1. PS(PDP)2015/NN/07
Tender Clarification for the Construction of the New Upington Substation 19 October 2015

2. PDP Project Team
Programme Manager: Lenny Chetty Electrical Project Manager: Tebogo Nyatlo Civil Project Manager: Razaak Jones Project Engineers: Dawie Senekal/Rajiv Rampal Pr. Quantity Surveyor: Arthur Quphe Senior Procurement Advisor: Ngiphile Nkwanyana Senior Health & Safety Advisor: Siseko Mdlokolo Health & Safety Practitioner: Ayanda Sintu Senior Environmental Advisor: Trevor Odonoghue Senior Quality Advisor: Ashley Muller

3. Site Location

4. Project Scope Civil Works Building Work 132/400kV Terrace Construction
Road Construction
Base Foundations & Support Steel
500MVA Transformer Plinth
Oil Drainage System
Storm water, Sub-Soil & Surface Drainage
Copper Earthing & Associated yard works
Security, Safety & Non-Lethal Fencing
Security & Flood Lighting
Borehole Sinking & Water Supply
Access Control Building
Office Building
Control Building
IBR Cladded Store
Maintenance Workshop
Consumable Store & Waste Bin Bund Area
Carports & Paving
Identification Signage

5. Tender Enquiry Time Frames
Enquiry Closes
29 October 2015
Contract Award
11 January 2016
Construction Start
1 February 2016
Construction End
15 December 2016

6. Commercial

7. Total Overall Weighted Score
SD&L Requirements
TABLE 1: SUPPLIER DEVELOPMENT AND LOCALISATION COMPLIANCE MATRIX FOR SUPPLIERS AND CONTRACTOR
Criteria
Weight (%)
Total Target (%)
Proposed Target (%)
Total Overall Weighted Score
Local Content to South Africa
10%
100%
0.00%
Local Content to Northern Cape
15%
40%
Procurement from BWO
25%
Procurement from SBE/BYO/BPLwD
Skills development
Total
Total Supplier Development and Localisation Score

8. Skills Development Skill type Weight (%) Eskom’s target (Local to SA)
Tenderers proposal
(Local to SA)
(Local to Site)
Total Weighted Score
Foundation Team leaders
15% 2
Reinforcing practitioners
Earthworks practitioners
10% 4
Brick layers
Safety practitioner
Shutter hands
Drainage pipe layers
20%
100% 20

9. Technical Evaluation - Engineering

10. Technical Evaluation - Engineering

11. Technical Evaluation - Engineering

12. Health and Safety Management
SECTION A: ( HEALTH AND SAFETY LEGAL COMPLIANCE)
1. Signed and authorized OH& S Policy.
2. Planning (Hazard Identification, Risk Assessment and controls)
3. Objectives and targets
4. Resources, Roles , Responsibility and Authority
5. Competency, training and awareness
6. Communication, participation and consultation
7. Control of documents and records
8. Emergency preparedness and response
9. Performance measurement and monitoring
10. Evaluation of compliance
11. Non- conformity, corrective and preventative action
12. Internal Audits
13. Management review

13. Health and Safety Management
SECTION B: SHE PLAN (As per SHE Specification Requirements)
1. SHE Plan (To demonstrate the following as minimum)
Indication of SHE competencies and appointments, including duties and SHE responsibilities of appointed persons on site
Training procedures and plan, including SHE induction
Occupational hygiene.
SHE communications and meetings, including daily safe task instructions and project safety meetings
Management of sub-contractors and suppliers.
Health and Safety inspections and audits
Visible Felt Leadership Inspections by Contractor’s Managing Director and senior managers and submit report to Cape Grid Executive Project Manager
Policy and program of HIV & Aids shall be submitted to the client
SHE surveillance, measurements and monitoring
Operational control procedures
Management of personal protective clothing
Handle/Control of dangerous and hazardous substances.
Design control (if applicable)
High Risk activities 13

14. Health and Safety Management
SECTION B: SHE PLAN (As per SHE Specification Requirements) continued
Emergency preparedness, Evacuation and Rescue Plan
Legal and other requirements.
Housekeeping requirements
Substance abuse management
Document and record control
Maintenance arrangements of machinery and equipment
Workers welfare facilities
Compliance to the saving rules (Implementation, monitoring,
Enforcement, and disciplinary processes etc.)
Risk Assessment ( Define process/method to be followed)
Fall Protection Plan
Incident Management
Smoking policy
Transportation of employees to and, from site.
Health and Safety Organogram 14

15. Health and Safety Management
SECTION C : SHE FILE
1 Appointments
2. Past Health and Safety Performance (12 months progressive)
3. Valid Letter of Good Standing
4. Inspections and Audits programme ( templates)
5. Safe Work Procedures ( For all critical task/activities)
6. Programme of Compliance to Cardinal Rules
7. Baseline Risk Assessment
8. Procedures and Method Statements
9. Fall Protection plan
10 Fire Safety plan
11 Health and Safety Performance
12 Workman’s Compensation
13 Notification of construction (template)
14. Cost allocation for Health and Safety Compliance

16. Health and Safety Management
Incident Management
Quality of Investigations (RCAT Recommended)
Reporting (On time i.e. 24 hours and emphasis is on near miss incidents)
Lessons Learnt (Important to share to prevent similar incident from happening in other projects)
Records (Kept in line with OHS Act)
Local Labour
Training (Recommended that they are inducted and given less technical tasks)
Medical Assessment (Baseline, periodical and exit)
Risk profile activities conducted by local Labour (Same as bullet 1) 16

17. Health and Safety Management
Sub-Contractor Management
Sub-Contractor to be Assessed prior selection i.e. appointments, 37(2) agreements, competency
Principal Contractor to submit monitoring plan
Life Saving Rules
Compliance to life saving rules (personal capacity)
Implementation programme of live saving rules, i.e. communicate, implement, test for knowledge, disciplinary process to be followed in an event of non-compliance.

18. Health and Safety Management

19. Health and Safety Management
Legal Compliance
All legal appointments to be made and signed by an appointed 16.1, alternatively 16.2 appointee
Contractor to ensure that all appointees are trained and competent
Upon contract award, SHE Plan to be signed by contractor and client for acceptance
Hazard Identification and Risk Management
Baseline risk assessment process and actual risk assessment document to be submitted as part of returnable
Risk assessment to be reviewed if and when there’s a project scope change or a serious incident

20. Health and Safety Management
Occupational Health and Hygiene
Contractor to submit health risk assessment
All employees to have signed man-job specifications, medical certificates if and when working on heights, psychological assessment should be included during medical assessment.
Contractor to comply to periodical examinations as stipulated on the OHS Act
Contractor to conduct Occupational Hygiene Surveys including risk assessment

21. Health and Safety Management
Behavioural Based Safety
Contractor MD to conduct 2 visible felt leadership inspections per month and report to be submitted to the PM
Traffic Management Plan
Contractor to submit traffic management plan prior starting the work for approval by Client (See attached example of a traffic plan)
Site access and security
All contractors/suppliers will be subject to site access and security procedures
Contractor/supplier to notify PM on time prior site visit

22. Environmental Management
Site establishment Method Statement
Vegetation clearance
Contractor yard services (fencing, site offices, water, toilets, waste skips, etc)
Site Management
Risk Assessments
Cement & concrete method statement

23. Environmental Management
Fuel storage method statement
Rehabilitation plan
Documents/information required
Environmental report
Records of waste disposal
Register of punch lists, defects/NCR’s and complaints
Documents issued
Project EMP & SHE specification

24. Environmental Management
Health Care Risk Waste generated during the project duration shall be disposed of accordingly by a certified service provider organized by the contractor at a licensed waste site.
Documents/Information Required
Environmental Report
Records of Waste Disposal
Register of punch lists, defects/NCR’s etc
Documents Issued
Project EMP & SHE Specification

25. Environmental Management
Project Returnables
Contractor EMP (with Mitigation Plan)
Method Statements (including but not limited to method statements noted above. All method statements required as per the EMP should also be submitted)
ID Environmental Officer for site (Provide a profile for person)
ISO registration
Company Environmental Policy
ALL other Contractual requirements

26. Quality Management Quality submissions at Tender Stage are :
Quality Management system documentation based on ISO 9001: 2008
Contract Quality Plan (as per PDPMAN-SP-28 as a minimum) ISO is preferable
Sample of Inspection and Test Plan’s
Quality requirements on Award are :
Meeting all as per PDPMAN-SP-28 i.e. actual documentation

27. Quality Management Specific arrears to be considered are as below
Contract Quality Plan,
Inspection and Test Plans (ITP) as per SOW
Method statements as referenced in defined ITP’s, recommend that Safety and Environmental risks and controls are a single document
Sub-Contractor controls identified and documented
Quality Planning included Inspection and Test plans are to be Approved prior to commencement of any of the Works
Contractor to carry out own planned Internal Audits and provide to Eskom
Inspections to be carried out on Sub-Contractors and Suppliers
Records of critical interfaces e.g.. TOC levels, Compliance Certificates, Cube Tests, SANS Reports e.g. HDG Certificate/Building Materials/etc

28. Quality Management
Quality Assurance responsible person and Quality Control personnel on site all identified and documented
Non Conformance and Defect Management procedure and controls
Inspection and Test Plan management and recording process on site and Reporting to Eskom weekly or monthly etc – define process
Deviations reported by Contractor prior to Eskom identification (Concession approval)
Concession process defined for work not carried out to Specifications and defined requirements
Inspection and Test Plans to be provided as evidence of Work completed as per requirements at agreed intervals with PM
As Built records to be provided on Completion of the Works

29. SHEQ Evaluation

30. SHEQ Evaluation

31. SHEQ Evaluation

32. SHEQ Evaluation

33. SHEQ Evaluation

34. SHEQ Evaluation

35. SHEQ Evaluation

36. SHEQ Evaluation

37. SHEQ Evaluation

38. SHEQ Evaluation
Evaluation criteria is not only limited to these templates
Contractors are encouraged to add innovative SHEQ experience/practices which can have a major effect when tenders are close

39. Contractor Presentation
The successful Contractor will be required to do a formal MS PowerPoint Presentation to Eskom on:
Company background (BEE/BWO/Other and previous experience and track record)
Understanding of the Scope of Works
Schedule the execution of the Works
Initial & amended monthly Forecasted Rate of Invoicing (FRI)
Procurement plan and delivery schedule
Work method & method statements
Health & Safety plan with proof of medical fitness
Etc.

40. Contractor Presentation
(The successful Contractor will be required to do a formal MS PowerPoint Presentation to Eskom on – continued)
Prioritized Risk analysis and plan with relevant mitigation strategies covering:
Implementation & Schedule
Safety Risks
Environmental Risks
Integration Risks
Other
Quality Planning (Contract Quality Plan and Quality Control Plans i.e. QITP’s)
Subcontractor Controls and Inspections of Materials
QA/QC Resource on Site
Data Dossier (as-built drawings, record system, NCR and Defect Controls)
Contractor proposal and initiative on commitment to a community enlistment project
What do the Contractor require from Eskom

41. General Site Services Yard allocation
Site office layout model format for Eskom approval – example

42. General Site Services (continues)
Site accommodation
Potable water
Construction water
Electricity
Waste management
Telephones
Existing Services
Limited information is available on existing services. It will be required from the contractor to accept that services does exist during any excavation operation, locate these services and reroute with Employer approval. Special attention should be given to cable detection, also to the Employer written approval, prior to commencement of any excavations on the whole site, and therefore it is required that the contractor make allowance in the tender price. The Employer will not consider any compensation for locating of existing services.

43. General Sub-contractors Drawings Advertising
Transmission Grid Requirements
Scope Change Management
PM Formal Communication
SUPERVISOR Site Instruction
Accurate Weather Data Capture
Prior to commencement of works, the appointed Contractor Managing Director/ Closed Corporation Member (Represented) to conduct a briefing session with Cape Grids Executive Projects Manager

44. Eskom wish to THANK all Contractors for participating