental impacts for each of the identified aspects.

• All environmental aspects shall be assessed before and after controls.

• Identify significant Aspects and Impacts and establish programmes/ procedures on how to

address the impact to the environment.

• The impacts shall be rated and must be included in a compiled Environmental Aspects and

Impacts register (See Appendix A).

• Aspects and Impacts register by the contractors/suppliers must be a revision-controlled

document; An example of the Environmental Criteria for determining the significant impacts

are explained in Appendix A.

Note: this shall be managed according to the level of environmental risk.

hazard and the magnitude is unknown (refer to appendix C to determine risk):

during the evaluation. The Tenderer to score full points against the specified criteria.

When the supplier does not score full marks, they will be given seven (7) days to

submit outstanding documents. Failure to do so will result in the original score being

retained. To be noted that while the all or nothing principle will be evaluated in this

process, suppliers will not be disqualified for not meeting all requirements. Suppliers

will be given the opportunity to meet the requirements at negotiations and if they again

fail, any outstanding requirements will be provided for in the contract for the supplier

to meet within the timeframe stipulated in the contract.

• Environmental medium risk: contract for goods, works or services which has an

environmental impact regionally or locally that could result in a major uncontained or

sustained environmental release causing health hazard to humans and immediate vicinity

but not resulting in a critical or fatal injury/illness. This could result in an ecological damage

that can be remedied within one year. (Refer to appendix C to determine risk):

• Environmental low risk: contract or goods and services which has an environmental low risk

has little or no ecological effect and no measurable impact on human health (refer to

appendix C to determine risk): Environmental requirements shall be included as a

contractual requirement or as stipulated In the Procurement and Supply Chain

• Independent electricity generators and demand response suppliers for rebate.

• Venue and accommodation services where a contract does not exist between Transmission

and the supplier.

• Municipalities and organisations that Transmission procures services from, e.g., water and

sanitation.

• Purchasing of consumables from established retailers (trading outlets).

• Disruption in transportation and distribution of goods/services due to extreme weather

condition and other declared emergencies and disasters (i.e., urgent procurement or

emergencies).

• Any other services that on evaluation should not be considered for issue out to the market

with environmental requirements.

3.7 Phase 4: Site Mobilisation /Access to Site

• The contract custodian shall ensure that the main supplier or principal supplier is notified that

she/he is accountable for the management of her/his subcontractors and supplier and to

ensure that the subcontractors/suppliers comply with the applicable Environmental legal

obligation and other Eskom/ Transmission requirements (applicable during the contract

execution of works and services in terms of the contract).

• The contract custodian, together with commercial department must ensure that all non-

conformances or non-compliance of the suppliers are dealt with as per the Transmission

supplier status reconsideration process (32-1034 Eskom Procurement and Supply Chain

Management Procedure)

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o Ad-hoc environmental intervention by Transmission management, all

work of similar nature may be stopped due to the occurrence of a

serious environmental incidents, and the relevant supplier will be

required to comply with the conditions stipulated in the work stoppage

instruction.

o Ad-hoc environmental intervention by any person, especially

environmental practitioners, may be due to activities by the contractor

that may degrade the environment. The conditions that may result to a

work stoppage will determine the corrective measures to be taken

urgently to protect the environment and plant or equipment to prevent

environmental pollution.

o Ad-hoc environmental intervention by government environmental

authorities, all work of similar nature may be stopped due to the

occurrence of a serious environmental incident or legal contravention,

and the relevant supplier will be required to comply with the conditions

stipulated in the work stoppage instruction.

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o A supplier had two or more contraventions of environmental legislation

including non-compliance with the condition contained in all

environmental approvals. The contractor has been issued with a

compliance notice that is issued by a government department, for an

example the Department of Forestry, Fisheries and the Environment

and Department of Water and Sanitation

o Violation of any of the Eskom Life-saving Rules occurs.

o Fraudulent environmental related documents are submitted by the

supplier.

C 240-108987034

• Risk Assessment (High,

Title: Environmental Requirements for Document Identifier: 240-180100134

Area of Applicability: Transmission

Functional Area: Environmental

Date: 14/12/2023 Date: 19/01/2024 Date: 16/01/2024 Date: 19 Jan 2024

File name: Environmental Requirements for Contractors and or Suppliers Standard_Final_08 December2023

Template ID: 32-4 (Rev 11) Document template (for procedures, manuals, standards, instructions, etc.

Formatted by: EDC_TLN_17.03.2021 (Document Controller to update)

Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

. Introduction ............................................................................................................................... 3

2. Supporting Clauses .................................................................................................................. 3

2.1 Scope ............................................................................................................................... 3

2.1.1 Purpose ................................................................................................................. 4

2.1.2 Applicability ........................................................................................................... 4

2.1.3 Effective date ......................................................................................................... 4

2.2 Normative/Informative References ................................................................................... 4

2.2.1 Normative .............................................................................................................. 4

2.2.2 Informative............................................................................................................. 5

2.3 Definitions ........................................................................................................................ 5

2.4 Abbreviations ................................................................................................................... 7

2.5 Roles and Responsibilities ............................................................................................... 8

2.6 Process for Monitoring .................................................................................................... 11

2.7 Related/Supporting Documents ...................................................................................... 11

3. The Contractor Environmental Management Model ................................................................ 12

3.1 Phase 1: Design Phase .................................................................................................. 12

3.2 Phase 2: Tender Enquiry, Evaluation, and Award ........................................................... 12

3.3 Contractors Environmental Management System Requirements .................................... 13

3.4 Environmental Planning .................................................................................................. 13

3.5 Organisational Environmental Aspects and Impacts Registers ....................................... 15

3.6 Phase 3: Supplier Registration ....................................................................................... 19

3.7 Phase 4: Site Mobilisation /Access to Site ...................................................................... 19

3.8 Phase 5: Contract Execution and Continual Monitoring .................................................. 20

3.9 Phase 6: Post-Contract Review ...................................................................................... 24

4. Acceptance ............................................................................................................................. 25

5. Revisions ................................................................................................................................ 25

6. Development Team ................................................................................................................ 26

7. Acknowledgements ................................................................................................................ 26

Appendices ................................................................................................................................... 27

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

standards, procedures, policies, and compliance obligations with which Transmission suppliers need

to comply. It specifies a pre-determined set of environmental criteria to evaluate and monitor

potential and contracted Transmission suppliers. The objective is to ensure a common

understanding and consistent implementation of environmental requirements for procurement of

assets, goods, and services.

Clients, Environmental Practitioner and Contract or Project managers (contract custodians). It also

provides the minimum environmental requirements to be addressed during:

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

contracted to Transmission have established an Environmental Management System for goods,

works, or services they provide.

2.1.2 Applicability

following paragraphs.

2.2.1 Normative

[1] 32-1034 Eskom Procurement and Supply Chain Management Procedure.

[2] 32-196 Eskom Disciplinary Code Standard.

[3] Project Specific Environmental Management Programmes/Environmental Management Plan.

[4] Project Specific Permits and Licenses (Construction stage).

[5] 240-43921804 Environmental Tender Evaluation Template.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Revision: 1

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[6] 240-151560800 Environmental Evaluation-Commencement of work.

[7] 240-180100148 Pre-construction Access Agreement Form.

[8] 240-110600836 Contractor Environmental Requirements Proforma.

2.2.2 Informative

[9] National Environmental Management Act No

[10] ISO 14001: Environmental Management Systems

[11] National Environmental Management: Waste Act (Act )

[12] Environmental Impact Assessment Regulation (2014)

[13] National Water Act (Act )

[14] National Environmental Management: Air Quality Act (Act )

[15] National Environmental Management: Biodiversity Act (Act )

[16] National Environmental Management: Protected Areas Act (Act )

[17] National Heritage Resources Act (Act )

[18] National Veld and Forest Fire Act (Act )

[19] 240-82410629 Environmental Management Strategy

[20] 240-81146134 Implementing SHEQ as Objective Criteria Position Paper

2.3 Definitions

Impact partially resulting from an organisation’s environmental aspects.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Management Plan mitigation of the environmental impacts of an organisation’s activities,

products, and services.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Management Act, 1998 (Act No.) Environmental Impact

Assessment Regulations (2014).

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

• It is the responsibility of the Tenderer to provide valid and authentic environmental

documentation for evaluation.

• The Tenderer may seek support, guidance, and advice from relevant Environmental

between tenderers and Environmental Practitioners shall not be allowed. .

• The Supplier must comply with, and adhere to, environmental legislation and

• The Supplier as a legal entity must be conversant with the environmental obligations

related to the works, services or goods tendered for.

• Each site or premises of Transmission and its Business Unit has specific environmental

site requirements, and it is the responsibility of the Supplier to ensure that these

requirements are met before work can commence.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

audits on the works, goods or services rendered. The procedure / process shall include documenting

information to monitor performance, applicable operational controls (method statements) and

conformity with the Transmission EMPr/EMP and/or the EA.

• Transmission may conduct due diligence to the supplier’s product/services and

environmental management procedures, and/or any inspection authority acting on

supplier’s behalf, to make available all information at its disposal certificates for review

by Transmission or its appointed inspection agency.

• The supplier shall keep records of the results of the periodic evaluations, and the records

shall be made available to Transmission business units. These shall not be limited to:

o A procedure for Monitoring, Measurement, Analysis and Evaluation of

Compliance

o Document specific checklists and registers

o Monitoring/Inspection reports

o Findings and close out reports.

o Natural resource consumption (water, fuel, electricity usage etc.)

2.7 Related/Supporting Documents

[1] 32-1034 Eskom Procurement and Supply Chain Management Procedure

[2] 240-106082683 SHEQ Requirements for the Procurement and Supply Chain Processes in Eskom

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

3.3 Contractors Environmental Management System Requirements

• The Contractor/supplier shall have a documented, implemented and maintained

environmental management system, preferably guided by the ISO 14001:2015 Standard.

date documentation and records related to their environmental management practices. This

can include policies, procedures, training records, audits, and monitoring reports.

• The Contractor shall be responsible for ensuring that all their Supplier Organisation’s

environmental programmes comply with the Transmission requirements. The Contractor

shall define the specific environmental control elements applicable to the scope of works,

goods or services.

• The Contractor shall inform Transmission of any changes to the environmental requirements

that were evaluated during the tendering stage prior to implementation of these changes.

3.4 Environmental Planning

• Any revisions to the plans/programmes shall require the agreement of Transmission or its

environmental representatives prior to the commencement of work involving an activity

affected by such changes.

• The revision of environmental documents shall be subjected to review and approval by all

parties previously responsible for evaluation prior to implementation.

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• The following will form part of the supplier’s documented EMS, and shall be internally

reviewed, and formally approved. The environmental management system must cover each

distinct stage of work performed/undertaken and it shall include but not be limited to:

o Site establishment.

o Access control to site.

o Site construction and installation work (civil, electrical, power lines etc.).

o Manufacturing (site, factory, temporary workshops etc.).

o Storage areas (plant, equipment, free issue material etc.).

o Waste Management Plan (or method statement); Site and Vegetation Clearing.

o Handling of Hazardous Chemical substances.

o Site management (water management, dust and noise, landowner liaison, final

release and settlement of disputes and claims).

o Rehabilitation.

o Site demobilization.

• Different physical locations where the supplier’s work will be performed, the significant

environmental conditions will be included and mitigated.

• Work to be performed by the supplier and their pre-determined scoping requirements.

• Waste management plan/procedure that includes waste segregation and minimisation, waste

disposal register, anticipated waste streams to be generated and related legal requirements

applicable to waste management for specific scope of work.

• Environmental records to be retained at site for the specific scope of work and, shall include

but not be limited to:

o Environmental Authorisation (including all other permits and licenses).

o Project specific Environmental Management Plan/Programme.

o Aspects and Impacts register.

o Incident register and Investigation reports.

o Non – Conformance register.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Significant aspects shall be considered in the Planned actions and impact control (corrective)

setting of Objectives and Targets and the measures for the medium and high significant

determination of the environmental risks and impacts shall be undertaken through

opportunities at the project level. environmental management programme/plan

and/or through operational controls.

Note: These records shall be kept in a hard copy and submitted to the environmental

practitioners

• The supplier’s organisational structure shall indicate the current management hierarchy as

per scope of work (include SHEQ representatives). The structure must clearly show lines of

responsibility and authority and shall reflect both the names of the appointed persons and

their respective designations and positions. The management representative (i.e. appointed

responsible authority of site) having overall responsibility for environmental management and

planning.

• A qualified person (National Diploma or a degree e.g., Environmental Sciences/Management

or Nature Conservation or relevant Natural Sciences) having the responsibility for monitoring

environmental planning and activities and their relationship within the management structure

according to the project EMPr/EMP and/or EA requirement. For low risk projects an

environmental representative with two weeks environmental training will be sufficient to be

an environmental representative.

• Environmental tender returnable must be clear to suppliers. The environmental practitioner

to identify and list all applicable environmental requirements in relation to the scope of work

• Where applicable, the tenders or potential suppliers must conduct a site visit of the area

where the work shall be executed before tendering.

• The site visit will be conducted with the supervision of contract custodian together with the

commercial practitioner.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

• For the environmental requirements that were not met during the evaluation phase, the

Tenderer will be given seven (7) days to submit the outstanding requirements. failure to

submit the outstanding requirements within the seven (7) days period will render the tenderer

non-compliant and the evaluated score will not change. As environmental requirements in a

tender are contractual requirements, the non-compliance will not lead to a tenderer’s

disqualification but will be highlighted in the submission report to the Delegated Approval

Authority (DAA) for the Tenderer to address during the negotiations or post contract award.

• Outstanding environmental issues at the clarification must be provided for in the contract with

the tenderer given a specific period post contract award to address.

• Further guidance and support about environmental matters will be provided at the clarification

meetings. Environment shall be on the agenda for the clarification meeting and records of

the presentation are to be kept by commercial. To be noted that guidance and support at the

clarification meeting and all clarifications associated the tender must be levelled with the

Eskom Representative (Buyer).

respectively

• For environmental tender evaluations, commercial shall ensure that all environmental

evaluations are carried out by the allocated environmental practitioner responsible for the

tender. The environmental evaluation report shall be compiled by the responsible

environmental practitioner and submitted to commercial.

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• Environmental high risk: contract for works, goods or services which have an environmental

high risk that is recognised globally, widespread or permanent ecological damage locally.

• The environmental requirements and the applicability will ultimately be determined by the

responsible environmental practitioner for all contracts.

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• Environmental practitioners are to form part of the briefing or preparation meeting to outline

requirements to be met before work can commence.

3.6 Phase 3: Supplier Registration

• The supplier shall meet the minimum environmental requirements (determined on tender

returnable as per scope of work).

award

• Contracts Management shall ensure that the environmental practitioners are given notice (at

least one week prior) of the contract award so that they can ensure that environmental file

evaluation is done before the supplier can mobilise on site and commence with work.

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

the monitoring/assurance of this

• Environmental Practitioners shall ensure that there is a mechanism to monitor environmental

performance and the supplier’s compliance at predetermined interval during contract

execution and that these reports are provided to the contract custodian, as well as the

commercial department during the execution of the contract and for the post-contract review

process.

• Any person may stop an activity that may pose a threat to health of an individual and create

a risk of degradation to the environment. This includes any unauthorised work or

commencement of the activity without required environmental authorisation or approvals or

service performed by, or legally or contractually non-compliant acts or omissions by the

• The temporary stoppage of an activity/activities or tasks may be due to environmental

concerns, including the following circumstances which shall not warrant any financial

compensation:

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

work)

• Integrated Risk Standard 32-391

D 240-43921804

• Tender returnable form

E

• Environmental 240-110600836

F

• Environmental Method As per the scope of the contract

Revision: 1

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a) Design phase.

b) Tender enquiry, evaluation, and contract award.

c) Supplier registration on the Transmission vendor data base.

d) Site access /site mobilization.

e) Monitoring of performance during the contract execution period.

f) Contract completion, close out, and post-contract review and

g) Instances and criteria where works or services under a contract can be stopped, suspended or

termination of contracts.

2.1.1 Purpose

• The contract custodian will be the authorised person to communicate via the responsible

commercial practitioner to the reconsideration of the supplier status committee when she/he

recommends the suspension or termination of the contract on the advice of environmental

practitioners.

• In the event of any one of the following environmental incidents occurring, an investigation

shall be initiated when:

o A supplier has three major environmental non-conformances raised in

the same financial year.

• Contracts Management shall ensure that the environmental practitioners are given notice (at

least one week prior) of the contract award so that they can ensure that environmental file

evaluation is done before the supplier can mobilise on site and commence with work.

Controlled disclosure

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Suppliers

Revision: 1

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• The national contracts management process (phase 1 and phase 2) environmental

requirements to be co-ordinated by the Office of the Group Executive - environmental

practitioners. The co-ordinating environmental practitioner will hand over to the business unit

environmental practitioner (phase 4 to 6), where the works or goods/services will be executed

by the environmental practitioners at relevant business unit.

• The following documents shall be prepared and maintained for the duration of the contract

and/or qualification validity period and shall be submitted to Transmission or its inspection

agency prior to commencement of the works. Documents to be submitted to Transmission

include, but may not be limited to the following:

o A completed and signed contractor Environmental Requirements Pro – Forma

(Appendix E).

o Contractors/suppliers Environmental procedures/method statement will be in

accordance with Transmission specific requirements.

o EMS documentation as required for the works.

o All documentation shall be submitted to Transmission for evaluation 7 days after

contract award.

o Organisation’s EMS records (refer to Appendix D).

o Permits as applicable.

o Corrective actions taken because of non-conformances raised by either the

Organisation or Transmission.

3.8 Phase 5: Contract Execution and Continual Monitoring

Continual Environmental performance monitoring

• Environmental practitioners shall conduct inspection, audits to monitor environmental

compliance and adherence by the contractor. The Environmental Practitioner reserves the

right to conduct the performance measures on all contractors.

• The business unit that receives products, goods and services shall ensure that monitoring

mechanism (such as audits and reviews) is instituted with the support of the environmental

practitioners to ensure compliance with environmental legislative/ legal obligation and

Transmission requirements.

Controlled disclosure

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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

Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Suppliers

Revision: 1

Page:

Management of Sub-Contractors and Suppliers

• The contract custodian shall ensure that the main supplier or principal supplier is notified that

she/he is accountable for the management of her/his subcontractors and supplier and to

ensure that the subcontractors/suppliers comply with the applicable Environmental legal

obligation and other Eskom/ Transmission requirements (applicable during the contract

execution of works and services in terms of the contract).

• The contract custodian, together with commercial department must ensure that all non-

conformances or non-compliance of the suppliers are dealt with as per the Transmission

supplier status reconsideration process (32-1034 Eskom Procurement and Supply Chain

Management Procedure)

Enforcement of compliance with Environmental requirements during contract execution and

the monitoring/assurance of this

• Environmental Practitioners shall ensure that there is a mechanism to monitor environmental

performance and the supplier’s compliance at predetermined interval during contract

execution and that these reports are provided to the contract custodian, as well as the

commercial department during the execution of the contract and for the post-contract review

process.

Work stoppage stoppage/suspension of works and services under a contract

• Any person may stop an activity that may pose a threat to health of an individual and create

a risk of degradation to the environment. This includes any unauthorised work or

commencement of the activity without required environmental authorisation or approvals or

service performed by, or legally or contractually non-compliant acts or omissions by the

Supplier or such Contractors.

• The temporary stoppage of an activity/activities or tasks may be due to environmental

concerns, including the following circumstances which shall not warrant any financial

compensation:

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

Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

Suppliers

Revision: 1

Page:

o Ad-hoc environmental intervention by Transmission management, all

work of similar nature may be stopped due to the occurrence of a

serious environmental incidents, and the relevant supplier will be

required to comply with the conditions stipulated in the work stoppage

instruction.

o Ad-hoc environmental intervention by any person, especially

environmental practitioners, may be due to activities by the contractor

that may degrade the environment. The conditions that may result to a

work stoppage will determine the corrective measures to be taken