Site contamination assessment services for TRANSNET pipelines – kwazulu-natal tender (3-Year)

The ContractorQuestionnaire must be included as a returnable document in the tender document as per Annexure 8.7, ContractorQuestionnaire - TRN-IMS-GRP-TMP014.7.

Transnet utilises contractors registered with National Treasury; an approved list of contractors/suppliers may also apply.

The purpose of this core procedure is to provide guidance in the manner how Transnet SOC

Ltd (hereafter referred to as “Transnet”) must manage its contractors in accordance with

applicable regulatory, national and international standards requirements and the contractual

obligations, using practices that are fair, equitable, transparent, cost effective, safe and

competitive. The procedure is outlined in the following phases:

Note: This procedure should be read in conjunction with Transnet PPM and Contract

ManagementPolicy.

2. Applicability

This procedure is applicable to Transnet.

3. Reference documents

Name reference number applicable section

AssetManagementSystem ISO55001:2015 Clause 8.3

Business Continuity Management Procedure TRN-IMS-GRP-PROC-016 All

BusinessContinuityManagementSystems ISO22301:2012 Clause5.5,6.6.4,7.3,7.2,

7.8.2,8.5.8&8.7.3.

Competency, Awareness and Training TRN-IMS-GRP-PROC-008 All

Procedure

Compliance Obligations Procedure TRN-IMS-GRP-005 All

Conformity Assessment ISO 17020: 2012 Clause 6.1.2; 6.1.12; 6.1.13;

6.2.11; 6.3.1; 6.3.2; 6.3.3;

6.3.4; 7.1.6; 7.4.4

Continual Improvement Procedure TRN-IMS-GRP-PROC-018 All

Contract Management Policy TG/GFIN5/1/2P All

Document, Data and Record Management TRN-IMS-GRP-PROC-010 All

Procedure

Energy Management System ISO 50001: 2011 Clause 4.5.2; 4.5.7.

Environmental Management System ISO 14001: 2015 Clause 7.2; 7.3; 7.4.2; 8.1;

8.2.

Food Safety Management System SANS 10049: 2012 Clause 6.2.3; 7.4.8.3; 7.4.8.7;

7.5.5.1; 7.5.5.2; 8.3.1; 8.3.2;

8.3.3; 8.3.4; 8.3.5; 8.3.6;

8.3.7

GeneralRequirementsfortheCompetenceof ISO17025:2017 Clause4.2.4,6.6.2,6.6.3,7.1&

TestingandCalibrationLaboratories 7.8.2.1

Information Technology – Service ISO 20000-1:2011 Clause 4.2; 4.5.2; 5.2; 5.3;

Management System 6.6.1; 7.2.

Integrated Supply Chain Management (ISCM) All

documents

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Name reference number applicable section

Integrated Assurance Procedure TRN-IMS-GRP-015 All

OccupationalHealthandSafetyManagement ISO45001:2018 Clause

Systems 5.4,6.1.2.1,7.4.1,8.1.4.2,8.1.4.

3&8.2

Occurrence and Non-Conformance TRN-IMS-GRP-013 All

Management Procedure

Operational Risk Management Procedure TRN-IMS-GRP-004 All

Private Sector Participation (PSP) Management All

Practice Notices.

Quality Management Systems ISO 9001:2015 Clause 7.1.1, 7.2, 7.3, 8.3.2,

8.4.1, 8.4.2, 8.4.3, 8.5.3,

9.1.3, 9.3.2

RiskManagementGuideline ISO31000:2018 Clause5.4.1&6.5.2

Railway Safety Management SANS 3000-1: 2016 Clause 4.2.4.4; 4.2.6.3;

4.4.1.5; 4.5.3.1; 4.5.4; 4.5.5;

4.9.1.1; 5.6.1; 5.6.4

Railway Safety Regulator Determination of Clause 10.2.1

Safety Management System and Safety

Management Report

SpecificationforSecurityManagement SANS28000:2010 Clause4.5.1,4.5.2&4.5.4

Systemsforthesupplychain

Transnet Procurement Procedure Manual All

(Ppm).

Transnet Regulatory Universe All

4. Definitions and abbreviations

4.1 Definitions

Client

Transnet SOC Ltd in this context.

Commissioning

The process of assuring that all systems and components of a building or industrial plant or

product are designed, installed, tested, operated, and maintained according to the operational

requirements of the owner or final client.

Contract

An agreement with specific terms between two or more parties or entities based on mutual

consent which has legal effects and involves transfer of consideration – usually financial or

some other type of benefit.

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ContractInitiator

A person or stakeholder that begins the contract. He/she is responsible for choosing a Contract

Manager and authorizing that person. He/she is the person (outside the Contractor

ManagementTeam) who provides the funds for the contract.

Contract Manager

Transnet employee who is authorised to represent Transnet in terms of the contract and

appointed to supervise and/or liaise with the contractor to ensure that the specifications of

the contract are met (with special emphasis on technical specifications, inspection of quality,

on health and safety, environment and quantity of work). A contract manager has the role of

executing the plan to achieve the deliverables. This person receives all his authorisations from

the contractinitiator and the stakeholders.

Contract Owner

The person who requires a specific product, goods or services and who is responsible to

provide the budget and approval.

Contractor

An employer (organisation) or a person who performs ANY work and has entered into a legal

binding business agreement contract to supply a product or provide services to Transnet. This

applies to the Suppliers, Vendors, and Consultants, Service providers or Contractors.

NB: A Contractor is an employer in his/her own right.

Contractor Execution Plan

A site, activity or contract specific documented plan in accordance with the client’s contract

specificationandrequirements. A plan is submitted by the ContractortoContractManagerfor

approval prior to mobilization on site. The Contractor Execution Plan includes, inter alia:

Health and Safety, Environmental, Energy, Quality, Delivery plans etc.

Contractor Compliance File

A file, or other record containing the information in writing required by Transnet.

NB: A file must be submitted for each discipline where applicable e.g. health and safety,

environment file etc.

Contractor Management team

A team comprising all the role players who can add value to a particular contract. The

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individuals responsible for the specific contractdelivery i.e.healthandsafety,security,quality,

risketc.

Defect list

A document prepared listing work not conforming to contract specifications that the contractor

must complete prior to final payment. The work may include incomplete or incorrect

installations or incidental damage to existing finishes, material, and structures.

Employee Personal Profile Dossier

Anindividualemployeefilethathaswhereapplicable,medicalsandcertifiedcopies(notolder

than three (3) months) of identity documents, competencies, qualifications and any other

requiredinformationatthestageofcontracting.

End-User

Person or organisation that actually uses a product, service or good, as opposed to the person

or organisation that authorises, orders, procures, or pays for it.

Handover

Transfer of any deliverable to responsible stakeholder.

Induction

The action or process of inducting someone to a post, organisation or task.

Mandatary Agreement

An agreement between the client and the contractor or the principal contractor and its subcontractors for work to be performed and the contractor without derogating from his/her

status in his/her own right as an employer or user.

A detailed prescription of the contract requirements including IMS, to which equipment,

construction, product or service has to comply with. This includes various models, drawings

and documents. It should be noted that the specification may even comprise of a multitude

of different elements.

4.2 Abbreviations

CCRO Chief Corporate Regulatory Officer

CEP ContractorExecutionPlan

CLM ContractLifecycleManagement

CM Contract Manager

DOA DelegationofAuthority

PCI PrincipalControlledInsurance

PPM Procurement Procedure Manual

SCMS Supply Chain Management Services

TIMS TransnetIntegratedManagementSystem

5. Accountability, responsibility and authority

Top Management  Drive IMS strategy within operating divisions as determined by the

IMS Contractor Management procedure ; and

 Ensures provision of adequate resources for compliance of

ContractorManagementprocedure.

Chief Corporate and  Ensures Development, Implementation and Maintenance of the

Regulatory Officer Contractor Management procedure and processes.

Group Chief Supply Chain  Ensure alignment with Transnet Procurement, Contracts and

Officer Contractor Management processes.

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Senior Management  Drive implementation of Contractor Management procedure;

 Ensure availability of resources;

 Ensure communication of Contractor Management directives to

teams;

 Communicate IMS performance on Contractor Management to the

respective members of the Top Management Team; and

 Ensure resolution on issues identified through the IMS contractor

management process.

Line Management  Effective Implementation of the Contractor Management

procedure.

Employees  Adhere to Contractor Management processes and procedures;

 Take accountability for assigned activities; and

 Report any deviations.

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6. Procedure

6.1 Contractor Management Process Flow

Contractor management procedure

Phase

Identity and appoint Risk Assessment Appointment of the Contractor List of Approved contractor management and Contract Specifications Pricing schedule Contract Manager Questionnaire Contractors team Classification Pre-Contracting

Mandatory Contract Contractor Contractor induction and Project Insurance Site Establishment Agreement Execution Plan Compliance File training Planning

Non Operational Occurence Inspection and Testing and Progress meetings Contract administration conformance Delivery permits management audits commissioning (Defects)

out

Final inspection Close out Close

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6.2 Pre-Contracting Phase

6.2.1 Appointment of the Contract Manager

The ContractInitiator must identify the business needs and take into consideration the Integrated

Management System (IMS) requirements.

The Contract Initiator must identify which discipline has a majority interest in the contract and

appoint a Contract Manager (CM) from that discipline as per Annexure8.1,TRN-IMS-GRPTMP014.1–ContractManagerAppointmentLetter.In some cases, the ContractInitiator

and Contract Manager may be the same person.

6.2.2 Identify and SelectContractor Management Team

The CM must identify and select the Contractor Management Team, comprising of various

functions or disciplines.

The CM must convene a kick off meeting with the selected team to ensure that all parties are

aware of their roles and responsibilities in the planning, implementation, execution, monitoring

and finalisation of the contract.

The CM must ensure that the roles and responsibilities are clearly defined, understood and

assigned correctly to the responsible person.

Note: For construction related Contracts contract, the CM must appoint a Client’s Health and Safety Agent where

applicable.

6.2.3 Risk Assessment and Contract Classification

Risk assessment

The CM must ensure that a baseline risk assessment process commences and is performed at

Pre-Contracting Phase. The risk assessment procedure details the steps that must be taken to

ensure that the risk assessment is performed according to the Operational Risk Assessment

Procedure-TRN-IMS-GRP-PROC-004.

Contract Classification

The CM must determine the Contract Classification Category of the Contract based on the risk

assessment conducted and contract classification methodology as per Annexure8.2, Contract

Classification Methodology-TRN-IMS-GRP-GDL-014.2.

The contract classification will inform the steps that must be undertaken in compiling the

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specifications, contract and execution thereof.

6.2.4 Specifications

The CM must develop a suitable, sufficiently documented and coherent contract specific

specification for the intended work, based on the scopeofwork, contract classification and risk

assessment.

The appointed CM must be conversant with IMS requirements.

The CM must ensure that the ContractorManagementTeamare involved in the development of

the specifications.

The CM must ensure that the followingbutnotlimitedtoContractor Specification Guidelines are

taken into consideration when compiling the specifications:-

 Annexure 8.3, Contractor Health and Safety Specification Guideline -TRN-

IMS-GRP-GDL-014.3;

 Annexure 8.4, Contractor Environmental and Sustainability Specification

Guideline–TRN-IMS-GRP-GDL-014.4;

 Annexure 8.5, Contractor Security Specification Guideline – TRN-IMS-GRP-

GDL-014.5;and

 Annexure8.6,ContractorQualitySpecificationGuideline–TRN-IMS-GRP-GDL-

014.6.

The specification must be precisely determined and linked to the approved budget.

Once the technical specification/scope of work has been finalised, the end user department must

sign off, specifically confirming that the Contractor Specification Guidelines have been integrated.

6.2.5 ContractorQuestionnaire

The CM must ensure that the ContractorQuestionnaire includes IMS requirements which must

be included in the tender documents.

The ContractorQuestionnairemust be included as a returnable document in the tender document

as per Annexure8.7, ContractorQuestionnaire-TRN-IMS-GRP-TMP014.7

Shortlistedbidderswhosubmittedbidsforhighandmediumriskprofilecontracts(i.e.contracts

which have impact on railway safety) must be subjected to a pre-award assessment (Due

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diligenceassessment)wheredeemednecessary,priortotheawardofacontract.

6.2.6 List of Approved Contractors

Transnet utilises contractors registered with National Treasury.

Transnet also has an approved list of contractors/suppliers whereapplicable. Specific components

and services are required by Transnet from time to time and therefore it may be applicable to

source an approved list for certain commodities.

The Procurement Procedure for the approved list is detailed in the Procurement Procedure Manual

(“Ppm”).

6.2.7 Pricing Schedule

TheCMmustensurethatpricingschedulerequirementsareincludedonthetenderdocument

andcompletedbythecontractorasperAnnexure8.8, Pricing Schedule Requirements -

Trn-ims-grp-tmp 014.8.

6.3 Planning Phase

6.3.1. Mandatory Agreement

The CM must ensure that the Mandatory Agreement in terms of section 37(2) of the Occupational

Health and Safety Act (OHS Act) and other relevant legislations are included as part of the

contract as detailed on Annexure8.9, Section 37(2) Mandatory Agreement-TRN-IMS-

Grp-agr 014.9.

The Agreement must be completed and signed by the CM and the Contractor.

The Contractor must submit a written request to the CM for permission to sub-contract any work

or services.

The CM must approve or decline a request by the contractor to sub-contract any work after

reviewing the capabilities of the sub-contractor to comply with the IMS requirement.

The Contractor must enter into a Section 37(2) Agreement with their respective sub-contractors.

The signed copy of the agreement must be kept on the Contractors Compliance File.

6.3.2 Contract Insurance

The CM must ensure that the Contract is insured where applicable i.e. PCI insurance, letter of

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good standing etc.

6.3.3 Contractor Execution Plan

The Contractor must submit a detailed Contractor Execution Plan (CEP) to the CM for approval

as per Annexure 8.10, Contractor Execution Plan Guideline - TRN-IMS-GRP-GDL

014.10.

The CM must approve the CEP, after ensuring that the contractor has all the necessary resources

to do the work safely, and the contractor has illustrated its understanding of the scope of work,

including the IMS requirements.

6.3.4 Contractor Compliance File

The CM must ensure the Contractor Compliance File is reviewed and approved as per the

Annexure 8.11, Contractor Compliance File Assessment Checklist - TRN-IMS-GRP-

Tmp014.11.

The CM shouldpreferablyinform the contractor within five (5) working days after the submission

of the file whether or not the Contractor Compliance File meets the requirements.

The Contractor must re-submit the Contractor Compliance File required changes to the CM for

acceptance withintheagreedtimelines.

6.3.5 Contractor Induction and Training

The CM must ensure that the Contractor undergoes induction prior to handing over the site to

the Contractor as per Annexure8.12, Contractor Induction Requirements Guideline -

TRN-IMS-GRP-GDL014.12.

The CM must arrange and coordinate contract specificinduction, awarenessand training, and

communicate the date, time and venue to the contractor.

The CM must request the Employee PersonalProfile Dossiers from the contractor before induction

and approves it. The Employee Personal Profile Dossiers must include, where applicable,

medicals and certified copies (not older than three (3) months) of identity documents,

competencies and qualifications etc. as per Annexure 8.13, Employee Personal Profile

Dossier-TRN-IMS-GRP-TMP014.13.

The Contractor employee(s)must sign the induction attendance register on site as per Annexure

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8.14, Induction Attendance Register-TRN-IMS-GRP-TMP 014.14. A copy of the

attendance register must be stored in the Contractor Compliance File.

The Contractor must complete and sign all the required indemnities whereby Transnet is

indemnified from any claims and /or losses as per Annexure8.15, Induction Indemnity

Form-TRN-IMS-GRP-TMP014.15.

The CM must issue a certificate to the contractor after successful completion of the induction.

The certificate must be signed by the CM on the date of completion and the certificate will remain

valid for the site and duration of the contract and has to be renewed on an annual basis as per

Annexure8.16, Induction Certificate-TRN-IMS-GRP-TMP014.16.

The CM and the Contractor must identify the contractor personnel who need additional training,

based on the scope of work and the IMS requirements.

The Contractor must ensure that valid records of relevant training (copies of certificates) are kept

in the Contractor Compliance File.

6.3.6 Site Establishment

6.3.6.1Site Readiness

The CM must ensure that the site is ready to be handed over to the contractor prior to

commencement of work

The CM must provide access to site and all other site requirements as per contract, e.g. drawings

of the location of underground service lines and services such as electricity, water, sewage,

compressed air etc., where applicable.

6.3.6.2Legal Permits and Authorisations

The CM must ensure relevant permits and authorisations are obtained from issuing authorities

prior to work commencement as per Annexure 8.17, List of Legal Permits and

Authorisations-TRN-IMS-GRP-TMP014.17.

The CM must provide the appointed contractor with the applicable permits and authorisations

prior to site access.

6.3.6.3Pre-sitehandoverinspection

TheCMmustensurethatapre-sitehandoverinspectionisconductedasperAnnexure8.18,

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Pre-SiteHandoverInspectionChecklist-TRN-IMS-GRP-TMP014.18.

Thepre-sitehandoverinspectionmustbeconductedtochecktheconditionofthesitewhenitis

handedovertothecontractor.

TheCMandcontractormustco-signthepre-siteinspectionhandoverchecklist.

6.3.6.4 Site Access Certificate

The CM must issue the Site Access Certificate to the contractor, following the pre-site handover

inspection as per Annexure8.19, Site Access Certificate-TRN-IMS-GRP-TMP014.19.

The CM must ensure that the contractor establishes the site after obtaining the site access

certificate.

6.4 Delivery Phase

6.4.1Progressmeetings

TheCMandtheContractorManagementTeam,inconsultationwiththecontractor,musthold

regularperformancerevieworprogressmeetings.

TheCMmustensurethattheprogressmeetingagendaincludesIMSrequirementssuchashealth

and safety, quality, energy, environment, security, sustainability etc. where applicable as per

Annexure8.20,ProgressMeetingAgendaRequirements-TRN-IMS-GRP-GDL014.20.

TheCMmustensureperformancereviewmeetingsareconvenedaspertheschedule.

TheCMandtheContractorManagementTeam,togetherwiththecontractor,mustbepresent

and/orrepresentedatthemeeting.

TheCMmustensurethatminutesofthemeetingsarekeptandcommunicatedtothecontract

managementteamandcontractor.

6.4.2ContractAdministration

TheCMmustensurethatthecontractvariationsandamendmentsareapprovedbydelegated

personinlinewiththeDelegationofAuthority(DOA)andPPM.

TheCMmustensurethatallcontractualamendmentsaresecurelyfiled.

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6.4.3 Operational Permits

The CM must ensure that the operational permits are issued to the contractor before any

operational work requiring permits is performed as per Annexure 8.21, Operational Safe

WorkPermit Application Form-TRN-IMS-GRP-TMP014.21.

6.4.4 OccurrenceManagement

The CM must ensure that occurrencesare reported immediately by the Contractor.

The CM must activate the occurrence response team for any occurrence on the contract as

detailed on Occurrence and Nonconformance Management Procedure, TRN-IMS-GRP-

PROC-013.

The CM must ensure, where applicable, that monthly occurrence statistics and/or reports are

compiledandsubmittedmonthlytothe contractinitiator, and relevant internal departments and

authorities.

6.4.5 Inspections and Audits

The CM must ensure that the contractor’s performance is measured and monitored in terms of

the contract. It is important that the performance measures selected provide clear evidence of

the required contractual deliverables.

The quality assurance audit, where applicable, must be conducted to ensure that the work is

performed in line with the applicable standards andspecifications.

The CM must ensure that regular inspections are conducted to monitor the required quality and

quantity as per the specifications.

The CM, in consultation with the contractor, must develop an audit schedule for the contractor.

The CM must ensure that periodical audits are conducted at specified intervals, including audits

at the contractor’s premises as detailed on Integrated Assurance Procedure, TRN-IMS-

GRP-PROC-015.

The assurance audits must be conducted as prescribed by the agreed audit protocol as per

Annexure 8.22, Contractor Assurance Protocol Requirements-TRN-IMS-GRP-TMP

014.22.

TheCMmustensurethattheinspectionandauditreportswithassociatednon-conformancesare

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issuedtothecontractorforpurposeofeffectivelyimplementingthecorrectiveandpreventative

measurestimeously,untilthecontractiscompleted.

The CM and the contractor must provide final sign off, which proves that the audit findings have

been closed off.

6.4.6 ManagementofNon-ConformancesforWorkCompleted

WhenthecontractoradvisesthatworkhasbeencompletedtheCMmustcarryoutinspections

forallproduct,equipmentandfacilitiestoensurethatthecontractor’sworkhasbeencompleted

inaccordancewiththecontractualspecificationsandstandards.

The CM must invite and ensure that the end-user participates in identifying the defects.

The CM must ensure that the master defects list is compiled and maintained.

The contractor management team responsible for non-conformances and defects, along with the

contractor’s team, must verify and sign off the corrected defects list before commissioning.

The CM must ensure that the contractor is issued with a breach notification for none or poor or

defective delivery.

The CM must ensure that the breach by the contractor has been rectified. If the breach was not

rectified, the CM must issue the contractor with a non-performance penalty.

The CM must ensure that a Non-Conformance Report (NCR) is completed for all deviations against

the contract as detailed on Occurrence and Nonconformance Management Procedure,

TRN-IMS-GRP-PROC-013.

The CM must review the contractor remedial actions in respect of the NCRs until these have been

resolved.

6.4.7 Testing and Commissioning

The CM, whereapplicable, must establish a testing and commissioning team that consists of at

least the contract management team members, end-user and contractor’s representatives.

The CM, where applicable, must develop a test and commissioning plan of the contract and

communicate it to the contractor.

The testing and commissioning plan must include the schedule, with key milestones and activities

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for the overall contractexecution. These activities must be planned, scheduled and executed with

a Safety Mindset and as addressed on the Contractor Execution Management Plan.

The testing and commissioning team must verify that non-conformances or deficiencies or defects

or errors have been corrected.

The CM must ensure that commissioning or energization notices are communicated to all relevant

parties and applicable procedures are adhered to.

6.5 Close Out Phase

6.5.1 Final inspection

The CM must, at the end of the contract, conduct thorough inspections of the site with the

contractor to ensure that the site is left in a clean, safe and environmentally acceptable condition

for normal operations, prior to the contractor leaving the site.

The CM must ensure that the contractor has complied with all closeout requirements and

deviations have been corrected and closed out;

The CM and the contractor must co-sign the Final Handover and Close-out Inspection Checklist

as per Annexure 8.23, Final Handover and Close-Out Inspection Checklist-TRN-IMS-

GRP-TMP014.23.

The CM must ensure that the contractor hands over the complete Contractor Compliance File at

the completion of the contractwith all relevant documentation.

6.5.2 Close Out

The CM must arrange for the issue of the completion certificate to the contractor, confirming the

contractandcloseout requirements have been met.

The CM must establish a post-contract evaluation committee to review the contractor’s

performance statistics, based on occurrences, audit findings, corrective actions, etc.

The CM must ensure that performance statistics are analysed to determine trends, lessons learnt

and prepare for the post-contract evaluation meeting.

The CM must hold a post-contract evaluation meeting and summarise the findings in a report

and document lessonslearnedwhichcanbeusedforfuturecontracts.

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The CM must communicate the findings and lessons learned to the contractinitiator.

The CM must ensure that the contract register is updated to reflect the closing of the contract.

7. Records

Records are kept for a period of at least three (3) years or as required by statutory and regulatory

requirements.

7.1 Appointment Letter

7.2 Risk Assessment Register

7.3 Specification(s)

7.4 Pre-qualification and Evaluation Records

7.5 Audits and Inspections

7.6 Occurrence and Non-Conformances Reports

7.7 Induction and Training Records

7.8 Attendance Registers

7.9 Minutes of Meetings

7.9 Contractor Compliance File

7.10 Agreements

7.11 Permits and Licenses

7.12 Medical Records

7.13 Certified Identity Documents

7.14 Qualifications

7.15 Associated Management Plans

7.16 Master Defect List

7.17 Final Handover and Closeout Inspection Report

7.18 Completion Certificate

7.19 Lessons Learned Register

8. Annexures

8.1 TRN-IMS-GRP-TMP 014.1 Contract Manager Appointment Letter

8.2 TRN-IMS-GRP-GDL 014.2 Contract Classification Methodology

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8.3 TRN-IMS-GRP-GDL 014.3 Contractor Health and Safety Specification Guideline

8.4 TRN-IMS-GRP-GDL 014.4 Contractor Environmental and Sustainability Specification

Guideline

8.5 TRN-IMS-GRP-GDL 014.5 Contractor Security Specification Guideline

8.6 TRN-IMS-GRP-GDL 014.6 ContractorQualitySpecificationGuideline

8.7 TRN-IMS-GRP-TMP 014.7 ContractorQuestionnaire

8.8 TRN-IMS-GRP-TMP 014.8 Pricing Schedule Requirements

8.9 TRN-IMS-GRP- AGR 014.9 Section 37 Mandatory Agreement

8.10 TRN-IMS-GRP-TMP 014.10 Contractor Execution Plan Guideline

8.11 TRN-IMS-GRP-TMP 014.11 Contractor Compliance File Assessment Checklist

8.12 TRN-IMS-GRP-GDL 014.12 Contractor Induction Requirements Guideline

8.13 TRN-IMS-GRP-TMP 014.13 Employee Personal Profile Dossier

8.14 TRN-IMS-GRP-TMP 014.14 Induction Attendance Register

8.15 TRN-IMS-GRP-TMP 014.15 Induction Indemnity Form

8.16 TRN-IMS-GRP-TMP 014.16 Induction Certificate

8.17 TRN-IMS-GRP-TMP 014.17 List of Legal Permits and Authorisations

8.18 TRN-IMS-GRP-TMP 014.18 Pre-site Handover Inspection Checklist

8.19 TRN-IMS-GRP-TMP 014.19 Site Access Certificate

8.20 TRN-IMS-GRP-AG 014.20 Progress Meeting Agenda Requirements

8.21 TRN-IMS-GRP-TMP 014.21 Operational Safe Work Permit Application Form

8.22 TRN-IMS-GRP-TMP 014.22 Contractor Assurance Protocol Requirements

8.23 TRN-IMS-GRP-TMP 014.23 Final Handover and Close-Out Inspection Checklist

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7.16 Master Defect List .................................................................................. 26

7.17 Final Handover and Closeout Inspection Report .................................... 26

7.18 Completion Certificate ........................................................................... 26

7.19 Lessons Learned Register ...................................................................... 26

8. Annexures ..................................................................................................... 26

8.1 TRN-IMS-GRP-TMP 014.1 Contract Manager Appointment Letter ............ 26

8.2 TRN-IMS-GRP-GDL 014.2 Contract Classification Methodology ............... 26

8.3 TRN-IMS-GRP-GDL 014.3 Contractor Health and Safety Specification

Guideline .................................................................................................... 27

8.4 TRN-IMS-GRP-GDL 014.4 Contractor Environmental and Sustainability

Specification Guideline ............................................................................ 27

8.5 TRN-IMS-GRP-GDL 014.5 Contractor Security Specification Guideline ...... 27

8.6 TRN-IMS-GRP-GDL 014.6 ContractorQualitySpecificationGuideline........ 27

8.7 TRN-IMS-GRP-TMP 014.7 ContractorQuestionnaire.................................. 27

8.8 TRN-IMS-GRP-TMP 014.8 Pricing Schedule Requirements ......................... 27

8.9 TRN-IMS-GRP- AGR 014.9 Section 37 Mandatory Agreement .................... 27

8.10 TRN-IMS-GRP-TMP 014.10 Contractor Execution Plan Guideline ............. 27

8.11 TRN-IMS-GRP-TMP 014.11 Contractor Compliance File Assessment

Checklist .................................................................................................... 27

8.12 TRN-IMS-GRP-GDL 014.12 Contractor Induction Requirements Guideline

................................................................................................................... 27

8.13 TRN-IMS-GRP-TMP 014.13 Employee Personal Profile Dossier ................ 27

8.14 TRN-IMS-GRP-TMP 014.14 Induction Attendance Register ..................... 27

8.15 TRN-IMS-GRP-TMP 014.15 Induction Indemnity Form ............................ 27

8.16 TRN-IMS-GRP-TMP 014.16 Induction Certificate ..................................... 27

8.17 TRN-IMS-GRP-TMP 014.17 List of Legal Permits and Authorisations ....... 27

8.18 TRN-IMS-GRP-TMP 014.18 Pre-site Handover Inspection Checklist ........ 27

8.19 TRN-IMS-GRP-TMP 014.19 Site Access Certificate ................................... 27

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A site, activity or contract specific documented plan in accordance with the client’s contract

specificationandrequirements. A plan is submitted by the ContractortoContractManagerfor

approval prior to mobilization on site. The Contractor Execution Plan includes, inter alia:

assessment conducted and contract classification methodology as per Annexure8.2, Contract

Classification Methodology-TRN-IMS-GRP-GDL-014.2.

good standing etc.

6.3.3 Contractor Execution Plan

The Contractor must submit a detailed Contractor Execution Plan (CEP) to the CM for approval

as per Annexure 8.10, Contractor Execution Plan Guideline - TRN-IMS-GRP-GDL

014.10.

8.1 TRN-IMS-GRP-TMP 014.1 Contract Manager Appointment Letter

8.2 TRN-IMS-GRP-GDL 014.2 Contract Classification Methodology

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Deviation from specifications, relevant work standards, practices, procedures, legal

requirements or a failure a requirement. Non-compliance only relates to non-conformance to

legal requirements.

Competence of Testing and Calibration Laboratories 01/07/2019

2.0 10 ISO 17025:2005 to ISO 17025:2018 as well as

applicable clause

Updated Occupational Heath and Safety Management 01/07/2019

2.0 OHSAS 18001 : 2011 to ISO 45001 :2018 as well as 10

applicable clauses

6.4.1Progressmeetings......................................................................................... 22

6.4.2ContractAdministration................................................................................. 22

6.4.3 Operational Permits ....................................................................................... 23

6.4.4 OccurrenceManagement ............................................................................... 23

6.4.5 Inspections and Audits .................................................................................. 23

6.4.6 ManagementofNon-ConformancesforWorkCompleted.................................. 24

6.4.7 Testing and Commissioning ............................................................................ 24

6.5 Close Out Phase ......................................................................................... 25

6.5.1 Final inspection ............................................................................................. 25

6.5.2 Close Out ..................................................................................................... 25

7. Records ................................................................................................... 26

7.1 Appointment Letter .................................................................................... 26

7.2 Risk Assessment Register .......................................................................... 26

7.3 Specification(s) .......................................................................................... 26

7.4 Pre-qualification and Evaluation Records .................................................. 26

7.5 Audits and Inspections .............................................................................. 26

7.6 Occurrence and Non-Conformances Reports ............................................. 26

7.7 Induction and Training Records ................................................................. 26

7.8 Attendance Registers ................................................................................. 26

7.9 Minutes of Meetings................................................................................... 26

7.9 Contractor Compliance File ........................................................................ 26

7.10 Agreements ............................................................................................ 26

7.11Permits and Licenses ................................................................................. 26

7.12Medical Records ......................................................................................... 26

7.13Certified Identity Documents .................................................................... 26

7.14Qualifications ............................................................................................. 26

7.15Associated Management Plans .................................................................. 26

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8.20 TRN-IMS-GRP-AG 014.20 Progress Meeting Agenda Requirements ......... 27

8.21 TRN-IMS-GRP-TMP 014.21 Operational Safe Work Permit Application

Form .......................................................................................................... 27

8.22 TRN-IMS-GRP-TMP 014.22 Contractor Assurance Protocol Requirements

................................................................................................................... 27

8.23 TRN-IMS-GRP-TMP 014.23 Final Handover and Close-Out Inspection

Checklist .................................................................................................... 27

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Integrated Assurance Procedure TRN-IMS-GRP-015 All

OccupationalHealthandSafetyManagement ISO45001:2018 Clause

Systems 5.4,6.1.2.1,7.4.1,8.1.4.2,8.1.4.

3&8.2

Occurrence and Non-Conformance TRN-IMS-GRP-013 All

appointed to supervise and/or liaise with the contractor to ensure that the specifications of

the contract are met (with special emphasis on technical specifications, inspection of quality,

on health and safety, environment and quantity of work). A contract manager has the role of

executing the plan to achieve the deliverables. This person receives all his authorisations from

the contractinitiator and the stakeholders.

status in his/her own right as an employer or user.

Non-Conformance

requirements or a failure a requirement. Non-compliance only relates to non-conformance to

legal requirements.

Pricing schedule

Non Operational Occurence Inspection and Testing and Progress meetings Contract administration conformance Delivery permits management audits commissioning (Defects)

out

prior to site access.

6.3.6.3Pre-sitehandoverinspection

TheCMmustensurethatapre-sitehandoverinspectionisconductedasperAnnexure8.18,

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Pre-SiteHandoverInspectionChecklist-TRN-IMS-GRP-TMP014.18.

inspection as per Annexure8.19, Site Access Certificate-TRN-IMS-GRP-TMP014.19.

compiledandsubmittedmonthlytothe contractinitiator, and relevant internal departments and

authorities.

6.4.5 Inspections and Audits

The CM must ensure that the contractor’s performance is measured and monitored in terms of

the contract. It is important that the performance measures selected provide clear evidence of

the required contractual deliverables.

been closed off.

6.4.6 ManagementofNon-ConformancesforWorkCompleted

rectified, the CM must issue the contractor with a non-performance penalty.

The CM must ensure that a Non-Conformance Report (NCR) is completed for all deviations against

the contract as detailed on Occurrence and Nonconformance Management Procedure,

TRN-IMS-GRP-PROC-013.

resolved.

6.4.7 Testing and Commissioning

parties and applicable procedures are adhered to.

6.5 Close Out Phase

6.5.1 Final inspection

as per Annexure 8.23, Final Handover and Close-Out Inspection Checklist-TRN-IMS-

GRP-TMP014.23.

contractandcloseout requirements have been met.

The CM must establish a post-contract evaluation committee to review the contractor’s

performance statistics, based on occurrences, audit findings, corrective actions, etc.

Records are kept for a period of at least three (3) years or as required by statutory and regulatory

requirements.

7.1 Appointment Letter

7.2 Risk Assessment Register

7.3 Specification(s)

7.4 Pre-qualification and Evaluation Records

7.5 Audits and Inspections

7.6 Occurrence and Non-Conformances Reports

7.7 Induction and Training Records

7.8 Attendance Registers

7.9 Minutes of Meetings

7.9 Contractor Compliance File

7.10 Agreements

7.11 Permits and Licenses

7.12 Medical Records

7.13 Certified Identity Documents

7.14 Qualifications

7.15 Associated Management Plans

7.16 Master Defect List

7.17 Final Handover and Closeout Inspection Report

7.18 Completion Certificate

7.19 Lessons Learned Register

8.5 TRN-IMS-GRP-GDL 014.5 Contractor Security Specification Guideline

8.6 TRN-IMS-GRP-GDL 014.6 ContractorQualitySpecificationGuideline

8.7 TRN-IMS-GRP-TMP 014.7 ContractorQuestionnaire

8.8 TRN-IMS-GRP-TMP 014.8 Pricing Schedule Requirements

8.9 TRN-IMS-GRP- AGR 014.9 Section 37 Mandatory Agreement

8.10 TRN-IMS-GRP-TMP 014.10 Contractor Execution Plan Guideline

8.11 TRN-IMS-GRP-TMP 014.11 Contractor Compliance File Assessment Checklist

8.12 TRN-IMS-GRP-GDL 014.12 Contractor Induction Requirements Guideline

8.13 TRN-IMS-GRP-TMP 014.13 Employee Personal Profile Dossier

8.14 TRN-IMS-GRP-TMP 014.14 Induction Attendance Register

8.15 TRN-IMS-GRP-TMP 014.15 Induction Indemnity Form

8.16 TRN-IMS-GRP-TMP 014.16 Induction Certificate

8.17 TRN-IMS-GRP-TMP 014.17 List of Legal Permits and Authorisations

8.18 TRN-IMS-GRP-TMP 014.18 Pre-site Handover Inspection Checklist

8.19 TRN-IMS-GRP-TMP 014.19 Site Access Certificate

8.20 TRN-IMS-GRP-AG 014.20 Progress Meeting Agenda Requirements

8.21 TRN-IMS-GRP-TMP 014.21 Operational Safe Work Permit Application Form

8.22 TRN-IMS-GRP-TMP 014.22 Contractor Assurance Protocol Requirements

8.23 TRN-IMS-GRP-TMP 014.23 Final Handover and Close-Out Inspection Checklist

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A detailed list of requirements, items, materials, chargeable rates or the like. An activity

schedule may also be utilised for contracts with a low classification.

Procurement event

Means the advertisement of a request for quotation, information or a request to the open

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U n c o n t r o l l e d c o p y w h e n p r i n t e d

market for the submission of bids.

Risk assessment

A risk assessment in this procedure means the process where all risks associated with the

contract and its execution are identified, mitigated and managed.

(“Ppm”).

6.2.7 Pricing Schedule

Completion Certificate

completion certificate to the contractor, confirming the

Appointment Letter

than three (3) months) of identity documents, competencies, qualifications and any other

accordance with the client`s contract specification and 01/07/2019 2.0 11 requirements. A plan is submitted by the contractor to

the Contract Manager for approval prior to mobilization

on site.

Addition on Contractor Management Team definition 01/07/2019 2.0 12 i.e. health and safety, security, quality, risk etc.

01/07/2019

2.0 Removed the definition of the Project 14

He/she is responsible for choosing a Contract Manager 01/07/2019 2.0 11 and authorizing that person. He/she is the person

(outside the Contractor Management Team) who

provides the funds for the contract.

Amended Specification definition to read as: 2.0 13 01/07/2019 A detailed prescription of the contract requirements

including IMS, to which equipment, construction,

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Updated Contractor Management Process Flow. 6.1 as

follows:

2.0 Moved “Identify and appoint contractor management 15 01/07/2019

team” from Planning Phase to Pre-contracting Phase

Added “Pre-qualification and” to evaluation criteria

Replaced “incident” to occurrence.

For construction related contracts, the CM must 01/07/2019

2.0 appoint a Client’s Health and Safety Agent where 17

applicable.

2.0 All 01/07/2019 Sub-phases numbering amended

2.0 All 01/07/2019 Annexures numbering amended

Amended the sentence to read as: The Contract

read as: The CM must determine the Contract

2.0 Classification Category of the contract based on the 16 01/07/2019

risk assessment conducted and contract classification

methodology as per Annexure 8.2, Contract

Classification Methodology-TRN-IMS-GRP-GDL-014.1.

Amended Annexure 8.2 Contractor Specification

Guidelines to: Annexure 8.3, Contractor Health and

014.3; Annexure 8.4, Contractor Environmental and 2.0 17 01/07/2019 Sustainability Specification Guideline – TRN-IMS-GRP-

GDL-014.4; Annexure 8.5, Contractor Security

Specification Guideline – TRN-IMS-GRP-GDL-014.5;

Annexure 8.6, Contractor Quality Specification

Guideline – TRN-IMS-GRP-GDL-014.6

Amended sentence under Specification to read: The 17

CM must develop a suitable, sufficiently documented 2.0 01/07/2019 and coherent contract specific specification for the

intended work, based on the scope of work, contract

classification and risk assessment.

2.0 Removed all stakeholders and replaced with the 17 01/07/2019

2.0 Contractor Specification Guidelines added the 17 01/07/2019

following: .....contract specification.

Amended sentence to read as: Shortlisted bidders who 17

submitted bids for high and medium risk profile

contracts (i.e. contracts which have impact on railway 01/07/2019 2.0 safety) must be subjected to a pre-award assessment

(Due diligence assessment) where deemed necessary,

prior to the award of a contract

Rephrase sentence under Pricing Schedule to read: 01/07/2019

2.0 The CM must ensure that pricing schedule 18

requirements are included on the tender document

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Manager and authorizing that person. He/she is the person (outside the Contractor

ManagementTeam) who provides the funds for the contract.

NB: A file must be submitted for each discipline where applicable e.g. health and safety,

environment file etc.

individuals responsible for the specific contractdelivery i.e.healthandsafety,security,quality,

risketc.

must complete prior to final payment. The work may include incomplete or incorrect

installations or incidental damage to existing finishes, material, and structures.

assigned correctly to the responsible person.

Note: For construction related Contracts contract, the CM must appoint a Client’s Health and Safety Agent where

applicable.

6.2.3 Risk Assessment and Contract Classification

ensure that the risk assessment is performed according to the Operational Risk Assessment

Procedure-TRN-IMS-GRP-PROC-004.

taken into consideration when compiling the specifications:-

 Annexure 8.3, Contractor Health and Safety Specification Guideline -TRN-

IMS-GRP-GDL-014.3;

 Annexure 8.4, Contractor Environmental and Sustainability Specification

Guideline–TRN-IMS-GRP-GDL-014.4;

 Annexure 8.5, Contractor Security Specification Guideline – TRN-IMS-GRP-

GDL-014.5;and

 Annexure8.6,ContractorQualitySpecificationGuideline–TRN-IMS-GRP-GDL-

014.6.

as per Annexure8.7, ContractorQuestionnaire-TRN-IMS-GRP-TMP014.7

Shortlistedbidderswhosubmittedbidsforhighandmediumriskprofilecontracts(i.e.contracts

which have impact on railway safety) must be subjected to a pre-award assessment (Due

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andcompletedbythecontractorasperAnnexure8.8, Pricing Schedule Requirements -

Trn-ims-grp-tmp 014.8.

6.3 Planning Phase

6.3.1. Mandatory Agreement

The CM must ensure that the Mandatory Agreement in terms of section 37(2) of the Occupational

Health and Safety Act (OHS Act) and other relevant legislations are included as part of the

contract as detailed on Annexure8.9, Section 37(2) Mandatory Agreement-TRN-IMS-

Grp-agr 014.9.

and safety, quality, energy, environment, security, sustainability etc. where applicable as per

Annexure8.20,ProgressMeetingAgendaRequirements-TRN-IMS-GRP-GDL014.20.

for the overall contractexecution. These activities must be planned, scheduled and executed with

a Safety Mindset and as addressed on the Contractor Execution Management Plan.

8.3 TRN-IMS-GRP-GDL 014.3 Contractor Health and Safety Specification Guideline

8.4 TRN-IMS-GRP-GDL 014.4 Contractor Environmental and Sustainability Specification

1. Purpose ................................................................................................... 10

2. Applicability .......................................................................................... 10

3. Reference documents ................................................................................. 10

4. Definitions and abbreviations ............................................................... 11

4.1 Definitions ................................................................................................. 11

4.2 Abbreviations ............................................................................................. 14

5. Accountability, responsibility and authority .................................. 14

6. Procedure ............................................................................................... 16

6.1 Contractor Management Process Flow ....................................................... 16

6.2 Pre-Contracting Phase ................................................................................ 17

6.2.1 Appointment of the Contract Manager ............................................................. 17

6.2.2 Identify and SelectContractor Management Team ........................................... 17

6.2.3 Risk Assessment and Contract Classification .................................................... 17

6.2.4 Specifications ................................................................................................ 18

6.2.5 ContractorQuestionnaire............................................................................... 18

6.2.6 List of Approved Contractors .......................................................................... 19

6.2.7 Pricing Schedule ............................................................................................ 19

6.3 Planning Phase ........................................................................................... 19

6.3.1. Mandatory Agreement .................................................................................. 19

6.3.2 Contract Insurance ........................................................................................ 19

6.3.3 Contractor Execution Plan .............................................................................. 20

6.3.4 Contractor Compliance File............................................................................. 20

6.3.5 Contractor Induction and Training .................................................................. 20

6.3.6 Site Establishment ......................................................................................... 21

6.4 Delivery Phase ........................................................................................... 22

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Quality Management Systems ISO 9001:2015 Clause 7.1.1, 7.2, 7.3, 8.3.2,

8.4.1, 8.4.2, 8.4.3, 8.5.3,

9.1.3, 9.3.2

RiskManagementGuideline ISO31000:2018 Clause5.4.1&6.5.2

Railway Safety Management SANS 3000-1: 2016 Clause 4.2.4.4; 4.2.6.3;

4.4.1.5; 4.5.3.1; 4.5.4; 4.5.5;

4.9.1.1; 5.6.1; 5.6.4

Railway Safety Regulator Determination of Clause 10.2.1

6.3.2 Contract Insurance

The Contract Manager must ensure the Contractor undergoes induction prior to site handover, coordinating induction and training. The CM must also ensure relevant permits and authorisations are obtained prior to work commencement as per Annexure 8.17, List of Legal Permits and Authorisations.

Added “Pre-qualification and” to evaluation criteria

Annexure 8.6, Contractor Quality Specification

Addition on Contractor Management Team definition 01/07/2019 2.0 12 i.e. health and safety, security, quality, risk etc.