Appointment of a service provider for the supply, replacement & installation of a obsolete fire alarm control & related material

APPOINTMENT OF A Kwotasies word hiermee ingewag vir :AANSTELLING VAN

Service

{"closingDate":"22 September 2026","closingTime":"12:00"}

{"name":"Mr. A Joseph","email":"[email protected]","phone":"044 801 9111","department":"Supply Chain Management","address":"Financial Services, Supply Chain Management Munisipaliteit, Vyfde Vloer, Direktoraat: Finansiële Dienste,"}

APPOINTMENT OF A Kwotasies word hiermee ingewag vir :AANSTELLING VAN

Service

tax compliance information must be moet ingesluit wees by die kwotasie dokument

TCS PIN” vir kwoteerders se belasting nakoming inligting

TCS PIN for bidders’ tax compliance information must be moet ingesluit wees by die kwotasie dokument

Central Supplier Database (CSD)

Kwoteerders moet by die CIDB geregistreer wees en ditBidders must be registered with the CIDB and it is

estimated that bidders should have a grading word geraam dat tenderaars ‘n CIDB

{"briefingSession":"{"date":"22 September 2026","time":"12H00","venue":"FOR BRIEFING SESSION : N/A","is_compulsory":true}"}

{"name":"MR ALWYN","email":"[email protected]","phone":"044 801 9111","department":", York","address":"nce or contact with the"}

Bid Bond: Form of Guarantee 69

PART C2 Pricing Data 70

C2.1 Pricing Instructions 71

C2.2 Pricing Schedule 72-73

PART C3 Scope of Work 74-76

C3 Scope of Work 74-76

PART C4 Site Information 77

PART C5 Health and Safety Specification 78

Quotation GMQ109/25-26,

The Tender Part T1

George municipality

Directorate: corpo

No specific requirements found

Points Allocation: 3 points

B-BBEE Details: 26

Quotation for the appointment of a service provider for

The supply, replacement & installation of an obsolete

Fire alarm control panel & related material

Enquiries: mr alwyn joseph issued by:

York street george municipality

George p o box 19

(044) 801 9111 ext. 1344 GEORGE

6530

Summary for quotation opening purposes

Name of bidder: .....................................................................................................

Supplier database NO.: maaa ............................................

Total for rates (all appliable taxes

R

Included)

Preferences claimed for:

B-BBEE Status Level of Contributor and Point Claimed: Level: ____________ Point Claimed: _____

Locality Status and Point Claimed: Locality: __________ Point Claimed: _____

B-BBEE certificates submitted with the quotation document MUST be VALID ORIGINAL B-

BBEE CERTIFICATES or VALID CERTIFIED COPIES OF THE B-BBEE CERTIFICATES

Quotation closes at 12h00 on tuesday, 22 september 2026

Bidder contact details

This information shall be used for any correspondence or contact with the

bidder.

Please indicate whether you want to receive any correspondence via e-mail

or send to your postal address by registered mail.

Mark choice of

Name of Bidding Company: .................................................................... correspondenc

e with X

Postal ..............................................................................................

Address:

..............................................................................................

..............................................................................................

.................................................. Postal Code: ....................

E-mail

Address: ...............................

{"closingDate":"12 August 2026"}

{"name":"Mr. Xavier","email":"[email protected]","phone":"+27 78 5463529","department":null,"address":"g either from, off or into."}

1. The Principal Contractor shall erect and maintain quality safety signage.

7. Designer responsibility

8. Compensation for Occupational Injuries and Diseases Act

9. Notification of Construction Works

10. Construction Manager

11. Construction Safety Officer

12. Staffing on site

13. Inspections, Monitoring and Reporting

14. Hazard Identification and Risk Assessment

15. Health & Safety Plan and File

16. Health and Safety Competency

17. First Aid Management

18. Facilities for employees

19. Close-out and Consolidated H&S file

20. Induction and H&S awareness

21. Incidents, Accidents and Emergencies

22. Fire Risks, Fire Extinguishers and Fire Fighting Equipment

23. Live Energy Work and Electrical Reticulations and Machinery

24. Ladders

25. Scaffolding & Fall Protection

26. Public Health & Safety

27. Waste

28. This Construction Health & Safety Specification is published in terms of the Occupational

Health & Safety Act of 1993 (OHS Act), Construction Regulations 2014, Regulation 5(1)(b).

2. The CHSS does not replace the Construction Regulations, 2014, but is a supplementary

specification as required in terms of the Regulations. Partial references to or quotes from

the Regulations do not imply that the sections not referred to or quoted from are of lesser

importance or are not applicable.

3. The Principal Contractor is, at all times required to and will remain responsible to fully

address all requirements and standards of the Occupational Health and Safety Act,

Regulations and the full Construction Regulations in the Health and Safety Plan and the

implementation thereof.

4. This Health & Safety Specification may be supplemented during the project with further

specific Construction Health & Safety Specifications which deal with health & safety issues

as these arise.

3. Limitation of liability

4. The client or its Agent shall not be responsible for any acts or omissions of any Contractor

which may directly or indirectly result from the application of the CHSS or any project

specific version thereof.

2. All contractors must ensure that articles, work, equipment, machinery, plant and work

practices are, at all times, compliant to the legal requirements as these apply.

3. The client shall limit its responsibility to the application of the Construction Regulations’

Client Requirements only.

4. This CHSS is developed to ensure that the Client and any bodies that enter into formal

agreements with the Client such as Consultants, Principal Contractors, and Principal

Contractors achieve an acceptable level of OHS performance. No advice, approval of any

document required by the CHSS or the Agent, such as hazard identification and risk

assessment action plan or any other form of communication from the client or the Agent

shall be construed as an acceptance of any obligation that absolves the Principal

Contractor from achieving the required level of performance and compliance with legal

requirements. Further, there is no acceptance of liability by the client or the Agent which

may result from the Principal Contractor failing to comply with the CHSS.

5. The Principal Contractor shall enter into a Mandatary Agreement with the client, as

defined in Section 37(2) of the Occupational Health and Safety Act. The Principal

Contractor shall ensure that each contractor appointed by the Principal Contractor and

each and sub-contractor appointed by a contractor also enter into a Mandatary Agreement

with the client, as defined in Section 37(2) of the Occupational Health and Safety Act.

6. The Principal Contractor shall be appointed by the client in terms of the Construction

Regulations of 2014. In terms of CR5.1.k.

7. These agreements and appointments shall be included in the Principal Contractor’s H&S

file on site and be valid for the duration of the contractor’s work on the construction site.

4. Purpose of the Construction H&S Specification

5. The purpose of the CHSS is to be used as the standard of H&S on this project on which

Principal Contractors’, Designers and other project representatives plan their project

implementation thus ensuring safe work execution and legal compliance.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

2. This CHSS will be applicable to all construction work at this project.

3. All employees working on this site shall conform to the standard in the CHSS. All the duties

of a Principal Contractor in this CHSS equally apply, in full, to contractors of such Principal

Contractor and to sub-contractors of such contractors.

4. This specification also applies to all project Designers and specialist consultants rendering

a professional service on the project.

5. Implementation of the Construction H&S Specification

6. This CHSS forms an integral part of the Contract, and Principal Contractors are required to

make it an integral part of their contracts with subcontractors and suppliers.

2. The Principal Contractor shall ensure that the H&S plan contains sufficient evidence of:

a. Adequate provision for the cost of health and safety measures.

b. The principal contractor’s access to and intention to appoint persons with the

necessary competencies to carry out the construction work safely.

c. The principal contractor’s access to the necessary resources to carry out the

construction work safely and without risk to the health of the workers.

d. The principal contractors’ planning of construction activities within the special

requirements emanating from personnel deployment, time constraints and

language barriers.

1. The project entails the Replacement of Fire Alarm at the Main Building: George Municipality

2. The scope of works for the project includes but not limited to:

• Remove and safely dispose of the existing AriTech FP2000 eight (8) loop fire

alarm control panel.

• Supply and install a new fire alarm control panel and one (1) repeater panel.
• Ensure that the new fire alarm control panel is fully compatible with the existing

Apollo

XP95/AriTech XP95 protocol field devices, including but not limited to:

▪ Smoke detectors;

▪ Heat detectors;

▪ Manual call points;

▪ Door interface units;

▪ Lift control interfaces;

▪ Fire exit door interfaces and related ancillary equipment.

• Integrate the new fire alarm control panel with the existing Public Address

Evacuation System.

• Provide all necessary interface modules, power supplies, batteries,

communication cards, cabling and accessories required for complete operation.

• Test, commission and programme the complete system.
• Provide training to municipal personnel on the operation of the system.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

• Submit all commissioning certificates, test reports and installation certificates

upon completion.

3. The detailed scope of works on this project is as per the detailed information as issued in the

Tender Document and BOQ.

4. This CHSS covers the client’s requirements for addressing, mitigating and controlling

Occupational Health and Safety related risks, problems, incidents and injuries during the

construction work on site.

5. The scope addresses legal compliance, hazard identification and risk assessment, and the

promotion of a health and safety culture amongst those working on site.

6. The CHSS contains clauses that are generally applicable to construction and imposes controls

associated with activities that impact on human health and safety.

7. The Principal Contractor is required to comply with the provisions of the OHSA, all applicable

Regulations and this CHSS.

8. The client Agent will monitor the Principal Contractor’s compliance with the requirements of

the OHSA and the approved H&S Plan.

7. Designer Responsibility

8. The Designer must ensure that all designer’s duties defined in the Construction Regulation

2014 are complied with thus taking into consideration the applicable SANS requirements

during the design development.

2. The designer is incorporate a safe design approach as part of the project implementation and

consider suitable ergonomic design principles for all phases of the project life cycle.

3. All designers are to inform the Principal Agent and the Client of their designs and the

potential cost implication for the design considering the geotechnical-science aspects and

the loading that the structure is designed to withstand.

4. Make available all relevant information required for the safe execution of the work.

5. Refrain from including anything in the design necessitating the use of dangerous procedures

or materials hazardous, which can be avoided by modifying the design or by substituting

materials.

6. Take into account the hazards relating to any subsequent maintenance of the structure and

must make provision in the design for that work to be performed to minimize the risk.

7. Carry out all necessary inspections at appropriate stages and verify that construction is

carried out in accordance with the design.

8. Stop any Contractor from executing any construction work which is not in accordance with

the relevant design’s H&S aspects. Inspect the completed structure and declare the structure

safe for use.

9. Designers are to inform the Principal Contractor of any design changes as part of project

implementation.

8. Compensation for Occupational Injuries and Diseases Act

9. The Principal Contractor, each contractor and each sub-contractor shall submit proof of Good

Standing with the COIDA Commissioner, or a Mutual Association licensed in terms of Section

30 of COIDA, prior to starting any work on the site.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

2. A copy of the Letter of Good Standing with the COIDA Commissioner must be included in the

H&S Plan of each contractor working on the site and must remain updated for the duration of

the construction work.

3. Contractors whose Letter of Good Standing expires will not be permitted to continue work on

site.

9. Notification of Construction Works

1.The Principal Contractor ensure an assessment be done to determine if the project triggers

the Notification of Construction Works to the Department of Labour.

2. Proof of submission and acknowledgement of receipt of such notification shall be kept in the

project H&S file.

10. Construction Manager

11. The principal contractor shall appoint a full-time competent person as the construction

manager with the duty of managing all the construction work on the Site.

2. The construction manager must be exclusively dedicated to this project/site.

3. Proof of competency of the construction manager shall be incorporated in the H&S file; the

client or its Agent shall only allow work to commence if the designated construction manager

has sufficient evidence of H&S competence and, as a minimum this shall include:

a. Proof of professional training

b. Proof of experience in the construction scope of work relevant to this project nature

c. Proof of experience in general H&S management for work as defined in the scope

4. The construction manager shall be responsible to ensure that the following duties are

executed and shall actively communicate with the client-agent in order to:

a. Confirm and provide proof of compliance; and

b. Discuss any compliant constraints which may be experienced.

5. The construction manager may be assisted by the safety officer and, where such an

arrangement is planned, the H&S plan of the Principal Contractor shall clearly define the

respective duties of the construction manager and of the safety officer.

6. The construction manager shall be appointed in writing and each of the tasks below shall be

included in the signed letter of appointment.

7. The construction manager shall present the site-specific health and safety plan, based on this

health and safety specifications to the client agent and shall discuss and amend the H&S plan

until finally approved by the Agent

8. The construction manager shall ensure that the H&S plan is applied from the commencement

of and for the duration of the construction work.

9. The construction manager shall ensure that the H&S plan is reviewed and updated as work

progresses.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

10. The construction manager shall open and keep the Site health and safety file and ensure

that, at all times, this file is on site and available to an inspector, the client, the client’s

agent or a contractor.

11. The construction manager shall provide contractors and sub-contractors with this CHSS.

12. The construction manager with support of the safety officer shall only approve a H&S plan

of a contractor and a sub-contractor if there is sufficient evidence that the contractor:

a. Has made sufficient provision for health and safety measures during the construction

process

b. Has the necessary competencies to perform the construction work safely; and

c. Has made the necessary resources available to perform the construction work safely.

13. The construction manager shall ensure that all contractors appointed by the Principal

Contractor have an approved H&S plan, prior to appointing the contractor and prior to

allowing the contractor to start working on site.

14. The construction manager shall ensure that contractors have evidence of both registration

and good standing in terms of COIDA and shall not permit any contractor to start work or to

continue with work on site unless a valid Certificate of Good Standing is on site.

11. Construction Safety Officer

12. The Principal Contractor shall appoint a competent Construction safety officer for the

construction work.

2. The Construction Safety Officer shall be part time on the construction site and have at least

three years working experience as a safety officer within the construction industry.

3. The Principal Contractor shall define the duties of the appointed safety officer in the H&S

file.

12. Staffing on site

13. The Principal Contractor shall compile a list of all employees on site indicating:

a. Name and ID number

b. Designation (job title)

c. Date of OHS Induction for the site

d. Date of expiry of medical

e. Where applicable, competency in the safe work instructions included in the H&S plan.

2. This employee list shall be included in the start-up H&S file and maintained thereafter.

3. The H&S plan shall include a method statement on communication on site; this shall address:

a. Language and translation controls

b. Communication methods within and between teams (radio controls and permits)

c. Emergency communication methods

d. Regular planned meeting and communication sessions planned by the Principal

Contractor.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

13. Inspections, Monitoring and Reporting

14. The Principal Contractor shall carry out daily safety planned task observations and planned

H&S inspections on the site (or more frequent, where so required in the Regulations), and

shall take steps to rectify any unsafe condition of which he is aware.

2. The appointed Construction Manager (or a person designated by the Construction Manager),

and the Health & Safety Officer shall perform regular inspections and document these in the

H&S File.

3. The relevant inspection templates and the frequency of inspections shall be included in the

H&S Plan.

4. The H&S Plan shall contain a list and template of all the inspection registers which shall be

kept on site:

a. The templates must correlate with the machinery and equipment listed on site.

b. The inspector responsible for the inspection and maintenance of the register must

be appointed in writing. Proof of training and competency in the performance of

the inspections must be documented.

14. Hazard Identification and Risk Assessment

15. The Principal Contractor shall appoint a competent person to perform a site-specific

baseline- and, thereafter, ongoing issue-based hazard identification and risk assessment.

There may be more than one risk assessor appointed if this is required.

2. The competent risk assessor shall form part of the full-time construction team working on the

construction site.

3. The risk assessment must be based on the scope of work, the site-specific materials required,

and the site-specific machinery, equipment and structures applied during the construction on

this project.

4. The client requires that an additional risk assessment is conducted and submitted to the

Agent for verification when:

a. A new machine is introduced onto site

b. A system for work is changed or operations altered

c. After an incident or near miss has occurred

d. New knowledge comes to light and information is received which may influence the

level of risk to employees on site.

5. All risk assessments shall be conducted in terms of an acceptable and documented

methodology and control measure must comply to the hierarchy of controls prior to

commencement of work and in accordance with the provisions of the CR.

a. The baseline risk assessment shall document.

b. Issue-based risk assessment, risk monitoring and risk review shall be done at the

hand of pre-task risk assessment communicated to all employers; a system of daily

safe task instructions may be used. The risk assessment must include:

i. A daily tasks/activity list, step by step

ii. A daily documented listing of hazardous events

iii. A daily documented listing of H&S risk controls

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

iv. Proof of communication of the above to all employees: the client requires

that the Principal Contractor shall ensure that all employees on site are

conversant with the content of all relevant risk assessments, the

appropriate measures to either eliminate or reduce the identified risks. The

Principal Contractor shall outline to employees what role they are expected

to play in the Risk Assessment and control measure process.

6. The principal contractor shall include a method for risk review ensuring that all risks on site

are adequately managed

7. All risk assessments must document all H&S controls. Should the Principal Contractor

commence any work without a compliant risk assessment, or should the risk assessment not

reflect the activities being undertaken, the responsible contractor may be instructed to be

immediately stop that specific activity, and the Principal Contractor will have no claim

against the client in such a case for lost time or costs, irrespective of whether it can be

demonstrated that the work was being safely undertaken.

15. H&S Plan & File Requirements

16. The Principal Contractor shall provide and maintain an H&S File, containing all relevant

documents as prescribed in the OHSS, the Construction Regulations of 2014 and all forms or

records referred to that has relevance to specific legislation.

2. The H&S File shall be kept on site and available for inspection by the client Agent or the

Department of Labour’s Inspectors.

3. The content of the file is included in this specification, but additional items may be added.

4. The H&S plan should include and project background/introduction section taking into

consideration the following:

I. Project name

II. Client details, name of responsible person and the business address

III. Principal Contractor, name of responsible person (16.2 appointee) and business address

IV. Completion project scope

5. The H&S plan should include a detailed site-specific overview of the

• Scope of works and activities of the project; this overview must include all work

controlled by the Principal Contractor, whether directly or through the services of a

contractors or sub-contractors.

• An overview of the machinery and plant used in the project; this overview must

include all machinery and plant directly or indirectly (through the services of a

contractor or sub-contractor) controlled by the Principal Contractor.

H&S Plan Content & Numbering

1. Index of the H&S Plan
2. Project scope of works
3. Scope & activities, machinery, plant, equipment, hazardous articles to be used
4. Health and Safety Resources and Budget
5. Construction manager: duty, responsibility, authority, document control
6. Safety officer: duty, responsibility, authority, document control, communication
7. Principal Contractor H&S management processes
8. Management of the issue-based risk-, risk review- and risk monitoring

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

9. H&S Induction training and H&S competency management
10. General record keeping management
11. Contractor and Sub-contractor management
12. Site communication management
13. Fall protection plan and method statements for heights work
14. First aid, accident & incident and emergency management
15. Fire prevention and equipment management
16. Safety signage management
17. Access & on-site traffic and public H&S management
18. Excavation management
19. Electrical management
20. Hazardous chemical substances management
21. Construction plant and machinery management
22. Lifting Operations and Management
23. Occupational hygiene, occupational health and fitness for work management
24. PPE management
25. Safety Inspections and Inspection Register management
26. Internal Audit management

3. Proof of competency of the construction manager shall be incorporated in the H&S file; the

client or its Agent shall only allow work to commence if the designated construction manager

has sufficient evidence of H&S competence and, as a minimum this shall include:

a. Proof of professional training

b. Proof of experience in the construction scope of work relevant to this project nature

c. Proof of experience in general H&S management for work as defined in the scope

executed and shall actively communicate with the client-agent in order to:

a. Confirm and provide proof of compliance; and

b. Discuss any compliant constraints which may be experienced.

competent persons and evidence of competency (registrations, qualifications and

other proof of competency)

H&S inspections on the site (or more frequent, where so required in the Regulations), and

shall take steps to rectify any unsafe condition of which he is aware.

2. The appointed Construction Manager (or a person designated by the Construction Manager),

and the Health & Safety Officer shall perform regular inspections and document these in the

kept on site:

a. The templates must correlate with the machinery and equipment listed on site.

b. The inspector responsible for the inspection and maintenance of the register must

be appointed in writing. Proof of training and competency in the performance of

the inspections must be documented.

a. The provision of facilities for safekeeping and changing

b. The method of ensuring that employees requiring to change on site can do so in privacy

c. The provision of an eating area

d. The provision and maintenance of sufficient toilets on site.

2. Contractor’s toilets must be:

a. Fixed so as to avoid becoming wind-blown, location of toilets to be determined on site

considering the length of the road.

b. Sign-written: ‘Male’ and ‘Female’ use

c. Sanitised daily; an inspection and sanitising record must be kept in the H&S file

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

d. Inspected daily and, where bucket collections are in place, emptied at least twice a

week and one of these occasions must be on Fridays.

tools, including leads. The letter of appointment and template of this inspection register shall

be included in the H&S file.

contain the following:

a. The need for the use of fall prevention- or fall arrest harnesses

b. The safe application, attachment and maintenance processes for harnesses

c. The type of harness and the type of hook to be used and the specific attachment

points applicable to the fall risk work

d. The method of storing the harnesses when not in use

e. The method and register for the safety inspection of harnesses

f. A fall recovery method statement.

(PJS)is issued for each job title on the construction site. The PJS specification should be sent

with each employee to the occupational medical practitioner in order for the medical testing

and assessment to be relevant to the statutory requirements and the risk exposures.

Proof of experience in the construction scope of work relevant to this project nature

Proof of experience in general H&S management for work as defined in the scope

appointment letters

Appointment letter

appointment letter and proof of competency of the

appointment letter and proof of competency

H&S File Content & Numbering

1. Index of the H&S File
2. Principal Contractor’s Policies applicable to the construction site: Occupational

Health and Safety Policy

3. Project and OHS organogram with contact numbers
4. Principal Contractor Appointment
5. Mandatary Agreement between client and the principal contractor
6. Proof of Notification of Construction Work
7. Letter of Good Standing
8. Contractors Baselines Risk Assessment
9. H&S Plan
10. Induction Plan
11. Emergency Plan
12. Fall Protection Plan
13. Issue Based Risk Assessments
14. Construction Manager, Supervisor and Safety Officer letters of the appointed

competent persons and evidence of competency (registrations, qualifications and

other proof of competency)

15. Updated Employee List
16. Medical Certificates of Fitness
17. Legal appointment letters
18. Training and Competency Matrix
19. Training records

a. Employees H&S Induction records

b. Visitors Induction records

c. Records of training and competency for method statements

20. Incident Register & Investigation reports & COIDA Accident and incident

management procedure

21. H&S Inspection Registers, list should be provided in the H&S Plan

22. PPE Issue Register

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

23. Internal Audits

24. Letters of approval of contractors and sub-contractors H&S Plans

25. Letters appointment of contractors and sub-contractors

26. Principal contractor’s contractor- and sub-contractor audits

27. DSTI’s

28. Audits by Client Agent

29. Corrective / Preventive Action plans for client audits

30. All supporting evidence deriving from the H&S Plan

31. Health and Safety Competency

32. The principal Contractor shall ensure that the H&S plan includes evidence of such

competence for every competent person designated to this construction site.

2. Work may only allow to be commenced if there is sufficient evidence of H&S competence for

each person designated in the H&S plan; unless otherwise specified in this CHSS and as a

minimum, this shall include:

a. Proof of training in the OHSA, CR and evidence that a training provider certifies the

designated person to be familiar with the OHSA and with the applicable regulations

made under the OHSA.

b. Proof of competency in the specific skill of the designation; amongst other this may

include supervisory training, risk assessment training, equipment (such as ladders,

lifting equipment, fire extinguishers, portable electrical machinery etc.) or high risk

construction (such as excavation, measures and any other H&S skills.

17. First Aid Management

18. The Principal Contractor shall ensure that adequately trained first aiders are on site at all times

when construction employees are on site; this applies even if less than 10 employees are on

site.

2. The Principal Contractor, any contractor or sub-contractor shall ensure that it appoints a

trained First Aider on site regardless of number of labour on site.

3. First aiders shall be identified and shall have immediate access to a comprehensively stocked

first aid box.

4. Such first aid box shall be stocked to include all first aid equipment as per the minimum

requirements listed under General Safety Regulation 3, and any additional items identified in

the risk assessment.

5. All the above controls shall be documented in the H&S Plan.

6. Facilities for employees

7. The Principal Contractor shall document the construction site’s method to ensure the statutory

application of employee’s rights in terms of employee facilities as defined in the OHSA, the

General Safety Regulations and the Construction Regulation, including:

a. The provision of facilities for safekeeping and changing

b. The method of ensuring that employees requiring to change on site can do so in privacy

c. The provision of an eating area

d. The provision and maintenance of sufficient toilets on site.

2. Contractor’s toilets must be:

a. Fixed so as to avoid becoming wind-blown, location of toilets to be determined on site

considering the length of the road.

b. Sign-written: ‘Male’ and ‘Female’ use

c. Sanitised daily; an inspection and sanitising record must be kept in the H&S file

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

d. Inspected daily and, where bucket collections are in place, emptied at least twice a

week and one of these occasions must be on Fridays.

3. Consider the scope of works, the principal contractor should consider having temporary toilet

at strategic points on site where works will be performed.

19. Close-Out and Consolidated H&S file

20. The Principal contractor shall compile a consolidated H&S file with supporting evidence as

requested and hand this to the Agent at the end of the construction for review and approval.

2. The consolidated H&S file shall be in electronic USB format.

3. The consolidated file shall include:

a. A copy of the Principal Contractor Contractual Appointment letter

b. The signed Principal Contractor Appointment with the Client

c. The signed 37.2 Agreement with the Client

d. Copy of the Notification of Construction Works

e. A copy of the approved construction footprint drawing

f. The H&S file of the Principal Contractor, which, amongst the other, shall have

dedicated chapters dealing with:

i. Project H&S plan Approvals Record

ii. Project H&S management plans, Fall Protection, Emergency plan, Storm

water management, Traffic management

iii. Project Contractor Baseline Risk Assessments

iv. Designer inspections/assessments and confirmation of conformance

v. Incidents registers & IOD investigation record

vi. COIDA Claim incidents and supporting medical treatment record

vii. Total Man-hours and Disabling Injury Frequency Rate statistics

viii. Monthly H&S performance report

ix. Monthly H&S audit reports from the consultants

x. Minutes of the monthly Health and Safety Committee meetings

xi. Pre- employment, annual and exit medicals records

xii. Record of project inductions

xiii. List of equipment and physical conditions inspections conducted, samples

included in the close out folder.

xiv. List of DSTI’s conducted samples included in the close out folder.

xv. List of awareness talks conducted; samples included in the close out folder.

xvi. List of employees on the project with exit medicals

xvii. HIV Aid Program “what was done on the project in summary” with

supporting evidence.

4. Handover of the consolidated H&S file must be done within two weeks of all personnel having

been demobilized (i.e., when nil man-hours are recorded).

20. Induction and H&S awareness

21. The Principal Contractor shall develop a documented project-specific induction training plan

that must be submitted for approval by the Agent, to ensure that all employees on site are

conversant with:

• The risks of the construction project
• The controls documented in the H&S file
• The role of employees in ensuring health and safety on the construction site

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

• The emergency arrangements that are put in place by the Principal Contractor
• The general health and safety rules applicable to the site, inclusive of an introduction

to whom the Construction Manager, Supervisors and Safety Officer is on site.

2. The Principal Contractor shall ensure that all employees have gone through the induction

training before commencing duties on site.

3. The contents of the induction programme and method of ensuring that all employees are

inducted will be documented in the H&S file and the Principal Contractor is advised that a

generic induction or a human-resource induction shall not be sufficient for the client to accept

the H&S planning for the construction work.

4. When working on the site, each employee of any contractor and sub-contractor accessing the

site, including management, shall complete the principal contractors’ induction; the principal

contractor shall ensure that none of his or his contractors’ employees accesses the site unless

having been inducted by the principal contractor. Each visitor to the site shall be inducted in

the risks and risk controls which the visitor may be exposed to; the visitor’s induction and

method to ensure compliance shall be documented in the H&S file.

H&S awareness

b. The Principal Contractor shall conduct, on site, periodic toolbox talks, preferably

weekly or before any hazardous work takes place. The talks shall cover the relevant

activity and an attendance register must be kept and signed by all attendees.

c. A record of who attended and the content of the topic will be kept on the site

health and safety file as evidence of training.

i. Awareness training of management responsibility on site must be conducted

with all management representatives including contractors and sub-

contractors.

21. Incidents, Accidents, Near Misses and Emergencies

22. All near misses, incidents and accidents must be recorded, investigated and managed in

accordance with the statutory provisions.

2. Each H&S incident, near miss and accident must be recorded in a register kept in the H&S file;

a template of the register shall be included in the H&S file.

3. Every accident shall be reported to the Agent; that is as soon as the construction manager and

safety officer of the principal contractor becomes aware of it.

a. Such reporting must occur via direct contact (person-to-person, via telephone or email)

b. Incident Investigation process must be followed by competent role players and a

preliminary investigation report must be submitted to the Agent within 24 hours for

review and comment.

c. Final investigation must be finalized by the Principal Contractor and submitted to the

Agent within 7 working days, unless requested otherwise.

4. A record of all incident investigations shall be kept in the health and safety file and all records

shall be made available to the client without exception; this includes records relating to

Section 24 of the OHSA.

5. Where a fatality or permanent disabling injury or any incident referred to in Section 24 occurs

on the construction site, the Principal Contractor must ensure that the provincial director is

provided with a report contemplated in section 24 of the Act, in accordance with regulations 8

and 9 of the General Administrative Regulations, 2013, and that the report includes the

measures that the Principal Contractor intends to implement to ensure a safe construction site

as far as is reasonably practicable.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

6. The emergency arrangements shall be displayed on site and shall include:

a. A comprehensive emergency and evacuation plan

b. An emergency flow chart

c. An updated list of emergency telephone numbers

7. A first aider must be on site in a full-time capacity irrespective of the number of employees on

site.

22. Fire Risks, Fire Extinguishers and Fire Fighting Equipment

23. No open fires are allowed on site.

24. No smoking is allowed on site, except in designated smoke areas, identified by the Principal

Contractor. The H&S Plan shall include the Principal Contractors’ arrangements for managing

smoking on site.

3. All flammable products must be stored in an adequate storage facility; this process shall be

documented in a method statement in the H&S file.

4. The Principal Contractor shall provide suitable fire extinguishers, which shall be serviced

regularly, in accordance with the manufacturer’s recommendations.

5. Safety signage shall be prominently displayed in all areas where fire extinguishers are located.

The Principal Contractor shall arrange for the training of the relevant personnel, in the use of

fire extinguishers.

6. The fire extinguisher inspection registers and the letter of appointment of the competent

inspector shall be included in the H&S file.

23. Live Energy Work and Electrical Reticulations and Machinery

24. The Principal Contractor shall appoint a competent electrician who shall ensure zero potential

of all electrical reticulations worked on and who shall ensure that dedicated power sources are

safely removed during the construction.

2. The letters of appointment, proof of competency and registers applicable to these inspections

shall be included in the H&S File.

3. All electrical cables shall be assumed “alive” and, where applicable, the Principal Contractor

shall take adequate steps to ensure that employees and members of the public are prevented

from accessing any electrical cables.

4. All existing electrical services must be assumed live at all times.

5. No live energy work shall be performed.

6. Contractors will ensure that all energy is isolated, that residual energy is purged, that energy

sources are switched off and locked out by all employees working in the danger zone and are

tagged, prior to any work being performed on the energy source or reticulation. The

contractor shall include a zero Potential, Lock Out and Tag Out method statement and safe

work instruction(s) in the H&S file.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

7. Any unsafe condition shall be reported immediately to the client and the Principal Contractor

shall take immediate steps to prevent employees or members of the public from gaining access

to the dangerous installation and the area surrounding it.

8. The Principal Contractor shall appoint a competent person to inspect all portable electrical

tools, including leads. The letter of appointment and template of this inspection register shall

be included in the H&S file.

9. The Principal Contractor shall include a method statement for the safe use of portable

electrical tools, including the management of the hazards of extension leads.

10. Where applicable, the contractor shall include any ‘electrical dangerous work procedure’ in

the H&S file.

24. Ladders

25. Ladders shall be compliant to the statutory requirements.

26. Ladders shall only be used for the purpose for which they are designed.

27. Ladders shall be identified, inspected regularly and the record of the inspection shall be kept in

the H&S file.

4. A-frame ladders shall have a patent spreader bar system.

5. Ladders shall extend at least 90 cm above any level or opening accessed with the ladder.

6. No vertical ladders shall be accessed by any person unless firmly attached at the bottom and

top or held in place by a fixed installation or a buddy.

25. Scaffolding & Fall Protection

26. The Principal Contractor shall submit the appointment letter and proof of competency of the

competent persons appointed as:

a. Scaffold erectors

b. Competent person to inspect, maintain, move or dismantle scaffolds,

c. Competent person to supervise all scaffolding operations.

2. The H&S Plan must include the signed letters of appointment and the proof of competency.

3. The Principal Contractor shall ensure that all scaffolding complies with the requirements of

the OHSA and Regulations and with the requirements of Temporary Works in this CHSS.

4. Scaffold erectors and inspectors must be formally trained and certified competent; such

training must conform to the requirements of SANS 10085.

5. Scaffolds must be clearly tagged with safe access signage; scaffolds must be inspected daily

prior to use and weekly by the scaffold inspector. All scaffolds on site must be individually

identified and display a safe/not safe sign.

6. Inspections by the scaffold inspector must be documented on the scaffold tag and in a

register; a template of the tag and of the register shall be included in the H&S file.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

7. All scaffolds must be accessed with a ladder only. Ladders must be inside the scaffolds and

hatches must close ladder-openings in decks.

8. All scaffold decks must be fully covered and barricaded so as to prevent persons working

there from falling off.

9. Scaffold erectors must attach a fall prevention harness at all times; the double lanyards must

be fitted with scaffold hooks only.

10. The H&S Plan shall include the safe work instruction applicable to all employees working on

scaffolds and the method of ensuring competency.

11. Standard scaffolding designs, approved by a competent designer of the Principal Contractor

may be included in the H&S file and all such scaffolds on site must conform to this

standard.

Fall Protection and Fall Risk Work

1. The construction work includes high-risk fall risk work.

2. The Principal Contractor shall submit the name and the curriculum vitae of the competent

person who has been appointed to prepare a fall protection plan together with the signed

letter of appointment, in the H&S file.

3. The fall protection plan shall strictly comply with the requirements of the OHS Act,

SANS10085-1, and the planning shall be commensurate with the fall risk work.

4. The fall protection plan shall include all fall risk work which is planned to be performed by

contractors or sub-contractors.

5. The Principal Contractor and any contractor shall ensure that:

a. All fall risk work is planned and forms part of the daily safe task instructions; note

that :

i. Work from a ladder or work where ladders are used as access tool are

potential exposures of employee to falling either from, off or into and such

work is considered ‘heights work’

ii. There is no minimum of maximum height defining fall risk

iii. Fall risk work done on an ad hoc basis or which forms part of abnormal or

emergency processes shall be risk assessed and employees shall be

instructed in the safe work process prior to work commencing

b. Only trained and competent persons with a valid medical certificate of fitness are

permitted to perform fall risk work

c. All medical certificates of fitness for fall risk work are issued by a registered

occupational medical practitioner and are included in the H&S file

d. All elevated areas are reached by means of a ladder, scaffold or man cage; and

climbing on machinery, installations or make-shift means of access is not permitted

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

e. No person must be allowed to work under an area where there is a risk of falling

tools or materials

f. As far as reasonably practical all openings through which persons can fall are closed

off with material which can support the weight of a person; such material shall be

permanently fixed over the opening

g. Where openings cannot be closed, a sturdy barricade of at least 1.5 m high, which

adequately prevents persons from falling through the opening, shall be in place at

all times

h. Man-lift machinery is not used for lifting of materials in position

6. A copy of the fall protection plan, the signed appointment letter and proof of competency

must be included in the H&S file.

7. Where the use of any harnesses is indicated in the fall protection plan, the H&S file shall

contain the following:

a. The need for the use of fall prevention- or fall arrest harnesses

b. The safe application, attachment and maintenance processes for harnesses

c. The type of harness and the type of hook to be used and the specific attachment

points applicable to the fall risk work

d. The method of storing the harnesses when not in use

e. The method and register for the safety inspection of harnesses

f. A fall recovery method statement.

26. Public Health and Safety

27. The principal contractor shall at all times ensure that members of the community is informed

of the work and the hazards and risk associated on project. Site supervision should ensure all

signage, barricading control measures to ensure member of the public is not exposure to

construction work activities. It must be noted that works will be performed at an

operational facility and therefore provision for barricading must be made on site.

2. Appropriate health and safety signage and information shall be strategically displayed and

maintained at the site, site camp, and construction work areas.

3. All members entering site must indicate in what capacity they are visiting site and a site

register should be completed and on record by the principal contractor.

4. The Principal Contractor shall ensure that each person visiting the site shall be inducted to

the site and such induction shall outline the hazards likely to arise from on-site activities and

the precautions to be observed to avoid or minimise those risks.

1. The Principal Contractor shall appoint a person responsible for site-wide control & removal of

scrap, waste and debris.

2. No hazardous waste, combustible materials and containers shall accumulate on the

construction site.

CHSS – Replacement of Fire Alarm at the Main Building: George Municipality XAKS-SPEC-WC-G-102

3. The Principal Contractor shall document a waste management method statement in the H&S

file. Such method statement shall include all liquid, gaseous or solid waste produced during

the construction process.

4. Waste management must comply with the Environmental legislation.

5. All waste skips removed from site must be recorded and a proof of final deposit at a registered

waste site (waste disposal certificate) must be on record in the H&S file.

6. Provision must be made to remove rubble from site.

7. Waste management

scrap, waste and debris.

file. Such method statement shall include all liquid, gaseous or solid waste produced during

the construction process.

waste site (waste disposal certificate) must be on record in the H&S file.

Please be advised in terms of the Construction Regulation of 2014, the principal contractor is

required to develop and submit a consolidated Health, Safety and Environmental management file

at project completion. The submission should be in electronic format and must be submitted to the