For the provision of high & medium voltage switchgear maintenance and repair at TRANSNET pipelines pump stations, terminals and workshops for a period of thirty-six (36) months

This is a Contractor Management Procedure outlining how Transnet manages contractors to ensure compliance with regulatory, national, and international standards and contractual obligations. It applies to all Transnet contractor engagements and should be read with Transnet Procurement Manuals and Contract Management Policy.

Department: Supply Chain Management. No specific contact name, email, phone, or address provided in the extracted document.

Returnable Documents: The Contractor Questionnaire must be included as a returnable document in the tender document as per Annexure 8.7, Contractor Questionnaire. The Pricing Schedule must be completed by the contractor as outlined in Annexure 8.8, Pricing Schedule Requirements. The Contractor Compliance File must be submitted and approved. The Contractor Execution Plan must be submitted for approval.

Eligible contractors must: Be registered with National Treasury; Appear on Transnet's approved contractor list for relevant commodities; Demonstrate capability to meet IMS requirements across ISO 45001 (OHS), ISO 14001 (Environment), ISO 9001 (Quality), ISO 55001 (Asset Management), ISO 50001 (Energy), ISO 22301 (Business Continuity), SANS 3000-1 (Railway Safety), National Railway Safety Act 30 of 2024; Pass pre-award due diligence assessment for high/medium risk railway safety contracts; Have qualified personnel with valid medical certificates, certified competencies/qualifications; Provide required insurance coverage; Accept Section 37(2) Mandatory Agreement terms; Comply with Contractor Specification Guidelines (Annexures 8.3-8.6) for HSE, environment, security, quality; For construction work: meet Principal Contractor appointment requirements and provide Construction Health & Safety Officer/Agent as required.

The scope involves high and medium voltage switchgear maintenance and repair at Transnet Pipelines pump stations, terminals, and workshops for 36 months. The contractor must comply with numerous national and international standards including ISO 9001 (Quality), ISO 45001 (OHS), ISO 14001 (Environmental), ISO 50001 (Energy), SANS 3000-1 (Railway Safety), and others listed in the Reference Documents. Specifications must be developed based on scope of work, contract classification, and risk assessment, incorporating guidelines for Health and Safety, Environmental, Security, and Quality.

The contractor must submit a detailed Contractor Execution Plan (CEP) for approval, covering methodology, resources, and understanding of scope and IMS requirements. The plan must include health and safety, environmental, energy, quality, and delivery plans. Execution follows a phased process: Pre-Contracting, Planning, Delivery, and Close-Out.

Employee Personal Profile Dossiers must be submitted, including valid medicals, certificates of fitness for duty, and certified copies (not older than 3 months) of identity documents, competencies, and qualifications. Relevant training records (certificates) must be kept in the Contractor Compliance File.

The contractor must comply with ISO 9001:2015 Quality Management Systems. Work is subject to quality assurance audits, regular inspections, and monitoring against specifications. Non-conformances must be reported and corrected via a Non-Conformance Report (NCR). A master defect list is maintained. Final handover requires a close-out inspection checklist.

A Pricing Schedule detailing requirements, items, materials, and chargeable rates must be completed as per Annexure 8.8. It is a required part of the tender submission.

A Pricing Schedule detailing requirements, items, materials, and chargeable rates must be completed by the contractor as per Annexure 8.8. The schedule is part of the tender document. Contract insurance (e.g., PCI insurance, letter of good standing) is required where applicable.

Contractors must be registered with the National Treasury. The Contractor Compliance File must include, where applicable: certified copies of identity documents (not older than 3 months), competencies, qualifications, medicals, and certificates of fitness for duty. Compliance with the OHS Act and other legislation is mandatory via a Section 37(2) Agreement. Contractors must undergo induction and training. Records must be kept for at least 3 years.

Compliance with ISO 45001:2018 (OHS) and the OHS Act is mandatory. A Mandatory Agreement (Section 37(2)) must be signed. A Professional Construction Health and Safety Agent (Pr.CHSA) may be appointed. Contractor must submit a Health and Safety plan as part of the Contractor Execution Plan. Site-specific induction and training are required. A Health and Safety Officer may be appointed for construction contracts. Operational Safe Work Permits are required for hazardous work.

Compliance with ISO 14001:2015 Environmental Management System is required. The contractor must leave the site in an environmentally acceptable condition upon close-out. Environmental considerations are part of the Contractor Execution Plan and progress meetings.

The contract duration is 36 months. The procedure outlines phases: Pre-Contracting, Planning, Delivery, and Close-Out. Key requirements include: Mandatory Agreement incorporating OHS Act, Contract Insurance, Contractor Execution Plan approval, Contractor Compliance File submission and approval, Induction and Training, Site Establishment with permits, Progress Meetings, Contract Administration, Operational Permits, Occurrence Management, Inspections and Audits, Management of Non-Conformances, Testing and Commissioning, Final Inspection, and Close-Out with a completion certificate.

The procedure applies to Transnet. Contractors must comply with a wide range of reference documents and standards covering quality, OHS, environment, energy, railway safety, and supply chain management. Key definitions include Client, Contractor, Operational Contract Manager, Contractor Execution Plan, and Contractor Compliance File.

Post-contract evaluation reviews contractor performance based on occurrences, audit findings, and corrective actions. Performance statistics are analysed for trends and lessons learned.