• Supply and install new executive office furniture and soft finishes for the Interim NTCSA Head Office at MWP.
• Project duration: 12 months.

• Buyer: Thendo Silimela
• Business Unit: NTCSA
• Market research indicates potential suppliers from NTCSA Vendor Database and CSD Suppliers.

• Submit the completed tender response by the closing date and time.
• Ensure all mandatory returnable documents are included, specifically:
• SBD 6.2 Declaration Form (mandatory on contract award).
• Annex C (Local Content Declaration - Summary Schedule) (mandatory on contract award).
• Valid B-BBEE certificate, sworn affidavit, or CIPC affidavit (as applicable to claim preference points).
• Complete and submit the SDL&I Implementation Schedule within 28 days after contract award.
• Submit quarterly SDL&I progress reports using the Data Collection Template.
• Failure to meet SDL&I obligations may result in retention of 2.5% of each invoice and penalties.
• Ensure all SDL&I commitments are met to avoid retention clauses being invoked.

• SBD 6.2 Declaration Form and Annex C (Local Content Declaration - Summary Schedule) are mandatory on contract award.

• Preference points are allocated based on specific goals under a preference point system.
• Objective criteria, if included, must align with PPPFA clause 2(1)(f) and be clearly stated; failure to meet objective criteria may lead to the second-ranked tenderer being recommended for award.
• Mandatory compliance with local content thresholds for designated sectors:
• Office furniture 4-legged chair with Meranti: 70% local content.
• Office furniture office desks with timber tops: 90% local content.
• Valid B-BBEE certificate or affidavit is a condition for contract award.
• SDL&I objectives (transformation, local procurement, jobs, skills development) do not form part of scoring but become contractual obligations.

• Scope: Supply and install new executive office furniture and soft finishes for the Interim NTCSA Head Office at MWP.
• Duration: 12 months.
• Designated sectors apply: local content thresholds must be met for specified office furniture components.
• Skills development requirements: propose training initiatives for unemployed candidates, including university bursaries (for every R2 million invoiced, offer a bursary valued at R20,000).
• Candidates for skills development must be from all provinces and representative of South African demographics; exclude Eskom employees and registered learners.

• Skills development must be implemented through tenderer's own supply network or SETA-accredited training providers.
• Tenderers bear full cost of skills development; no financial contribution from Eskom.
• SDL&I penalty: 2.5% of invoice amount for non-compliance.
• SDL&I performance security: 2.5% retention on each invoice (excluding VAT) until obligations fulfilled.

• Skills development must target unemployed candidates from all provinces, representative of South African demographics.
• Skills should address Eskom's core, scarce, and critical skills as per Government Gazette 43937.

• Tender response must separate local and imported components as per the Price Schedule.
• Local procurement content is total spending minus imported component.

• Local procurement content: separate tender response into local and imported components as per the Price Schedule.
• SDL&I penalty: 2.5% of invoice amount for failure to meet SDL&I obligations.
• SDL&I performance security: NTCSA retains 2.5% of every invoice (excluding VAT) as security, released upon receipt of SDL&I progress reports, fulfilment of obligations, and approved compliance report.
• Tenderers must take full responsibility for costs of skills development; no financial contribution from Eskom.

• Valid B-BBEE certificate or sworn affidavit is mandatory for contract award.
• B-BBEE certificate requirements based on annual total revenue:
• R10 million or less: Exempted Micro Enterprise, can submit sworn affidavit.
• R50 million or less: Qualifying Small Enterprise, must comply with QSE scorecard elements unless at least 51% Black owned, then sworn affidavit.
• Above R50 million: Valid B-BBEE certificate required.
• B-BBEE improvement or retention plan must be submitted within 30 days of signing the contract.
• B-BBEE status improvement milestones are non-negotiable:
• Level 4 at award: must achieve Level 3 by end of first year, then improve one level per year.
• Level 5-8 or non-compliant: must achieve Level 4 by end of first year, then improve at least one level per year from second year.
• Sworn affidavits must meet validity requirements (e.g., deponent details, ownership percentages, revenue, status level, commissioner of oath signatures).
• CIDB compulsory training: not applicable (No).
• National Industrial Participation Programme: N/A.
• Mandatory subcontracting: N/A.

• Sworn affidavits must meet validity requirements:
• Deponent's name and ID number as per identity document.
• Designation (director, owner, member) indicated.
• Enterprise name and address as per CIPC registration.
• Percentage of black ownership, black female ownership, and designated group; for specialised enterprises, percentage of black beneficiaries.
• Total revenue for year under review and basis (audited or management accounts).
• Financial year end.
• B-BBEE status level (only one).
• Empowering supplier status; for QSEs, basis for status.
• Date signed and date of Commissioner of Oath must be same; commissioner must sign and stamp.
• Commissioner of Oath cannot be an employee or ex officio of the enterprise.

• No specific health and safety requirements stated in the document; the content provided relates to B-BBEE sworn affidavit validity requirements.

• Reporting and monitoring:
• Submit quarterly SDL&I reports using Data Collection Template.
• NTCSA reviews reports within 30 days and notifies in writing if obligations not met.
• Corrective measures required before next report, otherwise retention clauses invoked.
• SDL&I Implementation Schedule must be completed and returned within 28 days after contract award.

• CIDB compulsory training: No. If yes, specify Construction Skills Development Goal percentage (not applicable here).

• Objective criteria must align with PPPFA clause 2(1)(f) and be clearly stated; failure to meet may lead to second-ranked tenderer being recommended for award.

The document does not specify detailed eligibility criteria beyond requiring the contractor to acknowledge and accept responsibility for environmental compliance. Contractors must be willing to sign the Environmental Management Declaration and comply with Eskom's environmental requirements (240-18100134). Specific vendor number and contract number fields are required, suggesting pre-registration with Eskom may be necessary.

Scope: Design, supply, and installation of executive office furniture and soft finishes on an as-and-when-required basis for 12 months. Environmental compliance is a core requirement, including adherence to: the project-specific Environmental Management Plan/Programme or Environmental Authorisation, Eskom’s Environmental Requirements for Organizations (240-18100134), all applicable environmental laws, and Eskom’s environmental standards, policies, and procedures. Key obligations: inform all staff of their environmental roles, report incidents within 24 hours, implement best practices, address non-conformances promptly, and comply with Eskom’s environmental fine system. Required on-site documentation to submit to Eskom Project Manager upon project completion: approved project-specific Environmental File, incident/complaint register, herbicide and pesticide register, hazardous substance (including solvents) registers.

Environmental compliance: Must adhere to the project Environmental Management Plan/Programme or Environmental Authorisation, Eskom’s Environmental Requirements for Organizations (240-18100134), and all applicable environmental legal requirements. Must comply with Eskom’s environmental standards, policies, and procedures. Must maintain and submit on completion: approved project-specific Environmental File, incident/complaint register, herbicide and pesticide register, hazardous substance (including solvents) registers.

{"closingDate":"24 July 2026","closingTime":"10h00","briefingSession":"{"date":null,"time":null,"venue":"ion meeting with representatives of","is_compulsory":true}"}

{"name":null,"email":null,"phone":null,"department":"y to seek clarity on any of the NTCSA","address":null}

Returnable Documents: The 5 working days period does not apply to CIDB proof of grading. Refer to the returnable table, the prescribed period for CIDB proof of grading.

Must not be on sanctions lists, defaulters list, or flagged suppliers (Zondo/SIU implicated).

No 100% subcontracting of scope allowed.

Tenderers must not submit multiple bids (individually or via JVs/consortia).

Joint ventures must have joint and several liability and a single designated bank account.

No conflict of interest (e.g., shared majority shareholders or access to competitor information).

Must comply with Employment Equity Act (if designated employer).

Must have valid CSD registration and tax compliance (SARS pin or certificate).

Foreign tenderers with a South African footprint must provide tax clearance; those without a footprint must complete SBD1 (no tax proof required).

Annexure Attached Returnable Returnable Returnable

(Y / N / required at required at required

N/A) Tender Tender prior to

closing closing. Contract

(disqualifiab (Non- Award.

le)* disqualifiabl

e) **

1.1.1 Basic √

Compliance

Electronic copy

of the tender in a

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 NTCSA SOC Ltd, © copyright NTCSA

SOC Ltd, Reg No 2021/539129/30

of 56

tenderers only)

1.1.37 Quality

• Quality Method statement based on √

scope.

• Quality Policy Approved by top

management.

• Quality Objectives Approved by top

management.

• Documented information for defined

roles, responsibilities and authorities.

• Documented information for Control of

1.1.41 Functionality/Te List of items √

chnical to be

complied

technically

Technical Scoring

• Company experience √

and previous work

related to office furniture

supply and installation.

• Lead time from

production to installation

date.

• Method statement.

Effective Date July 2024

Review Date July 2027

supply and 1.2 Company years of 50 5- ≤ than 6 years’ experience

installation related experience 4- ≤ 5 years’ experience

(provide company profile 3 ≤ 4 years’ experience

and proof of previous 2 ≤ 3 years’ experience

contracts i.e. appointment

1 ≤ 2 years’ experience letters, signed contracts,

purchase orders) 0 < 1 years’ experience

2 Lead time from 40 Indicate time frame from 100 5 - within 2 weeks of appointment

production to production to installation 4 - within 2-4 weeks of

installation appointment

date 3 - within 4-5 weeks of

appointment

2 - within 5-6 weeks of

appointment

1 - ≥ 6 weeks

0 - ≥ 8 weeks

3 Method 20 Provide a detailed initial 100 5 - detailed plan providing

statement method statement with methodology, project timelines,

projected timelines, resources, and hours for the

including resources and project, risks.

hours, lead time for 4 - project method statement,

furniture production & not fully articulated and missing

installation, potential risks, some components. Plan

and mitigation. providing methodology, project

timelines, resources and hours

for the project.

3 - method statement provided

with more than 40% of required

components.

2 - poorly documented method

statement, missing 50% of

components.

0 - more than 50% of

components missing or not

submitted or no method

statement submitted.

Total 100

NB: The threshold is 70% and bidders who do not meet the threshold of 70% will be

disqualified for further evaluation.

Company experience and previous work related to 40%

office furniture supply and installation

Lead time from production to installation date 40%

Method statement 20%

Threshold 70%

For every R2 Million Invoiced the contracted supplier shall offer

a University of technology or University bursary valued at R 20

000.00. The process of developing these skills shall involve the

participation by tenderers directly and through their supply network.

In certain cases, the SETA’s accredited training providers can be

approached to participate in developing critical and scarce skills.

criteria % Weighting

%

1 Company 40 1.1 Number of relevant 50 5- ≤ 5 relevant references

experience references with a 4- ≤ 4 relevant references

and previous description of scope work 3 ≤ 3 relevant references

work related to (submission of reference 2 ≤ 2 relevant references

office furniture letters as proof) 1 ≤ 1 relevant reference

0 < no relevant references

disqualified and will not be evaluated.

2.16 Seeking clarification The tenderer will notify NTCSA of any clarifications required before

the closing time for clarification queries, which is 05 working days

before the deadline for tender submission. This includes the requests

for extension for tender closing date.

Any addenda or clarifications to the Invitation to Tender (ITT) will be

posted on the e-tender portal and the Tender Bulletin. Tenderers must

review these platforms for updates before finalizing their bid

submissions. NTCSA will not be responsible for any disadvantages or

disqualifications resulting from Tenderers not accessing the latest ITT

information.

2.22 Alternative tenders Alternative tenders are not allowed.

2.33 Cataloguing Not applicable.

2.34 Provision of Security for Not applicable.

Goals (CPG)

1.1.26 Scope of Work Attached

1.1.27 NEC Contract Attached √

1.1.28 Pricing Attached √

Effective Date July 2024

Review Date July 2027

3.19 Ranking of tenders Tenderers will be ranked by applying the preferential point scoring for

the 80/20 system. NTCSA will add the score from Pricing and Specific

Payment Terms: Payment Terms Tenderers are requested to bear in mind NTCSA's standard

payment terms as stipulated hereunder when submitting tenders

and concluding contracts with NTCSA:

For contracts valued below R50 000 000 (Fifty Million Rand) including

VAT, NTCSA is committed to paying Suppliers within 30 days of

receipt of undisputed invoices.

For contracts valued

Electronic copy of the tender in a 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 PDF format. The price list needs to be submitted in PDF and a copy in excel format (The upload size per document is 500 megabytes and total submission is restricted to 4 gigabytes) Please refer to point 3.9 below for full compliant 1.1.2 *Authorisation Annexure A Y √ Form 1.1.3 *Acknowledgem Annexure B Y √ ent form 1.1.4 *Tenderer’s Annexure C Y √ particulars 1.1.5 *Integrity Annexure D Y √ for Local Goods/Services 1.1.7 *CPA(IG) for Annexure F N/A Foreign Goods/Services 1.1.8 SBD 6.2 Annexure G1 Y √ A certified copy of a tax clearance certificate is required from foreign tenderers (with a footprint in South Africa but that are not registered on CSD and have not provided a SARS pin number) and local tenderers (that have not provided their SARS e-filing PIN number for 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 verification by NTCSA and/or their CSD profile / CSD number). Foreign suppliers with no footprint in South Africa must complete the SBD1 document; however, no proof of tax compliance is required. 1.1.11 Tax Evaluation N/A questionnaire to determine whether a company, close corporation (CC) or Trust is a personal service provider for purposes of PAYE 1.1.12 *SBD 6.1 Annexure I Y √ Preference Points Claim Form in terms of PPPFA 2022 regulations 1.1.13 # Specific Goals √ A tenderer’s failure to submit proof that it meets the Proof of valid and current CSD Registration (CSD number/CSD Report) ADDITIONAL CONTRACTUAL REQUIREMENTS SUPPORTING EVIDENCE 1.1.36 Safety √ COIDA - Original certificate of good standing or proof of application issued by the Compensation Fund (COID) or a licensed compensation insurer (South African tenderers only) 1.1.37 Quality

• Quality Method statement based on √ scope.

Quality Policy Approved by top management.

Quality Objectives Approved by top management.

Documented information for defined roles, responsibilities and authorities.

Documented information for Control of Externally Provided Processes, Products and Services.

Form A is completed and signed.

Proof of work conducted as per the scope of work and/ or specification. 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 1.1.38 Other safety

• Annexure B. √ documents as
• Occupational Health and Safety plan. required per

Costing for Health and Safety scope of works management.

Baseline OHS Risk Assessment (BRA).

Valid Letter of Good Standing.

OHS policy signed by CEO. 1.1.39 Environmental

• Environmental Policy Approved by top √ management.

Documented information for Nonconformity and Corrective action.

Environmental Human Resources.

Environmental Incident Reporting.

Waste Management Plan in line with the Scope of Work.

Aspect and Impact Register in line with the Scope of Work.

Human resources.

Contractor Environmental Requirements Proforma is completed and signed. 1.1.40 Due √ Diligence/financi al analysis Audited Financial Statements of the tenderer for the previous 18 months, or to the extent that such statements are not available, for the last year. In the case of a joint venture or special purpose vehicle (SPV) specially formed for this tender, audited financial statements for each participant in the JV / SPV 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 must be submitted. Start-up enterprises formed within the last 12 months are not required to submit audited financial statements, but if successful in this enquiry, will be required to furnish statements for the first year once available. DOCUMENTS REQUIRED UNDER FUNCTIONALITY/TECHINICAL CRITERIA 1.1.41 Functionality/Te List of items √ chnical to be complied technically Technical Scoring

• Company experience √ and previous work related to office furniture supply and installation.

Lead time from production to installation date.

Method statement. Mandatory Technical Evaluation to be applied are as follows: For the technical scoring criteria, the criteria and weightings are as follows: Evaluation Weight Sub Criteria Sub Score criteria % Weighting % 1 Company 40 1.1 Number of relevant 50 5- ≤ 5 relevant references experience references with a 4- ≤ 4 relevant references and previous description of scope work 3 ≤ 3 relevant references work related to (submission of reference 2 ≤ 2 relevant references office furniture letters as proof) 1 ≤ 1 relevant reference 0 < no relevant references 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 supply and 1.2 Company years of 50 5- ≤ than 6 years’ experience installation related experience 4- ≤ 5 years’ experience (provide company profile 3 ≤ 4 years’ experience and proof of previous 2 ≤ 3 years’ experience contracts i.e. appointment 1 ≤ 2 years’ experience letters, signed contracts, purchase orders) 0 < 1 years’ experience 2 Lead time from 40 Indicate time frame from 100 5 - within 2 weeks of appointment production to production to installation 4 - within 2-4 weeks of installation appointment date 3 - within 4-5 weeks of appointment 2 - within 5-6 weeks of appointment 1 - ≥ 6 weeks 0 - ≥ 8 weeks 3 Method 20 Provide a detailed initial 100 5 - detailed plan providing statement method statement with methodology, project timelines, projected timelines, resources, and hours for the including resources and project, risks. hours, lead time for 4 - project method statement, furniture production & not fully articulated and missing installation, potential risks, some components. Plan and mitigation. providing methodology, project timelines, resources and hours for the project. 3 - method statement provided with more than 40% of required components. 2 - poorly documented method statement, missing 50% of components. 0 - more than 50% of components missing or not submitted or no method statement submitted. Total 100 NB: The threshold is 70% and bidders who do not meet the threshold of 70% will be disqualified for further evaluation. 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027 1.2. Tender Data The Tender Data makes several references to the Standard Conditions of Tender and in those instances, the clause numbers are referenced hereunder. If the Standard Conditions of Tender are not attached to the enquiry, then tenderers are required to download this from www.ntcsa.co.za. The “Tender Data” as detailed herein shall take precedence over the Standard Conditions of Tender in the event of any ambiguity or inconsistency between the two documents. Clause Number from Standard Tender Data Conditions of Tender 1.1 Parties The Employer is NTCSA SOC Ltd The NTCSA Representative is: Name: Thendo Silimela Tel: 011 800 8269 E-mail: [email protected] 1st Escalation: Procurement Manager Name: Jabu Nkgapele Email: [email protected] 2nd Escalation: Middle Manager Name: Vongani Hlungwani Email address: [email protected] 1.3 Enquiry documents The Invitation to tender number is: E3287NTCSAMWP 1.4 Type of enquiry This enquiry is

An open invitation to tender 1.6 NTCSA's rights to accept or The tender shall be for the whole of the contract. reject any tender 2.1 Eligibility Tenderers (whether a single company or an incorporated or unincorporated joint venture or consortium) must meet the eligibility criteria stated in the Tender Data. The tenderer, or any of its principals, must not be under any restriction to do business with NTCSA or State-Owned Companies. Tenderers are ineligible to submit a tender if

Tenderers have the nationality of a country on any international sanctions list. A tenderer shall be found to have the nationality of a country if the tenderer is a national or is constituted, incorporated, or registered and operates in conformity with the provisions of the laws of that country. This criterion shall also apply to the determination of the nationality of proposed subcontractors or suppliers for any part of the Contract including related services. 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 NTCSA SOC Ltd, © copyright NTCSA SOC Ltd, Reg No 2021/539129/30 of 56 File name: 559-235050781 Invitation_to_Tender_(ITT) Template ID: 240-43921804 (Rev 7) Header and Footer portrait template Document 559-235050781 Rev 3 Identifier Invitation to Tender Effective Date July 2024 Review Date July 2027

Tenderers submit more than one [tender/proposal] either individually or as a partner in a joint venture (JV) or consortium, except on an E-Tendering system where there is a limit size (The upload size per document is 500 megabytes and total submission is restricted to 4 gigabytes).

Tenders submitted by a joint venture or consortium where the JV/consortium agreement does not explicitly state that the parties of the JV or consortium shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms.

A Tenderer must not have a conflict of interest. All Tenderers found to have a conflict of interest shall be disqualified. Prima facie evidence that a tenderer has a conflict of interest with one or more parties in this [tendering/RFP] process is: (a) they have a controlling partner or majority shareholder in common; or (b) they have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about or influence on the tender of another tenderer, or to influence the decisions of the Employer regarding this bidding process;

Tenders signed by non- a uthorised persons.

Any tenderer that is restricted by National Treasury.

Any tenderer on the Tender Defaulters list.

A tenderer that sub-contracts 100% of the Scope of Work.

Flagged suppliers. Ineligible of the flagged suppliers/tenderers will be due to the following reasons

B-BBEE Details: Declaration-

Summary

Declaration-

Supporting

Schedule to

Annexure C

1.1.9 SBD 1 Invitation Annexure H Y √

to Bid must be

filled out by all

tenderers.

1.1.10 Tax Clearance √

will not result in

its

disqualification.

The tenderer

will, however, be

scored zero for

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 NTCSA SOC Ltd, © copyright NTCSA

SOC Ltd, Reg No 2021/539129/30

of 56

File name: 559-235050781 Invitation_to_Tender_(ITT)

Template ID: 240-43921804 (Rev 7) Header and Footer portrait template

Document 559-235050781 Rev 3

Identifier

Invitation to Tender

Effective Date July 2024

Review Date July 2027

for purposes of

PPPFA scoring

and ranking.

1.1.14 Compliance with √

Employment

Equity Act

To the extent

that the tenderer

falls within the

definition of a

“designated

Employer” as

contemplated in

the Employment

Equity Act , the

tenderer is

required to

furnish the

Employer with

proof of

compliance with

the Employment

Equity Act,

including proof

of submission of

the Employment

Equity report to

the Department

of Labour.

(South African

tenderers only)

1.1.15 **SBD 4 – Annexure J Y √

Bidders

Disclosure

1.1.16 Additional Documents required in event of JV:-

1.1.16. Letter of intent to √

1 form a

JV/consortium

or Valid joint

venture

agreement

confirming the

rights and

obligations of

each of the joint

venture partners

Controlled Disclosure

When downloaded from the document management system, this document is uncontrolled and th

National Transmission Company South Africa SOC Ltd (hereinafter “NTCSA”) invites you to submit a

tender for the design, supply, and install executive office furniture and soft finishes as and when required

basis for the period of twelve (12) months.

Effective Date July 2024

Review Date July 2027

1.1.38 Other safety

• Annexure B. √

documents as

• Occupational Health and Safety plan.

required per

• Costing for Health and Safety scope of works

management.

• Baseline OHS Risk Assessment (BRA).
• Valid Letter of Good Standing.
• OHS policy signed by CEO.

1.1.39 Environmental

• Environmental Policy Approved by top √

management.

• Documented information for

Effective Date July 2024

Review Date July 2027

• When all tenders have been evaluated and there is no tender

which stands out as the most advantageous in terms of the

evaluation criteria detailed in the enquiry documentation.

• When NTCSA’s price estimation (Budget) is substantially lower

than that of the lowest tender.

• When all or the majority of the tenders received deviate materially

from the published requirements.

Effective Date July 2024

Review Date July 2027

• Financial viability (submission of financial statements);
• Supplier Screening by State Security Agency; and
• Quality, Safety and Environmental.

1.1.33 Insurance N/A

sanctions list. A tenderer shall be found to have the nationality of

a country if the tenderer is a national or is constituted,

incorporated, or registered and operates in conformity with the

provisions of the laws of that country. This criterion shall also

apply to the determination of the nationality of proposed

subcontractors or suppliers for any part of the Contract including

related services.

measures against these suppliers; and

b) Other suppliers implicated in serious misconduct and a breach of

the Eskom Supplier Integrity Pact by a forensic report or other

source of credible information, such as the SAPS, the NPA, the

payment terms as stipulated hereunder when submitting tenders

and concluding contracts with NTCSA:

For contracts valued below R50 000 000 (Fifty Million Rand) including

VAT, NTCSA is committed to paying Suppliers within 30 days of

receipt of undisputed invoices.

For contracts valued above R50 000 000 (Fifty Million Rand) including

VAT, NTCSA is committed to paying suppliers within 60 days of

receipt of undisputed invoices.

2.29-2.30 Contract Skills Not Applicable

Development Goal (CSDG) and

Contract Participation Goals (CPG)

2.28 CIDB Requirements (where CIDB Requirements are not applicable

applicable for Engineering and

Construction Works Contracts) 2.29 Contract Skills Development Goals (CSDG) is

not applicable.

3.24 Sign Form of Agreement The conditions of contract will be the NEC3 Supply Short Contract

(Ssc).

when submitting tenders and concluding contracts with NTCSA:

For contracts valued below R50 000 000 (Fifty Million Rand) including VAT, NTCSA is committed

to paying Suppliers within 30 days of receipt of undisputed invoices.

For contracts valued above R50 000 000 (Fifty Million Rand) including VAT, NTCSA is committed

to paying suppliers within 60 days of receipt of undisputed invoices.

Returnables required at Tender Closing date and time for evaluation

not be disqualified but will score zero.

Documents required under functionality/techinical criteria

1.1.41 Functionality/Te List of items √

Mandatory Technical Evaluation to be applied are as follows

Evaluation Weight Sub Criteria Sub Score

Specific goals for the tender and points claimed are indicated per the

B-BBEE Status Level of Number of points (80/20

If a tenderer fails to submit evidence of its points claim for a Specific

Goal, it will not be disqualified. However, it will be awarded 0 points

B-BBEE rating. Whereas Tenderer/s will be allocated points in terms

of a preference point system based on specific goals, NTCSA also

1.1.37 Quality

• Quality Method statement based on √
• Quality Policy Approved by top
• Quality Objectives Approved by top

1.1.11 Tax Evaluation N/A

Preference

Points Claim

PPPFA 2022

1.1.13 # Specific Goals √

specific goals

scored zero for

PPPFA scoring

Design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a 12-month period. Scope includes compliance with Eskom’s environmental management and contractual requirements.

Submit the following returnable documents as part of the tender: Environmental Management System (EMS) documentation, Waste Management Plan, Environmental Management Programme (EMPr), Aspect and Impact Register, and completed Contractor Environmental Requirements Proforma (240-180100129). Ensure all environmental documentation is provided as specified in the enquiry.

• Registered business with valid tax and B‑BEE certificates.
• Demonstrated capability to deliver executive office furniture and soft‑finish works.
• ISO 14001 certification from an accredited body or proven EMS that meets ISO 14001 requirements.
• No history of default, suspension or de‑barment from Eskom or any public entity.
• Financial capacity to execute a 12‑month contract.
• Ability to provide the required environmental documentation and achieve ≥80% weighted score in the evaluation.

Mandatory compliance with ISO 14001:2015 Environmental Management System (EMS) requirements. Bidders must provide objective evidence of either: (OPTION 1) Valid EMS certification by an ISO-accredited body, or (OPTION 2) Documented EMS conforming to ISO 14001:2015. Additional compliance includes adherence to National Environmental Management: Waste Act (Act No. 59 of 2008), National Water Act (Act No. 36 of 1998), and Eskom’s Environmental Requirements for Contractors/Suppliers (240-180100134).

Returnable Documents: Not specified in the provided content.

Insufficient searchable text - AI extraction recommended

Revision: 1 Total Pages: 27 Next Review Date: December 2026

{"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"}

Open to suppliers who can provide valid environmental documentation; exemptions apply to independent electricity generators, venue/accommodation services without Transmission contracts, municipalities, established retailers for consumables, and emergency procurement during declared disasters. Suppliers must be conversant with environmental obligations related to their specific work scope and Transmission's requirements.

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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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

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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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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

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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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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

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Suppliers

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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 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

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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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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

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Environmental Requirements for Contractors and/or Unique Identifier: 240-180100134

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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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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.

Note: No Transmission employee or representative is allowed to terminate or suspend a contractor or supplier at any given time. The contractor must be referred to the General Manager Operations and Maintenance (Grids) Transmission Group All Transmission Group BU’s Transmission Group All Transmission Group BU’s

Implementation of the requirements as stipulated in this standard.

• 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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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

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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

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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

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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.

Supplier status reconsideration

• 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.

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

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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.

The investigation will be conducted, and the supplier will be informed about the outcome of the

investigation. If the supplier is found guilty of the above offences, they will be taken off the Eskom

data base with no future business prospect with Transmission. When the supplier is cleared on all

the offences, they will be re-considered to be reinstated on the Eskom database.

Note: No Transmission employee or representative is allowed to terminate or suspend a

contractor or supplier at any given time. The contractor must be referred to the

Reconsideration of Supplier Status Committee.

Contract Completion Process and Record Retention

• 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:

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

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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.

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

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4. Acceptance

This document has been seen and accepted by:

Name Designation

Group Executive Transmission Group

General Manager Asset Management

General Manager Engineering

General Manager Energy Market and Services

General Manager Grid Planning and Development

General Manager International Traders

General Manager Office of the Group Executive

General Manager Operations and Maintenance (Grids)

General Manager Transmission Projects Delivery

General Manager System Operator

Senior Manager Finance

Acting Senior Human Resources

Manager

General Manager Procurement and Supply Chain Management

Transmission Group All Transmission Group BU’s

Bms

Representatives

Transmission Group All Transmission Group BU’s

BUERs

5. Revisions

Date Rev. Compiler Remarks

November 2023 1 P Likhethe Transmission did not have a

level 2 procurement standard.

The division adopted level 3

Transmission Project Delivery

standards to convert it into a

level 2 document.

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

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6. Development Team

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

• Tshinanne Mutshatshi
• Takalani Thimisha
• Nombulelo Mabena
• Luckyboy Isaac
• Bukelwa Masiza
• Angel Khumalo
• Precious Likhethe

7. Acknowledgements

The compiler would like to acknowledge the Transmission Environmental Management Team for

putting this document together.

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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

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Revision: 1

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Appendices

Appendix Description Document Reference Number

A 240-131655011

• Aspect Register

B 240-109832932

• EMP for Service

Providers or Suppliers

C 240-108987034

• Risk Assessment (High,

Medium, and Low risk

work)

• Integrated Risk Standard 32-391

D 240-43921804

• Tender returnable form

E

• Environmental 240-110600836

Requirements Pro-forma

F

• Environmental Method As per the scope of the contract

Statement Template for

Service Providers or

Suppliers

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

• Scope: Design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a period of twelve (12) months.
• The tenderer must clearly state in the Acknowledgement Form whether the tender is for the whole or part of the works/services/supply identified in the specification.

• Closing date and time for tender submission: as per the Tender Data (tender record shows 2026-08-21T10:00:00.000Z).
• Compulsory site visit and/or clarification meeting: details stated in the Tender Data; attendance is compulsory if stipulated.
• Clarification queries must be submitted in writing to the NTCSA Representative, allowing reasonable time for response before closing.
• Addenda may be issued before closing; check NTCSA Tender Bulletin and NT e-Tender Portal regularly.

• All communication must be directed to the NTCSA Representative identified in the enquiry document.
• Do not address queries to any other NTCSA official.
• Submission address and tender box details are specified in the Tender Data (not provided in this document).
• No direct email or phone numbers are provided in the source document.

• Submit a complete original tender in paper form plus one (1) complete paper copy of the original tender. Missing either will result in disqualification.
• Package the original and copy as separate envelopes marked "ORIGINAL" and "COPY". If an electronic copy is required, package it separately and mark "ELECTRONIC COPY".
• Seal the separate packages together in an outer package marked "Confidential" on the outside. The outer package must state the NTCSA address for submission, the Invitation to Tender number, the tenderer's name, physical address, email address, and contact telephone number of the duly authorised representative who signed the tender.
• Submit by the closing date and time (SAST, GMT+2). Late tenders will not be accepted. Proof of posting or courier delivery does not count as proof of delivery.
• Complete the Acknowledgement Form and submit it with the tender, clearly stating whether the tender is for the whole or part of the works/services/supply.
• Return all mandatory tender returnables by the tender submission deadline. All documents must be fully completed and valid for the entire tender validity period.
• Sign the original tender. The signatory named as duly authorised will be held liable for the tender.
• Complete tenders in ink (not pencil) and in English.
• Do not make alterations or additions to tender documents except to correct errors; initial all corrections. Do not use correction fluid or tape.
• If submitting as an agent, include an authenticated copy of the authority to act as agent.
• Attend any compulsory site visit or clarification meeting; failure to attend will result in disqualification.
• All communication with NTCSA must be in writing to the NTCSA Representative only, in English.
• Check the NTCSA Tender Bulletin and NT e-Tender Portal regularly for addenda and clarifications.

• Basic compliance: Tender must meet all basic compliance requirements stated in the Enquiry; failure renders the tender non-responsive.
• Mandatory returnables: Missing mandatory documents or information by the required deadlines leads to disqualification.
• Designated materials: Failure to meet stipulated requirements for designated materials results in disqualification.
• Functionality: If functionality is a criterion, tenderers will be scored against functionality criteria and must meet the minimum threshold stated in the Tender Data to proceed.
• Financial analysis: NTCSA will assess financial risk; if risk is too high or no mitigating factors exist, the tenderer will not be considered for award.
• Price evaluation: Price is evaluated per Tender Data criteria, considering factors such as CPA, FOREX, commodity increases, discounts, NPV, and forecasted invoicing rates.
• Arithmetical errors: NTCSA checks responsive tenders for errors. If discrepancies exist, the amount in words prevails. NTCSA will notify the tenderer and request confirmation or acceptance of corrections. Failure to correct/accept may lead to rejection.
• Specific Goals: Scored with reference to supporting documentation. If not met or proof not submitted by closing date, tenderer scores zero points for Specific Goals within the 90/10 or 80/20 allocation but is not disqualified if otherwise acceptable.
• Ranking: NTCSA adds Price and Specific Goals scores and ranks tenderers from highest to lowest.
• Objective criteria: Award may be made to a non-highest scorer only per Section 2(1)(f) of PPPFA, if stipulated in the Enquiry. Functionality and B-BBEE elements cannot be used as objective criteria.
• Reverse e-auction: If used, tenderers must submit a complete tender without prices; prices included will not be considered.

• Scope: Design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a period of twelve (12) months.
• The tenderer must check the enquiry documents on receipt and notify the NTCSA Representative of any discrepancies or omitted documents.
• The Acknowledgement Form must clearly state if the tender is for the whole or part of the works/services/supply identified in the specification.
• Tenderers must familiarise themselves with the latest revisions of standardised specifications and other documents incorporated by reference.
• All costs and personnel associated with Safety, Health, Environment and Quality (SHEQ) must be reflected in the tender.

• NTCSA will not compensate tenderers for costs incurred in preparing and submitting a tender, including testing to demonstrate satisfaction of evaluation criteria.
• Tenderers must check enquiry documents on receipt and notify the NTCSA Representative of any discrepancies or omitted documents.
• The Acknowledgement Form must be completed and submitted with the tender, clearly stating if the tender is for the whole or part of the works/services/supply.
• All mandatory tender returnables must be returned by the tender submission deadline; all documents must be fully completed and valid for the entire tender validity period.
• Submit a complete original tender in paper form plus one (1) complete paper copy; missing either leads to disqualification.

• Prices must include all duties, taxes (including VAT), and other levies payable by the tenderer, applicable 14 days prior to the closing date.
• Rates and prices must be fixed for the duration of the contract and not subject to price adjustment except as provided in the Enquiry.
• State rates and prices in South African Rand unless instructed otherwise; follow the exchange rate and base date stipulated in the Invitation to Tender.
• Insurance: NTCSA's insurance may not cover full requirements; seek qualified advice.
• If a performance bond or demand guarantee is required, select a minimum of two (2) financial institutions from the NTCSA-approved list.
• Arithmetical errors in pricing will be corrected per NTCSA rules; the amount in words prevails over figures.
• If cataloguing is required, include a line item for cataloguing in the Pricing Schedule; NTCSA will pay for cataloguing.

• Must not be under any restriction to do business with NTCSA or State-Owned Companies.
• Comply with relevant legislation: National Treasury Instruction Notes, CIDB Regulations (for construction works), PPPFA Regulations, B-BBEE Codes, COIDA, OHS Act, and NTCSA's SHEQ requirements.
• Provide proof of Safety, Health, Environment and Quality (SHEQ) systems, policies, and capabilities to NTCSA's satisfaction by the deadline stipulated in the Enquiry.
• CIDB registration: If CIDB grading is a qualification criterion, must be registered at closing date or capable of being registered within 21 working days from closing.
• Contract Skills Development Goals (CSDG): If contract is 12 months or more and R5 million or more (or CIDB grade 7+ for construction), must achieve CSDG per CIDB Standard.
• Contract Participation Goals (CPG): For construction works contracts meeting certain criteria (GB/CE classes, duration ≥6 months, ≥25% subcontracting), must achieve CPG for targeted enterprises.
• B-BBEE: Must submit valid B-BBEE certificate/affidavit; misrepresentation or fronting will be reported to the B-BBEE Commission.
• No fraud, collusion, or bid-rigging; misrepresentation or falsification of information leads to disqualification.
• If submitting as an agent, provide authenticated proof of authority to act.

• Comply with relevant legislation: National Treasury Instruction Notes, CIDB Regulations, PPPFA Regulations, B-BBEE Codes, COIDA, OHS Act, and NTCSA's SHEQ requirements.
• Provide proof to NTCSA's satisfaction that safety, health, environmental, and quality (SHEQ) systems, policies, and capabilities are in place by the deadline stipulated in the Enquiry.
• All costs and personnel associated with SHEQ must be reflected in the tender.
• If CIDB grading is a qualification criterion, must be registered at closing date or capable of being registered within 21 working days from closing.
• If contract is 12 months or more and R5 million or more (or CIDB grade 7+ for construction), must achieve Contract Skills Development Goals (CSDG) per CIDB Standard.
• For construction works contracts meeting certain criteria (GB/CE classes, duration ≥6 months, ≥25% subcontracting), must achieve Contract Participation Goals (CPG) for targeted enterprises.
• Misrepresentation or falsification of information, including B-BBEE certificates, leads to disqualification and may be reported to the B-BBEE Commission.

• NTCSA may accept or reject any variation, deviation, or alternative tender, and reserves the right to accept the whole or any part of the tender.
• NTCSA may cancel the tender at any time before contract conclusion, providing written reasons upon request.
• NTCSA is not liable for any losses, claims, or damages sustained by a tenderer as a result of participation in the tender process.
• NTCSA reserves the right to enter into mandated negotiations with selected tenderers.
• Tender validity: Tender must remain valid for acceptance within the validity period after closing. If NTCSA requests an extension, the tenderer may agree or be excluded from further consideration.
• Confidentiality: All matters arising in connection with the procurement must be treated as confidential; documents may only be used for preparing and submitting the tender.
• Site visit/clarification meeting: Attendance is compulsory if stipulated; failure results in disqualification.
• Clarification: Queries must be addressed in writing to the NTCSA Representative; NTCSA will publish responses on the advertising platforms.
• Security for performance: If a performance bond or demand guarantee is required, select a minimum of two (2) financial institutions from the NTCSA-approved list.

• Eligibility: Submit a tender only if the tenderer (single company or JV/consortium) complies with eligibility criteria in the Tender Data and is not under any restriction to do business with NTCSA or State-Owned Companies.
• Submission: Ensure NTCSA receives the complete original tender and one (1) complete hard copy by the closing date and time. Proof of posting/courier does not equate to delivery.
• Time: All times are SAST (GMT+2), strictly adhered to using the Telkom time signal.
• Extensions: If NTCSA extends the deadline, requirements apply equally; check NTCSA Tender Bulletin and NT e-Tender Portal regularly.
• Late tenders: Not accepted; NTCSA not responsible for misplacement if outer package not sealed or address/references incorrect.
• Packaging: Submit original and copy as separate packages marked "ORIGINAL" and "COPY"; if electronic copy required, mark "ELECTRONIC COPY". Seal all in an outer package marked "Confidential" with required details.
• Sign the original tender; the signatory is held liable.
• Complete in ink (not pencil) and in English.
• Do not make alterations or additions to tender documents except to correct errors; initial all corrections. Do not use correction fluid or tape.
• Alternative tenders: Only submit if a main tender is also submitted and permitted by the Enquiry.
• Clarification: Provide clarification and documents as required during evaluation; mandatory returnables cannot be submitted after closing.
• Sign Form of Agreement: Undertake to check the final draft and sign contract documents.
• Agent authority: If submitting as an agent, provide authenticated copy of authority to act.
• Compliance: Comply with relevant legislation and regulatory instruments.
• SHEQ: Provide proof of safety, health, environmental, and quality systems.
• CIDB: If required, be registered or capable of registration within 21 working days.
• CSDG/CPG: Achieve contract skills development and participation goals as applicable.
• Misrepresentation: Disqualification and reporting of fraud/fronting.
• Cataloguing: If required, provide cataloguing information and label materials per NTCSA specifications.
• Security for performance: If required, select minimum two (2) financial institutions from NTCSA-approved list.

• Returnable documents include:
• Signed approval of Safety File (Name, Signature, Designation, Date of Approval)
• Signed approval of Environmental File (Name, Signature, Designation, Date of Approval)
• Signed approval of Quality File (Name, Signature, Designation, Date of Approval)
• Note: All files must be approved via a formal work authorisation letter before work commencement.

• Bidders must be legally registered entities with a valid OHS policy and Letter of Good Standing.
• Demonstrate prior experience in office furniture supply and installation.
• Capability to appoint qualified SHE personnel (Safety Officer, Risk Assessor, Incident Investigator, etc.).
• Maintain required registers and training records.
• Comply with Eskom's SHE and quality management specifications.
• Environmental and quality management documentation (waste management, environmental policy, quality policy, etc.) must be in place.
• Evaluation will include the following quality management requirements:
• Signed Quality Policy
• Quality Method Statement
• Quality Objectives signed by Top Management
• Quality Plan
• Quality Organogram signed by Top Management

• Scope: Appointment of a consultant to design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a period of 12 months.
• Quality management requirements include:
• Control of Documented Information
• Management Review Schedule
• Work Instruction Checklist
• Documented Information for Control of Externally Provided Processes, Products, and Services
• Environmental management requirements include:
• Waste Management Plan
• Environmental Policy
• License for Waste Treatment Facilities and Registration
• Waste Manifesto Template
• Environmental Incident Management Procedure
• Non-Compliance Procedure
• Issued Tender Signed Environmental Requirements Proforma Form
• Scope-Specific Environmental Aspect and Impact Register
• Methodology requirements include:
• Quality Method Statement
• Method Statement/Safe Work Procedure
• Risk Assessment Monitoring and Review Plan
• Baseline Risk Assessment (as per issued scope of work)

• Mandatory compliance requirements include:
• Contractor OHS Policy
• Issued Tender SHE Specification
• Issued Tender Annexure B
• Copy of Letter of Good Standing
• Contract SHE Plan
• Signed 37(2) Agreement
• Appointment Letters for:
• Principal Contractor
• Site Manager/Responsible Manager (OHS Act Sec 8 with Legal Liability and Incident Investigation Competency)
• Assistant Site Manager/Responsible Manager (Legal Liability and Incident Investigation Competency)
• Supervisor (OHS Act Sec 8(2) with Legal Liability, Supervisory Training, Incident Investigation, HIRA)
• Safety Officer (National Diploma in Safety Management or Advanced SAMTRAC, HIRA, Incident Investigation)
• Risk Assessor
• Incident Investigator (GAR 9(2) including Section 24 and 25)
• First Aider Attendant (Level 2)
• Vehicle Operator and Inspector
• SHE Representative (if more than 20 employees)
• Stacking and Storage Supervisor
• Hand Tool Inspector
• Registers/Checklists:
• Company Safety Induction Attendance Registers and Training Contents
• PPE Issue Register
• PPE Matrix
• PPE Awareness Attendance Register
• Toolbox Talk Register
• First Aid Register
• Hand Tools Inspection Register
• Vehicle Checklist
• Fire Equipment Checklist
• Head Count/Total Manpower
• Training Matrix
• OHS Site-Specific Organogram
• Incident Management Procedure
• Method Statement/Safe Work Procedure
• Risk Assessment Monitoring and Review Plan
• Baseline Risk Assessment (as per issued scope of work)
• OHN Medical Fitness for Duty Certificate and Annexure 3
• Emergency Management Plan
• Proof of Competency (Certificates/Qualifications)
• Job Description/Job Profile and Proof of Communication
• SHE Communication System
• Pre-Start Job Assessment/Talk Process
• COID Act Applicable Documents
• B-BBEE Minimum Level: 2
• Environmental Compliance:
• Waste Management Plan
• Environmental Policy
• License for Waste Treatment Facilities and Registration
• Waste Manifesto Template
• Environmental Incident Management Procedure
• Non-Compliance Procedure
• Scope-Specific Environmental Aspect and Impact Register
• Note: All safety files must be approved via a formal work authorisation letter before work commencement.

Eskom Holdings SOC Ltd (Registration Number 2002/015527/30) is South Africa’s primary electricity supplier, wholly owned by the South African Government. Its mandate is to ensure a stable electricity supply, contributing to lower business costs and economic growth. The SHEQ Policy governs its commitment to safety, health, environmental, and quality principles, ensuring no operating condition justifies exposing anyone to risks leading to incidents. The policy integrates SHEQ requirements into operations via the Plan-Do-Check-Act (PDCA) cycle, aligning with Eskom’s vision of ‘sustainable power for a better future’.

General:

• Must be a legally registered entity in South Africa.
• No conflicts of interest with Eskom or its subsidiaries.
• Compliance with all applicable South African laws and regulations.

Technical:

• Proven track record in designing, supplying, and installing executive office furniture and soft finishes for large organizations or government entities.
• Experience working in environments with stringent SHEQ requirements (preferably in the energy or utility sector).
• Certification or accreditation in quality, environmental, and occupational health and safety management systems (e.g., ISO 9001, ISO 14001, ISO 45001).

Financial:

• Financial stability and capability to fulfill the contract over 12 months.
• Ability to provide performance guarantees or bonds if required.

Sheq:

• Demonstrated commitment to SHEQ principles, including Zero Harm and sustainability.
• Existing SHEQ management system or willingness to implement one in line with Eskom's standards.
• History of compliance with occupational health, safety, and environmental regulations.

Scope:

• Design, supply, and installation of executive office furniture and soft finishes on an as-and-when-required basis for a 12-month period.

Context:

• Eskom Holdings SOC Ltd (Reg No 2002/015527/30) is South Africa's primary electricity supplier, wholly owned by the South African Government.
• The SHEQ Policy governs Eskom's commitment to safety, health, environmental, and quality principles, ensuring no operating condition justifies exposing anyone to risks leading to incidents.
• The policy integrates SHEQ requirements into operations via the Plan-Do-Check-Act (PDCA) cycle, aligning with Eskom's vision of 'sustainable power for a better future'.

Quality Management:

• Approach based on the Plan-Do-Check-Act (PDCA) cycle, ensuring decisions consider economic development, environmental duty of care, social equity, and continuous improvement.
• Fulfil compliance with legal and other requirements.
• Establish, document, implement, and review management systems aligned with ISO 9001, ISO 14001, and ISO 45001.
• Set and measure performance against SHEQ objectives for continual improvement.
• Drive accountability for safe workplaces, preventing work-related injuries and ill-health.
• Engage workers and representatives in SHEQ management systems.
• Promote open communication with stakeholders.
• Conduct SHEQ training and awareness programs.
• Apply Lean and Six Sigma principles to eliminate waste, reduce variation, and optimise processes.
• Use risk-based methodologies for SHEQ system improvements.

Environmental Commitments:

• Minimise business impact on the environment by adopting eco-friendly technologies.
• Preserve natural resources and set/achieve environmental targets aligned with Eskom's Environmental Strategy.
• Proactively manage environmental footprint by reducing pollution, degradation, and pursuing a low-carbon future.
• Prioritise energy and water conservation and demand management.
• Address climate change by reducing greenhouse gas (GHG) emissions while maintaining grid stability, meeting electricity demand, and minimising supply costs.
• Protect and secure assets/operations from climate change impacts to promote resilience.
• Support national government objectives for a low-carbon, climate-resilient future.

Contractors/suppliers must:

• Establish, develop, and implement a management system conforming to ISO 9001 (Quality), ISO 14001 (Environmental), and ISO 45001 (Occupational Health & Safety) standards.
• Fulfil all relevant safety, health, environmental, and quality compliance obligations, including conformity to Eskom's standards and organisational requirements.
• Adhere to Eskom's Life-saving Rules: Open, isolate, test, earth, create an equipotential zone bond, and/or insulate before touch; Hook up at heights; Buckle up; Be sober; Permit to work; Ensure safe live working.
• Ensure Zero Harm principles are upheld for employees, contractors, public, and the environment.
• Comply with legal frameworks such as the Occupational Health and Safety Act, National Environmental Management Act, and Compensation for Occupational Injuries and Diseases Act.

Health and Safety:

• Prioritise Zero Harm for employees, contractors, the public, and the environment.
• Prevent occupational injuries, diseases, and environmental incidents through proactive measures.
• Ensure safe practices, environments, and activities to avoid work-related injuries and ill-health.
• Comply with Occupational Health and Safety Act and Eskom's Life-saving Rules.
• Address risks and opportunities through governance structures and KPIs.
• No operating condition justifies exposing anyone to risks causing SHEQ incidents.

Eskom’s health and safety principles prioritise Zero Harm for employees, contractors, the public, and the environment. Key requirements: Prevent occupational injuries, diseases, and environmental incidents through proactive measures. Ensure safe practices, environments, and activities to avoid work-related injuries and ill-health. Contractors/suppliers must comply with Occupational Health and Safety Act and Eskom’s Life-saving Rules: Open, isolate, test, earth, create an equipotential zone bond, and/or insulate before touch; Hook up at heights; Buckle up; Be sober; Permit to work; Ensure safe live working. Address risks and opportunities through governance structures and KPIs. No operating condition justifies exposing anyone to risks causing SHEQ incidents.

Eskom’s environmental commitments include: Minimising business impact on the environment by adopting eco-friendly technologies. Preserving natural resources and setting/achieving environmental targets aligned with Eskom’s Environmental Strategy. Proactively managing environmental footprint by reducing pollution, degradation, and pursuing a low-carbon future. Prioritising energy and water conservation and demand management. Addressing climate change by: Reducing greenhouse gas (GHG) emissions while maintaining grid stability, meeting electricity demand, and minimising supply costs. Protecting and securing assets/operations from climate change impacts to promote resilience. Supporting national government objectives for a low-carbon, climate-resilient future.

The project involves the design, supply, and installation of executive office furniture and soft finishes as and when required.

• Form A must be completed and signed.
• Provide proof of work conducted as per the scope of work and/or specification.
• Ensure all required returnable documents are submitted with the bid.

Form A must be completed and signed.

• Quality Management System (QMS) must be documented and compliant with ISO 9001:2015.
• Provide a Quality Method Statement based on scope (use template Ref 240-126469599).
• Provide a Quality Policy approved by top management.
• Provide Quality Objectives approved by top management.
• Provide documented information for defined roles, responsibilities, and authorities (organization chart and responsibility matrix, including quality management function).
• Provide documented information for control of externally provided processes, products, and services (criteria for evaluation, selection, monitoring, and re-evaluation of external providers).
• Complete and sign Form A.
• Provide proof of work relevant to the scope.

• Design, supply, and install executive office furniture and soft finishes.
• Work to be performed on an as-and-when-required basis for a period of twelve (12) months.
• Must demonstrate prior experience through proof of work conducted as per the scope.

Supplier experience and qualifications will be evaluated based on proof of work conducted as per the scope of work and/or specification.

• Must have a documented Quality Management System (QMS) that complies with ISO 9001:2015 (certification not mandatory but compliance required).
• Must provide documented information as per ISO 9001:2015 clauses 5.3 and 8.4.

Evaluation is based on the quality management system requirements, quality objectives, and documented information for defined roles and responsibilities.

• The project involves the appointment of a consultant to design, supply, and install executive furniture and soft finishes for the newly established NTCSA executive offices in MWP.
• The contract is for a period of twelve (12) months on an as-and-when-required basis.
• The work is classified as medium-risk.
• The contractor must comply with all SHEQ requirements as per the specification.

• Closing date: 22 April 2026 (as per tender record, though the official closing date is 2026-08-21T10:00:00.000Z - note discrepancy).
• No briefing session or site visit dates are specified in the document.
• Safety file package must be submitted 4 weeks before the agreed project commencement date.

• NTCSA Space Planning Manager: Siyabulela Kontyo
• NTCSA SHEQ Senior Advisor: Albert Shai
• NTCSA Environmental Officer: Tshegofatso Nnene
• NTCSA Safety Officer: Mahlatse Maphake
• Project Address: Maxwell Dr, Sunninghill, Sandton, 2157
• No email or phone numbers are provided in the document.

• Submit the SHE Policy as a tender returnable.
• Submit method statements demonstrating compliance with the SHEQ specification.
• Provide proof of communication of the SHE policy to employees.
• Ensure all required SHE documentation (risk assessments, medical certificates, competency certificates, criminal clearance certificates) is included in the safety file package.
• The safety file package must be submitted to the OHS department 4 weeks before the agreed project commencement date.
• Failure to provide the required SHE documentation may lead to disqualification or work stoppage.

• Registration and good standing with the Compensation Fund or licensed compensation insurer under COIDA.
• Possession of an up-to-date copy of the OHS Act and Regulations available to all employees.
• Appointment of competent staff with relevant training, experience, and qualifications registered with SAQA where applicable.
• Ability to provide criminal clearance certificates for all employees (NKP vetting requirement).
• Demonstrated capability to compile comprehensive SHE documentation.
• Valid driver's licenses and PDPs for vehicle operators.
• Compliance with all applicable legislation including Municipal By-Laws.
• Capability to provide detailed work instructions and method statements.
• Adequate financial provision for SHE measures throughout the project.
• Compliance with Eskom's Covid-19 Health and Safety Policy statement.
• Ability to comply with National Key Point Act requirements.
• Tender returnables must include SHE Policy and method statements.

• Scope: Design, supply, deliver, and install new executive furniture and soft finishes at NTCSA Head Office (MWP) on an as-and-when-required basis for 12 months.
• The work is classified as medium-risk under the supplier category list.
• Must comply with all applicable legislation including OHS Act, National Environmental Management Act, and Municipal By-Laws.
• Must develop and implement a site-specific SHE Plan approved in writing by the NTCSA contract manager.
• Must conduct risk assessments (baseline, task-specific) and provide method statements.
• Must provide PPE as per risk assessment and SANS standards.
• Must ensure all employees have valid medical fitness certificates (annual for non-office-bound, every 3 years for office-bound).
• Must provide first aid facilities and trained first aiders (Level 2).
• Must comply with Eskom Life-Saving Rules (zero tolerance).
• Must comply with substance abuse policy (0% alcohol/drug level).
• Must provide an organisational organogram with CVs and competency proof.
• Must maintain vehicles roadworthy, with fire extinguisher and first aid kit; drivers must have valid licenses and PDPs.
• Must manage waste and environmental aspects per NEMA and ZLED policy.

• Contractor site supervisor must have supervision or legal liability training and 3 years supervision experience.
• Safety Officer must be suitably qualified with recognised safety qualification and relevant experience.
• All employees must have appropriate qualifications, certificates, and be under competent supervision.

• Quality requirements are referenced but not detailed in the extracted text.
• The contractor must maintain quality records in accordance with legislative and NTCSA Real Estate requirements.
• Non-conformance procedures must be implemented, including quality-related issues.

• No specific pricing schedule details are provided in the document.
• SHE costing must be itemised and included in the tender price.

• SHE costing must be itemised and included in the tender price.
• Must make adequate provision for health and safety measures during tendering.
• Must be registered and in good standing with the Compensation Fund (COIDA) - provide valid Letter of Good Standing.
• No other financial requirements (bonds, guarantees, payment terms) are specified in the document.

• Registration and good standing with Compensation Fund (COIDA).
• Valid CSD registration (implied by Eskom procurement, though not explicitly stated).
• B-BBEE: Minimum Level 2 (as per currentAnalysis).
• Compliance with OHS Act and Regulations.
• Compliance with National Key Point Act (criminal clearance for employees).
• Compliance with Eskom's SHEQ policies and procedures.
• Compliance with all applicable legislation including Municipal By-Laws.
• No CIDB grading specified.

• Comprehensive SHEQ specification applies.
• Must develop a SHE Plan, risk assessments, and method statements.
• Must comply with OHS Act, Eskom Life-Saving Rules, and substance abuse policy.
• Must provide medical surveillance, first aid, PPE, and induction training.
• Must manage vehicles, drivers, tools, and equipment safely.
• Must have emergency procedures and fire safety plans.
• Must conduct incident investigations and report to Department of Labour.
• Must undergo quarterly SHE audits by NTCSA.

• The contract will be for a period of 12 months.
• The contractor must sign a Section 37(2) agreement with NTCSA Real Estate at award.
• The contractor must also sign Section 37(2) agreements with any sub-contractors.
• The contractor must hand over a consolidated health and safety file on completion.
• Non-compliance with SHE requirements may lead to work stoppage and disciplinary action.

• Quality requirements are referenced (section 3.10) but not detailed in the extracted text.
• The document emphasises compliance with SHEQ specification and legislative obligations.

Scope: Design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a period of 12 months.

Eskom’s SHEQ Policy outlines principles for occupational health and safety (OHS), environment, and quality. Incident management is integral to risk management, with the following aims:

• Reduce risk and prevent recurrence of incidents.
• Ensure incidents are managed effectively.
• Ensure incidents are classified and recorded accurately.
• Ensure prompt and appropriate investigation.
• Promote proactive use of near-miss incident reporting.
• Improve OHS quality by learning from incidents, including near-misses.
• Share incident information.
• Report to internal and external stakeholders as required.
• Promote analysis of trends and review practices accordingly.
• Involve and communicate information to all stakeholders.

Note: Incident management focuses on identifying and addressing areas for improvement, not assigning blame. Eskom is committed to Zero Harm as a core value.

Evaluation is based on the following criteria:

• General:
• Registered and compliant business entity (likely South African, given Eskom’s context).
• Experience in designing, supplying, and installing executive office furniture and soft finishes.
• Financial and technical capacity to fulfill the contract over 12 months.
• Safety and Compliance:
• Demonstrated compliance with Occupational Health and Safety (OHS) laws and Eskom’s internal OHS procedures (e.g., incident management, emergency response).
• Certification or alignment with standards like ISO 45001 or OHSAS 18001 may be advantageous.
• Ability to integrate with Eskom’s SAP EH&S system for reporting (if required).
• Proof of a robust safety management system to prevent incidents during project execution.
• Legal:
• Valid tax clearance certificate.
• Compliance with Broad-Based Black Economic Empowerment (B-BBEE) requirements, if applicable.
• No conflicts of interest with Eskom or its subsidiaries.

Scope: Design, supply, and install executive office furniture and soft finishes on an as-and-when-required basis for a period of 12 months.

Key Objectives:

• Reduce risk and prevent recurrence of incidents.
• Ensure incidents are managed, classified, and recorded accurately.
• Promote proactive use of near-miss incident reporting.
• Improve occupational health and safety (OHS) quality by learning from incidents.
• Share incident information and report to stakeholders as required.
• Analyze trends and review practices to enhance safety.

Note: Incident management is not for assigning blame but for identifying and addressing areas for improvement to reduce future risks. Eskom is committed to a Zero Harm value.

Quality management requirements for incident handling:

• All investigation reports are controlled disclosure documents under Eskom’s document management process.
• All health and safety incidents must be investigated, excluding non-work-related incidents outside workplace boundaries.
• Repeat incidents must consider ineffective corrective actions from previous cases.
• Contractors conducting their own investigations must submit reports and Annexure 1 to the applicable OU/BU or the Department of Employment and Labour. Eskom may participate in these investigations.
• Investigation reports must include:
• Incident details (type, sequence of events, location, and timing).
• Consequences and impacts.
• Risk of recurrence using root cause analysis techniques.
• Direct or immediate causes.
• Root causes (human, workplace, natural factors).
• System failures (e.g., procedure non-conformance, training gaps, plant failure).
• Corrective actions to prevent recurrence.
• Lessons learned and recommendations.
• All incidents within workplace boundaries must be investigated to identify contributing causes and prevent recurrence.
• Non-work-related incidents outside the workplace do not require investigation unless the Responsible Manager has a valid reason and employee permission.
• Eskom does not investigate incidents at an employee’s home unless the employee was performing telework at the time.
• Evidence requests from contractors or third parties must be evaluated by the relevant manager, with assistance from the Legal and Compliance Department if needed.

Compliance with the following is required:

• Occupational Health and Safety (OHS) Act and Eskom’s internal OHS procedures.
• Eskom’s SHEQ (Safety, Health, Environment, and Quality) Policy.
• Incident management procedures, including classification, recording, and reporting via SAP EH&S.
• Legal and regulatory requirements for OHS, including notifications to the Department of Employment and Labour (DoE&L) and Compensation Commissioner (CC) where applicable.
• Compliance with Eskom’s internal standards and procedures, such as:
• OHS Roles and Responsibilities and Statutory Appointments Standard (240-62582234).
• Eskom Emergency Planning Procedure (32-123).
• Eskom Fire Risk Management Standard (32-124).
• Adherence to Mine Health and Safety Act (MHSA) where applicable.
• Submission of required forms (e.g., Annexure 1, WCL forms) as per OHS Act and Eskom procedures.
• Cooperation with Eskom’s Sustainability Systems and Legal Departments for investigations and liability assessments.

Occupational Health and Safety (OHS) requirements:

• Eskom’s SHEQ Policy governs OHS, environment, and quality principles.
• Incident management aims to reduce risk, prevent recurrence, and ensure effective management, classification, and recording of incidents.
• Proactive near-miss reporting and learning from incidents are encouraged.
• Incident management is not for assigning blame but for identifying improvement areas to reduce future risks.
• Eskom is committed to Zero Harm as a core value.

Scope and Applicability:

• Applies to Eskom Holdings SOC Ltd, its groups/divisions, subsidiaries, and entities with controlling interest.
• Covers Eskom employees, contractors, and members of the public affected by Eskom’s activities.
• For benchmarking, Responsible Managers may use relevant classification criteria.
• In multi-employer sites, this procedure applies for Eskom reporting purposes.
• This document supersedes other procedures for OHS incident requirements.

Effective Date: 1 April 2021.

Normative References:

• OHS Roles and Responsibilities and Statutory Appointments Standard (240-62582234).
• Eskom Safety, Health, Environment, and Quality Policy (32-727).
• Eskom Emergency Planning Procedure (32-123).
• Eskom Fire Risk Management Standard (32-124).
• Emergency Response Procedure – Communications (32-256).
• Process Control Manual (PCM) for Incident Management (240-51122806).
• PCM for Occupational Health and Safety Management (240-49308149).
• Relevant legislation: OHS Act, Mine Health and Safety Act (MHSA), Compensation for Occupational Injuries and Diseases Act (COIDA), and others.

Informative References:

• PCM for Quality Management (I240-47560170).
• PCM for Assurance and Advisory Audits (240-51367318).
• ISO 9001 (Quality Management Systems), ISO 45001, and OHSAS 18001 (OHS Management Systems).

Definitions:

• Accident: Unplanned event during employment resulting in injury, illness, death, or property damage.
• Fatality: Work-related incident resulting in death, regardless of the time between injury/exposure and death.
• First-aid injury: Work-related injury requiring first-aid treatment only, with no further medical treatment needed.
• Lost-time injury (LTI): Work injury preventing the employee/contractor from performing normal duties for over seven calendar days or shifts.
• Medical injury: Work-related injury treated by a medical professional within 24 hours, with medication prescribed/dispensed/applied.
• OHS Event: Any occurrence involving humans that poses a risk of injury or illness.
• OHS Incident: Unplanned OHS event resulting in or with potential for human injury, illness, or property damage.
• Near-miss incidents: Events with potential to cause harm but without actual injury or damage.
• Occupational disease/illness: Confirmed disease arising from employment, listed in COID Act Schedule 3 or determined by an occupational medicine practitioner.

Roles and Responsibilities:

• Eskom and its subsidiaries must take reasonably practicable steps to prevent incidents and harm.
• Responsible Managers must:
• Implement this procedure.
• Communicate compliance requirements and consequences to employees and contractors.
• Ensure understanding of duty of care and refusal to perform unsafe tasks.
• Monitor compliance with the procedure.
• Joint ventures: Each company is liable for its own contraventions unless otherwise stipulated.

Process for Monitoring:

• Compliance is audited via first- to third-tier audit processes.
• OU/BU is responsible for its own monitoring; other assurance providers may also monitor compliance.

Environmental requirements are excluded from this document. The procedure focuses solely on occupational health and safety (OHS) incident management.

Contractual obligations include:

• Immediate notification to the Legal Department in cases involving OHS Act sections 31 or 32, summons from the National Prosecuting Authority (NPA), or incidents with potential liability. The Legal Department will assess the need for an attorney.
• Submission of detailed motivation to the Legal Department if an attorney is deemed unnecessary. The Legal Department will communicate the decision to the relevant Operating Unit/Business Unit (OU/BU).
• Referral of classification disputes to the Safety Data Integrity Committee (SDIC) for review and direction.
• For serious incidents, the OU/BU must inform Sustainability Systems immediately. Sustainability Systems may activate an independent Subject Matter Expert.
• Corporate investigations for fatalities are initiated by the Sustainability Systems Department, which mobilizes personnel to facilitate evidence collection.

Evaluation focuses on improving occupational health and safety (OHS) quality by learning from incidents, including near-misses. Corrective actions may include longer-term system-related improvements or evaluations.

2.1.2 Applicability

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

2.1.3 Effective date

{"closingDate":"18 May 2021","briefingSession":"{"date":null,"time":null,"venue":"ion and briefing ........................................................................................... 14","is_compulsory":false}"}

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

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.

Controlled disclosure

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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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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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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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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.

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

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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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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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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.

Controlled disclosure

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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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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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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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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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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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Contract and Contractor OHS management Unique Identifier: 32-726

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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