Weekly Quartely Monthly Twice a month (normal price) When ... · 3.1.5 The service provider will...

Request for Quotations –Provision of Gardening service at the port of

Saldanha for a period of 12 months.

ICLM SD 383/TPT Dear Bidder,

Transnet at the Port of Saldanha invites you to provide a Gardening service for the bulk and multi-

purpose at the port of Saldanha for a period of one (1) year. Supply a quote as per the Scope of work.

Price schedule: Mandatory

Item

No. Description of Goods/Services

Weekly Quartely Monthly Twice a month

When required

(normal price)

1.

Mowing of lawn twice a month and flower beds kept neat

R

2.

Weekly Remove and dispose of trash and debris from planters

and parking lots. All trash and green waste of a reasonable

quantity may be disposed ofR

3

Maintaining & upkeep of all trees, plants, shrubs, Herbs,

Grass, Potted plants, indoor plants etc in good and healthy

condition,by the end of the workday in compliance to disposal

requirement.R

4 Remove cobwebs and debris from building structures and

signs. R

5 Weekly Lawn areas shall be kept reasonably weed-free by the

application of suitable

Herbicides (SANS Approved) or by hand weeding.

R

6 Weekly Sweeping all parking areas using hard brooms and

blowers;R

7 Weekly Cleaning of all water channels, trenches manhole

grids, gullies to ensure water flows freely

during rainy days;

R

8 Monthly kerbing edges to be sprayed with weed killer to a

width of 100mm.

R

9 Monthly All roads and sidewalks and areas against buildings to

be kept weed-free by

Spraying weed killer.

NB# Weed Killing products will not be allowed unless SANS

approved R

10 Monthly remove all moss & lichen on all TPT buildings

exteriors.R

11Regular watering, pruning, cutting of the grass, trees, shrubs

as required. R

12 The water of lawn, plants and shrubs twice a month in winter

(May – July) and once a week in summer month (August to

April) (or as and when needed)R

13 Apply fertilizer 7:1:3 every second month (depending on the

season)R

14 All cuttings & debris to be removed from roads, cemented

areas and from the site on the same dayR

15 Providing and applying necessary consumables like soil,

manure & fertilizer and pesticides (as & when required)

R

16 Removal of weeds from paving, underneath conveyors,

railway lines and roads – per annum and on an as and when

required basis. R

17

Cleaning of MPT fish pond R

18Removal of debris as per specification R

19Lawn and tree replanting as and when required x10 R

Total amount for 1 Year contract (Excl VAT).

Vat Amount (15%)

Total amount for 1 year contract (Incl VAT)



ICLM SD 383/TPT EVALUATION: B-BBEE AND PRICE

The following will also be considered in the evaluation:

EVALUATION CRITERIA

Price (80)

B-BBEE (20)

In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with

the table below:

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

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

Non-compliant contributor 0

NB: Please note that the following essential documentation are to be submitted together

with the quotation:

1. Tax compliance system pin:

2. Central supplier database information:

- Unique registration reference number: ................

- MAAA................

3. Valid and original (or a certified copy) of proof of Respondent’s compliance to B-BBEE

requirements

4. Technical requirements returnable documents

Failure to submit the above stated documents may result in your quotation been disqualified.

Kindly note that if your company is interested in submitting a quotation then a response has to be

submitted on or before 09 July 2020 at 14h00. Responses must be forwarded to [email protected]

LATE TENDERS WILL BE DISQUALIFIED.

Please note that the Issued date is 01 July 2020 and Closing on 09 July 2020.



ICLM SD 383/TPT PLEASE DO NOT COPY (CC) THE BUYER ON YOUR RESPONSE BACK TO TRANSNET CORPORATE CENTRE CENTRAL TENDER EMAIL BOX, AS YOUR COMPANY WILL BE DISQUALIFIED.

Transnet reserves the right to:

1.1 modify the RFQ’s Goods/Services and request Respondents to re-bid on any such changes;

1.2 reject any Proposal which does not conform to instructions and specifications which are

detailed herein;

1.3 Disqualify Proposals submitted after the stated submission deadline [closing date];

1.4 Award a contract in connection with this Proposal at any time after the RFQ’s closing date;

1.5 Award a contract for only a portion of the proposed Goods/Services which are reflected in

the scope of this RFQ;

1.6 Split the award of the contract between more than one Supplier/Service provider, should

it at Transnet’s discretion be more advantageous in terms of, amongst others, cost or

developmental considerations;

1.7 Cancel the bid process;

1.8 Validate any information submitted by Respondents in response to this bid. This would

include, but is not limited to, requesting the Respondents to provide supporting evidence.

By submitting a bid, Respondents hereby irrevocably grant the necessary consent to

Transnet to do so;

1.9 Request audited financial statements or other documentation for the purposes of a due

diligence exercise;

1.10 Not accept any changes or purported changes by the Respondent to the bid rates after

the closing date and/or after the award of the business, unless the contract specifically

provided for it;

1.11 to cancel the contract and/request that National Treasury place the Respondent on its

Database of Restricted Suppliers for a period not exceeding 10 years, on the basis that a

contract was awarded on the strength of incorrect information furnished by the

Respondent;

1.12 To award the business to the next ranked bidder, provided that he/she is still prepared to

provide the required Goods/Services at the quoted price, should the preferred bidder fail

to sign or commence with the contract within a reasonable period after being requested

to do so. Under such circumstances, the validity of the bids of the next ranked bidder(s)

will be deemed to remain valid, irrespective of whether the next ranked bidder(s) were

issued with a Letter of Regret. Bidders may therefore be requested to advise whether they



ICLM SD 383/TPT

would still be prepared to provide the required Goods/Services at their quoted price, even

after they have been issued with a Letter of Regret.

Note that Transnet will not reimburse any Respondent for any preparatory costs or other work

performed in connection with its Proposal, whether or not the Respondent is awarded a contract.

All clarifications prior to closing should be directed to Xolelwa Gwele via email: [email protected] or telephone 021 449 4119.

Respondents may also, at any time after the closing date of the RFQ, communicate with the

Secretariat of the Regional Acquisition Council on any matter relating to its RFQ response:

Name: Andani Mavhusha-Gundula Email:[email protected] Telephone: 021 449 2851

mailto:[email protected]

Transnet Port Terminals ____ SHEQ/RS Management System

____________________________________________________________________________________________________ TPT SLDT PROC FORM 007_Scope of Work –GARDENING scope facilities SLD Page 3 of 25

1. Abbreviations and Definitions

ABBREVIATIONS

BTS - Break Bulk Terminal Saldanha

CIDB - Construction Industry Development Board

COC - Certificate of compliance

ETA - Estimated time of arrival

ETC - Estimate time of completion

IOPSA - Institute of plumbing South Africa

mm - Millimeter

MPT - Multi-Purpose Terminal

MS - Microsoft office

NCR - Non-compliance

NHBRC - National Home Builders Registration Council as established by the

Housing Consumers Protection Measures Act, 1998 (Act No. 95 of

1998).

NOSA - National Occupational Safety Association

OHS - Occupational Health and Safety

OHSAS - Occupational Health and Safety Act of South Africa

PIRB - Plumbing industry registration board

PPE - Personal Protective Equipment

RCS - Regional Corporate Services

RCS - Regional Corporate Services

RFQ - Request For Quotation

SANS - South African National Standards

SCM - Supply Chain Management

SHERQ - Safety, Health, Environmental, Risk and Quality

SLA - Service Level Agreement

SOP - Standard Operating Procedure

TECH - Technical (Maintenance)

TPT - Transnet Port Terminals

DEFINITIONS

Building maintenance

area

BTS & MPT

Business Document means a document containing the following particulars the company

letterhead, company or close corporation's registration number;

Contractor The successful company or service provider contracted to supply

equipment/services specified in this specification.

Compliance The service provider must comply with all the obligations under a

Building Contract he enters into



Corrective (‘reactive’)

maintenance

Maintenance performed after break down of equipment or facilities.

Critical area Access roads or operational areas that directly influence the day to

day business performance.

Defect A singular point where physical damage to a pavement requires urgent

repairs (e.g. pothole).

Defects liability period The defects liability period is the period during which the Contractor is

liable for any defects that are not part of normal “wear and tear”.

Normally 12 months.

Deformation

A mode of distress, manifest as unevenness in the surface profile.

Distress mechanism The physical process that causes distress.

Drainage Any system that takes the wastewater away from a building, for

example, guttering, downpipes, waste pipes, overflows and external

drainage, up to the point that they join the main sewer system.

Employer Transnet Port Terminals – Saldanha.

Fixed Cost Building

Contract

A contract where the service provider pays for all the material, labour

needed for the execution of works.

National Building

Regulations

the National Building Regulations made under the

National Building Regulations and Building Standards Act, 1977 (Act No.

103 of 1977), and

promulgated by Government Notice No. R. 2378 of 30 July 1990, as

amended by Government

Notices No's R. 432 of 8 March 1991, R. 919 of 30 July 1999 and R. 547

of 30 May 2008

Non-standardised

building methods

means any form of home building which uses building systems,

methods, materials, elements or components which are not fully

covered by existing standards and specification or Codes of practice;



and/or are not described in the “deemed to satisfy” rules of the National

Building Regulations).

Portable drinking water Taps, showers, traps, Bib taps & Stop cocks.

Preventive maintenance Maintenance performed with the intent to avoid failures and safety

violations based on the outcome of condition assessments.

Sanitation Toilets, urinals, traps, sluices and associated pipe-works.

Service Provider

/Contractor

The successful company contracted to supply equipment/services

specified in this specification.

Sewerage sludge pumps maintenance, services, repairs and replacements when

needed with installation and testing

Specifications This document

Statutory maintenance Regulated maintenance carried out on assets to meet regulatory

requirements and statutes.

The Act Means the Housing Consumers Protection Measures Act, 1998 (Act No.

95 of 1998), including any regulation, the rules, the Home Building

Manual and any circular prescribing any matter that a home-builder

has to comply with in terms of the Act

Warrants /guarantee Guaranteeing of work for a period requested by TPT of no less than 12

months.

Water Supply Can include water mains pipe-work to property, stopcock, water

meters, hot and cold water pipe-work to taps, baths, showers, Bib

taps, water tanks and so on.

Air pollution: Heavy saline, dust-laden and fumes

Altitude: Sea level

Ambient temperatures: 5 – 45 °C

Corrosive atmosphere: Severe

Mandatory PPE Hard hat, safety boots, overalls



Operating Conditions

2 Objectives

At TPT we are currently seeking a gardening service for both BTS AND MPT. This will be for all

surrounding building areas

3 Scope of requirements

3.1 Obligations of the Service Provider:

3.1.1 To provide a comprehensive, Gardening services, on buildings and areas at the Port of Saldanha

for 1 year period

3.1.2 The service provider is required to keep the lawns, gardens, roadways and areas around the

buildings and conveyors in a neat and tidy condition as stipulated in the specification below.

3.1.3 The service provider will execute works under the National Building Regulations and Building

Standards Act 1977 (Act No. 103 of 1977) and Facilities Regulations, 2004, promulgated by

Government Notice No. R. 924 of 3 August 2004

3.1.4 The service provider will maintain plant material to enhance the garden and promote proper plant

development including, but not limited to, irrigation, pruning, fertilizing, weed control, mowing

and edging of garden areas.

3.1.5 The service provider will provide all labour, equipment, tools and material necessary for normal

garden maintenance.

3.1.6 The service provider’s staff must keep away from running/operating conveyors (at least 2meters

away).

Mpt Area The Multi-Purpose Terminal is a busy area with mostly heavy-vehicle

traffic. The terminal also accommodates freight trains that may block

off certain areas from time to time.

Operations The terminal operates 24 hours per day, 365 days per year. All work

will be structured around the terminals operational requirement of

activity to not induce any interruptions to any work operation.

Relative humidity: 100%

The speed limit inside Port 40km/hour

Weather Weather-related deviations may apply and must be communicated

with the Employer whereby risk assessments per task must be

updated for risk mitigation e.g. wind, rain etc.



3.1.7 All work performed will be signed off by a TPT representative. Job cards, Quality check sheets

log sheets regarding the service must be submitted. The service provider shall accompany the

facilities representative to a site inspection after completion of the works to verify that work

was completed as agreed to before invoices are submitted. Only activities that are completed

will be remunerated once TPT has confirmed the quality of executed work is acceptable.

3.1.8 Each report must give accurate feedback to the responsible Supervisor with faults, steps taken

for rectifying as well as recommendations with photo evidence for all jobs completed.

3.1.9 The Service Provider shall discuss time-related difficulties with the Employer if work cannot be

performed in the specified timeframes agreed.

3.1.10 A pleasant garden will be achieved through normal garden maintenance practices to assure that

all lawns, shrubs and trees have been properly installed and maintained.

3.1.11 The Service Provider shall also be responsible to transport his/her employees within the boundary

of the Terminals of Saldanha with a suitable vehicle at their costs.

3.1.12 The service provider shall ensure cutting to be done in the direction of traffic; for visibility when

to stop.

3.1.13 The service provider will ensure that the site supervisor has the safety file at all times and provides

task supervision.

3.1.14 The service provider will ensure that all its personnel have all the required personnel protective

equipment per task required worn at all times and takes full responsibility of deviation thereof.

3.1.15 The service provider shall indemnify TPT Saldanha against any claim arising out of personal injury

or damage to the property attributable to the negligence or other unlawful conduct of the service

provider or his personnel in executing tasks and works.

3.1.16 Before any work being performed in the confinement of the conveyor area, clearance must be

obtained to ensure adherence to all safety requirements. The authorisation shall be sort from

SHERQ

3.1.17 Transport must comply with the minimum requirements as prescribed in the Road Traffic act.

The service providers must have a vehicle which complies with all legislative requirements

(licenced / Roadworthy) which will be utilised on-site when executing the required maintenance

work.

3.1.18 The service provider is responsible for the cleaning and housekeeping as well as rubble removal

of the area after work has been completed at all times.

3.1.19 In the event of the above mentioned an NCR will be raised, giving the service provider 7days to

provide a rectification solution at service providers own cost.

3.1.20 Contractors Equipment shall be checked to ensure compliance and conformance to all safety

regulations and copies will be added to the safety file.

3.1.21 TPT shall not be liable for any loss or damage to the Service Provider’s equipment or materials.

3.1.22 Any material used by the service provider will comply to have an MSDS document in their safety

file.



3.1.23 Alien Plants in South Africa. Alien vegetation refers to plants that are not native in a country and

have been brought into a country from another. The Department of Environmental Affairs in

South Africa describes invading alien plants as the biggest threat to plant and animal biodiversity.

3.1.24 Materials utilized in the rendering of service should be priced at cost plus 10% (ten per cent).

TPT may request submissions to validate costs.

3.1.25 Any material stored on TPT premises shall be on the service providers own cost.

3.1.26 The service provider shall before be invoicing any works and tasks removal all Rubble and do

adequate housekeeping.

3.1.27 Detailed material breakdowns per task are mandatory before any permit to work indicating:

material specifications, amounts, 10%-mark up, scaffolding etc.

3.1.28 The Service Provider shall be required to have a functional office within 50 km’s of the TPT SLD

to which the service will be rendered. TPT reserves the right to call for proof hereof and will not

commence the contract before the Service Provider submitting such proof.

3.1.29 In the event of a maintenance project, TPT reserves the right to go out on a quotation process

which the service provider may also quote.

3.1.30 TPT reserves the right to halt any unsafe practices observed.

3.1.31 Based on award a mandatory kick-off meeting will be scheduled where all points of the contract

will be expressed. Upon understanding the contractor shall then proceed to sign an

acknowledgement of all points of the contract explained.

3.1.32 The following is the list of maintenance work that the service provider will be required

execute (List is a projection of work and not comprehensive and subject to change)

The list is based on historical planned and unplanned, as well as Statutory and non-statutory

activities/tasks.

List of work

(All work needs to be done in strict accordance to SANS and NBR regulations)

ALL WORKS must be COMPLIANT to

SANS 10400, N.B.R and all SANS REGULATIONS

1 All trimming, pruning, and tree work shall be done on a set rotation in an acceptable

horticultural manner with regard

to the natural shape of the plant, growth stimulation and space limitation



2 All lawn areas shall be mowed twice (2) a month or as needed to keep a clean, groomed and

neat appearance, whilst ensuring plants and flower beds are kept neat. The garden/grass

Layout is approximately 4800 square meters in size

3 Plants, shrubs and lawn areas shall be watered every seven (7) days in the summer months

(August – April) and twice (2) per month in the winter months (May – July) or as and when

needed.

4 The service provider shall apply fertilizer type (7:1:3) every month.

5 The service provider will clear areas around all remote buildings and keep weed in control

with weed killer within 1.5 meters away from each building – Roundup or similar

6 Service Provider to supply all machines, material and tools for the required services.

7 Service Provider to be prepared to work outside normal working hours 15:30 should water

restriction be imposed

8 Fertilization periods shall be 3monthly plotted and sent to the Facility manager

9 Lockout procedure shall be implemented before work commencement, Conveyor belts and

railway lines should be kept free of noxious weeds and grasses at least 2 meters on either

side of conveyors. The service provider will also remove weed underneath the conveyor belts

and railway lines. The size of the area to be covered is approximately 3 600 square meters.

The new sampling plant is excluded.

This is to be done 4 times a year.

10 The service provider’s staff must keep away from running/operating conveyors (at least

2meters away).

11 All areas will be blown or swept to remove landscape debris caused by weekly or monthly

services.

12 All trees trimmings, shrubs trimmings, and any other debris associated with garden

maintenance will be removed from the property by the end of the workday in compliance to

disposal requirement.

Listed

Areas

BTS AND MPT AREAS WITH BUILDINGS

There are

three (3)

remote

buildings:

a) Sub Section K (+/- 300 square meters)

b) Sprinkler pump house (+/- 300 square meters)

c) Sub Section H (+/- 300 square meters)

Table 1: listed work

Site layout Drawings



AREAS of buildings



Figure 1: Shows the BTS area



Figure 2: Shows the MPT area



Figure 3: Shows the MPT area



3.3 Work Expectations

a) Mowing of lawn twice a month and flower beds kept neat

b) WEEKLY Remove and dispose of trash and debris from planters and parking lots. All trash and green

waste of a reasonable quantity may be disposed of

c) Maintaining & upkeep of all trees, plants, shrubs, Herbs, Grass, Potted plants, indoor plants etc in

good and healthy condition.

d) Remove cobwebs and debris from building structures and signs.

e) Weekly Lawn areas shall be kept reasonably weed-free by the application of suitable

Herbicides (SANS Approved) or by hand weeding.

f) Weekly Sweeping all parking areas using hard brooms and blowers;

g) Weekly Cleaning of all water channels, trenches manhole grids, gullies to ensure water flows freely

during rainy days;

h) Monthly kerbing edges to be sprayed with weed killer to a width of 100mm.

i) Monthly All roads and sidewalks and areas against buildings to be kept weed-free by

Spraying weed killer.

NB# Weed Killing products will not be allowed unless SANS approved

j) MONTHLY remove all moss & lichen on all TPT buildings exteriors.

k) Regular watering, pruning, cutting of the grass, trees, shrubs as required.

l) The water of lawn, plants and shrubs twice a month in winter (May – July) and once a week in summer

month (August to April) (or as and when needed)

m) Apply fertilizer 7:1:3 every second month (depending on the season)

n) All cuttings & debris to be removed from roads, cemented areas and from the site on the same day

o) Providing and applying necessary consumables like soil, manure & fertilizer and pesticides (as & when

required)

p) Removal of weeds from paving, underneath conveyors, railway lines and roads – twice per annum

and on an as and when required basis.

q) Cleaning of MPT fish pond

r) Removal of debris as per specification

s) Lawn and tree replanting as and when required x10

RATE PER MONTH

R……………………………………………



3.3.1 The service provider will render their service during normal business days and hours i.e.

Monday to Friday (07h00 to 15h30).

3.3.2 Per hour costs per team member.

3.3.3 The total price must include a 10% allowance for contingencies.

3.3.4 Task-based risk assessment.

3.3.5 Task duration- start and completion date.

3.3.6 Detailed quotation with task price breakdown before permits get given which are clear, contain

all information and are understandable on a Business Document.

3.3.7 Invoiced tasks completed will be subjected to quality inspection checklist by TPT before

remuneration may proceed.

3.3.8 In the event, the checklist fails to be satisfied

3.3.9 The Port of Saldanha is security-regulated in terms of the ISPS Maritime

3.3.10 Security Regulations of 2004.

3.3.11 The Contractor’s employees shall produce identification at the main entrance gate.

3.3.12 All vehicles, persons and goods may be subject to a search.

3.3.13 Admission to the port is subject to random breathalyser testing. No alcohol is

3.3.14 permitted on-site and Transnet property.

3.3.15 Access will be subject to the Employer’s security and SHERQ requirements and

3.3.16 regulations, which is described in the Works document only at a high level:

3.3.17 Visitors must sign in at the main entrance gate to gain access to the Port. Should the

3.3.18 Contractor prefer to gain access by electronic card, such access permits maybe

3.3.19 obtained from Transnet National Ports Authority.

3.3.20 Compliance table below :

COMPLY WITH THE FOLLOWING LEGISLATION

a) The Compensation for Occupational Injuries and Diseases Act, 1993

b) Comply with Labour Law and Basic Conditions of Employment regulations

c) Hazardous Substances Act 15 of 1973

d) International Regulation Act 28 of 1974

e) Codes of Good Practice in the B-BBEE Act

f) SANS 795 - Wheelbarrows

g) SANS 60335-2-91 - Safety Part 2-91: Particular requirements for walk-

behind and hand-held lawn trimmers and lawn edge trimmers

h) SANS 62841-1 - hand-held tools, transportable tools and lawn and

garden machinery - Safety, Part 1: General requirements

4 Penalties and Deliverables

4.1 TPT shall be entitled to impose penalties upon the Service Provider if the Service Provider does not

comply with requirements stipulated in the Agreement read in conjunction with this document.



4.2 All services supplied and delivered to Transnet must be of excellent quality and in compliance

with the specifications. Should the goods or service(s) not conform to the specifications, Transnet

reserves the right to reject them, obtain the goods or service(s) from other sources of its free

choice and debit the difference in cost, if any, to the Service Provider.

4.3 The Service Provider shall ensure that its employees tasked with providing the required services

to Transnet are competent, and experienced in carrying out its responsibilities as set out in the

scope of work herein.

4.4 Should the Service Provider fail to execute the service, TPT will arrange for an alternative Service

Provider and will deduct from the month's invoice all the cost incurred in arranging for the

alternative Service Provider

4.5 Should a non-conformance of a similar incident recur then TPT reserves the right to cancel the

contract. Non-conformities shall be identified by the Employer and/or a qualified Third Party

Inspection Authority

4.6 In the event of non-compliance to this agreement (including the SLA), penalties will be imposed

and TPT will inform the Service Provider(s) in writing, of the non -compliance, the non-

conformance shall require the Service Provider(s) to rectify the non-compliance within forty-eight

(48) hours based on severity table.

4.7 If such non-compliance is not remedied within forty-eight (48) hours, then TPT will withhold a

maximum of 10% (ten per cent) of the total amount payable from each subsequent monthly

payment due to the Service Provider(s) until the rectification required has been effected to TPT's

satisfaction

4.8 Should a rectification not be satisfactorily achieved by the next SLA meeting (1monthly), the

retained percentage shall increase to 15% (fifteen per cent). The amounts withheld shall be paid

when the rectification required has been effected to TPT's satisfaction.

4.9 Failure by the Service Provider(s) to achieve the required rectification within 1 month in

succession will be regarded as a breach of this agreement and any sums of money withheld shall

be forfeited.

4.10 Notwithstanding the provision of this penalty clause, TPT shall not:

a) Be precluded from exercising its right to terminate the agreement in the event of a breach, and

b) Be stopped from claiming damages from Service Provider(s), should damages be suffered by TPT

or any third party as a result of any conduct or failure on the part of the Service Provider(s) or

any of its employees arising out of a breach by the Service Provider(s) of this Agreement

4.11 All works will be done under all respected SANS regulations and Building Regulations

4.12 A guarantee slip/document/ certificate of completion to be provided for the completed works

identifying the repaired area with guaranteed for a minimum period of 24 months.

4.13 The quality concerns are that if repairs are not executed as per SABS/SANS standards it would

result in a re-occurrence of the maintenance requirement.



4.14 Any penalty imposed in terms of this clause shall be set-off against the invoices (vatable)

amount, as declared in the Service Provider(s) Tax Invoice, to which the penalty has attached,

and the Vat payable by TPT to the Service Provider(s) shall be calculated on the invoice amount

less the service-related penalty imposed.

4.15 All repairs to be approved by the facilities representative upon completion which will result in

payment of the completed works.

4.16 The Service Provider must have a permanently manned telephone (place of business/cell phone)

and fax machine, to ensure that immediate contact can be made in case of an emergency.

4.17 If for any reason, any of the hired artisans and/or cleaners do not show up for any particular

reason, the contractor shall be responsible to replace that specific person with a suitable

replacement within 6hrs. Failure to replace shall result in a penalty.

4.18 Should the service provider personnel arrive late for more than 3 days per month to perform the

service to TPT a penalty will result.

4.19 The service provider will be solely responsible for all the consequences apart from the liberty of

TPT to lodge complains before the appropriate authorities in the event of any of their staff being

found indulging in any undesirable or unfair activities in the premises of TPT.

4.20 The service provider shall compensate in full the loss sustained by TPT on account of damage or

theft of TPT property or material during discharge of the activities/ services.

4.21 If any weeks’ feedback report/repairs have been verified as falsified as done and checked by a

TPT representative the service provider will rectify the job at 0% costs to TPT

4.22 Q.C.P /Quality assurance plans for all work to be executed and included are:

a) Method statements per job

b) Safety file

c) Functional task list

d) RISK Assessments / Risk management plans per job

e) Data pack

f) Specification data sheets of any material

5 Technical Requirements

Service Providers shall be evaluated according to the following criteria:

Technical Evaluation Criteria % Weightings

5.1 Experience

The Service Provider shall be required to have a

proven track record in the service of gardening for a

minimum period of 1 year.

Supporting documents - Provide reference two (2)

letter(s) of recommendation on the referee’s

letterhead for indicating the type of service and duration

40% of points = Two (2) written

references issued by respondent’s client

(different clients)

10% of points = One (1) written


(different clients)

0% of point = Zero (0) written


(different clients)



5.2 Risk Assessments

Service Provider must submit a generic risk

assessment, based on the works to be executed e.g

GARDENING The risk assessment should, at a

minimum, give detail of the following elements:

a) Safety in place for the job

b) Health risks involved

c) Environment impact

d) How the quality of work will be checked.

Supporting documents – Risk assessment with all the elements included structured around building

maintenance.

15% of points = risk assessment

covers all 4 elements


covers 3 of the 4 elements


covers 2 of the 4 elements

5.3 LEAD TIME

Service Provider must submit a LEAD TIME TO WORK

EXECUTION

Supporting documents – LEAD TIME SUBMITTED

ON LETTER HEAD

30% of points = 1-2 WEEKS

15% of points = 2-3 WEEKS

0% of points = 4-6WEEKS

5.4 Qualifications

Service Provider Personnel must be a qualified garden/horticulturist, formal qualification with a

minimum of 3 years’ experience attach a CV and relevant qualifications.

Supporting document – attach CV and supporting documents)

15% of points = Person meeting all

set elements and exceed the years of experience required

0% of point = Zero (0) No formal qualification

Transnet minimum threshold of "80%" for the technical evaluation criteria must be met for

the Respondent's proposal to progress to Price and BBBEE

6 General Safety and Compliance’s specifications

6.1 The service provider shall implement and maintain applicable Health, Safety, Quality and

Environmental regulations and other relevant standards and regulation, example: NOSA CMB253;

applicable SANS codes; OHS Act of 1993 and OHSAS 18001.

6.2 The service provider ensures compliance with TPT SHERQ-RS PRO 027_ SHERQ Contractor

Specifications Procedure. SHE File will be handed into TPT SHERQ Department in advance for

approval before work commence.

6.3 The service provider will be responsible for obtaining the hot work permit from TNPA. Contact

number: 022 703 4331.

6.4 The service provider to have a fire watch on duty when hot work is performed.

6.5 The service provider to declare the structure safe for operation and issue TPT a safe for

operation certificate after completion of the work.

6.6 The service provider will ensure compliance with TPT SLDT SHEQ-RS PRO 032_Permit To Work

procedure in ensuring that Permit to work been issued via their specific Job owner in conjunction



with the relative scope of work and all the necessary precaution measures have been considered

and implemented.

6.7 The service provider will ensure compliance to TPT SLDT SHEQ-RS PRO 021_Lock Out Procedure

and ensure that lockout and isolation are only done by Trained and competent employees with

conjunction with TPT competent employees.

6.8 Service provider to ensure that all employees involved in the activity are informed of the Hazards

and risk they exposed to and all other relevant applicable Safety Work Procedures, fall

protections Plans, Environmental Plans, Emergency Plans and any other relevant procedures,

proof to be submitted to SHERQ with SHE File.

6.9 Updated SHE File to be submitted to SHERQ via procurement on the award of business under

TPT SHERQ –RS PRO 027 TPT SHERQ Contractors Specifications Procedure within 14 days from

award of business (2 weeks).

6.10 The following document is a compulsory returnable document for all service provider to supply

chain management:

6.10.1 Valid Letter of Good standing

6.10.2 Valid Public Liability Insurance

6.10.3 37.2 Agreement (TPT SLDT SHEQ-RS FORM 065_Section 37 (2) Agreement) between

TPT & Principle contractor

6.10.4 37.2 Agreement between Principle contractor and Sub Contractor if making use of

any.

6.11 The following document is a compulsory returnable document for the service provider that conducts

any physical work on-site to SHERQ:

6.11.1 SHE File that complies with TPT SHERQ-RS PRO 027 TPT SHERQ Contractor

Specifications Procedure.

6.11.2 Completed signed TPT SLDT SHEQ-RS FORM 026_Permit To Work to be handed to

SHEQ after completion of the task.

6.12 The service provider must ensure that when required to off-load or load any heavy equipment

and machinery on the plant that they comply with the following:

6.12.1 No equipment or machinery may be physically operated by an employee when

required to off-loaded or load from any flatbed or low-bed.

6.13 The service provider shall include a Quality Assurance Plan in the tender document.

6.13.9 Service Providers are liable to collect and remove all waste being created during the

contract/project. Waste is not to be added to TPT waste skips. Removal of Hazardous waste,

which requires a Disposal Certificate should be submitted to SHEQ after waste, has been

disposed of. The service provider shall ensure compliance with COVID 19 regulations.



7. legal compliances, and procedures and reference documents: The following

documents and standard specifications are referenced in this document and form part

of the Works Information

Applicable Legislation and/or

procedures of compliance

Description

CMB253 National Occupational Safety Association-NOSA

Integrated Management System

GRM/SHEQ/STD 009 TNPA Fire Safety Management Manual

ISO 14001 Environmental Management System Environmental

Specifications with guidance for use.

ISO 22846-1 Personal equipment for protection against falls --

Rope access systems - Part 1: Fundamental

principles for a system of work.

ISO 22846-2 Personal equipment for protection against falls --

Rope access systems -- Part 2: Code of practice

ISO 9001 Quality Management System- Requirements

OHS Act OHS Act Construction Regulations of 2014

OHS 85 of 1993 Occupational Health and Safety Act

OHSAS 18001 Occupational Health and Safety Management

System Requirements

OHSAS 18002 Occupational Health and Safety Management

Systems – Guidelines for the Implementation of

OHSAS 18001

SABS 1200 MG-1996 Standardized Specification for Civil Engineering

Construction: Bituminous surface treatment

SABS 1200 MH-1996 Standardized Specification for Civil Engineering

Construction: Asphalt base and surfacing

SANS 10112 The installation of polyethene and poly (vinyl

chloride) (PVC-U and PVC-M) pipes. Is intended to

present (in sufficient detail for general use) the

comparative physical, chemical, and mechanical

properties of 2 types of plastics pipe in common

use, to guide their selection for the conveyance of

potable water (and other applications) and to

define sound practice in the assembly and

installation of such pipework.



SANS 10252-2 Water supply and drainage for buildings Part 2:

Drainage installations for buildings

SANS 10333-1 Industrial rope access Part 1: Worksite procedures.

SANS 10333-1 Industrial rope access Part 1: Worksite procedures.

SANS 10333-3 Industrial rope access Part 3: Inspection,

certification and management procedures for

equipment.

SANS 791 (SABS 791) Un-Plasticised polyvinyl chloride (uPVC) sewer and

drain pipes and pipe fittings

SANS Codes Applicable related South African Bureau of

Standards’ Code of Practice in conjunction with

Scope of work.

TPT SLDT SHEQ-RS FORM 026 Permit To Work

TPT SLDT SHEQ-RS FORM 062 Notification of Construction Work

TPT SLDT SHEQ-RS FORM 071 Notification to Provincial Director

TPT SLDT SHEQ-RS FORM 077 Contactors SHE File Index

TPT SLDT SHEQ-RS FORM 078 SHE Contractor File Approval Document

TPT SLDT SHEQ-RS PRO 007 Emergency Preparedness and Response

TPT SLDT SHEQ-RS PRO 009 Waste Management Procedure

TPT SLDT SHEQ-RS PRO 016 Incident Reporting and Investigation Procedure

TPT SLDT SHEQ-RS PRO 021 TPT Lock-Out Procedure

TPT SLDT SHEQ-RS PRO 027 TPT SHERQ Contractor Specifications Procedure.

TPT SLDT SHEQ-RS PRO 032 TPT Permit To Work procedure

TPT SLDT SHEQ-RS PRO 060 SHEQ Fire Risk Management Procedure

TPT SLDT SHEQ-RS PRO 065 TPT Fall Protection plan

COMPLY WITH THE FOLLOWING LEGISLATION

1 The Compensation for Occupational Injuries and Diseases Act, 1993

2 Comply with Labour Law and Basic Conditions of Employment regulations.

3 Hazardous Substances Act 15 of 1973



4 International Regulation Act 28 of 1974

5 Codes of Good Practice in the B-BBEE Act

6 SANS 795 - Wheelbarrows

7 SANS 60335-2-91 - Safety Part 2-91: Particular requirements for walk-

behind and hand-held lawn trimmers and lawn edge trimmers

8 SANS 62841-1 - hand-held tools, transportable tools and lawn and garden

machinery - Safety, Part 1: General requirements

To obtain any Supporting document like:

- TPT SLDT SHEQ-RS PRO 027_ SHERQ Contractor Specifications Procedure.

- TPT SLDT SHEQ-RS FORM 126_Contactors SHE Site File Index - TPT SLDT SHEQ-RS FORM 065_Section 37 (2) Agreement

TPT SLDT SHEQ-RS FORM 077_Transnet Port Terminals – Saldanha Contractors SHE File Index

Contact the following employees at SHERQ Department:

SHERQ Manager IOT: Rejean Viljoen

Email: [email protected]

Contact number: 022 703 4958

SHERQ Manager MPT: Werner Labuschagne

Email: [email protected]

Contact number: 022 703 4945



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